December 17, 2024
Library and Community Services
DATE: December 17, 2024
TO: Mayor Martinez and Members of the City Council
FROM:
LaShonda White, Deputy City Manager – Community
Services
Sam Vaughn, Deputy Director of Community Services –
Office of Neighborhood Safety
Michael Romero, Community Crisis Response Program
Manager
Subject:
Contract with Bonterra Tech for Apricot 360 Case
Management and Data Management Software Services
FINANCIAL IMPACT: The proposed $87,260 expenditure for three years is included within the approved fiscal year 2024 – 2025
budget of the Community Crisis Response Program
(01401113-400201-RI200).
PREVIOUS COUNCIL
ACTION:
None
STATEMENT OF THE
ISSUE:
As part of program and case management software system
implementation, the Community Crisis Response Program
is requesting City Council approval of a contract with
Bonterra Tech to provide Apricot 360 for case management and data management services.
RECOMMENDED
ACTION:
APPROVE a contract with Bonterra Tech for the Apricot
360 case management software for the Community Crisis
Response Program for an amount not to exceed $87,260,
for a contract term from December 17, 2024 through
December 16, 2027 - Community Services (Sam Vaughn
510-620-5404/Michael Romero 510-620-6791).
AGENDA
REPORT
December 17, 2024
DISCUSSION:
The Community Crisis Response Program (CCRP) seeks approval of a contract with Bonterra Tech for the Apricot 360 Case Management software for a term of three years, from the period of December 17, 2024 through December 16, 2027 (Attachment 1).
City staff is proposing the purchase of Apricot 360, as it will provide a case management system that will support the overarching implementation goals for CCRP.
Apricot 360 will provide specific tools to alleviate and better track significant client data that will support and provide specific metrics to aid program development.
In alignment with the City’s procurement process, City staff solicited three quotes from the following firms for the purchase and implementation of a case management system through individual contact:
Bonterra Tech
Eccovia
Salesforce
Of the three vendors contacted, only two provided written quotes: Bonterra Tech and Eccovia (Attachment 2). The quotes were then evaluated based on the following five standards:
Lowest price
User friendly software
Familiarity the data needs of other community crisis response programs
Ability to integrate with other Microsoft Tools such as Power BI Ability to provide extensive reporting capabilities
Using the standards listed above, Bonterra Tech’s Apricot 360 satisfactorily met each standard. Ultimately, City staff chose Bonterra Tech due to having the lowest quoted price and their previous known history working with similar community crisis response programs. The Apricot 360 case management system will aid the CCRP program development, assist in data management, and track program outcomes.
City staff is seeking approval of a contract for Bonterra Tech’s Apricot 360 software to provide case management and data management services for the period from December 17, 2024 to December 16, 2027, for the contract amount not to exceed $87,260.
DOCUMENTS ATTACHED:
Attachment 1 – Contract with Bonterra
Attachment 2 – Quotes from Bonterra and Eccovia