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From 120 Days to 17: How the City of San Antonio Streamlined Supplier Catalog Management with Vroozi

City of San Antonio

Industry

Public Sector / Municipal Government

Challenge

As the 7th largest city in the United States, the City of San Antonio needed to streamline procurement processes across numerous municipal departments including fire, police, airport, convention center, and schools. Their manual catalog management processes were causing significant delays in supplier onboarding, taking up to 120 days to implement new catalogs. This resulted in delayed purchasing from newly contracted suppliers and inefficient procurement operations across the city.

Results

By implementing Vroozi’s platform, the City of San Antonio cut supplier catalog setup time by 86%—from 120 days to just 17. With over 1,000 catalogs centralized and a 71% increase in active users, departments can now purchase from approved suppliers faster. The city also saw a 27% drop in support tickets and improved compliance across all procurement operations.

Key Product

Vroozi Marketplace with Supplier-Managed Content

sanantonio.gov
71%
Active User Growth
86%
REDUCTION IN CATALOG SETUP TIME
1,000+
CATALOGS MANAGED
27%
TICKET REDUCTION
sanantonio-skyline-2022-11-8

About the City of San Antonio

The City of San Antonio is the 7th largest city in the United States, with a population of nearly 1.5 million residents. The city government manages extensive operations across numerous departments including police, fire, airport, convention center, schools, and public works, all requiring efficient procurement processes to serve the community effectively.

The Challenge

Before implementing Vroozi, the City of San Antonio struggled with lengthy and cumbersome catalog management processes. New supplier catalogs took an average of 120 days to set up after contract signing, resulting in significant delays before city departments could begin purchasing from newly contracted suppliers. This inefficiency affected operations across all municipal departments and created frustration for both city staff and suppliers.

Contract compliance was a critical concern, as all purchases needed to strictly adhere to negotiated terms. With thousands of catalogs across dozens of departments, the city needed a solution that could efficiently manage catalog content while ensuring compliance with contract terms.

The Solution

The City of San Antonio implemented Vroozi's Marketplace solution to centralize and streamline their procurement operations. They focused on creating a supplier-managed catalog content process that dramatically reduced the time and effort required to onboard new suppliers. As part of their technology roadmap, the city confirmed that Vroozi Marketplace will integrate with SAP-Ariba, ensuring flexibility as their procurement systems evolve.

The solution included:

  • Streamlined catalog template reducing required fields from 60 to approximately 7
  • Supplier self-service portal allowing vendors to directly upload and manage their catalog content
  • Centralized management of over 1,000 supplier catalogs across all city departments
  • Federated catalog search delivering cross-catalog results for employees to find products from contracted suppliers
  • Integration with the city's approval workflows and financial systems

With the simplified process, suppliers could quickly provide their catalog information, while the city's procurement team focused on reviewing and approving content rather than manually creating it.

The Results

This new approach has completely changed how the City of San Antonio manages procurement:

Accelerated Supplier Onboarding

  • Catalog setup time reduced from 120 days to just 17 days (86% reduction)
  • Faster supplier onboarding means departments can purchase from new contracts immediately
  • Higher supplier satisfaction as vendors can start receiving orders sooner

Improved Catalog Compliance

  • Centralized marketplace ensures all purchases comply with negotiated contracts
  • Reduced free-text orders by guiding users to approved catalog items
  • Better visibility and control across all city departments

Operational Efficiency

  • 71% growth in active users demonstrates strong adoption
  • 27% reduction in help desk tickets related to procurement
  • Freed procurement staff to focus on strategic activities rather than manual catalog management

The city continues to expand its use of the Vroozi platform, setting a benchmark for procurement excellence in the public sector. Their innovative approach demonstrates how municipal governments can leverage technology to improve efficiency while maintaining strict compliance requirements.

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