Agenda 04/24/2012 Item #16F34/24/2012 Item 16.F.3.
EXECUTIVE SUMMARY
Recommendation to waive formal competition under Purchasing Policy
Section V.A.4 and approve Sarasota County's Hosted Application Service and
License Agreement Amendment No. 1 to GovMax v5 under contract 11 -5617
for an amount up to $50,000 annually for maintenance, support and
enhancements to the GovMax budget software.
OBJECTIVE: To obtain the maintenance, support, and enhancements to the
County's budget software system called GovMax version 5.0 from Sarasota County.
CONSIDERATIONS: GovMax is the County's budget software package, created
and hosted by Sarasota County Government. When the Board first approved this
item on October 25, 2005, agenda item 16F6, Sarasota County hosted, supported,
and maintained GovMax version 4. Over the years, the technology had changed so
much that Sarasota County hired Method Factory, Inc to develop the next
generation of GovMax. On November 21, 2007 the Office of Management and
Budget entered into a Master Service Agreement with Method Factory, Inc,
Sarasota County's designated Service Provider to start the Migration Planning
process for the implementation of GovMax version 5. The Migration Planning
process was started, - however due to fiscal restraints and other concerns the
implementation was put on hold for three years.
On October 12, 2010, agenda item 16F5, the Board approved a Hosted Application
Service and License Agreement with Sarasota County and a Statement of Work
with Method Factory, Inc for the upgrade of GovMax to version 5. The upgrade was
completed in time for the FY 2012 budget season. On December 13, 2011, agenda
item 16F1, the Board approved change order #4 with Method Factory to add
additional reports and enhancements to improve the functionality of GovMax.
On March 9, 2012, Method Factory sent by Certified Mail, a termination letter to all
the GovMax partners /users, stating that Method Factory was exercising its option to
discontinue GovMax support, effective April 15, 2012.
On March 30, 2012, Sarasota County Government sent out a Statement of Work to
support GovMax. In the Statement of Work, it states that Sarasota will support the
base system. Partners (Collier County) will be responsible for their customizations
to GovMax and any subsequent break/fixes related to those customizations will be
billed to the appropriate partner. The stated billing rate is $125 per hour, which is in
line with the Hosted Application Service and License Agreement (paragraph C.3.)
approved by the Board on October 12, 2010, agenda item 16F5. Collier County has
customized several areas in GovMax, plus there is over 20 customized reports as
well as the budget document which is the published Budget Book.
On April 10, 2012, Sarasota County Board of County Commissioners approved an
amendment to the Hosted Application Service and License Agreement, which
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4/24/2012 Item 161.3.
stated that Sarasota's billing rate will be $125 per hour and bills will be sent out
monthly.
At this time, Sarasota's primary focus is to hire a team to support the existing
GovMax system. Requests for enhancements to the system or new reports will be
considered in the future. In essence, Sarasota County will perform all the tasks that
Method Factory was hired to do. Sarasota County Government will be our only
vendor for GovMax
The current contract with Sarasota, the Hosted Application Service and License
Agreement states an annual fee of $44,358 (for FY 11) which will be increased by
3% per year. In FY 2012, the fee is $45,688.74. Additional funding, up to $50,000
per year is requested to maintain our customizations and in the future, for new
reports and enhancements. Enhancements may include, but not be limited to, a
new Proforma report, complete the customization of Fund Center & Commitment
titles, new Security Reports, Performance Measures enhancement and reports,
Work Scope enhancement, Estimation Enhancement, security and reports.
FISCAL IMPACT: There is adequate budget in the GovMax Project 50001 in the
County Wide Capital Improvement Fund (301). The source of funding for this
contract amendment is General Fund.
GROWTH MANAGEMENT IMPACT: There is no impact on the Growth
Management Plan.
CERTIFICATION BY THE PURCHASING DIRECTOR: By approval of this
Executive Summary, the Purchasing Director certifies that:
1. The licensing of GovMax is financially in the best interest of the County; and
2. Sarasota County Government is the sole source supporter of this system.
LEGAL CONSIDERATIONS: This agenda item has been reviewed by the County
Attorney, is legally sufficient, and requires majority vote for approval. -JAK
RECOMMENDATION: That the Board of County Commissioners approve Sarasota
County's Hosted Application Service and License Agreement Amendment No. 1
under contract #11 -5617 and approve up to $50,000 annually for maintenance,
support and enhancements to the GovMax software and authorize the Chairman to
sign Amendment No. 1 after approval by County Attorney.
PREPARED BY:
Susan Usher, Senior Budget Analyst, Office of Management and Budget
Mark Isackson, Corporate Financial Operations and Management Services, County
Manager's Office
Attachments: Statement of Work: GovMax v5 Application Support
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4/24/2012 Item 165.3.
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.F.3.
Item Summary: Recommendation to waive formal competition under Purchasing Policy
Section V.A.4 and approve Sarasota County's Hosted Application Service and License
Agreement Amendment No. 1 to GovMax v5 under contract 11 -5617 for an amount up to
$50,000 for maintenance, support and enhancements to the GovMax budget software.
Meeting Date: 4/24/2012
Prepared By
Name: HutchinsonBarbetta
Title: Executive Secretary,Office of Management & Budget
4/16/2012 9:54:31 AM
Submitted by
Title: Executive Secretary,Office of Management & Budget
Name: HutchinsonBarbetta
4/16/2012 9:54:33 AM
Approved By
Name: MarkiewiczJoanne
Title: Manager - Purchasing Acquisition,Purchasing & Gene
Date: 4/16/2012 12:13:03 PM
Name: UsherSusan
Title: Management /Budget Analyst, Senior,Office of Manage
Date: 4/16/2012 2:50:17 PM
Name: KlatzkowJeff
Title: County Attorney
Date: 4/17/2012 8:53:34 AM
Name: WoodLyn
Title: Contracts Specialist,Purchasing & General Services
Date: 4/17/2012 9:52:00 AM
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Name: IsacksonMark
4/24/2012 Item 16.F.3.
Title: Director -Corp Financial and Mgmt Svs,CMO
Date: 4/17/2012 10:21:15 AM
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4/24/2012 Item 161.3.
HOSTED APPLICATION SERVICE AND LICENSE AGREEMENT
AMENDMENT NO. 1 TO CONTRACT NO. 2010002078
This Amendment made and entered into upon execution by both parties by
and between SARASOTA COUNTY, a political subdivision of the State of
Florida, hereinafter referred to as the "LICENSOR," and, Collier County, a
political subdivision of the State of Florida, hereinafter referred to as
"LICENSEE."
WITNESSETH
WHEREAS, the LICENSOR and the LICENSEE entered into County
Agreement No.2010002078,, dated November 18, 2010, a Hosted Application
Service and License Agreement (the "Agreement "); and
WHEREAS, the LICENSOR and Licensee now require to amend the
Agreement as set forth below.
NOW THEREFORE, the LICENSOR and LICENSEE in consideration of the
mutual covenants contained herein, do agree to amend the Agreement as
follows:
1. Section 2. a. of the Agreement is hereby revised to designate
LICENSOR as the "Service Provider" effective the date of this
Amendment. In no way shall LICENSOR be deemed responsible for
any acts or omissions provided by any prior Service Providers pursuant
to the Agreement. LICENSOR may provide the services contemplated
therein either directly or through a subcontractor of LICENSOR.
2. Requests for service made by LICENSEE to LICENSOR shall be
submitted through LICENSOR's ticket tracker system, which is
currently accessible via the Internet at
https: // wiki .scgov.net /scgtrak/[LICENSEE].
a. LICENSOR will provide and manage the ticket tracker system
and associated support process.
b. LICENSOR will invoice LICENSEE for any tickets related to
their customized instance of GovMax. Only break /fix tickets
shall be accepted for processing by LICENSOR, until and
unless LICENSEE is otherwise so notified by LICENSOR.
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4/24/2012 Item 16.F.3.
c. LICENSEE shall compensate LICENSOR at the rate of One
Hundred Twenty -Five Dollars ($125.00) per hour for all
services provided by LICENSOR.
d. LICENSOR shall invoice LICENSEE on a monthly basis for the
services provided by LICENSOR during the prior month.
i. If LICENSEE is a political subdivision of the State of
Florida, or otherwise subject to the Local Government
Prompt Payment Act ( "the Act ") (Section 218.70, et
seq, Florida Statutes) LICENSEE shall pay invoices in
accordance with the Act.
ii. In the event LICENSEE is subject to a law or ordinance
requiring a time frame or process for payment of
invoices other than that set forth in the Act, such law
or ordinance shall govern.
iii. In the event LICENSEE is not prohibited from paying
invoices in accordance with the Act, then the Act shall
govern.
e. The support procedures to be followed by LICENSEE and
LICENSOR shall be provided to LICENSEE and may be
updated from time to time by LICENSOR.
3. Except as modified herein, all other terms, covenants, and conditions
of the Agreement shall remain in full force and effect.
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4/24/2012 Item 165.3.
IN WITNESS WHEREOF, the parties have executed the Agreement as of
the date last below written.
ATTEST:
Dwight E. Brock, Clerk of Courts
By: _
Date:
Approved as to form and
legal sufficiency:
Jeffrey A. Klatzkow
County Attorney
Witness:
Print Name:
Signed By:_
Date:
Approved as to form and correctness:
BY:
COUNTY ATTORNEY
Licensee:
BOARD OF COUNTY COMMISSIONERS
COLLIER COUNTY, FLORIDA
Bv:
Fred W. Coyle, Chairman
Licensor:
SARASOTA COUNTY
By:
County Administrator
Date:
ATTEST:
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4/24/2012 Item 165.3.
IN WITNESS WHEREOF, the parties have executed the Agreement as of
the date last below written.
ATTEST:
Dwight E. Brock, Clerk of Courts
By: _
Date:
Ap rov� as to form and
le4 I S iciencv:
Je y A. Klatzkow
Co t Attorney
Witness:
Print Name:
Signed By:_
Date:
Approved as to form and correctness:
M
COUNTY ATTORNEY
Licensee:
BOARD OF COUNTY COMMISSIONERS
COLLIER COUNTY, FLORIDA
By:
Fred W. Coyle, Chairman
Licensor:
SARASOTA COUNTY
By:
County Administrator
Date:
ATTEST:
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4/24/2012 Item 16.17.3.
Statement of Work: GovMax v5 Application Support
Client Name: Sarasota County Government
Project Name: GovMax v5 Application Support
Date Prepared: March 30, 2012
This document outlines the support arrangement with Sarasota County Government for the
GovMax V5.0 on behalf of the GovMax Partners who utilize the application.
Sarasota County owns the application code and the infrastructure that the GovMax application
is housed on. Sarasota County also has a copyright for GovMax and as owner, does take
responsibility for the base system, its support and maintenance. Partners are responsible for
any customizations to their systems, and subsequent break /fix tickets related to those
customizations.
As of April 16, 2012, the Support Procedures are: 1) Authorized System Administrators (up to
three per agency) will enter break /fix concerns into the new Sarasota County Ticket Tracker
system https: / /wiki.scgov .net /scgtrak/YOURORGANIZATION, (see manual attached). These
tickets will be triaged and will be prioritized as: Emergency, High, Standard, Scheduled, and
Project. 2) If at any time you cannot connect to the system please call the Service Desk, 941-
861 -7100, or email their emergency Ticketing System, tsd support(c)-scgov.net . Shortly
thereafter, you will receive notification via email with an Incident number and priority ranking.
Example: We cannot access GovMax ... would be directly routed to Network Support
(Emergency). 3) AFTER HOURS (before 8am or after 5pm EST) — Contact Service Desk, 941-
861 -7100 where your concern will be routed to on -call staff. 4) Contact Judy Kenton,
jkenton @scgov.net 941 - 861 -5423 or 941 - 780 -2316. For all communications be prepared to
supply: Your name, phone & extension, location, description of your request, with
screen shots.
Priority
Definition
Emergency
Major loss of a mission critical system or service, loss of access to a customer group
which performs work critical to the business.
High
Incident with a critical system or service affecting > =10 customers
Standard
An incident affecting an individual or a loss of service for 1 -10 customers on non-
critical business functions
Scheduled
A scheduled service request for new installs, changes, moves or upgrades.
Project I
Service request fora project that will exceed 2 weeks to complete.
Sarasota County will accept tickets from up to three authorized System Administrators for your
agency. Please provide names of those with authority to authorize payment for work performed.
Sarasota County will continue to provide break/fix application support for the base GovMax V5.0
system. Break/fix tickets related to customizations in your instance of GovMax V5 will be billed
quarterly. Sarasota County will manage the tickets, record hours worked and bill the partners
quarterly for issue management, application break/fix development, technical consulting, project
management, account management, documentation related to any customized break/fix
concerns. The hourly rate for application support is $125.00. Billings for issue management will
be associated to tickets within the Sarasota County GovMax V5.0 ticket tracker.
This application support Statement of Work will support:
- Support desk operations
- Initial ticket triage and routing
- Resolution of GovMax V5 break/fix tickets
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4/24/2012 Item 161.3.
Specific Ticket Tracker Management activities will include:
- Validation (triage) of break/fix tickets
- Diagnosis
- Estimation
- Approval
- Completion of requested (and approved) work,
- Deployment from the appropriate development environment to the corresponding Staging and
production environments
- Testing
- Confirmation of satisfactory resolution
- Conference calls, meetings with users, subject matter experts, and /or EIT team members may
be required
Tickets addressed will include the following types (break /fix only):
- Reporting
- Data manipulation
- Usability
- Application concerns
Administrative Services provided will include:
- Management of the support portal infrastructure
- Compilation of quarterly support billing reports
- Coordination of support tickets related to VPN setup, network concerns, for the Ad Hoc
Reporting where applicable, (some agencies use in -house Ad Hoc Report Specialist, certified in
Business Objects /Report Writing).
This Statement of Work is intended to support the above described application support at a rate
of $125.00 per hour, which will be invoiced quarterly with detail of tickets and hours.
Your GovMax Partner contacts are:
Client Contact Telephone Email Addresses
Alachua County, Florida
Suzanne Gable
352 - 374 -5262
Arlington Texas
Jennifer Alexander
817 - 459 -6383
Bellevue, WA
Toni Battersby
(425) 452 -6455
Collier County, FL
Susan Usher
(239) 252 -8810
Leon County
Scott Ross
850 - 606 -5117
Loudoun County, VA
Mike Bardos
703 - 771 -5796
Marion County, FL
Mike Tomich
352 - 671 -5508
Monroe County, FL
Tina Boan
305 - 292 -4472
Pasco County, FL
Mike Howard
727 - 847 -8129
Portsmouth, VA
Karen Bento
(757) 393 -8859
Sarasota County
Jim Dooley
941 - 915 -7634
Sarasota County, Clerk
Jeanette Phillips
(941) 861 -7642
Seminole County
Fred Coulter
407 - 665 -7180
Sumter County, FL
Art Bisner
352 - 689 -4438
Tallahassee, FL
Robert Bechtol
(850) 891 -8053
Virginia Beach, VA
Beth Kavenaugh
757 - 385 -8273
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sgable @alachuacounty.us
Jennifer .AlexanderOArlinetontx.eov
TBattersby@ Believuewa.gov
SusanUsher @Colliergov.net
RossS@LeoncountVfl.gov
Mike.Bardos @Loudoun.gov
michael @marioncountyclerk.org
Boan-Tina@Monroecounty-fl.gov
M Howard @pascocountyf1.net
KarenB @Portsmouthva.gov
idooley @scgov.net
iphillip@scgov.net
Fcoulter @seminolecountvfl.gov
Art. Bisner@sumtercountyfLgov
Robert.Bechtol@talgov.com
Bkavenau @vbgov.com
ql"'1 � ME HODFAGTORY
irnp(ement. progress
Mr. Stephen Y. Carnell, Director of Purchasing and General Services
Collier County Government
Purchasing Department
3301 East Tamiami Trail
Naples, FL 34112
Subject: Termination of GovMax Support
VIA: Certified Mail Receipt Number: 70112000000123081831
Date: 3/9/12
Dear Stephen,
4/24/2012 Item 161.3.
Rcceived
MAR
Pursuant to the terms of the executed Master Services Agreement, dated 12/27/2007, please let this
communication serve notice that MethodFactory is exercising its option to discontinue GovMax support,
effective April 15, 2012.
The SOWS related to this notice are:
C01-2013_01 GovMax v5 Extended Annual Support (FY2013),
COL2011_03 GovMax v5 Discretionary Support
If you have questions, please contact me directly.
Sincerely,
`t X
Steve R. Walter
METHODFACTORY, INC.
implement. progress
1005 N. Orange Ave.
Sarasota, Florida 34236
Office: 888.345.2699, ext.316
Cell: 941- 809 -0907
www, methodfactorv.com
cc. Mr. Mark Isackson - Marklsackson @colliergov.net
s
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