Agenda 06/23/2009 Item #16E12
Agenda Item No. 16E 12
June 23, 2009
Page 1 of 4
EXECUTIVE SUMMARY
Recommendation to waive the competitive process and approve a contract with
Penitus Solutions, Inc. for the implementation of extensions to SAP for grants
management, authorize the purchase of additional end-user licenses from SAP
Public Services, Inc., and authorize the Chairman to sign the contracts. The total
project cost will not exceed $160,000.
OBJECTIVE: To standardize and streamline grants management processes and share
grants information with all internal stakeholders. This solution will enforce agency wide
commonality and eliminate data entry redundancies by integration with our core
financial system. It will help also remediate recurring audit notes received over the past
several years.
CONSIDERATIONS: On the June 26, 2007, BCC Agenda Item 16E9 was approved
authorizing an evaluation of a capital project management solution provided by SAP.
On February 12, 2008, BCC Agenda Item 10D was approved authorizing the
implementation of that solution. This work has been completed although internal staff
will continue to roll out enhancements in response to user requests. On September 11,
2007, BCC Agenda Item 16E3 was approved authorizing the additional purchase of end
user licenses for SAP.
- SAP has commissioned Penitus Solutions to develop a grants management product
which utilizes the same technical infrastructure as our capital project management
solution. Collier County staff, including Purchasing has researched and determined that
no other vendor can provide this solution. Re-using existing modules lowers the cost
and risk of this project and will allow for a faster implementation. The IT Department
recommends that the Board of County Commissioners waive the competitive bid
process and award the contract to Penitus Solutions, Inc. as being in the best interest of
the County. The IT Department has been working with SAP on this extension for grants
management and this is the SAP solution for pre and post awards for grants
management. This waiver is authorized pursuant to section 5 of the Purchasing Policy.
A grants management solution has become more important with the increased burden
of managing stimulus related grants, which require a high level of transparency,
accountability and comprehensive reporting on job creation, economic recovery and
progress towards meeting grant program goals and objectives.
SAP and Penitus are offering deep discounts to Collier County to implement the grants
management solution and become an early adopter of this product. Assuming
approval, the combined Clerk of Courts / BCC team is aggressively targeting October 1,
2009 for completion.
,-
GROWTH MANAGEMENT IMPACT: There is no Growth Management Impact
associated with this Executive Summary.
Agenda Item No. 16E 12
June 23, 2009
Page 2 of 4
FISCAL IMPACT: The project will be funded by existing appropriations in the County
Wide Capital Projects Fund 301 in the SAP Financial Systems Project (50017) and is
available in the FY2009 budget. These funds will include all professional services,
related travel expenses and up to 15 additional named user software license fees. Any
additional software licenses would be purchased under terms approved by the Board on
September 11, 2007, Item 16E3. These terms are in force until September 30, 2009.
The only recurring expense associated with this project will be fees for software license
maintenance on additional licenses, if any, estimated at $7500 per year.
LEGAL CONSIDERATIONS: Pursuant to the Purchasing Policy, section V, the Board
is authorized to waive the competitive bid process "where it is determined to be in the
best interest of the County to do so." This item is legally sufficient and ready for Board
action. - CMG
RECOMMENDATION: That the Board of County Commissioners waive the competitive
process and approve a contract with Penitus Solutions, Inc. for the implementation of
extensions to SAP for grants management, authorize the purchase of additional end-
user licenses from SAP Public Services, Inc., and authorize the Chairman to sign the
contracts. The total project cost will not exceed $160,000.
PREPARED BY: Tracey Payne, Application Analyst, Information Technology
Department
Item Number:
Item Summary:
Meeting Date:
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Agenda Item No. 16E12
June 23, 2009
Page 3 of 4
COLLIER COUNTY
BOARD OF COUNTY COMMISSIONERS
16E12
Recommendation to waive the competitive process and approve a contract with Penitus
Solutions, Inc. for the implementation of extensions to SAP for grants management,
authorize the purchase of additional end-user licenses from SAP Public Services, Inc., and
authorize the Chairman to sign the contracts. The total project cost will not exceed $160.000.
6/23/2009900.00 AM
Prepared By
Date
Tracey Payne
Administrative Services
Senior Technical Support Professional
Information Technology
6/9/20094:36:09 PM
Date
Approved By
Barry Axelrod
Administrative Services
Information Technology Director
Information Technology
6/10/20094:24 PM
Approved By
Joanne Markiewicz
Administrative Services
Operations Manager
Purchasing
Date
6/11/20093:19 PM
Approved By
Colleen Greene
County Attorney
Assistant County Attorner
County Attorney Office
Date
6/11/20093:21 PM
Approved By
Marlene J. Foard
Administrative Services
Grants Coordinator
Date
Administrative Services Admin.
6/11/2009 3:36 PM
Approved By
Kelsey Ward
Administrative Services
Contract Administration Manager
Purchasing
Date
6/11/20094:21 PM
Approved By
Kelsey Ward
Administrative Services
Contract Administration Manager
Date
Purchasing
6/11/20094:21 PM
Date
Approved By
Skip Camp, C.F.M.
Administrative Services
Facilities Management Director
Facilities Management
6/11/20094:31 PM
Approved By
Jeff Klatzkow
County Attorney
County Attorney
Date
County Attorney Office
6/11/2009 5:24 PM
Date
Approved By
OMB Coordinator
County Manager's Office
OMB Coordinator
Office of Management & Budget
6/12/2009 8:30 AM
Approved By
Susan Usher
Senior Management/Budget Analyst
Date
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Agenda Item No. 16E 12
June 23,2009
Page 4 of 4
County Manager's Office
Office of Management & Budget
6/15/20093:28 PM
Approved By
Leo E. Ochs, Jr.
Board of County
Commissioners
Deputy County Manager
Date
County Manager's Office
6/15/20094:21 PM
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