Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Colleen Chawla, Chief, San Mateo County Health
Heather Forshey, Director, Environmental Health Services
Subject: Agreement with Carahsoft Technology Corporation to Provide Licenses from Salesforce and Accounting Seed for Environmental Health Services Division
RECOMMENDATION:
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Adopt a resolution authorizing an agreement with Carahsoft Technology Corporation to provide licenses from Salesforce and Accounting Seed for Environmental Health Services Division of San Mateo County Health, for the term of February 1, 2026 through February 12, 2027, in an amount not to exceed $378,805.03.
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BACKGROUND:
Environmental Health Services Division (EHS) migrated to a new record management system in August 2023 based on Salesforce Public Sector Solutions. In association with this record management system, EHS, as well as each staff member, needs various licenses. Salesforce licenses are needed for daily time and activity tracking, billing, inventory management, inspection and violation tracking, and complaint management.
The records management system is also able to capture inspection information electronically and generate and distribute various reports to regulated facilities while in the field.
Additionally, EHS has maintained a public portal associated with the record management system to receive payments for invoices, complaints from the public, and Public Records Act requests. EHS recently implemented an improvement allowing regulated businesses to electronically submit applications and other associated information, as well as control their specific information related to their accounts, such as billing and mailing addresses, associated contractors, and specific points of contact per associated facility. This improvement also provides a unified, comprehensive view by businesses of all licensing, permitting, inspection, and enforcement interactions.
DISCUSSION:
The proposed agreement between EHS and Carahsoft Technology Corporation will continue providing EHS access via various licenses to the records management system to perform all of the regulatory, reporting, and public response functions described above for another year. From a regulated business initial permit application through issuance and renewals, information is readily available to the business. EHS can leverage real-time collaboration tools to connect with its constituents, resolve issues, reduce the time it takes to issue permits, resolve violations, and respond to requests for information.
The resolution contains the County’s standard provisions allowing amendments of the County fiscal obligations by a maximum of $25,000 (in aggregate).
County Procurement reviewed and approved the request to utilize a competitively bid cooperative agreement, Agreement No. AR2472, in accordance with County of San Mateo Administrative Memorandum B-1, Section II E-4. Because the cooperative agreement was competitively bid, it is recommended that this Board waive a formal solicitation for the proposed agreement.
The County Attorney has reviewed and approved the resolution and agreement as to form.
The Technology Services Department has reviewed and approved the IT component of this agreement.
It is anticipated that 16,000 payment transactions will be received online using the EHS Public Portal.
PERFORMANCE MEASURE:
|
Measure |
FY 2024-25 Actual |
FY 2025-26 Estimated |
|
Number of payment transactions that are received online using the EHS Public Portal |
14,800 payment transactions |
16,000 payment transactions |
COMMUNITY IMPACT:
EHS conducted outreach regarding the launch of the community portal and its functionality to provide a unified, comprehensive view of all licensing, permitting, inspection, and enforcement interactions via US mail and email. EHS provided all such notifications in three languages: Spanish, (simplified) Chinese, and English. EHS has provided workspace at its offices to accommodate individuals and businesses that lack electronic access to the community portal.
EHS provides multilingual and culturally appropriate services and outreach to advance environmental health goals, such as safe food handling practices, healthy living practices, and safe and healthy apartment building maintenance.
FISCAL IMPACT:
The term of the agreement is February 1, 2026 through February 12, 2027. The amount of the agreement is not to exceed $378,805.03 for the one-year term. Funds in the amount of $378,805.03 are included in EHS’ FY 2025-26 Adopted Budget. Similar arrangements to FY 2025-26 will be made for future budget years. One hundred percent of the cost associated with this agreement is funded through EHS revenues. There is no Net County Cost associated with this agreement.