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Home My WebLink AboutItem 11 Smart ERP Solutions Inc. AGENDA ITEM SUMMARY Meeting Date: 6/7/2021 Meeting Type: Regular Meeting Staff Contact/Dept.: Brandt Melick/ITS Staff Phone No: 541-726-4645 Estimated Time: Consent Calendar S P R I N G F I E L D C I T Y C O U N C I L Council Goals: Provide Financially Responsible and Innovative Government Services ITEM TITLE: SMART ERP SOLUTIONS INC CONTRACT #2090 AMENDMENT ACTION REQUESTED: Approve/Not Approve the following motion: Approving the Fifth Amendment to Independent Contractor Agreement #2090 between the City and Smart ERP Solutions Inc and all subsequent amendments and change orders thereto, in a total amount not to exceed $123,490, and authorizing the City Manager or their designee to execute the contract documents. ISSUE STATEMENT: In Mid-May of 2021, a senior programmer analyst responsible for maintaining enterprise Human Resource and Financial systems (PeopleSoft) for the City provided notification that she would retire June 2, 2021. To support these systems until a permanent solution can be implemented, staff proposes extending the existing on-call contract with Smart ERP. ATTACHMENTS: Attachment 1: Fifth Amendment to C2090 with Smart ERP Solutions Inc and Statement of Work (SOW) DISCUSSION/ FINANCIAL IMPACT: Smart ERP has been assisting the City with PeopleSoft support for several years. The company has been vetted, has access to and knows City systems, has a solid track record and has resources capable of performing tasks that the retiring employee performed daily. Work to be performed by this vendor includes applying tax patches to meet regulatory requirements, applying Oracle critical (security) patches to protect City systems from malicious cyber threats, fixing functions to sustain check printing, timecard, and other system services and providing on-call services should system enhancements or emergency support be required. Under this contract, work will occur from June of 2021 to September of 2021 and bridge the time required for the Department to implement a longer-term solution through a Request for Proposals (RFP) procurement. The Department is not funded to refill this vacant position. This proposed Fifth Amendment (ATT 1) will extend the contract term to September 30, 2021. It will also increase the contract price by $26,000, to not exceed $123,490 and provide (3.5) additional months of services beginning on or about June 11, 2021. Financial Impact: Contract covers (2) tax updates at $2,500 each, (4) security patches at $2,000 each, fixing a current problem with check printing for $8,000 and on-call services for $5,000. The additional $26,000 required to fund this amendment will come from the FY21 base budget. 1 FIFTH AMENDMENT TO CITY OF SPRINGFIELD INDEPENDENT CONTRACTOR AGREEMENT BETWEEN THE CITY OF SPRINGFIELD AND Smart ERP Solutions, Inc. Contract #2090 June 11, 2021 Parties: The City of Springfield “City” 225 Fifth Street Springfield, OR 97477 And Smart ERP Solutions, Inc. “Independent Contractor” 4683 Chabot Dr. Suite 380 Pleasanton, CA 94588 The Parties hereby agree that the Independent Contractor Agreement dated June 5, 2018 between the City of Springfield (City) and Smart ERP, Inc. (Independent Contractor) is hereby amended for the fifth time as follows: PAYMENT BY CITY In consideration of the mutual covenants contained herein, the parties agree to the following terms, provisions and conditions: **** 1. Payment by the City. *** 1.4 The combined total value of all activities under 1.1, 1.2 and 1.3, must not exceed $123,490. This isn’t a commitment of funds to the Independent Contractor but a mechanism to pay for On Call services. *** 2. Services to be Performed by Independent Contractor. *** 2.3 Independent Contractor shall perform additional PeopleSoft services as described in Attachment “1”. *** 4. Term. This Agreement is effective as of the date first set forth above and shall continue until September 30, 2021, unless early termination in accordance with the provisions of this Agreement or by mutual consent of the parties. **** Attachment 1, Page 1 of 4 2 Except as amended herein, all other terms and conditions of the Independent Contractor Agreement between Parties dated June 5, 2018, as amended by the First Amendment dated July 1, 2019, the Second Amendment dated July 1, 2020, and Third Amendment dated September 18, 2020 and Fourth Amendment dated January 5, 2021 will remain in full force and effect. CITY OF SPRINGFIELD INDEPENDENT CONTRACTOR Name:________________________ Name:________________________ Title: _________________________ Title: _________________________ Date: _________________________ Date: _________________________ 6/3/2021 Attachment 1, Page 2 of 4 3 ATTACHMENT 1 Statement of Work # C2090 Amendment 5 Terms and Conditions as per Independent Contractor Agreement Contract #2090 dated June 5, 2018 between the City of Springfield, a Municipal Corporation of the State of Oregon and Smart ERP. Purpose of Project: Under on-call contract #C2090 which is purposed with meeting challenges that exceed the level of support provided by Oracle and supporting new functions that surpass current City IT resource, the purpose of this scope of work is to make necessary payroll tax changes, apply security patches, support break-fix and provide on-call services as needed and requested by the City for the City’s incorporated Oracle PeopleSoft Environments, which includes both PS Financials and Supply Chain Management (FSCM) and Human Capital Management (HCM). Desired Outcomes/Project Objectives • Oracle PeopleSoft tax update 21-B and 21-C are installed and calculating correctly. • Oracle PeopleSoft Security Patches released between June and September of 2021 are installed and functioning correctly. • Oracle PeopleSoft Check signing is fixed and functioning correctly. • Oracle PeopleSoft on-call services are provided in a timely fashion when requested by the City. Final Deliverables/Work Products • Applied and verified tax updates • Applied and verified security patches • Fixed and verified check signing • Timely delivery of on-going support that is error free City of Springfield Responsibilities • Provide access to dev/test/prod servers • Provide UAT and UAT functional support • Schedule and manage UAT at the City City Project Manager Kumar Pandey, kpandey@springfield-or.gov, PH: 541-726-3643 Smart ERP Project Manager Dharmendra Gohil, dharmendra.gohil@smarterp.com, PH: 848.260.7835 Major Tasks and expected completion dates: Task Planned completion date Owner Download the Tax Updates and Security patches (updates) TBD by City Kerrie Miller Attachment 1, Page 3 of 4 4 Refresh Dev/UAT instances from production copy TBD by City Kerrie Miller /Ying Chen Extract update packages from image instance TBD by City Junaid K Apply update packages to Dev/UAT and Demo instances TBD by City Junaid K Retrofit update activities in DEV instance TBD by City Kerrie Miller Unit testing of updates in DEV TBD by City Kerrie Miller UAT testing of updates TBD by City Alison Gray Fixing UAT issues in patches and a final sign off TBD by City Kerrie Miller Production deployment of updates TBD by City Junaid K Estimated Costs: Tasks Estimated Cost Total not to exceed Tax Updates $5,000 Security Patches $8,000 Check-print fix $8,000 On-call services $5,000 Total SOW cost, not to exceed: $26,000 *All project costs will be billed at hourly rates identified in C2090. Overall cost of this SOW cannot exceed $26,000. Talent Title and name Junaid K, Sr. PeopleSoft Admin Rohit P, Sr. PeopleSoft Tech Lead Dharmendra Gohil, Project Manager Attachment 1, Page 4 of 4