HomeMy WebLinkAboutWORK ORDER - RFP - 8447 JD EDWARDS ENTERPRISEONE MANAGED SERVICES (3)EXHIBIT A
WORK ORDER FORM
PURSUANT TO AN AGREEMENT # 8447
BETWEEN THE CITY OF FORT COLLINS
AND
DENOVO VENTURES LLC
DATED: March 1, 2017
Work Order Number: 3
Purchase Order Number: 9173593
Project Title: Procure to Pay Workflow Assessment
Commencement Date: May 1, 2017
Completion Date: October 31, 2017
Maximum Fee: (time and reimbursable direct costs): $45,000
Project Description: See attached SOW
Scope of Services: See attached SOW
The Professional agrees to perform the
services identified above and on the attached
forms in accordance with the terms and
conditions contained herein and in the
Professional Services Agreement between
the parties. In the event of a conflict between
or ambiguity in the terms of the Professional
Services Agreement and this Work Order
(including the attached forms) the
Professional Services Agreement shall
control.
The attached forms consisting of ___ (_)
pages are hereby accepted and incorporated
herein, by this reference, and Notice to
Proceed is hereby given.
DENOVO VENTURES LLC
By:_______________________________
Date:_____________________________
CITY OF FORT COLLINS
By:_________________________________
Project Manager
Date: ______________________________
By: _______________________________
Gerry Paul
Purchasing Director (over $60,000.00)
Date: ____________________________
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6/8/2017
6/8/2017
☐ A check in this box indicates that this agreement has been changed from the original.
CONSULTING SERVICES STATEMENT OF WORK
THIS CONSULTING SERVICES STATEMENT OF WORK (“Consulting Services SOW” or “SOW”), dated as of the
21st day of April 2017 (“SOW Effective Date”), is by and between DENOVO VENTURES, LLC, a Colorado limited
liability company (“Denovo”), and The City of Fort Collins, CO, (the “Client”) (each a “Party” and together the
“Parties”).
Pursuant to Section A (Statements of Work), in the JD Edwards Professional Services Agreement (MSA) dated
March 1, 2017, Denovo and Client desire to enter this Statement of Work for the performance by Denovo of
certain Consulting Services, described herein. This Statement of Work provides details of the Services, related
products if any, definitions, Services-specific terms, the Client's one-time and recurring fees, and third party
license agreements as applicable.
Effective Date: May 1, 2017
Delivery Period: May 1, 2017 through October 31, 2017
1. Scope of Consulting Services.
Denovo will provide the Client with Consulting Services as set forth in this Consulting Services SOW. In addition,
Denovo, in its discretion, will provide the Client with any Additional Consulting Services. Denovo has no
obligation to provide (a) any New Service or (b) any other service with respect to any adaptations, configurations
or modifications of the Consulting Services made by the Client or any third party, any non-conformance caused
by unauthorized misuse, alteration, modification or enhancement of the Consulting Services, or any use or
implementation of the Consulting Services by the Client that is not in compliance with the Agreement. The
Consulting Services, schedule for Consulting Services, and billing rates applicable to this Consulting Services SOW
are as set forth below:
i. Consulting Services and Deliverables
The City of Fort Collins has engaged Denovo to assist with the City’s Procure to Pay Workflow
Assessment. To begin, the City has commenced the initial analysis and would like assistance with the
Vendor Analysis (JDE Address book setup, use and maintenance) and Centralized Invoicing. The scope of
work covered under this document includes Denovo Consulting Services to review the following:
1. Review the current use of the Address Book, Who’s Who and Contact Information for best
practice, to avoid duplicate entries and clearly distinguish Vendors as only those that provide
goods and or services.
a. For example, the city currently uses Address book types V, AP and LK. V – Vendors can
include vendors that provide goods or services, Rebates/Refunds/Reimbursements, as
well as employees. AP vendor types are used to house Remit To contact details
2. Recommend best practices for deactivating vendors that are no longer needed. Ensure that
transaction history is visible, but do not allow new purchase orders or payments to be made
with inactive address book records.
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3. Recommended process for granting Departmental access to update Vendor data such as change
of address, etc., using workflow to ensure the Finance Accounts Payable team has oversight
and approval of changes.
4. Provide insight to best practices in centralizing the Accounts Payable invoice process/ Invoice
Automation and workflow, as well as Approval to Pay workflows within the Finance Accounts
Payable team. This will include reviewing functionality in EnterpriseOne and 3rd party solutions
as well. Approval to Pay workflow examples can include, but are not limited to Automated
Voucher Match and Direct Vouchering within the Departments.
5. Detailed understanding of the Procure to Pay Project scope, milestones and decisions for all
work streams, to guide near term decisions and design options within Vendor Analysis and
Centralized Invoicing/AP Workflows. For example:
a. Understanding current use and future state goals in JDE Procurement, Approval Route
Codes (dollar and business unit thresholds), current Order Types, and recommend best
practice
b. Understanding current use and future state goals in Procurement and JDE Security (row
security) currently in use to restrict ranges of business units per department role, and
recommend best practice
c. Understanding current use and future state goals in JDE Expense Management, adding
new expense report types for employee reimbursement and travel expense reports
d. Knowledge of existing Mobility options
To address the requests listed above, Denovo’s Consultant will perform the following:
1. Conduct interviews, review existing documentation with the appropriate Procure to Pay core
team member to identify the current process and difficulties with the process
2. Provide recommendations as to the best business process for the ‘Future State’ of the re-
defined processes.
3. Provide budgetary estimates for any JDE enhancements or third-party system solutions and
associated cost savings as part of our recommendations
4. Provide a written recommendation document which includes the benefits of the recommended
future state for the requests listed above.
5. Work with the Procure to Pay core team to gain a detailed understanding of the Procure to Pay
Project scope, milestones and decisions for all work streams, to provide business continuity,
guide near term decisions and design options for the life of the project.
At the direction of the City’s Project Manager for the P2P Improvement Project, Denovo will provide
functional support as needed, as requested basis. Denovo will use our best efforts to respond to
requests for assistance in a timely manner. Where possible, work can be completed remotely which will
decrease the overall cost to the Client and allow for a quicker response from Denovo.
ii. Schedule
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The consulting support described in this SOW is requested to begin in early May 2017, but can
begin as soon as resources are available. The start date will be agreed upon by City and Denovo.
For planning purposes, our assumption is beginning the project in May 2017.
iii. Billing Rates
Role Bill Rate
Project Manager $200
Senior Business Analyst $185
CNC Consultant $175
Sr. Developer $155
* Denovo rates listed above apply to this Statement of Work only
2. Service Upgrades and Additional Consulting Services.
Denovo may introduce Additional Consulting Services, including, without limitation, new features and enhanced
functionality, at any time. The Parties shall utilize the Change Order Process to add any such Additional
Consulting Services to the SOW, provided, however, that if the Client requests Additional Consulting Services
within ninety (90) days of the SOW Effective Date, those Additional Consulting Services will be priced according
to the fees listed at the time of the SOW Effective Date. Any Additional Consulting Services requested by Client
after ninety (90) days from the SOW Effective Date will be subject to Denovo's then-current rates for such
Additional Consulting Services.
3. Service Fees
The Project Costs below represent a time and materials project based on the scope identified in this SOW,
excluding travel costs which are invoiced at actual amount incurred. The estimate was developed based on our
experience of working with Fort Collins as well as our experiences with like projects. Denovo will invoice the city
based on the terms specified in the MSA. During detailed project planning we will validate the estimates based
on the needs and requirements of the City. As appropriate, our initial estimate will be refined based on the
results of the initial stages of the project.
Resource Hours Cost
Project Manager 40 $8,000
Sr. Business Analyst 200 $37,000
Total 240 $45,000
Unless otherwise agreed to in writing by both parties, Denovo will invoice the Client on a time and materials bi-
weekly (every two weeks) basis for Consulting Services delivered, commencing two weeks after the Effective
Date at the rate.
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4. Service Fee Assumptions
Services may be added, revised or deducted via the Change Order process.
Additional Consulting Services requested by Client and added to the SOW within 90 days of Client's and
Denovo's acceptance of the SOW ("Acceptance") will be priced according to the fees listed at the time of SOW
acceptance. Any Additional Consulting Services requested by Client after 90 days from the date of Client and
Denovo's Acceptance of the SOW will be subject to the then current rates in the base PSA for such Services.
5. Expenses
Travel expenses are billed at actual incurred expenses. We will work with the City to develop a plan to utilize
travel discounts and contracts already in place at the City. We will also develop a plan to utilize remote
consulting where appropriate to further reduce travel expenses.
Expenses (reimbursed according to the following schedule)
Expense Action* Detail/Notes
Airfare Actual Cost Per Denovo Travel and Expense Policy
Meals Per Diem Per IRS allowable amount for the area.
Currently, $71 per day for the area.
Lodging Actual Cost Per Denovo Travel and Expense Policy
Auto Mileage Actual Cost Per Denovo Travel and Expense Policy
Parking Actual Cost Per Denovo Travel and Expense Policy
Taxis, Car Rentals, Gasoline Actual Cost Per Denovo Travel and Expense Policy
Laundry (if onsite for 5+ straight
days)
Actual Cost Per Denovo Travel and Expense Policy
Other incidental expenses Actual Cost Per Denovo Travel and Expense Policy
*Actual Cost, Per Diem, Not to Exceed, or Not Reimbursed
6. Access to Client Locations and Networks; Compliance.
The Client will supply Denovo personnel with reasonable accommodations and any physical or online access to
any Client facilities, locations or networks as reasonably necessary to perform the Consulting Services. If it
becomes necessary for Denovo personnel to be on-site at a Client location, Denovo will give the Client advance
notice. Denovo will obey, and will ensure that all Denovo personnel obey, whenever on site at any Client
location or any other facility that is owned, leased or operated by the Client or any of its affiliates, all lawful,
applicable rules and regulations as well as the Client's policies, standards, and procedures, as such policies are
communicated in writing by the Client to Denovo from time to time. The Client will have the same obligations
with regard to its personnel on Denovo premises. Such rules and policies will not operate to materially change
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the terms of the Agreement.
7. Assumptions
1. The consulting effort included above is based on a Time and Material basis. The efforts of our
consultant will be directed the City
2. Client will provide facilities, internet access, system access for current JD Edwards System and
network, and related resources to support the project team. Denovo will provide Denovo
consultants with the technical tools, such as computers and cellular phones, necessary for successful
completion of the project.
3. Majority of functional consulting will be on-site. Consultants may work remotely to minimize travel
expenses with approval of the Client. All efforts to properly plan travel in advance and take
advantage of negotiated rates will be made in order to minimize travel expenses.
4. Client will provide adequate staff to support this plan.
5. Client must own the appropriate JDE and other third party licenses.
6. Project will be managed by the City with minimal assistance from Denovo for resource scheduling
and deliverable attainment
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