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7 CITY OF SAN MATEO
RESOLUTION NO. ____ (2025)
APPROVING AN ALTERNATIVE PURCHASING PROCEDURE TO AWARD A THREE-YEAR AGREEMENT TO CATALIS
PUBLIC WORKS & CITIZEN ENGAGEMENT, LLC FOR CUSTOMER RELATIONSHIP MANAGEMENT SOFTWARE IN THE AMOUNT OF $140,500 AND APPROVING A $38,500 SUPPLEMENTAL BUDGET APPROPRIATION FROM THE
GENERAL FUND TO THE INFORMATION TECHNOLOGY DEPARTMENT OPERATING BUDGET WHEREAS, the City Council established a Council priority to explore the implementation of a Customer Relationship Management (CRM) system, or 311 system; and WHEREAS, staff were asked to research methods by which the City currently receives service requests and back-end systems where requests are managed, and then to select a suitable CRM that will work with existing back-end systems; and
WHEREAS, a citywide CRM committee was established, which developed requirements and released a CRM request for proposals (RFP) on April 21, 2025; and
WHEREAS, the CRM committee received 13 proposals from qualified vendors by the May 19, 2025 deadline; and
WHEREAS, the CRM committee reviewed and scored all proposal submissions considering functionality, vendor experience and qualifications, implementation timeline, and support and maintenance; and WHEREAS, the CRM committee invited the four highest scoring proposals to provide demonstrations; and
WHEREAS, the CRM Committee selected Catalis Public Works & Citizen Engagement, LLC as the recommended vendor based on it having the highest proposal rating and excellent customer references; and WHEREAS, in the adopted FY 2025-26 budget, $25,000 has been appropriated for the annual subscription fee based on preliminary estimates; and
WHEREAS, a supplemental appropriation of $38,500 from the General Fund unassigned fund balance to the Information Technology Department’s operating budget is required to cover the subscription fee and one- time implementation costs; and
WHEREAS, San Mateo Municipal Code Section 3.60.030 generally requires competitive bidding for contacts of $100,000 or more; and
WHEREAS, San Mateo Municipal Code Section 3.60.070(h)(3) authorizes the City Council to approve an alternative purchasing procedure when it is in the best interest of the City; and WHEREAS, utilizing the RFP process for these services is in the best interests of the City because the City is not required to accept the lowest bid, but rather, may evaluate other factors in addition to price such as functionality, vendor experience and qualifications, implementation timeline, and support and maintenance; and
WHEREAS, an RFP allows the City to consider proposals where the purpose and/or performance is known but for which no unique specification exists; and 1 2
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7 WHEREAS, based on these circumstances, staff recommends award of a three-year agreement to Catalis Public Works & Citizen Engagement, LLC in the amount of $140,500 for CRM software and services.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN MATEO, CALIFORNIA, FINDS and RESOLVES that:
1. Adoption of this resolution approving an alternative purchasing procedure to award an agreement to Catalis Public Works & Citizen Engagement, LLC is not a project subject to CEQA, because it can be seen with certainty that there is no possibility that approval of an agreement for Customer Relationship Management software may have a significant effect on the environment. (CEQA Guidelines Section 15061(b)(3).)
2. The City Council authorizes a supplemental appropriation in the amount of $38,500 from the General Fund unassigned fund balance to the Information Technology Department’s operating budget.
3. In accordance with San Mateo Municipal Code Section 3.60.070(h)(3), the award of an agreement to Catalis Public Works & Citizen Engagement, LLC based on using an RFP process is in the City’s best interest for these reasons:
a. The RFP process is more beneficial to the City because the City is not required to accept the lowest bid but rather may evaluate other factors in addition to price such as functionality, vendor experience and qualifications, implementation timeline, and support and maintenance.
b. The RFP process allows the City to consider proposals where the purpose and/or performance is known but for which no unique specification exists. c. The RFP process is in the best interest of the City as proposals are considered upon ability along with cost savings to the City.
4. The award of a three-year agreement to Catalis Public Works & Citizen Engagement, LLC for Customer Relationship Management software in the amount of $140,500, is approved.
5. The Director of Information Technology is authorized execute the agreement in substantially the form presented.