2001-285 0RDINANC NO
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF DENTON, TEXAS AU-
THORIZING TI-lB MAYOR OR CITY MANAGER TO EXECUTE THE ATTACHED SEC-
OND 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 TIlE STATE OF TEXAS, SAID CHANGE ORDER TO
BE PAID FROM PREVIOUSLY BUDGETED FUNDS IN THE AMOUNT OF ONE HUN-
DRED FORTY-ONE THOUSAND, SEVEN HUNDRED AND TWENTY-FIVE DOLLARS
($141,725 00), TO BRING THE TOTAL CONTRACT NOT TO EXCEED ONE MILLION,
EIGHTY-THREE THOUSAND, NINE HUNDRED AND TWENTY DOLLARS
($1,083,92000), AND PROVIDING FOR AN EFFECTIVE DATE THIS AMENDED
AMOUNT IS FOR PHASE IV OF THE ID EDWARDS IiViPLEMBNTATION FOR WORK-
FLOW TO GO LIVI~ CQNCURRBIqTLY WITH PtLA SE II AND PHASE III.
WHEREAS, the consultant for the professional services antlmpated by the attached
agreement as a Qualified Informatton Systems Vendor ("QISV") of the State of Texas for Auto-
mated Ilfformatton Systems, and
WHEREAS, the contracted-for professmnal services fall wltlUn the scope of smd QISV
status for the purposes of the Catalog Purohamng Method prescribed by Chapter 2157 of the
Texas Govermnent Code, and
WFIEREAS, upon the evaluation and recommendatmn of staff, the City Council has pre-
vmusly determined that the contracted serrates represent the best value obtainable for smd pro-
fesslonal serrates, and
WHEREAS, upqn further evaluation and recommendauon of staff, the Caty Council now
determines that addltmnai services are necessary, and that the proposed amendment to the scope
and cost of the contracted seraces continues to represent the best value obtainable for smd pro-
fesmonai sermces, NOW, THEREFORE
THE COUNCIL OF THE CITY OF DENTON HEREBY ORDAINS
SECTION I That the Caty Council hereby authorizes the Mayor or Caty Manager to exe-
cute the attached Second Amendment to the Amended Professional Services Agreement for
Sofavare Implementation and Support Between the City Of Denton, Texas and Access Tech-
nologies, linc, substantmlly in the form of the attached documents, and further authonzes the ex-
pendature of previously budgeted funds m an amount not to exceed One Mllhon, Eighty-Three
Thousand,' Nme Hundred and Twenty Dollars ($1,083,920 00) for that purpose
SECTION II That thcs ordinance shall become effective lmmechately upon its passage
and approval
o l Lf da /~
PASSED AND APPROVED th;s thc t~/ y of ~~_, 2001
EULINE BROCK, MAYOR
ATTEST
JENNIFER WALTERS, CITY SECRETARY
HERBERT L PROUTY, CITY ATTORNEY
STATE OF TEXAS §
COUNTY OF DENTON §
SECOND AMENDMENT TO
AMENDED PROFESSIONAL SERVICES AGREEMENT
FOR SOF'FVVARE IMPLEMENTATION
The Amended Professional Services Agreement dated March 1, 2000 by and between City
of Denton, TX ("Client"), a Texas Munic~pal corporabon, w~th ~ts pnnc~pal place of bus~ness
located at 601 E H~ckory, Suite A, Denton, TX 76205 and Access Technologies, Inc
("Consultant"), a Cahfornla corporation employing certified pubhc accountants and computer
professionals, w~th ~ts pnnc~pal place of bus,ness located at 11608 McDougall, Tusbn,
Cahforma, 92782 (the "Agreement"), ~s hereby amended as follows Save and except the
two amendments hereto noted, the Agreement shall continue ~n full force and effect as
wntten
1 Paragraph 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 add~bonal payments by Client for any charge, expense, or
reimbursement above the maximum not to exceed fee of one m~lhon, e~ghty-
three thousand, nine hundred and twenty dollars ($1,083,920 00), w~thout
first hawng obtained written authorization from Client
2 The imt~al Amendment to the Amended Professional Services Agreement for Software
Implementation, ~nclud~ng the Second Amended Addendum A attached thereto, ~s
hereby superseded by th~s Second Amendment to the Amended Profess~ona~ Services
Agreement for Software Implementabon, and the Third Amended Addendum A attached
hereto Sa~d Third Amended Addendum A supersedes all prior versions
IN WITNESS WHEREOF, the part~es hereto have executed th~s Second Amendment to the
Amended Professional Services Agreement as of AUGUST 21 ,2001
for Cl~entJP.2~w-ef--~enton, T) for Consultant Access Technologies, Inc
s,g~ _~~~ ~/j s,gned ~ ~1 ~c~
btle ,City I~ana~er btle ~r~
date August 21, 2001 date ~ll[I°1
APPROVED AS TO LEGAL FORM
THIRD AMENDED ADDENDUM A TO AMENDED PROFESSIONAL SERVICES
AGREEMENT {ADDENDUM A}
between
C~ty of Denton, Texas ("Chent")
and
Access Technologies, Inc ("Consultant")
Th~s Third Amended Addendum A to the Amended Professional Services Agreement ~s an
~ntegral part of the Amended Agreement, between the C~ty of Denton, TX (CLIENT), and
Access Technologies, Inc (ATI), and defines the business and computer software related
consulbng serwces requested, the fees, and the durabon of the services
Term
· Start Date March 1, 2000
· End Date January 31,2002
ATI staff will be ready to beg~n prowd~ng implementat~on resoumes w~thln three (3) weeks of
a mutually agreed upon date In the event ATI determines that the effort as set forth here~n
will not be completed by the agreed-upon Phase dates, ATI shall nobfy CLIENT promptly
upon such determination Such notme shall also ~nclude ATI's rewsed esbmated completion
date
ATI's management team wdl initiate the project by traveling on s~te to work w~th CLIENT to
beg~n developing the Detaded Project Plan and d~scuss the dehvery of services
Prelect ~cooe
The project scope will ~nclude the following services
General Act~wtles
· Prowde d~rect~on and coaching ~n the use of JDEdwards World Solutions Company
software function
· Assist CLIENT project team(s) ~n evaluabng their current ~mplementat~on status and
completing the effort rema~mng to successfully ~mplement the JDEdwards World
Solutions Company software
· All services shall be performed under the supervision and d~rect~on of a Certified Pubhc
Accountant (CPA) to rewew the implementation of the chart of accounts, restatement of
h~stor~cal financial mformabon after conversion, and address process changes
necessary to conform to FASB and GASB requirements and pronouncements as
deemed necessary
Techmcal Act~wbes
· ATI and/or ~ts subcontractor wdl assist the CLIENT m developing a detaded technology
~mplementatlon work plan, specifying the bm~ng of ATI ~nvolvement and estabhsh~ng
target dates for project mdestones
· ATI and/or ~ts subcontractor wdl prowde a Pre-System Installabon Audit
· ATI and/or its subcontractor will prowde CNC Installabon and Setup act~wbes of the
OneWorld enwronment
Access Technologies lnc Third Amended Addendum A to Professional Services Agreement Page 1
PSA Addendum A (Thard Amended)
City of Denton, Texas
· ATI and/or ~ts subcontractor will prowde a Post Prototype Rewew of the technology
environment to msura that the technical ~nfrastructura for OneWorld ~s functiomng as
designed
· ATI and/or ~ts subcontractor will prowde Production Planning and rotlout tasks to
prepare the OneWorld enwronment for I~ve production act~wty
· ATI and/or ~t subcontractor will assist ~n the data convere~on by prowdmg 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 ~n the usage of the JDEdwards Batch Processing programs
Apphcat~on Act~wbes
· ATI w~ll assist the CLIENT ~n developing a detailed software ~mplementat~on work plan,
specifying the t~mlng of ATI and/or ~ts subcontractors involvement 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
apphcetlons using a phased approach, as defined below
Phase I Payroll, Human Resources and HR Benefits
Go-Lave Jan 1, 2001
Phase II Address Book, Accounts Receivable, Accounts
Go-Live Oct '1,200't Payable, General Accounbng, Budgeting, F~xed Assets,
Procurement, Inventory Management and
Warehousing
Phase III Xe Upgrade, Job Cost~ng, Security Setup, Year End
Go-L~ve Oct '1,200t Processing, HRM Workflow Analys~s and Applicant
Tracking
Phase IV Implementabon of Workflow for Human Resources,
Go-L~ve Oct '1,200t Stores Materials and Budget Check on Requ~slbons
Implementabon Aooroach
ATI and its subcontractors will follow the JDEdwards OnTrack Implementation Approach as
defined ~n the Attachment D, or a modified version thereof, as the guiding methodology for
the ~mplementat~on The activities m the project w~ll ~nclude software installation and
configuration, apphcation and techmcal tra~mng, application and techmcal consulbng and
project management services
Key Ass,umot,ons
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)
Access Technologies lnc Third Amended Addendum A to Professional Servmes Agreement Page 2
PSA Addendum A (Thard Amended)
C~ty of Denton, Texas
2 The CLIENT and ATI will re~nforce decisions regarding CLIENT resources and
availability reached during the Project Planmng Meeting during the implementat~on
3 It ~s Access Technologies understanding that the CLIENT is assuming full-bme project
management responsibility under the leadership of Kathy DuBose The project
management team will be responsible for
· Rewew progress of ~mplementat~on and assist w~th problems which delay progress
· Ensure that the ws~on, bus~ness plan and processes are current and ~ncluded in the
~rnplementat~on
· Identify additional proJect team training needs
· Management of security plan including who controls set up
· Issue documentation and resolution
· Prepare procedure manual format
· Maintenance of detailed technology ~mplementabon plan
· Maintenance of detailed application ~mplementat~on plan
· Management of end user training
· Management of phased rollouts
· Management of conversion process
· Communicate project status and implementabon schedule to all the appropriate
part,es
Prolect Risks
Every project ~nherently includes several types of risks, ~ncluding schedule r~sk, budget r~sk,
risk of prowded solutions not being accepted by users and many others We, Access
Technologies and CLIENT will continuously look to ident~fy any potential r~sks, ~dentffy and
select options to reduce or chromate 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, superwsed by CPA professionals
· Bringing techmcal software and hardware skills into the project team
· Enlisting the support of top management for resource commitments to the proJect
· Involwng the user community and its representatives ~n all aspects of the project
· Documenting status informat~on and open ~ssues on a t~mely bas~s, and working to
resolve those issues quickly
Access Technoloales Responsibilities
Access Technologies role ~n the project ~s described above and w~thln Attachment A, the
OnTrack Deflmt~ons We w~ll serve in a support role, prowd~ng system ~nstallabon,
configuration and consulting services at your d~recbon and request
Access Technoloales Staffinu
Consultant Title Hourly Rate
Cyd Yamamoto-Lem Certified Public Accountant $ 205 00
(California) CEO
Gary Gustafson Accountant $190 00
Joe Hams Client Manager $ 205 00
Access Technologies lac Th]rd Amended Addendum A to Professional Servmes Agreement Page 3
PSA Addendum A (Th]rd Amended)
City of Denton, Texas
Lynn Cardona Project Manager $185 O0
TBD Senior Application $175 00
Consultants
TBD Senior Technical $175 00
Consultants
Lynn Cardona Phase IV Cl,ent $180 00
Management
CLIENT Res~3onslbilitles
1 CLIENT w~ll prowde access to database adm~mstrators, apphcabon leads, system
adm~rl~atrators and project management as necessary to fac~htate software set up and
conflgurabon, enwronment set up and all appi~cabon implementat~on steps referred to
hereto
2 CLIENT will provide full-t~me project management services as defined above
3 CLIENT will prowde sufficient resources to enable that the project set up, complebon
and teabng can be done w~th the project brae frame
4 CLIENT will prowde personnel to complete and/or assist ~n the wnbng of detailed
procedures for use by end users
5 CLIENT w~ll provide sufficient commitment of personnel to perform any manual or
programmatic data conversions reqmred
6 CLIENT w~ll provide sample data to execute both the prototype and ~ntegrated
acceptance tests
7 CLIENT w~ll prowde on-s~te facilities for all ATI project team members which w~ll ~nclude
· Work Area
· Telephone Access
· Analog phone hne access
· System security and access Ids
· Access to facilities
· Parking
· Fax, copying and pnntmg capab~htles
Pncm~l .~ssumotions
ATI's project price Includes all of the ATI resources to be provided for the scope of services
defined here~n
Th~s Professional Services Agreement Addendum ~s supplementary to, but does not replace
your Professional Services Agreement w~th our company Please refer to th~s Agreement for
d~scuss~ons on b~lhng ~ssues
Dunng the Project Planmng Meeting we have developed an Implementabon Strategy
Documeht (Attachment B) and have estimated Access Technologies efforts through the
vanous phased go hve steps of the project We estimate that Access Technologies
~mplemehtabon aerwces, ~nstallation, tra~mng through the Go-L~ve w~ll cost approximately
one million, e~ghty-three thousand, rune hundred and twenty dollars ($1,083,920 00)
These estimates are based upon our knowledge of the software and your project team's
knowledge of your c~tles bus~ness environment Many factors can account for changes ~n
Access Tel:hnologms Inc Third Amended Addendum A to Professional Servmes Agreement Page 4
PSA Addendum A (Third Amended)
C~ty of Denton, Texas
the bme and cost of ~nstalhng and ~mplement~ng JOEdwards software systems, which could
lengthen or shorten the project duration and, therefore, have an ~mpact on original
esbmates for Access Technologies consulbng services These factors can ~nclude changes
~n the ~nformat~on needs, inaccurate descriptions of ex~sbng data, suspect data or ~ncorrect
level of detail and others
After the model step ~s complete m the first phase of ~mplementahon, there w~ll probably be
changes ~n the level of our parbc~pabon, up or down For the entire project, when the
modeling step ~s complete ~n each phase, we w~ll meet w~th you and the project team to
Oscuss 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 tn parallel
w~th the CLIENT'S existing computer software system unt~t the CLIENT has sabsfactonly
completed the ~mpiementabon
Chanaes and Additional Work
No modification or change to th~s Addendum w~ll be b~nd[ng on e~ther party unless
acknowledged ~n wnbng by their duly authorized representabves
For Access Technologies For City of Denton, Texas
Acceptance.
Signed ~j~q ~~
~'~mn~ ~h'~el~u~~'~ Name 0_~ X/
T~tle City Manager T~tle ~!rZ<5 Itt~t~
Date August 21, 2001 Date 4tlt{[°[
CLIENT may, at any t~me, request that Access Technologies perform additional work
beyond the scope of the project work, hereinafter referred to as a "Change Order"
Compensatmn for each such Change Order w~ll be negottated by CLIENT and Access
Technologies consistent w~th the compensation proms~ons set forth ~n the Professional
Services Agreement and, ff so authonzed, shall be considered part of the Project work
Access Technologies shall not perform any additional work defined w~thm a Change Order
unbl the Change Order ~s approved by CLIENT ~n wnt~ng
Access Technologies Inc Third Amended Addendum A to Professmnal Servmes Agreement Page 5