Agenda Item Name:
Title
Single Source Certification, and Master Subscription and Service Agreement between Alachua County with Carasoft Inc. to provide eCivis for 10/01/2022-09/30/2025
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Presenter:
Larry Sapp, 337-6269
Description:
Single Source Certification of eCivis and three-year contract renewal with eCivis provided by Carasoft. This allows the County to continue to offer uninterrupted access to the eCivis grant research tool (Grants Navigator) to users from Community Based Organizations within Alachua County, Municipalities, and to County Departments through 9/30/2025. Caresoft/eCivis has maintained the current annual cost, $70,927.50, for the first year (FY23) of this renewal term. There is a 3% increase per year in the subsequent two years of the renewal (FY24&FY25)
Recommended Action:
Recommended Action
Approve Single Source Certification of eCivis and the three-year Agreement renewal with eCivis and authorize Chair to sign
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Prior Board Motions:
September 2004 the Board of County Commissioners declared providing access to Grant Locator to Community Based organizations a Public Purpose and approve entering in an Agreement with eCivis. Subsequently the Board of County Commissioners has approved Agreements and renewals through the most recent renewal of 2022.
Fiscal Consideration:
Fiscal Consideration
Sufficient funds have been identified in 001.18.1852.513.52.31 for the three years of the new Master Services Agreement, FY23, 24, 25iscal
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Background:
Alachua County procured a Master License agreement with eCivis in 2004 at which time the Board of County Commissioners determined that it was a Public Purpose to procure the Master License, to provide sub-licenses to utilize eCivis for County Departments, the Library District, Municipalities in the County, and to County Community Based Organizations (CBO). eCivis now uses Carasoft as a Third-Party Provider of the software. eCivis facilitates those organizations to search and apply for available grants. Although there are other grant search systems, designating eCivis, provided by Carasoft, as a Single Source will ensure uninterrupted operations and continuity for the current sub-licensee users of the system. Currently there are approximately 150 active users from Community Based Organizations, Alachua County Departments, and County Municipalities. There are additionally over 600 inactive, users who have not logged in for a period of 6 months but can be reactivated upon request. During the previous three-year period users received combined grant awards of approximately $700,000.00 per year. Maintaining access to eCivis for the sub-licensees the master Licenses Agreement must be renewed. Seeking an alternate source and the subsequent implementation would be detrimental and hinder users from taking advantage of grant opportunities The format and information content of the service allows users to quickly locate grants, determine eligibility, match and performance requirements and provides links for application and contacts within the granting agency. The Enterprise License allows the County to offer as many individual users access to the program as an agency may require.