HomeMy WebLinkAboutContract 37974-A10 CITY SECRETARY CONTRACT NO. ,31 9-7`4- A IZ)
AMENDMENT NO. 10 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 to provide assistance
in processing paycheck corrections for Police; and 37974-A9 to provide additional support on an
as-needed basis beyond the originally planned stabilization period (collectively the "Contract");
and
OFFICIAL RETARCORD
CITY SECR
FT.WORT141 TX
WHEREAS, the City and eVerge now wish to further modify and expand the scope of
the Contract to provide additional support for Police and Fire stabilization as set forth in this
Amendment No. 10 ("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 for Police timekeeping, Police paycheck corrections and
communications, resolution of Police system issues and business process issues, Fire
timekeeping, Fire paycheck corrections and communications, and resolution of Fire system
issues and business processes issues 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
$1,576,681.00. Funding for this Amendment will be provided by available fund balance.
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. 10 to CSC No.37974
Page 2 of 3
Executed on this the. 'day of IL�ACLc C�N , 24H6-Zvi I.
CITY OF FORT WORTH: EVERGE GROUP OF TEXAS, LTD.
By. By:
Karen L. Montgomery John xecutive Vice Presid nt
Assistant City Manager eVerge Group of Texas, Ltd.
eVerge Group, Inc. as general partner
Date: �l Date: _ �, / , j
ATTEST: ,vgaG4Fd�ttA�a
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City Secretary o
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APPROVED AS TO FORM AND LEGALITY: �0°o°°ooa°°° Ay
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Males a B. Farmer
Assistant City Attorney
Contract Authorization:
M&C: e— M Te
Date Approved: 3
CFW/everge §ot
Amendment No. 10 to CSC No.37974 Page 3 of 3
CFW ERP Phase I HR/Payroll Implementation Project Change Request(PCR) Document
Originator: Martha Thompson Date Submitted: 03/09/2011
PCR Number: 8.0—Continued Consulting Support for Police and Fire
DESCRIPTION OF CHANGE
Task E Resource Testing OQuality
Item Description Amount
1.0 Provide professional services for additional support to Police and Fire Not to Exceed
on an as-needed basis beyond the originally planned stabilization $1,576,681.00
period.
The total cost for this item shall not exceed $1,576,681 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 Police and Fire and assist the City
on an as-needed basis. Support and assistance may include, but is not limited
to the following:
• Supporting Police timekeeping.
• Supporting Police paycheck corrections and communications.
• Assisting with the resolution of Police system issues and business
process issues.
• Supporting Fire timekeeping.
• Supporting Fire paycheck corrections and communications.
• Assisting with the resolution of Fire system issues and business
process issues.
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/$$): 1,576,681 on a Time& Materials basis.
Pagel of 3
City of Fort Worth, Texas
Mayor and Council Communication
COUNCIL ACTION: Approved As Amended on 3/8/2011 - Ordinance Nos. 19585-03-2011
and 19586-03-2011
DATE: Tuesday, March 08, 2011 REFERENCE NO.: C-24782
LOG NAME: 04ERP P1 EXTENDED SUPPORT
SUBJECT:
Adopt the Supplemental Appropriation Ordinance Increasing Appropriations in the General Fund by
$1,776,426.00 and Decreasing Unreserved, Undesignated, Unaudited Fund Balance by the Same
Amount, Authorize Contract Amendment No. 10 to City Secretary Contract No. 37974 with eVerge Group
of Texas, Ltd., and Contract Amendment No. 4 to City Secretary Contract No. 37970 with Salvaggio, Teal
and Associates for Extended Support of the City's PeopleSoft System for Human Resources and Payroll in
Amounts Not to Exceed $1,576,681.00 for eVerge Group of Texas, Ltd., for Services for Police and Fire
Only, for Amendment No. 10 and $199,745.00 for Salvaggio, Teal and Associates for Amendment No. 4
and Adopt Appropriation Ordinance
RECOMMENDATION:
It is recommended that the City Council:
1. Authorize contract amendments with eVerge Group of Texas, Ltd., and Salvaggio, Teal and Associates
for extended support of the City's PeopleSoft system for Human Resources and Payroll in amounts not to
exceed $1,576,681.00 for eVerge for police and fire only and $199,745.00 for Salvaggio, Teal and
Associates;
2. Adopt the supplemental appropriation ordinance increasing appropriations in the General Fund by
$1,776,426.00 and decreasing unreserved, undesignated, unaudited fund balance by the same
amount in the General Fund;
3. Authorize the transfer of$1,776,426.00 from the General Fund to the Specially Funded Capital Projects
Fund; and
4. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the
Specially Funded Capital Projects Fund by $1,776.426.00 from available funds.
DISCUSSION:
On October 18, 2010, the City replaced its legacy Human Resources (HR) and Payroll systems with a new
PeopleSoft 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,
configure, 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 provided 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). On January 4,
2011, City Council approved M&C C-24677 to extend both eVerge and STA contracts to provide
continued support and stabilization assistance to resolve system issues and help City staff become fully
proficient with the new system.
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In January of this year, the City selected MIPRO Consulting, L.L.C. (MIPRO) to conduct an independent
assessment of the City's newly implemented PeopleSoft system. Based on results of the MIPRO
assessment and internal continued improvement planning efforts, City staff is requesting an additional
extension for both eVerge and STA contracts to provide continued guidance and assistance for:
. Implementing recommendations from MIPRO
. Providing additional training and support for staff to improve skill levels
. Improving HR and Payroll business processes
. Improving system usability
. Improving Police timekeeping and paycheck corrections
Therefore, staff recommends amending the City's contract with eVerge Group for up to $1,576,681.00
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 $199,745.00 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 inclusive of this Amendment No. 10. 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. 4. 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.
ADMINISTRATIVE AMENDMENT—An administrative amendment or increase may be made for both
contracts 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 /CERTIFICATION:
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 Specially Funded Capital Projects Fund and
in the current operating budget, as appropriated, of the General Fund. Upon approval, the unreserved,
undesignated, unaudited 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
2) GG01 538070 0901100 $1,776,426.00 3) GG01 538070 0901100 $1,776,426.00
34) C291 472068 041030078480 $1,776,426.00 1) C291 539120 041030078480 $1,776,426.00
4) C291 539120 041030078480 $1,776,426.00
CERTIFICATIONS:
Submitted for City Manager's Office by: Karen Montgomery (6222)
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Originating Department Head: Peter Anderson (8781)
Additional Information Contact: Mai Tran (8858)
ATTACHMENTS
1. 04ERP P1 EXTENDED SUPPORT Rec2.doc (Public)
2. 04ERP Speciallly Funded Ordinance.doc (Public)
3. fundingverifcation.pdf (CFW Internal)
http://apps.cfwnet.org/ecouncil/printmc.asp?id=14985&print=true&DocType=Print 3/29/2011