MEMO TULSA COUNTY PURCHASING CC#: DEPARTMENT ASSIST1I;N:~~~!(STIING DIR TOR,-- -(5 BID#: 1118 VENDOR#: DATE: SEPTEMBER 14, 2012

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1 TULSA COUNTY BID#: 1118 MEMO VENDOR#: PURCHASING CC#: DEPARTMENT DATE: SEPTEMBER 14, 2012 TO: BOARD OF COUNTY COMMISSIONERS FROM: TERRIS ' ~ ~ -~~k ASSIST1I;N:~~~!(STIING DIR TOR,-- -(5 SUBJECT: SOLE SOURCE DESIGNATION- ECIVIS, INC. THE TULSA COUNTY PURCHASING DEPARTMENT AND THE TULSA COUNTY INFORMATION TECHNOLOGY RESPECTFULLY REQUESTS THE BOARD OF COUNTY COMMISSIONERS APPROVE THE ATTACHED "REQUEST FOR WAIVER OF SOLICITING BIDS OR QUOTES" AND SOLE SOURCE DESIGNATION TO ECIVIS, INC. ECIVIS, INC EAST FOOTHILL BLVD, FLOOR 9 PASADENA, CA ATTN: LINDSAY MANN ECIVIS, INC. IS THE ONLY VENDOR THAT PROVIDES UPDATED ONLINE COLLECTION OF FEDERAL, STATE, AND FOUNDATION GRANTS. WHILE THERE ARE MANY FREE OR LOW-COST WEBSITES THAT LIST GRANT PROGRAMS, THEY ARE REGURGITATIONS OF THE FEDERAL REGISTER THAT ARE NOT COMPREHENSIVE REFERENCES. ECIVIS'S LIST OF GRANT PROGRAMS IS PROPRIETARY INFORMATION THAT IS NOT SHARED WITH ANY OTHER ENTITY OR CLIENT. THIS REQUEST IS RESPECTFULLY SUBMITTED FOR YOUR APPROVAL. LRD/jmm ATTACHMENT ORIGINAL: EARLENE WILSON, COUNTY CLERK FOR THE SEPTEMBER 24, 2012 AGENDA. COPIES: COMMISSIONER JOHN M. SMALIGO COMMISSIONER KAREN KEITH COMMISSIONER FRED R. PERRY MARK LIOTTA, CHIEF DEPUTY TOM TRIMBLE, DIRECTOR, IT Form 4363 (Rev. 4-98)

2 REQUEST FOR WAIVER OF SOLICITING BIDS OR QUOTES DATE SEPTEMBER 14,2012 TO THE BOARD OF COUNTY COMMISSIONERS It is recommended that soliciting bids/quotes be waived on the following request of TULSA COUNTY INFORMATION TECHNOLOGY for the reason(s) state below. REQUESTING DEPARTMENT Emergency TERRISA A. HARDY i Sole manufacturer (must be documented). Sole supplier (must be documented). ; Other products of similar nature are incompatible with existing products. i Purchase of similar products will adversely affect warranty, guarantee or service agreement on existing products. Description: ECIVIS, INC. IS THE ONLY VENDOR THAT PROVIDES UPDATED ONLINE COLLECTION OF FEDERAL, STATE, AND FOUNDATION GRANTS. WHILE THERE ARE MANY FREE OR LOW-COST WEBSITES THAT LIST GRANT PROGRAMS, THEY ARE REGURGITATIONS OF THE FEDERAL REGISTER THAT ARE NOT COMPREHENSIVE REFERENCES. ECIVIS'S LIST OF GRANT PROGRAMS IS PROPRIETARY INFORMATION THAT IS NOT SHARED WITH ANY OTHER ENTITY OR CLIENT. ECIVIS, INC EAST FOOTHILL BLVD, FLOOR 9 PASADENA, CA ATTN: LINDSAY MANN (626) PHONE Waiver of bidding or quoting process is approved. Waiver of bidding or quoting is not justified. Standard bidding or quoting will be followed. CHAIRMAN, BOARD OF COUNTY COMMISSIONERS DATE

3 Sole Distributor Verification This letter serves as an official verification that ecivis, Inc. is the developer, owner, sole source, and sole distributor of Grants Network, which includes the following products: Grants Network: Research sm Grants Network: KnowledgeBase SM Grants Network: Tracking and Reporting SM ecivis Grants Network, ecivis Grants Network: Research sm, ecivis Grants Network: Tracking & Reporting SM, and ecivis Grants Network: KnowledgeBase SM are all trademarks/service marks of ecivis, Inc. ecivis sells its products in all fifty states. All products are created and distributed from the corporate office in Pasadena, California. If you should require additional information regarding the ownership or distribution of any of these aforementioned products, please contact Lindsay Mann at Lindsay Mann (j~~ Vice President of Sales Copyright ecivis, Inc. All rights reserved. Registered Trademark and Service Mark Statement ecivis, ecivis Grants Network, and ecivis Publication are trademarks of ecivis, Inc. ecivis Your tools for grants success.

4 ecivis Grants Network ecivis Grants Network is the most comprehensive suite of web-based applications designed and built exclusively for the grants community to increase grants performance. Grants Network (GN) is the only suite of applications dedicated to grants with a patent pending at the U.S. Patent and Trademark Office. Our modules include GN: Research (GNR), GN: Tracking & Reporting (T&R), and GN: Knowledge8ase (K8). All modules are fully integrated with Grants Network: Research. Grants Network combines the quick publication aspects of a web-based information service with the accessibility and low cost of software-as-a-service (SaaS). SaaS eliminates the need for third-party software and hardware, onsite implementation and maintenance, and extended start-up schedules and costs. Maintenance costs for SaaS products are typically ten times lower than traditional clienuserver onsite implementations. Grants Network: Research sm Grants Network: Research provides the information you need to find and win grants that will help your organization meet its goals. ecivis invests more than 40,000 hours of research each year on federal, state, and foundation grants to ensure that users will find the best grants for their projects. Our proprietary research and analysis allows customers to increase efficiencies, drive down costs, and increase resource bandwidth to focus on producing better applications and meeting compliance requirements. Our product's customized search tools allow users to enjoy rapid, relevant results using keywords and intuitive search criteria. With our automated search agents, updates, and daily/weekly s, ecivis Grants Network: Research is the first step on the path to successfully finding and securing grants. Grants Network: Tracking &Reporting SM Grants Network: Tracking & Reporting is our industry-leading, web-based grants management and reporting system. From the City of Los Angeles to the City of Orlando, government and community organizations across the country rely on Tracking & Reporting to provide transparency and business intelligence at every stage in the grant lifecycle. Whether your organization is focused on improving visibility, or ensuring ARRA compliance, Tracking & Reporting will help you meet your needs. Tracking & Reporting is fully integrated with ecivis Grants Network: Research, so when you want to pursue a grant, information can be transferred between systems seamlessly. Our customers save time by automatically performing and centralizing many of the administrative functions currently done by hand, on paper, or through multiple systems. Department heads and managers can circumvent costly issues that surround reporting requirements, including missed deadlines and misappropriated funding. Elected/appointed officials and senior managers are able to account for every grant dollar and determine whether grant applications are in line with organizational priorities. With its easy functionality, and transparency among all levels of your organization, Tracking & Reporting will successfully guide you through your grant lifecycle. Grants Network: Know/edge8ase SM Grants Network: KnowledgeBase provides educational and reference resources to hone and develop individual grant-related skills. Knowledge8ase will dramatically change the landscape of your internal grants organization by raising efficiency and skill levels, enabling you to effectively achieve your organizational goals. Consisting of professionally written publications on grant-related subject matter, accessible self-assessment testing, and automated training courses, Knowledge8ase will help any member of your organization fill in the gaps of grant knowledge at any stage in the grant lifecycle.

5 Sole Source Justification for ecivis Grants Network SM ) Yo ~",f,,~ f"'k ~ '?f"~' '. z 8",)I;z,y'Ai '" ",'.~: J:0fi!~'~ A <Ii",i Product Specifications ecivis Grants Network is the most comprehensive suite of web-based applications designed and built exclusively for the grants community to increase grants performance. Grants Network (GN) is the only suite of applications dedicated to grants with a patent pending at the U.S. Patent and Trademark Office. Our modules include GN: Research, GN: Knowledge8ase (K8), and GN: Tracking & Reporting (T&R). All modules are fully integrated with Grants Network: Research. Grants Network combines the quick publication aspects of a web-based information service with the accessibility and low cost of software-as-a-service (SaaS). SaaS eliminates the need for third-party software and hardware, onsite implementation and maintenance, and extended start-up schedules and costs. Maintenance costs for SaaS products are typically ten times lower than traditional cl ient/server onsite implementations. Easy to Implement Grants Network is built for success. First, because it is 100% web based, it requires no client technical support or complicated installation. Second, using the knowledge gained from its client base of over 400 governments, ecivis manages the implementation, so your system is fully configured when you start. Third, we train all of our clients fully to ensure the highest utilization organization wide. Lastly, Grants Network has been optimized over the last seven years to be easy to use for governments, ensuring the greatest possibility of success. The ecivis Partnership At ecivis, we offer a complete solution, not just good technology. From initial client data-gathering to implementation, training, and user support, we are here to help power your success. Year after year, our clients give us high marks for responsiveness and completeness. We understand the unique needs of governments, and our full service approach ensures the highest likelihood of your success. Whether it is a technical issue on your end or a grant-related question from your staff, we are here to help. When you work with ecivis, our entire company is committed to your success. ecivis consistently researches and analyzes the market space in relation to its products, as well as facilitates the evaluation of our products by state and local government, non-profit organizations, school districts, and other market segments. As of January 1, 2012, the claims within this justification of sale source are up-to-date and accurate, though may not be exhaustive. For more information or questions, please contact ecivis at or info@ecivis.com. Copyright ecivis, Inc. All rights reserved. Registered Trademark and Service Mark Statement ecivis, ecivis Grants Network, ecivis Grants Network: Research, ecivis Grants Netowrk: Tracking & Reporting, and ecivis Grants Network: Knowledge8ase are all trademarks/service marks of ecivis, Inc.