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Agenda 10/08/2019 Item #16E 7 (Agmt #19-072-NS w/Hyland Software, Inc.)10/08/2019 EXECUTIVE SUMMARY Recommendation to approve Agreement # 19-072-NS to Hyland Software, Inc., as a single source provider for Enterprise Content Management System replacement for an initial estimated cost of $245,000, designate Hyland Software as the Enterprise Content Management standard for a period of 10 years, and authorize additional software, licenses and services purchases during this period. OBJECTIVE: To replace the existing SIRE Enterprise Content Management (“ECM”) System and authorize the required annual maintenance. CONSIDERATIONS: The Collier County Board of County Commissioners currently uses the SIRE ECM System to manage documents and records in support of many of the County's business processes. The County originally entered into Agreement No. 08-5009 with SIRE Technologies on July 22, 2008 (Agenda Item 16.E.4). SIRE Technologies was subsequently acquired by Hyland Software, Inc. (“Hyland”). The County entered into an Assumption Agreement with Hyland Software on April 23, 2013 (Agenda Item 16.E.7). The current version of the SIRE ECM software has not been updated since the acquisition and is barely supported by the vendor. The Hyland ECM system (“On-Base”) is consistently one of the top ECM products in the world according to independent evaluations conducted by Gartner, a leading IT Services Management Company. Hyland provided a steeply discounted proposal to migrate the existing SIRE ECM System (including all documents) to the Hyland On-Base platform. On January 29, 2019, to determine if there were other vendors who could provide an equivalent ECM system at a competitive price, the Procurement Services Division released Request for Proposal No. 19-7552 to 17,369 vendors for Enterprise Content Management System replacement. Interested vendors downloaded one-hundred ninety-seven (197) solicitation packages, and the County received nine proposals by the March 4, 2019 deadline. After reviewing the products and providers in this market place, and considering the proposals received, the Director of Procurement Services moved to terminate the solicitation and to issue a single source procurement with Hyland Software, Inc., finding it is in the best interest of the County pursuant to the authority found in Section Eleven of Collier County Procurement Ordinance No. 2017-08, as amended. ECM software will be integrated into many line-of-business information systems. This integration will require significant vendor and staff effort and changing the ECM platform too quickly would require significant additional time and cost. Setting Hyland Software as the agency’s ECM standard for the next ten years will allow staff to make the best use of time and tax payer funds. FISCAL IMPACT: The initial cost is estimated to be $245,000 for the first year, including maintenance charges, and travel expenses and an estimated $54,000 for the second year for annual maintenance and support charges. Annual maintenance charges will increase by 3% each year. Initial funds are available in IT reserves. Funds for additional software, licenses and services will be budgeted in the operating divisions budgets. GROWTH MANAGEMENT IMPACT: There is no Growth Management impact associated with this action. LEGAL CONSIDERATIONS: This item is approved as to form and legality, and requires majority 16.E.7 Packet Pg. 1164 10/08/2019 vote for Board approval.-SRT RECOMMENDATION: To approve Agreement # 19-072-NS to Hyland Software, Inc., as a single source provider for Enterprise Content Management System replacement for an initial estimated cost of $245,000, designate Hyland Software as the Enterprise Content Management standard for a period of 10 years, authorize additional software, licenses and services purchases during this period and authorize any associated budget amendments. Prepared by: Michael Cox, Manager - Technical Services Operations, Administrative Services Department ATTACHMENT(S) 1. Waiver Request Form for ECM (PDF) 2. 19-072-NS HylandSoftware, Inc_Agreement_VendorSigned (PDF) 3. 19-072-NS Hyland_Insurance_9-24-19 (PDF) 16.E.7 Packet Pg. 1165 10/08/2019 COLLIER COUNTY Board of County Commissioners Item Number: 16.E.7 Doc ID: 9012 Item Summary: Recommendation to approve Agreement # 19-072-NS to Hyland Software, Inc., as a single source provider for Enterprise Content Management System replacement for an initial estimated cost of $245,000, designate Hyland Software as the Enterprise Content Management standard for a period of 10 years, and authorize additional software, licenses and services purchases during this period. Meeting Date: 10/08/2019 Prepared by: Title: Manager - Technical Systems Operations – Administrative Services Department Name: Michael Cox 09/26/2019 8:27 PM Submitted by: Title: Department Head - Administrative Svc – Administrative Services Department Name: Len Price 09/26/2019 8:27 PM Approved By: Review: Administrative Services Department Michael Cox Level 1 Division Reviewer Completed 09/26/2019 8:29 PM Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 09/27/2019 9:00 AM Procurement Services Ted Coyman Additional Reviewer Completed 09/27/2019 10:11 AM Procurement Services Sara Schneeberger Additional Reviewer Completed 09/27/2019 5:50 PM Procurement Services Priscilla Doria Additional Reviewer Completed 09/30/2019 8:12 AM Information Technology Mike Berrios Additional Reviewer Completed 09/30/2019 10:58 AM Procurement Services Catherine Bigelow Additional Reviewer Completed 09/30/2019 11:03 AM Administrative Services Department Len Price Level 2 Division Administrator Review Completed 09/30/2019 3:35 PM County Attorney's Office Scott Teach Level 2 Attorney Review Completed 09/30/2019 5:23 PM County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 10/01/2019 7:33 AM Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 10/01/2019 8:33 AM Office of Management and Budget Laura Wells Additional Reviewer Completed 10/01/2019 9:16 AM Budget and Management Office Mark Isackson Additional Reviewer Completed 10/01/2019 9:37 AM County Manager's Office Leo E. Ochs Level 4 County Manager Review Completed 10/01/2019 10:10 AM Board of County Commissioners MaryJo Brock Meeting Pending 10/08/2019 9:00 AM 16.E.7 Packet Pg. 1166 16.E.7.aPacket Pg. 1167Attachment: Waiver Request Form for ECM (9012 : Recommendation to authorize Hyland Software as a single source provider of ECM 16.E.7.aPacket Pg. 1168Attachment: Waiver Request Form for ECM (9012 : Recommendation to authorize Hyland Software as a single source provider of ECM 16.E.7.aPacket Pg. 1169Attachment: Waiver Request Form for ECM (9012 : Recommendation to authorize Hyland Software as a single source provider of ECM 16.E.7.aPacket Pg. 1170Attachment: Waiver Request Form for ECM (9012 : Recommendation to authorize Hyland Software as a single source provider of ECM 16.E.7.bPacket Pg. 1171Attachment: 19-072-NS HylandSoftware, Inc_Agreement_VendorSigned (9012 : Recommendation to authorize Hyland Software as a single 16.E.7.bPacket Pg. 1172Attachment: 19-072-NS HylandSoftware, Inc_Agreement_VendorSigned (9012 : Recommendation to authorize Hyland Software as a single 16.E.7.bPacket Pg. 1173Attachment: 19-072-NS HylandSoftware, Inc_Agreement_VendorSigned (9012 : Recommendation to authorize Hyland Software as a single 16.E.7.bPacket Pg. 1174Attachment: 19-072-NS HylandSoftware, Inc_Agreement_VendorSigned (9012 : Recommendation to authorize Hyland Software as a single 16.E.7.bPacket Pg. 1175Attachment: 19-072-NS HylandSoftware, Inc_Agreement_VendorSigned (9012 : Recommendation to authorize Hyland Software as a single 16.E.7.bPacket Pg. 1176Attachment: 19-072-NS HylandSoftware, Inc_Agreement_VendorSigned (9012 : Recommendation to authorize Hyland Software as a single 16.E.7.bPacket Pg. 1177Attachment: 19-072-NS HylandSoftware, Inc_Agreement_VendorSigned (9012 : Recommendation to authorize Hyland Software as a single 16.E.7.bPacket Pg. 1178Attachment: 19-072-NS HylandSoftware, Inc_Agreement_VendorSigned (9012 : Recommendation to authorize Hyland Software as a single 16.E.7.bPacket Pg. 1179Attachment: 19-072-NS HylandSoftware, Inc_Agreement_VendorSigned (9012 : Recommendation to authorize Hyland Software as a single 16.E.7.bPacket Pg. 1180Attachment: 19-072-NS HylandSoftware, Inc_Agreement_VendorSigned (9012 : Recommendation to authorize Hyland Software as a single 16.E.7.bPacket Pg. 1181Attachment: 19-072-NS HylandSoftware, Inc_Agreement_VendorSigned (9012 : Recommendation to authorize Hyland Software as a single 16.E.7.bPacket Pg. 1182Attachment: 19-072-NS HylandSoftware, Inc_Agreement_VendorSigned (9012 : Recommendation to authorize Hyland Software as a single 16.E.7.bPacket Pg. 1183Attachment: 19-072-NS HylandSoftware, Inc_Agreement_VendorSigned (9012 : Recommendation to authorize Hyland Software as a single 16.E.7.bPacket Pg. 1184Attachment: 19-072-NS HylandSoftware, Inc_Agreement_VendorSigned (9012 : Recommendation to authorize Hyland Software as a single 16.E.7.bPacket Pg. 1185Attachment: 19-072-NS HylandSoftware, Inc_Agreement_VendorSigned (9012 : Recommendation to authorize Hyland Software as a single 16.E.7.bPacket Pg. 1186Attachment: 19-072-NS HylandSoftware, Inc_Agreement_VendorSigned (9012 : Recommendation to authorize Hyland Software as a single 16.E.7.bPacket Pg. 1187Attachment: 19-072-NS HylandSoftware, Inc_Agreement_VendorSigned (9012 : Recommendation to authorize Hyland Software as a single 16.E.7.bPacket Pg. 1188Attachment: 19-072-NS HylandSoftware, Inc_Agreement_VendorSigned (9012 : Recommendation to authorize Hyland Software as a single 16.E.7.bPacket Pg. 1189Attachment: 19-072-NS HylandSoftware, Inc_Agreement_VendorSigned (9012 : Recommendation to authorize Hyland Software as a single 16.E.7.bPacket Pg. 1190Attachment: 19-072-NS HylandSoftware, Inc_Agreement_VendorSigned (9012 : Recommendation to authorize Hyland Software as a single 16.E.7.bPacket Pg. 1191Attachment: 19-072-NS HylandSoftware, Inc_Agreement_VendorSigned (9012 : Recommendation to authorize Hyland Software as a single 16.E.7.bPacket Pg. 1192Attachment: 19-072-NS HylandSoftware, Inc_Agreement_VendorSigned (9012 : Recommendation to authorize Hyland Software as a single 16.E.7.bPacket Pg. 1193Attachment: 19-072-NS HylandSoftware, Inc_Agreement_VendorSigned (9012 : Recommendation to authorize Hyland Software as a single 16.E.7.bPacket Pg. 1194Attachment: 19-072-NS HylandSoftware, Inc_Agreement_VendorSigned (9012 : Recommendation to authorize Hyland Software as a single 16.E.7.bPacket Pg. 1195Attachment: 19-072-NS HylandSoftware, Inc_Agreement_VendorSigned (9012 : Recommendation to authorize Hyland Software as a single 16.E.7.bPacket Pg. 1196Attachment: 19-072-NS HylandSoftware, Inc_Agreement_VendorSigned (9012 : Recommendation to authorize Hyland Software as a single 16.E.7.bPacket Pg. 1197Attachment: 19-072-NS HylandSoftware, Inc_Agreement_VendorSigned (9012 : Recommendation to authorize Hyland Software as a single 16.E.7.bPacket Pg. 1198Attachment: 19-072-NS HylandSoftware, Inc_Agreement_VendorSigned (9012 : Recommendation to authorize Hyland Software as a single 16.E.7.bPacket Pg. 1199Attachment: 19-072-NS HylandSoftware, Inc_Agreement_VendorSigned (9012 : Recommendation to authorize Hyland Software as a single 16.E.7.bPacket Pg. 1200Attachment: 19-072-NS HylandSoftware, Inc_Agreement_VendorSigned (9012 : Recommendation to authorize Hyland Software as a single 16.E.7.bPacket Pg. 1201Attachment: 19-072-NS HylandSoftware, Inc_Agreement_VendorSigned (9012 : Recommendation to authorize Hyland Software as a single 16.E.7.bPacket Pg. 1202Attachment: 19-072-NS HylandSoftware, Inc_Agreement_VendorSigned (9012 : Recommendation to authorize Hyland Software as a single 16.E.7.bPacket Pg. 1203Attachment: 19-072-NS HylandSoftware, Inc_Agreement_VendorSigned (9012 : Recommendation to authorize Hyland Software as a single 16.E.7.bPacket Pg. 1204Attachment: 19-072-NS HylandSoftware, Inc_Agreement_VendorSigned (9012 : Recommendation to authorize Hyland Software as a single 16.E.7.bPacket Pg. 1205Attachment: 19-072-NS HylandSoftware, Inc_Agreement_VendorSigned (9012 : Recommendation to authorize Hyland Software as a single 16.E.7.bPacket Pg. 1206Attachment: 19-072-NS HylandSoftware, Inc_Agreement_VendorSigned (9012 : Recommendation to authorize Hyland Software as a single 16.E.7.bPacket Pg. 1207Attachment: 19-072-NS HylandSoftware, Inc_Agreement_VendorSigned (9012 : Recommendation to authorize Hyland Software as a single 16.E.7.bPacket Pg. 1208Attachment: 19-072-NS HylandSoftware, Inc_Agreement_VendorSigned (9012 : Recommendation to authorize Hyland Software as a single 09/24/2019 The James B. Oswald Company 1100 Superior Avenue East Suite 1500 Cleveland OH 44114 Karen Ormiston (216) 367-8787 (216) 241-4520 KOrmiston@oswaldcompanies.com HSI Holdings I, Inc. Hyland Software, Inc 28500 Clemens Road Westlake OH 44145 Federal Insurance Company 20281 Great Northern Insurance Co.20303 Pacific Indemnity Company 20346 Illinois National Ins Co 23817 18/19 A Y 35783325 12/31/2018 12/31/2019 1,000,000 1,000,000 10,000 1,000,000 2,000,000 2,000,000 B Y 73522883 12/31/2018 12/31/2019 1,000,000 A None 79882068 12/31/2018 12/31/2019 25,000,000 25,000,000 C 71713993 12/31/2018 12/31/2019 1,000,000 1,000,000 1,000,000 D Errors & Omissions Liab 038244422 12/31/2018 12/31/2019 Retention:$500,000 Limit: 10M Collier County Board of County Commissioners are included as Additional Insureds with respect to General Liability and Automobile Liability on a primary and non-contributory basis when required by written contract or agreement. Cyber coverage is included in Errors & Omission Coverage. Collier County Board of County Commissioners 3295 Tamiami Trail E. Naples FL 34112 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. INSURER(S) AFFORDING COVERAGE INSURER F : INSURER E : INSURER D : INSURER C : INSURER B : INSURER A : NAIC # NAME:CONTACT (A/C, No):FAX E-MAILADDRESS: PRODUCER (A/C, No, Ext):PHONE INSURED REVISION NUMBER:CERTIFICATE NUMBER:COVERAGES IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. OTHER: (Per accident) (Ea accident) $ $ N / A SUBR WVD ADDL INSD THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. $ $ $ $PROPERTY DAMAGE BODILY INJURY (Per accident) BODILY INJURY (Per person) COMBINED SINGLE LIMIT AUTOS ONLY AUTOSAUTOS ONLY NON-OWNED SCHEDULEDOWNED ANY AUTO AUTOMOBILE LIABILITY Y / N WORKERS COMPENSATION AND EMPLOYERS' LIABILITY OFFICER/MEMBER EXCLUDED? (Mandatory in NH) DESCRIPTION OF OPERATIONS below If yes, describe under ANY PROPRIETOR/PARTNER/EXECUTIVE $ $ $ E.L. DISEASE - POLICY LIMIT E.L. DISEASE - EA EMPLOYEE E.L. EACH ACCIDENT EROTH-STATUTEPER LIMITS(MM/DD/YYYY)POLICY EXP(MM/DD/YYYY)POLICY EFFPOLICY NUMBERTYPE OF INSURANCELTRINSR DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) EXCESS LIAB UMBRELLA LIAB $EACH OCCURRENCE $AGGREGATE $ OCCUR CLAIMS-MADE DED RETENTION $ $PRODUCTS - COMP/OP AGG $GENERAL AGGREGATE $PERSONAL & ADV INJURY $MED EXP (Any one person) $EACH OCCURRENCE DAMAGE TO RENTED $PREMISES (Ea occurrence) COMMERCIAL GENERAL LIABILITY CLAIMS-MADE OCCUR GEN'L AGGREGATE LIMIT APPLIES PER: POLICY PRO-JECT LOC CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) CANCELLATION AUTHORIZED REPRESENTATIVE ACORD 25 (2016/03) © 1988-2015 ACORD CORPORATION. All rights reserved. CERTIFICATE HOLDER The ACORD name and logo are registered marks of ACORD HIRED AUTOS ONLY 16.E.7.c Packet Pg. 1209 Attachment: 19-072-NS Hyland_Insurance_9-24-19 (9012 : Recommendation to authorize Hyland Software as a single source provider of ECM