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Home My WebLink AboutContract 37974-A17 CITY SECRETARY CONTRACT NO. I91 W7 AMENDMENT NO. 17 TO CITY SECRETARY CONTRACT NO.37974 PROFESSIONAL SERVICES AGREEMENT EVERGE GROUP,LLC WHEREAS, the City of Fort Worth (hereinafter "City") and eVerge Group, LLC (hereafter "eVerge," "Prime Vendor," or "Contractor," previously 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, 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 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-AII 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; and 37974-A15 to modify the duties and obligations of the parties for implementation of the Enterprise Learning Management ("ELM"), e-Performance, and Recruiting Modules; and 37974-A16 to modify the duties and obligations of the parties to restructure the services to provide for staff augmentation services for support of the City's PeopleSoft Human Resources/Payroll System ("ERP Phase I") and add staff 1011r CFW/eVerge Group LLC Ji Amendment No. 17 to CSC No.37974 1�4 �C��VE� OFFICIAL RECORD Page 1 of 4 `"CIV CITY SECRETARY JUL 2 7 2015 PO FT. WORTHr TX CITY OF FORT WORE co SCANNED CITY SECRETARY augmentation services for the City's PeopleSoft Financial Supply Chain Management Software Implementation ("BRP Phase II"); (CSC No. 37974 and all amendments thereto are collectively referred to herein as the"Contract"); and 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 2016 ("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 as follows: 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 2016 as set forth in Attachment C which is 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 $167,536.00 for a total contract amount of$21,181,362.48. 2. The changes reflected in this Amendment are itemized in the Attachment and set forth the complete 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 modified or amended herein shall remain in full force and effect. Executed and Agreed this jDk day of_ , 2015. CITE' OF FORT WORTH: EVERGE GROUP, L LC: By: < By: I S san lanis John Ass' ant .ity M nager Executive Vice Pre ident Date. a-o Date: , CFW/eVerge Group LLC Amendment No. 17 to CSC No.37974 Page 2 of 4 0 ATTES % ®o° ATTEST: ZOOo S By: s- By: ary J. a Name: City Secr dry Title: 'r U S Q1S ��✓�t/C,r'�n�`�f APPROVED AS T O FORM AND LEGALITY: � Mateshia B. Farmer Sr. Assistant City Attorney Contract Authorization: M&C: Date Approved: a 3 .5 t--. OFFICIAL RECORD CITY SECRETARY FT.WORTH, TX CFW/eVerge Group LLC Amendment No. 17 to CSC No.37974 Page 3 of 4 EXHIBIT A SCOPE OF WORK ATTACHMENT C OPEN ENROLLMENT 2016 SUPPORT SERVICES eVerge shall provide the City with professional services for PeopleSofl technical consulting hours for staff augmentation on a time-and-materials basis for Open Enrollment 2016 support and implementation services. eVerge, working at the direction of City management, shall provide staff augmentation services as needed including but not limited to, the following: • Develop solutions, to mutually agreed upon tasks/issues for PeopleSoff modifications, configuration, and updates to support Open Enrollment 2016 • Develop solutions, to mutually agreed upon tasks/issues for PeopleSoft Director Interface modifications, configuration, and updates to support employee and retiree system use and access The City shall pay eVerge per terms of individual executed work orders in accordance with the provisions of this Agreement. Each individual work order shall, be listed as Appendix C-1, Appendix C-2, Appendix C-3 and so forth, and each work order shall be attached and incorporated into the Agreement. Each work order shall set forth the name of the eVerge personnel to provide the services, the specific project to which the personnel will be assigned, the specific services to be provided by the personnel, the start and end date of the work to be performed, the hourly rate or salary of the personnel; and any other regulations as agreed to by the parties that may apply to the specific personnel. In no event shall the City be liable for any overtime rates or, overtime pay for eVerge personnel, regardless of the number of hours worked by eVerge personnel. eVerge shall be solely responsible for any required overtime pay or its personnel. All actual hours worked will be billed at the agreed upon flat rate. The prohibitions in this paragraph regarding overtime rates and overtime pay do not limit the number of hours worked by eVerge personnel in any given period, but are intended to prohibit any special compensation other than the agreed upon flat rate. Unless otherwise agreed to by the parties, in no event shall payment for services under this Amendment exceed $167,536.00. CFW/eVerge Group LLC Amendment No. 17 to CSC No.37974 Page 4 of 4 City of Fort Worth, Texas Mayor and Council Communication COUNCIL ACTION: Approved on 7/21/2015 DATE: Tuesday, July 21, 2015 REFERENCE NO.: **C-27354 LOG NAME: 04EVERGE CSC 37974 AMENDMENT NO 17 SUBJECT: Authorize Execution of Contract Amendment No. 17 to City Secretary Contract No. 37974 for an Amount Not to Exceed $167,536.00 with eVerge Group LLC, to Provide Enterprise Resource Planning Support Services to Update the City's PeopleSoft System for Open Enrollment 2016 (ALL COUNCIL DISTRICTS) RECOMMENDATION: It is recommended that the City Council authorize the execution of Contract Amendment No. 17 to City Secretary Contract No. 37974 with the eVerge Group LLC, for an amount not to exceed $167,536.00 to provide Enterprise Resource Planning Support Services to update the City's PeopleSoft System for Open Enrollment 2016. DISCUSSION: Approval of this Mayor and Council Communication (M&C) will provide the necessary support resources to update the City's PeopleSoft HR/Payroll system to interface with the new health care providers approved by City Council on June 16, 2015, to include Aetna Life Insurance (M&C C-27334), Discovery Benefits (M&C C-27335), United Health Care Services (M&C C-27347) and Aetna Medicare Advantage (M&C C- 27348). These updates are necessary to support the Open Enrollment Program scheduled for October 2015 and include updates to the PeopleSoft Directory Interface which enables and controls system access for current employees and retirees for a future Open Enrollment. Funding for the update and support services will be provided from the Group Health and Life Insurance Fund and shall not exceed $167,536.00. This amendment will increase the total eVerge contract amount to an amount not to exceed $21,181,362.48. M/WBE OFFICE -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. 17. 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. 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 /CERTIFICATION: The Financial Management Services Director certifies that upon approval of the recommendation above, funds are available in the current Group Health and Life Insurance Fund. Logname: 04EVERGE CSC 37974 AMENDMENT NO 17 Page 1 of 2 TO F u nd/Accou nVC enters FROM Fund/Account/Centers FE85 534830 0148510 $167,536.00 CERTIFICATIONS: Submitted for City Manager's Office by: Susan Alanis (8180) Originating Department Head: Kevin Gunn (2015) Additional Information Contact: Steve Streiffert (2221) ATTACHMENTS 1. 16242 Amend 17 Everge MWBE APCF.pdf (CFW Internal) 2. FE85 531200-0148510 GH.pdf (CFW Internal) 3. fe85 53ZZZZ.PNG (CFW Internal) Logname: 04EVERGE CSC 37974 AMENDMENT NO 17 Page 2 of 2