HomeMy WebLinkAboutResolution - 2003-R0137 - Professional Services Agreement - VIA Technology - 04/10/2003Resolution No. 2003-RO137
April 10, 2003
Item No. 14
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, an Agreement by and
between the City of Lubbock and VIA Technology and LLC, for Workforce Automation
(WFA)—Labor Scheduling, Time and Attendance and Import/Export Utility, and related
documents. Said Agreement 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 this 10th day of
ATTEST:
Reb cca Garza
City Secretary
nnnI
APPROV AS TO C TENT:
Craig R6rmer,
Managing Director of Planning/Transportation
APPROVED AS TO FORM:
William de Haas
Contract Manager/Attorney
CCdocs/kbNIA Tech-Citibus.res
March 31, 2003
A Resolution No. 2003-RO137
April 10, 2003
-4v Item No. 14
'- W
Workforce Automation Software Agreement
This Agreement is between VIA Technology, LLC and Citibus, for Workforce Automation (W FA)—Labor
Scheduling, Time & Attendance & Import/Export Utility. This agreement begins upon both parties signing the
agreement.
1. Both parties agree that WorkforceRO1 will be providing the implementation and training services to Citibus.
2. Upon both parties signing this agreement, WorkforceRO1 will begin the implementation process and will
provide required resources for execution of the agreement.
3. Upon both parties signing this agreement, Citibus will provide reasonable resource(s) to assist
WorkforceRO1 with the Kick-off Meeting, gathering of business and scheduling requirements, and product
implementation.
4. WorkforceRO1 will do 80% - 90% of the product implementation with Citibus doing up to 20% of the
required tasks to increase user acceptance and knowledge of the system. WorkforceRO1 and Citibus will
share in the Project Management responsibility and success for each phase of the implementation, which
includes:
a. Initiating
b. Planning
c. Execution
d. Stabilization
e. Closing -- Implementation to Support Hand -Off
5. The product implementation will begin as soon as possible upon signing of this agreement, and will include
(see Addendum A for details):
a. WorkforceRO1 will complete initial set-up and configuration of W FA for Citibus.
b. WorkforceRO1 will provide the 1 -Power User training class comprised of 2 - 6 people and 1 -End
User training class comprised of 2-6 people.
c. Standard support will be provided by the WorkforceRO1 support center.
d. All hardware, software, and database licenses to be provided by Citibus.
5. The following pricing includes Software, Maintenance & Support and Implementation costs
Page 1 of 6
-4vA
Software License- 125 employees
Implementation Estimate*
Annual Software Maintenance & Support **
Total 1St Year Investment
$19,500
$12,000
$3,510 (18% of
software price)
$35,010
*Implementation estimate will be more defined by a detailed project plan; after a complete needs analysis has
been performed.
**Maintenance & Support beyond the first year will be billed on an annual basis.
1. Maintenance—Maintenance plans allow WorkforceRO1 customers to upgrade to the newest
release of Software, as well as any Service Packs that become available on the current version.
2. Support—Standard WorkforceRO1 support provides the customer with unlimited technical phone
support during business hours, which are 8:OOam-5:OOpm CST.
6. Payment terms of $23,010 for software, and first year support and maintenance are due upon receipt of the
signing of this agreement. Product implementation expenses are due upon receipt of invoice.
7. Product implementation costs, estimated at $12,000, are defined in the Implementation Costs Addendum A.
Implementation costs will be billed out as incurred on a time and material basis by WorkforceRO1.
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A
__
IN WITNESS WHEREOF, the parties have caused these preterits -to be executed in duplicate as of the
day and year first above written.
RECIPIENT
VIA T ology, C
Signature
ex-zlll
Printed Name
Title
a� Z,vj 3'
Date
SPONSOR
The City of Lubbock
Mayor
Date: April 10, 2003
APPROVED AS TO FORM:
William de Haas
Contract Manager
APPROVED
ATTEST:
Rebecca Garza
City Secretary
APPRO S TO CON ENT:
ai armer
Managing Dir of Plan/Trans
Page 3 of 6
Addendum A
WorkforceROI Implementation Agreement
Installation, Implementation and Setup
Database will be configured by WorkforceROI based on the information received during the Kick Off
meeting and during the review of current scheduling methodology. This will be completed prior to the
commencement of any training.
• Implementation will include the configuration of the Workforce Automation software.
• Test schedule runs will be conducted.
• End User Documentation will be provided on the Workforce Automation software.
Training Content
• Training will cover the following topics:
o Modifying the employee information including updating employee information, availabilities
and proficiencies
o Fixed and Rotational Shifts
o Running schedules
o Modifying shifts within the Edit Shifts window
o Late Changes/Swap Shifts functionality
o Reporting capabilities and costing reports
• End User Training comprises of a class size between 2-6 people.
• Power User Training comprises of a class size between 2-6 people.
Support
• Standard support is available 8:00 a.m. — 5:00 p.m. CST Monday through Friday. Calls placed to the
WorkforceROI support center will receive a response within six (6) business hours. Additional support
is available after 5:00 p.m. CST Monday through Thursday at a rate of $75/hr. billable in 1/2 hour
increments with no minimum requirement. Support is also available on weekends (Friday evening
through Sunday evening) at a rate of $100/hr. with a 2 -hour minimum requirement.
Project Management
• Project management is factored into the implementation quote.
• Implementation quote/estimate is based on a four to six-week timeframe.
Development
• Estimate does not include costs for additional integrations/interfaces and/or costs to develop further
documentation for other customizations, integrations, interfaces or custom reports. Additional
development work requested by the Citibus will be billable at $125 per hour.
Product Implementation Expenses
• Actual travel and expense costs are additional (hotel, airfare, meals, etc). These expenses will be
billed as they are incurred and shall be reasonable and supported by proper documentation.
Addendum A
Page 4 of 6
A
WorkforceROI Implementation Agreement Continued
Citibus - Implementation Estimate
Modules To Be Implemented Last Updated
Dynamic Scheduling 3/18/2003
Time and Attendance including Work Rules
1 site with a total of 125 employees
Phase
Task
Number of
Hours
Planning (2 week timeframe)
Identify and document success factors
1
Document Proposed Project Workplan
3
Conduct Kick Off Meeting
4
Review Current Scheduling Methdology
2
Gather Requirements/Conduct Workshops
8
Document requirements in Workbooks
2
Issue Management
4
Project Status Meetings
2
Executing (2 - 3 week timeframe)
Configure Import/Export Manager for import of employees
and export of clockings
5
Configure Employee Information
4
Configure the Dynamic Scheduling Module
20
Configure the Time and Attendance Module
1
Configure the Work Rules Module
4
Configure Application Security
2
Install Workforce applications (Server + 2 clients)
3
Conduct Power User Training (1 session)
8
Conduct Scheduling Training (1 session)
8
Conduct Time and Attendance Training (1 session)
4
Issue Management
6
Project Status Meetings
3
Stabilization (2 week timeframe)
Execute Application System Test including export of
clockings.
4
Execute Application Parallel Test
16
Issue Management
2
Project Status Meetings
2
Consulting to Support Handoff (2 week timeframe)
Issue Management
1
Project Status Meetings
1
Total Project Hours
120
Total; cost
Page 5 of 6
$ 12,000.00
A
IW
Assumptions
Estimate does not include any costs for integrationsrnterfaces. Does not include costs to develop further documentation for
other customizations, integrations, interfaces or custom reports.
All hardware, software, and database licenses to be provided by client
After initial training, scheduling Manager will enter employee availabilities and proficiencies for their department.
As part of the implementation, WorkforceROI provides a standard package of Job Aids in addition to our User Manual.
Customized job aids can be provided (upon client request) at an additional charge.
Power User and End User Training comprises of class size between 3 - 6 people.
End User Training comprises of class size between 3 - 6 people.
Application Parallel and System tests will be done over 2 consecutive weeks.
Estimated hours for project management is based on a 3 - 4 week implementation timeframe with 2 weeks of parallel systems
and 2 weeks of going live. Additional hours may be required for a longer implementation.
Configuration of Work Rules module includes setup and testing of basic work rules. Does not include any setup or testing of
advanced union work rules.
Maintenance of the Work Rules and any additional training will be conducted after the customer has gone live with Time and
Attendance.
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