Agenda 02/12/2008 Item #10D
Agenda Item NO.1 OD
February 12, 2008
Page 1 of 7
EXECUTIVE SUMMARY
Recommendation to approve extensions to SAP for project management including
additional end-user licenses from SAP Public Services, Inc. and implementation services
from Labyrinth Solution, Inc. d/b/a LSI Consulting not to exceed $1,600,000.
OBJECTIVE: To standardize and streamline project management processes and share
project documentation and dashboards which will also classify and integrate project
management financial information.
CONSIDERATIONS: On the June 26, 2007 agenda, item 16E9 was approved authorizing
an evaluation of the project management solution provided by SAP and comparing it to
the County's requirements for enhancing functionality for managing capital projects. This
analysis was conducted by LSI Consulting along with SAP and key project managers
throughout the County. LSI Consulting and SAP demonstrated the capabilities of a
solution involving several new modules of SAP (BCS, xRPM, cFolders, cProjects) and
enhanced functionality of existing modules (Project Systems, Adobe Smart Forms, and
workflow). This solution will eliminate data entry redundancies, streamline and
standardize project management processes. The benefits to the agency include vastly
improved visibility (financial, milestone achievement, project documents and issues
documentation and dashboards) and consistency (all project managers doing business
with the same processes and tools) in the management and oversight of capital projects.
By integrating these functions together we will retire two existing applications (Skire/Unifer
and CapsTrack). Assuming approval, the project is estimated to go live on January 1,
2009.
GROWTH MANAGEMENT IMPACT: There is no Growth Management Impact associated
with this Executive Summary.
FISCAL IMPACT: The project will be funded by existing appropriations in the County
Wide Capital Projects Fund 301 and is available in the FY2008 budget. A budget
amendment is needed to decrease various IT projects in the amount of $1,011,884.12;
decrease the Courthouse Renovation project (520041) in the amount of $300,000 and
increase the (500171) SAP Financial Systems Project by $1,311,884.12. These funds
will include all hardware, software, license fees, first annual maintenance fee and
professional consulting services.
The recurring costs saved by retiring Skire/Unifer and CapsTrack exceed the increased
cost of SAP maintenance ($52,000 annually) and results in recurring cost savings.
RECOMMENDATION: That the Board of County Commissioners 1) approve
extensions to the existing LSI contract for implementation consulting services, 2)
execute the Appendix 5 SAP Public Services, Inc. Software End-User License
Agreement 3)approve the proposed supporting budget amendments.
PREPARED BY: Tracey Payne, Application Analyst, Information Technology Department
Page 1 of 2
Agenda Item NO.1 00
February 12,2008
Page 2 of 7
COLLIER COUNTY
BOARD OF COUNTY COMMISSIONERS
Item Number:
Item Summary:
10D
Meeting Date:
Recommendation to approve extensions to SAP for Project Management including additional
endwuser licenses from SAP Public Services, Inc. and implementation services from Labyrinth
Solution, Inc. d/b/a LSI Consulting for $1,600,000. (Len Price, Administrator, Administrative
Services)
2/12/20089:00:00 AM
Prepared By
Tracey Payne
Senior Technical Support Professional
Oat.
Administrative Services
Information Technology
1/25/2008 2:25:31 PM
Approved By
William O. Mullin, PE
Principal Project Manager
Date
Public Utilities
Public Utilities Engineering
1/28/20082:52 PM
Approved By
Barry Axelrod
Information Technology Director
Date
Administrative Services
Information Technology
1/28/2008 5:04 PM
Approved By
Kimberiey Grant
Senior Budget Analyst
Date
County Manager's Office
Office of Management & Budget
1/29/200810:36 AM
Approved By
Lyn Wood
Purchasing Agent
Date
Administrative Services
Purchasing
1/29/2008 11 :28 AM
Approved By
Steve Carnell
Purchasing/General Svcs Director
Date
Administrative Services
Purchasing
1/29/200811:49 AM
Approved By
Len Golden Price
Administrative Services Administrator
Date
Administrative Services
Administrative Services Admin.
1/29/20084:12 PM
Approved By
OMS Coordinator
Applications Analyst
Oat.
Administrative Services
Information Technology
1/30/20089:20 AM
Approved By
Susan Usher
Senior Management/Budget Analyst
Date
County Manager's Office
Office of Management & Budget
2/4/20084:50 PM
file:/ /C :\AgendaTest\Export\ 1 OO-F ebruary%20 12,%202008\ 1 O. %20COUNTY%20MANAGE... 2/6/2008
Page 2of2
Agenda Item No. 10D
February 12,2008
Page 3 of7
Approved By
James V. Mudd
Board of County
Commissioners
County Manager
Date
County Manager's Office
215120087:23 PM
file://C:\AgendaTest\Export\1 00-February%20 12,%202008\ 1 0.%20COUNTY%20MANAGE... 2/6/2008
Agenda Item No. 10D
February 12, 2008
Page 4 of 7
Appendix 5
effective February 13, 2008 ("Appendix")
to
SAP PUBLIC SERVICES, INC. ("SAP")
SOFTWARE LICENSE AGREEMENT effective September 11,2001 ("Agreement")
with
Collier County Board of County Commissioners ("Licensee")
This, Appendix is hereby annexed to and made a part of the Agreement specified above. In each instance in which provisions
of this Appendix contradict or are inconsistent with the provisions of the Agreement, the provisions of this Appendix shall
prevail and govem.
1. NAMED USER DEFINITIONS:
1.1 "Professional User" is a Named User who performs operational related roles supported by the Software and Includes
the rights granted under the Employee User.
1.2 1.2.1 "Limited Professional User Tvoe I" is as defined in Appendix 1.
1.2.2 "Limited Professional User TVDe II" is a Named User who is a supplier / sub-contractor of Licensee solely
accessing SAP xRPM & NetWeaver collaboration functionality (web-based collaboration platform for exchange of
structured and unstructured data). All such Limited Professional Users are only authorized to access the foregoing
functionality. The Licensee will be required to license additional usage and pay all applicable additional license
fees if any Limited Professional User Type II requires the use of additional Software functionality.
1.3 "EmDlovee User" is a Named User authorized to access the licensed software solely for the purpose of executing the
following transactions: (1) desktop procurement self-services, (2) Travel planning and expense reporting, (3) talent
management self-services including employee appraisals, employee development plans, employee training registration,
employee opportunity inquiry and response, (4) read-only analytics. Each Employee User shall access the software
solely for such individual's own purposes and not for or on behalf of other individuals.
1.4 "Emolovee Self Service User (ESS\" is a Named User authorized to access the licensed software solely for the purpose
of executing the following HR self-services transactions: (1) employee records maintenance, (2) employee time and
attendance entry, (3) employee directory. Each Employee Self Service (ESS) User shall access the software solely for
such individual's own purposes and not for or on behalf of other individuals.
1.5 "Develooer User" is a Named User who uses development and administration tools provided with the Software for the
purpose of modifying, deploying and managing SAP Software. The Developer User (1) does include the rights granted
under the Employee User and (2) does not inciude the rights granted under the (a) Professional User and/or (b) Limited
Professional User.
2. LICENSED SOFTWARE: The Software licensed to Licensee pursuant to this Appendix consists of the components
identified below and specified as being licensed ("Software"). Only individuals licensed as Named Users hereunder are
permitted to Use the SAP Software and third party Software licensed herein (including optional Software). Such Use
shall be in accordance with their respective Named User type and in accordance with identified licensed Level. At
SAP's request, Licensee shall deliver to SAP a report, as defined by SAP, evidencing Licensee's usage of the Software.
SAP agrees that the initial request for such report will occur twenty-four (24) months foilowing the effective date of the
Agreement or twelve (12) months following the effective date of this Appendix, whichever occurs later, and will continue
annually thereafter.
Licensed SAP Software may utilize limited functionality of other SAP Software products. Unless Licensee has expressly
licensed (under this or a separate Appendix) the other SAP software utilized by the licensed SAP Software, Licensee's
Use of such other SAP Software is limited to access by and through the other SAP Software for the sole purpose of
enabling performance of the licensed SAP Software.
There are no applicable country/language specific versions licensed by Licensee from SAP hereunder. In the event
Licensee Uses the SAP Software to build and/or operate a custom developed or third party application, additional
license fees may be required.
2.1 SAP BUSINESS SUITE:
SAP Business Suite
Number of Named Users Licensed:
Limited
Professional prOieSSiOnal Emolovee
TVDe IffvDe II
_0_ 20/100 _0_
ESS
_0_
DeveloDe';')
"X" if
Licensed
_x_
_0_
Agenda Item NO.1 OD
February 12, 2008
Page 5 of 7
2.2 OPTIONAL CROSS INDUSTRY SOFTWARE LICENSED:
None Licensed
2.3 OPTIONAL INDUSTRY SPECIFIC SOFTWARE LICENSED:
None Licensed
2.4
OPTIONAL SUPPLEMENTARY SOFTWARE LICENSED:
SAP xApps:
"X" if Industry Software
Licensed
License Metric
Licensed
Level
_650_
_X_ SAP xApp Resource and Portfolio Management
(xRPM)
Annual Portfolio Budget (Millions)
2.5 DATABASE: MS SQL Server
3. LICENSE FEE AND PAYMENT: The total Net License Fee to Licensee for the Software specified above is
USD 300,477 which shall be invoiced upon execution of this Appendix and receipt by Licensee of the above specified
licenses, software and documentation and is payable in accordance with Chapter 218.70, Florida Statutes, also known
as the "Florida Prompt Payment Act".
4. INSTALLATION: For Software to be installed on a specific Licensee or Affiliate Designated Unit within the Territory,
Licensee shall provide SAP with written notice of the type/model and serial number and iocation of each Designated
Unit and the number of Users allocated to each such Designated Unit prior to such installation. Such notice shall be in
a form materially similar to Schedule 1 attached hereto and is to be sent to: SAP Contracts Department, Attention:
Director of Contracts, 3999 West Chester Pike, Newtown Square, PA 19073.
5. DELIVERY: Delivery of the above-specified Software and Documentation is estimated to take place in February, 2008.
Physical delivery of the Software necessary for the Users Licensed under section 2.1 occurred under Appendix 1 to the
Agreement dated September 11, 2001. Physical delivery of the SAP xApp Resource Portfolio Management Software in
Section 2.4 will be free on board shipping point to the Licensee at the following location: Jane McDonald, Senior Project
Manager, Clerk of Court's MIS, Building F, 3301 Tamiani Trail East, Naples, Florida 34112.
6. MAINTENANCE FEE AND PAYMENT: Maintenance service offered by SAP is set forth in the Maintenance Schedule
to the Agreement. Maintenance at the site(s) specified in the Maintenance Scheduie to the Agreement shall commence
as of the first day of the month following initial delivery of the Software.
The Maintenance Fee for the Software licensed under this Appendix is priced at the then current factor in effect
(currently 17%) multiplied by the then current Net License Fee for the licensed Software. The current annual
Maintenance Fee for the Software licensed under this Appendix is USD 51.081 (17% of USD 300,477). SAP agrees
the annual Maintenance Fee specified in this item 6 will remain in effect through December 31.2012 for the Software
licensed under this Appendix. After December 31, 2012, Maintenance Fees are subject to change once during a
calendar year upon ninety (90) days notice to t.icensee. Maintenance fees set forth above do not include federal, state
or local taxes. Maintenance Fees are invoiced on an annual basis effective January 1 of a calendar year and payable
in accordance with Section 218.70, Florida Statutes, also known as the "Florida Prompt Pament Act" Any
Maintenance Fees due prior to January 1 are invoiced on a pro-rata basis for the given calendar year in effect.
7. THIRD-PARTY DATABASE:
Software licensed hereunder currently requires a third-party database, which has been licensed hereunder as a runtime
version. Such runtime version shall be limited to Use by licensee solely in conjunction with Use of the Software
licensed hereunder, and cannot be used to run any third party software not licensed hereunder.
In the event Licensee uses the licensed database other than as specified above, a full license, including programming
tools provided through such third-party supplier must be licensed directly from a third party database supplier.
2
8.
VALIDITY OF OFFER: The validity of this Appendix will expire February
Licensee, or extended in writing by SAP.
Agenda Item No. 10D
February 12, 2008
15, 2008, unless sooner exec~El>'l'! of 7
Accepted by:
SAP Public Services, Inc.
(SAP)
Accepted by:
Collier County Board of County Commissioners
(Licensee)
By:
By:
Title:
Title:
Date:
Date:
Accepted by:
Dwiaht E. Brock
Collier Countv Clerk of the Circuit Courts
(Licensee)
By:
Title:
Date:
(Appendix 5 SAP 07-07)
3
Hardware Infonnation Operatina S stem Database*
Manufacturer Model Manufacturer Release Manufacturer Release
Schedule 1 to Appendix 5 effective February 13, 2008
Designated Unit Information
1. Name of Licensee or Subsidiary where Designated Unit is located:
2. Designated Unit(s) to be identified by Licensee to SAP in writing.
T ype/Model No.:
Serial No.:
Location ot Designated Unit:
Telephone Number.
Software Delivery Contact Person:
3
. Note: When Database is licensed from the vendor directly, Insert P.O. Number
Number and Date
, InvQlce
Name
Date
Title
Collier County Board of County Commissioners
(Licensee)
Name
Date
Title
Collier County Clerk of the Circuit Courts
(Licensee)
4
Agenda Item No. 10D
February 12, 2008
Page 7 of 7