HomeMy WebLinkAboutCAG2020-120 - Change Order - #1 - Bottomline Technologies, Inc. - Transform AP Additional Professional Services - 08/27/2020ApprovalOriginator:Department:
Date Sent:Date Required:
Authorized to Sign:
Director or Designee Mayor
Date of Council Approval:
Grant? Yes No
Type:Review/Signatures/RoutingDate Received by City Attorney:
Comments:
Date Routed to the Mayor’s Office:
Date Routed to the City Clerk’s Office:Agreement InformationVendor Name:Category:
Vendor Number:Sub-Category:
Project Name:
Project Details:
Agreement Amount:
Start Date:
Basis for Selection of Contractor:
Termination Date:
Local Business? Yes No*
Business License Verification: Yes In-Process Exempt (KCC 5.01.045)
If meets requirements per KCC 3.70.100, please complete “Vendor Purchase-Local Exceptions” form on Cityspace.
Notice required prior to disclosure?
Yes No
Contract Number:
Agreement Routing Form
For Approvals, Signatures and Records Management
This form combines & replaces the Request for Mayor’s Signature and Contract Cover Sheet forms.
(Print on pink or cherry colored paper)
Visit Documents.KentWA.gov to obtain copies of all agreementsadccW22373_1_20
Budget Account Number:
T20211.64160.1800
Budget? Yes No
Dir Asst:
Sup/Mgr:
Dir/Dep:
rev. 200821
FOR CITY OF KENT OFFICIAL USE ONLY
(Optional)
04/29/2021
$3,200.00
First Change Order for additional professional services
Memo to Mayor must be attached*
CK-TAP JDE-PSE-V1-08272020-AH.docx Page 1 of 3
Professional Services Estimate
Date: August 27, 2020
Customer Name: City of Kent
Project Name: Transform AP for J.D. Edwards- ASU Updates
Description:
The following table is a list of high-level project phases or tasks identified during the discovery
process, and the estimated effort required.
Project Phase / Task Onsite*
Days
Offsite
Hours
Transform AP Operational Readiness Services
• Project Management
• For documents in status 50 (status can be set in a Processing
Option) complete the following:
o saving the document will move it to status 80 so the
document is ready for matching.
o Add an “Action Required” check box in the P59CK120
application.
o If the “Action Required” check box is selected then save
the document to status 13 (PO will be created in JDE by
the user then updated in TAP).
• All fields in the status 50 documents will be grayed out except for
the full PO number fields and the comment field (a Processing
Option is added to select which status codes this function will
apply to).
• Use the default description for item in the Work With Chart of
Accounts screen to default the Remark field during the matching of
the PO manually and using Automatch.
• Display the VP or V mailing address in the P59CK100 and the
P59CK120 applications. The mailing address field in the voucher
match screen would look up the address for the related V# from
the mailing tab so we could verify the mailing address in JDE
against the address on the invoice. The system could look at the
address in the Factor/Special Payee field so it would always pick
up the VP# if there is one. If the purchase order or voucher is
entered with a V# that has a VP # linked to it for the payment,
then the system should bring up the VP address from the mailing
tab. The address for the VP will print on the check.
• Assist with customer testing as needed and approved time
permits.
16
Estimated TOTAL: 16 Hours
*Plus Travel and Expenses for all onsite services execution. Onsite indicates services to be executed
at the main customer site/office location. Offsite indicates work performed at regional Bottomline
offices.
The Services Estimate presented in this document is based upon the effort to implement standard TAP
for J.D.Edwards configurations. The deliverables and effort required set forth in this document are
subject to change as the project requirements are finalized. The information contained in this PSE is
valid for 90 days from the above date.
CK-TAP JDE-PSE-V1-08272020-AH.docx Page 2 of 3
The professional services listed as ‘TAP JDE ESU Match for Voucher Match Program’ are provided as a
one-time match of the TAP JDE Voucher Match program to the JDE P4314 Voucher Match program to
insure that TAP is using the same ESU level of the JDE Voucher Match program. Changes to the ESU
or Version level of JDE could result in the need for some additional professional services to perform the
‘TAP JDE ESU Match for Voucher Match Program’ again at the new JDE level.
Please note that there is a future cost exposure in having the above listed extensions performed.
The professional services listed in this document are to modify/enhance the base Transform AP
product to accommodate customer requirements. As a result, when future releases of Transform AP
including hotfixes, patches, service packs become available, which customer would be entitled to as a
maintenance paying customer, upgrading to the new release will entail incorporation some level of
the same services quoted in this document. Of course, customer can decide if the new releases of
Transform AP have functionality that pertains to them and elect to forgo installing certain version
updates. In addition, newer versions may incorporate features as part of the base solution which are
being performed today as professional services with the approval of this estimate, thus, eliminating
the cost moving forward. There
Project Assumptions
• Appropriate VPN access must be established by the Client to their server(s) prior to installation.
Access to the non-Production JDE environments and a JDE Development workstation is to be
provided.
• Test and Production environments for each system are installed and configured concurrently. JDE
Test and Production Instances are identical in configuration to facilitate testing that will be consistent
with production setup and processing.
General Assumptions and Notes
• All services and development efforts are based on customer supplied forms, data files and business
rules defined at commencement of project. Customers are responsible for providing production
quality data files representative all of conditions and data field variations prior to the commencement
of any Bottomline development activities. Development is conducted within Bottomline development
environments and may result in variations when tested within the client’s environment or repository.
Variances discovered during the project lifecycle may require a change order to secure additional
billable services. Additional billable services will be needed to accommodate new or additional data
files, conditions, or modifications to data files once development commences; including the use of
data files needed to develop, validate or test business logic, presentation layers, or distribution
rules.
• Customers must provide an appropriate primary point of contact to work with the Bottomline
Technologies dedicated Project Manager and Technical Team for the entire duration of the
engagement. In addition, customers are responsible for providing and managing the necessary staff
resources to assist with the implementation of each defined project. Customers are responsible for
providing and managing their necessary partner(s) and/or third party resources to assist with the
project as needed.
• Customers are responsible for procuring all hardware required to support infrastructure of defined
technical architecture. In addition, customers who utilize email, fax, PDF generation or any 3rd party
product must have that application installed and configured for use by all Bottomline Technology
software prior to the commencement of services. All environments identified at commencement of
project are installed and configured at the same time and are identical in configuration to facilitate
testing that will be consistent with production setup and processing.
• All listed work efforts will follow standard Bottomline project methodology. All services are provided
during normal Bottomline business hours. Components of the stated services may be provided
remotely. Other than project operational documents, supplemental documents or training materials
are not provided. Advanced project plans are not expected to be needed however can be
accommodated on a time and materials basis from your Bottomline project manager.
• All services and development efforts are to be completed in consecutive business days over a
scheduled period of time. Bottomline project managers will work with the client to schedule the
project engagement. If the client experiences a delay for any reaso n that impacts Bottomline’s
ability to deliver or complete the engagement within the scheduled dates the project lifecycle may
be delayed or rescheduled to resume at a later date. Services work scheduled to resume at a later
CK-TAP JDE-PSE-V1-08272020-AH.docx Page 3 of 3
date will be given a first available date to resume once all missing elements are provided to
Bottomline and the Bottomline project team has confirmed receipt of all outstanding items.
• Any Onsite or Retainer date confirmed in writing for the provision of one or more Professional
Services days (“Consultancy Day(s)”) may only be cancelled or postponed by the Customer by
written notification to Bottomline. If a request for cancellation or postponement is received from the
Customer less than five (5) working days before the commencement of the Consultancy Day(s) then
Bottomline shall be entitled to invoice Customer atCustomer at the full applicable Daily Rate for the
cancelled or postponed Consultancy Day(s). Additionally, for any scheduled onsite visit that is
cancelled or postponed after travel arrangements have been made by a Bottomline consultant, the
Customer is responsible for any nonrefundable travel expenses (or the change fee) and any other
adjustments in travel costs.
• All onsite work shall be charged in full-day increments for each of the Bottomline personnel assigned
to provide the Services. For all onsite engagements once a consultant is at the client location; should
all tasks be completed earlier than expected and the client elects to end onsite services early, the
full amount of onsite days scheduled shall be charged. All off-site or remote work is charged in one
(1) hour increments. Rates shall be set forth in the accompanying Sales Order.
• Remote billable consulting services include, but are not limited to the following activities:
preparatory efforts, planning, internal and external calls, emails, WebEx’s, resource coordination,
managing logistics, reporting, scheduling, project and task management, confirmation of
software/licenses, analysis, implementation and installation services, product and application
trouble shooting, knowledge transfer, questions/answers, issue escalation and resolution,
configuration of remote access or WebEx connectivity and project close -out. Upon request project
work logs will be provided which summarize the services performed. Requests made for projects
work logs containing non-standard information will incur an additional charge based on time and
materials.
• The information contained in this PSE is valid for 90 days from the above date.
Page 1 of 1
Bottomline Technologies (de), Inc.
325 Corporate Drive
Portsmouth, NH 03801-6808
www.bottomline.com
Sales Order No. BT-089601
Sales Order Date 8/27/2020
Expiration Date 9/26/2020
Customer Number KENCIT001
Invoice Terms NET 30
Account Rep Kevin Lane
Email klane@bottomline.com
Phone (603) 501-5107
Purchase Order
Order Agreement for Customer:* CITY OF KENT *Hereafter referred to as Customer
Order Totals
Contract Total $3,200.00
{{Sg_es_:signer1:signature}}
{{*Dte_es_:signer1:date}}
Authorized Customer Signature Date
{{*N_es_:signer1:fullname }}
{{*Ttl_es_:signer1:titl }}
{{propertyName_es_:signer}}
Print Name & Title Purchase Order No.
Bill To Ship To
Address CITY OF KENT
220 4TH AVENUE SOUTH
KENT, Washington 98032-5838
United States
CITY OF KENT
Information Technology – City of Kent, 220 4TH
AVENUE SOUTH
Kent, Washington 98032-5838
United States
Ship to Attention Steve Barton Comments:
Phone +12538564656
Email sbarton@kentwa.gov
Delivery Method ELECTRONIC
Currency USD
Product Name Product Code Unit Price Quantity Net Price
Services
TAP Consultancy - Hourly Rate (Remote)
NA-TJD-PS01-90001 $200.00 16.00 $3,200.00
Subtotal for Services $3,200.00
Terms and Conditions
This Sales Order is an offer valid until the Quote Expiration Date set forth above.
PURCHASE PAYMENT TERMS - Fees for Software, Equipment, and Supplies will be invoiced upon shipment. Fees for Support will be invoiced upon Software shipment. Fees for
Services will be invoiced as Services are performed. All Prices set forth herein are in US Dollars. Customer shall reimburse Bottomline for all reasonable travel and living expenses
incurred in the performance of on-site Services. These expenses are in addition to training, implementation, and/or consulting service fees set forth herein and will be billed
separately. Customer is also responsible for additional charges including but not limited to shipping and freight, taxes, customs, duties and the like. All invoices shall be due and
payable within thirty (30) days from the date of invoice. All sales are FOB Bottomline shipping point. Except as required to resolve warranty claims pursuant to an end user license
accompanying any Software, all orders for Software are non-returnable and non-refundable once shipped by Bottomline.
PURCHASE ORDERS - If Customer issues a purchase order in connection with this purchase, it is hereby acknowledged that such purchase order is an acceptance of this Sales
Order, is not a condition for payment, and will not supersede the payment terms or any other terms agreed upon in this Sales Order. This Sales Order and the end user license
accompanying any Software shall constitute the entire agreement and understanding between the parties and supersedes all prior agreements, representations and understandings.
This Sales Order may not be modified or varied in any way except where such amendment or variation is in writing and signed by both parties. The terms and conditions of any side
letter (unless signed by Bottomline’s CEO, CFO, Vice President of Finance or Vice President Global Controller), Customer purchase order, or other document submitted by
Customer are hereby objected to and shall not supersede or supplement the terms of this Sales Order.
CANCELLATION POLICY - In the event that Customer cancels a confirmed on-site Service session, Customer will be charged a cancellation fee as well as any nonrefundable
lodging and airline expenses and related charges. Cancellation fees will be calculated based upon the amount of notice given to Bottomline. Bottomline’s fee schedule is available
upon request. The cancellation fee will not be subject to any previously agreed upon discounts or restrictions on expenses.
In order to implement this solution, please authorize below and fax back to Sales Operations at 603-501-4950 or email to globalsales2@bottomline.com.
09-10-2020
Mike Carrington, IT Director
City of Kent Purchase Order
Order number must appear on all invoices, packages, etc.
Order #
Order Date:
158443 OP
4/17/2020
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.
Ordered by:Lynnette R Smith
Info Tech-Administration
Ship to: City of Kent
Information Technology
400 West Gowe Street
Suite 122
Kent, WA 98032
Bill to: City of Kent
Accounts Payable
220 4th Avenue South
Kent, WA 98032
Phone: (253) 856-5230
Vendor: 213922
Bottomline Technologies, Inc.
325 Corporate Drive
Portsmouth, NH 03801
Payment Terms: Net 30
Line Item #Description Quantity Unit Cost Ext. Cost Sales Tax Total Cost
4 Change Order ASU | Prof Svcs (16 hrs)3,200.00 3,200.00
Approved by: Carrington, Michael Charles
Mayor's Signature: ________________________________________
(Required for contracts over $20,000)
Subtotal:3,200.00
Sales Tax:0.00
Total:3,200.00
9 Bottomline REMIT TO:
Bottomline Technologies (DE) lnc
P.O.Box412377
Boston, MA02241-2377
Federal lD:O2-0433294
INVOICE
SHIP TO
Michael (Mike) Carrington
CITY OF KENT
lnformation Technology - City of Kent, 220
4TH AVENUE SOUTH
KentWA 98032-5838
United States
ita@kentwa.gov
Terms of payment
Net 30 daYs
Phone: +1 603.436.0700
Toll-f ree: + 1 800.243.2528
Far +1 603.436.0300
AR@Bottomline.com
BIIL TO
lnformation Technology - City of Kent
CITY OF KENT
lnformation Technology - City of Kent, 220
4TH AVENUE SOUTH
Kent,WA 98032-5838
United States
accountspayable@kentwa.gov
lnvolce
Document date
Page
lnvoice account
ustNV-o64862
10/30/2020
1of1
KENCITOOl
Due date
11/29/2020
Extended price
s1,800-00
S1,40o.oo
$3,200.00
$o.oo
$3,200.00
Purchase order number
1 58443 0P
Item number
usP-045856-002
NA-TJD.PSO1 -9OOO1
NA-TJD-PS01 -90001
Note
NOTE: Please ship to:
lnformation Technology - City of Kent
ITA@kentwa.gov
Currency
USD
Description
TAP Consultancy - Hourly Rate (Remote)
Delively method : ELECIRONIC
Delivety date : 10/30/2020
TAP Consultancy - Hourly Rate (Remote)
Delivery method : GR0UND
Delivety date : l0/30/2024
Per Chdnge Odet - Added 122.5to hourly rate
Quantity
9
Unit price
$zoo.oo
S2oo.oo
Sublotal
Sales tax
Tolal
7
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TO ENSURE ACCURATE ALLOCATION OF YOUR PAYMENT, PLEASE QUOTE YOUR CUSTOfVER NUMBER WHEN MAKING PAYMENT