Agenda 12/13/2011 Item #16E 912/13/2011 Item 16.E.9.
EXECUTIVE SUMMARY
Recommendation to approve a waiver of competition based on a sole- source vendor and award a
contract with eCivis, Inc. for a multi -year subscription to eCivis Grants Network in an annual
amount not to exceed $37,168.75.
OBJECTIVE: To provide all employees with an opportunity to efficiently search for grant funding,
view comprehensive and consistent information about each grant, benefit from online training, easily
access necessary grant forms and review examples of previously funded grant applications. The
subscription also includes access for nonprofit organizations throughout the county to take advantage of
the same service.
CONSIDERATIONS: On December 13, 2005, the Board of County Commissioners approved a
contract with eCivis, Inc. for provision of online grant research services to be made available to all
county employees and to eligible non - profit organizations in Collier County. Subsequent to the
original contract, registered employees and nonprofits have been asked to provide feedback concerning
the benefits of the subscription on an annual basis. Feedback has always been very positive and
focused on time savings, convenience, ease of use, ability to search multiple grantors in one location,
appreciation of the daily and weekly email annoucements about available grants and concise summaries
of each grant that highlight the critical facts. The subcription also makes previously funded appliations
available for many of the grant programs, which is extremely helpful when preparing grant applications
for county projects.
A summary of the most recent eCivis survey conducted in early November 2011 is attached for
reference. There are currently 128 county employee subscribed users of the system and 186
representatives of local non profit organizations. The continued ability to make the subscription
available to non profit organizations in Collier County has been appreciated and feedback has been very
positive. The Grant Management Office receives several new requests each month to provide access to
new non profit organizations, as word spreads about the benefit of the subscription. Many county
departments rely on this subscription and it continues to be the primary source of grant information for
the Grant Management Office.
eCivis is offering a 5 -year contract at a cost approximately $2,000 lower than previously charged. The
offer has been made to also maintain the lower cost for all five years.
The Board is requested to waive formal competition for this purchase as a legitimate sole - source
purchase in accordance with Section V.0 of the Purchasing Policy. County staff confirmed that there
are no other vendors capable of providing the same functions provided by eCivis.
FISCAL IMPACT: The subscription costs $37,168.75 each year, with no increases for the subsequent
four years. Funds are available in General Fund (001) within general administration for FY 2012. The
contract includes a "subject to appropriations" clause in the event funding is unavailable in subsequent
years.
LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney's Office,
requires majority vote, and is legally sufficient for Board action. — CMG
GROWTH MANAGEMENT IMPACT: There is no growth management impact associated with
this executive summary.
Packet Page -3169-
12/13/2011 Item 16.E.9.
RECOMMENDATION: Recommendation to waive formal competition as a legitimate sole - source
purchase and approve a contract with eCivis for a multi -year subscription to eCivis Grants Network
and to authorize the Chairman to sign the County Attorney approved contract.
Prepared by: Marlene Foord, Grant Coordinator, Administrative Services
2
Packet Page -3170-
12/13/2011 Item 16.E.9.
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.9.
Item Summary: Recommendation to approve a waiver of competition based on a sole -
source vendor and award a contract with eCivis, Inc. for a multi -year subscription to eCivis
Grants Network in an annual amount not to exceed $37,168.75.
Meeting Date: 12/13/2011
Prepared By
Name: FoordMarlene
Title: Grant Development & Mgmt Coordinator, Grants
11/18/2011 3:04:54 PM
Submitted by
Title: Grant Development & Mgmt Coordinator, Grants
Name: FoordMarlene
11/18/20113:04:57 PM
Approved By
Name: SmithKristen
Title: Administrative Secretary,Risk Management
Date: 11/21/20119:40:21 AM
Name: WoodLyn
Title: Contracts Specialist,Purchasing & General Services
Date: 11/23/20118:27:02 AM
Name: CarnellSteve
Title: Director - Purchasing/General Services,Purchasing
Date: 11/23/2011 10:51:18 AM
Name: WoodLyn
Title: Contracts Specialist,Purchasing & General Services
Date: 11 /28/2011 4:33:10 PM
Packet Page -3171-
Name: FoordMarlene
Title: Grant Development & Mgmt Coordinator, Grants
Date: 11/28/20114:43:14 PM
Name: PriceLen
Title: Administrator - Administrative Services,
Date: 11/29/2011 10:02:09 PM
Name: GreeneColleen
Title: Assistant County Attorney,County Attorney
Date: 11/30/2011 12:14:13 PM
Name: KlatzkowJeff
Title: County Attorney,
Date: 12/1/20119:49:08 AM
Name: StanleyTherese
Title: Management/Budget Analyst, Senior,Office of Management & Budget
Date: 12/2/20119:11:19 AM
Name: StanleyTherese
Title: Management/Budget Analyst, Senior,Office of Management & Budget
Date: 12/2/2011 10:30:00 AM
Name: OchsLeo
Title: County Manager
Date: 12/2/2011 11:21:59 AM
Packet Page -3172-
12/13/2011 Item 16.E.9.
12/13/2011 Item 16.E.9.
Fags ; of A
le CIVIS
!1 l 1 1 Yam roWr f•r rfa•tr s+reeeu.'
GRANTS NETWORK MASTER LICENSE AND SERVICE AGREEMENT
Date
This Agreement is made by and between:
eCivis, Inc., a Delaware corporation (`eCivis")
418 N. Fair Oaks Ave. #301
Pasadena, CA 91103
Fax: (626) 628 -3232
fle Cont�ctd
p ante o riguet
11/21/2011
Contract No. 3989
and County of Collier. FL ( "Customer")
3299 Tamiami Trail East, Suite 600
Naples, FL 34112
pPp�h�one: (2039) t2a5c2 -47688
Ma�P,ir, FCoor G ants CsteMma s Holder-
.
Agreement, and the Exhibits attached hereto, set forth the business relationship between the parties and the terms and conditions
under which the following products are licensed and services are provided to Customer, and supersedes all previous agreements
between eCivis and rumnmar
Ka
Acnam I NORM-pr euacceaswavrusmmwtsaxaa M I 1 j &V, MxuI sw,uuu.uu
Subscription Period(s) and Payment Terms
The Subscription Period of this Agreement will conclude 103112016. Payment is due in accordance with Chapter 218, Florida Statues,
Cycle 1: 110112012 through 12/31 /2012 fora price of $37,168.75
Cycle 2: 1/01 /2013 through 12/31/2013 for aprice of $37,168.75
Cycle 3: 1/0112014 through 12!31/2014 for a price of $37,168.75
Cycle 4: 1/01/2015 through 12131/2015 for a price of $37,168.75
Cycle 5: 110112016 through 12131 /2016 fora price of $37.168.75
PRICE IS ONLY VALID IF AGREEMENT IS SIGNED ON OR BEFORE: December 30, 2011.
This agreement will be conclude on 12131/2016. No guarantees are made as to rate, access, or included services within this
agreement after the conclusion of this agreement. Purchasing vehicles exw -ted after the termination date of this agreement
are subject to then - current retail rates for all services provided.
0 Send invoice to (if different than address above): Clerk's Finance Department, 3299 Tamiami Trail East, Suite 700, Naples, FL 34112
Packet Page -3173-
12/13/2011 Item 16.E.9.
Page 7 of 4
Terms & Conditions
1) Definitions. (a) "Customer" shall mean the end -user customer organization, entity, or individual executing this Agreement. (b) "Access Holder"
shall mean each individual who have been supplied usernartes and passwords, and who is an employee of or officially working on behalf of
Customer at the time such individual accesses and/or uses Grants Network. If Customer is licensing the Grants Network: Community Based
Organization module, then "Access Holder" also means each individual who is an employee of an approved non -profit organization. (c) "Grants
Network" shall mean the purchased Products and Services as listed on page 1 of this agreement. (d) "Licensed Modules" shall mean the
Modules that are licensed by Customer as listed on page 1 of this agreement.
2) License. In consideration of Customer's agreement to abide by the terms and conditions of this Agreement, 9CMs hereby grants Customer a
nonexclusive, nontransferable, right and license to permit each Access Holder to access and use the Licensed Modules: and reproduce,
display, distribute, printout, and store information retrieved from the Licensed Modules, whether in electronic or written form, only for internal
use within the Customer organization or entity in connection with Customer's normal business activities.
3) Restrictions. Neither Customer nor any Access Holder shall rent, sell, lease, sublicense, transfer, or broadcast, in any forth, information from
Grants Network (each an "Unauthorized Use's. Customer agrees to take all reasonable steps to protect the information in Grants Network from
any such Unauthorized Use. eCivis reserves all rights not expressly granted to Customer. If Customer participates in any Unauthorized Use of
the information from Grants Network or allows access to or use of Grants Network by individuals who are not Access Holders, eCivis may
terminate this Agreement without refund.
4) Fees and Payment. Customer shall pay all fees as specified in page 1 of this agreement. Fees are based on products and services purchased
and not actual usage of Grants Network. Payments are non - cancelable and non-refundable. (a) Invoice and payments are due in accordance
with Chapter 218, Florida Statutes. (b) Overdue charges may be applied by eCivis in accordance with Chapter 218, Florida Statutes.c) unless
otherwise stated by law, fees do not include any taxes, levies, duties or similar governmental assessments of any nature assessable by any
local, state, or federal jurisdiction.
5) Access. e0vis shall use commercially reasonable efforts to provide Grants Network 24 hours a day, 7 days a week, except for planned
downtime due to routine maintenance or in the event that Grants Network is disabled for any reason beyond the control of e0vis, including
without limitation, acts of God, acts of government, natural or manmade disasters, or Internet service failures or delays. All reasonable efforts
will be attempted to restore Grants Network as soon as practical. Customer acknowledges and agrees that e0vis is not obligated, but reserves
the right, to make periodic updates to Grants Network.
6) Proprietary Protection and Rights. eCivis reserves all rights, title, interests in and to Grants Network that Is provided to or accessed by
Customer pursuant to this Agreement, including but not limited to any adaptations or copies andfor any intellectual property rights. The
information in Grants Network is subject to protection under U.S. and foreign copyright and patent laws. Except as expressly provided for in this
Agreement, nothing in any part of the terms and conditions shall be construed as conferring any license or other rights, by implication, estoppel,
or otherwise, under any copyrights, patents, or proprietary information of eCivis.
7) Customer Data. As between Customer and eCivis, Customer exclusively owns all rights, title, and interest in and to dew inputted by Customer.
8) Confidentiality. Customer and eCivis agree not to disclose Confidential Information without prior written consent from either party. Confidential
Information in regards to eCivis includes without limitation: (a) all eCtvis software, technology, programming, specifications, materials,
guidelines and documentation relating to Gram Network: (b) pricing or other statistics relating to Propriety Protection provided to Customer by
eCivis: and (c) any other information designated in writing by eCivis as 'Confidential." Corifidential Information in regards to Customer, without
limiting the above, includes Customer Data as noted above. However, Confidential Information will not include information that is or becomes
generally known to the public without breach of any obligation to either party. (d) Both parties will adhere to Chapter 119, Florida Statues.
9) Mutual Indemnification. eves' agrees to indemnify Customer against any claim that use of Grants Network or the information provided in Grants
Network, other than Customer Data, infringes any U.S. patent, copyright, or trade secret. eCivis will defend and hold harmless Customer and
Customer's Access Holders against such claim at eCivts' expense, provided that Customer (a) promptly notifies eCivis in writing within 15 business
days of claim; (b) allows eCivis sole control of the defense of claim and any related settlement negotiations: and, (c) Customer provides ail
reasonable assistanoe at aCivis' expense. If such a claim is made or appears possible, eCivis may, in its sole discretion: (a) secure for Customer
the right to continue to use Grants Network; (b) noddy or replace the information in Grants Network with equivalent, non-infringing information; or.
(c) terminate this Agreement. Customer agrees to indemnify and hold eCivis, its managers, members, officers, employees, harmless from and
against any loss, claim, demand, cause of action, judgment, proceeding, debt liability, damage, cost, or expense (including court costs and attorney
fees) incurred as a result of Customer's use or nonuse of Grants Network. (d) The foregoing Indemnification shall not constitute a waiver of
sovereign immunity beyond the limits set forth in Section 768.28, Florida Statues.
10) Limitations. eCivis shall employ due care and attention in obtaining and maintaining the information in Grants Network. Customer
acknowledges, however, that any collection and compilation of date entails the potential for human and machine errors, omissions, delays,
interruptions, and losses, including inadvertent loss of date or damage to media, which may give rise to loss or damage. Accordingly, Customer
acknowledges and agrees that the information from or through Grants Network is provided "as is; "as available," and all warranties, express or
Packet Page -3174-
12/13/2011 Item 16.E.9.
Pege3of4
implied, are disclaimed, eCivis' sole and entire liability for any inaccurate information, for any reason, and Customer's sole and exclusive
remedy for any cause, other than stated in this agreement, shall be limited to the amount paid by the Customer for the information received, if
any. In no event shall eCivis be liable for any direct, indirect, punitive, special, incidental, or consequential damages for loss of business, loss
of profits, lass of data, litigation, or the Ike, arising out of or in any way connected with the use or performance of the Grant Network program,
the delay or inability to use this eCivis site, or any information, software, products, or services that are obtained of accessed from Grants
Network, whether based on breach of contract, breach of warranty, tort (including negligence), product liability, strict liability or otherwise,
even If advised of the possibility of such damages. The limitations of damages stated above are fundamental elements of the basis of the
agreement between eCivis and Customer. eCivis would not provide Grants Network without such Imitations. Some of the information in
Grants Network is provided by third parties. Customer further acknowledges and agrees that eCivis is not a grant - writing firth; eGvis does not
warrant or represent that use of Grants Network will result in any grant acquisition; arid, Grants Network may not include all available federal
and state grants or all potential data on the grants provided.
11) Default. eCivis may terminate this agreement if Customer breaches or defaults with respect to any terms or conditions of this agreement, and
fails to cure the same within 15 days after written notice is provided. eCivis reserves the right, with or without notice, to suspend access to
and/or use of Grants Network in the event of any Unauthorized Use, or any Customer delinquency, breach, or default under this agreement
without guarantee of Customer Date or settings.
12) Assignment Neither party may assign any of its rights or obligation as expressed in this agreement without prior written consent of the other
party. Notwithstanding the foregoing, either Customer or eCivis may assign this agreement in its entirety, without consent of the other party, a
successor In interest by merger, acquisition, corporate reorganization. or operation of low or purchase of the assets or entire business of the
other party. This agreement shall bind and inure to the benefit of either Customer or eCivis, their respective sucoessom, and permitted assigns.
13) Entire Agreement. This Agreement constitutes the entire and exclusive agreement between Customer and eCivis with respect to the terms and
conditions and supersedes and cancels all previous agreements and understandings, whether in oral or in writing, and may not be amenried,
altered, or modified except by a written agreement executed by duly authorized representatives of the parties.
14) Waiver. No failure or delay by either party in exercising any right under this agreement shall constitute a weiver of that right. Other than as
expressly stated in this agreement, the remedies provided within this agreement are in addition to, and not exclusive of, any other remedies of a
party at law or in equity.
15) Independent Status of Parties. Neither party has the right to bind the other party, transact any business in the name or on behalf of the other
party in any manner or form, or to make any promise or representation on behalf of the other party.
16) Governing Law. This agreement shall be governed by and Interpreted under the laws of the state of California, without reference to conflict of
laws principles. Each party consents to the exclusive jurisdiction of either the Circuit Court of Collier County, FL,or purposes of any action
brought under or as the result of a breach of this agreement.
17) Severability. In the event that any provision of this agreement is, becomes, or is declared by a court of competent Jurisdiction to be illegal,
unenforceable, or void, this agreement shall continue in full brae and effect without such provision: provided, however, the parties shall
negotiate in good faith to replace any, ineffective, unenforceable or Illegal provision with an effective replacement as soon as practical, such that
the economic effect of this agreement, as between eCivis and Customer, remains the sane or as nearly to same as possible.
18) Attomeys' Fees. If any action, suit, arbitration or other proceeding is instituted to remedy, prevent or obtain relief from a default in the
performance by any party to this agreement of its obligations under this Agreement. the prevailing party shall recover all of such party's
reasonable attorneys' fees incurred in each and every such action, suit, arbitration or other proceeding, including any and all appeals or
petitions.
19) Non- Appropiation. It is understood and agreed by and between parties herein that this agreement is subject to appropriation by the Board of
County Commissioners. If the County does not renew the agreement for afi additional one -year terns, the County agrees to reimburse
eCivis 10% of the Continuing Client Discount, or $3, 716.87 per cycle, for each than completed cycle at the time of non - renewal of the
agreement. Payment for termination due to nonappropiation shall be in accordance with Chapter 218. Florida Statutes.
(Signatures provided on page 4 of this Agreement]
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12/13/2011 Item 16.E.9.
Page 1 of 4
IN WITNESS WHEREOF, the parties have executed the GRANTS NETWORK MASTER
LICENSE AND SERVICE AGREEMENT, Contract No. 3989, as of the Effective Date provided
herein.
( "Customer'.) ( 'Comp;
County of Collier, NC ecivis, I
By:
Name:
By:
t ! trtAl+riC''�
Seal:
Approved to form & legal sufficiency:
CoUrAy Allorray
Packet Page -3176-
� 2 1
Title:
Title: t Ye—� >°VI "�
Date:
Date: Z2— I A
f
Attest By:
Witness By:f �,ftlti1
A*
Attest Name: Dwight E. Brock
Witness Name: ° ✓� 1
Attest Title: Clerk of Courts
Witness By: --
Dated:
Witness Name: J ~' -
Seal:
Approved to form & legal sufficiency:
CoUrAy Allorray
Packet Page -3176-
12/13/2011 Item 16.E.9.
rIM eCIVIS
T I M
A Valued Partnership with Collier County, FL
Grants Network: Research Executive Summary
Product Summary
eCivis® Grants Network: Researchsm is an integral component of our revolutionary Grants Network®. Our company
invests more than 40,000 hours of research each year on federal, state, and foundation grants to ensure that users will
find the best funding opportunities for their projects. With our proprietary research and analysis, users enjoy long lead
times that allow them to produce better applications. Our customized search tools enable users to enjoy rapid results
across any and all parameters. In addition, rollover summaries allow users to access vital information without having to
waste time opening files or downloading content. With our automated search agents, updates, and daily /weekly emails,
Grants Network: Research does all the heavy lifting, and enables organizations to become truly proactive.
Executive Summary
eCivis conducted an online surrey, November 3 -11, 2011, of Grants Network: Research (GN:R) users from different
Collier County departments and non - profits within the County. The survey's goal was to gain understanding of the uses
for and results obtained from Grants Network: Research. Survey results indicate that users highly value GN :R and
eCivis and that they are receiving financial and other benefits from its use.
Contract Summary
Collier County holds an enterprise license in addition to unlimited access for non - profits within the County's boundaries
for an annual subscription price of $39,125. The current contract will end on 12/31/11. eCivis has proposed a five year
agreement that will secure the current products at a reduced price. We will extend an offer of $37,168.75 per year for
the next five years which will guard against market increases. Our company understands the current economic
challenges that local governments are facing and we are committed to ensuring Collier County can continue to pursue
grants at a price that fits within the County's budget.
Activity Data
Activity statistics between 11/1/2010 and 11/15/2011
0 1,660 Total Logins to Grants Network: Research
0 6,450 Grants Viewed in Grants Network: Research
0 384 Saved Grants being tracked in Grants Network: Research
0 50 Search Agents created in Grants Network: Research
5000
4000
3000
2000
1000
Logins Viewed Saved Search
Grants Agents
Cog* V& cso usep
■ County
?:CB0
oveml ice
Packet Page -3177-
■ Excellent
Good
E Fair
12/13/2011 Item 16.E.9.
Results — Return on Investment
Data based on online survey responses 11/4/2011- 11/11/2011
o A $300,000 award from HUD was made to a non - profit in Immokalee.
o Applied grants exceed $11,415,000.
o Over $21,000 are pending awards from funding agencies, based on survey responses, not actual submitted
and /or pending applications tracked via eCivis.
Reported Benefits
Timeliness, Time Savings, Convenience, Helpfulness
• "More now than ever, nonprofit agencies have to look at every possible funding source, so this is an excellent
opportunity to easily locate additional opportunities."
- Nicole Muley, Shelter for Abused Women & Children
• "There were several grants that we were aware of independently -- and it was nice to see them on eCivis. This
gives us security that we are not missing out on other grants."
- Kent Kyle, Development
• "eCivis is by far the best tool for grant research I have found. It provides a good value and return on investment
for the County"
- Pamela J Baker, EdD, David Lawrence Center
• This is an excellent program for small non - profits that can't afford to purchase expensive grant search engines."
- Threasa Miller, Boys & Girls Club
• "They have very friendly people work there. Thanks."
-Helen Gorman, Philharmonic Center for the Arts
Prepared by:
William Sederholm
Client Service Associate for Collier County, FL
(877) 232 -4847 ex 5356
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12/13/2011 Item 16.E.9.
wsederholm(�Decivis.com
Information gathered from eCivis survey conducted in November 2011
Supplemental data obtained via eCivis' internal software
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12/13/2011 Item 16.E.9.
+C :o wr County Email: ioannemarkiewicz (cD-collier -gov.net
AdrmfisbeAw Telephone: (239) 252 -8975
purchasing FAX: (239) 252 -6480
Memorandum
Date: 8/5/11
From: Joanne Markiewicz, Acquisitions Manager
To: Lyn Wood and Marlene Foord
Subject: Waiver of Competition
Context
Contract with eCivis for -grant locator license for five (5) years: Based on section V.A.4. of
the Collier County Purchasing Policy which authorizes the Board to waive the requirement
for formal competition where it is determined to be in the best interests of the County to do
so.
Background
Collier County has been using the eCivis subscription service to locate federal, state and
foundation grants for several years (authorized: 12/13/2005; Item 16, F.3). The
subscription services were renewed in 2008; contract period terminates on 12/31/11.
The eCivis grant locator service is a licensed software tool used by several Collier County
departments (approximately 290 employees); under this agreement Collier County 501
C(3) organizations may also seek additional financial resources at no additional costs.
Presently, more than 45 agencies (140 users) search the data base seeking financial
assistance from federal, state and foundations, including, but not limited to: Boys and Girls
Club, Collier County Housing Authority, David Lawrence Mental Health Center, Economic
Development Council, Philharmonic Center for the Arts, Shelter for Abused Women and
Children, YMCA, and Naples Zoo.
The Purchasing and Grants Management staff have surveyed a number of grant software
providers to determine if the market conditions have changed, and to determine if there are
other comparable products that offer the following program goals:
• Search federal (approximately 65% of the County's grants), state (approximately
25% of the County's grants) and foundation (approximately 5% of the County's
grants) funding opportunities in one central location.
Purchasing Depar imf • 3327 Tamiami Trail East • Naples, Florida 34112 -4901 • www.colliergov.netlpurchasing
Packet Page -3180-
12/13/2011 Item 16.E.9.
• Is "customer friendly and easy to use" without adding County administrative
overhead for assistance, registration or training.
• Technical support and web -based training.
• Provide services to a similar client portfolio (public and government clients).
• Is no higher in cost than the current product.
Research
Grant Compliance and Purchasing staff completed:
• Internet comparison completed: ClientTrack (manages the grant process), Grant
Station, GuideStar, Grants.Gov, InfoEd, Input, and eCivis
• See Attachment A for a comparison of selected grant subscription services
Recommendations
Apply Section V.A.4. of the Collier County Purchasing Policy which authorizes the
Board to waive the requirement for formal competition where it is determined to be
in the best interests of the County to do so, to eCivis for grant locator license for five
(5) years.
Negotiate a 3 — 5 year pricing agreement based on 2010 price model, or lower.
Prepare an executive summary to be presented to the Board to request a waiver to
eCivis.
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12/13/2011 Item 16.E.9.
Comparison of Grant Research Subscriptions
Packet Page -3182-
11/18/2011
eC><v>!a W .,
Product
SPIN
State & Local Grant
Grants Network
Opportunities Database
Types of grantors listed
Federal, Foundation
Federal
Federal, State of Florida,
Foundation
research institutions,
Target clients
foundations (local
local and state governments
local government
government is secondary)
regularly and as needed
Frequency of data updates
unsure
unsure
based on state and federal
announcements and direct
rnntact with foundations
Online subscription
yes
yes
yes
Offers examples of successful past
applications
no
yes
yes
Offers pre -award announcments
no
yes
yes
Downloadable applications
no
yes
yes
Email notifications and automatic
possibly, unsure if this has
emails when bookmarked /selected
been added since first
yes
yes
programs are updated
reviewed in 2005
yes, search through all type
of grants, based on key
Customizable searches
yes
yes
words, deadlines, type of
funding, funding amounts,
etc.
Organization of info and ease of
understanding
good
very good
excellent
Allows unlimited users within client
organization
unsure
unsure
yes
Allows expansion of
service /subscription to non profit
unsure
unsure
yes, for additional fee
partners
Assigns account administrator within
client organization to administer
yes
unsure
yes
subscribers' activity
Packet Page -3182-
11/18/2011
This document provides information useful to organizations requiring sole- source justification for their purchase of Grants Networks"'
What is eCivis Grants Network®
eCivis Grants Network is the most comprehensive suite of web -based applications designed and built exclusively for the
grants community to increase grants performance. Grants Network (GN) is the only suite of applications dedicated to grants
with a patent pending at the U.S. Patent and Trademark Office. Our modules include GN: Research, GN: KnowledgeBase
(KB), and GN: Tracking & Reporting (T &R). All modules are fully integrated with Grants Network: Research. Grants
Network combines the quick publication aspects of a web -based information service with the accessibility and low cost
of software -as -a- service (SaaS). SaaS eliminates the need for third -party software and hardware, onsite implementation
and maintenance, and extended start-up schedules and costs. Maintenance costs for SaaS products are typically ten
times lower than traditional client/server onsite implementations.
eCivis Grants Network: Research5m
eCivis Grants Network: Research provides grant- active organizations with the best grants research in a user - friendly,
web -based interface to allow users to leverage their efforts to improve grants performance. Trusted by more than 400
cities and counties nationwide and in its fourth generation, Grant Network: Research has proven to help drive additional
revenue while reducing the burden on staff. A number of characteristics make GN: Research such a powerful resource.
eCivis® Grants Network: Tracking & ReportingSA°
eCivis Grants Network: Tracking & Reporting is the only complete, web -based system that tracks every aspect of grant and
project- related activity before and after grant awards. It is the only system that effectively ties the financial requirements
of a grant to the programmatic and performance requirements. In addition, GN: Tracking & Reporting provides
pre- configured reports and the ability to construct custom reports that offer users complete visibility into every aspect of
every grant stored in the system at every stage of the grant lifecycle. It is a virtual grants management office by automating
the business processes of managing grants, while ensuring notification of upcoming deadlines, missed financial /progress
reports, and required approvals. Through extensive research and development, eCivis has built a proprietary process into
the system that offers both standardization and flexibility to match individual grant requirements. Individual organization
procedures are easy to create and update within the system. The user interface to Tracking & Reporting is amazingly
user - friendly for such a powerful system and will be familiar to anyone who has ever used the World Wide Web.
eCivis Tracking & Reporting provides capabilities that do not exist in any other application to comprehensively manage,
view, and understand the big picture status of all grants and projects in an organization, but also the step -by -step
requirements of each individual grant.
eCivis® Grants Network: KnowledgeBasesm
eCivis Grants Network: KnowledgeBase provides: Subject- Specific Briefs: Writing an effective narrative, preparing for
an audit, complying with OMB Circular A -87— Subject- Specific Briefs covers it all. Written by expert grant writers and
managers, these two -to- three -page briefs give you clarity on the critical issues. Organized by subject area, experience
level, and role so you can find the information you want quickly and easily. Program- Specific Briefs: Assistance to
Firefighters, CDBG, Safe Routes to Schools, Edward Byrne Memorial Justice Assistance Grant (JAG), Continuum of
Care Homeless Assistance Programs, and more. Critical information on popular programs that will give you a leg up
when applying for and managing the program. Written by in -house experts, eCivis partners, and experienced fellow
Grants Network users who have applied for and won millions of dollars from these programs. Forms Library: There are
more than 150 federal forms associated with grants. Finding them can be a nightmare and filling them out sometimes
means locating a 20- year -old typewriter. Forms Library gives you quick and easy access to the latest version of every
grant - related form. Best of all, they are 100% fillable in AdobeTm Acrobat.
Packet Page -3183-
eCivis Grants Network products specifications used in evaluating sole- source procurement
Comprehensiveness: Contains more than 95 percent of all grants
Original Content: Custom funding analysis generated in -house by program specialists
Quality Assurance: Five -point check system implemented for every program prior to publication
Timeliness: Content is updated daily with portions published prior to public release from grantors
Local Government Relevance: Unique eCivis processes allow local governments to assess which programs are most
relevant to them quickly and effectively
Search System: Custom search functionality generates superior results
Previously Funded Applications: Expansive collection of previously funded grant applications accessible to all users
Easy to Implement
Grants Network is built for success. First, because it is 100% web based, it requires no client technical support or
complicated installation. Second, using the knowledge gained from its client base of over 400 governments, eCivis
manages the implementation, so your system is fully configured when you start. Third, we train all of our clients fully to
ensure the highest utilization organization wide. Lastly, Grants Network has been optimized over the last seven years to
be easy to use for governments, ensuring the greatest possibility of success.
The eCivis Partnership
At eCivis, we offer you a complete solution, not just good technology. From initial client data - gathering to implementation,
training, and user support, we are here to help power your success. Year after year, our clients give us high marks for
responsiveness and completeness. We understand the unique needs of governments, and our full service approach
ensures the highest likelihood of your success. Whether it is a technical issue on your end or a grant - related question
from your staff, we are here to help. When you work with eCivis, our entire company is committed to your success.
eCivis consistently researches and analyzes the market space in relation to its products, as well as facilitates the evaluation of our
products by state and local government, non - profit organizations, school districts, and other market segments. As of January 1, 2010,
the claims within this justification of sole source are up -to -date and accurate, though may not be exhaustive. For more information or
questions, please contact eCivis at 877.232.4847 or info @ecivis.com.
Copyright 2010. eCivis, Inc. All rights reserved. Registered Trademark and Service
Mark Statement eCivis, eCivis Grants Network, eCivis Grants Network: Research, eCivis
eCivis Grants Netowrk: Tracking & Reporting, and eCivis Grants Network: KnowledgeBase
are all trademarks /service marks of eCivis, Inc. Your tools for grants success.
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Adminilive Services Division
Purchasing
12/13/2011 Item 16.E.9.
Collier County
Waiver Request
Instructions
Completed waiver requests must be submitted to the department's procurement professional for any amount above
Purchases above $3000 require three quotes or formal competition. The department must provide justification to
Purchase to request consideration to waive the competitive purchasing process and purchase from a'
single vendor. Waivers of greater than $50;000 will require. approval by the .Board of County
Commissioners. To qualify for a> waiver. select a waiver category, :provide an explanation of the research
conducted and the,'supporting rationale, and acquire the approval signature from your, director. Send the waiver
request, any research information and contract materials to your purchasing professional in Purchasing.
Requester Name: Marlene Foos Vendor Name: ear +s, Inc.
Department: Grant Management Office Item / Service: Grants Network
Requisition # if applicable): Antici ated Cost: $37,168.75
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: Marlene Foord
Emergency: Describe the public health or safety issues that requires the immediate
I
product or service (i.e., The supply of vaccination was completely depleted within hours of
delivery to the employee health center; the
Procurement Professional-
current vendor will not receive another shipment
for 2 weeks).
Compatibility J Proprietary (One of a Kind or No Substitute Available): Describe the
research completed to determine that there is only one product or service capable of meeting
the County's existing conditions and that no other vendor can provide a product, component,
or replacement part that may be substituted.
Caw •aS hn eem aWg9r•CNb.umabtlon rn4c•blwrb karM.fWa•M bmn•mn p�rn.larxnrtl Y•>"The sCNie p•n(aemanaYmirmt mlrxne ba waa bY—i Cd rC-V
ag- tlepemrnis •na antler •r
epetlnen4 eYOwe mn mxn u9eNUtloNbr .e•wne m•wmeOlhnnuWh 1N.awmte.NmYEgtlaal m.b.hwNlymoraNm 45pmcga(140 u.etflee.Rh Ya aen bpeeroYLp Mw IY UUebrce
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mftluer met a1W tlr bflarvq popmm maY 118erelr Mtlm•I I.oarmbmab eb %a w CaunN• 9mnr1. +rr Iwpamm.my25X
a me Caumye armef w murm•e.n IrowmmmrsM Sx. a db 9aemY'• w«ruf+1umM
meerwaee in air umr1•vaor: Z) "osimrrelmay nr •uym t—ft naer Lwmy•tlnmrbe•W. evmemlor •ewrro, n9na•eona
wm mime (pWlk entl 9arermaenl aims) entl n m tYyrr m wa tlrri IM mrrM1 ptltlncL T1r e•mm em mY•s p•mouay ana.a.pvlbrmns.wl . bb. No wher nol rows I�ontlwu�ltles.i n mar' �•wvs.
Authorized Distributor. Describe the research completed to find similar features and
operability, and a letter from the manufacturer naming the single source authorized
distributor(s) in the southwest Florida region.
❑
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: Marlene Foord
Date: 11/16/11
I
Procurement Professional-
Date r
b
rL.,
Packet Page -3185-