HomeMy WebLinkAboutAmendments to Professional Services Agreement - Reductions and Expansions to Scope of ERP System – Crowe LLPH
1316 COUNTY -CITY BUILDINGCf
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227 W. JEFFERSON BOULEVARD
PEACE
SOI ITH BEND. INDIANA 46601-1 830 �•
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CITY OF SOUTH BEND PETE BUTTIGIEG, MAYOR
BOARDU LIC WORKS
December 19, 2019
Ms. Jeanne M. Owings
Crowe LLP
330 E. Jefferson Blvd.
South Bend, IN 46601
RE: Amendments to Professional Services Agreement
Dear Ms. Owings:
PHONE 574/235-9251
FAx 574/235-9171
The Board of Public Works, at its meeting held on December 19, 2019, approved the
above referenced agreement for reductions and expansions to the scope of the ERP system
in the amount of ($103,700) for a new total of $2,870,300.
Enclosed please find the original of the contract for your signature. Please sign and
return the original agreement to our office and retain a copy for your records.
If you have any further questions regarding this matter, please call this office at (574)
235-9251.
Sincerely,
' Xl�
l
Linda M. Martin, Clerk
Enclosure
GARY A. GILOT GENEVIEVE E. MILLER ELIZABETH A. MARADIK LAURA L. O'SULLIVAN THERESE J. DORAU
Exhibit A
Statement of Work
Number 001 Page 1 of 8
1. Client/Contract:
Board of Public Works of the City of South Bend, IN.
This Statement of Work outlines the Reductions and Additions to the Scope of the City of South Bend
("the City") ERP Replacement Project resulting from Prototyping activities during the Configure Phase.
This Statement of Work is subject to the City of South Bend Services Agreement for Enterprise
Resource Planning Services Agreement effective October 9, 2018. The terms of the Contract are
hereby incorporated into this Statement of Work.
2. Description of Services and Tasks
During Prototyping and other discussions, the City of South Bend and Crowe identified certain system
customizations that, after both parties having learned more about the ERP system and the City's
business needs, have been eliminated from the original project scope and that the City has requested
to be added to the scope of the project as noted below. The breakdown of this Statement of Work
includes the following:
A. Credits for Requirements Removed from Scope
• Removal of Data Conversions
• Removal of Interfaces
• Removal of the Inventory Module from scope
B. Additional Requirements Added to Scope
• 3Interfaces
1 Customization
Crowe will perform design, development and testing services for the additional scope consistent with the
original Statement of Work.
A. Credits for Requirements Removed from Scope
Reductions of Scope
Throughout the project, the Crowe team and the City have identified an additional 7 specific
requirements / areas that are no longer required and are no longer in scope. Since these items have
been removed, Crowe will credit the City for not implementing the requirements/areas listed below.
1 INV-420 ' Data Conversion Item Master The City has decided not to implement
inventory in Dynamics, and this conversion
as no longer needed,
2 INV-430 Data Conversion Inventory Locations & The City has decided not to implement
On Hand Balances inventory in Dynamics, and this conversion
is no longer needed.
, Iir
Page 1
3 BUD-245 Data Conversion
4 INV-440 Interface
5 INV-450 Interface
6 BUD-245 Interface
7 N/A Implementation
Activities
• Data Conversion Credit
• Interfaces Credit
Inventory Implementation Credit
Total Credit: ($89,100)
Jobs & Positions
The City has decided not to use personnel
cost projections in Budget Planning, and
an automated conversion for this is no
longer needed.
3. Fleet Management
The City has decided not to implement
(Inventory Values)
inventory in Dynamics, and this interface is
no longer needed.
4. Gas Boy (Inventory)
The City has decided not to implement
inventory in Dynamics, and this conversion
is no longer needed,
12. HR Positions and
The City has decided not to use personnel
Salary Costs
cost projections in Budget Planning, and
this interface is no longer needed.
Implementation of the
The City has decided not to implement
Inventory module in
inventory in Dynamics, and the following
Dynamics
; activities will not be executed as a result of
this decision:
• Inventory conference room pilot
preparation and execution
Inventory training sessions
($12,000)
($38,100)
($39,000)
Please note we ripd not rernove any support hours because of the scrape reduction.
B. Additional Requirements Added to Scope
Additions to Scope
Throughout the project, Crowe and the City have identified 4 additional specific requirements / areas
that are to be added into the scope of the implementation. Below are the types of Interfaces and
customizations captured during this process:
3 Interfaces
• 1 Customization
Below we have provided details regarding each of the changes. Crowe and the City will review and
mutually agree on the disposition of each item before it is finalized and deployed to the production
environment.
nlli vve Page 2
Additions to Scope I Enhancements
The following are the requested changes.
Interface Procurement
Post Cutover 7 & Sourcing Dynamics I the Inventory module, the City
Vendor File would like to send the Dynamics
with Faster for Vendor File to Faster so that the $12,500
Inventory vendors can be used when
2 75720 Interface Accounts
Post Cutover Payable
3 75283 Interface Accounts
Post Cutover Payable
inlerTao vvnn the aecision to not implement
Purchases purchasing inventory from Faster.
Interface With the decision to not implement
Inventory the Inventory module, the City
Invoice would like to bring in payments to
Journals from be made to vendors for inventory
Faster to purchased through the Faster
Dynamics 365 system as Invoice Journals that
will include actual Dynamics
vendors as the Payee (see item #
1 above) that will result in
payments being made to their
inventory vendors..
Interface
The City would like to bring in
Invoice
refunds of overpayments and
Journals from
deposits from enQuesta, the new
enQuesta
utility billing system, as Invoice
(Utility Billing)
Journals that will result in
to Dynamics
payments being made to their
365
customers.
$14,000
$8,300
4 75799 Customization Fixed Assets : Add 'Division' The City would like to add the
operating unit Division code to the Fixed Asset
to the fixed table to enable further definition of
asset table ownership and to better meet
report sorting needs. $1,200
Please note, Crowe assumes that
the Division Operating Unit will not
be added to any reports
Total Additions. $36,000
Total Additions: $36,000
Crowe
Page 3
Interface Descriptions
1. Dynamics Vendors to Faster (for Inventory Purchases)
Source: Dynamics 365
Target: Faster
Frequency: As needed
Direction of Integration: One-way
Summary: The City needs the ability to integrate vendor information from
Dynamics 365 to Faster. This is needed to support purchasing
processes that will be performed in Faster.
Below is a summary of the expected interface:
• Crowe assumes that the vendor export file from Dynamics to Faster will be three flat
files.
• Crowe assumes that no mapping tables are required in Dynamics. Crowe assumes
that Faster will accept all values in the flat file from Dynamics.
• Crowe assumes that vendor information, vendor addresses, and vendor contact
information will be included in the flat file interface.
• Crowe assumes that the interface will flag inactivated vendors for Faster.
• Crowe assumes that the interface will pass a complete list of all vendors, vendor
addresses, and vendor contacts.
• This interface will be implemented after cutover. Crowe and the City will mutually
agree on the timing of implementing this interface — based on the timing of the City's
Faster implementation.
2. Inventory Invoice Journals from Faster to Dynamics 365 (Fleet management)
Source: Faster
Target: Dynamics 365, Accounts Payable
Frequency: As needed
Direction of Integration: One-way
Summary: The City needs the ability send Invoice Journals from their fleet
management system (Faster) to Dynamics to be processed and paid.
Below is a summary of the expected interface:
• Crowe assumes that the City will provide a flat file that will conform to the Dynamics
format.
• Crowe assumes that no mapping tables are required in Dynamics. Crowe assumes
all values in the flat file will match applicable values in Dynamics.
• Crowe will develop an interface that passes invoice transactions from Faster to
Dynamics 365 as an AP Invoice Journal within Dynamics.
• Crowe assumes that Faster will send Dynamics 365 the following information: Valid
vendor ID, Invoice ID, method of payment, transaction date, quantity, unit price, remittance
information, and all applicable accounting information (valid account segment values).
• This interface will be implemented after cutover. Crowe and the City will mutually
agree on the timing of implementing this interface — based on the timing of the City's
Faster implementation.
Crowe
Page 4
3. Invoice Journals from enQuesta (Utility Billing)
Source: enQuesta
Target: Dynamics 365, Accounts Payable
Frequency: As needed
Direction of Integration: One-way
Summary: The City needs the ability to send Invoice Journals from their new utility
billing system (enQuesta) to Dynamics to be processed and paid.
Below is a summary of the expected interface:
• Crowe assumes that the City will provide a flat file that will conform to the Dynamics
format.
• Crowe assumes that no mapping tables are required in Dynamics. Crowe assumes
all values in the flat file will match applicable values in Dynamics.
• Crowe will develop an interface that passes invoice transactions from enQuesta to
Dynamics 365 as an AP Invoice Journal within Dynamics.
• Crowe assumes that enQuesta will send Dynamics 365 the following information:
Valid vendor ID, Invoice ID, method of payment, transaction date, quantity, unit price,
remittance information, and all applicable accounting information (valid account
segment values).
• Crowe will write additional logic in the interface to systematically create a new vendor
in Dynamics if a new vendor ID comes over from enQuesta that doesn't exist in
Dynamics. Note: It is assumed that the enQuesta file will include the vendor remit -to
addresses, method of payment, and payment terms. Please note, Crowe will treat
this as one interface.
• This interface will be implemented after cutover. Crowe and the City will mutually
agree on the timing of implementing this interface — based on the timing of the City's
enQuesta implementation.
Please note, it is anticipated that this interface will leverage some of the code
developed for interface #2 above (Inventory Invoice Journals from Faster to
Dynamics 365. It is also assumed that the Faster interface will be developed and
implemented before the one with enQuesta. Should the enQuesta interface be
implemented first, we would flip the costs associated with Interfaces #2 and #3.
3. Assumptions:
1. The City will make resources available to assist in the development and testing of any changes
that were added to scope.
2. The City will make resources available to review and approve the functional designs
associated with the new changes being added to scope.
3. It is assumed that the new interfaces included in this SOW will be delivered post cutover.
Crowe and the City will work together to determine the timing. It is assumed that the fixed
asset customization will be delivered by the end of conference room pilot so it can be tested
prior to cutover. The City will communicate the timing of the changes to all functional area
owners impacted.
4. City functional area owners will be responsible for signing off on their respective changes at
the end of conference room pilot testing (or after cutover, if the item will be delivered post-
cutover).
Crowe
Page 5
5. The City will deploy resources as needed to assist with the testing of the changes to
Dynamics outlined in this change order, once the Crowe development team makes them
available for testing during Conference Room Pilot or post-cutover.
6. No additional post -implementation support hours have been factored into this change
request.
7. The Crowe Project Manager will integrate the work of this SOW into the Master Project Plan,
including any of the standard project management artifacts and communication tools
disseminated on a regular basis (status report, etc.).
8. This statement of work does not alter the overall project schedule or timeline for cutover in April,
and all milestone dates remain as originally scheduled.
4. Fees and Billing:
Based on discussions with the City, Crowe will provide the services described in this Statement of Work
for a reduction of our original firm fixed fee of $53,100, the amount of the net credit as calculated below.
The following fees, credits and revisions to DEDs detail the revised costs to deliver the stated functionality
described in the Description of Services and Tasks section.
Total Credit Amount: ($89,100)
1 1 Additions to Scope — Interfaces / Enhancements $36,000
Total Additions to Scope: $36,000
Total Net Credit Amount ($53,100)
. Crowe
Page 6
Milestones
The following is a summary of the milestones outlined in the original SOW and SOW#1 that are
affected by the changes in scope. We have outlined the original milestones from the original SOW
and SOW#1, along with the revised milestones that take into account the changes in scope a net
credit of $53,100. Crowe and the City will work together to determine how to apply the credit.
Milestones Before the Changes in Scope
12:
Integration Development & Testing (part 2)
$106,850
19:
Data Conversion Development & Testing (part 2)
$84,000
24:
Conference Room Pilot Preparation (part 3)
$77,900
25:
Conference Room Pilot (first month)
$103,000
26:
Conference Room Pilot (second month)
$103,000
27:
Conference Room Pilot (final signoff)
$103,000
28:
End User Training (first set of classes)
$92,000
29:
End User Training (second set of classes)
$92,000
TOTAL $761,750
Revised Milestones - After the Changes in Scope
12: Integration Development & Testing (part 2)
$68,750
19: Data Conversion Development & Testing (part 2)
$72,000
24: Conference Room Pilot Preparation (part 3)
$68,900
25: Conference Room Pilot (first month)
$97,000
26: Conference Room Pilot (second month)
$97,000
27: Conference Room Pilot (final signoff) will include the Division customization
$98,200
28: End User Training (first set of classes)
$86,000
29: End User Training (second set of classes)
$86,000
Post Cutover: 2 Faster Interfaces *'New Milestone "
$26,500
Post Cutover: Utility Billing Interface "New Milestone
$8,300
TOTAL $708,650
COST REDUCTION ($53,100)
Crowe,
Page 7
5. Authorization:
If the services to be performed by Crowe and the terms of this Statement of Work as described above
are acceptable, please provide authorization to proceed by returning one copy of this document,
signed by the appropriate official of the City of South Bend.
SOUTH BEND CROWE LLP
(Client) (Crowe)
Signed w._.._..... .........._,.,....e.... Signed _...,...,.
Printed Printed
........
Title _._ ..........�
Title
Date Date
Crowe' �<
Page 8
Exhibit A
Statement of Work
Number 001 Page 1 of 8
1. Client/Contract:
Board of Public Works of the City of South Bend, IN.
This Statement of Work outlines the Reductions and Additions to the Scope of the City of South Bend
("the City") ERP Replacement Project resulting from Prototyping activities during the Configure Phase.
This Statement of Work is subject to the City of South Bend Services Agreement for Enterprise
Resource Planning Services Agreement effective October 9, 2018. The terms of the Contract are
hereby incorporated into this Statement of Work.
2. Description of Services and Tasks
During Prototyping, the City of South Bend and Crowe identified certain system customizations that,
after both parties having learned more about the ERP system and the City's business needs, have
been eliminated from the original project scope and that the City has requested to be added to the
scope of the project as noted below. The breakdown of this Statement of Work includes the following:
A. Credits for Requirements Removed from Scope
• Removal of Interfaces
• Removal of Preformatted Forms
• Removal of System Modifications
B. Additional Requirements Added to Scope
• New or Changed Labels / Fields
• System Modifications
• Reports/Inquiries
• Interfaces
Crowe will perform design, development and testing services for the additional scope consistent with the
original Statement of Work.
Crowe
P.ge
A. Credits for Requirements Removed from Scope
Reductions of Scope
Throughout prototyping, the Crowe team and the City have identified 11 specific requirements / areas
that are no longer required and are no longer in scope. Since these items have been removed, Crowe
will credit South Bend for not implementing the requirements/areas listed below.
1 iNV-450 Interface
2 FA-190 Interface
3 FA-200 Interface
4 FA-205 interface
5 PG-900 Interface
6 PG-905 Interface
7 AR-320
Form
8 PG-480
Form
9 AR-340
Form
10 N/A
System
Modification
11 N/A
System
Modification
Cash Receipt (Gas
This is included in another interface for
Boy) _ _-
Cash Receipts from Multiple City systems.
9. Fixed Assets
The City has decided that this interface is
(Collective
no longer needed. There are not enough
Quartermaster)
assets created to warrant this interface.
10. Fixed Assets/Cash
, The City has decided that this interface is
Receipt (City Works)
no longer needed. There are not enough
assets created to warrant this interface.
11 Fixed Assets
The City has decided that this interface is
(Maximo)
no longer needed. There are not enough
assets created to warrant this interface.
13. Project ID's
The City is unable to capture this
information at this time so no interface is
required.
14. Labor Cost by
The City is unable to capture this
Project
information at this time so no interface is
required.
Customer Statement
The City will generate Customer
statements on an ad -hoc basis rather than
recurring basis.
Project Invoice (for
The City determined that the project
reimbursement or
invoice proposal form was unnecessary for
drawdown of funds)
a mostly internal use document.
Collection Letter
The City uses a collection agency for its
collection process and does not issue
collection letters itself.
Recurring General
The City has decided that this requirement
Ledger Schedule
can be satisfied by Out of the Box
(Requirement 186-187)
functionality. Therefore this enhancement
is cancelled.
Contract Payment
The City has decided this enhancement
Schedule
would not be needed, and would be in
(Requirement 466)
violation of statute if the enhancement was
implemented.
• Interfaces Credit ($67,200)
• Forms Credit ($21,600)
• System Modifications Credit ($32,700)
Total Credit: ($121,500)
Tease note we did not remove any support hours because of the scope reduction.
1'. O CC
Page 2
B. Additional Requirements Added to Scope
Additions to Scope
Throughout prototyping, the Crowe team and the City have identified 11 specific requirements / areas
that are to be added into the scope of the implementation. Below are the types of enhancements
captured during this process:
• 1 nterfaces
• New Fields
• Label Changes
• Reports/Inquiries
• System Modifications
Below we have provided details regarding each of the enhancements. Crowe and the City will review
and mutually agree on the disposition of each enhancement before they are finalized and deployed to
the production environment.
Additions to Scope I Enhancements
The following are system modifications to Dynamics 365 for Finance & Operations.
1 59653 Interface Accounts
Receivable
N
3
4
51514 Customization Projects &
(Label Change) Grants
50918 Customization ; Procurement
(New Field) & Sourcing
49342 Customization Accounts
(Report/Inquiry) Payable
Billings from
The City would like to bring in the
$10,800
other systems
billings from the Utility Billing Software
into DFO
(TBD), Accela, RecTrac, TriTech,
ADSI, Elemos, TicketForce, and
Parking Ticket application (TBD)
systems to which Cash Receipt
Journals can be matched.
Rename Project
Dynamics out of the box has three
$8, 00
Controller to
fields on the project form for tracking
Project
individuals who can leverage the "My
Engineer
Projects" list page. Those are Project
Manager, project controller, and sales
manager. The City has asked to
change the label on Project Controller
to Project Engineer. This way the
engineer assigned to the project can
leverage the "My Projects" filtered list
page.
New LGBTE
The City would like to add the LGBTE
$4,500
field on Vendor
designation as a new field on the
Master and
Vendor Master and add the ability to
LGTBE
select the new field on the Vendor
designation on
Profile. No other inquiry screens will be
Vendor Profile
modified
Payment Report
The City would like to enhance the
$6,300
Modification
SSRS Payment Journal Report to
show the Invoice Description and
reference the Purchase Order (if
applicable) to facilitate Controller
payment approval.
Page 3
5 59651
Customization
Inventory
Add Warehouse The City would like to add the
$700
(System
to Master
Warehouse code to the Master
Modification)
Planning Form
Planning Form so that the form can be
filtered by warehouse. No other inquiry
screens will be modified
6 59650
Customization
Inventory
Check QTY on
The City would like the Firm button on
$4,100
(System
Master Planning
the Master Planning Form to infer the
Modification)
before Firming
Max reorder quantity for an item,
compare it to the Quantity on the
Planned Order generated by the
replenishment process, and if the
Planned Order Quantity is greater,
have the Planned Order put into Draft
status and submitted by the user to
Workflow for review and approval.
7 43895
Customization
General
General
The City would like to modify the
$1,100
(System
Ledger
Journals „
General Journal Form to make the
Modification)
Description
Description field required when
Required
processing journal transactions.
46271
Customization
Procurement
Reason to flow
The City would like the Reason from
$8,600
(System
& Sourcing
from PR to PO
the Purchase Requisition to flow onto
Modification)
the Purchase Order so that Purchase
Orders can be routed through workflow
based on the reason.
9 59652
Customization
Fixed Assets
Allow Non
The City would like to enhance Fixed
$1,100
(System
Financial Book
Asset transactions to allow the Non -
Modification)
for FA to post to
Financial Book Option to select
operating layer
different posting layers so that the City
can use the Operating Layer for
posting Fixed Asset_ transactions.
10 59218
Customization
Projects &
PO Fund
The City would like to override the
$21,200
(System
Grants
Default with
default of the Fund code from the
Modification)
Multiple Funding
Vendor so that the system can infer
Sources on
the Fund code from the Project
Project
Contract Funding Source Details when
a Purchase Requisition is being
created.
11 51493
Customization
Projects &
Show all project
A check box will be added to the
$3,900
(System
Grants
expenses that
Pasted Project Transactions List
Modification)
have A have not
page that will be updated when a
been capitalized
project expense is capitalized
through the Dynamics WIP
T' l V lc ess
_ Total Additions:
$70,900
Total Additions: $70,900
Crowe
Page 4
3. Assumptions:
1. Unless specifically agreed upon or stated otherwise, new fields will not be added to reports.
2. The City will make resources available to assist in the development and testing of any interfaces
that were added to scope.
3. The City will make resources available to review and approve the functional designs
associated with the new customizations being added to scope.
4. The enhancements included in this SOW will be delivered so they can be tested during
Conference Room Pilot. The City will communicate the timing of the enhancements to all
functional area owners impacted by the modifications.
5. City functional area owners will be responsible for signing off on their respective
enhancements at the end of conference room pilot testing.
6. The City will deploy resources as needed to assist with the testing of the enhancements to
Dynamics outlined in this change order, once the Crowe development team makes them
available for testing during Conference Room Pilot.
7. No additional post -implementation support hours have been factored into this change
request.
8. Any additional enhancements coming out of Conference Room Pilot will not be included in
this change order.
9. The Crowe Project Manager will integrate the work of this SOW into the Master Project Plan,
including any of the standard project management artifacts and communication tools
disseminated on a regular basis (status report, etc.).
10. This statement of work does not alter the overall project schedule or timeline and all milestone
dates remain as originally scheduled.
4. Fees and Billing:
Based on the information gathered during prototyping sessions and subsequent discussions with The City
of South Bend, Crowe will provide the services described in this Statement of Work for a reduction of our
original firm fixed fee of $50,600, the amount of the net credit as calculated below. The following fees,
credits and revisions to DEDs detail the revised costs to deliver the stated functionality described in the
Description of Services and Tasks section.
Total Credit Amount: ($121,500)
..._.. Additions to Scope — Enhancementent s L $70,900
Total Additions to Scope: $70,900
Total Net Credit Amount ($50,600)
Milestones
Crowe
Page 5
The following is a summary of the milestones outlined in the original SOW that are affected by the
changes in scope. We have outlined the original milestones from the original SOW, along with the
revised milestones that take into account the changes in scope a net credit of $50,600. Crowe and
the City will work together to determine how to apply the credit.
Milestones from SOW #1 - Before the Changes in Scope
11: Integration Development & Testing (part 1)
$128,000
12: Integration Development & Testing (part 2)
$128,000
13: Customization Requirements & Design
$26,000
14: Customization Development & Testing
$56,000
15: Pre -formatted Forms Design and Development
$98,000
24: Conference Room Pilot Preparation (part 3)
$92,000
TOTAL $528,000
Revised Milestones - After the Changes in Scope
11: Integration Development & Testing (part 1)
$106,850
12: Integration Development & Testing (part 2)
$106,850
13: Customization Requirements & Design
$32,850
14: Customization Development & Testing
$76,550
15: Pre -formatted Forms Design and Development
$76,400
24: Conference Room Pilot Preparation (part 3)
$77,900
TOTAL $477,400
COST REDUCTION ($50,600)
Crowe
Page 6
5. Authorization:
If the services to be performed by Crowe and the terms of this Statement of Work as described above
are acceptable, please provide authorization to proceed by returning one copy of this document,
signed by the appropriate official of the City of South Bend.
SOUTH BEND CROWE LLP
(Client) (Crowe)
Signed Signed
APPJQ VJW
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Printed Printed
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Title _ ..... Title
Date«�...,..,,�....P.�. ,_.�u� .�, ».�...a� date
Crowe
Page 7
BOARD OF PUBLIC WORKS
AGENDA ITEM REVIEW REQUEST FORM
Date 12/9/2019
Name Matthew Coats
Department Admin
Finance
BPW Date 12/17/2919 Phone Extension 5817
��tmmu vyvvu�w mmmrtar ��r��u rsi�rsi�vrm�mM�mPa�nnnmr��
... .....w._.......
...........................
Re wired Prior to Submittal to Board _
BPW Attorney EJ Attorney Name Elliot Anderson Sandra KennedITITITITITITITITITITITITITITITITIT� ITIT
Dept. Attorney Attorney Name Elliot Andersen Sandra Kennedy
—......................... .. �...�w�
Purchasing Michael Schmidt
Check the Appropriate Item Twe —
❑ Professional Services Agreement ❑ Contract
E] Open Market Contract
® Amendment/Addendum
Bid Opening
❑ Bid Award
❑ Quote Opening
E] Quote Award
0 Proposal Opening
0 C/O & PCA No.
❑ Chg. Order, No.
F� Traffic Control
E] Other:
q ir Red Information
All Submissions
L j Proposal
Special Purchase, QPA
Req. to Advertise
❑ Reject Bids/Quotes
PCA
Resolution
Ease./Encroach
❑ Title Sheei
Company or Vendor Name Crowe LLP
New Vendor E] Yes ppg
No
If Yes, Approved by Purchasing
MBE/WBE Contractor ❑ MBE Completed E-Verify Form Attached No
Project Name ERP lr�.ilementatioii� ........ rr_.....,,,, ........
Project Number
Funding Source Other Professional Services
. .
Account No. 40406724153106
Amount......�. � `. _ . .. ............ .... ....:
Terms of Contract N/A
Purpose/Description This addendum reflects a net reduction of project costs after reductions and
expansions to this project's scope of work. At this time, we do not wish to
reduce the amount we expect to pay throughout the project and wish to kee
the original project amount available to use in the project.See memo for ful
context.
For Change Orders Only
Amount of Increase $
❑ Decrease J$ )
Previous Amount
$
Increase
_ %
Current Percent of Change:
Decrease
New Amount
$ �................................................%....
Increase,�.m,
�._w....
Total Percent of Change:
Decrease
( %
Time Extension Amount:
New Completion Date:
INNER -OFFICE MEMORANDUM
�Department of Innovation & Technology
City of South Bend 227 W Jefferson Blvd
TO: Board of Public Works, Linda Martin
CC: Daniel Parker, Benjamin Dougherty, Dan O'Connor
FROM: Matt Coats
SUBJECT: Addendum for ERP Implementation Project
DATE: 12/13/2019
Linda and Members of the Board,
We are submitting for approval an addendum to the Scope of Work with Crowe LLP for
implementation of the Dynamics 365 Finance and Operations (DFO) ERP system.
Over the course of the project, we have identified areas of the Scope of Work the DFO
implementation team felt were no longer necessary while also discovering the need to expand
the Scope of Work in other areas. The two documents attached to this request are the change -
order documents provided by Crowe, and detail these reductions and expansions to scope.
As reductions to scope have been greater than the expansions to scope, we have accumulated
a credit of $103,700 against the original budget of $2,974,000. To account for this reduction of
cost, Crowe wishes to reduce the amount they intend to invoice us for future deliverables, as
described in the change order documents provided by Crowe. As amounts owed for
deliverables was detailed in the Scope of Work, we bring this addendum to the Board given
those amounts have now changed.
Please note that while we do have a credit available for the project, we do not yet wish to
reduce the total amount we have budgeted for the project. With more than six months
remaining in our project timeline with Crowe, we are holding any credits accumulated within
the project budget should we identify the need to expand Crowe's Scope of Work, such as but
not limited to further software training, enhancements to the software, or support after go -live.
Thank you,
Matt Coats