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