HomeMy WebLinkAboutCA- Supplemental Agreement No 1- Soliant EXECUTIVE SUMMARY
AGENDA ITEM:
Proposed Supplemental Agreement No. 1 with Soliant Consulting, Inc. (Soliant) to provide Data
Migration Services.
Date: January 12, 2023
BACKGROUND:
CCUA currently has one (1) staff member that is qualified to support the existing FileMaker
custom applications that support critical functions like payroll, billing, and other programming
efforts like the CCUA website, data warehouse and application integration support.
The upcoming Enterprise Resource Platform(ERP)transition project will require much of the data
housed in FileMaker to be extracted, cleansed, verified, and migrated in differing formats as
specified by the receiving vendor. Delays in this migration process would detrimentally impact the
ERP timelines and could cause costly change orders.
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The Professional Service Agreement with Soliant was approved at the December 6,2022,meeting.
L Soliant has the necessary experience to assist with the data migration needs of our ERP transition
and the sufficient staff available to supplement our existing staff member.
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BUDGET:
The budget for this project was approved in the FY 2022/2023 Operating Budget. Staff considers
the fee of$50,000 reasonable and competitive for the scope of services provided.
RECOMMENDATION:
Staff respectfully recommends the Board of Supervisors approval of the Supplemental Agreement
No. 1 with Soliant Consulting, Inc., to provide Data Migration Services.
ATTACHMENTS:
Soliant Consulting, Inc., Proposal
//AW(Author)
//AW,KO(Review)
//JJ(Final)
sLLANT
CONSULTING .
Service Contract
Soliant Consulting, Inc. (Soliant)thanks you for the opportunity to provide you with our professional consulting, development,
training, and/or support services. The following service contract entitles you to dedicated support from Soliant for the hours,
duration, and rate specified below.
CLIENT NAME: Clay County Utility Authority(CCUA)
DESCRIPTION OF Phase 1 —CCUA will provide Database Design Report(DDR). Soliant will review DDR. CCUA will make
SERVICES: staff available for remote screen sharing or question and answer session to aid knowledge transfer.
Soliant will provide a SWOT analysis document after the review of the DDR. CCUA will show Soliant
the FileMaker database via screen share within this phase.
Phase 2—Work closely with CCUA on the data migration project. Move needed data out of CCUA's
FileMaker database, perform data cleanup as needed, and convert into a format as specified by
Collaborative Solutions, Workday, or Sprypoint.Another consultant will import the data into the new
ERP.*Also, see the Additional Work Requests section below.
BILLING NOTES: Invoices will be sent monthly for actual hours worked. Prior to work beginning Soliant will invoice an
initial deposit of$9,900(40 hours+ 10%project manager time as noted in the Payment Procedures
section below).We will schedule a project kickoff date upon receipt of a signed copy of this Service
Contract and the project deposit.
tO HOURS: RATE: TOTAL: START DATE: END DATE:
200 $225/hour $50,000 1/5/2023 2/28/2024
(Includes 10%
project manager
fee)
PROJECT CONTACT: BILLING/ACCOUNTING CONTACT:
Jeremy Johnston Cara Clark
Clay County Utility Authority Clay County Utility Authority
3176 Old Jennings Road 3176 Old Jennings Road
Middleburg, FL 32068 Middleburg, FL 32068
jjohnston@clayutility.org accountspayable@clayutility.org
904-213-2477 904-213-2428
Terms &Conditions
Services Provided
Soliant will provide you with pre-scheduled, reserved services, either on-site or remotely as best suits your project's needs.
On a best-effort basis,we will also provide emergency support and support outside of normal business hours, but we cannot
promise that resources will be available for such work. We will provide estimates and set expectations to the best of our
ability, but this service contract is inherently a"time and materials"agreement. We provide no warranty or guarantee that a
particular task or set of tasks will be completed within the time allotted by this service contract.
In order to make sure that work is done to your specifications, we ask that you designate a single point person or project
manager who is responsible for delegating, prioritizing, and approving tasks. This will help us ensure that we are addressing
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SC\LIANT
CONSULTING
your most pressing concerns.We will also count on your project manager to be available for questions, direction, and
reviewing and approving completed tasks. Since we need to rely on your instructions in providing services for you, your project
manager must have authority to fulfill these responsibilities on behalf of your organization.
In turn, Soliant will assign your project to a project manager who is responsible for the work we do. Our project manager will
work with yours to balance the forces of cost, time, and scope during our work together. By managing schedules, budgets,
risk, communication, and delivery, our project manager increases the development team's effectiveness and advocates for
your priorities.
Billable Time
The billing rate stated above is effective through 12/31/2023 or until the expiration date of this contract(whichever is later).
Billable time includes all of the following types of activities: coding, project management, design, research,task estimation,
debugging, testing, infrastructure configuration, meetings, and correspondence.
We do not bill for business development activities, general account management, administrative tasks,or travel time. Further,
in the event that our staffing or scheduling needs require us to change personnel in the middle of an engagement,we will
discount time required for ramp up of new personnel as we feel appropriate.
We bill for reimbursement of reasonable travel and project expenses, including,when applicable,such things as software and
hardware purchases on your behalf, parking, mileage, cabs, airfare, rental car, hotel, and meals. We try to minimize these
costs whenever possible and will provide cost estimates for your decision-making as necessary.
Payment Procedures
We offer a 3%discount to clients who choose to pre-pay the full amount of a service contract. Full payment must be received
to before service is provided to be eligible for this discount.
Alternatively, you will be invoiced periodically for actual hours worked during the course of this service contract. Payment is
due within 30 days of the invoice date. You may pay by check, electronic transfer, or credit card. A 3%service fee will be
added for credit card payments.
A late fee of 1.5% per month may be assessed on invoices not paid within our terms of net 30 days. We also reserve the right
to suspend providing services until all overdue payments are received.
*We provide extensive project manager support to all of our projects. We assess a flat fee of 10%of hours managed to ensure
that this critical function is consistently budgeted while at the same time limiting costs in this category to a fixed percentage of
the project.
Release Fee for Hired Employees
During the course of working with Soliant, you will come into contact with our employees.We select our employees carefully
so that our company can provide the services you and other clients request. It negatively impacts our business if our
employees are hired away by our clients.That being the case,you agree to compensate Soliant with six months of the offered
salary if you choose to hire one of our employees or sub-contractors during the period from the beginning of this service
contract until one year after its expiration.
Reference
We let prospective clients know with whom we've worked in the past and will often use clients as references. By signing this
agreement, you are granting us permission to reference your company as a client.
Additional Work Requests
Should you require project work in addition to your contracted service hours,we will happy to provide you with a separate
Statement of Work,for which rates may vary depending on timing, availability, and the type of work needed.
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*Due to the time and materials basis of this project, should additional funds be needed to complete the data migration project,
CCUA will gain approval from their board.
Termination
You have no obligation or commitment to use all of the hours specified by this service contract. The service contract will
terminate either at the conclusion of the term specified above,or when we have worked the number of hours specified above.
Additionally, either you or we may cancel this agreement at any time,for any reason. Notice of cancellation does not limit your
responsibility to pay in full for services that have already been rendered.
If there are unused hours remaining at the termination of this agreement, at your discretion, the hours will either expire
unused,or we can invoice you for the remaining hours and continue providing service until they have been used.
Legal Terms
*****Legal Terms are outlined in a separate contract. See The Professional Services Agreement executed between CCUA and
Soliant dated December 12, 2022,for legal terms.*****
Clay County Utility Authority Soliant Consulting, Inc.
t0 SIGNATURE: SIGNATURE: Digitally signed
NAME: NAME: Patrick by Patrick
O'Rourke
TITLE: TITLE: O'Rourke
Date: 2023.01.12
DATE: DATE: 16:02:28 -06'00'
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