The URL can be used to link to this page

Home My WebLink About2001-146ORDINANCE NO of 01 - 14 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF DENTON, TEXAS AU- THORIZING THE MAYOR OR CITY MANAGER TO EXECUTE THE ATTACHED AMENDMENT TO THE AMENDED PROFESSIONAL SERVICES AGREEMENT FOR SOFTWARE IMPLEMENTATION AND SUPPORT BETWEEN THE CITY OF DENTON, TEXAS AND ACCESS TECHNOLOGIES, INC, A QUALIFIED INFORMATION SYSTEMS VENDOR ("QISV") OF THE STATE OF TEXAS, TO BE PAID FROM PREVIOUSLY BUDGETED FUNDS IN AN AMOUNT NOT TO EXCEED NINE HUNDRED FORTY-TWO THOUSAND, ONE HUNDRED AND NINETY-FIVE DOLLARS ($942,195 00), AND PRO- VIDING FOR AN EFFECTIVE DATE WHEREAS, the consultant for the professional services anticipated by the attached agreement is a Qualified Information Systems Vendor ("QISV") of the State of Texas for Auto- mated Information Systems, and WHEREAS, the contracted -for professional services fall within the scope of said QISV status for the purposes of the Catalog Purchasing Method prescribed by Chapter 2157 of the Texas Government Code, and WHEREAS, upon the evaluation and recommendation of staff, the City Council has pre- viously determined that the contracted services represent the best value obtainable for said pro- fessional services, and WHEREAS, upon further evaluation and recommendation of staff, the City Council now determines that additional services are necessary, and that the proposed amendment to the scope and cost of the contracted services continues to represent the best value obtainable for said pro- fessional services, NOW, THEREFORE THE COUNCIL OF THE CITY OF DENTON HEREBY ORDAINS SECTION I That the City Council hereby authorizes the Mayor or City Manager to exe- cute the attached Amendment to the Amended Professional Services Agreement for Software Implementation and Support Between the City Of Denton, Texas and Access Technologies, Inc, substantially in the form of the attached documents, and further authorizes the expenditure of previously budgeted funds in an amount not to exceed Nine Hundred Forty -Two Thousand, One Hundred and Nmety-Five Dollars ($942,195 00) for that purpose SECTION II That this ordinance shall become effective immediately upon its passage and approval PASSED AND APPROVED this the 1Ud_ day of , 2001 EULINE BROCK, MAYOR ATTEST JENNIFER WALTERS, CITY SECRETARY BY.1,Joi,azo APP OVED AS TO LEGAL FORM HERBERT L PROUTY, CITY ATTORNEY Page 2 \ ) e � ) `/ld� ®z»o 2 k§f\ I \ ) k Z d § § 2 m ^ §) \ Cl) 0 ( § \§ \ ® 2 m §)( « K)- �§ k�(� \ k �- ZLW""-� 5 °00 u�\\ �2m§ ¥ �!§! oel� �2!} �$\! \ )i4 \� ƒ° § § 3 \ a § CD) G \ 2®§! § � \ @f!{ 2� °§(! r % w S LU ; % Q kk,m .CD 7J)§ kz / ) / CD CD C cq / ) 0 \ , . 0 0 k § � \ o \ /00 ®_{ CD0 § z / \§ * [) 2 � 00 00 \ # z } \ / G STATE OF TEXAS COUNTY OFDENTON § AMENDMENTTO AMENDED PROFESSIONAL SERVICES AGREEMENT FOR SOFTWARE IMPLEMENTATION The Amended Professional Services Agreement dated March 1, 2000 by and between City of Denton, TX ("Client'), a Texas Municipal corporation, with its principal place of business located at 601 E Hickory, Suite A, Denton, TX 76205 and Access Technologies, Inc ("Consultant'), a California corporation employing certified public accountants and computer professionals, with its principal place of business located at 11608 McDougall, Tustin, California 92782 (the "Agreement'), is hereby amended as follows Save and except the two amendments herein noted, the Agreement shall continue in full force and effect as written 1 Paragraph 3 8 is hereby amended to read as follows 38 It is specifically understood and agreed that Consultant shall not be authorized to undertake any work pursuant to this Agreement which would require additional payments by Client for any charge, expense, or reimbursement above the maximum not to exceed fee of nine hundred forty- two thousand, one hundred and ninety-five dollars ($942,195 00), without first having obtained written authorization from Client 2 Exhibit A to the Agreement is hereby replaced with the attached Exhibit A IN WITNESS WHEREOF, the parties hereto have executed this Amendment to the Amended Professional Services Agreement as of April 3 2001 for Client City of Denton, TX signed name Howard Martin title Interim City Manager for Consultant Access Technologies, Inc signed name n 0 M&W-017 title tL1aw date April 3, 2001 date 3f Y(�01 APPROVED AS TO LEGAL FORM HEF ]A City of Denton, Texas ("Client") and Access Technologies, Inc ("Consultant") This Second Amended Addendum A to the Amended Professional Services Agreement is an integral part of the Amended Agreement, between the City of Denton, TX (CLIENT), and Access Technologies, Inc (ATI), and defines the business and computer software related consulting services requested, the fees, and the duration of the services Term • Start Date March 1, 2000 • End Date January 31, 2002 ATI staff will be ready to begin providing implementation resources within three (3) weeks of a mutually agreed upon date In the event ATI determines that the effort as set forth herein will not be completed by the agreed -upon Phase dates, ATI shall notify CLIENT promptly upon such determination Such notice shall also include ATI's revised estimated completion date ATI's management team will initiate the project by traveling on site to work with CLIENT to begin developing the Detailed Project Plan and discuss the delivery of services Project Scope The project scope will include the following services General Activities • Provide direction and coaching in the use of JDEdwards World Solutions Company software function • Assist CLIENT project team(s) in evaluating their current implementation status and completing the effort remaining to successfully implement the JDEdwards World Solutions Company software • All services shall be performed under the supervision and direction of a Certified Public Accountant (CPA) to review the implementation of the chart of accounts, restatement of historical financial information after conversion, and address process changes necessary to conform to FASB and GASB requirements and pronouncements as deemed necessary Technical Activities • ATI and/or its subcontractor will assist the CLIENT in developing a detailed technology implementation work plan, specifying the timing of ATI involvement and establishing target dates for project milestones • ATI and/or its subcontractor will provide a Pre -System Installation Audit • ATI and/or its subcontractor will provide CNC Installation and Setup activities of the OneWorld environment Access Technologies Inc Second Amended Addendum A to Professional Services Agreement Page I PSA Addendum A (Second Amended) City of Denton, • ATI and/or its subcontractor will provide a Post Prototype Review of the technology environment to insure that the technical infrastructure for OneWorld is functioning as designed • ATI and/or its subcontractor will provide Production Planning and rollout tasks to prepare the OneWorld environment for live production activity • ATI and/or it subcontractor will assist in the data conversion by providing field mapping for the appropriate tables using the JDEdwards Batch Processing programs and performing the programming necessary to populate those tables We will also tram the CLIENT in the usage of the JDEdwards Batch Processing programs Application Activities • ATI will assist the CLIENT in developing a detailed software implementation work plan, specifying the timing of ATI and/or its subcontractors involvement and establishing target dates for project milestones • ATI and its subcontractors will follow the Implementation Approach defined within Attachment A • ATI and its subcontractors will assist in the Implementation of the following software applications using a phased approach, as defined below Phase I Payroll, Human Resources and HR Benefits Go -Live Jan 1, 2001 Phase II Address Book, Accounts Receivable, Accounts Payable, Go -Live Oct 1, 2001 General Accounting, Budgeting, Fixed Assets, Procurement, Inventory Management and Warehousing Phase III Xe Upgrade, Job Costing, Security Setup, Year End Go -Live Oct 1, 2001 Processing, HRM Workflow Analysis and Applicant Tracking Implementation Approach ATI and its subcontractors will follow the JDEdwards OnTrack Implementation Approach as defined in the Attachment D, or a modified version thereof, as the guiding methodology for the implementation The activities in the project will include software installation and configuration, application and technical training, application and technical consulting and project management services Kev Ass mph bons The Addendum A has been developed based upon the following assumptions, changes to which may Increase price and/or effect the project schedule 1 Customer has completed an Project Planning Meeting (PPM) 2 The CLIENT and ATI will reinforce decisions regarding CLIENT resources and availability reached during the Project Planning Meeting during the implementation 3 It is Access Technologies understanding that the CLIENT is assuming full-time project management responsibility under the leadership of Kathy DuBose The project management team will be responsible for • Review progress of implementation and assist with problems which delay progress Access Technologies Inc Second Amended Addendum A to Professional Services Agreement Page 2 PSA Addendum A (Second Amended) City of Denton, Texas • Ensure that the vision, business plan and processes are current and Included in the implementation • Identify additional protect team training needs • Management of security plan including who controls set up • Issue documentation and resolution • Prepare procedure manual format • Maintenance of detailed technology implementation plan • Maintenance of detailed application implementation plan • Management of end user training • Management of phased rollouts • Management of conversion process • Communicate protect status and implementation schedule to all the appropriate parties Project Risks Every project inherently includes several types of risks, including schedule risk, budget risk, risk of provided solutions not being accepted by users and many others We, Access Technologies and CLIENT will continuously look to identify any potential risks, identify and select options to reduce or eliminate the risk and then implement the solutions The joint management function is based largely on managing these risks by • Establishing a skilled and experienced project team, supervised by CPA professionals • Bringing technical software and hardware skills into the project team • Enlisting the support of top management for resource commitments to the protect • Involving the user community and its representatives in all aspects of the project • Documenting status information and open issues on a timely basis, and working to resolve those issues quickly Access Technologies Responsibilities Access Technologies role in the project is described above and within OnTrack Definitions We will serve in a support role, providing configuration and consulting services at your direction and request Access Technologies Staffing Consultant Cyd Yamamoto -Lem Gary Gustafson Joe Harris Lynn Cardona TBD kE Title Certified Public Accountant (California) CEO Accountant Client Manager Project Manager Senior Application Consultants Senior Technical Consultants Attachment A, the system installation, Hourly Rate $ 205 00 $ 190 00 $ 205 00 $ 185 00 $ 175 00 $ 175 00 Access Technologiies Inc Second Amended Addendum A to Professional Services Agreement Page 3 PSA Addendum A (Second Amended) City of Denton, Lynn Cardona Phase IV Client $180 00 Management CLIENT IResoonsibilities 1 CLIENT will provide access to database administrators, application leads, system administrators and project management as necessary to facilitate software set up and configuration, environment set up and all application implementation steps referred to herein 2 CLIENT will provide full-time project management services as defined above 3 CLIENT will provide sufficient resources to enable that the project set up, completion and testing can be done with the project time frame 4 CLIENT will provide personnel to complete and/or assist in the writing of detailed procedures for use by end users 5 CLIENT will provide sufficient commitment of personnel to perform any manual or programmatic data conversions required 6 CLIENT will provide sample data to execute both the prototype and integrated acceptance tests 7 CLIENT will provide on -site facilities for all ATI project team members which will include • Work Area • Telephone Access • Analog phone line access • System security and access Ids • Access to facilities • Parking • Fax, copying and printing capabilities Pricina Assumptions ATI's project price includes all of the AT] resources to be provided for the scope of services defined herein This Professional Services Agreement Addendum is supplementary to, but does not replace your Professional Services Agreement with our company Please refer to this Agreement for discussions on billing issues During the Project Planning Meeting we have developed an Implementation Strategy Document (Attachment B) and have estimated Access Technologies efforts through the various phased go live steps of the project We estimate that Access Technologies implementation services, installation, training through the Go -Live will cost approximately nine hundred forty-two thousand, one hundred and ninety-five dollars ($942,195 00) These estimates are based upon our knowledge of the software and your project team's knowledge of your cities business environment Many factors can account for changes in the time and cost of installing and implementing JDEdwards software systems, which could lengthen or shorten the project duration and, therefore, have an impact on original estimates for Access Technologies consulting services These factors can include changes in the information needs, inaccurate descriptions of existing data, suspect data or incorrect level of detail and others Access Technologies Inc Second Amended Addendum A to Professional Services Agreement Page 4 PSA Addendum A (Second Amended) City of Denton, Texas After the model step is complete in the first phase of implementation, there will probably be changes in the level of our participation, up or down For the entire project, when the modeling step is complete in each phase, we will meet with you and the project team to discuss any proposed changes before proceeding Access Technologies recommends as part of the implementation and installation of your JDEdwards Licensed Products, that the CLIENT operate the Licensed Products in parallel with the CLIENT'S existing computer software system until the CLIENT has satisfactorily completed the implementation Chanoes and Additional Work No modification or change to this Addendum will be binding on either party unless acknowledged in writing by their duly authorized representatives For Access Technologies For By 1l By Acceptance City of Dent n, T xas —� Signed Name Howard Martin Title Interim City Manager Date April 3, 2001 Access Technologies, Inc (✓t Signed 1 'I, tivta�+� Name Tom— �b Title Pro, u,OL / Date 3I-a-1Iot CLIENT may, at any time, request that Access Technologies perform additional work beyond the scope of the project work, hereinafter referred to as a "Change Order" Compensation for each such Change Order will be negotiated by CLIENT and Access Technologies consistent with the compensation provisions set forth in the Professional Services Agreement and, if so authorized, shall be considered part of the Project work Access Technologies shall not perform any additional work defined within a Change Order until the Change Order is approved by CLIENT in writing Access Technologies Inc Second Amended Addendum A to Professional Services Agreement Page 5