City of Fresno - File #: ID 23-746

• File #: ID 23-746
• Version: 1
• Type: Action Item
• Status: Continued
• File created: 5/3/2023
• In control: City Council
• On agenda: 5/25/2023
• Title: Actions pertaining to the replacement of customer relationship management software (Bid File 12300269) (Citywide): 1. Award a contract to Incapsulate, LLC for the Customer Relationship Management Replacement solution and implementation services in the amount of $395,723.80 for one year with the option of four, five-year extensions. 2. Approve the purchase of Salesforce cloud subscription licenses from Carahsoft Technology Corporation, at government approved pricing, in the amount of $610,343.91.
• Sponsors: Information Services Department

Date	Ver.	Action By	Action	Result
5/25/2023	1	City Council	CONTINUED	Pass

REPORT TO THE CITY COUNCIL



FROM: BRYON HORN, Chief Information Officer
Information Services Department

BY: SARAH BEYE, Division Manager | 311
Information Services Department


SUBJECT
Title
Actions pertaining to the replacement of customer relationship management software (Bid File 12300269) (Citywide):
1. Award a contract to Incapsulate, LLC for the Customer Relationship Management Replacement solution and implementation services in the amount of $395,723.80 for one year with the option of four, five-year extensions.
2. Approve the purchase of Salesforce cloud subscription licenses from Carahsoft Technology Corporation, at government approved pricing, in the amount of $610,343.91.

Body
RECOMMENDATION

Staff recommends the City Council award a contract in the amount of $395,723.80 to Incapsulate, LLC (Incapsulate) for implementation and hosting of customer relationship management software which will replace the City's current Accela/PublicStuff software (branded as FresGO); and approve the purchase of Salesforce cloud subscription licensing from Carahsoft Technology Corporation, at government approved pricing, in the amount of $610,343.91, for a total base year project amount of $1,006,067.71 per Incapsulate's proposed solution; and authorize the City Manager or designee to execute the agreement.

EXECUTIVE SUMMARY

The City of Fresno (City) is seeking to award a proposal for training, implementation, and replacement of the current Accela/PublicStuff software (branded as FresGO). Staff issued a Request For Proposals (RFP) and received 11 responses (Accela/PublicStuff did not respond to the RFP). After a comprehensive review of the proposals, evaluation by a selection panel and review of the best qualified candidates for this project, staff recommends awarding Incapsulate. Incapsulate was selected due to their credentials, experience with other municipalities and agencies, demonstration of their understanding of our project needs, and the details o...