Agenda 12/08/2015 Item #16E1112/8/2015 16. E.11.
EXECUTIVE SUMMARY
Recommendation to award Request for Proposal (RFP) #15 -6431 for replacement of the BCC
agenda management system to Accela, Inc.
OBJECTIVE: To replace the existing agenda software with a modern and fully supported agenda
management solution.
CONSIDERATIONS: Collier County currently uses Sire Agenda Plus to manage the BCC agenda.
The Sire Corporation was acquired by Hyland Software in August of 2012. Since the acquisition, Hyland
Software has been providing break -fix support for Sire Agenda Plus but will no longer be providing
upgrades or enhancements. Hyland Software has replaced Sire Agenda Plus with a newly developed
product. Because the agenda management system is critical to the agency and BCC operations, the
decision was made to solicit for replacement software.
On April 22, 2015, the Procurement Division sent out 550 email notices for RFP #15 -6431 "BCC Agenda
Software Replacement." A total of 25 solicitation packages were downloaded, and on June 3, 2015 a total
of seven (7) proposals were received. The seven (7) firms were invited to provide product demonstrations
and the selection committee invited the top three firms to give full length presentations. The top ranked
vendor is Accela, Inc., and the selection committee recommends procurement of its Accela Legislative
Management subscription based software service to replace the existing agenda management system. The
contract is for an initial term of four (4) years and allows for four (4) additional one (1) year renewal
options.
FISCAL IMPACT: Funds for the first year in the amount of $22,521.60 are available in the Information
Technology Fund (505). The total cost for the first four years is estimated at $94,221.98. After the initial
four -year tern, the subscription cost is subject to a 3% increase over the prior year.
GROWTH MANAGEMENT IMPACT: There are no Growth Management Impacts associated with
this Executive Summary.
LEGAL CONSIDERATIONS: This item is approved as to form and legality, and requires majority
vote for Board approval. —SRT
RECOMMENDATION: That the Board awards Request for Proposal #15 -6431 to Accela, Inc., and
authorizes the Chairman to execute the attached contract after final review by the County Attorney.
Prepared by: E. Michael Berrios, Director, Information Technology
Attachments: 15 -6431 Final Selection.pdf
Due to the size of the Agenda Software Agreement which is 50 MB and 136 pages long,
it is accessible at:
http: / /www.colliergov. net /ftp /2015BCCMeetin s/A ,gendaDecO8l5 /AdminServices /Agree
mentapprovedCAO.pddf
Revised 9/15/2015 version 15.1
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12/8/2015 16. E.11.
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.16.E.16.E.11.
Item Summary: Recommendation to award the County's Request for Proposal # 15 -6431
for the "BCC Agenda Software Replacement" to Accela, Inc.
Meeting Date: 12/8/2015
Prepared By
Name: BerriosMike
Title: Division Director - Information Tech, Information Technology
11/13/2015 2:53:41 PM
Submitted by
Title: Division Director - Information Tech, Information Technology
Name: BerriosMike
11/13/2015 2:53:43 PM
Approved By
Name: pochopinpat
Title: Operations Coordinator, Administrative Services Department
Date: 11/13/2015 3:40:29 PM
Name: pochopinpat
Title: Operations Coordinator, Administrative Services Department
Date: 11/17/2015 8:50:49 AM
Name: CummingsRhonda
Title: Procurement Specialist, Procurement Services
Date: 11/17/2015 9:36:27 AM
Name: HerreraSandra
Title: Manager - Procurement, Procurement Services
Date: 11/17/2015 10:08:50 AM
Name: JohnsonScott
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Title: Manager - Procurement, Procurement Services
Date: 11/17/2015 10:23:17 AM
Name: MarkiewiczJoanne
Title: Division Director - Procurement Services, Procurement Services
Date: 11/17/2015 12:35:37 PM
Name: PriceLen
Title: Department Head - Administrative Svc, Administrative Services Department
Date: 11/18/2015 11:25:20 AM
Name: TeachScott
Title: Deputy County Attorney, County Attorney
Date: 11/18/2015 1:53:24 PM
Name: K1atzkowJeff
Title: County Attorney,
Date: 11/18/2015 3:07:01 PM
Name: WellsLaura
Title: Management/Budget Analyst, Senior, Office of Management & Budget
Date: 11/19/2015 10:53:56 AM
Name: OchsLeo
Title: County Manager, County Managers Office
Date: 11/19/2015 1:37:25 PM
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12/8/2015 16. E.11.
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