Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Louise F. Rogers, Chief, San Mateo County Health
Heather Forshey, Director, Environmental Health Services
Subject: Agreement with Incapsulate, LLC to Provide a Records Management System for the Environmental Health Services Division
RECOMMENDATION:
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Adopt a resolution authorizing an agreement with Incapsulate, LLC to provide a records management system for Environmental Health Services Division of San Mateo County Health, for the term of July 12, 2022, through June 30, 2027, in an amount not to exceed $1,300,000.
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BACKGROUND:
Since 1994, Environmental Health Services (EHS) has used an integrated records management system designed for daily time and activity tracking, billing, inventory management, inspection, and violation tracking, and complaint management. The records management system has maintained detailed program information and data exports to the County Open Data portal and facilitated uploads of mandatory data, as required by various state agencies. Additionally, EHS has maintained a public portal to allow regulated businesses to electronically submit hazardous materials business plan information pursuant to AB2286. In 2015, EHS implemented a system to capture inspection information electronically and generate and distribute various reports while in the field.
In September 2021, EHS released a Request for Proposals for a new records management system that would support the current and future needs of EHS and businesses in the community. Incapsulate, LLC (Incapsulate), using Salesforce's Public Sector Solutions, was selected in part because of its ease of customization, cloud platform architecture, enhanced technology solutions for use by field staff, integration of industry-proven data management approaches, robust accounting solution, and data visualization components, overall cost, and its innov...
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