REPORT TO THE CITY COUNCIL FROM: BRYON HORN, Chief Information Officer Information Services Department BY: SARAH BEYE, Division Manager Information Services Department SUBJECT ..Title Actions pertaining to the implementation of customer relationship management software for Council Offices: 1. Affirm City Manager's determination that Incapsulate, LLC is uniquely qualified. 2. Award a contract to Incapsulate, LLC for the Customer Relationship Management implementation for Council Offices in the amount of $154,638.50. 3. ***RESOLUTION - Adopting the 5th Amendment to the Annual Appropriation Resolution (AAR) No. 2023-185 to appropriate $154,700.00 for implementation of customer relationship management software for Council Offices (Requires 5 Affirmative Votes) (Subject to Mayor's Veto) ..Body RECOMMENDATION Staff recommends the City Council affirm the uniquely qualified designation for Incapsulate, LLC (Incapsulate), award a contract in the amount of $154,638.50 to Incapsulate for implementation and hosting of customer relationship management (CRM) software for Council Offices, adopt the 5th Amendment to the Annual Appropriation Resolution approving the appropriation of unallocated carryover resources, and authorize the City Manager or designee to execute the contract. This CRM system will be specific to Council Offices to suit their needs for a product to manage constituent communications and will integrate with the City's FresGO CRM. Licensing fees are covered under the City's CRM software purchase and is budgeted in ISD's FY24 budget. EXECUTIVE SUMMARY On June 8, 2023, Council approved the replacement of the City's CRM software which the City's FresGO program is built on. Incapsulate was selected as the preferred solution from RFP (Bid File 12300269). Incapsulate also conducted two demonstrations of their Salesforce constituent customer relationship management solution for Council staff. This system would seamlessly integrate with the new CRM system being implemented to replace FresGO. When developing a CRM system, it is imperative that one vendor design and implement a program which is why there is the designation of uniquely qualified on this proposal. BACKGROUND On May 24, 2023, Incapsulate held a demonstration of their Salesforce Council constituent CRM solution. On May 25, 2023, ISD brought the FresGO replacement CRM project (RFP 12300269) to Council at which time Council President Maxwell asked to push the item to the next Council meeting of June 8, 2023. Council also requested that there be a second demonstration for Council staff of the constituent CRM solution. The second demonstration for Council staff was held on June 1, 2023. On June 8, 2023, Incapsulate and Carahsoft were awarded $1,006,067.71 to implement the Salesforce platform based on RFP (Bid File 12300269). ISD is now asking to award to Incapsulate their Salesforce Council constituent CRM solution for $154,638.50 for implementation and support. Licensing fees are covered under the CRM RFP 12300269 award. Due to their award to implement the solution for the FresGO replacement CRM, demonstration of their understanding of our project needs, and the details of their plan to implement the project, Incapsulate is uniquely qualified. ENVIRONMENTAL FINDINGS By the definition provided in the California Environmental Quality Act (CEQA) Guidelines Section 15378 this item does not qualify as a "project" for purposes of the CEQA. LOCAL PREFERENCE Local preference was not implemented because this vendor is uniquely qualified. FISCAL IMPACT Funding is available in the Information Services Department's (ISD) Systems Acquisition and Replacement (SAM) Fund due to unallocated carryover resources. Attachments: Consultant Services Agreement Scope of Work / Quote Annual Appropriation Resolution No. 2023-185 Uniquely Qualified Memorandum