HomeMy WebLinkAboutContract 37974-A2 CITY SECRETARY CONTRACT NO. 3-109-1 4 —Ao-�
AMENDMENT NO. 2 TO
CITY SECRETARY CONTRACT NO. 37974
PROFESSIONAL SERVICES AGREEMENT
EVERGE GROUP OF TEXAS, LTD.
WHEREAS, the City of Fort Worth (hereafter "City") and eVerge Group of Texas, Ltd.,
(hereafter "eVerge") entered into City of Fort Worth City Secretary Contract ("CSC") No.
37974, which was authorized by the City Council by M&C C-23171 on November 11, 2008;
and
WHEREAS, the Contract involves implementation services for Phase I of the
transformation of the City's legacy financial and administrative information systems to an
Enterprise Resource Planning ("ERP") System; and
WHEREAS, the Contract is on a fixed cost basis for completion of certain agreed upon
deliverables and milestones; and
WHEREAS, the Contract includes a contingency of 2000 hours of professional services
to be used on a time-and-materials basis; and
WHEREAS, the City and eVerge previously amended CSC No. 37974, via CSC No.
37974-A (collectively the "Contract") to modify the deliverables and payment schedule with no
change to the cost of the Contract; and
WHEREAS, the City and eVerge now wish to further expand the scope of the Contract
to include the implementation of the PeopleSoft Directory Interface Module.
NOW, THEREFORE, City and eVerge, acting herein by and through their duly
authorized representatives, enter into this agreement which amends the Contract as follows:
OFFICIAL RECORD
'I TY SECRETARY
:-L WORTH5 TX
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1.
Exhibit A, Scope of Work, is hereby amended to include the professional services
required to implement the PeopleSoft Directory Interface Module as described in Project Change
Request Number 1.0 — Directory Interface Implementation, which is attached hereto and
incorporated herein for all purposes. The City will pay eVerge for the professional services
required to implement the Directory Interface Module on a time-and-materials basis. Payment
for these services will be made at a rate of$184.50 per hour, inclusive of expenses, and shall not
exceed 400 hours or $73,800. The contingency of 2,000 hours included in the Contract will be
reduced by the actual number of hours expended by eVerge to implement the Directory Interface
Module.
2.
All other provisions of the Contract that are not expressly amended herein shall remain in
full force and effect.
[Remainder of Page Intentionally Left Blank]
CFW/eVerge
Amendment No.2 to CSC No. 37974
Page 2 of 3
Executed on this the day of W h },�� , 2009.
CITY OF FORT WORTH: EVERGE GROUP OF TEXAS, LTD.
(1By: By: �
Karen L. Montgomery John Beall, Executive Vice President
Assistant City Manager eVerge Group of Texas, Ltd.
Date: O Date: 10
ATTEST:
By:
City Secretary
APPROVED AS TO FORM AND LEGALITY:
Assistant)City Attorney
Contract Authorization:
M&C: C-23171
Date Approved: 11/11/08
CFW/eVerge
Amendment No.2 to CSC No.37974 F I C I A w�,EFG R
Page 3 of 3
CFW ERP Phase I HR/Payroll Implementation Project Change Request(PCR) Document
Originator: John Chance Date Submitted: 08/28/2009
PCR Number: 1.0— Directory Interface Implementation Date Logged:
DESCRIPTION OF CHANGE
Task N Resource MTesting Quality
Item Description Amount
1.0 Provide Professional Services for the Implementation of the PeopleSoft $59,040.00
Directory Interface Module
The proposed services outlined in this request are related to the Implementation
of the Oracle/PeopleSoft Directory Interface Module. The expected timeline for
the implementation of the Directory Interface Module is a start date of 11/2/2009
with a completion date of 12/31/2009.
This Project Change Request will be funded by the City authorizing the use of an
estimated 320 hours of the "Additional 2,000 Development Hours." These hours
are priced on a Time and Materials basis and are included in the overall project
Not to Exceed amount in the Professional Services Agreement between the City
and eVerge, City Secretary Contract No. 37974.
The following list of responsibilities and assumptions further identify the scope of
services to be provided.
eVerge Responsibilities
• Development of the project plan for the Directory Interface
implementation.
• Directory Server identification.
• Verify licensing for Directory Interface.
• Installation of Directory Interface.
• Add new directory definitions.
• Cache directory schema.
• Develop employee business event rules for employee level changes that
will be implemented based on the following activities;
o New Hire
o Department Transfer
o Termination
o Vested Termination
o Retirement
o Death.
• Create Directory mappings.
• Develop workflow process for:
o New hire notification
o Employee transfer notification
o Employee termination verification
• Activate sign-on PeopleCode.
• Activate integrations.
• Develop System and End User Acceptance Test scripts.
• Unit test all development.
• Provide knowledge transfer to the assigned CFW resource to the
project.
• Provide technical documentation to a comparable level of detail as
provided with the installation of the original HCM application.
CFW Responsibilities
• Provide a .5 FTE technical resource for knowledge transfer purposes for
the duration of the Directory Interface project.
• Provide a .25 FTE technical resource to support directory server related
requests.
Assumptions
• The following assumptions are in addition to the assumptions contained
within the original implementation contract which remain in force.
• The procurement of the PeopleSoft Directory Interface module from
Oracle will be complete by 09/20/2009 so that Directory Interface
functionality can be included in the parallel testing cycles.
• CFW will allocate a .25 FTE technical resource to handle Directory
Server related requests for the project.
• There will be a maximum of 3 directory forests that will be maintained
within PeopleSoft during the implementation; 1 - CFW Users, 1 - CFW
Water, 1 -CFW_PS.
• CFW will maintain a test directory server containing the same structure
as each forest that is being implemented.
• The CFW Department identifier in the Directory Server will match the
PeopleSoft Business Unit in name.
• CFW will maintain a single administrative account on each directory
forest for PeopleSoft purposes.
• Only employee level changes identified as eVerge responsibilities in this
change request will be included in the implementation of employee
business event rules.
• Directory Server attribute maintenance will be limited to only data
currently maintained in PeopleSoft PERSON and JOB data structures.
• The Active Directory attribute sAMAccountName will be used as the
PeopleSoft operator ID and logon as well as the directory search
attribute used to authenticate logons.
• PeopleSoft roles will not be assigned based on Directory Server
attributes.
• Directory Server groups will not be assigned based on PeopleSoft
attributes.
• No Directory Server events will trigger updates to PeopleSoft.
• CFW will require special event controls for terminating employees that
still require PeopleSoft access. These employees will be moved from
CFW or CFW Water to CFW PS. Similar reverse movement will be
required to 'Rehire"employees.
• CFW will maintain a single PeopleSoft base role that ALL employees will
share.
• There will be a single email group and\or PeopleSoft role used to receive
email notifications of newly created accounts.
• There will be a single email group and\or PeopleSoft role used to receive
email notifications of account transfers.
• There will be a single email group used to receive email notifications of
disabled accounts.
• Terminated employees will have their account disabled by PeopleSoft
unless they are Vested Terminations.
Assigned resources and billing rates:
- Technical Project Lead—Steve Oberholtzer-$184.50 hour, inclusive of
expenses
- Senior Technical Consultant—Roderic Russell -$184.50 hour, inclusive
of expenses
Investigation Required?Y/N_N_ Estimate to investigate(hours)
Estimated Cost Increase(Decrease)(Hours/$$):_320 hours/$59,040.00 on a Time& Materials basis.
IMPACT OF CHANGE
• Roderic Russell,a current technical team member with experience implementing Directory Interface,
will be assigned to the project. Another current technical team member will be extended to backfill for
Roderic Russell and work on the project tasks currently assigned to him. Upon completion of the
Directory Interface project, Roderic Russell will return to his previously assigned role.
City of Fort Worth, Texas
Mayor and Council Communication
COUNCIL ACTION: Approved on 11/11/2008
DATE: Tuesday, November 11, 2008 REFERENCE NO.: C-23171
LOG NAME: 04EVERGE
SUBJECT:
Authorize a Contract with eVerge Group of Texas, Ltd., to Provide Implementation Services for PeopleSoft
and Employee Training for the Human Resources and Payroll Phase 1 of Enterprise Resource Planning in
an Amount Not to Exceed $8,500,000.00
RECOMMENDATION:
It is recommended that the City Council authorize the City Manager to execute a contract with eVerge
Group of Texas, Ltd., to provide implementation services for PeopleSoft, and employee training for the
Human Resources and Payroll Phase 1 Enterprise Resource Planning in an amount not to exceed
$8,500,000.00.
DISCUSSION:
The City is currently engaged in an Enterprise Resource Planning (ERP) Phase 1 project to replace the
City's Human Resources (HR) and Payroll systems with an ERP solution. In November of 2007, the City
issued a Request For Proposals (RFP) seeking ERP solutions for HR and Payroll. The RFP was issued
after an extensive effort by staff to define over 3,000 requirements for a new HR and Payroll system for
the City.
In January 2008, the City received eight responses and one "no bid" response to the RFP. The proposals
received were:
• Cedar Crestone proposing a PeopleSoft solution;
• Cherry Road proposing a PeopleSoft solution;
• CIBER proposing a Lawson solution;
• eVerge Group of Texas, Ltd., (eVerge) proposing a PeopleSoft Solution;
• Oracle proposing a PeopleSoft Solution;
• SAP proposing an SAP solution;
• Strategic Information Services proposing an Oracle Business Suite solution; and
• Sungard proposing a Sungard WAS solution.
In June 2008, City staff moved forward into negotiations with Oracle to implement a PeopleSoft solution
for HR and Payroll. After several weeks, negotiations reached an impasse, and City staff was unable to
reach a contractual agreement for system implementation with Oracle Consulting Services.
Following the suspension of negotiations with Oracle, the Evaluation Committee recommended pursuing
negotiations with the next best implementation vendor proposing a PeopleSoft solution,
eVerge. Negotiations with eVerge are substantially complete and staff is requesting approval to enter into
an agreement with eVerge to implement a PeopleSoft solution for HR and Payroll.
The proposed contract with eVerge will include the following components:
Logname: 04EVERGE ' Pagel of 2
• Implementation services; including all the services necessary to install, configure, test and deploy the
PeopleSoft product;
• Organizational change management services necessary to assist the City in successfully transitioning
from its current systems and business processes to a PeopleSoft system with improved business
processes; and
• Training services of the new HR/Payroll business processes for the City of Fort Worth's end-users
The actual contract amount with eVerge Group will be for$7,099,949.00 and $1,400,051.00 will be
reserved for contingency.
It is anticipated that the implementation of PeopleSoft for HR and Payroll will begin in December 2008,
with an anticipated "go live" date of April 2010.
Funding for this project has already been secured through the sale of Tax Notes which City Council
approved on August 26, 2008, (M&C G-16255).
BID ADVERTISEMENT —This RFP was advertised in the Fort Worth Star-Telegram on November 21,
2007, November 28, 2007, December 5, 2007, and December 12, 2007. The Purchasing Division solicited
126 vendors from the purchasing system database. Nine responses were received in response to the
RFP.
M/WBE —eVerge is in compliance with the City's M/WBE Ordinance by committing to 11 percent M/WBE
participation level for this agreement. The City's goal for this agreement is 11 percent.
FISCAL INFORMATION / CERTIFICATION:
The Financial Management Services Director certifies that funds are available in the current capital budget
as appropriated, for the ERP Capital Project Fund.
FUND CENTERS:
TO Fund/Account/Centers FROM Fund/Account/Centers
C296 539120 VARIOUS $8,500,000.00
CERTIFICATIONS:
Submitted for City Manager's Office by: Karen Montgomery (6222)
Originating Department Head: Peter Anderson (8781)
Additional Information Contact: Rich White (8680)
ATTACHMENTS
No attachments found.
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