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Home My WebLink About20243364.tiffCon*vac-- tO BOARD OF COUNTY COMMISSIONERS PASS -AROUND REVIEW PASS AROUND TITLE: Amendment to Workday Strategic Sourcing Order Form #00485149.0 DEPARTMENT: Information Technology DATE: 9/16/2025 PERSON REQUESTING: Ryan Rose Brief description of the problem/issue: Weld County signed an order form (00485149.0) with Workday on December 23, 2024, to purchase several modules related to Strategic Sourcing. After reviewing the Workday Strategic Sourcing Contracts Module, it was decided by Finance that this module would not fit their needs. In reviewing our options with Workday, it was determined that we would like to remove this module from our contract. This wiN reduce our payment obligations for the life of this contract (through January 16, 2033) from $619,381 to $348,964 (i.e., reduction of $270,417). Workday Strategic Sourcing is a cloud -based solution designed to streamline and elevate the source -to -contract lifecycle for procurement teams. It's part of Workday's Spend Management suite. What options exist for the Board? The Board has the option of either accepting this amendment or rejecting it. Consequences: Accepting this amendment will reduce the County's obligations. It will require we remain on our current contract management system (Onbase) until we determine an alternate solution. Impacts: see Consequences above Costs (Current Fiscal Year / Ongoing or Subsequent Fiscal Years): This will reduce our payment obligations for the life of this contract (through January 16, 2033) from $619,381 to $348,964 (i.e., reduction of $270,417). Recommendation: The recommendation is to proceed with this Amendment. Support Recommendation Schedule Place on BOCC Agenda Work Session Other/Comments: Perry L. Buck Scott K. James Jason S. Maxey Lynette Peppier Kevin D. Ross aomtn+ HC eJ) cam. q/29/75 tc:Qnbase (ITS 9/2`t /ZS zo z4 -33c04 (TOOT 3 flon'M lk a v�or y AMENDMENT #1 TO ORDER FORM #00485149.0 00516581.0 - Confidential This Amendment #1 (this "Amendment") between County of Weld ("Customer') and Workday Inc, ("Workday") amends Order Form #00485149.0 dated December 23, 2024 ("OF#00485149.0"). This Amendment is entered into as of the later of the dates beneath the parties' signatures below ("Amendment Effective Date"). Unless otherwise defined herein, capitalized terms used in this Amendment shall have the same meaning as set forth in OF#00485149.0 or in the underlying Master Subscription Agreement. In the event of a conflict between the terms of this Amendment and the terms of OF#00485149.0, the terms of this Amendment shall prevail. NOW, THEREFORE, in consideration of the mutual covenants contained herein, the parties hereby agree to Amend OF#00485149.0 as follows: 1. The Payment Schedule Table is hereby deleted in its entirety and replaced with the following: Payment Schedule Table Payment # Payment Due Date Payment Amount 1 Due in accordance with the MSA, invoiced upon Order Effective Date (paid) 3,725 2 Due January 17, 2025, in accordance with the MSA (paid) 76,957 3 Due January 17, 2026, in accordance with the MSA 38,326 4 Due January 17, 2027, in accordance with the MSA 38,326 5 Due January 17, 2028, in accordance with the MSA 38,326 6 Due January 17, 2029, in accordance with the MSA 38,326 7 Due January 17, 2030, in accordance with the MSA 38,326 8 Due January 17, 2031, in accordance with the MSA 38,326 9 Due January 17, 2032, in accordance with the MSA 38,326 Total Payment Amount 348,964 2. The Subscription Rights Table is hereby deleted in its entirety and replaced with the following: Subscription Rights Table SKU Service Pricing Metric Annual Subscription Rights SRCINT Strategic Sourcing Intake Flat Fee Unlimited intake events SRCSM Strategic Sourcing Supplier Management Flat Fee Unlimited supplier events 3. The first paragraph after Customer Contact Information is hereby deleted in its entirety and replaced with the following: The Total Fee is based on the maximum indicated in the Subscription Rights table, and any use in excess of the maximums indicated will be subject to the terms in the Underlying Order Form(s), if applicable. Customer understands that the Base Subscription Fee for the Renewal Term of this Order Form is 41,057. These fees are incremental to the Base Subscription Fees in the associated Underlying Order Form(s). Except as amended hereby, the agreements between the parties shall remain in full force and effect. This Amendment may be executed electronically and/or in counterpart originals, each of which shall be deemed an original instrument for all purposes, but all of which shall comprise one and the same instrument. Amendment (Order Form) - County of Weld 62024 Workday v24.6 Page 1 of 2 workday w Y 00516581.0 - Confidential IN WITNESS WHEREOF, the parties' authorized signatories have duly executed this Amendment as of the Amendment Effective Date: County of Weld Workday, Inc. Mario Chimi Signature// Pent' L. Buck Signature Marina Chinn Name Chair, Board of Weld County Commissioners Name VP, Sales and Marketing Finance Title Title SEP 2 9 2025 Date Signed Attest Esther E. Gesick, Clerk to the Board By: Dei lerlc to the Board Aug 21, 2025 Amendment (Order Form) - County cf Weld O2024 Workday v24.6 Page 2 of 2 207_4 - 3 3(04 Contract Form Entity Information Entity Name * WORKDAY INC Entity ID* @00044403 Q New Entity? Contract Name * Contract ID AMENDMENT TO WORKDAY STRATEGIC SOURCING 9950 ORDER FORM #00485149.0 Contract Status CTB REVIEW Contract Description AMENDMENT TO REMOVE CONTRACTS FROM WSS Contract Description 2 Contract Type * AMENDMENT Amount* $0.00 Renewable" NO Automatic Renewal Grant IGA Department INFORMATION TECHNOLOGY-GIS Department Email CM- InformationTechnologyGI S@weld.gov Department Head Email CM- InformationTechnologyGI S-DeptHead@weld.gov County Attorney GENERAL COUNTY ATTORNEY EMAIL County Attorney Email CM- COUNTYATTORNEY@WEL D.GOV Contract Lead * MTRUSLOW Contract Lead Email mtruslow@weld.gov Parent Contract ID Requires Board Approval YES Department Project # Requested BOCC Agenda Due Date Date* 09/27/2025 10/01/2025 Will a work session with BOCC be required?* NO Does Contract require Purchasing Dept. to be included? If this is a renewal enter previous Contract ID If this is part of a MSA enter MSA Contract ID Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in OnBase Contract Dates Effective Date Termination Notice Period Contact Information Review Date" 10/30/2025 Committed Delivery Date Renewal Date Expiration Date* 01/16/2033 Contact Info Contact Name Contact Type Contact Email Contact Phone 1 Contact Phone 2 Purchasing Purchasing Approver Purchasing Approved Date CONSENT 09/25/2025 Approval Process Department Head Finance Approver Legal Counsel RYAN ROSE CONSENT CONSENT DH Approved Date Finance Approved Date Legal Counsel Approved Date 09/25/2025 09/25/2025 09/25/2025 Final Approval BOCC Approved Tyler Ref # AG 092925 BOCC Signed Date Originator MTRUSLOW BOCC Agenda Date 09/29/2025 RESOLUTION RE: APPROVE SUBSCRIPTION ORDER FORM FOR PHASE II (FINANCE) OF MASTER SERVICES AGREEMENT FOR ENTERPRISE RESOURCE PLANNING (ERP) SOFTWARE IMPLEMENTATION AND INTEGRATION SERVICE, AND AUTHORIZE CHAIR TO SIGN - WORKDAY, INC. 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, on January 23, 2023, the Board of Weld County Commissioners approved the Master Services Agreement for the implementation and integration of Enterprise Resource Planning (ERP) Software, resulting from Bid #B2200041, and WHEREAS, pursuant to said agreement, the Board has been presented with a Subscription Order Form (#00485149.0) for Phase II (Finance) between the County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld County, on behalf of the Departments of Finance and Information Technology, and Workday, Inc., commencing December 30, 2024, and ending January 16, 2033, with further terms and conditions being as stated in said order form, and WHEREAS, after review, the Board deems it advisable to approve said order form, 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 Subscription Order Form (#00485149.0) for Phase II (Finance) between the County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld County, on behalf of the Departments of Finance and Information Technology, and Workday, Inc., be, and hereby is, approved. BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized to sign said order form. cc '. F1.(cP/SS /So) o. /2Z/25 2024-3364 IT0013 F10080 SUBSCRIPTION ORDER FORM FOR PHASE II (FINANCE) OF MASTER SERVICES AGREEMENT FOR ENTERPRISE RESOURCE PLANNING (ERP) SOFTWARE IMPLEMENTATION AND INTEGRATION SERVICE - WORKDAY, INC. PAGE 2 The above and foregoing Resolution was, on motion duly made and seconded, adopted by the following vote on the 23rd day of December, A.D., 2024. BOARD OF COUNTY COMMISSIONERS WELD COUNTY, CO DO ATTEST:fi G1 `,;(A Weld County Clerk to the Board BY:L )trCtill • u,()aA Lt) k_, Deputy Clerk to the Board APPROVED FORM: orney I 2-/36 Date of signature: O Kevin D. Ross, Chair EXCUSED Perry L. Buck, Pro-Tem 3,t_„0.4 -,,------ Mike reeman ott K. James CUSED on Saine 2024-3364 IT0013 FI0080 Conkva 6-00111 BOARD OF COUNTY COMMISSIONERS PASS -AROUND REVIEW PASS -AROUND TITLE: Finance ERP Project Change Orders — Workday and Cognizant DEPARTMENT: Finance DATE: 12/13/24 PERSON REQUESTING: Cheryl Pattelli Brief description of the problem/issue: In the original contract with Workday and Cognizant, our implementer, the County purchased and planned on using the Inventory module. Over the last few months of implementation, we have determined that we no longer want to move forward with the Inventory module for the following reasons below. Feedback was received from all affected departments and every department agrees with the recommendation to no longer use the Inventory module. • Weld County's industry — we are not manufacturing focused on just -in -time and/or other inventory management priorities. Therefore, much of the module's functionality is more than what we would need. Weld County's decentralized environments. Procurement, receiving, and storing supplies are all decentralized at Weld County. The module is designed for a centralized environment and will not work as effectively in our decentralized environment. Some departments have systems outside of Workday that already manage inventory and provide other critical business functions that cannot be accomplished through Workday. These department still need to utilize these outside systems. Many departments can utilize the Business Assets module we are using for their inventory tracking needs. Cost vs. benefit consideration. Eliminating the Inventory module will save $73K in additional implementation costs and $17K/year in annual subscription costs. In addition to determining there is no longer a need for the Inventory module, staff have uncovered that we should have purchased the Supplier Intake & Management and Contract modules. We discovered that functionality that we thought was in the existing Supplier Module was, in fact, not included in that module. The needed functionality, along with added functionality, exists in the Supplier Intake & Management module. We also learned more about the Contracts module in Workday and realized the module would be extremely beneficial for the County. Positive feedback was received from the affected departments around adding the Supplier Intake & Management and Contract modules to the project. Benefits of --these modules include: Supplier Intake & Management o Automate supplier onboarding and supplier changes, reducing fraud risk and increasing due diligence around our suppliers/vendors o Greatly improve customer service for vendors with the supplier portal that allows vendors to onboard, make changes to information, check on status of invoices, etc. Ensure vendors fill out all required forms and that forms are attached to the vendors in Workday Reduce administrative burden and manual processes for Weld staff in the departments and central Finance Contracts o Automate and streamline contracting at Weld County o Eliminate Countywide contract management portion of OnBase ($3K/year) o Automate contract negotiations, ensuring all changes are traced and memorialized during negotiations o Greatly improve customer service for vendors with all contract development, changes, and approvals being completed in the supplier portal Allow for integration of Contracts with all other applicable modules Reduce administrative burden and manual processes for Weld staff in all departments, including Procurement, Clerk to the Board, and County Attorney. We did look at a third Strategic Sourcing module; however, we have decided to hold off on recommending this module at this time. We may bring this back to the Board of County Commissioners for consideration sometime in the future when functionality has improved on the module. We also looked at a verification tool for suppliers that would integrate with Workday. We have decided to explore different options for these services as the cost of the verification tool ($25K/year) seems very excessive. We will bring another option to the Board as required. 2024-3364 17,12.3 11-0013 FIOUD The additional cost, net of eliminating the Inventory module, for the Supplier Intake & Management and Contract modules is $39K ($112K for new modules less $73K for Inventory) in implementation costs and $77K/year ($94K for new modules less $17K for Inventory) in annual subscription costs. Since the original project budget spanned 5 years the total cost of this change to the project budget is $270K ($39K in implementation and $231K for 3 years of subscription costs 2025-2027). Based on the importance of these additional modules, Finance has decided to use funds budgeted for our 2n° outside consultant to pay for the additional costs. There was $530K budgeted for the 2n° outside consultant so there are more than enough funds in the existing budget to cover the additional $270K. No additional funds are being requested for these change orders. Please note that the change order with Workday will be for the remainder of the initial 10 -year contract term. The change order will be through the remainder of our contract with them (1. Quarter 2026). The project budget only included the first 5 years. What options exist for the Board? (1) Do not make any of the recommended changes and do not allow the change orders. (2) Make the recommended changes and allow the change orders. Consequences: see above Impacts: see above Costs (Current Fiscal Year / Ongoing or Subsequent Fiscal Years): see above. No additional funds are being requested for these change orders for 2025-, our project budget's timeframe. (Please note: software subscription costs for all Workday modules will need to funded through the County's normal operating budget beginning in 2028.) Recommendation: Staff recommends the Board approve the recommended change orders for Workday and Cognizant. Support Recommendation Schedule Place on BOCC Agenda Work Session Other/Comments: Perry L. Buck, Pro -Tern Mike Freeman Scott K. James Kevin D. Ross , Chair Lori-Saine r,F ‘;ec workday ORDER FORM #00485149.0 00485149.0 - Confidential Customer Name County of Weld Workday Entity Name Workday, Inc. 6110 Stoneridge Mall Road Pleasanton, CA 94068 MSA Effective Date January 16, 2023 Order Form Effective Date The later of the dates of the parties' signatures below Order Term December 30, 2024 through January 16, 2033 Currency USD Underlying Order Form(s) 381459, and if applicable, any related renewal Order Form(s) then in effect. Total Fee 777,308 Less Prepaid Unearned Fees (157,927) Net Payment Amount 619,381 Whereas, the parties have agreed to enter into this Order Form, the purpose of which is to terminate the SKU(s) in the Terminated SKU(s) Table with the new Subscription Rights provided in the Subscription Rights Table below: Terminated SKU(s) Table SKU INV Service Inventory Now, therefore, as of the later of the Order Effective Date or the Order Term start date, the terminated SKU(s) are hereby superseded with no further force or effect and all use by Customer of the Service described herein is covered only by this Order Form. For the avoidance of doubt, any outstanding fees on the Underlying Order Form(s) remain due and payable in accordance with the MSA and the terms outlined in the invoice. Payment Schedule Table Payment # Payment Due Date Payment Amount 2 Due in accordance with the MSA, invoiced upon Order Effective Date Due January 17, 2025, in accordance with the MSA Due January 17, 2026, in accordance with the MSA Due January 17, 2027, in accordance with the MSA Due January 17, 2028, in accordance with the MSA Due January 17, 2029, in accordance with the MSA Due January 17, 2030, in accordance with the MSA Due January 17, 2031, in accordance with the MSA Due January 17, 2032, in accordance with the MSA Total Payment Amount 3,725 76,957 76,957 76,957 76,957 76,957 76,957 76,957 76,957 3 4 5 6 7 8 9 For the avoidance of doubt, the Payment Schedule Table will be used for invoicing purposes. Subscription Fees Table Subscription Period Date Range Subscription Fee 1 December 30, 2024 through January 16, 2025 3,405 2 January 17, 2025 through January 16, 2026 71,762 3 January 17, 2026 through January 16, 2027 73,205 4 January 17, 2027 through January 16, 2028 74,666 5 January 17, 2028 through January 16, 2029 76,164 6 January 17, 2029 through January 16, 2030 77,679 7 January 17, 2030 through January 16, 2031 79,233 8 January 17, 2031 through January 16, 2032 80,827 9 January 17, 2032 through January 16, 2033 82,440 Total Subscription Fee 619,381 The Subscription Fees Table provides the Subscription Fees for each applicable Subscription Period. The Subscription Fee for Subscription Period 2 onwards includes a capped Innovation Index of 2.0% (as defined in the 619,381 O2024 Workday v24.12 Order Form to MSA with County of Weld Page 1 of 4 workday o day 00485149.0 - Confidential Underlying Order Form(s)). During the initial Term, any increases due to CPI (also defined in the Underlying Order Form(s)) are waived. Subscription Riohts Table SKU Service Pricing Metric Annual Subscription Rights SRCINT Strategic Sourcing Intake Flat Fee Unlimited intake events SRCCNT Strategic Sourcing Contracts Flat Fee Unlimited contract events SRCSM Strategic Sourcing Supplier Management Flat Fee Unlimited supplier events Customer Contact information Billing, In Care of Responsible for payment processing and wdl receive invoicing and billing -related communications Customer Support Main point of contact for Workday Supped and will receive initial login credentials Contact Name Mary Truslow Enterprise Resource Planning Project Manager Department of Information Technology Mary Truslow Enterprise Resource Planning Project Manager Department of Information Technology Street Address City/Town, State/Region/County, Zip/Post Code, Country 1150 O Street Greeley, CO 80631 United States 1150 O Street Greeley, CO 80631 United States Phone/Fax # 970-400-2518 970-400-2518 Email (required) mtruslow@weldgov.com mtruslow@weldgov.com Internal Reference or PO (optional) Tax Exempt? Yes / No If yes, US Exemption Tax Certificate or FSTNAT Number Additional CustomerSiupport Contacts Praduct Lead who wNt reoeiv+e irtittita►login credentials. Admin Contact Name Admin Contact Email Strategic Sourcing Mary Truslow mtruslow@weldgov.com The Total Fee is based on the maximum indicated in the Subscription Rights table, and any use in excess of the maximums indicated will be subject to the terms in the Underlying Order Form(s), if applicable. Customer understands that the Base Subscription Fee for the Renewal Term of this Order Form is 47,603. These fees are incremental to the Base Subscription Fees in the associated Underlying Order Form(s). This Order Form is only valid and binding when executed by both parties and is subject to the additional terms in the above -referenced MSA, the Underlying Order Form(s), or related renewal Order Form in effect, and any Addendums and Exhibits attached hereto. In the event of a conflict, the provisions of this Order Form take precedence over the MSA and its exhibits and attachments. Capitalized terms not defined herein shall have the same meaning as the Underlying Order Forms and MSA. An active HCM/FIN subscription is required for use of the Service applications listed herein. All purchase order forms, tax exemption certificates and FSTNAT/business registration, supplier setup requests, and invoice inquiries shall be submitted to Accounts. Receivableitiworkday.com. THE VALIDITY OF THIS ORDER FORM IS CONDITIONED ON WORKDAY RECEIVING FROM CUSTOMER A SIGNED COPY OF THIS ORDER FORM BY NO LATER THAN 5 PM MT ON DECEMBER 30, 2024 ("Deadline"). Notwithstanding the foregoing, this Order Form shall be valid if Workday, in its sole discretion, accepts an Order Form received after the Deadline. Workday will notify the Customer in the event Workday does not accept the Order Form. ©2024 Workday v24.12 Page 2 of 4 Order Form to MSA with County of Weld workday IN WITNESS WHEREOF, this Order Form is entered into as of the Order Effective Date. County of We Workday, Inc. :kite Gonzales Julie Gonza''.er ;Dec IR. 202409.25 PST, 00485149.0 - Confidential Signature Kevin D. Ross Name Chair, Board of Weld County Commissioners Title CEC 2 3 2024 Signature Julie Gonzalez Name Senior Vice President, Financial Planning & Analysis Title Dec 18, 2024 Date Signed ATTEST: di a. Clerk to the Board By: Deputy Clerk to the Br Date Signed ©2024 Workday v24.12 Page 3 of 4 Order Form to MSA with County of Weld 20 Zy-33(1A workday 00485149.0 - Confidential WORKDAY SERVICE SKU DESCRIPTIONS ADDENDUM Customer may only use the Service SKUs subscribed to as indicated in the body of this Order Form. Service Description Strategic Sourcing Intake Streamline project requests to drive enterprise -wide alignment on a single sourcing platform. Features include templatized intake requests; automated routing; bidirectional status updates; collaborative reporting; requirements gathering; and message center. Strategic Sourcing Contracts Single contract source repository; contract searching and reporting; track contract approvals; templatized contracts. Includes connectors that facilitate integration to partners that provide electronic signature, document authoring, and revision tools. Strategic Sourcing Supplier Management Track Supplier performance, collaborate on business reviews, and share actionable development plans to increase value from the supply base. Includes connectors that facilitate integration to partners that provide third party risk data. O2024 Workday v24.12 Page 4 of 4 Order Form to MSA with County of Weld Contract Form Entity Information Entity Name* WORKDAY INC Contract Name* WORKDAY SERVICE SKU ADDENDUM Contract Status CTB REVIEW Entity ID* @00044403 ❑ New Entity? Contract ID 8977 Contract Lead * CPATTELLI Contract Lead Email cpattelli@weld.gov Parent Contract ID Requires Board Approval YES Department Project # Contract Description* PER THE 12/13/24 PASS AROUND, THIS IS THE WORKDAY PORTION OF THE FINANCE ERP PROJECT CHANGE ORDER TO ADD THE SUPPLIER INTAKE AND MANAGEMENT MODULES AND ELIMINATE THE INVENTORY MODULE. Contract Description 2 Contract Type* CHANGE ORDER Amount* $619,381.00 Renewable* NO Automatic Renewal Grant IGA Department FINANCE Department Email CM-Finance@weld.gov Department Head Email CM-Finance- DeptHead@weld.gov County Attorney GENERAL COUNTY ATTORNEY EMAIL County Attorney Email CM- COUNTYATTORNEY@WEL D.GOV If this is a renewal enter previous Contract ID If this is part of a MSA enter MSA Contract ID Requested BOCC Agenda Due Date Date* 12/19/2024 12/23/2024 Will a work session with BOCC be required?* NO Does Contract require Purchasing Dept. to be included? Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in OnBase Contract Dates Effective Date Termination Notice Period Contact Information Review Date * 12/18/2024 Committed Delivery Date Renewal Date Expiration Date* 01/16/2033 Contact Info Contact Name Contact Type Contact Email Contact Phone 1 Contact Phone 2 Purchasing Purchasing Approver Purchasing Approved Date Approval Process Department Head Finance Approver Legal Counsel CHERYL PATTELLI CHERYL PATTELLI BYRON HOWELL DH Approved Date Finance Approved Date Legal Counsel Approved Date 12/18/2024 12/18/2024 12/19/2024 Final Approval BOCC Approved Tyler Ref* AG 122324 BOCC Signed Date Originator CPATTELLI BOCC Agenda Date 12/23/2024 Hello