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22-1601
ORDiNANCE NO. 22-1601 AN ORDINANCE OF THE CITY OF DENTON, A TEXAS HOME-RULE MUNICIPALCORPORATION, AUTHORIZING THE APPROVAL OF A FIRST AMENDMENT TO APROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF DENTON AND GRANTTHORNTON LLP, AMENDING THE CONTRACT APPROVED BY THE CITY COUNCIL ONDECEMBER 7, 2021, IN THE NOT-TO-EXCEED AMOUNT OF $116,335.00; SAID FIRSTAMENDMENT TO PROVIDE PROJECT MANAGEMENT SERVICES FOR ACCOUNTS PAYABLE AUTOMATION AND VENDOR MANAGEMENT CONSULTING SERVICES FORTHE FINANCE DEPARTMENT; PROVIDING FOR THE EXPENDITURE OF FUNDS THEREFOR; AND PROVIDING AN EFFECTIVE DATE (FILE 7831 – PROVIDING FOR ANADDITIONAL FIRST AMENDMENT EXPENDITURE AMOUNT NOT-TO-EXCEED $94,000.00, WITH THE TOTAL CONTRACT AMOUNT NOT-TO-EXCEED $210,335.00). WHEREAS, on December 7, 2021, City Council awarded a contract to Grant Thornton LLP in the amount of $116,335.00, for Accounts Payable Automation and Vendor Management Consulting Services for the Finance and Procurement and Compliance Departments; and WHEREAS, this procurement was undertaken as part of the City’s governmentalfunction; and WHEREAS, the additional fees under the proposed First Amendment are fair and reasonable and are consistent with, and not higher than, the recommended practices and fees applicable to the Provider’s profession, and such fees do not exceed the maximum provided by law; NOW,THEREFORE, THE COUNCIL OF THE CITY OF DENTON HEREBY ORDAINS: SECTION 1. The First Amendment, increasing the amount of the contract between the City and Grant Thornton LLC which is on file in the office of the Purchasing Agent, in the amount of Ninety-Four Thousand and 0/100 ($94,000.00) dollars, is hereby approved, and the expenditure of funds therefor is hereby authorized in accordance with said amendment which shall be effective upon the execution of the amendment attached hereto. The total contract amount increases to $210,335.00. SECTION 2. This ordinance shall become effective immediately upon its passage and approval. The motion to approve this ordinance was madeBriM Bedseconded by This by JesSe th\s and ordinance was passed and approved by the following vote []_ - a: Aye \/1/ 1/ 1// t/ t/ \/ Nay Abstain Absent Mayor Gerard Hudspeth:Vicki Byrd, District 1 :Brian Beck, District 2 :Jesse Davis, District 3 : Alison Maguire, District 4 :Brandon Chase McGee, At Large Place 5 : Chris Watts, At Large Place 6: PASSED AND APPROVED this the ATTEST: ROSA RIOS, CITY SECRETARY b\\\1111111 . 2367 , APPROVED AS TO LEGAL FORM: MACK REINWAND, CITY ATTORNEY Digitally signed by MarcellaLunnDN: cn=Marcella Lunn. o. A mrbn.com. c=US Date: 2022.07.28 1 8:43:33 -05'OO' 3XAVb ::=::r=, PSIIF„nX„@dty,BY, \XP,LVtLU~{ \ DocuSign Envelope ID: AEE9DC2E413E470A-BBCE-C4E8A7A32139 DENTON Docusign City Council Transmittal Coversheet FILE 1 7831 AP Automation/Vendor ManagementFile Name I consultant Amendment 1 Purchasing Contact Carl PQwer City Council Target Date AUGUST 16’ 2022 Piggy Back Option Contract Expiration Ordinance 1 i cab1 eNot App N/A 22-1601 DocuSign Envelope ID: AEE9DC2E413E470A-BBCE-C4E8A7A32139 FIRST AMENDMENT TO CONTRACTBY AND BETWEEN THE CITY OF DENTON, TEXASAND GRANT THORNTON, LLPPSA 7831 THE STATE OF TEXAS § §COUNTY OF DENTON THIS FIRST AMENDMENT TO CONTRACT 783 1 (“Amendment”) by and between the City of Denton, Texas (“City”) and Grant Thornton, LLP (“Consultant”); to that certain contract executed on December 7, 2021, in the original not-to-exceed amount of $116,335 (the “Agreement”); for services related to AP Automation and Vendor Management Consulting Services. WHEREAS, the City deems it necessary to further expand the services provided by Consultant to the City pursuant to the terms of the Agreement, and to provide an additional not-to-exceed amount $94,000 with this Amendment for an aggregate not-to-exceed amount of $210,335; and FURTHERMORE, the City deems it necessary to further expand the goods/services provided by Consultant to the City; NOW THEREFORE, the City and Consultant (hereafter collectively referred to as the “Parties”), in consideration of their mutual promises and covenants, as well as for other good and valuable considerations, do hereby AGREE to the following Amendment, which amends the following terms and conditions of the said Agreement, to wit: 1.The additional services described in Exhibit “A“ of this Amendment, attached hereto and incorporated herein for all purposes, for professional services related to the AP Automation and Vendor Management Consulting Services, are hereby authorized to be performed by Consultant. For and in consideration of the additional services to be performed by Consultant, the City agrees to pay, based on the cost estimate detail attached as Exhibit “A”, a total fee, including reimbursement for non-labor expenses an amount not to exceed $94,000. 2. This Amendment modifies the Agreement amount to provide an additional $94,000 for the additional services with a revised aggregate not to exceed total of $210,335. The Parties hereto agree, that except as specifically provided for by this Amendment, that all of the terms, covenants, conditions, agreements, rights, responsibilities, and obligations of the Parties, set forth in the Agreement remain in full force and effect. 7831 PSA – Amendment #1 Page 1 of 2 DocuSign Envelope ID: AEE9DC2E413E470A-BBCE-C4E8A7A32139 IN WITNESS WHEREOF, the City and the Consultant, have each executed this Amendment electronically, by and through their respective duly authorized representativesand officers on this date 08/16/2022 “CITY”“CONSULTANT” CITY OF DENTON, TEXAS A Texas Municipal Corporation GRANT THORNTON, LLP DoeuSlon•d bwBy:S#u H&Mle CITY MANAGER Pr1 ncl pa1 NATURE, TITLE ATTEST: ROSA RIOS, CITY SECRETARY APPROVED AS TO LEGAL FORM: MACK REmfWAND, CITY ATTORNEY By: f-:'’'’':T"*'”' IRan R&# 1 AMrtLLL&tAMMA. 'DocuSlgn•d by: , 4807083 1 B4AA438.. . THIS AGREEMENT HAS BEENBOTH REVIEWED AND APPROVED as to financial and operational obligations and business terms. Cassandra Ogden PRINTED NAME Chief Financla1 Officer TITLE F1 nance DEPARTMENT 7831 PSA – Amendment # 1 Page 2 of 2 DocuSign Envelope ID: AEE9DC2E413E470A-BBCE-C4E8A7A32139 O GrantThornton Exhibit A Table of Contents Letter of Transmittal Key Personnel Services, Timeline, and Pricing DocuSign Envelope ID: AEE9DC2E413E470A-BBCE-C4E8A7A32139 O GrantThornton Letter of Transmittal July 11, 2022 Christine Taylor Director of Procurement and Compliance City of Denton 215 E. McKinney StreetDenton, TX 76201 Audit - Tax - AdvisoryGrant Thornton LLC 111 Congress Ave, Suite 2500Austin, TX. 78701 T: (512) 692-1200 Fi (512) 692-1201ww\v.GrantThornton.com Dear Ms. Taylor: Grant Thornton LLP is pleased to present our proposal to provide Accounts Payable (AP) Automation and Vendor Management consulting services, as solicited in DIR Contract No. DIR-CPO-4931. As one of the world’s largest accounting and management consulting organizations, Grant Thornton is a leading provider of project management, business process transformation, and information technology consulting services. Our enclosed proposal introduces our highly qualified team with the experience to support the City of Denton consulting requirements. Grant Thornton’s understanding is that the City of Denton desires to implement a fully automated software that will be utilized by the Finance and Purchasing Departments for vendor management and payment processing. The main goal of automating the accounts payable and vendor management process is to improve payment efficiencies and controls across departments. The system will need to integrate to the City’s current financial reporting software (JD Edwards). We look forward to working with the City of Denton on this critical initiative. If you have any questions or require additional information, please contact me at (571 ) 242-0478 or via email at graeme.finley@us.gt.com. Sincerely, GRANT THORNTON LLC C:f’@ Graeme Finley Principal DocuSign Envelope ID: AEE9DC2Ez113E470A-BBCE-C4E8A7A32139 Key Personnel Grant Thornton understands the strategic importance and magnitude City of Denton’s Accounts Payable Automation solution initiative and we have assembled a team with the appropriate industry, technology and managerial expertise to address the services outlined in the RFP. We will align our work schedule with the core Monday-to-Friday business hours of our City of Denton teammates and project leaders, enabling the Grant Thornton team to provide valuable support and guidance with minimal travel expenses. The Grant Thornton team also brings significant prior experience with the City of Denton, allowing our team to immediately addvalue P_\\ya! JD Edwards Leadership Greg DavIs - PrIncIpal and JD Edwards NatIonal PractIce Lead Greg b 8 F+inc#nl in aar# IInndon's WwW SOIVk8S, Tectyx#ogy Sdutkins praclicn in Kansas City, jining the Iwm as part of tIn GraIl TtwrTtcn nriuisitionof MarkdSphero tn 2013. Greg Mb a national pradkn of experienced JD Edwards prrjed rrnnagerrmll fundkxr81, wxl tBctyrknl rmourm, Experience Greg has wwked his [wfosstxral a8re8r in txrsirms wtsulting Rx the leading IT Consulting firms of ArthrAIxbtwn. PrknwatwtxxrseCwpon, IBM aId (RantTtxxnton. Foalsing on prwiding nferemn8ble JD Edwards s&vion krwer22 years, Cred has mlsulted in a clverse portfolb d industriei and Fortune 500companies. He has axxluclai over 50 JD Edwards Wem8ntations, 40 JD Edwards upgrales, arx1 sevual opt#Tt7ntkxts_ (Reg has extonstw supply chain ERPexWioncn hl Mtyngul8ted indL6hbs. Rewntly, Greg and tIn Grant Ttxxnton JOE t%rn have Mvuul soverd stmwsful JD Edwanb r+>grabs ranging Run t8clrnicnl (my) to fIlly b8nsforrrutbnalr&bnplerrwltations, DIxie rmltN ncl)gnizod and amrcbd tIn GT JD Edwards practice with the Partner Excellerxn Awwd Rx Outstarxling UpgraIos in 2014and 2015 Mr, Davis Ins also tHpad rrnny ERP organizations evaluate arxl assess then aganbatbn anl oontKis to aoate ERP CXwerrnrte arId hes recentlypublish<1 a white paper ul The 4 ERPgaverrnnce bestpraclioes you shoukJnl ignore Hb #xlustry expertise hdrxles: nnnufaclr#fIg, distibutiu\ m6buclion, mrsurnr pKxltxls, autr)nx>tive, tIR)urn, UOCIxmxxrkn&xls, energy, utitti8s, putitsed% arxi ch8mknl. Hb JD Ecbwards axportis8 indudes: JDE Finandals, Distributkn, ManuhctuRng, am Cqital' Asset Mar+a©oment, Addttib'rut aron ifexpertise indud8: supply drain optimlzaRyn, Manufacturing planning, kIt control prt>dud configuration, and CI)st acrrxxXing Education Greg holds Bacltek>r of Sden@ degrew in Managurnnt Inform8tkxr Systerrs, arxl Mwk8ting, from Kansas State Untvustty. Critical Project Team Resources Jeff M6adows (Director - Project Manager) • Over 25 years of experience as a technology consultant and managing systems implementations of JD Edwards and 30 years ofprofessional experience • 2b implementation -go4tves- wah JD Edwards software produc£s working with Arthur Andersen, PwC, IBM, MarketSphere and Grant Thornton (long history of JD Edwards prcject sumses with Greg Davis) • JoEs professional eduaation in aooounting, expansive JD Edwards skins, mrnmunk:ation skills, and his deep knowledge of numerousindusbBs allows him to quid<ty gain the confidence of client executives • Jeff was the project manager, functional and techniml load for the JDE g.1, 9.2, and recent Tools upgrades at the City of Denton and hasworking knowledge ard experience of all functional modules that the City of Denton Iuns tcxJay (InclUding HR/Payroll) Greg Davis (PMO and Quality Assurance) • Specializes in project advisory and pogrom/project management on JD Edwards implementations with mmplox third party integrations.Over 40 JD Edwards upgradu deliver<1. • History wtth the City of Denton - project leader and partner on prior City of Denton project initiatives, Functional knowledge and implementation experience of all JDE modules being run by the City of Denton Anthony Palmisano (AP Functional Lead) • Over 15 years of combined JD Edwards and professional experience • 6+ JD Edwards implem8ntations, upgrades, optimkations, and high oompl8xtty intogrations to include intorfaoe(s) with third party AccountsPayable Automation software. ERP Suites (CNCfTochnical)• Over 23 years of JD Edwards Techniml Expertise with a heavy focus and background in JD Edwards CNC • History with the Grant Tbomton and City of Denton on prwious projects • Manages data centers for JD Edwards customers (hosting and managed services) • Significant experience with JDE integrations, security, data archival tools, disaster romvery, high-availability. system monitoring 3 DocuSign Envelope ID: AEE9DC2E413E470A-BBCE-C4E8A7A32139 Services, Timeline, and Pricing To fulfill the RFP consulting requirements, this proposal is provided per the following: Scope and Assumptions GT Scope • GT will jointly collaborate with COD to perform project management activities Monitor vendor (Forza) is executing to their project plan (on time) Facilitate issues are identified and resolved timely Lead status meetings (status calls) Review vendor (Forza) weekly status reports Attend critical vendor scheduled meetings (discovery, design, etc.) • • • • • • GT will not manage project economicsGT will provide CNC and Development services as/if deemed required by COD and such services are not provided by vendor (Forza) As no specifics are known at this time, GT has included a high level estimate• of hours for CNC and Development activities The estimate of hours for CNC and Development activities to be revisited if• COD needs more GT assistance than included in this proposal • Scanman Scope • Vendor (Forza) to provide COD with their detailed project plan • Vendor (Forza) will execute to their project plan • Vendor (Forza) will work directly with COD on their contract pricing and termsand conditions Assumptions • Vendor (Forza) will perform all configuration, development, integration, andtechnical activities • GT work will be performed remotely (no travel is budgeted) Timeline This GT timeline is predicated upon the 60 day duration project plan provided to CODby Vendor (Forza). Accounts Payable (AP) Automation and Vendor Management . Interface to JDE WeekT2 3=9 1410111213 DocuSign Envelope ID: AEE9DC2E413EZF70A.BBCE-C4E8A7A32139 Pricing Our fees for Phase 2 services are summarized as follows: Accounts Payable (AP) Automation and Vendor Management - Interface to JDE Role Hours Rate $$ Fees Project Manager CNC 260 190 $ 49,400.00 18, 200.00 26.400.00 94.000.00 104 $ 175 Developer 176 150 S 540 $ This pricing is specific to DIR Contract No. DIR-CPO-4931. The following fixed price billing schedule will be utilized for invoicing:• End of Phase 2: $94,000.00 DocuSign rw Certificate Of Completion Envelope Id: AEE9DC2E4 13E470ABBCEC4E8A7A32139 Subject: Please DocuSign: City Council Contract 7831 - AP Automation/Vendor Source Envelope: Status: Completed Management Consultant Amendment 1 Document Pages: 8 Certificate Pages: 6AutoNav: Enabled Signatures: 5 Initials: 1 Envelope Originator: Cori Power 901 B Texas Street Denton, TX 76209 cori.power@cityofdenton.com IP Address: 198.49.140.10 Envelopeld Stamping: Enabled Time Zone: (UTC-06:00) Central Time (US & Canada) Record Tracking Status: Original 7/25/2022 8:44:10 AM Holder: Cori Power cori.power@cityofdenton.com Location: DocuSign Signer Events Cori Power cort.power@cityofdenton.com Senior Buyer City of Denton Security Level: Email, Account Authentication(None) Electronic Record and Signature Disclosure:Not Offered via DocuSign Signature Timestamp Sent: 7/25/2022 8:46:07 AM Viewed : 7/25/2022 8:46:15 AM Signed: 7/25/2022 8:46:35 AM Completed Using IP Address: 198.49.140.10 Lori Hewell lori.hewell@cityofdenton.com Purchasing Manager City of Denton Security Level: Email, Account Authentication(None) Sent: 7/25/2022 8:46:37 AM Viewed: 7/25/2022 8:59:43 AM Signed: 7/25/2022 9:00:23 AM Signature Adoption: Pre-selected Style Using IP Address: 198.49.140.104 Electronic Record and Signature Disclosure:Not Offered via DocuSign Marcella Lunn marcella.lunn@cityofdenton.com Deputy City Attorney City of Denton Security Level: Email, Account Authentication(None) 'DoeuSlen•d br IMAnLLht+RW ,4B070831B4AA438.. Sent: 7/25/2022 9:00:25 AM Viewed: 7/25/2022 2:34:18 PM Signed: 7/25/2022 2:35:24 PM Signature Adoption: Pre-selected Style Using IP Address: 198.49.140.10 Electronic Record and Signature Disclosure:Not Offered via DocuSign Doug Doerr doug.doerr@us.gt.com Principal Security Level: Email, Account Authentication(None) 'DoeuSIOlled br UH==?Itl Sent: 7/25/2022 2:35:26 PM Resent: 7/26/2022 3:34:41 PM Resent: 7/27/2022 12:12:07 PM Resent: 7/27/2022 12:12:26 PM Viewed: 7/27/2022 1 :44:18 PM Signed: 7/27/2022 1 :44:35 PM Signature Adoption: Pre-selected Style Using IP Address: 107.77.220.191 Electronic Record and Signature Disclosure:Accepted: 7/27/2022 1 :44:18 PMID: a9f5f3db-oc57-+32c-a6clee463f97c45d Signer Events Cassandra Ogden cassandra.ogden@cityofdenton.comChief Financial Officer City of Denton Security Level: Email, Account Authentication(None) Signature p Dee&18+1•d &I bHaM@IA,E7FFHCI04EA4F9. Timestamp Sent: 7/27/2022 1 :M:37 PM Viewed: 7/27/2022 1 :48:58 PM Signed: 7/27/2022 1 :49:11 PM Signature Adoption: Pre-selected Style Using IP Address: 198.49.140.10 Electronic Record and Signature Disclosure:Not Offered via DocuSign Cheyenne Defee cheyenne.defee@cityofdenton.com Procurement Administration Supervisor City of Denton Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure:Not Offered via DocuSign Completed Sent: 7/27/2022 1 :49:16 PM Viewed: 8/17/2022 8:31 :20 AM Signed: 8/1 7/2022 8:31 :42 AMUsing IP Address: 198.49.140.10 Sara Hensley sara.hensley@cityofdenton.com City Manager City of Denton Security Level: Email, Account Authentication(None) Doeu81gned br I h H+qq 5236DB296270423_ Sent: 8/17/2022 8:31 :44 AM Viewed: 8/1 7/2022 8:32:09 AM Signed: 8/17/2022 8:32:17 AM Signature Adoption: Pre-selected Style Using IP Address: 198.49.140.10 Electronic Record and Signature Disclosure:Not Offered via DocuSign Rosa Rios rosa.rios@cityofdenton.com City Secretary Security Level: Email, Account Authentication(None) Sent: 8/17/2022 8:32:21 AM Viewed: 8/1 7/2022 1 :26:42 PM Signed: 8/1 7/2022 1 :27:04 PM Signature Adoption: Pre-selected Style Using IP Address: 198.49.140.10 Electronic Record and Signature Disclosure:Accepted: 8/1 7/2022 1 :26:42 PMID: d 1437d6f-afc34a lc-9275-f41 586654487 In Person Signer Events Signature Status Timestamp Editor Delivery Events Timestamp Agent Delivery Events Status Timestamp Intermediary Delivery Events Status Timestamp Certified Delivery Events Status Status Timestamp Carbon Copy Events Cheyenne Defee cheyenne.defee@cityofdenton.com Procurement Administration Supervisor City of Denton Security Level: Email, Account Authentication(None) Electronic Record and Signature Disclosure:Not Offered via DocuSign Timestamp Sent: 7/25/2022 8:46:37 AM Carbon Copy Events Gretna Jones gretna.jones@cityofdenton.com Legal Secretary City of Denton Security Level: Email, Account Authentication(None) Electronic Record and Signature Disclosure:Not Offered via DocuSign Status Timestamp Sent: 7/27/2022 1 :49:15 PM Viewed: 7/27/2022 1 :57:32 PM City Secretary Office citysecretary@cityofdenton.com Security Level: Email, Account Authentication(None) Electronic Record and Signature Disclosure:Not Offered via DocuSign Sent: 8/17/2022 1 :27:07 PM Viewed: 8/1 7/2022 3:20:02 PM Vis Bouaphanthavong Vis.Bouaphanthavong@cityofdenton.com Security Level: Email, Account Authentication(None) Electronic Record and Signature Disclosure:Accepted: 8/15/2022 12:28:00 PMID: 8cec69a4-dcbf-4c3f-810f-9a5678b23dd5 Sent: 8/17/2022 1 :27:07 PM Cheyenne Defee cheyenne.defee@cityofdenton.com Procurement Administration Supervisor City of Denton Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via DocuSign Sent: 8/17/2022 1:27:08 PM Witness Events Signature Timestamp Notary Events Signature Timestamp Envelope Summary Events Envelope Sent Certified Delivered Signing Complete Completed Status Timestamps 7/25/2022 8:46:07 AM 8/1 7/2022 1 :26:42 PM 8/1 7/2022 1 :27:04 PM 8/1 7/2022 1 :27:08 PM Hashed/Encrypted Security Checked Security Checked Security Checked Payment Events Status Timestamps Electronic Record and Signature Disclosure Electronic Record and Signature Disclosure created on: 7/21/2017 3:59:03 PM Parties agreed to: Doug Doerr, Rosa Rios, Vis Bouaphanthavong ELECTRONIC RECORD AND SIGNATURE DISCLOSURE From time to time, City of Denton (we, us or Company) may be required by law to provide to you certain written notices or disclosures. 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