Item 4B - MemoMEMORANDUM
September 5, 2023
To: Shana Yelverton, City Manager
From: Sharen Jackson, Chief Financial Officer
Subject: Item 413: Approve the purchase of software, hardware, and
support services from Tyler Technologies in an amount not to
exceed $90,000.
Action
Requested: Approve the purchase of software, hardware, and support
services from Tyler Technologies in an amount not to exceed
$90,000.
Background
Information: The City currently utilizes four (4) main Tyler Technologies
products for Customer Service, Court, Building Services,
Finance, Human Resources, Public Works, and citation
writing within the Police Department. Several enhancements,
additional integrations, and hardware were approved through
the budget process to increase efficiencies.
• Incode Court Suite/Brazos E-Citations are integrated
products that allow the Police Department to
electronically file their citations with the Municipal
Court. An additional 'instance' of Brazos was approved
to be integrated with the Incode Court Suite, allowing
Code Enforcement to have the same functionality. This
will increase their productivity and allow them to move
away from paper citations.
• The citation writer's hardware that the Police
Department utilizes to issue E-citations has a five-year
warranty and therefore every year that hardware is
replaced to keep their technology up to date and within
the warranty timeframes.
• Tyler Notify which is integrated within Munis allows
staff to send text/phone call/email notifications to
customers with Water Utility accounts.
• An enhanced service agreement with Technologies
allows staff quicker response times with the software
vendor so that we can minimize downtimes and resolve
issues promptly.
Page 2 of 2
Financial
Considerations:
Strategic Link:
Citizen Input/
Board Review:
Legal Review:
The FY23 budget approved up to $90,000 for these services
and enhancements, both in the General Fund as well as the
Court Technology Fund.
This agenda item is linked to the Southlake Strategy Map
through the following objectives:
B1: Achieving strong outcomes through continual
evaluation and pursuit of better practices that improve
core operations.
132: Collaborating with select partners to implement
service solutions.
None required
None required
Alternatives: The alternative to approving 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: Supporting documents include the following items:
■ Quotes for all enhancements, services, and hardware.
Staff
Recommendation: Staff recommends approval of the Tyler Technologies
purchases in an amount not to exceed $90,000.
IION Al*IIMA WNiINO /1► /WAI
Tyler Software
Services
Third -Party Products
Other Cost
Travel
Total One -Time Cost
Annual Recurring Fees/SaaS
Tyler Software Maintenance
2022-326321-P9T1D2
$0
$0
$ 21,300
$0
$ 21,300
$0
$0
Sales Quotation For:
Southlake Police Department
600 State St
Southlake, TX 76092-7669
Phone: +1 (817) 748-8114
Services
Shipping Address:
Southlake Police Department
600 State St ATTN: Kristin McGrail
Southlake, TX 76092-7669
IMU
Quoted By:
Quote Expiration:
Quote Name:
NO
James Mulvey
11/27/22
UE,
TC77HL-5ME24BG-FT / Zebra EVM, HH, TC77, TAA Compliant, supports GSM +
Verizon 10 $1,615 $16,150 $0 $0
ZIAE-TC77XX-5C00 / Zebra EVM, Warranty, TC77, 5 year 10 $515 $5,150 $0 $0
TOTAL $21,300 $0
2022-326321-P9T1D2 Page 1
Summary
Total Tyler Software
Total Annual
Total Tyler Services
Total Third -Party Hardware, Software, Services
Summary Total
Recurring Fees
$o
$o
$n
$o
$o
Unless otherwise indicated inthe contract u,amendment thereto, pricing for optional items will heheld
For six (6) months from the Quote date or the Effective Date of the Contract, whichever is later.
Customer Approval:
Print Name:
Comments
Agency uresponsible for paying any applicable state taxes. Contract total does not include tax.
Client agrees that items in this sales quotation are, upon Client's signature or approval of same, hereby added to the existing agreement
("Agreement") between the parties and subject to its terms. Additionally, payment for said items, as applicable but subject to any listed assumptions
herein, shall conform u`the following terms:
- License fees for Tyler and third party software are invoiced upon the earlier of (i) deliver of the license key or (ii) when
Tyler makes such software available for download bvthe Oiem;°pee for hardware are invoiced upon de|mero~pee for
year one ofhardware maintenance are invoiced upon delivery of the hardware;
• Annual Maintenance and Support fees, SaaS fees, Hosting fees, and Subscription fees are first payable when Tyler makes
the software available for download by the Client (for Maintenance) or on the first day of the month following the date
this quotation was signed (for SaaS, Hosting, and Subscription), and any such fees are prorated to align with the
applicable term under the Agreement, with renewals invoiced annually thereafter in accord with the Agreement.
• Fees for services included in this sales quotation shall be invoiced as indicated below.
- Implementation and other professional services fees shall be invoiced as delivered.
Fixed -fee Business Process Consulting services shall be invoiced 50% upon delivery of the Best Practice
Recommendations, by module, and 50% upon delivery of custom desktop procedures, by module.
Fixed -fee conversions are invoiced 50% upon initial delivery of the converted data, by conversion option, and 50%
upon Client acceptance to load the converted data into Live/Production environment, by conversion option. Where
conversions are quoted as estimated, Tyler will invoice Client the actual services delivered on a time and materials
basis.
Except as otherwise provided, other fixed price services are invoiced upon complete delivery of the service. For the
avoidance of doubt, where "Project Planning Services" are provided, payment shall be invoiced upon delivery of the
Implementation Planning document. Dedicated Project Management services, if any, will be invoiced monthly in
arrears, beginning on the first day of the month immediately following initiation of project planning.
If Client has purchased any change management services, those services will be invoiced in accordance with the
Agreement.
Notwithstanding anything tnthe contrary stated above, the following payment terms shall apply tvservices fees
specifically for migrations: Tyler will invoice Client 50% of any Migration Fees listed above upon Client approval of
the product suite migration schedule. The remaining so%^byline item, will bebilled upon the go -live ofthe
applicable product suite. Tyler will invoice Client for any Project Management Fees listed above upon the go -live of
the first product suite.
° Expenses associated with nngteservices are invoiced aaincurred.
RETURN POLICY: When Hardware is included, Tyler will accept return of delivered hardware only within thirty <3Vdays vfthe date ofdelivery myou,
and only if the hardware is returned sealed in its original packaging. Tyler will not issue any refund^rcredit/b,netumedhandwu,ethatisncusea|ediu
its original packaging and/or returned more than thirty (30) days after the date of delivery to you.
t y I e r
technolopes
Tyler Software
Services
Third -Party Products
Other Cost
Travel
Total One -Time Cost
Annual Recurring Fees/SaaS
Tyler Software Maintenance
$0
$0
$10,896
$0
$10,896
$0
$0
tyler
0 techndogies
Sales Quotation For:
Southlake Police Department
600 State St
Southlake, TX 76092-7669
Phone! +1 (817) 748-8114
Shipping Address:
Southlake Police Department
TC720L-OME24BO-FT /Zebra EVM, HH, TC72, TAA Compliant, no ZlAE-TC72XX-SC00 Zebra EVM, Warranty, TC72, 5 year
SG-TC7X-STYLUS-03 J Zebra EVM, TC7X Stylus with Tether, 3 pack
c
TOTAL $0 $0
eimiar 5 1,6Z9 $8,145 'SO $0
5 $531 $2,655 $0 $0
2 $48 $96 $0 $o
am
am
2023-403975-V5X7Z3 Page 1
Summary
Total Tyler Software
Total Annual
Total Tyler Services
Total Third -Party Hardware, Software, Services
MMMEMEM
One Time Fees
$0
$0
$0
$10,896
$10,896
Recurring Fees
$0
$0
$0
$0
$0
Unless otherwise indicated in the contract or amendment thereto, pricing for optional items will be held
For six (6) months from Effective Date of the Contract, whichever is later.
Customer Approval:=_ Date; q
Print Name:
4 �0 IQ P:O.#:
Comments
Agency is responsible for paying any applicable state taxes. Contract total does not include tax.
Client agrees that items in this sales quotation are, upon Client's signature or approval of same, hereby added to the existing agreement
("Agreement") between the parties and subject to its terms. Additionally, payment for said items, as applicable but subject to any listed assumptions
herein, shall conform to the following terms:
- License fees for Tyler and third party software are invoiced upon the earlier of (i) deliver of the license key or (fi) when
2023-403975-V5X7Z3 Page 2
Tyler makes such software available for download by the Client; -Fees for hardware are invoiced upon delivery; -Fees for
year one of hardware maintenance are invoiced upon delivery of the hardware;
• Annual Maintenance and Support fees, SaaS fees, Hosting fees, and Subscription fees are first payable when Tyler makes
the software available for download by the Client (for Maintenance) or on the first day of the month following the date
this quotation was signed (for SaaS, Hosting, and Subscription), and any such fees are prorated to align with the
applicable term under the Agreement, with renewals invoiced annually thereafter in accord with the Agreement.
• Fees for services included in this sales quotation shall be invoiced as indicated:below,
Implementation and other professional services fees shall be invoiced as delivered.
Fixed -fee Business Process Consulting services shall be invoiced 50% upon delivery of the Best Practice
Recommendations, by module, and 50% upon delivery of custom desktop procedures, by module,
Fixed -fee conversions are invoiced 50% upon initial delivery of the converted data, by conversion option, and 50%
upon Client acceptance to load the converted data into Live/Production environment, by conversion option, Where
conversions are quoted as estimated, Tyler will invoice Client the actual services delivered on a time and materials
basis.
Except as otherwise provided, other fixed price services are invoiced upon complete delivery of the service. For the
avoidance of doubt, where "Project Planning Services" are provided, payment shall be invoiced upon delivery of the
implementation Planning document, Dedicated Project Management services, if any, will be invoiced monthly in
arrears, beginning on the first day of the month immediately following initiation of project planning,
if Client has purchased any change management services, those services will be invoiced in accordance with the
Agreement,
Notwithstanding anything to the contrary stated above, the following payment terms shall apply to services fees
specifically for migrations: Tyler will invoice Client 50% of any Migration Fees listed above upon Client approval of
the product suite migration schedule, The remaining 50%, by line item, will be billed upon the go -five of the
applicable product suite, Tyler will invoice Client for any Project Management Fees listed above upon the go -live of
the first product suite,
Expenses associated with onsite services are invoiced as incurred.
RETURN POLICY: When Hardware is included, Tyler will accept return of delivered hardware only within thirty (30) days of the date of delivery to you,
and only if the hardware is returned sealed in its original packaging, Tyler will not issue any refund or credit for returned hardware that is not sealed in
its original packaging and/or returned more than thirty (30) days after the date of delivery to you,
2023-403975-V5X7Z3 Page 3
Tyler Software
Services
Third -Party Products
Other Cost
Travel
Total One -Time Cost
Annual Recurring Fees/SaaS
Tyler Software Maintenance
$6,463
$0
$2,043
$0
IM
$452
$1,357
Sales Quotation For:
600 State St
Southlake, TX 76092-7669
Phone: +1 (817) 748-8114
Shipping Address;
Siuthlake Police Department
600 State Street ATTN: Kristin McGra-V
Southlake, TX 76092-7669
James Mulvey
12/29/22
Total $2,400 $0 $2,400 $504
Task
Task: Code Enforcement $4,063 $0 $4,063 $853
Total $4,063 $0 $4,063 $853
TOTAL $6,463 $0 $6,463 $1,357
2021-270820-V6SON6 Pagel
Hosting Fee
F
t f1t# II J �• ' •
1 $ 452 $ 0 $ 452
$ 452
M ,
3 $ 51 $ 153
TOTAL $ 2,043
Summary
One Time Fees
Total Tyler Software
$ 6,463
Total Annual
$ 0
Total Tyler Services
$ 0
Total Third -Party Hardware, Software, Services
$ 2,043
Summary Total
$ 8,506
Contract Total
$10,315
Recurring Fees
$ 1,357
$ 452
$0
$0
$ 1,809
MI
ME
I
t
2021-270820-V6SON6 Page 2
Unless otherwise indicated inthe contract oramendment thereto, pricing for optional items will beheld
For six (6) months from the Quote date or the Effective Date of the Contract, whichever |slater.
MERNINM
Comments
Agency is responsible for paying any applicable state ta^es Contract total does not include tax.
Client agrees that items in this sales quotation are, upon Client's signature or approval of same, hereby added to the existing agreement
("Ageemem") between the parties and subject mits terms. Additionally, payment for said items, asapplicable but subject tuany listed assumptions
herein, shall conform »othe following terms:
License fees for Tyler and third party software are invoiced upon the earlier of (i) deliver of the license key or (ii) when
Tyler makes such software available for download by the Client;*Fees for hardware are invoiced upon delivery;*Fees for
year one of hardware maintenance are invoiced upon delivery of the hardware;
the software available for download by the Client (for Maintenance) or on the f irst day of the month following the clati
this quotation was signed (for SaaS, Hosting, and Subscription), and any such fees are prorated to align with the
applicable term under the Agreement, with renewals invoiced annually thereafter in accord with the Agreement.
Fees for services included in this sales quotation shall be invoiced as indicated below.
- Implementation and other professional services fees shall be invoiced as delivered.
- Fixed -fee Business Process Consulting services shall be invoiced 50% upon delivery of the Best Practice
Recommendations, by module, and 50% upon delivery of custom desktop procedures, by module.
- Fixed -fee conversions are invoiced 50% upon initial delivery of the converted data, by conversion option, and 50%
upon Client acceptance »uload the converted data into Live/Production environment, uvconversion option. Where
conversions are quoted a»estimated, Tyler will invoice Client the actual services delivered mnetime and materials
basis,_
Except as otherwise provided, other fixed price services are invoiced upon complete delivery of the service. For the
avoidance of doubt, where "Project Planning Services" are provided, payment shall be invoiced upon delivery of the
Implementation Planning document. Dedicated Project Management services, if any, will be invoiced monthly in
arrears, beginning on the first day of the month immediately following initiation of project planning.
|fClient has purchased any change management services, those services will beinvoiced inaccordance with the
Agreement.
Notwithstanding anything to the contrary stated above, the following payment terms shall apply to services fees
specifically for migrations: Tyler will invoice Client 50% of any Migration Fees listed above upon Client approval of
the product suite migration schedule. The remaining som^byline item, will hebilled upon the go -live ofthe
applicable product suite. Tyler will invoice Client for any Project Management Fees listed above upon the go -live vf
the first product suite.
~ Expenses associated with nnoheservices are invoiced asincurred.
RETURN POLICY: When Hardware isincluded, Tyler will accept return of delivered hardware only within thirty (30) days of the date of delivery to you,
and only ifthe hardware isreturned sealed inits original packaging, Tyler will not issue any refund orcneditfornetu,ncdhandwarethatisnn«scaicdi
®i Remittance THIS IS NOT AN INVOICE
•dh 1111111
Tyler Technologies, Inc.
PROFORMA
Ah'a— tyler
.0 (FEIN 75-2303920)
technologies P.O. Box 203556 Dallas, TX 75320-3556 Company Order No. Date Page
Empowering people who serve the public Questions 045 167954 01/20/2022 1 of 1
Tyler Technologies - ERP & Schools
Phone: 1-800-772-2260 Press 2, then 1
Fax: 1-866-673-3274
Pnnnil- Prrr't)tx/IPrtP-r.h nnnn
To: City of Southlake Ship To: City of Southlake
Attn: Accounts Payable
1400 Main Street, Suite 440
Southlake, TX 76092
United States
Attn: Accounts Payable
1400 Main Street, Suite 440
Southlake, TX 76092
United States
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: No 1 1 EA 10,500.00 .00 10,500.00
TYLER NOTIFY
Maintenance Plan: ; Start: 10101/2022, End: 09/30/2023; Term: 12 months
2 Renewal: No 1 1 EA 37,809.45 .00 37,809.45
TYLER SYSTEM MANAGEMENT SERVICES SUPPORT
Maintenance Plan: ; Start; 10/01/2022, End: 09/3012023; Term: 12 months
Does not include any applicable taxes Order Total: 48,309,451
Comments: Upon acceptance please email our Purchase order to PO(a)tviertech,com