HomeMy WebLinkAbout025527 - General - Contract - Evergreen Systems, Inc.CITY SECRETARY � 5' � � �
�ONiRACT NO . _ .. . _.
PROFESSIONAL SERVICES AGREEMENT
This PROFESSIONAL SERVICES AGREEMENT ("Agreement") is made and
entered into by and between the CITY OF FORT WORTH (the "City"), a home rule
municipal corporation situated in portions of Tarrant and Denton Counties, Texas, acting by and
through Charles Boswell, its duly authorized Assistant City Manager, and EVERGREEN
SYSTEMS INC. ("Evergreen"), a Delaware corporation doing business in Texas and acting by
and through Richard Stark, its duly authorized CFO.
1. SCOPE OF SERVICES.
1.1. Evergreen's Services.
Evergreen hereby agrees to provide the City's Information Technology Solutions
Department ("ITSolutions") with professional consulting and software development
services to assist ITSolutions in the development of an online service order system
interfaced to an online billing system ior use by ITSolutions customers (collectively the
"Project"). The Project is deliverable in two portions, a Fixed Price (Attachment A) and
a Time and Materials (Attachment B) described in detail, attached hereto and hereby
made a part of this Agreement for all purposes. The City and Evergreen may change the
scope of the Project by substituting an amended Attachment "A" or "B", signed by both
the City and Evergreen, which shall then be attached to this Agreement and made a part
of this Agreement for all purposes.
1.2. Citv's Duties.
The City shall provide Evergreen access on a reasonably timely basis to various
City personnel for interviews, questions, consultation, document reviews and other forms
of participation necessary to the Project. The City shall also provide Evergreen with
reasonable facilities and equipment in order to allow Evergreen to perform its duties and
obligations under this Agreement when it is necessary for Evergreen to be on-site.
1.3. Work Schedule.
Within thirty (30) days following the Effective Date of this Agreement, as defined
in Section 2, the City and Evergreen shall complete a written work schedule applicable
to the Project ("Work Schedule"). This Work Schedule shall establish time tables and
milestones relating to and in accordance with each step or line item of work referenced in
Attachment "A" or "B".
1.4. Work Product.
If, in the course of rendering services hereunder, Evergreen creates and delivers to
the City any copyrightable work product ("Work Product") for use by the City, such
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Work Product shall remain the property of Evergreen and Client shall have a
nonexclusive, nontransferable, perpetual license to use the Work Product solely in
connection with its business.
1.5. Warrantv.
If, during the ninety (90) days following delivery of any Deliverable required by a
Statement of Services, the City informs Evergreen of a non-conformity between the
Deliverable and specifications in the Statement of Services, then Evergreen agrees to
either correct the non-conformity at no additional charge, or refund monies paid by the
City for that portion of the Services attributable to the non-confornuty.
2. TERM.
This Agreement shall commence upon the date that both the City and Evergreen have
executed this Agreement ("Effective Date") and shall continue in full force and effect until
terminated in accordance with the provisions of this Agreement or when the City provides
Evergreen with written notice that Evergreen has fulfilled its obligations under this Agreement
and that Evergreen's services are no longer required.
3. COMPENSATION.
The City shall pay Evergreen a sum not to exceed $147,695.00 for all services provided
and expenses incurred in the carrying out and fulfillment of Evergreen's duties and obligations
under this Agreement. The specific services and expenses involved in each step of the Project
are described in Attachment "A" and "B". If the City is not satisfied with Evergreen's
performance at any step or point in the Project, the City shall notify Evergreen in writing and
may suspend payment for the services that are unsatisfactory until the problem is remedied. In
such an event, the parties shall negotiate and endeavor in good faith to remedy or mitigate the
problem in a timely manner. In no event shall the City's aggregate financial obligations to
Evergreen under this Agreement exceed $147,695.00. If this Agreement is terminated prior to
the date that Evergreen provides all services required� hereunder, Evergreen shall, at the City's
request, complete the step or line item of work, as provided in Attachment "A" and "B", on
which Evergreen is working at the time and the effective date of termination shall be extended if
necessary until Evergreen has completed the step or line item of work.
4. TERMINATION.
4.1. Written Notice.
The City terminate this Agreement at any time and for any reason by its providing
the other party with �written notice of termination.
�
4.2. Duties and Obiigations of the Parties.
In the event that this Agreement is terminated prior to the Expiration Date, the
City shall pay Evergreen for services actually rendered as of the effective date of
termination and Evergreen shall continue. to provide the City with services requested by
the City and in accordance with this Agreement up to the effective date of termination.
5. DISCLOSURE OF CONFLICTS AND CONFIDENTIAL INFORMATION.
Evergreen hereby warrants to the City that Evergreen has made full disclosure in writing
of any existing or potential conflicts of interest related to Evergreen's services and proposed
services with respect to the Project. In the event that any conflicts of interest arise after the
Effective Date of this Agreement, Evergreen hereby agrees immediately to make full disclosure
to the City in writing.
The City acknowledges that Evergreen may use products, materials or methodologies
proprietary to Evergreen. The City agrees that Evergreen's provision of services under this
Agreement shall not be grounds for the City to have or obtain any rights in such proprietary
products, materials or methodologies unless the parties have executed a separate written
agreement with respect thereto. Evergreen, for itself and its officers, agents and employees,
further agrees that it shall treat all information provided to it by the City as confidential and shall
not disclose any such information to any third party without the prior written approval of the
City.
6. AUDITS.
The City shall have, for three (3) years following the Expiration Date or earlier
termination date of this Agreement and upon reasonable advance notice, access to and the right
to examine and audit any books, documents, papers, records or other data. of Evergreen that
involve transactions relating to this Agreement. Accordingly, Evergreen shall provide the City
with access during normal working hours to all of Evergreen's facilities and with appropriate
work space at Evergreen's facilities necessary for the City to conduct examinations and audits in
accordance with this Agreement.
7. INSURANCE.
During the tertn of this Agreement, Evergreen shall procure and maintain at a11 times, in
full force and effect, a policy or policies of insurance that provide the specific coverage set forth
in this Section 7 as well as any and all other public risks related to Evergreen's performance of
its obligations under this Agreement. Evergreen shall specifically obtain the following types of
insurance at the following limits:
• Commercial General Liability:
3
$1,000,000 per occurrence; providing blanket contractual liability insurance for all
written contracts; products and completed operations; independent contractor's
liability; and coverage for property damage to City facilities; and
• Automobile Liabilitv:
$1,000,000 per occurrence or accident; including, but not limited to, all vehicles,
whether owned or hired, in use by Evergreen, its employees, agents or subcontractors;
and .
• Worker's Compensation/Emnlover's Liabilitv: �
Worker's compensation coverage as required by applicable law; and Employer's
Liability at $100,000 per accident.
Prior to the Effective Date, Evergreen shall provide the City with certificates of insurance
that verify Evergreen's compliance with the insurance requirements of this Agreement. T'he
City's Risk Manager shall have the right to review and evaluate Evergreen's insurance coverage
and to make reasonable requests or revisions pertaining to the types and limits of that coverage.
Evergreen shall comply which such requests or revisions as a condition precedent to the
effectiveness of this Agreement.
8. INDEPENDENT CONTRACTOR.
It is expressly understood and agreed that Evergreen shall operate as an independent
contractor as to all rights and privileges grarited herein, and not as an agent, representative or
employee of the City. Subject to and in accordance with the conditions and provisions of this
Agreement, Evergreen shall have the exclusive right to control the details of its operations and
activities and shall be solely responsible for the acts and omissions of its officers, agents,
servants, employees, contractors and subcontractors. Evergreen acknowledges that the doctrine
of respondeat superior shall not apply as between the City, its officers, agents, servants and
employees, and Evergreen, its officers, agents, employees, contractors and subcontractors.
Evergreen further agrees that nothing herein sha11 be construed as the creation of a partnership or
joint enterprise between the City and Evergreen.
9. LIABILITY AND INDEMNiFICATION.
EVERGREEN SHALL BE LIABLE AND RESPONSIBLE FOR ANY AND ALL
PROPERTY LOSS, PROPERTY DAMAGE AND/OR PERSONAL INJURY, INCLUDING
DEATH, TO ANY AND ALL PERSONS, OF ANY KIND OR CHARACTER, WHETHER
REAL OR ASSERTED, TO THE EXTENT. CAUSED BY THE NEGLIGENT ACT(S) OR
OMISSION(S), MALFEASANCE OR INTENTIONAL MISCONDUCT OF EVERGREEN,
ITS OFFICERS, AGENTS, SERYANTS OR EMPLOYEES.
EVERGREEN COVENANTS AND AGREES TO, AND DOES HEREBY,
INDEMNIFY, HOLD HARMLESS AND DEFEND THE CITY, ITS OFFICERS, AGENTS,
�
SERYANTS AND EMPLOYEES, FROM AND AGAINST ANY AND ALL CLAIMS OR
LAWSUITS FOR EITHER PROPERTY DAMAGE OR LOSS (INCLUDING ALLEGED
DAMAGE OR LOSS TO EVERGREEN'S BUSINESS AND ANY RESULTING LOST
PROFITS) AND/OR PERSONAL INJURY, INCLUDING DEATH, TO ANY AND ALL
PERSONS, OF ANY KIND OR CHARACTER, WHETHER REAL OR ASSERTED,
ARISING OUT OF OR IN CONNECTI0IV N'ITH THIS AGREEMENT, TO THE EXTENT
CAUSED BY THE NEGLIGENT ACTS OR OMISSIONS OR N�ALFEASANCE OF
EVERGREEN, ITS OFFICERS, AGENTS, SERYANTS OR EMPLOYEES.
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Evergreen sha11 not assign or subcontract any of its duties, obligations or rights under this
Agreemen� without the prior written consent of the City. If the City grants such consent, the
assignee or subcontractor shall execute a written agreement with the City under which the
assignee or subcontractor agrees to be bound by the duties and obligations of Evergreen under
this Agreement.
11. COMPLIANCE WITH LAWS, ORDINANCES, RULES AND REGULATIONS.
Evergreen agrees to comply with all %deral, state and local laws, ordinances; rules and
regulations. If the City notifies Evergreen of any violation of such laws, ordinances, rules or
regulations, Evergreen shall immediately desist from and correct tlie violation.
12. NON-DISCRIMINATION COVENANT.
Evergreen, for itself, its personal representatives, assigns, subcontractors and successors
in interest, as part of the consideration herein, agrees that in the performance of Evergreen's
duties and obligations hereunder, it sha11 not discriminate in the treatment or employment of any
individual or group of individuals on the basis of race, color, national origin, religion, handicap,
sex, or familial status. If any claim arises from an alleged violation of this non-discrimination
covenant by Evergreen, its personal representatives, assigns, subcontractors or successors in
interest, �vergreen agrees to assume such liability and to indemnify and defend the City and hold
the City harmless from such claim.
13. LICENSES AND PERMITS.
Evergreen shall, at its sole expense, obtain and keep in effect all licenses and permits
necessary for it to carry out its duties and obligations hereunder.
14. SOLICITATION OF EMPLOYEES.
Neither the City nor Evergreen shall, during the term of this agreement and additionally a
period of one year after its termination, solicit for employment or employ, whether as employee
or independent contractor, any person who is or has been employed by the other during the term
of this agreement, without the prior written consent of the person's employer.
15. NOTICES.
Notices required pursuant to the provisions of this Agreement shall be conclusively
determined to have been delivered when (1) hand-delivered to the other party, its agents,
employees, servants or representatives, (2) delivered by facsimile with electronic confirmation of
the transmission, or (3) received by the other party by United States Mail, registered, return
receipt requested, addre�sed as follows:
To THE CITY:
CITY OF FORT WORTH — IT SOLUTIONS DEPT
ATTN DIRECTOR
1000 THROCKMORTON
FORT WORTH T'X 76102-6311
Facsimile: (817) 871- 8654
15. GOVERNMENTAL POWERS.
Facsimile: (703) 390-1266
It is understood and agreed that by execution of this Agreement, the City does not waive
or surrender any of its governmental powers. �
16. NO WAIVER.
The failure of the City or Evergreen to insist upon the performance of any term or
provision of this Agreement or to exercise any right granted herein shall not constitute a waiver
of the City's or Evergreen's respective right to insist upon appropriate performance or to assert
any such right on any future occasion.
17. VENUE , JLTRISDICTION AND EXPENSES.
This Agreement shall be construed in accordance with the laws of the State of Texas. If
any action, whether real or asserted, at law or in equity, is brought on the basis of this
Agreement, venue for such action sha111ie in state courts located in Tarrant County, Texas or the
United States District Court for the Northern District of Texas, Fort Worth Division. In any such
action, the prevailing party shall be entitled to recover from the other party reasonable attorneys'
fees incurred in the bringing or defending of the action.
To EVERGREEN:
EVERGREEN SYSTEMS, INC.
ATTN RICHARD A. STARK
`' 1851 ALEXANDER BELL DR.
RESTON VA 20191
�
18. SEVERABILITY.
If any provision of this Agreement is held to be invalid, illegal. or unenforceable, the
validity, legality and enforceability of the remaining provisions shall not in any way be affected
or impaired.
19. FORCE MAJEURE.
The City and Evergreen shall exercise their best efforts to meet their respective duties
and obligations as set forth in this Agreement, but shall not be held liable for any delay or
omission in performance due to force majeure or other causes beyond their reasonable control,
including, but not limited to, compliance with any government law, ordinance or regulation, acts
of God, acts of omission, fires, strikes, lockouts, national disasters, wars, riots, material or labor
restrictions by any governmental authority, transportation problems and/or any other similar
causes. �
20. HEADINGS NOT CONTROLLING.
Headings and titles used in this Agreement are for reference purposes only and shall not
be deemed a part of this Agreement.
21. ENTIRETY OF AGREEMENT.
This Agreement, including the schedule of e�iibits attached hereto and any documents
incorporated herein by reference, contains the entire understanding and agreement between the
City and Evergreen, thei� assigns and successors in interest, as to the matters contained herein.
Any prior or contemporaneous oral or written agreement is hereby declared null and void to the
extent in conflict with any provision of this Agreement. This Agreement sha11 not be amended
unless agreed to in writing by both parties and, if required, approved by the City's City Council.
�,
7
IN,WITNESS WHEREOF, the parties hereto have executed this Agreement in multiples
this ��day of ./�% ,-�99�}.
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CITY OF FORT WORTH: EVERGREEN SYSTEMS, INC:
B ' �% �� By. , ��v�,��� � �,�,��
Y: u `._
Charles Boswell Assistant City Richard A. Stark
Manager CFO
ATTEST:
By: _�
City Secretary v
ATTEST:
By: Ik�l�-M�..� -�-�`-��
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APPROVED AS T� FORM AND LEGALITY:
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Assista City Attorney
M&c: �,-►'7x�o�
1- >>-�o
STATE OF VIRGII�TIA
COUNTY OF FAIRFAX
BEFORE ME, the undersigned authority, a Notary Public in and for the State of Virginia, on
this day personally appeared ��eJno.nd. �A1o,r� ��o.��L , known to me to be the person
whose name is subscribed to the foregoing instrument, and acknowledged to me that the same was
the act of Evergreen Systems Inc. and that he executed the same, and had authorization to execute
the same, as the act of Evergreen Systems Inc. for the purposes and consideration therein
expressed and in the capacity therein stated.
r�..NEN iJNDER MY HAND AND SEAL OF OFFICE this ��' day of J a'1 � Q ��I ,
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���.J�J��d.P •
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Notary Public in and for the State of Virginia
,�y Commission Expires 06/30/01
STATE OF TEXAS
CK�IiL��`���OTI�_�.�:7a0��
BEFORE ME, the undersigned, authority,• a Notary Public in and for the State of Texas, on
this day personally appeared Charles Boswell, known to me to be the person whose name is
subscribed to the foregoing instrument, and acknowledged to me that the same was the act of the
City of Fort Worth and that he executed the same as the act of the City of Fort Worth for the
purposes and consideration therein expressed and in the capacity therein stated:
GIVEN LTNDER MY HAND AND SEAL OF OFFICE this 1� day of ,
� yom �
�,�*"�-".�, ROSELLA 8ARPIES
: p�� � i NOTARY PUBLIC
.����,�� S#ate of Texas .
Comm. Exp. 03-31-2001
������a...
Notary Public in and for the State of Texas
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Attachment A
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Tivoli Systems
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Evergreen Systems, Inc.
� Evergreen Systems, lnc.
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�y� � 1851 Alexander Be!! Dr.
�'G Reston, VA 20191
Tivoli Problem Management
6.0 Customization
Statement of Work
November 11, 1999
City of Fort Worth
Clyde �mbrough
Accounf Manager
972-839-8292
cl yde. wimbrough@evergreensys. com
Introduction
This document is a service quote for customizations to Tivoli Problem Management 5.0.2. This quote is based upon
requirements provided to Evergreen Systems by City of Fort Worth during requirements analysis visit.
The intent of this document is to provide a high-level estimate and understanding of the requirements necessary to
complete the requested services. The following Scope of Work itemiz�s the requirements to implement the
customizations. The Estimate provided within this document is solely based upon the following high level
requirements and will be reviewed upon completion of the Technical Specification of the requirements. In the event
the scope of the requested service is modified, the estimate provided will be reevaluated.
The subsequent work authorization will be based upon a Time and Materials services agreement, and the estimate
should only be considered an estimate. Evergreen Systems, Inc. shall not be deemed to be in breach or default if the
estimate is not met or is exceeded.
� Evergreen Sysfems, Inc. Clyde �mbrough
.�.��. �,
`v� �� 1851 Alexander Be/l Dr. Account Manager
�`'� '`� Reston, VA 20191 972-839-8292
cl yd e, wimbro ugh @evergreens ys. com
Scope of Work
The following describes at a high level the customizations requested by City of Fort Worth:
Requirement: Attachment 2 details the City of Fort Worth's specificarions for a Web based tool to allow End-users
to enter problems, make request for services, manage assets and access billing information. Attachment 2 was
� provided by the City of Fort Worth and was used as the bases for a requirement's analysis that conducted to better
understand the City of Fort Worth's needs.
City of Fort Worth / Process Requirements Analysis:
- Create a system that all users can access, providing required information to reconcile monthly billing.
- Customers will have complete access to billing data, including reporting �
- System is tied to time keeping system (SIMS)
- Use of Decision Support with the capability to drill down on data is a desired capability
- The interface into the system will be presented to the customers via a Web front-end. The screens will need to
be understandable to all users of the system. Data entry should, for the most part, be accomplished by the use of
pick-list and check-boxes.
- The interface will connect to the Tivoli database and provide Problem, Asset and Change creation, updating and
completion of Problem tickets, Asset maintenance, and Changes
There are several factors that need to be considered for this project.
1. Support center will need to be migrated to Tivoli Service Desk (TSD) v6.0
2. Implementarion of the NMS (Expert View) will need to be completed
3. Customizations with be required to the Tivoli Service Desk
City of Fort Worth will need to acquire additional hardwaze and software to meet the demands of the new
configuration and funcrionality that will be provided by TSD v6.0 and the Enhanced End-User Web interface. The
City of Fort Worth is currently utilizing Tivoli Problem Management (TPl� and Tivoli Asset Management (TANn;
they have purchased Expert View and the standard deployment services, but have not implemented. They are
running the TSD products against an MS SQL Server v6.5 database environment. The Support Center is utilizing
the Notification and Escalation monitors, running on a low-end workstation. The Application server and fileserver
are located on the same NT Server box.
Addirional Servers will be require�d for the Web Enabled TSD. � See TSD 6.0 System Requirements doc
for minimum har3ware requirements. ,
• Master Server: required (1)
. GUI Server: required (1) .
. NSM Gateway
• Corporate Web Server '
2. Additional software will need to be acquired. Ft. Worth is currently using only TPM and TAM. They
have purchased NSM (Expert View) along with the deployment services.
• Tivoli Change Management (TCM) software will need to purchased along with the standard
deployment package
. MS SQL Server will need to be upgraded to version 7.0
. Tivoli Decision Support software will need to be purchased
. Additional seat licenses will be required for TCM, one license required for each concurrent
connection to TCM
� Evergreen Systems, Inc. Clyde �mbrough
,��^v ,� 1851 Alexander Be11 Dr. Accounf Manager
� + Resfon, VA 20191 972=839-8292
, cJyde.wimbrough@evergreensys.com
Proposed Solution: Customize the current End-User Web.tool to enhance the functionality of the tool to meet the
needs of City of Fort Worth. The customized version will allow the user to enter problem tickets, change tickets
(request for services), and manage assets. This tool will step the user through the process of entering data by
presenting them with different fields/screens based on information that they will provide. Users will be prompted for
data and guided throughout process. The Web tool has five main branches for users to follow.
1. Service requests - Creates a TCM change '
2. Report problems - Creates a TPM ticket
3. Requisition equipment - Creates a TCM change with added Asset
4. Asset management — Modify assigned Assets
5. Status
The workflow will depend on the user's selections. See Attachment 1 for example workflow.
Initial entry into the system will require the user to enter basic data (organization, location, name, phone etc) that will
be verified against currently stored information and used by the different branches of the workflow.
Picking the service request link leads the user to a page where basic information such as Fund/Account/Center
(FAC), credit card numbers, type of service request, and the requester aze entered. The types of service will
determine which category and pre-configured model is used in the change. Based on the information entered by the
user will determine the approval process required for each service request. Processing of the TCM requests aze
authorized based on User ID, charge info, and Fund/Account/Center (FAC). The FAC will be pulled from a new
table, which will be updated nightly from the mainframe. The charge information (credit card #'s) will be pulled
from a database table on the ADVISOR database. An Administrator function will be created that will allow City of
Fort Worth to maintain this information.
Selecting the Problems link will take the user to a page where they will enter information about the problem.
Request for equipment will be similaz to a service request except the type of equipment being requested will also be
entered. Lists of equipment presented to the user will be gathered from TAM.
If asset management is selected, a list of assets assigned to the person is presented and the user may re-assign any of
those assets to another location or organization. .
When the user selects the Status branch they be presented a page that will allow they to retrieve informarion about
their Problems and Request for Services.
Requirement: City of Fort Worth currently maintains the FAC information for Problem tickets on the Problem
Registration dialogue, in three }�ick list. To ensure this information is the most current and up to date this
information needs to come from the Mainframe and stored in a table that is accessible from the Problem registration
screen.
Proposed Solution: Modify TPM to populate the pick list, currently available, with data from a new table that will
be updated nightly with data from the Mainframe.
� Evergreen Systems, inc. � Clyde Wimbrough
�. i 1851 Alexander Bell Dr. Accoun! Manager
Reston, VA 20191 972=839-8292
� clyde.wimbrough@evergreensys.com
Implementation Process
The following describes the process that will be employed to accomplish the requested services when authorized by
City of Fort Worth:
�b Requirements Analysis /Data Gathering
Requirements Analysis/Data Gathering efforts may be required in order to gather the proper level of detail and
understanding of the scope of the project. The Requirements Analysis may be accomplished remotely via
telephone/email, or may require an onsite visit. Upon approval to proceed with the requested project, the
Technica! Specifrcation effort will begin in order to scope the detail of the requested project.
� Technical Specifieation
City of Fort Worth will be asked to approve the Technical Specifrcation prior to the code construction phase of
the project to define the scope and planning of the project. Once the Technical Specifrcation has been reviewed
and the estimate, the scope and the associated costs have been approved to proceed by City ofFort Worth, the
customization project can be scheduled and a projected plan of delivery will be produced by the Evergreen
Development Services Project Manager.
� Code Construction and Testing
The Code Construction phase of the project will be completed at the Evergreen Development Services
corporate offices. The customizations will be tested against the specification of the project as defined in the
Technical Specification Document prior to delivery to City of Fort Worth.
Coding and Migration of Customizations
The migration effort of customizations to future releases is minimized by the coding standazds. For
example, code is usually defined in the pre or post events of the products. These modules are
defined as users code modules and aze not altered from release to release. In addition separate
modules are built where possible if the pre and post events cannot be used.
• Documentation of Customizations
Documentation of code is created within any code change that is made. This includes newly created
modules as well as any changes to base code. Additionally, overall documentarion is provided in the
modapiea.kb file. This is the standard customization documentation used by Tivoli Professional
Services in any coding or migration effort.
W Onsite Implementation
Once the code construction phase has been completed and the custom application thoroughly tested in the
Evergreen Development Services offices, an Evergreen Development Services Analyst will deliver the custom
application via an onsite visit The Evergreen Development Services Analyst will assist City of Fort Worth in
the installation and use o€the custom application. City of Fort Worth is responsible for testing the deliverable in
their environment.
� Project Management
Project management for the above listed project will be provided by the Evergreen Development Services
organization based from the Evergreen Development offices. However, the Evergreen Development Services
organization reserves the right to use Certified Business Parrners, where applicable, in addition to Evergreen
Development Services staff to meet the staffing needs of the project. �
Pricing
�� Evergreen Systems, Inc.
�,�;�`,� 1851 Alexander Bel! Dr.
� � + Reston, VA 2019?
Clyde �mbrough
Accounf Manager
972=839-8292
clyde.wimbrough@evergreensys.com
Description of Software:
IItem # � Description
5697-TCM-0022 Tivoli Change
Management
Concurrent User
License
�
I
� -
Summary of Services:
Task Description
Change Management Fixed Price
Deployment
Migration from TPM 5.0.2 to TSD
6.0
�
New Customizations for TSD
(Programmin�)
�
Requirements Analysis/Detail
Design
Setup of Development Environment
Sub-Total Desi�n
End User Web Problem/Request for
Services Interface
I TPM FAC
�
� Sub-Total Customizations
� �
� Test�n� (Quality Assurance)
� •
� Delivery / Acceptance
�
� Project Mana�ement
�
Price Per No. Units
Unit
$4,000 10
Software Sub- Total
Less Evergreen
Discount
Total for Soflware
No. Units
1
7
6
.5
6.5
20
1
21
4
2
4
� Sub-Total for Services 44.5
�
Less Evergreen
discount
,. Evergreen Sysfems, Inc.
��" � 1851 Alexander Bell Dr.
� Reston, VA 20191
Price
$39,900.00
$10,500.00
$9,000.00
$750.00
$9,750.00
$30,000.00
$1,500.00
$31,500.00
$6,000.00
$3,000.00
$6,000.00 �
�106,650
10%
Price
$40,000
$40,000 �
20% (
$32,000 �
��
I
i.
Clyde �mbrough
Accounf Manager
972=839-8292
clyde. wimbrough@evergreensys.com
Discounted Sub-Total for Services
Pre-Paid Fixed Expenses
Tota! For Service and Pre-Paid
figed price Expenses*
Description of Services:
Ple.ase see document "Statement of Work" dated 11-11-99.
Please see document "Evergreen Change Deployment".
Fees, Expenses, and Payment Terms-
$95,985
$10,260
$106,245
Fees shall be billable on a daily rate basis, in US dollars, for a standard 8-hour workday. The daily rates are as
described above.
Expenses are fixed and pre-paid as listed above, and are intended to cover the fixed price services defined in
Attachment A and the Time and Materials services defined, in Attaclunent B. Any modification to the services
proposed in either attachment will likely yield a change in the price of the fixed price bid.
Evergreen Systems will invoice for work performed on a monthly basis. Terms are Net 30. .
�� Evergreen Systems, Inc. Clyde �mbrough
� 1851 Alexander Be!! Dr. ' Account Manager
'� A� Reston, VA 20991 • 9T7=839-8292
clyde.wimbrough@evergreensys.com
Attachment 1
Basic Work Flow
� Evergreen Systems, lnc. Clyde �mbrough
��,�*- y 1851 Alexander Bell Dr. Account Manager
� Reston, VA 20191 972-'839-8292
clyde. wimbrough@evergreensys.com
Attachment 2
Functional Specifications for Billing System Improvements
9/8/99
Problem
Customers want to reconcile their all of their monthly charges for IT equipment and services with the
actual equipment, services and inventory of assets that are purchased, provided or maintained through
ISS during that month, This presents a problem for the following reasons.
1. Customers request services using a highly dysfunctional, primarily paper-based system. Even a
manual reconciliation with the monthly billing statement is impossible because there is no universally
practiced way to request services, much less record the performance of such services.
2. While most customer charges tend to be made through the billing system, equipment purchases and
some services (such as contractor services) are typically charged directly against a customer's budget
or through the interdepartmental billing system for items already in inventory. As a result, th�monthly
billing statement cannot be reconciled with City accounting reports. Accounting reports include .
unexplained charges for equipment purchased through ISS that can in no way be reconciled with a
request for service. �
3. The billing system itself, while effective in terms of charging customers for services, is overly complex
in that it relies on numerous ancillary databases that are individually maintained by a large number of
ISS staff who work in different groups. The amount of resources required to produce the monthly,
billing statement is too high because there is too much manual input required to maintain the
individual systems that feed into the billing system. �
Methodoloqv
CFO Group staff conducted 27 interviews with customers and ISS personnel who work on some aspect of
the billing process to determine what problems currently exist with the billing system. The functional
specifications below are drawn exclusively from the results of these interviews.
Overview of Solution
1. Solutions shall be built on SQL Server.
2. Replace the paper-based request for service process with an intranet application, based in Tivoli, that
is capable of classifying requests, routing them to the proper destination(s) for action, and carrying
chargeback information that electronically interFaces with the billing system.
3. Replace the paper monthly billing statement with an electronic version that is accessible via the City's
intranet.
4.. From the electronic bill, allow access to all available supporting information that resides in one of the
five (four existing and one to be built) systems that feeds into the billing system.
5. Consolidate all equipment purchases into the billing system by creating an inventory management
system that interfaces with the billing system, the City's accounting system and the new request for
� Evergreen Systems, lnc. Clyde �mbrough
,.��� 1851 Alexander Bel! Dr. Account Manager
���� Reston, VA 20191 972-839-8292
clyde. wimbrough@evergreensys.com
service system. The monthly billing statement becomes a comprehensive statement of all ISS
charges for the month that is reconcilable with City accounting reports. �
6. Allow customers the capability to maintain their own asset information to account for location and
personnel changes.
Functional Specifications
Request for Service System
This system shall be capable of the following.
1. Be accessible via the City's intranet from any networked workstation.
2. Consist of a series of easily navigable and understandable screens that collects customer-provided
information necessary for ISS to provide a requested service and charge the customer for the service;
the screens shall be fully customizable to meet changing customer and ISS requirements for
information.
3. A request for service should be capable of accepting various file attachments, such as word
processing documents, spreadsheets or graphics files prior to submission so they will be routed to the
appropriate destination with the request.
4. Route a request for service to the appropriate ESS or contractor destination for action; routing shall be
changeable as conditions require.
5. Produce the request for service at the destination in the form of a workorder, the format of which can
be fully customized to meet work unit needs.
6. Upon submission by a customer, the system shall authenticate the following information prior to
acceptance and routing of the request to the appropriate ISS destination:
a) Accounting system validity of fund and center information provided by customer.
b) Authority of requesting customer to submit the request and authorize payment from the given fund
and center. �
7. The authority of a requesting customer to submit the request and authorize payment from the given
fund and center shall be determined by the use of a special ISS-issued credit card. The credit card
number shall reference said information and provide secure access to the request for service system.
8. Provide fund, account and center (FAC) information that can be read by other components of the
billing system as necessary.
9. Allow up to 26 concurrent credit ca�d numbers and FACs for intra- or inter-departmental split-funding
of requests. Multiple FACs allocated on a percentage basis. Screen shows sum of allocated
percentages so it's easy to tell when they add to 1a0%. The purpose of this is to allow up to 26
different customers to participate in a single project.
10. Online help.
11. Interface with Tivoli to allow customer-generated updates of asset and people information.
1.
2.
3.
4.
5.
6.
Assets Inventory
Assets inventory shall be accessible via the City's intranet.
Two versions of the assets inventory shall reside on the City's intranet in a read-only format. One is an
historical "snapshoY' taken at the end of each billing cycle; the other is a real-time versi�n of the
assets inventory. .
The historical snapshot shall intertace with the online billing statement.
Assets inventory (either historical or real-time) shall be capable of accepting various user-defined
queries.
Real-time assets inventory shall be updated by changes initiated by customer requests for service, the
Lease Exchange program and others as applicable.
Assets databases that are not part of another application (such as Exchange) and are currently
external to Tivoli shall be merged into Tivoli Assets.
�� Evergr�een Systems, !»c. Clyde �mbrough
�� � 1851 Alexander Bell Dr. Account Manager
Resfon, VA 20191 972=839-8292
clyde. wimbrough@evergreensys. com
Online BilEing Statement �
The online billing statement shall be capable of the following.
1. Accessible via the City's intranet. .
2. Easily viewing a billing statement at the section, division or department level according to the
customer's desire.
3. A user shall access all supporting detail for a particular line item in the bill by clicking on if. For
example, clicking on a line item for "analyst hours" reveals a list of all requests for service for which
analyst hours were billed. In turn, the customer can click on any of the requests for service and view
the entire request for service. In another example, clicking on a line item for "network printer
maintenance" reveals all of the assets for which this type of contract is assigned, the source of this
being the historical snapshot inventory taken at the end of the billing cycle.
4. Online help that defines rates, billing terms and the billing process.
lnventory Managemen�t System
Inventory is defrned as equipment and parts purchased by !SS that will be billed to a customer.
The IMS shall be based on SQL or Oracle database so it will intertace with the rest of the billing system.
Interfaces are as follows.
1. When an item is scanned into inventory through the IMS, the MARS inventory subsidiary account is
credited for the cost of the item. �
2. Read FAC information from request for service.
3. When an item is scanned out of inventory through the IMS, it is billed according to FAC information
from the request for service.
4. When an item is scanned out of inventory through the IMS, the MARS inventory subsidiary account is
debited for the cost of the item.
5. Inventory that is billed to a customer can be retrieved through the online billing statement by request
for service number.
� ��, Evergreen Systems, Inc. Clyde �mbrough
����� 1851 Alexander Bell Dr. Accounf Manager
+���'� Reston, VA 20191 972-839-8292
cl yde. wimbrough@evergreensys. com
,. �
Attachment B
Estimate
The following estimate and rate have been determined based upon the anticipated scope
of the creation of models and categories over and above the 5 given in the Change
Management Deployment package.
Summary of Services:
� Task Description
�
Days of Assistance for Data Model
and Change Category Creation*
Estimate in Days
7
Less Evergreen
Discount
Total
Estimated Cost
$10,500
10%
$9,450
The total cost of this portion of the project at this time is estimated at $ 9,450. Any
additional days will be invoiced against their actual cost through a time and materials
service quotation at the rate of $1500.000 with a 10% discount per day.
Fees and Ezpenses
Fees shall be billable on a daily rate basis, in US dollars, for a standard 8-hour workda.y.
The daily rates are as described above.
Evergreen Systems will invoice for work performed on a monthly basis. Terms are Net
30. '
Evergreen Systemr, InG
� � „� 1851 Alexander Bell Dr.
�+ 3 � Reston, YA 20191
f[l Lawrence
Sales Representative
317-578-9636
City of Fort Worth, Texas
�1�A�a� And C,ounc�l Caminun�cAt�an
DATE REFERENCE NUMBER LOG NAME PAGE
01/11/00 C-17822 I 04EVERGREEN 1 of 3
SUBJECT CONTRACT WITH EVERGREEN SYST�MS, INC. AND PURCHASE AGREEMENT
WITH IBM CREDIT CORPORATION FOR PROFESSIONAL SOFIINARE SERVICES
FOR THE INFORMATION TECHNOLOGY SOLUTIONS DEPARTMENT
RECOMMENDATION:
It is recommended that the City Council:
1. Authorize the City Manager to execute a contract with Evergreen Systems, Inc. to design and
implement an online service order system for the Information Technology Solutions Department at a
cost not to exceed $147,695; and
2. Approve the financing of the Evergreen Systems contract through IBM Credit Corporation using
State of Texas Catalogue Purchasing Procedures for a term of 40 months at an interest rate of
5.9°/o, for a total expenditure not to exceed $163,040.
DISCUSSION:
Overview
IT Solutions Department customers currently order services using eight different paper forms, each of
which is for a different type of service. A service order form must be physically transferred from a
central receiving point in IT Solutions to an operating or administrative division that actually performs
the service. This is a slow and many times ineffective means for customers to communicate with IT
Solutions. Moreover, the paper-based service order system cannot interface with the electronic billing
system that IT Solutions employs to charge for its services. The result is that a customer's monthly
billing statement must be manually reconciled with the paper service orders, a tedious process at best
that no one has time to do. Customers are frustrated because they cannot access most of the
supporting details that make up their monthly statement of charges.
The Solution
The solution to these problems is to create an online service order system that interfaces with the
existing electronic billing system. Because this new system affects all IT Solutions customers, it will be
accessed through the City's intranet so everyone can access it from any networked desktop computer
without any alterations to those computers. The system utilizes an expanded and upgraded version of
the software called Tivoli Service Desk, which IT Solutions already uses to manage its Help Desk and
the City's information technology assets. The expansion of this software adds a module called Change
Management, which actually defines each service IT Solutions provides and provides electronic routing
of service orders both inside customer departments for internal approval of the orders before they go to
IT Solutions, and inside IT Solutions to ensure the service order moves directly to the right division that
will provide the service.
City of �o�t Worth, Texas
�ll��� ja� � �nd� C,oun�i( Cai»fn.un�cAt�ian
DATE REFERENCE NUMBER LOG NAME PAGE
01/11/00 '� C_17822 I 04EVERGREEN '� of 3
SUBJECT CONTRACT WITH EVERGREEN SYSTEMS, INC. AND PURCHASE AGREEMENT
WITH IBM CREDIT CORPORATION FOR PROFESSIONAL SOF-MIARE SERVICES
FOR THE INFORMATION TECHNOLOGY SOLUTIONS DEPARTMENT `
Customers will provide payment information and authorization to proceed through a purchasing card
issued by IT Solutions. Department heads will be able to issue the cards to select employees and even
set a spending limit and other restrictions as they see fit. ` �
The customer will enjoy an easy-to-use, custom-designed interface that is accessed through the City's
intranet. The details of this interface will be designed with customer input to make it as effective ar�d
friendly as possible, and it will be constructed in such a way that even as services change, the interface
will be able to change with it without having to bring in contractors to do the programming.
Finally, the monthly billing statement itself will be posted on the City's intranet. From the billing
statement, customers will be able to select a line item on the bill and see all supporting details that
makes up th�t line item. The effect is that customers and IT Solutions will both have access to all
available inforrr�ation about customer billing, reducir�g the incidence of billing,disputes and providing the
basis for ensui`in�g the integrity of the billing process�.
s i
The firm selected to provide this solution,� Evergreen Systems Inc., is highly experienced in the
— i�s�allatior�a��sta�i�i��f�r�li�:,�of�war��r�����.�te�as,�lnc._did�ttaP.�i�iti�l�ir�.�tall�tis�n�f lT .�..,.,�
Solutions' existing Tivoli software, and the firm is well acquainted with IT Solutions' operations. The �
project is`broken down into the following elements:
.z
Chahge.Management software (10 seats)
Change Management deployment (consulting servi�es)
Upgrade existing Tiv'oli Service Desk to version 6.0
(consulfing servic�s) .
Customer interface (programming and consulting services)
�ravel and lodging expenses
Project Total
Finance Cost
TOTAL COST
$32,000
45, 360
9,450
50,5`25
10,260
$147,695
15:345
$163,040
� ' � ` �
City of Fort Worth, Texas
�il�A�or A11�d Caunc�l C,an��nun�cAt�an .
DATE REFERENCE NUMBER LOG NAME PAGE
01/11/00 C-17822 04EVERGREEN 3 of 3
SUBJECT CONTRACT WITH EVERGREEN SYSTEMS, INC. AND PURCHASE AGREEMENT
WITH IBM CREDIT CORPORATION FOR PROFESSIONAL SOFTWARE SERVICES
FOR THE INFORMATION TECHNOLOGY SOLUTIONS DEPARTMENT
Financinq
This project represents a major investment in technology that will fundamentally improve the way IT
Solutions manages the services it provides its customers. Financing the project over time reduces the
annual outlay needed to pay for it and allows IT Solutions to implement this vitally important change in
its business practices within existing resources and without an increase in the departmenYs service
rates.
The total cost will be paid in monthly installments of $4,076. The impact for the current fiscal year is
$36,684, which IT Solutions already has budgeted and available in its current rate structure. Funding for
future years will be included in the appropriate budgets.
Under Section 271.083 of the Texas Local Government Code, a local government satisfies otherwise
applicable corrtpetitive bidding requirements when it makes a purchase through the State of Texas
Catalogue purchasing procedures established by Section 2157.061 of the Texa� Government Code.
The City will comply with those provisions for the purchase agreement authorized under this M&C.
M/WBE requirements have been waived by the M/WBE Office because subcontracting or supplier
opportunities are negligible.
FISCAL INFORMATION/CERTIFICATION: `.
The Finance Director certifies that funds are available in the current operating budget, as appropriated,
of the Information Systems Fund.
CB:j
Submitted for City Manager's
Office by:
Charles Boswell
Originating Department Head:
Michael DiPaolo
Additional Information Contact:
Michael DiPaolo
I FUND I ACCOUNT
� (to)
I
8511 I
8450 (from)
P168 539120
8450 I
CENTER
0047000
I AMOUNT
1
1
�
1
$163,040.00 �
CITY SECRETARY
APPROVED
C1TY COU�C!!.:-�� �
JAN 11 7000
�` ���
City Secretary of the
City af Fort �A'�a�`:, `:`�-;., •