Item 4J MemoCITY OF
SOUTHLA.KE
MEMORANDUM
(January 19, 2016)
To: Shana Yelverton, City Manager
From: Greg Hendricks, Director of Information Technology
Subject: Consent agenda item 4J - Approve the purchase of Munis
application support and maintenance from Tyler Technologies in the
amount of $86,492.
Action
Requested: Approve an annual Munis software support and maintenance
agreement to Tyler Technologies in the amount of $86,492.
Background
Information: Munis is an Enterprise Resource Planning (ERP) system
used by all city departments as well as citizens. Major
functions include Finance (purchasing, budgeting, utility
billing, project accounting), Human Resources (payroll
including W-2 updates, employee management), Public
Works (service order management), and Citizen Self
Service (online bill payment). Munis is a crucial component
in meeting departmental business requirements.
Financial
Considerations: The FY2016 approved budgeted amount for this renewal is
$86,492, an increase of 5% from the FY2015 budget
amount of $82,373 (General Fund). This is due to an
increase in support and maintenance costs.
Strategic Link: B6 — "Optimize Use of Technology" — enables the IT
department to maintain supportable systems and services.
F4 — "Establish and maintain effective internal controls" —
enables IT to provide quick response and resolution for
Munis system issues as well as upgrades to future
enhancements & bug fixes as well as tracking and reducing
costs.
Citizen Input/
Board Review: Not Applicable
Legal Review: Contract was initially signed by Jim Blagg on 11/27/06 and
there are no significant differences between the two
contracts.
Alternatives: 1) Approve as proposed.
2) Reject — provide support internally and pay for future bug
fixes, enhancements, and assistance as required causing
delay in corrective actions responses.
Honorable Mayor and City Council
Consent Agenda Item 4E — Munis Maintenance Renewal
Page 2of2
Supporting
Documents: Munis support/maintenance contract is attached.
Staff
Recommendation: Approve item as proposed
Attachments: Renewal contract for signature
Renewal quote
One Tyler Drive
Yarmouth, ME 04095
P: 800.772.2260
F; 207,781.2.459
Greetings:
Enclosed is your Annual Support Agreement and License Agreement for Munis®
Software for the upcoming renewal period.
You will note that this renewal form is different from the forms you may have
received in the past. The biggest change we have made is to align you with our
current, Tyler -wide practice of setting the term for maintenance and support as
automatically renewable, in one-year increments. That means that, after you sign
this renewal form, in subsequent years you will only receive an invoice from us
reflecting our then -current maintenance and support fees.
We are taking this step to simplify the administration of your contract - a change we
believe benefits us both. This change does not mean, though, that you are forever
bound to a maintenance and support agreement with Tyler. If you choose to, you
may terminate the agreement, effective as of the last date of the then -current term,
by providing us at least fifteen days' notice of your intent to do so.
Please do not hesitate to contact Nicole Beaudette, Revenue Specialist, at (800) 772-
2260 extension 4692 or nicole.beaudette@tvlertech.com with any questions or
concerns.
Sincerely,
Abigail Diaz
Associate General Counsel
Enclosure
Annual Support Agreement and License Agreement for Munis® Software
This Annual Support Agreement and License Agreement for Munis® Software ("Support Agreement") is made by and
between Tyler Technologies, Inc. with offices at One Tyler Drive, Yarmouth, Maine 04096 ("Tyler") and the client
named in the attached invoice ("Client").
WHEREAS, Tyler and Client are parties to an original agreement ("Agreement"); and
WHEREAS, Tyler and Client desire to renew the maintenance services term under the Agreement;
NOW THEREFORE, in consideration of the mutual promises hereinafter contained, Tyler and Client agree as follows:
1. Tyler shall provide maintenance services to Client, as specified in the Agreement and Tyler's then -current
support call process, during the period set forth in the attached invoice.
2. C1Yent shall rerrdt to Tyler maintenance fees in the amount set forth in the attached invoice.
3. Maintenance services will renew automatically for additional one (1) year terms at Tyler's then -current
maintenance fees unless terminated in writing by either party at least fifteen (15) days prior to the end of the
then -current term.
4. This Support Agreement shall be governed by and construed in accordance with the terms and conditions of
the Agreement.
5. All other terms and conditions of the Agreement shall remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this Support Agreement as of the dates set forth below.
Tyler Technologies, Inc.
ERP and School Division
100
�e
By:
Name: Christopher P. Hepburn
Title: Senior Vice President
Client:
By:
Name:
Title:
Date:
400 Remittance THIS IS NOT AN INVOICE
t101010yle.O.ox03556r Tyler les, Inc.
0� ��� (FEIN 75-23 75-23033 920) PROFORMA
� PB2
• technologies Dallas, TX 75320-3556 Company Order No. Date Page
Empowering people who serve the public® questions 045 66878 05/07/2015 1 of 4
Tyler Technologies - ERP & Schools
Phone: 1-800-772-2260 Press 2, then 1
Fax: 1-866-673-3274
Email: ar@tylertech.com
To: CITY OF SOUTHLAKE, TX Ship To: CITY OF SOUTHLAKE, TX
ATTN: ACCOUNTS PAYABLE ATTN: ACCOUNTS PAYABLE
1400 MAIN STREET, SUITE 440 1400 MAIN STREET, SUITE 440
SOUTHLAKE, TX 76092 SOUTHLAKE, TX 76092
Customer Grp/No.
Customer PO# Payment Terms
Currency Code
Ship Via Salesperson Cd
1 2139
Net 30
USD
MISC
No. Item/ Description/ Comments Drop Ship # Users Quantity U/M Unit Price Disc % Total Cost
Contract No.:
SOUTHLAKE, TX
1
Renewal: MUNSUPPORT-D-GL
No
1
SUPPORT & UPDATE LICENSING - ACCTG/GL/BUDGET/AP
Maintenance Plan: ; Start: 02/22/2016, End: 02/21/2017;
Term:
12 months
2
Renewal: MUNSUPPORT-D-AR
No
1
SUPPORT & UPDATE LICENSING - ACCOUNTS RECEIVABLE
Maintenance Plan: ; Start: 02/22/2016, End: 02/21/2017;
Term:
12 months
3
Renewal: MUNSUPPORT-D-BM
No
1
SUPPORT & UPDATE LICENSING - BID MANAGEMENT
Maintenance Plan: ; Start: 02/22/2016, End: 02/21/2017;
Term:
12 months
4
Renewal: MUNSUPPORT-D-BMI
No
1
SUPPORT & UPDATE LICENSING - INTERFACE TO BMI TRACKING
Maintenance Plan: ; Start: 02/22/2016, End: 02/21/2017;
Term:
12 months
5
Renewal: MUNSUPPORT-D-BVSS
No
1
SUPPORT & UPDATE LICENSING - BUSINESS & VENDOR SELF
SERVICE
Maintenance Plan: ; Start: 02/22/2016, End: 02/21/2017;
Term:
12 months
6
Renewal: MUNSUPPORT-C-CPF
No
1
SUPPORT & UPDATE LICENSING - CENTRAL PROPERTY FILE
Maintenance Plan: ; Start: 02/22/2016, End: 02/21/2017;
Term:
12 months
7
Renewal: MUNSUPPORT-D-CM
No
1
SUPPORT & UPDATE LICENSING - CONTRACT MANAGEMENT
Maintenance Plan: ; Start: 02/22/2016, End: 02/21/2017;
Term:
12 months
8
Renewal: MUNSUPPORT-D-FA
No
1
SUPPORT & UPDATE LICENSING - FIXED ASSETS
Maintenance Plan: ; Start: 02/22/2016, End: 02/21/2017;
Term:
12 months
9
Renewal: MUNSUPPORT-D-GASB
No
1
SUPPORT & UPDATE LICENSING - GASB 34 REPORT WRITER
Maintenance Plan: ; Start: 02/22/2016, End: 02/21/2017;
Term:
12 months
1 EA 14,590.23 .00 14,590.23
1 EA 3,071.64 .00 3,071.64
1 EA 1,675.44 .00 1,675.44
1 EA 1,061.11 .00 1,061.11
1 EA 3,490.48 .00 3,490.48
1 EA 896.52 .00 896.52
1 EA 1,647.51 .00 1,647.51
1 EA 3,350.87 .00 3,350.87
1 EA 3,071.64 .00 3,071.64
400 Remittance THIS IS NOT AN INVOICE
t101010yle.O.ox03556r Tyler les, Inc.
0� ��� (FEIN 75-23 75-23033 920) PROFORMA
� PB2
• technologies Dallas, TX 75320-3556 Company Order No. Date Page
Empowering people who serve the public® questions 045 66878 05/07/2015 2 of 4
Tyler Technologies - ERP & Schools
Phone: 1-800-772-2260 Press 2, then 1
Fax: 1-866-673-3274
Email: ar@tylertech.com
No. Item/ Description/ Comments Drop Ship # Users Quantity U/M Unit Price Disc % Total Cost
10
Renewal: MUNSUPPORT-D-GB
No
1 1
EA
1,396.19
.00
1,396.19
SUPPORT & UPDATE LICENSING - GENERAL BILLING
Maintenance Plan: ; Start: 02/22/2016, End: 02/21/2017;
Term:
12 months
11
Renewal: MUNSUPPORT-B-HR
No
1 1
EA
2,150.14
.00
2,150.14
SUPPORT & UPDATE LICENSING - HUMAN RESOURCES
MANAGEMENT
Maintenance Plan: ; Start: 02/22/2016, End: 02/21/2017;
Term:
12 months
12
Renewal: MUNSUPPORT-D-INV
No
1 1
EA
3,071.64
.00
3,071.64
SUPPORT & UPDATE LICENSING - INVENTORY
Maintenance Plan: ; Start: 02/22/2016, End: 02/21/2017;
Term:
12 months
13
Renewal: MUNSUPPORT-B-ESS
No
1 1
EA
1,256.58
.00
1,256.58
SUPPORT & UPDATE LICENSING - EMPLOYEE SELF SERVICE
Maintenance Plan: ; Start: 02/22/2016, End: 02/21/2017;
Term:
12 months
14
Renewal: MUNSCRYW-D
No
1 1
EA
3,627.02
.00
3,627.02
SUPPORT & UPDATE LICENSING - CRYSTAL REPORTS
Maintenance Plan: ; Start: 02/22/2016, End: 02/21/2017;
Term:
12 months
15
Renewal: MUNSUPPORT-C-ESRI
No
1 1
EA
2,792.41
.00
2,792.41
SUPPORT & UPDATE LICENSING - MUNIS ESRI INTERFACE
Maintenance Plan: ; Start: 02/22/2016, End: 02/21/2017;
Term:
12 months
16
Renewal: MUNSUPPORT-C-MAPLINK
No
1 1
EA
1,396.19
.00
1,396.19
SUPPORT & UPDATE LICENSING - MUNIS MAPLINK
Maintenance Plan: ; Start: 02/22/2016, End: 02/21/2017;
Term:
12 months
17
Renewal: MUNSUPPORT-D-OFF
No
1 1
EA
2,373.55
.00
2,373.55
SUPPORT & UPDATE LICENSING - MUNIS OFFICE
Maintenance Plan: ; Start: 02/22/2016, End: 02/21/2017;
Term:
12 months
18
Renewal: MUNSUPPORT-B-PR
No
1 1
EA
3,239.18
.00
3,239.18
SUPPORT & UPDATE LICENSING - PAYROLL
Maintenance Plan: ; Start: 02/22/2016, End: 02/21/2017;
Term:
12 months
19
Renewal: MUNSUPPORT-D-PA
No
1 1
EA
2,792.41
.00
2,792.41
SUPPORT & UPDATE LICENSING - PROJECT ACCOUNTING
Maintenance Plan: ; Start: 02/22/2016, End: 02/21/2017;
Term:
12 months
20
Renewal: MUNSUPPORT-D-PO
No
1 1
EA
3,350.87
.00
3,350.87
SUPPORT & UPDATE LICENSING - PURCHASE ORDERS
Maintenance Plan: ; Start: 02/22/2016, End: 02/21/2017;
Term:
12 months
400 Remittance THIS IS NOT AN INVOICE
t101010yle.O.ox03556r Tyler les, Inc.
0� ��� (FEIN 75-23 75-23033 920) PROFORMA
� PB2
• technologies Dallas, TX 75320-3556 Company Order No. Date Page
Empowering people who serve the public® questions 045 66878 05/07/2015 3 of 4
Tyler Technologies - ERP & Schools
Phone: 1-800-772-2260 Press 2, then 1
Fax: 1-866-673-3274
Email: ar@tylertech.com
No. Item/ Description/ Comments Drop Ship # Users Quantity U/M Unit Price Disc % Total Cost
21
Renewal: MUNSUPPORT-D-REQ No
1 1
EA
2,792.41
.00
2,792.41
SUPPORT & UPDATE LICENSING - REQUISITIONS
Maintenance Plan: ; Start: 02/22/2016, End: 02/21/2017; Term:
12 months
22
Renewal: MUNSUPPORT-B-TIMEKEE No
1 1
EA
614.32
.00
614.32
SUPPORT & UPDATE LICENSING - TIMEKEEPING INTERFACE
Maintenance Plan: ; Start: 02/22/2016, End: 02/21/2017; Term:
12 months
23
Renewal: MUNSUPPORT-D-TM No
1 1
EA
2,792.41
.00
2,792.41
SUPPORT & UPDATE LICENSING - TREASURY MANAGEMENT
Maintenance Plan: ; Start: 02/22/2016, End: 02/21/2017; Term:
12 months
24
Renewal: MUNFM-SUP-D No
1 1
EA
3,102.66
.00
3,102.66
TYLER FORM PROCESSING SUPPORT
Maintenance Plan: ; Start: 02/22/2016, End: 02/21/2017; Term:
12 months
25
Renewal: MUNSUPPORT-C-UBCIS No
1 1
EA
4,250.79
.00
4,250.79
SUPPORT & UPDATE LICENSING - UTILITY BILLING CIS
Maintenance Plan: ; Start: 02/22/2016, End: 02/21/2017; Term:
12 months
26
Renewal: MUNSUPPORT-C-UBI No
1 1
EA
1,228.65
.00
1,228.65
SUPPORT & UPDATE LICENSING - UTILITY BILLING INTERFACE
Maintenance Plan: ; Start: 02/22/2016, End: 02/21/2017; Term:
12 months
27
Renewal: MUNSUPPORT-C-CSS No
1 1
EA
1,954.69
.00
1,954.69
SUPPORT & UPDATE LICENSING - CITIZEN SELF SERVICE (UTILITY
BILLING)
Maintenance Plan: ; Start: 02/22/2016, End: 02/21/2017; Term:
12 months
28
Renewal: MUNSUPPORT-D-PORTAL No
1 1
EA
1,952.72
.00
1,952.72
SUPPORT & UPDATE LICENSING - ROLE TAILORED DASHBOARD
Maintenance Plan: ; Start: 02/22/2016, End: 02/21/2017; Term:
12 months
29
Renewal: MUNSUPPORT-D-PBB No
1 1
EA
3,333.96
.00
3,333.96
SUPPORT & UPDATE LICENSING - PERFORMANCE BASED BUDGETING
Maintenance Plan: ; Start: 02/22/2016, End: 02/21/2017; Term:
12 months
30
Renewal: MUNSUPPORT-D-TCMSE No
1 1
EA
4,167.45
.00
4,167.45
SUPPORT & UPDATE LICENSING - TYLER CONTENT MANAGER
SE
Maintenance Plan: ; Start: 02/22/2016, End: 02/21/2017; Term:
12 months
400 Remittance THIS IS NOT AN INVOICE
101010
TylerTechnologies,
Inc.
0 �r (FEIN 75-2303920)
PROFORMA
00tyle P.O. Box 203556•� technologies
Dallas, TX 75320-3556 Company Order No. Date Page
Empowering people who serve the public® questions 045 66878 05/07/2015 4 of 4
Tyler Technologies - ERP & Schools
Phone: 1-800-772-2260 Press 2, then 1
Fax: 1-866-673-3274
Email: ar@tylertech.com
Does not include any applicable taxes Order Total: 86,491.68
We would like to continue on the current maintenance plan
❑ Our Purchase Order is enclosed
❑ Our Purchase Order is
❑ Purchase Order is not required to be invoiced
AN INVOICE WILL BE SENT AFTER CONFIRMATION OF ORDER
Comments: