HomeMy WebLinkAboutContract 37974-A15 CITY SECRETARY CONTRACT NO.
AMENDMENT NO. 15 TO
CITY SECRETARY CONTRACT NO.37974
PROFESSIONAL SERVICES AGREEMENT
WHEREAS, the City of Fort Worth (hereinafter "City") and eVerge Group of Texas, Ltd.,
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, effective December 31, 2012, eVerge Group of Texas, Ltd., a Texas limited
partnership, converted to a Texas limited liability company named eVerge Group, LLC (hereinafter
"eVerge"), with all rights and obligations, including the Contract with the City, passing to and
continuing in the converted entity by operation of law in accordance with Section 10.106 of the Texas
Business Organizations Code;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; and 37974-A14 to
provide additional support for Open Enrollment 2013 (collectively the"Contract").
WHEREAS,the City and eVerge now wish to change the scope of the Contract to modify the
duties and obligations of the parties for implementation of the Enterprise Learning Management
("ELM"), ePerformance, and Recruiting modules as authorized in CSC No. 37974-
A-6 ("Amendment No. 6"), subject to the terms and conditions herein, in this Amendment No. 15
("Amendment").
CFW/eVERGE
Amendment No. 15 to CSC No.37974 OFFICIAL RECORD
Page 1 of 4 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 as follows:
Exhibit A,Scope of Work, is hereby amended to modify and restate Section 6.0,Assumptions,
to replace Scope Related Assumption I with the following language:eVerge will provide the City with
a total of 300 hours of PeopleSoft functional and/or technical consulting hours at no charge in
complete fulfillment of its obligation to provide a solution to the eRecruiting gap in functionality, and
for any other services authorized by the City related to the implementation of Phase I of ERP.
Exhibit A, Scope of Work,is hereby amended to modify and restate Section 6.0,Assumptions,
Scope Related Assumption 2 as follows: The tasks for completion of any services authorized by the
City related to the implementation of Phase I of ERP and the new Go Live dates for completion will
be mutually agreed upon by the City and eVerge.
Exhibit A, Scope of Work, is hereby amended to modify and restate Section 6.0,Assumptions,
Scope Related Assumption 3 as follows: The ELM application and any services authorized by the City
related to the implementation of Phase I of ERP will be upgraded as mutually agreed upon by the City
and eVerge.
Exhibit A, Scope of Work,is hereby amended to modify and restate Section 6.0,Assumptions,
Scope Related Assumption 6 as follows: City Support resources as identified by the City will attend
PeopleSoft training for ELM,ePerformance, and Recruiting on a schedule to be mutually agreed upon
by the City and eVerge.
Exhibit A, Scope of Work, is hereby amended to modify the professional services authorized
in Amendment No. 6, to replace Project Change Request#4 with Project Change Request 412, 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 the mutually agreed upon rate card which defines the hourly rates in effect for the
available resources and shall not exceed$66,420.00.
2.
Section 2, Term, shall be modified to extend the term of the Agreement to be effective as of
January 1,2014 and expire on December 31,2014.
3.
Section 3, Compensation,shall be amended to read as follows:
The City shall pay the Prime Vendor an amount not to exceed $13,563,676.48 in accordance
with the provisions of this Agreement. The Prime Vendor shall not perform any additional services
for the City not specified by this Agreement unless the City requests and approves in writing the
CF W/eVERGE
Amendment No. 15 to CSC No.37974
Page 2 of 4
additional costs for such services. The City shall not be liable for any additional expenses of the
Prime Vendor not specified by this Agreement unless the City first approves such expenses in writing.
4.
The changes reflected in this Amendment are itemized below and set forth the understanding
of the parties. If there is any conflict between this Amendment and any other provisions of the
Contract this Amendment shall control.
5.
All other provisions of the Contract, specifically Amendment No. 6, that are not expressly
amended herein shall remain in full force and effect.
Executed this the y o&' ,2013.
CITY OF FORT WORTH: EVERGE GROUP, LLC, AS
SUCCESSOR-IN-INTEREST TO
EVERGE GROUP OF TEXAS,LTD.
By: By. ,—(�
usan lanis John ,Executive Vice Presi ent
AsIsKant City Manager eVerge Group,LLC
Date: 3 Date: io/,y t3
ATTES ATTEST:
By: By:
J. ay F� e:
City Secre
APPROVED AST ORM A L O
S �
8
Maleshia B.rarmerZy
Assistant City Attorney �, 'O0000eo°°�
4A S
Contract Authorization: &'
M&C: C-25260
Date Approved: 11/1/2011
OFFICIAL RECORD
CFW/eVERGE r,►'TY SECRETARY
Amendment No. 15 to CSC No.37974
Page 3 of 4 FT,WORTH$TX
r
EXHIBIT A
CFW ERP Phase I HR/Payroll Implementation Project Change Request(PCR) Document
Originator: Martha Thompson Date Submitted: 01/29/2013
PCR Number: 12.0—PeopleSoft Remaining 2 Modules Support(replaces PCR 4—PeopleSoft
Remaining 3 Modules)
DESCRIPTION OF CHANGE
Task Resource Testing Quality
Item Description Amount
1.0 Provide professional services for upgrading ELM and deploying ELM and Not to
ePerformance into production on an as-needed basis. Exceed
$66,420.00
The total cost for this item shall not exceed$66,420 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 the upgrade of ELM and the deployment of ELM and ePerformance
into production. Support and assistance may include, but is not limited to the
following:
• Project planning including development of a project schedule, identifying detail
tasks, and planning for training, risks,deployment and production support.
• Functional assistance and support for prototyping,system testing,
troubleshooting,and production support.
• Technical assistance and support for the ELM upgrade including installation,
troubleshooting and system administration.
• Technical assistance with application troubleshooting and re-application of
customizations.
Assumptions
• Decisions, approvals and support required of the City during the
delivery period will be rendered within a reasonable time 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/$$):$66,420 on a Time&Materials basis.
CFW/eVERGE
Amendment No. 15 to CSC No.37974
Page 4 of 4
M&C Review
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COUNCIL ACTION: Approved on 11111 011
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 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
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 bye Susan Alanis (8180)
Originating Department Head: Peter Anderson (8781)
Additional Information Contact: Mai Tran (8858)
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