13123-CONTRACT AMENDMENT #15.PDF
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AMENDMENT No. 15 To TREASURER INFORMATION SYSTEM (TIS) CONSULTANT SERIAL NO. 13123-RFP Between Guidehouse Inc. & Maricopa County, Arizona WHEREAS, Maricopa County, Arizona (“County”) and Grant Thornton, LLP (“Contractor or Consultant”) have entered into a Contract for a Treasurer Information System (TIS) Consultant dated February 26, 2014 (“Agreement”) and effective February 26, 2014 under County Contract No. 13123-RFP WHEREAS, the parties agreed to Amendment No. 1 effective February 9, 2015 revising Section 6.29.4 and replacing Exhibit A, B and D with a “NEW” Exhibit A, B and D; WHEREAS, the parties agreed to Amendment No. 2 effective May 9, 2016 renewing the contract terms; replacing Exhibit A, B with a “NEW” Exhibit A, B; and revising Exhibit D to reflect additional work breakdown structure; WHEREAS, the parties agreed to Amendment No. 3 effective March 7, 2017 for the engagement of a resource assessment and staffing plan; WHEREAS, the parties agreed to Amendment No. 4 effective March 29, 2017 adding Section 6.29.2.1newing the contract terms; revising Exhibit A and adding Exhibit B-1; WHEREAS, the parties agreed to Amendment No. 5 effective February 22, 2018 revising Section 3.1.1 and revising Exhibit A; WHEREAS, the parties agreed to Amendment No. 6 effective May 4, 2018 for SymPro design, set-up and testing; WHEREAS, the parties agreed to Amendment No. 7 effective May 4, 2018 to review, assessment and recommended updates to requirements, data maps and other processes; WHEREAS, the parties agreed to Amendment No. 8 effective November 27, 2018 to revise the travel budget; WHEREAS, the parties agreed to Amendment No. 9 effective April 29, 2019 revising Exhibit A and adding [to/new] Exhibit B-1; WHEREAS, the parties agreed to Amendment No. 10 effective June 26, 2019 revising Exhibit A; adding [to/new] Exhibit B-1; and establishing the process for proceeding with any work or incurring any costs under Amendment No. 10 for Fiscal Year 21; WHEREAS, the parties agreed to Amendment No. 11 effective July 14, 2021 revising Exhibit A and adding [to/new] Exhibit B-1; WHEREAS, the parties agreed to Amendment No. 12 effective July 14, 2021 revising Exhibit A and Exhibit B-1; WHEREAS, the parties agreed to Amendment No. 13 effective November 2, 2022 renewing the contract terms; revising Section 1.2; and revising Exhibit A and Exhibit B-1; WHEREAS, the parties agreed to Amendment No. 14 effective November 15, 2023 adding Section 6.29 and Section 6.30; revising Exhibit A and Exhibit B-1; WHEREAS, County and Contractor have agreed to further modify the Agreement by changing certain terms and conditions; NOW, THEREFORE, in consideration of the foregoing, and for other good and valuable consideration, receipt of which is hereby acknowledged, the parties hereto agree as follows: 1. Section 1.2 is amended to read as follows: The County may, at its option and with the agreement of the Contractor, renew the term of this Contract for additional terms up to a maximum of eight (8) years and seven (7) months, or other specified length options, (or at the County’s sole discretion, extend the contract on a month-to- month basis for a maximum of six (6) months after expiration). The County shall notify the Contractor in writing of its intent to extend the Contract term at least thirty (30) calendar days prior to the expiration of the original contract term, or any additional term thereafter. 2. Pursuant to Section 1.2 of the Contract, as amended herein, the Contract is renewed to add a new term from October 1, 2024 – September 30, 2025. 3. Section 1.1 is amended to read as follows: This Contract was for a term of three (3) years, beginning on the 26th day of February, 2014 and ending the 28th day of February, 2017. On May 9, 2016 the term was extended for an additional term of three (3) years, beginning on the 1st day of March 2017 and ending the 28th day of February 2020. On or around June 26, 2019 the term was extended again for an additional term of two (2) years and eight (8) moths, beginning on the 1st day of March 2020 and ending on the 31st day of October 2022. On November 2, 2022 the term was extended again for an additional term of one (1) year and eleven (11) months, beginning on the 1st day of November 2022 and ending on the 30th day of September 2024. The term is extended again for an additional term of one (1) year, beginning the 1st day of October 2024 and ending on the 30th day of September 2025. 4. ACCESS TO AND RETENTION OF RECORDS FOR THE PURPOSE OF AUDIT AND/OR OTHER REVIEW (SECTION 6.16.1 to be replaced in its entirety with the following): In accordance with section MCI 372 of the Maricopa County Procurement Code the Contractor agrees to retain all books, records, accounts, statements, reports, files, and other records and back-up documentation relevant to this Contract’s fees and expenses for six (6) years after final payment or until after the resolution of any audit questions which could be more than six (6) years, whichever is latest. The County, Federal or State auditors and any other persons duly authorized by the Department shall have full access to, and the right to examine, copy and make use of, any and all said materials. 5. Section 6.25 PRICES (To be deleted in its entirety and replaced with the following) Contractor warrants that prices extended to County under this Contract are commercially reasonable and consistent with those detailed in Exhibit A (Pricing), as amended to date. In furtherance of the foregoing, Contractor will make commercially reasonable efforts to perform the services in a professional, cost-effective manner in accordance with the timelines detailed herein. 6. Non-Discrimination (New Section) Contractor agrees to comply with all provisions and requirements of Arizona Executive Order 2009-09, including flow down of all provisions and requirements to any subcontractors. Executive Order 2009-09 supersedes Executive Order 99-4 and amends Executive Order 75-5 and is hereby incorporated into this contract as if set forth in full herein. During the performance of this contract, contractor shall not discriminate against any employee, client, or any other individual in any way because of that person’s age, race, creed, color, religion, sex, disability, or national origin. (Arizona Executive Order 2009-09 can be viewed at https://apps.azsos.gov/public_services/register/2009/46/governor.pdf 7. Contract Disputes (New Section) All Contract disputes will be handled in accordance with the Maricopa County Procurement Code, MCI-906. 8. Exhibit A Revise Exhibit A as shown in the attached Exhibit A. 9. Exhibit B-1 Revise Exhibit B-1 as shown in the attached Exhibit B-1. ALL OTHER TERMS AND CONDITIONS REMAIN UNCHANGED IN WITNESS WHEREOF, this Contract Amendment is executed on the date set forth when executed be Maricopa County. CONTRACTOR: Authorized Signature Printed Name and Title Date MARICOPA COUNTY: Chairman, Board of Supervisors Date ATTESTED: Clerk of the Board Date OFFICE OF TREASURER: Treasurer Date APPROVED AS TO FORM: Deputy County Attorney Date EXHIBIT A PRICING REVISED Phase IV Price per Deliverable and Labor Pricing Phase Pricing: Phase Labor Travel Total II: Solution Options and Verification $218,743.44 $57,674.69 III: Solution Funding, Procurement, and Selection $259,743.50 IV: Data Quality Analysis $488,573.19 $35,000.00 Original Contract Totals: $967,060.13 $92,674.69 $1,059,734.82 IV: Initial Data Quality Remediation & Deep Dive $449,845.60 $35,542.22 Amendment #1 Subtotal: $449,845.60 $35,542.22 $485,387.82 IV: Solution Implementation Support $3,255,876.00 IV: Solution Implementation Oversight $1,072,452.44 400,000.00 Amendment #2 Subtotal: $4,328,328.44 $400,000.00 $4,728,328.44 Resource Assessment & Staffing Plan $11,022.60 Amendment #3 Subtotal: $11,022.60 $0.00 $11,022.60 IV: Solution Implementation Support $820,458.98 ($250,000.00) IV: Solution Implementation Oversight $370,631.02 Amendment #4 Subtotal: $1,191,090.00 ($250,000.00) $941,090.00 Amendment #5 Subtotal: $0.00 $0.00 Out-of-Scope Items $107,011.08 Bridge Period Support $436,138.00 Amendment #6 and 7 Subtotal: $543,149.08 $0.00 $543,149.08 Travel Reduction ($122,542.00) Amendment #8 Subtotal: $0.00 ($122,542.00) ($122,542.00) Database Development, Technical Assessment, Architectural & Support $145,800.00 Amendment #9 Subtotal: $145,800.00 $0.00 $145,800.00 IV: Solution Implementation Support $2,894,100.00 IV: Solution Implementation Oversight $1,591,500.00 IV: Technical Assessment, Architectural & Support $679,904.00 Amendment #10 Subtotal: $5,165,504.00 $0.00 $5,165,504.00 IV: Solution Implementation Support ($37,592.62) Travel Increase $37,592.62 Amendment #11 Subtotal: ($37,592.62) $37,592.62 $0.00 IV: Solution Implementation Oversight Amendment #12 Subtotal: $0.00 $0.00 $0.00 Solution Implementation Support – Recurring Deliverables $2,626,000.00 Amendment #13 Subtotal: $2,626,000.00 $0.00 $2,626,000.00 IV: Solution Implementation Support ($340,755.82) Replace DB Dev with OCM and add QA Analyst $340,755.82 Amendment #14 Subtotal: $0.00 $0.00 $0.00 Remove QA & OCM Analyst $477,257.18 Extend Resources $864,208.68 Amendment #15 Subtotal: $386,951.50 $0.00 $386,951.50 Amendment Contract Totals: $15,777,158.73 $193,267.53 $15,970,426.26 Firm fixed pricing for labor to include all work delineated herein, unless otherwise noted. In order to protect and maintain the high quality of deliverables and keep work consistent and in-sync with the ULTIS Project Team work deliverables, Amendment 15 fees will be based on project milestones. Consultant will submit all Deliverables to the County for approval before payment. Once approved, Consultant will invoice the County per the Price Per Deliverable. The County will have 30 days to approve or reject the Deliverable. If notice of approve or reject is not sent in 30 days, the Deliverable will be considered approved and invoiced. The actual travel expenses would be invoiced as incurred per County travel policy. The following chart below shall replace the named deliverables of the existing Price per Deliverables for Phase IV Solution Implementation Support and Oversight. The following chart represents changes in pricing per deliverable effective as of August 1, 2024, forward. Phase Delivery Frequency or Date Deliverables Quantity Price per Deliverable Total Price Solution Implementation Support – Recurring Deliverables IV Monthly Project Health Report 2 $24,591.30 $49,182.60 IV Monthly Extension Project Health Report 14 $12,295.65 $147,547.80 IV Monthly OCM Deliverable 0 $28,114.29 0 IV Monthly Legacy Support/Development Summary Report 14 $28,982.61 $405,756.54 IV Monthly Sprint Retrospective Reports 14 $30,739.13 430,347.82 IV Monthly Quality Assurance Report 0 $28,061.54 $0.00 Subtotal Recurring Deliverables: $1,032,834.76 REVISED Labor Pricing Labor Role Revised Rate Project Coordinator $140/hr. Scrum Master $175/hr. Organizational Change Management Analyst $160/hr. Cobol Programmer $165/hr. Quality Assurance Analyst $160/hr REVISED Hours Remaining by Category Labor Role Revised Hours Project Coordinator 1405 Scrum Master 2459 Organizational Change Management Analyst 0 Cobol Programmer 2464 Quality Assurance Analyst 0 EXHIBIT B-1 REVISED ADDITIONAL SCOPE OF WORK 1.0 INTENT: The ULTIS project go-live is being deferred June 30th, 2025. Based on this new timeline, the Scrum Master, Project Coordinator and Legacy Developer will be needed to support the project beyond the end of the previous period of performance (POP). This amendment will extend the period of performance for those resources from 9/30/2024 to 9/30/2025. The previous amendment called for Guidehouse to provide a Quality Assurance Analyst, the Treasurer’s Office sourced that role from another vendor and that scope will be removed from the contract. The OCM analyst originally planned to support the project until September 30, 2024, will be removed from the project on 4/30/2024. To support the changes in the timeline, the following changes will be made to the project staffing: • Remove the Quality Assurance Analyst role (-$364,800.02) • Change the end data for the POP for the OCM Analyst Role from 9/30/2024 to 4/30/2024 (- $112,457.16) • Extend the period of performance for the Scrum Master, Project Coordinator and Legacy Developer through 9/30/2025. ($864,208.68) The total dollar amount for these changes will increase the total dollar amount by $386,951.50 Estimated Timeline The implementation of the new MCTIS system is scheduled to be completed in June of 2025, followed by a post-deployment warranty period of 90 days. The contract will expire at the end of the business day on Tuesday, September 30, 2025. The project resources will support the delivery of all relevant project milestones, tasks and activities. Price per Deliverable and Labor Cost under exhibit A is based on this timeline. A change in the timeline will impact Exhibit A. 2.0 SCOPE OF WORK The scope of services to be completed by Guidehouse in Phase IV will be adjusted from Amendment 14. Guidehouse will no longer be providing a Quality Assurance Analyst to the project. The systems covered by Implementation and Oversight services will remain the same: the original Treasury Information System (TIS) and the e-Gov system to include Dynamics Replacement Implementation. The previous amendment called for Guidehouse to provide a Quality Assurance Analyst, the Treasurer’s Office sourced that role from another vendor and that scope will be removed from the contract. 3.0 DELIVERABLES Guidehouse will produce the following deliverables in accordance with the frequency and/or project milestones identified in Exhibit A. 3.1 Implementation Support Deliverables Guidehouse will produce the following recurring deliverables while supporting the implementation project team. Monthly Health Report Guidehouse will produce a monthly health report organized by work stream that describes project accomplishments, the list of planned activities for the next 30/60/90 days, project metrics and newly identified risks. Legacy Support/Development Summary Report The Legacy Support/Development Summary Report will outline the activities performed by the Guidehouse COBOL developer role in support of the MCTIS implementation. This will include a summary of the database, custom development, and operational support work completed in the month. Sprint Retrospective Reports The SCRUM Master will compile a monthly retrospective report for all retrospectives completed within the calendar month. This report will include the results of the completed sprint, and any notes about possible impacts to the output of the work. In the retrospective meeting, the scrum master will capture the results of the discussion around what the team did well, what didn’t go well and where there are opportunities for improvement. A summary of these notes will be included in the monthly retrospective report.