HomeMy WebLinkAboutContract 43341-A1 (2)- ,� ,
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This Amendment No. 1 to City Secretary Contract No. 43341 ("�mend�nen�") is
entered into by and between CI���, INC., (hereafter "CI��R"), a Delaware Corporation, with
its principal location at 6363 South Fiddler's Green Circle, #1400, Greenwood Village, CO
80� 11, acting by and through Ricic Genovese, its duly authorized Executive Vice President and
Chief Operating Officer, and the City of �or� Wo�th (hereafter the "City"), with its principal
location at 1000 Throckmorton Street, Fort Worth, Texas 76102, acting by and fihrough Susan
Alanis, its duly authorized Assistant City Manager, collectively CIBER and City are referred to as
the "parties."
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WH�R�AS, on or about June 20, 2012, the parties entered into City of For� Worth City
Secretary Contract ("CSC") No. 43341, which was authorized by the City Council by M�C C-
25669 on June 12, 2012. This Amendment No. 1 and City Secretary Contract No. 43341 are
herein collectively referred to as the "Contract"' and
V1/H�R�AS, the Contract involves professional consulting services for the purpose of
implementing Oracle PeopleSoft Enterprise Financial and Supply Chain Management Software
Version 9.1 and Oracle Hyperion Budget Planning Software Version 11.1.1.3.0 (collectively the
"Oracle ERP Software Suite") and, at the City's option, implementing PeopleSoft Procurement
and Inventory Software; and
WFI�R�AS, the Contracfi engaged CIBER and its partners to work with the City in the
implementation of this city-wide Oracle ERP Software Suite; and
Wb�R�AS, on March 22, 2013, Oracle America, Inc., released PeopleSoft Enterprise
Financial and Supply Chain Management Version 9.2 ("Version 9.2) for general availability; and
WH���AS, the parties agree that implementing Version 9.2 at this time will allow the
City to implement the most current generally available version with software manufacturer
maintenance and support schedules, to potentially avoid modifications to the system, and to
leverage new features and functionality offered in the modules.
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NOW ib�REFOR�, for the mutual covenants and promises indicated herein, the parties
hereby agree as follows:
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Exhibit A, Statement of Work, is hereby amended to change the Scope
Oracle PeopleSoft Enterprise Financial and Supply Chain Management Software
("Version 9.2") and Oracle Hyperion Budget Planning Software Version 11.1.'
combined software solution, wherever it appears in the Contract.
R�CEIVED S�� 0 � ��i��
to reference
Version 9.2
I .3.0 as the
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This Amendment shall be effective as of the last date signed below by both parties
("Effective Date").
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Based on the understanding of the parties as of the Effective Date of this Amendment
regarding the functionality changes in Version 9.2, no Version 9.2 functionality changes will
result in a change in the Deployment Approach and Project Schedule or the Modules to be
implemented.
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The Fit-Gap Analysis Report deliverable will be completed based on version 9.1
functionality and any projeci activities, deliverables, and work products that have not yet been
started as of the Effecfive Date of this Amendment, and those currently in process, will use
Version 9.2 as the associated system going forward.
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Mobile Approval functionality within Version 9.2 functionality will be the sole
responsibility of the City if it chooses fio incorporate that functionality as part of Phase IIA or a
future phase of the project.
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The parties agree, based on the currenf understandin
Version 9.2, that the staffing levels of the current Contract
remaining project activities without impacting scope or schedule.
g of the types
are sufficient
of changes with
to complete the
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The Confirmation of Version 9.2 is scheduled to be decided on or before November '�,
2013 ("Confirmation Date"). If Version 9.2 is not confirmed by the Confirmation Date, the City
shall have the option to return to Version 9.1 for the combined software solution. However, the
parties acknowledge thafi returning to Version 9.1 configuration for purposes of risk mitigation
will result in additional costs, may require significant changes to scope of project activities for full
functionaliiy, and may impact the overall project schedule. In the event the City chooses to
return to Version 9.1, the par�ies agree to fully cooperate to identify a solution that will provide
maximum functionality for the City.
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The parties acknowledge and agree that version 9.2 is the latest release of the software
and that unforeseen conditions may be discovered that could materially affect the original scope
of work and resources needed. The parties will work collaboratively on resolution to these
CFW / CIBER, Inc.
Amendment No. 1 to CSC No. 43341
Page 2 of 3
conditions and the cost o� additional Ciber resources will be mutually agreed upon afi that time
between the parties.
9.
All other provisions of the Contract that are not expressly amended herein shall remain
in full force and effecf.
II�WII'NESS WHEREOF, the parties hereto have executed this Agreement in multiples this
��`��,'`day of ' ,1 ' 2013.
CITY O. F��-A�T WORTH:
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By: ; � �
san Alanis
Assistanf Cifiy Manager
Date: �
)
Al'TEST: ���
By. � ^ �� I� 1
Mary . ayser
City Secretary
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APPROVED AS TO FORM �►ND '
LEGALITY:
, �
Malesh' B. r
Assistant City Attorney
CONTRACT AUTHORIZATION:
M&C: C-25669
Date Approved: June 12, 2012
CFW / CIBER, Inc.
Amendment No. 1 to CSC No. 43341
Page 3 of 3
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Jesus Chapa
Director Financial Management
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M&C Review
Page 1 of 2
Official site of the City of Fort Worth, Texas
CITY COUNCIL AGENDA
FoRr�'�'o�r��
.���
DATE:
CODE:
6/12/2012
C
COUNCIL ACTION: Approved on 6/12/2012
REFERENCE 13CIBER ERP PHASE II
NO.: C-25669 LOG NAME: IMPLEMENTATION
SERVICES
TYPE:
NON- PUBLIC NO
CONSENT HEARING:
SUBJECT: Authorize Execution of a Contract with CIBER, Inc., to Provide Implementation Services,
Change Management and End-User Training for Enterprise Resource Planning Phase II
in an Amount Up to $16,677,689.00 with an Option for the City to Obtain Services for
Implementation of Procurement in an Amount Up to $3,348,818.00 for a Total Project
Cost in an Amount Up to $20,026,507.00 (ALL COUNCIL DISTRICTS)
RECOMMENDATION:
It is recommended that the City Council authorize execution of a contract with CIBER, Inc., to provide
implementation services, change management and end-user training for Enterprise Resource
Planning Phase II in an amount up to $16,677,689.00 with an option for the City to obtain services for
implementation of the Procurement function in an amount up to $3,348,818.00, for a total project cost
in an amount up to $20,026,507.00.
DISCUSSION:
The City is currently preparing for Phase II of the Enterprise Resource Planning (ERP) Project to
replace the City's financial and budget systems. Phase II has been split into three sub-phases: IIA will
focus on replacing core financials; IIB efforts include implementation services for the budget planning
software; and, IIC, which is an optional phase, would replace the Capital Project Management
System and procurement functions. The recommended vendor will team up with the ERP Staff and
provide implementation consulting, technical support, end-user training and change management.
On February 9, 2010, (M&C C-24088) the City Council authorized the purchase of Oracle PeopleSoft
Software and Oracle Hyperion Budget Planning Software for Phase II.
After an extensive effort by ERP Staff and the subject matter experts, who helped identify and rate
thousands of requirements, a Request for Proposals (RFP) for implementation services was issued in
April 2010. In June 2010, the City received four responses to the RFP. The responding firms were:
CIBER, Inc.
CherryRoad Technologies, Inc.
Maximus Consulting Services, Inc.
Zanett Commercial Solutions
An evaluation committee comprised of employees from the Financial Management Services, Water,
IT Solutions, Transportation and Public Works departments and City Manager's Office evaluated
each responder's proposal on a pre-determined matrix combination of qualitative and quantitative
measures. The evaluation criteria were experience and capabilities, methodological approach to
implementation, methodological approach to change management and training, qualifications, cost
and financial stability. The three highest ranked firms were invited to make a presentation and be
interviewed, after which additional points were awarded. Based on the total point distribution of the
pre-determined measures and presentation, CIBER, Inc., received the highest score.
http://apps.cfwnet.org/council�acket/mc_review.asp?ID=16970&councildate=6/12/2012 9/3/2013
M&C Revi�w
Requested services include:
Implementation services, including all the services necessary to install, configure, test and deploy
the PeopleSoft and Hyperion products;
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;
Training services of the new finance, purchasing/e-procurement, and budget business processes
for the City's end-users; and
Enhancement of existing internal controls.
The actual contract amount for implementation is $13,898,074.00 plus an option for purchasing
implementation for $2,790,682.00, for a total contract amount of $16,688,756.00. Additionally,
$3,337,751.00 has been reserved in contingency for a total authorization of $20,026,507.00.
It is anticipated that after an initial planning period in the fall, the Phase IIA (core financials)
implementation efforts will begin in October 2012, with an anticipated go-live date in October
2014. Phase IIB (budget system) will begin in April 2014 with an anticipated go-live in March
2015. Phase IIC (capital projects and procurement), which is optional, would begin in October 2014
with an anticipated go-live date in December 2015. Phase IIC will only be considered as a viable
option after an in-depth analysis considering all aspects of the potential replacements and overall
change impact on the organization.
BID ADVERTISEMENT — This Request for Proposal (RFP) was advertised in the Fort Worth Star-
Telearam on April 28, 2010, May 5, 2010, May 12, 2010, and May 19, 2010. The Purchasing Division
solicited 126 vendors from the purchasing system database who self-identified as providing
technology services.
M/WBE — CIBER, Inc., is in compliance with the City's M/WBE Ordinance by committing to 26 percent
M/UVBE participation level. The City's goal for this contract is 15 percent.
FISCAL INFORMATION/CERTIFICATION:
The Financial Management Services Director certifies that funds are available in the current capital
budgets, as appropriated, of the ERP Capital Project Fund and Specially Funded Capital Projects
Fund.
TO Fund/Account/Centers FROM Fund/Account/Centers
C296 539120 1310301361XX
C291 539120 1310301361XX
Submitted for Citv Manager's Office bv:
Originatinc�Department Head:
Additional Information Contact:
ATTACHMENTS
Susan Alanis (8180)
Lena Ellis (8517)
Greg Jordan (8843)
http: //apps. cfwnet. org/council�acket/mc_review. asp?ID=16970&councildate=6/ 12/2012
$17,294,021.00
$2,732,486.00
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9/3/2013