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HomeMy WebLinkAboutCAG2019-479 - Original - Collaborative Solutions, LLC - Human Capital Management & Automation (HCMA) Master Service Agreement - 01/06/2020 Agreement Routing Form KEN T For Approvals,Signatures and Records Management WASHINGTON This form combines&replaces the Request for Mayor's Signature and Contract Cover Sheet forms. (Print on pink or cherry colored paper) Originator: Lynnette Smith Department: IT Date Sent: 11/22/19 Date Required: 12/06/19 R o Authorized Director or Designee Date of Q, to Sign: ✓ Council 11/05/19 QMayor Approval: Budget Grant? ❑ Yes No Account T20202.64190.1800 Number: Type: N/A Vendor Name: Collaborative Solutions, LLC Category: Contract = Vendor 2133649 Sub-Category o Number: R Project E Name: HCMA/Human Capital Management & Automation 0 = Project Details: One-time cost for implementation-Professional Services c 0 Agreement Basis for 0 Amount: $1,871,535 Selection of Direct Negotiation a Contractor: a Start Date: 11/21/19 Termination Date: 11/20 20 Notice required prior to Yes No Contract Number: c44<s—aio1, — 4f 7� disclosure? Date Received by City Attorney: Comments: RECEIVE® ,= RECEIVED (f�J- 0 ci of nt EDIT `/ a Date Routed to the Mayor's Office: in d Date Routed to the City Clerk's Office: cr Date Sent to Originator. Visit Documents.KentWA.gov to obtain copies of all agreements adccW22373_6_19 IT DEPARTMENT Mike Carrington, Director Phone: 253-856-4607 Fax: 253-856-4700 220 Fourth Avenue S. Kent, WA. 98032-5895 DATE: October 22, 2019 TO: Committee of the Whole FROM: Mike Carrington, IT Director SUBJECT: HCMA/Human Capital Management & Automation — Authorize Software and Implementation Contracts MOTION: Recommend Council authorize the Mayor to sign all contracts and other documents necessary with Workday, Inc. and Collaborative Solutions, LLC for software subscription, maintenance and implementation services, for an initial three-year term and a total project cost not to exceed $2,150,000, and authorize all subsequent contract renewals within established budgets, subject to final contract terms and conditions acceptable to City Administration and the City Attorney. SUMMARY: The HCMA/Human Capital Management and Automation project's primary objective is to systemically resolve the City's human capital management and automation "pay" related business process issues focusing on fixing and improving HR, Finance, IT and Citywide Timekeeping workflows. Supporting this work will include the deployment of a new business system technology platform—Workday to be implemented by Collaborative Solutions, LLC—on or before EOY 2020, at a cost expected not too exceed $2,150,000. The key business driver associated with HCMA is to minimize and where possible eliminate sources of systemic process errors by implementing the necessary measures to continually improve end-to-end personnel, employee benefits, scheduling, timekeeping and payroll accuracy including responsive time entry, in-place and post-payroll processing. This is to be achieved by transforming the City's related business practices to documented exception management-based transactions. In support of these transactions, the entire HCM Human Capital Management business space will be complimented by an automated and comprehensive business system technology platform—Workday with Collaborative Solutions, LLC as the implementation vendor. The draft contracts provide for an initial term of three years, which will thereafter automatically renew on a yearly basis unless terminated in accordance with the agreements' terms. The cost for the initial three-year term of Workday's contract is $749,748, with $249,916 due upon contract signing. The one-time cost for implementation professional services with Collaborative Solutions is $1,809,874, which will be paid over the Q4-2019 through Q4-2020 deployment timeline as services are performed. EXHIBITS: 1. Workday, Inc. a. Subscription Order Form b. MSA/Master Subscription Agreement c. Workday Delivery Assurance SOW/Statement of Work d. Universal Data Processing Exhibit e. Universal Security Exhibit f. Workday Training Order Form 2. Collaborative Solutions, LLC a. MSA/Master Services Agreement b. SOW/Statement of Work c. Solutions Proposal 3. JDE 9.1 and HCMA Diagrams BUDGET IMPACT: The overall budget is estimated to be $2,150,000. Major components of the budget include: • Software: $1,380,000, which includes both implementation professional services and first year subscription fees • Integration: $250,000 to build integrations between software systems • Staff Backfill: $320,00 to create 2 term-limited positions to backfill staff in Human Resources and Payroll • Contingency: $200,000 Funding is expected to come from the Capital Resources Fund. Approximately $1.2 million will be covered by the Q4 SST mitigation payment, with the remainder from fund balance in that fund. Our plan is to include the budget and FTEs on the Q2 supplemental budget adjustment for formal approval. STRATEGIC PLAN GOAL(S): ®Innovative Government—Delivering outstanding customer service,developing leaders,and fostering innovation. ®Evolving Infrastructure—Connecting people and placer through strategic investments in physical and technological infrastructure. ®Thriving Citv-Creating safe neighborhoods,healthy people,vibrant commercicd districts,and inviting parkv and recreation. ®Sustainable Services—Providing quality services through responsible financial management,economic growth,and partnerships. ❑ Inclusive Community-Embracing our diversity and advancing eauity through genuine community engagement. COLLABORATIVE Master Services Agreement SOLUTIONS MASTER SERVICES AGREEMENT This MASTER SERVICES AGREEMENT("Agreement"), made this 215Y day of November 2019 is hereby entered into between Collaborative Solutions, LLC, located at 11190 Sunrise Valley Drive,Suite 110, Reston,VA 20191 ("CSLLC")and The City of Kent located at 220 Fourth Ave. S. Kent,WA 98032 (the "Customer") . 1. Definitions: 1.1. "Deliverables" mean deliverables to be provided by CSLLC as part of the services under an applicable SOW. 1.2. "Intellectual Property Rights" means any and all intangible rights existing from time-to- time under the law of any jurisdiction, including patent law, copyright law, trade secret law, database rights law, unfair competition law,trademark law, or other similar laws or principles. 1.3. "Work Product" means all Deliverables, documents, designs, software, computer programs,computer systems,source code,object code,executable code,data,computer documentation and other work product and materials authored or prepared by CSLLC for the Customer in connection with the performance of the Services,whether completed or work in progress, and all Intellectual Property Rights in all of the foregoing excluding the Retained Intellectual Property. 1.4. "Force Maieure" shall mean events or circumstances not within CSLLC's possession or reasonable control which may include, but not be limited to, acts of God, acts of Government, flood, fire, earthquakes, civil unrest, acts of terror, strikes or other labor problems (other than those involving CSLLC employees), computer, or malicious acts including attacks on or through the internet, internet service provider telecommunications or hosting facility failures or delays involving hardware, software or power systems. 1.5. "Retained Intellectual Property" shall mean the Intellectual Property Rights in the methodologies, data, documentation, methods of analysis, ideas, concepts, know-how, models, software, tools, techniques, skills, knowledge and experience owned or possessed by CSLLC before the commencement of, or developed or acquired by CSLLC independently and apart from,the Services provided pursuant to this Agreement. 2. General Undertaking: The Parties are entering into this Agreement to establish a relationship whereby Customer may, from time to time, commission CSLLC to perform certain business consulting,technical consulting or other professional services for the Customer agreed to by both Parties("Services"). 3. Professional Service Orders: Work performed by CSLLC under this Agreement shall be described in a Statement of Work ("SOW"), which in each instance shall be incorporated herein as an addendum to this Agreement at a time when signed by an authorized representative of CSLLC and the Customer. Each SOW shall describe the labor rate, location,terms of payment, services to be provided by CSLLC and duration of such services. Execution of a SOW shall be considered a commitment by Customer to authorize and pay for the services described therein according to the terms and subject to the conditions of the SOW and this Agreement. Rev.03.19.2019 1 rCOLLABORATIVE Master Services Agreement SOLUTIONS 4. Obligations of CSLLC. 4.1. CSLLC shall in the development, production and delivery of the Deliverables comply with any quality, software development and production control standards and procedures specified or referred to in the applicable SOW. 4.2. Without prejudice to CSLLC's other obligations and Customer's rights under this Agreement, CSLLC shall without delay notify Customer if CSLLC determines a material delay in delivery is imminent. 4.3. Each Party shall, in connection with its performance, receipt and use of services, as applicable, hereunder,comply with all applicable international,federal,state or local laws and regulations. 5. Term: The Term of this Agreement ("Term") shall commence on the date set forth above and shall continue in effect for a period of one(1)year. This Agreement shall automatically renew for additional one (1)year periods unless terminated by either party in accordance with Section 8 of this Agreement.Termination shall have no effect on the Customer's obligation to pay for services rendered by CSLLC prior to the termination or expiration of the Agreement. 6. Invoices, Payments,Certain Costs&Taxes: All services rendered under this Agreement shall be invoiced monthly on a time and materials basis based on the hourly rates set forth in the SOW, unless a SOW specifically provides for milestone payments. In such event, however, Customer's obligation to pay CSLLC for work performed under that milestone is conditioned upon the Customer's acceptance of CSLLC's work as complete and conforming to this Agreement and the applicable SOW,by way of mutual consent and sign-off of the milestone's Deliverables as set forth in the SOW, as applicable .All invoices shall be paid within thirty(30) days from date of invoice. Any late payment of 60 days or more may be subject to costs of collection (including reasonable legal fees)and shall bear interest at the rate of one(1)percent per month or fraction thereof until paid. CSLLC may withhold Services if payments are not made within thirty(30)days after the due date of an invoice, except for any disputes that are being resolved by mutual agreement of the parties. Customer may withhold payment of current open invoice and advancement to the next Stage(as applicable)in the event of substantial and uncured deficiencies that prevent progression to the next stage,as set forth in the applicable SOW document. . Any and all fees associated with Customer's e-invoicing,portal,or payment solution will be the responsibility of Customer,without dispute. CSLLC will provide all necessary documents or invoices to confirm the fees, if such fees are incurred. Unless otherwise provided in a SOW, prices quoted do not include, and Customer shall reimburse CSLLC for reasonable business expenses incurred by CSLLC in connection with its performance of the SOW, including,without limitation,the cost of travel(air and cab fare, lodging,meal expenses, auto rental) and out of pocket costs for overnight courier; PROVIDED, that the same shall have first been approved in writing by Customer before being incurred by CSLLC. 7. Non-solicitation: During the Term and for a period of one (1) year thereafter, Customer agrees not to actively solicit the services or business of any CSLLC partner, employee, subcontractor(or employee / second tier subcontractor thereof) with whom it has directly interfaced during the course of providing Services covered by this Agreement, without the prior written consent of CSLLC. Rev.03.19.2019 2 eCOLLABORATIVE Master Services Agreement SOLUTIONS 8. Termination: The Customer may terminate this Agreement at any time, for any reason or no reason at all, with ninety (90) days advance written notice to CSLLC. Either party may terminate this Agreement for cause in the event that the other party is in material default of this Agreement and has not cured such failure or commenced corrective action to cure such failure such is reasonably acceptable to the other party in the reasonable exercise of its discretion,within thirty (30)days after receipt of notice outlining in detail such material default. 9. Insurance: CSLLC agrees to provide and maintain in effect at all times during the Term of this Agreement, at CSLLC's sole expense, at a minimum, the following insurance coverage: (i) comprehensive general liability insurance with a combined limit of Two Million Dollars ($2,000,000) in aggregate with limit of One Million Dollars ($1,000,000) per for occurrence for personal injury,and property damage liability inclusive of all premises and operations, and broad form property damage,and endorsed to include coverage for products and completed operations contractual liability and independent contractors. CSLLC shall maintain professional errors and omissions insurance coverage (which shall include cyber liability coverage) with a minimum of Five Million Dollars ($5,000,000) per occurrence and Five Million Dollars ($5,000,000) in the aggregate. The foregoing insurance shall be written on an occurrence basis. 10. Confidential Information: Except as expressly permitted hereunder, each Party shall hold in confidence and not use or disclose any materials or information disclosed by the other Party during the term of this Agreement that are marked"confidential"or"proprietary,"or that contain personal data of Customer's employees and personnel ("Personal Data"), or other materials or information that by their very nature are clearly and reasonably regarded as the confidential information of such Party ("Confidential Information"). Each Party shall treat the other Party's Confidential Information with at least the same degree of care it uses to prevent unauthorized disclosure or use of its own Confidential Information, but in no event less than a reasonable degree of care. Confidential Information will not include any materials or information that the recipient can prove(i) is now,or later becomes,through no act or failure to act on the part of the receiving Party, generally known or available to the public; (ii) is known by the receiving Party at the time of disclosure as evidenced by its records; (iii)is furnished to the receiving Party by a third party, as a matter of right and without restriction on disclosure; (iv) is independently developed by the receiving Party without any breach of this Agreement; or (v) is the subject of a written permission to disclose provided by the disclosing Party. The Parties are permitted to disclose Confidential Information in response to an enforceable order by a court or other governmental body, a subpoena duces tecum, as otherwise required by law, or as necessary to establish the rights of either Party under this Agreement; provided, however, that the Party disclosing such Confidential Information shall use its best efforts to provide reasonably prompt prior written notice to the other Party of its intended disclosure of the Confidential Information (except as prohibited by applicable law) to enable the other Party to seek a protective order or otherwise prevent such disclosure. 10.1. Non-Disclosure. Unless otherwise directed by Customer, CSLLC agrees that it will not at any time, either during or after the term of this Agreement, (i) use Confidential Information for its own or fora third party's purpose;(ii)disclose or permit to be disclosed to any person any Confidential Information; or(iii) permit any person to examine and/or make copies of any reports or any documents that contain or relate to such Confidential Information. Upon termination of this Agreement, CSLLC will deliver to Customer all documents, papers and other matter in CSLLC's possession or under CSLLC's control that contain or relate to such Confidential Information. CSLLC further agrees that CSLLC shall Rev.03.19.2019 3 COLLABORATIVE Master Services Agreement SOLUTIONS not disclose any information to Customer on a confidential basis or incorporate in a Deliverable any information that is considered confidential by CSLLC or a third party without such information being identified and marked as confidential and approved in writing by Customer prior to such disclosure or incorporation. 10.2. The obligation of non-disclosure shall not apply to information which (i) was in the possession of CSLLC prior to disclosure hereunder; or(ii) was in the public domain at the time of disclosure or later became part of the public domain without breach of the confidentiality obligations herein contained;or(iii)was disclosed by a third party without breach of any obligation of confidentiality owed to Customer; or (iv) was independently developed by the CSLLC. The exceptions listed above in clauses (i) through (iv) above do not apply to Personal Data. 11. Proprietary Rights: All Work Product delivered to Customer by CSLLC under the applicable SOW (whether or not the SOW is completed), are the property of Customer and all title and interest therein shall vest in Customer and shall be deemed to be, to the fullest extent permitted by law, a work made for hire and made in the course of the services rendered hereunder. Customer shall have the unlimited right to make, have made, use, import, sell, offer to sell, reconstruct, repair, modify, reproduce, publish, distribute, exhibit, perform or display publicly and prepare derivative works of the Work Product, in whole or in part, or combine the Work Product with other matter, or not use the Work Product at all, as it sees fit. To the extent that title to any such works may not, by operation of law,vest in Customer or such works may not be considered works made-for- hire, all rights, title and interest therein are hereby irrevocably assigned to Customer by CSLLC. To the extent any Work Product incorporates or is delivered with any Retained Intellectual Property, CSLLC hereby grants Customer a non-exclusive, non-transferable, royalty-free right to use such Retained Intellectual Property solely for purposes of utilizing the Work Product,and such right will be perpetual to the extent Customer is not in breach of this Agreement or otherwise challenging CSLLC's rights in the Retained Intellectual Property. 12. Disputes, Choice of Law: This Agreement shall be governed by and construed in accordance with the substantive laws of Washington State without regard to principles of conflicts of laws. 13. Warranty: CSLLC warrants that services contracted will be provided in a professional and workmanlike manner. Customer must notify CSLLC of any warranty deficiencies within 30 days from the later of: (i) completion of performance of the Services described in the SOW document or change order; or (ii) Customer's applicable project's "go live" date. For any breach of the warranty, Customer's exclusive remedy, and CSLLC's entire liability, shall be the re-performance of the deficient services in a timely manner,and if CSLLC cannot correct a breach or a performance failure in a commercially reasonable manner, Customer may terminate the relevant services and CSLLC will refund the fees paid by Customer for the specific deficient services in question and any reasonable costs incurred by the Customer in remedying the deficiency. 14. Limitation of Liability: EXCLUDING INDEMNIFIED CLAIMS UNDER SECTION 16, CSLLC'S LIABILITY UNDER THIS AGREEMENT SHALL NOT IN THE AGGREGATE EXCEED THREE TIMES THE TOTAL CONTRACT PRICE PAID OR TO BE PAID UNDER THIS AGREEMENT, PROVIDED, HOWEVER, SUCH LIMITATION SHALL NOT APPLY TO CSLLC'S GROSS NEGLIGENCE OR WILLFUL MISCONDUCT.WITH THE EXCEPTION OF A PARTY'S GROSS NEGLIGENCE OR WILLFUL MISCONDUCT, IN NO EVENT SHALL EITHER PARTY BE LIABLE, WHETHER IN CONTRACT, TORT OR OTHERWISE, FOR ANY INDIRECT, INCIDENTAL OR CONSEQUENTIAL DAMAGES (INCLUDING LOST SAVINGS, PROFITS OR Rev.03.19.2019 4 COLLABORATIVE Master Services Agreement S0LUTI0NS BUSINESS INTERRUPTIONS) ARISING OUT OF OR PERTAINING TO THE SUBJECT MATTER OF THIS AGREEMENT, EVEN IF A PARTY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. THE LIMITATIONS IN THIS SECTION SHALL APPLY TO THE MAXIMUM EXTENT PERMITTED BY LAW AND EVEN IF AN EXCLUSIVE REMEDY FAILS OF ITS ESSENTIAL PURPOSE. 15. Disclaimer: WITH THE EXCEPTION OF WARRANTIES AND REPRESENTATIONS HEREIN, CSLLC DISCLAIMS ALL OTHER REPRESENTATIONS OR WARRANTIES, INCLUDING ANY IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, NON- INFRINGEMENT, DATA ACCURACY, SYSTEM INTEGRATION, OR QUIET ENJOYMENT. NEITHER PARTY SHALL BE LIABLE FOR LOSSES OR DAMAGES RESULTING FROM OR DUE TO SITUATIONS RESULTING FROM FORCE MAJEURE. 16. Indemnity: CSLLC shall indemnify, defend and hold harmless the Customer, and its and their respective directors, officers and employees (the "Customer Indemnified Parties") from and against any and all damages(including taxes), losses, and all related costs and expenses, including reasonable legal fees and disbursements, and costs of investigation, litigation, settlement, judgment, appeal, interest, fines and penalties (collectively, "Damages") related to: its negligent performance of this Agreement that results in personal injury or tangible personal property damages, or to a third party in connection with a claim of such third party (the foregoing, collectively, "Claims" and each a "Claim") to the extent arising out of or relating to an allegation that the Services or Work Product provided by CSLLC infringes or misappropriates such third party's copyrights or trade secrets. CSLLC's obligations under this Section are conditioned upon: (i) Customer providing reasonably prompt notice of any Claim to CSLLC; (ii) CSLLC having full control over the defense or settlement of such Claim with counsel of its choice; and (iii) Customer's reasonable cooperation with CSLLC, at CSLLC's cost and expense, in connection with the settlement and defense of such Claim. Notwithstanding anything to the contrary contained in this Agreement, CSLLC shall have no liability or obligation under this Section or otherwise under this Agreement to the extent a Claim is based upon or arises from (a) use of the Services or any deliverable in combination with software, hardware or other technology not provided by CSLLC, (b) any acts, omissions, products or services of Workday, Inc. or any other third party supplier or contractor of Customer, (c) any specifications, data, materials or other information provided by Customer to CSLLC, or(d)the negligence or willful misconduct of Customer. 17. Order of Precedence: The terms and conditions of the body of this Agreement shall control over terms and conditions in an SOW. Notwithstanding the foregoing, when a SOW expressly references a term or condition of the body of this Agreement and expressly states the intent of the Parties to override such term or condition,the applicable term or condition of such SOW shall control for purposes of that particular SOW. 18. Assignment: Neither party may assign any of its rights or obligations hereunder, whether by operation of law or otherwise, without the prior written consent of the other party (not to be unreasonably withheld). Notwithstanding the foregoing, either party may assign this Agreement in its entirety (including all SOWS), without consent of the other party, in connection with a merger, acquisition, corporate reorganization, or sale of all or substantially all of its assets not involving a direct competitor of the other party, but in such an event,the non-assigning party shall have the right to terminate this Agreement upon the giving of thirty (30) days advance written notice to the assigning party.Any attempt by a party to assign its rights and obligations under this Rev.03.19.2019 5 COLLABORATIVE Master Services Agreement SOLUTIONS Agreement shall bind and inure to the benefit of the parties, their respective successors and permitted assigns. 19. Entire Agreement: This Agreement constitutes the entire agreement between the Parties with respect to their subject matter and shall not be modified or rescinded except by a writing signed by the Customer and CSLLC. The SOWS are incorporated herein by this reference. The provisions of this Agreement supersede all contemporaneous oral agreements and all prior oral and written quotations, communications, agreements, understandings of the Parties, and written or oral representations of either Party with respect to the subject matter of this Agreement, and any letter of intent or memorandum of understanding executed by the Parties with respect to the Services. This Agreement shall govern the rights and obligations of the Parties beginning on the Services Start Date. 20. Relationship of the Parties: The parties are independent contractors. This Agreement does not create nor is it intended to create a partnership, franchise, joint venture, agency, fiduciary or employment relationship between the parties. 21. Marketing/Customer Reference: Customer agrees to be a reference account for CSLLC. CSLLC may use Customer's name and logo on CSLLC's website and in its customer lists, marketing collateral and material, case studies, and investor information. CSLLC may issue a press release regarding this Agreement or the scope of Services performed for Customer. 22. Notices: Whenever under this Agreement or any SOW notice is required or permitted to be given, such notice shall be in writing and effective upon receipt. All notices shall be hand delivered,sent by a reputable commercial overnight courier, or mailed by registered or certified United States mail, return receipt requested, postage prepaid, and addressed to the addressee at its address set forth below. Such notice shall be effective and deemed received for purposes of this Section 22 three (3) days from the date sent by registered or certified mail, and one (1)day from the date sent by hand,facsimile or overnight courier to the addresses set forth below. A Party may change its address, fax number or email address information for notice by giving prior written notice of the new address in conformity with the foregoing and the date upon which such new address will become effective. To Customer: To CSLLC: The City of Kent Robert Maller, President and CCO Information Technology 220 Fourth Ave S. Collaborative Solutions, LLC Kent, WA 98032 11190 Sunrise Valley Drive, Suite 110 Reston,VA 20191 IN WITNESS WHEREOF, for adequate consideration and intending to be legally bound, the Parties hereto have caused this Agreement to be executed by their duly authorized representatives. Collaborative Solutions, LLC. The City of Kent Rev.03.19.2019 6 COLLABORATIVE Master Services Agreement SOLUTIONS Robzrt IN-21,2019! Signature Signature Robert Mailer Print Name Print Name Nov 21, 2019 't I t D, Date Date Rev.03.19.2019 7 W O O O O O O O O O O O O O O O O O O O O O O O O O O o O O O O O O O O O O O O O O O O O O O O O O O O O O U O O O In O O to 0 0 0 0 L0 _Ln O LO 0 0 0 0 0 0 0 0 0 0 0 0) (00 � V LO ao (MO_ Cl) C 00 O (NO M 00 N � V 00 00000 N m 0 CO O V V M_ Fes- CA (n (0 N N V (0 (n N 00 N r co O Lo (o M O N L L R O M CO 00 C14r to r O M M f- (A r N r r I- LO N C r m L r-+ Cl) K � C H E .E O CO -0 a rn � Q O m e- N U _I U) MO O O 0 O O O O O O O O O O O O O O O O O O O O O 0 0 p- N N F- Ui 0 (u o 0 o O o O o o O o 0 0 0 0 0 0 o O o 0 0 0 0 0 o O O LO N C �O O r• 2 U O O O aOo ODD (00 OM m0 N (n O N_ COO 0 CDD � N ON O 0 0 (00 O0D >> O O) :, � K 1 (O f� V .- O N V .- 0 M 00 I- V 00 0 .- O Oco IT Cl) CO J CO O m � E IL M tT M M tN O COO M pNj O O Cn CD M O N L6 (f') V (h U) CN O N .- N N N +�+ � > Q N N M > > o *k i 0 LOC co C:) v C � O m °) 0 O O O > C) L o o a Em m L c� 0 ° V U � O m a � 0 m o CO LO L O m Y N 0 ' L y_ U) N O L 00 rn rn rn C O O m a) ('M 00 L � 0) in L L i L L L L (E N E >� O O �.,� V r L L 'C N 0) N i L N 0 CO -o Er (B C DO M oCN x v oo 0) 0 co L (n 0 V N Q N °- O L CO M x Lo N X ON L ` x ++ Q �- L L co X L L x X L L N N t x o o L N 70 � N d fR L (O rco — 0 CO L L X N t j co x - � .N- N O }r 4 CO 0 (n = CO) p c o ° � �' CO _ _C CN X - ono x X L O ; N (� 04 c4 N « m Q N Y — > rn X LO t cn ifl (� ao r — a�D N rn N cn — — L N (D N > CD L — — (A (n U co > "' fn > N to LO > O 0 t ER 0 � in 0 U OD > - � — U) LO U � > N > CO rn N cn — > — CO > > p % — � Q. > o o > (n x > d v, cNi �- <V o ('n rn ° p > d -> a u, a o L 0 > U a a o c> o U) o o 0, Q _!. > rn . U - d 0 M -a � > o o U) E a .- o a a m C >, Q c () L N > `� a a�ci cn d o o Y 2 E a 0 a Q Q c — c L N p 0 O o c U C C Q (D m V w p W E '� o � c U (D o aci m .E Jn °� cu a aa'i 0 E c aa) m > m > ♦ 1 N N d LL w 2 W' U CO a H Q I- J 2 U m I- C H F- U G H V O -0 °i (D T� N "a d O O '�Jo O O Y O ., Co O Co N U O O W" m co rn U N v (�ANQ O N -C (0 (D m "O N Q Q � �- _O C, >_ H O L O 7 (D ram-+ Cn CO U) Y V (n 0 M "T LO 0 1-- ap M O N M V (C) 0 r N N N N N N N D O o cn a cQ' a n c� co r.. o m — m O 0 -, D o CD (D v m 0--A o O N < CD 3 a CDC CD O O N O 7 O m c M. � N a O K 00 00 Ln W W Ln C) C) CD 0 O O COLLABORATIVE SOLUTIONS Statement of Work Workday Deployment Services for KENT ''A'A 5 H I N G T (; N STATEMENT OF WORK FOR WORKDAY DEPLOYMENT SERVICES This Statement of Work("SOW') is made on this 21s' day of November 2019 (the"SOW Effective Date'l by and between City of Kent("Customer), having its principal place of business at 220 Fourth Avenue South, Kent, WA 98032 and Collaborative Solutions, LLC, a limited liability company ("CSLLC'), having its principal place of business at 11190 Sunrise Valley Drive, Suite 110, Reston, VA 20191 for Services scheduled to begin on January 6, 2020 ("Start Date's and expected to end on October 23, 2020. This SOW, together with the Agreement, sets out the terms pursuant to which CSLLC will provide certain Services, as further described below. This SOW is being entered into in connection with and subject to the terms and conditions contained in the Master Services Agreement between CSLLC and Customer dated as of November 21, 2019 (the"Agreement'. All capitalized terms used herein that are not otherwise defined shall have the same meaning as ascribed to such terms in the Agreement. 1.0 Scope of Work The Scope of Work set out below describes the limits of the implementation in terms of organization, functionality, data conversion, integrations, reports, change management and training which will be a part of the project. 1.1.Organization Scope 1.1.1. Person Population: Population Type Count Active Employees Nine hundred thirty-four 934 Contingent Workers Process Only, none to load Retirees Sixty-three 63 Re r . Americas United States of America 1.1.2. Language: English. All communication, documentation, data and deliverables will be in English. 1.1.3. Currency: United Stated Dollars 1.1.4. Security: Single sign-on and activation of Workday Factory delivered security groups. 1.2. Functionality Scope The following Functional Areas will be configured within the Workday application. This project is being deployed using CSLLC's CynergyTm methodology. HCM: Core United States of America Compensation: Core United States of America Benefits United States of America Recruiting United States of America Learning Management United States of America Performance Management United States of America City of Kent and Collaborative Solutions, LLC Statement of Work August 21,2019 Locati Absence Management United States of America !!!!1 Time Tracking United States of America Payroll United States of America Mobile Solutions United States of America Employee Self-Service United States of America Manager Self-Service United States of America Configuration of the Functional Areas above will be limited to the functionality Scope contained in Appendix D of this SOW. 1.3. Data Conversion Scope Five (5) data load cycles are included in the Scope of Work of this SOW. Data from Customer's copy of current production systems will be converted into Workday during each of the conversion cycles without data scrambling or masking. Data scrambling or masking is not included in the Scope of Work of this SOW, with the exception of email addresses for all person types which will be masked until the Gold/pre- production build. The data load cycles for this SOW include: • Foundation tenant • Configuration tenant • End-to-End tenant • Parallel tenant • Gold/pre-production tenant The data validation reports will be provided as a starting point for data conversion files, Minor modifications will be necessary for Customer specific requirements of additional data points, however any additional changes to the delivered reports will require a change order. 1.4. Interfaces/Integrations Scope The integrations listed in the Appendix B are included in the Scope of the project. Below is a summary of the integration counts. Integrations Owner Cloud Enterprise Interface Workday Other Connect Builder(EIB)/ Studio (CC) Document (Studio) Transformation Service DTS CSLLC Nine 9 Two 2 Five 5 One 1 Customer Zero 0 Six 6 Zero 0 Zero 0 I.S. Report Scope All Workday delivered standard reports associated with the Scope listed in Section 1.2 are included in the Scope of Work of the project. If CSLLC has included a set number of hours of assistance for additional custom reporting support and training as part of CSLLC's estimate, it will be identified in the pricing section of this SOW. Any specific custom reports listed in Appendix B are included in the Scope of the project. 2.0 Services and Responsibilities August 27, 2019 This section identifies the Services to be performed by CSLLC and the Customer. Stage CSLLC Services Customer Responsibilities 71 Plan • Assemble the CSLLC project team ■ Identify and provide project team and project • Deliver discovery templates (deployment Subject Matter Experts (SME) discovery questionnaire, integration ■ Participate in functional and technical planning discovery) sessions ■ Create integrations discovery list ■ Provide input into the project charter • Create the integration tracker(dashboard) • Provide input into the project plan • Conduct functional and technical project ■ Approve and sign—off on charter and project planning sessions plan ■ Create the project charter • Provide interface requirements and existing • Create the project plan sample files • Provide the data gathering workbook for ■ Notify third-party vendors for integrations and the foundation tenant obtain consensus on project timelines • Provide the sample data conversion and ■ Provide third-party contact information and validation strategy template confirm third-party providers agree to project ■ Provide design document templates timeline • Jointly schedule architect workshops (SMEs • Provide the completed discovery templates planning for design) ■ Identify initial risks and recommendations to • Create the executive presentation for reduce risk project kickoff meeting • Jointly schedule architect workshops (SMEs • Participate and support the project kickoff planning for design) meeting ■ Begin inventory of what is available for the • Provide test strategy sample template communication, training, and champion • Work with Customer to set up the Secure activities File Transfer Protocol (SFTP) site for • Complete Workday training including integration sharing confidential/private employee data and functional training • Build foundation tenant/Copy production ■ Lead project kick off meeting tenant to configuration tenant • Provide plan and policy documents • Provide exception reports/issues log from • Work with CSLLC to set up SFTP site for sharing tenant build confidential/private employee data • Deliver CynergyTm tenant validation reports ■ Provide implementation tenant for exclusive use and support validation efforts of foundation in this project tenant • Provide person data for build of foundation ■ Provide stage sign-off document tenant and submit to SFTP • Review and resolve issues from exception reports • Validation of foundation tenant build • Sign-off on stage Architect • Manage the project plan • Provide input to the project plan ■ Conduct architect workshops (design • Hold steering committee meetings sessions) • Provide project SMEs for architect workshops • Develop the CSLLC assigned integration • Participate in architect workshops design documents ■ Assist in clarifying configuration requirements • Provide the data gathering workbooks for ■ Setup SFTP site by Customer for integrations the configuration tenant ■ Conduct integrations architect workshop for • Deliver the initial functional design Customer assigned integrations documentation for sign-off • Develop Customer assigned integration design • Schedule recurring project meetings and documents status reporting Stage CSLLC Services Customer Responsibilities ■ Participate in weekly project meetings and m Participate in weekly project and workstream steering committee meetings meetings • Conduct weekly Project Management Office ■ Review and sign-off of functional and integration (PMO) status meetings design documents ■ Conduct weekly workstream meetings • Develop data conversion strategy and plan ■ Assist with questions regarding mapping of • Update data gathering workbooks for data to Workday data model configuration tenant ■ Build configuration tenant • Develop extract scripts and provide validated • Provide exception reports/issues log from extract data from legacy system(s) into one set tenant build of data into the CSLLC prescribed data • Deliver Cynergy'm tenant validation reports conversion templates for load to the Workday and support validation efforts of platform for the configuration tenant configuration tenant ■ Provide person data for configuration tenant and • Finalize tenant management plan submit to SFTP ■ Provide stage sign-off document • Validation of configuration tenant build ■ Review and resolve issues from exception reports ■ Review existing reports and confirming which Workday report will meet these needs and identifying any necessary custom reports as part of the architect stage • Define and document test plan and test scenarios (end-to-end, user acceptance and regression) ■ Sign-off on stage Configure • Manage the project plan, participate in • Provide input to the project plan and participate and weekly project meetings and steering in weekly project meetings Prototype committee meetings ■ Participate in weekly workstream meetings ■ Conduct weekly workstream meetings • Develop Customer-assigned integrations ■ Complete configuration in the configuration • Conduct unit testing of integrations developed tenant by Customer • Conduct unit test for configuration tenant • Create integration operations guides for all • Begin functional knowledge transfer Customer assigned integrations process during configuration tenant unit ■ Participate in functional knowledge transfer testing during configuration tenant unit testing ■ Jointly conduct Customer Confirmation • Jointly conduct Customer Confirmation Sessions Sessions E Finalize test scenarios, test scenario • Develop CSLLC assigned integrations assignments and detailed daily test plan ■ Conduct unit testing of integrations ■ Complete custom reports requirements developed by CSLLC • Sign-off on functional design documents after • Create Integrations operations instructions Customer Confirmation Sessions guides for CSLLC-assigned integrations ■ Develop extract scripts and provide validated ■ Contribute to updated functional design extract data from legacy system(s) into one set documents of data into the CSLLC prescribed data ■ Provide unit test scenarios from architect conversion templates for load to the Workday workshops and advise on Customer platform for the end-to-end tenant defined test scenarios • Provide person data for end-to-end tenant and • Provide a sample defect tracking log submit to SFTP • Design and develop reports as defined by ■ Update data gathering workbooks for end-to- Scope in Appendix B end tenant August 27,2019 Stage CSLLC Services Customer Responsibt sties ■ Deliver final CSLLC-maintained design ■ Validation of end-to-end tenant build workbooks to Customer at the end of the • Review and resolve issues from exception stage reports ■ Assist with questions regarding mapping of • Sign-off on stage data to Workday data model • Build of end-to-end tenant • Provide exception reports/issues log from end-to-end tenant build ■ Deliver CynergyTm tenant validation reports and support validation efforts of end-to- end tenant • Provide stage sign-off document Test ■ Manage the project plan and participate in • Provide input to the project plan and participate weekly project meetings in weekly project meetings ■ Participate in test kickoff session • Create/maintain defect tracking log • Conduct one-hour navigation review per ■ Lead test kickoff session workstream, at start of test cycle • Train and prepare testers for testing ■ Create integrations schedule recurrence • Execution of performance testing if required by tracker Workday • Support integration defect resolution for ■ Facilitate daily end-to-end or parallel meeting CSLLC assigned integrations • Coordinate on all tasks around latest Workday • Provide functioning CSLLC assigned update interfaces per the test plan • Execution of all test scenarios (end-to-end, user • Participate in one (1)thirty (30) minute acceptance and regression) and provide test daily end-to-end or parallel test status management(e.g. testing coordination, meeting, limited to one (1) CSLLC compiling scenarios, reporting metrics, etc.) functional workstream consultant and one • Perform issue resolution of end-to-end with (1) CSLLC integration consultant if CSLLC oversight applicable, for workstreams where there is ■ Provide functioning Customer assigned an open issue. interfaces per the test plan ■ Conduct up to five (5) one (1) hour • Participate in daily end-to-end status meetings knowledge transfer meetings, per • Customer SME to participate in knowledge workstream transfer meetings • Assist with questions regarding mapping of ■ Prepare for user acceptance testing data to Workday data model • Develop subset or supplemental scenarios for ■ Build of parallel tenant additional testing during Test stage • Provide exception reports/issues log from ■ Update system configuration as required parallel tenant build ■ Update design documentation (as required by • Deliver CynergyTm tenant validation reports internal Audit team) and support validation efforts of parallel • Manage and sign-off on all test results (end-to- tenant end, user acceptance and regression) • Provide sample deployment cutover plan ■ Complete test of extraction and load process for • Provide Workday Go-Live checklist catch-up data transaction entry ■ Provide knowledge transfer workbook for ■ Develop extract scripts and provide validated sign-off extract data from legacy system(s) into one (1) • Provide stage sign-off document set of data into the CSLLC prescribed data conversion templates for load to the Workday platform for the parallel tenant • Provide person data for parallel tenant and submit to SFTP City of Kent and Collaborative Solutions, LLC Statement of Work august 27, 2019 Stage VC Services Customer Responsibilities Update data gathering workbooks for parallel tenant ■ Validation of parallel tenant build • Review and resolve issues from exception reports • Complete catch-up data transaction entry for parallel • Execution of parallel per Customer-defined parallel test management strategy and success criteria ■ Develop deployment cutover plan ■ Complete and sign the Workday go-live checklist ■ Complete and sign-off on the knowledge transfer workbook • Sign-off on stage Deploy ■ Manage the project plan and participate in • Provide input to the project plan and participate weekly project meetings in weekly project meetings • Provide the Workday Go-live authorization • Manage and execute on deploy cutover plan • Schedule and conduct final Workday ■ Develop extract scripts and provide validated Delivery Assurance reviews extract data from legacy system(s) into one set • Update integration schedule recurrences of data into the CSLLC prescribed data tracker conversion templates for load to the Workday • Assist with questions regarding mapping of platform for the gold/pre-production tenant data to Workday data model ■ Provide person data for gold/pre-production • Build of gold/pre-production tenant tenant and submit to SFfP • Provide exception reports/issues log from • Update data gathering workbooks for gold/pre- gold/pre-production tenant build production tenant ■ Deliver Cynergyrm tenant validation reports ■ Validation of gold/pre-production tenant build and support validation efforts of gold/pre- ■ Review and resolve issues from exception production tenant reports ■ Support sandbox and production ■ Complete catch-up data transaction entry migrations by Customer • Conduct sandbox and production migrations of • Deliver CynergyTm tenant validation reports configuration and support validation efforts of sandbox ■ Verify migration of Customer assigned tenant integrations • Verify migration of CSLLC assigned • Jointly complete the Workday go-live integrations announcement • Schedule integrations according to the • Approve and sign-off on the Workday go-live integrations schedule recurrence tracker authorization ■ Schedule the transition to production ■ Create and distribute the Workday go-live support meeting with Customer (held after announcement move-to-production) • Solicit feedback from champions, stakeholders, ■ Jointly complete the Workday go-live and sponsors and determine additional activities, announcement as appropriate • Provide stage sign-off document • Continue delivering end user training and education ■ Begin evaluating end user adoption and define follow-up and actions • Continue delivering communications 0 Sion-off-- sta e Stage CSLLC Services Customer Responsibilities Post ■ Provide standby support after the move-to- • Staff and manage help desk Production production as defined by the number of • Make any updates to production Support weeks in the timeline outlined in Section • Sign-off on stage 3.3 ■ Conduct knowledge transfer sessions for CSLLC developed integrations • Provide stage sign-off document Organizational Change &Trainin OC&T CSLLC Services Customer Responsibilities Organizational • Develop the organizational change • Provide organizational change Change management strategy and timeline, counterpart(s) to regularly interface with Management and incorporate it into the overall CSLLC's OC&T team Workday project timeline • Provide input and approval of all facets of • Provide stakeholder and readiness the organizational change management assessment templates strategy and timeline • Support stakeholder identification and • Identify stakeholders, sponsors, and change analysis activities champions • Advise on project branding and provide • Conduct stakeholder identification and real-world examples readiness assessments • Conduct OC&T discovery session and • Establish and execute project branding architect workshop to assess and • Participate in OC&T discovery session and identify change management, architect workshop, including providing communication and training needs and required discovery information to plan approaches content for these meetings • Provide template and support the • Provide resource(s) to attend and engage in development of a Change Impact functional architect workshops to capture Analysis and Summary through the change impacts Architect stage • Co-lead development of the Change Impact • Develop preliminary communications Analysis and executive readout summary, plan assuming full ownership after Architect Advise on the development of stage communications • Manage and implement Change Champion Advise on the design of a change Network, including leading all check-ins with champion network change champions and developing • Support execution of change champion communications for champions to distribute network activities &events • Lead preparation for, and execution of, User Advise on user experience testing Experience Testing sessions including strategies and planning logistics and identifying internal support • Recommend end user adoption resources measurement activities • Lead development and delivery of all end • Advise on post-launch OC&T user communications sustainment activities to ensure • Measure and report on end user adoption continued success of program End User • Develop end user training strategy as • Provide end user training counterpart to Training & part of overall organizational change regularly interface with CSLLC's OC&T team Education— strategy • Provide input on the end user training Phase One 1 strate CSLLC Services Customer Responsibilities • Develop preliminary Training Needs • Review and approve the Training Needs Assessment&Curriculum Plan Assessment&Curriculum Plan, including • Provide training samples and validating with internal SMEs and prototypes stakeholders • Provide guidance on when to leverage . Maintain Training Needs Assessment& Workday Adoption Kit, if purchased, Curriculum Plan starting in the Test Stage versus when to build customized • Lead development of training materials as training defined in the training curriculum plan • Advise on best practices for in-system • Coordinate training delivery and deployment communications to end user populations • Advise on train-the-trainer strategy, • Define train-the-trainer strategy including which will be executed by Customer trainer identification and preparation • Recommend evaluation methods approach • Recommend additional reinforcement • Lead train-the-trainer sessions for any activities to increase adoption internal trainers to prepare them to lead end user training sessions. • Lead all training delivery as defined in the training curriculum plan, including web- based training and in-person, instructor-led sessions • Register training participants and track training completion • Assess training effectiveness • Coordinate training remediation 3.0 Project Approach 3.1. Methodology The implementation will be completed by following CSLLC's CynergyTM methodology which consists of the following stages: Plan, Architect, Configure and Prototype, Test, and Deploy. The specific tasks and durations to complete these tasks will be detailed in the Project Plan, Project Charter and Project Schedule which are to be developed jointly by the CSLLC Engagement Manager (CSLLC EM) and the Customer Project Manager. 3.2.Governance Project Management In the Plan stage of the project, the CSLLC EM will work with the Customer Project Manager to develop a detailed Project Plan to be used to maintain project tasks and timelines. A Project Charter will be created to guide the team in maintaining Scope and project objectives. The Project Charter will also define the path of issue escalation. Finalization of the Scope, as determined during the Plan and Architect stages, may require the project team to revise the estimates and resource requirements for the Configure and Prototype and Test stages of the project. Change Control Process Any additional or modified Scope of Services shall be documented in a separate written and fully executed Project Change Order Form using the template set forth in Appendix C. Such form shall include the written approval of an authorized representative of Customer before CSLLC will begin any additional work or incur any charges or fees outside the Scope of Work of this SOW. Customer and CSLLC agree to the following change control process when a Change Request is issued: • Step 1: CSLLC will prepare a description of the necessary change including Scope, process, cost, impact to timeline, impact to resources along with a list of alternative solutions. • Step 2: The Customer Project Manager will review and approve or reject within his or her authority or escalate to the Executive Sponsor for review and approval or rejection. • Step 3: Customer will review and approve or deny additional information for all Change Requests within three (3) business days so as not to cause any unnecessary delay in the project timeline. • Step 4: Any approved change request will be documented and become an addendum to this SOW. Status Reporting During the Plan Stage of the project, the CSLLC EM will coordinate with the Customer Project Manager to establish a set of regularly scheduled meetings to present project status and risks. These will include, but are not limited to, a monthly Steering Committee meeting, a weekly Project Core Team Status meeting, weekly workstream meetings, a weekly Project Management meeting, and additional meetings, as needed. The CSLLC EM will report out at the Steering Committee and Team Status meetings on the status, activities, issues and other relevant project information. The monthly Steering Committee meeting will include a review of the project timeline and status, accomplishments to date, upcoming project activities and milestones, review of issues and risks requiring action from the Steering Committee members, potential changes to Scope and a review of the financials of the project. The Steering Committee will include a readout by the CSLLC EM on the state of the project; participation may be in person or remote. A weekly Status Meeting will be held with the core team and the Customer Project Manager to assess recent accomplishments, issues, risk factors and to ensure that the work planned for the next two (2) weeks is properly resourced. Risk factors and roadblocks will be assessed and either resolved or escalated. In addition to these meetings, meetings with functional teams will be scheduled to review and resolve any open issues. All meeting agendas, status reports, steering committee presentations, issues log, project plan and the project charter will be stored on the Project Collaboration Site as referenced in Section 4.0 Assumptions. Knowledge Transfer Over the course of the project, CSLLC will conduct functional and technical knowledge transfer through Architect Workshops, Customer Confirmation Sessions, weekly workstream meetings and during the Test stage. Additional knowledge transfer will occur during the Post Production stage as needed. To formalize knowledge transfer, CSLLC will complete and require sign-off by the Customer of the Knowledge Transfer workbook. CSLLC and Customer will utilize the Knowledge Transfer workbook to track progress and topics during each stage. If Customer requires additional knowledge transfer, this may result in a change order. Process documentation (e.g. operational guides and process flow diagrams) is not in Scope for knowledge transfer, with the exception of the Integrations Operations Guide for CSLLC owned integrations. 3.3.Schedule The time required to complete the project is based on the contents of the Scope of Work section of this document. Unless otherwise mutually agreed upon, Services under this SOW are expected to commence ten (10) business days from the date of execution by the Customer and CSLLC. The estimated duration and estimated start dates of each Project Stage is listed below, pending execution of this SOW and availability of Customer resources and training. The Customer Payroll schedule may require an adjustment on the estimated start date for the Deploy and Post Production stages. If the Customer Payroll schedule requires an adjustment, the number of weeks defined in the timeline below will determine the new stage start and end dates for the Deploy and Post Production stages. Customer resources will attend Workday fundamentals training for the functional areas in Scope prior to the start of the Architect stage and Customer resources which are assigned to design/build integrations (as indicated in the integrations Scope) will complete the required Workday training (report writing, calculated fields, and integration-related classes) prior to the start of the Architect stage. If training is not attended, this could result in a significant impact to the time and cost of the project. The project will be completed in one (1) phase - as presented below. The timeline for the project is as follows: Timeline by Stage ' , ''Go JW Configure& Post Go- Plan Architect Prototype Test Parallel Deploy Live 4 7 7 8 8 4 4 Estimated Start Date 6-Jan-20 3-Feb-20 23-Mar-20 11-May-20 6-Jul-20 31-Aug-20 28-Sep-20 Estimated End Date 31-1an-20 I 20-Mar-20 i 8-May-20 3-Jul-20 28-Aug-20 25-Sep-20 23-Oct-20 Note: • Integrations will be developed based on a timeline dependent on the batches defined in the integrations planning sessions and third-party vendor availability. • Functional Architect hours are assumed to be heavier in the Architect and Configure&Prototype stages and will reduce to high level oversight following Customer Confirmation Sessions. 3.4. Resources The following resources and hours are planned for the Project. CSLLC Estimated Level of Effort CSLLC's level of effort estimated by phase and stage is as follows: CSLLC Go Live Configure& PHASE 1 DEPLOYMENT Plan Architect Prototype Test Parallel Deploy Post Go-Live Total Weeks 4 7 7 8 8 4 4 42 Portfolio Director 16 28 28 — 16 8 4 124 Functional Architect 32 56 56 64 0 0 0 208 Engagement Manager 160 224 210 228 224 80 64 1190 HCM 32 126 190 176 64 64 40 692 Recruiting 32 126 192 192 48 64 41 695 Compensation 24 56 98 80 35 24 16 333 Benefits 32 84 120 118 48 32 24 '458 Payroll 40 196 232 208 216 80 64 1036 Time Tracking 24 56 98 96 44 24 16 358 Absence Management 24 64 112 112 48 32 16 408 Talent Management 16 28 44 48 32 16 16 200 Learning 32 70 107 112 48 32 24 425 Data Conversion 48 106 106 124 126 48 32 590 Reporting 4 14 21 24 8 5 4 80 Integrations 128 280 285 320 320 112 80 1525 T7` CSLLC Go Live � Configure& Plan Architect Prototype Test Parallel Deploy Post Go-live Total Weeks 4 7 7 8 8 4 4 42 3 ? ?8 10 16 8 2 106 224 64 64 32 8 656 Total Est.Hours 48 252 10 Customer Estimated Level of Effort Customer resource estimates are provided as"best estimates."These estimates are provided to assist Customer with resource planning. The Customer level of effort estimated by phase and stage is as follows: Customer Go Live Configure& PHASE 1 DEPLOYMENT Plan Architect Prototype Test Parallel Deploy Post Go-Live Total W 4 7 7 8 8 4 4 42 Engagement Manager 240 336 315 342 1 336 120 96 1785 HCM 48 189 285 264 96 96 60 1038 Recruiting 48 189 288 288 72 96 62 1043 Compensation 36 84 147 120 53 36 24 500 Benefits 48 126 180 177 72 48 36 687 Payroll 60 294 348 312 324 120 96 1554 Time Tracking 36 84 147 144 66 36 24 537 Absence Management 36 96 168 168 72 48 24 612 Talent Management 24 42 66 72 48 24 24 300 Learning 48 105 161 168 72 48 36 638 Data Conversion 72 159 159 186 189 72 48 885 Reporting 6 21 32 36 12 8 6 121 Integrations 12 100 140 40 40 40 1 28 400 City of Kent and Collaborative Solutions, LLC Statement of work August 27,2019 Go Live 1� Configure& Plan Architect Prototype Test Parallel Deploy Post Go-Live Total Weeks 4 7 7 8 8 4 4 42 Chan a Mana ement 60 336 336 96 96 18 12 984 % 96 48 12 984 For a definition of Customer roles and responsibilities assigned to the project, see Appendix A. • Resource estimates in the table shown above are for the core project team and are representative estimates based on the experience of other CSLLC clients with projects of a similar Scope. Please note, a single role in the table above may be fulfilled by multiple resources (example: two (2) resources sharing the Payroll work) or conversely, multiple roles may also be fulfilled by a single resource (example: one (1) resource responsible for both Time Tracking and Absence Management). • Beyond the hours shown in the table above for the core team, participation will be needed from various other SMEs as required. Examples include but are not limited to, extended team input into to architect workshop decisions, other internal departments (e.g. finance) identifying test scenarios, additional resources assisting with testing execution (e.g. user acceptance testing), and legal/internal audit providing oversight/input regarding controls. • All hours for the Reporting role are not shown in the table. The estimate reflects a bucket of hours scoping approach. Custom reporting requirements will be defined during the project. It is assumed Customer is responsible for custom reporting beyond what is specified as CSLLC responsibility in Appendix B. 4.0 Assumptions The Services, Labor Estimates, and Project Pricing presented in this SOW are based on the following assumptions: i. Customer will: a. Have the necessary project and executive management support to review and make timely decisions as well as coordinate the activities of this project with other Customer projects which may be occurring simultaneously. This includes gathering any necessary approvals from governing bodies, such as a Works Council, needed to proceed with the project. b. Have the necessary resources available in each stage, according to how they are identified in the staffing and project plans. Resources will be empowered and capable of making decisions on behalf of the Customer. Resources will include, but are not be limited to, functional and technical leads, and applicable business process and SMEs. If resource and/or priority conflicts occur, they will be discussed and resolved with the project Steering Committee. c. Provide the necessary hardware for the deployment, including all required technology needs and connectivity including a desk, internet connection, and network access to all relevant Customer applications. The CSLLC consultants will have access to office space as well as the hardware and software including security rights and passwords where required in order to complete the deployment. d. CSLLC resources will provide their own laptops. If Customer-owned laptops or virtual machines are required to be used, this may result in a Change Order. e. Be responsible for workstation compliance to Workday's minimum requirements. Customer has determined their technical needs will be met and internal systems and policies, as well as third- party vendors, are compatible with Workday. Any technical issues which may arise during implementation are to be resolved by Customer. f. Lead the coordination with any Customer's third-party vendor involvement required to complete the Services. Customer understands that some of their third-party vendors may charge fees for the completion of Services and such fees are the sole responsibility of Customer. g. Use CSLLC provided central repository solution for non-sensitive project document sharing and SFTP site for the secure exchange of sensitive Customer employee data with the CSLLC project team. h. Be responsible for any job catalog and/or compensation restructuring efforts, with initial draft of restructure completed by the start of the Architect phase and completed by the start of the Configure &Prototype phase. If support is needed from the CSLLC project team and/or these milestones are not met, this may result in a Change Order and potentially impact timeline. i. Seek to minimize the amount of plan and/or Customer changes during the course of the project, with any changes finalized by the end of the Architect phase. If this milestone is not met, this may result in a Change Order and potentially impact timeline. j. Perform all of the Customer responsibilities in the stages identified, and per the project plan including but not limited to sign-off at the completion of each stage, provision of data files, provision of test scenarios, execution of test scenarios and integration testing. k. Be solely responsible for testing and any move-to-production activities, when production is live, which shall include configuration, business processes, data, reports and integrations. Customer will provide written acceptance of test results to CSLLC prior to any move-to-production. Customer will provide written approval if it requires CSLLC's assistance during Customer's move- to-production activities. If CSLLC agrees in writing to access Customer's production tenant for move-to-production activities, Customer shall verify production results and is solely responsible for production accuracy. Customer shall provide written acceptance to CSLLC after such move-to- production activities. I. Adhere to the outlined meeting schedules defined in the Section 2.0 Services and Responsibilities table; any variation could result in impact to cost and timeline. m. Coordinate participation from key stakeholders &project team to attend a single CSLLC led architect workshop and Customer confirmation session per functional area. If additional workshops or sessions are needed, the Customer Project Manager will work with the CSLLC EM to determine impact to project hours and timeline. n. Use CSLLC tools and templates. If the Customer requires CSLLC to utilize Customer specific/owned tools and templates, the Customer Project Manager will work with the CSLLC EM to determine impact to project hours. ii. Integration assumptions: a. Integration estimates will be reviewed at the completion of the Architect stage as well as during the Configure stage of the project. Adjustments may be required after further analysis and any possible changes to Scope. If a configured integrations template does not satisfy Customer's unique requirements, a custom integration will be a viable solution and can be built at an additional cost. b. Customer integration functional owners are available for integration discovery and design sessions throughout the Plan &Architect phase. c. Customer SFTP server is accessible to send and receive files from the Workday production servers. d. Customer design meetings do not exceed ten percent(10%) of the overall estimated integration effort. e. CSLLC Integration team assistance in Customer built integrations will not exceed ten percent (10%) of the estimated Customer integration effort. f. Inbound integrations are scoped using Workday standard fields. If Workday custom objects are needed to store data, the integration effort will need to be revised. g. Workday required performance testing is not in Scope. h. Integrations (both CSLLC and Customer-owned) may be separated into batches depending on priority, critical and project timeline impacts; timelines could be adjusted due to delays in requirements or Customer accessibility. Batches will have varying timelines to accommodate prioritization and architect workshop schedules to reduce rework. iii. Authentication assumptions: City of Kent and Collaborative Solutions, LLC Statement of Work August 27, 2019 a. CSLLC will advise Customer of the Workday options for a single sign-on solution and will perform the applicable authentication setup within the Workday tenant. b. Customer is responsible for all implementation work outside of the Workday tenant(e.g. Security Assertation Markup Language (SAML) setup, identity server). Customer will provide the appropriate resource commitments and skill sets depending on the single sign-on option selected during design. iv. Testing assumptions: a. Customer will provide a Test Lead unless otherwise stated in Section 3.4 who is responsible for overseeing test scenario creation and consolidating scenarios to be used for End-to-End, user acceptance testing, Parallel and Regression testing, managing testers, and reporting out testing metrics. b. Customer and CSLLC will implement a change control process to review and approve proposed enhancements coming out of testing to identify the priority and potential impact to timeline, resources and level of effort prior to changes being made. c. Customer will finalize and sign-off on end-to-end testing prior to entering parallel testing. Exceptions must be agreed upon by CSLLC if additional end-to-end testing is required prior to entering parallel. d. If testing is not complete within the time specified in the timeline, a change order is required. e. Customer will coordinate participation from project testers to be co-located together at a shared site. If additional support locations are needed for testing, the Customer Project Manager will work with the CSLLC EM to determine impact to project hours and timeline. f. When a Workday Update occurs, the only additional changes which will be included in the project are those which are automatically required by Workday. Any additional functionality is out-of- Scope. 5.0 Pricing i. CSLLC will invoice and Customer shall compensate CSLLC on a Time and Materials Basis based on the hourly rates set forth in the table below for Services rendered. Invoices will be paid subject to the terms and conditions of the Agreement. Total estimated cost of the engagement is listed in the table below, CSLLC will invoice for all actual hours worked. Portfolio Director $ 280 124 $ 34,720 Functional Architect $ 240 208 $ 49,920 Engagement Manager $ 240 1190 $ 285,600 HCM $ 185 469 $ 86,765 Recruiting $ 185 608 $ 112,480 Compensation S 185 284 $ 52,540 Benefits $ 185 401 $ 74,185 Payroll $ 185 1036 $ 191,660 Time Tracking $ 185 358 $ 66,230 Absence Management $ 185 408 5 75,480 Talent Management $ 185 174 $ 32,190 Learning $ 185 425 $ 78,625 Data Conversion $ 185 499 $ 92,315 Reporting $ 185 80 $ 14,800 Integrations $ 185 925 $ 171,125 HCM Analyst $ 120 223 $ 26,760 Recruiting Analyst $ 120 87 $ 10,440 Compensation Analyst $ 120 49 $ 5,880 Benefits Analyst $ 120 57 $ 6,840 Talent Management Analyst $ 120 26 $ 3,120 Data Conversion Analyst $ 120 91 $ 10,920 Technical Analyst $ 120 600 5 72,000 Total 8,322 $ 1,554,595 Expenses $ 155,460 Total Estimate $ 1,710,055 Change Architect $ 240 106 $ 25,"0 OC&T Lead S 185 656 $ 121,360 Total 762 $ 146,800 Expenses $ 14,680 Total Estimate $ 161,480 ii. Workday Delivery Assurance and Workday specific training services and fees will be covered under a separate agreement between Customer and Workday. iii. CSLLC shall invoice Customer for Services performed and expenses on a monthly basis incurred each month. iv. Invoices will be emailed to the following address: mcarrington@kentwa.gov. V. Any other mailed correspondence will be delivered as follows below: City of Kent c/o Mike Carrington 220 Fourth Ave South Kent, WA 98032 vi. Any and all fees associated with Customer's e-invoicing, portal,or payment solution will be the responsibility of Customer, without dispute. CSLLC will provide all necessary documents or invoices to confirm the fees, if such fees are incurred. vii. PO number will be generated after contract signing. 6.0 Expenses City of Kent and Collaborative Solutions, LLC Statement of Work august 27,2019 Customer will reimburse CSLLC for its reasonable out-of-pocket travel expenses incurred in connection with the provision of the Services in accordance with CSLLC's Travel and Expense Policy, which shall be made available to the Customer upon request. This will include CSLLC management personnel for purposes of project oversight. Specific travel recommendations will be planned and discussed between the CSLLC EM and the Customer Project Manager. Such agreed to travel recommendations shall not require additional Customer pre-approval. All fees or penalties incurred due to cancellations or changes of travel at Customer's request shall be invoiced to Customer. The Expense Estimate provided in Section 5.0 is a budgetary estimate only. 7.0 Signatures IN WITNESS WHEREOF, the parties have duly executed this SOW by their respective authorized representatives as of the SOW Effective Date. Collaborative Solutions, LLC City of Kent Authorized Signature Authorized Signatur Robert Maller 1 Name Name President Title Title Nov 21,2019 %A I �1 1 Date Date Appendix A- Detail Customer Roles Customer personnel are experts on Customer business/technologies and as such will have responsibility for providing project management, non-Workday functional, technical, and culture expertise to the project. Customer project team members and cross-functionality representation are currently identified as follows. Note that project teams' roles could be specific to implementation needs: MemberTeam • . Steering The Steering Committee provides funding and support to the project. Responsibilities Committee, include: Senior Design Obtaining appropriate funding and approvals Reviewers, Key Ensuring all appropriate resources are available for the project Stakeholders, Executive Resolving issues which are impeding the progress of the project Sponsor Providing overall direction to the Customer Project Manager Sign-off on key deliverables/project milestones Assuring project delivery and quality control Attending Steering Committee Meetings Project Manager The Customer Project Manager is a dedicated resource focused specifically on the Workday implementation. While we understand there are many other activities linked to the implementation, this resource needs to be dedicated full-time to the project. Responsibilities include the following: Establishing and managing the project details, deliverables, schedules, tasks, assignments, and execution Coordinating business teams and support teams Driving the implementation of the optimized processes • Managing the resolution of issues • Anticipating and resolving issues which could impact the project budget, schedule, Scope, or quality Functional Team The Functional Team are those familiar with Customer business processes and systems. (Global Process These individuals provide information to the CSLLC Functional Consultant(s) to Owners, Process configure the Workday solution. Responsibilities include: Leads, and Communicate functional requirements which need to be configured in Workday SMEs/Business Describe current business processes and work with team to simplify and Analysts) improve Work with CSLLC Consultants to help map and load data into Workday Actively participate in all testing activities Pre-validate extracted data files prior to providing it to CSLLC, then validate data after it has been converted into Workday solution Contribute to identifying and executing test scenarios for functional areas Perform end user training Participate in knowledge transfer Member Technical Team Technical resources perform the following: (Integration . Support the conversion and loading of data contained in existing systems Lead, Integration Design and develop custom integrations as outlined within the Scope section Engineers/ above Developers,and Data Conversion • Develop custom reports Specialist) . Manage Customer communications • Participate in knowledge transfer • Actively participate in testing activities Note: Resource experience, data quality and the amount of transformation required could impact the actual resources needed to support the data conversion efforts. Internal Auditor The Internal Auditor works with the Project Team to ensure proper procedures are followed and proper documentation is created for the implementation of Workday. This person is responsible for providing compliance-related guidance and expertise to the Project Team. Test Lead The Customer Test Lead develops and manages the overall Customer Test Strategy and Plan. Responsibilities include: • Establish an approach to testing. • Define resource requirements for testing. • Establish the test schedule. • Conduct overall execution of the Customer prescribed End-to-End (including Integrations), user acceptance testing, and Parallel test process for either Workday Payroll from start to end of the test period • Facilitate testing coordination and progress meetings. • Successfully managing defect resolutions • Resolve test issues via coordination of Customer and CSLLC teams as required to complete testing for successful completion of Workday test • Define the overall test strategy • Define test approach, roles and responsibilities, • Define test tools and scenarios by tester and success criteria for each test stage. • Define and report test metrics to the project team and project executives. ---_.__.___-----___ _..._...— Organizational The Organizational Change Lead is focused on planning and executing the change Change Lead management and communications activities. He or she is the primary counterpart to the CSLLC Organizational Change Lead (if there is one assigned) and is responsible for providing primary insight into the Customer's culture, operations, and competing projects or interests. The Organizational Change Lead is the primary liaison between the project team and other internal resources needed to execute and deploy the various change management and communications activities. He or she is responsible for reviewing and approving all change management and communications-related deliverables. City of Kent and Collaborative Solutions, LLC Statement of Work MemberTeam • of Role Training Lead The Training Lead is focused on planning and executing the end user training activities. He or she is the primary counterpart to the CSLLC Training Lead (if there is one assigned) and is responsible for providing primary insight into the Customer's training resources and preferences, as well as competing projects or interests related to end user training. The Training Lead is the primary liaison between the project team and other internal resources needed to plan, execute, and deploy the various training activities for the deployment. He or she is responsible for reviewing and approving all training-related deliverables. The Customer may choose to assign the Organizational Change Lead and Training Lead roles and responsibilities to a single actual resource. Training, Depending on the specific strategies and plans the Customer establishes as part of its Communications, OC&T program, additional resources will be needed at various times throughout the &Change project lifecycle to support and execute the communications, change management, and Management training plans. These roles often include: Support Training Developers responsible for developing and revising the end user Resources training collateral as defined in the Training Curriculum Plan Communications Leads/Developers responsible for developing, revising, and deploying the end user communications collateral as defined in the Communications Plan Trainers and Super Users responsible for gaining advanced familiarity with the new systems and user support tools, and in turn planning and delivering pre- go-live and ongoing training to end user audiences Change Champions responsible for generating awareness and support around future changes within their designated areas of influence Workday Roles If Workday is contracted by the Customer, Workday, under a separate contract, will provide Delivery Assurance services. Workday core responsibilities include: Description of Role Delivery Comprised of Workday Implementation Specialists, the Delivery Assurance Group Assurance Group works with Customer toward the implementation of the Workday solution. The Delivery Assurance Group conducts a series of quality assurance reviews at major project milestones, where the group reviews project documentation, product configuration, and business processes. The Delivery Assurance Group is responsible for the development and enhancement of the Workday implementation methodology and works closely with product strategy and development in helping steer product direction. Note: Delivery Assurance will be a separate agreement to be contracted directly with Workday. Appendix B—Integrations and Custom Reports Integrations The following integrations are in Scope. Please refer to the column labeled"Owner"to identify if the integration is Customer assigned or CSLLC assigned. INT001 SSO Security Setup CSLLC 1 30 INT002 Active Directory Inbound Azure HCM EIB/DTS Customer 1 80 INT003 Active Directory Outbound Azure HCM Studio CSLLC 1 60 INT004 ACH Outbound US Bank Payroll CC CSLLC 1 40 INT005 GL Outbound JDE Payroll EIB/DTS CSLLC 1 100 INT006 Wellness Vitality Benefits CC CSLLC 1 40 INT007 E-Verify e-Verify HCM CC CSLLC 1 20 INT008 FSA/Commuter Contributions Outbound Navia Benefits CC CSLLC 1 40 INT009 COBRA Contributions Initial Rights File Outbound Navia Benefits CC CSLLC 1 50 INT010 COBRA Contributions Qualifying Event Outbound Navia Benefits CC CSLLC 1 50 INT011 HSA Contributions Outbound Optum Benefits CC CSLLC 1 40 INT012 HSA Enrollments Outbound Optum Benefits CC CSLLC 1 40 INT013 Medical Demographic Outbound Kaiser Benefits CC CSLLC 1 40 INT014 Medical Demographic Outbound Premera Benefits CC CSLLC 1 40 INT015 Dental Demographic Outbound Delta Dental Benefits CC CSLLC 1 40 INT016 Vision Demographic Outbound VSP Benefits CC CSLLC 1 40 INT017 Life/Voluntary/LTD Outbound Cigna Benefits CC CSLLC 1 40 INT018 Retirements Savings Outbound WA Dept of Benefits EIBJDTS CSLLC 1 100 Retirement Savings INT019 Deferred CompensationLoand Inbound ICMA Benefits Studio CSLLC 1 100 INT020 Deferred Compensation Demographics Outbound ICMA Benefits EIB/DTS Customer 1 110 INT021 Deferred Compensation Contributions Outbound ICMA Benefits EIB/DTS CSLLC 1 80 INT022 Telestaff Outbound-Demographic info Telestaff HCM EIB/DTS CSLLC 1 100 INT023 Telestaff Inbound-Time Schedules Telestaff Time_Trackinj Studio CSLLC 1 100 INT024 Background Checks Outbound Sterling Recruiting Setup CSLLC 1 30 INT025 Job Scraping NeoGov Recruiting EIB/DTS CSLLC 1 30 INT026 Workers Comp Outbound Origami Payroll EIB/DTS CSLLC 1 100 INT027 Unify HR-Demographic Outbound Unify HR Benefits EIB/DTS Customer 1 90 INT028 Unify HR-Dependent Outbound Unify HR Benefits EIB/DTS Customer 1 120 INT000 Integrations Lead CSLLC 1 175 * Until such a point as the City chooses the path for Learning(outside vendor for housing content or internal loading), no integrations to third party vendors for Learning have been included. Integration Type Key: • EIB/DTS = Enterprise Interface Builder/Document Transformation Service • CC = Cloud Connect • Studio = Workday Studio • Other = Web Services or Integration system user setup City of Kent and Collaborative Solutions, LLC Statement or The interfaces/integrations required for this project include: • Cloud Connect("CC") - Cloud Connect provides Workday customers with the same level of support as they would receive in the core Workday application. Such Workday integrations are (i) part of the Workday hosted application Service and (ii) provided with ongoing support by Workday in accordance with Workday's then-current Support and Service Availability Policy. While Workday integrations are designed and developed as part of the subscription license, CSLLC anticipates some amount of time dedicated to configure and test the integrations during the implementation. • Custom Integrations - Custom integrations are developed by CSLLC or Customer using Workday's tools such as Report Writer, EIB, DTS or Studio. Reports Up to eighty (80) hours are included in the estimate for any custom reporting needs. Any hours identified for custom reporting support is inclusive of design discussions, requirements gathering and knowledge transfer. August 27, 2019 Appendix C - Sample Change Order Form COLLABORATIVE SOLUTIONS IT PC BYtpWERED _ Project Change Order Customer/SOW/Project Name: XYZ Customer/SOW#/Project Name Change Order#: COl Project Manager(Customer): Project Manager Name,XYZ Customer ---------- Project Sponsor(Customer): Project Sponsor Name,Title Engagement Manager(CSLLC): Project Manager Name Acceptance Due Date: -i The date by which the Customer will need this approved in order to avoid negative timeline impact. Change Type: Type of change. For example: Integration change,request for additional functionality, Impact Assessed by: List those assessing the impact.Normally the CSLLC EM,CSLLC Consultant. Request Description Describe the change and why it is needed. For example: CSLLC will design and build an additional integration to Aetna. Business Reason for Change Describe the reason for change. For example: Customer offers COBRA coverage for any employees eligible for a COBRA Qualifying Event,•this was not included in the original SOW estimate.If the change is not approved COBRA coverage will not be able to be provided. Impact Assessment Project Activities Affected: Describe the additional work which needs to be done. For example: Create one(1)additional itegrabon or three(3)new performance templates need to be configured,etc. Deliverables Affected: Describe deliverables affected;for example: One(1)additonal interface file to be delivered to Aetna will be produced. Project Schedule Impact: Describe schedule impact,if any. For example: Architect stage will be extended by one(1)week to complete al/integrations Estimated Effort and Costs: The following is the change in effort and cost estimate: Role Rate Hours Cost Executive $ $ Strategy Architect $ $ Senior Functional Architect(Consulting Director $ $ Engagement Director Portfolio Director $ $ Strategy Manager $ $ Engagement Manager $ Functional Architect(Consulting Manager) $ Change Architect $ Senior Principal Consultant $ $ Principal Consultant $ $ Consultant $ $ Project Coordinator $ $ Analyst $ $ Total $ $ Expenses: $ i I Assumptions Describe any new Assumptions different from the SOW For example: Customer will provide the requirements for the new integration by 10/1/19. Authorization -10 XYZ Company Authorization Signature olutions,LLC Authorization OSignature Name ' Name do ate Date City of Kent and Collaborative Solutions, LLC Statement of Work August 27,2019 Appendix D—Detailed Functionality • Overall assumptions apply to all functions in Scope: o Business Processes: Up to two (2) rule-based business processes per process with no more than twenty (20) steps per business process. Unused steps within a process will not apply to alternate business processes. o Notifications: Up to five (5) notifications per business process. Unused notifications within a process will not apply to alternate business processes. o Security: Workday delivered security groups will be used unless otherwise called out in the Scope below. Inactivated or unused security groups and Implementers will remain on domain security policy definitions to allow for ease of implementing other functionality in the future. Inactivated or unused security groups will be removed from the business process security policy definitions to match design requirements identified. o Custom Objects: up to five (5) custom objects with no more than five (5) custom fields per object. If custom lists are required, up to ten (10) items per list. o Guided Tours: Guided Tours are assumed out-of-Scope unless OC&T is in Scope and identified in the Scope of Work. o Dashboards: Workday delivered dashboards for the functional Scope below will be configured with Workday delivered reports unless custom reports are included in Scope in Appendix B. o Translations: translations conversion is not in Scope. Customer is responsible for providing translated values. o Alerts: Task and Business Process Alerts are not in Scope. General report-based alerts are defined within the Scope in Appendix B. 11 HCM: Core Organization structure per organization type (supervisory, Y Two (2) company cost center, region, custom &location hierarch Physical locations where workers perform job functions Y Job Profiles for information which will be associated with a Y worker: job code,job description,job family, and pay rate not including skills and experience) Staffing Model used to manage headcount(by identifying Y One (1) individual positions to be filled or positions only limited by restrictions as defined by Customer Management Hierarch Y One 1 Worker Profile for detailed worker information tracking, Y including regulatory information, addresses, and contact information Skills and experience: configure talent Attributes such as Y education information, certifications, professional affiliations, and Ian ua es International Assignment types N Employee contracts types, statuses, and reasons N Custom security roles Y Up to five (5) (up to one (1) intersection securi rou Job requisitions N Onboarding Landing Page Y One 1 Onboarding Documents Y Up to five 5 Onboarding Announcements Y Up to five 5 Campaign Worklets Y Up to one 1 Onboarding templates Y Up to one 1 I-9 functionality, security and process United States only] Y Multiple Jobs N Retiree functionality Y Matrix organizations N Unions and Collective agreements Y Up to four 4 Committees N Compensation: Compensation plans: Salary, hourly, unit, merit, bonus, Y Up to ten (10) Core allowance stock commission calculated future payment One-time payment plans Y Up to three 3 Plan profiles per compensation plan where available based on Y Up to five (5) functionality Compensation packages Y Up to two 2 Compensation grades Y Up to one hundred ten (110) with up to fifty(50) eligibility rules covering grades, steps, compensation plans, profiles and packages Compensation grade profiles Y Five (5) profiles per grade Compensation steps Y Up to two hundred fifty 250 Compensation basis Y Currencies: Provide support and guidance on Workday N currency conversion template Workday delivered total rewards statement template Y Up to one 1 Severance Packages N Benchmark jobs&market-based pay: includes loading of N benchmarks to job profiles and setting percentiles for comparison Benefits Benefitplans: Group benefit plans into benefit plan years Y Up to twen 20 Benefit providers Y Up to eleven 11 Benefit groups: Based on eligibility criteria Y Up to five 5 Enrollment events Y Up to ten 10 Enrollment rules Y Up to three 3 Passive events Y Included in Enrollment events Define Evidence of Insurability(EOI) requirements and Y manage workers undergoing EOI review Define validations to the benefit options available to Y employees during open enrollment Benefit rates per plan Y Function Scope In Co Scope Y/N Benefit credits Y Up to one i Dependents and beneficiaries tracking Y Dependent verification functionality N Affordable Care Act(ACA) functionality, event types, rules, Y and load history to support ACA requirements Workday delivered COBRA functionality; tracking eligibility for Y a third-party COBRA administrator Configure tenant for the open enrollment cycle. Plan & Y provider counts must adhere to the defined number of plans &providers above Retiree benefits Y Union benefits Y Benefit Jobs N Medicare functionality N Performance Review types between Performance Reviews, Performance Y Up to four(4) Management Improvement plans, Disciplinary Actions, & Development Plans Review templates across the types identified above Y Up to five 5 Rating scales: • Overall rating scale(s) Y Up to one (1) • Goal rating scale(s) Y Up to one (1) • Goal completion scales Y Up to one 1 Feedback templates and processes as needed to support the N performance review process Organizational and personal goals configuration N Performance Calibration N Recruiting Custom security roles N Workday internal career site Y External career sites Y Up to two 2 Offer letter template(s) Y Up to three (3) (up to eight (8) conditional text blocks per letter Document templates Y Three (3) (up to eight(8) conditional text blocks per template) Job posting templates Y Up to two 2 Screening questions Y Up to twenty-five 25 Questionnaires Y Up to three 3 Job requisitions setup Y Evergreen Requisitions Y Confidential Requisitions Y Configure the Workday delivered professional profile to Y support the Customer Background check packages and statuses Y Up to three 3 Referral programs Y U to one 1 Agencies Y Up to one 1 Candidate self-scheduling configuration and setup and Y integration with Microsoft Outlook 365 for interview management E-signature setup N Learning Lessons Y Up to five hundred Management 500 Custom security roles Y Up to one (1) (up to one (1) intersection security group) Learning Instructors Y Up to twenty 20 Course or Segmented Topics Y Up to three 3 Learning Campaigns Y Up to twelve (12) (up to five (5) campaign items Programs Y Up to ten (10) (up to five (5) courses per program) Course Templates Y Up to five hundred (500) (up to five (5) lessons per template) Custom reporting to support learning Y Up to forty 40 hours Absence Time-off plans (accruing) Y Up to eight 8 Management Time-off plans (non-accruing) Y Up to two 2 Configuration: Maintain time-off types, eligibility, plans, Y accruals calculations and balance periods Leave families (grouping leave es Y Up to five 5 Leave types Y Up to nine 9 Configuration of leave of absence families which enable Y configuration of impact on payroll, benefits, and active status while on leave; uses can include Family Medical Leave Act (FMLA), extended leaves of absence, and short and long- term disabilities Time Tracking Time entry codes Y Up to ten 10 Time calculations Y Up to fifteen 15 Time tracking templates Y Up to two 2 Work schedule calendar Y Up to three 3 Period schedules Y Up to one 1 Payroll Pay groups Y Up to one 1 Earning codes Y Up to seventy-five 75 Deduction codes Y Up to fifty 50 Federal Identification Numbers FEINs Y Up to one 1 States/Provinces Y Up to one 1 State/Provincial and local tax authorities N Pay frequencies I Uo to one 1 Payroll period schedules Y Up to one 1 Configure payroll calculation rules Y Configure Workday on-cycle and on-demand paycheck Y Up to one (1) template Configure payment elections with payment election rules Y Garnishments Y Bank depository and source bank accounts Y Up to one 1 Configure pay slips Y Establish payroll accounting to generate and review payroll Y Up to one (1) accounting data Establish comparison rules and audit components Y Settlement rules Y Payroll provider provides tax, garnishment, check, and Y deposit advices Configure retroactive payroll processing Y Configure Fair Labor Standards Act FLSA calculations Y Mobile Configure mobile-specific tenant settings Y Solutions Security to allow mobile access Y Access for iPhone iPad &Android Y Employee Self- Employee self-service for all Workday functionality specified Y Service above Manager Self- Manager self-service for all Workday functionality specified Y Service above Appendix E— Data Conversion In Scope person population(s) which are active at time of the go-live conversion extract will be included in the conversion process. Customer's workers who were terminated in the current calendar year based on the final extract date will be included in the data conversion to Workday to support rehires and reporting. HCM Current Job/Position Details: Job profile, time type, Active and default and scheduled weekly hours, work shift, location, Terminated position Identification (ID), position title, business title, union Workers and membership, employee contracts, probation periods, notice Retirees periods, collective bargaining agreements, annual work periods and disbursement plan periods for contingent worker supplier and rates Current Organization Assignments: Company, cost center, region, custom organizations, retiree, supervisory organization (single job management 'terminated'org for all terminated workers), and pay group Service Dates: Original hire date, most recent hire date, position start date for conversion, continuous service date, termination date (most recent for current terminations only) and all other Workday delivered service dates Current Biographic Data: Legal and preferred name, date of birth, date of death, gender, disability status, ethnicity, marital status, citizenship status, military status and employee photo Current ID Information: License(s), visa(s), passport(s), national ID(s), additional government ID(s) and custom ID(s) Current Contact Information: Home address, home and work telephone, email instant messenger, and web address HCM Worker Job and Position History: Customer defined number of Active and History from a years of employee job/position history to be converted to Terminated Previous Workday's job and position history from a previous system Employees and System table. Retirees Compensation History: Customer defined number of years of employee compensation history to be converted to Workday's compensation history from a previous system table. Compensation Current Compensation Data: Most recent effective date of Active compensation change, compensation grade and grade profile, Employees and compensation step (if included in compensation Scope), base Retirees pay amount and plan (salary or hourly), bonus, merit, allowance, commission, unit salary, period salary, and stock plan assignments One-Time&Bonus Payments: Out-of-Scope City of Kent and Collaborative Solutions, LLC Statement of Work August 27, 2019 Severance: Out-of-Scope Benefits Related Persons: Dependents, beneficiaries (including Active trusts) and emergency contacts associated with a worker. Employees and Retirees Current Benefit Elections: Current healthcare, insurance, spending account, health savings, retirement and additional benefit elections and associated dependents and beneficiaries. ACA History: Current year medical election changes and ACA hours &wages to support ACA reporting EOI: Pending EOI is considered out-of-Scope Performance Performance Review Ratings: Three (3) years of overall Active Management performance review ratings only converted to a single non- Employees configurable review template by year. Conversion of additional performance review information or other employee review types is out-of-Scope. Recruiting Active Job Requisitions: Up to two hundred (200) current Active active job requisitions Candidates tied to Active Candidates: Up to fifty thousand (50,000) active Requisitions candidates tied to active job requisitions converting basic information such as: name, contact info, referral name and last disposition status. Skills and Experience conversion is not included. Resume documents tied to candidates are not in Scope. Prospects: Out-of-Scope. Learning Course Offerings: Up to five hundred (500) offerings Courses: Up to five hundred (500) active courses Content Conversion: Up to five hundred (500) Gigabytes of conversion Historical Records: Up to two (2) years of historical records Historical Courses: Up to two (2)years of historical courses Absence Leaves of Absence: Current leave event data for Active Management employees on leave Employees Time Off Carryover Balances: Current absence plan balances at time of cutover Payroll Payroll History: Current Year-To-Date wage and tax data Active (payroll) including taxable wages and subject wages, for Employees and federal, state/province, and local taxes reconciled to tax Employees paid returns loaded as quarterly data. within current calendar o- City of Kent and Collaborative Solutions, LLC Statement of Work august 27,201,j Tax Elections: Current employee tax elections for federal, live) year and state/province, and local tax withholdings such as married, Retirees single, and number of exemptions. Additional Payroll Data: Payment elections, withholding orders, costing allocations, ongoing earnings or deductions which are not benefit related II I� 25055 Collaborative Solutions, LLC Certificate Of Insurance 10/30/2019 2:07:35 PM AC" CERTIFICATE OF LIABILITY INSURANCE DATE(MM/DDPNYY) 10/30/2019 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(ies)must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsements. PRODUCER CONTACT 000 NAME: •O PHONE FAX 0:Tech insurance AIC No Ext: (800)668-7020 A/C No): 877-826-9067 an Sim,compsry E-MAIL I echlnSUrance ADDRESS: 30 N. LaSalle,25th Floor,Chicago,IL 60602 INSURERS AFFORDING COVERAGE NAIC p INSURERA: Philadelphia Indemni Insurance Com an 18058 INSURED INSURER B: Sentinel Insurance Company,Limited 11000 Collaborative Solutions,LLC INSURER C: Hartford Multi-State 00914 11190 Sunrise Valley Dr Ste 11,Reston,VA,20191-4375 INSURER D: Maxum Indemnity Company 26743 INSURER E: Navigators Specialty Insurance 00000 INSURERF: Zurich American Insurance Company 16535 COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR I ADDL SUBR LTR TYPE OF INSURANCE POLICY NUMBER MM DDY MM/DDIYYYY LIMITS ,/ COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 CLAIMS-MADE ❑✓ OCCUR DAMAGE TO RENTED 1,000,000 PREMISES Ea occurrence $ MED EXP(Any one person) $ 10,000 B 46SBABD2304 5/8/2019 5/8/2020 PERSONAL&ADV INJURY $ 1,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $2,000,000 ✓ POLICY PRO- 1-1JECT LOC PRODUCTS-COMP/OP AGG $2,000,000 OTHER: $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT Ea accident $ 1,000,000 ANY AUTO BODILY INJURY(Per person) $ ALL OWNED SCHEDULED 46SBABD2304 5/8/2019 5/8/2020 BODILY INJURY(Per accident AUTOS AUTOS ) $ B HIRED AUTOS ✓ NON-OWNED PROPERTY DAMAGE AUTOS Per accident $ $ ✓ UMBRELLA LIAB ✓ OCCUR EACH OCCURRENCE ;$5, 00,000B EXCESS LIARCLAIMS-MADE 46SBABD2304 5/8/2018 5/8/2020 AGGREGATE 000,000DED RETENTION$WORKERS COMPENSATION PER OTH- AND EMPLOYERS'LIABILITY Y/N STATUTE ERC ANY PROPRIETOR/PARTNER/EXECUTIVE E.L.EACH ACCIDENT 00,000 OFFICER/MEMBER EXCLUDED? No NIA 46WECAB6YWX 5/8/2019 5/8/2020 Mandatory in(f yes,describe under E.L.DISEASE-EA EMPLOYE $ 1,000.000 I DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $ 1,000,000 A Fidelity Bond 3rd Party BKT PHSD1419743 5/8/2011 5/8/2020 Each Occurrence $1,000,000 D Directors and Officers Liability MLN-6032972-02 518/201, 5/8/2020 Occurrence/Aggregate $2,000,000/$2,000,000 E Professional Liability(Errors and Omissions) CM19PTLZ024N91C 5/8/2019 5/8/2020 Occurrence/Aggregate $10,000,000/$10,000,000 DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES (ACORD 101,Additional Remarks Schedule,may be attached if more space is required) CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE City of Kent THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN 220 Fourth Avenue South ACCORDANCE WITH THE POLICY PROVISIONS. Kent,WA 98032-5895 AUTHORIZED REPRESENTATIVE /•y(n/ ©1988-2014 ACORD CORPORATION. All rights reserved. ACORD 25(2016/03) The ACORD name and logo are registered marks of ACORD