HomeMy WebLinkAboutStaff Report 447-08City of Palo Alto
Manager’s Report
TO:HONORABLE CITY COUNCIL
FROM: CITY MANAGER DEPARTMENT:ADMINISTRATIVE
SERVICES
DATE: DECEMBER 1, 2008 CMR: 447:08
REPORT TYPE: CONSENT
SUBJECT:Approval of Amendments to: 1) Contract S09128961 with KamTech Systems
to Add $94,600 for a Total Not to Exceed Amount of $177,I00; 2) Contract
S08125876 with DRA to Add $88,400 for a Total Not to Exceed Amount of
$172,550; and 3) Contract S07120881 with Ariston to Add $236,400 for a
Total Not to Exceed Amount of $320,900 for the SAP Industry Specific
Utilities Customer Care and Service project.
RECOMMENDATION
Staff recommends that Council approve and authorize the City Manager or his designee to
execute amendments to the following contracts related to the SAP implementation of the Utilities
Customer Care and Service system. ,
1.Contract S09128961: KamTech Systems, adding $94,600 for a total contract amount
of $177,100.
2.Contract S08125876: DRA term extended to Dec 01, 2009, and adding $88,400 for a
total contract amount of $172,550.
3.Contract S07120881:Ariston, adding $236,400 for a total contract amount of
$320,900.
DISCUSSION
The City is currently utilizing three (3) consultants on the SAP Industry Specific Utilities
Customer Care and Service (CCS) implementation project. They are responsible for the data
extractions from the old Utilitie’s Customer Information System (CIS), the proper mapping of
the data fields to the new SAP CCS database fields, and creating import files containing that data
for loading into the new SAP CCS system. They have expert knowledge in the data that is in the
old Utilities CIS that is needed to help the City migrate to the new SAP CCS system. This data
migration is a critical exercise in the SAP project because without this data ready at the testing
and go-live stages of the project, the SAP CCS system will not function. The initial estimate
made by the consulting firm of the work effort required for this critical exercise was based on
CMR:447:08 Page 1 of 3
very high-level information about the City’s needs, and therefore was an underestimation of
required resources.
The existing tliree contracts Will be out of funds in the December, 2008 and January, 2009
timeframes. The KamTech Systems contract is at $82,500, and Staff is requesting an increase to
$177,100. The DRA contract is at $84,150, and Staff is requesting an increase to $172,550.
The Ariston contract is at $84,500, and Staff is requesting an increase to $320,900. These large
increases are required now because at the start of the project, the actual scope of the data
migration exercise was unclear. Only after the first month of analysis and performing the tasks
needed, were staff able to properly estimate the amount of effort required to complete this
activity.
Staff acknowledges that the SAP project data migration work will not be completed before the
existing three (3) professional services contracts end. The detail tasks that these resources will
be performing are as follows:
1. Defining technical specifications detailing the mappings of Banner Screen fields
to Oracle table attributes, and further mappings to defined SAP CCS fields. The
analysis will require numerous workshops with all the functional leads.
2. Designing and development of extraction and data manipulation programs. The
data needs to be cleaned and possibly transformed from the Banner CIS format
and value to the required SAP CCS format and value. These will be done in
either PL/SQL or Cobol programming.
3. Creating files or tables containing the transformed Banner CIS data, ready for
either further data manipulation or migration into the SAP database. These file or
record formats must adhere to a strict format.
4. Changing and correcting the extraction and data manipulation programs. The
consultant is expected to be worldng alongside the data migration lead during unit
testing, mock runs, and integration testing. Enhancements and corrections to the
programs will be needed. They will also need to Support the go-live runs in this
same capacity.
In addition, there exists a post-implementation support period which will require the expertise of
these resources. The SAP project is scheduled to be completed in early 2009, with post-
implementation support going through until April, 2009.
The extension figures are based on an estimated 18 weeks of required work spanning from
December, 2008 to April, 2009. Included in the totals are projected travel and accommodation
expenses. The DRA and Ariston contracts are extended to Dec. 2009 because those resources
will be used for maintenance and support for non-project SAP related activities going beyond
April, 2009.
The final total of all three contracts will be $670,550.
RESOIJRCE IMPACT
Funding for the professional services contracts are from the Technology Fund.
CMR:447:08 Page 2 of 3
POLICY IMPLICATIONS
This recommendation does not represent any change to existing City policies.
ENVIRONMENTAL REVIEW
These services do not constitute
(CEQA).
a project under the California Environmental
ATTACHMENTS
Attachment A: Contract S09128961 Amendment #1 for Kamtech contract.
Attachment B: Contract S08125876 Amendment #2 for DRA contract.
Attachment C: Contract $07120881 Amendment # 1 for Ariston contract.
Quality Act
PREPARED BY:
IT Manager
DEPARTMENT HEAD:
LALO
Services
CITY MANAGER APPROVAL:
CMR:447:08 Page 3 of 3
AMENDMENT NO. I TO AGREEMENT NO. S09128961
BETWEEN THE CITY OF PALO ALTO AND
KAMTECH SYSTEMS, LLC.
FOR PROFESSIONAL SERVICES
TECHNICAL CONSULTANT SERVICES
This Amen~nent No. 1 to Agreement No. S09128961 (~Agreement") is
entered into December 17, 2008, by and between the CITY OF PALO
ALTO ("CITY"), and KAMTECH SYSTEMS, LLC, located at 7320 College
Street, Suite i01, Irmo, SC 29063 (PH) 803-407-1411 ("CONSULTANT").
RE C I TAL S:
WHEREAS, the Agreement was entered into between the
parties for the provision of technicai support services; and
WHEREAS, the parties wish to amend the Agreement;
NOW, THEREFORE, in consideration of the covenants, terms,
conditions, and provisions of this Amendment, the parties agree:
SECTION 4. The section entitled "COMPENSATION" is hereby
amended to read as follows:
SECTION 4. NOT TO EXCEED COMPENSATION. The compensation to be
paid to CONSULTANT for performance of the Services described in Exhibit "A",
including both paymem for professional services and reimbursable expenses, shall
not exceed One hundred Seventy Seven Thousand One Hundred Dollars
($177,100.00). The applicable rates and schedule of payment are set out in Exhibit
"C’, entitled "COMPENSATION," which is attached to and made a part of this
A~eemem.
The following exhibit(s) to the Agreement is/are hereby
amended to read as set forth in the attachment(s to this
Amendment, which.are incorporated in full by this reference:
081118 9000050 Amend.agt
Rev. July 31, 1998
a. Exhibit "C-I" entitled ~COMPENSATION".
Except as herein modified, all other provisions of the
Agreement, including any exhibits and subsequent amendments
thereto, shall remain in ful! force and effect.
IN WITNESS WHEREOF, the parties have by their duly
authorized representatives executed this Amendment on the date
first above written.
CITY OF PALO ALTO KAMTECH LLC.
APPROVED AS TO FORM:
Senior Asst. City Attorney
APPROVED:
Assistant City Manager
By
Name :
Name:
Title:
Director of Administrative
Services
Attachments: Exhibit "C-I"
081118 9000050 Amend.agt
Rev. July 31, 1998
EXHIBIT ~C-I"
COMPENSATION
The CITY agrees to compensate the CONSULTANT for professional
services performed in accordance with the terms and conditions
of this Agree~@nt based on the hourly rate schedule included
below.
The compensation to be paid to CONSULTANT under this Agreement
for all services described in Exhibit ~’A" ("Services") and
reimbursable expenses shall not exceed $177,100.00. CONSULTANT
agrees to complete all Services, including reimbursable
expenses, within this amount. Any work performed or expenses
incurred for which payment would result in a total exceeding
the maximum amount of compensation set forth herein shall be
at no cost to the CITY.
REIMBURSABLE EXPENSES
The administrative, overhead, secretarial time or secretarial
overtime, word processing, photocopying, in-house printing,
insurance and other ordinary business expenses are included
within the scope of payment for services and are not
reimbursable expenses. CITY shall reimburse CONSULTANT for the
following reimbursable expenses at cost. Expenses for which
CONSULTANT shall be reimbursed are:
A. Travel outside the San Francisco Bay area, including
transportation and meals, will be reimbursed at actual cost
subject to the City of Palo Alto’s policy for reimbursement of
travel and meal expenses for City of Palo Alto employees.
B. Telephone, celldlar phone, fax transmission and postage
charges at actual cost.
All requests for payment of expenses, shall be accompanied by
appropriate backup information. Any expense anticipated to be
more than $200.00 shall be approved in advance by the CITY’s
project manager.
ADDITIONAL SERVICES
CONSULTANT shall provide additional services only by advanced,
written authorization from the CITY. The CONSULTANT, at the
CITY’s project manager’s request, shall submit a written
proposal including a description of the scope of services,
schedule, level of effort, and CONSULTANT’s proposed maximum
compensation, including reimbursable expenses, for such
services based on the rates set forth below The additional
services scope, schedule and maximum compensation shall be
negotiated and agreed to in writing by the CITY’s Project
Manager and CONSULTANT prior to commencement of the services.
Payment for additional services is subject to all requirements
and restrictions in this Agreement.
HOURLY RATE SCHEDULE
Senior Technical Consultant $115.00 per Hour
081118 9000050 Amend.agt
Rev. July 31, 1998
AMENDFIENT NO. 2 TO AGREEMENT NO. S08125876
BETWEEN THE CITY OF PALO ALTO AND
DIETHER ROTH, A SOLE PROPRIETOR
This Amendment No. 2 to Agreement No. S08125876 ("Agreement") is
entered into December 17, 2008, by and between the CITY OF PALO
ALTO ("CITY"), and Diether Roth, a Sole Proprietor, located at P.O.
Box 51445, Pacific Grove, CA 93950 (PH) 831-333-
1777 ("CONTRACTOR") .
RE C I T AL S:
WHEREAS, the Agreement was entered into between the
parties for the provision of technical support services; and
WHEREAS, the parties wish to amend the Agreement;
NOW, THEREFORE, in consideration of the covenants, terms,
conditions, and provisions of this Amendment, the parties agree:
SECTION 3. The section entitled "TERMS" is hereby
amended to read as follows:
TEPdM. The services provided under this agreement shall
commence on ~0/01/2007 and shall be completed
before
SECTION 4. The section entitled "COMPENSATION" is hereby
amended to read as follows:
COM2ENSATION. CITY shall pay CONTRACTOR as compensation
for the full performance of this Contract:
081 l [7 9000050 Amend.ag
Rev. July 31, 1998
(831)333-07Y?
($z3o.o0 per hour, payable within thirty (30) days after
receipt of ingoice; not to exceed a total amount of
one hundred seventy two thousand five hundred fifty dollars ($1?z,ss0.0o) ;
peryear or
Except as herein modified, all other provisions of the
Agreement, including any exhibits and subsequent amendments
thereto, shall remain in full force and effect.
IN WITNESS WHEREOF, the parties have by their duly
authorized representatives executed this Amendment on the date"
first above written.
CITY OF PALO ALTO
APPROVED AS TO FORM:
Senior Asst. City Attorney
APPROVED:
Assistant City Manager
Director of Administrative
Services
By:
Name:
Title:
(Compliance with Corp. Code § 313 is
required if the entity on whose behalf
this contract is signed is a corporation.
In the alternative, a certified corporate
resolution attesting to the signatory
authority of the individuals signing in
their respective capacities is acceptable)
2
NRI ] | O ~NNNN~N Amend
AMENDMENT NO. i TO AGREEMENT NO. S07120881
BETWEEN THE CITY OF PALO ALTO AND
ARISTON CONSULTING & TECHNOLOGIES, INC.
FOR PROFESSIONAL-SERVICES OF SAP SUPPORT CONSULTANT SERVICES
This Amendment No. 1 to Agreement No. S07120881
("Agreement") is entered into December 17, 2008, by and between the
CITY OF PALO ALTO ("CITY"), and ARISTON CONSULTING & TECHNOLOGIES,
INC., a California Corporation, located at 6046 Cornerstone Court,
San Diego, CA 92121 ("CONSULTANT").
RE C I TAL S:
WHEREAS, the Agreement was entered into between the
parties for the provision of SAP technica! support services; and
WHEREAS, the parties wish to amend the Agreement;
NOW, THEREFORE, in consideration of the covenants, terms,
conditions, and provisions of this Amendment, the parties agree:
SECTION 2.
to read as follows:
The section entitled "TERM" is hereby amended
SECTION 2. TERM. The term of this Agreement shall be
from the date of its ful! execution to December 31, 2009
or upon completion of services, unless terminated earlier
pursuant to Section 20 of this Agreement. The Term may be
extended, upon mutual agreement of both parties, for up
to two additional one year periods, if necessary.
SECTION 4. The section entitled "COMPENSATIONH is hereby
amended to read as fol!ows:
SECTION 4. NOT TO EXCEED COMPENSATION. The compensation
to be paid to CONSULTANT for performance of the Services
081120 9000050 Amend.ag
Rev. Ju@ 31,1998
described in Exhibit "A", incSuding both payment for
professional services and reimbursable expenses, shall
not exceed Three Hundred Twenty Thousand Nine Hundred
Dollars"~$$20,900.00). The applicable rates and schedule
of payment are set out in Exhibit "C", entitled
"COMPENSATION," which is attached to and made a part of
this Agreement.
Additional Services, if any, shall be authorized in
accordance with and subject to the provisions of Exhibit
"C". CONSULTANT shall not receive any compensation for
Additional Services performed without the prior written
authorization of CITY. Additional Services shall mean
any work that is determined by CITY to be necessary for
the proper completion of the Project, but which is not
included within the Scope of Services described in
Exhibit "A".
The following exhibit(s) to the Agreement is/are hereby
amended to read as set forth in the attachment(s) to this
Amendment, which are incorporated in full by. this reference:
a. Exhibit "C-2H entitled ~CONPENSATION".
Except as herein modified, all other provisions of’the
Agreement, including any exhibits and subsequent amendments
thereto, shall remain in full force and effect.
IN WITNESS WHEREOF, the parties have by their duly
authorized representatives executed this Amendment on the date
first above written.
2
081120 9000050 Amend.agt
Rev. July31,1998
CITY OF PALO ALTO
APPROVED AS TO FORM:
Senior Asst. City Attorney
APPROVED:
ARISTON CONSULTING &
TECHNOLOGIES , INC.
,. ....-,%Name :
Assistant City Manager
Director of Administrative
Services
By:
Name:
Title:
Attachments : Exhibit "C-2"
EXHIBIT ~C-2"
08l 118 9000050 Amend.agt
Rev. July 31, 1998
EXHIBIT ~C-2"
COMPENSATION
The CiTY agrees to compensate the CONSULTANT for professional
services performed in accordance with the terms and conditions
of this Agreement based on the hourly rate schedule attached
as Exhibit
The compensation to be paid to CONSULTANT under this Agreement
for al! services described in Exhibit "A" (~’Services") and
reimbursable
CONSULTANT
reimbursable
expenses shall not exceed $ 320,900.00.00.
agrees to complete all Services,including
expenses, within this amount.Any work
performed or expenses incurred for which payment would result
in a total exceeding the maximum amount of compensation set
forth herein shall be at no cost~to the CITY.
REIMBURSABLE EXPENSES
CITY shall reimburse CONSULTANT forreimbursable
expenses at a per diem rate of $200 per day. Partial days
will be prorated based on an 8 hour day. No expenses will be
submitted for remote or off site work performed by
CONSULTANT. Expenses for which CONSULTANT shall be
reimbursed are:
A: Travel including flights, rental car, hotel lodging, and
meals. All requests for payment of expenses shall be
accompanied by appropriate back up information. Any expense
anticipated to be more than $500 shall be approved in advance
by the CITY’s project manager.
ADDITIONAL SERVICES
The CONSULTANT shall provide additional services only by
advanced, written authorization from the CITY. The
CONSULTANT, at the CITY’s project manager’s request, shall
submit a detailed written proposal including a description of
081120 9000050 Amend.agt
Rev. July 31, 1998
.for such services based on the rates set forth in Exhibit C-l.
The additional services scope, schedule and maximum
compensation shall be negotiated and agreed to in writing by
the CITY’s Projgct Manager and CONSULTANT prior to commencement
of the-services. Payment for additional services is subject to
all requirements and restrictions in this Agreement.
EXHIBIT C-I
Hourly Rate schedule
POSITION TITLE
Project Manager
Functional Consultant
Technical Consultant (BASIS)
SAP Developer .(ABAP)
!Trainer
HOURLY RATE
$165 per hour
$150 per hour
$135 per hour
$120 per hour
$i00 per hour
081118 9000050
5
Amend.agt
Rev. July 31, 1998