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HomeMy WebLinkAboutContract 43639CSCNo. ti131/51 FORT WORTH frr CITY OF FORT WORTH COOPERATIVE PURCHASE CUSTOMER AGREEMENT This Cooperative Purchase Customer Agreement ("Customer Agreement") is entered into by and between Periscope Holdings, Inc. ("Vendor") and the City of Fort Worth, ("Customer" or "Authorized Customer"), a Texas government entity, and a Customer as defined in Section 3A, Appendix A, of the agreement between the State of Texas Department of Information Resources (the "DIR") and Vendor, DIR Contract No. DIR-SDD-848, as amended, (the "DIR Agreement") with an effective date of 12/29/2008. This Customer Agreement shall be governed by the terms and conditions of the DIR Agreement, which is incorporated herein by reference and is available online at httD://www.dir.texas.gov/ict/contracts/Pages/Details.asox?dir contract number=DIR-SDD- 848&Return=htto%3A//www.dir.texas.gov/ict/contracts/Pages/ResultsBvProduct.asox%3Fk%3DPeriscooe or upon request from Vendor. The DIR Agreement expires on 12/29/2012 Authorized Customer is eligible and desires to purchase professional consulting services to implement an interface between BuySpeed and the PeopleSoft financial system for the Customer pursuant to the terms and conditions of the DIR Agreement as the DIR may specify from time to time, as well as the terms and conditions of this Customer Agreement, and Exhibit A, Statement of Work, which is attached hereto and incorporated herein for all purposes. DIR will only be responsible for services provided to DIR and will not be responsible for payments for services provided to any individual Customer. The Authorized Customer agrees to the terms and conditions of the DIR Agreement as applicable. The Authorized Customer hereby agrees that it is separately and solely liable for all obligations and payments for equipment and services provided hereunder. Vendor agrees that Customer shall be entitled to the same rights and protections under the law afforded to the DIR under the DIR Agreement, as applicable, as if Customer had entered into the DIR Agreement. Further, Vendor agrees that until the expiration of three (3) years after final payment under this Customer Agreement, or the final conclusion of any audit commenced during the said three years, Customer, or Customer's designated representative, shall have access to and the right to audit at reasonable times, all records involving transactions relating to this Customer Agreement necessary to determine compliance therewith, at no additional cost to the Customer. Vendor agrees that the Customer shall have access to such records during normal business hours. Customer shall provide Vendor with reasonable advance notice of any intended audits. The undersigned represents and warrants that he/she has the power and authority to execute this Customer Agreement, bind the respective Authorized Customer, and that the execution and performance of this Customer Agreement has been duly authorized by all necessary Authorized Customer action by M&C C-25659 approved on June 12, 2012 Authorized Custom r 'hay caused this Customer Agreement to be executed by its duly authorized representative to be effective as of this L�"1 day of may! r , 20) Customer Name: City of Fort Worth Authorized Signature'bilAILRAr I` Printed Name: k'L 11 Title: Assistant City Manager Date: Approved as to and Legality: Assistant Cit'Attorney • inn+c. C- Asti) 59 Title Date: „e)p 000 L7 4 A va° ri 0 0 OA 0 Date j :1 V Vendor Name: Periscope Holdings, Inc., Authori Signatu e r-il, 1 Printed Na g���e C�hr►S4;opteAT Ke4 et PAPS je:460 F R,w11).”- 11 90 I a cyrocipicAe?, I °c;)(4% 400 0 01 :ca:PizeP 41S, ci zflioM • OFFICIAL RECO ' D Y Ft WORTH, TX IMM,, ©O H r) .)111111-Ir SECREMeti .1n2TH, T1K STA M. in Or WORIC Customer: City of Fort Worth Project: Interface to PeololeSoft irlanciais Date: June 2 scope c Periscope Holdings, inc. Z-�2 East 7r � • Street Suite 1 /00 Austin, TX 78701 (512) 4 7.2- 9062 r v v. nerrscooeholdines.com. TABLE OF CONTENTS EXECUTIVE SUMMARY 3 SUMMARY OF CLIENT ENGAGEMENT PROCESS 3 ENGAGEMENT SCOPE 3 ACTIVITIES 6 REVIEW OF PERISCOPE PROJECT ROLES AND RESPONSIBILITIES 8 REVIEW OF CITY PROJECT RESPONSIBILITIES 8 COMPLETION CRITERIA 9 PROJECT CHANGE 9 PROJECT COSTS 10 ASSUMPTIONS 10 BILLING 10 APPROVAL/ACCEPTANCE OF DELIVERABLES 10 SIGNATURE 11 SCHEDULE A: PROJECT PLAN AND/OR DELIVERABLES 12 APPENDIX A: PROJECT CHANGE CONTROL PROCEDURE 14 APPENDIX B: BUYSPEED ONLINE INTERFACE 16 APPENDIX C: FUNCTIONAL REQUIREMENTS MATRIX (SEE ATTACHED DOCUMENT) 27 APPENDIX D: SERVICE LEVEL AGREEMENT 28 Statement of Work Page 2 of 2 Executive Summary This Statement of Work outlines the methodology Periscope will utilize for the engagement with the City of Fort Worth (` Customer") along with the scope of the project, a schedule of the project deliverables, if applicable, responsibilities for all parties, and the estimated fees for the project. Summary of Client Engagement Process Our Client Engagement Process is practical and disciplined, incorporating Customer input throughout the entire life cycle on priorities, scope, findings, recommendations and most of all expected deliverables. We leverage our Client Engagement Process, which provides the foundation for all project communications. Those components include: • A Review of Tasks, Responsibilities and Expected Deliverables Before Each Phase. • Regularly Scheduled Project Update Meetings with Project Stakeholders. • Meeting Recaps. • On -time / On -budget Reviews. • Identification of Project Concerns, Risks and Issues. • Obtaining Feedback and Taking Appropriate Actions. • Measures of Success (as Established in Kickoff Meeting). • Escalation Process. We will leverage best practices while adapting them to Customer needs and culture. The goal is for the Customer to receive value from its investment of time and money. In addition Periscope always strives to exceed the Customer's expectations. Engagement Scope Periscope will provide professional consulting, and development services to implement an interface between BuySpeed and the PeopleSoft financial system for the City. Through a combination of consultative services and our BuySpeed solution, Periscope will assist the City to: • Develop an interface design that maximizes the effectiveness of procurement processes in BuySpeed while capitalizing on PeopleSoft's financial management capabilities; • Improve financial management, budgetary control, and accounting practices through a real-time integration framework with PeopleSoft; • Minimize user impacts by continuing current system functionalities, while also identifying opportunities to enhance the use of existing BuySpeed capabilities to meet other City objectives; and • Support implementation of the interface through data conversion, business consulting, training, and onsite support. Periscope will deploy a real-time integration to generate standards based transactions. It is assumed that the target financial system will be able to take those inbound transactions as inputs into their system for further processing. For outbound related data required by BuySpeed, it is assumed that the financial system will be able to provide as outbound data in a pre -defined standard for loading into BuySpeed. The engagement scope can be further defined by the following components: Interface Scope Statement of Work Page 3 of 3 1. Implement and configure the BuySpeed Integration Module to support real-time interface with PeopleSoft of the following elements: a. Update PeopleSoft vendor records real-time based on data maintained in the BuySpeed vendor management module using standards -based XML structures b. Real-time Account Code and Budget validation triggered from BuySpeed reading data from PeopleSoft using standards -based XML structures c. Real-time posting of GL Transactions from BuySpeed to PeopleSoft using standards -based XML structures, including: Pre -encumbrances ii. Encumbrances iii. Expenditures d. Real-time transmission of invoice/payment voucher data to PeopleSoft using standards -based XML structures for processing of payments to vendors e. Batch receipt of payment information from PeopleSoft to update BuySpeed invoice payment status, using BuySpeed's standard check -invoice utility and format f. Additional detail of the interface between BuySpeed and PeopleSoft can be found in Appendix B. Service Area Scope This engagement will focus on the following activities as indicated by a checkmark. Project Management: Management of the Periscope implementation and post go -live efforts, document project sign -offs, meeting summary notes, monthly status reports. Project Set -Up: Conference calls with Periscope and client team members to finalize the project plan and project timeline. ® Requirements Review: Conducted during project set-up, this is a review of the City's requirements to develop the final software acceptance checklist. Final deliverables will be determined. ® Installation and Certification: Current generally available version of Baseline BSO is installed remotely for both test (at project initiation) and production (at go -live) on the client's servers, it is connected to the mail, database and fax servers, and functionality is operating as described. ❑ Core Team Training: Training for the client's core team on how to use and configure baseline BSO. This training provides the client with an initial understanding of the functions of BSO to provide a basis for making key business and project decisions during Application Exploration. Ei Application Exploration: Documentation of BSO settings and configurations necessary to support the client's operations, of n-scope client business process changes and any requested modifications to BSO. Any requested modifications to BSO baseline functionality that exceed those identified in the Requirements Review may result in a change order and adjustment to the project schedule. Modifications will be quoted and, upon acceptance, will be added to the Software Acceptance Checklist. ❑ Baseline Acceptance: Acceptance that baseline BSO baseline is functioning properly and meeting required specifications in test environment ❑ General Design and Project Plan Acceptance: Sign -off by client on finalized project plan and system design (including core business decisions and system modifications) based on the results of Application Exploration. This document provides an agreement between Periscope and the client on modifications required to BSO and key configuration decisions. This sign -off will be required prior to the beginning of any development. Interface Development - Design: Documentation of requirements and technical specifications of in -scope interfaces between BSO and client systems. Services hours associated with this element of the oroiect are for the Project Manager and Business Analyst to work with the Periscope and City technical teams to analyze, document. and confirm interface design. Included within this activity is documentation of new business processes, use cases, testing scenarios and test scripts to facilitate user acceptance testing and change management. Periscope development team hours for this task are incorporated in the cost of the Integration Module. Statement of Work Page 4 of 4 Interface Development - Programming: Development of BSO interface programs in accordance with approved technical specifications, coordination with client/third party development of target systems interface programs Periscope development team hours for this task are incorporated in the cost of the Integration Module. Interface Development - Testing: Testing by Periscope's QA team of BSO interface programs in accordance with approved technical specifications and/or coordination with client/third party development of target systems interface programs. • Custom Modification Development - Design: Documentation of requirements and technical specifications of in -scope modifications to BSO. • Custom Modification Development - Programming: Development of BSO modifications in accordance with approved technical specifications. ❑ Custom Modification Development - Testing: Testing of BSO modifications in accordance with approved technical specifications. ® Software Acceptance: Client personnel in partnership with Periscope staff will execute acceptance testing of the system. The functionality to be tested will follow the checklist developed during the Requirements Review phase and using scenarios/use cases developed as part of Interface Design. Periscope will be responsible for management and coordination of all BuySpeed testing of the interface, including planning scheduling, guiding, and monitoring testing by City personnel. Go -Live Preparation: Technical and configuration set-up of BSO in preparation for go -live. The following activities will be included: ® System Configuration: Periscope will work with client IT personnel to set-up and configure production software environment. Business Configuration: Client personnel will set-up and configure data within BSO to support go -live (e.g., department/locations, users, approval paths etc.). Periscope will provide support and guidance to client personnel. Data Migration: Periscope will work with client personnel to document data requirements and migrate in -scope data into and from BSO. For the scope of this project, this data includes the following: • Remap account code structure to new chart of accounts and convert all existing documents from old chart of accounts to new chart of accounts Vendor push/synchronization with PeopleSoft Production Environment Setup. Periscope will migrate the tested BSO application into Production and will certify the production environment (including working with client to certify interfaces) Documentation: Gathering information specific to the project (i.e environment, training, etc.) and providing in written format. ❑ End User Training: Train -the -trainer sessions with City personnel, who will in turn train end -users on BuySpeed functionality. ® Go -Live Support: Onsite or offsite dedicated support provided to the client at go -live. Location of support will be based on agreement with the client BuySpeed Functionality Impacted by Current Direction on Interface The following list identifies functions that are likely to be impacted by the current direction of the interface between BuySpeed and PeopleSoft Some or all of these functions will require regression testing by the City with guidance from Periscope. However, detailed design activities planned for the August — October 2012 timeframe will provide additional detail: • Requisition processing: adding accounting, validating accounts/budgets, pre -encumbrances • PO processing: adding accounting, validating accounts/budgets, liquidating pre -encumbrances, posting encumbrances • Change orders: updating encumbrances • Receiving: canceling remaining balances on POs Statement of Work Page 5 of 5 • Invoice processing: liquidating encumbrances, posting vouchers payable/invoice claim • Inventory: processing invoice transactions (replenishment and issues) • Fixed asset* capturing appropriate data and sending to PeopleSoft for asset tracking • Vendor: capturing required data and synching with PeopleSoft Requirements Scope The scope of the interface will correspond to the dataflow outlined in Appendix B — BuySpeed Online Interface and the functional requirements/responsibilities outlined in Appendix C — Functional Requirements Matrix. These documents provide the scope of functionality to be included and will be the basis for all project design, development, and testing activities. BuySpeed System Upgrade The services provided by Periscope will upgrade the City to the current generally -available BuySpeed version at the time of go - live. It is anticipated that the version the City will go -live with in October 2014 will be version 12.0. On -going Maintenance As part of the services associated with the BuySpeed Integration Module, Periscope will remediate all known software bugs according to the Service Level Agreement attached as Appendix D. Activities Periscope has developed the following activities to deliver the services and interface module for the BuySpeed and PeopleSoft interface. oduct Significant Tasks Project Plan Requirements Review Interface Design Modification Development and Unit • Kickoff and planning meeting(s) • Project Plan and Timeline Development • Core Team and Project Resources Identified • Remote Access for Periscope Established • Hardware set-up and configuration Deliverable: Initial Project Plan, Approach, Timeline Sign -Off • Statement of Work Reviewed • Software Acceptance Checklist Developed Deliverable: Software Acceptance Checklist • Documentation of requirements and technical specifications of in -scope interfaces between BSO and client systems • Documentation of new business processes, use cases, testing scenarios, and test scripts to facilitate user acceptance testing and change management Deliverable: Interface Design Document • Develop interface components based on approved functional and technical design • Unit test interface Statement of Work Page 6 of 6 Work product Testing Acceptance Testing Go -Live Prep Documentation Go -Live and Post Go -Live Support Project Management Significant Tasks • Conduct internal regression testing of completed set of modifications • Deploy build to City test environment Deliverable: New Test Build with Interface Deployed to City Test Environment • Provide City with user acceptance testing scripts • Support City resources in executing test scripts • Identify and document test results • Resolve issues where appropriate • Complete testing and obtain signoff from Project Management Deliverable: Completed Acceptance Testing and Signoff • Set-up and configure production software environment • Remap account code structure to new chart of accounts and convert all existing documents from old chart of accounts to new chart of accounts • Migrate the tested BSO application into Production and will certify the production environment Deliverable: Production Ready System • Provide City with technical documentation of interface for ongoing support usage • Provide City with end -user documentation (including training documentation, quick reference guides, and administrative documentation) regarding interface Deliverable: Interface Documentation • Onsite/Offsite go -live support 120 hours Deliverable: Weekly report on go-live/post go -live activities and hours worked • Weekly status meetings during active phases; biweekly during downtime • Issues documented and resolved • Project activities coordinated • Provide weekly status reports • Summarize progress monthly Deliverable(s): Monthly project summary report Statement of Work Page 7 of 7 Review of Periscope Project Roles and Responsibilities • Periscope will provide qualified consultants to deliver this project. • Periscope will provide professional and satisfactory completion of the stated work within the projected time • Periscope will conduct the work in an efficient and expedient fashion. • Periscope will deliver clear, concise and professional deliverables as a result of this engagement. • Periscope will accurately and expediently report all charges and expenses incurred in the execution of this project. • Periscope will assess, plan, test and implement the BuySpeed eProcurement Solution ('BuySpeed"). • Periscope will review tasks, responsibilities, and expected deliverables with the City before each phase of work. • Periscope will conduct regularly scheduled project update meetings with City identified project stakeholders. • Periscope will conduct on-time/on-budget reviews. • Periscope will identify project concerns, risks, and issues and assist the City in the facilitation of mitigation approaches and resolutions. • Periscope will monitor and provide the City with progress towards achieving success measures identified with the start of the project. Review of City Project Responsibilities • The City will provide Periscope with appropriate access to the network, facilities and personnel of the organization, including remote access for deployment, testing, and support. • The City will provide cooperative access to knowledgeable staff that may be required during the examination phase of the project. • The City will provide access to the appropriate decision -making authority during the process of determining the appropriate evaluation criteria for the project. • Prior to the delivery of any services defined in this Statement of Work, the City will designate a person as Periscope's Primary Client Contact (PC). The PC will be the person to whom all Periscope communications will be addressed and who has the authority to act for the City in all aspects of the project. The PC's responsibilities will include: 1. Serve as the interface between Periscope and the City. Assign an Administrator to: a. Identify, schedule and confirm availability of support staff and management for on -site interviews and meetings. b. Schedule meeting rooms as necessary, per agenda. c. Ensure workspace facilities are available for the consultant(s) that includes a work area, printer/network connectivity, phone/data line. d. Work with Periscope to administer the Project Change process. e. Obtain and provide information, data, decisions and approvals, within 3 working days of Periscope's request, unless both parties agree to an extended response time. f. Resolve deviations from project plans that may be caused by the City. g. Help resolve project issues, and escalate issues within the City organization. h. Monitor and report project status on a regular basis with the City management. i. Install and configure DBMS software and related host hardware; DBMS specific software/hardware maintenance and support, to include but not limited to, backups, transaction log maintenance, Statement of Work Page 8 of 8 hardware and DBMS service patch deployment, maintenance and support of ancillary or related DBMS functions and processes. Ensure that technical resources are available for enterprise report implementation and/or configuration. • The City will provide, upon request, accurate and current information about systems environments, business requirements, data, and third party software, as needed, to support the project If the information provided by the City is inaccurate or incomplete, and results in additional time expended above what the project budget calls for to deliver the task item, the hours beyond the budget will be considered outside the scope of the project and a Change Order will be required. • City will be responsible for managing the relationship with CIBER, Oracle/PeopleSoft, and related entities in order to facilitate requirements gathering, development, testing and user acceptance testing in a timely manner. Any delays that impact the project may be subject to Change Order. • The City and Periscope will develop a project plan that will allow Periscope to allocate resources in order to successfully meet the project deadlines and control costs. The City and its contractors are expected to meet project deadlines as well. If actions (or inactions) on the part of the City or its contractors result in a project delay, and it becomes necessary for Periscope to reschedule or reallocate resources, the cost of the project might escalate requiring a change order. Completion Criteria The project will be considered complete when the deliverables described in this Statement of Work have been fulfilled and have been delivered to the City PC. A final Acceptance Form will be presented to the City PC for agreement and execution indicating completion of the project. Project Change it may become necessary to amend the Statement of Work for reasons including, but not limited to, the following: • Discretionary changes to the project schedule. • Discretionary changes in the scope of the project, including modifications to BuySpeed Online specifically requested by the City. • Requested changes to the work hours of Periscope personnel • Non -availability of products or services that are beyond Periscope's control • Environmental or architectural impediments not previously identified • Lack of access to client personnel, data or facilities necessary to complete project In the event that it is necessary to change this Statement of Work, Appendix A: Project Change Control Procedure will be initiated. Statement of Work Page 9 of 9 Project Costs Periscope has estimated software and services to deliver this project to be $312,467.00 (see pricing chart below), including expenses. This is an estimate based upon Periscope's current understanding of the project scope and past experience in executing these types of engagements. Upgrade of currently owned software (based on licensed user count in Attachment A to the Software License Agreement, updated on October 5, 2010) Additional Software (Real time Integration Module) Project Services Total Additional Maintenance and Support w/ Real-time Interface (Forward) Total Estimated Expenses Grand Total with Real-time Interface Assumptions $ 57,575.00 $ 232,450.44 $ 14,392.00 $ 8,050.00 312,467.44 1. Periscope will implement the interface from BuySpeed to PeopleSoft with the latest generally available release in October 2014. Testing will occur with the generally available release at the time of testing, and retesting will occur prior to go -live with the final build. 2. Because of the length of the PeopleSoft implementation project, Periscope will issue up to 4 releases and point releases dunng the time of the project. The services included in this Statement of Work do not include production upgrade assistance for releases issued during the course of the project (i.e., if BuySpeed version 11 is issued during the spring of 2013, this SOW does not include hours to implement version 11 in production; it will only be used to test the interface) 3. Project management will occur based on whether Periscope is actively engaged at that time on the project. During active phases, Periscope s project manager will conduct weekly status meetings. During down periods, status meetings will be biweekly. 4. Periscope is not responsible for any delays resulting from changes to the PeopleSoft Implementation timeline. Any delays or changes to approved design, test scenarios and other project deliverables resulting from the PeopleSoft implementation or decisions made by the City or its partners may result in change orders to this SOW. 5. Nothing is this agreement shall prohibit the City's ability to maintain, upgrade or address issues with PeopleSoft. If, however, there are changes to the agreed upon final design and implemented interface from BuySpeed to PeopleSoft that result from changes to the PeopleSoft system, then a change order for Periscope services may apply. Billing The City will be billed monthly based on a Deliverables billing schedule as fixed fee per acceptance of a deliverable as identified in Schedule A. If City does not provide written acceptance within ten (10) business days, the escalation procedure identified in the Approval/Acceptance of Deliverables Section will be followed. If the City is unable to fulfill City Responsibilities and Periscope is not able to deliver a line itemed deliverable from Schedule A for thirty (30) days, City will be billed for percentage of work completed. Terms for all invoicing will be within thirty (30) days of Receipt. Approval/Acceptance of Deliverables Periscope and the City shall work together to establish time frames and criteria for the acceptance process of Deliverables identified herein or subsequently agreed to by the parties, and attached hereto as Schedule A. Penscope's Project Manager Statement of Work Page 10 of 10 shall submit each deliverable to the City PC on or before the specified delivery date contained in the Project Plan. Within ten (10) business days, the City shall respond. If no response is received within the specified timeframe, Periscope will assume that the work has been approved and proceed with subsequent work. If disapproved, the City shall respond by providing written notice to Periscope describing, in reasonable detail, the ways in which the deliverable fails to conform to the established requirements, and may suggest corrections or improvements which may cause the deliverable to meet such requirements or standards. Periscope shall resubmit the deliverable to the City for approval within Ten (10) business days. The City shall give written notice to Periscope of its approval or disapproval of the resubmitted deliverable. If the City fails to respond to a deliverable (i.e. to give its acceptance or notice of nonconformity within the applicable time period), Periscope will assume that the deliverable has been accepted and proceed with subsequent work. Signature An authorized signature below indicates acceptance of this Statement of Work. Agreed: B Periscope Holdin':s, Inc s 1.Qc 1.QAA 07 Print Name 1,1cargSjeitA C�nf C4/ 14hytJe/✓►ceS Title 61e b1. 3,a(& Date b a c- Aut}norizat&Or1 %TLC 7 Statement of Work sa ti Print Name eir \ k • rtd\owo.3 e Title j\ti / K } Q 0 3 _ r2r__Elve :a:u=t.. + -sa- — APPROVED AS TO FORM AND LEGALITY: I 4 aostattith Assistant City ?.aftsrey 1:e0;;Tk .r4414 00000000 Q am' City of Fhrt Worth r Date OFFICIAL RECORD CITY SECRETARY Ft wORTh, TX pi 0 o° Page 11 of 11 Schedule A: Project Plan and/or Deliverables Work product Significant Tasks Project Plan Requirements Review Interface Design Modification Development and Unit Testing Acceptance Testing Go -Live Prep Documentation Statement of Work • Kickoff and planning meeting(s) • Project Plan and Timeline Development • Core Team and Project Resources Identified • Remote Access for Periscope Established • Hardware set-up and configuration Deliverable: Initial Project Plan, Approach, Timeline Sign -Off • Statement of Work Reviewed • Software Acceptance Checklist Developed Deliverable: Software Acceptance Checklist • Documentation of requirements and technical specifications of in -scope interfaces between BSO and client systems • Documentation of new business processes, use cases, testing scenarios, and test scripts to facilitate user acceptance testing and change management Deliverable: Interface Design Document design • Develop interface components based on approved functional and technical = Unit test interface = Conduct internal regression testing of completed set of modifications • Deploy build to City test environment Deliverable: New Test Build with Interface Deployed to City Test Environment • Provide City with user acceptance testing scripts • Support City resources in executing test scripts • Identify and document test results • Resolve issues where appropriate • Complete testing and obtain signoff from Project Management Deliverable: Completed Acceptance Testing and Signoff • Set-up and configure production software environment • Remap account code structure to new chart of accounts and convert all existing documents from old chart of accounts to new chart of accounts • Migrate the tested BSO application into Production and will certify the production environment Deliverable: Production Ready System • Provide City with technical documentation of interface for ongoing support usage • Provide City with end -user documentation (including training documentation, quick reference guides, and administrative documentation) regarding interface Deliverable: Interface Documentation Target Timeline Deliverable Payment Amount August - September $5,412.15 2012 September - October $2,728.53 2012 October December $43,320.00 2012 January July 2013 August 2013 October 2013 June 2014 September 2014 April 2014 —July 2014 Page 12 of 12 $36,100.00 $28,880.00 $29,566.32 $9,368.40 Work product Go -Live and Post Go -Live Support Project Management Significant Tasks • Onsite/Offsite go -live support 120 hours Deliverable: Weekly report on go-live/post go -live activities and hours worked • Weekly status meetings during active phases; biweekly during downtime • Issues documented and resolved • Project activities coordinated • Provide weekly status reports • Summarize progress monthly Deliverable(s): Monthly project summary report Target Timeline October 2014 November 2014 Ongoing Statement of Work Page 13 of 13 Deliverable Payment Amount $21,118.80 $2,331.51 per month - based on a 24 month project timeline. If actual timeline is shorter, balance will be billed at go -live. Appendix A: Project Change Control Procedure It may become necessary to amend this Statement of Work for reasons including, but not limited to, the following: • Discretionary changes to the project schedule • Discretionary changes in the scope of the project • Requested changes to the work hours of Periscope personnel • Non -availability of products, resources or services which are beyond Periscope's control • Environmental or architectural impediments not previously identified • Lack of access to client personnel or facilities necessary to complete project In the event that it is necessary to change this Statement of Work, the following process will be followed: This Contract shall be modified only by a written contract amendment will be issued signed by the City's duly authorized representative A Project Change Request (PCR) may be the vehicle for communicating change. The PCR may be used as an internal/working document describing the change, reasons for the change and the effect the change will have on the project, which may include scheduling changes, pricing, etc. A PCR may be initiated by either Periscope or City based on the situation. If the change is agreed upon by both Project Managers, and approved by the Fort Worth City Council as necessary, the City will issue a written Contract Amendment to be signed by the City's duly authorized representative. Upon acceptance of the written Contract Amendment the scope of work and costs will be modified appropriately, and the changes will be incorporated into the project, including a change order to the purchase order, if applicable A sample Project Change Request is provided on the following page: Statement of Work Page 14 of 14 PERISCOPE HOLDINGS, INC. 211 East 7th Street Suite 1100 Austin, TX 78701 PROJECT CHANGE ORDER REQUEST Contract / PO Number: Change Order Number: Client: Date: The original contract sum was: $ Net change by previously authorized Change Order: $ The contract sum prior to this Change Order was: $ This Change Order amount: $ The new contract sum with this Change Order will be: $ Estimated Travel not included in Change Order amount: $ The revised contract completion date (if applicable) is: Agreed: By: By: Periscope Holdings, Inc City Print Name Print Name Title Title Date Date Statement of Work Page 15 of 15 Appendix B: BuySpeed Online Interface The tables that follow reflect the scope of the interface between BuySpeed Online and PeopleSoft (the system of record for financial transactions and chart of accounts). (Document Flow with Touch Points - Requisitions BuySpeed Users BuySpeed Requisitioner Requisitioner Notice of Approve! Needed Submit For -^� APPrY1 Approve 0 Reject Yes— P End Requtsillon Process pm Y Requisition Approval Process Yes R/T Budget Checks (Hard or Soft) :KeK°Tables pleSoft /T RBudget Check Pass/Fail - - - R/T 're -Encumbrance Peop eSoi KK Table Statement of Work Page 16 of 16 }Document Flow with Touch Points - Bids BuySpeed Purchasing Approver Vendors 7 Purchasing and Approvers Statement of Work Prepare & Submit fo, Approval 1 No BuySpeed Users [Sub nit Quote Yes —Appoove/Reject Aw 3rJ Liquidate PE Yes Bid Prep Bid Approval Process Evaluate Quotes -_ & Award • a R/T Pre -Encumbrance Liquidated I � R/T P e-Encumbrance Liquidated Pass/Fai Yes PeopleSoft PeopleSoft KK Table - 1. Page 17 of 17 }Document Flow with Touch Points - POs BuySpeed ySpeed PeopleSoft Users Purchasing Approvers No Ap wove/Reject Yes v Liquidate -- PE a End PO P ep& D. Submit for Approval PO Approval Process Yes R/T FL: 2/T P/E Liquidated Pass/Fai! R/T Encumber & Undo Pre-Encum. 1 R/T Pre-Encumb Undo & Encumbered Budget Check Yes Financial System- , Statement of Work Page 18 of 18 Document Flow with Touch Points - POs (page 2) BuySpeed Users Statement of Work BuySpeed PeopleSoft Notify Vendor of PO- 1 Send Vendor info To Financial Yes System w Liquidate PE R/T Vendor Data R/T Vendor Add Pass/Fail^ R/T Liquidate PE 1 R/T PE Liquidated Pass/Fail R/T Encumbrance Encumber I Funds R/T Encumbrance Pass/Fail Yes Send Vendor - Master Tables PeopleSoft KK Tables lataw Pre -Encumbrance Liquidated PeopleSoft KK Tables Page 19 of 19 }Document-Flowwith Touch Points — Change Orders • BuySpeed Users Purchasing or Dept. Approvers Statement of Work BuySpeed PeopleSoft= No Create Change Order Yes Budget Check Yes �, Submit for Approval Yes R/T Budget C ieck -PeopleSoft KK Tables R!T Budget C ieck Pass/Fail_ - Page 20 of 20 ]Document Flow with Touch Points — Change Orders page 2 BuySpeed Users Vendors No BuySpeed Adjust Encumbran Yes Send Chan Order to Vendor e (End of Change Order Process Receiving and Invoicing proceed as with Purchase Order PeopleSoft Rif Encumbrance Adjustment PeopleSoft KK Tables R/T Encumbrance Adjustment Pass/Fail Statement of Work Page 21 of 21 1Document Flow with Touch Points - Receipts BuySpeed Users i Receivers Ente 1 Receiving Info Y^s BuySpeed Receipt Process Y.,s i R/T Partial Liquidation of Automatic Encumbrance Change That was cancelled Order 1 1 R!T Success/Fail of Liquid ation Financial System PeopleSoft KK Table Statement of Work Page 22 of 22 !Document Flow with Touch Points - invoices BuySpeed Users AP AP Approver 4 Ap ,rove/R* ject ➢ No BuySpeed Enter Invoices Yes V Enter Misc Or Frght Submit For Approval Yes R/T Budget Check R/T Budget Che:k Financial System PeopleSoft KK Tables Statement of Work Page 23 of 23 "" i !Document Flow with Touch Points — Invoices page 2 B se Use Vendors i 7 Statement of Work Vees T Automatic Change Order BuySpeed Yes Send Vouchers to Financial System rye -Rif Liquidate ' Remaining Encumbrance . T Pa !s/Fail of Liquidation — Financial System =--R/f Matched Vouch ?r Batch R/T Records that Pa is or Fail Inquir' on Invoices Post Ck # on Invoices - End R/T Check #, Date & Amt. P 3id i PeopleSoft KK Tables AP (Voucher Build Tables) Po Peop eSoft AP Check Run Peoplesoft AP checks and ACH to Vendors Page 24 of 24 Vendor Update Process BuySpeed Users Vendor Self Registration Updates Statement of Work tt Special Foreign Vendor Process Yes BuySpeed Vendor Admin t BuySpeed- Can be used on Purchase Orders in BSO hb®R/T Vendor Updates R!r Pass/Fail of Update Fort Worth PeopleSoft Core Financial System tkid _ RfT Ve idor Adds/Updates-7 - Send Vendor Adds/ Updates - Data PeopleSoft = Vendor Master Tables R/T Add/Update_ Pas :/Fail PeopleSoft Vendor Master Tables n Page 25 of 25 Document Flow with Touch Points — PeopleSoft to BuySpeed COA BuySpeed BuySpeed Users - PeopleSoft Chart of == Nightly Batcn of Account = Changes/Additions Master To Chart of Accounts Tables Statement of Work Page 26 of 26 Appendix C: Functional Requirements Matrix (See Attached Document) • 0 • Statement of Work Page 27 of 27 Appendix D: Service Level Agreement for BuySpeed Functional Support and Maintenance SERVICE LEVEL AGREEMENT FOR BUYSPEED FUNCTIONAL SUPPORT AND MAINTENANCE Table of Contents 1 AGREEMENT OVERVIEW 29 2 GOALS & OBJECTIVES 29 3 PERIODIC REVIEW 29 4 DEFINITIONS 29 5 SERVICE AGREEMENT 30 5.1 SERVICE SCOPE 30 5.2 CUSTOMER REQUIREMENTS 30 5.3 SERVICE PROVIDER REQUIREMENTS 30 6 SERVICE MANAGEMENT 30 6.1 SERVICE AVAILABILITY 30 6.2 SERVICE PROGRESSION 31 6.3 SERVICE RESPONSE 31 6.4 SERVICE RESOLUTION 31 Statement of Work Page 28 of 28 1 Agreement Overview This Agreement dated "(Effective Date") represents a Service Level Agreement (' SLA" or "Agreement") between Periscope Holdings Inc. ("Service Provider") and City of Fort Worth, Texas ("Customer") collectively known as ("Stakeholders") for the provisioning of Support and Maintenance Services ("Services") required to support and sustain BuySpeed functionality. This Agreement shall be considered, additionally, an addendum to the Service Agreement — Exhibit C dated November 14. 2008. This Agreement remains valid until superseded by a revised agreement mutually endorsed by the stakeholders. This Agreement outlines the parameters of all Services covered as they are mutually understood by the primary stakeholders. This Agreement does not supersede current processes and procedures unless explicitly stated herein. 2 Goals & Objectives The purpose of this Agreement is to ensure that the proper elements and commitments are in place to provide consistent service support and delivery to the Customer(s) by the Service Provider(s) The goal of this Agreement is to obtain mutual agreement for service provision between the Service Provider(s) and Customer(s). The objectives of this Agreement are to: • Provide clear reference to service ownership, accountability, roles and/or responsibilities. • Present a clear, concise and measurable description of service provision to the customer. • Match perceptions of expected service provision with actual service support & delivery. 3 Periodic Review This Agreement is valid from the Effective Date outlined herein and is valid until further notice. This Agreement should be reviewed at a minimum once per fiscal year; however, in lieu of a review during any period specified, the current Agreement will remain in effect. The Service Provider is responsible for facilitating regular reviews of this document. Contents of this document may be amended as required, provided mutual agreement is obtained from the primary stakeholders and communicated to all affected parties. The Service Provider will incorporate all subsequent revisions and obtain mutual agreements / approvals as required. 4 Definitions Terms used in this Agreement will have the meanings given below: A. "BuySpeed' means the software system published, supported and maintained by the Service Provider B. "Functionality" means BuySpeed's intended capabilities, appearance, and interactions with users. Statement of Work Page 29 of 29 C. "Severity Level One Issue" means a product defect issue causing critical or significant impact to the Customer's business operations and no workaround is immediately available. D. 'Severity Level Two Issue" means a product defect issue that impairs system functionality but where a practical workaround is readily available E. "Severity Level Issue" means a product defect issue that does not impair system functionality but where a practical workaround is readily available F. "Hotfix" means a change made to a specific BuySpeed release deemed critical enough that it cannot be delayed until a regular service patch or scheduled product release. G. "Service Patch' is a collection of Hotfix items non -critical issue resolutions and/or enhancements to a specific BuySpeed release delivered in the form of a single installable package. H. 'Product Upgrade" refers to the replacement of the current BuySpeed version with a newer version in order to bring the system up to date or to improve its characteristics. 5 Service Agreement The following detailed service parameters are the responsibility of the Service Provider in the ongoing support of this Agreement. 5.1 Service Scope The following Services are covered by this Agreement; • Manned telephone support • 24 / 7 ticketing system (currently JIRA) • Remote assistance using Remote Desktop and a Virtual Private Network where available Hotfixes for those functional issues that cause a critical impact to Customer's business operation • Service Patches to address non -critical issues that impact system functionality • Product Upgrades 5.2 Customer Requirements Customer responsibilities and/or requirements in support of this Agreement include: • Payment for all support costs at the agreed interval. • Reasonable availability of customer representative(s) when resolving a service related incident or request. 5.3 Service Provider Requirements Service Provider responsibilities and/or requirements in support of this Agreement include: • Meeting response times associated with service related incidents. • Appropriate notification to Customer for all scheduled maintenance. 6 Service Management Effective support of in -scope services is a result of maintaining consistent service levels. The following sections provide relevant details on service availability, monitoring of in -scope services and related components. 6.1 Service Availability Coverage parameters specific to the service(s) covered in this Agreement are as follows: • Telephone support : 8:00 A.M. to 7:00 P.M. U.S. Central Time Monday — Friday Statement of Work Page 30 of 30 • Ticketing system support: Available 24 hours a day, 7 days a week; monitored 8:00 A.M. to 7:00 P.M. U.S. Central Time Monday — Friday 6.2 Service Progression In support of services outlined in this Agreement, the Service Provider will respond to service related issues and/or requests submitted by the Customer using the following progression: • Open the ticket has been created but is not currently being worked (not considered a response) • In Progress the issue is being worked but a final determination on issue type has not been made as research or testing is ongoing • Waiting for Information the issue is being worked, but additional information from the client is pending to allow final determination or resolution • Resolved the final determination of the issue has been made. Final determinations are defined in Section 6.4 6.3 Service Response In support of services outlined in this Agreement, the Service Provider will respond to service related issues and/or requests submitted by the Customer in the following timeframes. • Issues reported on U.S. Monday, Tuesday, Wednesday, Thursday, and before noon on Friday will receive a response in 24 hours • Issues reported after noon on Friday, Saturday or Sunday will receive a response on the next U.S. business day • Functional issues reported during the following U.S. Holidays will receive a response the next U.S. business day: - January 1 Memorial Day Labor Day Independence Day Thanksgiving - Christmas Eve and Christmas Day 6.4 Service Resolution In support of services outlined in this Agreement, the Service Provider will resolve related issues and or/requests and categorized as follows: • • • • • Answered the issue was simply a question that was answered Fixed — the issue was addressed by a Support team member and it did not require intervention by Technical or Development staff Works as Designed the product issue as described is working as intended and is not a defect Cannot Reproduce — the issue reported, despite testing and investigation cannot be reproduced to further determine cause. These issues are ultimately closed but can be reopened if recurrence happens. Enhancement Request the client has reported a suggested enhancement for consideration for inclusion in a future build. These tickets are closed from the Support queue and transferred to Product Development but available for client's reference. Statement of Work Page 31 of 31 • Transferred to Development — the issue has been determined to be a defect (the product is not working as designed) and has been transferred to the Product Development team for correction. Defects are prioritized and resolutions delivered based on the following : Severity Level One — resolution efforts begin upon receipt of notification and continue until resolved. If resolution requires a software correction, it is delivered as a Hotfix. The standard response time is a quickly as development can produce and test the correction - Severity Level Two Issue —these issues will be bundled and released in the next quarterly Service Patch Severity Level Three —these issues will be bundled and made available at the time of the next Product Upgrade. Statement of Work Page 32 of 32 M&C Review Page 1 of 2 Official site of the City of Fort Worth, Texas FORTWORTH CITY COUNCIL AGENDA Thwarr COUNCIL ACTION: Approved on 6/12/2012 DATE: 6/12/2012 REFERENCLC-25659 LOG NAME: 13PERISCOPE ERP NO.: PHASE II INTERFACE CODE: C TYPE: NON- PUBLIC NO CONSENT HEARING: S UBJECT: Authorize Execution of a Contract with Periscope Holdings, Inc., in an Amount Not to Exceed $359,338.00 to Develop an Interface for Enterprise Resource Planning Phase II for the BuySpeed Online Application Using State of Texas Department of Information Resources Contract No. DIR-SDD-848 (ALL COUNCIL DISTRICTS) RECOMMENDATION: It is recommended that the City Council authorize the execution of a contract with Periscope Holdings, Inc., in an amount not to exceed $359,338.00 to develop an interface for Enterprise Resource Planning Phase II for the BuySpeed application using State of Texas Department of Information Resources Contract No. DIR- S D D-848 . DISCUSSION: P eriscope Holdings, Inc., provides BuySpeed Online, an internet-enabled procurement application that is specifically designed for government agencies. As part of the Enterprise Resource Planning (ERP) Phase II project, the procurement system known as BuySpeed Online may be replaced, pending a full-scale evaluation, of (1) the organizational impact (2) cost and (3) functionality. In the meantime, however, an interface between PeopleSoft and Buyspeed must be developed in order to maintain the City's current purchasing and vendor payment activities. As such, Periscope Holdings, Inc., must provide the technical support to assist in interface development. If it is determined that PeopleSoft is the better fit for the City, the integration process with PeopleSoft is anticipated to begin in January 2015 and go -live in November 2015. The actual contract amount with Periscope Holdings, Inc., will be in the amount of $312,468.00 and the amount of $46,870.00 will be reserved in contingency. The State of Texas Department of Information Resources (DIR) is authorized to offer its cooperative purchasing program to state agencies, public institutions of higher learning, public school districts and local governments. Pursuant to Government Code Section 791.025, a local government that purchases goods and services under the Interlocal Cooperation Act satisfies otherwise applicable competitive bidding requirements. M/VVBE - A waiver of the goal for M/WBE subcontracting requirements was requested by the Purchasing Division and approved by the M/WBE Office because the purchase of goods or services is from a source where subcontracting or supplier opportunities are negligible. FISCAL INFORMATION/CERTIFICATION: The Financial Management Services Director certifies that funds are available in the current capital budget, as appropriated, of the ERP Capital Projects Fund. http://apps.cfwnet.org/council packet/mc_review.asp?ID=17000&councildate=6/12/2012 9/18/2012 M&C Review Page 2 of 2 TO Fund/Account/Centers FROM Fund/Account/Centers C296 539120 1310301361XX $359,338.00 Submitted for Citv Manager's Office bv: Susan Alanis (8180) Originating Department Head: Lena Ellis (8517) Additional Information Contact: Greg Jordan (8843) ATTACHMENTS http://apps.cfwnet org/council_packet/mc review.asp?ID=17000&councildate=6/12/2012 9/18/2012