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Last modified
10/17/2024 8:21:12 AM
Creation date
10/14/2024 11:22:19 AM
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Contracts
Company Name
IK CONSULTING, LLC
Contract #
A-2024-152
Agency
Information Technology
Council Approval Date
10/1/2024
Expiration Date
12/31/2026
Insurance Exp Date
12/8/2024
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Test and Train <br /> The Test and Train step focuses on City staff. During this step staff will being end user training <br /> and testing of the system to ensure all needs have been addressed both from Management needs <br /> and end user day to day functionality needs. Staff will be encouraged to work to find issues, to <br /> break the system if they can so that any and all issues can be identified and addressed prior to Go <br /> Live. In order to assist staff in being able to thoroughly test, they will start with user training <br /> allowing them to be as proficient with the new software as they can before start of testing. <br /> Deploy <br /> During the Deploy step IKC, Gray Quarter and Accela will work together to move the Cities full <br /> configuration from the Testing/Development environment over to the Production environment to <br /> prepare for Go Live. IKC will provide a minimum of 2 staff to be onsite with Santa Ana the week <br /> of Go Live to be able to assist staff with questions and address any unforeseen issues that might <br /> come up as quickly as possible. This step continues off site for 30 days after go live to ensure staff <br /> have the support they may need to get completely comfortable with the new system. <br /> Change Management — IKC's approach to Change Management is to define the process that will be <br /> utilized to manage and account for changes to project scope, cost, and schedule.All project tasks must be <br /> approached with an understanding of the project scope and critically examined within the context of project <br /> scope,cost, and schedule management. <br /> The purpose of Project Change Management is not to eliminate change, but rather to define a process <br /> allowing the proposed changes to be properly identified,evaluated,and escalated as necessary.The Change <br /> Order Process is defined as anything that changes the Statement of Work,duration of the project or contract <br /> values. <br /> The Change Order Processes will follow the steps outlined below. A Change Order request must be <br /> submitted in writing for changes requested by either IKC or the Client that further clarifies impact or <br /> deviation from the approved Statement of Work.The IKC Project Manager will be responsible for managing <br /> all Change Order requests submitted for the project in accordance with the following process: <br /> • All requests must be submitted in writing to the IKC Project Manager either by e-mail or hard copy <br /> to be recognized as a formal request. Verbal requests or voice mails will not be considered formal <br /> change order requests.The Change Order request should be used to document in detail the change <br /> and provide justification for why it is needed. The initial submission must also document the <br /> estimated work effort and cost (if applicable) to assist in determining what it would take to <br /> implement the change if approved. Based on the impact analysis, a review for consistency across <br /> the agency, and the estimated work effort and cost, representatives from both IKC and the Client <br /> will jointly determine whether to proceed with the analysis. If the analysis results in the <br /> determination that the Change Order request is not necessary,then the Change Order request will <br /> be cancelled and no further action is required.If it is accepted,then the requester(or its assignees) <br /> will determine the impact of implementing the change for the project.The Client is responsible for <br /> completing any additional paperwork required as a result of this change (i.e. internal contract <br /> change documents). <br /> Standard hourly rates of$150 will apply. <br /> See Exhibit 1 for a sample Change Order document <br /> Risk Management—Risk management is a vital part of any project,especially when you are dealing with <br /> multiple departments, and staff that already have a full-time position. With every project, we need to <br /> Page 113 <br />
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