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Item 4F - Tyler TechnologiesCITY OF SOUTHLAKE MEMORANDUM February 18, 2020 To: Shana Yelverton, City Manager From: Sharen Jackson, Chief Financial Officer Subject: Item 4F: Approve the purchase of software support services and annual maintenance from Tyler Technologies in an amount not to exceed $138,278.92. Action Requested: Approve the purchase of software support services and annual maintenance from Tyler Technologies in an amount not to exceed $138,278.92. Background Information: The City currently utilizes two (2) Tyler Technologies software products for Customer Service, Building Services, Finance, Human Resources, Planning, and Public Works. • 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 in 2018 for Building Services, Planning and Public Works and serves as the Land Management software of record. 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 2020 fiscal year budget approved $144,000 for the Munis and Energov applications. The quote is attached. 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 Honorable Mayor and City Council Page 2 of 2 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: Quote Staff Recommendation: Staff recommends approval of the maintenance and support services from Tyler Technologies in an amount not to exceed $138,279. •• Remittance THIS IS NOT AN INVOICE tyler T IerTechnolo les, Inc. ••• ••• (FEIN 75-2303920) PROFORMA • P.O. Box 203556 • technologies Company Order No. Date Page Dallas, TX 75320-3556 Empowering people who serve the public® Questions 045 132197 12/12/2019 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 Ship To: City of Southlake 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 ELEC 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 1 EA 17,734.52 .00 17,734.52 SUPPORT & UPDATE LICENSING -ACCTG/GL/BUDGET/AP Maintenance Plan: ; Start: 02/22/2020, End: 02/21/2021; Term: 12 months 2 Renewal: MUNSUPPORT-D-AR No 1 1 EA 3,733.59 .00 3,733.59 SUPPORT & UPDATE LICENSING -ACCOUNTS RECEIVABLE Maintenance Plan: ; Start: 02/22/2020, End: 02/21/2021; Term: 12 months 3 Renewal: MUNSUPPORT-D-BM No 1 1 EA 2,036.51 .00 2,036.51 SUPPORT & UPDATE LICENSING - BID MANAGEMENT Maintenance Plan: ; Start: 02/22/2020, End: 02/21/2021; Term: 12 months 4 Renewal: MUNSUPPORT-D-BMI No 1 1 EA 1,289.79 .00 1,289.79 SUPPORT & UPDATE LICENSING - INTERFACE TO BMI TRACKING Maintenance Plan: ; Start: 02/22/2020, End: 02/21/2021; Term: 12 months 5 Renewal: MUNSUPPORT-D-BVSS No 1 1 EA 4,242.69 .00 4,242.69 SUPPORT & UPDATE LICENSING - BUSINESS & VENDOR SELF SERVICE Maintenance Plan: ; Start: 02/22/2020, End: 02/21/2021; Term: 12 months 6 Renewal: MUNSUPPORT-C-CPF No 1 1 EA 1,089.73 .00 1,089.73 SUPPORT & UPDATE LICENSING - CENTRAL PROPERTY FILE Maintenance Plan: ; Start: 02/22/2020, End: 02/2112021; Term: 12 months 7 Renewal: MUNSUPPORT-D-CM No 1 1 EA 2,002.56 .00 2,002.56 SUPPORT & UPDATE LICENSING - CONTRACT MANAGEMENT Maintenance Plan: ; Start: 02/22/2020, End: 02/21/2021; Term: 12 months 8 Renewal: MUNSUPPORT-D-FA No 1 1 EA 4,073.00 .00 4,073.00 SUPPORT & UPDATE LICENSING - FIXED ASSETS Maintenance Plan: ; Start: 02/22/2020, End: 02/2112021; Term: 12 months 9 Renewal: MUNSUPPORT-D-GASB No 1 1 EA 3,733.59 .00 3,733.59 SUPPORT & UPDATE LICENSING - GASB 34 REPORT WRITER Maintenance Plan: ; Start: 02/22/2020, End: 02/21/2021; Term: 12 months •• Remittance THIS IS NOT AN INVOICE tyler T IerTechnolo les, Inc. ••• ••• (FEIN 75-2303920) PROFORMA • P.O. Box 203556 • technologies Company Order No. Date Page Dallas, TX 75320-3556 Empowering people who serve the public® Questions 045 132197 12/12/2019 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 1,697.08 .00 1,697.08 SUPPORT & UPDATE LICENSING - GENERAL BILLING Maintenance Plan: ; Start: 02/22/2020, End: 02/21/2021; Term: 12 months 11 Renewal: MUNSUPPORT-B-HR No 1 1 EA 2,613.51 .00 2,613.51 SUPPORT & UPDATE LICENSING - HUMAN RESOURCES MANAGEMENT Maintenance Plan: ; Start: 02/22/2020, End: 02/21/2021; Term: 12 months 12 Renewal: MUNSUPPORT-D-INV No 1 1 EA 3,733.59 .00 3,733.59 SUPPORT & UPDATE LICENSING - INVENTORY Maintenance Plan: ; Start: 02/22/2020, End: 02/21/2021; Term: 12 months 13 Renewal: MUNSUPPORT-B-ESS No 1 1 EA 1,527.38 .00 1,527.38 SUPPORT & UPDATE LICENSING - EMPLOYEE SELF SERVICE Maintenance Plan: ; Start: 02/22/2020, End: 02/21/2021; Term: 12 months 14 Renewal: MUNSCRYW-D No 1 1 EA 4,408.67 .00 4,408.67 SUPPORT & UPDATE LICENSING - CRYSTAL REPORTS Maintenance Plan: ; Start: 02/22/2020, End: 02/21/2021; Term: 12 months 15 Renewal: MUNSUPPORT-C-ESRI No 1 1 EA 3,394.19 .00 3,394.19 SUPPORT & UPDATE LICENSING - MUNIS ESRI INTERFACE Maintenance Plan: ; Start: 02/22/2020, End: 02/21/2021; Term: 12 months 16 Renewal: MUNSUPPORT-C-MAPLINK No 1 1 EA 1,697.08 .00 1,697.08 SUPPORT & UPDATE LICENSING - MUNIS MAPLINK Maintenance Plan: ; Start: 02/22/2020, End: 02/21/2021; Term: 12 months 17 Renewal: MUNSUPPORT-D-OFF No 1 1 EA 2,885.06 .00 2,885.06 SUPPORT & UPDATE LICENSING - MUNIS OFFICE Maintenance Plan: ; Start: 02/22/2020, End: 02/21/2021; Term: 12 months 18 Renewal: MUNSUPPORT-B-PR No 1 1 EA 3,937.25 .00 3,937.25 SUPPORT & UPDATE LICENSING - PAYROLL Maintenance Plan: ; Start: 02/22/2020, End: 02/2112021; Term: 12 months 19 Renewal: MUNSUPPORT-D-PA No 1 1 EA 3,394.19 .00 3,394.19 SUPPORT & UPDATE LICENSING - PROJECT ACCOUNTING Maintenance Plan: ; Start: 02/22/2020, End: 02/21/2021; Term: 12 months 20 Renewal: MUNSUPPORT-D-PO No 1 1 EA 4,073.00 .00 4,073.00 SUPPORT & UPDATE LICENSING - PURCHASE ORDERS Maintenance Plan: ; Start: 02/22/2020, End: 02/21/2021; Term: 12 months 21 Renewal: MUNSUPPORT-D-REQ No 1 1 EA 3,394.19 .00 3,394.19 SUPPORT & UPDATE LICENSING - REQUISITIONS •• Remittance THIS IS NOT AN INVOICE tyler T IerTechnolo les, Inc. ••• ••• (FEIN 75-2303920) PROFORMA • P.O. Box 203556 • technologies Company Order No. Date Page Dallas, TX 75320-3556 Empowering people who serve the public® Questions 045 132197 12/12/2019 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: 02/22/2020, End: 02/21/2021; Term: 12 months 22 Renewal: MUNSUPPORT-B-TIMEKEE No 1 1 EA 746.71 .00 746.71 SUPPORT & UPDATE LICENSING - TIMEKEEPING INTERFACE Maintenance Plan: ; Start: 02/22/2020, End: 02/21/2021; Term: 12 months 23 Renewal: MUNSUPPORT-D-TM No 1 1 EA 3,394.19 .00 3,394.19 SUPPORT & UPDATE LICENSING - TREASURY MANAGEMENT Maintenance Plan: ; Start: 02/22/2020, End: 02/21/2021; Term: 12 months 24 Renewal: MUNFM-SUP-D No 1 1 EA 3,771.30 .00 3,771.30 TYLER FORM PROCESSING SUPPORT Maintenance Plan: ; Start: 02/22/2020, End: 02/21/2021; Term: 12 months 25 Renewal: MUNSUPPORT-C-UBCIS No 1 1 EA 5,166.87 .00 5,166.87 SUPPORT & UPDATE LICENSING - UTILITY BILLING CIS Maintenance Plan: ; Start: 02/22/2020, End: 02/21/2021; Term: 12 months 26 Renewal: MUNSUPPORT-C-UBI No 1 1 EA 1,493.43 .00 1,493.43 SUPPORT & UPDATE LICENSING - UTILITY BILLING INTERFACE Maintenance Plan: ; Start: 02/22/2020, End: 02/21/2021; Term: 12 months 27 Renewal: MUNSUPPORT-C-CSS No 1 1 EA 2,375.93 .00 2,375.93 SUPPORT & UPDATE LICENSING - CITIZEN SELF SERVICE (UTILITY BILLING) Maintenance Plan: ; Start: 02/22/2020, End: 02/21/2021; Term: 12 months 28 Renewal: MUNGUIUP-D No 1 1 EA 2,700.00 .00 2,700.00 TYLER UNLIMITED CLIENT ACCESS MAINTENANCE Maintenance Plan: ; Start: 02/22/2020, End: 02/21/2021; Term: 12 months 29 Renewal: MUNSUPPORT-D-PORTAL No 1 1 EA 2,373.55 .00 2,373.55 SUPPORT & UPDATE LICENSING - ROLE TAILORED DASHBOARD Maintenance Plan: ; Start: 02/22/2020, End: 02/21/2021; Term: 12 months 30 Renewal: MUNSUPPORT-D-PBB No 1 1 EA 4,052.44 .00 4,052.44 SUPPORT & UPDATE LICENSING - PERFORMANCE BASED BUDGETING Maintenance Plan: ; Start: 02/22/2020, End: 02/21/2021; Term: 12 months 31 Renewal: MUNSUPPORT-D-TCMSE No 1 1 EA 5,065.56 .00 5,065.56 SUPPORT & UPDATE LICENSING - TYLER CONTENT MANAGER SE Maintenance Plan: ; Start: 02/22/2020, End: 02/21/2021; Term: 12 months 32 Renewal: MUNEGSUPPORT-D-IGWM No 1 1 EA 3,979.92 .00 3,979.92 EnerGov Support - IG Workforce Mobile Maintenance Plan: ; Start: 02/22/2020, End: 02/21/2021; Term: 12 months •• Remittance THIS IS NOT AN INVOICE tyler T IerTechnolo les, Inc. ••• ••• (FEIN 75-2303920) PROFORMA • P.O. Box 203556 • technologies Company Order No. Date Page Dallas, TX 75320-3556 Empowering people who serve the public® Questions 045 132197 12/12/2019 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 33 Renewal: MUNEGSUPPORT-D-PI No 1 1 EA 7,958.67 .00 7,958.67 EnerGov Support - Permits & Inspections Maintenance Plan: ; Start: 02/22/2020, End: 02/21/2021; Term: 12 months 34 Renewal: MUNEGSUPPORT-D-ESRI No 1 1 EA 4,919.91 .00 4,919.91 EnerGov Support - ESRI Integration Maintenance Plan: ; Start: 02/22/2020, End: 02/21/2021; Term: 12 months 35 Renewal: MUNEGSUPPORT-D-ER No 1 1 EA 3,979.92 .00 3,979.92 EnerGov Support- e -Reviews Maintenance Plan: ; Start: 02/22/2020, End: 02/21/2021; Term: 12 months 36 Renewal: MUNEGSUPPORT-D-PL No 1 1 EA 3,086.23 .00 3,086.23 EnerGov Support - Intelligent Objects Automation Maintenance Plan: ; Start: 02/22/2020, End: 02/21/2021; Term: 12 months 37 Renewal: MUNEGSUPPORT-D-PL No 1 1 EA 2,894.06 .00 2,894.06 EnerGov Support - Professional Licensing Maintenance Plan: ; Start: 02/22/2020, End: 02/21/2021; Term: 12 months 38 Renewal: MUNEGSUPPORT-D-CAP No 1 1 EA 2,894.06 .00 2,894.06 EnerGov Support - Citizen Access Portal Maintenance Plan: ; Start: 02/22/2020, End: 02/21/2021; Term: 12 months 39 Renewal: MUNEGSUPPORT-RPTK No 1 1 EA 735.00 .00 735.00 EnerGov Support - Report Tookit Maintenance Plan: ; Start: 02/22/2020, End: 02/21/2021; Term: 12 months Does not include any applicable taxes Order Total: 138,278.92 Comments: Upon acceptance please email your purchase order to PO(cDtylertech.com