wor k d Q y- Agreement #298892 — Confidential
STATEMENT OF WORK
Appendix 3
[Reserved]
©2021 Workday, Inc. SOW — Your Way Deployment (Workday Adaptive Planning) v21.8 Page 8 of 13
wor k d Q y. Agreement #298892 — Confidential
STATEMENT OF WORK
Appendix 4
Workday Adaptive Planning Ad Hoc Services
“Service” as used in this Appendix 4 means the Workday Adaptive Planning Service.
This SOW details the Professional Services associated with the Service that Workday shall perform for Customer.
If Customer wishes to secure additional Professional Services not included in the scope of this SOW, Workday shall
provide a separate proposal for such Professional Services. Customer acknowledges and agrees that the
avoidance of project delays caused by Customer is material to Workday’s ability to provide the Professional
Services. Professional Services provided under this SOW shall be based on the Workday consulting rates listed in
Appendix 2 (Financial Terms).
Summary of Project Add new departments to existing models, add new data set to existing integration
Date Requested ASAP
Date Needed ASAP
Workday Professional Services Description and Assumptions
Project Scope.
Workday shall provide the following Professional Services associated with the deployment of the Service for
Customer:
Tasks in Scope.
e Update Income Statement with new levels to support manual entry for city, police and fire departments.
e Update Headcount Sheet with new levels to support manual entry for city, police and fire departments.
e Update Revenue Sheet with new levels to support manual entry for city, police and fire departments.
e Update loaders for current Lawson integration to the updated sheets.
Integrations Scope.
Integration configuration shall include the following:
Functional Scope. Customer has requested that the deployment of the Service include the below process
areas after having determined a set of desired functionalities. Customer shall purchase these products
that support such process areas. Workday shall work with Customer on the configuration of the following
standard Service functional areas:
Functional Area In Scope
Automated Data Import Yes
Automated Data Export No
Instances. The following Instance(s) are included in the scope of this Project:
e Production
e Post-Production support of third party or Customer-provided integrations is out of scope for this
SOW.
©2021 Workday, Inc. SOW — Your Way Deployment (Workday Adaptive Planning) v21.8 Page 9 of 13
workday.
Agreement #298892 — Confidential
STATEMENT OF WORK
Workday Responsibilities.
Lead meetings and working sessions to design and build the integration.
Assist Customer with completing the Integration Design Document (IDD).
“Adapter” refers to packaged integrations with certain specified vendors.
Enable the following integrations (the “Integration Solution’):
# | Source Target Integration Point Integration Notes
System System Approach
Lawson Adaptive | Import GL Encumbrance Account JDBC Build new data set for
2 Balance (Actuals) existing Lawson
integration to import
encumbrance actuals
Install and configure the integration agent server on Customer-provided hardware compliant with
the requirements Workday provides to Customer — when required.
Configure the integration as defined in the IDD using the standard available functionality for each
in-scope Integration adhering to the following guidelines:
Up to 10 business rules & transformations (e.g., concatenation of two fields) can be applied to
the data extracted from each source
Rules for determining which accounts to exclude and account sign reversal from import are
account ranges or list of accounts
For any system that does not store balances, data must be loaded by delta (e.g., change in
activity)
Data is imported into up to one standard sheets;
Data import into cube sheet(s) is not included
Currency conversion in the integration itself is not included
Three months of history, as identified by Customer, shall be loaded into the Service using the
Service Integration from above source system(s) for Integration setup validation purposes
Document the solution configuration
Support data validation for three months of history that is imported into the Service from
Customer's source system(s)
Conduct a user walkthrough of the Workday Adaptive Planning Instance as built and demonstrate
how to run/schedule Integration jobs
Workday shall build the Integration against the Production Instance of the source Customer
system unless otherwise noted.
Specific inclusions and exclusions for the specific Professional Services package purchased:
Existing Lawson JDBC — Import Encumbrance Actuals
= Only database views (a.k.a. queries or selects) are supported
= Customer is to prepare the views in the system for use by the Integration
= Agent server is located within the network (e.g., not behind a separate firewall, or in the
cloud, no proxy server is required)
Customer Responsibilities.
©2021 Workday, Inc.
A technical resource with understanding of the source system data model and extract technology
must be available during the Project to develop or enhance the source system extracts (i.e.,
review SQL queries or web service calls).
Complete the Integration Design Document (“IDD”) with assistance from Workday.
Provide business rules for extraction and transformation of source data for the Service.
SOW — Your Way Deployment (Workday Adaptive Planning) v21.8 Page 10 of 13
workday.
Agreement #298892 — Confidential
STATEMENT OF WORK
Provide a subject matter expert with knowledge of the planning model to provide information on
data expected by the sheets and to assist in data validation.
If applicable, coordinate with third party vendors or consultants. Workday is not required to
provide or have access to any third party application or system. Customer assumes sole
responsibility for access, management, payment and use of any third party systems, applications,
services or technology.
If account names are different between Customer source system and the Service, the mapping
of accounts must be provided in Microsoft Excel format.
On Premise Integration (On Premise data source(s)):
Provide Server/Virtual Machine/other for Integration configuration, testing and production.
Ensure that server complies with the data agent requirements defined in the document
provided.
Provide remote access to Integration during the Project.
Hosted Integration (Hosted Service data source(s)):
Ensure source system APIs are licensed and available to the Service (hosted data source(s)).
Provide access to and credentials for database or API access to the source.
Develop a test plan for User Acceptance Testing (UAT).
Lead the testing and validation of each Integration - validate Customer Data within Customer's
Workday Adaptive Planning Instance loaded through the Integration. Workday Consultant
supports Customer during data validation phase validating three months of history.
Provide post-Production support for the integrations identified above.
Workday Deliverables.
Updated Integration Design Document (“IDD”), to capture any change requests approved, as
necessary.
A completed Integration Solution that meets the requirements defined in the IDD.
Solution Documentation;
Completion Criteria.
Customer has reviewed and signed off on the final Deliverables or begins using the Service in
Production.
Integrations Scope Assumptions.
The Integration stage scope of work is based on the following assumptions.
e Integration Stage start is contingent on data structures (Chart of Accounts, Organizational Levels and
Dimensions) being stable in both the source system(s) and the Service.
e All supporting structures (including accounts and sheets) that hold the information to be imported
through the Service Integration under this scope are fully built out and verified by Customer through
initial manual data load prior to the Integration Project kickoff.
e Workday shall conduct all training in English.
e Customer shall actively participate and provide the required resources to complete this Project
e Workday shall configure the system using the currently available functionality within the Service. No
customizations are included in the Project.
e The Service Integration extracts data from one (1) Instance of the source application(s) and imports
data into one Instance of the Service.
©2021 Workday, Inc.
SOW — Your Way Deployment (Workday Adaptive Planning) v21.8 Page 11 of 13
wor k d Q y. Agreement #298892 — Confidential
STATEMENT OF WORK
Project Timeline.
The estimated duration and estimated completion dates of each Project stage are listed below, pending timely
execution of this SOW and availability of resources and training:
Project Timeline”
Estimated Project Start TBD
Estimated Duration 5 to 7 weeks
Post Production Support 2 weeks
Any additional Professional Services that are required or requested as a result of an extension of the timeline shall
be subject to a Change Order and the Change Order Process described in this SOW.
General Project Assumptions.
e Customer and Workday should use a File Transfer Server to share Professional Services Data for the
Project.
e Customer shall assign an experienced Project Manager to manage Customer's roles and activities for this
Project.
e Customer shall in good faith take actions necessary to meet all dates set forth in the Project Plan.
e Customer is responsible for the timely coordination of internal resources necessary to conduct all required
activities in the Project Plan.
e To the extent applicable, Customer is responsible for the development of the Test Strategy and user test
scenarios. Workday shall provide standard test scenarios to be used as a foundation; however, Customer
shall need to create detailed test scenarios and cases based on its user requirements and system
configuration.
e Customer is responsible for completing hands-on testing activities and validations.
e Customer shall lead the coordination with any external vendors and consultants to ensure timely response
in working with Workday Consultants.
Project Changes.
The parties acknowledge and agree that the avoidance of Project delays is material to Customer's Project success
and Workday’s ability to provide the Professional services. In the event of any Project delay due to the fault of
Customer, Workday, or causes not in the control of either party, the parties shall attempt to mitigate the effects of
such delay. The parties shall meet to resolve such delays and to develop a mutually agreed solution. Both parties
shall take into consideration the cause of the delay and negotiate in good faith. In the event there are Project
impacts including but not limited to changes in Project scope, estimated level of effort, Project timeline, Project
resource commitments or expenses, the parties shall execute a mutually agreed Change Order pursuant to the
Change Order Process.
Change Order Process.
During the Project in this SOW, new information may surface that necessitates a change in business requirements
resulting in a change in Project scope and, therefore, changes in the estimated level of effort, Project timeline, or
Service features. Upon either party’s request, Workday shall describe such requested changes, and the associated
fees for additional Professional Services to be provided, in a proposed Change Order. Due to the complexity of
some Change Orders, upon prior and mutual agreement, Workday shall invoice Customer for the time required to
©2021 Workday, Inc. SOW — Your Way Deployment (Workday Adaptive Planning) v21.8 Page 12 of 13
wor k d Q y. Agreement #298892 — Confidential
STATEMENT OF WORK
scope and estimate Customer-requested changes. Workday shall advise Customer of the cost estimate if such a
charge shall apply. Each proposed Change Order shall contain the requested change, the impact on the current
engagement under this SOW, and the estimated resources and time to complete the Professional Services for the
work described in the Change Order. Workday shall submit the Change Order to Customer for review and approval,
then shall circulate the mutually agreed Change Order for signature. Proposed Change Orders shall remain valid
for a period of ten (10) business days from the date of submission. If Customer does not approve the Change Order
in writing within the ten (10) business days, and Workday has not extended the period of validity in writing, the
Change Order shall automatically expire. Upon the parties’ execution of a Change Order, Workday shall begin
performing the Professional Services described in the Change Order.
©2021 Workday, Inc. SOW — Your Way Deployment (Workday Adaptive Planning) v21.8 Page 13 of 13
REPORT OF THE FINANCE COMMITTEE
DECEMBER 1, 2021
A meeting of the Finance Committee was held on Wednesday, December 1, 2021, at 7:00 p.m. in the Aldermanic
Chamber and via Zoom. The meeting link information can be found on the agenda.
Mayor Jim Donchess, Chairman, presided.
Members of the Committee present: Mayor Jim Donchess
Alderman Patricia Klee, Vice Chair
Alderman-at-Large Michael B. O’Brien, Sr.
Alderwoman-at-Large Shoshanna Kelly
Alderman-at-Large Brandon Michael Laws (via Zoom)
Alderman Linda Harriott-Gathright
Members not in Attendance: Alderwoman Elizabeth Lu
Also in Attendance: John Griffin, CFO/Comptroller
David Fredette, Treasurer/Tax Collector
Kim Kleiner, Administrative Services Director
Kelly Parkinson, Purchasing Manager
Tim Cummings, Economic Development Director
Peter Cinfo, NPD Assistant Manager Radio System
Craig Allard, Police Captain
Nick Miseirvitch, Deputy IT Director
Camille Correa, Transit Administrator
Daniel Hudson, City Engineer
David Boucher, Superintendent of Wastewater
Jeff Lafleur, Superintendent of Solid Waste
Jonathan Ibarra, Superintendent of Streets
PUBLIC COMMENT - None
COMMUNICATIONS
From: David G. Fredette, Treasurer/Tax Collector
Re: Purchase replacement for one (1) 2014 Toro 5910 Mower — DPW Parks & Recreation from FY2022 Capital
Equipment Reserve Fund (CERF)
There being no objection, Mayor Donchess accepted the communication and placed it on file.
Mayor Donchess
Do you need action on this? Do you need an acceptance? | thought we were...
David Fredette, Treasurer/Tax Collector
It was approved by the Board of Aldermen and it’s referred here because you have to approve it. It relates to three
vehicles being purchased.
Mayor Donchess
All right. Why don’t we revise that to just be a motion to approve the purchase?
MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO APPROVE THE PURCHASE REPLACEMENT FOR ONE (1)
2014 TORO 5910 MOWER — DPW PARKS & RECREATION FROM FY2022 CAPITAL EQUIPMENT RSERVE FUND
(CERF), BY ROLL CALL
A viva voce roll call was taken which resulted as follows:
Finance Committee — 12/01/2021 Page 2
Yea: Mayor Donchess, Alderman Klee, Alderman O’Brien, Alderwoman Kelly,
Alderman Laws, Alderman Harriott-Gathright 6
Nay: 0
MOTION CARRIED
From: David G. Fredette, Treasurer/Tax Collector
Re: Division of Public Works Street Department — Purchase replacement for one (1) 2009 Chevy C4500 Utility Body;
one (1) 2016 Trackless MT6 Sidewalk Tractor — from FY 2022 Capital Equipment Reserve Fund (CERF)
MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO APPROVE THE DIVISION OF PUBLIC WORKS STREET
DEPARTMENT - PURCHASE REPLACEMENT FOR ONE (1) 2009 CHEVY C4500 UTILITY BODY; ONE (1) 2016
RACKLESS MT6 SIDEWALKD TRACTOR - FROM FY2022 CAPITAL EQUIPMENT RSERVE FUND (CERF), BY ROLL
CALL
A viva voce roll call was taken which resulted as follows:
Yea: Mayor Donchess, Alderman Klee, Alderman O’Brien, Alderwoman Kelly,
Alderman Laws, Alderman Harriott-Gathright 6
Nay: 0
MOTION CARRIED
From: Kelly Parkinson, Purchasing Manager
Re: Software Maintenance in the amount not to exceed $74,427 funded from accounts 54407 Software Maintenance
(Police Department)
MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE AND APPROVE THE RENEWAL
OF THE SOFTWARE MAINTENANCE FOR THE DISPATCH AND RECORDS SYSTEM WITH CENTRAL SQUARE
(TRITECH SOFTWARE) IN AN AMOUNT NOT TO EXCEED $74,427. FUNDING WILL BE THROUGH DEPARTMENT
150 POLICE DEPARTMENT; FUND: 54407 SOFTWARE MAINTENANCE, BY ROLL CALL
ON THE QUESTION
Mayor Donchess
Now there’s someone from the PD, right?
Peter Cinfo, NPD Assistant Manager Radio System
I’m here — Peter Cinfo representing the Police Department.
Mayor Donchess
Could you just give us a short explanation, Peter?
Peter Cinfo, NPD Assistant Manager Radio System
Sure. The computer aided dispatch and records management software comes with annual maintenance and this would
cover it for the current year from December of this year to December of next year.
Mayor Donchess
Okay. Any questions, comments? Madam Clerk would you please call the roll?
A viva voce roll call was taken which resulted as follows:
Yea: Alderman Klee, Alderman Harriott-Gathright, Alderwoman Kelly,
Alderman Laws, Alderman O’Brien, Mayor Donchess 6
Finance Committee — 12/01/2021 Page 3
Nay: 0
MOTION CARRIED
From: Kelly Parkinson, Purchasing Manager
Re: Software License in the amount not to exceed $27,995 funded from accounts 54407 Software Maintenance
(Police Department)
MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE AND APPROVE THE RENEWAL
SOFTWARE MAINTENANCE FOR THE DATA EXTRACTION FROM LOCKED MOBILE DEVICES FOR FORENSIC
INVESTIGATIONS WITH GRAYSHIFT, LLC, IN AN AMOUNT NOT TO EXCEED $27,995. FUNDING WILL BE
THROUGH DEPARTMENT 150 POLICE DEPARTMENT; FUND: 54407 SOFTWARE MAINTENANCE, BY ROLL CALL
ON THE QUESTION
Mayor Donchess
Mr. Cinfo you’re here on this one too, right?
Peter Cinfo, NPD Assistant Manager Radio System
No, Captain Craig Allard should be on.
Craig Allard, Police Captain
So this licensing software is something that our computer forensic unit uses currently. It’s utilized to unlock devices as
well as to data extracted encrypted information on mobile devices which we use for pretty much all our investigations —
child and sex abuse investigations, homicides, overdose, deaths, missing persons, domestic violence cases. We pretty
much use this pretty regularly for all aspects of electronic evidence.
Mayor Donchess
Discussion or questions? Madam Clerk could you please call the roll?
A viva voce roll call was taken which resulted as follows:
Yea: Alderman Klee, Alderman Harriott-Gathright, Alderwoman Kelly,
Alderman Laws, Alderman O’Brien, Mayor Donchess 6
Nay: 0
MOTION CARRIED
From: Kelly Parkinson, Purchasing Manager
Re: Software Maintenance in the amount not to exceed $25,973 funded from accounts 54407 Software Maintenance
(Information Technology)
MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE AND APPROVE THE ANNUAL
SOFTWARE MAINTENANCE RENEWAL REQUIRED FOR THE CONTINUED OPERATION OF MHC SOFTWARE
SUPPORT SERVICES TO MHC SOFTWARE IN AN AMOUNT NOT TO EXCEED $25,973. FUNDING WILL BE
THROUGH DEPARTMENT 122 INFORMATION TECHNOLOGY; FUND: 54407 SOFTWARE MAINTENANCE, BY
ROLL CALL
ON THE QUESTION
Kim Kleiner, Administrative Services Director
Good evening. So we are asking for the approval of a contract for our software maintenance. This is our annual software
maintenance. This provides the self-service for payroll both direct deposit, W2, 1095s, 1099s. It also provides the
accounts payable interface and the ACH interface allowing us to pay our employees and have these documents delivered
to them.
Finance Committee — 12/01/2021 Page 4
Mayor Donchess
All right, thank you. Questions? Would you please call he roll Madam Clerk?
A viva voce roll call was taken which resulted as follows:
Yea: Alderman Klee, Alderman Harriott-Gathright, Alderwoman Kelly,
Alderman Laws, Alderman O’Brien, Mayor Donchess 6
Nay: 0
MOTION CARRIED
From: Kelly Parkinson, Purchasing Manager
Re: Software Maintenance in the amount not to exceed $40,976 funded from accounts 54407 Software Maintenance
(Information Technology)
MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE AND APPROVE THE ANNUAL
SOFTWARE MAINTENANCE RENEWAL FOR THE CONTINUED OPERATION OF CCS CISCO SMARNET
SOFTWARE TO CUSTOM COMPUTER SPECIALISTS IN AN AMOUNT NOT TO EXCEED $40,976. FUNDING WILL
BE THROUGH DEPARTMENT 122 INFORMATION TECHNOLOGY; FUND: 54407 SOFTWARE MAINTENANCE, BY
ROLL CALL
ON THE QUESTION
Kim Kleiner, Administrative Services Director
Good evening. This annual software maintenance provides all of the maintenance for the city’s phone system with
CISCO. It’s critical and as you know, IT has done a great deal on integrating the new phone system over the past couple
of years. So this really is that crucial support and it is an annual cost.
Mayor Donchess
Questions?
A viva voce roll call was taken which resulted as follows:
Yea: Alderman Klee, Alderman Harriott-Gathright, Alderwoman Kelly,
Alderman Laws, Alderman O’Brien, Mayor Donchess 6
Nay: 0
MOTION CARRIED
From: Kelly Parkinson, Purchasing Manager
Re: Public Access Television Operations & Management in the amount not to exceed $92,000 funded from accounts
55699 Other Contracted Services (Information Technology)
MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE AND APPROVE A CONTRACT
WITH COMMUNITY MEDIA SERVICES GROUP, LLC, TO GO THROUGH JUNE 30, 2022 AND TO DEVELOP AN
NEW REQUEST FOR PROPOSALS (RFP) WITH AN UPDATED SCOPE OF WORK IN AN AMOUNT NOT TO
EXCEED $92,000. FUNDING WILL BE THROUGH DEPARTMENT 122 INFORMATION TECHNOLGY; FUND: PEG
FUND 2505/55699 OTHER CONTRACTED SERVICES, BY ROLL CALL
ON THE QUESTION
Kim Kleiner, Administrative Services Director
Good evening. As many of you know, the city contracts with Community Media Services Group to run the public access
channel from our studio over on Riverside Drive. Back in 2012, the city entered into a contract after an RFP with
Community Media Services and the end of that contract allowed them to continue at a month to month, year to year basis.
