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AMENDMENT NO. 11 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 ("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 City and eVerge previously amended CSC No. 37974, via CSC No. 37974-
A1 to modify the deliverables and payment schedule; and 37974-A2 to include the professional
services required to implement the PeopleSoft Directory Interface Module; and 37974-A3 to expand
the scope of the Contract to provide additional Training services and additional Time & Labor
services; and 37974-A4 to further modify the deliverables and payment schedule; and 37974-A5 to
include the professional services required to implement additional configuration and modifications;
and 37974-A6 to modify and expand the scope of the Contract pursuant to a revised plan and
timeline for implementing PeopleSoft; and 37974-A7 to provide additional Training and
Organizational Readiness services; and 37974-A8 to provide assistance in processing paycheck
corrections for Police; and 37974-A9 to provide additional support on an as-needed basis beyond the
originally planned stabilization period; and 37974-A10 to provide additional support for Police and
Fire stabilization (collectively the "Contract"); and
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
CFW/eVerge
Amendment No. 11 to CSC No.37974
Page I of 3
WHEREAS,the City and eVerge now wish to further modify the Contract to reduce the total
contract amount and reallocate funding for previously approved services.
NOW, THEREFORE, the City and eVerge, acting herein by and through their duly
authorized representatives, enter into this agreement which amends the Contract as follows:
1.
The Contract is hereby amended to reduce the total Contract amount by $190,512.00 and
reallocate $285,000.00 of previously approved funds for support for Police and Fire timekeeping and
paycheck corrections to be used for City-wide ERP support as set forth in Project Change Request
Number 9.0, which is attached hereto and incorporated herein for all purposes. The City will pay
eVerge for the professional services on a time-and-materials basis. Payment for these services will
be made according to a mutually agreed upon rate card which defines the hourly rates in effect for
the available resources and services. The new total Contract amount shall be $ 11,702,178.
2.
The changes reflected in this Amendment plus any attachments set forth the understanding of
the parties. If there is any conflict between this Amendment and any other provisions of the
Contract,this Amendment shall control.
3.
All other provisions of the Contract that are not expressly amended herein shall remain in full
force and effect.
[SIGNATURE PAGE FOLLOWS]
CF W/e Verge
Amendment No. 11 to CSC No.37974
Page 2 of 3
Executed this the day of S , 2011.
CITY OF FORT WORTH: EVERGE GROUP OF TEXAS,LTD.
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By: �ll�Vl� By:
SusaUAlais John Bea , xecutive Vice President
Assiity Manager eVerge Group of Texas, Ltd.
eVerge Group, Inc. as general partner
Date Date: -7 17-%-J 1
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By. o'"�''
Marty Hendrix o c d
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City Secretary p� °�QU° o° *A'
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APPROVED AS TO FORM AND LEGALITY:
B
Malesh'i4 B. Farmer
Assistant City Attorney
Contract Authorization: OFFICIAL RECORD
M&C: C'- �? CITY SECRETARY
FT. WORTH, TX
Date Approved:
CFW/eVerge
Amendment No. 11 to CSC No.37974
Page 3 of 3
CFW ERP Phase 1 HR/Payroll Implementation Project Change Request(PCR) Document
Originator: Martha Thompson Date Submitted: 07/06/2011
PCR Number: 9.0—Reallocation of Approved Funding
DESCRIPTION OF CHANGE
Task 0 Resource QTesting QQuality
Item Description Amount
1.0 Reallocate previously approved funds to provide professional services for $285,000.00
additional support for City-wide ERP
Scope of Services
Funds totaling $285,000.00 that were originally approved as a part of a contract
increase for ERP services and support for Police and Fire (M&C C-24782; CSC
No. 37974-A10) will be reallocated to be used for City-wide ERP support
services.
• This amendment does not change the overall scope of services or the
agreed upon deliverables.
• This reallocation of funds will allow the consulting resources who are
currently supporting Police and Fire timekeeping transition activities to
return to support City-wide ERP support activities on an as needed
basis.
Contract Decrease
CSC No. 37974, as amended, shall be reduced by $190,512.00, for a new total
Contract amount of$11,702,178.
Assumptions
No change.
Assigned resource and billing rates
No change.
Investigation Required?Y/N_N_ Estimate to investigate (hours)
Estimated Cost Increase (Decrease) (Hours/$$): Decrease of$190,512.00 on a Time& Materials
basis.
M&C Review Page I of 2
Official site of the City of Fort Worth,Texas
CITY COUNCIL AGENDA FoaTT11
COUNCIL ACTION: Approved on 7/19/2011
DATE: 7/19/2011 REFERENCE C-25036 LOG NAME: 04STA CONSULTING
NO.: AMENDMENT NO.5
CODE: C TYPE: NOW PUBLIC CONSENT HEARING:
NO
SUBJECT: Authorize Execution of Amendment No. 5 to City Secretary Contract No. 37970 with STA
Consulting for Extended Support of the City's PeopleSoft System for Enterprise Resource
Planning Phase I and Transfer$190,512.00 from an Existing Contract with eVerge Group
of Texas, Ltd., to the STA Consulting Contract for Police and Fire ERP Services (ALL
COUNCIL DISTRICTS)
RECOMMENDATION:
It is recommended that the City Council authorize execution of Amendment No. 5 to City Secretary
Contract No. 37970 with STA Consulting for extended support of the City's PeopleSoft system for
Enterprise Resource Planning Phase I and transfer$190,512.00 from an existing contract with
eVerge Group of Texas, Ltd., to the STA Consulting contract for Police and Fire ERP Services.
DISCUSSION:
On October 18, 2010, the City replaced its legacy Human Resources (HR) and Payroll systems with a
new PeopleSoft system (commonly known as Enterprise Resource Planning (ERP) Phase I for
HR/Payroll). eVerge Group of Texas, Ltd., (eVerge), the selected ERP implementation vendor for
Phase I, has worked with staff for the past two years to install, configure, test and deploy the new
PeopleSoft system. STA Consulting (formerly Salvaggio, Teal and Associates, hereafter STA) is the
consultant providing expert oversight, guidance and assistance for the project. As part of the original
contracts, eVerge and STA provided onsite support to the City for a period of three months after
going live on the new system (commonly called the stabilization period for the new system). On
January 4, 2011, the City Council approved M&C C-24677 to extend both the eVerge and STA
contracts to provide continued support and stabilization assistance to resolve system issues and help
City staff become fully proficient with the new system.
On March 8, 2011, the City Council approved M&C C-24782 to extend both the eVerge and STA
contracts to provide guidance and assistance for improvements to Police timekeeping and paycheck
corrections and address system and procedural needs for Fire. M&C C-24782 authorized an increase
in the eVerge contract by $1,576,681.00 for Police and Fire services for ERP. To appropriately align
contracting authorities with remaining tasks, $190,512.00 of these previously approved funds will be
transferred from the eVerge contract to the STA contract. In addition $285,000.00 in the eVerge
contract that was specified for public safety issues will be reallocated to provide additional support
services City-wide. This will allow the consulting resources who are currently supporting Police and
Fire to complete the transition of timekeeping back to the Police Department and allow for procedure
documentation and staff support activities for Fire. The eVerge contract will be decreased by
$190,512.00 so no additional funding is been requested.
On March 8, 2011, staff initiated a 90-day plan to address needs such as additional training,
improving system usability and Police time entry and paycheck correction processing. With the
completion of the 90-day plan, the primary focus has now shifted to complete Phase I of the project
which will include the transition of all time entry and correction processing activities back to Police
http://apps.cfwnet.org/council_packet/mc review.asp?ID=15599&councildate=7/19/2011 7/26/2011
M&C Review Page 2 of 2
control; additional support for the Fire Administrative team for new procedures and development;
completion of needed changes to the system that were delayed due to the focus on 90-day plan; and
provide resource assistance to system changes resulting from the creation of new ranks within Police
and Fire and related organizational changes.
M/WBE - STA Consulting agrees to maintain its initial M/WBE commitment of 11 percent that was
made on the original agreement and extend and maintain that same M/WBE commitment of 11
percent to all prior amendments up to and inclusive of this Amendment No. 5. Therefore, STA
remains in compliance with the City's M/WBE Ordinance and attests to its commitment by its
signature on the Acceptance of Previous M/WBE Commitment form executed by an authorized
representative of its company.
ADMINISTRATIVE AMENDMENT—An administrative amendment or increase may be made to the
STA contract by the City Manager, or his designee, for a total amount not to exceed $50,000.00
annually. Such increase or amendment does not require specific City Council approval as long as
sufficient funds have been appropriated.
FISCAL INFORMATION/CERTIFICATION:
The Financial Management Services Director certifies that funds are available in the current capital
budget, as appropriated, of the ERP Capital Project Fund.
TO Fund/Account/Centers FROM Fund/Account/Centers
C296 539120 041030078480 $190,512.00
Submitted for City Manager's Office by: Susan Alanis (8180)
Originating Department Head: Peter Anderson (8781)
Additional Information Contact: Mai Tran (8858)
Arlethia Dupree (2464)
ATTACHMENTS
http://apps.cfwnet.org/council_packet/mc review.asp?ID=15599&councildate=7/19/2011 7/26/2011