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HomeMy WebLinkAboutAgreements/Contracts - AuditorsI K23-188 Agreed Termination of Professional Services This agreement, between SoflReso`nroes LLC, hereinafter called "SoffResources". and Grant County, Washington, hereinafter called the "County", acting through its Board of County Commissioners,, RECITALS: WHEREAS, the parties signed a Professional Services Agreement effective on January 5, 2021; WHEREAS, the parties mutually agree to terminate the Agreement; NOW, THEREFORE, in consideration of the mutual benefits of this agreement, the parties agree as follows: 1. SoftResources and County agree to terniinate the Professional Service Agreement that was effective January 5, 2021. 4. 2. The Professional Service Agreement, for which the last Party previously signed January 51 2021 , is attached as Attachment A. 3. The Tennination is effective immediately -upon both parties signing. IN WITNESS WHEREOF, the parties hereto have hereto subscribed their names as of the date written below, Dated this 20 _day of June 202- 2 �by:' Spencer Arnesen, Principal Dated this -day of 202 9 by: T TEST: TE � Ba bar 2Ba J. Vast t erk of the B, an Approved as to fonn: Rebekah Ka rr, WSBA. #53257 Civil Deputy Prosecuting Attorney Date: 71Z 11;Z3 BOARD OF COUNTY COMMISSIONERS 3T ON - * W�l St�ur 5 4ff1 tv fR mipt 4 % ip IL t k 4 -4 Professional Services Agreement Project., ERP Software Selection and Implementation ------------- ------------- ea PROFESSIONAL SERVICES AGREEMENT TMS AGREEMENT made this day of 2 -AA Z by and between SoftResources LLC (hereinafter referred to as "SoftResources"') Grant County, WA (hereinafter referred to as "County'), 14 The partles agree as follows. 1. Definitions. -For purposes of this Agreement, the following definitions apply-, a, "'Services"' means professional services rendered bySoftResources cin behalf of the Customer related to the software evaluation work defined in the Statement of Work. b. "Statement of Worik" means a document that outlines the scope of services to be delivered to Customer by SoftResources., timeframes, deliverables, milestones, and payment terms. C. "Change Order" means a mutually agreed upon document that outlines the scope of services to be delivered to Customer by SoftResources for changes that arise through the normal course of fulfilling a Statement of Work. Change Orders will be utilized for service efforts that are not planned and/or do not warrant creating a formal Statement of Work. 2. Services,, -k SoftResources desires to provide and Customer desires to purchase professional services from SoftResources. This Agre6nent con-8titutes a basic agreement., the.terms and conditions of which shall apply to each work assignment proposed by Customer which is accepted by SoftResources for the furnishing of such services. If SoftResources has heretofore accepted work assignments from Customer, the terms and conditions of this Agreement will apply to such prior work assignments as well as to all future work assignments from Customer until this Agreement is terminated. Each work assignment will generally be in the form of a Statement of Work. Customer agrees to pay invoices on a net 30 basis, 3. Termination. This Agreement and any work assignment in progress may be terminated by Customer or SoftResources with or without cause upon thirty (30) days' prior written notice or as otherwise mutually agreed upon; provided., however, in the event of such termination, Customer shall pay SoftResources for undisputed services rendered 'through the date of termination on an hourly basis for hourly services according to the agreement and on a pro rata basis for fixed fee agreements. SoftResources agrees that upon termination of this agreement for any reason, it shall provide sufficleht efforts and cooperation to ensure an orderly and efficient transition of services to Customer or another supplier based upon an agreed upon Transition Statement of Work. Customer agrees to compensate SoftResources for such* Transition efforts on a time and materials basis using the standard billing rate in effect at the time of transition, except if such termination is due to a major breach of this Agreement by SoftResources. I Page I 4. Severability It Is expressly understood and agreed that each and every provision of this Agreement is severable and independent of any other provision and shall be and remain valid and enforceable to the fullest extent permitted by law. 5. Ste tus.'Reports. SoftResources will render status reports to Customer as to the progress of any work assignment as defined in the Statement of Work, or when and as reasonably requested by Customer, I 6, Inde endentContragor. SoftResources acknowledges and agrees thatitis an independent contractor and is not an employee of Customer. As an 'Independent contractor, SoftResources is solely responsible for payment of all taxes relating to its work hereunder, and any of its employees, including, but not limited to, all federal, state and local income taxes, employment related taxes, worker's compensation Insurance, social security taxes, and withholding taxes, 7. Modifications. Any modifications of this Agreement must be in writing and signed by the authorized representatives of both parties. 8. Warrant SoftResources warrants that it shall use the reasonable skill and care of a competent provider of similar services to the Services and In accordance with applicable professional standards in the performance of its obligations under thils Ag reement. SoftResources makes no other warranties, express or implied, and specifically disclaims any implied warranties of merchantability or f1trijess for a particular purpose, 9. LIMITATION OF LIABILITY. a. Customer's Remedies. CustomeCs sole and exclusive remedies for any damages or loss in any way connected with the Services furnished by SoftResources, whether due to SoftResources" negligence or breach of anyothercluty, shall be,, in the following order of precedence: (i) to bring the performance of the Services into substantial compliance with the specifications of the Statement of Work; (H) re - performance of services,- then only if (1) and {li) are unsuccessful, (M) return of an appropriate portion of any payment made by Customer with respect to the applicable portion of the Services. b, Limitation of L! Under no circumstances, except for damages resulting from unauthorized use or disclosure of proprietary or confidential information, shall SoftResources be liable for any consequential, indirect, special, puniffive, econornic or loss of profits, or exemplary or incidental damages, whether foreseeable or unforeseeable, including claims for loss of data, loss of goodwill, I Page 2 stoppage or 'impairment of other assets, even if advised of the possibility of such damages. The foregoing limitation of liability on direct damages does not apply to personal injury or death caused by the gross negligence or willful misconduct of SoftResources, or tangible property damage up to the amount by which such damage is paid by SoftResources' liability insurance, which is currently $2,000,000 per occurrence and $4,,000,000 aggregate. With respect to any other claims,. SoftResources' total liability shall not exceed the amount paid by customer for the applicable Services provided by SoftResources or the liability amount identified in the Statement of Work, 10. ConfidentialIV, Both parties agree that, in the course of performing their responsibilities underthis Agreement, they each may be exposed to or acquire information that is proprietary to or confidential to the other party or its licensors or agents. Both parties agree to hold such information in strictest confidence using the same degree of care as they employ with respect to their own confidential information. Both parties agree not to copy, reproduce, sell, license, market, give or otherwise disclose such information to third parties other or to use such information for any purpose whatsoever, without the express written permission of the other party, other than for the performance of obligations hereunder or as otherwise agreed to herein. The obligations of confidentiality and non -disclosure imposed shall not apply to the following data and information -.- 1. Information that was already known to that party prior to the date of disclosure to that party; ii. Information which is published or otherwise becomes available to the public as part of the public domain without breach of this Agreement; M. Information provided by a third party which is not known to involve a breach of the third party's obligations to SoftResources or Customer; iv, Information which the receiving party establishes was developed independently of confidential information furnished to it; V. Information that is required to be disclosed to any court, government authority or regulatory authority or pursuant to requirement of law. 11. Ownersh[p of Deliverables. 6 . Upon full payment of the agreed upon fees by Customer, SoftResources hereby assigns to Customer ownership rights to the materials created by SoftResources specifically for Customer hereunder, except for all third party works and products whether or not included or embedded in the Deliverables, Notwithstanding, SoftResources retains exclusive ownership rights to all SoftResources Technical Elements such as but not limited to designs, program listings, models, diagrams., methodologies, leading practices,, programs, systems, analysis and presentation frameworks, vendor lists and vendor *Information (collectively, "Technical Elements") owned and developed by SoftResources prior to or independently from its engagement hereunder, and any modifications or enhancements to SoftHe-so Ll rces" Technical Elements developed 'in the course of performing the Services, The Customer has no ownership rights for any materials developed by third party Vendors or Subcontractors unless as agreed upon and subject to I Page 3 the terms in the agreement made between the Customer and such third -party Vendor or Sub'contractor, .12, Pisp 5. The parties agree to make a good faith effort to resolve any disputes by negotiation. In the event of any dispute between hereunder, the par -ties shall first attempt to resolve the dispute at the protect manager level, or his/her equivalent, representing Customer and the project manager level,, or his/her equivalent, representing SoftResources. If the dispute is not resolved at this level within (10) business days of the date the other party is first informed of the dispute in writing, the parties shall attempt to resolve the dispute at the Director level, or his/her equivalent representing Customer, and at the Principal level, or his/her equivalent representing SoftResources. The use of the foregoing procedures is a Condition precedent to the commencement of any mediation, arbitration or legal proceedings hereunder, 13. §Qverning Law. This Agreement shall be governed by and construed under the laws of the State of Washington. Any such litigation shall be conducted exclusively in the state or federal courts designated by the defending party and the parties' consent to jurisdiction by such courts. The prevailing party in any arbitration -or litigation shall be entitled to recover all reasonable expenses thereof, including attorneys' fees in connection with such proceedings or any appeal thereof, 14. Relief. Notwithstanding anything else to the contrary Included in this Agreement., in the event of a dispute 'between the parties hereunder, either party hereto may bring a claim for Injunctive relief against the other party, 15. Force-Maieure. Neither party shall be liable to the other for any delay or inability to perform its obligations under this Agreement or otherwise if Such delay or inability arises from any act of God; fire; natural disaster; earthquake; act of government; act of war (declared or undeclared); act of terrorism (domestic or international); Hot; civil disturbance; infrastructure of the Internet; fluctuations or non-availability of electrical power, heat,, light, air-conditioning or telecommunications equipment; or any other cause beyond the reasonable control of such party, whether or not foreseeable. In the event of such a delay or inability to perform, the time for performance will be extended for a period of time equal to the length of the delay or inability to perform, plus an additional reasonable period to recommence performance, I Page 4 16, Coo erative Government Purchasing, Notice Other 8overnmental entities may desire, but are not obligated, to purchase goods and services defined in the RFP from SoftResources (the successful RFP response proposer), All purchases by governmental entities, other than the County, will be billed directly to and paid by that governmental entity. The County will not be responsible'for another governmental entity's debts. Each governmental entity will place their own orders with SoftResources. 17. 'ravel Folic SoftResources will be reasonable in its travel expenses for the Services, Expenses will include Items such as travel, hotel, car rental, phone, printing or reports, per diem., taxi, parking, and postage. SoftResources will fly coach class and will try to book plane reservations as much in advance as reasonably possible to find reasonable airfare. SoftResources will try to stay at hotels based on Customer's preference and recommendations. SoftResources' Per Diem rate while traveling is the current GSA rate for the location which covers meals and sundry gratuities, 18. Attachments, In addition to this Master Agreement, this Agreement includes the following exhibits which take precedent in the event of conflicting language.- Exh iffilt A — Scope of work Exhibit B - Fees 1-9. Notices. All notices which are required or may be given pursuant to this Agreement (a "Notice') shall be in writing and deemed duly delivered with proof of receipt if delivered In person, by certified first class or n express mail requiring a return receipt, by courier requiring a signature as evidence of receipt, or by electronic transmission or other telegraphic means provided official proof of receipt can be validated. All such Notices shall be addressed as follows: If to the Customer: Registered Address-, Grant County Attn: Michele Jaderlund - Auditor 35 C Street NW PO Box 37 Ephrata, WA 98823 If to SoftResources,, Registered Address: SoftResources LLC 11411 NE 124111 Street, Suite 270 Kirkland, WA 98034 Either party may change its address or addressee for the purposes of this Section 18 by written notice to I Page 5 the other in accordance with this Section 18 and small he deemed given when received, 0. Ent -l -r -e -Aar e e This Agreement and any document referred to herein constitute the entire agreement, and supersede all prig or contemporaneous agreements, commitments, representations or understandings, whether oral or written.. between the parties with respect to the subject ..natter hereof, This Agreement may not he modi ed or amended except in writing signed by authorized representatives of both parties. IN WITNESS WHEREOF, the undersigned authorized signatories intending to be legally bound, have duty executed this Agreement to become effective as of the date first above w4tten, Name (print). Title: Date: SoftResources Lt, ( of esourc s) Grant County, w (aunty) CHS [ page Exhibit A — Scope of Work I Page 7 Exhibit B — Fee Schedule I Page 8 Exhibit A— Scope of Work Project: ERP Software Selection and Implementation Consultant Exhibit A -"Scope of Work SoftResources will perform the following Work Plan organized by Activities. Some tasks and deliverables within different Activities may be performed concurrently. It is understood that the following modules/functionality are in scope for the ERP project: 0 Accounting General Ledger, Budget, Accounts Receivable, Accounts Payable, Purchasing, Inventory, Fixed Assets, Payroll, Cash Receipts, Payment Card Processing 0 HRIS Human Resources,, Payroll, Employee Timecard Additional functionality will be considered from an integration perspective including-, SmartGov (Community Development), Laserfiche (Document Management), Quickbooks POS, NovaTime (Time nad Attendance), NnCamrn (Fleet Management) and potentially other systems. County Staff Participation. SoftResources will partner with the County and work with the Project Steering Committee throughout the project. Other key staff will participate In 3 days of workshops, presentation of deliverables, and 7 days of demos only as it relates to their specific duties and responsibilities. Work Plan - - ------------ - I . N Activity 1— ERP Assessment a. Project Launch and Objective: SoftResources will work with the County to set up, kickoff, Management and manage the project as follows: 0 Meet the ERP Steering Committee, collect contact information, advise the County with team roles and responsibilities as needed. 0 Discuss and align expectations for the contracted scope of work, line of communication, resource availability and constraints, drivers and objectives. 0 Prepare documents that will be used to manage the selection as requested - this may include (Project Plan, Communication Plan., and/or Status Report) and set up Project Teams -collaboration tool if requested. 0 Manage and monitor project, provide regular updates, resolve issues through completion. I ------- ------------------------------------- - b. ERP Assessment Objective: Visit the County and facilitate a series of workshops to assess 4 the County's current ERP environment as follows, 0 Work with the County to plan 3 -days of workshops (organized by function/module), determine attendees (e.g., stakeholders, executive management, IT, subject matter experts, key users, etc.). We will develop the Workshop Schedule and deliver to the County f r revi e w I Page I Exhibit A — Scope of Work Project: ERP Software Selection and Implementation Consultant 0 Review existing documentation provided by the County that will orient SoftResources to the County's current ERP situation. 0 Travel to Ephrata,, WA (or conduct meetings via web conference) to facilitate 3 days of workshops as scheduled. Use interactive style interviewing with participants to assess the following-, Analyze how the current ERP system is used, and identify workarounds, Excel spreadsheets, and manual processes. Analyze current technical environment including databases, interfaces, and infrastructure, technology initiatives, vision,, etc. Gather user needs, what does/does not work in current system, provide vision for the future. Analyze as -is processes that are broken and manual that may be 'improved with modern technology. Conduct clarification calls with the County as needed, c, Business Process Objective: Using the information gathered during the workshops, Observations developintable format business process observations and recommendations as follows: SoftResources will identify key broken processes and recommendations for improvement. This will be delivered in table format for the County to consider as it implements a new ERP solution. --- --------------- - ------------------------ - - -------------------- ---- --------- --- -- - -- -- -------------------- - --- ---------------------------- d. Requirements Objective: SoftResources will identify key functional and technical ERP Definition requirements for new ERP software as follows: do Define the ERP key requirements based on the information gathered during the workshops, review of the County documentation, and our experience to identify and prioritize the requirements (approximately 150-300 key requirements). Prepare the ERP Key Requirements document that will be used to evaluate vendor options. Requirements will be prioritized: Required, Important, Nice to Have, and Explore. Deliver the Key Requirements document to the County via email and web conference, The County will provide one source of feedback. SoftResources will edit and finalize the document and return to the County for acceptance. e. Request for Proposal Objective: SoftResources will prepare an RFP for ERP Software and Implementation Services that meets the County's Purchasing requirements as follows: • Prepare a draft RFP for ERP Software and work with the County to incorporate purchasing requirements. The approved Key Requirements will be inserted. • Deliver the draft RFP to the County via email and teleconference. The County will review and provide feedback. SoftResources will edit I Page 2 Exhibit A — Scope of Work Project: ERP Software Selection and Implementation Consultant Activity 2 — ERP Vendor Evaluation '' . . ........ .............. -------- ----------- a. Vendor Analysis Objective: Use SoftResources' Selection Methodology to evaluate returned vendor proposals in order to identify a recommended short list of approximately 3 qualified vendors as follows: Initial Review of Vendor Proposals, The County will receive vendor proposals and send one hard copy and one soft copy of each respondent to SoftResources. SoftResources will conduct initial I Page 3 the RFP with feedback, finalize and return the RFP to the County for I final approval. Prepare the Long List of ERP Vendors that may be a fit for the County along with contact information that should be made aware of the RFP. Deliver to the County for review, input and acceptance, • The County will issue the RFP and SoftResources will notify the vendors on the Long List of the RFP. Assist the County to manage the RFP solicitation, issue addenda, conduct pre -bidder conference as needed, and liaise between the County and vendors. We recommend the RFP be active a minimum of four weeks. f. Requirements Anysis al Objective: SoftResources will prepare a PowerPoint presentation based Report on the ERP Assessment findings and present to County. SoftResources will develop the Report (10-15 slides) using Microsoft PowerPoint to summarize the ERP Assessment findings from the following deliverables: Highlights from the Business Process Observations and Recommendations (document delivered). ERP Key Requirements will be summarized (document delivered). Summarize the RFP for ERP Software and Long List of ERP Vendors (documents delivered), Summarize strategy and next steps for the vendor selection and answer questions. Deliver the Requirements Analysis Report to the County for final approval and present on-site to the County. Deliverables 1. Project Plan,, Communications Plan and Status Report 2, Workshop Schedule 3. Business Process Observations and Recommendations 4. Key ERP Requirements Document 5. RFP for ERP Software C. Long List of ERP Vendors 7. Requirements Analysis Report - --------- -------------------------- - --------------------- - Activity 2 — ERP Vendor Evaluation '' . . ........ .............. -------- ----------- a. Vendor Analysis Objective: Use SoftResources' Selection Methodology to evaluate returned vendor proposals in order to identify a recommended short list of approximately 3 qualified vendors as follows: Initial Review of Vendor Proposals, The County will receive vendor proposals and send one hard copy and one soft copy of each respondent to SoftResources. SoftResources will conduct initial I Page 3 Exhibit A — Scope of Work Project-, ERP Software Selection and Implementation Consultant -------------- ----- review and vendors will be eliminated or elevated based on the following analysis, RFP Compliance Vendor Experience with similar entities Cost Estimates (software, implementation, training, etc.) Imp►lementation Team County -Specific Requirements Detailed Vendor HtAnalysls. Conduct conference calls with the elevated vendor's resources to validate and clarify information provided in their responses. We will analyze fit to Key Requirements, vendor viability, cost, implementation assumptions, technical environment, similar clients, etc. b. Vendor Short List Objective: Identify the recommended ERP Vendor Short List and present to the County. The County will review and make the final determination of the vendors that will be selected for the Short List. Based on the vendor analysis, SoftResources will identify approximately 3 vendors who are a good match to the County's ERP Key Requirements, We will -then develop the Short List Comparison Chart detailing the vendor's fit to the County's key requirements, This Chart provides a fit/ gap comparison of the finalist vendor solutions and highlights their strengths and weaknesses as they compare to the County's key requirements, Prepare an executive -level Short List Presentation in PowerPoint that will summarize the vendor analysis, findings, cost estimates, recommendations and present the results of the analysis via web - conference, Deliverables 8. Short List Comparison Chart 9. Short List Presentation -- ---- - - --------- Activity 3 ERP Demos 0 bio �ct Del a. Demo Script ive: Develop an ERP Demo Script based on the County's Key � R qui tiv ts equirements to provide structure to the Short List vendor's software demonstrations. • Build the ERP Demo Script using the County's Key Requirements. The Demo Script will enable the County to focus on the most important functionality and allow them to evaluate the vendors on an equal basis. The Demo Schedule will be included that details times allotted for each module/function. Page 4 Exhibit A — Scope of Work Project: ERP Software Selection and Implementation Consultant • The County will review the Demo Script and provide feedback. The County may consider adding Business Case Scenarios to the Script (SoftResources will advise). • SoftResources will finalize the Demo Script. H I— b,. Derno Preparation Obiective: Prepare the County and the ERP short list vendors for a successful demo process as follows: • Work with the County to schedule the vendors for demos (anticipate three 2 -day demos) and assist with the logistics of preparing for live demonstrations. • Work with the County to set up and facilitate Pre -Demo Meetings with each shortlisted vendor via web conference (typically 1-2 hours per vendor). The Pre -Demo Meetings allow the vendors to ask questions so they can properly prepare for the Demos. We recommend the vendors be allowed 3-4 weeks to prepare for the on-site scripted demos. MNAMPH"M H N" P -01M c. Facilitate Demos Objective: On-site demos allow the County to see and compare how vendors handle key business processes, 0 SoftResources will prepare the Demo Feedback Fiorm and provide this to the County attendees. County attendees will record feedback and rankings for the demo sessions they attend. SoftResources will collect Demo Feedback forms from each session. a SoftResources will come on-site and facilitate the vendor demos, keep vendors on track, keep County staff on track, manage questions and concerns, and note follow up items. At *the the conclusion of the vendor demos,, SoftResources will conduct a 4h Demo Wrap Up Meeting to review demo feedback and help the County identify key areas to evaluate through the due diligence and decision process. Deliverables 10. Demo Script 11. Demo Feedback Form 12. Facilitate Demos and Wrap Up Meeting r7i----------- 0 Activity 4 — Decision a. Due Diligence Obiective: Assist the County to conduct due diligence and to make the final decision. SoftResources will advise the County as they conduct due diligence activities and provide tools/templates that can be used to evaluate the vendors in further detail, The County may conduct any or all the following due diligence activities: o Reference Checks — contact vendor references to assess how the system is used by similar customers and feedback about the software and vendor, I Page 5 Exhibit A — Scope of Work Project: ERP Software Selection and Implementation Consultant o Due D111yenc'e Demos — set up and conduct additional demos (typically web -conference) for functionality that requires a more detailed look. c other Due Diligence Activities — work with the County to conduct other due diligence activities such as follow-up meetings, scoping discussions, implementation assumptions and other calls and meetings to gather the information the County needs to make the decision. Manage vendor communications and questions, do follow up work, and continue to liaise with the vendors, b. Decision Support Objective: Review the vendor analysis with the County and advise them as they make the final decision. Work with the County to prepare for and participate in the Final Decision Meeting on-site, Discuss vendor analysis gathered to date and advise the County as they make the final decision. The County will make the final vendor decision. Deliverables 13. Due Diligence Tools/Templates 14. Final Decision Meeting Activity 5 Contract Review a. Contract Review Objective: SoftResources will assist the County with contract review and negotiation with one finalist vendor as follows: Review vendor contract documents and provide redlined recommended changes to the contract. This review will Include the software license/subscription pricing, terms and conditions, and discussion points. I • Discuss redlined recommendations with the County via web conference and advise the County through the negotiation process. (Note SoftResources is not a law firm; the County's legal counsel will do a final review of the contract.) b. Statement of Work Objective: SoftResources recommends the County negotiate the Vendor (SOW) Review SOW before signing a contract to ensure resources and expectations are agreed to. a Review the SOW for the Implementation and make redlined recommended changes to the SOW. * Discuss redlined recommendations with the County via web conference and advise the County through the SOW negotiations, Delliverables 15. Contract — Redline and Review Comments 16. SOW — Redline and Review Comments I Page 6 Exhibit A — Scope of Work Project,* ERP Software Selection and Implementation Consultant Activity 6 — Implementation Management SoftResources can assist the County by providing Implementation Management for the implementat'lon of the selected software solution. We will work with the County's internal project manager and the selected Vendor to facilitate, coordinate, and monitor the implementation of the solution. Please note the tasks listed below is a detailed list and not all of them may be necessary for the Implementation at the County. SoftResources will work with the County to provide the right level of services desired, We typically bill Time and Materials to allow for flexibility in the services requested. a. Implementation Objective: the SoftResources Project Manager (PM) will work with the Planning County and Vendor to set up the project and provide tools necessary to manage the implementation project. We may provide any or all the following: • Pre -implementation Planning Project Charter Project Governance Project Timeline —High Level Risk Management Plan Quality Control Plan Communication Plan V' Documentation Plan V" Change Management Plan V' Issues Resolution Plan Hardware Review Project Budget Monitoring 0 Project Initiation Project Timeline (detailed) ✓ Project Team Roles and Responsibilities ✓ Task Management Milestones Hardware Installation Review Software Installation Review Meeting Management Project Collaboration Tools Status Reports Project Kickoff b. implementation Objective: SoftResources PM will work with the County and Vendor to facilitate and monitor the progress of the Implementation, work with the County to keep the project on track and on budget. Augment County staff as necessary for key tasks that the County may need assistance with. Implementation services may include any or all the following: Functionality and Process Review Discovery Sessions Management Reports Regulatory Reports WSW I Pagel Exhibit A — Scope of Work Project: ERP Software Selection and Implementation Consultant W i Documentation Questions ✓ Process Improvement Opportunities v' Policy or Process Changes V Software Configuration Review • Project Monitoring Team Scheduling and Assignments Staff Contact V Project Status Reports (Bi -weekly) Project Cost/Invoice Tracking MI I esto n e Tracking Issues and Action Items Decision Log V Project Communication Manage Change Orders Resolve Project Staffing Vendor Compliance Monitoring Monitor Project Risk Maintain and Provide Project Records Upon Request Meeting Management Project Status Meetings Steering Committee Meetings Executive Meetings v1 Prepare Notices for Public Meetings V Public Hearing Meetings ✓ Additional Meetings Meeting Minutes Meeting Follow-up Security Network Security Software Security Define Software Role v1 Define Users V Assign Roles to Users V Disaster .Recovery Plans Software Configuration and Data Conversion v1 Software Configuration' s/ Interface or Integration v1 Data Conversion Plan Legacy Data Scrubbing Data Extraction Templates Data Validation Cut Over Plan v/ Forms Development / Custom Reports Development I page 8 Exhibit A — Scope of Work Project: ERP Software Selection and Implementation Consultant & Pilot Testing/Procedures Creation Vf Testing Plan Test Scripts Application Testing — Subject Matter Experts Application Testing-- End Users Application Testing- External Users Stress Testing V" Test Issues Monitoring 0 End User Training Training Plan Training Schedule Training Logistics — Date,, Time, Place Training Materials Go -Live v/ Go -Live Checklist System Cut Over Go Live Issue Documentation v'o Future Phase Planning *"" Optimization Workshop Post IMP, c. Post -Implementation Provide Post -Implementation services to the County as the project transitions from an implementation project to an ongoing maintenance and support operation for the new system. Post -Implementation services may include any or a I I the following: Post -implementation Preparation v' Documentation of Outstanding Items (e.g.., Issues Log, Errors Log) Develop On-going Training Plan Strategy and Buy -in for Long -Term User Adoption Prioritize User Groups/ Meetings,, Community 0 Post -Implementation Audit V/ Project Archive (e.g., store project artifacts for posterity) Project Debrief (e.g., project objectives, effectiveness, lessons learned) Budget Review 0 System Adoption v/ On-going Support Plan V Usability Testing V Implement On-going Training Plan v/ 6 -Month System Audit Recommendations for System Optimization Deliverables 17. Depends on services selected I Page 9 Exhl bit B — Fee Sch ed u le Project: ERP Software Selection and Implementation Consultant Exhibit B —Fee Schedule The following are the fixed fee schedule for the Scope of Work. Travel expenses are charged as incurred and include airfare, rental car, hotel, parking fees, tolls, per them (GSA rate) for meals and sundry expenses while traveling. Every effort is made to secure reasonable rates for all expenses. We have planned for five on-site trips and provided an estimate for expenses in the fee schedule, but the actuals may be more or less than the estimate. SoftResources, can do all services remotely through web conference due to COVID travel limitations. This would reduce or eliminate travel expenses for the projectf SoftlResources bills monthly on percent of services completed plus any travel expenses incurred within the month. Invoice payment is due net -30 days of invoice date. Detailed Hour and Fee Sheet for Grant County ERP Software Selection and Implementation Project Total Hours 76 24 100 17,500 & 0o 4 111 ....... — ------------- ------- ----------- ------- a. Due Diligence 20 to 30 5,250 b. Decision Support (on-site meeting) 12 8 20 3,500 Total Hours 32 18 50 8o750 MMH1Z=e 111110111 111111-1111 111 1 ---------------- i .. . ............ a. Contract Review 30 0 30 51250 b. Statement of Work Review 30 0 30 5,250 Subtotal fixed Fees Total Estimated Expenses Total Fixed Fees and Estimated Expenses Total Hours 60 60 10500 298 192 490 85y750 $3,912 $8%G62 I Page 10 Project Project Work Performed by Phase Manager Consultant Total Hours Fees Billing Rate $175 $175 111:1101115 a. Project Launch and Management 16 a 24 4,200- b. ERP Assessment (Workshops = 3 days on-site) 30 30 60 10,500 c. Business Process Observations 8 12 20 3,500 d. Requirements Definition 22 20 32 5,600 e. Request for Proposal 16 24 40 7jOOO f. Requirements Analysis Report (on-site meeting) 4 4 a 1;400 'Total Hours 86 98 184 32,200 SA ---------------------- a. Vendor Analysis 32 32 64 11)200 b. Vendor Short List 12 20 32 5,600 Total Hours 44 52 96 16,800 a. Demo Script 8 16 24 4,200 b. Demo Preparation 10 4 14 2,450 c. Facilitate Demo (3 2 -day demos +wrap up) 58 4 62 10,850 Total Hours 76 24 100 17,500 & 0o 4 111 ....... — ------------- ------- ----------- ------- a. Due Diligence 20 to 30 5,250 b. Decision Support (on-site meeting) 12 8 20 3,500 Total Hours 32 18 50 8o750 MMH1Z=e 111110111 111111-1111 111 1 ---------------- i .. . ............ a. Contract Review 30 0 30 51250 b. Statement of Work Review 30 0 30 5,250 Subtotal fixed Fees Total Estimated Expenses Total Fixed Fees and Estimated Expenses Total Hours 60 60 10500 298 192 490 85y750 $3,912 $8%G62 I Page 10 Exhibit B — Fee Schedule Project: ERP Software Selection and Implementation Consultant Estimated Travel Expenses Trip I -Workshops (3 days on-site) Mileage Rate $0.58 X 350 miles x I trip $203 Per Diem $55/day x 5 days x 2 persons 330 Hotel $150/night x 3 nights x 2 persons 900 $1.,433 Trip 2 . Requirements Analysis Report Presentation Mileage Rate $0.58 x 350 miles x I trip $203 Per Diem $55/day x I day x 2 persons 110 Hotel $175/night x I night x 2 persons 350 $663 Trips 3 & 4 - Demo Facilitation (3 2 -day demes + wrap u p) Mileage Rate $0,58 X 350 miles x 2 tips $406 Per Diem $55/day x 8 days x I person 440 Hotel $1 so/night x 8 nights x I person 11200 $2,046 Trip 5 - Final Decision Presentation Meeting Mileage Rate $0.58 x 350 rn i les x I trip $203 Per Wern $55/d ay x I day x I person 55 Hotel $1751night x I night x I person 175 $433 Total Estlarnted Travel Expenses $ 30912 Implementation Management Services I Page 11