Search

City of Nashua

Administrative Services Division

(603) 589-3020
229 Main Street - Nashua, NH 03060

To: Mayor Donchess
Finance Committee

Date: July 26, 2022
Re: Contract — Clear Sky — City of Nashua S3 Benefits Interface

This request is for an addition to an original contract with ClearSky dated March 16, 2022

Funding: Benefits Fund 13.6600.500 — 71228 Computer Software $21,600.

In March 2022, the City initiated a contract with ClearSky, our consultant for Lawson improvements,
to assist us with the implementation of the new online Benefits enrollment application from Alight.
That contract for $24,850 was not brought to the finance committee, as it was below the dollar
threshold requiring approval. That contract called for creating an interface for open enrollment
between Alight and Lawson, creating an interface for dependent enrollment between Alight and
Lawson and correcting employee enrollment premium changes in Lawson. These processes were
not covered by the Alight purchase since they directly related with city existing programs.

The attached contract, part 2 of the Benefits Interface, calls for an additional $21,600. to create
processes for outbound and inbound updates to the Alight system and/or Lawson system. These
files will update carrier information, process new hires and terminations and create updatable cross
reference tables between the programs.

After a successful open enrollment using the new Alight platform, we believe this will be the final
step in the implementation of our automated benefit system.

Kimberly Kleiner
Administrative Services Division Director

Ce: A. Girard

~6 CLEARSKY

July 11, 2022

City of Nashua

S3 Benefits Interface pt. 2

groupelephant.com”

BEYOND CORPORATE PURPOSE

City of Nashua

$3 Benefits Interfaces pt. 2 4 CLEARSKY

July 11, 2022

Page 3 of 9

TABLE OF CONTENTS

1. Statement of Work Contact Details .............cccccccccssscsssssssssrsscssssscesstsseseneseesssensessessseceenenes 4

2. INTFODUCTION ..........ccccsssssccssssssreccncessessscncneeececscesensscessnsesesevoncnseseessesscencueneseecescsseeaesesenees 4

3. Scope Description. ...........ccssseccccccceesscesccssscnscsvsccessecsssceessuceeeessssesescecanaasseseesseseseeseesseseeees 4
3.1 — PrOdUCt SCOPE ....... cs eeseccssseseseceeeesnensteeetssseeesseecoeseesessesessssessscsesenseuesssacasasaeseeseeeseesaesennees 4
3.2 Project T@AM .........cceeeccsesssccecesteceessenssessssscccesesesusuenesseseessesenseeeeeensnaeeesessaneesensauaeesepanaanes 4
3.3 ASSUMPTIONS ..........eeesseereeeesseeeeeeeseeeeeaeeseeseseueaeaeueeeeeerapeeneeeseseueeeeeeeeeeenseeeeeesesseeseeesesneaanea 5

4. Change Order Process..........cccccccccssssssssssssscscsssssccccececensescssssansccncensenecssssscseceeasesanessseeees 6

5. Current Client Configuration ...........ccsssscsscssccceccccssccscscesesccsesessessssecesscsessseseseceneuensneneeses 7

6. Client Responsibilities................cccccccssscsssssscscscccccssescssessssssssessevescessscaaccucessesseeseseeueneneseees 7
6.1 Client Project T@aM ........ cc ceeeceescceesereresseersssesceceeeceeceeesssssaeeeseresuesnesensesesesenasensasenseeeses 7
6.2 —_ Client Lawson Environment ACCESS... eceecesssettcseesesrssesensssnssseeeesecesesnensesseesensenseseeee 7
6.3 — Client Consultant Onsite Responsibilities 0.0... eect cesstteceeeessscesnssesessssseeeeseseeaeens 8

7. CoSt ANA PAyMEN...........cccccccsscessceessssessssscsssescsseeseessnssesevsssnenssseesscusceeceeseeeneneneasansses anes 8
9s Od 6 (0 | | ESSE DEES PEOOEOEPESSSO OOOO ESOSLOOSSOSOSSOSSOSSOOSSSSOOOOOOOSOSIOOSSOOOOOOSSOSSSOSOOOOS 8
7.2 Travel and Expense Costs ..........ccecsssseceeesesessesseseeecessseseeeuscnssseneneeeseeereneaeeaeeeseeesenseenaees 8
7.3 PayMent TOrm ........ cc eececsccecssseteecesssneensssscuseseeseesaverseeceneeseesaseeesesssneeeeeeaneeessanegeeeeaneneas 8

8. Acceptance and Approvalls...............cccccccsrsscccsssesscsccesesseessserensececeesesaaacacasasenssssessooseesenaes 9

Page 3 of 9

City of Nashua

$3 Benefits Interfaces pt. 2 Oy CLEARSKY
July 11, 2022
Page 4 of 9
1. STATEMENT OF WORK CONTACT DETAILS
Client: City of Nashua
Project Contact: Nick Miseirvitch Issue Date: 07/08/2022
E-Mail: MiseirvitchN@Nashuanh.gov Expires, if not signed: 08/30/2022
Phone: 603-589-3305 Client Partner: Sophie DesLauriers
Billing Contact: Ann Surwell
Billing Address: 229 Main St Billing Phone:
Nashua NH, 03061 Billing Email:
Billing Fax:

2. INTRODUCTION

This Statement of Work (“SOW”) describes the consulting services to be undertaken by
Business Information Systems Consulting, Inc., a Minnesota corporation DBA ClearSky
Consulting. (“ClearSky” or “Supplier”), and City of Nashua (“Client”). The term of this SOW shall
begin effective as of Signature Date. This SOW is governed by the Agreement 43009 signed
between City of Nashua and Business Information Systems Consulting, Inc. on 8/3/16.

3. SCOPE DESCRIPTION
3.1. Product Scope

ClearSky to assist the City of Nashua with an interface to Alight.
The following will be complete:

e Testing and Fixes for current process (inbound)

e Trigger for Outbound Process (HR will review the file and then place it in a designated
folder to trigger IPA)

Use existing scripts that City of Nashua has developed

Modify existing scripts

Create an updatable cross reference table

Create outbound files to Alight

In the event that new information is discovered that alters the basis for the estimate, ClearSky
reserves the right to submit Change Request(s) for additional time and materials required to
fulfill the objectives on this estimate. Taxes will be charged for service in states in which
ClearSky is obligated to collect and report such sales.

3.2. Project Team

© 2020 ClearSky Consulting. All rights reserved. Page 4 of 9

City of Nashua

$3 Benefits Interfaces pt. 2
July 11, 2022

Page 5 of 9

6 CLEARSKY

1. ClearSky requires a minimum of ten (10) business days from date of signature to assign the
relevant consulting project team resources. All resources are subject to Client approval.

2. Prior to assigning an individual to replace any person in a Key Resource, ClearSky will notify Client
of the proposed assignment, introduce the individual to appropriate Client representatives (and,
upon request, provide those representatives with the opportunity to interview the individual) and
provide Client with a résumé and any other information about the individual that Client
reasonably requests. If Client in good faith objects to the proposed assignment, ClearSky and
Client will resolve City of Nashua concerns on a mutually agreeable basis.

3. If Client requires ClearSky to remove any assigned Supplier (i) for actions or behavior inconsistent
with the role or (ii) if the assigned Supplier is deemed by Client to possess inadequate expertise
or skill sets to fulfill the requirements of the role. In either of the aforementioned instances Client
shall not be liable for the time such Supplier spent on the Project.

3.3. Assumptions

The following assumptions were made for this Statement of Work.

Pricing Assumptions

e All amounts are in US Dollars and exclude applicable taxes.

° Travel and expenses will be invoiced monthly based on actuals if required. City of Nashua
shall reimburse Supplier for reasonable Travel and Expenses (“T&E”), which shall be
properly documented with receipts provided to City of Nashua upon request.

General Assumptions

© ClearSky will provide the Services for this Project during business hours; typically ranging
between 8:00AM to 6:00PM CDT time, Monday through Friday, except US federal
holidays and other holidays recognized by City of Nashua. Out-of-town personnel may
work hours other than those defined as normal business hours to accommodate their
travel schedules.

¢ City of Nashua shall provide ClearSky with access to City of Nashua personnel, related
systems and documentation deemed pertinent to the effort when required.

e When ClearSky is on-site, City of Nashua will be responsible for providing workspace,
access to the Internet via ClearSky laptop computers, and access to phones in the event
mobile signals cannot be obtained.

¢ ClearSky will abide by all written rules and security requirements while on City of Nashua
premises.

Page Sof 9

City of Nashua

$3 Benefits Interfaces pt. 2
July 11, 2022

Page 6 of 9

0 CLEARSKY

¢ City of Nashua will be responsible for ensuring that all hardware, software and Internet
connectivity meets or exceeds vendor recommendations for acceptable performance.

¢ City of Nashua will provide ClearSky with the necessary access rights to the Infor
application, or any other application required in completing the services.

¢ City of Nashua will dedicate knowledgeable resources to the Project and if a City of
Nashua or ClearSky team member rolls off the Project before his/her planned roll off
date, then an adequately skilled and experienced person will replace this individual.

¢ The City of Nashua Project Manager will work with the ClearSky Project Manager to
establish a project plan and manage issues and action items throughout the project.

¢ City of Nashua will make key and critical business decisions within two (2) business days
for any process decision / validation. When presented with a requirement for business
input, City of Nashua will exercise commercially reasonable efforts to make its decision
within two (2) business days. Both parties understand that some decisions will take
longer and agree to work in good faith to accommodate any delays that may result from
such decisions; provided, however, that these slower decisions will take no longer than
four (4) business days. Decisions that take longer may result in delay of a Milestone and
may result in a Change Order.

¢ Both parties understand and are committed in staffing the appropriate number of
resources, with the necessary skills, to implement this Project successfully.

¢ The project artifacts and documents will be created using Microsoft products, such as
Word, Excel, PowerPoint, and Visio.

¢ Coordination and testing of all internal systems and external systems/ vendors will be
City of Nashua responsibility.

e All documents and communication will be in US English language only.

¢ The application (hosted service) will be configured in US English language only.

¢ City of Nashua will lead the documentation and presentations needed for the Quality
Gates/ Go-Meetings, with ClearSky support as needed. It is expected that the alignment
between specific Milestones and Quality Gates / Go-Meetings will provide an efficient
process for obtaining approval.

e All regression testing to existing systems and processes will be City of Nashua
responsibility.

¢ Data quality is a City of Nashua responsibility.

¢ ClearSky cannot be held responsible for any Infor product related issues that may cause
delays in the project timeline but will work diligently to propose workarounds.

e Data needed for employee group updates, plan contribution updates and incentive
indicators will be provided by City of Nashua.

¢ Test environment and access will be made available in order to test all updates prior to
production rollout.

4. CHANGE ORDER PROCESS

Page 6 of 9

City of Nashua

$3 Benefits Interfaces pt. 2
July 11, 2022

Page 7 of 9

6 CLEARSKY

In the event that new information is discovered that alters the basis for the Statement of
Work pricing, ClearSky reserves the right to submit Change Request(s) for additional time
and materials required to fulfill the objectives subject to the following project change
control process:

All requested changes would be submitted in writing by the requesting Party’s Project
Manager (a “Change Order”).

The Change Order will describe at a reasonable level of detail the change, the rationale
for the change, and the impact the change may have on the Services.

The Project Managers will review the Change Order and either:

o Approve it in writing. Upon such approval, the change will be implemented
through a written authorization that may only be signed by the authorized
representatives of Client and ClearSky; or

o Reject it in writing. If rejected, the Change Order will be returned to the
requesting Project Manager along with the reason for rejection.

e Once agreed to by the Parties and executed by authorized representatives of the Parties,
a Change Order shall be incorporated into and become part of this SOW.

Reference the Master Agreement for additional information regarding execution of this
Statement of Work. Hourly rates are based on the type of work being performed. There
may be several rates used to complete this SOW. If changes in functionality or budget are
required a Change Order must be approved. Work not specifically identified in this SOW is
out of scope. Additional work can be delivered upon execution of a mutually agreeable
Change Request.

5. CURRENT CLIENT CONFIGURATION

e Platform: Windows & SQL
e Lawson Environment Version: 10
e Lawson Application Version: 10

6. CLIENT RESPONSIBILITIES
6.1 Client Project Team

Provide project management and planning, task assignment and coordination, quality
assurance, review and approval for a successful completion. Provide business and technical
contacts for project functions including project definition, system administration functions,
database administration functions, business user input and testing as required to complete the
work requested.

6.2 Client Lawson Environment Access

Page 7 of 9

City of Nashua

S3 Benefits Interfaces pt. 2 4 CLEARSKY
July 11, 2022

Page 8 of 9

Provide User IDs and Passwords for all relevant instances of Lawson. Provide remote
connection and access to relevant server(s). Provide User ID and Password to InforXxtreme.com

6.3. Client Consultant Onsite Responsibilities

Provide workspace for onsite consultant with access to the network and the internet if onsite
consulting is required.

7. COST AND PAYMENT
7.1 Pricing

The services are provided on a time and materials basis under this SOW plus reasonable
travel and expenses as agreed. Any additional work or fees exceeding the maximum amount
will be approved through a mutually agreed Change Order or new SOW. Client will be
invoiced for all hours actually used for the project.

EstimatedT&MHours. Rate ‘Total
Project Management 12 $180 $2,160
Development Consulting 108 $180 $19,440
Total Estimate 112 $21,600

7.2 Travel and Expense Costs

City of Nashua will reimburse ClearSky for reasonable direct and actual out-of-pocket travel and
expenses incurred while performing services under this SOW. Travel expenses are not included
in the hourly rates of service. If onsite assistance is required and travel expenses are incurred;
those costs will be billed to the client. Travel expenses include, but are not limited to: airfare,
parking, shuttle or taxi, car rental and fuel, lodging, internet access fees, mileage at current
business standard mileage rate published by the IRS, and $72.00 per diem to cover food
expenses.

7.3. Payment Terms

Payment terms on all ClearSky invoices are net 30 days. Late payments by Client shall be
subject to late penalty fees of 1.5 % per month from the due date until the amount is paid.

Page 8 of 9

City of Nashua

$3 Benefits Interfaces pt. 2
July 11, 2022

Page 9 of 9

6 CLEARSKY

8. ACCEPTANCE AND APPROVALS

The Agreement and this Statement of Work constitute the entire agreement between the
Parties with respect to the subject matter hereof, and there are no representations,
understandings or agreements that are not fully expressed herein.

IN WITNESS WHEREOF, the Parties have executed this Statement of Work, via their duly
authorized representatives, on this day of , 2022.

Business Information Systems
Consulting, Inc.

City of Nashua DBA ClearSky Consulting
(signature) (signature)

(print name) (print name)

(title) (title)

(date) (date)

Page 9 of 9

City of Nashua

$3 Benefits interfaces pt. 2 Vy 4 CLEARSKY
July 11, 2022

Page 10 of 9

Beyond Corporate Purpose: Elephants, Rhinos & People (‘ERP’)

Our Group operates under a hybrid business model in terms of which we fund and run an in-
house nonprofit, so that we go ‘Beyond Corporate Purpose’ in our day-to-day activities. Rather
than implementing a traditional corporate social responsibility program and simply donating
funds to charities, with ‘Beyond Corporate Purpose’ we operate a professionalized, institutional
nonprofit delivery capability, the primary focus of which is the protection and conservation of
Elephants and Rhinos in the wild, through an unusual strategy based on the economic
upliftment of impoverished rural People in areas adjacent to the threatened species, or another
definition of ‘ERP’, if you will.

Should we be successful in winning this engagement, we will channel
1% (one percent) of our net revenues deriving therefrom, to ERP
projects. You would be able to choose from a range of projects towards
which the funds would be directed, and our ERP staff will provide you
with ongoing monitoring and evaluation, and reporting, at your
election. Please note that the monies do not constitute an elective
add-on to our fees but would rather be taken out of our revenues.

all
ERP

erp.ngo

1% FOR ERP

Please visit www.erp.ngo for examples of our current initiatives and interventions.

© 2020 ClearSky Consulting. All rights reserved. Page 10 of 9