HomeMy WebLinkAboutContract 37974-A1 CITY SECRETARY CONTRACT NO. 1 {a
AMENDMENT NO. 1 TO
CITY SECRETARY CONTRACT NO. 37974
PROFESSIONAL SERVICES AGREEMENT
EVERGE GROUP OF TEXAS, LTD.
WHEREAS, the City of Fort Worth (hereafter "City") and eVerge Group of Texas, Ltd.,
(hereafter "eVerge") entered into City of Fort Worth City Secretary Contract ("CSC") No.
37974, ("Contract") which was authorized by the City Council by M&C C-23171 on November
11, 2008; and
WHEREAS, the Contract involves implementation services for Phase I of the
transformation of the City's legacy financial and administrative information systems to an
Enterprise Resource Planning("ERP") System; and
WHEREAS, the Contract is on a fixed cost basis for completion of certain agreed upon
deliverables and milestones; and
WHEREAS, due to refinements in the project plan, the parties wish to amend the
Contract to modify the deliverables and payment schedule without changing the total contract
amount.
NOW, THEREFORE, City and eVerge, acting herein by and through their duly
authorized representatives, enter into this agreement which amends the Contract as follows:
1.
Exhibit B, Payment Schedule, is hereby amended to modify the deliverables as shown in
Exhibit B-1, which replaces Exhibit B, and is attached hereto and incorporated into the Contract
for all purposes. The revisions to Exhibit B resulting in Exhibit B-1 and resulting in no net
change to the total contract amount are as follows:
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Y'ix
• Deliverable "33% of Prototyping Sessions Completed" is hereby renamed "33% of
Prototyping Sessions for 5 Core Modules Completed."
• Deliverable "Configuration Plan Completed" is hereby renamed "Configuration Plan
Completed for 5 Core Modules."
• Deliverable "66% of Prototyping Sessions Completed" is hereby renamed "66% of
Prototyping Sessions for 5 Core Modules Completed."
• Deliverable "Executed Prototype Acceptance" is hereby renamed "Executed Prototype
Acceptance for 5 Core Modules."
• Deliverable "Gap Resolution Designs Completed" is hereby renamed "Gap Resolution
Designs for 5 Core Modules Completed."
• Deliverable "Conversion and Interface Designs" is hereby renamed "Conversion and
Interface Designs for 5 Core Modules."
• Deliverable "Workflow and Security Designs" is hereby renamed "Workflow and
Security Designs for 5 Core Modules."
• Deliverable "Report Designs" is hereby renamed "Report Designs for 5 Core Modules."
• Deliverable "Training Designs and Schedule" is hereby renamed "Training Designs and
Schedule for 5 Core Modules."
• Deliverable "Testing Designs and Schedule" is hereby renamed "Testing Designs and
Schedule for 5 Core Modules."
• Deliverable "Unit Tested Gap Resolutions" is hereby renamed "Successfully Unit Tested
Gap Resolutions for 5 Core Modules Approved for Development by 06/30/2009."
• Item "Develop Conversions and Interfaces" for $269,237.96 is hereby split into two
Items with separate deliverables as follows: Item "Develop Conversions" with
Deliverable "Successfully Unit Tested Conversion Processes for 5 Core Modules" for
$134,618.98 with Retainage Amount of $13,461.90 and Billable Milestone Amount of
$121,157.08; and Item "Develop Interfaces" with Deliverable "Successfully Unit Tested
Interface Processes for 5 Core Modules" for $134,618.98 with Retainage Amount of
$13,461.90 and Billable Milestone Amount of$121,157.08.
CFW/eVerge
Amendment No. 1 to CSC No.37974
Page 2 of 6
• Deliverable "Unit Tested Workflow and Security" is hereby renamed "Successfully Unit
Tested Workflow and Security for 5 Core Modules" and the amount of the deliverable is
hereby reduced by $134,618.98 to $134,618.98, which reduces the Retainage Amount to
$13,461.90 and reduces the Billable Milestone Amount to $121,157.08.
• Deliverable "Gap Resolution Designs for Remaining 3 Modules Completed" for
$134,618.98 is hereby added to the System Integration Phase with a Retainage Amount
of$13,461.90 and Billable Milestone Amount of$121,157.08 with an Estimated Month
of Completion of August `09.
• Deliverable "Unit Tested Training Materials and database" is hereby renamed
"Successfully Unit Tested Training Materials and database for 5 Core Modules."
• Deliverable "Unit Tested Reports" is hereby renamed "Successfully Unit Tested Reports
for 5 Core Modules" and the amount of the deliverable is hereby reduced by $134,618.98
to $134,618.98, which reduces the Retainage Amount to $13,461.90 and reduces the
Billable Milestone Amount to $121,157.08.
• Deliverable "Executed Prototype Acceptance and Configuration Plan Completed for
Remaining 3 Modules" for $134,618.98 is hereby added to the System Integration Phase
with a Retainage Amount of$13,461.90 and a Billable Milestone Amount of$121,157.08
with an Estimated Month of Completion of September `09.
• Deliverable "Unit Tested Test Scripts" is hereby renamed "Successfully Unit Tested Test
Scripts for 5 Core Modules."
• Deliverable "Trained Users to conduct testing" is hereby renamed "Trained Users to
conduct testing for 5 Core Modules."
• Deliverable "Data Converted and Interfaced into the Test System" is hereby renamed
"Data Converted and Interfaced into the Test System for 5 Core Modules" and the
amount of the deliverable is hereby reduced by $134,618.98 to $134,618.98,which
reduces the Retainage Amount to $13,461.90 and reduces the Billable Milestone Amount
to $121,157.08.
• Deliverable "Conversion and Interface Designs and Workflow and Security Designs for
CFW/eVerge
Amendment No. 1 to CSC No.37974
Page 3 of 6
Remaining 3 Modules" for $134,618.98 is hereby added to the System Preparation Phase
with a Retainage Amount of$13,461.90 and Billable Milestone Amount of$121,157.08
with an Estimated Month of Completion of October `09.
• Deliverable "System Test Successfully Executed" is hereby renamed "System Test
Successfully Executed for 5 Core Modules."
• Deliverable "UAT Successfully Executed" is hereby renamed "UAT Successfully
Executed for 5 Core Modules" and the amount of the deliverable is hereby reduced by
$134,618.98 to $134,618.98, which reduces the Retainage Amount to $13,461.90 and
reduces the Billable Milestone Amount to $121,157.08.
• Deliverable "Report Designs, Training Designs and Schedule, and Testing Designs and
Schedule for Remaining 3 Modules" for $134,618.98 is hereby added to the System
Preparation Phase with a Retainage Amount of $13,461.90 and Billable Milestone
Amount of$121,157.08 with an Estimated Month of Completion of November `09.
• Deliverable "Parallel Test 1 Successfully Executed" is hereby renamed "Parallel Test 1
Successfully Executed for 5 Core Modules" and the amount of the deliverable is hereby
reduced by $134,618.98 to $134,618.98, which reduces the Retainage Amount to
$13,461.90 and reduces the Billable Milestone Amount to $121,157.08.
• Deliverable "Successfully Unit Tested Gap Resolutions, Conversions, Interfaces, and
Reports for Remaining 3 Modules Approved for Development by 11/16/2009" for
$134,618.98 is hereby added to the System Preparation Phase with a Retainage Amount
of$13,461.90 and a Billable Milestone Amount of$121,157.08 with an Estimated Month
of Completion of December `09.
• Deliverable "Parallel Test 2 Successfully Executed" is hereby renamed "Parallel Test 2
Successfully Executed for 5 Core Modules" and the amount of the deliverable is hereby
reduced by $134,618.98 to $134,618.98, which reduces the Retainage Amount to
$13,461.90 and reduces the Billable Milestone Amount to $121,157.08.
• Deliverable "Successfully Unit Tested Test Scripts and Training Materials and Database
and Trained Users to Conduct Testing for Remaining 3 Modules" for $134,618.98 is
CFW/eVerge
Amendment No. 1 to CSC No.37974
Page 4 of b
hereby added to the System Preparation Phase with a Retainage Amount of $13,461.90
and a Billable Milestone Amount of $121,157.08 with an Estimated Month of
Completion of January `10.
• Deliverable "Parallel Test 3 Successfully Executed" is hereby reduced by $134,618.98 to
$134,618.98, which reduces the Retainage Amount to $13,461.90 and reduces the
Billable Milestone Amount to $121,157.08.
• Deliverable "Successfully Unit Tested Workflow and Security, Data Converted and
Interfaced into the Test System, and System Test Successfully Executed for Remaining 3
Modules" for $134,618.98 is hereby added to the System Preparation Phase with a
Retainage Amount of$13,461.90 and a Billable Milestone Amount of$121,157.08 with
an Estimated Month of Completion of February `10.
• Item "Conduct Essential End User Training" with Deliverable "Trained System Users" is
hereby renamed "Conduct Essential End User Training and Execute UAT" with
Deliverable "Trained System Users and UAT Successfully Executed for Remaining 3
Modules."
2.
All other provisions of the Contract that are not expressly amended herein shall remain in
full force and effect.
[Remainder of Page Intentionally Left Blank]
CFW/eVerge
Amendment No. 1 to CSC No.37974
Page 5 of 6
Executed on this the 3�iC�day of , 2009.
CITY OF FORT WORTH: EVERGE GROUP OF TEXAS,LTD.
By: By: (t-�
Karen L. Montgomery John C. xecutive Vice President
Assistant City ManagereVerge Group of Texas, Ltd.
Date: ` /�— /� Date: -i ro
ATTEST:
By:
City Secretarfa
APPROVED AS TO FORM AND LEGALITY:
By�
Assistant City Attorney
Contract Authorization:
M&C: C-23171
Date Approved: 11/11/2008
CFW/eVerge
Amendment No. I to CSC No.37974
Page 6 of 6
EXHIBIT B-1
PAYMENT SCHEDULE
The total cost of services provided by the Prime Vendor is $6,730,949. This is a
firm, fixed-price that is inclusive of travel and expenses. The following table
establishes the deliverables/milestones, associated payments, and amounts for
retainage.
EstimatedRetainage Billable
Phase Items Deliverable Amount1 ' , of •ne Month •
Amount) • • • - •
Install PeopleSoft Software Installed $134,618.98 $13,461.90 $121,157.08 December'08
Software
Initial Project Completed Initial
Planning and Kickoff Planning and Kickoff $67,309.49 $6,730.95 $60,578.54 January '09
Meetings
Project Charter Project Charter $100,964.24 $10,096.42 $90,867.81 January '09
Completed
Review and ConfirmBusiness Updated
= Requirements (part of RequComel ted Matrix $100,964.24 $10,096.42 $90,867.81 January '09
p Prototyping) p
N MS P MS Project Plan
Project Plan
� Completed ry$67,309.49 $6,730.95 $60,578.54 Februa '09
33% of Prototyping
tM Iterative Prototyping Sessions for 5 Core $67,309.49 $6,730.95 $60,578.54 February '09
Modules Completed
Configuration Configuration Plan
Planning Completed for 5 Core $201,928.47 $20,192.85 $181,735.62 March 09
Modules
66% of Prototyping
Iterative Prototyping Sessions for 5 Core $67,309.49 $6,730.95 $60,578.54 March'09
Modules Completed
Executed Prototype
Iterative Prototyping Acceptance for $201,928.47 $20,192.85 $181,735.62 April '09
Core Modules
Gap Resolution Gap Resolution
c Planning Designs for 5 Core $269,237.96 $26,923.80 $242,314.16 April '09
E .p Modules Completed
— Conversion and
O Conversion and Interface Designs for $201,928.47 $20,192.85 $181,735.62 April'09
N W Interface Planning 5 Core Modules
Workflow and Workflow and $201,928.47 $20,192.85 $181,735.62 May '09
Security Planning Security Designs for
5 Core Modules
Reports Planning Report Designs for 5 $269,237.96 $26,923.80 $242,314.16 May '09
Core Modules
Training Designs and
Training Plan Schedule for 5 Core $134,618.98 $13,461.90 $121,157.08 June '09
Modules
System/Acceptance/ Testing Designs and
Parallel Testing Plan Schedule for 5 Core $201,928.47 $20,192.85 $181,735.62 June'09
Modules
Successfully Unit
Tested Gap
Develop Gap Resolutions for 5
Resolutions Core Modules $269,237.96 $26,923.80 $242,314.16 July '09
Approved for
Development by
06/30/2009
Successfully Unit
Tested Conversion
Develop Conversions Processes for 5 Core $134,618.98 $13,461.90 $121,157.08 July'09
Modules
Successfully Unit
Develop Interfaces Tested Interface $134,618.98 $13,461.90 $121,157.08 July '09
Processes for 5 Core
Modules
N Successfully Unit
Develop Workflow Tested Workflow and $134,618.98 $13,461.90 $121,157.08 August'09
and Security Security for 5 Core
Modules
Gap Resolution
Gap Resolution Designs for $134,618.98 $13,461.90 $121,157.08 August'09
Planning Remaining 3
Modules Completed
Successfully Unit
Tested Training
Develop Training Materials and $201,928.47 $20,192.85 $181,735.62 August'09
database for 5 Core
Modules
o Successfully Unit
Develop Reports Tested Reports for 5 $134,618.98 $13,461.90 $121,157.08 September'09
Core Modules
Executed Prototype
� Iterative Prototyping Acceptance and
Configuration Plan
and Configuration Completed for $134,618.98 $13,461.90 $121,157.08 September,09
N Planning Remaining 3
N Modules
Develop System/ Successfully Unit
Acceptance/ Parallel Tested Test Scripts $201,928.47 $20,192.85 $181,735.62 September'09
Test Scripts for 5 Core Modules
Trained Users to
Train Testing Users conduct testing for 5 $269,237.96 $26,923.80 $242,314.16 October'09
Core Modules
Execute Initial Data Converted and
Conversion and Interfaced into the $134,618.98 $13,461.90 $121,157.08 October'09
Interface Plan for Test System for 5
testing Core Modules
Conversion and Conversion and
Interface Planning Interface Designs
And and Workflow and $134,618.98 $13,461.90 $121,157.08 October'09
Workflow and Security Designs for
Security Planning Remaining 3
Modules
System Test
Execute System Test Successfully Executed for 5 Core $269,237.96 $26,923.80 $242,314.16 November'09
Modules
UAT Successfully
Execute UAT Executed for 5 Core $134,618.98 $13,461.90 $121,157.08 November'09
Modules
Report Designs,
c Reports Planning, Training Designs and
Training Plan, and Schedule, and
Testing Designs and $134,618.98 $13,461.90 $121,157.08 November'09
` System/Acceptance Schedule for
fl. Testing Plan Remaining 3
Modules
a Parallel Test 1
m Execute Parallel Test Successfully $134,618.98 $13,461.90 $121,157.08 December'09
H 1 Executed for 5 Core
Modules
U) Successfully Unit
Tested Gap
Develop Gap Resolutions,
Resolutions, Develop Conversions,
Conversions and Interfaces, and $134,618.98 $13,461.90 $121,157.08 December'09
Interfaces, Develop Reports for
Reports Remaining 3
Modules Approved
for Development by
11/16/2009
Parallel Test 2
Execute Parallel Test Successfully $134,618.98 $13,461.90 $121,157.08 January'10
2 Executed for 5 Core
Modules
Successfully Unit
Tested Test Scripts
Develop System/ and Training
Acceptance Test Materials and
Scripts, Develop Database and $134,618.98 $13,461.90 $121,157.08 January'10
Training, and Train Trained Users to
Testing Users Conduct Testing for
Remaining 3
Modules
Execute Parallel Test Parallel Test 3
3 Successfully $134,618.98 $13,461.90 $121,157.08 February '10
Executed
Successfully Unit
Tested Workflow and
Develop Workflow Security, Data
and Security, Converted and
Execute Initial Interfaced into the
Conversion and Test System, and $134,618.98 $13,461.90 $121,157.08 February '10
Interface Plan for System Test
testing, and Execute Successfully
System Test Executed for
Remaining 3
Modules
Trained System
Conduct Essential Users and UAT
End User Training Successfully $269,237.96 $26,923.80 $242,314.16 March '10
and Execute UAT Executed for
Remaining 3
Modules
Execute Production Operation Production
Conversion and System $201,928.47 $20,192.85 $181,735.62 March 10
Deployment Strategy
Conduct Remaining
c Trained System
End User Training $134,618.98 $13,461.90 $121,157.08 April '10
p For Go Live Users For Go Live
PIS Month 1 Post implementation $157,055.48 $15,705.55 $141,349.93 April '10
E support provided
m
a
PIS Month 2 Post implementation $157,055.48 $15,705.55 $141,349.93 May '10
E support provided
as
> Post implementation
% PIS Month 3 $157,055.48 $15,705.55 $141,349.93 June'10
U) support provided
System Tuning and Acceptable
Final System Response and $673,094.90 June'10
Acceptance` Processing Times/
Accepted System
$6,730,949 $6,730,949
Note: Milestone Payment amounts do not include the cost for the 2,000 development hours.
See Final System Acceptance Criteria detailed on next page.
M&C Review Page 1 of 3
Official site of the City of Fort Worth,Texas
CITY COUNCIL AGENDA FORT II
COUNCIL ACTION: Approved on 11/11/2008
DATE: 11/11/2008 REFERENCE NO.: C-23171 LOG NAME: 04EVERGE
CODE: C TYPE: NON-CONSENT PUBLIC NO
HEARING:
SUBJECT: Authorize a Contract with eVerge Group of Texas, Ltd., to Provide Implementation Services
for PeopleSoft and Employee Training for the Human Resources and Payroll Phase 1 of
Enterprise Resource Planning in an Amount Not to Exceed $8,500,000.00
RECOMMENDATION:
It is recommended that the City Council authorize the City Manager to execute a contract with eVerge
Group of Texas, Ltd., to provide implementation services for PeopleSoft, and employee training for
the Human Resources and Payroll Phase 1 Enterprise Resource Planning in an amount not to
exceed $8,500,000.00.
DISCUSSION:
The City is currently engaged in an Enterprise Resource Planning (ERP) Phase 1 project to replace
the City's Human Resources (HR) and Payroll systems with an ERP solution. In November of 2007,
the City issued a Request For Proposals (RFP) seeking ERP solutions for HR and Payroll. The RFP
was issued after an extensive effort by staff to define over 3,000 requirements for a new HR and
Payroll system for the City.
In January 2008, the City received eight responses and one "no bid" response to the RFP. The
proposals received were:
• Cedar Crestone proposing a PeopleSoft solution;
• Cherry Road proposing a PeopleSoft solution;
• CIBER proposing a Lawson solution;
• eVerge Group of Texas, Ltd., (eVerge) proposing a PeopleSoft Solution;
• Oracle proposing a PeopleSoft Solution;
• SAP proposing an SAP solution;
• Strategic Information Services proposing an Oracle Business Suite solution; and
• Sungard proposing a Sungard IFAS solution.
http://apps.cfwnet.org/council_packet/mc_review.asp?ID=10628&councildate=11/11/2008 9/2/2009
M&C'Review Page 2 of 3
In June 2008, City staff moved forward into negotiations with Oracle to implement a PeopleSoft
solution for HR and Payroll. After several weeks, negotiations reached an impasse, and City staff was
unable to reach a contractual agreement for system implementation with Oracle Consulting Services.
Following the suspension of negotiations with Oracle, the Evaluation Committee recommended
pursuing negotiations with the next best implementation vendor proposing a PeopleSoft solution,
eVerge. Negotiations with eVerge are substantially complete and staff is requesting approval to enter
into an agreement with eVerge to implement a PeopleSoft solution for HR and Payroll.
The proposed contract with eVerge will include the following components:
• Implementation services, including all the services necessary to install, configure, test and deploy
the PeopleSoft product;
- Organizational change management services necessary to assist the City in successfully
transitioning from its current systems and business processes to a PeopleSoft system with improved
business processes; and
- Training services of the new HR/Payroll business processes for the City of Fort Worth's end-users
The actual contract amount with eVerge Group will be for $7,099,949.00 and $1,400,051.00 will be
reserved for contingency.
It is anticipated that the implementation of PeopleSoft for HR and Payroll will begin in December
2008, with an anticipated "go live" date of April 2010.
Funding for this project has already been secured through the sale of Tax Notes which City Council
approved on August 26, 2008, (M&C G-16255).
BID ADVERTISEMENT—This RFP was advertised in the Fort Worth Star-Telegram on November
21, 2007, November 28, 2007, December 5, 2007, and December 12, 2007. The Purchasing Division
solicited 126 vendors from the purchasing system database. Nine responses were received in
response to the RFP.
M/WBE—eVerge is in compliance with the City's M/WBE Ordinance by committing to 11 percent
M/WBE participation level for this agreement. The City's goal for this agreement is 11 percent.
http://apps.cfwnet.org/council_packet/mc_review.asp?ID=10628&councildate=11/11/2008 9/2/2009
lb1&CReview Page 3 of 3
FISCAL INFORMATION/CERTIFICATION:
The Financial Management Services Director certifies that funds are available in the current capital
budget as appropriated, for the ERP Capital Project Fund.
TO Fund/Account/Centers FROM Fund/Account/Centers
C296 539120 VARIOUS $8,500,000.00
Submitted for City Manager's Office by:. Karen Montgomery (6222)
Originating Department Head: Peter Anderson (8781)
Additional Information Contact: Rich White (8680)
ATTACHMENTS
http://apps.cfwnet.org/council_packet/mc_review.asp?ID=10628&councildate=11/11/2008 9/2/2009