HomeMy WebLinkAboutContract 42581 CS STARS
CITY SECRETARY
CONTRACT NO. �
CS ST ARS
Statement of
City of Fort exas
MINEEN MENNEN MEMO OEM
■■■■■■■ ■■■ ■
Vendor Name: CS STARS LLC
Vendor Contact: J.Chris Guilkey
Account Executive
4400 Comerica Bank Tower
1717 Main Street
Dallas,Texas 75201-7357
Phone:214-303-8489
Fax:214-303-8081
Email:cguilkey @csstars.com
October 27,2011
Version 4
This document contains proprietary and confidential business information and is intended solely for
employees of Client. No portion may be reproduced or shared with consultants or other third parties
without advance written permission from CS STARS LLC.
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CS STARS
Table of Contents
1 Project Scope and Deliverabl es.......................................................................................................3
A. Upgrade of Standard System Configuration......................
B. Upgrade of Custom Programming......................
C. Upgrade of Reports/Reporting...................
D. Training on Enterprise Product..........................
E. Project Management............................ ............6
F. Travel.....................................................................................................7
2. Pricing and Invoice Schedul e............................................................................................................7
3.Statement of Work Approval...............................................................................................................8
CustomSolutions Appendix...................................................................................................................9
CustomReports Appendix....................................................................................................................'l0
ProjectManagement Appendix............................................................................................................'l'l
FinancialAppendix.................................................................................................................................14
Page 2 of 14
CS STARS
Statement of Work#3 for STARS software
This Statement of Work#3("Statement of Work")describes services to be performed by CS STARS LLC("CS
STARS")for the City of Fort Worth,Texas("Client"). This Statement of Work is subject to all the terms and
conditions of the General Terms and Conditions of Agreement for STARSTM Program and Services entered
into by the parties on 1711512004,as amended(the"Agreement"}.
This Statement of Work is effective on 10/112011(the"SOW#3 Effective Date")and will remain in effect
through Upgrade Closure(as defined herein),unless terminated sooner in accordance with the Agreement.
Any capitalized terms not defined in this Statement of Work shall have the same definitions as set forth in the
Agreement.
I- Project Scope and Deliverables:Identifiable deliverables included in this Statement of
Work
2. Price and Payment Schedule: Cost breakout for project products and ongoing services
3. Statement of Work Approval
4. Appendices and Additional Approvals: Additional details that apply to information
contained in this Statement of Work
1 Project Scope and Deliverables
The following describes all initial Services to be performed by CS STARS under this Statement of Work.
Any services or deliverables not specified in What's Included in this Deliverable column are expressly
excluded from this Statement of Worts.
A. Upgrade of Standard System configuration
The following deliverables will be configured using standard configuration tools in the STARS software.
Deliverable Description What's Included in this Deliverable
Upgrade of Software Upgrade services to
Software be performed by a primary
support team that will leverage
resources and experience of
STARS personnel to upgrade
Client from STARSTm
Professional Edition("STARS
PE'q version 8.10 to STARS
PE version 10.
Upgrade of System System Upgrade services as ® Conversion of all claim records.
follows: I Conversion of all reserve and payment
Convert existing STARS PE records.
8.10 database to the STARS 5 Conversion of notes and diaries.
PE 10.1 database model 11 Conversion of rolodex records to contact
records
Conversion of required policy information
if applicable
Page 3 of 14
CS STARS
Deliverable Description What's Included In thls Deliverable
Upgrade of Codes Convert codes and code M Convert existing field labels as they exist in
and Fields descriptions from STARS PE STARS PE
8.10,such as cause codes, Code and Field label clean-up or revamp is
payment types,etc.,into not included
STARS PE 10.1
Upgrade of Screen Convert existing screen
Design designs for the following
modules:
® Incidents
® Claims
® Occurrence
® Transaction
® Contacts l Vendors
® Policy
® Location
Upgrade of Convert existing location 6 Upgrade includes C.O.P.E.data
Location Hierarchy hierarchy from STARS PE 11 Location structure reorganization is not
8.10 account design into the included in Upgrade services
STARS PE 10.1 location
structure.
Upgrade of Setup of user IN in STARS Ik Define User Security groups in STARS PE
Security PE 10.1 10.1 in order to provide similar security
Configuration restriction currently in place in STARS PE
8.10.
Upgrade of Events Setup event notifications and
and Validations validations previously
configured in STARS PE 8.10.
Upgrade of CS STARS will upgrade
Interview Entry existing configuration of
Interview Entry into STARS
PE 10.1 after consultation with
Client and based on
specifications mutually agreed
to by the parties.
CMS Section 111 CS STARS will upgrade
Reporting existing configuration of CMS
Section 111 Reporting into
STARS PE 10.1
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CS STARS
B. Upgrade of Custom Programming
Upgrade of existing custom programming to meet client specific needs,as specified below:
Deliverable Description What's Included in this Deliverable
Custom Solution 1 BSO Interface 6 Functional'
qty included will be set forth in the
Custom Solutions appendix.
6 Scope Document
4 Functional Specifications
10 Development
11 Quality Assurance
6 Installation package(for locally hosted
clients only)
The following items are not included in the Upgrade Services as a part of the Custom
deliverable:
• p tom Programming
Data quality investigation and resolution
• Dependent/contrived field conversions(e.g.,one field must reference a table to update another field
•
Change to specifications peafications after signoff of original specifications
C. Upgrade of ReporlslReporti ng
Upgrade of existing STARS PE reports as follows:
Deliverable Description
What's Included in this
Deliverable
Existing standard Existing STARS PE 8.1 o reports using 0 Existing Standard Reports
s
STARS PE 8.10 STARS PE 8.1 g standard report identified for replication are
reports templates will be converted to the STARS
� PE 1 those generated within 24
01 database. months from the Effective Date
of this Statement of Work.
Existing custom 1. Police Subro Report 0 Custom reports identified for
r
templates 2. Subro Detail f or Accounting ng replication
are those generated
(WC Subro)Report within 24 months from the
3. Subro Recovery Ratio Report Effective Date of this Statement
4. Custom Incident Abstract Report of Work.
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CS STARS
D. Training on Enterprise Product
Deliverable Description What's Included In this Deliverable
Training Training days can be used as Ik One day(8 hours maximum per day)
follows based on the training of onsite instructor led training for up to
plan defined with the Client. 15 colleagues per year at Client's Fort
Worth,TX location or at a CS STARS's
1)Instructor led training training facility.
Configuration of standard training
2)Web training materials
3)Train-the-trainer
E. Project Management
Deliverable Description What's Included in this
Deliverable
Project Management The Project Management Institute's Project schedule indicating
(PMI)best practices for managing estimated project completion,
projects via the CS STARSProTM critical paths and slack
methodology. Project status reports and calls',
,
to discuss activities completed,
activities scheduled and issues
Implementation support from the
CS STARS Project
Management Office(PMQ)
Client User Client User Acceptance Testing is 1k CS STARS will provide Client
Acceptance Testing required for approval of all deliverables with project deliverable for User
outlined in the Project Scope and Acceptance Testing and will
Deliverables section. If Client does not provide Client guidance on the
provide CS STARS with feedback,the testing process.
deliverable will be deemed accepted
thirty(30)days after delivery.
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CS STARS
Upgrade Closure Upgrade Closure is defined as the
following:
• Client User Acceptance Testing
period has elapsed.
• The deliverables outlined above are
provided in substantial conformity to
the specifications set forth in this
Statement of Work:
Client is provided an Upgrade
services closure letter and any
supporting data validation
documentation created as part of the
deliverables.
• Access to STARS PE 8.10 is
discontinued
Additional details regarding project approach and responsibilities can be found in the Project
Management Appendix.
F. Travel
Deliverable What's Included In Dellverable
Travel 111 Travel may be required for Services including,but not limited
to,training,working meetings,project meetings,and
technical services required for the Upgrade.
Travel to and from Client's Fort Worth,TX location is
included. Additional travel will be billed as incurred and in
accordance with Client's travel policy.
2. Pricing and Invoice Schedule
See Financial Appendix for additional billing details. Fees do not include applicable taxes. All fees are subject
to U.S.State Sales Tax,where applicable.
Deliverable Fees Payment Schedule
Upgrade Fee $48,400 It Billed on SOW#3 Effective Date.
_.__�. Page 7 of 14
CS STARS
I Statement of Work Approval
IN WITNESS WHEREOF,the undersigned have duly executed this Statement of Work,or have caused
this Statement of Work to be duly executed on their behalf as of the SOW#3 Effective Date.
CITY OF FORT WORTH,TEXAS CS STARS LLC
Name Name J.C ris Guil
Si na a Signature
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Title Title
9/9/2011
Date date
APPROVED AS TO
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ASSISTANT)CITY ATTORNEY
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CS STARS
Custom Solutions Appendix
Summary of the Custom Solutions Process
After the project kickoff meeting,Client will work with CS STARS to develop a Custom Solutions Scope
Document. This document will provide a high level overview of user requirements for the custom solution based
on initial assumptions provided in the quote process. Client involvement is required to discuss the scope of the
solution and to provide any necessary sample files or technical documentation. Client is also required to sign off
on Scope document to move forward with the Custom Solutions process.
Once the Scope document is completed by CS STARS and Client,CS STARS will develop Functional
Specifications that will further outline how the end user will interact with the solution and how the solution will
interact with other points of interface. Client will need to promptly review the Functional Specifications and
confirm its understanding by signature.
After Client review of the Functional Specifications,the solution will go through the development and quality
assurance processes,which include creation of technical specifications,code development,creation of test
scripts and quality assurance testing done by CS STARS.
When quality assurance testing is complete,the solution will be delivered to Client for testing. Client will have
ten(1 D)business days to signoff on the solution or to provide CS STARS with a list of non confo rm itie s th at need
to be addressed prior to signoff. In the event that CS STARS does not receive Client's signoff or a list of
nonconformities from Client within ten(1 D)business days,the custom solution will be deemed approved by
Client
Please note that change request documentation may be required for changes to the original scope of the
custom solution and could result in delayed delivery of the Services and/or additional fees.
Schedule of Solutions and Assumptions Documentation
Custom Plug-in#1
Custom Solution BuySpeed Online(BSO)Interface(f.k.a.BuySpeed)
Name
Descri tion STARS will generate a check export file(A/P Interface)that will be imported into
p BSO(CFW's AP system).BSO requires a pre-defined layout of the export file as
defined in their established layout specifications. A plug in will be developed that
will assist City of Ft.Worth(aka.CFW)users in exporting check information to a flat
file that can be read and imported by BSO.
STARS will also receive a file from BSO.This file will contain information regarding
checks that were printed out of BSO,but originated in the STARS application.
There is a business and data need to update check records in STARS with the
corresponding and relative check information from BSO,after the checks have
been printed.The plug in will assist City of Ft.Worth with importing check
information from BSO to STARS via a flat file.
Assumptions No changes in existing STARS PE 8.10 workflows or logic.
Initialed:Client CS STARS
..�..�._..___ Page 9 of 14
CS STARS
Custom Repoft Appendix
Custom Reports Assumptions Documentation and Samples if available.
Custom Report Template#1: Police Subro Report--PCLCSBRO.RPT
Custom Report Template#2: Subro Detail for Accounting(WC Subro)Report-OUTSUB.RPT
Custom Report Template#3: Subro Recovery Ratio Report--SRRR.RPT
Custom Report Template#4: Custom Incident Abstract Report
Initialed:Client CS STARS
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CS STARS
Project Management Appendix
Engagement Methodology-The CS STARSProTm project management methodology is a disciplined
approach to project communications and project management and control. It incorporates timely check-
points to ensure Client expectations of deliverables are consistent with CS STARS's expectations.
This engagement methodology requires mutual communications and project management discussions
between CS STARS and Client.This collaboration will appear in the form of regular status meetings,
change control procedures as necessary and frequent project progress reports.
Customer Role Review
The Customer Role Review is designed to help CS STARS's clients understand their part in the major activities
of a CS STARS project. It outlines major milestones,highlights decisions needed from Client and points out
implications of changes to the project scope.
The following Client roles are recommended for a successful project:
Client Business Sponsor—This person will be responsible for final approval and signoff on all deliverables.
They will also serve as a point of escalation for any project related risks or issues.
Client Project Manager--This person will work directly with the CS STARS project manager to manage project
timelines,risks and align Client resources to complete tasks within the timelines outlined in the project schedule.
Client System r4dministrator—This person will be the ongoing resource assigned to maintain the STARSTM
software. They will work directly with the project team to define specifications and understand configuration
options selected during implementation.
Milestones
Project milestones act as thresholds and help to indicate whether a project is on track to finish as expected.
Specific milestones vary by project,but in general,they are defined as the group of accomplishments,results,
deliverables and events that measure project progress.The following outlines typical project milestones in a CS
STARS project and provides a high level overview of what the CS STARS team will need from Client in order to
perform CS STARS's obligations under this Statement of Work.
.... .. ............. _
Major Milestone Client Contributions
Kickoff meeting A successful kickoff meeting requires attendance by project sponsor,project
managers and end users.Identification of decision maker or point-person du ring
this meeting is essential. Client and CS STARS will review the Statement of Work
during this meeting to confirm accuracy and completeness of project deliverables.
Completion of Engagement during specification process;Client may need to produce sample of
specifications. output files or data from legacy system(s)to be integrated with CS STARS
software.
Test environment If installation is local,hardware for test environment is to be supplied by Client.ASP
established installations will include a test environment provided by CS STARS.
Transfer of deliverables Commitment to structured user acceptance testing and signoff on deliverables at
from test to production the conclusion of User Acceptance Testing(UAT).Please note that Client UAT is
environment. generally required within 2 weeks from Client's receipt of a deliverable from CS
STARS. A deliverable will be deemed accepted if no feedback is received by CS
STARS within thirty(30)days of delivery to Client.
Major Milestone Client Contributions
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CS STARS
Training Successful training requires a complete audience of stakeholders and end users.If
training is to be held at Client's facility,Client will be responsible for securing a
training location/room,requesting staff participation,scheduling,etc.
Decisions Needed
Throughout the project,the CS STARS team will need Client to make choices about the implementation of the
STARS TM software. Decisions vary by project,but in general,they follow the nature of the decisions outlined in
the table below.Also included in this table is the nature of the information to be provided by Client and a rough
estimate of the timeframe.
Decisions and Actions Information Needed Timeframe
Needed
System specifications Decisions regarding screen designs,security setup and Beginning of project
other system specifications such as custom solutions
or custom reports.
Validation of data Approval and signoff is needed on data mappings and Middle of project.
conversion deliverables prior to final load of conversion into the system.
Decisions regarding third- Decisions may be required if third-party Middle of project
party deliverables data/information is late,incomplete or missing.
Signoff on deliverables Project sponsor required to sign off on all incremental Middle of project and
deliverables and final implementation within ten(10) End of project.
business days of Client's receipt of any deliverable.
Change Deadlines
Research shows that for every month a project progresses there is a 1--2%increase in the scope of the
project.This is evident even in controlled conditions(i.e.project management).Further,as the project
progresses,the cost of change increases substantially--change becomes more expensive and time-
consuming.With this in mind,CS STARS recommends placing a limit on change requests through change
deadlines.Please note that change deadlines are recommendations to maintain the project schedule.Mutually
acceptable changes to this Statement of Work will be outlined in a written amendment to the Statement of Work
and may result in additional cost to Client.
Change control procedures consist of.
• Problem Identification(Client)
• Impact Estimation(CS STARS)
• Signoff of change control documentation(Client)
• Change Initiation(CS STARS)
• Change Validation(Client)
• Approvals and Acceptance(Client)
_��._........�...... Page 12 of 14
CS STARS
The CS STARS project manager works with Client to define what constitutes a minor change,a change
to existing scope or a change outside scope. Changes allowed will be based on the agreed upon project
timeline and will adhere to the below basic guidelines for all CS STARS projects.
Change Type Recommended Deadline
Minor changes Permitted up to month prior to"go live"
Changes to existing project scope Permitted up to the mid point of implementation
Changes outside project scope Permitted up to the first quarter point of implementation
Agreed to by CITY OF FORT WORTH,TEXAS Agreed to by CS TARS
Signature: Signature: 1z
��] low,
N me. J.Chris Guilke
Name. a
Title: A�,t5i Title: Account Executive
Dater Jill Date: 9/9/2011
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t
i
CS STARS
Financial Appendix
Main Client Business Contact Information
Business Contact Name
Business Contact Title
Business Contact Address
Business Contact Phone
Business Contact Fax
Business Contact Email Address
Client Billing Information
Billing Contact Name
Billing Contact Title
Billing Contact Address
Billing Contact Phone
Billing Contact Fax
Billing Contact Email Address
Client Tax Jurisdiction*
Billing Currency
Preferred Invoicing Method Mail or Email
*If Client has a tax exempt status,please attach tax exempt form to this appendix. For European clients,please
indicate VAT or No VAT in this section as well.
Pa ment Remission Details
CS STARS Lockhox for Payments Overnight Courier Address-1 ACH Wire Instructions
CS STARS LLC Wells Fargo Lockbox Bank: Wells Fargo Bank
P.O.Box 201 739 CS Stars LLC Dallas,TX
Dallas,TX 75320-1739 PC Box 201739 ABA: 121000248
2975 Regent Blvd Account No: 4121269922
Irving,TX 75063 4?Initialed:Client CS STARS
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