Loading...
HomeMy WebLinkAboutContract 43436-A7 CITY SECRETARY CONTRACT NO. q k-PEZ g AMENDMENT NO. 7 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; WHEREAS, the agreement was further amended on or about June 19,2018, via CSC 43436-A4 to include Robotic Process Automation (RPA) Production Pilot and increase Compensation by $87,000.00; and STA Consulting OFFICIAL RECORD Amendment No.7 to CSC No.43436 CITY SECRETARY Page 1 of 13 FT. WORTH,TX WHEREAS, the agreement was further amended on or about June 29,2018, via CSC 43436-A5 to include additional implementation advisory services and project delivery assistance and increase Compensation by$486,580.00; and WHEREAS,the agreement was further amended on or about February 12, 2019,via CSC 43436-A6 to include additional implementation advisory services and project delivery assistance and increase Compensation by $224,100.00; and WHEREAS, the parties wish to amend the Agreement to include extend the timeline of system support and project delivery assistance for the City's Enterprise Resource Planning System. NOW, THEREFORE, for good and valuable consideration, the receipt and adequacy of which are hereby acknowledged,the City and Consultant agree as follows: 1. Section 3. COMPENSATION of the Agreement shall be modified to include system support and project delivery assistance and Robotic Process Automation (RPA) for an amount not to exceed $340,400.00 for a total contract amount not to exceed $9,646,456.00 2. The Agreement is hereby amended to add "Exhibit A-4," ISG Proposal for Robotic Process Automation (RPA). "Exhibit A-4" is attached hereto and incorporated into the Agreement for all purposes. 3. The Agreement is hereby amended to add "Exhibit B-7," Major Task Areas, to include system support and project delivery assistance beginning upon execution of the Amendment, continuing until June 30, 2020. "Exhibit B-7" is attached hereto and incorporated into the Agreement for all purposes. 4. The Agreement is hereby amended to add"Exhibit C-7,"Payment Schedule,which amends the Agreement to include projected payments for this Agreement. "Exhibit C-7"is attached hereto and incorporated into the Agreement for all purposes. 5. All other provisions of the Agreement that are not expressly amended herein shall remain STA Consulting Amendment No. 7 to CSC No.43436 Page 2 of 13 in full force and effect. [SIGNATURE PAGE FOLLOWS] STA Consulting Amendment No.7 to CSC No.43436 Page 3 of 13 Executed in multiples this the kday o , 206. ACCEPTED AND AGREED: CITY: CITY OF FORT WORTH CONTRACT COMPLIANCE MANAGER: By signing I acknowledge that I am the person responsible for the monitoring and administration of this contract, including ensuring all By: performance and reporting requirements. N e: )Susan Alanis Titl . Assistant ity Manager Date: By: '2 � I Name: Steve tr iffert APPROVAL RECOMMENDED: Title: Assistant Director, IT Solutions APPROVED AS TO FORM AND LEGALITY: By: Name: Title: By: N e: Johtf 11. Str g ATTEST: T' le: Assist ity Attorney ,, - CONTRACT AUTHORIZATION: M&C: �02 7J�o By: `f '.Date Approved: 0 oV/q Ma Y Titlee. City Secret , U,•. � t�'' form 1295 Certification No.��g� t CONSULTANT: �' International Consulting Acquisition Corp dba ATTEST: STA Consulting By ��:1G�G�tG�ff�,� By: Name: T 'mas Ortiz Name: Nathan Frey Title: Partner Title: Partner Date: June 18, 2019 STA Consulting UFhir.AL RIELOR® Amendment No. 7 to CSC No.43436 CITY SECRETARY Page 4 of 13 FT. WORTH,TX EXHIBIT A-4 ISG PROPOSAL FOR ROBOTIC PROCESS AUTOMATION (RPA) ISG .. PROPOSAL Presented to: City of Fort Worth Robotic Process Automation (RPA) Sot Development Plus Training/Mentoring—Statement of Work Presented by: Information Services Group (ISG) Public Sector May 1,2019 imagine • 'O Client Confidential.m 2019Information ServioesGroup,Inc All Rights Reserved STA Consulting Amendment No.7 to CSC No.43436 Page 5 of 13 EXHIBIT A-4 ISG PROPOSAL FOR ROBOTIC PROCESS AUTOMATION (RPA) City of fort Worth 1 SOW for Bot Development Plus Treining/Mentoring May 1,2019 Copyright©2019,Information Services Group,Inc.All Rights Reserved. No part ofthis 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. Client Confidential.©2019 Information Services Group,Inc.All Rights Reserved i STA Consulting Amendment No.7 to CSC No.43436 Page 6 of 13 EXHIBIT A-4 ISG PROPOSAL FOR ROBOTIC PROCESS AUTOMATION (RPA) City of Fort Worth 1 0eveloprnerit Plus Traintng/Mentortng May 1,2019 This Statement of Work(hereinafter referred to as"SOW")is subject to the terms and conditions of the Professional Services Agreement between International Consulting Acquisition Corp. dba ISG Public Sector("ISG")and City of Fort Worth("Client")effective as of July 26,2012("Agreement"). ISG is a leading providerof Robotic Process Automation(RPA)services delivering a comprehensive process to assess an organization's ability to benefit from implementation of RPA through acquisition, implementation,training and support for the related automation technologies. ISG's RPA methodology can be summarized into a phased approach to deliver these services. This Statement of Work provides details of the proposed services for 1. Building a second automation for City of Fort Worth based on the Utility Charge Allocation process. 2. Providing Automation Life Cycle training at each of the key phases of performing the automation configuration. 3. Automation builder mentoring(40 hours). Scone of Services 1. Scope of Services under this SOW shall include the following RPA Services: a. Conduct pre-launch with Client business and IT personnel to plan the RPA effort for the automation to be developed(the"Planning"). b. Process definition,solution design,build and test for one(1)automation mutually agreed upon by the Client and ISG(the"Automation"). c. Automation life cycle training applied throughout the Automation build process L Services to include best practices for configuration of automated processes (automation life cycle best practices). d. Automation builder mentoring L One-on-one coaching,Q&A and best practices advisory. Scone Activities 1. Planning a. Pre-automation planning—ISG leads planning call with Client to mutually agree upon the scope and deliverables from this phase to maximize the time and resources while limiting the scope for one(1)automation to the project timeline and within the Term. 2. Automation a. For one(1)automation,the automation process includes: L Process Definition—ISG will lead and Client will participate in,process definition activities to document the current process and deliver the Process Definition Document(PDD). ISG and Client will mutually approve the PDD within twenty- four(24)hours of delivery. Client Confidential.®2019 Information Services Group,Inc.All Rights Res.... STA Consulting Amendment No.7 to CSC No.43436 Page 7 of 13 EXHIBIT A-4 ISG PROPOSAL FOR ROBOTIC PROCESS AUTOMATION (RPA) City of Fort Worth SOW for Sot Development Plus Training/Mentoring ISG May 1,2019 ii. Solution Design — ISG will lead and Client will participate in, solution design activities to design howthe automation will execute the processand prepare the Solution Design Document (SDD). ISG and Client will approve and sign-off the SDD,which will define the scope ofthe automation,within twenty-four(24)hours of delivery. iii. Test Data and Test Scenarios- Client will prepare test data and test scenarios (test cases and test scripts)for use in the Configuration (Build)/Test and User Acceptance Test(UAT)phases. Test data and test scenarios shall be delivered to ISG prior to the start of Configuration/Test. iv. Configuration and Test — Based on the SDD, ISG will configure and test the automation,with Client observing,based on test scenarios prepared by Client. Once the automation has passed testing, ISG will notify Client of automation file readiness for UAT. v. Runbook—ISG will develop the runbook for the automation. vi. User Acceptance Testing — Client will be responsible for conducting user acceptance testing. ISG will provide up to three(3)business days of support for user acceptance testing assuming time left in the Term. vii. Deployment— Client will be responsible for establishing the production version ofthe automation and running it in the Control Room. 3. Automation life cycle training applied throughoutthe Automation build process a. Services to include best practices for configuration of automated processes(automation life cycle best practices). 4. Automation builder mentoring a. One-on-one coaching,Q&A and best practices advisory. Dellverables 1. For planning,the deliverables will include: a. Establish and communicate schedule for the automation configuration activities b. Agreed upon scope of the automation to be created c. Initial schedule for the automation development. 2. For the automation,the deliverables will include: a. PDD b. SDD c. Automation file(s) d. Runbook. 3. Forthe Bot Hardening/Control Room Training a. Training delivered throughout the Automation build Clf ei�t Cen'idi-ntnl., 'JL51n`o�inafinn S�r icrs Grou��, nc Ail Rich- P�,Hry r-d e. i STA Consulting Amendment No.7 to CSC No.43436 Page 8 of 13 EXHIBIT A-4 ISG PROPOSAL FOR ROBOTIC PROCESS AUTOMATION (RPA) City of Fort Worth 1 S G SOW for Bot Devebpmer9 Plus TrefninglWntaring May 1,2019 b. Bot Hardening/Control Room training materials 4. For the Automation Build Mentoring, a. Mentoring,coaching,Q&A and best practices advisory S. Final Project Readout: ISG will deliver a final project readout including a summary of the automation to conclude the project. 6. The estimated schedule for the automation project is as follows: a. Week 1: Planning. b. Weeks 2-10:Process Automation and final project readout. c. Weeks 2-12: Mentoring(as needed). Tenor 1. This SOW entered as of the date of ISG signature("SOW Effective Date")shall remain in full force and in effect for fifteen(15)weeks from the SOW Effective Date('Term"). Assumptions 1. Client acknowledges that the following are assumptions on which ISG is relying in entering into this engagement and thatthese assumptions are reasonable: a. Gient will assign ISG a single point of contact("Client Project Manager")that will serve continuously forthe duration ofthe project without interruption. b. ISG will designate an ISG Project Managerto act as the primary liaison to the Client Project Manager. The ISG Project Manager shall be responsible for overseeing all ISG personnel performing Services under this SOW. c. Client will have a guidance mechanism(steering committee or similar)to facilitate timely decisions on policy and/or direction as required. d. Requested information (e.g., data collection), Client interviews and appropriate Client staff will be made available in a timely manner priorto or relativeto the project schedule. e. For onsite work(i.e.,work at Client offices),the ISG team will have access to an onsite workspace that meets reasonable business standards required to accomplish a project of Client Confidential.©2019 Information Services Group,Inc.All RIE STA Consulting Amendment No.7 to CSC No.43436 Page 9 of 13 EXHIBIT A-4 ISG PROPOSAL FOR ROBOTIC PROCESS AUTOMATION (RPA) * cry of Fort Wo,th 1 SOW for Bot Development Plus Training/Mentoring May 1,2019 this nature. This includes,but is not limited to, badge access to primary Client office location(s),private office(s)orconference rooms,high-speed Internet access,conference telephone,color laser printer/oopier,fax machine,scanner,white board,office supplies, administrative support for coordinating meetings and othergeneral office facilities. f. Delays due to the inability of Client 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 and/or price and will 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 Friday at 12:00 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 Client requests based on schedule availability for onsite activity. I. ISG will be provided access to Client's facility outside core Business Hours upon 24-hour verbal or written notice. j. The RPA software will be installed according to the vendor specifications,fully working and tested,with authorization and access to required systems/applications and Client's development environment by the Client, prior to the start of any configuration (build)/test phase work. Delays in this installation will necessitate a change order. k. Client 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, if applicable; deployment scheduling and Control Room functions;and change management. 1. Client will establish and validate the use of all security,accesses and authorizations to networks, systems and applications, such as dedicated user accounts, access to test environments and access to test data. m. Client shall not conduct systems, network, or application maintenance (planned or unplanned) on any systems, network or applications required for access during the training activities(does not include external systems such as websites and portals). n. The project has agreed upon start and end dates and ISG and Client 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, Client understands and accepts that unanticipated questions,problems and issues,including delays in dependent tasks,may result in the delivery of automation files that do not fulfill the scope of the SDD. o. Test data and test scenarios shall be based on the SDDfora process and shall be prepared and approved by Client. Test data shall be set up/configured and test scenarios shall be delivered to ISG priortothe commencement of automation configuration(build)and shall Client Confidential.m 2019 Information Services Group,Inc.All Rights Reserved STA Consulting Amendment No.7 to CSC No.43436 Page 10 of 13 EXHIBIT A-4 ISG PROPOSAL FOR ROBOTIC PROCESS AUTOMATION (RPA) City of Fort Worth 1 SOW for Sot OeveJopment Plus Tratn#V Merrtoring May f,2019 be used for testing during the configuration/test phase. The same test data and testing scenarios shall be used by the Client during UAT. Test scenarios shall include test cases and test scripts that support the approved SDD for each automation. p. Client shall be responsible for user acceptance testing. Fees&Invoicing 1. ISG's consuking fee for rendered Services will be a fixed fee of$114,000.00. 2. ISG will(i) upon completion and approval of the Solution Design Documents,provide to Client a written invoice for fifty percent (S0%) of the entire fixed fee and (ii) upon completion of the engagement, provide to Client a written invoice for the remaining fifty percent (S0%) of the respective fixed fee. 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 Client and ISG. Miscellaneous Client acknowledges and consents to use of ISG affiliate resourcesto provide Services underthis SOW. Please acknowledge your acceptance by signing below: City of Fort Worth International Consulting Acquisition Corp. dba ISG Public Sector By: BY: Name: Name: Nathan Frey Title: Title: Partner Date: Date: June 18,2019 STA Consulting Amendment No.7 to CSC No.43436 Page 11 of 13 EXHIBIT B-7 MAJOR TASK AREAS Task Area Start End Advisory Services and Implementation Assistance 1. Production Support • Provide Production Support for System Users, Problem Research, and Solution Definition • Provide weekly activity emails • Provide Help Desk Ticket Support Jul Jan 2019 2020 2. Project Support Project support areas include: • Project Management for Automated Invoice Management • PeopleSoft advisory services for PeopleSoft related activities such as Year End Close activities and Inventory and Financial PUM projects. STA Consulting Amendment No.7 to CSC No.43436 Page 12 of 13 EXHIBIT C-7 PAYMENT SCHEDULE Projected Projected Month Payment Payment Amount Date Jul-19 $ 37,733 Aug-19 Aug-19 $ 37,733 Sep-19 Sep-19 $ 37,733 Oct-19 Oct-19 $ 37,733 Nov-19 Nov-19 $ 37,734 Dec-19 Dec-19 $ 37,734 Jan-20 $ 226,400 STA Consulting Amendment No.7 to CSC No.43436 Page 13 of 13 Official site of the City of Fort Worth,Texas CITY COUNCIL AGENDA FART H Ir- COUNCIL ACTION: Approved on 6/4/2019 DATE: 6/4/2019 REFERENCE—P-12336 LOG 13PAMEND P-12291 STA CONSULTING NO.' NAME: IMPLEMENTATION AD ITS CODE: P TYPE: CONSENTPUBLIC NO HEARING: SUBJECT: Authorize Execution of Contract Amendment No.7 to City Secretary Contract No.43436 with International Consulting Acquisition Corporation d/b/a STA Consulting in an Amount Not to Exceed$340,400.00 to Continue Providing ERP System Support,Project Delivery Assistance and Robotic Process Automation(ALL COUNCIL DISTRICTS) RECOMMENDATION: It is recommended that the City Council authorize the execution of City Secretary Contract No.43436 Amendment No.7 with International Consulting Acquisition Corporation d/b/a STA Consulting in an amount not to exceed$340,400.00 to continue providing ERP system support,project delivery assistance,and Robotic Process Automation. DISCUSSION: On January 29,2019,the City Council approved Mayor and Council Communication(M&C P-12291) to execute Amendment No.6 for STA Consulting(STA)to provide advisory services and project delivery assistance. This M&C provides the necessary authorization for STA to provide system support,project delivery assistance and Robotic Process Automation.Funding for these initiatives shall not exceed $340,400.00 for a total contract amount of$9,646,456.00. Funds appropriated to the ERP implementation project continue to support the addition of new PeopleSoft modules including Accounts Receivable,Purchasing,etc.STA Consulting provides professional guidance and staffing for these endeavors.This contract amendment adds the additional role of assisting with implementation of robotic process improvements to add efficiency for system- users.Examples of recent successes include processing of cell phone invoices and pilot for payroll approval processes. The robotic software can follow instructions to aggregate data and prepare reports,freeing up staff to add value by focusing on exceptions. M/WBE OFFICE-International Consulting Acquisition Corp.d/b/a STA Consulting agrees to maintain its initial M/WBE commitment of 11 percent that it made on the original Agreement and extend and maintain that same 11 percent to all prior amendments up to and inclusive of this Amendment No.6. Therefore, International Consulting Acquisition Corp.d/b/a STA Consulting remains in compliance with the City's M/WBE Ordinance and attests to its commitment by its signature on the Acceptance of Previous M/WBE Commitment Form executed by an authorized representative of its company. ADMINISTRATIVE AMENDMENT-An administrative amendment or increase may be made by the City Manager,or his designee,for a total amount not to exceed$100,000.00 annually.Such increase or amendment does not require specific City Council approval as long as sufficient funds have been appropriated. AGREEMENT TERM-This Amendment updates the contract expiration to June 30,2020. FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that funds are available in the current operating and capital budget, as appropriated.Prior to an expenditure being made,the Information Technology Solutions Department has the responsibility to validate the availability of funds. BQN\10-0364\AD TO Fund Department Account Project Program Activity Budget Reference# Amount ID I 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 (2015) Additional Information Contact: Cynthia Garcia(8525) Anabelle Dunn (7648) ATTACHMENTS AVI Systems Form 1295 signed(002) Redacted.pdf