Backup Documents 05/22/2018 Item #16E1 ORIGINAL DOCUMENTS CHECKLIST & ROUTING SLIP
16E .
TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT TO
THE BOARD OF COUNTY COMMISSIONERS OFFICE FOR SIGNATURE
Print on pink paper. Attach to original document. The completed routing slip and original documents are to be forwarded to the County Attorney
Office at the time the item is placed on the agenda. All completed routing slips and original documents must be received in the County Attorney
Office no later than Monday preceding the Board meeting.
**NEW** ROUTING SLIP
Complete routing lines#1 through#2 as appropriate for additional signatures,dates,and/or information needed. If the document is already complete with
the exception of the Chairman's signature,draw a line through routing lines#1 through#2,complete the checklist,and forward to the County Attorney Office.
Route to Addressee(s)(List in routing order) Office Initials Date
1. Risk Risk Management /.►(� s- 22../41
2. County Attorney Office County Attorney Office s?Athi
4. BCC Office Board of County A'S
Commissioners JW)/
4. Minutes and Records Clerk of Court's Office
5. Procurement Services Procurement Services
PRIMARY CONTACT INFORMATION
Normally the primary contact is the person who created/prepared the Executive Summary. Primary contact information is needed in the event
one of the addressees above,ma need to contact staff for additional or missing information.
Name of Primary Staff STEPHANIE CALES Contact Information 239-252-8407
Contact/Department
Agenda Date Item was MAY 22,2018 ve. Agenda Item Number 16.E.1.✓
Approved by the BCC
Type of Document AMENDMENT Number of Original k
Attached Documents Attached
PO number or account N/A 08-5009 HYLANDS HYLANDS
number if document is SOFTWARE,INC SOFTWARE,INC
to be recorded
INSTRUCTIONS & CHECKLIST
Initial the Yes column or mark"N/A"in the Not Applicable column,whichever is Yes N/A(Not
appropriate. (Initial) Applicable)
1. Does the document require the chairman's original signature STAMP OK
2. Does the document need to be sent to another agency for additional signatures? If yes, N/A
provide the Contact Information(Name;Agency;Address;Phone)on an attached sheet.
3. Original document has been signed/initialed for legal sufficiency. (All documents to be SC
signed by the Chairman,with the exception of most letters,must be reviewed and signed
by the Office of the County Attorney.
4. All handwritten strike-through and revisions have been initialed by the County Attorney's N/A
Office and all other parties except the BCC Chairman and the Clerk to the Board
5. The Chairman's signature line date has been entered as the date of BCC approval of the SC
document or the final negotiated contract date whichever is applicable.
6. "Sign here"tabs are placed on the appropriate pages indicating where the Chairman's SC
signature and initials are required.
7. In most cases(some contracts are an exception),the original document and this routing slip N/A
should be provided to the County Attorney Office at the time the item is input into SIRE.
Some documents are time sensitive and require forwarding to Tallahassee within a certain
time frame or the BCC's actions are nullified. Be aware of your deadlines!
8. The document was approved by the BCC on 03/14/2017 and all changes made during
the meeting have been incorporated in the attached document. The County
Attorney's Office has reviewed the changes,if applicable.
9. Initials of attorney verifying that the attached document is the version approved by the
BCC,all changes directed by the BCC have been made,and the document is ready for the 4
Chairman's signature.
RFC-EINEM
MAY 2 2 2018
Risk Management
1 6 E I
MEMORANDUM
Date: May 25, 2018
To: Stephanie Cales, Purchasing Technician
Procurement Services
From: Martha Vergara, Sr. Deputy Clerk
Minutes & Records Department
Re: Contract #08-5009 "Enterprise Content Management
System"
Contractor: Hyland Software, Inc.
Attached for your records is an original of the referenced document above,
(Item #16E1) adopted by the Board of County Commissioners on Tuesday,
May 22, 2018.
The Board's Minutes & Records Department has kept an original as part of the
Board's Official Records.
If you have any questions, please feel free to contact me at 252-7240.
Thank you.
Attachment
16E I
SECOND AMENDMENT TO AGREEMENT
#08-5009
FOR
ENTERPRISE CONTENT MANAGEMENT SYSTEM
THIS AMENDMENT, made and entered into on this22"� day of May 2018,
by and between Hyland Software, Inc., authorized to do business in the State of Florida,
whose business address is 28500 Clemens Road, Westlake, OH 44145 (the "Hyland") and
Collier County, a political subdivision of the State of Florida, (the "County"); and
WHEREAS, on July 22, 2008 (Agenda Item 16.E.4), the County entered into an
Agreement with SIRE Technologies Inc., a division of AlphaCorp, a Utah corporation for an
Enterprise Content Management System and related professional services in the amount of
$232,727.00 to cover software licensing and implementation services and annual maintenance
cost of$31,828.00; and
WHEREAS, on October 13, 2009 (Agenda Item 16.E.2), the County approved a
modification to the Agreement (Change Order #1) to extend the Electronic Content
Management (ECM) system for implementation of an Agenda Automation application to
cover the cost of the software licenses for the agenda modules and professional services in the
amount of$189,575; and
WHEREAS, on June 14, 2011 (Agenda Item 16.A.25), the County approved a
modification to the Agreement (Change Order #2) for the purchase of Sire ActiveReview
software product, an Electronic Plan Submittal and Review system (EPSR) for the purpose
of extending the Electronic Content Management system in the amount of $129,150.00 for
implementation costs; and
WHEREAS, on April 23, 2013 (Agenda Item 16.E.7), the County entered into an
Assumption Agreement with Hyland Software, Inc., who by virtue of an asset purchase
agreement, became the successor in interest to AlphaCorp in relation to the Agreement; and
WHEREAS, on July 9, 2013 (Agenda Item 16.E.5), the County approved First
Amendment to the Agreement to extend the Agreement for an additional five (5) years for annual
software maintenance, additional licenses to support growth, technical support and design system
modifications assistance with an annual maintenance in the amount of$70,327.00; and
WHEREAS, on January 14, 2014, the County administratively approved additional
terms and conditions under"Work Agreement" as a supplement to Agreement; and
WHEREAS, the parties desire to further amend the Agreement to extend for an
additional three (3) years from the Agreement end date of September 1, 2018 with a new end
date of August 31, 2021 with an annual software maintenance cost of$26,391.00.
NOW, THEREFORE, in consideration of the mutual promises and covenants herein
contained, it is agreed by the parties as follows:
1. The foregoing Recitals are true and correct and are incorporated by reference herein.
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2. The Agreement is hereby extended for an additional three (3) years from the Agreement
end date of September 1, 2018 with a new end date of August 31, 2021 with an annual
software maintenance cost of$26,391.00.
3. Except as modified by this extension, all other terms and conditions of the Agreement
shall remain the same.
IN WITNESS WHEREOF,the parties hereto, have each, respectively, by an authorized person or
agent, have executed this Amendment on the date and year first written above.
ATTEST: -
Dwight E. Brock,C4ettf€ourts BOARD OF ' 1U
- 6 COMMIS' ON S COLLI.;11,>,
/
COUN ,F
BI „� /1/fd B
"114Andy Solis, Esq.,Chairman
Dated: it
(SEAL) Y
Att.) at Chair '�.I
01,
s`ignatul ,�' . ` CONTRACTOR:
Contractor's Witnesses:
HYLAND SOFTWARE,INC.
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By:
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Signature
First Witness
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Type/print witness name Type/print signature an title
Second Witness *MI
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Type/print witness name
I lyland Legal
Approved By:c2o---
Date:
Ap roved to F m nd egality:
Deputy County Attorney
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