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HomeMy WebLinkAbout2016-04-12; City Council; 22261; Approve Amendment and Extension No. 1 with Aslan Consulting for Change and Project Management ServicesCITY OF CARLSBAD-AGENDA BILL 7 AB# 22,261 APPROVAL OF AMENDMENT AND EXTENSION NO. 1 TO DEPT. DIRECTOR DATE: 04-12-16 THE AGREEMENT WITH ASLAN CONSULTING FOR CHANGE CITY ATIY. ~-"=--MANAGEMENT AND PROJECT MANAGEMENT SERVICES DEPT. INFO. TECH. CITY MGR. \~Ill 7 lj'l ~ RECOMMENDED ACTION: Adopt a Resolution approving Amendment and Extension No. 1 to the professional services contract with Asian Consulting} LLC1 for additional change management services and project management services related to the Energov software implementation project. ITEM EXPLANATION: Energov is an enterprise software system with nearly 150 internal users}. change management resources are needed to ensure successful project implementation and organization adoption. Staff is recommending approval of this amendment for the following additional services: • Additional Change Management $871550 (CED funded) • Project Management Support $1481500 (Previously allocated funds for staff support) City staff have been working for over a year to streamline processes} configure the system and adapt business processes to the new technology. In October 20151 the Information Technology Department released an RFP for change management consulting services for strategic technology projects including Energov. Asian Consulting} LLC was chosen as the preferred vendor by the city evaluation team to provide change management and communication services specifically for the Energov project due to their experience with public sector enterprise technology implementations and their knowledge of development processes. A contract for change management and communications services was signed on November 301 2015 in an amount not to exceed ninety-five thousand dollars ($951000). In February 20161 over 30 city staff tested the Energov system. After the month-long testing period} the project team recognized the need for additional change management services. Asian will provide additional services to help staff understand how the system will affect business processes outside the software system} to develop additional documentation related to business process and system changes} as well as to conduct business process training alongside the software vendor and to provide additional go live support. DEPARTMENT CONTACT: Barbara Van Rekom 760-602-7549 Barbara.vanRekom@carlsbadca.gov FOR CLERK USE. ~ COUNCIL ACTION: APPROVED CONTINUED TO DATE SPECIFIC D DENIED D CONTINUED TO DATE UNKNOWN D CONTINUED D RETURNED TO STAFF D WITHDRAWN D OTHER-SEE MINUTES D AMENDED D REPORT RECEIVED D Additionally, due to an unplanned recent departure of our EnerGov Project Manager in the Information Technology {IT) department, the Energov project does not have sufficient project management resources at this critical time to successfully go live with the software system. Asian has project management services available to immediately assist the city and leverage their ongoing involvement with change management. Given the importance of the project, there is an immediate need for a strong project manager to coordinate IT resources, business users and the vendor. Due to the immediate need for project management services to ensure successful implementation of Energov with a critical go live implementation date of November 1, 2016 it is in the best interest of the city to expeditiously resource this enterprise project with sufficient project management resources. Therefore, staff is requesting an exception to remove the requirement to go to bid per municipal code 3.28.110 N: Situations where solicitations of bids or proposals for goods, services and/or professional services would be, in the discretion of the awarding authority, impractical, unavailing, impossible, or not in the best interests of the city. (Ord. CS-002 § 2, 2008). FISCAL IMPACT: The scope of the additional change management activities related to Energov are outlined in the attached amendment. The cost of the additional deliverables and services provided shall not exceed $87,550. As the project sponsor, the Community & Economic Development Department will be funding the additional services through their department contingencies. The project management services, to be a dedicated resources to the Energov project for up to 25 hours per week through December 15, 2016, shall not exceed $148,500. When the project was initially funded, an allocation of $255,000 for resource backfill was approved. The backfill money will be used to cover the project management costs included in the amendment. Amendment Summary: • Original contract $95,000 • Additional Change Management $87,550 (CED funded) • Project Management Support $148,500 (Previously allocated funds for staff support) • Total $331,050 ENVIRONMENTAL IMPACT: Pursuant to Public Resources Code section 21065, this action does not constitute a "project" within the meaning of CEQA in that it has no potential to cause either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, and therefore does not require environmental review. EXHIBITS: 1. A Resolution approving Amendment No. 1 to the Professional Services Agreement with Asian Consulting, LLC 2 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO. 2016-067 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING THE AMENDMENT AND EXTENSION NO. 1 TO THE AGREEMENT WITH ASLAN CONSULTING FOR CHANGE MANAGEMENT AND PROJECT MANAGEMENT SERVICES EXHIBIT 1 WHEREAS, the City of Carlsbad currently has a contract with Asian Consulting, LLC., for change management services for the EnerGov project; and WHEREAS, the original contract was competitively awarded following a request for proposal; and WHEREAS, there is a need to amend and extend this contract to include additional change management services; and WHEREAS, project management services were not part of the original request for proposal; and WHEREAS, project management services are now required due to a recent unplanned departure of the City's EnerGov Project Manager; and WHEREAS, due to the immediate need for project management services to ensure successful implementation of EnerGov, staff requested an exception to the competitive bidding process for project management services pursuant to Carlsbad Municipal Code section 3.28.110.N. which provides: 11Situations where solicitations of bids or proposals for goods, services and/or professional services would be, in the discretion of the awarding authority, impractical, unavailing, impossible, or not in the best interests of the city. (Ord. CS-002 § 2, 2008)." NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California as follows: 1. That the above recitations are true and correct. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 2. That Amendment No. 1 to Extend and Amend the Agreement with Asian Consulting LLC for Communication and Change Management Services (Attachment A) is hereby approved, and the Mayor is authorized to execute the Amendment No. 1 on behalf of the City of Carlsbad. 3. That the contract with Asian Consulting LLC., is extended until January 31, 2017. 4. That the funding for the original and additional scope will not exceed $331,050 and will be paid from existing project funds and department contingency. PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 12th day of April, 2016, by the following vote to wit: AYES: Council Members Hall, Wood, Schumacher, Blackburn, Packard. NOES: None. ABSENT: None. \' '1 ~ ~ 'H g (SEAL~~,,,,,,, '"> ~,,, ,"·~ AMENDMENT NO. 1 TO EXTEND AND AMEND AGREEMENT FOR COMMUNICATION AND CHANGE MANAGEMENT SERVICES ASLAN CONSULTING, LLC This Amendment No. 1 is entered into and effective as of the I Jf--111 day of ~n:.£-, 2016, extending and amending the agreement dated November 30, 2015 (the "Agreement") by and between the C1ty of Carlsbad, a mumcrpal corporation, ("City"), and Asian Consulting, LLC, ("Contractor") (collectively, the "Parties") for communication and change management. RECITALS A. The Parties desire to alter the Agreement's scope of work to provide additional communications, documentation, change management services and project management services; and B. The Parties desire to extend the Agreement until January 31, 2017; and C. The Parties have negotiated and agreed to a supplemental scope of work and fee schedule, which is attached to and incorporated in by this reference as Exhibit "A", Scope of Services and Exhibit "8", Payment Schedule. NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows: 1. In addition to those services contained in the Agreement, as may have been amended from time to time, Contractor will provide those additional services described in the attached Exhibit "A". With this Amendment, the total Agreement amount shall not exceed three hundred thirty-one thousand and fifty dollars ($331 ,050). 2. City will pay Contractor for all work associated with those additional services described in the attached Exhibit "A" on a hourly basis, not-to-exceed two hundred four thousand and seven hundred dollars ($204, 700). In addition and not-to-exceed amount of thirty-one thousand three-hundred and fifty dollars ($31 ,350) is allocated for deliverables, as further described in Exhibit "A", will be paid to the contractor for a total contract amendment maximum of two hundred thirty-six thousand and fifty dollars ($236,050). Contractor will provide City, on a monthly basis, copies of invoices sufficiently detailed to include hours performed, hourly rates, and related activities and costs for approval by City. 3. 31,2017. Contractor will complete all work described in the attached Exhibit "A" by January 4. All other provisions of the Agreement, as may have been amended from time to time, will remain in full force and effect. 5. All requisite insurance policies to be maintained by the Contractor pursuant to the Agreement, as may have been amended from time to time, will include coverage for this Amendment. City Attorney Approved Version 1/30/13 6. The individuals executing this Amendment and the instruments referenced in it on behalf of Contractor each represent and warrant that they have the legal power, right and actual authority to bind Contractor to the terms and conditions of this Amendment. CONTRACTOR Asian Consulting, LLC By: (sign here) (print name/title) CITY OF CARLSBAD, a municipal corporation of the State of California Matt Hall ATTEST: City Clerk If required by City, proper notarial acknowledgment of execution by Contractor must be attached. If a corporation, Agreement must be signed by one corporate officer from each of the following two groups: Group A Chairman, President, or Vice-President Group B Secretary, Assistant Secretary, CFO or Assistant Treasurer Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to bind the corporation. APPROVED AS TO FORM: City Attorney Approved Version 1/30/13 GE r•JAGEMENT AND Exhibit "A'' STATEMENT OF WORK IrHl\lG Su PO In addition to the change management activities included in the original Statement of Work, the following services outline the activities that will be needed to support the project's implementation team as well as the City's business teams. • Project Team Training Support: Work with the City and the software vendor to ensure adequate training is provided to all the subject matter experts as well as the more casual users of the system. Participate in the training to capture any relevant discussions that may impact business process decisions, provide business process guidance during training, determine if knowledge is being transferred to the City personnel, track any homework/assignments that are given to the City personnel and begin to formulate training content strategy. Deliverables: Updated Training Plan Training Participation (up to 80 hours, billed on hourly basis) • Project Team Testing Support: Work with the City to support the remaining testing efforts to ensure that the test cases, procedures and data for each software module reflect the business processes of each department, but also requirements identified during the vendor evaluation phase to ensure the City is not left with major functional gaps. Support includes working with the business users to complete the testing process and assist with script and other testing documentation updates. Deliverables: UAT Testing Support (up to 40 hours available, billed on hourly basis) • Custom documentation/job aides: Because the vendor documentation is developed with all clients in mind, it may not contain the same terminology used by the City and does not fully reflect the business processes of the City. Asian Consulting will work closely with the City to modify vendor documentation so it makes sense to the users at the City. The modified documentation will be simplified to include screen shots, step-by-step instructions that reflect the unique business workflows and change management topics identified during the project. Another area of documentation is the development of customized test scripts that mimic each of the processes encountered by the City's departments on a daily basis. These scripts can later be refined and used as desktop reference manuals to assist users as they continue to become more familiar with the system. They can also be used to aide in new user/employee training. To date, system documentation has been developed, our team will incorporate any relevant business processes and job aides. Deliverables: Custom documentation including test scripts (up to 10 business unit processes) Job Aides (up to 10 business unit processes) Business Process Review (up to 80 hours, billed on hourly basis) Business Process Training (up to 80 hours, billed on hourly basis) City Attorney Approved Version 1/30/13 • Additional communication support: Provide communication announcements, presentations, newsletters, and other internal communication documents for the duration of the project. Oeliverables: Change Management Monthly Communications (up to 9 billed monthly) • Additional 'Go Live' Support: Provide additional on-site resources to support the City's project team in adoption of the Energov solution during go live. Work directly with end users to address any questions, concerns, and corrections. Provide one-on-one training with staff using the system. Assist the City with normalization processes such as contact management and data management processes. Deliverables: Support Go Live Support (up to 140 hours over 6 weeks, billed on hourly basis) ECT ANAGEMENT SUPPOR Asian Consulting will provide the project management support for the duration of the Energov implementation. The services outlined below are based on approximately 25 hours of support each week for the duration of the project. The following services outline the project management activities that will be needed to support the project's implementation team as well as the City's business teams. The project manager will perform the following: • Scope Management: Ensure that all activities engaged by the project team are kept within the boundaries of the statement of work and contract agreement. Participate in project team meetings and provide updates on scope, schedule, and budget. • Schedule Management/Project Planning: Use the necessary tools including the city's Daptive software to monitor the project plan, reprioritize tasks, and realign resources as necessary to optimize the projected timeline. Provide weekly project updates to the project team. • Resource Management: Support the resources that are assigned to each sub-team and create an environment conducive to successful completion. Coordinate with City on resources and facility needs. • Budget Management: Monitor and control direct and hidden costs. Seek approval from project team to process payment of invoices. Provide budget reports as required by project team. • Risk Management: Identify, quantify, and mitigate risks associated with impact on the scope, the schedule, the resources, and the cost. • Requirements Management: Identify and prioritize the project needs. In addition, define how well the new system is meeting the City's needs as identified during the evaluation and selection process. Monitor all activities/assignments to ensure they are completed on time. • Administrative Management: Update the project workbook (this contains the issues log, decision log, risk log, contract budget, and schedule), attend weekly project meetings, create any required monthly reports, and administer the project Share Point. • Vendor Contract Management: Review the contractor's submittals related to budget, schedule, and overall status. Review scope requests, re-plan work, adjust schedule and baselines, participate in change control meetings, document and facilitate approval of changes, communicate to all stakeholders, and take corrective actions when appropriate. City Attorney Approved Version 1/30/13 In addition, ensure that the vendor performance during implementation is satisfactory and in accordance with agreed upon terms and conditions. • Communication Management: Communication with the Steering Committee to provide an overview of the project and outline progress being completed as well as communication with the core project team to provide information regarding the impact of the project within their area. • Data Interface Management: Work closely with the City and the software vendor to coordinate the development of interface specifications and delivery of specifications to the software vendor, monitor data interface schedule, ensure completion of interface programs is on time, facilitate interface testing, coordinate re-work if initial testing fails. • Data Conversion Management: Work closely with the City and the software vendor to manage as needed data cleansing, confirmation of data conversion, coordination of data conversion schedules and completion of data uploads and data conversion testing. • Post Implementation Support: Work closely with the software vendor to ensure sufficient support during the post implementation phase. Provide the necessary follow-through mechanics for approximately 60 days after go live to ensure that the system performs successfully and that all business and technical issues are resolved. It is important that the post implementation consulting team ensures a smooth knowledge and responsibility transfer to City personnel. Assist in the transition to the long-term governance committee overseeing maintenance of the system and the transition to support staff on the part of the vendor. City Attorney Approved Version 1/30/13 Exhibit "B" PAYMENT SCHEDULE Asian shall bill the City on a monthly basis for services rendered on an hourly basis in amounts not to exceed those outlined below and will bill de live rabies upon sign-off from the city as outlined in the Agreement. Change Management and Training Time & Materials Deliverable Support Billing (not to exceed) Billing Update Training Plan $3,960 Project Team Testing Support (80 hours $6,700 available, billed on hourly basis) Custom Documentation, Training $13,200 Documentation, BP Flow Documentation Job Aides (for Business Users) $8,250 Business Process Reviews (80 hours $13,200 available, billed on hourly basis) Business Process Training $13,200 (80 hours available, billed on hourly basis) CM Monthly Communications (9) $5,940 Support Go Live $23,100 · .. cbangef'.llanagement!.Subtotal·· .. ·.·.····•··· ·.• .. ·.•·· .. ·· .. ·. ' . .. • ••••• • .$8?,550 <· .. ·. ·• .. . ·· . ' .·.· .. . Project Management Support Time & Materials Billing Deliverable (not to exceed) Billing Project Manager (up to 900 hours, billed $148,500 hourly) ·.·.· ·~tc>je~Mal'\agefrient.sitb~otat:.•· .. .. \ •. ·.· • •f .• ,~;··:\ . <:; $148,so6 . . . .. ·. .• ·.·· .. ·.·· ,:. 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