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iKW Solutions Inc. - 2020-02-18
hAORO*'D :7-0 City of Huntington Beach File #: 20-1394 MEETING DATE: 2/18/2020 REQUEST FOR CITY COUNCIL ACTION SUBMITTED TO: Honorable Mayor and City Council Members SUBMITTED BY: Oliver Chi, City Manager PREPARED BY: Dahle Bulosan, Interim Chief Financial Officer Subject: Approve and authorize execution of a Professional Services Contract with iKW Solutions Inc. for $193,010 for Oracle/JD Edwards Tools Software Upgrade and As Needed System Support Consulting Services Statement of Issue: City Council approval is requested to approve the professional services contract with iKW Solutions Inc. for the Oracle/JD Edwards (JDE) Upgrade ($148,010) and as needed system support services ($45,000) in the amount of $193,010. Financial Impact: Adequate appropriation is available in FY19/20 for the JDE Upgrade in the amount of $148,010 in equipment replacement business unit 32440202. $15,000 is budgeted in the General Fund Finance Department business unit 10035205 in FY19/20 for year 1 for JDE as needed support services. Support services for year 2 ($15,000) and year 3 ($15,000) will be budgeted in future years accordingly. Recommended Action: Approve and authorize the Mayor and City Clerk to execute the "Professional Services Contract Between the City of Huntington Beach and iKW Solutions Inc. for Oracle/JD Edwards Tools Software Upgrade and As Needed System Support Consulting Services." Alternative Action(s): Do not approve the recommendation and direct staff accordingly. Analysis: The City of Huntington Beach is currently undergoing an upgrade of its Enterprise Resource Planning (ERP) software, Oracle JD Edwards (JDE), from version 9.1 to the latest release 9.2. The current version of JDE was put in place approximately 7 years ago and has not received any major upgrades since 2013. As a result, the current version of JDE will no longer support key functions and updates to system tables which ensure continued functionality of the software. City of Huntington Beach Page 1 of 3 Printed on 2/13/2020 _ - —!�/� powere�$y LegistarT'' File #: 20-1394 MEETING DATE: 2/18/2020 The City requires consulting services to complete the upgrade of the JDE software in the following areas: • Address book (foundation) • General Accounting • Accounts Payable • Accounts Receivable • Procurement • Payroll • Human Resources • Real Estate Management • Budget • Inventory as it relates to purchasing The City has a number of third party software that integrate with JDE including the following: • Cashiering - iNovah • Municipal Billing - Advanced CIS • Enterprise Land Management - Cityview (current system), Accela (implementation in progress - estimated go live in February 2020) • Time Keeping - Kronos JDE consulting services in necessary to ensure continual and seamless integration with the above software including any other systems currently linked to JDE. The planned go live date for the new version of JDE is May 1, 2020. The City posted Requests for Proposals for JD Edwards 9.2 Upgrade Services on PlanetBids, the City's bid management website. Proposals were received from the following firms: 1. Denovo 2. iKW Solutions 3. Enterprise 4. Syntax 5. Prodware 6. Nex Info 7. Smartbridge Staff analyzed and reviewed each proposal based on a variety of factors including, but not limited to the following: 1) responsiveness to the RFP, 2) recent experience of the firm in performing JDE Upgrade services, and 3) the firm's references. As a result of this comprehensive review, staff is recommending the firm of iKW Solutions, Inc. as the most qualified firm to perform the JDE Upgrade and As Needed System Support Consulting Services for the City. The professional services agreement will be for a total of three years, with a total maximum payment City of Huntington Beach Page 2 of 3 Printed on 2/13/2020 power LegistarTM File #: 20-1394 MEETING DATE: 2/18/2020 amount of$193,010 over the three-year period. The following is a summary of the cost proposal: Description Year 1 Year 2 Year 3 Total JDE Upgrade (BU $148,010 $0 $0 $148,010 32440202) As Needed $15,000 $15,000 $15,000 $45,000 Support (BU 10035205) Total $163,010 $15,000 $15,000 $193,010 Environmental Status: Not applicable. Strategic Plan Goal: Enhance and maintain high quality City services Improve Long-Term Financial Sustainability Attachment(s): 1. Professional Services Contract Between the City of Huntington Beach and iKW Solutions Inc. for Oracle/JD Edwards Tools Software Upgrade and As Needed System Support Consulting Services 2. Certificate of Insurance City of Huntington Beach Page 3 of 3 Printed on 2/13/2020 powere&iq,Legistaffl PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTINGTON BEACH AND iKW SOLUTIONS INC. FOR ORACLE/JD EDWARDS TOOLS SOFTWARE UPGRADE AND AS NEEDED SYSTEM SUPPORT CONSULTING SERVICES THIS AGREEMENT ("Agreement") is made and entered into by and between the City of Huntington Beach, a municipal corporation of the State of California, hereinafter referred to as "CITY," and iKW SOLUTIONS INC., a Wyoming Corporation hereinafter referred to as "CONSULTANT." WHEREAS, CITY desires to engage the services of a consultant to support the City's Oracle/JD Edwards tools software upgrade project and as needed JD Edwards system support services; and Pursuant to documentation on file in the office of the City Clerk, the provisions of the Huntington Beach Municipal Code, Chapter 3.03, relating to procurement of professional service contracts have been complied with; and CONSULTANT has been selected to perform these services, NOW, THEREFORE, it is agreed by CITY and CONSULTANT as follows: 1. SCOPE OF SERVICES CONSULTANT shall provide all services as described in Exhibit "A," which is attached hereto and incorporated into this Agreement by this reference. These services shall sometimes hereinafter be referred to as the "PROJECT." CONSULTANT hereby designates Scott McGrath who shall represent it and be its sole contact and agent in all consultations with CITY during the performance of this Agreement. 20-8433/224584 agree/surfnet/professional svcs mayor 1 of 12 5/19-204082 2. CITY STAFF ASSISTANCE CITY shall assign a staff coordinator to work directly with CONSULTANT in the performance of this Agreement. 3. TERM; TIME OF PERFORMANCE Time is of the essence of this Agreement. The services of CONSULTANT are to commence on , 20.40 (the "Commencement Date"). This Agreement shall automatically terminate three (3) years from the Commencement Date, unless extended or sooner terminated as provided herein. All tasks specified for the Oracle/JD Edwards Tools Software Upgrade in Exhibit "A" shall be completed no later than one (1) year from the Commencement Date. As Needed System Support Consulting Services shall be provided by the CONSULTANT throughout the (3) year contract term as requested by the CITY. The time for performance of the tasks identified in Exhibit "A" are generally shown in Exhibit "A." This schedule may be amended to benefit the PROJECT if mutually agreed to in writing by CITY and CONSULTANT. In the event the Commencement Date precedes the Effective Date, CONSULTANT shall be bound by all terms and conditions as provided herein. 4. COMPENSATION In consideration of the performance of the services described herein, CITY agrees to pay CONSULTANT on a time and materials basis at the rates specified in Exhibit "B," which is attached hereto and incorporated by reference into this Agreement, a fee, including all costs and expenses, not to exceed One Hundred Ninety-Three Thousand and Ten Dollars ($193,010.00). 5. EXTRA WORK In the event CITY requires additional services not included in Exhibit "A" or changes in the scope of services described in Exhibit "A," CONSULTANT will undertake such 20-8433/224584 agree/surfnet/professional svcs mayor 2 of 12 5/19-204082 work only after receiving written authorization from CITY. Additional compensation for such extra work shall be allowed only if the prior written approval of CITY is obtained. 6. METHOD OF PAYMENT CONSULTANT shall be paid pursuant to the terms of Exhibit "B." 7. DISPOSITION OF PLANS ESTIMATES AND OTHER DOCUMENTS CONSULTANT agrees that title to all materials prepared hereunder, including, without limitation, all original drawings, designs, reports, both field and office notices, calculations, computer code, language, data or programs, maps, memoranda, letters and other documents, shall belong to CITY, and CONSULTANT shall turn these materials over to CITY upon expiration or termination of this Agreement or upon PROJECT completion, whichever shall occur first. These materials may be used by CITY as it sees fit. 8. HOLD HARMLESS A. CONSULTANT hereby agrees to protect, defend, indemnify and hold harmless CITY, its officers, elected or appointed officials, employees, agents and volunteers from and against any and all claims, damages, losses, expenses, judgments, demands and defense costs (including, without limitation, costs and fees of litigation of every nature or liability of any kind or nature) arising out of or in connection with CONSULTANT's (or CONSULTANT's subcontractors, if any) negligent (or alleged negligent) performance of this Agreement or its failure to comply with any of its obligations contained in this Agreement by CONSULTANT, its officers, agents or employees except such loss or damage which was caused by the sole negligence or willful misconduct of CITY. CONSULTANT will conduct all defense at its sole cost and expense and CITY shall approve selection of CONSULTANT's counsel. This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as limitation upon the amount of indemnification to be provided by CONSULTANT. 20-8433/224584 agree/surfnet/professional svcs mayor 3 of 12 5/19-204082 B. To the extent that CONSULTANT performs "Design Professional Services" within the meaning of Civil Code Section 2782.8, then the following Hold Harmless provision applies in place of subsection A above: "CONSULTANT hereby agrees to protect, defend, indemnify and hold harmless CITY and its officers, elected or appointed officials, employees, agents and volunteers, from and against any and all claims, damages, losses, expenses, demands and defense costs (including, without limitation, costs and fees of litigation of every nature or liability of any kind or nature) to the extent that the claims against CONSULTANT arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of CONSULTANT. In no event shall the cost to defend charged to CONSULTANT exceed CONSULTANT's proportionate percentage of fault. However, notwithstanding the previous sentence, in the event one or more other defendants to the claims and/or litigation is unable to pay its share of defense costs due to bankruptcy or dissolution of the business, CONSULTANT shall meet and confer with CITY and other defendants regarding unpaid defense costs. The duty to indemnify, including the duty and the cost to defend, is limited as provided in California Civil Code Section 2782.8. C. Regardless of whether subparagraph A or B applies, CITY shall be reimbursed by CONSULTANT for all costs and attorney's fees incurred by CITY in enforcing this obligation. This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as a limitation upon the amount of indemnification to be provided by CONSULTANT. 9. PROFESSIONAL LIABILITY INSURANCE CONSULTANT shall obtain and furnish to CITY a professional liability insurance policy covering the work performed by it hereunder. This policy shall provide coverage for CONSULTANT's professional liability in an amount not less than One Million Dollars 20-8433/224584 agree/surfnet/professional svcs mayor 4 of 12 5/19-204082 ($1,000,000.00) per occurrence and in the aggregate. The above-mentioned insurance shall not contain a self-insured retention without the express written consent of CITY; however an insurance policy "deductible" of Ten Thousand Dollars ($10,000.00) or less is permitted. A claims-made policy shall be acceptable if the policy further provides that: A. The policy retroactive date coincides with or precedes the initiation of the scope of work (including subsequent policies purchased as renewals or replacements). B. CONSULTANT shall notify CITY of circumstances or incidents that might give rise to future claims. CONSULTANT will make every effort to maintain similar insurance during the required extended period of coverage following PROJECT completion. If insurance is terminated for any reason, CONSULTANT agrees to purchase an extended reporting provision of at least two (2) years to report claims arising from work performed in connection with this Agreement. If CONSULTANT fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the CITY with required proof that insurance has been procured and is in force and paid for, the CITY shall have the right, at the CITY's election, to forthwith terminate this Agreement. Such termination shall not effect Consultant's right to be paid for its time and materials expended prior to notification of termination. CONSULTANT waives the right to receive compensation and agrees to indemnify the CITY for any work performed prior to approval of insurance by the CITY. 10. CERTIFICATE OF INSURANCE Prior to commencing performance of the work hereunder, CONSULTANT shall furnish to CITY a certificate of insurance subject to approval of the City Attorney evidencing the foregoing insurance coverage as required by this Agreement; the certificate shall: 20-8433/224584 agree/surfnet/professional sves mayor 5 of 12 5/19-204082 A. provide the name and policy number of each carrier and policy; B. state that the policy is currently in force; and C. shall promise that such policy shall not be suspended, voided or canceled by either party, reduced in coverage or in limits except after thirty (30) days' prior written notice; however, ten (10) days' prior written notice in the event of cancellation for nonpayment of premium. CONSULTANT shall maintain the foregoing insurance coverage in force until the work under this Agreement is fully completed and accepted by CITY. The requirement for carrying the foregoing insurance coverage shall not derogate from CONSULTANT's defense, hold harmless and indemnification obligations as set forth in this Agreement. CITY or its representative shall at all times have the right to demand the original or a copy of the policy of insurance. CONSULTANT shall pay, in a prompt and timely manner, the premiums on the insurance hereinabove required. 11. INDEPENDENT CONTRACTOR CONSULTANT is, and shall be, acting at all times in the performance of this Agreement as an independent contractor herein and not as an employee of CITY. CONSULTANT shall secure at its own cost and expense, and be responsible for any and all payment of all taxes, social security, state disability insurance compensation, unemployment compensation and other payroll deductions for CONSULTANT and its officers, agents and employees and all business licenses, if any, in connection with the PROJECT and/or the services to be performed hereunder. 12. TERMINATION OF AGREEMENT All work required hereunder shall be performed in a good and workmanlike manner. CITY may terminate CONSULTANT's services hereunder at any time with or without cause, and whether or not the PROJECT is fully complete. Any termination of this Agreement by CITY shall 20-8433/224584 agree/surfnet/professional svcs mayor 6 of 12 5/19-204082 be made in writing, notice of which shall be delivered to CONSULTANT as provided herein. In the event of termination, all finished and unfinished documents, exhibits, report, and evidence shall, at the option of CITY, become its property and shall be promptly delivered to it by CONSULTANT. 13. ASSIGNMENT AND DELEGATION This Agreement is a personal service contract and the work hereunder shall not be assigned, delegated or subcontracted by CONSULTANT to any other person or entity without the prior express written consent of CITY. If an assignment, delegation or subcontract is approved, all approved assignees, delegates and subconsultants must satisfy the insurance requirements as set forth in Sections 9 and 10 hereinabove. 14. COPYRIGHTS/PATENTS CITY shall own all rights to any patent or copyright on any work, item or material produced as a result of this Agreement. 15. CITY EMPLOYEES AND OFFICIALS CONSULTANT shall employ no CITY official nor any regular CITY employee in the work performed pursuant to this Agreement. No officer or employee of CITY shall have any financial interest in this Agreement in violation of the applicable provisions of the California Government Code. 16. NOTICES Any notices, certificates, or other communications hereunder shall be given either by personal delivery to CONSULTANT's agent (as designated in Section 1 hereinabove) or to CITY as the situation shall warrant, or by enclosing the same in a sealed envelope, postage prepaid, and depositing the same in the United States Postal Service, to the addresses specified below. CITY and CONSULTANT may designate different addresses to which subsequent notices, certificates or 20-8433/224584 agree/surfnet/professional svcs mayor 7 of 12 5/19-204082 other communications will be sent by notifying the other party via personal delivery, a reputable overnight carrier or U. S. certified mail-return receipt requested: TO CITY: TO CONSULTANT: City of Huntington Beach iKW Solutions Inc. ATTN: Carolyn Pederson ATTN: Scott McGrath 2000 Main Street 668 North Coast Highway, Suite 516 Huntington Beach, CA 92648 Laguna Beach, CA 92651 17. CONSENT When CITY's consent/approval is required under this Agreement, its consent/approval for one transaction or event shall not be deemed to be a consent/approval to any subsequent occurrence of the same or any other transaction or event. 18. MODIFICATION No waiver or modification of any language in this Agreement shall be valid unless in writing and duly executed by both parties. 19. SECTION HEADINGS The titles, captions, section, paragraph and subject headings, and descriptive phrases at the beginning of the various sections in this Agreement are merely descriptive and are included solely for convenience of reference only and are not representative of matters included or excluded from such provisions, and do not interpret, define, limit or describe, or construe the intent of the parties or affect the construction or interpretation of any provision of this Agreement. 20. INTERPRETATION OF THIS AGREEMENT The language of all parts of this Agreement shall in all cases be construed as a whole, according to its fair meaning, and not strictly for or against any of the parties. If any provision of this Agreement is held by an arbitrator or court of competent jurisdiction to be unenforceable, void, illegal or invalid, such holding shall not invalidate or affect the remaining 20-8433/224584 agree/surfnet/professional sves mayor 8 of 12 5/19-204082 covenants and provisions of this Agreement. No covenant or provision shall be deemed dependent upon any other unless so expressly provided here. As used in this Agreement, the masculine or neuter gender and singular or plural number shall be deemed to include the other whenever the context so indicates or requires. Nothing contained herein shall be construed so as to require the commission of any act contrary to law, and wherever there is any conflict between any provision contained herein and any present or future statute, law, ordinance or regulation contrary to which the parties have no right to contract, then the latter shall prevail, and the provision of this Agreement which is hereby affected shall be curtailed and limited only to the extent necessary to bring it within the requirements of the law. 21. DUPLICATE ORIGINAL The original of this Agreement and one or more copies hereto have been prepared and signed in counterparts as duplicate originals, each of which so executed shall, irrespective of the date of its execution and delivery, be deemed an original. Each duplicate original shall be deemed an original instrument as against any party who has signed it. 22. IMMIGRATION CONSULTANT shall be responsible for full compliance with the immigration and naturalization laws of the United States and shall, in particular, comply with the provisions of the United States Code regarding employment verification. 23. LEGAL SERVICES SUBCONTRACTING PROHIBITED CONSULTANT and CITY agree that CITY is not liable for payment of any subcontractor work involving legal services, and that such legal services are expressly outside the scope of services contemplated hereunder. CONSULTANT understands that pursuant to Huntington Beach City Charter Section 309, the City Attorney is the exclusive legal counsel for 20-8433/224584 agree/surfnet/professional svcs mayor 9 of 12 5/19-204082 CITY; and CITY shall not be liable for payment of any legal services expenses incurred by CONSULTANT. 24. ATTORNEY'S FEES In the event suit is brought by either party to construe, interpret and/or enforce the terms and/or provisions of this Agreement or to secure the performance hereof, each party shall bear its own attorney's fees, such that the prevailing party shall not be entitled to recover its attorney's fees from the nonprevailing party. 25. SURVIVAL Terms and conditions of this Agreement, which by their sense and context survive the expiration or termination of this Agreement, shall so survive. 26. GOVERNING LAW This Agreement shall be governed and construed in accordance with the laws of the State of California. 27. SIGNATORIES Each undersigned represents and warrants that its signature hereinbelow has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify CITY fully for any injuries or damages to CITY in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. 28. ENTIRETY The parties acknowledge and agree that they are entering into this Agreement freely and voluntarily following extensive arm's length negotiation, and that each has had the opportunity to consult with legal counsel prior to executing this Agreement. The parties also acknowledge and agree that no representations, inducements, promises, agreements or warranties, oral or otherwise, have been made by that party or anyone acting on that party's behalf, which are not embodied in this 20-8433/224584 agree/surfnet/professional svcs mayor 10 of 12 5/19-204082 Agreement, and that that party has not executed this Agreement in reliance on any representation, inducement, promise, agreement, warranty, fact or circumstance not expressly set forth in this Agreement. This Agreement, and the attached exhibits, contain the entire agreement between the parties respecting the subject matter of this Agreement, and supersede all prior understandings and agreements whether oral or in writing between the parties respecting the subject matter hereof. 29. EFFECTIVE DATE This Agreement shall be effective on the date of its approval by the City Council. This Agreement shall expire when terminated as provided herein. 20-8433/224584 agree/surfnet/professional svcs mayor 11 of 12 5/19-204082 IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their authorized officers. CONSULTANT, CITY OF HUNTINGTON BEACH, a iKW Solutions Inc., municipal corporation of the State of a Wyoming Corporation California Mayor By: Z4cwj� print name City Clerk ITS: (circle one)Chairma President ice President INITIATED AND APPROVED: ANJ) BY C to inancia ficer print name Circe Secretary/Chief Financial Officer/Asst. REVIEWED AND APPROVED: Secretary-Treasurer City Manager APPROVED AS TO FORM: City AttorneyV COUNTERPART 20-8433/224584 agree/surfnet/professional Svcs mayor 12 of 12 5/19-204082 IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their authorized officers. CONSULTANT, CITY OF HUNTINGTON BEACH, a iKW Solutions Inc., municipal corporation of the State of a Wyoming Corporation California r By: (7JiQ. print name City Clerk ITS: (circle one)Chairman/President/Vice President INITIATED AND APPROVED: AND By Cie Enanc�ia �ficer print name ITS: (circle one)Secretary/Chief Financial Officer/Asst. ED AND PROVED: Secretary-Treasurer " City Manager APPROVED AS TO FORM: lk LA't' [ ) ,- LA�� 4d1 City Attoiney aV COUNTERPART 20-8433/224584 agree/surfnet/professional svcs mayor 12 of 12 5/19-204082 EXHIBIT "A" A. STATEMENT OF WORK: (Narrative of work to be performed) See attached Exhibit A. B. CONSULTANT'S DUTIES AND RESPONSIBILITIES: See attached Exhibit A. C. CITY'S DUTIES AND RESPONSIBILITIES: See attached Exhibit A. D. WORK PROGRAM/PROJECT SCHEDULE: See attached Exhibit A. EXHIBIT A Proposal to Serve The City of Huntington Beach, CA *aR r wiM MM. a.r IMv i .. 1 Functional Consulting Services for JD Edwards EnterpriseOne 9.1 — 9.2 Upgrade Presented by: o Solutions 668 North Coast Highway, Suite 516 Laguna Beach, CA 92651 Contact: Scott McGrath, Sales Executive (760) 845-6155 December 4, 2019 Updated January 29, 2020 iW Solutions Response to City of Huntington Beach's JDE Upgrade RFP -January 29, 2020 Page 2 A. Vendor Application Form and Cover Letter Complete Appendix A, "Request for Proposal-Vendor Application Form" and attach this form to the cover letter. A cover letter,not to exceed three pages in length, should summarize key elements of the proposal. An individual authorized to bind the consultant must sign the letter. The letter must stipulate that the proposal price will be valid for a period of at least 180 days. Indicate the address and telephone number of the contractor's office located nearest to Huntington Beach, California and the office from which the project will be managed. REQUEST FOR PROPOSAL A. VENDOR APPLICATION FORM TYPE OF APPLICANT: Z NEW ❑ CURRENT VENDOR Legal Contractual Name of Corporation: iKW Solutions Contact Person for Agreement: Scott McGrath Sales Executive Corporate Mailing Address: 668 North Coast Highway Suite 516 City, State and Zip Code: Laguna Beach CA 92651 E-Mail Address: Scott@iKWSolutions.com - Phone: 760-845-6155 Fax: Contact Person for Proposals: Scott McGrath Title: Sales Executive E-Mail Address: Scott@iKWsolutions.com Business Telephone: 760-845-6155 Business Fax: Is your business: (check one) ❑ NON PROFIT CORPORATION ® FOR PROFIT CORPORATION Is your business: (check one) ❑x CORPORATION ❑ LIMITED LIABILITY PARTNERSHIP ❑ INDIVIDUAL ❑ SOLE PROPRIETORSHIP ❑ PARTNERSHIP ❑ UNINCORPORATED ASSOCIATION Names &Titles of Corporate Board Members (Also list Names &Titles of persons with written authorization/resolution to sign contracts) Names Title Phone . Matthew Aarsvold CEO 714-272-8600 Proprietary and Confidential— MW Solutions Response to City of Huntington Beach's ME Upgrade RFP-January 29,2020 Page 3 Randal York Vice President (612) 282-7386 Federal Tax Identification Number: 82-4560742 City of Huntington Beach Business License Number: iKW does not have a current City of Huntington Beach Business License (If none, you must obtain a Huntington Beach Business License upon award of contract.) City of Huntington Beach Business License Expiration Date: N/A, see above Proprietary and Confidential— iKW Solutions Response to City of Huntington Beach's JDE Upgrade RFP-January 29,2020 Page 4 Cover letter January 29, 2020 Jennifer Anderson Procurement Department City of Huntington Beach 2000 Main Street Huntington Beach, CA 92648 Dear Ms. Anderson,: iKW Solutions is pleased to present the City of Huntington Beach (the City)with this RFP Response to provide seasoned JD Edwards professionals with experience supporting the City on prior projects, to support the City's 1D Edwards EnterpriseOne software upgrade project. This RFP Response was prepared based on the content within the City's RFP, a review of the changes between JD Edwards 9.1 and 9.2 and iKW's long history of working within both the Public Sector to implement ERP solutions. We believe we have thoroughly answered your RFP and addressed all your needs, including the Encumbrance Accounting issue that our team addressed for the City in the past. We welcome the opportunity to present this solution and support your questions through your evaluation process and subsequently through the implementation. iKW Solutions is a full-service provider of consulting support for Oracle Enterprise Applications. Our services include Consulting in support of new implementations and upgrades; Managed Services for on-going application maintenance and support; and migration of applications to Cloud and Hosted environments. Our expert resources perform functional and technical applications consulting, development, testing, training, project management, and organizational change management consulting services. iKW Solutions has the capability to staff any project with resources most appropriate to the client's requirements and cost considerations. We appreciate the opportunity to prepare this RFP Response and estimate for the City and look forward to completing this very important project with you. Sincerely, Matthew Aarsvold President Proprietary and Confidential— iKW Solutions Response the City of Huntington Beach's JDE Upgrade RFP—December 4, 2019 Table of Contents A. VENDOR APPLICATION FORM.........................................................................................2 CoverLetter...................................................................................................................................4 B. Background and Project Summary..................................................................................1 Introduction...................................................................................................................................1 Whois iKW Solutions?....................................................................................................................1 Experience with EnterpriseOne in Public Sector..............................................................................2 Table B.1—iKW Representative Public Sector Experience...............................................................................2 iKW's Team....................................................................................................................................2 C. Methodology Section......................................................................................................3 iKWSolutions EnterpriseOne Upgrade Methodology.......................................................................3 Stage#1—Initiate the Project...............................................................................................................................3 Stage#2—Define Requirements...........................................................................................................................4 Stage#3—Define/Document Solution Deliverables...........................................................................................5 Stage#4—Build Solution Deliverables..................................................................................................................6 Stage#5—Prove the Solution Fulfills Requirements............................................................................................7 Stage#6—Deploy the Solution.............................................................................................................................7 Stage#7—Close the Project.................................................................................................................................8 Implementation Plan/Detail Description of Effort..........................................................................9 DetailProject Schedule...................................................................................................................9 TableCA Project Schedule....................................................................................................................................9 DetailedDescription of Specific Tasks.............................................................................................9 Table C.2 Description of Specific Tasks..............................................................................................................10 Listof Project Team Individuals ....................................................................................................11 D. Staffing........................................................................................................................ 11 Table D.1—iKW Team, Role, Home,Qualifications, Experience, Responsibility................................................11 Assumptions Regarding Roles and Involvement of City Staff..........................................................13 CityParticipation.................................................................................................................................................13 E. Qualifications............................................................................................................... 14 E.1 iKW Key Staff.........................................................................................................................14 E.2 iKW Solutions Company Background......................................................................................14 iKWSolutions and JD Edwards........................................:...................................................................................14 ServicesOffered..................................................................................................................................................15 ClientHistory......................................................................................................................................................15 Table E.2—iKW Representative Client History...................................................................................................15 E.3 Experience and Applicable References....................................................................................16 E.3.1 City of Huntington Beach,CA....................................................................................................................16 iKW Solutions Response to City of Huntington Beach's JDE Upgrade RFP-January 29, 2020 Page 6 E.3.2 Moulton Niguel Water District, Laguna Niguel,CA...................................................................................16 E.3.3 King Ranch.................................................................................................................................................16 E.3.4 Tanimura&Antle......................................................................................................................................16 E.3.5 Young Living Essential...............................................................................................................................16 CookCounty, IL...................................................................................................................................................17 DoleFood Company............................................................................................................................................17 O&G Industries....................................................................................................................................................17 OshkoshCorporation..........................................................................................................................................17 E.4 Encumbrance Accounting Experience .....................................................................................18 E.5 Experience Upgrading to EnterpriseOne 9.2............................................................................18 E.6 Governmental Experience.....................................................................................................18 F. Fee Proposal................................................................................................................. 19 G. Conclusion...................................................................................................................... 20 Attachment 1 —Optional, Ad Hoc Services............................................................................ 21 Delivery Period: February 15,2020 through February 14, 2023............................................ 21 Engagement Overview/Scope of Services:.......................................................................... 21 Attachment 2- Resumes of Professionals............................................................................. 24 Scott McGrath,Senior Project Manager and Procurement Professional .........................................25 MatthewAarsvold,Senior Solution Architect................................................................................32 Dan Murphy,Senior Solution Architect and HCM Professional.......................................................40 Don Antonio,Senior Solution Architect and HCM Professional ......................................................44 Lee Magness—Senior Programmer Analyst and Encumbrance Accounting Specialist......................49 Attachment 3—Optional Information.................................................................................. 54 Integrationwith third-party HCM application................................................................................54 AccountsPayable(AP)Automation...............................................................................................54 Proprietary and Confidential— iKW Solutions Response to City of Huntington Beach's JDE Upgrade RFP—December 4, 2019 Page 1 B. Background r jecSummary The Background and Project Summary Section should describe your understanding of the City, the work to be done, and the objectives to be accomplished. Refer to Scope of Work. Introduction The iKW team is very familiar with the City of Huntington Beach having many of our team members participate in the Xe to 9.0 upgrade. Our current team members include Lee Magness and Matthew Aarsvold who assisted with The City's Financials and Scott McGrath who was the Project Manager for much of the previous upgrade. We were instrumental in resolving Encumbrance Accounting issues for the City in the past and we feel uniquely qualified to fix the current gap in functionality. We understand that the City uses UPK for training and testing and we relied upon that knowledge to price the project competitively. We also understand the City's need to keep the project affordable and gain maximum knowledge transfer thus we have staffed the project with professionals with knowledge of the City and its processes. We further understand that moving to the 9.2 version of EnterpriseOne is less functional change than previous upgrades. However, the move is highly valuable in terms of new solutions that can be integrated into the newer version in a much more affordable and timely fashion than older JDE versions due to Orchestrator and Application Integration Services (AIS). We believe the AP Automation Solution and HCM will have a very good payback for the City, enhancing the value of the upgrade. Our proposed Project Manager, Scott McGrath, has experience integrating both AP Automation and HCM into JDE. Overall,the objective of the project,from our understanding, is keep JD Edwards an appreciating asset that keeps the City current with its ability to integrate with new applications while providing core ERP functionality. iKW will also give the City the opportunity to add the new Lease Accounting and FASB functionality if it's desirable. iKW's focus will be on the functional aspects of the upgrade while the City and its 3rd Party technical partner will handle the Tools Upgrade as well as retrofit of mods, CNC support, and interface validation. Our primary focus will be on education the City on new features available to them in 9.2 and testing the systems as we migrate them from 9.1 to 9.2 iKW will keep the project on track by using proven project management methodology including optional stakeholder analysis, daily stand-up meetings, and a strong communication plan. Our President, Matthew Aarsvold will also serve in a Solution Assurance CIA role. We will also utilize the City's SharePoint system to track the project plan and deliverables. Who is iKW Solutions? iKW Solutions is a newly formed entity that has spawned out of several predecessor companies: Global Business Solutions, Strategix, Fusion Bridge, and Higher Upstream. iKW Solutions (iKW) is iKW Solutions Response to City of Huntington Beach's JDE Upgrade RFP-January 29,2020 Page 2 owned by QX Consulting and Cenbion LLC. QX Consulting also owns a sister company to iKW, CoronusXES. iKW is a stand-alone entity but provides resources and support to its parent and sister companies. Historically, iKW Solutions has subcontracted to such firms as C&A Technology, LLC.; Capscient Corporation, Denovo; Manage Force; PCB Apps, and Systime (now KPIT). While we continue to provide subcontracted resources to other JD Edwards consulting firms we also, beginning in 2018 serve clients directly. Many of our references are references for our people, but where iKW Solutions is the subcontractor was not the contractor of record to the Client's referenced. For example,one of iKW's current projects is a JD Edwards 9.2 upgrade for California- based Tanimura &Antle, which is a Manage Force client. Experience with EnterpriseOne in Public Sector iKW Solutions and/or members of the iKW Solutions team we are presenting have supported many Public Sector entities over our 30+year history including, but not limited to the following: Table B.1—iKW Representative Public Sector Experience City/Town County Enterprise Fund Culver City, CA Adams County, CO King County Library System City of Huntington Bell County,TX Moulton Niguel Water District Beach, CA City of Lincoln, NE Cook County, IL North County Transit District City of Lubbock, TX El Paso County, CO Port of Houston,TX WW's Team The most important reason for iKW Solutions' success (and the ultimate success of our Client- projects) is our people. As you will see when we are invited in to meet your team, we have extremely talented professionals on our team. These professionals have (on average) 15 years of experience working with the JD Edwards (JDE) suite of software products. Our team brings solid functional as well as technical JDE experience to all our clients. Beyond our JDE skills, we have solid Project Management, Technology Architecture, Business Analytics, and Strategy skills to share with our clients. Our proposed consultants are uniquely qualified to assist the City of Huntington Beach in its current and future project work. We want the chance to earn your respect and your continued business. We are eager to meet with you, present our team, our capabilities, and our philosophies. We welcome your questions and look forward to working with you again. If you have any questions regarding this response or would like to schedule an introductory meeting, please feel free to call Scott McGrath, our Sr. Account Executive at (760) 845-6155. Proprietary and Confidential- iKW Solutions Response to City of Huntington Beach's JDE Upgrade RFP-January 29,2020 Page 3 C. Methodology Section Provide a detailed description of the approach and methodology to be used to accomplish the Scope of Work of this RFP. 1) An implementation plan that describes in detail: i. the methods, including controls by which your firm manages projects of the type sought by this RFP; ii. methodology for soliciting and documenting views of internal and external stakeholders; iii. and any other project management or implementation strategies or techniques that the respondent intends to employ in carrying out the work. 2) Detailed description of efforts your firm will undertake to achieve client satisfaction and to satisfy the requirements of the "Scope of Work" section. 3) Detailed project schedule, identifying all tasks and deliverables to be performed, durations for each task, and overall time of completion. 4) Detailed description of specific tasks you will require from City staff. Explain what the respective roles of City staff and your staff would be to complete the tasks specified in the Scope of Work. Provide a list of individuals(s) who will be working on this project and indicate the functions that each will perform. Include a resume for each designated individual. iKW Solutions EnterpriseOne Upgrade Methodology The Upgrade Methodology is a subset of our full implementation methodology which our team has successfully used for 30+years. It has been tailored to support minor upgrades (e.g., 9.1 to 9.2) vs. complex upgrades (e.g., World or OneWorld Xe to EnterpriseOne 9.2) and has been fully vetted in many 9.2 upgrade projects. Stage#1—Initiate the Prooect r � g Proprietary and Confidential— iKW Solutions Response to City of Huntington Beach's JDE Upgrade RFP -January 29, 2020 Page 4 This Stage will involve: • Confirmation of Requirements (in case anything changes between May/June, when the City likely developed its RFP, and September when we anticipate beginning the project). • Planning the project by developing the Project Charter which will include the Detail Project Plan, including: Project Management, Functional roles, Technical roles, City and consultant team assignments, budget, and the Organizational Change Management Plan (if necessary). • Establishing the Project Management Structure • On-going Project Management the life of the Project. Stage #1 Deliverables: • Acceptance of Proposal • Stakeholder Analysis (Optional) • Project Charter o Project Plan (subset of the Project Charter). o Detail Estimate of hours o Project Organization Chart o Project Management Organization • Project Champion and Steering Committee Authorized and Activation Stage#2-- Define Requirements a~ .. This Stage will involve: • Review of the City's current state usage of EnterpriseOne to understand at a high-level how each feature and function of the modules are deployed. • Communicating Net Change features in 9.2 vs. 9.1 so the City's Management understand new capabilities available to it in 9.2, A Fit/Gap analysis. o This project is budgeted as a Like-for-like upgrade not to take advantage of all the new capabilities within 9.2. Proprietary and Confidential— iKW Solutions Response to City of Huntington Beach's JDE Upgrade RFP -January 29, 2020 Page 5 o We will conduct sessions to show the new features of 9.2 and how they could benefit the City, but we have not budgeted to implement any new 9.2 capabilities. • Review the City's current state technology to ensure what was provided in the RFP is current. Subsequently develop plans for any technology changes which are required to ensure the proper operations of 9.2. • Review the City's existing Test Scripts • Plan for dealing with the City's existing modifications, which will result in (not in iKW's scope): o Either retrofit (ensure it works in 9.2 as it did in 9.1) of the modification, o Elimination of the modification ■ Implementation of a standard JDE feature in 9.2 to replace the need for the modification or ■ Elimination of the modification because the reason it existed no longer exists. • Solution Assurance • Confirm project Scope and approach • Finalizing the Team and mobilization. Stage #2 Deliverables: • Confirmation of Business Requirements • Assessment of Current State Technology (not in iKW's scope) Training Sessions on new 9.2 Capabilities • Mobilization and Commitment of Resources Required • Project Roles & Responsibilities (Organization Chart revised) Stage#3— Define J Document Solution Deliverables ati �r. f)roject Requirements im . t I This Stage use the results from the Requirements Stage to: • Confirm the Deliverables which will be required to support Stage #4, Build Solution Deliverables. o List of modification to be retrofit or eliminated Proprietary and Confidential- iKW Solutions Response to City of Huntington Beach's JDE Upgrade RFP-January 29, 2020 Page 6 o List of new EnterpriseOne 9.2 Features to be implemented (if decided by City would require a Change Order) o List of Test Scripts which need to be enhanced o Determine any Functional changes that may require the City's CNC resource to change security. • Update Project Plan as needed • Solution Assurance. Stage #3 Deliverables: • Confirmation of Deliverables • Implementation Strategy Stage#4— Build Solution Deliverables niVate To a D r, f This Stage will involve: • Enhancing Test Scripts • Designing, Building, and Testing technology (retrofit) components (RICEFW) (not within iKW's Scope) • Creating the Training Plan and developing Training Materials (update to UPK) • Solution Assurance Stage #4 Deliverables: • Script and expected result for the Conference Room Pilot (CRP) and the Integrated CRP (iCRP) • Training Plan —Define classes To-be conducted and by whom. • Training materials and End User documentation • Training Development — Utilizing UPK Scripts create Training materials to support the classes designed in the Training Plan, above. • End User and Systems Support Documentation Development — Utilizing UPK Scripts and Training materials. Proprietary and Confidential— iKW Solutions Response to City of Huntington Beach's JDE Upgrade RFP -January 29, 2020 Page 7 Stage#5- Prove the Solution Fulfills Requirements I This Stage is the primary testing component of the upgrade and will involve: • Re-confirming Requirements • Gathering Transaction data • Using UPK to confirm and prove functionality and establish basis for Training Materials and End User Documentation • Unit Test all retrofit modifications (actual retrofit of modifications is not within iKW's scope • Conduct CRPs and iCRPs (until all issues are resolved) to thoroughly test all migrated, retrofit, and new features • Solution Assurance • Finalize Training Materials, End User Documentation, and "Go-live!" Plans. Stage #5 Deliverables: • Re-confirm Requirements • Script and expected result for the Conference Room Pilot (CRP) and the Integrated CRP (iCRP) • Real Transactions with Expected Results • UPK Scripts (movies of procedures) • Training materials and End User documentation. UPK Updates as needed. Stage#6- Deploy the Solution Proprietary and Confidential- iKW Solutions Response to City of Huntington Beach's JDE Upgrade RFP-January 29,2020 Page 8 This Stage will involve: • Cut over plan • Sign-offs • End User Training • Solution Assurance • Plan Post"Go-live! Support, Issue Identification and Resolution. Stage#6 Deliverables: • Cut over plan • Sign-off Testing • Sign-off on CRP • Sign-off on Integrated CRP (iCRP) • Sign-off on decision to "Go-live!" in Production • Sign-off on smoke tests in Production • Training Deployment — Train the City's end users per the Training Plan with materials developed from UPK Scripts as part of the Training Development deliverables. Stage#7—Close the Project .J This Stage will involve: • Post"Go-live!" support • Update any necessary documentation • Project Postmortem and Assessment Stage#7 Deliverables: • Declaration of Victory by the Steering Committee • Postmortem Assessment of How to Improve in Future Iterations • Completed Checklist for Project Documentation Archive Proprietary and Confidential— iKW Solutions Response to City of Huntington Beach's JDE Upgrade RFP-January 29,2020 Page 9 Implementation Plan / Detail Description of Effort An implementation plan that describes in detail: Gantt chart • the methods, including controls by which your firm manages projects of the type sought by this RFP; • methodology for soliciting and documenting views of internal and external stakeholders; • and any other project management or implementation strategies or techniques that the respondent intends to employ in carrying out the work. • Detailed description of efforts your firm will undertake to achieve client satisfaction and to satisfy the requirements of the "Scope of Work" section. Detail Project Schedule Detailed project schedule, identifying all tasks and deliverables to be performed,durations for each task, and overall time of completion. The Gantt Chart below provides the project schedule. The detail activities of each Stage are described above in this section as part of the Methodology discussion. Table CA Project Schedule City of Huntington Beach:9.1 to 9.2 JDE Upgrade Stage Milestones/Deliverables Jan Feb March April Stage 1 Initiate the Project and Project Planning # � Stage 2 Define Requirements Stage 3 Define/Document Solution Deliverables Stage 4 Build Solution Deliverables t Stage 5 Prove Solution Fulfills Requirements(test) ,= Stage 6 Deploy the Solution Stage 7 Close the Project Detailed Description of Specific Tasks Detailed description of specific tasks you will require from City staff. Explain what the respective roles of City staff and your staff would be to complete the tasks specified in the Scope of Work. The following work plan details the tasks required for the scope of the upgrade, the City's proposed hours, and the forecasted consulting hours. This plan is based on the scope as described in the RFP document and does not include the selection, implementation or integration of the either the HCNI or AP Automation solution. We address these other system of interest in Attachment 2 of this RFP Response. We welcome and encourage the City to meet with our team to further refine the scope of the project or the contents of the work-plan prior to making a final vendor selection and/or after the start of the project. Proprietary and Confidential— iKW So!u ons Response to City of Huntington Beach's JDE Upgrade RFP -January 29, 2020 Page 10 Table C.2 Description of Specific Tasks KOIfi.; Stage 1 Initiate the Project and Project Planning 40 39 Confirm Requirements (Net Change Review) MS Project and Kick off PPT Project Management Structure On-going Project Management Stage 2 Define Requirements 55 109 Net Change Communication Review Test Scripts/Organize Test Plan Plan Encumbrance Modifications _ ..... Confirm Scope/Approach ........ .. Finalize Plans Stage 3 Define/Document Solution Deliverables 20 27 Confirm Deliverables with City Staff Update Plans Solution Assurance Stage 4 Build Solution Deliverables 40 232 Enhance Test Scripts Design, Build,Test(Net Change as Needed) Create Training (Update UPK) Stage 5 Prove Solution Fulfills Requirements(test) 140 270 Re-confirm Requirements Test Functionality Unit Test Conduct CRPs (IT and Consultants) Conduct iCRP (users) Solution Assurance Finalize Training, Doc (Update UPK) &go live planning Go-Live Plan Stage 6 Deploy the Solution 60 78 Cut-over Plan End User Training Stage 7 Close the Project 24 24 Post "Go-live!" Support Total Hours 379 779 Proprietary and Confidential— iKW Solutions Response to City of Huntington Beach's JDE Upgrade RFP-January 29,2020 Page 11 List of Project Team Individuals Provide a list of individual(s)who will be working on this project and indicate the functions that each will perform. Include a resume for each designated individual. Please See Chart D.1 under staffing for a listing of key Staff assigned to this project. D. Staffing Provide a list of individual(s) who will be working on this project and indicate the functions that each will perform. Include a resume for each designated individual. Upon award and during the contract period, if the contractor chooses to assign different personnel to the project, the Contractor must submit their names and qualifications including information listed above to the City for approval before they begin work. iKW Solutions exclusively deploys highly skilled and seasoned professionals. All of iKW's team members have more than 15 years of experience working on Implementations and Upgrades, are Certified by Oracle in their area of expertise, and bring industry experience to the clients they serve. We have assembled a team specifically to support the City's needs, including JDE modules the City operates, experience with 9.1—9.2 upgrades, local residence (to minimize travel expenses). Full resumes included as an Attachment to this RFP Response. Table D 1—iKW Team, Role, Home, Qualifications, Experience, Responsibility Team Member, Qualifications Experience Project Responsibility Role, Home Scott McGrath • 21 Years of JDE • Project ✓ Project Manager • PMP Certified Managed City ✓ Coordinate with the City's PM, • Project • Formerly with of Huntington ✓ Create Detail Project Plan, Manager Denovo, KPIT, Beach Xe to 9.0 ✓ Maintain Project Plan, • Procurement PCB App s,JD upgrade ✓ Create Status Reports, Lead Edwards • Led JDE ✓ Lead Status Meetings, •Oracle upgrade to ✓ Provide Organizational Change Certified EnterpriseOne Management support, Home: Cardiff, 0 prior work at 9.1 at Alere, ✓ Interface with City Steering CA City of Silliker,Thermo Committee, and Huntington Fischer,JB ✓ Ensure project team work on Beach Poindexter, and schedule and on budget. many more. ✓ Provide Procurement Training and documentation. Proprietary and Confidential— iKW Solutions Response to City of Huntington Beach's JDE Upgrade RFP-January 29,2020 Page 12 Team Member, Qualifications Experience Project Responsibility Role, Home Matthew •32 Years of JDE • City of ✓ CIA support Aarsvold experience Huntington ✓ Technical Architecture support as •Oracle Beach needed • Solution Certified • 0&G ✓ Encumbrance Accounting Architect . prior work at Industries# Specialist • QA Advisor City of • Tanimura & Home: Laguna Huntington Antle# Beach, CA Beach • Young Living Essentials# • King Ranch # • Oshkosh Corp • Diamond Foods# • Bell County, TX Dan Murphy • 22 Years of • Cook County, IL ✓ Communicates net change from JDE Experience • King County JDE 9.1 to 9.2 • HCM Lead . Oracle Library System ✓ Supports City's analysis of current • Finance Lead Certified • King Ranch# state of JDE HCM and Finance Home: Walnut • Moulton Niguel ✓ Leads testing effort in all HCM Creek, CA Water District and Finance suites, • City of ✓ Provides training in HCM suite Lubbock, TX • Diamond Foods • Port of Houston Authority • Oshkosh Corp# Don Antonio • 15 Years of • Foster Wheeler ✓ Communicates net change from JDE Experience # JDE 9.1 to 9.2 for Real Estate • Real Estate ✓ Supports Cit 's • Oracle • Tanimura & pp analysis of current Y • Distribution Certified Antle# state of JDE Real Estate Home: ✓ Leads testing effort in Real Riverside, CA Estate, ✓ Provides training in Real Estate Proprietary and Confidential— iKW Solutions Response to City of Huntington Beach's JDE Upgrade RFP-January 29,2020 Page 13 Team Member, Qualifications Experience Project Responsibility Role, Home Lee Magness • 25 Years of • City of ✓ Supports City's analysis of current JDE Experience Huntington state of JDE Encumbrance Issues • Senior . Oracle Alumni Beach ✓ Leads development and testing Developer . Oracle • Golden State effort in resolution of the City's • Encumbrance Certified Water# Encumbrance Accounting issues. Accounting . prior work at • North County ✓ Provides training in Encumbrance Specialist Accounting changes. City of Transit District g g Home: La Huntington # Habra, CA Beach • Wilbur Curtis# • Moulton Niguel Water District Footnote: Public Sector in # = 9.1 -9.2 in red green Assumptions Regarding Roles and Involvement of City Staff One of the keys to a successful project is having the client's participation in decision making(why is the software configured this way) and implementation (how is the software configured). The best way to accomplish minimal issues at "Go-live!" is to have many client personnel committed during the implementation process so they know why the software works the way it does, what to do if someone encounters an issue, and how to properly use the software on a go-forward basis to get the most value for the City. Cities who do not participate to the degree the City of Huntington Beach is planning take longer to get used to the software, have more issues to resolve, have users who feel the software isn't working(when they just don't understand what it is doing), and need to rely on consultants(e.g., iKW Solutions) longer to ensure complete success. Our goal as your implementation / upgrade partner is to work ourselves out of a job and the sooner we can do that and the sooner the City takes full ownership of the software is directly related to the amount of time the City personnel commit to the implementation. City Participation The City personnel will be working through the entire lifecycle of the upgrade, from planning to "Go-live!" and Post Go-live! Support. In planning we'll depend on the City personnel's understanding of current business processes to help ensure that we are planning for and implementing new features in JD Edwards 9.2 that will benefit the City and possibly eliminate existing modifications. Proprietary and Confidential- iKW Solutions Response to City of Huntington Beach's JDE Upgrade RFP-January 29,2020 Page 14 City Team Members will also be heavily involved in developing UPKs for the Test Scrips which will evolve into Training Materials and will ultimately become End User documentation. This too will strengthen the City personnel's knowledge of the system and make them invaluable to the City post "Go-live!". E. Qualifications The information requested in this section should describe the qualifications of the firm, key staff and sub-contractors performing projects within the past five years that are similar in size and scope to demonstrate competence to perform these services. Information shall include: 1) Names of key staff that participated on named projects and their specific responsibilities with respect to this scope of work. 2) A summary of your firm's demonstrated capability, including length of time that your firm has provided the services being requested in this Request for Proposal. 3) Provide at least five local references that received similar services from your firm. The City of Huntington Beach reserves the right to contact any of the organizations or individuals listed. Information provided shall include: ® Client Name O Project Description • Project start and end dates ® Client project manager name, telephone number, and e-mail address 4) A summary of experience in working with the encumbrance module 5) A summary of experience in upgrading JDE to version 9.2 6) Provide governmental experience if applicable E.1 iKW Key Staff See Chart D.1 under staffing for a listing of key Staff assigned to this project. E.2 iKW Solutions Company Background iKW Solutions has over 30 years of experience as a JD Edwards and now Oracle partner implementing JD Edwards software in over 60 countries to date. With specialized industry knowledge, iKW Solutions has led successful projects in Energy and Chemical Solutions, Construction, Engineering,Agri-business,Consumer Packaged Goods, Public Sector, and a variety of other challenging and diverse industries. iKW Solutions can quickly mobilize and manage consultants anywhere in the World. The team at iKW is driven by Project Management excellence, cost control, and providing financially driven business solutions that enhance the value our clients get from using JD Edwards software to run their business. iKW Solutions and JD Edwards Deep knowledge, experience, and history with all JD Edwards tools and applications. Proprietary and Confidential- iKW Solutions Response to City of Huntington Beach's JDE Upgrade RFP-January 29,2020 Page 15 • Encumbrance Accounting Specialists who have assisted the City and many other JD Edwards Public Sector customers with this challenging aspect of the software. • 300+JDE ERP implementations successfully completed. • Participated in over 60 multi-site and global implementations. • 100+JDE experienced consultants. • Received JDE's worldwide Mark of Excellence. • Oracle Consulting Partner and JDE Strategic Partner. Services Offered iKW Solutions offers a full range of client services and can quickly generate options for management teams regarding their JD Edwards and system needs, including: • JDE Upgrades and/or Migrations (on Premise or in the Cloud) • System,JDE License, and Database Health Checks • Cloud Assessments & Migration Services • Backup and Disaster Recovery • Data Security Services • JDE Service & Custom Development • JDE Cloud Proof of Concept • Share Point Services • Asset Tracking Solutions • RFID Tracking Solutions • Energy& Solar Solutions • Environmental Monitoring Solutions Client History This table provides representative clients served by iKW Solutions or one of its predecessor companies: Global Business Solutions,Strategix, Fusion Bridge,or Higher Upstream: or its parent company, QX Consulting. The clients listed in this table have been served by one of the related companies or by someone who is now affiliated with iKW Solutions. This table specifically excludes Public Sector client which were referenced in Section B. Background and Project Summary. Table E.2—MW Representative Client History Berry Plastics# _ Chevron Overseas Petroleum * Diamond Foods# Dole Food Company * Euro Fresh Farms# Golden State Water# King Ranch # North County Transit District# * Korbel # * 0&G Industries# Oshkosh Corporation # STS Consulting# Tanimura &Antle # * Young Living Essentials# Wilbur Curtis# Footnote#-JDE E19.2 *-Local(California)based Proprietary and Confidential— iKW Solutions Response to City of Huntington Beach's JDE Upgrade RFP-January 29, 2020 Page 16 E.3 Experience and Applicable References Provide at least five local references that received similar services from your firm. The City of Huntington Beach reserves the right to contact any of the organizations or individuals listed. Information provided shall include: • Client Name • Project Description • Project start and end dates • Client project manager name, telephone number, and e-mail address The five (5) requested local references are provided below. E. .1 City of Huntington Beach CA Members of the iKW Solutions current team supported the City's upgrade from OneWorld Xe to EnterpriseOne 9.1 which was completed February 2014. The City's Project Manager was Peter Yang 714.375.5170. E 3 2 Moulton Niguel Water District, Laguna Niguel, CA Members of the iKW team, including Matthew Aarsvold and Dan Murphy, supported this Water District to install and implement their JD Edwards EnterpriseOne from the years 2013-2014. The modules implemented included: Payroll, Human Resources (including self-service), Finance (including Budget), AP, AR, Fixed Assets and Projects, Procurement, and Inventory. This client was especially interesting in operations documentation, so a very robust end user document library with links within the EnterpriseOne environment were also deployed. The Client Project Manager was Karen Kipp—(949) 448-3541 E.3.3 King Ranch Lead a new implementation of JD Edwards EnterpriseOne 9.2. The Client was migrating from custom Legacy systems and Infinium. The team led by Dan Murphy implemented full suite Finance, Distribution, HCM, and CAM. Client Project Manager was Mary Gilbert — (832) 681- 5780. E.3.4 Tanimura &Antle iKW personnel were the implementation team for this company in the 1990's when they first deployed the World version of JD Edwards. Now we are back upgrading them from World 7.3 to EnterpriseOne 9.2. The project started in March of 2019 and is on-going with an anticipated Go-live! date of May 2020 for the Finance suite including AP, AR, GL, Budgets, Fixed Assets, and Real Estate. Once that is complete, we are slated to upgrade the Distribution suite including Sales, Procurement, Inventory, and Grower Accounting. The Client Project Manager is Tom Casas, VP Information Technology-- 831455-3975. E.3.5 Young Living Essential Young Living is the world leader in Essential oils. Essential oils are aromatic, concentrated plant extracts that are carefully obtained through steam distillation, cold pressing, or resin tapping. Young Living offers essential oils, blends, and oil-infused products with the optimal levels of Proprietary and Confidential— iKW Solutions Response to City of Huntington Beach's JDE Upgrade RFP-January 29, 2020 Page 17 specific, naturally occurring essential oil constituents to maximize their potency. The iKW Solutions team implemented JDE Enterprise0ne 9.2 to support Young Living's business operations. Enterprise0ne suites included Finance, Distribution, HCM, and Manufacturing. Integration to DSI for bar code support and inventory tracking was a critical component. Client Project Manager was Nathan Moffat, Controller-- (801) 899-4663. A few other client project references are provided below to demonstrate iKW's depth of experience: Cook County, IL Members of iKW Solutions (specifically Dan Murphy and Matthew Aarsvold who are proposed on the City's upgrade project) supported this JD Edwards upgrade project from April 2013 through "Go-live!" in August 2014. Scope of the upgrade included: Payroll, Human Resources, Benefits, and Position Control system. Dole Food Company Members of the iKW team have supported this Southern California-based Agri-business enterprise with many projects for over 25 years since Global Business Solutions (a predecessor firm of iKW Solutions) first supported their implementation of JDE World in 1995. From 2014— 2015 we supported teams at Dole Food Company with the following efforts: 1. Participated jointly with Dole, Oracle, and the Hackett Group with Dole's PriorityOne project to plan for and design Dole's future use of Information Technology with JD Edwards Enterprise0ne Software as the central hub. 2. We supported the Dole Fresh Vegetables division in Monterey, CA with several strategic projects to enhance their use of JD Edwards software. O&G Industries Recently completed (2019) an Enterprise0ne 9.1-9.2 Upgrade and developed custom application which allowed client to demystify the limitations of the Level of Detail subtotaling. Significantly reduce the time they were spending maintaining the system and dramatically enhance access to Data-driven decision-making information. The Client Project Manager was Frederick G. Manteghian, Chief Information Officer—(860) 496-4217 Oshkosh Corporation Dan Murphy and Matthew Aarsvold,two key members of the iKW Solutions team, supported two of the four divisions of the Oshkosh Corporation (a $1013 Manufacturer of heavy equipment),JLG and Oshkosh Trucks. While we supported all JD Edwards Enterprise0ne modules, our focus was on the Distribution modules including Sales Order, Inventory, and Procurement. We re- engineered enhanced programs, reconfigured and upgraded their environment which is integrated with a legacy version of the MAPICS manufacturing module and an Oracles EDI solution. Multiple projects were conducting with Oshkosh between 2012 and 2015, including an upgrade from 8.12 to 9.0 in the JLG Division. Proprietary and Confidential— iKW Solutions Response to City of Huntington Beach's JDE Upgrade RFP-January 29, 2020 Page 18 E.4 Encumbrance Accounting Experience Members of the iKW team have been working with Public Sector entities who require Encumbrance Accounting for more than 20 years. We have assigned three specialists to the project in Matthew Aarsvold, Dan Murphy,and Lee Magness who have extensive experience with Encumbrance Accounting including supporting the City with resolution budget to encumbrance actual reconciliation and integrity, encumbrance reposting, encumbrance of balance sheet items (such as inventory and procurement approval management), including e-mail approval and rejections. Our team also developed modifications to Encumbrance Accounting to support Bell County,TX's needs to integrate Pcards and expense management with encumbrance accounting. Beyond these two examples we have implemented EnterpriseOne in more than 20 Public Sector enterprises all of whom required the Encumbrance Accounting features of JDE to meet their operating needs. Finally our specialists have made presentations at Collaborate on the topic of Encumbrance Accounting including sub-topics of: • Visibility to the Encumbrance Ledger • Streamline the Budget Change Order Process • Real Time Procurement Approval Routing o And Budget Hold Release • Tolerance Testing and Audited Reporting • RNV Reconciliation and Data Integrity E.5 Experience Upgrading to Enter rise ne 9. iKW Solutions is currently working on several EnterpriseOne 9.2 projects and has completed many since its release by Oracle. Some of the project iKW has supported are listed above in Table E.2. Others are listed in Table D.1 in Section D. Staffing. Finally, more are listed within the individual Team member resumes in Attachment 1. E.6 Governmental Experience The iKW Solution's team has extensive experience with Public Sector Entities, including some members of the team have worked for the City of Huntington Beach in the past. Table B.1 in Section B. Background and Project Summary provides some of the Public Sector enterprises our team has supported. More are listed in table D.1 in Section D. Staffing. Additional entities are included in the individual resumes (Attachment 1) of the professionals who will be supporting the City's upgrade. Proprietary and Confidential- iKW Solutions Response to City of Huntington Beach's JDE Upgrade RFP -January 29, 2020 Page 19 F. Fee Proposal Please provide hourly rates of staff and proposed areas of assignment along with a total not to exceed amount. iKW has based the following pricing on: • The City's scope as articulated in the RFP request • High level comprehensive net change analysis between 9.1 and 9.2, • Our staff's extensive experience with the City's JD Edwards System • iKW's proven methodology including comprehensive test cycles Our Estimate does include some necessary Project Management to keep the project on-track and on-budget. Our resources are mostly within driving distance and we are planning minimal travel expenses for a project of this scope. We will adhere to the City's travel expense policy. We have strived to keep our estimate affordable while enabling the City to decide if additional new functionality is desired. We suggest and welcome a follow-up conversation to discuss our approach and estimate once the City's team has had the chance to review our proposal. City of Huntington Beach Investment Summary Budgeted Hours 779 Total @ $190/Hr All Inclusive $ 148,010 Notes: 1. Please see hours breakdown by stage/tasks on Page 11. 2. Travel expenses are included in the "All Inclusive" rate. 3. This amount includes the changes to Encumbrance Accounting as we understand them from the RFP and our staff's previous work with the City and basic, required, changes identified in the net change analysis. 4. Additional Encumbrance work to prevent future GL errors as discussed in iKW's meeting with the City on Jan 7th will require a Change Order due to the additional work required in Orchestrator and One View. iKW will scope the additional work for the City's consideration during the planning and review of existing functionality phases of the project. 5. Test scripts required may need to be written for the Real Estate functionality as identified by the City during the meeting on January 71h with iKW. They may require a Change Order depending on the City's desire to have iKW create the scripts. The joint team should review the scripts and determine the additional work, if needed, during the planning phase of the project. Proprietary and Confidential- iKW Solutions Response to City of Huntington Beach's JDE Upgrade RFP -January 29, 2020 Page 20 6. Additional scope may be required to address Type GASB 87 lease concerns discussed during our joint meeting on Jan 7. The joint team should determine if any additional work is needed during the planning phase of the project. 7. The iKW methodology allows for changes to decrease or increase scope at the City's direction as a result of the net change analysis at the start of the project. 8. We recommend the City to carefully consider what's included in our bid, the caliber of our consulting staff and our familiarity with the City's systems and staff. 9. An optional comprehensive Stakeholder Analysis can be performed for an additional 32 hours if desired. The City has requested some pricing outside of the ERP upgrade for AP Automation and HCM Integration. We have included that in Attachment 2. G. Conclusion iKW Solutions wishes to thank the City of Huntington Beach for its consideration of our proposal in response to your RFP. We know that this is of vital importance to the City and know that you have many choices. We hope that you found our responses concise and we stand ready to support you moving forward. Thank you, again for allowing iKW Solutions to participate in your process. Matthew Aarsvold, President and the iKW Solutions family of professionals. Proprietary and Confidential— iKW Solutions Response to City of Huntington Beach's JDE Upgrade RFP-January 29,2020 Page 21 Attachment 1 — Optional., ®c Services Delivery Period: February 15, 2020 through February 14, 2023 Engagement Overview/Scope of Services: iKW Solutions will provide consultants at the City's request to support the City's JD Edwards- related needs and perform Ad Hoc support services for the City's Enterprise0ne release 9.1 or 9.2. The Services may include: • Applications (Functional) Ad Hoc Support in support of the City's JDE Enterprise0ne applications, including but not limited to: o Enterprise0ne Foundation (Address Book) o Financials and Accounting (i.e., General Ledger, Accounts Payable, Accounts Receivable, General Accounting) o Human Capital Management (HCM) (i.e., Human Resources, Payroll) o Distribution (i.e., Procurement, Inventory) o Asset Lifecycle Management (i.e., Fixed Assets) o Real Estate Management • Development(Technical)Ad Hoc services in support of the City's Current and any Future State customizations and bolt-ons to the JD Edwards software. Ad Hoc Services and Deliverables • Ad Hoc Services may include the following services: o Functional assistance with annual 1099 and W2 creation o Support of ACA updates o Troubleshooting and issue resolution for problems encountered in the use of JDE o Help with reports (and/or One View Reporting) o Support with operations of specific JDE functions within a supported module (e.g., G./L, A/P, HCM, etc.) o Requirements Gathering, Design, Construction, and Testing of customization and/or bolt- ons to JDE o Application configuration and testing for changes to module(s) currently used by City or new modules the City may wish to implement (e.g., Orchestrator) o Requirements Gathering, Design, Construction, and Testing of customization and/or bolt- ons to JDE. Proprietary and Confidential— iKW Solutions Response to City of Huntington Beach's JDE Upgrade RFP-January 29,2020 Page 22 Pricing iKW Solutions will provide professionals at the following levels and Hourly Rates. The following Rates are all inclusive (include applicable expenses for Travel). The Ad-Hoc support effort will not exceed $45,000 without prior approval from the City. Resource Level Hourly Rate Project Manager $190 Senior Business Analyst JDE HCM $190 Senior Business Analyst JDE Finance $190 Senior Business Analyst JDE Supply Chain $190 Senior Business Analyst JDE Real Estate $190 Trainer JDE Development $190 Development Lead JDE Development $190 Project Approach: iKW will utilized our proprietary Methodology to support all JD Edwards needs the City may request. Resources: As this is an Ad Hoc request, iKW does not know in advance which skills will be required to support the City's needs. Resources will be identified when the City requests support. Assumptions: These assumptions have been prepared based upon our years of experience working with JD Edwards and the City. • The City will provide access to City's technology environments as needed • The City has a current License to access the JD Edwards environments and software releases. • The City has established a network architecture Proprietary and Confidential- iKW Solutions Response to City of Huntington Beach's JDE Upgrade RFP-January 29, 2020 Page 23 • Client users will be available to support testing and are knowledgeable of the ME application operations as they are currently configured. Timing and Professional Fees: We can be are prepared to begin support of the City's Ad Hoc needs within two (2) weeks of the City's request for Ad Hoc services or sooner if iKW's resources are available. Proprietary and Confidential— EXHIBIT "B" Payment Schedule (Hourly Payment) A. Hourly ate CONSULTANT'S fees for JD Oracle/JD Edwards tools software upgrade project shall be based upon an "All Inclusive" rate of One Hundred Forty-Eight Thousand and Ten Dollars ($148,010.00). As needed JDE system support services shall not exceed Forty Five Thousand Dollars ($45,000.00). The total contract shall not exceed One Hundred Ninety-Three Thousand and Ten Dollars ($193,010.00). B. Travel Charges for time during travel are not reimbursable. C. Billing 1. All billing shall be done monthly in fifteen (15) minute increments and matched to an appropriate breakdown of the time that was taken to perform that work and who performed it. 2. Each month's bill should include a total to date. That total should provide, at a glance, the total fees and costs incurred to date for the project. 3. A copy of memoranda, letters, reports, calculations and other documentation prepared by CONSULTANT may be required to be submitted to CITY to demonstrate progress toward completion of tasks. In the event CITY rejects or has comments on any such product, CITY shall identify specific requirements for satisfactory completion. 4. CONSULTANT shall submit to CITY an invoice for each monthly payment due. Such invoice shall: A) Reference this Agreement; B) Describe the services performed; C) Show the total amount of the payment due; D) Include a certification by a principal member of CONSULTANT's firm that the work has been performed in accordance with the provisions of this Agreement; and E) For all payments include an estimate of the percentage of work completed. Upon submission of any such invoice, if CITY is satisfied that CONSULTANT is making satisfactory progress toward completion of tasks in accordance with this Agreement, CITY shall approve the invoice, in which event payment shall be made within thirty (30) days of receipt of the invoice by CITY. Such approval shall not be unreasonably withheld. If CITY does not approve an invoice, CITY shall notify CONSULTANT in writing of the reasons for non-approval and the schedule of performance set forth in Exhibit "A" may at the option of CITY be suspended until the parties agree that past performance by CONSULTANT is in, or has been brought into compliance, or until this Agreement has expired or is terminated as provided herein. Exhibit B 5. Any billings for extra work or additional services authorized in advance and in writing by CITY shall be invoiced separately to CITY. Such invoice shall contain all of the information required above, and in addition shall list the hours expended and hourly rate charged for such time. Such invoices shall be approved by CITY if the work performed is in accordance with the extra work or additional services requested, and if CITY is satisfied that the statement of hours worked and costs incurred is accurate. Such approval shall not be unreasonably withheld. Any dispute between the parties concerning payment of such an invoice shall be treated as separate and apart from the ongoing performance of the remainder of this Agreement. Exhibit B PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTINGTON BEACH AND iKW SOLUTIONS INC. FOR ORACLE/JD EDWARDS TOOLS SOFTWARE UPGRADE AND AS NEEDED SYSTEM SUPPORT CONSULTING SERVICES Table of Contents 1 Scope of Services................................................................................I....................1 2 City Staff Assistance................................................................................................2 3 Term; Time of Performance.....................................................................................2 4 Compensation ..........................................................................................................2 5 Extra Work...............................................................................................................2 6 Method of Payment..................................................................................................3 7 Disposition of Plans, Estimates and Other Documents ...........................................3 8 Hold Harmless .........................................................................................................3 9 Professional Liability Insurance.............................................................................4 10 Certificate of Insurance............................................................................................5 11 Independent Contractor............................................................................................6 12 Termination of Agreement.......................................................................................6 13 Assignment and Delegation......................................................................................6 14 Copyrights/Patents...................................................................................................7 15 City Employees and Officials..................................................................................7 16 Notices.........................................................................................7 17 Consent ....................................................................................................................8 18 Modification.............................................................................................................8 19 Section Headings .....................................................................................................8 20 Interpretation of this Agreement..............................................................................8 21 Duplicate Original....................................................................................................9 22 Immigration...............................................................................................................9 23 Legal Services Subcontracting Prohibited................................................................9 24 Attorney's Fees..........................................................................................................10 25 Survival.....................................................................................................................10 26 Governing Law.........................................................................................................10 27 Signatories.................................................................................................................10 28 Entirety......................................................................................................................1 29 Effective Date.................................................................................I I DATE(MM/DD/YYYY) CERTIFICATE OF LIABILITY INSURANCE 01/28/2020 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(ies)must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER NAME: Alyssa Wilcox Heights Park Insurance Services ONE 619-432-2810 FAX L619-839-3684 C No A/C No 2100 4th St,Ste C 211 E-MAIL al ssa hei hts arkins.com ADDRESS: Y g P San Rafael CA 94901 INSURERS AFFORDING COVERAGE NAIC/ INSURER A:ACE American Insurance Co 22667 INSURED INSURER B:HIscox Insurance CO 10200 KIN Solutions, Inc. INSURER C 668 N Coast Hwy,Ste 516 INSURER D Laguna Beach CA 92651 INSURERE: INSURER F: COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR ADDL SUBR POLICY EFF POLICY EXP LIMITS LTR TYPE OF INSURANCE POLICYNUMBER MM/DD MM/DD B COMMERCIAL GENERAL LIABILITY ✓ UDC-4333662-BOP-19 11/18/2019 11/18/2020 EACH OCCURRENCE $1,000,000 DAMAGE TO RENTED CLAIMS-MADE ❑✓ OCCUR PREMISES Ea occurrence $100,000 MED EXP(Any one person) $5,000 PERSONAL&ADV INJURY $Included GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $2,000,000 ✓ POLICY❑JECT ❑LOC PRODUCTS-COMP/OP AGG $Included OTHER: $ B AUTOMOBILE LIABILITY UDC-4333662-BOP-19 11/18/2019 11/18/2020 COMBINED aaccientS INGLE LIMIT Ea acci $1 r000,000 de 1ANY AUTO BODILY INJURY(Per person) $ OWNED SCHEDULED BODILY INJURY(Per accident) $ AUTOS ONLY AUTOS HIRED NON-OWNED PROPERTY DAMAGE $ ✓ AUTOS ONLY ✓ AUTOS ONLY Par accident UMBRELLALIAB OCCUR Li EACH OCCURRENCE $ EXCESS LIAB CLAIMS-MADE APPROVED AS TO FORM AGGREGATE $ DED RETENTION$ $ WORKERS COMPENSATION PER OTH- AND EMPLOYERS'LIABILITY By. MICHAEL E.GATES STATUTE ER OFF CEOR/MEMB ER U ED7 ECUTIVE Y❑ N/A CITY ATTORNEY E.L.EACH ACCIDENT $ (Mandatory in NH) CITY OF HUNTINGTON BEACH E.L.DISEASE-EA EMPLOYEE $ If yes,describe under DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $ A TECH ERRORS&OMISSIONS D95109214 1010912019 10/0912020 1,000,000 11,000,000 A CYBER&PRIVACY Q 0 D95109214 10/09/2019 10/09/2020 1,000,000/1,000,000 DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES(ACORD 101,Additional Remarks Schedule,may be attached If more space is required) The City,Its officers,elected or appointed officials,employees,agents,and volunteers are to be covered as additional insureds by separate attached endorsement(s)as respects liability arising out of action performed by or on behalf of the contractor,products and completed operations of the contractor,premises owned,occupied or used by the contractor,or automobiles owned,leased or borrowed by the contractor.The coverage shall contain no special limitations on the scope of protection afforded to the City. CERTIFICATE HOLDER CANCELLATION City of Huntington Beach SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE 2000 Main St THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. Huntington Beach,CA 92648 AUTHORIZED REPRESENTATIVE ©1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25(2016/03) The ACORD name and logo are registered marks of ACORD CITY OF HUNTINGTON BEACH RECEIVED Professional Service Approval Form NOV 08 2019 " PART I Finance Departmen,* Date: 11/1/2019 Project Manager Name: Dahle Bulosan Requested by Name if different from Project Manager: Serena Bubenheim Department: Finance PARTS I OF THE PROFESSIONAL SERVICES CONTRACTS APPROVAL FORM MUST BE COMPLETED BY THE REQUESTING DEPARTMENT AND SIGNED BY THE CITY MANAGER, FOR APPROVAL, BEFORE PROCEEDING WITH THE SOLICITATION OR CONTRACT PROCESS. PART I MUST BE FILED WITH ALL APPROVED CONTRACTS. 1) Briefly provide the purpose for the agreement: Consultant to assist with JDE Upgrade from version 9.1 to version 9.2. 2) Estimated cost of the services being sought: $ 370,000 total 3) Are sufficient funds available to fund this contract? ® Yes ❑ No If no, please explain: 4) Check below how the services will be obtained: ® A Bid solicitation process in accordance to the MC 3.03.060 procedures will be conducted. ❑ MC 3.03.08(b)—Other Interagency Agreement procedure will be utilized. ❑ MC 3.03.08—Contract Limits of$30,000 or less exempt procedure will be utilized. 5) Is this contract generally described on the list of professional service contracts approved by the City Council? If the answer to this question is "No," the contract will require approval from the City Council.) ® Yes ❑ No Fiscal Servicesc n er Signature (Purchasing Approval) Date 6) Amount, Business Unit (8 digits) and Object Code (5 digits) where funds are budgeted (Please note that a budget check will occur at the object code level): Account number Contractual Dollar Amount Business unit. object# Fiscal Year Fiscal Year Fiscal Year Fiscal Year 2019120 2020/21 2021/22 32440202.86100 $370,000 $ $ $ Budget Awiroval ate u�g(tq D p ment Head Signature(s) Date _ r S Chief Financial Officer Signature D to Assistant City Manager's Signature —Date APPROVED DENIED ❑ 11 �l l L9L City Manager's Signature Date CITY OF HUNTINGTON BEACH 1W_ Professional Service Approval Form PART II Date: 1/24/2020 Project Manager: Carolyn Pederson Requested by Name if different from Project Manager: Department: Finance PARTS I & II OF THE PROFESSIONAL SERVICES CONTRACTS APPROVAL FORM MUST BE COMPLETED BY THE REQUESTING DEPARTMENT AND SIGNED FOR APPROVAL. PART I & 11 MUST BE FILED WITH ALL APPROVED CONTRACTS. 1) Name of consultant: iKW Solutions Inc. 2) Contract Number: FIN 3) Amount of this contract: $193,010 Account number Contractual Dollar Amount Business unit. object# Fiscal Year Fiscal Year Fiscal Year Fiscal Year 2019/20 32440202.86100 $148,010 $ $ $ 10D32-95.69365 $15,000 $15,000 $15,000 $ Mvo $ $ $ $ 4) Is this contract less than $50,000? a Yes No 5) Does this contract fall within $50,000 and $100,000? ❑ Yes ® No 6) Is this contract over$100,000? ® Yes ❑ No (Note: Contracts requiring City Council Approval need to be signed by the Mayor and City Clerk. Make sure the appropriate signature page is attached to the contract.) 7) Were formal written proposals requested from at least three available qualified consultants? ❑ Yes ❑ No 8) Attach a list of consultants from whom proposals were requested (including a contact telephone number.) 9). Attach Exhibit A, which describes the proposed scope of work. 10) Attach Exhibit B, which describes the payment terms of the contract. Depa ment Head Oate �a91g Principal Finance Analyst(Purchasing) Date aw" 111-4q04 Budget Ma ager Approval Signature Date -�- Q-- Chief Financia icer(or designee) Signature D e psa part ii.doc REV: 10/2019 City of Huntington Beach 2000 Main Street ♦ Huntington Beach, CA 92648 (714) 536-5227 ♦ www.huntingtonbeachca.gov FFB 17.1909Po ` Office of the City Clerk Robin Estanislau, City Clerk February 21, 2020 iKW Solutions Inc. Attn: Scott McGrath 668 North Coast Highway, Suite 516 Laguna Beach, CA 92651 Dear Mr. McGrath: Enclosed is copy of the fully executed "Professional Services Contract between the City of Huntington Beach and iKW Solutions Inc." that was approved by Council on February 18, 2020. Sincerely, Robin Estanislau, CIVIC City Clerk RE:ds Sister Cities: Anjo, Japan ♦ Waitakere, New Zealand