Agenda 10/13/2009 Item #16E 2
Agenda Item No. 16E2
October 13, 2009
Page 1 of 8
EXECUTIVE SUMMARY
Recommendation to approve and authorize the Chairman to sign a modification of Contract
#08.5009 with Sire Technologies in the amount of $189,575 using existing SAP capital
project funds for the purpose of extending the County's Electronic Content Management
(ECM) system for the implementation of an Agenda Automation application.
OBJECTIVE: To obtain Board approval for a modification of Contract #08-5009 with Sire Technologies
in the amount of $189,575.00.
CONSIDERATIONS: On July 22, 2008, the Board approved the acquisition of an Electronic Content
Management (ECM) system from Sire Technologies (agenda item 16E4) for $232,727.00 which covered
software licensing and implementation services.
_.
The ECM system is a "platform" that applications are built on. The ECM platform is in production and
BCC technical staff have started to deploy departmental document management applications. Due to the
volume of digital information being produced and the accumulation of historical paper documents to be
scanned, the roll out of ECM applications will be ongoing for the foreseeable future. The Agenda
Automation application is a specialized ECM application that leverages the underlying ECM platform.
Sire Technologies sells a set of Agenda software modules. This contract modification covers the cost
of the software licenses for the Agenda modules and professional services for implementation.
The current agenda automation application was implemented in 2004 at a cost of $35,505.00. Although
its planned service lifetime was three years, it is still in production. It was purchased from a small
company that no longer provides technical support or feature upgrades. The current agenda application
has therefore been rendered "unchangeable" and is trapped on obsolete versions of its operating system
and database software which no longer have the support of their vendors. This is a "mission critical"
application for this agency. When a problem does occur, staff's ability to fix it will be very limited.
During the last 5 months, a cross divisional, multi.disciplinary staff committee has reviewed the features
of the Sire Agenda Automation solution and has approved the extension of ECM to include this
application.
FISCAL IMPACT: Funds sufficient to execute this project will be transferred from the SAP Capital
Project (50017) to the Enterprise Content Management Project (50042) with the approval of a budget
amendment in the amount of $140,642. Future recurring annual maintenance costs of $25,000 will be
allocated across all BCC funds weighted by their headcount starting in FY11.
GROWTH MANAGEMENT IMPACT: There is no growth management impact associated with this
Executive Summary.
LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney's Office and does not
present any legal issues. - CMG
,-
Agenda Item No. 16E2
October 13, 2009
Page 2 of 8
RECOMMENDATION: That the Board of County Commissioners: 1) Approve and authorize the
Chairman to sign a modification of Contract #08-5009 with Sire Technologies in the amount of
$189,575.00 for the purpose of extending the County's Electronic Content Management (ECM) system
for the implementation of an Agenda Automation application, and 2) Approve a budget amendment
transferring $140,642 from the SAP project to the ECM project.
Prepared by: Barry Axelrod, Oirector, Information Technology Department
Agenda Item No. 16E2
October 13, 2009
Page 3 of 8
COLLIER COUNTY
BOARD OF COUNTY COMMISSIONERS
Item Number:
Item Summary:
16E2
Recommendatian ta approve and authorize the Chairman to sign a modification of Contract
#08-5009 with Sire Technalogies in the amount of $189,575 using existing SAP capital
project funds far the purpose at extending the Cauntys Electronic Content Management
(ECM) system far the implementation of an Agenda Automatian applicatian.
10/13/2009 9:00:00 AM
Meeting Date:
Approved By
James W. DeLony
Public Utilities Administrator
Date
Public Utilities
Public Utilities Administration
9/30/2009 11 :03 AM
Approved By
Marla Ramsey
Public Services Administrator
Date
Public Services
Public Services Admin.
9/30/2009 12:06 PM
Approved By
Joseph K. Schmitt
Community Development &
Environmental Services Adminstrator
Date
Community Development &
Environmental Services
Community Development &
Environmental Services Admin.
10/1/200910:04 AM
Approved By
Dan E. Summers
Bureau of Emergency Services Director
Date
County Manager's Office
Bureau of Emergency Services
10/1/200911:58 AM
Approved By
Norm E. Feder, AICP
Transportation Division Administrator
Date
Transportation Services
Transportation Services Admin.
10/1/20092:14 PM
Approved By
Kelsey Ward
Contract Administration Manager
Date
Administrative Services
Purchasing
10/2/20094:27 PM
Approved By
Len Golden Price
Administrative Services Administrator
Date
Administrative Services
Administrative Services Admin.
10/2/20094:47 PM
Approved By
OMB Coordinator
OMB Coordinator
Date
County Manager's Office
Office of Management & Budget
10/5/20098:56 AM
Approved By
Jeff Klatzkow
County Attorney
Date
County Attorney
Agenda Item No. 16E2
October 13, 2009
Page 4 of 8
County Attorney Office
10/5/2009 1: 17 PM
Approved By
Susan Usher
County Manager's Office
Senior Management/Budget Analyst
Date
Office of Management & Budget
10/6/2009 11 :00 AM
Approved By
Mark Isackson
County Manager's Office
Budget Analyst
Date
Office of Management & Budget
10/6/200911:05AM
Agenda Item No. 16E2
October 13, 2009
Page 5 of 8
CHANGE ORDER
CHANGE ORDER NO.1
CONTRACT NO. 08-5009
BCC Date: July 22,2008_
Agenda Item: 16 E 4
TO: SIRE Technologies, Inc.
3676 W. California Avenue, Unit BlOO
Salt Lake City, Utah 84104
DATE: October 2. 2009
PROJECT NAME: Aeenda Plus Meetine Automation Mana2ement System
PROJECT NO.: N/A
Under our AGREEMENT dated July 22, 2008 .
You hereby are authorized and directed to make the following change(s) in accordance with terms and
conditions of the Agreement: See attached Exhibit A.
FOR THE (Additive) Sum of: one hundred eighty nine thousand five hundred seventy five dollars
($189,575.00).
Original Agreement Amount
Sum of Previous Changes
$232.727.00
$Q
$189.575.00
$422,302.00
This Change Order Add
Present Agreement Amount
The time for completion shall be (increased) by _0_ calendar days due to this Change Order.
Accordingly, the Contract Time is now _N/A <--J calendar days. The substantial completion
date is _N/A and the final completion date is _N/A . 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 indicated 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 forth herein, including claims for impact and
delay costs.
Accepted: October 2. 2009
CONTRACTOR:
SIRE Technologies, Inc.
OWNER:
BOARD OF COUNTY COMMISSIONERS
OF COLLIER COUNTY, FLO
cx:f'~ ~
By:
David Reeder
Agenda Item No. 16E2
October 13, 2009
Page 6 of 8
DIVISION ADMINISTRATOR
J~~
By: ~~ rice
Date:
CONTRACT SPECIALIST
By: !f~Y~_1~.
ATTEST:
BOARD OF COUNTY COMMISSIONERS OF
COLLIER COUNTY FLORIDA
Dwight E. Brock, Clerk
BY:
BY:
Donna Fiala, Chairman
Approved As To Form
and Legal Sufficiency:
Print Name:
Assistant County Attorney
S'RE.
TECtfNOLOGll!S
B Y A. L P Ii A COR P.
3676 W California Ave, B100, Salt lake City Utah 84104
Phone: 801-977-8608, Fax: 801-977-8775
The following number must appear on all related
correspondence, Purchase Order:
QUOTE NUMBER: 090720COl-APlS
Ship To:
SAME
To: Collier County IT Department
3301 Tamiami Trail East, Naples, FL 34112
Attn: Barry Axelrod, IT Director
Fax:
QUOTE DATE PROPOSER SHIP VIA F.O.B. POINT PAYMENT TERMS
October 2, 2009 David Reeder Best Oestination In accordance with Contract 08-5009.
QTY UNIT DESCRIPTION UNIT PRICE TOTAL ANNUAL
MAINTENANCE
Agenda Plus Meeting Automation-
Management System
Unit pricing for Agenda Workstation Licenses
300 User Unlimited Concurrent Enterprise Wide Site License for $125,000.00 ($25,000.00,
Agenda Plus beginning after
first year of
implementation)
Pricing for Services to implement SIRE Agenda
Plus - (pricing the same for any amount of
licenses purchased)
SIRE Services
8 days Project Management for Agenda Plus $1,520. $12,160.00
15 days Workflow Definition and Configuration for $1,376. $20,640.00
Agenda approval processes
2 days Agenda Template Configuration $1,376. $2,752.00
2 days Website Customization and Configuration $1,376. $2,752.00
SIRE Onsite Traininq and Education
1 day SIRE Agenda Plus Submitter Training $1,376. $1,376.00
1 day SIRE Agenda Plus Reviewer Training $1,376, $1,376.00
C 0 )E r ,009
2 days SIRE Agenda Plus Clerk Training $1,376. $2,752.00 F age 8 of 8
2 days SIRE Agenda Plus System Admin. Training $1,376. $2,752.00
SIRE Expenses
5 Airfare. Round Trip $600. $3,000.00
20 Per Oiem: Oaily Expenses $200. $4,000.00
Subtotal $178,560.00
Note: All days quoted are estimates. If days
quoted are not used, only days used will be
charged.
Allowance for other implementation services as $11,015.00
needed, including, but not limited to: training,
- implementation services, customization,
configuration, integration, travel, per diem
expenses, and/or other reimbursable items,.
TOTAL $189,575
SALES TAX Exempt
SHIPPING & HANDLING Prepay & Add N/A
MAINTENANCE N/A
TOTAL Not to $189,575
Exceed
Agenda Item No. 16E2
o t b 13 2
Pricing valid for 90 days
Delivery: As mutually agreed upon in writing by
County Project Manager or his designee and SIRE.
Note: Annual Maintenance amount of
$x,xxx.OO is due 90 days after Acceptance
Milestone.
~~
~
David Reeder - SIRE Technologies