HomeMy WebLinkAboutContract 37974-A12 CITY SECRETARY CONTRACT NO.31GI1a-
AMENDMENT NO. 12 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 ("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; 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; and 37974-A10 to provide additional support for Police and
Fire stabilization (collectively the "Contract"); and 37974-A11 to reallocate funding for previously
approved resources for additional support for City-wide ERP support and services; and
OFFICIAL RECORD
CFwieverge CITY SECRETARY
Amendment No. 12 to CSC No.37974 FT.WORTH$TX
Page 1 of 3
WHEREAS, the City and eVerge now wish to further modify the Contract to revise the
payment plan and deliverable schedule for implementing PeopleSoft as set forth in this Amendment
No. 12 ("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.
The Exhibit B-3 is hereby amended to modify the deliverables as shown in Exhibit B-4, which
replaces Exhibit B-3, and is attached hereto and incorporated into the Contract for all purposes. The
revisions to Exhibit B-3 resulting in Exhibit B-4 and resulting in no net change to the total contract
amount will hereby split "System Tuning and Final System Acceptance" into two Items with
separate deliverables as follows: Item "System Tuning" with Deliverable "Acceptable Response and
Processing Times / Accepted System" for Billable Milestone Amount of $602,502.90; and Item
"Final Issues Resolution and Final System Acceptance" with Deliverable "Successfully Resolved
Absence Issue #477 (Holiday Accrual) and Time and Labor Issue #268 (Fire Acting Pay Overtime
`APOT')" for Billable Milestone Amount of$200,834.30.
2.
The changes reflected in this Amendment are itemized below and set forth the understanding
of the parties. If there is any conflict between this Amendment and any other provisions of the
Contract, this Amendment shall control.
3.
All other provisions of the Contract that are not expressly amended herein shall remain in full
force and effect.
[SIGNATURE PAGE FOLLOWS]
CFW/eVerge
Amendment No. 12 to CSC No.37974
Page 2 of 3
Executed this the 1 day of .$ T, 2011.
CITY OF FORT WORTH: EVERGE GROUP OF TEXAS, LTD.
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By: F� By:
Susan 1 is John xecutive Vice President
Assistant City Manager eVerge Group of Texas, Ltd.
eVerge Group, Inc. as general partner
Date - a-7 1 I Date: 1 z j q
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ATTEST: a a��°°000°%��
By; �° °�•;��
Marty Hendrix �dti c o xd
City Secretary o o i��
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Haan
APPROVED AS TO FORM AND LEGALITY:
B •
Males a B. Farmer
Assistant City Attorney
Contract Authorization:
M&C: OK Q
Date Approved:
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
CFW/eVerge
Amendment No. 12 to CSC No.37974
Page 3 of 3
EXHIBIT B-4
PAYMENT SCHEDULE
The total cost of services provided by the Prime Vendor is $8,033,372. 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 Amount (10% of Milestone Month Of
Amount) Amount Completion
Install PeopleSoft Software Installed $134,618.98 $13,461.90 $121,157.08 December'08
Software
Initial Project Completed Initial
Planning and Kickoff $67,309.49 $6,730.95 $60,578.54 January'09
Planning and Kickoff Meetings
Project Charter Project Charter $100,964.24 $10,096.42 $90,867.82 January'09
Completed
Review and Confirm Updated
= Requi emeBussness is(part of RequComents Matrix $100,964.24 $10,096.42 $90,867.82 January'09
p Prototyping) p
N MS Project Plan 309.49 $6730.95 $60578.54 February '09.` MS Project Plan Completed $67, , ,
eo
33%of Prototyping
M 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 5 $201,928.47 $20,192.85 $181,735.62 April '09
Core Modules
Gap Resolution Gap Resolution
Designs for 5 Core $269,237.96 $26,923.80 $242,314.16 April 09
mO Planning Modules Completed
Conversion and Conversion and
Interface Planning Interface Designs for $201,928.47 $20,192.85 $181,735.62 April '09
to W 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
LO Tested Conversion
Develop Conversions Processes for 5 Core $134,618.98 $13,461.90 $121,157.08 July 09
m
Modules
r
Successfully Unit
Develop Interfaces Tested Interface $134,618.98 $13,461.90 $121,157.08 July '09
m Processes for 5 Core
N 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
O 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
c% 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
i Train Testing Users Trained Users to $269,237.96 $26,923.80 $242,314.16 October'09
m a Q conduct testing for 5
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 $269,237.96 $26,923.80 $242,314.16 November'09
Executed for 5 Core
Modules
UAT Successfully
Execute UAT Executed for 5 Core $134,618.98 $13,461.90 $121,157.08 November'09
Modules
Report Designs,
Reports Planning, Training Designs and
Training Plan, and Schedule, and
System/Acceptance Testing Designs and $134,618.98 $13,461.90 $121,157.08 November'09
Testing Plan Schedule for
Remaining 3
Modules
Parallel Test 1
Execute Parallel Test Successfully $134,618.98 $13,461.90 $121,157.08 December'09
1 Executed for 5 Core
Modules
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
Data Converted
Test Conversion and End User Data
and Data Entry for Entry Completed $67,309.49 $6,730.95 $60,578.54 January '10
Parallel Test 2 for 5 Modules for
Parallel Test 2
Remaining
Execute Remaining Activities for
Parallel Test 2 Parallel Test 2 $67,309.49 $6,730.95 $60,578.54 May '10
Activities Successfully
Executed
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
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 February10
Interface Plan for System Test
testing, and Execute Successfully
System Test Executed for
Remaining 3
Modules
Conduct Essential Trained System
End User Training Users for
for Remaining 3 Remaining 3 $134,618.98 $13,461.90 $121,157.08 March '10
Modules Modules
Complete Targeted
Conversion To
Provide Detail
Cleanup Tasks of all
Data Issues and
Provide additional
reconciliation
Parallel 3 CNV resources to support
Conversion the City's effort to
Validation Complete complete
and Parallel reconciliation due to $420,000.00 $42,000.00 $378,000.00 May '10
2—Provide a much larger
Additional than anticipated
e. Reconciliation number of pay
Resources differences resulting
from significant
variance across the
City with
respect to proper
application of time
and attendance
policies.
Revised Project Plan MS Project Plan for
and new Go Live
Contract Amendment date and completion $210,000.00 $21,000.00 $189,000.00 May '10
for New of associated
Go Live Date contract amendment.
Parallel 3 Conversion Data Converted and
and Validated For
Validation Complete Parallel 3 and
and Parallel Support provided for $210,000.00 $21,000.00 $189,000.00 June'10
3 Data Entry Support Data Entry of Parallel
Provided 3 Task
Concluded
Parallel 3 Paychecks Parallel 3 Paychecks
for 50% of for 50% of
employees included employees included
in the in the parallel
parallel either either matching $110,000.00 $11,000.00 $99,000.00 June '10
matching within within tolerance,
tolerance, corrected, corrected, or
or reconciled.
reconciled.
Parallel 3 Paycheck
Corrections or
Parallel 3 Paycheck Reconciliations 100%
Corrections Complete and
or Reconciliations Parallel 3 Payroll
100% Processing
Complete and Successful Through
Parallel 3 Payroll Confirmation $210,000.00 $21,000.00 $189,000.00 July '10
Processing Through and Remaining
Confirmation Execute Activities for Parallel
Remaining Parallel Test 3 including GL
Test 3 and AP
Activities Processing
Successfully
Executed
Parallel 4 Conversion Data Converted and
and Validated For
Validation Complete Parallel 4 and
and Parallel Support provided for $110,000.00 $11,000.00 $99,000.00 July `10
4 Data Entry Support Data Entry of Parallel
Provided 4 Task
Concluded
Parallel 4 Paychecks Parallel 4 Paychecks
for 100% for 100% of
of employees employees included
included in the in the parallel
parallel either either matching
matching within within tolerance,
tolerance, underlying underlying system $110,000.00 $11,000.00 $99,000.00 August'10
system issues corrected,
issues corrected, or or reconciled, and
reconciled Parallel 4 Payroll
and Parallel 4 Payroll Successful
Processing Processing Through
Through Confirmation Confirmation
and Remaining
Execute Remaining Activities for Parallel
Parallel Test Test $140,000.00 $14,000.00 $126,000.00 August'10
4 Activities including GL and AP
Processing
Successfully
Executed
Parallel 5 Conversion Data Converted and
and Validated For
Validation Complete, Parallel 5, Support
Parallel 5 provided for
Data Entry Support Data Entry of Parallel
Provided, 5 Task
and Parallel 5 Concluded, and
Paychecks for Parallel 5 0 $210,000.00 $21,000.00 $189,000.00 September'10
50% of employees Paychecks for 50/o
included in of employees
the parallel either included in the
matching parallel either
within tolerance, matching within
corrected, or tolerance,
reconciled. corrected, or
reconciled.
Parallel 5 Paychecks
Parallel 5 Paychecks for 100%of
for 100% employees included
of employees in the parallel
included in the either matching
parallel either within tolerance,
matching within underlying system
tolerance, underlying issues corrected,
system or reconciled,
issues corrected, or Parallel 5 Payroll $75,000.00 $7,500.00 $67,500.00 September'10
reconciled, Successful
Parallel 5 Payroll Processing Through
Processing Confirmation, and
Through Remaining
Confirmation, and Activities for Parallel
Execute Remaining Test 5
Parallel Test including GL and AP
5 Activities Processing
Successfully
Executed
Execute Production
Conversion Operation Production $210,000.00 $21,000.00 $189,000.00 October`10
and Deployment System
Strategy
Post implementation
PIS Month 1 support $210,000.00 $21,000.00 $189,000.00 November'10
provided
Post implementation
PIS Month 2 support $75,000.00 $7,500.00 $67,500.00 December'10
provided
Post implementation
PIS Month 3 support $79,374.83 $7,937.41 $71,437.42 February '10
provided
Acceptable
System Tuning Response and $602,502.90 July'11
Processing Times/
Accepted System
Successfully
Resolved Absence
Final Issues Issue#477 (Holiday
Resolution and Final Accrual) and Time $200,834.30 September
System Acceptance and Labor Issue `11
#268 (Fire Acting
Pay Overtime
'APOT'
$8,033,372 $803,337.20 $8,033,372
Note: Milestone Payment amounts do not include the cost for the 2,000 development hours.
"See Final System Acceptance Criteria detailed on next page.