Agenda 12/14/2021 Item #16F 1 (Subscription to eCIVIS Grant Network software products)12/14/2021
16.F.1
EXECUTIVE SUMMARY
Recommendation to approve expenditures under an Exemption from the Competitive Process in an
amount not to exceed $55,000 annually through fiscal year 2025, for a subscription to the eCIVIS
Grant Network, proprietary software offered through Carahsoft Technology Corp, for employee
and Collier County nonprofit use. (General Fund 001)
OBJECTIVE: To subscribe to eCIVIS Grant Network software products for employees and Collier
County nonprofit agency use.
CONSIDERATIONS: The eCIVIS Grants Network is the largest grant information and research
product that captures all federal, state pass -through and private foundation grant opportunities specifically
for local governments. This affords the County and all its employees an opportunity to effectively search
for grant funding, create automated search reports, view comprehensive and consistent information about
each grant program, benefit from online training resources, and review examples of previously funded
grant applications with no additional cost. The subscription services are available to the community
through providing access to nonprofit agencies located in Collier County.
The County has been using eCIVIS services since 2005 to search for grant opportunities through a single
database of all available financial assistance from federal, state, and private foundations. Per the annual
schedule of expenditures, the County has expended an average (FY19 - FY21 Interim) of $74 million
dollars in federal and state assistance. The complement of grant awards has steadily increased each year,
with the largest increase of approximately $248 million since January of 2020. It is vital that County staff
have access to training resources in the grant process and federal rule that are easily available and at no
additional cost to their operations.
Procurement Ordinance No. 2013-69, as amended, at Section 8, subsection 3, provides that subscriptions,
books, electronic information, and similar material in printed or electronic format may be eligible for
exemption from the competitive process based upon the determination of the County Manager or his
designee, the Procurement Services Director, upon a determination that approval of such an exemption is
in the best interest of the County. The Ordinance further requires that purchases exceeding $50,000 in
annual expenditures be approved by the Board. The required exemption form approved by the
Procurement Services is attached.
FISCAL IMPACT: The cost for FY2022 will not exceed $55,000, which is budgeted within the Office
of Management & Budget Grant Cost Center within General Fund (001). Funding sources for future
years will be determined annually during the budget development process.
GROWTH MANAGEMENT IMPACT: There is no Growth Management Impact associated with this
Executive Summary.
LEGAL CONSIDERATIONS: This item is approved as to form and legality and requires majority vote
for Board approval. -SRT
RECOMMENDATION: To approve expenditures in the amount not to exceed $55,000 annually
through fiscal year 2025 as set forth in the Procurement Ordinance for the subscription to Carahsoft
Technology Corp for employee and Collier nonprofit use.
Prepared by: Therese Stanley, Grants Compliance Manager, Office of Management & Budget
ATTACHMENT(S)
1. FY22 Exemption Request 071 - Carahsoft (eCivis) (PDF)
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16.F.1
12/14/2021
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.17.1
Doe ID: 20730
Item Summary: Recommendation to approve expenditures under an Exemption from the
Competitive Process in an amount not to exceed $55,000 annually through fiscal year 2025, for a
subscription to the eCIVIS Grant Network, proprietary software offered through Carahsoft Technology
Corp, for employee and Collier County nonprofit use. (General Fund 001)
Meeting Date: 12/14/2021
Prepared by:
Title: — Office of Management and Budget
Name: Debra Windsor
12/01/2021 1:05 PM
Submitted by:
Title: Director - Facilities Maangement — Facilities Management
Name: Ed Finn
12/01/2021 1:05 PM
Approved By:
Review:
Office of Management and Budget
Debra Windsor
Level 3 OMB Gatekeeper Review
County Attorney's Office
Scott Teach
Additional Reviewer
County Attorney's Office
Jeffrey A. Klatzkow Level 3 County Attorney's Office Review
Grants
Therese Stanley
Additional Reviewer
Facilities Management
Ed Finn
Additional Reviewer
Growth Management Operations Support
Christopher Johnson
County Manager's Office
Amy Patterson
Level 4 County Manager Review
Board of County Commissioners
Geoffrey Willig
Meeting Pending
Completed
12/01/2021 1:06 PM
Completed
12/01/2021 1:51 PM
Completed
12/01/2021 2:09 PM
Completed
12/01/2021 3:45 PM
Completed
12/01/2021 9:19 PM
Additional Reviewer Completed
Completed
12/03/2021 2:17 PM
12/14/2021 9:00
AM
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16.F.1.a
Collrev County
Exemptions from the Competitive Process
Instructions
The following procurement categories may be eligible for exemption from the competitive process based upon the determination
of the County manager or Designee that approval of such an exemption is in the best interest of the County.
Purchases greater than $50,000 will require final approval by the Board of County Commissioners.
Requester Name:ThereSe Stanley
vendor Name: CarahSOft Technology Corp
Division:QMB
Item/Service: Grant Network
Budget Year:22-25
Not to Exceed Amount:
$55,000
Fiscal Year
One time purchase: ❑
Multiple purchases:
Requested 10/01/21 - 9/30/25
Is there an agreement
associatedwith this Yes ❑ No ❑✓
date range: —
Exemption?
❑ 1. Government Agency/Non-
❑2. Registrations/dues/
❑✓ 3. Subscriptions/periodicals/
❑ 4. Advertisements
Profit
training
printed materials
❑5. Utility services — subject
❑ 6. Education/academic
❑ 7. Legal services
❑ 8. Purchases required by
to government control
programs/trainers, speakers
grants/gifts
❑9.Compatibility/proprietary
❑ 10. Shop estimates on
011. Personnel/recruitment
❑ 12. Works of art for public
with current systems
disassembled equipment
services
display
❑ 13. Direct purchases
❑14. Financial instruments
❑15. Entertainment services
❑ 16. Management studies as
for County sponsored events
directed by County Manager
717. Resolution/BCC direction (Indicate resolution number and approval date):
Description of Purchase: Enter a description of the items) items that will be purchased under this exemption.
The eCivis grant service is a licensed software tool used by Collier County divisions to seek federal, state and
local grant financial resources. Local Collier County nonprofit organizations may also gain the same
subscription access at no additional cost. The eCIVIS grant service includes federal rule (2 CFR Part 200)
training videos which is essential for managing County federal grants.
Purpose: Describe in detail, the purpose of the requested iteni
Services have been used since 2005 and over the last 16 years, by Collier County staff and local
non-profit agencies to search a single database of all available financial assistance from federal,
state and private foundations. Per the annual schedule of expenditures, the County has spent an
average (FY19 - FY21 Interim) of $74 million dollars in federal and state assistance. The value of
grant awards coming online since January of 2020 through the end of FY21 has increased by
approximately $248 million. It is essential that County staff have access to
training videos in federal rule that is easily available and at no additional cost to their operations.
Requester: ThereSe Stal(1�@y
Di it Ily signed by
Signature: StanleyTherese StanleyThee e
Date:
Date: 2021.11.16 08:55:43-05'00'
Division Director: E Ci Finn
Digitally signed by FinnEd
Signature: F i n n Ed Date: 2021.11.1519:35:39
Date:
-05'00,
Procurement Strategist:
g Sara Schneeberger
c
Signature: D&nelysignedby
g SchneebergerSara Date 2 21.11 &ara
Date: 2021.11.30 13:14:57
Date:
-05'00'
Procurement Director: Catherine BIgeIOW
Digitally signed by
Signature: gigelowCatherine 3lgelowCat Brine
Date:
Or designee
Date: 2021. 11.3014:02:07-05'00'
For Procurement Use Only:
❑One
time approval
❑One
year approval
Multi -Year Approval:
Start 12/14/2021 End 09/30/2025
Revised 06/17/2021
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