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Home My WebLink AboutContract 37974-A7 CITY SECRETARY CONTRACT NO. AMENDMENT NO. 7 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; and 37974-A3 to expand the scope of the Contract to provide additional Training services and additional Time & Labor services; and 37974-A4 to further modify the deliverables and payment schedule; and 37974-A5 to include the professional services required to implement additional configuration and modifications; and 37974-A6 to modify and expand the scope of the Contract pursuant to a revised plan and timeline for implementing PeopleSoft (collectively the "Contract"); and WHEREAS, the City and eVerge now wish to further modify and expand the scope of the Contract to provide additional Training and Organizational Readiness services set forth in this Amendment No. 7 ("Amendment"). 07-27-1 0 A10: 15 IN OFFICIAL RECORD CITY SECRETARY FT WORTH,TX 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: 1. Exhibit A, Scope of Work, is hereby amended to include the professional services required to provide additional Training and Organizational Readiness services as described in Project Change Request Number 5.0 — Additional Consulting Services for Police, 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 760 hours or $148,200.00. The contingency hours included in the Contract are not affected by this Amendment. Funding for this Amendment will be provided by the Police Department. 2. The changes reflected in this Amendment plus any attachments set forth the understanding of the parties. If there is any conflict between this Amendment and any other provisions of the Contract, this Amendment shall control. 3. All other provisions of the Contract that are not expressly amended herein shall remain in full force and effect. CFW/eVerge Amendment No.7 to CSC No.37974 Page 2 of 3 Executed on this the o?��kday of , 2010. CITY OF FORT WORTH: EVERGE GROUP OF TEXAS, LTD. B By: Karen L. Montgomery John xecutive Vice Pres'dent Assistant Citv Manager eVerge Group of Texas, Ltd. Date: a Date: 7 ATTEST: p O 00°�°0r o�w Frye►; C �I�d By. p1`° °•xd City Secretary v n 0 % 0*j 0 Ay 0�°0000000 NAPPROVED AS TO FORM AND LEGALITY: 4-Q X�4a7oaO' Maleshia B. Farmer Assistant City Attorney Contract �Authorization:` Date Approved: o. CFW/eVerge Amendment No.7 to CSC No.37974 Page 3 of 3 OFFICIAL.RECORD CITY SECRETARY FT.WORTH,TX CFW ERP Phase I HR/Payroll Implementation Project Change Request(PCR) Document Originator: Bob Moser Date Submitted: 6/29/2010 Date Logged: PCR Number: 5.0—Additional Consulting Services for Police DESCRIPTION OF CHANGE Task N Resource Testing Quality Item Description Amount 1.0 Provide professional services to assist the Police Department with Not to Training and Organizational/System Readiness for the rollout of the first 5 Exceed modules. $148,200 The planned timeline for these services is a start date in July, 2010 with a completion date in November, 2010. The total cost for this item shall not exceed $148,200. This estimate is based on 760 hours priced on a time-and-materials basis at$195.00/hour. The following sections further define the scope of services to be provided and assumptions related to the services to be provided. Scope of Services • Provide additional training delivery and knowledge transfer to Timekeepers, Managers and Staff(Employees). • Guide, instruct and perform parallel testing reconciliation tasks. • Provide oversight in planning and managing parallel testing related tasks that may include schedule verification, time and absence entry, audits, corrections, reconciliation and results analysis review. • Completion of additional tasks as assigned by ERP Project Management in collaboration with the Police Department's project representative to prepare the organization and the system for Go Live. Assumptions • The eVerge resource will work onsite primarily at Police headquarters. • The City will provide the eVerge resource adequate office space at Police Headquarters, a desktop computer, desk, supplies, phone, meeting space, security support, network connectivity, city intranet, internet, VPN connectivity for agreed upon remote work, and parking. These items will be provided throughout the scope of these services. Assigned resource and billing rates: - Consultant—TBD -$195.00/hour, inclusive of expenses. Investigation Required?Y/N—N_ Estimate to investigate(hours) Estimated Cost Increase(Decrease)(Hours/$$): 760 hours/$148,200 on a Time&Materials basis. IMPACT OF CHANGE City of Fort Worth, Texas Mayor and Council Communication COUNCIL ACTION: Approved on 7/20/2010- DATE: Tuesday, July 20, 2010 REFERENCE NO.: C-24356 LOG NAME: 35PDERPAMEND SUBJECT: Authorize a Contract Amendment of City Contract Number 37974 with eVerge Group of Texas, Ltd., in an Amount Not to Exceed $150,000.00, to Provide Employee Training and Assistance to the Police Department to Prepare for the Transition to PeopleSoft for Human Resources and Payroll RECOMMENDATION: It is recommended that the City Council authorize the City Manager to execute a contract amendment with eVerge Group of Texas, Ltd., in an amount not to exceed $150,000.00, to provide employee training and technical assistance to the Police Department to prepare for the transition to PeopleSoft for Human Resources and Payroll. 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 eVerge Group of Texas, Ltd. (eVerge) is currently under contract with the City to implement PeopleSoft as the City's new HR and Payroll system (M&C C-23171). To date, eVerge has installed and configured PeopleSoft and the City is currently testing the new system before deploying the new system for production use. As part of the testing process, City staff have been trained on the new system and are gaining practical experience in operating the new system by participating in the testing activities. Through this process of testing involving City staff, it has been determined that staff in the Police Department need additional, dedicated assistance to ensure a smooth transition to the new system. This is due to the complicated nature of the department's blended workforce (civil servants and civilian employees), the complexity of the laws and policies under which civil servants are compensated, and the fact that the department's employees work varied shifts. Therefore, staff recommends that the City procure an additional resource from eVerge to provide training and technical assistance to prepare the Police Department and the system for go live. This additional training will be paid for by the police department and will not effect the contingency hours authorized in the original M&C regarding the eVerge contract (M&C C-23171). To this end, staff recommends that the City procure an additional resource from eVerge to provide training and assistance to prepare the Police Department and the system for go live. This will ensure that the Police Department is ready to make the transition to PeopleSoft for HR and Payroll when the City deploys the new system for production use. eVerge agrees to maintain its initial M/WBE commitment of 11 percent that it made on the original agreement and extend and maintain that same M/WBE commitment of 11 percent to all prior amendments up to and including this Amendment No. 7. Therefore eVerge remains in compliance with the City's M/WBE Ordinance and attests to its commitment by its signature on the Acceptance of Previous M/WBE Commitment form executed by an authorized representative of its company. f.nanime- 1iPr)FRPAMF.Nr) Pan, 1 .,f7 ` FISCAL INFORMATION / CERFICATION: The Financial Management Services Director certifies that funds are available in the current operating budget, as appropriated, of the General Fund. FUND CENTERS: TO Fund/Account/Centers FROM Fund/Account/Centers GG01 539120 0357201 $150.000.00 CERTIFICATIONS: Submitted for City Manager's Office b. Thomas Higgins (6192) Originating L Department Head: Jeffrey W. Halstead (4231) Additional Information Contact: Monique Lee (4210) ATTACHMENTS 1. 35PDERPAMEND MWBE CONTRACT COMPLIANCE.pdf (CFW Internal) 2. funding verification.doc (CFW Internal) 3. fundingverification.doc (CFW Internal) Logname: 35PDERPAMEND