Agenda 07/22/2008 Item #16E 4Agenda Item No. 16E4
July 22, 2008
Page 1 of 3
EXECUTIVE SUMMARY
Recommendation to approve award of Contract #08 -5009 to Sire Technologies
Corporation for an Enterprise Content Management System and related
professional services in the amount of $232,727.00.
OBJECTIVE: To obtain Board approval for award of Contract #08 -5009 to Sire Technologies
Corporation for an Enterprise Content Management System (ECM) and related professional
services in the amount of $232,727.00.
CONSIDERATIONS: The volume of electronic information that is generated and managed in
the agency has grown dramatically over the recent past and is projected to continue rapid
growth. An ECM system is required to efficiently manage the agency's information assets, while
supporting policies, procedures, and practices for managing documents and content throughout
all states of the information lifecycle (from creation through disposition). Improving and
standardizing the management of information in the agency will help assure compliance with
State of Florida Public Records Statutes, improve customer service by making information more
readily accessible to staff and the public, and decrease expenditures by reducing future storage
and retrieval costs and other costs associated with the management of paper.
The IT Department issued RFP 08 -5009 for an ECM system which was publicly advertised on
October 8, 2007. Notices were sent to 51 firms, and eight responses were received. Staff has
negotiated and reached agreement with the top ranked firm, Sire Technologies Corporation.
The Agreement includes project management assistance, software licenses, installation,
configuration, training and the first year's system maintenance. The total amount of the
agreement for the first year is $232,727.00.
This Agreement is a fixed term Agreement. Any additional expenditure beyond the initial
contract amount shall be reported to or approved by the Board in accordance with the Board's
purchasing policy.
FISCAL IMPACT: Funds in the amount of $232,727.00 are available in the Information
Technology Department's Enterprise Content Management Project 500421. Future recurring
annual maintenance costs of $31,828.00 are included in the IT Department's FY 09 budget
request.
LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney's Office and
is legally sufficient for Board Action. Once the standard County Attorney approved contract is
executed by the recipient of the award, it will be reviewed for legal sufficiency prior to
presentation to the Chairman of the Board for signature. - JAB
GROWTH MANAGEMENT IMPACT: There is no growth management impact associated with
this Executive Summary.
RECOMMENDATION: That the Board of County Commissioners: 1) approves the Committee's
selection of Sire Technologies Corporation, and 2) authorizes the Chairman to execute a
standard County Attorney approved contract.
PREPARED BY: Michael Cox, ECM Project Manager, Administrative Services Division
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Agenda Item No. 16E4
July 22, 2008
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COLLIER COUNTY
BOARD OF COUNTY COMMISSIONERS
Item Number:
16E4
Item Summary:
Recommendation to approve award of Contract #08 -5009 to Sire Technologies Corporation
for an Enterprise Content Management System and related
professional services in the
amount of $232.727.
Meeting Date:
7/22/2008 9:00:00 AM
Approved By
Michael Cox
Records Manager
Date
Administrative Services
Administrative Services Admin.
71812008 11:51 AM
Approved By
Jennifer A. Belpedio
Assistant County Attorney
Date
County Attorney
County Attorney Office
7181200811:58 AM
Approved By
Lyn Wood
Purchasing Agent
Date
Administrative Services
Purchasing
7181200812:24 PM
Approved By
Kelsey Ward
Contract Administration Manager
Date
Administrative Services
Purchasing
718/20081:08 PM
Approved By
Michael Berrios
Network Operations Manager
Date
Administrative Services
Information Technology
7/9/2008 9:31 AM
Approved By
Len Golden Price
Administrative Services Administrator
Date
Administrative Services
Administrative Services Admin.
71912008 11:49 AM
Approved By
OMB Coordinator
OMB Coordinator
Date
County Manager's Office
Office of Management & Budget
7/9/2008 3:44 PM
Approved By
Laura Davisson
Management & Budget Analyst
Date
County Manager's Office
Office of Management & Budget
7/9/2008 4:18 PM
Approved By
Susan Usher
Senior Management/Budget Analyst
Date
County Manager's Office
Office of Management & Budget
7/14/2008 1:50 PM
Approved By
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James V. Mudd
Board of County
Commissioners
County Manager
County Manager's Office
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Agenda Item No. 16E4
July 22, 2008
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Date
7114/2008 3:50 PM
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