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HomeMy WebLinkAboutbocc.con.amended.337.2017 C2017-11-13 btf Contract Information Contract Number Project Name Contractor Budget Line Item 15022100.576500 Procurement Method: Type: Contract Start Date Contract End Date Contract Type Retainage If this is a new contractor, please request they complete and submit to Finance a New Vendor Request Form. Contact Information: Department County Representative Cindy Houben County Representative Phone (970) 920-5097 Provide a brief description of the contract: Contract Value Summary: $ 36,400.00 $ 18,983.00 $151,700.00 $ 207,083.00 NOTE: Clerks Office will keep original documents in compliance with Colorado State Archives retainage Community Development Extension of term for implementation assistance through Go-Live readiness assessment. Increase funding for continued services; Scope of Work and Cost Estimates included as Attachment A - SOW. Original Contract Amount Previous Change Order/Amendment Amount This Change order/Amendment amount New Contract Total No PATS System Selection Consultation BerryDunn, McNeil & Parker LLC $- Additional Budget Line Item(s) (Please fully allocate New Contract Total) $- $- $- $- Sole Source Services/Maintenance 11/30/2017 5/31/2020 Contract Extension 337.2017 C Pitkin County Procurement Cover Sheet Please complete the Contract Cover Sheet when the contract/task order is complete and fully executed. Return all Contract Cover Sheets and Contracts/Change Orders/Amendments/Task Orders to Procurement Rev 2018-10-10 btf Note: Every effort should be made to obtain a written contract when otherwise required under County procedures. When a contract is obtained, complete the Clerk’s check list and send the original signed contract with coversheet to clerk’s office for archiving. 1 PITKIN COUNTY SOLE SOURCE PROCUREMENT JUSTIFICATION REQUEST TO: Jon Peacock, County Manager DATE: August 21, 2019 FROM: Cindy Houben, Community Development Director Proposed Contractor: Berry, Dunn, McNeil & Parker, LLC Product/Service: PATS System Selection and Implementation Estimate expenditure for the above Product/Service: $ 207,083.00 This form is required, and is to aid you, in documenting your Sole Source request. Complete all portions of this form. This purchase is clearly and legitimately limited to a Single or Sole Source. (Examples: original manufacturer, no regional distributor, standardization etc): Explain: A sole source justification was executed at the onset of this project, but the County has determined that updated rationale is appropriate given the time lapse and significant increase in project funding for this Change Order - C. The County, with BerryDunn's support, has now selected and contracted with Sages Networks, Inc. to provide and implement a new ComDev PATS system. The original scope of BerryDunn's contract included selection assistance and optional implementation consultation. At the time of Contract execution, the County elected to contract only for selection assistance. Based on BerryDunn's performance, intimate knowledge of County processes and organizational needs, experience with the integration capabilities of the SagesGov App with our ERP system, and the established relationships, the County is now electing to continue with BerryDunn's services. Maintaining BerryDunn as the implementation consultant following selection assistance offers the County the highest value of both time and monetary investment. Rev 2018-10-10 btf Note: Every effort should be made to obtain a written contract when otherwise required under County procedures. When a contract is obtained, complete the Clerk’s check list and send the original signed contract with coversheet to clerk’s office for archiving. 2 The undersigned requests that Pitkin County waive other procurement requirements and recognize this transaction as a sole source exception to the Pitkin County Procurement Code. Department Head Section Head !#COUNTY REPRESENTATIVE#! Date !#SECTION LEADER#! Date County Manager Reason for Denial: ______________________________________________ !#COUNTY MANAGER SOLE#! Date Cindy Houben Community Development Directord Aug-28-2019 Aug-28-2019 County Manager Jon Peacock Contract #: 337.2017 Rev. 2018.06.13 btf Budget Line Item #: 15022100.576500 *Increases over $25,000 and/or 10% (single increase or accumulative) of original contract must have County Manager signature. 1 CHANGE ORDER / CONTRACT AMENDMENT Change Order Number: 337.2017 C OWNER: Pitkin County, Colorado 530 E. Main St., Suite #302 Aspen, CO 81611 CONTRACTOR: BerryDunn, McNeil, & Parker LLC 100 Middle Street - 4th Floor Portland, ME 04101 The Provision of PATS System Selection Consultation (the “Contract”) dated November 13, 2017 between the Board of County Commissioners of Pitkin County, Colorado (the “County”) and BerryDunn, McNeil, & Parker LLC (the “Contractor”), is hereby amended as follows: Description of Change: 1.Extension of Contract term through May 31, 2020 to allow for additional scope of work and implementation assistance as detailed in Attachment A - SOW. 2.Increase project funding by an additional One-Hundred Fifty-One Thousand Seven- Hundred Dollars and Zero Cents ($151,700.00), billed as incurred, for the additional services and milestones as established in Attachment A - SOW, hereto. Reason for Change: 1.System selection and contracting is complete, and the County’s Project Team desires to maintain Contractor for consultation and assistance with implementation services, User Acceptance Training, and Go-Live for the SagesGov Application. 2.See Attachment A - SOW for detailed milestones and Scope of Work. Original Contract Amount $ 36,400.00 Previous Change Order/Amendment Amount $ 18,983.00 This Change Order/Amendment Amount $ 151,700.00 New Contract Total $ 207,083.00 Contract #: 337.2017 Rev. 2018.06.13 btf Budget Line Item #: 15022100.576500 *Increases over $25,000 and/or 10% (single increase or accumulative) of original contract must have County Manager signature. 2 In all other respects, the Contract is in full force and effect and remains unchanged by this Amendment. BERRYDUNN, MCNEIL, & PARKER LLC ________________________________________________ !#VENDOR SIGNATURE#! Date PITKIN COUNTY, COLORADO RECOMMENDED FOR APPROVAL: _________________________________________________ !#DEPARTMENT REPRESENTATIVE#! Date MANAGER APPROVAL: ________________________________________________ !#COUNTY MANAGER#! Date Cindy Houben Aug-15-2019 Community Development Directord Principal Seth Hedstrom Aug-15-2019 Jon Peacock Aug-28-2019 County Manager Bangor, ME • Portland, ME • Manchester, NH • Glastonbury, CT • Charleston, WV • Phoenix, AZ berrydunn.com August 12, 2019 Ms. Cindy Houben Community Development Director Pitkin County 123 Emma Road Suite 106 Basalt, Colorado 81621 Sent via email to Cindy.Houben@pitkincounty.com Dear Ms. Houben: Thank you for the opportunity to revise our approach to assist Pitkin County (County) as it continues its Community Development Implementation Project. We are providing this updated scope of work letter, which includes updates from the original SOW we submitted on November 28, 2017. Undertaking a system replacement initiative is one of the most complex efforts organizations will see and there are many factors to be considered in an effective system selection and implementation. Leading local government organizations through software planning, selection, and implementation projects is a core service offering of our consulting teams. Within BerryDunn’s Local Government Consulting Practice Area we have a practice dedicated to Community Development and Utility Operations, as depicted below. Of particular relevance to the County, we have extensive experience assisting municipal clients throughout the project lifecycle of Community Development system selection and implementation, and it is a core function of our Community Development Practice. BerryDunn | Overview of Our Proposed Approach for Implementation Oversight 2 Overview of Our Proposed Approach for Implementation Oversight What follows is a detailed account of our work plan to complete the County’s desired tasks related to Community Development System Selection and Implementation. BerryDunn strives to be flexible when it comes to development and execution of an effective project plan. We understand that no two projects are exactly alike and believe that one of the primary reasons we have been successful with similar projects is our willingness to be flexible in adapting to our clients’ unique needs. A key component of our approach is to involve and solicit input from all County stakeholders, building a shared understanding of current challenges and future requirements. We would be happy to discuss alternative approaches to providing the requested services. BerryDunn will provide project management oversight for the County’s project. In this role, BerryDunn will work closely with the County’s Project Manager (PM) and Project Management Team (PMT) to identify project risks and issues, monitor project activities, provide recommendations to mitigate risks, and assist with oversight of vendor activities. This level of service assumes the County will provide its own full-time project manager. Table 1 summarizes the deliverables BerryDunn will provide as part of the project oversight activities for the County’s Community Development system implementation. Table 1: BerryDunn Project Oversight Services ID Service Description A Participate in Project Kickoff and Project Plan Review BerryDunn will participate in the vendor’s project kickoff activities over three days at County offices. As part of the meetings, BerryDunn will assist with documenting key decisions as well as issues and actions. Following the meetings, BerryDunn will assist in finalizing the Project Plan by completed a review of the deliverable and providing a written summary of feedback. B Ongoing Project Management Assistance BerryDunn will provided ongoing project management assistance to the County PM and PMT on an as-needed basis. This assistance is likely to include participation in internal and vendor-led status calls, meetings with the County Executive Steering Committee, tracking tasks and assignments, and supporting risk mitigation and issue resolution strategies. Oversight is expected to include all aspects of the implementation including but not limited to communications, tracking configuration, data conversion, interface development, gaps to be considered at go-live, and planning for cutover and post-live support. BerryDunn will assist with reviewing documents sent to and received from the vendor. C Configuration and Analysis Support BerryDunn will participate in configuration and analysis activities on an as-needed basis as identified by the County Project BerryDunn | Overview of Our Proposed Approach for Implementation Oversight 3 ID Service Description Manager. This may include participation in onsite work sessions, development of content for questionnaires, facilitating decision-making, and providing additional as-needed remote support for the County Project Manager. This service is expected to include but not be limited to analysis of reports, interfaces, and data conversion. D UAT Assistance BerryDunn will provide UAT assistance, including review and updates of the vendor’s test plan and scripts, on-site assessment of testing activities for one week, and recommendations for modifications to increase the likelihood of success. In this role, BerryDunn will also assist in the review of test scripts, logistics related to scheduling UAT activities, and analysis of test results. BerryDunn will assist in UAT regression testing as well as volume/stress testing. E Training Oversight Assistance BerryDunn will provide training oversight including reviewing the training plan and training materials, conducting random spot checks of the training activities, providing recommendations for modifications to the training delivery, and providing feedback on training documentation. F Training Materials Development BerryDunn will assist in developing training materials tailored to the County using Sages-developed templates as a starting point. BerryDunn will update the templates based upon project decisions made to-date and collaboratively work with the County teams to update the documents to final. The documentation is expected to include technical, end user, and business user materials. G Go-Live Readiness Assessment (GLRA) We will conduct a point-in-time readiness assessment to provide the County with an independent recommendation as to whether the system is ready to go live. As part of the assessment, we will identify risks and provide specific recommendations for action items that must be completed in order to go live, as well as other considerations for the County and implementation vendor to address during or shortly after the transition to live operation of the system. The GLRA will be collaboratively scheduled with the County, preferably at least one month prior to Go-Live. County Roles and Responsibilities: With BerryDunn providing implementation oversight, our expectation for the County’s involvement is as follows: • Provide an individual that serves in the role of Project Manager, overseeing the day‐to‐ day implementation activities. BerryDunn | Project Cost Estimates 4 • Assist BerryDunn in the review of implementation vendor deliverables. Work with the implementation vendor to address deficiencies in deliverables and implementation activities prior to approval. • Participate in weekly project management meetings with BerryDunn and the implementation vendor and collaborate in developing the agenda and key discussion points. • Lead the County’s stakeholder communication efforts. • Lead testing activities and work with the implementation vendor to address issues throughout testing. • Lead training activities and work with the implementation vendor to address issues prior to the start of training and throughout training. BerryDunn’s implementation assistance services described in this letter will be lead by the same project manager as the recently completed selection assistance services. This project manager will utilize additional BerryDunn resources on an as-needed basis based on his discretion, with continuious oversight. We respectfully ask for the County’s commitment to maintain a weekly project status discussion with our assigned project lead and at least the County’s PM with a frequency of at least a bi- weekly basis. Preferably, these occur weekly with the County’s PMT involved. This level of dialogue is necessary for us to remaining current with project activities. Further, should we be called upon to assist with the as-incurred services, having a regularly dialogue will increase our ability to quickly step in to assist. Project Cost Estimates We have provided estimated fees for the aforementioned services in Table 2. The hour estimates are based on BerryDunn’s experience with similar projects. BerryDunn does not charge for time spent traveling, so these costs are reflective only of the time BerryDunn team members will be working on the County’s project. We have developed the estimates based upon a planned implementation timeline of nine months plus a month of post-live support. We are pleased to propose costs with a maintained hourly rate of $185 from our prior proposed SOW in November 2017. We have since had regular rate increases; however have decided to maintain this rate for the County. BerryDunn | Project Cost Estimates 5 Table 2: Fees for Project Review Services (10 Months) ID Services Cost A Participate in Project Kickoff and Project Plan review – 40 hours $7,400 B Ongoing PM assistance – up to 40 hours per month, as-incurred $74,000 C Configuration and analysis support – up to 120 hours, as-incurred $22,200 D UAT Assistance – 60 hours $11,100 E Training Oversight Assistance – up to 80 hours, as-incurred $14,800 F Training Materials Development – up to 80 hours, as-incurred $14,800 G Go-Live Readiness Assessment – 40 hours $7,400 Total $151,700 We will submit monthly progress invoices both based on the actual hours expended that month for as-incurred services and progress towards deliverables-based services. Actual expenses incurred in the month will also be included in each invoice. In Table 3 we have provided a per-trip travel expense estimate to assist the County in planning for travel expenses. In our experience, we average one trip per month. Table 3: Travel Expense Estimates Expense Category Estimate Units per Trip Total Airfare $450 1 ticket $450 Hotel $150 3 nights $450 Rental Car $75 4 days $300 Per Diem (federal GSA rate) $74 4 days $296 Estimated cost per person, per on-site trip (assumes average of 3 days on-site) $1,496 We appreciate the opportunity to continue our work with Pitkin County and would be happy to discuss the above cost estimates or provide any additional details that would aid the County’s planning process. We pride ourselves on tailoring our approach to suit each individual project. If the County has an interest in adjusting the level of service by adding or removing specific activities, we would be happy to provide an updated proposal to reflect that. Should you have any questions, please do not hesitate to contact me by telephone at (207) 541‐2212 or by email at shedstrom@berrydunn.com. BerryDunn | Project Cost Estimates 6 Sincerely, Seth Hedstrom, PMP Principal Certificate Of Completion Envelope Id: BEAD7DEC86C1468E993A076875C1892D Status: Completed Subject: BerryDunn | Pitkin County Change Order 337.2017 C for Review and Signature Source Envelope: Document Pages: 11 Signatures: 3 Envelope Originator: Certificate Pages: 5 Initials: 0 Pitkin County Procurement AutoNav: Enabled EnvelopeId Stamping: Disabled Time Zone: (UTC-07:00) Mountain Time (US & Canada) 530 East Main Street Suite 203 Aspen, CO 81611 Procurement@PitkinCounty.com IP Address: 65.38.144.66 Record Tracking Status: Original 8/27/2019 10:01:27 AM Holder: Pitkin County Procurement Procurement@PitkinCounty.com Location: DocuSign Signer Events Signature Timestamp Cindy Houben Cindy.Houben@PitkinCounty.com Community Development Directord Security Level: Email, Account Authentication (None)Signature Adoption: Pre-selected Style Using IP Address: 65.38.144.66 Sent: 8/27/2019 10:18:58 AM Viewed: 8/28/2019 1:49:58 PM Signed: 8/28/2019 1:50:27 PM Electronic Record and Signature Disclosure: Accepted: 8/28/2019 1:49:58 PM ID: 22b630c4-dd4a-46eb-a2d4-06a848221cc5 Company Name: Pitkin County, Colorado Jon Peacock Jon.Peacock@PitkinCounty.com County Manager Pitkin County Security Level: Email, Account Authentication (None) Signature Adoption: Drawn on Device Using IP Address: 65.38.144.66 Sent: 8/28/2019 1:50:30 PM Resent: 8/28/2019 2:01:47 PM Viewed: 8/28/2019 2:02:13 PM Signed: 8/28/2019 2:04:13 PM Electronic Record and Signature Disclosure: Accepted: 6/12/2019 9:29:00 AM ID: 917e30ed-8186-40bf-b2f9-0336f129484c Company Name: Pitkin County, Colorado In Person Signer Events Signature Timestamp Editor Delivery Events Status Timestamp Agent Delivery Events Status Timestamp Intermediary Delivery Events Status Timestamp Certified Delivery Events Status Timestamp Carbon Copy Events Status Timestamp Carbon Copy Events Status Timestamp Pitkin County Procurement procurement@pitkincounty.com Procurement Pitkin County Security Level: Email, Account Authentication (None) Sent: 8/28/2019 2:04:19 PM Resent: 8/28/2019 2:04:27 PM Viewed: 9/9/2019 1:29:24 PM Electronic Record and Signature Disclosure: Accepted: 6/21/2019 11:35:47 AM ID: f4b0c7d5-e378-4bad-8806-08d16f6ff44c Company Name: Pitkin County, Colorado Accounts Payable AP@pitkincounty.com Accounts Payable Pitkin County Security Level: Email, Account Authentication (None) Sent: 8/28/2019 2:04:20 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign Seth Hedstrom shedstrom@berrydunn.com Principal Security Level: Email, Account Authentication (None) Sent: 8/28/2019 2:04:23 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign Witness Events Signature Timestamp Notary Events Signature Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 8/28/2019 2:04:23 PM Certified Delivered Security Checked 8/28/2019 2:04:23 PM Signing Complete Security Checked 8/28/2019 2:04:23 PM Completed Security Checked 8/28/2019 2:04:23 PM Payment Events Status Timestamps Electronic Record and Signature Disclosure ELECTRONIC RECORD AND SIGNATURE DISCLOSURE From time to time, Pitkin County (we, us or Pitkin County) may be required by law to provide to you certain written notices or disclosures. 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