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Item 4K©CITY OF SOUTHLAKE MEMORANDUM (January 30, 2018) To: Shana Yelverton, City Manager From: Greg Hendricks, Director of Information Technology Subject: Consent agenda item 4K - Approve the purchase of Munis and Energov application support and maintenance from Tyler Technologies in an amount not to exceed $131,781. Action Requested: Approve the purchase of an annual Munis and Energov software support and maintenance agreement to Tyler Technologies in an amount not to exceed $131,781. 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. Energov is the selected platform to replace Accela for land management utilized by the Planning department to manage the Building unit for plans management, permitting, etc. This platform introduces enhancements to operations including online plans submission, improved permit payments, and improved integration with our GIS system and Bluebeam real time plans markup software streamlining the plans approval process. Financial Considerations: The FY2018 approved renewal total is $131,781 (Technology Fund) including Munis support cost of $98,057 (7% increase) and Energov cost of $33,724 (first renewal). Energov will provide a cost savings of approximately $20,000 annually over the replaced Accela application. 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 system issues as well as upgrades to future enhancements & bug fixes as well as tracking and reducing costs. Citizen Input) Honorable Mayor and City Council Consent Agenda Item 4K — Munis and Energov Maintenance Renewal Page 2 of 2 Board Review: Not Applicable Legal Review: The Munis contract was initially signed by Jim Blagg on 11/27/06 and there are no significant differences between the two contracts with the exception of the additional modules added for Tyler's Energov application. In FY2017 Tyler began a new renewal process with a new agreement requiring only subsequent renewal quotes moving forward (see attachments). 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. Supporting Documents: See Attachments Staff Recommendation: Approve item as proposed Attachments: Renewal contract Renewal quote 0 •4.. % tyler ®tecimofoics One Tyler Drive Yarmouth, ME 04096 P: 800.772.2260 F; 207.781.2459 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 ornicole.beaudette(@Iylertech.co 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. Client shall remit 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 terns 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. Client: cir" y 4 Etf) fC4 AC ERP and Schoo Division By. Name: Christopher P. Hepburn Title: Senior Vice President By: Zd d-2 jl'��__z Name: Gig &?U Q e1C k1s Title: 01 "gLy T Date 1 /20/ Remittance THIS IS NOT AN INVOICE Tyler Technololes, Inc. (FEIN 75-2303920) PROFORMA tyler P.O. Box 203556 technologies Dallas, TX 75320-3556 Company Order No. Date Page Empowering people who serve the public Questions 045 93579 04/24/2017 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 25 Renewal: MUNSUPPORT-C-UBCIS No 1 1 EA 4,686.50 .00 4,686.50 SUPPORT & UPDATE LICENSING - UTILITY BILLING CIS Maintenance Plan: ; Start: 02/22/2018, End: 02/21/2019; Term: 12 months 26 Renewal: MUNSUPPORT-C-UBI No 1 1 EA 1,354.58 .00 1,354.58 SUPPORT & UPDATE LICENSING - UTILITY BILLING INTERFACE Maintenance Plan: ; Start: 02/22/2018, End: 02/21/2019; Term: 12 months 27 Renewal: MUNSUPPORT-C-CSS No 1 1 EA 2,155.04 .00 2,155.04 SUPPORT & UPDATE LICENSING - CITIZEN SELF SERVICE (UTILITY BILLING) Maintenance Plan: ; Start: 02/22/2018, End: 02/21/2019; Term: 12 months 28 Renewal: MUNGUIUP-D No 1 1 EA 2,700.00 .00 2,700.00 TYLER UNLIMITED CLIENTACCESS MAINTENANCE Maintenance Plan: ; Start: 02/22/2018, End: 02/21/2019; Term: 12 months 29 Renewal: MUNSUPPORT-D-PORTAL No 1 1 EA 2,152.88 .00 2,152.88 SUPPORT & UPDATE LICENSING - ROLE TAILORED DASHBOARD Maintenance Plan: ; Start: 02/22/2018, End: 02/21/2019; Term: 12 months 30 Renewal: MUNSUPPORT-D-PBB No 1 1 EA 3,675.69 .00 3,675.69 SUPPORT & UPDATE LICENSING - PERFORMANCE BASED BUDGETING Maintenance Plan: ; Start: 02/22/2018, End: 02/21/2019; Term: 12 months 31 Renewal: MUNSUPPORT-D-TCMSE No 1 1 EA 4,594.61 .00 4,594.61 SUPPORT & UPDATE LICENSING -TYLER CONTENT MANAGER SE Maintenance Plan: ; Start: 02/22/2018, End: 02/21/2019; Term: 12 months 32 Renewal: MUNEG-D-IGWM No 1 1 EA 3,609.90 .00 3,609.90 EnerGov Software - IG Workforce Mobile Maintenance Plan: ; Start: 02/22/2018, End: 02/21/2019; Term: 12 months 33 Renewal: MUNEG-D-PI No 1 1 EA 7,218.75 .00 7,218.75 EnerGov Software - Permits & Inspections Maintenance Plan: ; Start: 02/22/2018, End: 02/21/2019; Term: 12 months Remittance THIS IS NOT AN INVOICE Tyler Technololes, Inc. (FEIN 75-2303920) PROFORMA tyler P.O. Box 203556 technologies Dallas, TX 75320-3556 Company order No. Date Page Empowering people who serve the public Questions 045 93579 04/24/2017 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 34 Renewal: MUNEG-D-ESRI No 1 1 EA 4,462.50 .00 4,462.50 EnerGov Software - ESRI Integration Maintenance Plan: ; Start: 02/22/2018, End: 02/21/2019; Term: 12 months 35 Renewal: MUNEG-D-PL No 1 1 EA 4,371.15 .00 4,371.15 EnerGov Software - IVR Maintenance Plan: ; Start: 02/22/2018, End: 02/21/2019; Term: 12 months 36 Renewal: MUNEG-D-IM No 1 1 EA 2,402.40 .00 2,402.40 EnerGov Software - Impact Management Maintenance Plan: ; Start: 02/22/2018, End: 02/21/2019; Term: 12 months 37 Renewal: MUNEG-D-ER No 1 1 EA 3,609.90 .00 3,609.90 EnerGov Software - e -Reviews Maintenance Plan: ; Start: 02/22/2018, End: 02/21/2019; Term: 12 months 38 Renewal: MUNEG-D-PL No 1 1 EA 2,799.30 .00 2,799.30 EnerGov Software - Intelligent Objects Automation Maintenance Plan: ; Start: 02/22/2018, End: 02/21/2019; Term: 12 months 39 Renewal: MUNEG-D-PL No 1 1 EA 2,625.00 .00 2,625.00 EnerGov Software - Professional Licensing Maintenance Plan: ; Start: 02/22/2018, End: 02/21/2019; Term: 12 months 40 Renewal: MUNEG-D-CAP No 1 1 EA 2,625.00 .00 2,625.00 EnerGov Software - Citizen Access Portal Maintenance Plan: ; Start: 02/22/2018, End: 02/21/2019; Term: 12 months 4 Renewal: MUNSUPPORT-D-BMI No 1 1 EA 1,169.88 .00 1,169.88 SUPPORT & UPDATE LICENSING - INTERFACE TO BMI TRACKING Maintenance Plan: ; Start: 02/22/2018, End: 02/21/2019; Term: 12 months 5 Renewal: MUNSUPPORT-D-BVSS No 1 1 EA 3,848.25 .00 3,848.25 SUPPORT & UPDATE LICENSING - BUSINESS & VENDOR SELF SERVICE Maintenance Plan: ; Start: 02/22/2018, End: 02/21/2019; Term: 12 months 6 Renewal: MUNSUPPORT-C-CPF No 1 1 EA 988.42 .00 988.42 SUPPORT & UPDATE LICENSING - CENTRAL PROPERTY FILE Maintenance Plan: ; Start: 02/22/2018, End: 02/21/2019; Term: 12 months 7 Renewal: MUNSUPPORT-D-CM No 1 1 EA 1,816.38 .00 1,816.38 SUPPORT & UPDATE LICENSING - CONTRACT MANAGEMENT Maintenance Plan: ; Start: 02/22/2018, End: 02/21/2019; Term: 12 months 8 Renewal: MUNSUPPORT-D-FA No 1 1 EA 3,694.33 .00 3,694.33 SUPPORT & UPDATE LICENSING - FIXED ASSETS Remittance THIS IS NOT AN INVOICE Tyler Technololes, Inc. (FEIN 75-2303920) PROFORMA tyler P.O. Box 203556 technologies Dallas, TX 75320-3556 Company order No. Date Page Empowering people who serve the public Questions 045 93579 04/24/2017 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 Maintenance Plan: ; Start: 02/22/2018, End: 02/21/2019; Term: 12 months 9 Renewal: MUNSUPPORT-D-GASB No 1 1 EA 3,386.48 .00 3,386.48 SUPPORT & UPDATE LICENSING - GASB 34 REPORT WRITER Maintenance Plan: ; Start: 02/22/2018, End: 02/21/2019; Term: 12 months 10 Renewal: MUNSUPPORT-D-GB No 1 1 EA 1,539.30 .00 1,539.30 SUPPORT & UPDATE LICENSING - GENERAL BILLING Maintenance Plan: ; Start: 02/22/2018, End: 02/21/2019; Term: 12 months 11 Renewal: MUNSUPPORT-B-HR No 1 1 EA 2,370.53 .00 2,370.53 SUPPORT & UPDATE LICENSING - HUMAN RESOURCES MANAGEMENT Maintenance Plan: ; Start: 02/22/2018, End: 02/21/2019; Term: 12 months 12 Renewal: MUNSUPPORT-D-INV No 1 1 EA 3,386.48 .00 3,386.48 SUPPORT & UPDATE LICENSING - INVENTORY Maintenance Plan: ; Start: 02/22/2018, End: 02/21/2019; Term: 12 months 13 Renewal: MUNSUPPORT-B-ESS No 1 1 EA 1,385.38 .00 1,385.38 SUPPORT & UPDATE LICENSING - EMPLOYEE SELF SERVICE Maintenance Plan: ; Start: 02/22/2018, End: 02/21/2019; Term: 12 months 14 Renewal: MUNSCRYW-D No 1 1 EA 3,998.79 .00 3,998.79 SUPPORT & UPDATE LICENSING - CRYSTAL REPORTS Maintenance Plan: ; Start: 02/22/2018, End: 02/21/2019; Term: 12 months 15 Renewal: MUNSUPPORT-C-ESRI No 1 1 EA 3,078.63 .00 3,078.63 SUPPORT & UPDATE LICENSING - MUNIS ESRI INTERFACE Maintenance Plan: ; Start: 02/22/2018, End: 02/21/2019; Term: 12 months 16 Renewal: MUNSUPPORT-C-MAPLINK No 1 1 EA 1,539.30 .00 1,539.30 SUPPORT & UPDATE LICENSING - MUNIS MAPLINK Maintenance Plan: ; Start: 02/22/2018, End: 02/21/2019; Term: 12 months 17 Renewal: MUNSUPPORT-D-OFF No 1 1 EA 2,616.84 .00 2,616.84 SUPPORT & UPDATE LICENSING - MUNIS OFFICE Maintenance Plan: ; Start: 02/22/2018, End: 02/21/2019; Term: 12 months 18 Renewal: MUNSUPPORT-B-PR No 1 1 EA 3,571.20 .00 3,571.20 SUPPORT & UPDATE LICENSING - PAYROLL Maintenance Plan: ; Start: 02/22/2018, End: 02/21/2019; Term: 12 months 19 Renewal: MUNSUPPORT-D-PA No 1 1 EA 3,078.63 .00 3,078.63 SUPPORT & UPDATE LICENSING - PROJECT ACCOUNTING Maintenance Plan: ; Start: 02/22/2018, End: 02/21/2019; Term: 12 months Remittance THIS IS NOT AN INVOICE Tyler Technololes, Inc. (FEIN 75-2303920) PROFORMA tyler P.O. Box 203556 technologies Dallas, TX 75320-3556 Company order No. Date Page Empowering people who serve the public Questions 045 93579 04/24/2017 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 No. Item/ Description/ Comments Drop Ship # Users Quantity U/M Unit Price Disc % Total Cost 20 Renewal: MUNSUPPORT-D-PO No 1 SUPPORT & UPDATE LICENSING - PURCHASE ORDERS 1 EA 16,085.73 Maintenance Plan: ; Start: 02/22/2018, End: 02/21/2019; Term: 12 months 21 Renewal: MUNSUPPORT-D-REQ No 1 SUPPORT & UPDATE LICENSING - REQUISITIONS Maintenance Plan: ; Start: 02/22/2018, End: 02/21/2019; Term: 12 months 22 Renewal: MUNSUPPORT-B-TIMEKEE No 1 SUPPORT & UPDATE LICENSING -TIMEKEEPING INTERFACE Maintenance Plan: ; Start: 02/22/2018, End: 02/21/2019; Term: 12 months 23 Renewal: MUNSUPPORT-D-TM No 1 SUPPORT & UPDATE LICENSING -TREASURY MANAGEMENT Maintenance Plan: ; Start: 02/22/2018, End: 02/21/2019; Term: 12 months 24 Renewal: MUNFM-SUP-D No 1 TYLER FORM PROCESSING SUPPORT Maintenance Plan: ; Start: 02/22/2018, End: 02/21/2019; Term: 12 months 1 Renewal: MUNSUPPORT-D-GL No 1 SUPPORT& UPDATE LICENSING-ACCTG/GL/BUDGET/AP Maintenance Plan: ; Start: 02/22/2018, End: 02/21/2019; Term: 12 months 2 Renewal: MUNSUPPORT-D-AR No 1 SUPPORT & UPDATE LICENSING -ACCOUNTS RECEIVABLE Maintenance Plan: ; Start: 02/22/2018, End: 02/21/2019; Term: 12 months 3 Renewal: MUNSUPPORT-D-BM No 1 SUPPORT & UPDATE LICENSING - BID MANAGEMENT Maintenance Plan: ; Start: 02/22/2018, End: 02/21/2019; Term: 12 months Comments: 1 EA 3,694.33 .00 3,694.33 1 EA 3,078.63 .00 3,078.63 1 EA 677.29 .00 677.29 1 EA 3,078.63 .00 3,078.63 1 EA 3,420.68 .00 3,420.68 1 EA 16,085.73 .00 16,085.73 I X-11 I X-11 3,386.48 .00 3,386.48 1,847.17 .00 1,847.17 Does not include any applicable taxes Order Total: 131,780.96