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Home My WebLink AboutCAG2019-479 - Change Order - #1 Revised - Collaborative Solutions, LLC - Project 47494 - HCMA Contract Extension/Additional Hours - 03/27/2020Agreement Routing Form For Approvals, Signatures and Records Management Approval Originator: Department: Date Sent: Date Required: Authorized to Sign: Director or Designee Mayor Date of Council Approval: Budget Account Number: Grant? Type: Yes No Agreement Information Vendor Name: Category: Vendor Number: Sub-Category Project Name: Project Details: Agreement Amount: Basis for Selection of Contractor: Start Date:Termination Date: Notice required prior to disclosure? Yes No Review/Signatures/Routing Date Received by City Attorney: Comments: Date Routed to the Mayor’s Office: Date Routed to the City Clerk’s Office: Date Sent to Originator: Visit Documents.KentWA.gov to obtain copies of all agreements This form combines & replaces the Request for Mayor’s Signature and Contract Cover Sheet forms. (Print on pink or cherry colored paper) Contract Number: adccW22373_6_19 Rec'd 6/25/2020 IT intends that this Change Order 1 replace the March 27, 2020, Change Order. IT prefers not to amend Change Order 1 further to expressly revoke the March 27th Change Order. Law has advised IT it needs to obtain a written statement from the vendor that indicates Collaborative Solutions agrees this re-signed Change Order 1 is intended to replace the March 27, 2020, Change Order; that the March 27, 2020, Change Order is to have no effect; and that Collaborative Solutions agrees all actions taken prior to the full execution of the re-signed Change Order 1 are ratified and affirmed and the terms of the re-signed Change Order 1 will be deemed to have applied to those actions. IT will need to follow up, supplement, and append Collaborative's written statement with this Change Order. OK to sign, TW, 6/26/2020. Project Change Order March 9, 2020 Proprietary & Confidential 1 Project Change Order This Project Change Order amends the November 21, 2019, Statement of Work for Workday Deployment Services of equal date. This Project Change Order is used for requesting, documenting and approving changes to the Workday deployment including but not limited to: changes to project scope; changes for a major configuration element; project timeline/schedule changes; integration specifications changes; addition of resources; or any other deliverable change from the originally planned Workday deployment. Upon execution, this Project Change Order will become a part of the November 21, 2019, Statement of Work and Master Services Agreement. Summary Customer: City of Kent SOW/Project Name: PROJ_47494/City of Kent/pay Change Order #: C01 Project Manager (Customer): Annette Pape, City of Kent Project Sponsor (Customer): Teri Smith Engagement Manager (CS): Wendy Landsiedel, Collaborative Solutions Acceptance Due Date: March 27, 2020 Change Type: Contract Extension (additional hours added) Impact Assessed by: Wendy Landsiedel, Functional Leads Request Description Desire to extend deployment timeline. Business Purpose / Reason for Change Deployment timeline was aggressive. Within the Architect stage it was recognized that the level of effort and number of hours required to achieve such an aggressive pace could not be sustained with success. Additional review of limited end-to-end testing also imposed risk that could impact overall project success. Extending the project schedule will allow the teams to slow down and be thoughtful and detailed in their approach and more importantly, avoid resource burnout. Impact Assessment Project Activities Affected: Increases to meetings as follows: 10 additional hours for workstream/consulting meetings for each resource for the following functional areas: HCM, Recruiting, Compensation, Benefits, Project Change Order March 9, 2020 Proprietary & Confidential 2 Payroll, Time Tracking, Absence, Talent, Data Conversion, Integrations, Reporting, and OC&T. 10 additional hours for internal status full team, cross-functional meetings for all Collaborative resources. 10 additional hours for status or consulting meetings with City of Kent for all Collaborative resources. Testing support representation (36 hours/1 resource) from the following functional areas: HCM, Recruiting, Compensation, Benefits, Payroll, Time Tracking, Absence, Talent, Reporting, Data Conversion, and Analyst. Project Management to support all additional meetings and activities. Project Schedule Impact: Section 3.3 of the Statement of Wor Go Live date change to December 14, 2020 and extending contract expiration date to January 5, 2021 from original end date of October 23, 2020. Configure & Prototype stage will be extended by 4 weeks. Test stage will be extended by 5 weeks. Deploy stage will be extended by 1 week. Post Go-Live will be extended by 1 week. Estimated Effort and Costs: Section 5.0 Pricing additional hours of dedicated work at the stated cost estimate: Role Rate Hours Cost Portfolio Director $280 30 $8400 Functional Architect $240 30 $7200 Engagement Manager $240 226 $52240 HCM $185 76 $14060 Recruiting $185 76 $14060 Compensation $185 76 $14060 Benefits $185 96 $17760 Payroll $185 96 $17760 Time Tracking $185 76 $14060 Absence $185 76 $14060 Talent $185 66 $12210 Data Conversion $185 66 $12210 Reporting $185 66 $12210 Integrations $185 30 $5550 OC&T $185 30 $5550 Technical Analyst (Integrations) $120 30 $3600 Analyst (HCM, Recruiting, Comp, Benefits, Talent, Data Conversion) $120 116 $13920 Total 1262 $240910 Payment Terms Project Change Order March 9, 2020 Proprietary & Confidential 3 This change order will be billed in accordance with Section 6 of the Master Services Agreement. Assumptions This change order is for additional hours dedicated as described in this SOW and attributed to the schedule change only and does not include any additional hours for future changes that may be made to scope, requirements, configuration, or unit testing. All Assumptions from the Statement of Work dated November 21, 2019 apply to this Change Order Authorization City of Kent Authorization Signature Dana Ralph Collaborative Solutions, LLC Authorization Signature Name Mayor Name Title President Date Date Attest: Kent City Clerk Approved as to Form: Kent City Attorney 06/30/2020 City of Kent HR-pay C01 REVISED Final Audit Report 2020-06-23 Created: 2020-06-23 By: Dana Schools (dschools@collaborativesolutions.com) Status: Signed Transaction ID: CBJCHBCAABAA1-YT5wIDwwQpxNgE4p14JOZDnoaabwZF "City of Kent HR-pay C01 REVISED" History s Document created by Dana Schools (dschools@collaborativesolutions.com) 2020-06-23 - 4:36:51 PM GMT- IP address: 74.217.93.154 Document emailed to Bob Mailer (rmaller@collaborativesolutions.com) for signature 2020-06-23 - 4:37:58 PM GMT s Email viewed by Bob Mailer (rmaller@collaborativesolutions.com) 2020-06-23 - 5:44:04 PM GMT- IP address: 68.224.187.99 i�o. Document e-signed by Bob Mailer (rmaller@collaborativesoiutions.com) Signature Date: 2020-06-23 - 5:44:20 PM GMT - Time Source: server- IP address: 68.224.187.99 Q Signed document emaiied to Dana Schools (dschools@collaborativesoiutions.com) and Bob Mailer (rmaller@collaborativesoiutions.com) 2020-06-23 - 5:44:20 PM GMT COLLABORATIVE ,,.By SOLUTIONS AdobeSlgn City of Kent Purchase Order KEN T Order number must appear on all invoices, packages, etc. WASHINGTON This document is hereby deemed a valid purchase order and authorizes the procurement of the materials and/or services indicated. Please let us know immediately if you are unable to ship the complete order. Ship to: City of Kent Bill to: City of Kent Information Technology Accounts Payable 400 West Gowe Street 220 4th Avenue South Suite 122 Kent, WA 98032 Kent, WA 98032 Phone: (253) 856-5230 Order # 158192 OP Order Date: 3/27/2020 Ordered by: Lynnette R Smith Info Tech -Administration Vendor: 2133649 Collaborative Solutions, LLC 11190 Sunrise Valley Dr Ste 110 Reston, VA 20191 Payment Terms: Net 30 Line Item # Description Quantity Unit Cost EA Cost Sales Tax Total Cost 1 Change Order 1-Addt'I Prof Svc 1 (1262 hrs) - HCMA 240,910.00 240,910.00 Approved by: Carrington, Michael Charles Mayor's Signature: (Required for contracts ❑ er $20,000) Subtotal: 240,910.00 Sales Tax: 0.00 Total: 240,910.00