MARS PCR 05 BRIEFING 110220.DOCX
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Project MARS Change Request #05 Brief 1 Eddie Cook Maricopa County Assessor Effect of Change Approval of this Project Change Request (PCR) will modify language in Contract 13129-1-RFP to accommodate software development work by the Contractor and finalize in the contract a single go-live date in February 2022. The current schedule will not allow for development of critical functionality and legislative items necessary for our business statutory duties to be included in the product by the go-live date of February 2021. This proposed change contains a single go-live and eliminates a secondary post go-live date. This proposed change also includes update contract language to enhance the Service Level Agreement (SLA). There are three additional releases added to the contract to include critical functionality and legislation. The proposed change does add cost to the contract and requires additional funds for the overall project budget in the amount of $3,984,198 for both direct and indirect costs. Ongoing costs outlined below have been provided to the Budget Office and will be requested through the budget process. Document Highlights (not comprehensive) MASTER AGREEMENT TERMS AND CONDITIONS Modification of services to account for additional functional and technical requirements discovered during business analysis (increase in user story points or amount of development effort from 15% to 25%) PROPRIETARY RIGHTS IN DATA Ensured the use of Maricopa County data for demonstration and development purposes requires review and approval by Maricopa County. Exhibit A, Scope of Work Part One – Special Terms and Conditions ACCEPTANCE o The Defect Classification during UAT will be refined in a decision tree that will aid in clarifying the UAT Severity Classifications listed above. If there is a dispute between the decision tree and the classification table listed here, the Contract will supersede the decision tree. Deliverables will now have threshold for the agreed upon effort with respect to Story Point Metric. Part Three – Statement of Work Added additional release package (ECD 25) as standard release package Training database to be delivered in ECD 20 Retainage amounts in ECD 26 Go-Live Package to reflective and tested against statutory activities: o 70% payout with successful testing of Notice of Values and Levy Limits (target February 2022) o 5% payout with successful testing of Mobile Home Notice of Values (target May 2022) o 15% payout with successful testing of Tax Bill Assessment Roll (target August 2022) Project MARS Change Request #05 Brief 2 Eddie Cook Maricopa County Assessor o 5% payout with successful testing of Notice of Change Valuations (target September 2022) Added additional post go-live release (ECD 27) date to be determined and agreed upon by both parties Added additional post go-live release (ECD 28) to be determined if both parties mutually agree if required Clarified language regarding Marshall and Swift integration. Added deliverable dates for each release. Azure cloud service hosting costs o With execution of PCR 05 hosting costs transferred from vendor to County o Azure tenant environment will be transferred to County by June 30, 2023 if both parties mutually agree o Administration agreement for the Azure environment will be created and reviewed annually for Data Backup, Maintenance and Data Protection Training database strategy for loading data to support specific classes Creation of Service Level Agreement document for future support Minor changes to reflect release deliverable numbering updates Exhibit B, Price Agreement The total cost for the 10-year Contract is increasing to reflect additional releases and Azure costs. The Annual Subscription payments are being reduced with money being brought forward to increase cost of subsequent release payments. Additional 3 new releases are being added to reflect market cost of development effort ($1600 per story point). Each release has identified a specific date for release to be sent to County for UAT. Tables below reflect changes to Software and Azure Maintenance Costs with additional table showing the Azure cost. Annual Software Subscription - Post Development Subscription Period EC Subscription Costs Azure Maintenance Costs Go live date to June 30, 2022 $263,069.00 $20,000.00 Jul 1, 2022 to Jun 30, 2023 $393,750.00 $40,000.00 Jul 1, 2023 to Jun 30, 2024 $393,750.00 $40,000.00 Jul 1, 2024 to Jun 30, 2025 $393,750.00 $40,000.00 Jul 1, 2025 to June 30,2026 $393,750.00 $40,000.00 Jul 1, 2026 to Dec 31, 2026 $175,000.00 $20,000.00 Total $2,013,069.00 $200.000.00 Fiscal Year *Azure Subscription Cost Estimated 2021 As invoiced by Microsoft $300,000.00 Project MARS Change Request #05 Brief 3 Eddie Cook Maricopa County Assessor 2022 As invoiced by Microsoft $600,000.00 2023 As invoiced by Microsoft $600,000.00 Total $1,500,000.00 Project MARS Change Request #05 Brief 4 Eddie Cook Maricopa County Assessor Projected Annual Software Maintenance remain the same with an Azure Maintenance Cost added annually: Projected Annual Software Subscription for Renewal Term Subscription Period Subscription Costs Azure Maintenance Costs Jan 1, 2027 to Jun 30, 2027 $407,750.00 $20,000.00 Jul 1, 2027 to Jun 30, 2028 $835,900.00 $40,000.00 Jul 1, 2028 to Jun 30, 2029 $877,700.00 $40,000.00 Jul 1, 2029 to Jun 30, 2030 $921,600.00 $40,000.00 Jul 1, 2030 to Jun 30, 2031 $967,700.00 $40,000.00 Jul 1, 2031 to Jun 30, 2032 $1,016,100.00 $40,000.00 Jul 1, 2032 to Jun 30, 2033 $1,066,900.00 $40,000.00 Jul 1, 2033 to Jun 30, 2034 $1,120,200.00 $40,000.00 Jul 1, 2034 to Jun 30, 2035 $1,176,200.00 $40,000.00 Jul 1, 2035 to Jun 30, 2036 $1,235,000.00 $40,000.00 Jul 1, 2036 to Dec 31, 2036 $632,550.00 $20,000.00 Total $10,257,600.00 $400,000.00 The following table will show the updated total contract costs: Deliverable or Fee Total Value Retainage Payment Total Project Management $845,124.00 $169,024.80 $676,099.20 Deliverables (ECD-01 to ECD-27) $9,107,629.23 $1,719,125.78 $7,388,503.45 Deliverable ECD-28* $476,000.00 $476,000.00 Software Subscription (Implementation) $834,870.00 $ $834,870.00 Travel $276,834.00 $ $276,834.00 Retainage $(1,888,150.58) $1,888,150.58 Sub-total $11,540,457.23 - $11,540,457.23 NPV Allowance – not paid $76,563.00 $76,563.00 Microsoft Azure Subscription Costs (2021-2023) $1,500,000.00 $1,500,000.00 Software Subscription, years 4-10 $2,213,069.00 - $2,213,069.00 - Software Subscription, years 11-20 $10,657,600.00 $10,657,600.00 $25,987,689.23 - $25,987,689.23 Exhibit C, Software Subscription Agreement The commencement date of the Software Subscription being on the Go Live date. Project MARS Change Request #05 Brief 5 Eddie Cook Maricopa County Assessor Contractor Rights to include County data used for future demonstrations based on approval from the County Future updates to the product shall ensure the same acceptance performance standards as approved during User Acceptance Testing. County and Contractor will collaborate and build a decision tree which will aid in defining the system definitions. Other updates to support servicing of software for subscription period Appendix 1 – Functional and Technical Feature Requirements Delivery of remaining user stories will account for additional functional and technical requirements discovered during business analysis (increase in user story points or amount of development effort from 15% to 25%) The Appendix 1 release table has been updated to reflect the additional releases with the minimum and cumulative story points with indicator for delivery. The features delivered with each release will be at the direction of Maricopa County.