Item 4H MemoCITY OF
SOUTHLAKE
MEMORANDUM
(February 19, 2013)
To: Shana Yelverton, City Manager
From: Greg Hendricks, Deputy Director of Information Technology
Subject: Consent agenda item 4H - Approve the purchase of Munis
application support and maintenance from Tyler Technologies in the
amount of $71,310.27.
Action
Requested: Approve an annual software support and maintenance
agreement to Tyler Technologies in the amount of
$71,310.27.
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,
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 FY13 budgeted amount for this renewal is $71,310.27,
an increase from the FY12 budget amount of $67,914.51
(General Fund). The difference in cost is due to an overall
increase in licensing cost.
Strategic Link: 136 — "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 and enhancements as required.
Honorable Mayor and City Council
Community Events Partnership Program
Page 2of3
Supporting
Documents: Munis support/maintenance contract is available for review
in Laserfiche and as an attachment.
Staff Recommendation: Approve item as proposed
Attachments:
•
! tyler
technologies
To: CITY OF SOUTHLAKE, TX
ATTN: ACCOUNTS PAYABLE
1400 MAIN STREET, SUITE 440
SOUTHLAKE, TX 76092
THIS IS NOT AN INVOICE
PROFORMA
Company Order No. Date Page
045 39655 12/04/2012 1 of 4
Ship To: CITY OF SOUTHLAKE, TX
ATTN: ACCOUNTS PAYABLE
1400 MAIN STREET, SUITE 440
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: 0212212013, End: 0212112014;
Term:
12 months
2
Renewal: MUNSUPPORT-D-AR
No
1
SUPPORT & UPDATE LICENSING - ACCOUNTS RECEIVABLE
Maintenance Plan: ; Start: 02/2212013, End: 0212112014;
Term:
12 months
3
Renewal: MUNSUPPORT-D-BM
No
1
SUPPORT & UPDATE LICENSING - BID MANAGEMENT
Maintenance Plan: ; Start: 0212212013, End: 0212112014;
Term:
12 months
4
Renewal: MUNSUPPORT-B-AT
No
1
SUPPORT & UPDATE LICENSING - APPLICANT TRACKING
Maintenance Plan: ; Start: 0212212013, End: 0212112014;
Term:
12 months
5
Renewal: MUNSUPPORT-D-BMI
No
1
SUPPORT & UPDATE LICENSING - INTERFACE TO BMI TRACKING
Maintenance Plan: ; Start: 02/22/2013, End: 0212112014;
Term:
12 months
6
Renewal: MUNSUPPORT-D-BVSS
No
1
SUPPORT & UPDATE LICENSING - BUSINESS & VENDOR SELF
SERVICE
Maintenance Plan: ; Start: 02/22/2013, End: 02/21/2014;
Term:
12 months
7
Renewal: MUNSUPPORT-C-CPF
No
1
SUPPORT & UPDATE LICENSING - CENTRAL PROPERTY FILE
Maintenance Plan: ; Start: 02/2212013, End: 0212112014;
Term:
12 months
8
Renewal: MUNSUPPORT-D-CM
No
1
SUPPORT & UPDATE LICENSING - CONTRACT MANAGEMENT
Maintenance Plan: ; Start: 02/2212013, End: 0212112014;
Term:
12 months
9
Renewal: MUNSUPPORT-D-FA
No
1
SUPPORT & UPDATE LICENSING - FIXED ASSETS
Maintenance Plan: ; Start: 0212212013, End: 0212112014;
Term:
12 months
1 EA 12,603.59 .00 12,603.59
1 EA 2,653.40 .00 2,653.40
1 EA 1,447.31 .00 1,447.31
1 EA 663.34 .00 663.34
1 EA 916.63 .00 916.63
1 EA 3,015.21 .00 3,015.21
1 EA 774.45 .00 774.45
1 EA 1,423.18 .00 1,423.18
1 EA 2,894.60 .00 2,894.60
,DIDt ler
ep tec�.,I.. ologies
No. Item/ Description/ Comments Drop Ship
# Users
THIS
Company
045
Quantity U/M
IS NOT AN INVOICE
PROFORMA
Order No. Date Page
39655 12/04/2012 2of4
Unit Price Disc % Total Cost
10
Renewal: MUNSUPPORT-D-GASB
No
1
1
EA
2,653.40 .00
2,653.40
SUPPORT & UPDATE LICENSING - GASB 34 REPORT WRITER
Maintenance Plan: ; Start: 0212212013, End: 0212112014;
Term:
12 months
11
Renewal: MUNSUPPORT-D-GB
No
1
1
EA
1,206.08 .00
1,206.08
SUPPORT & UPDATE LICENSING - GENERAL BILLING
Maintenance Plan: ; Start: 02/22/2013, End: 02/21/2014;
Term:
12 months
12
Renewal: MUNSUPPORT-B-HR
No
1
1
EA
1,857.37 .00
1,857.37
SUPPORT & UPDATE LICENSING - HUMAN RESOURCES
MANAGEMENT
Maintenance Plan: ; Start: 02/22/2013, End: 0212112014;
Term:
12 months
13
Renewal: MUNSUPPORT-D-INV
No
1
1
EA
2,653.40 .00
2,653.40
SUPPORT & UPDATE LICENSING - INVENTORY
Maintenance Plan: ; Start: 0212212013, End: 0212112014;
Term:
12 months
14
Renewal: MUNSUPPORT-B-ESS
No
1
1
EA
1,085.48 .00
1,085.48
SUPPORT & UPDATE LICENSING - EMPLOYEE SELF SERVICE
Maintenance Plan: ; Start: 02/2212013, End: 0212112014;
Term:
12 months
15
Renewal: MUNSUPPORT-D-LFI
No
1
1
EA
2,412.19 .00
2,412.19
SUPPORT & UPDATE LICENSING - LASERFICHE INTERFACE TO
DOCUMENT MANAGEMENT
Maintenance Plan: ; Start: 0212212013, End: 0212112014;
Term:
12 months
16
Renewal: MUNSCRYW-D
No
1
1
EA
3,133.15 .00
3,133.15
SUPPORT & UPDATE LICENSING - CRYSTAL REPORTS
Maintenance Plan: ; Start: 0212212013, End: 0212112014;
Term:
12 months
17
Renewal: MUNSUPPORT-C-ESRI
No
1
1
EA
2,412.19 .00
2,412.19
SUPPORT & UPDATE LICENSING - MUNIS ESRI INTERFACE
Maintenance Plan: ; Start: 02/22/2013, End: 0212112014;
Term:
12 months
18
Renewal: MUNSUPPORT-C-MAPLINK
No
1
1
EA
1,206.08 .00
1,206.08
SUPPORT & UPDATE LICENSING - MUNIS MAPLINK
Maintenance Plan: ; Start: 02/2212013, End: 0212112014;
Term:
12 months
19
Renewal: MUNSUPPORT-D-OFF
No
1
1
EA
2,050.36 .00
2,050.36
SUPPORT & UPDATE LICENSING - MUNIS OFFICE
Maintenance Plan: ; Start: 0212212013, End: 0212112014;
Term:
12 months
20
Renewal: MUNSUPPORT-B-PR
No
1
1
EA
2,798.12 .00
2,798.12
SUPPORT & UPDATE LICENSING - PAYROLL
Maintenance Plan: ; Start: 0212212013, End: 0212112014;
Term:
12 months
•
! tyler
technologies
No. Item/ Description/ Comments
THIS IS NOT AN INVOICE
PROFORMA
Company Order No. Date Page
045 39655 12/04/2012 3 of 4
Drop Ship # Users Quantity U/M Unit Price Disc % Total Cost
21
Renewal: MUNSUPPORT-D-PA
No
1
SUPPORT & UPDATE LICENSING - PROJECT ACCOUNTING
Maintenance Plan: ; Start: 02/22/2013, End: 0212112014;
Term:
12 months
22
Renewal: MUNSUPPORT-D-PO
No
1
SUPPORT & UPDATE LICENSING - PURCHASE ORDERS
Maintenance Plan: ; Start: 0212212013, End: 0212112014;
Term:
12 months
23
Renewal: MUNSUPPORT-D-REQ
No
1
SUPPORT & UPDATE LICENSING - REQUISITIONS
Maintenance Plan: ; Start: 02/22/2013, End: 0212112014;
Term:
12 months
24
Renewal: MUNSUPPORT-B-TIMEKEE
No
1
SUPPORT & UPDATE LICENSING - TIMEKEEPING INTERFACE
Maintenance Plan: ; Start: 02/22/2013, End: 0212112014;
Term:
12 months
25
Renewal: MUNSUPPORT-D-TM
No
1
SUPPORT & UPDATE LICENSING - TREASURY MANAGEMENT
Maintenance Plan: ; Start: 02/22/2013, End: 02/21/2014;
Term:
12 months
26
Renewal: MUNFM-SUP-D
No
1
TYLER FORM PROCESSING SUPPORT
Maintenance Plan: ; Start: 0212212013, End: 0212112014;
Term:
12 months
27
Renewal: MUNSUPPORT-C-UBCIS
No
1
SUPPORT & UPDATE LICENSING - UTILITY BILLING CIS
Maintenance Plan: ; Start: 0212212013, End: 0212112014;
Term:
12 months
28
Renewal: MUNSUPPORT-C-UBI
No
1
SUPPORT & UPDATE LICENSING - UTILITY BILLING INTERFACE
Maintenance Plan: ; Start: 0212212013, End: 0212112014;
Term:
12 months
29
Renewal: MUNSUPPORT-C-CSS
No
1
SUPPORT & UPDATE LICENSING - CITIZEN SELF SERVICE (UTILITY BILLING)
Maintenance Plan: ; Start: 02/22/2013, End: 0212112014;
Term:
12 months
30
Renewal: MUNSUPPORT-D-PORTAL
No
1
SUPPORT & UPDATE LICENSING - ROLE TAILORED DASHBOARD
Maintenance Plan: ; Start: 02/22/2013, End: 0212112014;
Term:
12 months
1 EA 2,412.19 .00 2,412.19
1 EA 2,894.60 .00 2,894.60
1 EA 2,412.19 .00 2,412.19
1 EA 530.68 .00 530.68
1 EA 2,412.19 .00 2,412.19
1 EA 2,680.19 .00 2,680.19
1 EA 3,671.99 .00 3,671.99
1 EA 1,061.35 .00 1,061.35
1 EA 1,688.53 .00 1,688.53
1 EA 1,686.83 .00 1,686.83
THIS IS NOT AN INVOICE
0 Ormo
0
tyler
technologies
PROFORMA
Company Order No. Date Page
045 39655 12/04/2012 4 of 4
Does not include any applicable taxes Order Total: 711311 J7
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
ANNUAL SUPPORT AGREEMENT AND LICENSE AGREEMENT
FOR MUNIS® SOFTWARE
Invoice to:
2139 City of Southlake
1400 Main Street, Ste. 420
Address: Southlake, TX 76092
Contact:
Karen Randall
Telephone:
817.748.8044
This Support and License Agreement (herein "Agreement") is entered into between City of Southlake
(Licensee) with its principal place of business at 1400 Main Street, Ste. 420, Southlake, TX
and Tyler Technologies, Inc., MUMS Division, (Licensor) with its principal place of business at 370 US Route One,
Falmouth, Maine, 04105 on this
22nd day of February 2013
The headings used in the Agreement are for reference purposes only and shall not be deemed a part of this Agreement.
The Licensee agrees to purchase and MUNIS agrees to provide services for the products listed below in accordance with the
following terms and conditions.
I. Term of Agreement
This Agreement is effective as of 02/22/13 and shall remain in force until 02/21/14 (one-year term).
Upon termination of this Agreement the Licensee may renew the Agreement for subsequent one-year periods at the then
current fee structure as established by the Licensor.
H. Scope of the Agreement
Both parties acknowledge that this Agreement covers both Support and Licensing for the roducts listed below, used by the
Licensee for the operations of: I City/Town/Village 0 School County 0 Other
(This Agreement is limited to only those entities marked.)
III. Payment
1. Licensee agrees to pay MUNIS $ 71,310.27 , for licensing and support services, as described below.
This payment is due and payable upon execution of the Agreement.
2. Additional charges. Any services performed by M(JNIS for the Licensee, which are not covered by the Agreement,
will be charged at the then applicable time rate*. All materials supplied in connection with such non -covered
maintenance or support will be charged to the Licensee. Any additional charges will be added to the next invoice
submitted to the Licensee and shall be due on the same date as the other charges included in that invoice.
IV. Covered Products
This Agreement is limited to the following listed products which are registered -for Licensee's Windows 2008 R2
System.
Application:
Application:
Accounting/GL/BG/AP
D
MUNIS Crystal Reports
D
Accounts Receivable
D
MUNIS ESRI Interface
C
Applicant Tracking
B
MUNIS MapLink
C
Bid Management
D
MUNIS Office
D
BMI Asset Tracking Interface
D
Payroll
B
Business and Vendor Self Service
D
Project & Grant Accounting
D
Central Property. File.
C
Purchase Orders
D
Contract Management.
D
Requisitions
D
Employee Self Service
B
Timekeeping Interface
B
Fixed Assets
D
Treasury Management
D
GASB 34 Report Writer
D
Tyler Forms Processing
D
General Billing
D
UB Interface
C
HR Management
B
Utility Billing CIS
C
Inventory
D
Role Tailored Dashboard
D
MUNIS Connector for Laserfiche
D
Citizen Self Service for UB
C
Licensee Tyler Ted to ies, Inc., MUNIS Division
ANNUAL SUPPORT AGREEMENT: AND LICENSE AGREEMENT
FOR MUNIS® SOFTWARE
Invoice to: Contact:
2139 City of Southlake Karen Randall
1400 Main Street, Ste. 420
Address: Southlake, TX 76092 Telephone:
817.748.8044
This Support and License Agreement (herein "Agreement") is entered into between City of Southlake
(Licensee) with its principal place of business at 1400 Main Street, Ste. 420, Southlake, TX
and Tyler Technologies, Inc., MUNIS Division, (Licensor) with its principal place of business at 370 US Route One,
Falmouth, Maine, 04105 on this
22nd day of February 2013
The headings used.in the Agreement are for reference purposes only and shall not be deemed a part of this Agreement.
The Licensee agrees to purchase and MUNIS agrees to provide services for the products listed below in accordance with the
following terms and conditions.
I. Terre of Agreement
This Agreement is effective as of 02/22/13 and shall remain in force until 02/21/14 (one-year term).
Upon termination of this Agreement the Licensee may renew the Agreement for subsequent one-year periods at the then
current fee structure as established by the Licensor.
II. Scope of the Agreement
Both parties acknowledge that this Agreement covers both Support and Licensing for the roducts listed below, used by the
Licensee for the operations of: L.J. City/TownNillage 0 School County 0 Other
(This Agreement is limited to only those entities marked.)
III. Payment
1. Licensee agrees to pay MUNIS S 71,310.27 , for licensing and support services, as described below.
This payment is due and payable upon execution of the Agreement.
2. Additional charges. Any services performed by MUNIS for the Licensee, which are not covered by the Agreement,
will be charged at the then applicable time rate`. All materials supplied in connection with such non -covered
maintenance or support will be charged to the Licensee. Any additional charges will be added to the next invoice
submitted to the Licensee and shall be due on the same date as the other charges included in that invoice.
IV. Covered Products
This Agreement is limited to the following listed products which are registered for Licensee's
system.
Application:
Accounting/GL/BG/AP
Accounts Receivable
Applicant Tracking
Bid Management
BMI Asset Tracking Interface
Business and Vendor Self Service
Central Property File
Contract Management
Employee Self Service
Fixed Assets
GASB 34 Report Writer
General Billing
HR Management
Inventory
MUNIS Connector for Laserfiche
Licensee
Windows 2008 F.2
Application:
D
MUNIS Crystal Reports
D
D
MUNIS ESRI Interface
C
B
MUNIS MapLink
C
D
MUNIS Office
D
D
Payroll
B
D
Project & Grant Accounting
D
C
Purchase Orders
D
D
Requisitions
D
B
Timekeeping Interface
B
D
Treasury Management
D
D
Tyler Forms Processing
D
D
UB Interface
C
B
Utility Billing CIS
C
D
Role Tailored Dashboard
D
D
Citizen Self Service for UB
C
er Technologies,
ivision