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HomeMy WebLinkAboutResolution - 2016-R0218 - Denovo Ventures - 06_23_2016(Resolution No. 2016-RO218 (Item No. 5.9 JJune 23, 2016 RESOLUTION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the Mayor of the City of Lubbock is hereby authorized and directed to execute for and on behalf of the City of Lubbock, Contract No. 9278 with Denovo Ventures, LLC of Niwot, CO for consulting services (statement of work SOW-5), and related documents. Said contract is attached hereto and incorporated in this resolution as if fully set forth herein and shall be included in the minutes of the City Council. Passed by the City Council on June 23, 2016 .2016. DANIEL M. POPE, MAYOR ATTEST: ecca Garza, City Secretary APPROVED AS TO CONTENT: Mark Yea ood, AiAistant City Manager APPROVED AS TO F 7_ John C/)Ur*, AWstant CiWAttorney 9278 DenovoVentures.201 b.doc Resolution No. 2016-RO218 Denovo E� A check in this box indicates that this agreement has been changed from the original. CONSULTING SERVICES STATEMENT OF WORK (SOW-005) This CONSULTING SERVICES STATEMENT OF WORK ("Consulting Services SOW"), dated as of the 10th day of March, 2016 ("Effective Dare"), is by and between DENOVO VENTURES LLC, a Colorado limited liability company ("Denovo"), and The City of Lubbock, Texas (the "Client") (each a "Party" and together the "Parties"). Pursuant to Section 3 (Scope of Services;, in the Master Services Agreement (MSA) and the applicable Consulting Services Supplement each dated July 16, 2015, Denovo and Client desire to enter this Statement of Work for the performance by Denovo of certain consulting services, described herein. This Statement of Work provides details of the Services, related Products if any, Definitions, Service -specific terms, the responsibilities of the party's one- time and recurring fees, Change Control Process, and third party license agreements as applicable. Effective Date: May 1, 2016 Delivery Period: May 1, 2016 through September 30, 2016 1. Project Scope Denovo will provide the project management, functional, and development expertise for "Phase 1" of the project to implement standard functionality of JD Edwards EnterpriseOne Capital Asset Management for the Client's fleet. Client will be responsible to ensure that database, operating system, web server, and other applicable non -JD Edwards EnterpriseOne software versions are at Oracle validated and supported releases prior to the commencement of this statement of work. Client will also be responsible for providing primary CNC/technical support (with troubleshooting assistance and guidance from a Denovo CNC/technical consultant) and any other related infrastructure components of the project. This statement of work is created on the basis that the Denovo Capital Asset Management consultant efforts are to be provided mostly onsite, as well as some onsite visits by the Denovo Project Manager. All other Denovo consultant efforts will be provided remotely and no travel to the Client's facilities will be necessary. If the Client's and Denovo's project managers jointly agree that an increased onsite presence is necessary, a Client -approved Change Order to this statement of work with estimate number of trips and anticipated travel costs (if required) will be created as appropriate. The following JD Edwards systems will be implemented as part of this phase of the project • EnterpriseOne Capital Asset Management • Enterprise0ne Service Management Foundation (as required for Capital Asset Management) • EnterpriseOne Case Management (limited to scope related to work requests) • EnterpriseOne CRM Foundation (as required for Case Management) • EnterpriseOne Inventory Management (limited to setup of fleet inventory) • Enterprise0ne Fixed Assets (limited to modifications/coordination to Asset Masters/Equipment Masters) consulting �)ervrces Statement or work 9 Denovo - Contidential Trade Secret Page 1 of 18 Denovo • EnterpriseOne Time and Labor (limited to labor hours captured from the City's existing time clocks) The Client is responsible to ensure that all of the above systems are licensed and installed prior to the commencement of this project. if additional systems are to be implemented as part of this effort, a Client - approved Change Order to this statement of work which reflects this revision to scope will be necessary. Client stakeholders will be responsibility for final user acceptance testing of the upgraded environment. Based on our Implementation methodology the implementation will consist of the following high-level tasks performed by the Denovo and Client Project Team: • Project Management Services • Review, identification and design of Client's business processes and reporting as they relate to this proposal and based on best practices. • Configuration of EnterpriseOne based on best business processes • Data conversion of identified entities from the legacy asset management solution (M4) to EnterpriseOne • Initial Functional Testing, User Acceptance Testing, and Integrated System Testing. Client is responsible for developing and executing test scripts. • Fine Tuning and Refinement • Post Go -Live support Denovo will provide consultants with the specialized skill sets needed to deliver the Client's project objectives within the timelines established jointly by the Client and Denovo. The following roles will be provided to perform analysis, make recommendations, and accomplish the implementation services: • Project Manager — Overall project and change management • Capital Asset Management Consultant — Functional design, configuration, and rollout • CNC Consultant —Security design for new users and ad hoc support for issue resolution, ESU applications, and package builds • Developer -To support data conversion of specified data entities from M4 to EnterpriseOne The functional consultant will perform the majority of the consulting efforts on this statement of work, with the support of the Denovo and Client project managers. In addition, Denovo will provide a CNC consultant to assist with design of security roles and to provide ad hoc support for the Client's system administrator as issues arise, and a system developer to address requirements around data conversion, as described later in this document. This statement of work will address Phase 1 scope (of a planned total of three (3) phases), with the intent of bring up the first phase quickly and enabling Client stakeholders to initially utilize the basic software functionality. The following table summarizes the preliminary implementation functionality focus areas of this phase of this project versus those areas which will be deferred until future phases: Focus Work Requests/Work Orders Processing Requests Customer El Work Request X Case Creation x Create Work Order from Case X Lonsulting Services Statement or Work © Denovo - Confidential Trade Secret Page 2 of 18 Denovo ` Work Order Inquiry (Log of Work) Case Inquiry (Log for General Issue Management) x Trade Lead approves/disapproves request thru Case Management x Work Order Status reviewed/updated for approval & scheduling x Processing WO Data Management (Assign WO to Worker, Status Updates) x Data Management (Assign Trades) X Work Request Approval Routing (Work Flows) x Work Order Approval Routing (Work Flows) x Scheduling Work Orders x Escalation of Work Requests x Service Order Types X Resource Assignments x Resource Forecasting Labor x Supplemental data x Equipment Master Equipment Hierarchical Cost Roll — Up x Equipment Life Cycle Analysis X Failure Analysis x Different layouts (GIS, Latitude Longitude) x Equipment family, Groups, Categories x Classifications x Inventory Inventory Setup (item Masters, Branch Plants, Item Branch Plants) x Inventory Issues from Stock Room x Purchasing methods (MRO) x Replenishment x Express Requisition Forms x Looking at part # availability x CAM Warehouse (MRO Items) x Trunk stock x Cycle count inventory x Preventive Maintenance Equipment PM Schedules x Percent due method for calculating days remaining until next PM x BOMB (Parts Lists) x Model work orders x Days, hours, miles, fuel, custom meters x Reporting Standard Equipment Management reports x Standard Cost Summary Report x Standard Inventory Reports x Standard Equipment Life Cycle Analysis Report x Training Create training manuals x x X Train -the -Trainers x x Mobile Consulting Services Statement of Work 9 Denovo - Confidential Trade Secret Page 3 of 18 Denovo Focus Mobile access to E1 X M4 Application DB Migration (Data Conversion) Work Requests/Work Orders X Equipment Master X Inventory X M4 Database Historical Archival I X Employee Time Clock Entry X Project Management & Ad Hoc CNC Support Project Management X X X Ad Hoc CNC Support X X X Completion of this statement of work will require the close coordination of Client's fleet maintenance and finance departments. The asset masters and the equipment masters are shared, and their configuration needs to meet the requirements of both organizations. This also potentially impacts the use of User Defined Codes (UDC) on the asset/equipment master, and coordination is also necessary to ensure that cost rollups are accurate. Consultant Scope of this statement of work shall include: Project management and oversight duties and responsibilities, which are jointly shared between Denovo and the Client. The Project Plan and Charter will be jointly created by the Denovo and Client project management as the initial task on this Statement of Work. These approved project deliverables and artifacts will contain the elements of project schedule, budget, and governance that are necessary for project success and shall be incorporated as key elements of this Statement of Work. The project manager will also provide ongoing project monitoring services, which include weekly project status reports and meetings. • CNC/technical support for support of security roles design and ad hoc issue resolution, ESU applications, and package builds. Client is responsible for routine CNC support for the project. (Up to 48 hours of a Denovo CNC Consultant has been budgeted for this purpose.) Design and configuration of JD Edwards EnterpriseOne Capital Asset Management, with specific scope to include: o Setup of Capital Asset Management constants o Setup of Equipment Automatic Accounting Instructions (AAls) o Setup of Equipment Next Numbers o Setup of Parent/Child Relationships for Equipment (up to 2S created by consultant, the remainder by Client) o Setup Equipment Families, Groups, Categories, and Classifications o Setup of Product Family and Model Combinations (as appropriate) o Definition and setup of up CAM, Work Orders, Failure Analysis, and Meter Reading Interoperability User Defined Codes (UDCs) o Define S/WM information in business units and in the address book records of employees who create or revise work orders Consulting Services Statement of Work V Denovo - contiaentiai i raae secret Fage 4 or lZ5 Denovo a Setup of Specification data for equipment o Setup of Supplemental data for equipment Setup of Work Order constants o Setup of Work Orders AAls o Setup of Work Orders Next Numbers o Setup Work Order History o Setup of default Locations and Printers o Setup of Manufacturing Constants o Setup of two (2) Work Order Document Types o Setup Work Order Instructions (up to 25 created by consultant, the remainder by Client) o Setup Processing Options for the Planning Workbench Program (P13700) o Setup Processing Options for the CAM - Manage Equipment Work Orders Program (1313714) o Setup Processing Options for the CAM - Manage Work Order Labor Program (P13732) o Setup Processing Options for the Work Order Labor Detail Program (1317732) o Setup Processing Options for the Trial Balance/Ledger Comparison Program (P09210A) o Setup the Time Entry MBF Processing Options Program (P050002A) o Setup Processing Options for the Update PM Projections Program (1113411) o Setup Processing Options for the Bill of Material Where Used Program (P30201) o Setup Processing Options for the Item Cross Reference Program (P4104) o Setup Processing Options for the Failure Analysis Codes Program (P17761) o Setup Standard Capital Asset Management Reports Design and configuration of JD Edwards EnterpriseOne Inventory Management, with specific scope to include: o Setup of Inventory Management constants o Setup of Branch Plants Constants o Setup of Branch Plants Controls o Setup of ABC Analysis Codes o Setup item Availability o Setup Location Format and Segments for Locations o Setup Warehouse Locations o Setup Default Location Information o Setup Standard Units of Measure o Setup Item Cross -References Consulting Services Statement of Work © Denovo - Confidential Trade Secret Page 5 of 18 Denovo o Setup Messages o Setup of Distribution AAls o Setup of three (3) Inventory Document Types (issues, Transfers, Adjustments) o Setup of Item Masters o Setup of up to three (3) Branch Plants o Setup of Item Branch Plants o Setup of Item Cost Information o Setup Processing Options for Item Word Search Build (R41829) o Setup Standard Inventory Management Reports • Design and configuration of JD Edwards EnterpriseOne Case Management, with specific scope to include: o Setup CRM Foundation Constants o Setup of Case Management system constants o Setup of Processing Options for the Case MBF Processing Option program (P90CG002), the Case Entry program (P90CG504), the Case Update program (P90CG501), the Case CS5 Inquiry and Add program (P90CG900), The CSS Case Update program (P90CG910), The Tasks program (P17504), the Work With Case program (P17S00), Time Entry (P17S05), and CRM Case Related Actions (P90CG503) o Setup Case Required Fields o Setup of Case activity rules o Setup of up to two (2) order types for Work Requests functionality in Case Management o Setup of Case Next Numbers o Setup of Standard Case Management Reports • Design, configuration of JD Edwards EnterpriseOne Time and Labor, with specific scope to include: o Setup Time Entry MBF Processing Options (P050002A) o Setup the Inbound Flat File Conversion program (R47002C) for uploading batches of time from the City's current timeclock solution into the Batch Time Upload Table (F06116Z1) o Setup Processing Options for the Debit-Labor/Billing/Equipment Program (P069043) o Setup Up AAls for Labor, Billing, and Equipment Distribution • Data conversion of open Work Requests/Work Orders, Equipment Masters, and Inventory Item Masters and available quantities by Warehouse from M4 to EnterpriseOne. Client is responsible to get the requested data out of M4 into a format that we can use to upload directly into EnterpriseOne Batch Processing (Z-file) tables. Client is also responsible for mapping M4 data to EnterpriseOne with the assistance of Denovo. Consulting Services Statement of Work © Denovo - Confidential Trade Secret Page 6 of 18 Denovo Planning and facilitating initial Functional Testing, User Acceptance Testing, and Integrated System Testing. Client is responsible for developing and executing test scripts. Develop Training Plan and Materials and provide train -the -trainer services to Client trainers, who will train end users. (Up to 32 hours of training planning and execution services included in scope.) Any other functionality not mentioned above is considered out of scope for this statement of work. If additional scope is identified during the project, a Client -approved Change Order to this statement of work which reflects the revision to scope will be necessary. Consulting Services and Deliverables This statement of work will be completed utilizing elements of Denovo's Implementation Methodology. Details of this methodology and tools to support the implementation will be provided during the initial team kick-off meeting. The implementation model to be deployed for this statement of work is based on a significant level of participation and responsibility from the Client. It is essential that both Denovo and the Client deliver on their responsibilities in a timely manner to ensure success. Specific deliverables and responsibilities of each party as part of this statement of work include: Project Planning and Initiation Define customer objectives, project charter, and plan all project activities and deliverables. Identify team members, address logistical aspects and kickoff the project with all team members and stakeholders Outcome: Project is kicked off with a clear set of objectives, requirements, expectations, with the basis for budgets and schedule • Jointly finalize the Project Statement of work and Budget • Develop the Project Charter (with Project Objectives, Communications Plan, Risk Management, Issue Escalation Plan, etc.) • Create Project Infrastructure and Logistics • Support Client led Organizational Change Management plan development and execution • Finalize Project Milestone Schedule (in MS Project) including integration of the Technology Sub -Project Plan • Finalize Resource Consultant Assignments and Client Resource Requirements • Create the Agenda and facilitate the project Kick-off the Project with participation of the Denovo Project team and key Denovo executive sponsors • Jointly finalize and approve the Project Statement of Work and Budget • Contribute to, review and approve the Project Charter (final approval from Client's Project Sponsor) • Prepare logistics for the Project from a facility, systems access, travel accommodations (i.e., hotel discounted rates), etc. • Contribute to, review and approve the Project Milestone Schedule • Identify and assign Organizational Change Champion (Lead) who will Create and execute the organizational Change Management plan • Finalize Client project team assignments and identify subject matter experts (SMEs) where needed • Jointly facilitate the Kick-off Meeting, with participation of the project team and key executive sponsorship • Project Management Plan - contains scope, team, responsibilities, objectives, risks, key deliverables and the communications plan • Project Infrastructure - All of the tools and system access necessary to support the project, such as the SharePoint site, templates, email accounts, etc. • Project Schedule - The MS Project critical path task level Gantt chart with key milestones • Change Management — includes 1) Project Change Order Management (how to manage requested scope changes) and 2) Organizational Change Management (how to address impact of the system on people, roles, and policy) • Kick-off Meeting - Pro)ect team kick-off meeting with team building and definition of project objectives, scope, expectations and responsibilities Lonsufung services �iaiemenc or vvorK 9 Uenovo - Contidential Trade Secret Page 7 of 18 Denoto Manage the Project The key project #eadership team ensures that all aspects of the project are addressed and that the project stays on track from a scope, budget, schedule, and change management perspective. Solution assurance is provided to ensure that all aspects of participation and quality meet Denovo's stringent standards and that the solution meets objectives and requirements. Outcome: Project meets objectives, requirements, and expectations within the established budget and schedule. System is successful transitioned from a_prolect to a production environment. • Manage risk and develop and execute risk mitigation steps as soon as risks are identified • Resolve issues in a timely manner and escalate as necessary • Ensure that consultants are meeting expectations and that Client stakeholders participate at requested levels • Prepare timely status reports • Conduct regularly scheduled project meetings • Document change of scope requirements and prepare change order requests as necessary • Manage the project plan timeline and budget • Maintain project records and documentation • Support the Change management plan execution to ensure that Client stakeholders are aware of upcoming changes and that people, processes, and policy are aligned prior to the go -live • Provide progress updates to the Program Sponsor and Executive Steering Committee • Perform regularly scheduled Quality Reviews (Project Health Checks) • Conduct major milestones readiness assessments in preparing forservice delivery • Assist in the management of risk and the development and execution of risk mitigation steps as soon as risks are identified • Assist in the resolution and as necessary escalation of issues • Ensure that Client stakeholders participate at requested levels • Participate in regularly scheduled project meetings • Review change of scope requirements and review and approve change order requests as necessary • Monitor the project plan timeline • Monitor the project budget • Review project records and documentation • Lead the Organizational Change Management plan execution to ensure that Client stakeholders are aware of upcoming changes and that people, processes, and policy are aligned prior to the go -live • Participate in progress updates to the Program Sponsor and Executive Steering Committee • Participate in regularly scheduled Quality Reviews (Project Health Checks) • Participate in major milestones readiness assessments in preparing for service delivery • Project Monitoring - Ongoing processes to manage schedule budget and issue resolution, includes issue logging, and periodic status reports and meetings • Risk Management - Ongoing processes to monitor risks as identified up front and during the project Solution Assurance (Health Checks) - Structured process to ensure that requirements and objectives are met with a product that meets quality standards Consulting Services Statement of Work c0 Denovo - Confidential Trade Secret Page 8 of 18 Denovo Application Discovery & Design The Client members of the project team gain a greater understanding of Enterprise0ne. The team reviews current processes, systems, integration, modifications, etc., and identifies gaps. The future state d=sign is completed and impact of new design on the organization is assessed. Outcome: The completed system design becomes the blueprint for the remainder of the project and is the basis for managing the protect scope and progress. Technology Discovery & Design (Completed in Parallel with Application Discovery & Design) The Denovo technology team works with Client technology staff to finalize the data conversion plan and develop the security schema Outcome: The data conversion plan is final and the security schema is complete • Provide overviews of Enterpri5e0ne Capital Asset Management capabilities for Client Team members • Conduct current state process and system review and document current processes and gaps • Conduct future state design sessions and develop future state design document • With the technology team to develop the security schema • Assist in the assessment of organization change impact (people, processes, policy) and support the implementation of change within the Client • Co -develop training strategy based on the outcome of this effort • Finalize the Data Conversion Plan • Assist in the development and approve the new Security schema, with input from the combined Denovo/Client functional team and Client's security administrator • Attend overviews of EnterpriseCine Capital Asset Management capabilities Support current state process and system review and review and approve documentation for current processes and gaps • Support future state design sessions and review and approve future state design document • Support the effort to develop the security schema and approve • Lead the assessment of organization change impact (people, processes, policy) and the implementation within the Client • Co -develop and approve training strategy based on the outcome of this effort • Assist with the finalization of the data conversion plan and approve final plan • Develop the new Security schema, with input from the combined Denovo/Client functional team and Clent's security administrator • Current State/Future State Documentation —To-Be Use Case models for processes, and gap/analysis resolutions • Design Decisions Documentation - Resolution of gap analysis incorporated into the design workbooks • RICEF and Workflow listing - Comprehensive listing of development: Reports, Interfaces, Customizations, Enhancements, and Forms (RICEF) and Workflow • System Design Requirements - Major design decisions that are incorporate into the design workbooks Data Conversion Plan - Finalized Conversion Entities and Approach document Security Schema — Finalized security design document, including overall general approach, use of roles, menus, etc. Consulting Services Statement of Work © Denovo - Confidential Trade Secret page 9 of 18 Denoto Outcome .. Tasks .and Client Tasks Key DeliverablLs Configure and Test • Configure and reconfigure Configure EnterpriseOne • System Configuration - Configure the system in the system based on initial pages Configured system ready for Prototype based on System design and testing results Address consultant inquiries user testing Design for Prototype • Develop unit test scripts and related to setup that may • Script Configuration testing. This is an iterative expected results arise during configuration Elements - Test scripts with process where we begin by 0 Unit test segments of a Execute unit test scripts and specific criteria and test first testing individual processes, system processes validate configuration elements segments of a process, and end -to end processes against the intent of the • Configuration Testing - increasing to system (such as Procure -to -Pay) design Execution of test scripts processes and then to the Add custom development Identify issues and retest • Business Process Workshop - entire end -to -end process, objects to test scripts as until issues are resolved Process to align Client modifying the configuration they are completed (see Approve results of testing processes with system best as needed through each test next stage) 0 Participate in development practices cycle. As custom Document and resolve of business process Script Process Elements - development is completed, issues —retest until all issues procedures Workflow document to it is incorporated into are resolved. Pest, Refine, and Retest define needed changes to testing • Develop business process Client processes procedures which are used 9 Business Process Procedures Outcome: System is ready for Organizational Change Management purposes - Validation document for business process change for comprehensive integration and user Support "Test, Refine, and with impact on policies acceptance testing and Retest" preparations for go -live cutover and end user training Develop and Test • Define data elements • Identify and extract defined • Extracted data from M4 (Conversion) required from legacy (M4) data elements from legacy mapped to E1 (Completed in porollel with asset management system (M4) asset management • Data Conversion Configure and Test) • Assist with mapping data system Specifications - Development The effort required to elements from M4 to E1 0 Map data elements from specification for automated define, design, construct, • Develop and test conversion M4 to E1 data conversion entities test, and rollout conversion routines . Test conversion routines • Converted Data - Conversion routines • Identify issues and retest • Identify issues and retest development completed and until issues are resolved until issues are resolved tested, results validated and Outcome: All development • Approve results of testing approved related to data conversion is complete and tested and moved into the Prototype environment for integration and user acceptable testing. Consulting Services Statement of work U Denovo - Confidential Trade Secret Page 10 of 18 Denovo and Outcome Vienovo I asks Client Tasks Key Deliveribles Delivery and Go -Live 0 Finalize the Cutover • Approve Cutover Strategy, • Go -Live Strategy - Go -Live Includes the development Strategy Plan, and Script planning activities which of the go -live strategy, Create the system Cutover Develop plan and scripts define timings for various which includes the timing Plan and Script for Integrated Testing and cutover activities for the various cutover a Support development of assist Client Stakeholders 0 Cut -over Plan/Script - activities and a detailed plan and scripts for with Integrated Testing Detailed cutover task "step-by-step" cutover Integrated System Testing 6 Develop plan and scripts document/list out outlining script to ensure that all and assist Client for functional testing and sequence of event and timing activities are completed in Stakeholders with User Acceptance Testing (executed and approved) the appropriate order. The Integrated Testing and assist Client Integrate System Test Scripts - post go -live support plan is 0 Support development of Stakeholders with Testing Production -like test finalized. The final steps to plan and scripts for Perform Integrated System environment to validate final testing and system functional and User testing and Approve system configuration prior to acceptance occurs with the Acceptance Testing and Results moving to production Perform to key the assist Client Stakeholders 0 Perform functional and Integrated System test - Integration test, which is with Testing user acceptance testing Executed and approved end - used to validate business Finalize Post Go -Live and Approve Results to -end test processes will interact with Support Plan Review and Approve Post User IDs — Production users the other business Plan and Conduct System Go -Live Support Plan setup and tested processes. We also perform Readiness Meeting a Participate in System . System Readiness - our stress testing here to • Execute Cutover Strategy, Readiness Meeting Assessment meeting to optimally tune system Plan, and Script Create Production User determine whether or not to performance. Execute e Release new system in IDs, assign roles go live — requires approval cutover strategy. The final production for end users Test User IDs to validate from both Denovo and the System Readiness access Client Assessment meeting to • Validate and approve final verify that all things are conversion results g° " Begin using the new system Outcome: System is Live. Consulting Services Statement of Work O Denovo - Confidential Trade Secret Page 11 of 18 Denoto Project Stages, ..:. ... Tasks Client Tasks Key Deliverables Trainer and End User Assist in Finalizing Training 4 Finalize Training Plans 0 Training and Documentation Training Plans (Who, What, When, (Who, What, When, and Solutions sub -project Plan — (Completed in Parallel with and How) How) who, what, when, where, and Delivery) 9 Contribute to development 0 Develop of job how While some of the of Job Descriptions and Descriptions and Apply to • Training Plan preparation tasks (including Apply to Delivery Sessions Delivery Sessions a End UserJob Roles scheduling) may be 0 Create Train -the Trainer Create End User Training Descriptions completed during the final Materials Materials • Course Design - in the form of weeks of the Configuration • Provide Train -the -Trainer Attend Train -the Trainer a Course Outline for end user Stage, most of the activities training training training) occur in parallel with • Execute End User Training + Training Materials Delivery the training materials are finalized, the training attendees matrix and schedules are finalized and the training plan is executed in the final 4 weeks prior to go -live, with some training scheduled in the initial weeks after go - live Outcome: Training for trainers is complete and the initial training of the system for end users is complete and additional training will be scheduled as part of an ongoing (post protect) trainine plan uonsuiting services statement or work U Denovo - Contidential Trade Secret Page 12 of 18 Denovo .. j ect.5tages, and Outcome Denovo Tasks ClientTasks DeliverablesKey Support, Optimize and Create and execute the 0 Work with consultants for Consultant Support Schedule Closeout consultant support schedule answers to questions — Onsite and "on call' During the Post -Go -Live (onsite and on call) Identify issues and review schedule to support the period and as Client users • Support users with and approve resolution system during the transition become active in using the questions and issues 0 Contribute to closeout Project Transition Issues and system, questions arise on 0 Create and complete punch list and review and Modifacations Log — how to use the system. The project (or phase) closeout approve completion of Issuesiand opportunities Denovo consultants punch list items on the list dentified during the transition transition to the role of a Identify and resolve issues 0 Review and Approve "as period prior to operational support team and ensure and optimization delivered" documentation support through ServiceNow that users are able to opportunities Review and Approve Project/Phase Punch list — list effective use the system. Update all system and user Operation Transition plan of open items to he resolved During this process, we may documentation to "as Attend closeout meeting prior to closeout also identify minor delivered" and approve project (or Operations Transition Plan — configuration or Create and execute phase completion) process to move from project development issues and or Operation Transition plan team supported system to discover that a more Plan and Conduct Project managed services support efficient method of (or phase) closeout (through Service Now) performing tasks further meeting) Project/Closeout —Series of enhances the value of the Close out the project (or tasks culminating with a system. We then apply phase) Closeout meeting with Client system change approval that the Denovo management procedures to project/phase punch list is modify current processes to completed optimize the system. As part of a project (or phase) close out process, a punch list is develop and all tasks required to transition the system to the Client are completed culminating in a project closeout meeting where the Client accepts the system and the project (or Phase is complete, Outcome: Project for phases related activities are complete ands stem is in the operational mode 3. 5chedule Planned project start date is tentatively set for May 2, 2016 with anticipated completion on or before September 30, 2016. The detailed project schedule will be finalized during project planning exercises. 4. Billing Rates Hourly rates that will be used for requested consultant efforts have been provided in the following table: consuiung services xatemenr or work U Denovo - Contidential Trade Secret Page 13 of 18 DenoVo Billing Rates Role Bill Rate Project Manager $200.00 CNC Consultant $172.80 Senior Business Analyst (Capital Asset Management Consultant) $172.80 Developer $135.00 * Denovo rates listed above apply to this Statement of Work only 5. Service Fees Efforts on this project are to be invoiced on a time and materials basis (invoiced every two weeks.) The level of effort anticipated by Denavo consultants and estimated services fees by phase have been provided below: Consulting Services Estimated Estimated Effort (Hours) Service Fees Project Manager 1 49 $29,800.00 5eniar Business Analyst (Capital Asset Management Consultant) 440 $76,032.00 CNC Consultant 48 $8,294.40 Developer 108 $14,580.00 Total Project -Related Consulting Service Fees 745 $128,706.40 Consulting Services Statement of Work ©Dersova -Confidential Trade Secret Page 14 of 18 Denovo • The Client will ensure that requested participation of stakeholders occurs on a timely basis and at the level requested • If the Client is unable to meet its deadline commitments, this may result in a Change Order to reflect any increase of consultant efforts, based on the duration and extent of delays • Client will ensure that all of the JD Edwards EnterpriseOne modules noted above are licensed prior to the commencement of the project • Client is responsible to provide project CNC support by Client's System Administrator. Denovo will provide "ad hoc" support for issue resolution, ESU and Package Builds. Implementation of the above noted functionality is contingent on that its standard availability in the EnterpriseOne release that we are using as the basis for completing this statement of work Client will configure three (3) full client JD Edwards EnterpriseOne configurations for Denovo consultants. These will be designated for use by Denovo consultants for configuration and Client will provide full client hardware based on requirements provided by Oracle for the most current release of JD Edwards EnterpriseOne being implemented in this statement of work Client has configured and will utilize standard EnterpriseOne system change management capabilities (Object Change Management, Object Management Workbench) with installed, tested, and functional "standard" EnterpriseOne environments: Pristine, Development, Prototype, and Production Initial navigation and functionality access will be via traditional system menus and will excluded the creation of EnterpriseOne Pages Client will ensure that system environments are stable and that all of the standard capabilities are functional Denovo and Client are jointly responsible to define and implement role security for the system roles associated with this statement of work One View Reporting is excluded from this statement of work Denovo agrees to configure standard "out of the box" Enterprise Report Writer (ERW) reports for each area identified in this statement of work. Custom reports are excluded from scope Client is responsible to develop BI Publisher forms, if any are required Client is responsible for identifying and extracting data for conversion from the M4 system. Client is also responsible for mapping data from M4 to EnterpriseOne with assistance from Denovo. Custom electronic workflow is excluded from this statement of work Customizations and modifications to the standard JD Edwards EnterpriseOne programs are excluded from this statement of work. Assumptions are that a portion of the consulting efforts will be performed remotely and that consultants will have appropriate access to Client systems to work remotely For onsite efforts, all travel expenses will be invoiced as per the travel policy noted later in this document. Travel estimates provided above are based on the following assumptions: ✓ Travel costs for non -local consultants may include airfare, lodging, rental car (for up to 2 consultants), daily per diem (at the current GSA published rate for Lubbock, TX), mileage to/from consultant's home and local airport (at current IRS allowable rates) and airport parking or taxi, and rental car parking charges ✓ Reimbursable travel costs for local consultants (within 60 mile radius of Lubbock, TX) will be limited to personal car mileage to/from consultant's office or residence and Client facilities ✓ Travel and daily rates for non -local care based on a weekly effort of four (4) ten (10) hour days per week ✓ Hotel costs at the GSA published rate for FY2016 (and FY2017, should the project extend beyond October 1, 2016) will be available to non -local consultants and will thus be the maximum daily rate (plus applicable taxes) unless the GSA rate is unavailable ✓ Non -local consultants will have the ability to plan trips in advance to take advantage of best available coach class airfare Airfare and car rental rates will not substantially increase over the life of the project Consulting Services Statement of Work 0 Denovo - Confidential Trade Secret Page 15 of 18 Denovo (a) Fee Payment Schedule for Consulting Services. The project will be invoiced on a Time and Material basis every two (2) weeks for efforts expended and approved travel expense incurred. Payment terms are net 30 days. 6. Service Fee Assumptions Services may be added, revised or deducted via the Change Order Request process as defined in Section 9 of this Statement of Work. Additional Consulting Services requested by Client and added to the SOW within 90 days of Client's and Denovo's acceptance of the SOW ("Acceptance") will be priced according to the fees listed at the time of SOW Acceptance, Any Additional Consulting Services requested by Client after 90 days from the date of Client and Denovo's Acceptance of the SOW will be subject to the then current rates for such Services. It is understood that any Federal, State or Local Taxes applicable shall be added to each invoice for Services or materials rendered under this Agreement. Client shall pay any such taxes unless a valid exemption certificate is furnished to Service Provider for the State of use. 7. Expenses Expenses (rW_jbursed according to the following schedule) Expense Action' Detail/Nof6s *Actual Cost, Per Diem, Not to Exceed, or Not Reimbursed 8. Statement of Work Acceptance. Subject to the notice provisions below, Denovo reserves the right to modify or discontinue Services and to introduce new Services and features. Denovo may make available to Client all new services and features offered Airf are Actual Cost Main cabin (coach) fare and taxes with receipts Meals Per Diem Per current GSA daily rates for the City of Lubbock Lodging Actual Cost Per current GSA daily rates for the City of Lubbock with receipts — if available for suitable lodging Auto Mileage Actual Cost Per latest IRS rates for POV usage Parking Actual Cost At Consultant's home airport and for rental cars at destination with receipts Taxis, Car Rentals, Gasoline Actual Cost With receipts Laundry (if onsite for 5+straight days) Not Reimbursed Other incidental expenses Not Reimbursed wnsuning -Derviues 3WLement or worK u uenovo - Conhdential Trade Secret Page 16 of 18 Deno4o to all of its other clients. Denovo may, in its sole discretion, discontinue a Service at any time. Denovo will give the Client ninety (90) days' notice of the discontinuance of a Service. Discontinuance does not affect Change Orders accepted prior to the date of discontinuance, but new Change Orders for a Service will not be accepted after the date the Service is discontinued. Denovo may, in its sole discretion, modify a Service from time to time —for example to work with new third party products and services and to stay current with changing standards. Denovo will give the Client thirty (30) days written notice of the modification of a Service and of substantive modifications to a Service Description. Such modifications will affect both existing Services and new Change Orders. Within sixty (60) days of receipt of a notice of modification to a Service, Client may cancel Change Order(s) for that Service without liability for cancellation charges if the modification has made the Service materially less useful to Client. 9. Change Order Process. A Change Order Request ("COR") is the method by which either Party may communicate and eventually effectuate Changes to the Services outlined in the applicable SOW. "Changes" include (i) the addition, subtraction, modification or other Change to any Services related to the applicable SOW, (ii) a Change that results in increased or reduced fees for applicable Services, and (ili) Changes to the Service Levels not agreed to as part of this SOW. The Client or Denovo may request Changes by initiating the Change Order Process. To initiate the Change Order Process, the Party requesting the Change must fill out the Change Order Request form attached hereto and submit it to the appropriate project leader of the other Party. The Change Order Request must at a minimum describe the requested Change in sufficient detail for the Client and Denovo to make a reasonable assessment of the request. The Client and Denovo will review the Change Order Request promptly and follow up with each other as necessary for further clarification or to discuss the impact that the Change will have on the Services, deliverables, implementation schedule, Service Availability Levels, terms and conditions, and Client fees. A Change Order Request will not be effective nor will a Change be implemented unless the Change Order Request is executed by duly authorized representatives from both the Client and Denovo. Upon mutual acceptance of the Change Order Request, it becomes part of the entire agreement between Denovo and the Client with respect to the subject matter hereof. Denovo will provide a copy of all mutually accepted Change Order Requests to the Client for future reference. Each Party will be responsible for all costs and expenses incurred by it in participation of the Change Control Process unless otherwise agreed in writing. The failure of either Party to insist upon strict performance of the Change Order Request process for every Change shall not constitute a waiver of its rights as set forth in the Agreement, at law or equity. 10. Other Terms and Conditions See Attachments A and B [SIGNATURE PAGE TO FOLLOW] Consulting Services Statement of Work (P Denovo - Confidential Trade Secret Page 17 of 18 Deno o IN WITNESS HEREOF, the parties have executed this Amendment as of this 23rd day of June 2016 and agree to the terms of Attachment A and B attached hereto and incorporated herein by reference. CITE' OF LUB O K D A';�'iEL M. POPE. ItYOR ATTEST: ecca Garza, City See tart' APPROVED AS TO CONTENT: Mark oo , Assistant ity Manager DENOVO VENT S. LkC uthorizeci epre. cntatit-e Consulting Services Statement of Work © Denovo - Confidential Trade Secret Page 18 of 18 Attachment A A. Non -Arbitration The City reserves the right to exercise an% riulit or remcdv available to it by Ian , contract, equity, or otherwise., including without limitation. the right to seek anv and all forms of relief in a court of competent jurisdiction. Further. the City shall not be subject to any arbitration process prior to exercising its unrestricted right to seek judicial remedy-. The remedies set forth herein are cumulative and not exclusive, and may be exercised concurrently. To the extent of any conflict between this provision and another prevision in, or related to, this document, this provision shall control. B. Nonappropriation All funds for payment by the City under this contract are subject to the availability of an annual appropriation for this purpose by the Cite. In the event of nonappropriation of funds by the City Council of the City of Lubbock for the goods or services provided under the eontract, the City will terminate the contract, without termination charge or other liability, on the last day of the then -current fiscal year or when the appropriation made for the then -current year for the goods or seB ices covered by this contract is spent. whichever event occurs first. If at any time funds are not appropriated for the continuance of this contract, cancellation shall be accepted by the 5elfer on thirty (30) days prior written notice, but failure to give such notice shall be of no effect and the City shall not be obligated under this contract beyond the date of termination. Attachment B CITN' OF LUBBOCK- TEXAS CONTRACT 121828 III. INSURANCE SECTION A. Prior to the approval of this contract by the City, the Contractor shall furnish a completed Insurance Certificate to the City, which shall be completed by an a.>ent authorized to bind the named undeMTiter(S) to the covcraQes. limits. and termination provision, shm n thereon. and which shall famish and contain all required information referenced or indicated thereon. THE CITY SHALL HAVE NO DUTY TO PAN' OR PERFORM UNDER THIS CONTRACT UNTIL SUCH CERTIFICATE SHALL HAVE BEEN DELIVERED TO THE CITY. INSUR--\NCE COVERAGE REQUIRED SECTION B. The Cite resen-es the ri«ht to review the insurance requirernents of this section durin2 the effective period of the contract and to require adjustment of insurance coverages and their limits ,vhen deemed nece;;an- and prudent by the CiR- based upon changes in statutory law. court decision;. or the claim, history of the industry as well as the Contractor. SECTION C. Subject to the Contractor's right to maintain reasonable. the Contractor shall obtain and maintain in full force and effect for the duration of this contract, and arc extension hereof. at Contractor's sole expense, insurance coveragc 'written by companies approved by the State of Texas and acceptable to the City. in the following t pc(s) and amount(s): T1'PE OF INSURANCE GENERAL LIABILITY ® Commercial General Liability- ❑ Other ❑ Claims Made IQ 0,:currcncc ❑ 11' Hcavy Equipment ❑ Occurrence ❑ To Include Products of Complete Operation Endonerncnt; PROFESSIONAL LIABILITY AUTOMOTIVE LIABILITY ® Any Auto ❑ Scheduled Autos, ❑ Non -Owned Autos EXCESS LIABILITY ❑ Umbrella Form GARAGE LIABILITY ❑ Any .Auto n ❑ All Omied Autos ❑ Hired Autos COMBINED SINGLE LIMIT General Aggregate S10)0.000 Product; -Comp Op AGG Personal cC Ad%. Injury Contractual Liability X Fire Damage (Any one Fire) filed Exp (Any one Person) Per Occurrencc S 1,000,000 Each Occurrence AzarcQate Auto Only - Each Accident _ Each Accident Aggre,ate _ ❑ BUILDER'S RISK ❑ l00°o of the Total Contract Price ❑ INSTALLATION FLOATER ❑ 1009. , of the Total Material Cots ❑ POLLUTION ❑ CARGO ® WORKERS COMPENSATION - STATUTORY AMOUNTS OR OCCUPATIONAL MEDICAL AND DISABILM' S500,000 ❑ EiMPLOYERS' LIABILITY" OTHER: COPIES OF ENDOSEI<IENTS ARE REQUIRED ® Cin gfLubbock framed as additional insured on ,4uto'General Liability on a pr-imary and non-contributory basis. ® To itrcliutle products of completed oprratioits wttlol'sementi. ® 6litiver ofsttbrogation in lrvor-at the CaV ol'Lrthbock on all covera;es, except PL'R-12 (RED' 2016) The City of Lubbock shall be named a primary additional insured with a waiver of subroUation in favor of the Citv on all coverage's. All copies of the Certificates of Insurance shall reference the contract 12828 for which the insurance is being supplied. ADDITIONAL POLICE- ENDORSEMENTS The City shall be entitled, upon request, and without expense. to receive copies of the policies and all endorsements thereto and may make any reasonable request for deletion. revision. or modification of particular policy terms. conditions, linutations. or exclusions (except tyhere policy provisions are established by law or regulation binding upon either of the parties hereto or the undenITiter of any of such policies). Upon such request by the City. the Contractor shall exercise reasonable efforts to accomplish such changes in policy co -erases REQUIRED PROVISIONS The Contractor agrees that with respect to the above required insurance, all insurance contract; and certiticate(s) of insurance will contain and state, in nritinu. on the certificate or its attachment. the following required provisions: a. Name the City of Lubbock and its officers, employees, and elected representatives as additional insureds. (as the interest of each insured may appear) as to all applicable coverage. b. Provide for 30 days notice to the City for cancellation. nonrenewal. or material clialwc; c. Provide for notice to the City at the address shown below by- re faistered mail: d. The Contractor agrees to waive subrogation against the City of Lubbock. its officers, employees. and elected representatives for injuries. includin17 death. properly damage. or any other loss to the extent Same may be covered by the proceeds of insurance: e. Provide that all provisions of this contract concerning liability, duty. and standard of care together u-ith the indemnification provision, shall be underu-ritten by contractual liability coverage sufficient to include such obligations within applicable policies. NOTICES The Contractor shall notify the Citv in the event of any change in coverage and shall give such notices not less than 30 days prior the change, which notice must be accompanied by a replacement CERTIFICATE OF INSURANCE.. All notices shall be given to the City at the following address: Marta Alvarez, Director of Purchasing and Contract Management City of Lubbock 1625 13`b Street, Room 204 Lubbock, Texas 79401 SECTION' D. Approval, disapproval. or failure to act by the City- regarding any insurance supplied by the Contractor shall not relieve the Contractor of full responsibility or liability for damages and accidents as set forth in the contract documents. Neither shall the bankruptcy, insolvency, or denial of liability by the insurance company exonerate the Contractor from liability. PUR-12 (REV 2016) CERTIFICATE OF INTERESTED PARTIES FC3RM 1295 loll Complete Nos. 1 - 4 and 6 if there are interested parties. OFFICE USE ONLY Complete Nos. 1, 2, 3, 5, and 6 if there are no interested parties. CERTIFICATION OF FILING Certificate Number: 1 Name of business entity filing form, and the city, state and country of the business entity's place of business. 2016-83563 Denovo Ventures, LLC Niwot, CO United States Date Filed: 07/12/2016 2 Name of governmental entity or state agency that is a party to the contract far which the form is being filed. The City of Lubbock, Texas Date Acknowledged: 3 Provide the identification number used by the governmental entity or state agency to track or identify description of the services, goods, or other property to be provided under the contract. the contract, and provide a 9278 Consulting Services. 4 Name of Interested Party City, State, Country (place of business) Nature of interest (check applicable) Controlling I intermediary Adolph, Mark Niwot, CO United States X Goedde, Mark Niwot, CO United States X Snella, Many Niwot, CO United States X 5 Check only if there is NO Interested Party. ❑ 5 AFFIDAVIT I swear, or affirm, under penalty of perjury, that the above disclosure is true and correct. PATRICIA J TWOGOOD NOTARY PUBLIC STATE OF COLORADO ja _ NOTARY ID 2007d0''65L 25, 2018 MY COMMISSION gagentCOMMISSION EXP11�1=5 APRI Signature o author ied of contracting husinegs entity AFFIX NOTARY STAMP 1 SEAL ABOVE Sworn to and subscribed before me, by the said _l�rl lTt. W-��� _ , this the j 3Y' day of J t t.•� 20 1 {= to certity which, witness my hand and seal of office. rs v r- _ .. `'.f f r� r-i i V �� �.{. r T .{fp it � .� i tIlvi i.' - Signature of,officei ad111111SIeMig oath Printed name of officer admintstentib.&WI Title of officer administering Bath rormS provides by I exas L-til;CS C;on1n11SSI0n www.ethics.state,tx.us Version V1.0.1021 CERTIFICATE OF INTERESTED PARTIES FORM 1295 1 of 1 Complete Nos. 1- 4 and 6 if there are interested parties. OFFICE USE ONLY Complete Nos.1, 2, 3, 5, and 6 if there are no interested parties. CERTIFICATION OF FILING Certificate Number: 1 Name of business entity filing form, and the city, state and country of the business entity's place of business. 2016-83563 Denovo Ventures, LLC Niwot, CO United States Date Filed: 07/12/2016 2 Name of governmental entity or state agency that is a party to the contract for which the form is being filed. The City of Lubbock, Texas Date Acknowledged: 07/13/2016 3 Provide the identification number used by the governmental entity or state agency to track or identify the contract, and provide a description of the services, goods, or other property to be provided under the contract. 9278 Consulting Services. 4 Name of Interested Party City, State, Country (place of business) Nature of interest (check applicable) Controlling I Intermediary Adolph, Mark Niwot, CO United States X Goedde, Mark Niwot, CO United States X Snella, Marty Niwot, CO United States X 5 Check only if there is NO Interested Party. ❑ 6 AFFIDAVIT I swear, or affirm, under penalty of perjury, that the above disclosure is true and correct. Signature of authorized agent of contracting business entity AFFIX NOTARY STAMP 1 SEAL ABOVE Sworn to and subscribed before me, by the said this the day of 20 , to certify which, witness my hand and seal of office. Signature of officer administering oath Printed name of officer administering oath Title of officer administering oath Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V1.0.1021