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Home My WebLink AboutContract 37974-A3 CITY SECRETARY CONTRACT NO. -3-I 9`I 4 ^A AMENDMENT NO. 3 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, 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, the City and eVerge previously amended CSC No. 37974, via CSC No. 37974-A1 to modify the deliverables and payment schedule and 37974-A2 to include the professional services required to implement the PeopleSoft Directory Interface Module, (collectively the "Contract"); and WHEREAS, the City and eVerge now wish to further expand the scope of the Contract to provide additional Training services and additional Time & Labor services via this Amendment. NOW, THEREFORE, the City and eVerge, acting herein by and through their duly authorized representatives, enter into this agreement which amends the Contract as follows: R IAL RECORD SECRETARYWORTH,TX 1. Exhibit A, Scope of Work, is hereby amended to include the professional services required to provide additional Training and Time & Labor services as described in Project Change Request Number 2.0 — Additional Training and Time & Labor Services, which is attached hereto and incorporated herein for all purposes. The City will pay eVerge for the professional services on a time-and-materials basis. Payment for these services will be made at a rate of$195.00 per hour, inclusive of expenses, and shall not exceed 640 hours or $124,800. The contingency hours included in the Contract are not affected by this Amendment. Payment for this Amendment will reduce the contingency funding source by the actual amount of expenditures for the services provided. 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 OFFICIAL RECORD Amendment No.3 to CSC No.37974 CITY SECRETARY Page 2 of 3 FT.WORTH,TX 1✓ Executed on this the day of CITY OF FORT WORTH: EVERGE GROUP OF TEXAS, LTD. B Karen L. Montgomery John ea , xecutive Vice President Assistant City Manager eVerge Group of Texas, Ltd. Date: Date: ATTEST: ! ,q°�� ar'°0010 By: V o City Secretary v o0 00 � o ° 00'00000000e p/- APPROVED AS TO FORM AND LEGALIT4�4a`y jy:B �s W Assis t City Attorney Contract Authorization: M&C: C-23171 Date Approved: 11/11/08 CFW/eVerge OFFICIAL RECORD Amendment No.3 to CSC No.37974 CITY SECRETARY Page 3 of 3 FT.WORTH,TX M&C Review Pagel of 3 Official site of the City of Fort Worth,Texas CITY COUNCIL AGENDA FoRTi 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 Servic 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 eVerg 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 1/8/2010 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 wa 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 ente 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 Divisioi 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 MIWBE 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=l1/11/2008 1/8/2010 'VI&C Review 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 1/8/2010