HomeMy WebLinkAboutContract 37974-A20 �4
RECEIVED
APR 15 2016 CITY SECRETARY CONTRACT NO. ����11`��ZL
CITY OF FORTuORTB
CffySECRETA-' AMENDMENT NO. 20 TO
Y. CITY SECRETARY CONTRACT NO. 37974
PROFESSIONAL SERVICES AGREEMENT
EVERGE GROUP OF TEXAS,LTD
WHEREAS, the City of Fort Worth (hereinafter "City") and eVerge Group Of Texas,
Ltd. (hereafter "eVerge," "Prime Vendor," or "Contractor," previously eVerge Group, LLC)
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 City and eVerge previously amended CSC No. 37974, via CSC No.
37974-Al 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 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; and 37974-AI I to reallocate
funding for previously approved resources for additional support for City-wide ERP support
and services; and 37974-Al2 to revise the payment plan and deliverable schedule; and 37974-
A13 to modify and expand the scope of the Contract to include professional services
required for the upgrade of the ERP PeopleSoft HCM Software to the 9.1 Version; and 37974-
A14 to provide additional support for Open Enrollment 2013; and 37974-A15 to modify the duties
and obligations of the parties for implementation of the Enterprise Learning Management
("ELM"), e-Performance, and Recruiting Modules; and 37974-A16 to provide staff augmentation
services for support of the City's PeopleSoft Human Resources/Payroll System ("ERP Phase I")
and add staff augmentation services for the City's PeopleSoft Financial Supply Chain Management
CFW/eVerge Group of Texas,Ltd.
Amendment No.20 to CSC No.37974 OFFICIAL RECORD ��•
Page 1 of 4 lid
CITY SECRETARY
FT.WORTH,TX
�' �
Software Implementation("ERP Phase II"); and 37974-A17 to modify and expand the scope of the
Contract to include professional services to support and assist the City with the implementation of
Open Enrollment 2016; and 37974-18 to provide post implementation support for the Enhanced
General Ledger Project for PeopleSoft financial modules; and 37974-A19 to provide payroll
processing support for the Human Capital Management and payroll PeopleSoft modules (CSC No.
37974 and all amendments thereto are collectively referred to herein as the"Contract"); and
WHEREAS, the City and eVerge now wish to modify and expand the scope of the
Contract to include professional services to support the City's transition of financial processes and
operations to the PeopleSoft ERP Enhanced General Ledger Implementation("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.
Exhibit A, Scope of Work, is hereby amended as follows:
Exhibit A, Scope of Work, is hereby amended to include professional services required to
provide continued as needed guidance, assistance and staff augmentation to support and assist the
City with the transition of financial processes and operations to the PeopleSoft ERP Enhanced
General Ledger Implementation as set forth in Attachment F which is 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 the mutually agreed upon rate card which
defines the hourly rates in effect for the available resources, and shall not exceed $1,325,000.00 for
a total contract amount of$24,127,884.48.
2.
Section 2, TERM, shall be modified to extend the term of the Agreement to expire on March
31, 2017.
3.
The changes reflected in this Amendment are itemized in the Attachment and set forth the
complete understanding of the parties. If there is any conflict between this Amendment and any
other provisions of the Contract,this Amendment shall control.
CFW/eVerge Group of Texas,Ltd.
Amendment No.20 to CSC No.37974
Page 2 of 4
4.
All other provisions of the Contract that are not expressly modified or amended herein
shall remain in full force and effect.
i
Executed and Agreed this ( day of 2016.
CITY OF FORT WORTH: EVERGE GROUP,LLC:
By: By:
S an anis John
Assi t ity Njanager Executive Vice President
Date: ! Date: -I u I
ATTE T: O� F�R AWE ATTEST:
y: y.
Mary J er �$ °� ame:
City Sec tart' $ °°°� itle:
000
APPROVED O FORM AND LEGALITY:
B
leVshia Farmer
Sr. Assistant City Attorney
Contract Authorization:
M&C: (7 ",�2 Z�� 7�
Date Approved: Y'_� L -,5:,?-6l�O
4`D 12 A Zcj`�Q- �-
CFW/eVerge Group of Texas,Ltd. rOFFICIAL RECORDAmendment No.20 to CSC No.37974Page 3 of 4 SECRETARY.WORTH,TX
EXHIBIT A
SCOPE OF WORK
ATTACHMENT F
ENHANCED GENERAL LEDGER SUPPORT SERVICES
eVerge shall provide the City with professional services for PeopleSoft functional and technical
consulting hours for staff augmentation on a time-and-materials basis for support and
implementation services.
eVerge, upon request from City management, shall provide staff augmentation services as needed
including but not limited to, the following:
• Identify, develop and/or recommend modifications to work flows and processes to leverage
the PeopleSoft ERP Enhanced General ledger Implementation.
• Develop solutions, to mutually agreed upon tasks/issues for PeopleSoft modifications,
configuration, and updates to support Enhanced General Ledger Project implementation.
The City shall pay eVerge per terms of individual executed work orders in accordance with the
provisions of this Agreement. Each individual work order shall, be listed as Appendix F-1,
Appendix F-2, Appendix F-3 and so forth, and each work order shall be attached and incorporated
into the Agreement. Each work order shall set forth the name of the eVerge personnel to provide
the services, the specific project to which the personnel will be assigned, the specific services to be
provided by the personnel, the start and end date of the work to be performed, the hourly rate or
salary of the personnel; and any other regulations as agreed to by the parties that may apply to the
specific personnel. In no event shall the City be liable for any overtime rates or, overtime pay for
eVerge personnel, regardless of the number of hours worked by eVerge personnel. eVerge shall be
solely responsible for any required overtime pay or its personnel. All actual hours worked will be
billed at the agreed upon flat rate. The prohibitions in this paragraph regarding overtime rates and
overtime pay do not limit the number of hours worked by eVerge personnel in any given period, but
are intended to prohibit any special compensation other than the agreed upon flat rate.
Unless otherwise agreed to by the parties, in no event shall payment for services under this
Amendment exceed $1,325,000.00.
CFW/eVerge Group of Texas,Ltd.
Amendment No.20 to CSC No.37974
Page 4 of 4
M&C Review
Official site of the City of Fort Worth,
CITY COUNCIL AGENDA FORTWORTH
DATE: 4/12/2016 REFERENCE C-27674 LOG NAME: 04CSC 37974 EVERGE GROUP
NO.: AMENDMENT 20 ERP
CODE: C TYPE: NOW PUBLIC NO
CONSENT HEARING:
SUBJECT: Authorize Execution of Contract Amendment No. 20 to City Secretary Contract No.
37974 with eVerge Group, LLC, for an Amount Not to Exceed $1,325,000.00 to Provide
Support Services for the City's PeopleSoft Enterprise Resource Planning Enhanced
General Ledger Implementation (ALL COUNCIL DISTRICTS)
RECOMMENDATION:
It is recommended that the City Council authorize the execution of Contract Amendment No. 20 to City
Secretary Contract No. 37974 with the eVerge Group, LLC, for an amount not to exceed $1,325,000.00
to provide support services for the City's PeopleSoft Enterprise Resource Planning Enhanced General
Ledger Implementation.
DISCUSSION:
Approval of this Mayor and Council Communication (M&C) will extend the term of the contract and allow
eVerge Group, LLC (eVerge) to provide the necessary resources to fully support the City's transition of
financial processes and operations to the PeopleSoft Enterprise Resource Planning (ERP) Enhanced
General Ledger Implementation. Funding will be provided from ERP Phase II Project for this support
and shall not exceed $1,325,000.00, for a total contract amount of$24,127,884.48.
M/WBE OFFICE -eVerge agrees to maintain its M/WBE commitment of 11 percent agreed to in the
original Agreement and all prior amendments for this Amendment No. 20. Therefore, eVerge 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 $50,000.00 annually. Such increase or
amendment does not require specific City Council approval as long as sufficient funds have been
appropriated.
AGREEMENT TERM - Upon City Council's approval of this M&C, the Agreement shall be extended to
expire on March 31, 2017.
Listed below is a chart of appropriations and the current project balance.
ERP Financials Funding and
http://apps.cfwnet.org/council—packet/mc_review.asp?ID=22131&councildate=4/12/2016[4/1212016 8:23:11 AM]
IVI&U tceview
Expense Overview
Available
Original Funding 57,61$7,659.00
- Transfer Out/Refunds $
4,152,908.00
Net Available Funds $
53,464,751.00
Less: - -
Current Estimated Expenditures for
Project Phase IIA through end of $
Expenses Stabilization
36,035,276.00
STA Amendment No. 1 $
- Implementation Advisory Services
and Project Delivery Assistance 1,788,836.00
eVerge Amendment No. 20 Phase $
IIA Support 1,325,000.00
- Additional Planned Expenses $
10,512,327.00
Fiscal Year 2017 Operating $
Expenses 1,210,508.00
Remaining Capital/Reserve 2,592,804
FISCAL INFORMATION/CERTIFICATION:
The ERP Phase II Project Budget includes appropriations in the amount of$57,617,659.00. As of March
23, 2016 the project has a balance of$38,030,720.00 and remaining funds for the execution of this
contract amendment in the amount of$19,586,939.00. Upon approval of this recommendation, the
Director of Finance certifies that funds are available in the current capital budget, as appropriated, of the
ERP Capital Project Fund.
TO
Fund Department Account Project Program Activity I Budget Reference; Amount
ID ID Year (Chartfield:
FROM
Fund Department Account Project Program Activity Budget Reference# Amount
ID I I ID I Year (Chartfield 2)
39004 0130415 5330201 1 C01361 C00380 $1,325,000.00
Submitted for City Manager's Office by: Susan Alanis (8180)
Originating Department Head: Kevin Gunn (2015)
Additional Information Contact: Steve Streiffert (2221)
http://apps.cfwnet.org/council_packet/mc_review.asp?ID=22131&councildate=4/12/2016[4/12/2016 8:23:I1 AM]
CERTIFICATE OF INTERESTED PARTIES
FORM 1295
1of1
7-7
Complete Nos.1-4 and 6 if there are interested parties. OFFICE USE ONLY
Complete Nos.1,2,3,5,and 6 if there are no interested parties. CERTIFICATION OF FILING
1 Name of business entity filing form,and the city,state and country of the business entity's place Certificate Number:
of business. 2016-8397
eVerge Group, LLC
Plano,TX United States Date Filed:
2 Name of governmental entity or state agency that is a party to the contract for which the form is 02/02/2016
being filed.
City of Fort Worth Date Acknowledged:
3 Provide the identification number used by the governmental entity or state agency to track or identify the contract,and provide a
description of the goods or services to be provided under the contract.
RFP 15-0358
Oracle/PeopleSoft Hyperion Software Services
4 Nature of interest(check applicable)
Name of Interested Party City,State,Country(place of business)
Controlling Intermediary
5 Check only if there is NO Interested Party.
X
6 AFFIDAVIT I swear,or affirm,under penalty of perjury,that the above disclosure is true and correct.
Pµ°ib LYNN SOTO-BUCKELEW
Y n4
.t,l Notary Public,State of Texas
�r My Commission Expires _ r
N F November 14,2018 I
ignature of authorized agent of contracting business entity
AFFIX NOTARY STAMP/SEAL ABOVE
Sworn to and subscribed before me,by the said nzc� / this the day of lr�a/V ,
20 1�., to certify which,witness my hand and seal of office.
Signature of officer administering oath Printed name of officer administering oath Title of officer administefing oath
Forms provided by Texas Ethics Commission wvvw.ethics.state.tx.us Version V1.0.34416