HomeMy WebLinkAboutContract 43436-A1 AMENDMENT NO. 1 TO
CITY SECRETARY CONTRACT NO. 43436
PROFESSIONAL SERVICES AGREEMENT
STA Consulting
WHEREAS, the City of Fort Worth (hereafter "City") and International Consulting
Acquisition Corp dba STA Consulting, (hereafter "STA"), collectively the "parties," entered into
City of Fort Worth City Secretary Contract ("CSC") No. 43436, (hereafter "Agreement") which
was authorized by the City Council by M&C C-25670 on July 26, 2012; and
WHEREAS, the City has embarked upon a business and technology transformation
initiative to replace its current collection of legacy financial and administrative information
systems with an integrated enterprise solution (commonly known as an Enterprise Resource
Planning or ERP System); and
WHEREAS, the City has engaged the services of STA to provide expert guidance,
oversight, recommendations and planning assistance to the City in the management and
execution of this strategic initiative; and
WHEREAS, STA will serve as the City's Principal ERP Consultant for the full ERP
project lifecycle from initiation to the implementation of an ERP system and initial project
closeout; and
WHEREAS, the parties wish to amend the Agreement to further extend the timeline of
Phase 2 in support of an additional extension of the post-go live support of the new ERP system
and the implementation assistance with additional financial modules.
NOW, THEREFORE, City and STA, acting herein by and through their duly authorized
representatives, enter into this Amendment which amends the Agreement as follows:
1.
Section 2. TERM of the Agreement shall be modified to expire on September 30, 2018
("Expiration Date").
2.
Section 3. COMPENSATION of the Agreement shall be modified to include post-go-live
support of the ERP system and implementation assistance with additional financial modules for
the ERP system for an amount not to exceed $1,788,836 for a total contract amount not to
exceed $6,075,638.
r LVED
3.
CFW/STA --— -- — t-,PR 1 5 2016
Page
Amendment No. 1 to CSC No.43436 ®FFICIAL RECORD
CI'ITY SECRETARY
The Agreement shall be amended to add Section 25. Reporting Requirements and read
as follows:
For purposes of this section, the words below shall have the following meaning:
Child shall mean a person under the age of 18 years of age.
Child pornography means an image of a child engaging in sexual conduct or sexual
performance as defined by Section 43.25 of the Texas Penal Code.
Computer means an electronic, magnetic, optical, electrochemical, or other high-speed data
processing device that performs logical, arithmetic, or memory functions by the manipulations of
electronic or magnetic impulses and includes all input, output, processing, storage, or
communication facilities that are connected or related to the device.
Computer technician means an individual who, in the course and scope of employment or
business, installs, repairs, or otherwise services a computer for a fee. This shall include
installation of software, hardware, and maintenance services.
If Consultant meets the definition of Computer Technician as defined herein, and while providing
services pursuant to this Agreement, views an image on a computer that is or appears to be
child pornography, Consultant shall immediately report the discovery of the image to the City
and to a local or state law enforcement agency or the Cyber Tip Line at the National Center for
Missing and Exploited Children. The report must include the name and address of the owner or
person claiming a right to possession of the computer, if known, and as permitted by law.
Failure by Consultant to make the report required herein may result in criminal and/or civil
penalties.
4.
The Agreement is hereby amended to add "Exhibit B-1," Major Task Areas, to include
advisory services and implementation assistance beginning upon execution of this Amendment,
continuing until September 30, 2018. "Exhibit B-1" is attached hereto and incorporated into the
Agreement for all purposes.
5.
The Agreement is hereby amended to add "Exhibit C-1," Payment Schedule, which
amends the Agreement to include projected payments through the Expiration Date of the
Agreement. "Exhibit C-1" is attached hereto and incorporated into the Agreement for all
purposes.
6.
CFW/STA
Amendment No. 1 to CSC No.43436
Page 2 of 7
All other provisions of the Agreement that are not expressly amended herein shall
remain in full force and effect.
Executed on this the Zq day of , 2016.
CITY OF FORT WORTH: International Consulting Acquisition
Corp dba STA Consulting:
By: Od/-- By:
G /
Y
S .5 Alanis Nathan Frey
Assistant ity Manager Managing Partner
Date: ao Date:
1:Op `
ATTEST: ° ST:
By:
o °
Ma yser
City Secretary °00°
APPROVED AS TO FORM AND LEGALITY:
By .A
Maleshia B. Farmer
Sr.Assistant City Attorney
Contract Authorization:
M&C: &-x65
71
Date Approved: ''7/ — /a—
Form 1295 Cert No. OV A0 f a v05(v
CFW/STA
OFFO U'UAL RECORD
Amendment No. 1 to CSC No.43436
Page 3 of 7
t�
EXHIBIT B-1
MAJOR TASK AREAS
General Timeframe
Task Area Start End
Advisory Services and Implementation Assistance
Production Support
Provide Production Support for System Users, Problem March Feb
Research, and Solution Definition 2016 2017
Provide Daily Activity Emails
Provide Help Desk Ticket Support
Project Management Activities for Additional Modules
Conduct Weekly Project Team Meetings
Conduct Steering Committee Meetings
Compile Status Reports
Monitor Issue and Risk Processes March Aug
2016 2017
Monitor Progress on Work Schedule
Guide Project Team Resources
Oversee Implementation Services Provider
Facilitate Project Team Use of Project Collaboration Tools, e.g.
SharePoint
Planning Activities
Develop Project Charter(s)
Manage Development of Work Schedule(s), Scope Management March October
Plan(s), Cost Management Plan(s), Quality Management Plan(s), 2016 2016
Human Resource Plan(s), Communication Plan(s), Risk
Management Plan(s), Procurement Management Plan(s), and
Stakeholder Management Plan(s)
Design, Development, and Testing Activities
Review Implementation Vendor Deliverables for Design and
Development
Coordinate the City Approval of Implementation Vendor Sept May
Deliverables for Design and Development 2016 2017
Coordinate City Functional SME involvement in Design and
Testing
Coordinate City Technical SME involvement in Interface
Development and Data Conversion Extraction and Testing
Manage Project Team Use of STAT for Development
Mana ement and SharePoint for
Training, Communication, and Organizational Change
Management Activities
Review Implementation Vendor Deliverables for Training, May Aug
Communications, and Change Management 2017 2018
Coordinate the City Approval of Implementation Vendor
CFw/STA 4
Amendment No. 1 to CSC No.43436
Page 4 of 7
General Timeframe
Task Area Start End
Deliverables for Training, Communications, and Change
Management
Coordinate and Monitor Training Registration and Delivery
Activities with City Training Lead and Implementation Services
Vendor where applicable)
Review and Distribute Communications per Communications Plan
Assist in Organizational Change Management Activities
Deployment Activities
Review Implementation Vendor Deliverables for Cutover Plan
Coordinate the City Approval of Implementation Vendor Cut Over July Aug
Plan 2017 2017
Facilitate Go-No-Go Decision Makin
Manage Project Closeout
CFw i STA 5
Amendment No. I to CSC No.43436
Page 5 of 7
EXHIBIT C-1
PAYMENT SCHEDULE
Projected -
Month Payment Payment
Amount Date
Mar-16 $ 48,306 Apr-16
Apr-16 May-16
$ 94,312
May-16 $ 117,890 Jun-16
Jun-16 $ 79,360 Jul-16
Jul-16 $ 64,408 Aug-16
Aug-16 $ 117,890 Sep-16
Sep-16 $ 131,062 Oct-16
Oct-16 $ 189,500 Nov-16
Nov-16 $ 137,908 Dec-16
Dec-16 $ 124,216 Jan-17
Jan-17 $ 155,270 Feb-17
Feb-17 $ 124,216 Mar-17
Mar-17 $ 73,774 Apr-17
Apr-17 $ 66,928 May-17
May-17 $ 83,660 Jun-17
Jun-17 $ 66,928 Jul-17
Jul-17 $ 66,928 Aug-17
Aug-17 $ 46,280 Sep-17
$ 1,788,836
CFW/STA 6
Amendment No. I to CSC No.43436
Page 6 of 7
VERIFICATION OF SIGNATURE AUTHORITY
EXHIBIT D-1
Full Legal Name of Company: Intemational Consulting Acquisition Corp dba STA
Consulting
Legal Address: 4807 Spicewood Springs Road, Building 2, Suite 105, Austin, TX 78759
Services to be provided: Professional Consulting Services for advisory and implementation
assistance with the ERP Project
Execution of this Signature Verification Form ("Form") hereby certifies that the following
individuals and/or positions have the authority to legally bind the Company and to execute any
agreement, amendment or change order on behalf of Company. Such binding authority has
been granted by proper order, resolution, ordinance or other authorization of Company. The City
is fully entitled to rely on the warranty and representation set forth in this Form in entering into
any agreement or amendment with Company. Company will submit an updated Form within ten
(10) business days if there are any changes to the signatory authority. The City is entitled to rely
on any current executed Form until it receives a revised Form that has been properly executed
by the Company.
1. Name: #AfAAK L. FI'
Position:/KAy�j PAitG+r,
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Signature
2. Name:
Position:
Signature
3. Name:
Position:
Signature
arra(Printed)/ -��i �� CS7 yy
Signature of President/CEO
Other Title:
Date:_ �/ lT/ (�
CFw/STA 7
Amendment No.1 to CSC No.43436
Page 7 of 7
M&C Review
s
I CIL_ E A FORT� 'URT11
DATE: 4/12/2016 REFERENCE C-27675 LOG 04CSC 43436 AMENDMENT NO 1
NO.: NAME: WITH STA CONSULTING
CODE: C TYPE: NON- PUBLIC NO
CONSENT HEARING:
SUBJECT: Authorize Execution of Contract Amendment No. 1 to City Secretary Contract No. 43436
with International Consulting Acquisition Corporation d/b/a STA Consulting to Provide
Implementation Advisory Services and Project Delivery Assistance for the City's
Enterprise Resource Planning System for an Amount Not to Exceed $1,788,836.00
(ALL COUNCIL DISTRICTS)
RECOMMENDATION:
It is recommended that the City Council authorize execution of contract amendment No. 1 with
International Consulting Acquisition Corporation d/b/a STA Consulting to provide implementation
advisory services and project delivery assistance for the City's Enterprise Resource Planning System,
ERP, for an amount not to exceed $1,788,836.
DISCUSSION:
On June 2, 2009, City Council approved Mayor and Council Communication (M&C) C-23563 to hire STA
Consulting (STA) as the City's Principal ERP Consultant for ERP Phase II. The Professional Services
Agreement was structured to consist of three distinct steps:
Step 1: Project initiation through vendor selection
Step 2: Contract negotiations
Step 3: Implementation assistance
STA provided critical implementation assistance for the October 2015 move to production of the following
PeopleSoft ERP modules: Accounts Payable, Accounts Receivable (Deposit), Cash Management,
Commitment Control, General Ledger and integration with the PeopleSoft Payroll/Timekeeping and the
BuySpeed Purchasing Systems.
This M&C provides the necessary appropriation for STA to provide implementation assistance to support
the City's full transition to the new system. Additionally it will provide implementation advisory services
and project delivery assistance for the Accounts Receivable and Budget systems which are the next
modules to be implemented. Funding will be provided from ERP Phase II Project for this support and
shall not exceed $1,788,836.00 for a total contract amount of$6,075,638.00.
M/WBE OFFICE - STA agrees to maintain its M/WBE commitment of 11 percent agreed to in the original
Agreement and all prior amendments for this Amendment No. 1. Therefore, STA 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.
AGREEMENT TERM - Upon City Council's approval of this M&C, the Agreement shall be extended to
expire on September 30, 2018.
http://apps.cAvnet.org/council_packet/mc_review.asp?ID=22132&councildatc=4/12/2016[4/12/2016 8:23:44 AM]
M&C Review
Listed below is a chart of appropriations and the current project balance:
ERP Financials Funding and Expense Overview -
Available Funds Original Funding $ 57,617,659.00
- Transfer Out/Refunds $ 4,152,908.00
Net Available Funds $ 53,464,751.00
Less: - -
Current Estimated Expenditures for Phase IIA through end of
Project Expenses $ 36,035,276.00
Stabilization
STA Amendment No. 1 Implementation Advisory Services and $ 1,788,836.00
Project Delivery Assistance
- eVerge Amendment No. 20 Phase IIA Support $ 1,325,000.00
- Additional Planned Expenses $ 10,512,327.00
- Fiscal Year 2017 Operating Expenses $ 1,210,508.00
- Remaining Capital/Reserve $ 2,592,804.00
FISCAL INFORMATION/CERTIFICATION:
The ERP Phase If Project Budget includes appropriations in the amount of$57,617,659.00. As of March
23, 2016 the project has a balance of$38,030,720.00 and remaining funds for the execution of this
contract amendment in the amount of$19,586,939.00. Upon approval of this recommendation, the
Director of Finance certifies that funds are available in the current capital budget, as appropriated, of the
ERP Capital Project Fund.
TO
�JDepartment Account Project Program Activity Budget Reference# Amount
ID Year (Chartfield 2)
FROM
Fund Department Account Project Program Activity Budget Reference# Amount
ID I ID I I Year (Chartfield 2)
39004 0130415 5330201 1 C01361 I C00380 1 $1,788,863.00
Submitted for City Manager's Office by: Susan Alanis (8180)
Originating Department Head: Kevin Gunn (2015)
Additional Information Contact: Steve Streiffert (2221)
ATTACHMENTS
STA Consulting Form 1295 for CSC 43436.pdf
http://apps.cfAvnet.org/council_packet/mc_review.asp?ID=22132&councildate=4/12/2016[4/12/2016 8:23:44 AM]
CERTIFICATE OF INTERESTED PARTIES
FORM 3.295
10f1
Complete Nos.1-4 and 6 if there are interested parties. OFFICE USE ONLY
Complete Nos,1,2,3,5,and 6 if there are no interested parties. CERTIFICATION OF FILING
1 Name of business entity filing form,and the city,state and country of the business entity's place Certificate Number:
of business. 2016-23056
International Consulting Acquisition Corporation doing business as STA Consulting
Austin,TX United States Date Filed:
2 Name of governmental entity or state agency that is a party to the contract for which the form is 03/08/2016
being filed.
City of Fort Worth Date Ackno Iqd Sed;
3 Provide the identification number used by the governmental entity or state agency to track or identify the contract,and provide a
description of the goods or services to be provided under the contract.
CSC#43436
Implementation advisory services and project delivery assistance
4 Nature of interest(check applicable)
Name of Interested Party City,State,Country(place of business)
Controlling Intermediary
Information Services Group,Inc. Stamford, CT United States X
5 Check only if there is NO Interested Party. ❑
6 I swear,or ffirm,under penalty of perjury,that the above disclosure is true and correct.
WYP
VIRGINIA GOMEZ
My CoRlfnlssion Expires
.October 21;2016
gnature authorized gent of contracting business entity
AFFIX NOTARY STAMP/SEAL ABOVE
Gia ►.,.mss 0 ��-� ��.
Sworn to and subscribed before me,by the said ,this the q4day of
20 to certify which,witness my hand and seal of office.
Signatur officer administering oath Printed na&of officer administering oath Title of officer administEking oath
Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V1.0.312