Agenda 07/28/2009 Item #16E 9{i a :4en,, No. 16E9
, d 'g, 2009
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EXECUTIVE SUMMARY
Recommendation to award RFP #09 -5255, "SAP Document Management System
Consulting and Implementation Services" to LeverX, Inc. and authorize the
Chairman to execute the standard contract documents. Total project costs for
hardware and services are not to exceed $360,000.
OBJECTIVE: To obtain approval from the Board of County Commissioners to engage a
consultant to assist with the standardization and streamlining of the County's document
storage and retrieval processes within SAP. This project continues to build on the
County's investment in SAP by providing for secure storage of documents and the
ability to classify documents for robust search and retrieval.
CONSIDERATIONS: Collier County has been using SAP as its financial and human
resources management system of record since January, 2003. After an upgrade in
2007, an expansion in February, 2009 to manage capital projects and recently approved
Grants Management capability is now being implemented. This document management
capability builds upon the core SAP functionality and compliments the capital project
and grants management functionality.
The IT Department issued RFP #09 -5255 "SAP Document Management System
Consulting and Implementation Services" which was publicly advertised on May 22,
2009. There were, 408 inquiries sent to potential suppliers; seventy -three (73) suppliers
requested the full solicitation package. On June 3, 2009, twelve (12) suppliers attended
the, mandatory pre - proposal conference, three (3) of which submitted proposals on
June 18, 2009. The selection committee reviewed the proposals and determined by
consensus that the qualifications and approach outlined by LeverX best meets our
requirements as stated in the RFP.
In the conduct of this project, the County intends to shift as much of the work as
possible to County staff, using LeverX expertise primarily for project planning, initial
configuration, and product and process knowledge transfer. This project will be
executed in five phases. Prior to the start of each phase, Collier County and LeverX will
document and agree to the specific objectives, project plan, and scope of services for
the next phase. LeverX will provide a cost estimate for the specific phase based on the
hourly rates provided in RFP #09 -5255. It will be the sole discretion of Collier County
whether to move forward on a phase by phase basis.
GROWTH MANAGEMENT IMPACT: There is no Growth Management Impact
associated with this Executive Summary.
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 required hardware. In accordance with LeverX's proposal,
sufficient funds exist for this entire project and have been earmarked for this purpose by
the SAP Steering Committee.
LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney's
Office, it requires majority vote, and is legally sufficient for Board action. — CMG
RECOMMENDATION: Recommendation to award RFP #09 -5255, "SAP Document
Management System Consulting and Implementation Services" to LeverX, Inc. and
authorize the Chairman to execute the standard contract documents. Total project
costs for hardware and services are not to exceed $360,000.
PREPARED BY: Tracey Payne, Application Analyst, Information Technology
Department
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COLLIER COUNTY
BOARD OF COUNTY COMMISSIONERS
Item Number:
16E9
Item Summary:
Recommendation to award RFP 1109-5255
SAP Document Management System Consulting
County
and implementation Services to Leverk
Inc. and authorize, the Chairman to execute the
Approved By
standard contract docunients. Total project costs for hardware and services are not to
exceed $36-0,000.
Dc;)uty County Manager
Meeting Date:
7/28/2009 9:00:00 AM
Prepared By
I
I-ountv W-anaaer's Offi-e
Tracey Payne
Senior Technical Support Professional
Date
Administrative Services
Information Technology
70012009 9:58:32 AM
Approved By
Lyn Wood
Purchasing Agent
Date
Administrative Services
Purchasing
7110,12009 11:18 AM
Approved By
Steve Carnell
Purchasing/General Svcs Director
Date
Administrative Services
Purchasing
711012009 12:10 PM
Approved By
CoUeen Greene
Assistant County Attorner
Date
County Attorney
County Attorney Office
7/101,20CIS 3:30 PM
Approved By
Sarry Axelrod
Information Tecninology Director
Date
Administrative Services
information Technology
7113/2009 8:16 AM
Approved By
I t Goirien, Price
Adrninislrative 15nrvices 4drninisfre!tor
Administrative Services
Administrative Services Admin.
7/14120n9 3:46 FM
Approved By
OIVIB Coordinator
Orv"Z Coordinator
Date
County Manager's Office
Office of Management & Budget
7115/2009 9:30 AM
Approved By
off K6�a"---Ikow
Coi-wty Allt-,irrir��y
County Attorney
Cour.Zy Attorney Office
71"! Pkil
Approved By
Susan usiher
Senior RfianagE:ment/Budaet Ana!yst
D -� te
County
Approved By
Lcc E. Ochs, jr.
Dc;)uty County Manager
late
Board Of County
I
I-ountv W-anaaer's Offi-e
7121," 009 11 -M! AhR,
`,ornmissioners
file:/ /C:\AL,endaTest\ExDoi-t\]33-.Iulv%2028.0//0202009\1 6.%20C0NSFNT%20AGFNDA\1 ... 7/22/2009