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City Clerk Document No.
City Council Meeting Date: July 18, 2024
AMENDMENT TO CITY OF CHANDLER AGREEMENT
ERP ANALYSIS PROJECT
CITY OF CHANDLER AGREEMENT NO. 4613
THIS AMENDMENT NO. 1 (Amendment No. 1) is made and entered into by and between the City of
Chandler, an Arizona municipal corporation (City), and Mercer US, LLC (Consultant), (City and Contractor
may individually be referred to as Party and collectively referred to as Parties) and made
,
2024 (Effective Date).
RECITALS
WHEREAS, the Parties entered into an agreement conduct an ERP analysis project (Agreement); and
WHEREAS, the term of the Agreement was an estimated fourteen months from the start date agreed
upon between the Parties; and
WHEREAS, the Parties wish to amend the Agreement through this Amendment to increase the Scope
of Services and extend the Agreement.
AGREEMENT
NOW THEREFORE, the Parties agree as follows:
1.
The recitals are accurate and are incorporated and made a part of the Agreement by this
reference.
2.
The Parties agree to amend the Scope of Services of the original Agreement to include the
services described in Exhibit A, attached to, and made part of this Amendment by reference.
3.
Section III: The term of the original Agreement is extended through March 30, 2025.
4.
Section IV: The Parties agree that the fees are increased in the amount of $453,600, for a revised
total amount not to exceed $978,640.
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5.
All other terms and conditions of the Agreement remain unchanged and in full force and effect.
If a conflict or ambiguity arises between this Amendment No. 1 and the Agreement, the terms
and conditions in this Amendment No. 1 prevail and control.
IN WITNESS WHEREOF, the Parties have entered into this Amendment on the Effective Date.
FOR THE CITY
FOR THE CONTRACTOR
By: _________________________________________
By: _________________________________________
Its: Mayor
Its: _________________________________________
APPROVED AS TO FORM:
By: _________________________________________
City Attorney
ATTEST:
By: _________________________________________
City Clerk
DocuSign Envelope ID: 79B961D8-500C-4B4F-8F14-60A3D2FE3E95
Tanya Carpenter, Partner
EXHIBIT A TO AMENDMENT
SCOPE OF SERVICES
Projects Overview
1. The Consultant will provide support in the following work tracks (see details below):
a. Proposal Review Services
b. Additional Big Rocks Session: Workforce Management & Historical Data Conversion
c. Deployment Readiness
2. Description of Consultant responsibilities: As described in more detail below under “Services to be
Provided”.
3. Description of city responsibilities: Provide focused ERP bids for review, provide relevant data and
documents in a timely fashion as agreed upon, attend meetings/calls, review draft materials and
provide feedback, as needed.
4. Period of time over which work will be performed:
Services commence upon the execution of this SOW ("Effective Date") and continue through January
31, 2025 ("Initial Term"). In order to be able to assist the Client as requested and for accounting
purposes, this SOW will remain valid through March 30, 2025 or mutually agreed upon date.
Project Details
1. Project name: Proposal Review Services
Period of time over which work will be performed: Services commence on June 25, 2024, and
continue through July 31, 2024 ("Initial Term"). In order to be able to assist the city as requested and
for accounting purposes, this SOW will remain valid through August 30, 2025, or mutually agreed
upon date.
Description of Consultant responsibilities: The Consultant will provide additional support during the
selection process for the ERP Replacement at City of Chandler. Specifically, the Consultant will:
•
Analyze the submitted bids of up to 6 ERP vendors for the posted RFP (please note additional
options in Optional Additions)
•
Provide a breakdown of the vendors, aligning the vendor capability by suitability for City of
Chandler’s RFP requirements and long-term ERP replacement goals
•
Work with the City to determine no more than 3 ERP vendors to be reviewed and proceed to the
next phase of the selection process (please note additional options in Optional Additions)
•
Provide scorecard aids for review and revise as needed for demo evaluation by City of Chandler
•
Deliver a report-out of observations and insights to decision-makers at City of Chandler to review
and finalize vendor demo decision. Socialize to stakeholders as needed
•
Prepare questions for reference checks
DocuSign Envelope ID: 79B961D8-500C-4B4F-8F14-60A3D2FE3E95
Services to be Provided
Phase
Consultant Services and Deliverables
Analyze Bids
Activities
●
Access/Receive bid documents from all bidders on the open RFP for
ERP platforms
●
Create a framework including persona experiences for analyzing the
bids by level of competitiveness with City of Chandler RFP
requirements. Provide justification for inclusion/exclusion of each in
the ongoing bid process
●
Create scorecard aids for committee use and review as needed for
demo evaluation by City of Chandler
●
Work with the City to identify the top 3 vendors to be analyzed in
more depth through demonstrations to the City of Chandler team and
invited to proceed to the next round
Deliverables
•
Analysis framework and consolidated summary of vendors’
capabilities
Report Out and
Advise
Activities:
●
Produce consolidated analysis in presentation format (PowerPoint) for
use in decision-making meeting(s)
●
Attend and present results in meeting with City of Chandler RFP
decision-making team
●
Present to other stakeholders in up to 2 additional meeting sessions
as required by City of Chandler for socialization purposes
Deliverables
•
Final vendor capability summary presentation materials
•
Backup analysis and aids leveraged for recommendation materials
based on received bids
Optional Additions
•
Separate HR and Finance (up to 3 each): If the City of Chandler decides to separate HR and
Finance, the cost of analyzing the submitted bids for up to 3 each and recommendation of 2
each will be $40,500. This cost will be invoiced separately.
•
Additional Vendors: If more than 6 ERP vendors are identified, the cost of analyzing each
additional vendor will be $5,775 each. These costs will be invoiced separately.
•
Separate HR and Finance (up to 6 each): If the City of Chandler decides to separate HR and
Finance, the cost of analyzing the submitted bids for up to 6 each and recommendation of 3
each will be $76,600. This cost will be invoiced separately.
Assumptions
This proposal assumes all required bidding materials can be extracted/shared with the Consultant
team for analysis by authorized members of the City of Chandler bid team. Any needed
communication with vendors will be channeled through the city Procurement Manager. Consultant
DocuSign Envelope ID: 79B961D8-500C-4B4F-8F14-60A3D2FE3E95
resources will require access to the City of Chandler RFP team for consultation and prioritization
conversations during the Analyze Bids phase to ensure alignment.
If the city determines an alternative number of bids beyond 3 is required for the shortlist, or if a
different mix of ERP and specialist solutions might need to be considered, the city will consult with
the Consultant team and the Consultant will update the Read-Out materials accordingly.
2. Project name: Additional Big Rocks Session: Workforce Management & Historical Data
Conversion
Period of time over which work will be performed: Services commence upon the execution of this
SOW ("Effective Date") and continue through October 31, 2024 (“Initial Term"). In order to be able to
assist the Client as requested and for accounting purposes, this SOW will remain valid through
March 30 2025, or mutually agreed upon date.
Program Objectives: The objective of this project is to include two additional Big Rock Sessions
focused on Workforce Management and Historical Data Conversion, Archival, and Retention
Strategy. These sessions aim to enhance project success by providing the team with knowledge and
skills for effective resource allocation, alignment around future state workforce management
activities and planning for seamless historical data transfer. By incorporating these sessions, we aim
to understand current state workforce management practice, gain on alignment on future state and
ensure alignment around historical data conversion and archival.
Phase
Consultant Services and Deliverables
Big Rocks Sessions
Services:
•
Conduct and Deliver (2) Big Rocks Workshops (up to 4 hours each) to align
on critical foundational decisions related to the Workforce Management
and Historical Data Loads
•
Conduct up to 4 hours of Workforce Management SME listening sessions
to expand on current understanding to scheduling & timekeeping
practices
Deliverables:
•
Big Rocks decision summary
•
Consolidated summary of findings from listening sessions
•
Incorporation of Big Rocks decisions into ERP implementation plan and
roadmap
3. Project name: Deployment Readiness
Period of time over which work will be performed: Services commence upon the execution of this
SOW ("Effective Date") and continue through January 31, 2025 ("Initial Term"). In order to be able to
assist the Client as requested and for accounting purposes, this SOW will remain valid through
March 30, 2025, or mutually agreed upon date.
Description of Consultant responsibilities: The Consultant will provide support in the following work
tracks, including Governance, Resource & Sustainment Planning, Design New Service Delivery Roles
& Knowledge Strategy, Process & Experience Mapping and Interface & Data Strategy. Specifically,
objectives of workstream include:
DocuSign Envelope ID: 79B961D8-500C-4B4F-8F14-60A3D2FE3E95
•
Governance, Resource & Sustainment Planning: The objective of this track is to begin the
education process around foundational topics in ERP implementation and make some early
decisions on how to run the ERP implementation program, focusing on roles, responsibilities
and anticipated staffing and talent needs.
•
Process & Experience Mapping: Capture current state experiences & opportunities for top 6
prioritized processes and enable human-centered capabilities in CoC team to continue to
identify additional processes to document leveraging advisory support from the Consultant.
•
Design New Service Delivery Roles & Content Management Strategy: Leveraging
opportunities noted in process & experience mapping define future state roles to reduce hand-
offs and duplication of work in prioritized processes. Create a defined Content Management
Strategy to support change and establish foundation for future state content management.
•
Job Architecture & Chart of Accounts Recommendations: Prepare CoC to understand gaps
in current data and recommendations to prepare to load data to new ERP to capitalize in future
phases. Review existing job architecture data and chart of accounts against best practices and
future state needs through facilitated workshops. Provide recommendations on future design
discussion to support deployment.
•
Interface Scope & Strategy: Interfaces have been identified, and CoC should proactively think
about what integrations will be needed in the future state and how to approach building and
maintaining those integrations. Integrations are a big driver of costs for both the solution
vendor as well as the solution implementer (SI) and should strategically defined for future state
needs.
Services to be Provided
Phase
Consultant Services and Deliverables
Governance,
Resource &
Sustainment
Planning
Activities
•
Governance education and best practice sharing
•
Governance working session (up to 4 hours) to align leadership
around new ways of working to ensure resources and prioritization
for ERP deployment
•
Scenario walking of key decisions to support program efficiency and
practice new ways of working
•
Resource and sustainment planning sessions (up to 4 1-
hour sessions)
Deliverables
•
Governance model designed to support new ways of working
•
Scenarios documented for decision-making
•
Addition of success measures to Digital Vision
•
Program organization, work tracks, and identification of backfill needs
for deployment
•
Recommended future state sustainment model and identification of
head count & capability needs
DocuSign Envelope ID: 79B961D8-500C-4B4F-8F14-60A3D2FE3E95
Process &
Experience Mapping
Activities
•
Kick-off to share approach and education on journey & experience
mapping
•
Working sessions to validate and map prioritized processes: up to 12
hours of meetings
Deliverables
•
Defined process mapping approach
•
Schedule for process documentation & validation during deployment
•
Experience maps for prioritized processes with identified
opportunities
Design New Service
Delivery Roles &
Content
Management
Strategy
Activities
•
Conduct and Deliver Service Delivery & Content Management Strategy
Workshop (up to 2 hours each) leveraging findings and opportunities
from strategy work to align on recommendations for service delivery
decisions & future-state content management principles
•
Train-the-trainer on creation of future state functional roles &
responsibilities and handoffs
Deliverables
•
Start, Stop, Continue for roles supporting employee facing services
•
Template and example of future state roles & responsibilities
•
Content management strategy for workforce facing content including
audience scope definition and needs, communication preferences,
content structure, ownership and management roles &
responsibilities
•
Knowledge Inventory Template for use in the creation of current state
knowledge inventory and categorization for future actions
•
Proposed rollout plan and activities required to bring Service Delivery
and Content Management Strategies to life
Job Architecture &
Chart of Accounts
Recommendations
Activities
•
Kick-off on education focused on job architecture components in
future state ERP and facilitation of Chart of Accounts opportunities
identified
•
Data request & review for job architecture and chart of accounts
(including project and programs)
•
2 working sessions to review and validate data recommendations (up
to 1.5 hours)
Deliverables
•
Recommendations for job architecture changes to support future
phase talent objectives
•
Recommendations for Chart of Accounts to accomplish management
services objectives in future
DocuSign Envelope ID: 79B961D8-500C-4B4F-8F14-60A3D2FE3E95
Interface Scope &
Strategy
Activities
•
Conduct and Interface Strategy Workshop (up to 2 hours) to align on
interface simplification principles
Deliverables
•
Recommendations on future state integration approach & scope
(Note: this will be done after vendor selection)
Summary of Fees
Proposal Review Services
Professional Services
$41,065
Optional Additional Proposal Review Services
Separate HR and Finance (up to 3 each)
$40,500
Additional Vendors (over 6)
$5,775 each
Separate HR and Finance (up to 6 each)
$76,600
Activation Big Rocks Support
SOW TBD
$27,000
Deployment Readiness
SOW TBD
$275,000 - $350,000
Estimated Total
$418,065
Travel and Other Expenses
Reimbursable at cost,
not to exceed $30,000
Compensation for the services will be professional fees up to the amount of $453,600 or adjusted for
total agreed upon professional fees. In addition to such compensation, the Consultant will also bill for
necessary travel and other expenses related to the services. Invoices will be billed $59,723 monthly for
seven months beginning July 19, 2024, or adjusted for total agreed upon professional fees.
Travel and Expenses
Consultant resources will provide the majority of support for this engagement remotely; if in-person
collaboration is required, both the Consultant and the city will approve the travel in advance.
The Consultant will follow the US General Services Administration (GSA) Travel Management Policy for
all approved travel by Customer. If travel expenses should exceed the budgeted amount of $30,000.00,
the Consultant and the city will both approve the travel in advance. Invoices for such Approved
Expenses must be billed at cost without additional markup, itemized as applicable, and must be
accompanied by information substantiating the Approved Expense.
Subcontractors
The Consultant may need to utilize various subcontractors (“Subcontractors”) in the course of its
provision of the Services to assist in such tasks as printing and mailing, development of interactive tools,
graphic design, etc. The city consents to the use of the Subcontractors and further acknowledges and
agrees that the Consultant may provide such Subcontractors with city Confidential Information,
including Work, on a confidential and a need-to-know basis for the purposes contemplated by this SOW.
DocuSign Envelope ID: 79B961D8-500C-4B4F-8F14-60A3D2FE3E95
Notwithstanding anything to the contrary, when providing Services to the city pursuant to this SOW,
the Consultant may involve its Affiliates, from time to time, to assist in the performance of such Services.
DocuSign Envelope ID: 79B961D8-500C-4B4F-8F14-60A3D2FE3E95