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PROFESSIONAL SERVICES
ORDERING DOCUMENT
Ordering Document Number: US -16840667
Oracle America, Inc.
500 Oracle Parkway
Redwood Shores, CA 94065
Your Name:
Your Address:
City of Placentia
401 E Chapman Avenue
Placentia, CA 92870
Oracle Scott Weir Your Billing Jennifer Lampman
Representative: Contact:
Address: 17901 Von Karman Ave #800 Address: 401 E Chapman Avenue Irvine, CA 92612 Placentia, CA 92870
Phone Number: 562-370-3384 Phone Number: 714-993-8237
Email Address: [email protected] Email Address: [email protected] You have ordered the Services listed in the table below and detailed in the attached exhibit(s), which are incorporated herein by reference.
Services
Time and Materials Services
A. TERMS
Estimated Total Fees and
Reference Fees Expenses Estimated Expenses
Exhibit 1 $153,754.00 $15,400.00 $169,154.00
Total Fees and Estimated Expenses $169,154.00
1. Applicable Master Agreement: This order incorporates by reference the Master Agreement US-GMA-1301562 (AR2487) by and between Oracle America, Inc. ("Oracle") and the State of Utah, as the lead state, and the Participating Addendum US-GMA-1301562 (AR2487)_PA_City of Placentia by and between Oracle and the City of Placentia, California (collectively, the "Master Agreement").
2. Professional Services Delivery Policies: The Oracle Professional Services Delivery Policies ("Policies") available at https://www.oracle.com/a/ocom/docs/corporate/professional-services-deliverv-policies.pdf apply to and are incorporated into this order.
3. Payment Terms: Net 30 days from invoice date.
4. Currency: US Dollars.
5. Offer Valid through: 31 -AUG -2024.
6. Service Specifications: The Service Specifications shall include any exhibit(s) attached to this order (including referenced or incorporated Oracle documents) and the Policies.
7. Order of Precedence: In the event of any inconsistencies, priority shall be established in the following descending order: (a) any exhibit(s) attached to this order; (b) this order; (c) the Policies; and (d) the Master Agreement.
8. Rights Granted: Upon payment, You have the non-exclusive, non -assignable, royalty -free, worldwide, limited right to use the services and anything developed and delivered by Oracle under this order ("services and deliverables") for Your internal business operations. You may allow Your agents and contractors to use the services and deliverables for Your internal business operations, and You are responsible for their compliance in such use. The services and deliverables may be related to Your right to use cloud or hosted/managed services or Products owned or distributed by Oracle which You acquired under a separate order. The agreement referenced in that order shall govern Your use of such services or Products, and nothing in this order is intended to grant a right to use such services or Products in excess of the terms of that order, such as the services period or number and type of US-16840667-v090122-10MAY2024-gbartosh-v2 Page 1 of 6
environments specified in a cloud or hosted/managed service order.
You retain all ownership and intellectual property rights to Your confidential and proprietary information that You provide to Oracle under this order.
B. ADDITIONAL ORDER TERMS
1. When services will be performed on-site at customer location in the US, as required by US Department of Labor regulations (20 CFR 655.734), You will allow Oracle to post a notice regarding Oracle H-1 B employee(s) at the work site prior to the employee's arrival on-site.
City of Placentia Oracle America, Inc.
Authorized Signature: Authorized Signature:
Name: Name:
Title: Title:
Signature Date: Signature Date:
Ordering Document Effective Date: {to be completed by Oracle) US-16840667-v090122-10MAY2024-gbartosh-v2 Page 2 of 6
TIME AND MATERIALS EXHIBIT
Your Name:
Ordering Document Number:
Exhibit Number:
City of Placentia
US -16840667
1 1. Description of Services.
Oracle will provide You with up to one hundred fourteen (114) person days of technical and functional Services to assist with the cloud enablement of Oracle NetSuite for Government Cloud Service ("NetSuite for Government") (the "Services").
A. Oracle will assist You in the following phases:
1. Focus Phase:
a. Conduct one (1) project kick-off workshop for up to two (2) person days for Your project team to review the project governance processes and complete strategy sessions including:
1. Scope management;
2. Risk management;
3. Issue management;
4. Communications management;
5. Configuration management;
6. Quality management;
7. Create a getting started guide;
8. Data conversion strategy session;
9. Integration strategy session; and
10. Workflow strategy session.
b. Create and provide an initial project work plan, which will include the following:
1. Tasks; estimated start and end dates, and estimated durations;
2. Assigned resources from You and Oracle; and
3. Known dependencies.
2. Refine Phase:
a. Conduct up to six (6) "Finance Data Migration Workshops" for up to two (2) hours each for Your project team to review the following processes:
1. Chart of accounts ("COA") setup and fund management;
2. Entity setup;
3. Account balances;
4. Historical data;
5. Current fiscal year data import; and
6. Fixed assets.
b. Document the findings from the Finance Data Migration Workshops in a Finance Migration Engagement Report.
c. Assist with the loading of general ledger ("GL")/journal and transactional data for the fiscal year of go -live, only.
d. Conduct up to five (5) "Configuration Workshops" for up to two (2) hours each for Your project team to review the following processes:
1. System administration;
2. Planning and budgeting;
3. Integrations;
4. Analytics and reports; and
5. Workflows and automation.
e. Document the findings from the Finance Data Configuration Workshops in a Finance Configuration Engagement Report.
f. Configure NetSuite for Government hosted environment based upon the Finance Configuration Engagement Report.
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g. Provide up to four (4) total person days of guidance on configuring integrations to the following third -party applications:
Third Party
Name
Type of Data
One-way/Two-way Frequency
Method
(Application
Programming
Interface ("API")/flat
file)
Comments
Ultimate
Kronos Group
("UKG")
Brightly
HdL
Companies
Citizens
Business Bank
Payroll
Permitting
Business
licenses
Bank
reconciliation
One-way import to
NetSuite for Government On demand
Two-way On demand
Flat file
Flat file
Two-way On demand Flat file
One-way import to
NetSuite for Government On demand Flat file
Completed
payroll
transactions.
3. Enable Phase:
a. Conduct up to four (4) functional training sessions of up to two (2) hours each for Your project team on NetSuite for Government.
b. Create a testing plan with You.
c. Provide up to four (4) person days over the course of six (6) weeks to assist with user acceptance testing ("UAT").
4. Live Operate Phase:
a. Conduct one (1) "Final Data Migration Workshop" for up to two (2) hours to complete final finance data cutover.
b. Provide up to a total of nine (9) person days of consulting post go -live support to be used within the first thirty (30) calendar days immediately following production go -live. c. Facilitate the transition from Your implementation team to the NetSuite for Government support team.
2. Rates, Estimated Fees and Expenses, and Taxes.
A. The Services are performed on a time and materials ("T&M") basis; that is, You shall pay Oracle for the actual time spent performing the Services, plus materials, taxes, and expenses.
B. Rates. For a period of one (1) year from the ordering document effective date, the Services will be provided at the rate of $168.00 per hour. Thereafter, unless otherwise agreed by You and Oracle in an amendment, the Services will be provided at Oracle's consulting rates in effect when the Services are performed.
C. Estimated Fees and Expenses. All fees and expenses will be invoiced monthly. The fee and expense estimates specified in Your order are intended only to be for Your budgeting and Oracle's resource scheduling purposes, and may exceed the specified totals; these estimates do not include taxes. Once fees for Services reach the estimate, Oracle will cooperate with You to provide continuing Services on a T&M basis.
3. Proiect Management. You and Oracle each agree to designate a project manager who shall work together to facilitate an efficient delivery of the Services.
4. Your Cooperation.
A. Prior to the commencement of Services, designate and identify a project sponsor and a project manager that will be responsible for coordinating Your participation in this project and provide on-going support for Your implementation of the NetSuite hosted environment. Responsibilities include but are not limited to:
1. Provide user feedback during configuration and validation.
2. Be available as needed during the project to answer Oracle's questions, provide business decisions and other items as required.
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3. Provide on-going support to internal users following the implementation.
B. Enable administrator access to allow provisioning of Your NetSuite for Government hosted environment prior to the commencement of Services.
C. Modify Your processes as necessary to align with the standard functionality of NetSuite for Government.
D. Complete and return the questionnaire in the NetSuite for Government Welcome Packet to your Oracle project manager prior to the project kick-off workshop.
E. Make Your existing procedure and business process documentation available to Oracle at least two (2) weeks prior to the Configuration Workshops.
F. Notify Oracle within two (2) business days about any inaccuracies or incomplete information in project documentation provided by Oracle to You.
G. Identify Your third -party application(s) to be integrated with NetSuite for Government and provide all relevant specifications.
H. You will be live in production on all of Your third -party applications to be integrated with NetSuite for Government at least six (6) months prior to the planned go -live date of this implementation.
I. You will accept Oracle NetSuite release upgrades.
J. You will not film or record Oracle's delivery of Services, Oracle resources, or any Oracle materials.
K. Be responsible for extracting the data from Your legacy system(s), providing it in the format specified by Oracle, and assisting Oracle resources to complete data cleansing and mapping within three (3) weeks from the project kickoff call. Data to be migrated includes the following:
1. Balances of fully qualified accounts (e.g., Fund-Dept-Obj, and other segments);
2. All general ledger impacting transactions (trial balance details) are summed and compared by each fully qualified account to the provided balances; no transactions are omitted.
3. Transaction details such as purchase orders, bills, invoices, credits, voids, adjustments, payments, checks, wires, etc. must identify which general ledger impacting transaction it is associated with. The values of these details are compared to the general ledger impacting transaction totals to validate that no details are omitted.
L. Provide customer -audited data for data migration, including historical years up through the most recent audited fiscal year.
M. Validate the final list data and transactional data within two (2) weeks from data upload.
N. You are responsible for planning, executing, and managing all aspects of end-to-end and final reviews, including customizing the Oracle provided templates to prepare and execute test cases and plans and reviewing test results.
O. Ensure that Your designated Learning Cloud Support passholder training attendee(s) are completing any implementation training courses assigned to them by the Oracle team in the timeline specified as mutually agreed by You and received from the Oracle at the start of the implementation.
P. Develop any necessary end-user documentation, including, but not limited to, documenting specific business practices, data examples and organization/end-user specific policies and procedures.
Q. Implement and maintain the production and consumption of the file -based interfaces with Your existing systems.
R. Manage the post -production maintenance and support of Your NetSuite for Government hosted environment.
5. Proiect Assumptions.
A. A person day is defined as one (1) resource working up to eight (8) hours.
B. Standard functionality is defined as the functionality described in applicable documentation, for the NetSuite for Government application, provided by Oracle.
C. A finalized dataset is defined as up to one (1) year's worth of historical data containing all the information that You wish to migrate, as validated by Your project team. Modifying the structure of the data can cause delays in the migration process and/or inconsistencies in the final result. This dataset should have all relevant details comprising the debits and credits against each accounting segment that impacts the general ledger. All transaction lines should be rounded to two (2) decimal places while maintaining balanced debits and credits and aligning with balances for each fiscal year. All transaction detail records (e.g., vendor bills, checks, accounts receivable invoices, cash receipts) must include an associating reference to the general ledger impacting transaction as well its relationship with other detail transactions such as bills -to -purchase orders or checks -to -bills. Subledger transactions details (i.e., subledger project transaction details) should be free of conflicts from their associated general ledger impact transaction.
D. Hosted environment is defined as the combination of systems and supporting resources to which Oracle grants You access as part of the services ordered by You, that are (i) configured for the Oracle Programs operating on it and for specific uses as part of the services, and (ii) used by Oracle to perform the Services. The hosted environment US-16840667-v090122-10MAY2024-gbartosh-v2 Page 5 of 6
consists of the production environment, and any non -production environment(s), as referenced in the applicable ordering document and services policies.
E. The implementation methodology for the Services is the Oracle True Cloud Method ("TCM").
F. Data migration is limited to the assistance described in Section 1.A.2.c.
G. Data provided by Your organization will be validated by the Oracle Local Government implementation team before being loaded into NetSuite for Government. However, any discrepancies or inconsistencies will be returned to You for correction or clarification, up to three (3) revisions. It is recommended that data validation occur prior to submission of the finalized dataset for loading.
H. The amount of time required to import legacy transactions and associated detail is determined by Your ability to provide reconciled data in the format requested. Delays may impact key implementation dates, including go -live.
I. The NetSuite for Government standard chart of accounts segmentation structure will be used as a default segmentation with localization as required.
J. For each third -party application listed in Section 1.A.2.g. You must provide integration specifications, third -party requirements, and have a live operating environment in place in order for the implementation team to perform the Services.
K. If the effort to implement the third -party integrations identified by You exceeds the estimates in Sections 1.A.2.g. such adjustments shall be subject to the change control process.
L. Except to the extent expressly stated in the Description of Services section of this document, the use of the terms "integrate" and "integration" throughout this document is not intended to mean that Oracle will ensure (i) the physical or functional integration of Oracle products with external legacy systems, third party products and/or other software applications; (ii) the functioning of Oracle products as a coordinated whole with such external legacy systems, third party products and/or other software applications; or (iii) any non-standard integration between Oracle products.
Rather, the terms are used to refer to the overall concept of data exchange between the Oracle products and other systems, products or applications identified in this document, and may include interfacing and/or other methods of integration or interoperation as described in the Description of Services section of this document.
M. The following are not included in the scope of, or fees for, Services under this exhibit:
1. Performance testing, tuning, or any management of performance.
2. Testing beyond the activities described in this exhibit.
3. Customizations to NetSuite for Government.
4. Oracle Cloud subscription services.
5. Languages other than U.S. English.
6. Integrations or data conversions beyond what is explicitly described in this exhibit.
7. Cloud middleware, database, operating and other hardware activities.
8. Oracle transactional business intelligence training.
9. Complex business processing or orchestration related to integrations.
10. Transformations or data mapping of elements.
11. Additional workforce structures for future use, expansion, or acquisitions.
12. Extensions, customizations, or custom reports.
13. Localizations other than those made to the chart of accounts structure.
14. Post -production Services exceeding nine (9) person days, or thirty (30) calendar days after go -live, whichever comes first.
15. Anything not expressly listed in the Description of Services.
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