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HomeMy WebLinkAboutContract 37974-A12 CITY SECRETARY CONTRACT NO.31GI1a- AMENDMENT NO. 12 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 37974-A11 to reallocate funding for previously approved resources for additional support for City-wide ERP support and services; and OFFICIAL RECORD CFwieverge CITY SECRETARY Amendment No. 12 to CSC No.37974 FT.WORTH$TX Page 1 of 3 WHEREAS, the City and eVerge now wish to further modify the Contract to revise the payment plan and deliverable schedule for implementing PeopleSoft as set forth in this Amendment No. 12 ("Amendment"). 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 Exhibit B-3 is hereby amended to modify the deliverables as shown in Exhibit B-4, which replaces Exhibit B-3, and is attached hereto and incorporated into the Contract for all purposes. The revisions to Exhibit B-3 resulting in Exhibit B-4 and resulting in no net change to the total contract amount will hereby split "System Tuning and Final System Acceptance" into two Items with separate deliverables as follows: Item "System Tuning" with Deliverable "Acceptable Response and Processing Times / Accepted System" for Billable Milestone Amount of $602,502.90; and Item "Final Issues Resolution and Final System Acceptance" with Deliverable "Successfully Resolved Absence Issue #477 (Holiday Accrual) and Time and Labor Issue #268 (Fire Acting Pay Overtime `APOT')" for Billable Milestone Amount of$200,834.30. 2. The changes reflected in this Amendment are itemized below and set forth the understanding of the parties. If there is any conflict between this Amendment and any other provisions of the Contract, this Amendment shall control. 3. All other provisions of the Contract that are not expressly amended herein shall remain in full force and effect. [SIGNATURE PAGE FOLLOWS] CFW/eVerge Amendment No. 12 to CSC No.37974 Page 2 of 3 Executed this the 1 day of .$ T, 2011. CITY OF FORT WORTH: EVERGE GROUP OF TEXAS, LTD. r� 0j By: F� By: Susan 1 is John xecutive Vice President Assistant City Manager eVerge Group of Texas, Ltd. eVerge Group, Inc. as general partner Date - a-7 1 I Date: 1 z j q �,ab•�•a��nn a ORr ATTEST: a a��°°000°%�� By; �° °�•;�� Marty Hendrix �dti c o xd City Secretary o o i�� ° o°°°°°°° p' Haan APPROVED AS TO FORM AND LEGALITY: B • Males a B. Farmer Assistant City Attorney Contract Authorization: M&C: OK Q Date Approved: OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX CFW/eVerge Amendment No. 12 to CSC No.37974 Page 3 of 3 EXHIBIT B-4 PAYMENT SCHEDULE The total cost of services provided by the Prime Vendor is $8,033,372. This is a firm, fixed-price that is inclusive of travel and expenses. The following table establishes the deliverables/milestones, associated payments, and amounts for retainage. EstimatedRetainage Billable Phase Items Deliverable Amount (10% of Milestone Month Of Amount) Amount Completion Install PeopleSoft Software Installed $134,618.98 $13,461.90 $121,157.08 December'08 Software Initial Project Completed Initial Planning and Kickoff $67,309.49 $6,730.95 $60,578.54 January'09 Planning and Kickoff Meetings Project Charter Project Charter $100,964.24 $10,096.42 $90,867.82 January'09 Completed Review and Confirm Updated = Requi emeBussness is(part of RequComents Matrix $100,964.24 $10,096.42 $90,867.82 January'09 p Prototyping) p N MS Project Plan 309.49 $6730.95 $60578.54 February '09.` MS Project Plan Completed $67, , , eo 33%of Prototyping M Iterative Prototyping Sessions for 5 Core $67,309.49 $6,730.95 $60,578.54 February '09 Modules Completed Configuration Configuration Plan Planning Completed for 5 Core $201,928.47 $20,192.85 $181,735.62 March 09 Modules 66% of Prototyping Iterative Prototyping Sessions for 5 Core $67,309.49 $6,730.95 $60,578.54 March'09 Modules Completed Executed Prototype Iterative Prototyping Acceptance for 5 $201,928.47 $20,192.85 $181,735.62 April '09 Core Modules Gap Resolution Gap Resolution Designs for 5 Core $269,237.96 $26,923.80 $242,314.16 April 09 mO Planning Modules Completed Conversion and Conversion and Interface Planning Interface Designs for $201,928.47 $20,192.85 $181,735.62 April '09 to W 5 Core Modules Workflow and Workflow and $201,928.47 $20,192.85 $181,735.62 May'09 Security Planning Security Designs for 5 Core Modules Reports Planning Report Designs for 5 $269,237.96 $26,923.80 $242,314.16 May '09 Core Modules Training Designs and Training Plan Schedule for 5 Core $134,618.98 $13,461.90 $121,157.08 June '09 Modules System/Acceptance/ Testing Designs and Parallel Testing Plan Schedule for 5 Core $201,928.47 $20,192.85 $181,735.62 June '09 Modules Successfully Unit Tested Gap Develop Gap Resolutions for 5 Resolutions Core Modules $269,237.96 $26,923.80 $242,314.16 July '09 Approved for Development by 06/30/2009 = Successfully Unit LO Tested Conversion Develop Conversions Processes for 5 Core $134,618.98 $13,461.90 $121,157.08 July 09 m Modules r Successfully Unit Develop Interfaces Tested Interface $134,618.98 $13,461.90 $121,157.08 July '09 m Processes for 5 Core N Modules N Successfully Unit Develop Workflow Tested Workflow and $134,618.98 $13,461.90 $121,157.08 August'09 and Security Security for 5 Core Modules Gap Resolution Gap Resolution Designs for $134,618.98 $13,461.90 $121,157.08 August'09 Planning Remaining 3 Modules Completed Successfully Unit Tested Training Develop Training Materials and $201,928.47 $20,192.85 $181,735.62 August'09 database for 5 Core O Modules O Successfully Unit Develop Reports Tested Reports for 5 $134,618.98 $13,461.90 $121,157.08 September'09 Core Modules Executed Prototype � Iterative Prototyping Acceptance and Configuration Plan and Configuration Completed for $134,618.98 $13,461.90 $121,157.08 September,09 N Planning Remaining 3 c% Modules Develop System / Successfully Unit Acceptance/ Parallel Tested Test Scripts $201,928.47 $20,192.85 $181,735.62 September'09 Test Scripts for 5 Core Modules i Train Testing Users Trained Users to $269,237.96 $26,923.80 $242,314.16 October'09 m a Q conduct testing for 5 Core Modules Execute Initial Data Converted and Conversion and Interfaced into the $134,618.98 $13,461.90 $121,157.08 October'09 Interface Plan for Test System for 5 testing Core Modules Conversion and Conversion and Interface Planning Interface Designs And and Workflow and $134,618.98 $13,461.90 $121,157.08 October'09 Workflow and Security Designs for Security Planning Remaining 3 Modules System Test Execute System Test Successfully $269,237.96 $26,923.80 $242,314.16 November'09 Executed for 5 Core Modules UAT Successfully Execute UAT Executed for 5 Core $134,618.98 $13,461.90 $121,157.08 November'09 Modules Report Designs, Reports Planning, Training Designs and Training Plan, and Schedule, and System/Acceptance Testing Designs and $134,618.98 $13,461.90 $121,157.08 November'09 Testing Plan Schedule for Remaining 3 Modules Parallel Test 1 Execute Parallel Test Successfully $134,618.98 $13,461.90 $121,157.08 December'09 1 Executed for 5 Core Modules Successfully Unit Tested Gap Develop Gap Resolutions, Resolutions, Develop Conversions, Conversions and Interfaces, and $134,618.98 $13,461.90 $121,157.08 December'09 Interfaces, Develop Reports for Reports Remaining 3 Modules Approved for Development by 11/16/2009 Data Converted Test Conversion and End User Data and Data Entry for Entry Completed $67,309.49 $6,730.95 $60,578.54 January '10 Parallel Test 2 for 5 Modules for Parallel Test 2 Remaining Execute Remaining Activities for Parallel Test 2 Parallel Test 2 $67,309.49 $6,730.95 $60,578.54 May '10 Activities Successfully Executed Successfully Unit Tested Test Scripts Develop System/ and Training Acceptance Test Materials and Scripts, Develop Database and $134,618.98 $13,461.90 $121,157.08 January '10 Training, and Train Trained Users to Testing Users Conduct Testing for Remaining 3 Modules Successfully Unit Tested Workflow and Develop Workflow Security, Data and Security, Converted and Execute Initial Interfaced into the Conversion and Test System, and $134,618.98 $13,461.90 $121,157.08 February10 Interface Plan for System Test testing, and Execute Successfully System Test Executed for Remaining 3 Modules Conduct Essential Trained System End User Training Users for for Remaining 3 Remaining 3 $134,618.98 $13,461.90 $121,157.08 March '10 Modules Modules Complete Targeted Conversion To Provide Detail Cleanup Tasks of all Data Issues and Provide additional reconciliation Parallel 3 CNV resources to support Conversion the City's effort to Validation Complete complete and Parallel reconciliation due to $420,000.00 $42,000.00 $378,000.00 May '10 2—Provide a much larger Additional than anticipated e. Reconciliation number of pay Resources differences resulting from significant variance across the City with respect to proper application of time and attendance policies. Revised Project Plan MS Project Plan for and new Go Live Contract Amendment date and completion $210,000.00 $21,000.00 $189,000.00 May '10 for New of associated Go Live Date contract amendment. Parallel 3 Conversion Data Converted and and Validated For Validation Complete Parallel 3 and and Parallel Support provided for $210,000.00 $21,000.00 $189,000.00 June'10 3 Data Entry Support Data Entry of Parallel Provided 3 Task Concluded Parallel 3 Paychecks Parallel 3 Paychecks for 50% of for 50% of employees included employees included in the in the parallel parallel either either matching $110,000.00 $11,000.00 $99,000.00 June '10 matching within within tolerance, tolerance, corrected, corrected, or or reconciled. reconciled. Parallel 3 Paycheck Corrections or Parallel 3 Paycheck Reconciliations 100% Corrections Complete and or Reconciliations Parallel 3 Payroll 100% Processing Complete and Successful Through Parallel 3 Payroll Confirmation $210,000.00 $21,000.00 $189,000.00 July '10 Processing Through and Remaining Confirmation Execute Activities for Parallel Remaining Parallel Test 3 including GL Test 3 and AP Activities Processing Successfully Executed Parallel 4 Conversion Data Converted and and Validated For Validation Complete Parallel 4 and and Parallel Support provided for $110,000.00 $11,000.00 $99,000.00 July `10 4 Data Entry Support Data Entry of Parallel Provided 4 Task Concluded Parallel 4 Paychecks Parallel 4 Paychecks for 100% for 100% of of employees employees included included in the in the parallel parallel either either matching matching within within tolerance, tolerance, underlying underlying system $110,000.00 $11,000.00 $99,000.00 August'10 system issues corrected, issues corrected, or or reconciled, and reconciled Parallel 4 Payroll and Parallel 4 Payroll Successful Processing Processing Through Through Confirmation Confirmation and Remaining Execute Remaining Activities for Parallel Parallel Test Test $140,000.00 $14,000.00 $126,000.00 August'10 4 Activities including GL and AP Processing Successfully Executed Parallel 5 Conversion Data Converted and and Validated For Validation Complete, Parallel 5, Support Parallel 5 provided for Data Entry Support Data Entry of Parallel Provided, 5 Task and Parallel 5 Concluded, and Paychecks for Parallel 5 0 $210,000.00 $21,000.00 $189,000.00 September'10 50% of employees Paychecks for 50/o included in of employees the parallel either included in the matching parallel either within tolerance, matching within corrected, or tolerance, reconciled. corrected, or reconciled. Parallel 5 Paychecks Parallel 5 Paychecks for 100%of for 100% employees included of employees in the parallel included in the either matching parallel either within tolerance, matching within underlying system tolerance, underlying issues corrected, system or reconciled, issues corrected, or Parallel 5 Payroll $75,000.00 $7,500.00 $67,500.00 September'10 reconciled, Successful Parallel 5 Payroll Processing Through Processing Confirmation, and Through Remaining Confirmation, and Activities for Parallel Execute Remaining Test 5 Parallel Test including GL and AP 5 Activities Processing Successfully Executed Execute Production Conversion Operation Production $210,000.00 $21,000.00 $189,000.00 October`10 and Deployment System Strategy Post implementation PIS Month 1 support $210,000.00 $21,000.00 $189,000.00 November'10 provided Post implementation PIS Month 2 support $75,000.00 $7,500.00 $67,500.00 December'10 provided Post implementation PIS Month 3 support $79,374.83 $7,937.41 $71,437.42 February '10 provided Acceptable System Tuning Response and $602,502.90 July'11 Processing Times/ Accepted System Successfully Resolved Absence Final Issues Issue#477 (Holiday Resolution and Final Accrual) and Time $200,834.30 September System Acceptance and Labor Issue `11 #268 (Fire Acting Pay Overtime 'APOT' $8,033,372 $803,337.20 $8,033,372 Note: Milestone Payment amounts do not include the cost for the 2,000 development hours. "See Final System Acceptance Criteria detailed on next page.