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2001-146 ORDINANCENO dO / - 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- fesslonal services, and WHEREAS, upon further evaluation and recommendation of staff, the City Council now determines that addlUonal 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 smd 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 Sot~ware 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 Ninety-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 thls the .~.~d dayof _~/~.4d~ ,2001 EULINE BROCK, MAYOR ATTEST JENNIFER WALTERS, CITY SECRETARY APPI(OVED AS TO LEGAL FORM HERBERT L PROUTY, CITY ATTORNEY Page 2 ATTACHMENT 1 STATE OF TEXAS § COUNTY OF DENTON § AMENDMENT TO AMENDED PROFESSIONAL SERVICES AGREEMENT FOR SOFTWARE IMPLEMENTATION The Amended Profesmonal Serv~cas Agreement dated Mamh 1, 2000 by and between City of Denton, TX ("Client"), a Texas Mumc~pal corporabon, with its pnnclpal place of business located at 601 E H~ckory, Suite A, Denton, TX 76205 and Access Technologies, Inc ("Consultant"), a Cahforma corporation employing certified pubhc accountants and computer profesmonals, with its pnnc~pal place of business located at 11608 McDougall, Tust~n, Cahforn~a 92782 (the "Agreement"), ~s hereby amended as follows Save and except the two amendments here~n noted, the Agreement shall conbnue in full force and effect as written 1 Paragreph 3 8 ~s hereby amended to read as follows 3 8 It ~s specifically understood and agreed that Consultant shall not be authorized to undertake any work pursuant to th~s Agreement which would require additional payments by Chent for any charge, expense, or reimbursement above the maximum not to exceed fee of nme hundred forty- two thousand, one hundred and n~nety-five dollars ($942,195 00), without first hawng obtained wntten authonzat~on from Chent 2 Exhibit A to the Agreement ~s hereby replaced w~th the attached Exhibit A IN WITNESS WHEREOF, the parties hereto have executed thts Amendment to the Amended Professional Services Agreement as of April 3 ,2001 for Chent City of Denton, TX for Consultant Access Technologies, Inc signed signed name Howard Martin name [~ btle Interim City Manager t~tle date April 3, 2001 date APPROVED AS TO LEGAL FORM HERBERT~ BY SECOND AMENDED ADDENDUM A TO AMENDED PROFESSIONAL SERVICES AGREEMENT ;ADDENDUM Al between C~ty of Denton, Texas CChent") and Access Technolog;es, Inc ("Consultant") Th;s Second Amended Addendum A to the Amended Professmnal Services Agreement ~s an integral part of the Amended Agreement, between the C~ty of Denton, TX (CLIENT), and Access Technolog;es, Inc (ATi), and defines the business and computer software related consulting services requested, the fees, and the duratmn of the services Term · Start Date March 1,2000 · End Date January 31, 2002 ATI staff w~ll be ready to begin prowdmg ~mplementabon resources w~th~n three (3) weeks of a mutually agreed upon date In the event ATI determines that the effort as set forth hereto wdl not be completed by the agreed-upon Phase dates, ATI shall not~fy CLIENT promptly upon such determination Such nobce shall also include ATI's rewsed esbmated complebon date ATI's management team w~ll ~mt~ate the project by travehng on s~te to work w~th CLIENT to beg~n developing the Detailed ProJect Plan and d~scuss the dehvery of services Pro,ect Sco;3e The project scope w~ll ~nclude the following services General Act~wbes · Prowde d~rect~on and coaching ~n the use of JDEdwards World Solubons Company software function · Assist CLIENT project team(s) ~n evaluating their current ~mplementat~on status and complebng the effort rema~mng to successfully ~mplement the JDEdwards World Solutions Company software · All services shall be performed under the supervision and d~recbon of a Certified Pubhc Accountant (CPA) to review the ~mplementabon of the chart of accounts, restatement of h~storlcal financial mformabon after conversion, and address process changes necessary to conform to FASB and GASB requirements and pronouncements as deemed necessary Techmcal Act~wt~es · ATI and/or ~ts subcontractor wdl assist the CLIENT ~n developing a detaded technology ~mplementabon work plan, specifying the bm~ng of ATI involvement and estabhsh~ng target dates for project mdestones · ATI and/or ~ts subcontractor w~ll prowde a Pre-System Installabon Audit · ATI and/or ~ts subcontractor w~ll prowde CNC Installabon and Setup acbv~bes of the OneWorld enwronment Access Technologies Inc Second Amended Addendum A to Professional Servmes Agreement Page I  PSA Addendum A (Second Amended) City of Denton, Texas · ATI and/or ~ts subcontractor will prowde a Post Prototype Rewew of the technology enwronment to insure that the technical ~nfrastructure for OneWorld ~s funct~omng as designed · ATI and/or ~ts subcontractor will prowde Production Planmng and rollout tasks to prepa~'e the OneWorld enwronment for hve production act~wty · ATI and/or ~t subcontractor will assist ~n the data conversion by prowd~ng field mapping for the appropriate tables using the JDEdwards Batch Processing programs and performing the programming necessary to populate those tables We will also train the CLIENT in the usage of the JDEdwards Batch Processing programs Appl~catl0n Act~wt~es · ATI will assist the CLIENT ~n developing a detailed software implementat~on work plan, specifying the t~m~ng of ATI and/or ~ts subcontractors ~nvoivement and establishing target,dates for project m~lestones · ATI and ~ts subcontractors will follow the Implementation Approach defined w~th~n Attachment A · ATI and ~ts subcontractors will assist ~n the Implementation of the following software applications using a phased approach, as defined below Phase I Payroll, Human Resources and HR Benefits Go-L~ve Jan 1, 2001 Phase II Address Book, Accounts Receivable, Accounts Payable, Go-L~ve Oct 1, 2001 General Accounting, Budgebng, F~xed 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 Imolementatlon Aooroach ATI and ~ts subcontractors will follow the JDEdwards OnTrack Implementation Approach as defined ~n the Attachment D, or a modified version thereof, as the grading methodology for the ~mplementat~on The actlwt~es ~n the project will include software ~nstallat~on and configuration, application and technical tra~mng, application and techmcal consulting and project management services Kev Aseum~3tlon$ 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 Planmng Meeting (PPM) 2 The CLIENT and ATI will re~nforce decisions regarding CLIENT resources and availability reached during the Project Planning Meeting dunng the ~mplementat~on 3 It ~s Access Technologies understanding that the CLIENT ~s assuming full-t~me project management responsibility under the leadership of Kathy DuBose The project management team w~ll be responsible for · Rewew progress of implementat~on and assist w~th problems which delay progress Access Technologies lnc Second Amended Addendum A to Professional Servmes Agreement Page 2  PSA Addendum A (Second Amended) City of Denton, Texas · Ensure that the vision, business plan and processes are current and ~ncluded ~n the ~mplementat~on · Identify add~tional project team tra~mng needs · Management of security plan ~nclud~ng who controls set up · Issue documentation and resolution · Prepare procedure manual format · Maintenance of detailed technology implementat~on plan · Maintenance of detailed appl~cet~on ~mplementabon plan · Management of end user tralmng · Management of phased rollouts · Management of conversion process · Communicate project status and ~mplementat~on schedule to all the appropriate part~es Pr01ect Risks Every project ~nherently ~ncludes several types of r~sks, ~nclud~ng schedule risk, budget risk, r~sk of provided solutions not being accepted by users and many others We, Access Technologies and CLIENT will continuously look to ~dent~fy any potential r~sks, ~dent~fy and select options to reduce or eliminate the r~sk and then ~mplement the solubons The joint management function ~s based largely on managing these risks by · Establishing a skilled and experienced project team, supervised by CPA professionals · Bnng~ng techmcal software and hardware skills ~nto the project team · Enhsbng the support of top management for resource commitments to the project · Involving the user commumty and ~ts representatives ~n all aspects of the project · Documenting status mformat~on and open issues on a t~mely bas~s, and working to resolve those ~ssues qmckly Access Technolo;31es ReaDonaib,litlsa Access Technologies role in the project ~s described above and w~th;n Attachment A, the OnTrack Deflmt~ons We w~ll serve ~n a support role, prowdmg system ~nstallabon, configuration and consulting serwces at your d~rachon and request Access Technoloales StaffinD Consultant Title Hourly Rate Cyd Yamamoto-Lem Certified Pubhc Accountant $ 205 00 (Califorma) CEO Gary Gustafson Accountant $190 00 Joe Harris Cl,ent Manager $ 205 00 Lynn Cardona Project Manager $185 00 TBD Senior Application $175 00 Consultants TBD Semor Techn,cal $175 00 Consultants Access Technologies Inc Second Amended Addendum A to Professional Servmes Agreement Page 3  PSA Addendum A (Second Amended) City of Denton, Texas Lynn Cardona Phase IV Chent $180 O0 Management CLIENT Responsibilities 1 CLIENT will prowde access to database adm~mstrators, apphcabon leads, system adm;nistrators and project management as necessary to facilitate software set up and configuration, enwronment set up and all apphcat~on ~mplementabon steps referred to herein 2 CLIENT wdl prowde full-bme project management services as defined above 3 CLIENT will prowde sufficient resources to enable that the project set up, completion and tesbng can be done w~th the project t~me frame 4 CLIENT will prowde personnel to complete and/or assist in the writing of detailed procedures for use by end users 5 CLIENT will prowde sufficient commitment of personnel to perform any manual or programmabc data conversions reqmred 6 CLIENT will prowde sample data to execute both the prototype and integrated acceptance tests 7 CLIENT will provide on-s~te facflit~es for all ATI project team members which will ~nclude · Work Area · Telephone Access · Analog phone line access · System security and access ids · Access to facilities · Parking · Fax, copying and pnntmg capabilities Prlmna AssumPtions ATI's project price includes all of the ATI resources to be prowded for the scope of services defined hereto Th~s Profesmonal Services Agreement Addendum ~s supplementary to, but does not replace your Professmnal Services Agreement w~th our company Please refer to th~s Agreement for d~scuss~ons on bilhng ~ssues During the ProJect Planning Meeting we have developed an Implementation Strategy Document (Attachment B) and have esbmated Access Technologies efforts through the various phased go live steps of the project We estimate that Access Technologies implementabon services, installation, tra~mng through the Go-Live will cost approximately nme hundred forty-two thousand, one hundred and ninety-five dollars ($942,195 00) These esbmates are based upon our knowledge of the software and your project team's knowledge of your c~t~es bus~ness enwronment Many factors can account for changes ~n the t~me and cost of ~nstalhng and ~mplemenbng JDEdwards software systems, which could lengthen or shorten the project durabon and, therefore, have an ~mpact on original esbmates for Access Technologies consulting services These factors can ~nclude changes ~n the ~nformabon needs, inaccurate descriptions of ex~sbng data, suspect data or ~ncorract level of detail and others Access TeChnologms Inc Second Amended Addendum A to Professtonal Services Agreement Page 4  PSA Addendum A (Second Amended) City of Denton, Texas After the model step ~s complete ~n the first phase of ~mplementat~on, there w~ll probably be changes in the level of our partmlpatlon, up or down For the entire project, when the modehng step ~s complete ~n each phase, we w~ll meet w~th you and the project team to d~scuss any proposed changes before proceeding Access Technologies recommends as part of the ~mplementat~on and ~nstallabon of your JDEdwards L~censed Products, that the CLIENT operate the L~censed Products m parallel w~th the CLIENT'S ex,sting computer software system until the CLIENT has sabsfactonly completed the ~mplementat~on Chanaes!and Additional Work No modification or change to th~s Addendum will be binding on edher party unless acknowledged ~n writing by the;r duly authorized representatives For Access Technologms For Cl~ of Denton, Texa~' Acceotance CIty °f De~n' :r~s~ ~'~SignedName Howard' Iqa r t.*l' n _ Access Technologies, ,nCsignedName ~ ~ T~tle Interim City Manager T~tle ~)[0~,~ Date Apr'~ 3, 2001 Date 3[~t10i CLIENT may, at any bme, request that Access Technologies perform add~bonal work beyond the scope of the project work, hereinafter referred to as a "Change Order" Compensabon for each such Change Order will be negotiated by CLIENT and Access Technologies consistent w~th the compensation prov~s~ons 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 add~bonal work defined w~th~n a Change Order until the Change Order ~s approved by CLIENT in writing Access Technologtes lnc Second Amended Addendum A to Professional Services Agreement Page