Consider Conversion of Salesforce License and Data Migration for Business Visits and Contacts

The City currently uses Saleforce through Greater MSP to log business visits, contact information and to generate the Business Retention annual report presented to the EDA.  In 2024, Greater MSP notified the City that it would be terminating its contract with Salesforce at the end of 2025.  The City currently pays an annual fee of $1,971.20 for access to the Greater MSP Salesforce account. Staff finds this software helpful and efficient for the business retention process.  Staff has been working with Greater MSP, Salesforce and Conrin to develop a plan to make a simple transition to a city-held Salesforce license that will include the migration of all city data entered into the system over the years.  Greater MSP and Salesforce have worked with Conrin to create the customized economic development data fields and templates that City currently uses and they were recommended to complete move of Salesforce from Greater MSP to the City of Ramsey.  Conrin has expertise in data management and data migration and site customization and staff has enjoyed working with Todd Smithee to develop a smooth transition plan as evidenced in the proposed contract to be considered by the EDA. Based on this expertise and familiarity with the custom Greater MSP platform, staff did not solicit proposals from anyone other than Conrin.  Staff is asking the EDA to support the transition to a city licensed Salesforce account and to contract with Conrin to handle the site development, set-up and data migration necessary to retain historical business contacts and business visits.

None required

Staff believes that business retention/expansion visits are very important to overall health of positive city relationships with businesses.  Salesforce works great for this purpose and staff supports Ramsey getting its own license and continuing operations as we currently conduct them.  The annual fee for Salesforce Enterprise Edition will remain at $1,971.20 after the conversion.  The one-time cost as illustrated in the proposed Conrin contract for Ramsey to add some customized data fields, remove other unnecessary data fields, migrate all relevant historical data, test, and to work closely with staff during this process is $4,000.  Staff also has the option for additional help if needed for a cost of $155.00/hour, although it won't likely be necessary.  Staff is asking the EDA to approve the contract with Conrin and to continue with the Salesforce annual license. The contracted services are proposed to be allocated from the Professional Services EDA budget line.

Alternatives include:
1) EDA approval of Development Services Contract to Implement Ramsey Salesforce with Conrin ($4,000) and to Continue Annual License with Salesforce ($1,971.20)
2) Direct Staff to look into other options and to bring back to EDA for consideration
3) Something else

$4,000 - Conrin Contract 9230.6315 - Professional Services
$1,971.20 - Salesforce License - 9230.6451 - Membership Dues