HomeMy WebLinkAboutContract 37974-A14 CITY SECRETARY CONTRACT NO. 1N'�
AMENDMENT NO. 14 TO
CITY SECRETARY CONTRACT NO.37974
PROFESSIONAL SERVICES AGREEMENT
EVERGE GROUP OF TEXAS,LTD
WHEREAS, the City of Fort Worth (hereinafter "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 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; and 37974-A11 to reallocate funding for
previously approved resources for additional support for City-wide ERP support and services; and 37974-
Al2 to revise the payment plan and deliverable schedule; and 37974-A13 to modify and expand the scope
of the Contract to include professional services required for the upgrade of the ERP PeopleSoft HCM
Software to the 9.1 Version(collectively the"Contract").
WHEREAS, the City and eVerge now wish to modify and expand the scope of the Contract to
include professional services to support and assist the City with the implementation of Open Enrollment
2012 in this Amendment No. 14 ("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 professional services required to
provide continued as needed guidance, assistance and staff augmentation to support and assist the City
with the implementation of Open Enrollment 2013 as set forth in Project Change Request Number 11.0
which is attached hereto and incorporated herein for all purposes. The City will pay eVerge for the
CFWieVERGE OFFICIAL RECORD
Amendment No. 14 to CSC37974 CITY SECRETARY Pagel oft 01 -09-1 3 PO4 :40 I iV
T. WORTH, TX
professional services on a time-and-materials basis. Payment for these services will be made according to
the mutually agreed upon rate card which defines the hourly rates in effect for the available resources, and
shall not exceed$39,000.00, for a total contract amount of$13,563,676.48.
2.
Section 2, Term, shall be modified to extend the term of the Agreement to be effective as of
January 1, 2012 and expire on December 31,2013.
3.
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.
4.
All other provisions of the Contract that are not expressly amended herein shall remain in full
force and effect.
Executed this the day of 204-2:
CTTY RT WORTH:
By: CEVER E GROUP OF TEXAS,LTD:
usan lapis
Assistant City Manager By:
John , xecutive Vice President
Date 4o-d-a�an eVerge Group of Texas,LTD
,oO OR '4 eVerge Group,Inc. as general partner
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By: M !� oo° �oo� te: ►) Z T ,Z
Mary J. Ka s IrS a��
City Secretary d.•o o TEST:
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APPROVED AS TO F o000 NcDooO , y:
LEGALITY: I2a� r 0 4 Name:
�tL134'0-�" Title:
I3
Maleshia N.Farmer
Assistant City Attorney
Contract Authorization:
M&C: C-25260
Date Approved: 11/1/2011
OFFICIAL RECORD
CITY SECRETARY
CFW/eVERGE FT'WORTH'TX
Amendment No. 14 to CSC37974
Page 2 of 2
CFW ERP Phase I HR/Payroll Implementation Project Change Request i(PCR) Document
Originator: Martha Thompson Date Submitted: 10/9/2012
PCR Number: 11.0—Consulting Support for Open Enrollment 2013
DESCRIPTION OF CHANGE
Task E Resource Testing QQuality
Item Description Amount
1.0 Provide professional services for Open Enrollment 2013 on an as-needed Not to
basis. Exceed
$39,000.00
The total cost for this item shall not exceed $39,000 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 with Open Enrollment 2013. Support and assistance may include, but is
not limited to the following:
• Develop component interface to process inbound records from Benefit Harbor
• Assist in unit and system testing component interface, including providing test
plan
• Conduct Open Enrollment setup review and recommend changes as needed
• Provide Benefit Harbor with CFW dependent relationship mapping
• Provide test plan for unit and system testing Open Enrollment setup, including
specific scenarios for benefit data validation
• Unit and system test Open Enrollment setup
• Provide Open Enrollment knowledge transfer to Benefit module Lead
• Assist with migrating all necessary Open Enrollment tables to production in
order to achieve Open Enrollment setup in production environment
• Assist CFW staff in finalizing and validating Open Enrollment
• Develop new and modify existing vendor interface files;test and validate files
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/$$): $39,000 on a Time&Materials basis.
M&C Rsview
Official site of the City of Fort Worth,Texas
CITY COUNCIL AGENDA ruRTWORTII
COUNCIL ACTION: Approved on 11/1/2011
DATE: 11/1/2011 REFERENCE C-25260 LOG NAME: 04PEOPLESOFT SOFTWARE
NO.: UPGRADE
CODE: C TYPE: NOW PUBLIC NO
CONSENT HEARING:
SUBJECT: Authorize Execution of Contract Amendment No. 13 to City Secretary Contract No.
37974 for an Amount Not to Exceed $1,798,116.00 with eVerge Group of Texas, Ltd.,
and Contract Amendment No. 6 to City Secretary Contract No. 37970 for an Amount
Not to Exceed $399,168.00 with International Consulting Acquisition Corporation d/b/a
STA Consulting, for Implementation Support Services and Oversight Assistance for
the Upgrade of the City's PeopleSoft Human Resources/Payroll System to the Next
Software Version (ALL COUNCIL DISTRICTS)
RECOMMENDATION:
It is recommended that the City Council:
1. Authorize execution of Contract Amendment No. 13 to City Secretary Contract No. 37974 with
eVerge Group of Texas, Ltd., for an amount not to exceed $1,798,116.00 for implementation
services related to the upgrade of the City's PeopleSoft Human Resources/Payroll System; and
2. Authorize execution of Contract Amendment No. 6 to City Secretary Contract No. 37970 with
International Consulting Acquisition Corporation d/b/a STA Consulting, for an amount not to
exceed $399,168.00 for implementation support services and oversight assistance for the upgrade
of the City's PeopleSoft Human Resources/Payroll System to the next software version.
DISCUSSION:
On October 18, 2010, the City replaced its legacy Human Resources (HR) and Payroli 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
33 months to install, configure, test and deploy the new PeopleSoft system. International
Consulting Acquisition Corporation d/b/a STA Consulting (STA Consulting) has provided expert
oversight, guidance and assistance for the project. These firms have also provided support during
stabilization during the past year.
In order to keep the City's PeopleSoft HR/Payroll systems well-maintained, operational and
supported, the system is required to be upgraded by the software vendor every three to four years.
Funds were identified in the IT'Solutions Fiscal Year 2012 Budget as adopted. Additionally, due to
the eVerge and STA Consulting teams' in-depth knowledge of City of Fort Worth operations and
environment, City Staff recommends using their services during the system upgrade. The firms will
provide continued guidance, assistance and staff augmentation for upgrading the system of Oracle
PeopleSoft HR/Payroll to the next supported software version. A total of 11,152 hours of
consulting services are required for the upgrade. The services will include the following:
• Assisting with the execution of the upgrade scripts and creation of upgraded environments
for
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testing;
• Assisting with the retrofitting of City's system customizations to the new software version;
• Assisting with the identification of all relevant test scenarios based on experience and
knowledge
with the City's operations and business processes;
• Assisting with the testing of the upgraded system including troubleshooting and resolving
testing
issues;
• Supporting City Staff by developing and delivering system process(es) training to core
department users;
• Supporting City Staff by developing and delivering end user employee self-service training;
and
• Supporting and assisting City Staff with resolution of production issues after the upgrade.
The Audit and Finance Committee was briefed on this course of action on August 25, 2011.
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. 13. 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.
STA Consulting, 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. 6. Therefore, STA Consulting
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 funds are available in the current
Operating Budget, as appropriated, of the Information Systems Fund.
TO Fund/Account/Centers FROM Fund/Account/Centers
3) P168 537100 0045021 $2,197,284.00
Submitted for City Manager's Office bv: Susan Alanis (8180)
Originating Department Head: Peter Anderson (8781)
Additional Information Contact: Mai Tran (8858)
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ATTACHMENTS
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