Budget System Database C110013 CITY OF TIGARD,OREGON
®� s AMENDMENT/CHANGE ORDER TO PERSONAL SERVICE AGREEMENT
"? BUDGET SYSTEM DATABASE DEVELOPMENT
"` AMENDMENT#1
The Agreement between the City of Tigard, a municipal corporation of the State of Oregon, hereinafter
called City, and Steve Dahlberg, hereinafter referred to as Contractor, entered into on the 11 day of
September,2009,is hereby amended as follows:
SCOPE OF WORK
Contractor shall initiate services upon receipt of City's notice to proceed together with an executed copy of
this Agreement, Contractor agrees to complete work that is detailed in Exhibit A -- Scope of Work, and
Exhibit B, "Additional Scope of Work," and by this reference made a part hereof.
EFFECTIVE DATE AND DURATION
This Agreement shall become effective upon signature by both parties and shall expire, unless otherwise
terminated or extended, on Deeeffiber���9 une 30 2011. All work under this Agreement shall be
completed prior to the expiration of this Agreement.
COMPENSATION
City agrees to pay Contractor an amount not to exceed Eight Theusftnd Six Hundred Fifty and Ne,�
13ellars-{ ` ---,Fifteen Thousand Four Hundred. Fifty and No/100 Dollars 015,450.00) for the
performance of the services described in both Exhibits A and B under this Agreement based on an hourly
rate of Fifty and No/100 Dollars ($50.00). Payment will be made based on Contractor's invoice, subject to
the approval of the City, and not more frequently than monthly. Payment shall be payable within thirty (30)
days'from the date of the Contractor's invoice.
TERMINATION
The parties agree that any decision by either party to terminate this Agreement before either before the
work is completed or the 30'h day of June,2902011 shall be accompanied by thirty (30) days written notice
to the other party prior to the date termination would take effect. 'There shall be no penalty for early
termination. If City terminates the contract pursuant to this paragraph, it shall pay Contractor for services
rendered prorated to the date of termination.
IN WITNESS WHEREOF, Sponsor has caused this Amendment to be executed by its duly authorized
undersigned officer and Western has executed this Amendment upon signature and date listed below.
CITY OF TIGARD STEV,E�D/AHLB`E�RG�
Signatur Signature
Printed. me Printed Name
/ 9-ag-1v
Date Date
Exhibit B
Additional Scope of Work
The Contractor shall provide the following enhancements for the City's Access database budgeting
program. These enhancements were generally discussed on-site Ti and on September 9 2010. Once
reviewed and agreed by both parties, the changes will be made and presented to the City of Tigard for
review,verification, and ready to accept for production usage.
The Forecast queue is to be delivered on.Monday, Sept 27, 2010.
The final deliver is scheduled for no late: that Monday Nov 29, 2010.
1) FORECAST QUERY: for exhorting into Excel and containing
a. 3 years of actual...2008,2009,2010,
b. Adopted of the most recent budget year 2011
c. any stage of the current budget gear
d. sorted by bund and Object
e. Include additional fields: Fund,Fund Desc, Object, Obi Desc,
2) CLEAN-BJP: and streamline the current budgeting process, specifically when:
a. Adding new accounts— to all the correct tables
b. Adding/Importing/Updating historical data—to all the correct tables
c. Adding people—to all the correct tables
d. Adding positions—to all the correct tables
e. A veti&ing process when new Fund/Division/Object is added to update tables where appropriate
and/or warn the user that additional set-up is req uated.
f. A sin le form where the user can go to add the GL strin and have it pol2ulate all the appropriate
tables.
g. Consider streamlining (consolidating) tables for Positions and einployees
h. Verify and fix the tracking when a user is to e7> d-izz (tbleSef OrgKcylnUse�
i. All reports are to be in the font : Garamond
3) REPORTS:Verify that all reports will work when a budget is selected.
a. The Ci!y of Ti and will review the currently available re Sorts and determine if there are duplicates
that may be removed. IE: Simplify Report Choices
b. Verify that whichever budget year is selected, the historic years will be appropriate as the budget year
changes.
4) ALL BUDGET FRONT-END & DATA in one application &database.
a. Allowinz 4 the switching of budget years.
b. Prior years are to be locked with no editing of the line-item details, but the salary details are not available
for viewing/editing (IE: Salary details
5) REMOVE:
a. Existing Forecast and related items (tables,queries, forms,reports, etch.
b. Existing CIP and related items (tables,,queries, forms,reports, etc).
G) NEW REPORTS AND FORMS
a. ReWo t for all chane packages displaying the subtotal for Revenues &.Expenses by Fund
b. Report for all Position/staffing allocations, similar to the staff allocation form to include: full and
split employees; allocated (in) employees, and"split to" employees.
c. Form to review, all or selected change
packages and
i. Update$$ and description of EXISTING change packages.
ii. Add lines to Existing change package
iii. Create a new Chan c. Packages in this form
d. New Form for setting up transfers: Enter Once(From,"To,Amt,Typc,Descriptions and
automatically make both sides of the budget entries to all the appropriate data tables Transfer in
and Transfer outs.
e. Report for Interfund Transfers (like page 62 of 2011 budget document
f. Input Form for users to add the textual portion of the budget document,like the current adopted
budget publication.
i. Division Description
ii. Division Budget Year Goals and Objectives
iii. Division Prior Year Accomplishments
iv. Division Performance Measures for Budget Year and three years prior.
a) Workload Measures
b) Effectiveness Measures
v. Division Results
g. Report for Publishing for the textual portion of the budget document,like the current published
documents.
7) NEW CfP FORMS ANIS REPORTS
a. CTP fotms & data entry: like the Excel spreadsheet provided where for each project summary data
is entered along with selected other information required to generate budget entries for: Total
Budget Expenses,Revenue Funding Sources, and Other Revenue Sources.
b. Add validation to verify Expenses and Revenues are in balance by year.
c. Add automatically, to the appropriate tables for example: "tbl D Requested", the necessary budget
entries:'Total Expenses (to specified fund),Transfers in/out �when transfer is specified), and
Revenues where specified as not already_budgeted). Creates a Change Package in the table with the
entU ..However, the change package can't be changed in the change package form in 6C above.
d. Resorts like published to the Tigard website of the adopted budget.
The estimated hours and cost are as follows:
1) Forecast Query 1 hour
2) Clean-up 18 hours
3) Reports 12 hours
4) AR budget front-end& data 10 hours
5) Remove 4 hours
6) New reports and forms 49 hours
7) New CIP forms &reports 32 hours
8) Contingency. 10 hours
9) Hourly Rate $50.00
Totals
Hours 136
Cost for Additional Services $6,800