Agenda 03/25/2025 Item #16J 2 (Approve Amendment No. 6 to Professional Services Agreement No. 21-7936, with Phoenix Business, Inc.)3/25/2025
Item # 16.J.2
ID# 2025-1068
Executive Summary
Recommendation to approve Amendment No. 6 to Professional Services Agreement No. 21-7936, “Professional Services
for SAP S/4 HANA Implementation” with Phoenix Business, Inc., d/b/a Phoenix Business Consulting for tasks related to
SAP Success Factors Workforce Job Scheduling for EMS 56 and Battalion Chief organizational units as well as
additional time and funding for the Board related portion of the new integrated SAP time and attendance payroll platform
in the not to exceed amount of $212,732.00 (Project Number 50017).
OBJECTIVE: To obtain approval of Amendment No. 6 for tasks related to SAP Success Factors Workforce Job
Scheduling for EMS 56 and Battalion Chief organizational units as well as additional time and funding for the Board
related portion of the new integrated SAP time and attendance payroll platform in the not to exceed amount of
$212,732.00.
CONSIDERATIONS: The Board, in partnership with the Clerk of Courts and Comptroller’s Office (the “Clerk”),
began using SAP as its Enterprise Resource Planning (“ERP”) software in 2003. When SAP announced the end of
support in 2027 for its ERP software (ECC 6.0), the County and Clerk began a due diligence study to ascertain the best
course of action for the future of the systems used for accounting, procurement, personnel, and other processes. On
October 13, 2020 (Agenda Item 16.E.2), the Board approved the continuation of SAP as the County’s ERP Financial
System and authorized staff to issue a solicitation seeking implementation services for an upgrade to SAP version S/4
HANA and further human resources related enhancements.
On April 12, 2022 (Agenda Item 11.C4), the Board awarded Agreement No. 21-7936, “Professional Services for SAP
S/4 HANA Implementation” to Phoenix Business, Inc., d/b/a Phoenix Business Consulting in the amount of
$1,658,245.60 (the “Agreement”), which contained a statement of work for the migration of the current SAP ECC 6.0
system to the SAP S/4 HANA platform that encompassed design, testing and implementation. The implementation was
successfully completed in May of 2023. On May 9, 2023 (Agenda Item 16.J.4), the Agreement was amended to add the
implementation of an integrated SAP human resources platform, including electronic time and attendance capture. The
Clerk of Courts and Supervisor of Elections’ agencies are currently running on the new human resources platform and
the Board’s Departments are scheduled, with approval of this item, to be fully activated in June of 2025.
The Board’s workforce was scheduled to transition to the time and attendance functionality of the new human resources
platform in October of 2024, but Amendment 5 to the Agreement pushed the go-live date to January 2025. However,
further organizational changes and associated complexities, as well as the desire for a two-month period to stabilize the
replication of core human resources data from the new Success Factors environment to the SAP S/4 HANA platform
necessitated an additional extension to the implementation timeline. These factors, along with additional configuration
related to Board Agency time reporting policies and expanded legacy data cleanup efforts require additional consulting
support. This extension will also allow for enhanced user acceptance testing, expanded parallel payroll processing and
an extended post-go-live support period. The amended go-live date is June 14, 2025, with dedicated support through
July 12, 2025. The cost to provide those additional consulting tasks will not exceed $169,920.00.
This request seeks to extend the implementation of the EMS Job Scheduler, allowing for the stabilization of core Board
time and attendance functionality before rolling out the Job Scheduler to EMS. EMS Job Scheduler addresses tasks
related to the special timekeeping requirements of the Emergency Medical Services Division’s EMS 56 and Battalion
Chief organizational units. These units operate in a complex scheduling environment, where factors such as
qualifications, proficiencies, shift swapping, and overtime equalization must be considered when deploying EMS
personnel.
The extension of the EMS Job Scheduler implementation ensures the development and deployment of an EMS
scheduling system that meets the unique operational demands of paramedical and emergency services. The original go-
live date for EMS Scheduler was April 28, 2025, and included four (4) weeks of post go-live support. With the delay in
implementation of Board time attendance, only certain EMS Job Scheduler tasks could be completed within the original
timeline. The amended go-live date is September 20, 2025, with an increase to six (6) weeks of dedicated support
through November 1, 2025. The cost to provide these additional consulting tasks and extension of services will not
exceed $42,812.00. All additional services provided under this Sixth Amendment will be billed at the same rates and
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3/25/2025
Item # 16.J.2
ID# 2025-1068
categories established in Agreement No. 21-7936.
FISCAL IMPACT: Funding for the additional $212,732.00 is available in Fund 3001, Project 50017 (SAP Financial
Management System) and no budget amendment or further appropriation is required by this action.
GROWTH MANAGEMENT IMPACT: N/A.
LEGAL CONSIDERATIONS: This item is approved as to form and legality and requires majority vote for Board
approval. —SRT
RECOMMENDATIONS: To approve Amendment Six to Agreement No. 21-7936, “Professional Services for SAP S/4
HANA Implementation” with Phoenix Business, Inc., d/b/a Phoenix Business Consulting to add additional tasks related
to SAP Success Factors Workforce Job Scheduling for EMS 56 and Battalion Chief as well as additional time and
funding for the Board related portion of the new integrated SAP human resources time and attendance platform in the
amount of $212,732.00, and authorize the Chairman to sign the attached amendment. (Project Number 50017).
PREPARED BY: Derek M. Johnssen, Director of Finance and Accounting
Collier County Clerk and Comptroller’s Office
ATTACHMENTS:
1. Phoenix - Affidavit Regarding Labor and Services and Contracting with Entities of Foreign Countries of Concern Prohibited
2. Sixth Amend Phoenix Bus 21.7936 SAP HANA 03.13.25 - Signed1
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Hanif Sarangi, President3-17-2025Satya PraveenDerik M. SimovartPage 3865 of 5415