HomeMy WebLinkAboutAddendum - 1AMENDMENT NO. 1 TO AGREEMENT FOR ERP SOFTWARE
IMPLEMENTATION PROJECT MANAGEMENT SERVICES
THIS AMENDMENT, dated for reference purposes only as May 07, 2025, is by and between the
City of Renton (the “City”), a Washington municipal corporation, and SoftResources, L.L.C.
(“Consultant”), a Washington LLC. The City and the Consultant are referred to collectively in this
Amendment as the “Parties.” Once fully executed by the Parties, this Amendment is effective as
of the last date signed by both parties.
Whereas, the City engaged the services of the Consultant under Agreement CAG-23-429, dated
November 06, 2023, to provide necessary services for the implementation of new ERP software
project (referred to herein as the “Agreement”);
Whereas, the Parties wish to amend the Agreement to changethe time for performance, inorder
to accommodate unforeseen circumstances affecting project timeline.
NOW THEREFORE, it is mutually agreed upon that CAG-23-429 is amended as follows:
1.Time of Performance:Section 3, Time of Performance, is amended to read, “Consultant
shall commence performance of the Agreement pursuant to the schedule(s) set forth in
Exhibit A. All work shall be performed by no later than June 30, 2027.”
2.All terms of the Agreement not explicitly modified herein shall remain in full force and
effect and such terms shall apply to Work performed according to this Amendment as if
fully set forth herein.
CAG-23-429, Adden #1-25
PAGE 2 OF 2
IN WITNESS WHEREOF, the Parties have voluntarily entered into this Amendment as of the date
last signed by the Parties below.
CITY OF RENTON
By:_____________________________
CONSULTANT
By:____________________________
Armondo Pavone
Mayor
Elaine Watson
Principal
_____________________________
Date
_____________________________
Date
Attest
_____________________________
Jason A. Seth
City Clerk
Approved as to Legal Form
By: __________________________
Shane Moloney
Renton City Attorney
Contract Template Updated 06/17/2021
5/21/2025
Approved by Shane Moloney via email 5/7/2025
Proposal for
City of Renton, Washington
ERP Software Implementation
Project Management Services
September 1, 2023
Submitted by
SoftResources LLC
Elaine Watson, Principal
425.216.4030
ewatson@softresources.com
Exhibit A
SoftResources LLC
11411 NE 124th Street, Suite 270
Kirkland, WA 98034
SoftResources LLC |Page 2
September 1, 2023
Kristin Trivelas
Melissa Crawford
Melissa Melloy
1055 S. Grady Way, 5th Floor
Renton, WA 98056
SoftResources is pleased to present this proposal to the City of Renton, Washington (City) to provide
ERP Implementation Project Management services including Financials and Human Capital Management
modules.
Workplan
The Project Management services provided by SoftResources are focused on acting as a highly
for all phases of the implementation including implementation planning, implementation execution,
post implementation activities, and project close out. Our goal is to ensure a project that delivers
quality, is on time, on budget, and within scope. We will work in collaboration with the City and the
selected vendor to facilitate project success.
The types of implementation project management services SoftResources can provide are detailed in
the following table. This list is not intended to be all encompassing and we will flex our services to
support the City with the project.
Implementation Project Management Services
Implementation
Services Overview
SoftResources can support the City with the implementation of ERP
software. Based on our experience the services we provide will vary
throughout the various phases of implementation and we are prepared to
support the project in this manner. The implementation services should
support the following basic pillars:
Plan and monitor project progress.
Vendor management and liaison.
Manage project time, scope, quality, and budget.
Extension and augmentation to the City implementation team.
Tasks Description
a. Project Plan and
Timeline assigns responsibilities, dates, milestones, and deliverables.
Ensure all tasks required for the project for all parties are included in this
Plan with start and end dates and resource assignments.
Monitor progress of the project with a vision towards completed,
current, and future tasks.
Proposal for City of Renton
Implementation Project Management Services ERP Software
SoftResources LLC |Page 3
Implementation Project Management Services
b.Task Management Participate in the coordination and oversight of task management
ensuring adherence to the project plan and timeline.
Ensure staff are updated to current and upcoming tasks and understand
the tasks as outlined in the project plan.
c.Change Orders Review project change orders initiated by the vendor to ensure they are
in line with expectations.
Ensure the change orders include the proper documentation and
justification for any additional services or software required beyond the
original contract.
d.Project Team
Status Meetings
Coordinate, schedule and participate in implementation planning
meetings with the client project team and the vendor implementation
team.
The meetings are used to review the status of the project as well as
upcoming tasks and deliverables. Meetings are typically held weekly
although ad hoc meetings may also be scheduled.
e.Vendor Status
Meeting
Participate in regular status meetings with client and the selected
vendor. Status meetings should discuss the current state of the project
and include a review of completed tasks, current tasks, future tasks,
issues, risks, client and vendor resources, budget vs. actual reporting,
and other planning activities based on the current stage of the
implementation.
These meetings are typically held weekly although ad hoc meetings may
also be scheduled.
f. Executive Sponsor
Liaison
Participate in the required communication to keep client executive
sponsor apprised of project status. This typically is in conjunction with
g.Communications
Plan
Communication is a critical requirement for a successful implementation
project. During implementation planning the vendor should develop a
Communication Plan that defines the elements of communication for
the project. This Plan outlines the who, what, where, when, and how of
communication across the organization.
meets the needs of the City.
h. Organizational
Change
Management
Identify the possible change management issues the project may face
and develop a change management plan to address them.
i. Risk Management
Plan
A Risk Management Plan defines the potential risks for the project,
assigns a risk owner, and outlines the Plan to address the risk should it
arise. The vendor typically creates this Plan as part of project initiation.
Proposal for City of Renton
Implementation Project Management Services ERP Software
SoftResources LLC |Page 4
Implementation Project Management Services
The Risk Management Plan will include all risks for the project including
but not limited to the solution, unsatisfied requirements, security,
project resourcing, budget, etc.
Optionally SoftResources can create a Risk Management Plan according
to client preferences and direction.
j.Discovery This is normally the first phase of a software implementation. During the
discovery process, the selected vendor will provide training on the
software and review of the best practices and functionality it can
provide. The sessions will be used to review the current environment for
financial accounting across the organization.
SoftResources can participate in these sessions and act as an objective
guide to the information provided and the decisions made.
k.Design and
Configuration
At completion of Discovery Sessions the vendor will provide a
recommendation for the design of the system that created as part of
the pre-discovery process with the City.
The Design phase also includes the plan for interfaces or integration,
data conversion, cutover plan, forms development, report development,
testing plan test scripts, roles definitions, user administration.
SoftResources can support through the review of the design document
and review of the configuration completed to provide an objective view.
l. Business Process
Improvements
Implementing new software offers unique opportunities for business
process improvements. The new system likely offers enhanced
functionality compared to the legacy system. SoftResources will work
with your team and the vendor to optimize business processes and
leverage the new sol
m. Data Conversion We can assist with the review or development of a Data Conversion
Plan. The Plan will include identification of data to be converted, an
approach to extraction of data from legacy systems, how data will be
imported to the new software, how to test the converted data and
overall timing for the process.
SoftResources can help with monitoring the data conversion process to
ensure tasks are completed as defined, data is validated, and signoff is
achieved.
n. Integration Plan An Integration Plan that defines the required integrations to remaining
business solutions is a critical part of the implementation. The Plan
defines the who, what, when, where, and how of data integration.
SoftResources has extensive experience working with integrations,
including helping to decide when to build (or not build) them.
o. Training Plan SoftResources can assist with the development of a Training Plan that
defines the who, what, when, where, and how of training. That is who
needs to be trained, what do they need to be trained on, what materials
Proposal for City of Renton
Implementation Project Management Services ERP Software
SoftResources LLC |Page 5
Implementation Project Management Services
are required for training, when do they need to be trained, where will
they be trained, and how will they be trained.
p.Testing Plan Assist with the development of a Testing Plan for all stages of the
implementation including unit, integration, conversion, interfaces, forms
and reports, workflow, and roles.
The Testing Plan will include tasks such as development of test scripts,
assistance with documentation of testing results, and identification of
configuration adjustments required.
q.Post-Go-Live
Planning
Participate in the review of tasks or activities that need to be completed
after go-live or the move to production status.
Create a post-go-live document that defines the tasks, assigns
responsibilities, and establishes a timeline for completion.
r.Go-Live and
Cutover Plan
Services can include development of a cutover strategy, go-live checklist,
readiness assessment, quality review, definition of critical-success-
factors, final data conversion, system cutover, rollback plan, and future
phase planning.
s. Closeout Administer project closeout including review of the project plan to
ensure all tasks are complete
Review the cutover strategy to be used by client to ensure all steps have
been properly executed
Scope Control
If there are services performed at the City request, which are outside of those listed in the Work Plan
section of this proposal, an amendment to this proposal or a new letter of understanding will be drafted
for the City approval before the services are performed.
Fees and Billing
To provide flexibility for the services requested by the City, SoftResources provides implementation
project management services as requested and required by our clients. Fees are billed monthly for
services provided at a rate of $200 per hour. Mileage for on-site services will be billed monthly as
incurred.
The following table provides not to exceed amounts for services and travel. We will monitor the budget
on a monthly basis to ensure we remain within the parameters defined. We have assumed a total
timeline of 18 months. SoftResources will flex our services to meet the specific needs of the City and
understand the time and travel required may be adjusted throughout the project. There are no
minimums required for consulting services.
Proposal for City of Renton
Implementation Project Management Services ERP Software
SoftResources LLC |Page 6
Assumption Rate Total Not to Exceed $
Services 18
Months
Average 45
Hours Per Month
810
Hours
$ 162,000.00
Travel 12
Trips
$40
Per Trip
--$ 480.00
Staffing
SoftResources will assign Project Management resources to this project. The Project Manager assigned
will be Elaine Watson or Pamela Ettien to ensure continuity for the Cit s project.
Confirmation
For your convenience in confirming this agreement we have enclosed an acceptance page for your
signature. Please sign and email the entire Engagement Letter as a PDF to ewatson@softresources.com.
Elaine Watson, Principal
SoftResources LLC
Proposal for City of Renton
Implementation Project Management Services ERP Software
SoftResources LLC |Page 7
Proposal Acceptance
To:Elaine Watson
SoftResources LLC
ewatson@softresources.com
From:Krist n Trivelas
Fiscal Services Director
City of Renton
The SoftResources Proposal for Implementation Project Management Services dated September 1, 2023
is accepted.
City of Renton SoftResources LLC
Signature
Name
Title
Date