HomeMy WebLinkAboutR-2021-030 Cayenta Software Upgrade Agreement with N Harris ComputerRESOLUTION NO. R-2021-030
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,
EST:
n a Claar Tee, City CI
.0-
7^,
Patricia Byz s, Mayor
ST
City of Yakima, Washington
129 N. Second Street
Yakima, WA 98901
USA
T ET
Between:
1
Cayenta, A Division of
And 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)
Name:
(Signature
Name:
(Print)
Title:
Date:
Cii,-Ltj Aka (‘ a
CITY CONTRACT NO #
P-0;21 RESOLUTION NO.
Cayenta, A Division of N. Harris
Computer Corporation (Hereafter
referenced as HARRIS)
Name:
(Signature
Name:
(Print)
Title: Via), e6ider4
Date:
SOW Statement of Work
Cayenta Upgrade Project Page 1
2/4/2021
Table of Contents
1. OVERVIEW
2.
3. TABLE OF SERVICES 7
4. TABLE OF DURATIONS 12
5. SCOPE OF WORK
13
6. 17
7. INCIDENT PRIORITY DEFINITIONS 20
8. OVERALL TERMS AND TERMINATION 22
9. CHANGE CONTROL 24
SOW Statement of Work
Cayenta Upgrade Project Page 2 2/4/2021
1 Overview d Pricing Summary
The CLIENT iaembarking unonupgrade of Cayenta software baversion 9.0(the latest release level
generally available). Under the direction ofthe CLIENT Project Owner.thaCL|ENTProject 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
The upgrade services are organized into discrete units of work called Upgrade Services Offerings
and are provided by HARRIS' pool of upgrade resources.
HARR|Gand CLIENT agree toschedule and begin the upgrade within 12Odays ofsignature.
The CLIENT is responsible for defects associated with configuration, modifications, |nterfaoeo, and
reporting that have been changed by the CLIENT or other Consultants (not contracted by HARRIS)
without HARR|8written 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.
Summary Pricing
Hourly Rate - 2021
COY Upgrade - Good Custom r Rate - $30 per hour reduction (pv�r hour reduction same as 201 -9yote
coYuuftet,umne Rate $zooper hour reduction hour reduction same es20ou?uvte
Upgrade discount o�Connect Time Ent 100 U
o City
Appreciation Discount
.LuqUet Billing _ Implementation aEqualized Billing
U , - rode discount Cit a Yakima A —reciation Discount
$o _ $56,760
_
Customer Appreciation Discount included mthe above 'if signed by Feb 28 2021
sow
Cayenta Upgrade Project
Statement mWork
21412021
2. CLIENT Profile
The following has been provided by CLIENT for reference:
Products currently installed (CIS, EMS, WM, HR/PA)
Current Version (e.g. 7.7.0)
Oracle or SQL Server Database (& version
Number of CIS Accounts
Number of Users
FMS Modules,
HR/PAModules
1iWM Modules
Cayenta Managed Solutions'(CMS)
Actuate or Cognos (version?, Planet Pre
Custom. Cayenta Reports
CF scripting (or In-house built script
s)
s?, T
CIS, CF and WM
7.9.0.44
Oracle 12c Release 12.1.0.1.0 64 bit (considering SQL
Server)
25,000
356 accounts; active 60
GL, AP, CC, AR, JC, PM, PO, RE
NA
WO, FA, EQ IN (And MWM)
Yes
Cognos 10.2
See reports list below
Budget Prep
Time Entry (TE)
Customer Self Service (CSS)
Employee Self Service (ESS)
Vendor Self Service (VSS)
Cayenta Dashboard
Cognos Analytics for Excel (CAFE) and Cayen
Framework models
Cayenta Analytics (for Utilites)
Cayenta Link using Excel (CLUE)
Custom Portals
Yes
No TM1 Budget prep - but use Budget tracking within CF
Yes - Limited use for the Public Works side of things (150
people)
Yes - Gen3
No
No
No
a.
No
No
Nob Hill,
Smart Gov,
Customer Services,
GIS sync,
Beacon,
Storm water billing,
Invoice Cloud,
COY Billing
SOW
Cayenta Upgrade Project
Statement of Work
Page 4 2/4/2021
Custom Interfaces
3rd party integration
Combined Menus already? (Y/N)
Combined Database already? (Y/N)
Internal or 3rd Party Upgrade Project Manager?
rKno
n Constraints (e.g. Must be live by, etc.)
Complete list of WORD Templates/Forms used
AP Check; AP Direct Deposit; Bid Form; Payroll Check;
Payroll Direct Deposit; Purchase Order
Already using Time -Based Employee M
Already using Time -Based Deductions?
How far back do Yeared financial tables go?
Number of Employees (Total; Full; Part-time;
Seasonal)
Number of Environments (ayTe
old,CayProd'?),';
Yes, Beacon
Invoice Cloud; JMAP?
In-house PM
I can not think of any constraints - other than we will
want to get this process started as it will take time.
sfga30b - A/R old invoice template
sfga30y - A/R invoice template (replaces sfga30b)
sfga565 - AP check template
sfga675 - 1099 interest
sfga676 - 1099
Sfga747 - 1099 real estate
sfgar3l - A/R statement template
sfgbykc - Bid form
sfgpykc - Purchase Order form
NA
NA
We have data sets that go to 2009 but there is only full
Cayenta data from 2014 onward:
2009 - blank data set - remove
2010 - was used for opening balance for go -live
2011- 2013 - journal entries only from data
conversion. Ask Finance and Cayenta if we still need
these.
850
4 environments
PROD
DEV
TRAIN
MWM
sow
Cayenta Upgrade Project
Statement of Work
Page 5 2/4/2021
The following custom reports have been identified by CLIENT. See Table of Services section 5 for
services related to reports and portals.
REPORTS
Revenue,
Cash source,
eter stets,
AR 2911,
AR transaction,
Revenues fund,
Open utility accounts,
AR bill count for period,
AR Header Adjustment,
Billing By cycle code,
AR Payment Process,
WW stro Waste,
Several refuse re itrts.
Cognos Re
44
---------
Collection Letters (model):
YAK_76_SECOND_RE INDER
YAKJhr_WER_SHUTOFF
YAR...81_NOWTR JATE
YAK_82_NO R_PRECOL
YAK AR_COLLECTION
YAK SW_FINAL
YAK_SVV_FiRST
YAK SW_SECOND
Revenue (model):
aster_Revenue_Re rt
Custom:
YAK_BILL_PRINT
YAK_BILL_STATE ENT
YAK_DOG_LICENSE_RENEWAL_LETTER
YAK. JNVENTORY_REQUEST_LIST
YAK_METER_STATISTICS_REPORT
YAK_ ISC_INVOICE
YAK_M ISC_STATEM ENT
YAK_PRE_PROCESS_WRITEOFF
YAK_ • BIES_SHOT_EXP_LETTER
YAK_SERVICE_ORDER
YAK_WORK_ORDER
SOW Statement of Work
Cayenta Upgrade Project Page 6 2/4/2021
� ���� ���� .
�. ���v����n �����Uces
Items marked with a quantity of '0' are not part of the project, but noted as reference only,
Item
-- ` Descrip ion-
Monthly Project Manager Services
101 Represents 8 hours per week
Monthly Consulting Services 'CIS
1.02 Represents 8hours per week
Monthly Consulting Services 'FIVIS
1.03 .. Represents 8 hours per week
Item
2.01
2.02
� 2.03
MonthlyCnneultingGemiceo-VVIVIS
Represents 8 hours per week
Go -Live ' Go -Live weekend &1-week
transition 'then hand back to
Standard Support
Total
'
Deacr�i
Environment Audit - no cost
Functional Audit'nucost
Product Release notes and Feature
Release documents ' Available online
via HALand the CayenhaV0ki
Group
PM
� Consulting
Consulting �
Consulting
�
� Consulting
!
and PM
_Group
Included
Included
Support
End User Training guides for upgrade
version
This will bedelivered via the Cayenba
wiki
Qtyi Unit
5 Months
4
4
1
Unit
Total
Hours Total
32 12D
32 128
Hours
8
16
656
Total
Hours
8
16
$24^32U.O0
_
$13,880.{0
Total
Description
Creation and validation ofnew
Production environment (CayProd)for
upgrade version
Technical
Qt Unit-�
Hours
Total
Hours
$3,040.00
sow
Cayenta Upgrade Project
Statement of Work
Page 7
21412021
3.02
3.03
3.06
3.07
� Item i
4.01
4.02
Adding GSLSecurity for Web
Applications
Enhanced service controls &API
,using GSLmeou )_ _
UpgradeCnqnou _ 1 Each 8 8 _ $1520.00
Data Refresh and Mock Go -Live
rtandexauution Technical
Tech assistance during upgrade
(trouble hpqqttL Technical
Creation of3other new environments �
Technical
Go -Live Technical Tasks
1
1
Each
24
8
20
18
24
24
$4,560.00
$4,560.00,
2U $�D8U116 .0O
'| —
2U
Description, Group
_
Caymtomatraining and set upof
Cayenbacore test cases. The latest
relevant test cases will boloaded by
Caynntaproject team. Clients users
will beset uptouse Coyotuna.
Migrating and converting hnTab
BnoedwmrWlowvo-Dieuovery.For
heavy workflow -based customers this
can bavery extensive and needs
analysis hodetermine hours required.
The discovery session does not
include configuration
Inquiry Summary tab Discovery.
There can bemultiple tabs, and each
can bocomplex, ooneed good
requirements toproperly assess. The
discovery session does not include
"�~~ General
"".�".
4�O3 °~ General 1 Each
Genera
Qty
l
1 Each
sow
4
Statement
mWork
4.04
4.05
4.06
4.07
4.08
4.09
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.
Enhanced Quick Enrollment -
Discovery
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.
Journal Voucher security setup
Overview training on Accounts
Payable New Invoice Entry
FMS Scripting assistance update
older scripts to continue working with
new/updated screens
4.10
Fixed Assets - new secondary (off -
books) depreciation calculation
features/reports - Discovery. The
discovery session does not include
configuration
CIS
CIS
FMS
FMS
FMS
FMS
1
1
1
Each 20
Each 8
Each 20
Each
4
Each 4
Each
FMS
1
20
8
20
4
4
8
8
$3,800.00
$1,520.00
$3,800.00
$760.00
$760.00
$1,520.00
$1,520.00'
SOW Statement of Work
Cayenta Upgrade Project
Page 9 2/4/2021
411
5.01
BusineoaPmoeooReview-VVIVIS
Identify areas ofinefficiency &
recommend business processes to
maximize the software capabilities.
Sessions allocated for Business
Process review will focus mn
improving the processes nomathe
result the customer can b*more
efficient intheir day today activities.
The result of these sessions is a
detailed report with summary nf
findings and the next steps and
recommendations. Any resulting
configuration or system changes
requiring Cayenbainvolvement will be
managed through the Change Control
Work Order Auto Print Functionality:
Provide necessary control across
VVMSand CIS products hosupport
auto printing ' Includes set up,
configuration and testing assistance
New Equipment Module 'Discovery.
The discovery session does not
include configuration
Description
Custom Cngnomreports
Replacement ofWORD Templates
with Cognooreports -APCheck '4D
hours houpdate Generic Core version
-52hours ifCustom version desired
Replacement ofWORD Templates
wdhCognnorepnrto'BidFonm-U
hours house Generic Core version -
1Shours �Cuobomv*miondesired
Replacement
'|acamentof' RDTemp|ab»a
with Cugnuareports 'Purchase
Order 0hours house Generic Core
version '12hours if Custom version
desired
Reporting
Reporting
Unit
Total
Hours Hours
*2,28O.O8
$24,320.00
$2,280.00
sow
Cayenta Upgrade Project
Statement of Work
Page 10
21412021
$215/00
6.01
6.02
603
6.04
6.05
6.06
=�"�°°=�°=�
|
Preparation
Descripkq
Job Cost resource setup
Testing Assistance & Train the
Trainer
Go Live
Post Go Live assistance
CTEand Resource/Equipment
1 Total
Services Fees Fixed Price
Services Fees T&PN
Upgrade - Total
Optional Travel
7.01
7.02
'
7.03
7.04
Description
Confiqunadon'General
Bill Print Modification for 8B
Testing Support
Training Support
Budmat BiUinm 'Tota|
Y Or
Group
Equalized BB
Equalized BB
1
Price
Per
Unit
Each
Each
Each
Each
Price
Per
QtyUnit Hours
� Total
Hours Hours
3 3
40 40
6 G
Equalized BB 1
Equalized BB 1
Each 48
Each | 90
Each 112
Each 8
65
Total
$14,300.00
Hours Price
1045 / $300,500.00
Total
Hours Total
48 $5.760.00
112 $13L440.00
258
sow
Cayenta Upgrade Project
Statement mWork
Page 11
z/4120c/
4. Table of Durations
Planned Duration of Upgrade
Month01
1- Monthiy Services
1.01 Upgrade Manager
1.01Consulting Support - CIS
1.03 Consulting Support - FMB
1,04 Consulting Support - WMS
1.05 Go -Live Transition
2 - Audit
3 - Technical and Data Services
8 New feature config/training
5'- Bl Services
6 - Connect Time Entry,
7 - Budget Billing
Client Testing
Month 02 Month 03
Month 04 Month 05
PM and Consulting Services
Technical Services
New feature discovery/training/services
Client Testing
Go-L've
SOW Statement of Work
Cayenta Upgrade Project Page 12 2/4/2021
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)
SOW Statement of Work
Cayenta Upgrade Project Page 13 2/4/2021
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 within 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 questions 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.
SOW Statement of Work
Cayenta Upgrade Project Page 14 2/4/2021
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 refreshes 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 upgrade 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
SOW Statement of Work
Cayenta Upgrade Project Page 15 2/4/2021
2. Work Order & Job Cost Resource Setup
o HARR|Gwill setup resources for job costing
o Set upemployees tubeable touse work orders nrjob codes
3. CTEResource Setup 0.Configuration
o HARR|8will set upresources 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 ofthe module byCLIENT
o HARR|8vv|U nannodiaba reported dmhouta pertaining to CTE
o HARR|8 will provide up to eight (D) 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 toCTE
O. Post Go Live Assistance
o HARR|8 will provide post go -live assistance to CLIENT in oaainUng with |oouo arising
after the solution is |ixm
Services Component 7:EqmaUized 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 HARR|G will configure the solution to enable for Equalized Budget Billing
2. 8U| Print Modification
o HARR|S 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 toEqualized Budget
Billing will baconsidered out ofscope and will bemanaged 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 ofthe module byCLIENT
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.
sow Statement of Work
6. Payment Schedule
Payment Terms
1. All fees shall bepaid within thirty /3[0days ofinvoice date. Customer shall pay all
applicable shipping charges and sales taxes, axo|um|va wfHARR|G'u income and corporate
franchise taxes, in addition to the fees for services separately listed. HARR|G reserves the
right to put the project on hold if any invoices for accepted project milestones age beyond OU
days outstanding.
2. HARR|8 will not commence this project if there are any outstanding invoices aged greater
than 6Odays.
3. HARR|S reserves the right to pause work on this project if invoices for this project become
aged greater than OOdays.
4. If Customer determines to pause or delay the project due to circumstances beyond HARR|S'
control, Customer will agree to o change order to realign billing milestones allowing HARR|8
toinvoice for work performed and not yet invoiced.
5. Upon submitting invoices tnCustomer, HARR|Swill also supply milestone payment sign -
off form for Customer tosign. Signing ofthe payment sign -off form will constitute formal
acceptance of all services deliverables associated with the noted payment milestone(s) in
the sign -off form.
8. All T&yW work noted in this SOW will be invoiced at the and of each month. HARR|G 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 beinvoiced from Go-||ve.
Payment Schedule
The services listed are provided stofixed price basis for the defined scope ofwork (unless marked
T&yW).All travel expenses will babilled based onactual costs oeincurred.
1.06
MONTHLY 1.01 ' 1.06
MONTHLY 1 1.01 ' 1.08
MONTHLY 5
MonthlyServicesFeeo-Lost Day ofMonth 1 Month
Monthly Services Fees ' Last Day nfMonth 2 Month
Monthly Services Fees ' Last Day nfMonth 3 | Month
$24,928.00
$24,928.00
Monthly Services Fees - Last Day of Month 4 Month 4
1.O1 '1.O6
Monthly Services Fees 'Last Day ofMonth 5 Month
$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
Completion of adding SGL Security for Web
Applications
Month 2
Completion cfUpgrade Cognoo
Month 1
Completion of Data Refresh and Mock Go -Live
(p|anning.support and execution)
Month 4
SOW
Cayenta Upgrade Project
Statement of Work
Page 17
21412021
MP5 3.05 Completion of Tech assistance during upgrade Month 5 $4,560.00
(troubleshooting)
MP6 3.06
MP7
MP8
Completion of Creation of 3 other new environments
- DEV; TRAIN; MWM
3.07 Completion of Go -Live Technical Tasks
4.01
MP12 4.05
MP14 4.07
MP15 4.08
Completion of Caystone training and set up of
Cayenta core test cases.
Completion of migrating and converting to Tab ';
Based workflows - Discovery.
Completion of Inquiry Summary tab - Discovery.
Completion of Business Process Review - CIS
Completion of Enhanced Quick Enrollment
Discovery
Completion of Business Process Review - FMS
Completion of Journal Voucher security setup
Completion of Overview training on Accounts
Payable New Invoice Entry
Completion of FMS Scripting Assistance
Completion of Fixed Assets - new secondary (off -
books) depreciation calculation features/reports -
Discovery.
Month 5
Month 5
Month 1
Month 2
Month 2
Month 2
Month 2
Month 2
Month 2
Month 2
Month 3
Completion of Business Process Review - WMS Month 2
Completion of Work Order Auto Print Functionality:
Provide necessary control across WMS and CIS Month 2 $2,280.00
products to support auto printing
$760.00
$1,520.00
$3,800.00
$760.00
$760.00
$1,520.00
$1,520.00
$3,800.00
Completion of New Equipment Module - Discovery.
Delivery of Replacement of WORD Templates with
Cognos reports - AP Check
Delivery of Replacement of WORD Templates with
Cognos reports - Bid Form
Delivery of Replacement of WORD Templates with
Cognos reports - Purchase Order
6.01 Completion of Preparation
MP25 6.02
MP26
Completion of Job Cost resource setup
6.03 Completion of CTE resource setup & configuration
Month 3 $2,280.00
Month 3
Month 3
$7,600.00
$3,040.00
Month 3 $2,280.00
Month 2
Month 2
$660.00
$880.00
Month 3 $1,760.00
MP27 6.04 Testing Assistance start (50%) Month 3 $4,400.00
Completion of Testing Assistance & Train the
Trainer
MP28
6.04
MP29 6.05 Completion of Go Live
MP30
6.06 Completion of Post Go Live assistance
Month 4 $4,400.00
Month 5
Month 5
$1,320.00
$880.00
SOW
Cayenta Upgrade Project
Statement of Work
Page 18
2/4/2021
MP31 7.01
MP32 7.02
MP33 7.02
MP34 7.03
MP35 7.03
MP36 ' 7.04
Completion of Configuration - General
Bill Print Modification for BB start (50%)
Completion of Bill Print Modification for BB
Testing Support start (50%)
Completion of Testing Support
Completion of Training Support
Month 2 $5,760.00
$5,400.00
$5,400.00
$6,720.00
$6,720.00
Month 4
Month 2
Month 3
Month 3
Month 4
$960.00
Total Fixed Price $229,180.00
MP# Criteria for Invoice Month
Completion of Custom Cognos reports
5.01
migration/updating (T&M)
Summary by Month
Month 1
Month 2
Month 3
Month 4
24.8%
Billed
$2,280.00
$30,248.00
$57,388.00
26.5% $61,448.00
17.3%
$40,048.00
Month 5
T&M
Total
17.3%
1.0%
100.0%
$40,048.00
$2,280.00
$231,460.00
SOW Statement of Work
Cayenta Upgrade Project Page 19 2/4/2021
7 Incident Priority Definitions
HARR|8and CLIENT agree touse the following prioritydefinitions when prioritizinginoidentnhooed
during the project.
Priority 1—Critical
= System Down (Software Application, Hardware, Operating System, Database)
° Application errors without workarounds that prevent testers from testing
• Incorrect oo|nu|aUon errors impacting o majority of data
• Aborted postings or error messages preventing data integration and update
• Performance issues ofsevere nature impacting critical processes
,= Data Security issues
Note: the existence of reasonable work -around precludes a Priority 1 or Priority 2 issue in most
Priority 2-H|qh
• Application errors that have workarounds impacting buon000, but the workaround is either
complex or time consuming and significantly affect the productivity after go -live.
• Calculation errors |nnpontin0 a minority of records
• Report calculation issues
• Printer related issues (related to interfaces with our software and not the printer |tne|0
Priority 3 —Me'dium
• Application errors/issues that have workarounds impacting business, but the workaround is
either complex nrtime consuming
• Report formatting issues
• Issues with workarounds for large majority ofaocounta
• Some recommendations for enhancements onapplication changes
• Performance issues not impacting critical processes
• Usability issues
Priority 4—Low
• Training questions, how to, orimplementing new processes
• Aesthetic issues
° Questions ondocumentation
• Some recommendation for enhancement onapplication changes
The ongoing operation forthe8o|ubnnviUbethnreapone|b||itvofthmCL|ENTfo|lovvngtheUpgnade
Go -live date with the support of HARRIS. HARRIS will correct or offer a plan or solution for all Critical
sow Statement of Work
and High priority defects associated with uonfiouraton, nnodhiootonm, interfonee, vepoda, portals, web
pages, letters, etc. as reported by the CLIENT during the Transition period.
The CLIENT is responsible for defects associated with uonfigurebon, mnodihcationm, intorfaoae, and
reporting that have been changed by the CLIENT or other Consultants (not contracted by HARRIS)
without HARF(|Swritten approval.
The CLIENT will switch to HARRIS Support after completion of the Transition periodoooutlined |nthe
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 beconsidered omini project ondthaapprnpr|atefundanetae|detnbeinvoimad
when the work is completed and accepted.
sow Statement of Work
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 $220 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 Support
and if needed is billable and may require a Change Order (if the time is not already built into
this upgrade plan). Additionally, any 3rd party costs to update interfaces which call Cayenta
APIs are the responsibility of CLIENT.
5. With regard to Cognos 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' data 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.
SOW Statement of Work
Cayenta Upgrade Project Page 22 2/4/2021
If CLIENT and/or HARR|S exercises its right to terminate this quota due to material breach or defouK.
or CLIENT and /or HARRIS terminate this quote without cause,
The CLIENT obligations |ndudaU1efo|kow4ng:
1. Provide notice of1Ocalendar days for termination without cause,
2. Complete payment for services performed and expenses incurred prior to termination
including:
o. 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.
HARR|S'obligations |ndudathefolkovvng:
1. Provide notice of1Ocalendar 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 HARR|S be liable for any special, indirect, consequential, punitive or
incidental damages of any kind and mhoU not be liable for |oee of profits, work atoppmgo, nyntann 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.
sow Statement of Work
� o�� Control
�. Change _
Change Control Process
The "Change Control Process" governs changes b»the Project ponanneteno/acope.schadu|m.bud0et.
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.
|norder toeffectively control changes tmthe project, HARR|Suses anindustry standard Change
Control process toassess all impacts ofapotential project ohange.TheChangeConhnlprooaeo|a
described below:
Change Request Submission
CLIENT and/or HARR|8 identify a need fora change hnthe project and submit request. |t|aexpected
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
HARR\8and CLIENT Project K8onngeravvU|aomeeaUlepotenUa|ohnngeandthe|nnpaotbnbudQmt.
schedule, quality, resources and risks. Where applicable, options will be defined and documented.
Change Order Requests will betracked online with the Project bzn|ondrox|evvedaepartof Project
Management Meetings.
Change Order (document)
The HARR|SProject K8anagervNUpnepanaafonna|ChongeOnderdncunnentandmubnnittoCL|ENTfor
review. The Change Order document will contain atominimum:
1. Business reason/justification for the change
2. Detailed description ofthe change
3. Impact assessment ofthe change
sow Statement mWork
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
SOW Statement of Work
Cayenta Upgrade Project Page 25 2/4/2021
ITEM TITLE:
SUBMITTED BY:
BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. 4.D.
For Meeting of: March 2, 2021
Resolution authorizing an agreement with N Harris Computer for a
Cayenta financial software upgrade
Steve Groom, Director of Finance and Budget
John Carney, Information Technology Services Manager
James Dean, Utility Customer Service Manager
SUMMARY EXPLANATION:
The Cayenta financial software is the city's financial tracking and reporting system. 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 includes routine patches and upgrades, is necessary for the basic
functioning of the foundational financial functions of all three divisions of the city's Finance
department in support of all city service departments.
Cayenta is our main financial software suite. It was implemented in 2014 and the last version
upgrade was in 2016. Upgrading to the newest version will allow us to apply current feature
updates and security patches.
ITEM BUDGETED: Yes
STRATEGIC PRIORITY: Public Trust and Accountability
APPROVED FOR SUBMITTAL BY THE CITY MANAGER
RECOMMENDATION:
Adopt Resolution
ATTACHMENTS:
Description
O resolution
O Co' r memo
O Statement of Work
Upload Date
2/25/2021
2/ 12/2021
2/11/2021
Type
Coker Memo
Cover Memo
Contract