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Home My WebLink AboutCAG2020-120 - 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 $zoo.oo S2oo.oo Sublotal Sales tax Tolal 7 X+llfff^iru*",:*RH ffilif*,'1"'il;,',lT;ffi'rt5$[::1":'"Ttf$@rli1""U'lfu1li& in vour svsrems as nored above. TO ENSURE ACCURATE ALLOCATION OF YOUR PAYMENT, PLEASE QUOTE YOUR CUSTOfVER NUMBER WHEN MAKING PAYMENT