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Home My WebLink About20232302.tiffRESOLUTION RE: APPROVE AMENDMENT #2 TO PROFESSIONAL SERVICE AGREEMENT FOR ENTERPRISE RESOURCE PLANNING (ERP) PAYROLL AND TIME TRACKING FUNCTIONAL LEAD CONSULTING, AND AUTHORIZE CHAIR TO SIGN - REMY 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 Amendment #2 to the Professional Service Agreement for Enterprise Resource Planning (ERP) Payroll and Time Tracking Functional Lead Consulting between the County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld County, on behalf of the Department of Finance and Administration, and Remy Corporation, with further terms and conditions being as stated in said amendment, and WHEREAS, after review, the Board deems it advisable to approve said amendment, 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 Amendment #2 to the Professional Service Agreement for Enterprise Resource Planning (ERP) Payroll and Time Tracking Functional Lead Consulting between the County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld County, on behalf of the Department of Finance and Administration, and Remy Corporation, be, and hereby is, approved. BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized to sign said amendment. The above and foregoing Resolution was, on motion duly made and seconded, adopted by the following vote on the 7th day of August, A.D., 2023. BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO ATTEST: diddiA) :� e =eman, Chai Weld County Clerk to the Board BY: Deputy Clerk to the Board APPROVED AS TO FOR ASSCounty Attorney d Date of signature: Off/lo/,2 ec: FUltit/cP40), PE%s), CA(ALL) off/11/23 erry . B Sco K. James EXCUSED Pro-Tem evin D. Ross Lori Saine 2023-2302 F10078 BOARD OF COUNTY COMMISSIONERS PASS -AROUND REVIEW PASS -AROUND TITLE: Additional HCM Functional Lead Consultant Contract DEPARTMENT: Human Resources PERSON REQUESTING: Jill Scott, Ryan Rose, Cheryl Pattelli DATE: 8/3/2023 Brief description of the problem/issue: The Board approved the Enterprise Resource Planning (ERP) project budget via pass -around dated 1/19/23. Included in that budget was an external Human Resources consultant position estimated at $353,600. The HCM functional lead consultant is a critical role in the ERP project and will work with the Director of Human Resources and county staff to ensure successful implementation of the human resource modules. A more detailed description of job duties for this position can be found in Exhibit A of Attachment A. At this time in the project, an additional consultant position is needed because of staffs limited bandwidth and lack of ERP implementation experience. Per the RFP response, over 4,100 county staff hours are estimated for the implementation of the human resources modules. This estimate does not include many other areas the human resources team will need to be involved with including payroll and time tracking. The staff simply does not have the bandwidth to implement the project and run day-to-day functions of the human resources department. Staff went through a thorough process when choosing a HCM functional lead consultant. We worked with 2 placement firms and were provided approximately 8 resumes. The Director of Human Resources negotiated the hourly rate down to $155/hour, or $198,400 annually based on 1,280 hours. The placement firm, Remy, receives a small portion of the $155/hour as their placement fee. The hourly rate is very competitive with the other consultants we interviewed. This amount is included in the original contingency moneys allocated to the project. What options exist for the Board? Consequences: If the additional consultant is not approved for the implementation of Workday, the project could be at risk of being delayed and staff being burnt out. Impacts: Adding an additional consultant will provide a major positive impact on the project and will help alleviate some pressure put on staff while assisting to keep the project on track. Costs (Current Fiscal Year / Ongoing or Subsequent Fiscal Years): No budgetary impacts as these funds have previously been allocated in the contingency fund included in the original budget. Recommendation: Staff recommends approving the additional consultant through Remy Corporation for a HCM Functional Lead Consultant. $/1 Fl Ob��S Support Recommendation Schedule Place on BOCC Agenda Work Session Other/Comments: Perry L. Buck, Pro-Tem Mike Freeman, Chair Scott K. James Kevin D. Ross Lori Saine Cheryl Hoffman From: Sent: To: Cc: Subject: Approve Perry Buck Friday, August 4, 2023 12:03 PM Scott James; Cheryl Hoffman Mike Freeman; Kevin Ross; Lori Saine; Karin McDougal; Karla Ford RE: RUSH PASS AROUND FOR HR Perry L Buck Weld County Commissioner at Large Weld County 1150 "O" Street Greeley, CO 80631 970-400-4206 (Work) 970-573-2377 (Cell) Confidentiality Notice: This electronic transmission and any attached documents or other writings are intended only for the person or entity to which it is addressed and may contain information that is privileged, confidential or otherwise protected from disclosure. If you have received this communication in error, please immediately notify sender by return e-mail and destroy the communication. Any disclosure, copying, distribution or the taking of any action concerning the contents of this communication or any attachments by anyone other than the named recipient is strictly prohibited. From: Scott James <sjames@weld.gov> Sent: Friday, August 4, 2023 12:02 PM To: Cheryl Hoffman <choffman@weld.gov> Cc: Mike Freeman <mfreeman@weld.gov>; Perry Buck <pbuck@weld.gov>; Scott James <sjames@weld.gov>; Kevin Ross <kross@weld.gov>; Lori Saine <Isaine@weld.gov>; Karin McDougal <kmcdougal@weld.gov>; Karla Ford <kford@weld.gov> Subject: Re: RUSH PASS AROUND FOR HR Importance: High Approve - thanks! Scott K. James Weld County Commissioner, District 2 1150 O Street, P.O. Box 758, Greeley, Colorado 80632 970.336.7204 (Office) 970.381.7496 (Cell) 1 Cheryl Hoffman From: Sent: To: Cc: Subject: Approve Mike Freeman Friday, August 4, 2023 12:53 PM Cheryl Hoffman Perry Buck; Scott James; Kevin Ross; Lori Saine; Karin McDougal; Karla Ford Re: RUSH PASS AROUND FOR HR Sent from my iPhone On Aug 4, 2023, at 12:01 PM, Cheryl Hoffman <choffman@weld.gov>wrote: Hi Commissioners, Would you please review this as soon as possible and let me know if you approve? This will be on Monday's agenda if you agree. Thank you! Cheryl L. Hoffman Deputy Clerk to the Board 1150 0 Street/P.O. Box 758 Greeley, CO 80632 Tel: (970) 400.4227 choffman@weld.gov <RUSH PASS AROUND - Additional HCM Functional Lead Constultant Contract.pdf> Cheryl Hoffman From: Sent: To: Cc: Subject: Approve Kevin Ross Kevin Ross Friday, August 4, 2023 12:38 PM Perry Buck; Scott James; Cheryl Hoffman Mike Freeman; Lori Saine; Karin McDougal; Karla Ford Re: RUSH PASS AROUND FOR HR From: Perry Buck <pbuck@weld.gov> Sent: Friday, August 4, 2023 12:02:41 PM To: Scott James <sjames@weld.gov>; Cheryl Hoffman <choffman@weld.gov> Cc: Mike Freeman <mfreeman@weld.gov>; Kevin Ross <kross@weld.gov>; Lori Saine <Isaine@weld.gov>; Karin McDougal <kmcdougal@weld.gov>; Karla Ford <kford@weld.gov> Subject: RE: RUSH PASS AROUND FOR HR Approve Perry L Buck Weld County Commissioner at Large Weld County 1150 "O" Street Greeley, CO 80631 970-400-4206 (Work) 970-573-2377 (Cell) Confidentiality Notice: This electronic transmission and any attached documents or other writings are intended only for the person or entity to which it is addressed and may contain information that is privileged, confidential or otherwise protected from disclosure. If you have received this communication in error, please immediately notify sender by return e-mail and destroy the communication. Any disclosure, copying, distribution or the taking of any action concerning the contents of this communication or any attachments by anyone other than the named recipient is strictly prohibited. From: Scott James <sjames@weld.gov> Sent: Friday, August 4, 2023 12:02 PM To: Cheryl Hoffman <choffman@weld.gov> Cc: Mike Freeman <mfreeman@weld.gov>; Perry Buck <pbuck@weld.gov>; Scott James <sjames@weld.gov>; Kevin Ross <kross@weld.gov>; Lori Saine <Isaine@weld.gov>; Karin McDougal <kmcdougal@weld.gov>; Karla Ford <kford@weld.gov> Subject: Re: RUSH PASS AROUND FOR HR Importance: High 1 SECOND AMENDMENT TO PROFESSIONAL SERVICE AGREEMENT BETWEEN WELD COUNTY AND REMY CORPORATION THIS SECOND AMENDMENT TO AGREEMENT is made and entered into this L' day of AUGUST, 2023, by and between the Board of Weld County Commissioners, on behalf of the Finance Department and now the Human Resources Department, hereinafter referred to as "County," and Remy Corporation, hereinafter referred to as "Contractor." WHEREAS, County and Contractor desire to amend the Professional Service Agreement Between Weld County and Remy Corporation ("the Agreement"), dated January 24, 2023, for a second time as set forth herein NOW, THEREFORE, in consideration of the mutual promises and covenants contained herein; the parties hereto agree to amend the Agreement, as follows: (1) Substitute the following Paragraph 6 regarding Compensation for Paragraph 6 in the Agreement 6.1 Compensation. Upon Contractor's successful completion of the Work, and County's ' acceptance of the same, County agrees to pay Contractor an amount not to exceed $170/hour, Ior $318,240 annually based on 1,872 hours for the services described in Exhibit A County I also agrees to pay Contractor an amount not to exceed $155/hour or $198,400 for 1,280 hours of work for the services described in Exhibit B The total amount of this Agreement will not exceed $516,640 No payment in excess of that set forth herein will be made by County unless a Change Order authorizing such additional payment has been specifically approved by Weld County as required pursuant to the Weld County Code If, at any time during the term or after termination or expiration of this Agreement, County reasonably I determines that any payment made by County to Contractor was improper because the I service for which payment was made did not perform as set forth in this Agreement, then upon written notice of such determination and request for reimbursement from County, Contractor shall forthwith return such payment(s) to County Upon termination or expiration of this Agreement, unexpended funds advanced by County, if any, shall forthwith be returned to County County will not withhold any taxes from monies paid to the Contractor hereunder and Contractor agrees to be solely responsible for the accurate reporting and payment of any taxes related to payments made pursuant to the terms of this Agreement Unless expressly enumerated in the attached Exhibits, Contractor shall not be entitled to be paid for any other 1 expenses (e g. mileage). Notwithstanding anything to the contrary contained in this Agreement, County shall have no obligations under this Agreement after, nor shall any I payments be made to Contractor in respect of any period after December 31 of any year, without an appropriation therefore by County in accordance with a budget adopted by the 3 Board of County Commissioners in compliance with Article 25, Title 30 of the Colorado I Revised Statutes, the Local Government Budget Law (C R S 29-1-101 et seq ) and the TABOR Amendment (Colorado Constitution, Article X, Sec 20) (2) Add Exhibit B, which is attached hereto and incorporated by reference (3) Ali remaining provisions in the Agreement, including its Exhibits, shall remain the same. WELD COUNTY.�C ATTEST. ,,d `v° Weld C ty Clerk to the B • and WELD COUNTY, COLORADO CONTRACTOR Remy Corporation By Remy Corpo Signature. Name* Andrew Albarelle Title Principal Execusle ficer� Date of Signature tc v BOARD OF COUNTY COMMISSIONERS BY Deputy p erk z ike Freeman, Chair AUG 0 2 2023 02,023 023 0,2, Exhibit a The HCM functional lead consultant fundamentally executes and champions the work of the project on behalf of the Steering Committee (Director of Finance and Administration, Director of Human Resources, and CFO) and county staff. The HCM Lead is familiar with the business processes and systems and provides information to the Collaborative Solutions Functional Consultant(s) and/or production support teams to configure the Workday solution. The HCM Lead, in collaboration with and direction from the Director of Human Resources: • Describes current business processes and works with the implementation team m simplify and improve, identifying pain points and offering possible solutions • Advises clients on technology options that can help them improve their overall HCM functions • Identifies and approves functional requirements for Workday configuration contained within a specific function or process area • Makes decisions and escalates proposed changes to requirements, design of the system, and policies • Champions change to generate awareness within their designated function or process area • Participates in all testing activities it an active and engaged manner • Contributes to identifying and executing test scenarios for functional areas • Works with Collaborative Solutions Functional Consultants to help map and load data into Workday • Performs end -user training • Supports the conversion and loading of data contained n existing systems • Supports the design and development of custom integrations as specified h the project scope • Supports the development of custom reports • Escalates issues to the Director of Human Resources and the county's Project Manager that may impact go -live • Works collaboratively with the implementation partner, different project leaders, and county staff as well as other potential external partners • Meets deadlines, notifying the Director of Human Resources and the county's Project Manager well n advance of potential problems meeting any deadline • Demonstrates leadership experience, being self -accountable to the outputs of the team • Supports county post go -live (for a least one month) a AMENDMENT #2 TO PROFESSIONAL SERVICES AGREEMENT FOR ENTERPRISE RESOURCE PLANNING (ERP) PAYROLL AND TIME TRACKING FUNCTIONAL LEAD CONSULTANT - REMY CORPORATION APPROVED AS TO SUBSTANCE: Sctift Elected Official, or Department Head APPROVED AS TO FUNDING: ei.A4 Chief Financial Officer, or Controller APPROVED AS TO FORM: County Attorney Hello