HomeMy WebLinkAboutContract 37974-A9 O. 2
CITY SECRETARY CONTRACT N �'(� '
AMENDMENT NO. 9 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-Al 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 and 37974-A7 to provide
additional Training and Organizational Readiness services; and 37974-A8 provide assistance in
processing paycheck corrections for Police(collectively the "Contract"); and
WHEREAS, the City and eVerge now wish to further modify and expand the scope of
the Contract to provide additional support on an as-needed basis beyond the originally planned
stabilization period as set forth in this Amendment No. 9 ("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:
1.
Exhibit A, Scope of Work, is hereby amended to include the professional services required to
provide additional support on an as-needed basis beyond the originally planned stabilization
period as described in Project Change Request Number 7.0—Additional Consulting Support,
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
according to a mutually agreed upon rate card which defines the hourly rates in effect for the
available resources and services, and shall not exceed $1,622,400.00. The rates will be equal to
or less than the rates identified in the Contract (CSC No. 37974). Funding for this Amendment
will be provided by available general fund balance being transferred into the ERP Project Fund.
2.
The changes reflected in this Amendment plus any attachments set forth the
understanding of the parties. If there is any conflict between this Amendment and any other
provisions of the Contract, this Amendment shall control.
3.
All other provisions of the Contract that are not expressly amended herein shall remain in
full force and effect.
CFW/eVerge
Amendment No.9 to CSC No.37974
Page 2 of 3
l.
Executed on this the day of , 2011.
CITY OF FORT WORTH: EVERGE GROUP OF TEXAS, LTD.
Karen L. Montgomery UJohn Beall, Executive Vice Pres dent
Assistant City Manager eVerge Group of Texas, Ltd.
Date: �����l Date: i I
ATTEST: ;'FOR I-
By: � Cad¢
City Secretary o 1�$
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APPROVED AS TO FORM AND LEGALITY:/0%
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By:
Ma eshia B. Farmer
Assistant City Attorney
Contract Authorization:
M&C: C- .2 q b"1-I
Date Approved: o f- O 4 — ao l l
OFFICIAL RECORD
CFW/eVerge CITY SECRETARY
Amendment No. 9 to CSC No. 37974 FT.WORTH,TX
Page 3 of 3
CFW ERP Phase I HR/Payroll Implementation Project Change Request(PCR) Document
Originator: Martha Thompson Date Submitted: 12/19/2010
PCR Number: 7.0—Continued Consulting Support
DESCRIPTION OF CHANGE
Task Resource Testing Quality
Item Description Amount
1.0 Provide professional services for additional support on an as-needed Not to Exceed
basis beyond the originally planned stabilization period. $1,622,400.00
The total cost for this item shall not exceed $1,622,400 on a time and
materials basis. The hourly rate will vary according to the services and
resources selected from a defined rate card as mutually agreed upon by the
City and eVerge. The rates will be equal to or less than the rates identified in
the Contract (CSC No. 37974).
Scope of Services
eVerge will provide resources to support and assist the City on an as-needed
basis. Support and assistance may include, but is not limited to the following:
• Supporting and assisting City staff with the performance of HR and
Payroll functions.
• Supporting and assisting City staff with the performance of PeopleSoft
support functions.
• Supporting and assisting the City with the development of reports,
enhancements and upgrades to the PeopleSoft system.
• Supporting and assisting the City with ongoing production system
support
• Assisting the City with optimizing and improving HR and Payroll
business processes.
• Assistance with paycheck issue research and resolution.
• Development and delivery of PeopleSoft training.
• Developing the City's ability to provide ongoing PeopleSoft end user
training to address Training department turnover.
Assumptions
• Decisions, approvals and support required of the City during the
delivery period will be rendered expeditiously such that work efforts
are not negatively impacted.
Assigned resource and billing rates:
Resources and billing rates will be determined by a mutually agreed upon rate
card that defines the available resource types, services and rates in effect.
Investigation Required?Y/N_N_ Estimate to investigate(hours)
Estimated Cost Increase(Decrease)(Hours/$$): 1,622,400 on a Time&Materials basis.
IMPACT OF CHANGE
City of Fort Worth, Texas
Mayor and Council Communication
COUNCIL ACTION: Approved on 1/4/2011 —Ord.Nos. 19511-01-2011 & 19512-01-2011
DATE: Tuesday,January 04,2011 REFERENCE NO.: C-24677
LOG NAME: 04ERP P1 CONSULTING SUPPORT
SUBJECT:
Ratify Contract Amendment No. 8 to City Secretary Contract No. 37974 with eVerge Group of Texas,Ltd.,to
Provide Assistance in Processing Paycheck Corrections for Police in an Amount Not to Exceed$49,815.00
and Authorize Contract Amendment No.9 to City Secretary Contract No. 37974 with eVerge Group of Texas,
Ltd., and Contract Amendment No. 3 to City Secretary Contract No. 37970 with Salvaggio,Teal and
Associates for Continued Support of the City's PeopleSoft System for Human Resources and Payroll in
Amounts Not to Exceed$1,622,400.00 for eVerge Group of Texas,Ltd.,Amendment No.9 and$174,720.00
for Salvaggio,Teal and Associates Amendment No. 3 and Adopt Appropriation Ordinances
RECOMMENDATION:
It is recommended that the City Council:
1.Ratify a contract amendment with eVerge Group of Texas,Ltd.,to provide assistance in processing Police
Deepartment paycheck corrections in an amount not to exceed$49,815.00;
2. Authorize contract amendments with eVerge Group of Texas,Ltd., and Salvaggio,Teal and Associates for
continued support of the City's PeopleSoft system for Human Resources and Payroll in amounts not to
exceed $1,622,400.00 for eVerge and$174,720.00 for Salvaggio,Teal and Associates;
3_ Adopt the supplemental appropriation ordinance increasing appropriations in the General Fund by
S1,846,935.00 and decreasing unreserved,undesignated fund balance by the same amount in the City's
Gencxal Fund;
4. Authorize the transfer of$1,846,935.00 from the City's General Fund to the ERP Capital Project Fund; and
S_Adopt the appropriation ordinance increasing estimated receipts and appropriations in the ERP Capital
Prqject Fund by$!.1846,935.00 from available funds.
DISCUSSION:
On October 18,2010,the City replaced its legacy Human Resources(HR)and Payroll systems with a new
Peoplcoft system(commonly known as ERP Phase I for HR/Payroll).eVerge Group of Texas,Ltd.,
(eVerge),the selected ERP vendor for Phase I,has worked with staff for the past two years to install,
vmfigere, test and deploy the new PeopleSoft system. Salvaggio,Teal and Associates (STA)is the principal
consultant providing expert oversight,guidance and assistance for the project. As part of the original
contracts,eVerge and STA are providing onsite support to the City for a period of three months after going
live on the new system(commonly called the "stabilization period"for the new system). Since transitioning
to the new system, the City has processed four payroll cycles in the system and has identified areas needing
further assistance to reach the proficiency level required to assume complete operational responsibility for the
new system by the end of January when the stabilization support from eVerge and STA is scheduled to cease.
,Additionally, the City needs assistance processing paycheck corrections for the Police Department.
Therefore, staff recommends ratifying a contract amendment with eVerge Group for up to$49,815.00 for
immediate assistance with Police Department paycheck corrections.The cost of this amendment will be
funded from available ERP project funds.
Additionally, staff recommends agreements with eVerge and STA to provide additional support on an
as—needed basis beyond the originally planned stabilization period.These contracts would allow the City to
engage eVerge and STA to provide technical support and augment staff for such things as providing
additional PeopleSoft training,assistance with ongoing business process optimization,and providing
assistance with system upgrades and difficult technical issues. Staff recommends amending the City's
contract with eVerge Group for up to$1,622,400.00 worth of consulting support on an as—needed basis at the
established hourly rates for the required resources and services. Similarly,Staff recommends amending the
City's contract with Salvaggio,Teal and Associates for up to$174,720.00 worth of consulting support on an
as—needed basis at the established hourly rates for the required resources and services.The cost of these
contracts will be funded from available fund balance.
M/WBE—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 Amendments Nos. 8 and 9. 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.
Salvaggio,Teal&Associates,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 inclusive of this Amendment No. 3.Therefore,Salvaggio,Teal&Associates,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.
The Information Technology(IT)Sourcing Initiative will have no impact on this project.
ADMINISTRATIVE AMENDMENT–An administrative amendment or increase may be made by
the City Manager, or his designee,for a total amount not to exceed$50,000.00 annually. Such increase or
amendment does not require specific City Council approval as long as sufficient funds have been
appropriated.
FISCAL INFORMATION:
The Financial Management Services Director certifies that upon approval of the above recommendations and
adoption of the appropriation ordinance and supplemental appropriation ordinance,funds will be available in
the current capital budget,as appropriated,of the ERP Capital Project Fund and in the current operating
budget,as appropriated,of the General Fund. Upon approval the unreserved,undesignated fund balance of
the General Fund will exceed the minimum reserve as outlined in the Financial Management Policy
Statements.
FUND CENTERS:
TO Fund/Account/Centers FROM Fund/Account/Centers
3&4) C296 472001 041030078488 $1,846,935.00 3)GGO1 538070 OOOOOQO $1,846,935.00
5)C296 539120 041030078488 $1,846,935.00 1&2) C296 $1,846,935.00
539120 041030078488
CERTIFICATIONS:
Submitted for City Manager's Office by: Karen Montgomery (6222)
Originating Department Head: Peter Anderson (8781)
Additional Information Contact: Mai Tran (8858)
ATTACHMENTS
1.04ERP PI CONSULTING SUPPOR REC3,doc
2.04ERP P1 CONSULTING SUPPOR R .0 .doc
3. 16115 Amend#3 (06-0252)—Salvaggio Teal and Associates MWBE APCF.12df
4. 16242 Amend#9(ERP2008-1)—eVerge MWBE APCF.&
5.fundingverifcation.12df
6. MAI'S E—MAIL(l l.pdf