The Technology Services department recommends an award to Carahsoft Technology Corporation through DIR-TSO-4288 for the procurement of Salesforce Licensing, in the estimated annual amount of $164,250.60 for year one (1), $186,525.20 for year two (2) and $231,533.16 for year three (3), for a total estimated amount of 582,308.96.

This purchase, if approved, leverages the Salesforce Public Foundations and Salesforce Platform as a low-code development technology. Low-code refers to utilizing pre-built software components or visual modeling tools that will significantly improve the average time to deliver applications and solutions. This will provide critical functionality for the City of Plano to continually improve our security stance and reduce risk across the software development practice. This development solution will be the foundation for extensibility and sustainability to ensure we are future-proofing our tools and reducing the need to replace our applications year over year. The Economic Development Department currently uses the Salesforce platform and is satisfied with the improved functionality and data analytics.

In summary, Salesforce will allow the current Technology Services staff to provide much-needed software functionality to departments without requiring high-level software developers. Leveraging the Salesforce Low-code tools, the Technology Services staff will provide benefits to Plano operations such as: configuring developed, shared solutions for our operations; replacement of smaller scale in-house legacy applications, such as the Day Labor Center application; and transitioning manual processes and forms, Access, and Excel files into modernized applications. This approach will significantly reduce manual effort, improving efficiencies and reducing error and the risk of data loss. Technology Services will partner closely with departments to evaluate technology requests for applications. The goal will be to determine if a Commercial-off-the-Shelf (COTS) solution, the Salesforce solution, or a combination of the two will best meet their needs. For example, the Technology Services staff will evaluate if Salesforce or a COTS solution is the best fit for the desired Citywide Portal (commonly referred to as a Citywide App) as well as enhancements or solutions for the Volunteer program to match citizen needs to volunteers. If the City of Plano does not approve this request to expand the use of Salesforce there is increased risk to the City to provide adequate security, mitigate vulnerabilities, replace end-of-life or un-supported legacy applications or improve significant manual processes across critical technologies for the City.

The City is authorized to purchase from the State Contract list pursuant to Chapter 271 Subchapter D of the Texas Local Government Code and by doing so satisfies any State Law requiring local governments to seek competitive bids for items.  (DIR Contract No. DIR-TSO-4288 / City of Plano Internal Contract No. 2022-0547-OR).

This request is to purchase Salesforce Licensing for three (3) years from Carahsoft Technology Corporation, in the total estimated amount of $582,309.  Funding is available in the 2021-22 Technology Improvements CIP Fund for the initial purchase, in the estimated amount of $164,251, which will leave a remaining balance of $259,233 in the Technology Improvements CIP Fund for other project expenditures.  Funding for the additional two (2) years of licensing will be disbursed annually in the estimated amount of $186,525 for 2022-23 and $231,533 for 2023-24 in the Technology Services Fund.  All future year expenditures will occur within Council approved appropriations.

Approval of this item relates to the City of Plano’s Strategic Plan Critical Success Factors of Excellent, Innovative, and Accountable City Government.