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Item 4NM E M O R A N D U M January 30, 2019 To: Shana Yelverton, City Manager From: Sharen Jackson, Chief Financial Officer Subject: Item 4N: Approve the purchase of software support services and annual maintenance from Tyler Technologies in an amount not to exceed $176,686 Action Requested: Approve the purchase of software maintenance and support services for Munis, Incode and Energov from Tyler Technologies in an amount not to exceed $176,686. Background Information: The City currently utilizes three (3) Tyler Technologies software products for Customer Service, Building Services, Finance, Human Resources, Planning, Public Works and Municipal Court. •Munis, the Enterprise Resource Planning (ERP) software of record for financial information was implemented in 2007 for the Finance, Human Resources, Public Works and Customer Service departments. •EnerGov was implemented last year for Building Services, Planning and Public Works and serves as the Land Management software of record. •Incode was implemented for Municipal Court records in 1998 and offers the Police Department to electronically issue citations. These programs have dramatically enhanced staff ability to provide streamlined services to both internal and external customers, online options for processing transactions and submitting documentation, and they house an invaluable resource of financial information, maps, documents and statistics for reporting and decision making. Financial Considerations: The 2019 fiscal year budget approved $131,123 for the Munis and Energov applications and an additional $45,563 for Incode for a total of $176,686. Quotes are attached. Item 4N Honorable Mayor and City Council Page 2 of 2 Strategic Link: This agenda item is linked to the Southlake Strategy Map through the following objectives: • B6 Optimize the use of technology • B4 Provide high quality services through sustainable business practices Citizen Input/ Board Review: No requirement exists to review the purchase with citizens or boards Legal Review: No requirement exists to review the purchase with the City Attorney. Alternatives: The alternative to approving the maintenance and support purchase is to pay for future updates and issues as they arise causing a delay in resolution and potentially impacting availability for staff and customers. Supporting Documents: Quotes Staff Recommendation: Staff recommends approval of the maintenance and support services from Tyler Technologies in an amount not to exceed $176,686. Page 1 of 4 DateCompany PROFORMA 107779 05/03/2018 THIS IS NOT AN INVOICE Order No. 045 Tyler Technologies, Inc. (FEIN 75-2303920) P.O. Box 203556 Dallas, TX 75320-3556 Remittance Questions Tyler Technologies - ERP & Schools Phone: 1-800-772-2260 Press 2, then 1 Fax: 1-866-673-3274 Email: ar@tylertech.com CITY OF SOUTHLAKE, TX ATTN: ACCOUNTS PAYABLE 1400 MAIN STREET, SUITE 440 SOUTHLAKE, TX 76092 Ship To:To: Customer Grp/No.Payment Terms Currency Code Net 30 USD CITY OF SOUTHLAKE, TX ATTN: ACCOUNTS PAYABLE 1400 MAIN STREET, SUITE 440 SOUTHLAKE, TX 76092 1 2139 Customer PO#Ship Via MISC Salesperson Cd No. Item/ Description/ Comments Total Cost Quantity# UsersDrop Ship U/M Unit Price Disc % Contract No.: SOUTHLAKE, TX Renewal: MUNSUPPORT-D-GL 16,890.02 1 1 1 EA 16,890.02 .00 No SUPPORT & UPDATE LICENSING - ACCTG/GL/BUDGET/AP Maintenance Plan: ; Start: 02/22/2019, End: 02/21/2020; Term: 12 months Renewal: MUNSUPPORT-D-AR 3,555.80 1 1 2 EA 3,555.80 .00 No SUPPORT & UPDATE LICENSING - ACCOUNTS RECEIVABLE Maintenance Plan: ; Start: 02/22/2019, End: 02/21/2020; Term: 12 months Renewal: MUNSUPPORT-D-BM 1,939.53 1 1 3 EA 1,939.53 .00 No SUPPORT & UPDATE LICENSING - BID MANAGEMENT Maintenance Plan: ; Start: 02/22/2019, End: 02/21/2020; Term: 12 months Renewal: MUNSUPPORT-D-BMI 1,228.37 1 1 4 EA 1,228.37 .00 No SUPPORT & UPDATE LICENSING - INTERFACE TO BMI TRACKING Maintenance Plan: ; Start: 02/22/2019, End: 02/21/2020; Term: 12 months Renewal: MUNSUPPORT-D-BVSS 4,040.66 1 1 5 EA 4,040.66 .00 No SUPPORT & UPDATE LICENSING - BUSINESS & VENDOR SELF SERVICE Maintenance Plan: ; Start: 02/22/2019, End: 02/21/2020; Term: 12 months Renewal: MUNSUPPORT-C-CPF 1,037.84 1 1 6 EA 1,037.84 .00 No SUPPORT & UPDATE LICENSING - CENTRAL PROPERTY FILE Maintenance Plan: ; Start: 02/22/2019, End: 02/21/2020; Term: 12 months Renewal: MUNSUPPORT-D-CM 1,907.20 1 1 7 EA 1,907.20 .00 No SUPPORT & UPDATE LICENSING - CONTRACT MANAGEMENT Maintenance Plan: ; Start: 02/22/2019, End: 02/21/2020; Term: 12 months Renewal: MUNSUPPORT-D-FA 3,879.05 1 1 8 EA 3,879.05 .00 No SUPPORT & UPDATE LICENSING - FIXED ASSETS Maintenance Plan: ; Start: 02/22/2019, End: 02/21/2020; Term: 12 months Renewal: MUNSUPPORT-D-GASB 3,555.80 1 1 9 EA 3,555.80 .00 No SUPPORT & UPDATE LICENSING - GASB 34 REPORT WRITER Maintenance Plan: ; Start: 02/22/2019, End: 02/21/2020; Term: 12 months Page 2 of 4 DateCompany PROFORMA 107779 05/03/2018 THIS IS NOT AN INVOICE Order No. 045 Tyler Technologies, Inc. (FEIN 75-2303920) P.O. Box 203556 Dallas, TX 75320-3556 Remittance Questions 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 Total Cost Quantity# UsersDrop Ship U/M Unit Price Disc % Renewal: MUNSUPPORT-D-GB 1,616.27 1 1 10 EA 1,616.27 .00 No SUPPORT & UPDATE LICENSING - GENERAL BILLING Maintenance Plan: ; Start: 02/22/2019, End: 02/21/2020; Term: 12 months Renewal: MUNSUPPORT-B-HR 2,489.06 1 1 11 EA 2,489.06 .00 No SUPPORT & UPDATE LICENSING - HUMAN RESOURCES MANAGEMENT Maintenance Plan: ; Start: 02/22/2019, End: 02/21/2020; Term: 12 months Renewal: MUNSUPPORT-D-INV 3,555.80 1 1 12 EA 3,555.80 .00 No SUPPORT & UPDATE LICENSING - INVENTORY Maintenance Plan: ; Start: 02/22/2019, End: 02/21/2020; Term: 12 months Renewal: MUNSUPPORT-B-ESS 1,454.65 1 1 13 EA 1,454.65 .00 No SUPPORT & UPDATE LICENSING - EMPLOYEE SELF SERVICE Maintenance Plan: ; Start: 02/22/2019, End: 02/21/2020; Term: 12 months Renewal: MUNSCRYW-D 4,198.73 1 1 14 EA 4,198.73 .00 No SUPPORT & UPDATE LICENSING - CRYSTAL REPORTS Maintenance Plan: ; Start: 02/22/2019, End: 02/21/2020; Term: 12 months Renewal: MUNSUPPORT-C-ESRI 3,232.56 1 1 15 EA 3,232.56 .00 No SUPPORT & UPDATE LICENSING - MUNIS ESRI INTERFACE Maintenance Plan: ; Start: 02/22/2019, End: 02/21/2020; Term: 12 months Renewal: MUNSUPPORT-C-MAPLINK 1,616.27 1 1 16 EA 1,616.27 .00 No SUPPORT & UPDATE LICENSING - MUNIS MAPLINK Maintenance Plan: ; Start: 02/22/2019, End: 02/21/2020; Term: 12 months Renewal: MUNSUPPORT-D-OFF 2,747.68 1 1 17 EA 2,747.68 .00 No SUPPORT & UPDATE LICENSING - MUNIS OFFICE Maintenance Plan: ; Start: 02/22/2019, End: 02/21/2020; Term: 12 months Renewal: MUNSUPPORT-B-PR 3,749.76 1 1 18 EA 3,749.76 .00 No SUPPORT & UPDATE LICENSING - PAYROLL Maintenance Plan: ; Start: 02/22/2019, End: 02/21/2020; Term: 12 months Renewal: MUNSUPPORT-D-PA 3,232.56 1 1 19 EA 3,232.56 .00 No SUPPORT & UPDATE LICENSING - PROJECT ACCOUNTING Maintenance Plan: ; Start: 02/22/2019, End: 02/21/2020; Term: 12 months Renewal: MUNSUPPORT-D-PO 3,879.05 1 1 20 EA 3,879.05 .00 No SUPPORT & UPDATE LICENSING - PURCHASE ORDERS Maintenance Plan: ; Start: 02/22/2019, End: 02/21/2020; Term: 12 months Renewal: MUNSUPPORT-D-REQ 3,232.56 1 1 21 EA 3,232.56 .00 No SUPPORT & UPDATE LICENSING - REQUISITIONS Page 3 of 4 DateCompany PROFORMA 107779 05/03/2018 THIS IS NOT AN INVOICE Order No. 045 Tyler Technologies, Inc. (FEIN 75-2303920) P.O. Box 203556 Dallas, TX 75320-3556 Remittance Questions 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 Total Cost Quantity# UsersDrop Ship U/M Unit Price Disc % Maintenance Plan: ; Start: 02/22/2019, End: 02/21/2020; Term: 12 months Renewal: MUNSUPPORT-B-TIMEKEE 711.15 1 1 22 EA 711.15 .00 No SUPPORT & UPDATE LICENSING - TIMEKEEPING INTERFACE Maintenance Plan: ; Start: 02/22/2019, End: 02/21/2020; Term: 12 months Renewal: MUNSUPPORT-D-TM 3,232.56 1 1 23 EA 3,232.56 .00 No SUPPORT & UPDATE LICENSING - TREASURY MANAGEMENT Maintenance Plan: ; Start: 02/22/2019, End: 02/21/2020; Term: 12 months Renewal: MUNFM-SUP-D 3,591.71 1 1 24 EA 3,591.71 .00 No TYLER FORM PROCESSING SUPPORT Maintenance Plan: ; Start: 02/22/2019, End: 02/21/2020; Term: 12 months Renewal: MUNSUPPORT-C-UBCIS 4,920.83 1 1 25 EA 4,920.83 .00 No SUPPORT & UPDATE LICENSING - UTILITY BILLING CIS Maintenance Plan: ; Start: 02/22/2019, End: 02/21/2020; Term: 12 months Renewal: MUNSUPPORT-C-UBI 1,422.31 1 1 26 EA 1,422.31 .00 No SUPPORT & UPDATE LICENSING - UTILITY BILLING INTERFACE Maintenance Plan: ; Start: 02/22/2019, End: 02/21/2020; Term: 12 months Renewal: MUNSUPPORT-C-CSS 2,262.79 1 1 27 EA 2,262.79 .00 No SUPPORT & UPDATE LICENSING - CITIZEN SELF SERVICE (UTILITY BILLING) Maintenance Plan: ; Start: 02/22/2019, End: 02/21/2020; Term: 12 months Renewal: MUNGUIUP-D 2,700.00 1 1 28 EA 2,700.00 .00 No TYLER UNLIMITED CLIENT ACCESS MAINTENANCE Maintenance Plan: ; Start: 02/22/2019, End: 02/21/2020; Term: 12 months Renewal: MUNSUPPORT-D-PORTAL 2,260.52 1 1 29 EA 2,260.52 .00 No SUPPORT & UPDATE LICENSING - ROLE TAILORED DASHBOARD Maintenance Plan: ; Start: 02/22/2019, End: 02/21/2020; Term: 12 months Renewal: MUNSUPPORT-D-PBB 3,859.47 1 1 30 EA 3,859.47 .00 No SUPPORT & UPDATE LICENSING - PERFORMANCE BASED BUDGETING Maintenance Plan: ; Start: 02/22/2019, End: 02/21/2020; Term: 12 months Renewal: MUNSUPPORT-D-TCMSE 4,824.34 1 1 31 EA 4,824.34 .00 No SUPPORT & UPDATE LICENSING - TYLER CONTENT MANAGER SE Maintenance Plan: ; Start: 02/22/2019, End: 02/21/2020; Term: 12 months Renewal: MUNEGSUPPORT-D-IGWM 3,790.40 1 1 32 EA 3,790.40 .00 No EnerGov Support - IG Workforce Mobile Maintenance Plan: ; Start: 02/22/2019, End: 02/21/2020; Term: 12 months Page 4 of 4 DateCompany PROFORMA 107779 05/03/2018 THIS IS NOT AN INVOICE Order No. 045 Tyler Technologies, Inc. (FEIN 75-2303920) P.O. Box 203556 Dallas, TX 75320-3556 Remittance Questions 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 Total Cost Quantity# UsersDrop Ship U/M Unit Price Disc % Renewal: MUNEGSUPPORT-D-PI 7,579.69 1 1 33 EA 7,579.69 .00 No EnerGov Support - Permits & Inspections Maintenance Plan: ; Start: 02/22/2019, End: 02/21/2020; Term: 12 months Renewal: MUNEGSUPPORT-D-ESRI 4,685.63 1 1 34 EA 4,685.63 .00 No EnerGov Support - ESRI Integration Maintenance Plan: ; Start: 02/22/2019, End: 02/21/2020; Term: 12 months Renewal: MUNEGSUPPORT-D-ER 3,790.40 1 1 35 EA 3,790.40 .00 No EnerGov Support- e-Reviews Maintenance Plan: ; Start: 02/22/2019, End: 02/21/2020; Term: 12 months Renewal: MUNEGSUPPORT-D-PL 2,939.27 1 1 36 EA 2,939.27 .00 No EnerGov Support - Intelligent Objects Automation Maintenance Plan: ; Start: 02/22/2019, End: 02/21/2020; Term: 12 months Renewal: MUNEGSUPPORT-D-PL 2,756.25 1 1 37 EA 2,756.25 .00 No EnerGov Support - Professional Licensing Maintenance Plan: ; Start: 02/22/2019, End: 02/21/2020; Term: 12 months Renewal: MUNEGSUPPORT-D-CAP 2,756.25 1 1 38 EA 2,756.25 .00 No EnerGov Support - Citizen Access Portal Maintenance Plan: ; Start: 02/22/2019, End: 02/21/2020; Term: 12 months 131,122.79 Order Total:Does not include any applicable taxes Comments: