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SOUTH BEND_]NDIANA 46601-1$30
CITY OF SOUTH BEND PETE BUTTIGIEG, MAYOR
BOARD OF PUBLIC WORKS
September 27, 2016
Mr. Fabian Asin
Adoxio Business Solutions
8201 164th Ave NE
Suite 200
Redmond, WA 98052
PHONE 574/235-9251
FAX 574/235-9171
RE: Amendment to Professional Services Agreement — Change in Go Live Date to
September 27, 2016
Dear Mr. Asin:
The Board of Public Works, at its meeting held on September 27, 2016, approved the above
referenced agreement in the amount of $47,950.00.
Enclosed please find an original of the agreement for your signature. Please sign and return
the original to our office and keep a copy for your records.
If you have any further questions regarding this matter, please call this office at (574) 235-
9251.
Sincerely,
Linda M. Martin, Clerk
Enclosure
c: Dan O'Connor, IT
GARY A. GILOT DAVID P. RELOS ELIZABETH A. MARADIK TAMES A. MUELLER THERESE J. DORAU
MWIll
radox-io
BUSINESS SOLUTIONS
CHANGE REQUEST FORM
This Change Request is made pursuant to the South Bend Professional Services Agreement -
Adoxio - MS Dynamics DRM Implementation dated December 22, 2015 between the City of
South Bend and Adoxio Business Solutions.
rrePdMU1 rurc uan u-uonnor rroiect Name: Citizen 311 CRM System
Prepared by: Fabian Asin Contributors:
Date Initiated: Sep 07, 2016 Name of Fabian Asin
Requestor•
Change Request # 01 — Additional hours required to complete the project
aription of raoxio required me Toiiowmg additional hours to Go Live on Sep 27, 2016
ige Request: _
Over Budget
Hours
59.00
.$ _
Amount
10,325.00
Required to Go Live Sep 27
175.00
$
_
30,625.00
Contingency
40.00
$
7,000.00
TOTAL
274.00
$
47,950.00
a_ion for Due to many changes in the scope, large amount of rework, and changing the Go Livf
Request: Date a few times; the original 1,129 hours were not sufficient to complete all the tasks
to Go Live on Sep 27-2106.
Project Impacts
Adoxio is committed to not exceed these 274 additional hours to complete the tasks
and Go Live on Sep 27 2016. It's assumed that the scope is already defined as the
meeting on Aug 31, 2016 and no more changes to the scope will be accepted.
scope was required by South Bend
Budget: 274 Hours - Amount CR 01 $47.950.00 - Adoxio won't exceed this amount unless there are
new requirements added into the scope.
Schedule: Go Live Sep 27, 2016
a d o x i o. c o m Adoxio Business Solutions
Page 1
rdoxdo
BUSINESS SOLUTIONS
Approver Comments
By signing below, the City of South Bend and Adoxio agree to incorporate the changes
summarized herein into the existing project definitions. Unless explicitly stated otherwise,
the terms set forth in the original proposal shall apply.
Approve/Reject
Change Request ❑ Approved ❑ Rejected
Disposition:
Approvals Board APPROnl)of Public Works
For Client
Fabian Asin — CRM Program Manager
adoxio.com
Page 2
Date
Date: Sep 07, 2016
Adoxio Business Solutions
BOARD OF PUBLIC WORKS
AGENDA ITEM REVIEW REQUEST FORM
Date 09/09/2016
Department
Name Daniel O'Connor
Innovation &
Technology
BPW Date 09/27/2016 Phone Extension 6201
Required Prior to Submittal to Board
Legal ® Attorney Name Michael Schmidt
Controller ® Controller review is required for all Contracts $5,000.00 or more and
greater than one year in length per the City Purchasing Policy
Purchasing
Check the Appropriate Item Type — Required for All Submissions
❑ Agreement ❑ Contract ❑ Proposal ❑ Addendum
® Professional Services ❑ Resolution
❑ Bid Opening ❑ Bid Award ❑ Req. to Advertise ❑ Title Sheet
❑ Quote Opening ❑ Quote Award
® Change Order No. ❑ C/O & PCA No. ❑ PCA
❑ Ease/Encroach. ❑ Traffic Control
❑ Other:
Company or Vendor Name
New Vendor ❑ Yes ® No ❑ If Yes, Approved by Purchasing
MBE/WBE Contractor ❑ MBE ❑ WBE
MBE/WBE Contractor Requested ❑ No ❑ Yes Name of Company
Project Name Microsoft Dynamics CRM Implementation
Project Number
Funding Source
Account No.
Amount
Terms of Contract
Purpose/Description
IT
$ 47,950
Change Request amount not to exceed $47,950
Professional Services Agreement — Adoxio — MS Dynamics CRM
Implementation dated December 22 2015. This requested change
is due to changes in scope rework and adjusting out the go live
date to 09/27/2016.
❑ Required Contractor's Certification Form Attached (Non
Collusion, Non -Discrimination, Non -Debarment, E-Verify, Iran, etc.)
Amount of ZI Increase
❑ Decrease
Previous Amount $
Current Percent of Change: 26
New Amount $ 217,7
Total Percent of Change:
Copy Original
❑ ❑
7,950
After Approval
BOARD OF PUBLIC WORKS
AGENDA ITEM REVIEW REQUEST FORM
❑ ❑