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HomeMy WebLinkAboutStatement of Work No. 003 – Reduction of DFO Project Scope - Crowe LLP1316 COUNTY -CITY BUILDING 227 W. JEFFERSON BOULEVARD SOUTH BEND, INDIANA 46601-1830 CITY OF SOUTH BEND JAMES MUELLER, MAYOR WORKSBOARD OF PUBLIC March 10, 2020 Mr. Shawn Kane Crowe LLP 330 E. Jefferson Blvd. PO Box 7 South Bend, IN 46624-0007 RE: Statement of Work No. 003 Dear Mr. Kane: PHONE 574/235-9251 FAX 574/235-9171 The Board of Public Works, at its meeting held on March 10, 2020, approved the above referenced no cost statement of work for the reduction of the DFO project scope. Enclosed please find the original of the statement of work for your signature. Please sign and return the original statement 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, Linda M. Martin, Clerk Enclosure GARY A. GILOT ELIZABETH A. MARADIK THERESE J. DORAU JORDAN V. GATHERS JOSEPH R. MOLNAR Exhibit A Statement of Work Number 003 Page 1 of 5 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 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 2 Customizations B. Additional Requirements Added to Scope • 3 Customizations 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 2 specific customizations 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 listed below. 1 51514 Customization Rename Project The City has decided not to implement this Controller to Project customization in Dynamics _Engineer 2 59218 Customization PO Fund Default with The City has decided not to implement this Multiple Funding customization in Dynamics Sources on a Project Crowe � Page 1 B. Additional Requirements Added to Scope Additions to Scope Throughout the project, Crowe and the City have identified 3 additional customizations that are to be added into the scope of the implementation. Below we have provided details regarding each of the customizations. 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. Please note, Crowe will prioritize the work on these customizations; however, we are not committing to having them in place by cutover on April 1. Additions to Scope I Customizations The followi 77670 Customization Procurement Filtered List of The City would like to reduce user & Sourcing Main entry error as people choose the Accounts main accounts across purchase That Are requisitions, purchase orders, and Allowable for vendor invoices. Purchasing Activity Note, instead of preventing the main account from showing up in the drop- $6,300 down, we will display a hard -stop validation message when the Purchase Requisition, Purchase Order, or Vendor Invoice is submitted to workflow. This validation will only apply to these 3 forms. 79955 Customization Procurement Enhance All The City would like to be able to run & Sourcing purchase an inquiry that shows all purchase Order Lines order lines and improve upon the Inquiry in functionality currently in place for the Accelerator Purchase Order Lines Inquiry. The following is expected to be added to the inquiry: financial dimension name, accounting date, vendor name, PO status, PR ID, product name, last date invoiced, ordered amount, invoiced amount, invoiced remaining, received amount (if applicable), $8,400 invoiced quantity, and pending invoice. Note, instead of "Encumbered amount" "Relieved amount, "Remaining encumbrance" we will display "Ordered" "Invoiced", "Invoiced remaining" from the line amounts screen. For financial dimension names they will be displayed when you hover over the account string. Crowe tlk� Page 2 3 80255 Customization Procurement P-Card The City would like to make sure that & Sourcing Attachment P-Card attachments are required on Needed the P-Card transaction before it is approved and posted. We will add a checkbox configuration to the AP/P-Card Parameters to indicate whether an attachment is $2,850 needed in order to mark a transaction as reviewed. If it is turned on, a hard - stop validation message will be displayed if the P-Card transaction is marked as reviewed and there is no attachment at the header level. Total Additions: $17,550 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 possible that the new customizations will not be delivered until after cutover. Crowe and the City will work together to determine the timing. The City will communicate the timing of the changes to all functional area owners impacted. 4. 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. 5. City functional area owners will be responsible for signing off on their respective changes before they are promoted to production. 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. GI"ot �o Page 3 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 $10,855, 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. Additions to Scope Total Net Credit Amount Milestones $17,550 ($10,855) The following is a summary of the milestones that are affected by the changes in scope. We have outlined the original milestones, along with the revised milestones that take into account the changes in scope a net credit of $10,855. Crowe and the City will work together to determine how to apply the credit. Milestones Before the Changes in Scope 30: Cutover Preparation & Execution $127,000 TOTAL $127,000 Revised Milestones - After the Changes in Scope 30: Cutover Preparation & Execution $98,595 New Customization: Filtered List of Main Accounts ** New Milestone ** $6,300 New Customization: Enhance PO Line Inquiry ** New Milestone ** $8,400 New Customization: P-Card Attachment Needed ** New Milestone ** $2,850 TOTAL $116,145 COST REDUCTION ($10,855) Page 4 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 (Client) Signed Printed Titles Crowe Page 5 CROWE LLP (Crowe) Signed Printed Title Date INTER -OFFICE MEMORANDUM MACE' Department of Innovation & Technology City of South Bend 227 W Jefferson Blvd 16 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: 3/3/2020 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 document attached to this request is the change -order documents provided by Crowe, and detail these reductions and expansions to scope. This change order includes a reduction in scope amounting to $28,405, and additions to scope amounting to $17,550, with a net credit to the project amounting in $10,855. 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 go -live a month away, 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 BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM Date 03/03/2020 Name Scott Matthew Coats Department Admin & Finance BPW Date 3/10/2020 Phone Extension 5817 to Submittal to Bo ..........__....__ ..................................�.IT Review and Approval �r��v��l l and ._._._..� 1 1 Required Prior.. ...............�a Diversity Compliance ❑ Officer Name Michael Patton �...._. _. and Inclusion Officer BPW Attorney Attorne y Name lay a licl)aniels Dept. Attorney Attorney Name Sandia Kennedy,Elliot Anderson Purchasing ® Michael Schmidt � Check the A ............ ❑ Professional Services Agreement Open Market Contract E] Bid Opening Quote Opening ❑ Proposal Opening ❑ Chg. Order, No. L] Other: Ite Item Type- Contract ® Amendment/Addendum ❑ Bid Award ❑ Quote Award ❑ C/O & PCA No. ❑ Traffic Control RcVired.ln.formation All Submissions Proposal LJ Special Purchase, QPA E] Req. to Advertise E] Reject Bids/Quotes [] PCA Resolution Ease./Encroach11 ❑ Title Sheel Company or Vendor Name Crowe LLP m. ❑ ..Nos.❑....I� f..Y�e�s....Approved by Purchasing.........................................................................�.� New Vendor MBE/WBE Contractor ❑ MBE Completed E-Verify Form Attached E] Nos WBE Project Name Project Number Funding Source Account No. Amount Terms of Contract Purpose/Description Other Professional Services 40406724153106 $0.00 N/A 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 on Final pEo mect amount available to use in the project. See memo. For Iagg Orders On Amount of ❑ Increase $ E] Decrease$ Previous Amount $ ..................................�.�.�.�.......................o� Increase...........�.� �o Current Percent of Change: Decrease ( % New Amount $ Increase % .............................................. Total Percent of Change: Decrease % Time Extension Amount: New Completion Date: