Agenda 05/22/2018 Item #16E 105/22/2018
EXECUTIVE SUMMARY
Recommendation to approve and authorize the Chairman to sign a Second Amendment to Contract
# 08-5009 with Hyland Software, Inc., for continued support of the existing SIRE Enterprise
Content Management (ECM) System.
OBJECTIVE: To maintain continuing support for the County’s Document and Workflow Management
System until a new system can be procured and implemented.
CONSIDERATIONS: Collier County originally entered into an agreement with SIRE Technologies on
July 22, 2008 (Agenda item 16.E.4) to purchase its ECM application. Contract # 08-5009 included a one-
year term with four one-year renewals. Subsequently, Hyland Software purchased Sire Technologies and
the County approved entering into an Assumption Agreement with Hyland. The reafter, on July 9, 2013,
the Board approved a First Amendment to Contract # 08-5009 (agenda item 16.E.5) to extend the
maintenance and support contract with Hyland Software for an additional five years.
The County’s ECM System currently stores over 6,000,000 fully indexed documents, many of which are
scanned images of paper files. In addition, the system allows the County to create electronic forms that
can be completed, reviewed, approved, and stored electronically, all without the creation of one piec e of
paper. As a result, the County has been able to better control its onsite and offsite records storage costs.
As the County begins the process of seeking to replace the SIRE ECM System, staff is requesting an
extension of the current contract for software maintenance and support for three (3) additional years from
its current expiration date to ensure continuity of services while staff solicits and implements a new
system. The contract provides for termination for convenience once the replacement system is fully
operational and there is no need to maintain the SIRE system.
The proposed Second Amendment is being sought pursuant to Section 8.9 of Procurement Ordinance
number 2017-08, which provides an exemption from the competitive process where a lack of system
compatibility or the existing proprietary nature of a current system results in a lack of available
competition. In this instance, the Procurement Division has determined that the application of the
exemption from competition is in the County’s best interest. A copy of the exemption form approved by
Procurement is attached.
FISCAL IMPACT: The annual maintenance support cost for the agency will continue to be $26,391.
Funding for annual software maintenance is available in the user departments operating budgets to
support this contract.
GROWTH MANAGEMENT IMPACT: There are no Growth Management impacts associated with the
executive summary.
LEGAL CONSIDERATIONS: This item is approved as to form and legality, and requires majority vote
for Board approval. -SRT
RECOMMENDATION: To approve the attached Second Amendment to Contract #08-5009 and
authorize the Chairman to sign the amendment.
Prepared by: Michael Cox, Manager - Technical Systems Operations, Administrative Services Dept.
16.E.1
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05/22/2018
ATTACHMENT(S)
1. Waiver Request 357 - Hyland Software (PDF)
2. 08-5009 HylandSoftware_Amend2_VendSign_Contract (PDF)
16.E.1
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05/22/2018
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.1
Doc ID: 5419
Item Summary: Recommendation to approve and authorize the Chairman to sign Second
Amendment to Contract #08-5009 with Hyland Software, Inc. for continued support of the existing SIRE
Enterprise Content Management (ECM) System.
Meeting Date: 05/22/2018
Prepared by:
Title: Manager - Technical Systems Operations – Administrative Services Department
Name: Michael Cox
05/01/2018 3:09 PM
Submitted by:
Title: Department Head - Administrative Svc – Administrative Services Department
Name: Len Price
05/01/2018 3:09 PM
Approved By:
Review:
Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 05/02/2018 8:00 AM
Procurement Services Ted Coyman Additional Reviewer Completed 05/02/2018 4:26 PM
Administrative Services Department Michael Cox Level 1 Division Reviewer Completed 05/03/2018 2:41 PM
Procurement Services Sandra Herrera Additional Reviewer Completed 05/03/2018 3:06 PM
Administrative Services Department Len Price Level 2 Division Administrator Review Completed 05/08/2018 4:07 PM
County Attorney's Office Scott Teach Level 2 Attorney Review Completed 05/09/2018 8:28 AM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 05/09/2018 11:36 AM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 05/10/2018 8:09 AM
Office of Management and Budget Laura Wells Additional Reviewer Completed 05/10/2018 10:04 AM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 05/13/2018 8:58 PM
Board of County Commissioners MaryJo Brock Meeting Pending 05/22/2018 9:00 AM
16.E.1
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Instructions
Completed waiver requests accompanied by any associated backup documentation (sole source letter, business case, etc.) must
be submitted to the division’s Procurement Strategist for any procurement, without competition, in excess of $3,000. Waiver
requests greater than $50,000 will require approval by the Board of County Commissioners.
Sole source refers to a procurement where the selection of one particular supplier to the exclusion of all others may be based on
having only one supplier in the market place, proprietary technology, copyright, patent, or a supplier’s unique capability.
Single source refers to a procurement directed to one source because of standardization, warranty, geographic territory, or other
factors, even though other competitive sources may be available.
Requester Name: Division:
Item/Service: Vendor Name:
Fiscal Year: Requested Date Range: Anticipated Cost per Fiscal Year:
Sole Source: Single Source: One Time Purchase: Multiple Purchases:
Description of Purchase: Enter a description of the item(s) items that will be purchased under this waiver.
Purpose: Describe in detail, the public purpose of the requested item(s) and why it is essential to County operations.
How was the decision made to use this vendor? Describe in detail if a formal standardization process was performed via
Procurement or if there is a historical precedence established for the use of the product, please explain purchase and use history
and the current level of County investment in the product.
What is the cost/benefit of using, or continuing to use, this vendor for this product(s)? Describe savings or benefit of staying
with this firm and the additional cost or down side of switching to another provider.
Market research and market alternatives: When was the last time a market evaluation was performed to determine if either the
technology or vendor offerings have changed? When will your next evaluation be performed?
Citing the definitions provided at the top of this form, why is this either a Sole Source or a Single Source?
If a sole source please provide a letter from the manufacturer indicating so, or indicating a controlled distribution to only one
authorized source. If a Single Source please elaborate and justify.
Collier County
Waiver Request Form
16.E.1.a
Packet Pg. 1090 Attachment: Waiver Request 357 - Hyland Software (5419 : Contract Amendment for Hyland Software Annual Maintenance)
Date of BCC standardization (if applicable): BCC Item number:
It is a felony to knowingly circumvent a competitive process for commodities or services by fraudulently specifying
sole source. Florida Statute 838.22(2).
Requested by: Signature: Date:
Division Director: Signature: Date:
Procurement Strategist: Signature: Date:
Procurement Director: Signature: Date:
For Procurement Use Only:
FY18 Approval: FY19 Approval: Multi-Year Approval: Start ____________ End ____________
or designee
16.E.1.a
Packet Pg. 1091 Attachment: Waiver Request 357 - Hyland Software (5419 : Contract Amendment for Hyland Software Annual Maintenance)
16.E.1.b
Packet Pg. 1092 Attachment: 08-5009 HylandSoftware_Amend2_VendSign_Contract (5419 : Contract Amendment for Hyland Software Annual Maintenance)
16.E.1.bPacket Pg. 1093Attachment: 08-5009 HylandSoftware_Amend2_VendSign_Contract (5419 : Contract Amendment for Hyland Software Annual Maintenance)