Loading...
HomeMy WebLinkAboutContract 43436-A4 CITY SECRETARY CONTRACT NO. 4NZL 14 AMENDMENT NO. 4 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 agreement was amended on or about April 18, 2016, via CSC 43436-A1 to extend the timeline of support and increase Compensation by$1,788,836.00; and WHEREAS,the agreement was further amended on or about December 16,2016,via CSC 43436-A2 to further extend the timeline support and include post-go-live support, add financial modules and upgrade the ERP system and increase Compensation by$907,718.00; and WHEREAS, the agreement was further amended on or about October 21, 2017, via CSC 43436-A3 to include additional post-go-live support and implementation assistance and increase Compensation by$882,000.00; and WHEREAS, the parties wish to amend the Agreement to include Robotic Process Automation(RPA)Production Pilot. NOW, THEREFORE, for good and valuable consideration, the receipt and adequacy of which are hereby acknowledged,the City and Consultant agree as follows: i ��CEl U60 1 OFFICIAL RECORD Cl7y0FFOR /STA 18 CITY SECRETARY Clry � ndment No.4 to CSC No.43436 FTS 1 OIrrHt TX CR�gftge 1 of 16 Section 3. COMPENSATION of the Agreement shall be modified to include Robotic Process Automation(RPA)for an amount not to exceed$87,000.00 for a total contract amount not to exceed$8,595,376.00. 2. The Agreement is hereby amended to add"Exhibit A-1,"ISG Proposal for Robotic Process Automation(RPA),to include deployment of a production software automation("Digital Helper") to improve the efficiency of the time keeping process; developing an understanding of the capabilities and applicability of software automation tools; and providing a tangible use case that can be extended to other departments through standardization of practices. Also included in "Exhibit A-2"is STA Customer Order Form for Automation Anywhere and"Exhibit A-3"is STA Standard Support Services, Policies and Procedures. "Exhibits A-1, A-2 and A-3" are attached hereto and incorporated into the Agreement for all purposes. 3. All other provisions of the Agreement that are not expressly amended herein shall remain in full force and effect. [SIGNATURE PAGE FOLLOWS] CFW/STA Amendment No.4 to CSC No.43436 Page 2 of 16 Executed on this the day of , 2018. CITY OF FORT WORTH: International Consulting Acquisition Corp dba STA Consulting: By: By: Susa Al nis Nathan Frey Assistant City Manager Managing Partner Date: (QI(cb Date: 6/12/2018 ATTEST: ATTEST: By: ® ' By: Mary J. Kayse I G z Name: City Secretary yt Title: �XAS Contract Compliance Manages. By signing I acknowledge that I am the person responsible for the monitoring and administration of this contract, including ensuring all performance and reporting requirements. 'e - I j Steve Streiffert Assistant Director, IT Solutions Department APPROVED AS TO FORM AND LEGALITY: By: John B. Strong Assistant City Attorney Contract Authorization: M&C: C-28445 Date Approved: _10/24/2017_ Form 1295 Cert No. 2017-256262 OFFICIAL RECORD CITY SECRETARY crw i STA FT. WORTH,TX Amendment No.4 to CSC No.43436 Page 3of16 "" " EXHIBIT A-1 ISG TM PROPOSAL Presented to the City of Fort Worth Robotic Process Automation (RPA) Production Pilot—Statement of Work Presented by: Information Services Group (ISG) Public Sector May 8, 2018 imagine • 'O City Confidential.®2018 Information Services Group,Inc All Rights Reserved CFW/STA Amendment No.4 to CSC No.43436 Page 4of16 EXHIBIT A-1 City of Fort Worth SOW for RPA Production Pilot 1 s(; May 8,2018 Copyright©2018,Information Services Group,Inc.All Rights Reserved. No part of this document may be reproduced in any form or by any electronic or mechanical means, including information storage and retrieval devices or systems,without prior written permission from Information Services Group,Inc. City Confidential.©2015 Information Services Group,Inc.All Rights Reserved i CFW/STA Amendment No.4 to CSC No.43436 Page 5of16 EXHIBIT A-1 City of Port Worth SOW for RPA Production Pilot 1 S I May 8,2018 Following the completion of a Proof of Concept of Robotic Process Automation(RPA)functionality in September 2018,the City of Fort Worth(City)and ISG Public Sector assessed and identified a candidate process for the production pilot of RPA.The purpose of this production pilot is to enable the City to take another meaningful step in the City's IT Transformation Initiative and provide departments with leading tools to enable the digital enterprise and get more done with existing resources. The objectives for the Production Pilot are the following: • Successfully deploy a production software automation("Digital Helper")to improve the efficiency of the time keeping process; • Develop an understanding ofthe capabilities and applicability of software automation tools; and • Provide a tangible use case that can be extended to other departments through standardization of practices. The City and ISG will deploy the Automation Anywhere Software solution to enable thetime keeping validation and correction process within ITS.This process occurs on a bi-weekly basis where the ITS Time Keeper reviews all time and absence employee records forthe pay period and addresses exceptions and data entry errors.The automation is intended to significantly increase efficiency and improve compliance. Scope of Services 1. Scope of Services underthis SOW shall include the following RPA Services: a. Acquisition of Automation Anywhere"PartnerPack"RPA software via execution of the required ISG Customer Order Form and Automation Anywhere Software License Agreement. b. Installation,configuration,and validation ofthe RPA software forthe development environment(the"Installation"). c. Process definition,solution design,build,test,and deployment for one(1)automation of medium complexity(approximately 25 days of effort)as mutually agreed upon by City and ISG(the"Automations"). d. Provide supportforthe pilot automations in accordance with the ISG Limited Support Services,Policies and Procedures as referenced in the ISG Software License Agreement. City Confidential.C 2018 Information Services Group,Inc.All Rights Reserved Page 2 CFW/STA Amendment No.4 to CSC No.43436 Page 6 of 16 EXHIBIT A-1 City of Fort Worth 1 SOW for RPA Production Pilot May 8,2016 Scope ofActivides Software Installation 1. Pre-installation planning— ISG will schedule installation planning meeting(s)with City,and conduct the planning meeting(s)remotely via web conference. ISG will review and approve the City-provided infrastructure priorto scheduling the installation. 2. Installation— ISG will install,configure,and validate the installation of the RPA software in City's development environment. ISG and City will mutually approve the installation post-completion to assure readiness for automation build/test phases. Automation Configuration 1. Pre-launch planning— ISG and City will mutually agree upon scope and deliverables from this phase to maximize the time and resources available to configure and test the automations while limiting the scope to the project timeline and within the Period of Performance. 2. Process Definition—ISG will lead,and City will participate in,process definition activities to document the current process and prepare the Process Definition Documents(PDD). ISG and Citywill mutually approve and sign-offthe PDDs. 3. Solution Design—ISG will lead the solution design activities to design how the bot will perform the processes and prepare the Solution Design Documents(SDD). ISG and Citywill mutually approve and sign-off the SDDs,which will define the scope of an automation. 4. Test Data and Test Scenarios. Citywill prepare test data and not more than five(5)test scenarios(test cases and test scripts)per automation for use in the Configuration/Test and UAT phases. Test data and test scenarios shall be delivered to ISG prior to the start of Configuration/Test.Configuration(Build)and Test—Based on the SDD,ISG will configure and test the automation based on test scenarios and test data prepared by City. 5. Runbook—ISG will develop a runbook for the automations. 6. Move Automation Files to Test Environment—City will mOvefiles that are ready for user acceptance testing from the development environment to the test environment. Once the automation has passed testing and is deployed to the test environment,ISG will notify City of readiness to be deployed to UAT. 7. User Acceptance Testing—City will be responsible for conducting user acceptance testing within five(5)business days of receipt of the readiness notification. ISG will provide five(5)business days of support during the user acceptance testing. S. Deployment— City will be responsible for moving automation files from the test environment to the production environment. City Confidential.©2018 Information Services Group,Inc.All Rights Reserved Page 3 CFW/STA Amendment No.4 to CSC No.43436 Page 7 of 16 EXHIBIT A-1 .* city of Fort Worth SOW for RPA Production Pilot 1 May 8,2018 Deliverables 1. The Installation deliverable will include: a. Validated development RPA software environment approved by ISG and City. b. Documentation on the installation and configuration of each RPA software environment. 2. The Automations deliverables will include: a. Process Definition Documents(PDD)—approved by ISG and City b. Solution Design Documents(SDD)— approved by ISG and City c. Automation files d. Runbook 3. Final Project Readout—ISG will deliver a final project readout including a summary of the installation,automations,and support deliverables. Period of Performance 1. This SOW shall remain in full force and effect upon signature through receipt of payment pursuant to the completion of Services rendered under this SOW. 2. City understands that the Period of Performance is based upon prior conversations between City and ISG,assertions as to the existence and availability of data/information required to complete the work outlined herein,availability of City subject matter experts to participate in meetings as needed,and specific assumptions associated with ISG's use of its methodology. 3. The estimated project plan for the engagement is as follows: a. Weeks 1—Installation b. Weeks 2-5—Automation Configuration and Testing Pre lnstallmio� ♦ • Launch pfojat • Pre-plan installation RPA S.It—, • Installation planning lWallatimn • Instsllstlon and verification Corfi,uratmrt and • Pra4sunch Planning • punbook Development • Process Definition • Movo to Testing • Solution Design • UAT • Test Data and Test Scenarios • Deployment City Confidential.©2018 Information Services Group,Inc.All Rights Reserved Page J CFW/STA Amendment No.4 to CSC No.43436 Page 8 of 16 EXHIBIT A-1 City of Fort Worth SOW for RPA Production Pilot ISG' May 8,2018 Assumptions 1. City acknowledges that the following are assumptions on which ISG is relying in entering into this engagement and that these assumptions are reasonable: a. City will assign ISG a single point of contact ("City Project Manager") that will serve continuously for the duration of the project without interruption. This individual shall be responsible for responding to ISG's day-to-day inquiries and receiving all reports relating to this SOW. b. ISG will designate an ISG Project Manager to act as the primary liaison to City Project Manager.The ISG Project Manager shall be responsible for overseeing all ISG personnel performing services under this SOW. c. City will have a guidance mechanism(steering committee or similar)to facilitate timely decisions on policy and/or direction as required. d. Requested information (i.e.,data collection),City interviews, and appropriate City staff will be made available in a timely manner prior to or relative to the project schedule. e. For onsite work (i.e., work at City offices), the ISG team will have access to onsite workspace that meets reasonable business standards required to accomplish a project of this nature. This includes, but is not limited to, badge access to primary City office location(s),private office(s)orconference rooms,high-speed Internet access,conference telephone,color laser printer/copier,fax machine,scanner,white board,office supplies, administrative support forcoordinating meetings,and other general office facilities. f. Delays due to the inability of City to make resources, reports, technical information, complete dependent tasks, respond to escalations/requests and SMEs available in a timely manner will impact project scope,duration,price and may necessitate a change order. g. All organizational,technical and environmental changes, which may affect the project schedule and/or scope,will be communicated to ISG,in writing,as soon as possible.Such a change may necessitate a change order. h. Services will be performed through a combination of onsite and remote work, at ISG discretion, as necessary to perform the Services. Onsite work is assumed to occur between Monday at 1:00 pm and Thursday at 5:00 pm during normal business days in most weeks but may vary based upon the work plan and schedule. ISG will make reasonable commercial efforts to meet City requests based on schedule availability for onsite activity. I. City shall provision and provide access to development and/or test environments for the software installation that meet the minimum requirements prior to the start of this engagement, and shall make technology and human resources available to meet the requirementsfor(1)installation and configuration of the RPA software,(2)collaboration and approval of documentation to define and design the automations,and(3)to resolve, on a timely basis,any problems or issues that may arise. j. City will establish and validate the use of dedicated user accounts, access to test environments,and access to test data forthe applications involved in the selected process for automation on or beforethe start ofthe engagement. City Confidential.©2018 information Services Group,Inc.All Rights Reserved Gage 5 CFW/STA Amendment No.4 to CSC No.43436 Page 9of16 EXHIBIT A-1 City of Fort Worth SOW for RPA Production Pilot ISG' May 8,2018 k. The RPA software will be installed according to the vendor specifications,fully working and tested,with authorization and access to required systems/applications and City's development environment by ISG,priorto the start of configuration(build)/test phase work. Delays in this installation may necessitate a change order. I. The processes selected forthe automation configuration will be documented at the key- stroke level,and the involved applications do not require the use of Citrix,Remote Desktop,or surface automation techniques. City will provide relevant documentation, such as process flows,procedure manuals,training materials,operating guidebooks,etc. will be required from City prior to the start of process definition work. m. City shall strive to avoid or minimize conduct of systems,network,or application maintenance(planned or unplanned)on anysystems,network or applications required for access during the automation configuration activities(does not include external systems such as websites and portals). n. City will be responsible for providing ISG with thorough,complete and accurate information to complete process definition and solution design documentation,down to the keystroke level;test scenarios;automation deployment from the development to test and from test to production environments;deployment scheduling and Control Room functions;and change management. o. The project has agreed upon start and end dates,and ISG and City agree to make best efforts to conclude the project with the delivery of automation file(s)to user acceptance test that fulfill the scope of an agreed upon SDD. However,City understands and accepts that unanticipated questions,problems and issues,including delays in dependent tasks,may result in the delivery of automation files that do notfulfill the scope ofthe SDD. p. Test data and test scenarios,which shall be based on the SDD for a process,and shall be prepared and approved by City. Test data shall be set up/configured and test scenarios shall be delivered to ISG priorto the commencement of automation configuration (build),and shall be used for testing during the configuration/test phase. The same test data and testing scenarios shall be used by City during UAT. Test scenarios shall include test cases and test scripts that support the approved SDD for each automation. q. City shall be responsible for user acceptance testing. Fees&Invoicing 1. License fees for the Automation Anywhere "PartnerPack" software will be invoiced upon commencement and execution of the Customer Order Form and Software License Agreement. 2. ISG's consulting fee for rendered Services will be a fixed fee of$77,000.00,as guided by the Period of Performance,Scope of Services,and Assumptions. 3. ISG will, upon completion of the engagement, provide to the City a written invoice for the respective fixed fee for services. 4. Any work performed in service to City by an ISG resource for objectives outside of the current Scope of Services or Period of Performance as specified herein shall be agreed upon in advance and documented by the parties in an amendment to this SOW. City Confidential.©2018 Information Services Group,Inc.All Rights Reserved Page 6 CFW/STA Amendment No.4 to CSC No.43436 Page 10 of 16 EXHIBIT A-1 City of Fort Worth SOW for RPA Production Pilot 1 May 8,2018 Expenses ISG will be responsible for all actual out-of-pocket expenses for travel,lodging and meals incurred by ISG in connection with providing Services underthis SOW. Changes in Scope of Services or Deliverables Any changes in the Scope of Services, Scope Activities, Period of Performance, or Assumptions associated with this engagement must be reflected in a written change order mutually agreed and approved by City and ISG. Miscellaneous City acknowledges and consents to use of ISG affiliate resources to provide Services underthis SOW. Attachments The Statement of Work also includes that following attachments: ATTACHMENT 1:Customer Order Form for Automation Anywhere ATTACHMENT 2: International Consulting Acquisition Corp.Standard Support Services, Policies and Procedures . . . . . . . . . . . Please acknowledge your acceptance by signing below: City of Fort Worth International Consulting Acquisition Corp. dba ISG Public Sector By: By: Name: nsan Alanis Name: Nathan Frey J►ss s n i ger Title: Title: Partner Date: �� -k7- Date: 6/12/2018 City Confidential.60 2018 information Services Group,Inc.All Rights Reserved Rage 7 OFFICIAL RECORD CITY SECRETARY T,WORM U CFW/STA Amendment No.4 to CSC No.43436 Page I I of 16 EXHIBIT A-2 ATTACHMENT 1 Robotic Process Automation CUSTOMER ORDER FORM for AUTOMATION ANYWHERE This Order Form("Order")for Automation Anywhere Software is submitted by City of Fort Worth pursuant to the terms and conditions of the Software License Agreement between Automation Anywhere and City of Fort Worth dated June ,2018.Invoicing for the licenses will commence upon execution of this Order with payment due thirty(30)days from the invoice date.Support Services are included in accordance with the ICAC Standard Support Services Policies. Order Information: Company Name City of Fort Worth Contract Term 1 Year—June 18,2018 through June 17,2019 License Term 365 Days—June 18,2018 through June 17,2019 License Expiration Date June 18,2019 License Type Initial Version I Version 11 Unit Price Unit Product Total Product Quantity Annual Price N Days Current Term Daily Partner Pack 1 $10,000.00 $27.40 365 $ 10,000.00 1 Control Room 3 Bot Creators 1 Bot Runner Order Total(For Current Term): $ 10,000.00 License Configuration Information Control Room Bat Creators Bot Runners Notes 1—DEV/PROD 3 1 TOTALS 3 1 Agreed and Accepted:By its signature below,each party hereby accepts and agrees to be bound by the terms of this Order set forth herein. International Consulting Acquisition Corp. // City of Fort W=h By: GLIr L. By: Name: Nathan Frey Name: 'USa11 3111' Title: Partner Title: _Aglaintant City Manager Date: 6/12/2018 Date: Wig Ila OF=FICIAL RECORD CITY SECRETARY !!kVn1RT1'I,TX CFW/STA Amendment No.4 to CSC No.43436 Page 12 of 16 EXHIBIT A-3 ATTACHMENT 2 International Consulting Acquisition Corp.Standard Support Services,Policies and Procedures 1. Software Upgrades All product upgrades made generally available by the Software Provider during the Term of the applicable subscription license agreement will be provided to Customer. International Consulting Acquisition Corp. ("ICAC")will assist Customer to implement such upgrades should they choose to do so. 2. Incident and Problem Support 2.1. Incident Support Objective is to restore agreed service to Customer as soon as possible,but no later than in the service levels outlined below. Incidents must be reported to the ICAC Helpdesk by Customer's"Designated Contacts"which allows for a centralized and efficient communication channel and ensures that only Customer's authorized personnel have access to sensitive security-related information and the ability to change critical business processes automated by RPA. Incidents must be reported in a format that allows relevant information to be retrieved and analyzed.Incidents will be stored within an automation knowledge management repository and holds information on technical specialists,previous incidents and resolutions,related problems and known errors that will aid in restoring service as soon as possible. Incident support is limited to software support including understanding use of a specific feature of the product, or assistance with a specific problem or error message. Incident support also includes understanding logic in creation of an automated process but it will not include creation of an automation. Incident support includes remote diagnostics support where a support agent can connect to view Customer's systems. 2.2. Problem Support The primary objectives of problem management are to prevent problems and resulting incidents from happening,to eliminate recurring incidents,and to minimize the impact of incidents that cannot be prevented. Problem Management includes the activities required to diagnose the root cause of incidents identified through the Incident Management process,and to determine the resolution to those problems. ICAC will maintain information about problems and the appropriate workarounds and resolutions in order to assist Customer to reduce the number and impact of incidents over time. 2.3. Exclusions and Limitations Support is limited to Software functions that were already successfully tested in Customer Development and Test environments and were working successfully in Production environment prior to the incident occurring in the Production environment.While support will be provided to answer any product related questions and high- level troubleshooting,it does not include the assistance of developing automations or training.The client may choose to purchase consulting blocks for training or automation development in the event they require advanced assistance. Proprietary and Confidential Page 1 CFW/STA Amendment No.4 to CSC No.43436 Page 13 of 16 EXHIBIT A-3 ICAC will support repair or fine tuning of automations to restore service.However,if the corrective action requires a modification that is not documented in the original process definition and solution design documentation or if the correction action requires rebuilding the automation,then that is outside the scope of the Support Services and for such support,Customer will be required to engage ICAC for chargeable professional services not covered in this Support Agreement. Support for Customer's IT infrastructure on which the Software is deployed and the systems with which it interacts—for example physical servers,operating systems,virtual servers,networks,databases and applications—is outside the scope of this Support Agreement. 2.4. Helpdesk In order to use Support,sign-up through the web portal below is required.Customer will get a welcome email to verify your email address and once you verified you will have access to the helpdesk which includes the hollowing: • Customer receives a ticket id for all support requests and can view ticket status and history • Customer has the opportunity to share feedback on support experience • A profile for Customer organization can be created on request Features Helpdesk Support Supported versions Current version through immediately prior major release Method of access Phone/Email Response Method Phone/Email Language of support English Remote access to environment If requested by Customer The Helpdesk can be reached through the hollowing channels. Phone US: +1(844)267-6744 US(EST)12:00am—7:00pm,M-F business days UK:+44(800)3688332 UK(GMT)4:00am—11:o0pm,M-F business days ANZ: +61(1800)934346 ANZ(AEDT)4:00pm—11:00am,M-F business days Email rpahelp@isg-one.com 24 hours a day,M-F business days Web Portal https:Hrpahelp.isg-one.com 24 hours a day,M-F business days Proprietary and Confidential Page 2 CFW/STA Amendment No.4 to CSC No.43436 Page 14 of 16 EXHIBIT A-3 2.5. Service Levels Service Levels Severity Severity Severity2 Severity Level Customers problem with the Customer's problem with the Customers problem with Software in production has a Software in production has a the Software in production severe business impact,e.g., significant business impact, has some business impact. operations cannot continue. however,operations can The Software is usable and Definition Customer is unable to use the continue in a restricted fashion. causes only minor Software,resulting in a major The Software is usable but inconvenience.It may be a impact on Customer's severely limited.There is no minor Error, operations. acceptable Workaround documentation Error,or available, incorrect operation of the application. Reaction 4 hour:call-back or electronic 1 Business Day:call-back or 2 Business Days:call-back time reply electronic reply or electronic reply ■ Immediate steps shall be ■ Immediate steps shall be Severity 3 errors shall be taken toward solving the taken toward solving the researched within 5 Severity 1 error. Severity 2 error. business days. • ICAC will work with the ■ ICAC will work with the Error Customer to resolve Customer to resolve Severity 2 Resolution Severity 1 matters until the matters until the error is or error is resolved or a resolved or a Workaround is Workaround Workaround is provided. provided. Delivery • In case a Workaround is In case a Workaround is Procedure provided,ICAC will provided,ICAC will downgrade downgrade the severity of the severity of the ticket in the ticket in agreement with agreement with Customer to Customer to get the error get the error permanently permanently resolved resolved As appropriate As appropriate As appropriate Permanent (may be included in the next (may be included in the Fix software release or as a (maybe included in the next software release next software release or as i depending on thessu Objective patch,depending on the issue)a patch, a patch,depending on the issue) issue) Proprietary and Confidential Page 3 CFW/STA Amendment No.4 to CSC No.43436 Page 15 of 16 EXHIBIT A-3 3. Support Conditions Support is conditioned on Customer's compliance with terms of applicable subscription license agreement, including the full payment of Fees. ICAC will provide Support in accordance with its then-current support policy. Customer agrees that ICAC may in its sole discretion provide,but Customer has no right to:(a)Support for Software that has been modified by any party other than the Software Provider,or that has been improperly installed or used in a manner other than as set forth in the Documentation and authorized under this Agreement; or (b)any major release of the Software other than the last two most current releases made available by the Software Provider. Proprietary and Confidential Page CFW/STA Amendment No.4 to CSC No.43436 Page 16 of 16