Agenda 06/09/2020 Item #16D 9 (Second (2nd) Amendment to #19-002-WV w/Benevate Inc.)06/09/2020
EXECUTIVE SUMMARY
Recommendation to (1) approve the Second Amendment to Agreement No. 19-002-WV with
Benevate, Inc., for Grant Management Software; (2) approve the annual expenditure of funds in
the amount of $56,100 under the Agreement; (3) approve the continued procurement of this
software from Benevate as a sole source provider of Neighborly Software’s Economic and
Community Development hosted software; and, (4) authorize the Chairman to sign the attached
amendment.
OBJECTIVE: To continue to administer and monitor federal, state, and local grant programs using a
program management software system.
CONSIDERATIONS: Collier County Community and Human Services Division (“CHS”) administers
numerous federal, state, and local grant programs with thousands of clients, hundreds of applicants, and
many subrecipients. Ongoing compliance monitoring for grant projects can range from as little as five (5)
years to as many as twenty (20) years. Implementation of a life cycle system for grant management is
essential to Collier County to streamline grant operations, increase timeliness and accuracy, and ensure
consistency for the management of activities. Benevate, Inc., is the producer and sole source vendor of the
Neighborly Software’s Economic and Community Development hosted software used by the County.
Sole Source procurements are authorized under Collier County Ordinance No. 2017-08 at Section 11,
subsection 10, where the decision to select one vendor over another is based upon a lack of competition,
proprietary technology, copyright, warranty or a supplier’s unique capability to provide the product or
service.
On October 15, 2018, the County administratively executed a service contract on behalf of CHS for a
grant management software program in the amount of $33,000, along with a one-time implementation fee
of $6,000 for a total of $39,000. The initial implementation of the system is complete, and staff is using
the software program to manage most grant programs. On February 17, 2020, the First Amendment to the
Agreement was executed to $49,800 to add additional staff administrative licenses and to integrate two
(2) additional program modules: the affordable housing density bonus and countywide impact fee
tracking.
The attached proposed Second Amendment will increase the agreement by $6,300 to cover the cost
associated with adding seven (7) more administrative licenses. That increase brings the total agreement
amount to $56,100 annually, which is over the $50,000 threshold that can be administratively approved
by staff as provided in Section Three: Applicability and Approved Thresholds, of County Procurement
Ordinance Number 2017-08.
The cost of the software system is paid through various General Funded cost centers under the CHS
division. Staff recommends that the Board approve the proposed Second Amendment to the Agreement
and authorize the annual expenditure of funds in the amount of $56,100, so that the County can continue
to utilize the grant management software program provided by Benevate, Inc.
FISCAL IMPACT: The proposed action described in this executive summary will increase the funding
amount by $6,300. Funding is available in General Fund (001), Client Assistance cost center 155930.
GROWTH MANAGEMENT IMPACT: There is no impact to the Growth Management Plan with this
Executive Summary.
LEGAL CONSIDERATIONS: This item is approved as to form and legality and requires majority vote
16.D.9
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06/09/2020
for Board approval. -SRT
RECOMMENDATION: To (1) approve the Second Amendment to Agreement No. 19-002-WV with
Benevate, Inc., for Grant Management Software; (2) approve the annual expenditure of funds in the
amount of $56,100 under the Agreement; (3) approve the continued procurement of this software from
Benevate as a sole source provider of Neighborly Software’s Economic and Community Development
hosted software; and, (4) authorize the Chairman to sign the attached amendment.
Prepared By: Lisa N. Carr, Sr. Grants Coordinator, Community & Human Services Division
ATTACHMENT(S)
1. 19-002-WV_Amend#2_VendorSigned (PDF)
2. 19-002-NS_Amend_1_Benevate_FullyExecuted (PDF)
3. 19-002-WV_Agreement_Fully Executed(PDF)
4. FY20 Waiver Request 077 - Benevate (Amended) (PDF)
16.D.9
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06/09/2020
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.D.9
Doc ID: 12443
Item Summary: Recommendation to (1) approve the Second Amendment to Agreement No. 19-
002-WV with Benevate, Inc., for Grant Management Software; (2) approve the annual expenditure of
funds in the amount of $56,100 under the Agreement; (3) approve the continued procurement of this
software from Benevate as a sole source provider of Neighborly Software’s Economic and Community
Development hosted software; and, (4) authorize the Chairman to sign the attached amendment.
Meeting Date: 06/09/2020
Prepared by:
Title: Grants Coordinator – Community & Human Services
Name: Lisa Carr
05/19/2020 1:53 PM
Submitted by:
Title: Manager - Federal/State Grants Operation – Community & Human Services
Name: Kristi Sonntag
05/19/2020 1:53 PM
Approved By:
Review:
Community & Human Services Cormac Giblin Additional Reviewer Completed 05/19/2020 2:03 PM
Community & Human Services Maggie Lopez Additional Reviewer Completed 05/19/2020 6:10 PM
Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 05/20/2020 8:03 AM
Community & Human Services Kristi Sonntag CHS Review Completed 05/20/2020 12:49 PM
Procurement Services Sandra Herrera Additional Reviewer Completed 05/20/2020 12:55 PM
Procurement Services Sue Zimmerman Additional Reviewer Completed 05/21/2020 2:08 AM
Operations & Veteran Services Kimberley Grant Level 1 Reviewer Completed 05/22/2020 1:15 PM
Public Services Department Todd Henry Level 1 Division Reviewer Completed 05/22/2020 2:10 PM
Public Services Department Steve Carnell Level 2 Division Administrator Review Completed 05/23/2020 10:21 AM
County Attorney's Office Scott Teach Level 2 Attorney Review Completed 05/26/2020 11:02 AM
Office of Management and Budget Debra Windsor Level 3 OMB Gatekeeper Review Completed 05/26/2020 12:04 PM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 05/27/2020 10:33 AM
Budget and Management Office Ed Finn Additional Reviewer Completed 06/01/2020 9:57 AM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 06/02/2020 8:40 AM
Board of County Commissioners MaryJo Brock Meeting Pending 06/09/2020 9:00 AM
16.D.9
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16.D.9.a
Packet Pg. 1223 Attachment: 19-002-WV_Amend#2_VendorSigned (12443 : Benevate-Neighborly Second Amendment)
16.D.9.a
Packet Pg. 1224 Attachment: 19-002-WV_Amend#2_VendorSigned (12443 : Benevate-Neighborly Second Amendment)
16.D.9.aPacket Pg. 1225Attachment: 19-002-WV_Amend#2_VendorSigned (12443 : Benevate-Neighborly Second Amendment)
DocuSign Envelope ID: 5B479329-C790-4108-9EF9-C8AF3A2F54DF2/17/2020DocuSign Envelope ID: 67F028B6-1F0E-425F-AAA2-E7782B601A0F16.D.9.bPacket Pg. 1226Attachment: 19-002-NS_Amend_1_Benevate_FullyExecuted (12443 : Benevate-Neighborly Second Amendment)
DocuSign Envelope ID: 5B479329-C790-4108-9EF9-C8AF3A2F54DF2/14/2020PresidentJason RusnakDocuSign Envelope ID: 67F028B6-1F0E-425F-AAA2-E7782B601A0FScott R. Teach16.D.9.bPacket Pg. 1227Attachment: 19-002-NS_Amend_1_Benevate_FullyExecuted (12443 : Benevate-Neighborly Second Amendment)
16.D.9.cPacket Pg. 1228Attachment: 19-002-WV_Agreement_Fully Executed (12443 : Benevate-Neighborly Second Amendment)
16.D.9.cPacket Pg. 1229Attachment: 19-002-WV_Agreement_Fully Executed (12443 : Benevate-Neighborly Second Amendment)
16.D.9.cPacket Pg. 1230Attachment: 19-002-WV_Agreement_Fully Executed (12443 : Benevate-Neighborly Second Amendment)
16.D.9.cPacket Pg. 1231Attachment: 19-002-WV_Agreement_Fully Executed (12443 : Benevate-Neighborly Second Amendment)
16.D.9.cPacket Pg. 1232Attachment: 19-002-WV_Agreement_Fully Executed (12443 : Benevate-Neighborly Second Amendment)
16.D.9.cPacket Pg. 1233Attachment: 19-002-WV_Agreement_Fully Executed (12443 : Benevate-Neighborly Second Amendment)
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16.D.9.cPacket Pg. 1235Attachment: 19-002-WV_Agreement_Fully Executed (12443 : Benevate-Neighborly Second Amendment)
16.D.9.cPacket Pg. 1236Attachment: 19-002-WV_Agreement_Fully Executed (12443 : Benevate-Neighborly Second Amendment)
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16.D.9.cPacket Pg. 1238Attachment: 19-002-WV_Agreement_Fully Executed (12443 : Benevate-Neighborly Second Amendment)
Collier County
Instructions Waiver Request Form
Completed waiver requests accompanied by any associated backup documentation (sole source letter, business case, etc.) must be
submitted to the division’s Procurement Strategist for any procurement, without competition, in excess of $3,000. Waiver requests
greater than $50,000 will require approval by the Board of County Commissioners.
Sole source refers to a procurement where the selection of one particular supplier to the exclusion of all others may be based on having
only one supplier in the market place, proprietary technology, copyright, patent, or a supplier’s unique capability.
Single source refers to a procurement directed to one source because of standardization, warranty, geographic territory, or other factors,
even though other competitive sources may be available.
Requester Name:
Division:
Item/Service:
Vendor Name:
Historical
Countywide
Spend: ______________________
Requested
date range: _____________
Not to Exceed
per Fiscal Year: _______________
Is there an agreement associated with this
waiver to be reviewed by Contracts?
Yes No
Sole Source
Single Source
One Time Purchase
Multiple Purchases
Description of Purchase: Enter a description of the item(s) that will be purchased under this waiver.
Purpose: Describe in detail, the public purpose of the requested item(s) and why it is essential to County operations.
Information Technology: Select Yes if the products/services are related to Information Technology. If yes, please provide the Purchasing
Compliance Code (PCC) number or email approval documentation.
Yes No If yes, provide the PCC number:__________________________________________________
Kristi Sonntag Community and Human Serivces
Grant Mgmt Software
Benevate, Inc. dba Neighborly Software
N/A 2020-2024 56,100.00
Software to manage federal and state grants and housing programs.
Collier County CHS administers multiple grant and housing programs with thousands of clients,
hundreds of applicants, dozens of contracts and partners/subrecipients, and requiring as many as 20
years of follow on monitoring. Today, we manage 90% of this on spreadsheets. For over a decade,
Collier has reviewed the availability of technology solutions and there has been a dearth of available
products. What was available were stand alone solutions for one part of the process, for example
applications or inspections, but not a life cycle system that could manage the differences in each
program type. Implementation of a life cycle system for grant management is essential to Collier County
to streamline grant operations, increase timeliness and accuracy, ensure consistency and
accountability, reduce time and effort on no value activities, create an electronic permanent record, and
allow for simple and accurate reporting and dashboard management view of essential activities.
Working on spreadsheets is prone to error, and lacks essential process controls.
SASW01✔
✔
✔✔
16.D.9.d
Packet Pg. 1239 Attachment: FY20 Waiver Request 077 - Benevate (Amended) (12443 : Benevate-Neighborly Second Amendment)
Justification: Identify the criteria that qualifies this purchase as a sole or single source. Select from the list below.
Check all that apply (if box is checked, please make sure to provide an explanation below):
Sole Source
Only Authorized Vendor or Distributor: Is this vendor the only vendor authorized to sell this product/service? If yes, explain
below and provide documentation from the manufacturer confirming claims made by the distributors.
No Comparable Product or Service: Is there another vendor who can provide a similar product/service, regardless of cost,
convenience, timeliness, etc.?
Product Compatibility: Does this product/service provide compatibility with existing equipment that prohibits switching to
another comparable brand/vendor? If yes, provide the detailed explanation below, including what would occur if the other brand/vendor
were used.
Proprietary: Is this product/service proprietary? If yes, provide a detailed explanation below on how its use is restricted by
patent, copyright or other applicable laws and provide documentation validating that claim.
Single Source
Standardization: Is this product/service part of a purchase that the County has already standardized on? If yes, please provide
the detailed information below.
Date of BCC Standardization: ___________________ BCC Agenda Item number: __________________
Warranty: Is this the only vendor able to complete factory-authorized warranty services on County owned equipment? If yes,
provide the documentation verifying the warranty.
Geographic Territory: Is this vendor the only vendor authorized to sell this product/service in our region? If yes, provide
documentation from the manufacturer confirming those claims.
Other Factors: Any other reason not listed above, explain below.
Explain: How does this purchase meet the identified sole or single source criteria listed above?
Please see attached letter from the vendor.
✔
✔
16.D.9.d
Packet Pg. 1240 Attachment: FY20 Waiver Request 077 - Benevate (Amended) (12443 : Benevate-Neighborly Second Amendment)
How was the decision made to use this vendor? Describe in detail if a formal standardization process was performed via
Procurement or if there is a historical precedence established for the use of the product, please explain purchase and use history and the
current level of County investment in the product.
Explain why it is in the County’s best interest to use this product/service rather than issuing a competitive solicitation: What are
the benefits from the continued use? Are there costs that would be incurred if a different vendor/product was used? What would occur if
another brand/vendor was used?
Explain how this pricing compares to other vendors/products and is it considered to be fair and reasonable: Provide information
on historical use and whether pricing has increased/decreased. If sole source and no other product is available, provide the cost for
addressing the needs via an alternate approach.
Will this purchase obligate the County to future ancillary products or services? Either in terms of maintenance or standardization.
Yes No
If yes, explain what types:
As CHS has attended industry conferences over the last few years we have become exposed to
additional software solutions, and networked with other community development and housing
organizations to learn of their experience. Since Hurricane Sandy, there has been increased effort to
develop life cycle systems for HUD grant management, and so the options available in the market that
are closer to our needs are starting to increase. CHS has reviewed the functions available with several
systems (Elation, ZoomGrants, CDM, and Neighborly Software). Please see the attached chart for a
summary of the requirements and capabilities of these systems.
On a direct basis, we will stop paying for CDM and Zoomgrants software ($10,928.00 annually) each of
which provide technology for one process element. The remainder of the benefit will be in reduced time
and dependency on tracking and maintaining spreadsheets, reduced time and effort for grant
coordinators to manage the administrative aspects of their grants, reduced time in storing and
searching for documents, assessing current status, tracking processes, more transparency and
simplicity for subrecipients, all records in auditable format for monitors and auditors. The overriding
benefit we see with this system is its ability to cover all of our programs for grants and housing, be they
state, federal, or local programs. One location for all of our programs is a huge benefit in and of itself in
terms of maintenance, training, consistency, etc.
CHS has reviewed the functions available with several systems (Elation, ZoomGrants, CDM, and
Neighborly Software). In order for CHS to administer multiple grant and housing programs we would
need to contract with three different software vendors to accomplish what Neighborly Software is able to
do. The purchase of Neighborly Software will be a cost savings for the County.
✔
16.D.9.d
Packet Pg. 1241 Attachment: FY20 Waiver Request 077 - Benevate (Amended) (12443 : Benevate-Neighborly Second Amendment)
Market research and market alternatives: When was the last time a market evaluation was performed to determine if either the
technology or vendor offerings have changed? Based on the life expectancy of the product, when do you anticipate evaluating the market
again? Please attach a detailed market evaluation report should the complexity, duration, and dollar amount of the purchase be a high risk
to the County.
It is a felony to knowingly and intentionally circumvent a competitive process for commodities or services by fraudulently
specifying sole source to obtain a benefit for any person or to cause unlawful harm to another. Florida Statute 838.22(2).
Requested by: Signature: Date:
Division Director: Signature: Date:
Department Head: Required if over $50,000 Signature: Date:
Procurement Strategist: Signature: Date:
Procurement Director:
Or designee Signature: Date:
For Procurement Use Only:
Approved Requesting Additional Information Requires RFI/Intent to Sole Source Rejected
Procurement Comments:
Current FY Approval Multi-Year Approval Start Date: ______________ End Date: __________
In addition to the answer to "decision" above, additional research has been conducted this month.
When searching the internet for "grant management" systems what one finds are primarily systems for
not for profits or others seeking funding, and the systems provide them a method for managing grants
they receive. These are not applicable to our situation. Also, research for community development
systems often returns results for systems that would be used by our GMD for permitting, inspecting,
similar. Some information has been added to the attachment that shows a comparison of the top
contenders.
Lisa N. Carr
Kristi Sonntag
Sara Schneeberger
Catherine Bigelow
This waiver will replace the previously approved waiver in FY18 (FY18 Waiver 414 Exp 9/30/24)
05/06/2020 10/14/2023
CarrLisa Digitally signed by CarrLisa
Date: 2020.04.29 13:31:26
-04'00'
SonntagKristi Digitally signed by SonntagKristi
Date: 2020.04.29 13:52:20
-04'00'
SchneebergerS
ara
Digitally signed by
SchneebergerSara
Date: 2020.05.06 08:52:02
-04'00'
Cat Bigelow Digitally signed by Cat Bigelow
DN: cn=Cat Bigelow, o=Collier County
Government, ou=Procurement Services,
email=catherinebigelow@colliergov.net, c=US
Date: 2020.05.07 08:46:17 -04'00'
✔
✔
Steve Carnell
16.D.9.d
Packet Pg. 1242 Attachment: FY20 Waiver Request 077 - Benevate (Amended) (12443 : Benevate-Neighborly Second Amendment)
1
Benevate, Inc
dba Neighborly Software
3423 Piedmont Rd NE, Suite 216
Atlanta, GA - 30305
August 21, 2018
Kristi Sonntag, CPM
Federal and State Grant Manager
Collier County, Community and Human Services
3339 East Tamiami Trail
Naples, FL 34112
Dear Ms. Sonntag,
In compliance with Collier County’s request, this letter certifies that Benevate, Inc is the
producer and sole source vendor of Neighborly Software’s Housing, Economic and Community
Development hosted software. Benevate further certifies that no other hosted software is
available for purchase that can address all of Collier County’s Housing and Community
Development needs in one solution, including:
1. Automating the enrollment, qualification, administration and reporting for ALL of Collier
County’s Housing and Community Development programs:
a) Housing Rehabilitation
b) Down Payment Assistance
c) Affordable Housing Construction
d) Public Services (CDBG, ESG)
e) Public Facilities and Infrastructure
2. Enabling Collier County to originate and administer deferred, forgivable and amortizing
loans.
3. Providing an online participant portal that allows beneficiaries to view loan information,
request loan payoff details and attest to ongoing program requirements.
4. Providing an online portal that allows sub-recipients to apply for grant funding, submit
monthly accomplishment reports and make draw requests.
5. Providing an online portal that allows contractors to bid on construction projects, update
their insurance/license information and make draw requests.
6. Enabling 3rd party housing inspectors and partners to administer programs on behalf of
Collier County.
16.D.9.d
Packet Pg. 1243 Attachment: FY20 Waiver Request 077 - Benevate (Amended) (12443 : Benevate-Neighborly Second Amendment)
2
7. Empowering Collier County to track multiple funding sources (e.g. CDBG, HOME, SHIP)
across all housing and community development programs.
8. Allowing Collier County to report the results of all housing and community development
programs on a consolidated county map.
Benevate’s solution is unique and market leading as evidence by the fact that twenty five of our
twenty-seven public sector contracts have been no bid/sole sourced, including nine contracts in
the State of Florida. The lone exceptions were the City of Savannah, GA and the City of
Columbus, GA in which Benevate was the only bidder in both competitive Request for Proposal
processes.
If you have additional questions regarding our software’s functionality, please feel free to call me
at (703) 864-7231.
.
Sincerely,
Jason Rusnak
President, Benevate Inc
16.D.9.d
Packet Pg. 1244 Attachment: FY20 Waiver Request 077 - Benevate (Amended) (12443 : Benevate-Neighborly Second Amendment)
CHS GRANT MANAGEMENT AND HOUSING PROGRAM MANAGEMENT DESIRED SOFTWARE SOLUTION FUNCTIONS
Functional or Technical
Requirement
Neighborly
Benevate
CDM
Cursor Control
Elation ZoomGrants
Web based Y N Y Y
Secure Y N/A Y Y
Scalable Y N Y Y
Significant Public Sector Client Base Y Y Y Y
Florida Client Base Y Y Y
Client access to view, apply, upload Y N Y Y - limited
Federal Grants Funding Sources Y N Y Y
State Grants Funding Source-SHIP Y Y Y Y
Housing Programs (IFD, AHDB) Y N Y N
Loans Y Y N N
Multiple program types under
various funding sources*
Y N Y N
Land Trust Y N N N
Administrative role with varying
security and access levels
Y Y Y
Customizable workflows Y N Y N
Export data Y Y Y Y - limited
Cradle to grave grant, loan process Y Y – loan only N Y – limited
Entitlement cycle application w/
checklists, upload
Y N Y Y
Individual assistance applications
with checklists, upload
Y N Y N
Calculate income from assets Y N N N
Project set up / scope / budget /
tracking by staff and partner
Y N Y Y
Beneficiary info Y Y – loan only Y N
Custom Task ID and tracking Y N Y N
Quarterly reports / gather data Y N Y Y
Auto email notices Y N Y Y – limited
Draw request / Pay app workflow
/approvals
Y Y-limited to
contractor pmts
Y Y – limited
Contractor/developer registration Y Y Y N
Submit construction bids/other
docs for approval
Y N Y N
Demonstrate compliance Y Y – loan only Y-limited N
Generate std and ad-hoc reports Y Y Y-limited Y – limited
Document home inspections Y Y – dates and
completion % only
Y-limited N
Develop bid specifications Y N Y N
Customizable process and forms for
different programs*
Y N Y N
Davis Bacon N N Y N
Section 3 N Y N
Document generation Y Y N
Compliance Monitoring tracking Y Y – loan only N N
All one “module”? Y N N Y
Asset tracking – properties Y Y N N
*DPA, OOR, Rental rehab, AH development, CLT, Public Services Grants, TBRA, Property acquisition, renovation
Public infrastructure, Asset Management, Income qual, ESG, IFD, AHDB
16.D.9.d
Packet Pg. 1245 Attachment: FY20 Waiver Request 077 - Benevate (Amended) (12443 : Benevate-Neighborly Second Amendment)
Other community development/grant management systems available with limited scopes:
Housing Developer Pro for use only with Rehabilitation projects
Wizehive for grants management, but very generic, not specific to the types of programs we run
BS&A Software for building departments and field inspectors
Superion - Trakit – for tracking land parcels through zoning, planning, permitting, inspection and code enforcement processes
*Programs we would likely set up:
-SHIP Rental Loan program ( we have 4 remaining)
-NSP?
FUNDING SOURCES PROGRAM ATTRIBUTES
Program CDBG HOME ESG SHIP AHDB IFD NSP Income
Qual –
Individ
Apps
Bene
Confirm
to incl
Inc Qual
Grant
lifecycle
needed
Monitor
thru
lien
release
Sub
or
Indiv
Public Services X X X S
Public Facilities X X X X S
Acquisition or
Acquisition and
Rehab
X X X X X X S
New
construction
X X X X X S
Rental Assist X X X X X X S / I
Owner
Occupied
Rehab
X X X X X S / I
Manufac
Demo/Replace
X X X X S / I
Rental Rehab X X X X S / I
Purchase
Assistance
X X X X X I
AH Incentives X X X X I
NSP Property
Tracking – or
does this just
go in asset
tracking?
X X X I
16.D.9.d
Packet Pg. 1246 Attachment: FY20 Waiver Request 077 - Benevate (Amended) (12443 : Benevate-Neighborly Second Amendment)