HomeMy WebLinkAboutContract 51829 CITY SECRETA
CONTRACT NORM rJ I S a9
ca ra h soft
PROFESSIONAL SERVICES PROPOSAL
Carahsoft for the benefit of The City of Fort Worth
Document Date: 11.16.18
THIS PROPOSAL IS VALID FOR A PERIOD OF 90 DAYS
FROM THE ABOVE DATE.
a
RECEIVED
FEB -7 2019 OFFICIAL RECORD
CITY Of FORT WORTH Page 1 Of 24 CITY SECRETARY
CITY SECRETARY
FT. WORTH,TX
carahsoft
TABLE OF CONTENTS
INTRODUCTION.................................................................................................. 3
PROPOSAL TERMS & USE................................................................................... 3
PROJECTAREAS.................................................................................................. 4
Project 1 —AP Invoice Processing..................................................................... 4
Project 1 Assumptions....................................................................................... 11
Project 1 Exclusions ........................................................................................... 13
Project1 Deliverables ....................................................................................... 14
KEY ASSUMPTIONS/END USER OBLIGATIONS................................................... 15
ROADMAP TO SUCCESS..................................................................................... 17
PRICING ESTIMATE............................................................................................ 21
PROJECT CHANGE CONTROL PROCESS.............................................................. 22
APPENDIX A — RESOURCE DESCRIPTIONS.......................................................... 23
SIGNATURES...................................................................................................... 24
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INTRODUCTION
The purpose of this document(the"Services Proposal') is to define the goals, scope,fees, and
other important details supporting the delivery of professional services for one or more
projects defined in the Project Areas section.
PROPOSAL TERMS& USAGE
Hyland Software, Inc. ("Hyland") is pleased to provide the following estimate for professional
services related to the use of the Perceptive Content Software ("Software")for Carahsoft
("Customer")for the benefit of City of Fort Worth ("End User")as shown in the Description of
Services section of this document.
The content of this Services Proposal is subject to review and revision by both Hyland and
Customer until fully executed by both parties.
Upon execution of this Services Proposal,the Hyland project manager will contact Customer
project team to discuss project logistics and potential start dates.At this time, Hyland resource
availability will be reviewed and presented to Customer. Start times can vary based on existing
work volumes.The project will begin upon a mutually agreed upon date as soon as resource
availability and Customer availability allow.
Once the project start date has been determined, resources will be assigned and scheduled to
begin delivery of the services described in this proposal.
Services described in this Services Proposal will be provided in accordance with the terms of
applicable services contract between the parties within which this Services Proposal is
incorporated. Such services contract may be a stand-alone services agreement or may be
included within the agreement under which Customer licenses software from Hyland,such as a
Master Software License,Services and Support Agreement, Hosting Agreement or Subscription
Agreement.
After execution, all changes to this Services Proposal will follow the Project Change Control
Process.All changes must be made to this Services Proposal through an authorized change
order unless otherwise agreed to in writing by both Hyland and Customer.Confidential -M 2018
Hyland Software, Inc.
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PROJECT AREAS
Hyland will provide the following services described within this proposal.
Project 1—AP Invoice Processing
Scope
Hyland will provide services to Customer to implement the Accounts Payable Invoice Processing
solution for the End User. Hyland's services will follow Hyland's roadmap to success detailed in
this services proposal.
Capture
Document Intake
Hyland's capture suite will be leveraged to import Purchase Order and Non-Purchase Order
invoice documents in a variety of ways:
a. Paper documents will be scanned into Software from one (1) location via scanning
workstations or multi-function devices;
b. Page/document separation will be performed via a scanning workstation using the
desktop client of Software.All other capture methods assumes one document per file
imported into Software;
c.Software will monitor a designated End User e-mail account to import e-mail
messages with invoice attachments. Each attachment will be imported as a separate
invoice document;and
d.Software will monitor a designated file directory for import of invoices already in
electronic format. Each file will be imported as a separate invoice document.
Hyland will also help implement End User designed retention policies within Software.
Customer is responsible for designing and delivering these policies during the Discovery/
Design of the project.
End users will be required to perform quality assurance for scanned document to verify image
quality and document separation.Additionally, invoice files imported in PDF or Microsoft Word
format will be converted to TIFF images prior to OCR processing.
Brainware for Invoices
The solution will be designed to perform OCR data capture for standard PO and Non-PO
invoices as well as Credit Memos.The following are not to be considered standard invoices:
a. Invoice Statements(forms with multiple Invoice Numbers/Invoice Amounts);
b. Invoices with multiple PO Numbers;
c. Expense Reports;
d. Invoices with data that is hand-printed;
e. Invoices from countries other than the United States of America;
f. Non-English language invoices;
g. Invoices with data in non-US formatted address blocks, phone number,dates,and currency;
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h.Any form that is not a machine-printed invoice falling into the categories of"Purchase Order
Invoices" or"Non-Purchase Order Invoices";
i. Reports;
j. Intercompany Invoices;
k. Utility Bills;
I. Receipts;and
m.Check Requests.
The solution will be configured to extract summary level data on both PO and Non-PO based
invoices.Standard header invoice fields will be extracted:
a.Standard header fields include: Invoice Number, Invoice Date, Remit To,Subtotal Amount,
Tax Amount,Total Amount, PO Number,Currency, Discount Amount (header level extraction
only), Freight, and Misc.Amount.
The solution will derive the following additional values from extracted fields listed above:
a. Company Code, Vendor ID, Vendor Remit Location Code, PO Type,and PO Line
Number.
Line detail will only be extracted on PO invoices, and will be validated against PeopleSoft
purchase order data. PO lines will be paired using the values of unit cost, quantity and item
identifier or item description.Standard line level fields will be extracted:
a. Standard line level fields include: Description, Quantity, Unit Price, Line Total, Product
Code and Unit of Measure.
Software will present the extracted invoice data to a verification operator for validation. End-
users are anticipated to review a majority of all invoices after the OCR process. In the event
Software is unable to confidently identify or extract information, end-users will be required to
manually index documents to complete the validation process.
Data extraction exceptions will be reviewed in Brainware. Where applicable,the invoice
exceptions listed below will be flagged and passed to Perceptive Content for manual review and
resolution.All exceptions required beyond the following list will result in a change order:
a. Vendor not found, missing/invalid PO, missing/invalid vendor& PO, PO vendor does not
equal invoice vendor, invoice amounts do not add up, non VAT compliant,stock invoice, zero
value invoice, and vendor address invalid.
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Processing
The system will perform a check for duplicate invoice documents inside of Perceptive Content,
based on vendor, invoice number, invoice date, and invoice amount. If a potential duplicate
invoice is identified, it will be routed for review by Accounts Payable.
After the capture and validation processes are complete, invoices will be sent to Software
Workflow for routing. Non-PO invoices will be staged for coding and/or approval assignment.
Invoices with PO exceptions will be routed to an AP exceptions queue. Confidential-M 2018
Hyland Software, Inc.
It is the responsibility of the AP users to check the Software workflow queues, at least daily,for
any document exceptions.
Accounts Payable staff will have ability to sort and filter invoices staged for review based on
summary level values: invoice status,vendor name, PO number, invoice number, invoice total,
and invoice date.
The AP representative will have the ability to take ownership of an invoice.Any unassigned
invoices may be sent through Workflow to an unassigned queue for review.
Approval Workflow
Non-PO and Service-PO invoices will be routed for approval based on an End User provided
database or CSV file that contains all the information required for routing.The Approver Matrix
must include the following:
a. Company/Business Unit, Department/Cost Center or other decision criteria as agreed
upon by End User and Hyland;
b.All levels of the approver hierarchy for the combo above;
c. Invoice approval authorization amount;
d. Username (Same as Username of Software user); and
e. User email address is required to be present and stored in the Software user account;
Users will have the ability to accept or reject an invoice as it flows through the Software
workflow process for AP.This is done through the use of an email notification and task
assignment.A user will open the task from an E-Mail link and can use the system of completing
or returning the task. Completion of the task will automatically route the document forward in
the approval process, denote it as fully approved or send it back for further review. If rejected,
the invoice will resume the approval process at the beginning to ensure adherence to approval
requirements.
The specific components of the AP Approval process include:
a.This workflow process will include alarms, routing rules and security/user access;
b. Only Non-PO and Service PO invoices will be routed for approval;
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c.Coding of the Non-PO invoice will occur prior to approval routing;
d.Only one task-based approval process will be implemented;and
e.Only one End User provided approval matrix will be referenced for routing in this
approval process.
Forms
The solution includes one(1) interface for user entry via the Accounts Payable ("AP") Invoice E-
Form:
a.The AP Invoice eForm will allow for invoice data entry,validation and approvals for PO
invoices, Non-PO invoices and Credit Memos;
b.Two-way matching will be performed;
c. GL Coding for Non-PO invoices will include up to:
L Eight(8)financial dimensions for the GL Account method;or
ii.Twenty-four(24)financial dimensions for the GL Code Method.
d. Hyland recommends using Account,Sub Account, Cost Center and Sub Cost Center for
validation;
e. Data Validation will be done to compare invoice amount to line item amounts,
evaluate GL segment combinations,verify PO information and verify vendor
information.
f.Out-of-the-box combination checking is included for up to eight (8)dimensions of the
GL Account Method;
g. Out-of-the-box combination checking is excluded for the GL Code Method; and
h. E-Form data will be used to populate the custom properties and index keys.
Invoice Posting
Applicable data needed to create the invoice voucher in the PeopleSoft will be sent via
Integration Broker Web Services to PeopleSoft through the use of Hyland's Voucher Build
Connector:
a.Through a workflow process, Software will initiate a web service notification to
PeopleSoft;
b. PeopleSoft will receive an XML file, create the voucher and notify Software of
acceptance with a voucher number in the response message;
c. Delivery of WSDL,sample request, sample response and mapping must be provided to
Hyland prior to Discovery kick-off; and
d. End User resources are required to verify proper connection.
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Measure
Hyland will configure the following reporting components:
a.Accrual Report:
L A configurable export process will be implemented to enable accrual
processing within the workflow process and present the results in an exported CSV file.
This CSV file can be emailed to designated recipient(s) on a schedule if desired.
b. Business Insight:
L Hyland will configure Business Insight reporting server and deploy the standard
report library to provide reporting capabilities on administration,throughput,
and other metrics related to Software; and
ii. Reporting on data store in E-Forms is excluded from scope.
Hyland will also provide and configure the Visibility Monitoring and Reporting tool:
a. Standard Visibility reports are deployed which provide metrics on extraction,validation,
and end user performance related to intelligent capture.
Training
Included in the project scope is dedicated time for training. Unless otherwise noted by the
project teams during project planning,the following process is used for the training of this
solution.
a. End User will develop test cases in advance of the testing period of the project in
accordance with the Solution Requirements Document("SRD");
b. End User's designated System Administrators will complete the following required
instructor-led training courses to acquire fundamental Software knowledge prior to
solution training session:
L Perceptive: Content for Administrators; and
ii. Perceptive: Content Server Essentials.
c.To prepare End User's testing team for executing the test cases, Hyland will provide
one (1)two-day training session to familiarize End User power users and administrators
with the Software interface, navigation, and configured functionality of the solution;
and
d.Training session is intended for up to five (5) participants.
Any additional time or reallocation of time requested for testing or training shall be handled
following the Project Change Control Process noted in this document.
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Testing
Included in the project scope is dedicated time for testing. Unless otherwise noted by the
project teams during project planning,the following process is used for the testing of this
solution.
SYSTEM INTEGRATION TESTING ("SIT")
Hyland will provide remote support for up to sixteen (16) hours during System Integration
Testing over the period of three (3) business days.SIT is performed and driven by the End User.
The End User is responsible for providing the required resources available for integration tests
and providing relevant test materials.
User Testing
Included in the project scope is onsite support for one user testing event. Onsite support will be
provided by two(2) resources for up to forty(40) hours each following onsite training.The End
User performs testing and provides Hyland with a notification of any issues based on the test
cases developed by End User in accordance to the requirements defined in the SRD. Hyland
tracks the issues during End User's user testing process using Hyland's issue tracker tool. Hyland
verifies that recorded issues comply with scope defined in SRD,and updates the End User once
the issues are resolved,whether by Hyland's project team or End User's project team. Remote
support will be provided by two (2) resources for user testing for two(2)weeks at a maximum
of forty(40) hours per week.Additional support of user testing is not included within the scope.
User testing is performed and driven by the End User and user testing activities should be
defined and documented prior to the start of solution implementation.
Go-Live Support
Included in the project scope is dedicated time for go-live activities.Go-live activities include:
a.The solution will be migrated to the production environment;
b. Porting the final production configuration into one (1) non-production environment for
future development and testing;
c. Develop a deployment method for End User to distribute Software to appropriate end users;
and
d.Assist End User's help desk with resolution of Software questions.
Hyland will provide two (2) resources for forty(40) hours each of onsite support for the first
week of go live and two(2)weeks of remote support at a maximum of forty(40) hours per
week per resource.A single go-live will be supported.
Extended Go-Live Support
Included in the project scope is time for additional department go-lives based off the following
assumptions
a. All Hyland resources will be remote
b. Up to five(5) Extended Go-Live events may be scheduled:
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a. Each Extended Go-Live event will have a maximum duration of one week
b. Up to two (2) resources will be scheduled for a maximum of forty (40) hours per
Extended Go-Live event
c. End User will work with Hyland to schedule each Extended Go-Live event based off Hyland
resource availability.
d. End User is responsible for all training and solution changes identified during these Extended
Go-Live events.
e. In the event the End User requests to schedule an Extended Go-Live event six(6) months
from the completion of the projects original Go-Live event (defined in the section "Go-Live
Support" above)then a Change Order will be required.
Project Closure
Included in the project scope is dedicated time for project closure. Hyland's project manager
will schedule a meeting with Customer and End User's project manager and project sponsor.
The agenda will include introduction to Hyland's Technical Support team, discussion of any
outstanding enhancements and associated timelines, discussion of the state of the relationship
between organizations, and next steps for future opportunities as requested by End User.
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Project 1 Assumptions
This project is based upon the below assumptions being true. If for some reason these
assumptions prove not to be true,this could result in a scope change and may have an impact
on the proposed cost and timeline to deliver.
a. Individual documents are anticipated to be scanned at the same aspect ratio and
dimensions,and at a quality of 300 dpi;
b. Documents processed through OCR must be clean and free of extraneous patterns,
images, or any other formatting that would interfere with reading data;
c.Accuracy of the OCR within Software is based on document quality, information on
said document(s),and vendor accounting system information provided to Software.The
amount of manual intervention or validation is unknown until testing commences,
however, Hyland will work with End User to identify and work towards the highest
percentage available based on timelines and budget;
d. End User is responsible for configuring the Verifier Client on any terminal server;
e.The solution assumes all invoices processed will have a maximum of one(1) PO
number per invoices and will contain goods or services, not both;
f.Three-way matching is not supported;
g.Assumptions regarding End User provided Vendor Master and PO data include but
aren't limited to:
L Data will be validated against one(1)single external data source;
ii. End User data must be up to date and can be accurately matched to vendor
and PO data present on an invoice.
iii. If during testing,Vendor Master and PO data is determined to be out of
alignment with standard accounting procedures,this could result in a scope
change and/or extension to the project timeline.
• Examples include duplicate vendors, incomplete vendor and PO
records, not closing PO's, etc.
iv. End User data must be provided either by database views or CSV files;and
v. PO data will only include open, received data.
h. Brainware users will be created or modified via either a LDAP import or manual entry
by an Administrator;
I. Documents will be processed in Brainware as one (1)document per batch;
J.Software will treat credit memos and debit memos as non-PO invoice documents.
k.The solution will leverage pre-configured forms for PO and Non PO invoices.
Customization of these forms is not included in this engagement;
I.The values available for selection on the GL coding form will not be limited based on
user security;
m. PeopleSoft will validate invoice data prior to invoice creation;
n. Purchase orders are stored and maintained in PeopleSoft;
o. End User is responsible for reviewing any data errors occurring from invoice creation
directly in PeopleSoft;
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p. Software reports measure only data stored in Software application via standard
report providers;
q. End User is currently using PeopleSoft in production;
r. Functional and technical PeopleSoft experts will be accessible throughout the project;
s.The workflow solution assumes no custom scripting will be required to accomplish
workflow tasks.Any business requirement to add custom scripted elements to the
workflow solution will require additional configuration effort;
t. Customer is responsible for any SSO configurations required for this solution;
u. Customer is responsible for obtaining any SSL certificates necessary for the solution;
v. Hyland will install and configure client side software on up to five (5) workstations for
testing and training; and
w. Hyland is not responsible for the deployment/installation of Software on end user
workstations. Hyland will work with End User's system administrator to identify
requirements,test installation processes, and provide general consulting on the topic;
however, it is ultimately End User's responsibility to deploy Software to end user
workstations.
x. Hyland reserves the right to engage a third party to perform the capture work.
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Project 1 Exclusions
The following items are considered out of scope for this engagement:
a. Line item detail capture for Non-PO invoices including general ledger information;
b. Pairing of invoice lines to receipt using OCR;
c. Pairing of invoice lines for third party freight invoices;
d. Calculation of tolerance levels for line item pairing;
e.Automated document separation;
f. Monitoring for time-sensitive items or priority items;
g. Currency conversions;
h.The solution does not support for creation of new vendors or changes to existing vendors;
i. Custom SQL reports; and
j. Reporting on data store in E-Forms.
Required Resources
Resource Rate Type
Technical Consultant Solution Consultant
Advanced Capture Consultant Solution Consultant
Project Manager Solution Consultant
Integration Engineer Solution Consultant
Infrastructure Analyst Solution Consultant
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Project i Deliverables
Description En. User Hyland
Project Charter Purpose: . .
objectives,outlines project
project cl within the initiation phase. Responsible
Includes the agreed upon scope,objectives, and participants in the project. Responsible
Delivered within the initiation phase,and continually updated throughout the
project. Responsible
A Gantt chart visualization of deliverables, activities,and assignments that need to
be performed to complete the project. Responsible Responsible
JSR11Dcontent
• 111TASI&.11 r!
is composed as a result of requirements gathering. Responsible
ntains all requirements related to the base installation, configuration and
deployment of the Software. Responsible
Describes the proposed business requirements of the Workflow solution. Responsible
Contains a series of use cases detailing process flows that comprise the
Workflow solution. Responsible
Outlines tasks and expectations for End User and Hyland required for solution
delivery. Responsible Responsible
,�'�echnical Document Purpose: Outlines recommended architecture and sizing specifi ns
for servers (physical and virtual).Also outlines recommended storage consideration and
. _ - . icat ions.
Documents recommendations for production,test,staging/user testing("UT"),
disaster recovery,and development environments. Responsible
Documents recommendations based on End User throughput and access
requirements. Responsible
Implementation of the requirements defined in the SRD. Responsible
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KEY ASSUMPTIONS/END USER OBLIGATIONS
The following are key assumptions that impact the success of the solution,and are applicable
for all Project Areas within this proposal:
a. Services will be provided both onsite at End User's location in Fort Worth,TX as well
as remotely from Hyland.
b.To ensure anticipated timeframes are met, End User will review deliverables in
accordance to the agreed upon Work Breakdown Plan. Failure to respond where needed
within the designated timelines may result in project delays, loss of resources,and
incorporation of the Project Change Control Process.
c. Hyland and End User will review remaining work effort throughout the project. If at
any time the number of hours required to complete a project phase noted in the
roadmap section of this document exceeds the number of hours estimated in the Work
Breakdown Plan for that phase,then Hyland will incorporate the Project Change Control
Process prior to exceeding the budgeted number of hours.
d. End User is responsible for ensuring all hardware is in place and made ready as
dictated by the implementation schedule.This includes full access to all environments in
which Hyland is required to work including environments required for migrations,
integrations, or multiple development,testing, and production environments for
Software.
e. End User will provide trained technical team members to assist in supporting and
maintaining all aspects of the hardware, network, and database maintenance plans
throughout the project.
f. End User will designate a Software administrator who will undergo any applicable
Software training recommended before the start of requirements gathering to
participate in the design and implementation process effectively. Recommended
training courses are provided along with the Software license estimate separately from
this proposal.
g. End User will provide appropriate access to facilities and office space for all onsite
work.This includes, but is not limited to,work desks, networked computers, team
meeting rooms, conference phones, whiteboards,the internet and VPN connection as
dictated by End User's reasonable security measures.
h. End User will provide subject matter experts who are thoroughly knowledgeable
about the current business practices in their respective areas and who are capable of
performing their assigned project roles.
i. End User will make commercially reasonable efforts to maintain consistent project
resources throughout the project.Any anticipated changes to the core team must be
communicated in writing within five (5) business days unless termination or illness is the
result of the change.
j. Each deliverable created during this project will use Hyland's standard deliverable
templates. End User requested changes to the deliverable template may increase
project costs or introduce timeline delays.
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k. End User will provide Hyland resources a properly setup environment per Hyland's
prerequisites. Setup will consist of the installation, configuration and administration of,
but not limited to, all hardware and operating systems, database instance(s),
networking and required third-party software.
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ROADMAP TO SUCCESS
The following table is intended to provide End User an understanding of the roadmap to the
project and associated responsibilities of both End User and Hyland.
Description En• User Hyland
Project InitiationPhase Purpose. To prepawoth End User and Hyland project
teams in advance of
Create project charter. Responsible Responsible
Define project team and identify project sponsor(s). Responsible Responsible
Define initial work breakdown plan with timelines. Responsible Responsible
Introduce the change management consultant. Responsible
Define requirements gathering agenda. Responsible Responsible
Define End User processes prior to requirements gathering. Responsible
Arrange physical workspace and tools necessary to accommodate
scheduled onsite activities. Responsible
Plan and provision an appropriate environment for Software, in
accordance with Hyland's prerequisites. Responsible
Provide local and remote access to all environments identified to
complete the scoped solution. Responsible
Deliverable review of all Hyland standard documentation. Responsible
• User Change Control Process
This change control process formalizes the End User's requested
changes and is recommended for End User to record and evaluate
ideas for change related to Software,and differs from the Project
Change Control Process. Changes, which are evaluated by End User,
and are requested within the scope of the current project, which are
not documented in the SRD will follow the Project Change Control
Process. Responsible
•
JU
Hyland will engage End User's subject matter and technical experts to
discuss the solution in detail and define the requirements. Responsible Responsible
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Follow up items may be discussed with the subject matter or technical
experts to close any gaps in fully understanding the captured requirements. Responsible Responsible
Solutions RequirementDocumentation
Compose formal documentation containing the use cases and associated
requirements of the solution using Hyland's standard solution requirements
document format. Responsible-
Solutions
Requirement • .
Review and red line(if applicable)the proposed solution requirements
document. Responsible
Review the updates and determine if there is an impact on the Work
Breakdown Plan and scope of the solution. Responsible Responsible
Introduce the Project Change Control Process for deviations, which
impacts estimated pricing and/or work effort. Responsible Responsible
Make appropriate updates to the proposed solution requirements
document. Responsible
Validate the finalized SRD. Upon sign-off by End User,the SRD replaces
any previous form of scope or solution estimate, and becomes the then
current project scope.The SRD will be subject to review and re-
estimation of the timeline, pricing, and work effort involved, and,
based on such review and re-estimation, Hyland will determine
whether the Project Change Control Process must be followed. I Responsible
e ! - e •
Develops tests cases based on agreed upon business process and
functionality requirements defined in the SRD. Responsible
Each test case should minimally include ID number,functional area,
prerequisite or dependency, a description,testing steps, expected
outcome, pass/fail and tester comments. Responsible
Develop/modify test cases throughout the duration of the project. Responsible
Periodic review of the test case development progress with End User's
assigned test case writer and Hyland's Project Manager. Responsible Responsible
softwareimplementation Phase Purpose. Hyland designs, develops and functionally
in-
SolutionpleMentatian
Design the solution based on the SRD. Responsible
Configure the solution in the End User's designated environment. Responsible
Validate the solution conforms to the requirements in the SRD. Responsible
Inform End User when functional unit testing is completed. Responsible
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Conduct . . Review
Provide a walkthrough of the solution to End User. Responsible
Evaluate the solution and provide feedback to Hyland. Responsible
Note: Not all functionality may be present during initial prototype review.
Refine Documentation
Refine documentation based on feedback from prototype review(s)with End
User in accordance with the Project Change Control Process. I I Responsible
end user trainers, and Systern Administrators on the specifics of the solution in
preparation for end user testino.
Guide:' Generate Tra'inin
Compose a manual specific to the configured solution,which guides End
User's trainers on the functionality of the solution from an end-user
perspective. Responsible
Customize the training guide provided by Hyland to suit the needs for training
of end users. Responsible
Train End User's designated System Administrator(s),testers and end user
trainers responsible for educating their end user communities. Responsible
Provide super users or solution champions to attend train the trainer
session(s). Responsible
Training is oriented towards solution specific functionality. End User will be
responsible for all additional end-user training. 1 Responsible
OWNE-1 IV5%-IIF5 w-1103,V7,Of 130314-_7 WA`r R - OCCUIUC111ce
with the SRO.
User Tiesting
Perform user testing using test cases created by End User. Responsible
Conduct at least one (1)dry run with at least one (1)end-user to
identify any typos or disordered test scripts that would otherwise lead
to a false negative test result. Responsible
Correct typos or corrections to test scripts. Responsible
Conduct testing with a majority of end-users. Responsible
Document Software issues reported by End User using Hyland's issue
tracking tool. Responsible Responsible
Classification of the issues reported by End User. Responsible Responsible
Make necessary updates to solution as agreed to by both End User and
Hyland project teams. Responsible Responsible
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Retest all updates to the solution which Hyland project team has
communicated is ready for end user testing. Responsible
Repeat issue resolution steps as necessary until all test cases pass. Responsible
Develop a go-live plan including activities to be completed by both
parties in preparation for the go-live event. Responsible Responsible
Support End User post go-live as noted within each project scope
above. Responsible Responsible
Gather project sponsors to discuss overall project activities,future
opportunities, and outstanding enhancement requests. Responsible Responsible
Project handoff by Hyland's project team to End User's designated
Technical Support Team at Hyland. Responsible Responsible
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PRICING ESTIMATE
Customer acknowledges that the services estimated are based solely on the information provided to
Hyland and referenced in the above Project Area(s).
Totals
Project of • Hours
Total Est Work Hours 1542 $351,8LT- 99.82
• .
Totalsls 1542FM Est.
Estimated Travel CostTrips
Total Travel 1 10 $20,000,00
Totals1
Solution Consultant $228.21/hr
• .
2
Pricing Assumptions
The cost estimates were created using the following assumptions:
a. Services described in this Services Proposal will be provided in accordance with
the terms of applicable services contract between the parties within which this
Services Proposal is incorporated;
b.The above pricing estimate includes estimated services fees anticipated to
complete the project(s)successfully;
c. Estimated travel costs are listed separately for planning purposes only.Travel
expenses are charged separately and billed as incurred. Hyland will work with the
Customer and End User to plan out travel costs. In the event travel costs are
anticipated to exceed Customer and End Users travel budget then work will be
performed remotely; and
d.Any estimate provided to complete the Services is provided for convenience only
and is an approximation of the anticipated amount of fees needed to complete such
Services. Customer will be invoiced based on the amount of time actually required to
complete such Services,the applicable hourly fees and any applicable travel and
expenses.
Page 21w, 24
ca ra hsoft
I. End User will include third-party vendors or subject matter/technical experts as
required.
m. End User will assign a project sponsor,who will be actively involved in the project
and is the final escalation point for all issues and decisions.The project sponsor will also
ensure that the appropriate End User personnel are made available to execute the
project successfully.
PROJECT CHANGE CONTROL PROCESS
Requested changes to this Services Proposal will be managed using the Project Change Control
Process outlined below.
If any party believes that a change to this Services Proposal is warranted, the party shall issue a
change request("Change Request") in writing.The Customer's project team and Hyland project
team will review the request, determine the impact on the Services Proposal, and agree to the
requested changes. Once the requested change(s) is accepted, Hyland will provide a formal
change order("Change Order")to Customer outlining the change in service, the impact on
hours, and the related impact on cost and/or timeline.
Customer and Hyland will fully execute the Change Order prior to the requested changes taking
effect. Customer and Hyland acknowledge that this may affect services,timelines, and
deliverables, and therefore will make commercially reasonable efforts to execute any changes
to this Services Proposal with enough lead-time to minimize the influence on the project.
Page 22 of 24
ca ra h soft
APPENDIX A — RESOURCE DESCRIPTIONS
The following table is intended to provide Customer an understanding of all Hyland Global
Services resource types and their corresponding responsibilities.
Responsibilites
Provides expertise on the installation and configuration of the
solution. Responsible for documenting Customer requirements,
building the solution to meet the requirements, providing
administrative training,train the trainer courses, migration of
Technical Consultant the environments,and user testing and go-live issue resolution.
Provides expertise on the Software AnyDoc capture solutions.
Responsible for documenting business process requirements,
validating a right fit solution,configuring the capture solution to meet
the documented requirements, providing administrative training,train
the trainer courses,migration to additional environments,user testing
Advanced Capture Engineer issue resolution,and go-live support.
Provides project management support including project initiation,
developing the project charter and work breakdown plan with
Customer,coordinating schedules and resources,discussing burn
down rates,tracking issue list(s),scope creep and impact,generating
Project Manager change orders(if applicable),and acts as the initial escalation path.
Provides expertise on web service integrations and API development.
Responsible for supporting and mentoring Customer with the creation
of web services to integrate with Software and Customer's current
systems as defined in the SRD.Provides custom scripts within Software
as well as pre-processors and post-processors to meet specialized
Integration Engineer Customer needs.
Provides consulting on the initial setup or review of hardware
infrastructure impacting the Software solution.Drives conversations
with Customer technical teams focusing on the network,server,
database,and storage level of the Software solution as well as reviews
Infrastructure Analyst integration components that may affect overall performance.
SIGNATURES
Page 23 of 24
ca ra h soft
SIGNATURES
City of Fort Worth Carahsoft Technology Corp.
By: By: 4�&4
Name: Name: Karina Woods
Susan Alanis
Assistant city managar
Title: Title: Director
Date: ate: January 23, 2019
O�•FORT�'L
Iti'l-
1-004- 1 r'
Ronald P. Gonzales,Asss . City S IIFOS
M&C: -i aaga o 1/29/1 9 a B trorg,n� ' CityAte►
1295:_aoi g-y��►�g
OFFICIAL RECORD
CITY SECRETARY
Page Za of Za FT. WORTH,TX
GOVERNMENT- PRICE QUOTATION
CARAHSOFT TECHNOLOGY CORP
ca ra hsof t�
1860 MICHAEL FARADAY DRIVE I SUITE 100 RESTON,VIRGINIA 20190
PHONE(703)871-8500 1 FAX(703)871-8505 TOLL FREE(888)66CARAH
WWW.CARAHSOFT.COM I SALES@CARAHSOFT.COM
TO: Steve Streiffert FROM: Amanda Granlund
Assistant Director of IT Solutions Carahsoft Technology Corp.
City of Fort Worth 1860 Michael Faraday Drive
Fort Worth,TX USA Suite 100
Reston,Virginia 20190
EMAIL: steve.stredfert@fortworthtexas.gov EMAIL: Amanda.Granlund@carahsoft.com
PHONE: (817)392-2221 PHONE: (703)889-9797 FAX:
(703)871-8505
TERMS: GSA Schedule No:GS-35F-0119Y QUOTE NO: 12739815
Terre:December 20,2011-December 19,2021 QUOTE DATE: 11/26/2018
FTIN:52-2189693 QUOTE EXPIRES:
12/26/2018
Shipping Point:FOB Destination RFQ NO:
Credit Cards:VISA/MasterCard/AMEX SHIPPING: ESD
Remit To:Same as Above
Payment Terms:Net 30(On Approved Credit) TOTAL PRICE: $371,899.82
Cage Code:1 P3C5
DUNS No:088365767
Business Size:Other than Small
Sales Tax May Apply
TOTAL QUOTE: $371,899.82
LINE NO. PART NO. DESCRIPTION LIST PRICE QUOTE PRICE QTY EXTENDED PRICE
1 2865-120- Kofax Professional Services Consultant $250.00 $228.21 GSA 1542 $351,899.82
65509732 -700010
2 T&E Travel and Expenses $2,000.00 $2,000.00 OM 10 $20,000.00
-T&E
SUBTOTAL: $371,899.82
TOTAL PRICE: $371,899.82
TOTAL QUOTE: $371,899.82
CONFIDENTIAL QUOTE DATE: 11/26/2018
PAGE 1 of 1 QUOTE NO: 12739815
GOVERNMENT - PRICE QUOTATION
CARAHSOFT TECHNOLOGY CORP
ca ra h sof to
1860 MICHAEL FARADAY DRIVE ( SUITE 100 RESTON,VIRGINIA 20190
PHONE(703)871-8500 1 FAX(703)871-8505 TOLL FREE(888)66CARAH
WWW.CARAHSOFT.COM SALES@CARAHSOFT.COM
TO: Steve Streiffert FROM: Amanda Granlund
Assistant Director of IT Solutions Carahsoft Technology Corp.
City of Fort Worth 1860 Michael Faraday Drive
Fort Worth,TX USA Suite 100
Reston,Virginia 20190
EMAIL: steve.stredfert@fortworthtexas.gov EMAIL: Amanda.Granlund@carahsoft.com
PHONE: (817)392-2221 PHONE: (703)889-9797 FAX: (703)871-8505
TERMS: GSA Schedule No:GS-35F-0119Y QUOTE NO: 13643626
Term:December 20,2011-December 19,2021 QUOTE DATE: 11/29/2018
FTIN:52-2189693 QUOTE EXPIRES:
12/29/2018
Shipping Point:FOB Destination RFQ
Credit Cards:VISA/MasterCard/AMEX N
SHIPPPIN
Remit To:Same as Above SHIPPING: ESD
Payment Terms:Net 30(On Approved Credit) TOTAL PRICE: $332,266.05
Cage Code:1 P3C5
DUNS No:088365767
Business Size:Other than Small
Sales Tax May Apply
TOTAL QUOTE: $332,266.05
LINE NO. PART NO. DESCRIPTION - QUOTE PRICE QTY EXTENDED PRICE
-- ---------- -—-- — --- -— ------------------
1
---1 2865-120- Intelligent Capture-AP Line Item-125,000 IPY $104,287.47 GSA 1 $104,287.47
29159305 Kofax-PE30157-125
2 2865-120- Perceptive Intelligent Capture Supplemental $13,500.17 GSA 1 $13,500.17
12528135 Products Visibility Reporting System with 2
Report Engines
Kotex-PER0157
3 2865-120- Perceptive Client—Concurrent Licensing 25- $1,555.22 GSA 50 $77,761.00
32800045 99 Combo Licenses
Kofax-PER0093-25
4 2865-120- Perceptive Business Insight(Perceptive $7,647.24 GSA 1 $7,647.24
55657337 Business Insight Pricing-Total Perceptive
Content,WebNow,Interact Desktop,
Perceptive Mobile Licenses Deployed)
Perceptive Business Insight 100-299 Licenses
Kofax-PER1144-100
5 2865-120- Kofax Perceptive Content Perceptive Voucher $4,389.82 GSA 1 $4,389.82
47947961 Build Connector for PeopleSoft Flat Price
Kofax-PER2397
-- ------ ---- ----------- ----- —
6 2865-120- Kofax Perceptive Content CaptureNow TWAIN $1,076.43 GSA 3 $3,229.29
61033930 1-24 licenses(ea)
Kofax-PER8426-24
7 2865-120- Perceptive Retention Policy Manager Retention $19,438.61 GSA 1 $19,438.61
32592413 Policy Manager 25-99 Licenses
Kofax-PER1296-25
8 2865-120- Experience AP Invoice Approval App 50k IPY $7,050.24 GSA 1 $7,050.24
13556726 to 150k IPY
Kofax-PE30034—Z10
CONFIDENTIAL QUOTE DATE: 11/29/2018
PAGE 1 of 2 QUOTE NO: 13643626
GOVERNMENT - PRICE QUOTATION
CARAHSOFT TECHNOLOGY CORP ca ra h sof t
1860 MICHAEL FARADAY DRIVE I SUITE 100 I RESTON,VIRGINIA 20190
PHONE(703)871-8500 1 FAX(703)871-8505 1 TOLL FREE(888)66CARAH
WWW.CARAHSOFT.COM I SALES@CARAHSOFT.COM
LINE NO, PART NO. DESCRIPTION - QUOTE PRICE QTY EXTENDED PRICE
9 2865-120- Kofax Perceptive Content Perceptive AP $14,523.51 GSA 1 $14,523.51
78788180 eForm 25-99 concurrent users total(flat fee)
Kofax-PER1448-99
10 2865-120- Perceptive Content Enterprise Server Small $11,148.72 GSA 1 $11,148.72
91066964 Enterprise(1-99 Concurrent Licenses)
Kofax-PER1340S
11 2865-120- Classroom and Live Online Content: $2,031.23 GSA 2 $4,062.46
74326736 ImageNow for Administrators
Kofax-PER6415-3
12 2865-120- Perceptive Content Standard Support 1 YR $65,227.52 GSA 1 $65,227.52
93996457 Kofax-MC-PEC-2021-0110
SUBTOTAL $332,266.05
TOTAL PRICE: $332,266.05
TOTAL QUOTE: $332,266.06
CONFIDENTIAL QUOTE DATE: 11/29/2018
PAGE 2 of 2 QUOTE NO: 13643626
Carahsoft—Hyland Software Quotes and Services
Contract Compliance Manager:
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.
Steve Streiffert
Assistant Director,IT Solutions Department
i
a FFMAL RECORD
CITY SECRETARY
FT WORTH, TX
M&C Revapw
Official
CITY COUNCIL AGENDA FORT_ 1-I
DATE: 1/29/2019 REFERENCE **P-12292 LOG NAME: 13PAUTOMATED MANGEMENT
NO.: SYSTEM SB IT
CODE: P TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT: Authorize Agreements with Carahsoft Technology Corporation for the Software,
Training, Services and Support for the Automated Invoice Management System, Using
a Cooperative Contract and a Professional Services Contract for the Information
Technology Solutions Department in the Amount Up to $704,165.87 (ALL COUNCIL
DISTRICTS)
RECOMMENDATION:
It is recommended that the City Council authorize a agreements with Carahsoft Technology Corporation
for software, training, services and support for the automated invoice management system, using
General Services Administration Contract No. GSA-GS-35F-0119Y and a professional services contract
for the Information Technology Solutions Department in the Amount Up to$704,165.87.
DISCUSSION:
The Enterprise Resource Planning (ERP) Governance Committee has reviewed and recommends
approval of this Mayor and Council Communication (M&C)for an Automated Invoice Management
System. Staff recommends the Hyland, LLC, proposal using the Carahsoft Technology Corporation
cooperative contract. This proposal will enable the City to receive electronic and/or paper invoices,
process them electronically including the capability to automatically match invoices against purchase
orders and issue payments thereby reducing the need for manual handling to process payments.
Staff from Financial Management Services and Information Technology Solutions reviewed five
proposals for the Automated Invoice Management System. Staff considered system capabilities, cost,
experience of implementation staff, and references and determined that the Hyland, LLC, proposal using
the Carahsoft Technology Corporation cooperative contract best meets the City's needs.
The agreements include: software licensing and training: $266,983.53 and annual support: $65,277.52
for a total of$332,266.05. There will also be a professional services component of$371,899.82.
Pricing is under General Services Administration Schedule (GSA) Contract No. GSA-GS-35F-0119Y for
software, training, services and support for Automated Invoice Management System. Staff reviewed the
GSA pricing and found pricing to be fair and reasonable. GSA are authorized to offer the cooperative
purchasing program to state agencies, public institutions of higher learning, public school districts and
local governments. Pursuant to state law, a local government that purchases goods or services under the
Interlocal Cooperation Act satisfies otherwise applicable competitive bidding requirements.
SUCCESSOR CONTRACTS: To facilitate planning and budgeting, Staff would prefer to have annual
Agreements that align with the Fiscal Year. However, the GSA contract is out of alignment with the City's
Fiscal Year. The current terms of the contracts are:
Terms are as follows:
Year 1 - January 29,2019 - December 19,2019
Year 2 - December 20, 2019 - December 19, 2020
Year 3 - December 20, 2020 - December 19, 2021
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M&C Rei i„w
In order for these Agreement to align with the City's Fiscal Year, adoption of this Mayor and Council
Communication (M&C) technically authorizes (i) a series of Purchase Agreements, each of which will
align to the terms of the respective cooperative contract to ensure legal authority exists for the contract,
and (ii) an annual spend amount, future years of which would be subject to City Council appropriation. In
the event that a cooperative contract is not renewed, Staff would cease purchasing at the end of the last
Purchase Agreement coinciding with the valid cooperative contract. If the City Council were to not
appropriate funds for a future year, Staff would stop making purchases when the last appropriation
expires, regardless of whether the then-current Purchase Agreement has expired. The City initially use
these cooperative contracts to make purchases authorized by this M&C. The cooperative contracts
expire on various dates. If a cooperative contract is extended, this M&C authorizes the City to purchase
similar services under the extended contracts. if a cooperative contract is not extended, but a new
cooperative contract is executed with Carahsoft Technology Solutions, Inc. with substantially similar
terms as the previous cooperative contract, this M&C authorizes the City to purchase the services under
the new cooperative contract.
AGREEMENT TERM: Upon City Council's approval, the initial term of these Agreements shall
commence upon final execution of the Professional Services Agreement and expire in accordance with
the terms and conditions of the respective cooperative agreement.
RENEWAL OPTIONS: The Agreements may be renewed for two additional one-year terms at the City's
option, per the conditions established in the GSA contract and Carashoft Technology Solutions Inc.
M/WBE OFFICE: A MBE/SBE goal is not assigned when purchasing from an approved purchasing
cooperative or public entity.
ADMINISTRATIVE CHANGE ORDER: An administrative change order or increase may be made by the
City Manager for an amount up to $100,000.00 and does not require specific City Council approval as
long as sufficient funds have been appropriated.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that upon approval of this recommendation, funds are available within
existing appropriations in the current capital budget of the ITS Capital Fund and anticipates, upon
adoption of the Fiscal Year 2020 Budget by the City Council, to include the payments for annual support
in the operating budget, the funds will be available in the Fiscal Year 2020 budget, as appropriated, of the
General Fund. Prior to an expenditure being made, the Information Technology Solutions Department
has the responsibility to validate the availability of funds.
BQN\GS-35F-0119Y\SB
TO
Fund Department Account Project Program Activity Budget Reference# Amount
ID ID Year (Chartfield 2)
FROM
[ Fund Department Account Project Program Activity Budget Reference# Amount
ID ID Year (Chartfield 2)
Submitted for City Manager's Office by: Susan Alanis (8180)
Originating Department Head: KEVIN GUNN (8517)
Additional Information Contact: Cynthia Garcia (8525)
Sheila Baker (8356)
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M&C Reyiew
ATTACHMENTS
Carahsoft form 1295 Redacted.pddf
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