HomeMy WebLinkAboutResolution - 2010-R0094 - Amendment 1 Contract 9278 Denovo Ventures, LLC, For JD Edwards Software Upgrade - 02/25/2010Resolution No. 2010—R0094
February 25, 2010
Item No. 6.5
RESOLUTION
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK:
THAT the Mayor of the City of Lubbock BE and is hereby authorized and
directed to execute for and on behalf of the City of Lubbock, Amendment No. I to that
certain Professional Consulting Services Contract for additional project hours and
contingency hours to update the City's JD Edwards software, by and between the City of
Lubbock and Denovo Ventures, LLC, and related documents. Said Amendment 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 February 25, 2010
TOM MARTIN, MAYOR
ATTEST:
s
Rebec a Garza, City Secretary
APPROVED AS TO CONTENT:
Mark\Yearwoi6d, Assistant City Manager
Chief Information Officer
APPROVED AS TO FORM:
Chad Weaver, Assistant City Attorney
vw:ccdocs RES.Contract Amendment-Denovo Ventures, LLC
February 10, 2010
Denovo
Addendum 01 to
STATEMENT OF WORK Number 001
Resolution No. 2010—R0094
This Addendum 01 to STATEMENT OF WORK 001 (the "Statement of Work" or "SOW") is entered into in
connection with and pursuant to the provisions of the Professional Services Agreement (the "Agreement") dated
10/27/2009 between Denovo Ventures, LLC doing business as Denovo ("Denovo") and The City of Lubbock
Texas ("Client"). Capitalized terms shall have the respective meanings assigned to such terms in the
Agreement unless otherwise defined herein.
Pursuant to Section 3.1 of the Agreement, Denovo and Client desire to enter this Addendum to Statement of
Work for the performance by Denovo of certain services, which are described herein. Such services shall be
provided by Denovo pursuant to the terms and conditions set forth herein and the Agreement.
BACKGROUND STATEMENT
This Addendum 01 to SOW 001 provides changes to the Program/Project Scope, Services, Deliverables, and
associated costs.
During the Definition Stage of the JD Edwards Migration project, anomalies and required functionality, either
currently not utilized or not available in the Client's current configuration of their ERP software (World), were
discovered that needed both immediate attention and acknowledgement before continuing to the next stage of the
project. In the opinion of the Migration project's management team, consisting of both Client and Denovo
employees, these items are requirements needed to complete the Migration project and ensure the effective and
efficient use of the new JD Edwards EnterpriseOne ERP solution.
These items were documented and reviewed during the Definition Stage Review Session on January 27, 2010. This
session was attended by the Migration project's management team. The findings are summarized in the Project
Scope Section of this document.
As a result of these findings, additional consulting resources will be required to adequately develop, configure, and
assist in training the user community. These resources include the addition of one fulltime HR/PR Consultant,
additional consulting hours to support the current Finance Consultant, additional project management oversight
hours, as well as additional hours from the CNC Consultant (System Administrator) and the Developers. These
hours can be grouped into two distinct categories:
1. Additional project hours;
2. Contingency hours.
Additional project hours required to meet the March 22, 2010 "Go -live" date will require a minimum of an additional
805 hours, at a cost of $112,530.
Denovo believes the March 22nd "Go -live" is an aggressive timeline and requires that no major issues arise in order
to successfully accomplish the migration by March 22. Currently the project has seven distinct open risks
outstanding on the project which can have an impact on the "Go—live" date. Should any of these risks occur, the
next "Go -live" date would be April 19, 2010. In order to support the consulting team for this additional month, the
additional hours required would be 346, with a cost of $52,285.
The project hours are summarized below and the total project cost will not exceed $517,390:
Project Hours
"Go -live" date Cumulative
Project
Costs
Cumulative
Original Contract
2,545
2,545
$ 352,575
$ 352,575
March 22, 2010
805
3,350
$ 112,530
$ 465,105
April 19, 2010
346
3,696
$ 52,285
$ 517,390
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Based on the information summarized above, the following will be added to SOW 001 related to the Services being
performed by Denovo, where all other sections and terms of SOW 001 remain the same:
Program/Project Scope
The scope of services for this project will have the following additions/changes:
• Analysis of Integrity Issues and Identified Clean-up
• Redefine Process to Support Calculating and Recording Overtime
• Configure/Develop Cash Receipt Functionality
• Analysis of Existing Customized Objects for Impact in JD Edwards EnterpriseOne
• Migrate Airport AR processes to JD Edwards EnterpriseOne
• Utilize Positive Pay Program
• Re -configure Depreciation Defaults
• Compensation Pay in Lieu of Overtime
• Configure EEO Reporting
• Configure Reporting for New Hires
• Configure Wage Attachment Workbench
• Redefine Process to Support Calculating and Recording Longevity/Stability
• Redefine Benefit Enrollment Process and Configure Software to Support the new Process
• Configure Import Capabilities to the Fixed Asset Master
• Re -configure HR Multiple Home Companies
• Configure PO Generator
Services and Deliverables
Denovo will provide qualified JD Edwards's consultants to provide the services to perform this migration project,
as described within this SOW, where services will be invoiced monthly to Client on a Time & Materials basis
and associated with major milestones and deliverables per commitments prepared during the first weeks of the
project. The services to be provided are:
a) Functional application consulting services for all modules, including client training, currently being
utilized by the Client, including, General Accounting, AP, AR, Budgeting, Project Accounting, Fixed
Assets, Purchasing, Sub Contracting, Inventory, Human Resources and Payroll.
b) CNC consulting services for the proper installation of the JD Edwards EnterpriseOne 9.0 software and
the corresponding servers and environments required for the proper functioning of the software.
c) Technical consulting services as required to support the migration of custom World reports and World
software modifications, plus any new modifications to base J.D. Edwards EnterpriseOne 9.0
functionality which supports existing Client processes with programs which do not exist in the Client
current version of J.D. Edwards World 7.3. The number of objects modified is limited to 8 custom
COBAL programs, 100 World Writers, 40 FASTRS and 30 RPG programs. Additional development
work will be authorized through the Denovo change order process.
d) Project Management consulting services, to support the Client's project manager with preparing project
plans, timelines, status reports, issue tracking, etc.
e) Training services are restricted to:
a. 40 hours of UPK training, where documentation is created by The Client;
b. 80 hours of application training support;
c. Training approach is that Client's employees will be leading the training classes while Denovo
consultants support them.
Schedule
Based on the changes noted above, the "Go -live" date is expected to be March 22, 2010. As a contingency
April 19, 2010 will be the fall back date.
Version 3.0 091608 Page 2
*Actual Cost, Per Diem, Not to Exceed, Not Reimbursed
Version 3.0 091608 Page 3
Addl
Hourly
Original
Addl Hrs
3122
Hrs for
4119
Bill
Original
Extended
for 3122
Extended
4119
Extended
Extended
Role
Rate
Hours
Total
Go -live
Total
Go -live
Total
Total
Senior Project
$145.00
498
$72,210.00
140
$20,300
74
$10,730
$103,240
Manager
Solution
Assurance
$145.00
284
41,180.00
10
1,450
19
2,755
45,385
Consultant
Senior
Application
$140.00
449
67,350.00
160
24,000
110
16,500
107,850
Consultant —
HCM
Senior
Application
$150.00
510
71,400.00
303
42,420
88
15,400
129,220
Consultant —
Financial
Senior Developer
$120.00
402
48,240.00
60
7,200
25
3,000
58,440
Senior CNC
$130.00
402
52,195.00
132
17,160
30
3,900
73,255
Consultant
Sub total
2,545
$352,575.00
805
$112,530
346
$52,285
$517,390
Contract
Addendum
$112,530
$52,285
$164,815
Total
Expenses
(reimbursed according to the following schedule)
Expense
Action`
Detail/IVotes
Airfare
Actual Cost
Per guidelines stated in City of Lubbock Travel &
Expense Policy
Meals and Incidental Expenses
Per Diem
Per guidelines stated in City of Lubbock Travel &
Expense Policy
Lodging
Actual Cost
Per guidelines stated in City of Lubbock Travel &
Expense Policy
Auto Mileage
Actual Cost
Per guidelines stated in City of Lubbock Travel &
Expense Policy
Parking
Actual Cost
Per guidelines stated in City of Lubbock Travel &
Expense Policy
Taxis, Car Rentals, Gasoline
Actual Cost
Per guidelines stated in City of Lubbock Travel &
Expense Policy
Laundry (if onsite for 5+ straight days)
Actual Cost
Per guidelines stated in City of Lubbock Travel &
Expense Policy
Other expenses
Actual Cost
Per guidelines stated in City of Lubbock Travel &
Expense Policy
*Actual Cost, Per Diem, Not to Exceed, Not Reimbursed
Version 3.0 091608 Page 3
Other Terms and Conditions
(no changes to this section)
1. Client shall perform the following tasks and responsibilities in connection with the Consulting
Services being provided pursuant to this Statement of Work:
a. Client shall assign a primary point of contact to coordinate project activities with Denovo resources.
b. Client shall make available at reasonably scheduled times, and with reasonable frequency, access
to staff that are knowledgeable in the details of the services to be performed.
c. Reasonable access to servers and other network -attached hardware will be provided for the
purpose of installation, configuration and testing the software components.
d. Client IT staff members shall be available as needed with reasonable notice to provide information
on current and pending IT processes and practices related to the services.
2. Client shall provide the following Client -provided Materials in connection with the Consulting
Services being provided pursuant to this Statement of Work:
a. In order to maximize the benefit of the services performed under this statement of work, Client shall
provide copies of relevant documentation as available for providing services.
3. Client shall provide the following Facility Resources in connection with the Consulting Services
being provided pursuant to this Statement of Work:
a. General access to the Client's network and e-mail system (as necessary) shall be provided for the
consultants executing the activities identified in this Statement of Work, consistent with applicable
Client policies and access control measures.
b. A suitable workspace and access to meeting rooms as necessary (subject to scheduled usage)
will be provided. Remote access (via secured VPN) will be provided as necessary.
4. Deviations to the scope of the project will be addressed with a change order that must be submitted
in writing and approved by the parties.
(The rest of this page is left intentionally blank)
Version 3.0 091608 Page 4
IN WITNESS WHEREOF, the parties have caused this Statement of Work to be executed by their duly
authorized representatives.
EXECUTED as of the 25th day of February 2010.
CITY OF LUBBOCK ("Client') Denovo Ventures, LLC ("Denovo")
Tom Martin, Mayora(oedde, Presidela -and Chief Operating Officer
ATTEST:
CQ -- nn --
,
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Rebec a Garza, City Secretary
APPROVED AS TO CONTENT:
C_,,� Lll�- -
Mark Vearwoobl
Chief I formation Officer
Assistant City Manager
APPROVED AS TO FORM:
Chad Weaver
Assistant City Attorney
Version 3.0 091608 Page 5