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Home My WebLink About931073.tiff RESOLUTION RE: ACTION OF BOARD CONCERNING CONTRACT WITH IBM CORPORATION WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to Colorado statute and the Weld County Home Rule Charter, is vested with the authority of administering the affairs of Weld County, Colorado, and WHEREAS, the Board has been presented with a Contract for Services between IBM Corporation and Weld County, Colorado, with terms and conditions being as stated in said contract, and WHEREAS, having fully considered this matter, hearing all testimony presented, and because of other actions taken, the Board deems it advisable to deny said contract, a copy of which is attached hereto and incorporated herein by reference. NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld County, Colorado, that the Contract for Services between IBM Corporation and Weld County, Colorado be, and hereby is, denied. The above and foregoing Resolution was, on motion duly made and seconded, adopted by the following vote on the 18th day of October, A.D. , 1993. aWOARD OF TYUNCY ORADISSIONERS ATTEST: WE COUNTY, COLORADO Weld County Clerk to the Board ( ,tea -frs,LIJ !t�//e,� Constance L. Harbert, BY: 4g74d W. / b≥ Pr Tem i 1/01/� qs APPROV S TO FORM: e . Baxt r ount orney Lle K/. Hall ,Barbara J. Kirkme er 931073 —1.\-- ft-)r)le) Li I bin Customer Agreement Statement of Work for Project Support Services Custom Services Scope of Services, Completion Criteria, charges, and other applicable terms: Refer to the 1/331 Proposal for &pfarticle. Analysis Phase of the IBM 3090 to AS/400 Conversion dated September S, 1993, section "Statement of Work". / /C\ N / ,1/44) lJ / \ Q e ' .., Charges: 520,000. This document is a Statement( Work to the IBM Customer Agreement - Project Support Services only if no machines or licensed program products are acquired under this Statement of Work. Each of us agrees that the complete agreement between us about these Services consists of 1) this Statement of Work and 2) the IBM Customer Agreement r IB Customer Agreement - Project Support Services, as applicable (or any equivalent agreement signed by; of us). Agreed to: t Agreed to: Customer name: Weld ty International Business Machines Corporation \ Armonk, New York 10506 B ""t"°"°'°"9n""^ 10/13/93 By Authorized signature ame (type or print/ nstance L. Harbert Name(type or print) hairman Date: tober/ , 1993 Date: Customer n 84-6000813 Reference Agreement number: Customer a5lEI ess:. P.O. Box 758 Statement of Work number: Greeley, CO. 80632 / IBM Once number: 180 Esbmat start date: September 13, 1993 IBM Orrice address: 4700 S.Syracuse Street Esurpated end date: October 8, 1993 Denver, Colorado 80237 / IBM Services group address: ' Z125-4195-02 4/93 (MK008) PF Page 1 of 9^1073 International Business Machines Corporation 4700 S. Syracuse Pkwy. Denver, CO 80237 303/773-5000 September 8. 1993 Mr. Don Warden Director of Finance and Administration Weld County P.O. Box 753 Greeley, CO. S0632 Dear Don: IBM is pleased to present the enclosed custom services proposal for the Analysis Phase of a project to convert Weld County's mainframe computer applications from the existing IBM 3090 to an IBM AS1400. Our experience has shown that successful application conversion efforts follow a well defined sequence of phases which reduce risk, increase predictability of results, and improve productivity. The Analysis Phase of the IBM 3090 to AS'400 Conversion will be managed using the methodology described in IBM's Managing Application Conversion Projects (SP.20-7285). This methodology prescribes four basic phases.for the successful management of any application conversion, the are: the Analysis Phase, the Pilot Phase, the Implementation Phase, and the Cutover Phase. We are currently proposing to conduct the Analysis Phase. In general, the Analysis • Phase is used to define the current environment, the target environment, identify supporting tools and the processes and procedures necessary to accomplish the conversion. In addition the work plan for the Pilot Phase is produced. Specific objectives for the Analysis Phase of the IBM 3090 to AS;400 Conversion at Weld County are: ✓• Validate the target hardware environment. • Provide better cost estimates for the remaining phases based on information learned during the Analysis Phase. • Identify basic IBM AS;400 training requirements and options. ,i • Investigate conversion tools for use in the conversion, as appropriate. • Provide standards and procedures for the conversion process. • Validate the inventory of programs to convert. We believe that a decision by Weld County to "right size" its Information Services functions by converting to an IBM AS,400 will result in significant cost savings and other strong benefits. • 931073 There arc four basic areas that will contribute to the cost savings for the County as a result of this conversion. They are: • Reduced hardware maintenance charges • Reduced software license/maintenance charges • Reduced IS staffing requirements • Reduced environmental costs, i.e. electrical, air conditioning, raised floor, fire systems, etc. In addition to the direct dollar savings from the above categories there are other strong benefits to the County. Below arc some of the benefits that we have identified that support this conversion effort. The additional benefits include: • The IBM ASr400 includes an inherent Relational Database Management System. • The IBM AS/400 provides a simpler, more productive development environment using tools and familiar languages, i.e. COBOL, CICS. • A wide assortment of application software packages are readily available. • The IBM AS;400 allows seamless connection to PCs and LAN's. • The IBM AS;400 is a scalable computing complex, up or down. The system being proposed is not the top-of-the-line machine allowing for future growth. • A simpler operational environment with less operator intervention is provided by the • IBM AS,'400. • Significant past investments in applications software retained. • Weld County existing staff will assist in the conversion providing them with training and experience on the new platform. • The IBM AS/400 supports open architecture, thus accommodating future applications involving PC's,.LAN's and client;server processing. • Existing management and control infrastructures would remain intact. • • Local control of processes to ensure high levels of responsiveness to user requests are retained. . We believe that IBM's proven project management and conversion methodologies provide the least risk and lowest cost approach for managing conversion projects, thus enabling Weld County to achieve earlier benefits from the conversion. The one-time costs for the conversion are estimated to be S1.1 to 31.5 million over 8 to 12 months. On going annual savings are estimated to be 3500k to 31.1 million. Although these numbers are only preliminary, there is clearly a favorable return on Weld County's investment. The IBM tasks described in the enclosed Statement of Work will be performed in accordance with the terms of the 183'! Customer Agreement. The fixed price for performing these services will be 320,000, and will be invoiced in equal amounts over the estimated performance period. This offer is valid for 30 days. • 9:1073 We appreciate your interest in IBM and look forward to working with you and your stall. Should you have any questions please contact me at 773-5723. Sincerely, ,( Bob Rhinesmith Systems Integration Manager IBM Consulting Services BR/pf Enclosures cc: Bruce Pearson • 9:1071 IBM Proposal for the Analysis Phase of the IBM 3090 to AS/400 Conversion Prepared for • Weld County P.O. Box 758 jGreeley, CO. 80632 September 8, 1993 The information in this proposal shall not be disclosed outside the Weld County organ- ization and shall not be duplicated, used or disclosed in whole or in part for any purpose other than to evaluate the proposal, provided that if a contract is awarded to IBM as a result of or in connection with the submission of this proposal, Weld County shall have the right to duplicate, use or disclose the information to the extent provided by the contract. This restriction does not limit the right of Weld County to use information contained in the proposal if it is obtained from another source without restriction. • IBM Consulting Services International Business Machines Corporation Denver, Colorado 9x"1071 Table of Contents 1.0 Executive Summary 1 2.0 Application Conversion 2 2. 1 Conversion Approach 2 2.2 Proposed Project Organization 4 3.0 Statement of Work 6 3. 1 Project Scope 6 3.2 Key Assumptions 6 3.3 IBM Responsibilities 6 3.3.1 Project Management 6 3.3.2 Orientation 7 3.3.3 Perform the Analysis 7 3.4 Weld County Responsibilities 8 3.4.1 Weld County Project Administrator 8 3.4.2 Space and Facilities 9 3.4.3 Project Resources 9 3.4.4 Clerical and Typing Supplies and Services 9 3.4.5 Identification and Interpretation of Laws 9 3.4.6 Security 10 3.4.7 Proprietary Information 10 3.4.8 Rights to Convert 10 3.5 Deliverable Materials 10 . 3.6 Completion Criteria 10 3.7 Estimated Schedule 11 3.8 Charges 11 Appendix A. Deliverable Guidelines 12 A.l Monthly Status Report 12 A.2 Conversion Objectives Document 12 Appendix B. Project Change Control Procedure 15 Appendix C. Signature Document 16 Table of Contents 91,1071 1 .0 Executive Summary IBM is pleased to present this proposal to Weld County (Weld County) for the Analysis Phase of the IBM 3090 to AS.'400 Conversion. The scope of the project, key assump- tions, IBM responsibilities, Weld County responsibilities, deliverable materials, com- pletion criteria and estimated schedule are defined in "Statement of Work" on page 6. The stated objectives for the Analysis Phase of the IBM 3090 to AS;'400 Conversion arc: I • Validate the target hardware environment. • Provide better cost estimates for the remaining phases based on information learned during the Analysis Phase. • Identify basic AS/400 training requirements and options. • Investigate conversion tools for use in the conversion, as appropriate. • Provide standards and procedures for the conversion process. • Validate the inventory of programs to convert. The Analysis Phase of the IBM 3090 to AS;400 Conversion will be managed using the methodology described in IBM's Managing Application Conversion Projects (SR20-7285).' The key benefits to be realized by \Veld County in accepting this proposal are that IBM will assume responsibility for the overall management of the effort and provide special skills, as required, from within IBM. We believe that IBM's proven project management and conversion methodologies pro- , vide the least risk and lowest cost approach for managing conversion projects, thus en- abling Weld County to achieve earlier benefits from the conversion. This self-study course is one of the series Managing the Application Development Process and may be purchased subject to the terms and conditions for materials contained in the Catalog of IBM Education (G320-1244). Executive Summary 2.0 Application Conversion 2.1 Conversion Approach Our experience has shown that successful application conversion efforts follow a well- defined sequence of phases which reduce risk, increase predictability of results, and im- prove productivity. We propose using the phased approach as depicted below, to accomplish the Analysis Phase of the IBM 3090 to AS,400 Conversion. People and Other Resources • Implementation Phase f — — —1 Pilot Phase Cutover Phase Analysis Phase Time Figure 1. Conversion Phases • The following briefly describes each phase: Analysis Phase: The Analysis Phase is used to define the current environment, the target environment and the supporting tools, procedures and processes necessary to accom- plish the conversion. The work plan for the Pilot Phase is produced during this phase. Application Conversion 2 97 073 Pilot Phase: The Pilot Phase exercises the procedures and plans established durin the Analysis Phase to determine whether they provide the desired environment and results which will lead to a successful conversion. This phase is also used to verify whether the estimating factors previously established are reasonable. An output from this phase is the work plan for the following Implementation Phase. • Implementation Phase: The Implementation Phase uses the refined tools, standards and procedures from the Pilot Phase to convert the remaining programs based on plans and schedules established during the Pilot Phase. A system demonstration and test are per- formed during this phase. Cutover Phase: The converted system is placed into production in the new environment during the Cutover Phase. • • Application Conversion 3 971071 2.2 Proposed Project Organization IBM proposes to use a project organization consisting of an IBM Project Manager, System Architect, and an application conversion team comprised of IBM-provided and . Weld County-provided personnel. IBM-provided personnel may be made up of IBM Systems Engineers and subcontractor systems analysts. The proposed structure is shown in Figure 2. I I I I IBM I I Weld County I I Other Project Project — Weld County Manager I IAdministratorl I Departments I I I I I I I I IBM System Architect Application I Conversion I Team I Figure 2. Proposed Project Organization Functional areas of responsibility for the project organization arc as follows: Weld County Project Administrator: The Weld County Project Administrator will be the focal point for decision-making and communications between IBM and Weld County, as described in " Weld County Project Administrator" on page 8. Application Conversion 4 IBA! Project Alanager: The IBM Project Manager will be responsible for the tasks de- scribed in "Project Management" on page 6. Application Conversion Team: The Application Conversion Team, comprised of ISM and \Veld County staff and led by the IBM Project Manager, will be responsible for the technical tasks described in the following section: • "Perform the Analysis" on page 7 !,l Application Conversion 5 3.0 Statement of Work This section defines the scope of work to be accomplished by IBM under the terms and conditions of the 1!1.11 Customer :1greement (Agreement). The tasks to he performed by IBM are defined and an estimated schedule is provided. In addition, Weld County responsibilities arc listed. Changes to this Statement of Work are subject to the procedure described in "Appendix B. Project Change Control Procedure" on page 15. The investigation and the imple- mentation of change requests may result in an adjustment to the estimated hours, price, and.or other terms of the .Agreement. The following are incorporated in and made pan of this Statement of Work. • "Appendix A. Deliverable Guidelines" on page 12 • ."Appendix B. Project Change Control Procedure" on page 15 3.1 Project Scope The project scope consists of the Analysis Phase of the IBM 3090 to AS'400 Conversion. IBM will analyze the application components currently running on the IBM 3090. IBM will recommend, as appropriate, data file conversion tools for the databases and data files identified during this project. 3.2 Key Assumptions IBM's estimate for this effort is based on the following key assumptions: 1. Most work under this Statement of Work will be performed at Weld County facili- ties in Greeley, CO. 2. The Target System Hardware Environment for the Analysis Phase of the IBM 3090 to AS,!400 Conversion project will be an IBM AS/400 at Weld County. 3. Program source code and documentation that represent the current production en- vironment will be made available to the project team on the contract start date. 4. The project scope is limited to the existing functions in the current system. Any additional function will be assessed using the change control procedure described in "Appendix B. Project Change Control Procedure" on page 15. 3.3 IBM Responsibilities 3.3.1 Project Management The objectives of this task arc to provide management and technical direction to the project team and to maintain open communications between Weld County and IBM. Statement of Work 6 0.11071 • IBM will assign a Project Manager who still be responsible for coordinating the technical activities of IBM and Weld County personnel assigned to perform the IBM Responsi- bilities in this Statement of Work. The following subtasks will be performed: 1. Prepare work plans, estimates and schedules. 2. Assign task responsibilities. 3. Establish a work plan for accomplishing the detailed tasks and review the plan with the Weld County Project Administrator. 4. Periodically review and update the work plan. 5. Coordinate and manage the technical activities of project personnel. 6. Prepare task assignments. 7. Measure progress according to established plans and schedules. 8. Resolve deviations from established plans. 9. Conduct regularly scheduled project status meetings. Lt,ueekI 10. Prepare and submit to the Weld County Project Administrator the status reports described in "Monthly Status Report" on page 12. 11. Administer Change Control according to the procedure described in "Appendix B. Project Change Control Procedure" on page 15. Completion Criteria: This task will be complete when the final project status report has been delivered to and accepted by the Weld County Project Administrator. 3.3.2 Orientation The objective of this task is to orient the project team to the environment at Weld County. IBM will conduct an orientation session during which the following subtasks will be performed: 1. Review the Statement of Work with the Weld County Project Administrator. 2. Orient the project team, establish project communications and identify procedures for obtaining access to Weld County facilities, personnel and records. Completion Criteria: This task will be complete when the orientation session has been conducted. 3.3.3 Perform the Analysis The objectives of this Analysis Phase tasks arc to analyze the technical aspects of the project, prepare for the Pilot Phase and plan the rest of the conversion. Statement of Work 7 _rr1 on The following subtasks will be performed: 1. Analyze the current and target environments. 2. Develop conversion standards and procedures. 3. Investigate and select or develop conversion tools. 4. Validate the inventory of system components to be converted and that programs operate as documented. • Programs • Data Files • Job Control Information and Procedures • Run Books • User Manuals 5. Identify a sample for the Pilot Phase. 6. Prepare detailed Conversion Cost vs. Benefit analysis. 7. Prepare the objectives document described in "Conversion Objectives Document" on page 12. 8. Deliver the Conversion Objectives Document to the Weld County Project Adminis- trator. The Conversion Objectives Document will then become the baseline for further work. Completion Criteria: This task will be complete when the Conversion Objectives Docu- ment has been delivered to and accepted by the Weld County Project Administrator. No more than one revision cycle will be performed. 3.4 Weld County Responsibilities The responsibilities listed in this section are in addition to those responsibilities specified in the Agreement and are to be provided at no charge to IBM. IBM's performance is predicated upon the following responsibilities being fulfilled by Weld County. 3.4.1 Weld County Project Administrator Prior to the start of this Statement of Work under the Agreement, Weld County will designate a person, called the Weld County Project Administrator, to whom all IBM communications will be addressed and who has the authority to act for Weld County in all aspects of the contract. The Weld County Project Administrator's responsibilities include: • Serve as the interface between the IBM project team and all Weld County depart- ments participating in this project. • With the IBM Project Manager, administer Project Change Control. • Statement of Work 8 • Attend Analysis Phase of the IBM 3090 to AS 400 Conversion project status mo..-t- ines. • Obtain and provide information, data, decisions and approvals, within one working day of IBM's request unless Weld County and IBM agree to an extended response time. • Resolve deviations from project plans which may be caused by Weld County. • • Help resolve project issues and escalate issues within the Weld County organization, as necessary. • Monitor and report project status on a regular basis to Weld County management. 3.4.2 Space and Facilities Weld County will provide suitable office space, supplies, furniture and other facilities • with telephone access for up to two IBM personnel while working on this SOW for the Analysis Phase of the IBM 3090 to AS/400 Conversion project. It is assumed that the project team will be located in a contiguous area and all necessary security badges and clearance will be provided for access to this area. A lockable four or five drawer file cabinet will be provided to IBM personnel in accordance with Weld County security procedures. Required parking spaces will also be provided. 3.4.3 Project Resources Weld County will provide and maintain all necessary hardware and software resources, and related services and supplies for IBM's exclusive use for the duration of this project. These resources include, but are not limited to: • An IBM P5/2 or equivalent, and printer for the use of the IBM Project Manager, for planning, tracking and reporting, and a word processor for reporting and doc- umentation purposes. • Access, Userids and passwords for the current system in order to perform analysis work. 3.4.4 Clerical and Typing Supplies and Sen'ices Weld County will provide all necessary clerical, typing and reproduction services and •- related supplies on a timely basis to IBM personnel while working on Weld County premises. This service includes, but is not limited to, the typing and reproduction of all Deliverable Items, excluding the Converted Software Components. 3.4.5 Identification and Interpretation of Laws Weld County is responsible for the identification and interpretation of any applicable federal, state and local laws, regulations and statutes and that the system converted meets those requirements. Statement of Work 9 9:1 07 3.4.6 Security Weld County is responsible for the actual content of any data file, selection and imple- mentation of controls on its access and use, and security of the stored data. 3.4.7 Proprietary Information Weld County will be responsible for obtaining written approval for IBM to use, on a non-confidential basis, proprietary information of any third party if such data is required by IBM in its performance of this Agreement. If Weld County cannot obtain the data on a non-confidential basis, Weld County will be responsible for the coordination and use of the data. In this event, the impact, if any, on the "Statement of Work" will be processed with the procedure described in "Appendix B. Project Change Control Procedure" on page IS. • 3.4.8 Rights to Convert Weld County warrants that they have the right to furnish materials to IBM so that IBM may amend, modify and/or make derivative works from such materials for Weld County as may be necessary to accomplish the conversion described in this Statement of Work. 3.5 Deliverable Materials IBM will deliver one copy of each of the following items in accordance with the de- scriptions in "Appendix A. Deliverable Guidelines" on page 12. • 3.5.1 Type I Materials • None 3.5.2 Type II Materials • Monthly Status Report. • Conversion Objectives Document developed in "Perform the Analysis" on page 7. 3.6 Completion Criteria The project will be considered complete when the IBM tasks described in this Statement of Work have been fulfilled, including delivery of the materials described in "Deliverable Materials". Statement of Work 10 • 7 O71 If 3.7 Estimated Schedule The following table gives the estimated schedule for the Analysis Phase of the IBM 3090 to AS:400 Conversion. Weeks 1R.1! Tasks ! _ p 4 Project management X X X X System architecture S X x X Analysts phase X X 3.8 Charges The fixed price for performing the IBM tasks defined in the Statement of Work will be 520,000. Weld County will be invoiced in equal monthly amounts over the period of performance specified in "Estimated Schedule". Invoices will be payable upon receipt. Statement of Work I I 9Ci073 Appendix A. Deliverable Guidelines A.1 Monthly Status Report Purpose: IBM will provide Monthly Status Reports advising the Weld County Project Manager of the progress and status of the IBM activities. The report will outline the IBM activities and describe the status of tasks worked on during that period. Significant accomplishments, milestones, and problems will be identified. Content: The report will consist of the following, as appropriate: • • Activities performed during the reporting period • Activities planned for the next reporting period • Project change control summary • Problems, concerns, and recommendations • Other items of importance A.2 Conversion Objectives Document Purpose: The Conversion Objectives Document lays out what is to be accomplished in the conversion project. Prepared during the Analysis Phase, it serves as the basis for the succeeding project phases. Content: The following describes the format and content of the Conversion Objectives Document. • Overview This section will provide a management overview of the conversion objectives. The results of the analysis phase and overall expectations of the conversion will be de- scribed in the following subsections as well as the environment and applications to be converted. • Management summary • • Description of the current and target environment • Summary of Applications to be converted • Technical approach This section will describe the remaining phases and the recommended technical ap- proach that will he taken to complete the Analysis Phase of the IBM 3090 to AS;400 Conversion. The subsections will he organized as follows: • Phases of conversion Conversion sequence - Conversion tools • Conversion standards and procedures • Appendix A. Deliverable Guidelines 12 • Project organization This section will provide a proposed conversion team organization and describe the major responsibilities of the required support departments. The subsections arc as follows: • The conversion team • laser interfaces • DP operations • Application programming interfaces • Product description This section will define the recommended end-products for each converted program For example, Each converted program will have: • Machine-readable converted source code • Test data • Test results • Test execution procedures • Assembly or compilation listing • Production execution procedures • Major tasks and responsibilities This section will provide a description of each major task in the remaining conver- sion phases. The subsections are as follows: • Pilot phase • Implementation phase • Cutover phase • Key project assumptions This section will define key project assumptions relative to the following areas: • Staffing • Schedules • Other assumptions • Estimates and schedule for the pilot phase • This section will provide a summary of tasks, schedule and personnel requirements for the Pilot Phase. • Detailed Cost vs. Benefits Analysis This section will provide a analysis of the major contributing financial factors, for example: • One-time costs of the conversion is i equtpdtent Appendix A. Deliverable Guidelines 13 9.3:10'7? ▪ Estimated return on investmenF-for-the-conrersiarC • Appendix This section will contain the following appendix: • Detailed program inventory Delivery: One printed copy of the Conversion Objectives Document will be delivered to the Weld County Project Administrator at the end of the Analysis Phase. • Appendix A. Deliverable Guidelines 14 Appendix B. Project Change Control Procedure The following provides a detailed process to follow if a change to this Statement of Work (SOW) is required. • A Project Change Request (PCR) will be the vehicle for communicating change. The PCR must describe the change, the rationale for the change and the effect the change will have on the project. • The designated Project Manager of the requesting party will review the proposed change and determine whether to submit the request to the other party. • Both Project Managers will review the proposed change and approve it for further investigation or reject it. IBM will specify any charges for such investigation. If the investigation is authorized, the Project Managers will sign the PCR which will con- stitute approval for the investigation charges. IBM will invoice Weld County for any such charges. The investigation will determine the effect that the implementa- tion of the PCR will have on price, schedule and other terms and conditions of the Agreement. • A written Change Authorization must be signed by both parties to authorize im- plementation of the investigated changes. Appendix B. Project Change Control Procedure 15 Appendix C. Signature Document :\n authorized signature on the following page by Weld County indicates your accept- ance of this proposal. Appendix C. Signature Document 16 Er1 071 Hello