HomeMy WebLinkAbout03/02/2021 04D Cayenta Software Upgrade Agreement with N Harris ComputerB US INE S S O F T HE C I T Y C O UNC IL
YAK I M A, WAS HI NG T O N
AG E ND A S TAT E M E NT
I tem No. 4.D .
F or Meeting of : March 2, 2021
I T E M T IT L E :Resolution authorizing an agreement with N Harris C omputer for a
Cayenta f inancial sof tware upgrade
S UB M IT T E D B Y:S teve Groom, Director of F inance and B udget
J ohn Carney, I nformation Technology S ervices Manager
J ames Dean, Utility Customer Service Manager
S UM M ARY E X P L ANAT IO N:
The Cayenta financial software is the city’s financial tracking and reporting system. I t is used f or
budget, general ledger, accounts payable, accounts receivable (including all components of utility
and other billing), purchasing, inventory, f ixed assets and has application throughout the city.
This software upgrade includes routine patches and upgrades, is necessary for the basic
f unctioning of the f oundational financial functions of all three divisions of the city’s Finance
department in support of all city service departments.
Cayenta is our main f inancial sof tware suite. I t was implemented in 2014 and the last version
upgrade was in 2016. Upgrading to the newest version will allow us to apply current f eature
updates and security patches.
I T E M B UD G E T E D:Yes
S T RAT E G I C P RIO RIT Y:Public Trust and A ccountability
AP P RO V E D F O R S UB M I T TAL B Y T HE C IT Y M ANAG E R
RE C O M M E ND AT IO N:
A dopt Resolution
AT TAC HM E NT S:
D escr iption Upload D ate Type
resolution 2/25/2021 Cover Memo
Cover memo 2/12/2021 Cover Memo
Statement of Work 2/11/2021 Contract
1
RESOLUTION NO. R-2021-
A RESOLUTION an agreement with N. Harris Computer Corporation (“Harris”) to upgrade
our existing ERP System, Cayenta, to version 9.0 from 7.9.
WHEREAS, the parties have an existing Software License, Implementation, Support,
and Maintenance Agreement on Resolution R-2012-039; and
WHEREAS, City is in the process of improving functionality for users, and continuing
efficiency by increasing productivity and accountability and is in the best economic interest of
the City which requires the upgraded environment; and
WHEREAS, the City of Yakima has budgeted $231,460 in 2021 in Fund 392 – Other
Equipment expenditure during 2021 for Statement of Work to upgrade Cayenta software; and
WHEREAS, the Statement of Work included in this supplement meet the needs and
requirements of the City of Yakima for this project, now, therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
The City Manager is hereby authorized to execute a Professional Services Agreement
with N Harris Computer Corporation, attached hereto and incorporated herein by this reference,
not to exceed Two Hundred Thirty-One Thousand, Four Hundred Sixty Dollars ($231,460) to
provide the Professional Services as described in the Agreement.
ADOPTED BY THE CITY COUNCIL this 2nd day of March, 2021.
Patricia Byers, Mayor
ATTEST:
Sonya Claar Tee, City Clerk
2
TO: City Council
FROM: John Carney, IT
Steve Groom, Finance
DATE: February 13, 2021
RE: Financial Systems Update
This is to provide background information to accompany the request for contract approval.
Cayenta is our main financial software suite. It was implemented in 2014 and the last version
upgrade was 2016. Upgrading to the newest version will allow us to apply current feature
updates and security patches.
The Cayenta financial software is the backbone of the city’s financial tracking and reporting. It is
used for Budget, General Ledger, Accounts Payable, Accounts Receivable (including all
components of Utility and other billing), Purchasing, Inventory, Fixed Assets and has application
throughout the city.
This software upgrade is necessary for the basic foundational financial functions of all three
divisions of the city’s Finance department in support of all city service departments.
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Cayenta Upgrade Project Page 1 2/4/2021
STATEMENT OF WORK
Between:
City of Yakima, Washington
129 N. Second Street
Yakima, WA 98901
USA
And
Cayenta, A Division of
N. Harris Computer Corporation
4200 North Fraser Way, Suite 201.
Burnaby, BC V5J 5K7
Canada
For:
An Upgrade of Cayenta
In accordance with this agreement and its attachments.
City of Yakima, Washington
(Hereafter references as CLIENT)
Cayenta, A Division of N. Harris
Computer Corporation (Hereafter
referenced as HARRIS)
Name: Name:
(Signature) (Signature)
Name: Name:
(Print) (Print)
Title: Title:
Date: Date:
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Table of Contents
1. OVERVIEW ......................................................................................................................................... 3
2. CLIENT PROFILE ............................................................................................................................... 4
3. TABLE OF SERVICES ......................................................................................................................... 7
4. TABLE OF DURATIONS ................................................................................................................... 12
5. SCOPE OF WORK ............................................................................................................................. 13
6. PAYMENT SCHEDULE ..................................................................................................................... 17
7. INCIDENT PRIORITY DEFINITIONS .............................................................................................. 20
8. OVERALL TERMS AND TERMINATION ........................................................................................ 22
9. CHANGE CONTROL ......................................................................................................................... 24
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1. Overview and Pricing Summary
The CLIENT is embarking on an upgrade of Cayenta software to version 9.0 (the latest release level
generally available). Under the direction of the CLIENT Project Owner, the CLIENT Project Manager
will drive and oversee the project.
CLIENT has requested to engage HARRIS for value-added services related to the upgrade as
outlined in the Table of Services. These services are not included in the Software and Maintenance
Fees.
The upgrade services are organized into discrete units of work called Upgrade Services Offerings
and are provided by HARRIS’ pool of upgrade resources.
HARRIS and CLIENT agree to schedule and begin the upgrade within 120 days of signature.
The CLIENT is responsible for defects associated with configuration, modifications, interfaces, and
reporting that have been changed by the CLIENT or other Consultants (not contracted by HARRIS)
without HARRIS written approval.
The ongoing operation for the Solution will be the responsibility of the CLIENT following the Upgrade
Go-live date with the support of HARRIS. The CLIENT will transition to HARRIS Support after
completion of the Transition period as outlined in the Upgrade Table of Services.
The completion of Transition constitutes the completion of the Upgrade and the end of the project.
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2. CLIENT Profile
The following has been provided by CLIENT for reference:
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The following custom reports have been identified by CLIENT. See Table of Services section 5 for
services related to reports and portals.
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3. Table of Services
Items marked with a quantity of ‘0’ are not part of the project, but noted as reference only.
Rate $190.00
Services Component 1: Monthly Services
Item Description Group Qty Unit Hours
Total
Hours Total
1.01
Monthly Project Manager Services
Represents 8 hours per week PM 5 Months 40 200 $38,000.00
1.02
Monthly Consulting Services - CIS
Represents 8 hours per week Consulting 4 Months 32 128 $24,320.00
1.03
Monthly Consulting Services - FMS
Represents 8 hours per week Consulting 4 Months 32 128 $24,320.00
1.04
Monthly Consulting Services - WMS
Represents 8 hours per week Consulting 4 Months 32 128 $24,320.00
1.05
Go-Live - Go-Live weekend & 1-week
transition - then hand back to
Standard Support
Consulting
and PM 1 Each 72 72 $13,680.00
Total 656
$124,640.00
Audit Services 2: Included in Monthly Services (above)
Item Description Group Qty Unit Hours
Total
Hours Total
2.01 Environment Audit - no cost Included 1 Each 8 8 $0.00
2.02 Functional Audit - no cost Included 1 Each 16 16 $0.00
2.03
Product Release notes and Feature
Release documents - Available online
via HAL and the Cayenta Wiki
Support
1 Each 0 0 $0.00
2.04
End User Training guides for upgrade
version
This will be delivered via the Cayenta
wiki
Support
1 Each 0 0 $0.00
Total $ -
Services Component 3: Technical and Data Services
Item Description Group Qty Unit Hours
Total
Hours Total
3.01
Creation and validation of new
Production environment (CayProd) for
upgrade version Technical 1 Each 16 16 $3,040.00
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3.02
Adding SSL Security for Web
Applications
Enhanced service controls & API
using SSL security (HTTPS) Web 1 Each 8 8 $1,520.00
3.03 Upgrade Cognos Reporting 1 Each 8 8 $1,520.00
3.04
Data Refresh and Mock Go-Live
(planning, support and execution) Technical 1 Each 16 16 $3,040.00
3.05
Tech assistance during upgrade
(troubleshooting) Technical 1 Each 24 24 $4,560.00
3.06
Creation of 3 other new environments
- DEV; TRAIN; MWM Technical 3 Each 8 24 $4,560.00
3.07 Go-Live Technical Tasks Technical 1 Each 20 20 $3,800.00
Total 116 $ 22,040.00
Services Component 4: New Product / Feature Implementation Services
Item Description Group Qty Unit Hours
Total
Hours Total
4.01
Caystone training and set up of
Cayenta core test cases. The latest
relevant test cases will be loaded by
Cayenta project team. Clients users
will be set up to use Caystone. General 1 Each 4 4 $760.00
4.02
Migrating and converting to Tab
Based workflows - Discovery. For
heavy workflow-based customers this
can be very extensive and needs
analysis to determine hours required.
The discovery session does not
include configuration General 1 Each 4 4 $760.00
4.03
Inquiry Summary tab - Discovery.
There can be multiple tabs, and each
can be complex, so need good
requirements to properly assess. The
discovery session does not include
configuration General 1 Each 4 4 $760.00
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4.04
Business Process Review - CIS
Identify areas of inefficiency &
recommend business processes to
maximize the software capabilities.
Sessions allocated for Business
Process review will focus on
improving the processes so as the
result the customer can be more
efficient in their day to day activities.
The result of these sessions is a
detailed report with summary of
findings and the next steps and
recommendations. Any resulting
configuration or system changes
requiring Cayenta involvement will be
managed through the Change Control
process.
CIS 1 Each 20 20 $3,800.00
4.05
Enhanced Quick Enrollment -
Discovery CIS 1 Each 8 8 $1,520.00
4.06
Business Process Review - FMS
Identify areas of inefficiency &
recommend business processes to
maximize the software capabilities.
Sessions allocated for Business
Process review will focus on
improving the processes so as the
result the customer can be more
efficient in their day to day activities.
The result of these sessions is a
detailed report with summary of
findings and the next steps and
recommendations. Any resulting
configuration or system changes
requiring Cayenta involvement will be
managed through the Change Control
process. FMS 1 Each 20 20 $3,800.00
4.07 Journal Voucher security setup FMS 1 Each 4 4 $760.00
4.08
Overview training on Accounts
Payable New Invoice Entry FMS 1 Each 4 4 $760.00
4.09
FMS Scripting assistance - update
older scripts to continue working with
new/updated screens FMS 1 Each 8 8 $1,520.00
4.10
Fixed Assets - new secondary (off-
books) depreciation calculation
features/reports - Discovery. The
discovery session does not include
configuration FMS 1 Each 8 8 $1,520.00
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4.11
Business Process Review - WMS
Identify areas of inefficiency &
recommend business processes to
maximize the software capabilities.
Sessions allocated for Business
Process review will focus on
improving the processes so as the
result the customer can be more
efficient in their day to day activities.
The result of these sessions is a
detailed report with summary of
findings and the next steps and
recommendations. Any resulting
configuration or system changes
requiring Cayenta involvement will be
managed through the Change Control
process.
WMS 1 Each 20 20 $3,800.00
4.12
Work Order Auto Print Functionality:
Provide necessary control across
WMS and CIS products to support
auto printing - Includes set up,
configuration and testing assistance WMS 1 Each 12 12 $2,280.00
4.13
New Equipment Module - Discovery.
The discovery session does not
include configuration WMS 1 Each 12 12 $2,280.00
Total 128 $24,320.00
Services Component 5: BI Services
Item Description Group Qty Unit Hours
Total
Hours Total
5.01
Custom Cognos reports
migration/updating (T&M) Reporting 1 Each 12 12 $2,280.00
5.02
Replacement of WORD Templates
with Cognos reports - AP Check - 40
hours to update Generic Core version
- 52 hours if Custom version desired Reporting 1 Each 40 40 $7,600.00
5.03
Replacement of WORD Templates
with Cognos reports - Bid Form - 0
hours to use Generic Core version -
16 hours if Custom version desired Reporting 1 Each 16 16 $3,040.00
5.04
Replacement of WORD Templates
with Cognos reports - Purchase
Order - 0 hours to use Generic Core
version - 12 hours if Custom version
desired Reporting 1 Each 12 12 $2,280.00
80 $15,200.00
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Rate $215.00
Services Component 6: Connect Time Entry (CTE)
TE/WO Resource Batch Import + TE Equipment Import/Batch Creation
Item Description Group Qty
Price
Per
Unit Hours
Total
Hours Total
6.01 Preparation Connect TE 1 Each 3 3 $660.00
6.02 Job Cost resource setup Connect TE 1 Each 4 4 $880.00
6.03 CTE resource setup & configuration Connect TE 1 Each 8 8 $1,760.00
6.04
Testing Assistance & Train the
Trainer Connect TE 1 Each 40 40 $8,800.00
6.05 Go Live Connect TE 1 Each 6 6 $1,320.00
6.06 Post Go Live assistance Connect TE 1 Each 4 4 $880.00
CTE and Resource/Equipment
Total 65 $14,300.00
Upgrade Summary
Hours Price
Services Fees Fixed Price 1,033
$198,220.00
Services Fees T&M 12 $2,280.00
Upgrade - Total 1045 $200,500.00
Optional Travel - $0.00
Rate $115.00
Services Component 7: Budget Billing Implementation
Equalized Only
Item Description Group Qty
Price
Per
Unit Hours
Total
Hours Total
7.01 Configuration - General Equalized BB 1 Each 48 48 $5,760.00
7.02 Bill Print Modification for BB Equalized BB 1 Each 90 90 $10,800.00
7.03 Testing Support Equalized BB 1 Each 112 112 $13,440.00
7.04 Training Support Equalized BB 1 Each 8 8 $960.00
Budget Billing - Total 258 $30,960.00
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4. Table of Durations
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5. Scope of Work
The following section provides the scope of work outlined in Section 3: Table of Services in
further detail.
Services Component 1: Monthly Services – Harris Project Manager
CLIENT is engaging HARRIS for a Project Manager to oversee HARRIS’s activities for each Upgrade
Component, including the coordination of the Consulting Support services, tracking the progress,
managing resources and dealing with any development issues
Responsibilities/Activities
1. Develop the project schedule in collaboration with CLIENT Project Manager
2. Set up the Caystone instance and Smartsheet schedule for the project
3. Manage HARRIS resources assigned to the project
4. Conduct one weekly project review and one weekly incident review meeting
5. Assist with preparation of the go -live plan and mock go live.
6. Manage project closure and transition of CLIENT back to Cayenta Support.
7. Assist CLIENT Project Manager with incident management including prioritization and triage
of incidents
Services Component 1: Monthly Services – Client Project Manager
CLIENT will appoint a Project Manager to lead the upgrade project and the CLIENT project team, and
to liaise with the HARRIS Project Manager
Responsibilities/Activities
1. Provide leadership of the day to day testing efforts, ensuring testing is progressing at a pace
to be completed within the allotted months of Consulting Support being provided by HARRIS
2. Manage incident prioritization in collaboration with HARRIS Project Manager
3. Ensure CLIENT resources are committed to the project as required by the agreed to project
schedule
4. Provide the HARRIS Project Manager with a schedule of testing activities during the
planning of the project.
Services Component 1: Monthly Services – Harris Consulting Team
CLIENT is engaging HARRIS for Consulting Support for a monthly fee for the duration of months
specified in the table of durations. CLIENT may choose to employ a longer duration of testing if
required and may request additional months of Consulting Support for the monthly fee defined in this
agreement.
Responsibilities/Activities
1. Work with CLIENT in resolving incidents they log in CayStone when testing the upgrade
version. (NOTE: Production issues will continue to be tracked in TeamSupport and managed
separately by Cayenta Customer Support)
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2. Audit of the upgrade environment(s) after installation, every data refresh and Mock Go Live.
3. Participating in project team meetings providing consulting services and Q&A.
4. Post Go-Live: Work with CLIENT in resolving incidents logged in CayStone during the one-
week post go-live period that are affecting the upgraded production environment
Services Component 1: Monthly Services – Client Project Team
CLIENT core project team will work closely with Cayenta project team and will contribute to overall
project objectives. CLIENT project team and SMEs will provide their expertise when needed and work
with their business users to effectively manage their testers’ expectations.
Responsibilities/Activities
1. CLIENT is responsible for testing all their business processes and integration points .
2. CLIENT agrees to commit resources needed to complete upgrade testing with in the agreed
to schedule between CLIENT and HARRIS including the agreed -to testing schedule
provided by the CLIENT Project Manager.
3. CLIENT is responsible for prioritizing the incidents reported according to the Priority
definitions contained in this SOW.
4. Execute all testing activities related to implementing the upgrade version utilizing tool
provided by HARRIS (CayStone).
5. CLIENT is responsible for validating and turning around assigned issues in a timely manner.
Responding to HARRIS’ project team questio ns and inquiries in a timely manner will be
critical to the timeline of the project
6. When reporting any issues related to the upgrade, CLIENT is required to provide enough
information to assist Cayenta consultants with troubleshooting including steps to
consistently reproduce the issue and screenshots where appropriate.
Audit Services 2: Included in Annual Maintenance
HARRIS will conduct standard system audits as part of the scope of work for this upgrade. Item 2.03
and 2.04 from the Table of Services are provided via TeamSupport, HAL and the Cayenta Wiki as self-
service items.
Responsibilities/Activities
1. HARRIS will conduct an environment audit post upgrade/refresh as defined in item 2.01 of
the Table of Services. The audit is to verify that all the Cayenta system components for the
upgrade are operational including verification of interoperability between components (e.g.
Upgrade test environment to test reporting server).
2. After installation, the HARRIS consulting team will conduct a functional audit of each
module. This audit does not include verification of transactions or data but examines the
basic functionality of the application as whole as defined in item 2.02.
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Services Component 3: Technical and Data Services
CLIENT is engaging HARRIS to provide technical services work as documented in the Table of
Services
Responsibilities/Activities
1. HARRIS' technical team will prepare and complete the upgrade in the designated upgrade
environment(s) as denoted in the Table of Services section 3.
2. HARRIS will provide data refres hes as specified in the Quantity in the Table of Services item
3.04. Additional data refreshes will follow the change control process (See section 9).
3. The HARRIS technical team will support the u pgrade project team during the project for any
technical related questions or issues as long as it remains within the scope of the project
and related to the activities performed during the upgrade as defined in the Table of
Services.
Services Component 4: New Product / Features Implementation Services
CLIENT is engaging HARRIS to configure the new features for the CLIENT that are described in the
Table of Services. HARRIS time spent configuring, training and testing new functions will be billed even
if the client chooses to ‘not’ use the functionality after additional testing or review.
There is no custom development included in the scope of services (unless the JIRA is specifically noted
in section 4 of the table of services), including but not limited to changes to custom reporting (bills, S/O,
W/O, letters, portals, reports, financial templates). Any custom development required will be estimated
and charged at our standard rate (at the time of change) and agreed upon by way of a change order.
Services Component 5: BI Services
CLIENT is engaging HARRIS to provide Business Intelligence work as documented in the Table of
Services
As per the Table of Services Item 5.01, the following will be provided on a T&M basis and hours
associated are estimates only:
• Custom Cognos report migration or updates
CLIENT is not engaging HARRIS to perform Cognos single sign-on (SSO) configuration as part of the
fixed price services.
Services Component 6: Connect Time Entry (CTE) for Labor and Equipment
CLIENT is engaging HARRIS to configure Connect Time Entry (CTE) as documented in the Table of
Services. Included in scope of what HARRIS will provide with these services is itemized below.
Responsibilities/Activities
1. Preparation
o HARRIS will install the software on the CLIENT environment
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2. Work Order & Job Cost Resource Setup
o HARRIS will set up resources for job costing
o Set up employees to be able to use work orders or job codes
3. CTE Resource Setup & Configuration
o HARRIS will set up resources for CTE
o Includes other maintenance tables & changes relating to how employee/resource is
set up
4. Testing Assistance & Train the Trainer
o HARRIS will provide answers to questions that come up pertaining to CTE during the
testing of the module by CLIENT
o HARRIS will remediate reporte d defects pertaining to CTE
o HARRIS will provide up to eight (8) hours of training services to CLIENT trainers on
the CTE solution.
5. Go Live
o HARRIS will execute planned go -live activities in accordance with the go -live plan
pertaining to CTE
6. Post Go Live As sistance
o HARRIS will provide post go -live assistance to CLIENT in assisting with issue arising
after the solution is live
Services Component 7: Equalized Budget Billing
CLIENT is engaging HARRIS to configure Equalized Budget Billing as documented in the Table of
Services. Included in scope of what HARRIS will provide with these services is itemized below.
1. Configuration
o HARRIS will configure the solution to enable for Equalized Budget Billing
2. Bill Print Modification
o HARRIS will alter the Bill Print to support the Equalized Budget Billing configuration.
This will include ensuring that billed amounts are accurate per the Equalized Budget
Billing configuration
▪ Any additional Bill Print changes not directly related to Equalized Budget
Billing will be consid ered out of scope and will be managed through the
Change Control process
3. Testing Support
o HARRIS will provide answers to questions that come up pertaining to Equalized
Budget Billing during the testing of the module by CLIENT
o HARRIS will remediate reported defects pertaining to Equalized Budget Billing
4. Training Support
o HARRIS will provide training guidance and assistance to CLIENT up to the hours
stated in the Table of Services.
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6. Payment Schedule
Payment Terms
1. All fees shall be paid within thirty (30) days of invoice date. Customer shall pay all
applicable shipping charges and sales taxes, exclusive of HARRIS’s income and corporate
franchise taxes, in addition to the fees for services separately listed. HARRIS reserves the
right to put the project on hold if any invoices for accepted project milestones age beyond 60
days outstanding.
2. HARRIS will not commence this project if there are any outstanding invoices aged greater
than 60 days.
3. HARRIS reserves the right to pause work on this project if invoices for this project become
aged greater than 60 days.
4. If Customer determines to pause or delay the project due to circumstances beyond HARRIS’
control, Customer will agree to a change order to realign billing mileston es allowing HARRIS
to invoice for work performed and not yet invoiced.
5. Upon submitting invoices to Customer, HARRIS will also supply a milestone payment sign -
off form for Customer to sign. Signing of the payment sign -off form will constitute formal
acceptance of all services deliverables associated with the noted payment milestone(s) in
the sign-off form.
6. All T&M work noted in this SOW will be invoiced at the end of each month. HARRIS will not
exceed the hours listed in this SOW for T&M service items without written authorization from
CLIENT via the Change Control process.
7. Connect Time Entry Annual cost will be invoiced from Go -live.
Payment Schedule
The services listed are provided at a fixed price basis for the defined scope of work (unless marked
T&M). All travel expenses will be billed based on actual costs as incurred.
MP# Services
Item Criteria for Invoice Month Billed
MONTHLY 1 1.01 - 1.06 Monthly Services Fees - Last Day of Month 1 Month 1 $24,928.00
MONTHLY 2 1.01 - 1.06 Monthly Services Fees - Last Day of Month 2 Month 2 $24,928.00
MONTHLY 3 1.01 - 1.06 Monthly Services Fees - Last Day of Month 3 Month 3 $24,928.00
MONTHLY 4 1.01 - 1.06 Monthly Services Fees - Last Day of Month 4 Month 4 $24,928.00
MONTHLY 5 1.01 - 1.06 Monthly Services Fees - Last Day of Month 5 Month 5 $24,928.00
MP1 3.01
Completion of First Installation, Environment
configuration and audit in new CayProd and
CayTest environments on new Server
Month 1 $3,040.00
MP2 3.02 Completion of adding SSL Security for Web
Applications Month 2 $1,520.00
MP3 3.03 Completion of Upgrade Cognos Month 1 $1,520.00
MP4 3.04 Completion of Data Refresh and Mock Go-Live
(planning, support and execution) Month 4 $3,040.00
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MP5 3.05 Completion of Tech assistance during upgrade
(troubleshooting) Month 5 $4,560.00
MP6 3.06 Completion of Creation of 3 other new environments
- DEV; TRAIN; MWM Month 5 $4,560.00
MP7 3.07 Completion of Go-Live Technical Tasks Month 5 $3,800.00
MP8 4.01 Completion of Caystone training and set up of
Cayenta core test cases. Month 1 $760.00
MP9 4.02 Completion of migrating and converting to Tab
Based workflows - Discovery. Month 2 $760.00
MP10 4.03 Completion of Inquiry Summary tab - Discovery. Month 2 $760.00
MP11 4.04 Completion of Business Process Review - CIS Month 2 $3,800.00
MP12 4.05 Completion of Enhanced Quick Enrollment -
Discovery Month 2 $1,520.00
MP13 4.06 Completion of Business Process Review - FMS Month 2 $3,800.00
MP14 4.07 Completion of Journal Voucher security setup Month 2 $760.00
MP15 4.08 Completion of Overview training on Accounts
Payable New Invoice Entry Month 2 $760.00
MP16 4.09 Completion of FMS Scripting Assistance Month 3 $1,520.00
MP17 4.10
Completion of Fixed Assets - new secondary (off-
books) depreciation calculation features/reports -
Discovery.
Month 3 $1,520.00
MP18 4.11 Completion of Business Process Review - WMS Month 2 $3,800.00
MP19 4.12
Completion of Work Order Auto Print Function ality:
Provide necessary control across WMS and CIS
products to support auto printing
Month 2 $2,280.00
MP20 4.13 Completion of New Equipment Module - Discovery. Month 3 $2,280.00
MP21 5.02 Delivery of Replacement of WORD Templates with
Cognos reports - AP Check Month 3 $7,600.00
MP22 5.03 Delivery of Replacement of WORD Templates with
Cognos reports - Bid Form Month 3 $3,040.00
MP23 5.04 Delivery of Replacement of WORD Templates with
Cognos reports - Purchase Order Month 3 $2,280.00
MP24 6.01 Completion of Preparation Month 2 $660.00
MP25 6.02 Completion of Job Cost resource setup Month 2 $880.00
MP26 6.03 Completion of CTE resource setup & configuration Month 3 $1,760.00
MP27 6.04 Testing Assistance start (50%) Month 3 $4,400.00
MP28 6.04 Completion of Testing Assistance & Train the
Trainer Month 4 $4,400.00
MP29 6.05 Completion of Go Live Month 5 $1,320.00
MP30 6.06 Completion of Post Go Live assistance Month 5 $880.00
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MP31 7.01 Completion of Configuration - General Month 2 $5,760.00
MP32 7.02 Bill Print Modification for BB start (50%) Month 2 $5,400.00
MP33 7.02 Completion of Bill Print Modification for BB Month 3 $5,400.00
MP34 7.03 Testing Support start (50%) Month 3 $6,720.00
MP35 7.03 Completion of Testing Support Month 4 $6,720.00
MP36 7.04 Completion of Training Support Month 4 $960.00
Total Fixed Price $229,180.00
MP# Services
Item Criteria for Invoice Month Billed
T&M 5.01 Completion of Custom Cognos reports
migration/updating (T&M) T&M $2,280.00
Total T&M $2,280.00
Summary by Month
Month 1 13.1% $30,248.00
Month 2 24.8% $57,388.00
Month 3 26.5% $61,448.00
Month 4 17.3% $40,048.00
Month 5 17.3% $40,048.00
T&M 1.0% $2,280.00
Total 100.0% $231,460.00
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7. Incident Priority Definitions
HARRIS and CLIENT agree to use the following priority definitions when prioritizing incidents logged
during the project.
Priority 1 – Critical
• System Down (Software Application, Hardware, Operating System, Database)
• Application errors without workarounds that prevent testers from testing
• Incorrect calculation errors impacting a majority of data
• Aborted postings or error messages preventing data integration and update
• Performance issues of severe nature impacting critical processes
• Data Security issues
Note: the existence of a reasonable work-around precludes a Priority 1 or Priority 2 issue in most
cases.
Priority 2 - High
• Application errors that have workarounds impacting business, but the workaround is either
complex or time consuming and significantly affect the productivity after go-live.
• Calculation errors impacting a minority of records
• Report calculation issues
• Printer related issues (related to interfaces with our software and not the printer itself)
Priority 3 – Medium
• Application errors/issues that have workarounds impacting business, but the workaround is
either complex or time consuming
• Report formatting issues
• Issues with workarounds for large majority of accounts
• Some recommendations for enhancements on application changes
• Performance issues not impacting critical processes
• Usability issues
Priority 4 – Low
• Training questions, how to, or implementing new processes
• Aesthetic issues
• Questions on documentation
• Some recommendation for enhancement on application changes
The ongoing operation for the Solution will be the responsibility of the CLIENT following the Upgrade
Go-live date with the support of HARRIS. HARRIS will correct or offer a plan or solution for all Critical
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and High priority defects associated with configuration, modifications, interfaces, reports, portals, web
pages, letters, etc. as reported by the CLIENT during the Transition period.
The CLIENT is responsible for defects associated with configuration, modifications, interfaces, and
reporting that have been changed by the CLIENT or other Consultants (not contracted by HARRIS)
without HARRIS written approval.
The CLIENT will switch to HARRIS Support after completion of the Transition period as outlined in the
Upgrade Table of Services.
The completion of Transition constitutes the completion of the Upgrade and the end of the
‘Project’. Functionality not implemented prior to the end of Transition, by mutual agreement and a
Change Order, will be considered a mini project and the appropriate funds set aside to be invoiced
when the work is completed and accepted.
.
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8. Overall Terms and Termination
Additional Terms and Conditions
1. All license fees and related support and maintenance fees shall be billed upon signing of the
Statement of Work.
2. Additional services deemed out of scope (per this document) will be billed at $2 20 per hour.
3. Change Orders will be created for any tasks that are requested outside the scope of the
upgrade.
4. Cayenta reserves the right to alter/enhance APIs (as well as decommission, and in some
cases replace APIs). Work to update Custom Portals is not covered by Standard S upport
and if needed is billable and may require a Change Order (if the time is not already built into
this upgrade plan ). Additionally, an y 3rd party costs to update interfaces which call Cayenta
APIs are the responsibility of CLIENT.
5. With regard to Cogn os reports replacing WORD templates - any workflow or special
functions which were previously handled through WORD templates will be reviewed on a
case-by-case basis to determine if similar functionality can be provided using Portals or
Workflow within the Cayenta Application – Workflow or special functions will increase the
scope of work to be done.
6. No maintenance will be charged on these Cognos reports – but any future
adjustments/changes will be handled under T&M work orders.
7. Additional full 'PROD' dat a refreshes after the start of the project will be an additional cost
and will incur a Change order.
8. Actual travel and living costs will be billed as incurred. HARRIS will make every effort to
minimize travel and living expenses. Travel and living expenses include:
• Airfare
• Lodging
• Per Diem (HARRIS policy allows for $65/day for weekdays ($130 for weekends and
holidays)
• Ground Transportation (taxis, rental cars, fuel, tolls, parking)
9. HARRIS travel guidelines will be used by all HARRIS personnel traveling to the client's site
unless specifically stated in this section of the Statement of Work.
10. The actual number of trips required will be determined jointly the Project managers. The
numbers provided above are reasonable estimates for a Project of this scope and duration.
11. On-site time - 3 hours is billed each direction at US$75 per hour.
12. Hardware costs are priced/managed directly by CLIENT.
13. In the event CLIENT terminates this Agreement, CLIENT shall be invoiced for work done to
date of notification and CLIENT will pay all outstanding Fees and other amounts owing to
Harris under this Agreement.
Termination
Unless HARRIS and/or CLIENT exercises its right to terminate this quote due to material breach or default,
HARRIS must provide, and the CLIENT must purchase, Services from HARRIS for the items defined within
this quote.
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If CLIENT and/or HARRIS exercises its right to terminate this quote due to material breach or default,
or CLIENT and /or HARRIS terminate this quote without cause,
The CLIENT obligations include the following:
1. Provide notice of 10 calendar days for termination without cause,
2. Complete payment for services performed and expenses incurred prior to termination
including:
a. Any amount previously invoiced but unpaid;
b. Fees for services performed through termination date which have not been
invoiced; and
c. Any approved Travel and Living costs incurred.
HARRIS’ obligations include the following:
1. Provide notice of 10 calendar days for termination without cause;
2. Refund to the CLIENT any fees that have not been earned under this quote through
the termination date.
Under no circumstances shall HARRIS be liable for any special, indirect, consequential, punitive or
incidental damages of any kind and shall not be liable for loss of profits, work stoppage, system failure
or malfunction, loss of data or any other damages or losses in connection with this scope statement,
even if HARRIS has been advised of the possibility of such damages. In any event. HARRIS shall not
be liable to pay any amount, in the aggregate, that is greater than the fees received by HARRIS under
this scope statement.
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9. Change Control
Change Control Process
The "Change Control Process" governs changes to the Project parameters (scope, schedule, budget,
quality, risk) during the life of the Project.
Change Orders can be requested by HARRIS or CLIENT; however, all Change Orders must be
approved in writing by both HARRIS and CLIENT before any changes are formally accepted into the
project.
No Change Order shall become effective unless mutually agreed to in writing by both parties. No work,
other than estimating, will be performed on a Change Order by HARRIS until sign off has been
obtained by the parties. There will not be fees charged by HARRIS to provide estimates for Change
Orders.
In order to effectively control changes to the project, HARRIS uses an industry standard Change
Control process to assess all impacts of a potential project change. The Change Control process is
described below:
Change Request Submission
CLIENT and/or HARRIS identify a need for a change to the project and submit a request. It is expected
that the party raising the request will provide as much relevant information as possible at the time of
raising the request to support proper impact assessment activities.
Such a request must be in writing and identify the business and other reasons for the requested change
and the impacts it would have if the change is agreed upon, which may include Budget, Deliverables,
Milestone Payments, Schedule, Risks, and Resources.
Change Request Assessment
HARRIS and CLIENT Project Managers will assess the potential change and the impact to budget,
schedule, quality, resources and risks. Where applicable, options will be defined and documented.
Change Order Requests will be tracked online with the Project tool and reviewed as part of Project
Management Meetings.
Change Order (document)
The HARRIS Project Manager will prepare a formal Change Order document and submit to CLIENT for
review. The Change Order document will contain at a minimum:
1. Business reason/justification for the change
2. Detailed description of the change
3. Impact assessment of the change
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4. Any payment milestone revisions impacted by the change (projected billing dates and
amounts)
5. Project impacts of not approving the change
Any Deliverables that have already been completed and accepted by the CLIENT that are subsequently
altered as a result of a Change Order must be appropriately revised, pursuant to the Change Order,
with the change number and date noted. An updated version of such a Deliverable will then be signed
and stored with the project documentation.
CLIENT and HARRIS will review the Change Order for approval or rejection.
Change Order Review Period
After any request for a Change Order is made, the parties will have five (5) business days, or any
additional, mutually agreed upon period, to consider the request (the “Change Order Review Period”).
The Change Order Review Period will commence the day the Change Order request is received in
writing by the party being asked for the Change Order. During the Change Order Review Period,
HARRIS will provide the CLIENT with all information material to the requested Change Order,
regardless of which party initiated the Change Order, including but not limited to any additional fees that
would be incurred, the impacts on the relevant Deliverables, and any alteration of the MS Project
Schedule that would result if the Change Order were agreed to. HARRIS will also, during the Change
Order Review Period, provide a time and materials or a Fixed Price cost based on the CLIENT’s
desired pricing model.
During the Change Order Review Period, the CLIENT will provide HARRIS with any information
reasonably requested by HARRIS to evaluate any Change Order requested by CLIENT.
Change Order Approval
If both the CLIENT and HARRIS agree to the change, all relevant terms shall be documented in the
Change Order. Any charges not already specified in the Statement of Work or which are different than
those in this Statement of Work will be noted in the Change Order. Any additional services performed
by HARRIS as a result of a Change Order will require the payment to HARRIS of additional fees as
agreed.
Upon approval, CLIENT and HARRIS will sign the Change Order document and have the executed
copy stored in the project document repository
Change Order Rejection
If agreement on a requested Change Order does not occur by the end of the Change Order Review
Period, the change order is considered rejected. At this point, either party may initiate the conflict
resolution process set forth in this Statement of Work regarding the requested Change Order, unless
the change solely regards a Deliverable that was completed and accepted before the request for the
Change Order was made.
Change Request/Change Order Log
HARRIS will maintain an ongoing log of all Change Orders during the life of the project
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