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Agenda 11/08/2011 Item #16F5with Meritain, Inc. for Group Health Third Party Administration Run -out Services in the estimated amount of $88,425. (Staffs request regarding contract amendment) Continue Item 16175 to the December 13, 2011 BCC Meeting: Recommendation to waive formal competition and approve Change Order #4 Statements of Work with Method Factory, Inc. under Contract #11 -5616 for Enhancements and Maintenance Services to GovMax budgeting software, for the cost of $80,750. (Staff's request due to revisions in change order) November 8, 2011 BCC Agenda Changes Page 3 Continue Item 16G1 to the December 13.2011 BCC Meeting: Recommendation to approve and ratify Staffs authorization of Change Order #1 for a time extension to Q. Grady Minor and Associates, PA Work Order #4500116917 in order to process invoices for Phase 2 permitting work at the Immokalee Regional Airport. (Staffs request) Continue Item 16G2 to the December 13.2011 BCC Meeting: Recommendation to approve and ratify Staffs authorization of Change Order #2 to Passarella and Associates, Inc. Work Order #4500116918 for a time extension in order to process invoices for Phase II environmental permitting work at the Immokalee Regional Airport. (Staffs request) Move Item 16K2 to Item 11A: Recommendation to appoint Commissioner Coyle to serve on the Collier County Canvassing Board. (Commissioner Hiller's request) Time Certain Items: Item 13132 to be heard at 11:00 a.m. Item 9E to be heard at 11:30 a.m. Note: WE, 11/8/2011 Item 16.F.5. EXECUTIVE SUMMARY Recommendation to waive formal competition, and approve Change Order #4 Statements of Work with Method Factory, Inc. under Contract #11 -5616 for Enhancements and Maintenance Services to GovMax budgeting software, for the cost of $80,750. OBJECTIVE: To approve Change Order #4 Statements of Work agreement with Method Factory, Inc. to add additional reports and functionality to the County's budget software system called GovMax version 5.0. CONSIDERATIONS: On October 25, 2005, agenda item 16176, the Board approved the budget software package called GovMax which the Budget Office used to prepare the FY 2007 budget. GovMax provides the Budget department with the ability to integrate real time processing of budget preparation and maintenance and to prepare operating/capital expenditures and revenue budget for multi - years, with multiple levels for each year. Once the budget is in balance and all the narratives updated, GovMax prints the budget book for the June Budget Workshop, various documents for the July Tentative Budget handbook and the final budget book after the Board approves the final budget in September GovMax version 4 was created and is hosted by Sarasota County Government. Over the years, the technology had changed so much that Sarasota County hired Method Factory, Inc to develop the next generation of GovMax. On November 21, 2007 the Office of Management and Budget entered into a Master Service Agreement with Method Factory, Inc, Sarasota County's designated Service Provider to start the Migration Planning process for the implementation of GovMax version 5. The Migration Planning process was started, however due to fiscal restraints and other concerns the implementation was put on hold for three years. On October 12, 2010, agenda item 16F5, the Board approved a Hosted Application Service and License Agreement with Sarasota County and a Statement of Work with Method Factory, Inc for the upgrade to GovMax to version 5. The upgrade was completed in time for the FY 2012 budget season. All items in Method Factory's original Statement of Work have been completed. Below are two items still in effect: • The Extended Annual Support (warranty) started on February 19, 2011 and will expire on February 18, 2012. • Discretionary Support, $15,000 allotment, was provided on an "as needed" basis. As of Oct 2, 2011, approximately $5,200 has been expended for minor modifications. Going forward, pursuant to customary Collier County purchasing policies, this professional services engagement with Method Factory will be continued under a series of annual changes orders — much like the procedures for renewal of professional services for the County's Comprehensive Annual Financial Report (CAFR). This renewal change order will contemplate annual software maintenance and system customization including upgrades and alterations. Packet Page -1301- 11/8/2011 Item 16.F.5. n Method Factory Inc., as Sarasota's software development partner and Service Provider, will assist the County in developing new custom reports and additional enhancements. Such enhancements include; 40 hours has been allocated to the development of Performance Measure reports, currently GovMax has no standard reports available. As part of the Strategic Plan, various statistical information and performance measures have been identified. GovMax has the ability to store and track this type of data. 31 hours has been allocated to relocate all the narratives to a new location inside GovMax. The Budget Office will be able to secure this new area so the appropriate departments can update their information. For the FY 2012 budget, all the narratives were emailed to the budget analyst and the budget analyst uploaded the information. 131 hours has been allocated to a new feature. in GovMax. The Estimation functionality will assist the budget analyst in calculating Personnel Service costs (forecasts) in the existing year. This enhancement includes the creation of five formulas, two reports, update security so only the budget analyst have input access and other tasks required to make this functional for Collier County. The Master Services Agreement (MSA) is still in effect from November 2007 with the stated hourly rate of $125/hour. However, a new Statement of Work (SOW) must be approved before Method Factory, Inc. can start. The SOW is a detailed document addressing new custom reports and enhancements, for a total cost of $33,750; the total amount of the change order is $80,750. The cost is broken down as follows: Estimated Estimated Hours Cost Add "Annualized amounts" to Account Export 14 $1,750 New Proforma Report 1.0 $1,250 Complete the customization — Fund Center & Commitment 16 $2,000 Item New Security Reports 14 $1,750 Performance Measures Enhancement and Reports 40 $5,000 Work Scope Enhancement 14 $1,750 Developing Performance area for Department narratives and 31 $3,875 move all the narratives to new location Estimation Enhancement, security, and reports 131 $16,375 Subtotal of Statement of Work (SOW) $33,750 Extended Annual Support (Feb 19, 2011 to Feb 18, 2012) $0 Extended Annual Support (Feb 19, 2012 to Feb 18, 2013) $16,000 Extended Annual Support (Feb 19, 2013 to Feb 18, 2014) $16,000 Discretionary Support (as needed, $125/hr., contingency) $15,000 Total Change Order $80,750 The annual cost for GovMax will be for the Extended Annual Support which is the annual warranty payment of $16,000 which may increase no more than 3% a year. Discretionary Support on an "as needed" basis for data manipulation, report development, additional enhancements, and other services requested would be billed at $125 per hour. Packet Page -1302- A A /5 le%AA A I1 -- A^ P" r 11/8/2011 Item 161.5. FISCAL IMPACT: There is adequate budget in the GovMax Project 50001 in the County Wide Capital Improvement Fund (301). The 'source of funding for this upgrade is Ad Valorem. GROWTH MANAGEMENT IMPACT: There is no impact on the Growth Management Plan. LEGAL CONSIDERATIONS: Section V.A.4 authorizes the Board to waive formal competition of purchases in excess of $50,000.00 where it is determined to be in the best interests of the County to do so. This item has been reviewed and approved by the County Attorney's Office and is legally sufficient for Board action — SRT. RECOMMENDATION: The Board of County Commissioners 1) waives formal competition under Section V.A.4 of the Purchasing Policy and approves Change Order #4 with Method Factory, Inc for the Statements of Work in the amount of $80,750, and authorizes the Chairman to sign the GovMax Statements of Work. PREPARED BY: Susan Usher, Senior Budget Analyst, Office of Management and Budget Mark Isackson, Corporate Financial Operations and Management Services, County Manager's Office Packet Page -1303- COLLIER COUNTY Board of County Commissioners Item Number: 16.F.5. 11/8/2011 Item 161.5. Item Summary: Recommendation to waive formal competition and approve Change Order #4 Statements of Work with Method Factory, Inc. under Contract #11 -5616 for Enhancements and Maintenance Services to GovMax budgeting software, for the cost of $80,750. Meeting Date: 11/8/2011 Prepared By Name: HutchinsonBarbetta Title: Executive Secretary,Office of Management & Budget 11/1/2011 8:36:39 AM Submitted by Title: Executive Secretary,Office of Management & Budget Name: HutchinsonBarbetta 11/1/2011 8:36:41 AM Approved By Name: UsherSusan Title: Management/Budget Analyst, Senior,Office of Manage Date: 11/1/2011 5:33:32 PM Name: WoodLyn Title: Contracts Specialist,Purchasing & General Services Date: 11/2/2011 1:19:40 PM Name: KlatzkowJeff Title: County Attorney, Date: 11/2/2011 3:23:41 PM Name: SheffieldMichael Title: Manager- Business Operations, CMO Date: 11/2/20113:43:24 PM Packet Page -1304- 11/8/2011 Item 16.F.5. Packet Page -1305- 11/8/2011 Item 16. F.5. n -_ t` frt � SR Sarasota County Government :^ sc�a`uo �::�+� MethodFactory Statement of Work: GovMax v5 Discretionary Support Client Name: I Collier County, FL Project Name: GovMax v5 Discretionary Support Proposal Number: COI 2011_03 Date Prepared: 10/2412011 This document outlines the ad -hoc support arrangement with Collier County, FL for GovMax V5.0. Ad -hoc supoort tenets: The ad -hoc support arrangement does not commit Collier County. FL to a minimum number of support hours per month. As such, MethodFactory does not maintain a support level agreement for this project. MethodFactory will bill monthly for • Technical and/or end -user training • Custom data imports • Custom data exports n • Custom report development • Collier County, FL application enhancement requests Reouested Items Hours None The hourly rate for application support is $125.00. Billings for issue management will be associated to issues within the GovMax V5.0 issue tracker. Any issues that have development effort estimates greater than 24 hours or would result in significant functional changes will require the generation of a Statement of Work (SOW) and signature approval by Collier County, FL. Any SOW s will include estimates for development testing. documentation. deployment and project management. All time required to research issues and generate SOW's will be billed as part of the issuer Management process. Recommended Discretionary Support Hours ............................ ............................120 Discretionary Support Cost .................... ............................... .....................$15,000.00 Payment terms: as per the Master Services Agreement Collier County, FL Designated GovMax v5 Support Contacts Packet Page -1306- A A /A 10%t%A A li_ ___ A r% r r- 11/8/2011 Item 161.5. 1i m bumax� �rtH � , r .C"a 4w��... P 4 E rf 3 C'r _rtiJ`.a �i)i$ ii` r1£i5f rEZii £:at h G ct e a r :n SSC ci't.K3^ nin4 ik¢eihdC. .0ly As per the GovMax v5 support process, Collier County. FL may name up -to 4 contacts with the authority to submit service requests and obligate Collier County, FL to pay for requested services. The GovMax v5 Support Administrator will maintain a list of client representatives that have been authorized to submit services requests. As a control, requests submitted by other than the named individuals in the grid below will be referred back to the client's primary GovMax v5 contact. Name e-mail Phone j 1. Susan Usher Susanusher(a'�colliereov.net 239- 252 -8810 r 2. Mark Isackson ( Ma,rkEsacksonracollier?ov. net 239 -252 -8717 ' 3. 4. All invoices will be mailed directly to the Project lead designated above`. The Project lead is responsible for ensuring that all invoices are submitted to Collier County. FL's Finance office and that the payment terms above are met. The Project lead is responsible for notifying MethodFactory of any invoice disputes prior to the expiration of the payment terms listed on the invoice. The Project lead agrees to be the single point of contact to MethodFactory for the resolution of any billing issues. Project Dame: GovMax v5 Discretionary Support Proposal Number COL2011 03 Name: Chairman Fred W. Coyle Scott Auer, Partner --- - -. -_� . rte. fate• ) J tf Signature: Packet Page -1307- 11/8/2011 Item 16.F.5. Packet Page -1308- ,� swowww- bflvmax . earl, i6rs n Sarasota �i7Ui?i�t GOY�x F t..° tt .^ ?,c� o c^ a ikh M1Se'h�o= a�fory Packet Page -1308- AA1^1^nww u___ w^ r- � 11/8/2011 Item 165.5. MET ODFACTO Y Statement of Work: COL2011_01 GovMax V5 Enhancements Client Name: Collier County, FL Project Name: Govrv4ax v5 Enhancements Proposal Number: COL2011_01 Date Prepared: 08/16/2011 Modified: 1 X3/2 5/2 011 Packet Page -1309- 11/8/2011 Item 16.F.5. ETHQDFAC TRY WorkDescription: ....................................................................................................................................... 3 Ticket #05252 - Account Export does not contain or include the Annualized amounts .............. 3 Ticket #05253 — New Report — Proforma JL Code Report ............................... ............................... 5 Ticket #05254 — The customization of entity titles for Org Code and Account Objects is incomplete................................................................................................................ ............................... 7 Ticket #05257 — New report — Security Report ................................................... .............................11 Ticket #05258 — New report — Performance Measure report ........................... .............................17 Ticket #05261 — Work Scope Enhancement ....................................................... .............................18 Ticket #05262 — Add the program to the performance workspace under the business unit and move the program indicators onto the programs ............................................. ............................... 20 Estimationof Work ...................................................................................................... .............................34 11/8/2011 Item 16.F.5. l ETHODFACTORY tn?G(ern!ent c.rc ress Work Description: Ticket Y05252 - Account Export does not contain or include the Annualized amounts MethodFactory will add the Account Annualized budget field to the Account grid and add it to the Account Export file format. The following budget value located on the Account Information tab will be included in the Account grid and Account Export. Infcrrna *cn Fund Center 1E1S22-301 - Cmb Capra! Commitment Item 74-3100 - Im- prv;ernents General Annualized: - - -- Show Details celodr are the account details forthe Selects' a::m -nt. Select a forecast budget year tc . *, details szscifed ,or that `rear. Account Grid �N 11/8/2011 Item 165.5. A& METHODFACTORY implemient. prongress I Exrtnditur% .. . . ..... ... Fund Center 1-7, Exact I Search Reset 2011 An=2fte zl�7 Z: t_ .._.EGG !' 521—M Z: 7 M -t I 7.c z 2 2; Z 15 7 Account Export 20"! Annualize --- -0- ---- 11/8/2011 Item 16.F.5. ME THODFAC I ORY trrPle'nent orcbress Ticket #05253 - New Report - Proforma A Code Report New Report — Proforma 1L Code Report A new report is needed showing the data by 1L Code, revenues and expenditures — Proforma type of report. Below is an excerpt of our Budget Document. This section is 'driven" by 1L Codes. We would like a report that we can run which will give us the above information, so that we don't have to run and re -run the Budget Documents. We would like the option of running this report by Summary (above) or Show Line items. Report Detail: i Shomi Line €terns KMUMEMM ISummaiY 0n €y i he report needs to run by "PROGRAM". Summary Only format: We need a report similar to the above, where_.. • the 1L Code is the driver • Revenue and expense totals are side by side (as shown above) or in close proximity to one another. • Report should display the 1L Code number ()Doo= -xxj and title • FTE totals are not needed in the report • Depending on how difficult it is, including descriptions is optional. PY 20'.2 fY <'042 FY 2442 fY 2M2 P =-zm Summr7 T ata! F7E suCOet Revenues Net Cost Deaarmerrm!Anm,ntstrzt!on0ve", ad 030 212.034 248.544 -4.545 cr; ° __.a-xreriz ed^^s e . z ^_ `ye: - �erheas. Vamtenance. Reaasr_ and Acqueston 2:-14 :,, 40.a2; c 394. o Fuel sero+ces 4^ 6,443.01E 5.44?.544 1922 svr ca 4 a: e s , sa ; w^s a __ s!� ,r,z Resewes _ i .9L�tE ir.3.b7 25.40 10.73:.293 4Q.79S -" - 6:.507 We would like a report that we can run which will give us the above information, so that we don't have to run and re -run the Budget Documents. We would like the option of running this report by Summary (above) or Show Line items. Report Detail: i Shomi Line €terns KMUMEMM ISummaiY 0n €y i he report needs to run by "PROGRAM". Summary Only format: We need a report similar to the above, where_.. • the 1L Code is the driver • Revenue and expense totals are side by side (as shown above) or in close proximity to one another. • Report should display the 1L Code number ()Doo= -xxj and title • FTE totals are not needed in the report • Depending on how difficult it is, including descriptions is optional. 11 1APW) 11 1+'MM I A r r. 11/8/2011 Item 161.5. METHODFACTORY tmDlemenl nn�,=rsss • Report will have 3 columns, expenditures, revenues, difference and the data will come from Out Year 1 (the year we are budgeting). Show Line Items format: • Within a IL Code, display Expenditures first, then Revenues (similar to the Capital Project report) 60OU Oil Well Rd. Immok Rd to Everglades z S.�,zf 3n Tax Rzr. 31-2 7.-.7 3-n Tax R: F1 Z=W% A.I.M.!IX • JL Code and title should be included in report • Expense and Revenue OrgCodes and Account Object Codes should be displayed. • FTE and descriptions are not needed in the "show line item' report. • The columns to be displayed in the report: o Out years ltoS. o History year I and 2 do not store their information in IL Codes so these columns are not needed. For both reports, show only funded account dollars. -- . -I- --- . 11/8/2011 Item 16.F.5. n I METHODFACTORY im�=rront P' _ *mss Ticket : =05254 - The customization of entity titles for Org Code and Account Objects is incomplete. The customization of entity titles for Org Code and Account Objects is incomplete. (ticket 4195). Account Object or Object Code should be renamed to Commitment Item. Org Code should be renamed to Fund Center Below are all the exceptions. 11/8/2011 Item 161.5. METHODFACTORY Positions: ing Position Budgeting My D-efauft 'Ncrk Scope Lcgout ib 7' .,ft Pcsi,4 r- Exa-t Search I Reset I 11/8/2011 Item 16.F.5. METHODFAC 1 QRY amp7nrna ^.t „ron-.s5 Horne Budgeting j Position sudgetmg , , i tvly� Gefauit'Vorl, Scope _ ^-4 d+• ,a t f x ',"CzX -h t'S�s.Y',;.�' �'7 a'x+ '� ''!o "'` . wdr^4^... �,anr'.✓.= ",• "n= .- �.ure, yt� ,ax D4: «'3 {'" , ;t.4t.. - ,- .,.'r.r =�'=" ..w^n :c;•.�*._,"....•,�*,°.,k Position ,Expenditure Detail Deflaults: t Organization Code 210755 -M - Public Utilities Planning & Proj I Vylgmt Account Objecw 512100 - Regular Salaries Setup the default account detail :-aloes far the splitting o` the addi i es expenditure default items.. JL Code: 1 0:0203-10 - Departmental Adminis'.raticn JL Object Code: j Piease Select. - Grant �PlZaZe Select. -. Budget Issue: Please Se':ect. _ Service Level: 1 - SL 1 - Save Split i Home Budgeting ( Position Budgeting ; = sf:1y Ce`.auft . ".Cir, gccpe Log a - .__._..... ',..'...�.�V"�- ,... -««,- :i`L `=` 5.. _.iay2O° :.,', itlt•f"+ �«+ 6 x:..l -.e .:...... Lr "-� } Additi n �Cde J Work Scone: I Exams Search R >et METHODFACTORY irn.plement.progress Home My Work Scope 11/8/2011 Item 16. F.5. My Ceflault 4 °Vor A MMR Select a Favorite Work Scope: Wyly Ls-,ault "'Vori, Scope .7j tiew The fbilowing items are included in the selected work sco 9. To manage the work scole s 1Tess v Bu get Issue 2 2 P M rdmilb 11/8/2011 Item 16. F.5. ETHODFACTORY A& implernent, crogress Ticket 47©5257 - New report - Security Report Ticket # 04277 requested that a new column be added to the User Security screen displaying additional information provided in the Description field or create a new field where a Department name could be typed in. Sewngs I System Settings I Security I User managemern I7' 4 -} "opout 3escrigtion / Department � � :_..rr• _ _ ._ t -eta; : , Edited by Scott Auer on Wednesday, March 23, 2011 at 8:49 AM ".ell ,,,.. 75 €__, .i aza' -ri ..M_ User ma^av_,.. -rt ' atma by ;ar: ;_, -1,.er or, r•�ui' - °_e, a. , 7 -larz. 23 ,. __ CISI: . 0+ z, i will need c think of Pan _. Edited by Scott Auer on Wednesday, March 23, 2011 at 8:03 AM Unfortunately after ! .rther . e_vie.4 tt,e user imana_cemie:; :; ==-en ,s�...s ---t � at ow for .,S..,m:Zatcn. :Yeau__ft an no, be v !f-f! YaJ!w' ' - stall' Pt,-- tom¢ ?ta-m"' ,t..... Oth- ?horw Lat WaxAw" N :r- Vowt- Fho-, Sacam+A+*y E mar_ Attw VIM" ✓ 19Rx �P +O F: .7g5p,A ±,�,: "'rts,:.�r'`x^.Sn.^=^_. ��T. Nta^Y ?sa�ns+ti r .:,. .• r: .r -..; Edited by Scott Auer on Wednesday, March 23, 2011 at 8:49 AM ".ell ,,,.. 75 €__, .i aza' -ri ..M_ User ma^av_,.. -rt ' atma by ;ar: ;_, -1,.er or, r•�ui' - °_e, a. , 7 -larz. 23 ,. __ CISI: . 0+ z, i will need c think of Pan _. Edited by Scott Auer on Wednesday, March 23, 2011 at 8:03 AM Unfortunately after ! .rther . e_vie.4 tt,e user imana_cemie:; :; ==-en ,s�...s ---t � at ow for .,S..,m:Zatcn. :Yeau__ft an no, be v 11/8/2011 Item 16.17.5. METHODFACTORY **L implement. arogress There are no reports on Security, there are no exports on Security. There is nothing to "grab" which shows me the Users, their depts., or what they have access too. There is NOTHING. We need something... a report, an export, something to help us determine who has what without opening and closing 160 Users. New Report or Export should display the following: (in order of Priority) (Scott, Rachel and I worked on the Report Specification document and have come up with the following...) Report #1: • Selection will be on User or "all users" • Report will display User name, Role, Description field (I typed in the dept name here) non. °As. + tiir. r+ Y��+ i. BMF: rl+ wl�M► liiYrf�w+ rrrk! IMrp7p +r++w?+rtlsrr�,¢"`�.'�.�'�pn "'� ur•% F . ' �. rsm-„ ;,.fro • From the DEFAULT WORK SCOPE tab, list the available (checked) BC and BU assigned to the user or if the "Assigned OrgCode Only" box is checked. (include the BC /BU titles) my w5 ,...,.k ,`„islet '•. . _..,, •�1MQ D Nf+K f t�'.iNJY! w!}tMK ry(M. +Irtt1 .1.*q'q¢."ti Ei' A's ;Mi* 4tS•S'xts wgxka,r.�(MS- :t3utnw2: !.�nKea �§1sex,nrzz Un# .. Report #2: (Assigned OrgCode Only) • Selection will be on User or "all users" • Report will display User name and Description field • List of OrgCodes assigned to the user and OrgCode titles. 11/8/2011 Item 161.5. IETHODFACTORY -.r4m�zr+, Phi �.r�5+ S.0 -vti -• yF•..i S. rt.. :.Y i:.•wc'' Please filter out the retired OrgCodes. (Active OrgCodes = Yes.) M ifrtH 77,77,7.-1171 ... nom+ s. �:.- ....,. •. ; ..+ _ '- ,. s<� Report #3: (lookups) • Selection will be on User or "all users" • Report will display User name • 3y each LOOKUP tab, Yes or Rio, are any of the Create, Edit, or Delete boxes checked? It does not need to 'Left what is checked, just if something is checked. cckuv_ zud eC3na m-2! Z.C.- s ` Position crt a.vt::rina setthc n_Ca'n" 1: 2ipr y Report #4 (Capital Projects tab) Read Select All w s Create Edit Delete N i i 11/8/2011 Item 161.5. METHODFACTORY imDlernerlt. PrOgress • Selection will be on User or "all users" • Report will display User name • From the CAPITAL PROJECTS tab, does the User have "View Only" or "CIP Category Manager" v User Type: I View Only Locks Clear Praile �-:Ay A Sale ,;Dntpred Fields ICIP crtscony 1.110riale, • List of Assigned CIP Categories The new Security reports will be placed in a new workspace under Reporting called Security Reports. Eudzw-1 Access to this workspace will be managed through Role Management through a 'Access Security 0 Reports' option from with the Reporting area. Qhahl;- _ Access to this workspace will be managed through Role Management through a 'Access Security 0 Reports' option from with the Reporting area. Qhahl;- _ 11/8/2011 Item 16.F.5. 4%.' METHODFACTORY 11—N ill lernen - 'vro--ess I . o , D•—Os M�etiers Sel—snos ArW :'W Feccrirg ;.r" Buddoeing Phem Peft"emce L'Me Reporino ;W Access Lookup Reports w Access Pcsr•isr. Access Repotng ' Access Security Reports A4:Lqy S" C-T Report #5 ;FN 7 Copy from User. cacy Merformance Work. Scope: e z o;—' 5 ho U. 10, 3;ta IL e Whai the Cote Services: Business Processes: cateco,-v and wi-lich Derf Process Activities: And just like the Report #3, a yes or no, if there is a check mark in the create, write, or delete box A& n- oemea± croaress 11/8/2011 Item 16.F.5. -- -- • —o— - -- - 11/8/2011 Item 16. F.5. THODFACTORY ir- ��srrwnt �roa-ess Ticket '11105258 - New report - Performance Measure report Collier County would like to budget up to 40 hours of MethodFactory development services to develop a Performance Measure report that will be defined sometime in the future. 11/8/2011 Item 16. F.5. METHQDFAC10RY Ticket 1105261 - Wark Scope Enhancement Allow the "option" to have Work Scopes update themselves for new Account Objects. Work Scopes are extremely cumbersome when the work scope does not allow updates to include new Account Objects. Settings: With this change we'll need to add a new Inclusive Scope option for Account Objects. We'll change the verbiage of the existing option to reflect the inclusivity of Positions into a Saved work scope. =�xr' _a. �:..-ne'�� °�r' . `^^^ss'._n Serrw �. »I Mfc�aa'x�t +�79 " ^� I ^f ^-^ia�n Ce^e^e:' h ^�6•s^r .. �:4.ex Q:^: ^4 Ye4iC Default New Work Scope 7 DefauIt NerY 'No rk Scope _ �\ position scope to Account object scope to 1n_lusive Scope InclusKfe Scope " necuirov Pisids } Acply Sae ! ( Cancel 1 Work scope: On the Account Object sub -scope screen we'll add the checkbox that will allow for a default value and user override of the inclusivity site option selection. - -...._ ..,.a— - - -- 11/8/2011 Item 16.F.5. METHODFACTORY trno!ernerit progress Favorite: Fund Test Account, Object Excluded Items. 1334 Current Items: 11 11 - 2es�- se�-,-h 11, �-ewm to List Inclusive Scope Checking this box will include afl tert'S created in the future. 11/8/2011 Item 16. F.5. t^► ETHODFACTORY !' itra +s^ten. ,.regross Ticket #05262 - Add the program to the performance workspace under the business unit and move the program indicators onto the programs Collier County would like MethodFaetory to add Programs within the Performance to allow for the ability to security which programs individuals have access to edit the program narratives and performance measurers. First, MethodFactory will copy the Program relationship from the Fund Center to underthe aligned to Business Unit within the Performance workspace. ___v— - - - --- -- - -- — — Search s=ifter Business Unit Y_ 0307 Search Reset { See -..... :as'?aves S,, rm;n:�, =ate `,'ax ^ac$e za''se 4 F3 _..,'.f gt ST2 t =7 .-;. i ^ _ 72 f _ _ { }s{ 0_^7'Z _72 c Z7 Z-2 r7 t _< .W %:7 V T The relationship between the Program and the Fund Center will remain within the Fund Center lookup. Collier County is aware that there is a chance that you could have a program in the Fund Center lookup table not created in the performance workspace or vice versa. 11/8/2011 Item 16.F.5. l ETHODFACTORY tr" o*.nezt. - O-ress • • a... T � ter, T � � 4 1T Iur 'g'X } ff4M• �dA�! . t}MfTMK@I1£F {3�[1iQM✓fft .� �;,'.'+ '. M R {{ �' £iiXtR�'4R4i Ums: ?z it _ _ 2 Second, MethodFactory will copy the program Narratives from the Program lookup tables into the Statement areas of the Performance Program. 11/8/2011 Item 16.F.5. METHODFACTORY implement wocress APP—qML 1v I av AW Pto7w" Code per- 71-4-1 37- 11/8/2011 Item 16. F.5. METHODFACTORY smplarzs�'tt pMg� =sS . �. <.n..... •^ .; ate.? � ^�'� r ' „s.��'. -_ - •w••• � -•-... �*roa -oar SvY� -; Y�fenc�s emd �;� -® :.,T �- .c�•;.�- rr '.- r,e -.sc r >� � C.�," .cr-.c . ; ^. x..f -r r -a.• -.c+ � ::.,,•»:.. .,- .::.s, -. •ao�c -x Next, Method Factory will move the measure and indicator from the Business Unit to the appropriate program. Which measures and indicators will be moved to what program will depend on the Indicator title which is prefixed with the program code as shown below. 11/8/2011 Item 16.F.5. r1 * METHODFAGTORY trr.plement. prcgress Finally, this change will require an update to the Budget Document and Budget Document —CIP reports to support the new location for the program narratives. Collier County will be responsible for managing the security to the new programs. --"-- ' -a- -- -- 11/8/2011 Item 16.F.5. AK METH implement. orocress C€ ffier County's implementation of the Estimation functionality Collier County would like to activate the ASSUMPTION feature. items of concern are: • The use of the Annualized field. • Rename the Assumption field to Assumption Adj • Create new field, Assumption Total • Formulas • Manual Entry • Straight Line Pay Period (Regular Salaries) • Budget Formula • YTD formula • Retirement Formula • Social Security Formula • Reports • Security The Annualized Field: In Collier County, the Annualized field is populated by all the users. it is an estimate of how much will be spent /collected in the current year (history year 1 or FY 2011 in the example below). This field is used and printed in the Budget Doc. We cannot have this field automatically changing its total. Therefore I am proposing a new field; which will display the Assumption Total or Assumption Results. Fund Center 1400 10 -001 - Hoar! Of County Commissioners Commitment Stem -;11100 -Salaries Elected 01,9ciais Annualized: 9 277 900 Assumption Adjustment 10 Assumpt en Total: t Shcwr Details Below are the account details for the selected account Select a forecast budget year tohe-vv details specified for that year - __ v�2Ct1_Sa�anr_...,_ ❑"- GSR ?k6aOS __ae� r^_;e!caar•�s�a;r_�...,e*�,ca' _._E ?t -� s =_, .._. __ '� -i ,..r^_c,,.L- Satan'- ,- ���Gs��3;� = �a�^r�e- .a.' =��- ^fora':•^ �Yr^.e_ ...t;t -T.3 5. -. ':5 S7 11/8/2011 Item 16.F.5. METH ODFACTORY �mplsr . ent. ........ .... Mo FY M,"I Amentled v YTO Actual Balance N :7eA7C ArvxtaUZed Z-, 6.47-.j z-'s.st.. Apply I Sam Cancel Delete 11/8/2011 Item 16.F.5. r*N A II E THODFACTORY im�l�;n?nt �- egress Assumption Formulas: Regular Salaries (account object 512100) Formula: (((last pay period amount) *((## of pay periods remaining) + (partial pay period))) + YTD expenses + encumbrances + Assumption Adjustment = Assumption Total Last pay period amount can be loaded onto a Salaries Lookup table. In the Site Options screen, shouldn't the "Last Pay Period" be renamed "Remaining Pay Periods "? in the Site Option screen, we need to add another field to include a decimal, for the year -end partial pay period. Settings j Organization Settings I Site Options Sce� tar Pay Periods- Minimum Additive F7—L:' in 7. to OE2 Calculate k7er'r, at Merit Date: i Budget Calculation: 1 SaIEry ` F•C -es Calculation Accuracy: -c t ^e .revs - Splits Must, Equal IOTA: +0 �t lei's 12E E re°_Yly: Position Number Start' Last Pay Period:' Partial Pa�rroll (in'itltir4 FICA Rate: .:ie?vi;ed Yie'.-Iy k &,. y ^i i sz:e Cancel Collier's Pay Periods are bi- weekly, with the pay period ending on a Friday. At year end, the Finance office will accrue a partial payroll into the current fiscal year (history year 1 or FY 2011) for proper year- end cut offs. Therefore we have 26 pay periods plus a partial as follows: FY 2011= 0.5 pay periods (pay period beginning 9/24, 5 business days in Sept) FY 2012 = 0.5 pay periods (pay period beginning 9/22, 5 business days in Sept) FY 2013 = 0.6 pay periods (pay period beginning 9/21, 6 business days in Sept) FY 2014 = 0.7 pay. periods (pay period beginning 9/20, 7 business days in Sept) FY 2015 = 0.8 pay periods (pay period beginning 9/19, 8 business days in Sept) When Finance prepares the accrual, they divide the partial pay period's dollars by 10 business days multiplied by the number of business days in September. They do not count the weekends. 11/8/2011 Item 16.F.5. 110"N. METHOQFACTORY implement. progress Other account objects that would use this formula are: 511100 Salaries elected officials • 514100 Other Salaries and Wages • 514100 Overtime 522200 Retirement High Hazard • 522500 Retirement Elected Scott, will I have multiple (6) look -up tables? Budget Formula Amended Budget +Assumption Adjustment = Assumption Total Some examples of Account Objects that would use this formula are: 512600 ER 457 (Deferred Compensation) • 523150 Health Insurance • 523151 Health Ins —VSIP • 523160 Life Insurance • 524100 Workers Camp 110� • 525100 Unemployment • 6xxxxx internal service charges YTD Actuals Formula YTD Actuals + Assumption Adjustment = Assumption Total Some examples of Account Objects that would use this formula are: • 518100 Termination Pay • 518200 VSIP Program • 528100 Allowance Moving 3xxxxx Department's Charges for Services (to the public). Retirement Regular formula (account object 522100) It appears that Arlington calculates its Retirement contributions by taking the Assumption Total from above and multiplying it by their retirement percent. Florida Retirement System has too many different rates. The formula should be applied to the future salaries calculated above and this number should be added to what has been expensed in the accounting system, YTD actual. The formula will need to include the following accounts • 512100 Regular Salaries • 513100 Other Salaries and Wages 514100 Overtime 11/8/2011 Item 16.F.5. M THODFACTORY imWerneni: progress Formula = SUM ((last pay period amount) " ((# of pay periods remaining) + (partial pay period)) + Assumption Adjustments) for the above accounts : retirement Percentage (use Additive HA, FY 11 Assumption %) + Yip Expenses acc't obj 522100 + Encumbrances acc't obj 522100 + Assumption Adj acc't obj 522100. A a C 0 _ 1 Retiremen.Calculation 522100 2 Reg Salaries Cher Sal & Wages Overtime Retirement Reg 3 _ 512100 513100 514100 Assumotion Total Last Pay Period Amount 5 ° ;= of ?ay Periods remaining +partial AP) 6.._ Subtotal +84'S5 7 +ASSUmation Adiustrnents S Subtotal Psurni86:i37) 'esum(SSM) 3 ` Retirement % (HA additive) 10 Subtotal it —YTD expenses far ACC", Cbj 522100 i2 += ncumbrances forAcc't Obi 522100 13 + Assurno'ion Adiustmen s for Acct Obi 522100 14 Assumption Total forAcc" Ob; 522100 Ssum(:- ^10:x13) 11/8/2011 Item 16. F.5. WARNING: Since these formulas are Account Object driven and not Account Object /Fund driven, the Fire Districts and Emergency Medical Services calculated Assumptions will have to be manually altered. Regular Salaries includes the employee's pay for Regular Retirement personnel and for Special Risk/High Risk Retirement personnel. So the above formula will include all the EMS workers and Fire fighters in the calculation for Regular Retirement. Social Securitv formula (account object 521100) The formula will need to include the following accounts • 511100 Elected Official Salary • 512100 Regular Salaries 513100 Other Salaries and Wages 514100 Overtime Formula = SUM ((last pay period amount) * (( „” of pay periods remaining) + (partial pay period)) + Assumption Adjustments) for the above accounts * retirement Percentage (use Additive FICA, FY 11 Assumption %) + YTD Expenses acct obj 521100 + Encumbrances acct obj 521100+ Assumption Adj acc't obj 521100. ETHODFACTQRY implement ofogress Addictive Code: I -- Additive Name: FRS Regular Ctass Pension Adjustment Type: } Os - Fringe Additive Account Object 522100 - Retirement Regular Additive Type: j 01 - All Positions Additive Dependency: }hte Dependency Budget Category: P2 - Percerr, of Salary Additive Group: } 00 - tS.'A Additive Claw. Retirement Ptah 7H I Calculate On Base Salary: Exclude From: } FICA + Medicare Include in Over -Time: Calculate if Mired Prior. — Effective Stan: Date: i Apply y Notes: Additive Budgets Enter the forecasted budget values for the additive. Please enter the values as percentage amounts �� s x w FY20I2 sx .<; : "FY.724D3 r' :aS € tF ;trPYMVL y,, z:cx zrXFY2015 rr tx r :•`T -Y. 1 533 -i+ I 0 %i 0 %I 4 %I r 0 :b FY Z01' I Assume =tart% ACply i Save... Delete f .. Cancel... WARNING: Since these formulas are Account Object driven and not Account Object /Fund driven, the Fire Districts and Emergency Medical Services calculated Assumptions will have to be manually altered. Regular Salaries includes the employee's pay for Regular Retirement personnel and for Special Risk/High Risk Retirement personnel. So the above formula will include all the EMS workers and Fire fighters in the calculation for Regular Retirement. Social Securitv formula (account object 521100) The formula will need to include the following accounts • 511100 Elected Official Salary • 512100 Regular Salaries 513100 Other Salaries and Wages 514100 Overtime Formula = SUM ((last pay period amount) * (( „” of pay periods remaining) + (partial pay period)) + Assumption Adjustments) for the above accounts * retirement Percentage (use Additive FICA, FY 11 Assumption %) + YTD Expenses acct obj 521100 + Encumbrances acct obj 521100+ Assumption Adj acc't obj 521100. IN� ETHOD MFACTORY A&L irriDler---Tl: nf^'C'ess A B c D I social sev;rr lly calvilation Eleced Officials Reg Salaries other Sal & Wages overtime sliloo 512100 513100 514100 4 Lar, PzyPeriod Amcunl 3 of Pay Periods rernairting parV,aT PP) 5 Subtotal -Ulas 7 +Assumn' bon Adiustmen*s S suttc'al sum66:37) 9 'Socia'Secudy %(FICAaddrive) 10 Subtotal 11 IYTD expenses for Acct Obj 521100 1.2 - Encvmbrances 'or A=' Obi 5=100 3 + Assumption AdJus",e.nts for Acct' Cb.T 5211aO 14 Assumption Total for A=" Obj 521100 1 A=- 11/8/2011 Item 161.5. G 5211-OC Sod a! Se cur y Assumption Total -esurniss::-S) I will use the FY 11 Assumption % for both FICA and Medicare, 7.65%. No need to have separate calculations for FICA and MEDI. During the months of January — September, no one will be at cap. Everyone will have to pay both with the exception of a handful of people. I can live with that. Reports: A new report will be needed for Collier County. • A revenue report • An expense report 11/8/2011 Item 16.F.5. M ETHODFACTORY irnplemerit pr=ess A 5 c D H I FY 2011 FY 2011 FY 2011 FY 2C11 2 Amended Budget YTDSx,-nses Slicumbrances Annualized AssurniortionAdi Assumption Tot Variance ;57 X, 3 11/8/2011 Item 16.17.5. METHODFACTORY r^ pier nt procress Security: Security over the Assumption field is a major concern for Collier County. We use the Annualized field to estimate how much money the depts. will spend /collect this year. (History Year 1 or FY 2011). The new Assumption field is too close to the Annualized field. My fear is that users will accidently input their Annualized amounts into the Assumption field. Therefore under role management, I would like to see another check box. bete is bfiem�ers Settings Area Budgeting A.� F.eporting Arta Budgeting Phases Perfermance Aree Accounts �+ Access Accounts Create Account Details ;7 Create Accounts x Delete Account Details ; Delete Accounts ; edit Account Annualized i- Edit Account Detail Annualized Edit Account Details r Ede Account History #� Edit Accounts Export Accounts N Override % Change Locking Read Account Details Read Accounts 0 WtAssumption Adjustment If the box is checked, the user: may edit or input a value into the Assumption Adj field. If the box is unchecked, the user will not be able to input a value. (The title of the field and box should be grayed out). I do not mind if the users see the values in the boxes. I just don't want them thinking if they accidently type in a value, that the value will be stored in GovMax. 11/8/2011 Item 16.F.5. METHODFACTORY cr pternent. progress Estimation of Work The cost for services is based upon the standard rate as defined in the Master Services Agreement. This effort will be billed against proposal number COL2011_01. TotalAdditional Effort ................................................................... ............................... 270 hrs Total Additional Effort C ost ......................................................... ............................... $33,750 Payment terms: As defined in the Master Services Agreement executed on 10/29/07. * Method Factory should not start ticket 05258 until: 1) Ticket 05252, Add the Program to the performance workspace under the Business Unit, is completed 2) Collier County approves Ticket 05258 in the Method Factory Ticket Tracker system. 11/8/2011 Item 161.5. 9 Aik METHOQFAC T ORY U:1p'ernert. pr--gress Approval of Statement of Work COL2011_01: Collier e Attorney Name: Title: Date: Signature: This statement of work is subject to the terms and conditions in the executed Master Service Agreement. Collier • MethodFactory Name: Chairman Fred W. Coyle 15cott J. Auer Title: Partner ' Date: 'Zb U C L Signature: _- r Collier e Attorney Name: Title: Date: Signature: This statement of work is subject to the terms and conditions in the executed Master Service Agreement. 11/8/2011 Item 16. F.5. 0. 6 vritL� ♦�i�`.i Sar aSOta COLITIty Govet"i.ment esso a:ia^ sv::h CVeihod- actory Client Name: I Collier County, FL Project Name: GovMax v5 Extended Annual Support (FY 2013) Proposal Number: COL2013 01 Date Prepared: 10/2412011 This document outlines the Extended Annual Support arrangement with Collier County, FL for GovMax V5.0. Extended Annual Support (EAS) tenets: MethodFactory's will provide warranty and support services pursuant to the terms of the implementation agreements — renewable annually, in one (1) year increments. During the term of the extended annual support contract MethodFactory extends the application warranty and will resolve any application defects at no cost to the client. • Periodic system updates • Access to the support portal • Technical support by phone and email • Project Management (planning, organizing, and managing resources to bring about the successful completion of service requests) • Account Management (communicating and working with client on matters not directly related to a discrete service requests) • issue Management (Logging, tracking, resolving and closing of service requests to the client's satisfaction) • Up to 15 minutes of technical support/consulting assistance per incident • Application defects • Annual fiscal year database setup (limitations apply) Changes to the organization's departmental structure are not included with the annual fiscal database setup. What is not covered by EAS: • Custom imports • Custom exports • New report request • Modifications to existing custom reports or GovMax v5 report templates • Collier County, FL enhancements to the application Period of Coverage: 2 -20 -2013 — 2 -21 -2014 AnnualSupport Cost ......................................................................... ............................... $16,000.00 Payment terms: as per the Master Services Agreement Future GovMax v5 Extended Annual Support agreement cost increases will not exceed 3.0% in any given year. Collier County, FL Designated GovMax v5 Support Contacts Packet Page -1344- 11/8/2011 Item 16. F.5. 0 ' &g 5 F a Sarasota County Government rss a ^ �r.:r> �, rue�zQdractory As per the GovMax v5 support process, Collier County, FL may name up-to 4 contacts with the authority to submit service requests and obligate Collier County, FL to pay for requested services. The GovMax v5 Support Administrator will maintain a list of client representatives that have been authorized to submit services requests. As a control, requests submitted by other than the named individuals in the grid below will be referred back to the client's primary GovMax v5 contact. Name e-mail Phone 1. Susan Usher Susanusherfc!colliergov.net 239 - 252 -8818 f 2. Marklsackson lMarkIsacksonficolliergov.net 239 -252 -8717 i3. j 14. Approval of Stctement of work Project Name: GovMax v5 Extended Annual Support (FY 2013) Proposal Number COL2013 01 Dame: Chairman Fred W. Coyle Scott Auer, Partner Date: / t I / i Signature: i This statement of work is subject to the terms and conditions in the executed Master Service Agreement. Packet Page -1345- 11/8/2011 Item 16.F.5. . V M a X p �+ n ' srarascita County Government MethodFactory - .... -.- Client Name: I Collier County, FL Project Name: GovMax v5 Extended Annual Support (FY 2012) Proposal Number: COL2012_01 Date Prepared: l0/242011 This document outlines the Extended Annual Support arrangement with Collier County, FL for GovMax V5.0. Extended Annual Support (EAS) tenets: MethodFactory's will provide warranty and support services pursuant to the terms of the implementation agreements — renewable annually, in one (1) year increments. During the term of the extended annual support contract MethodFactory extends the application warranty and will resolve any application defects at no cost to the client. • Periodic system updates • Access to the support portal • Technical support by phone and email • Project Management (planning, organizing, and managing resources to bring about the successful completion of service requests) • Account Management (communicating and working with client on matters not directly related to a discrete service requests) • Issue Management (Logging, tracking, resolving and closing of service requests to the client's satisfaction) • Up to 15 minutes of technical support/consufting assistance per incident • Application defects • Annual fiscal year database setup (limitations apply') Changes to the organization's departmental structure are not included with the annual fiscal database setup. What is not covered by EAS: • Custom imports • Custom exports • New report request • Modifications to existing custom reports or GovMax v5 report templates • Collier County, FL enhancements to the application Period of Coverage: 2- 21- 2012 — 2 -20 -2013 AnnualSupport Cost ......................................................................... ............................... $16,000.00 Payment terms: as per the Master Services Agreement Future GovMax v5 Extended Annual Support agreement cost increases will not exceed 3.0 % in any given year. Collier County, FL Designated GovMax v5 Support Contacts Packet Page -1346- 11/8/2011 Item 16. F.5. 10—\ n r1 rrvgrs Sarasote Count] government .n 4s5c F -rcn rrn,`.b MethodFactory As per the GovMbx v5 support process, Collier County, FL may name up-to 4 contacts with the authority to submit service requests and obligate Collier County, FL to pay for requested services. The GovMax v5 Support Administrator will maintain a list of client representatives that have been authorized to submit services requests. As a control, requests submitted by other than the named individuals in the grid below will be referred back to the client's primary GovMax v5 contact. Name e-mail Phone 1. Susan Usher I Susanusherecolliereov.net 239 - 252 -8810 2. Mark lsackson 1 Marklsacksondcolliereov. net 1239-252-8717 1 3. I i 14. App,roval of Staternent of Work Project Name: GovMax v5 Extended Annual Support (FY 2412) Proposal Number COL2012 01 Name: I Chairman Fred W. Coyle Scott Auer, Partner Date: i 1 1 Signature: _._- r / i '1 Signature: i s i This statement of work is subject to the terms and conditions in the executed Master Service Agreement. Packet Page -1347- CHANGE ORDER CHANGRORDER NO. 4 TO: Ave. SMMtz FL 34236 DATE: October 28 2011 PROJECT�4AME: GovMax Up�ade PROJECT NO.: 50001 Under our AGREEMENT dated October 10, 2010 11/8/2011 Item 16. F.5. CONTRACT NO._11 -5616 BCC Date: _10 /12/10 Agenda Item: - 16FS YOU hereby are authorized and directed to make the following change(s) in accordance with terms and conditions Of the Agreement: Add Statement of Work COL2011_1, COL2012_01 and COL2013_01 attached. FOR THE Additive Sum of _Sixty -five thousand seven hundred fifty dollars ($ 6S,7S0.00___). Original Agreement Amount S_ 153.875.00 Sum of Previous Changes This Ch#ige Order adds S 8,875 00 S 80,750.00 Present Agreement Amount $ The firm for completion shall be increased by _731 calendar days due to this Change Order. Accordingly the Contract Time is now 1,219 calendar days. The final completion date is 2/1 E/14 Your acceptance of this Change Order shall constitute a modification to our Agreement and will be performed subject to all the same terms and conditions as contained in our Agreement indicod above, as fully as if the same were repeated in this acceptance. The adjustment, if any, to the Agreement shall constitute a :full and final settlement of any and all claims of the Contractor arising out of or related to the change set f6rth herein, including claims for impact and delay costs. Accepted: T Z fr , 2011 By: 11 -5616 — Method Factory GovMax Upgrade Change Or&o #4 OWNER: BOAR-D,01 OF By: Susan U Packet Page -1348- COMMISSIONERS e', FLORIDA Project Manager 11/8/2011 Item 16.F.5. _ lli Packet Page -1349- «