Item 4H MemoCITY OF
SOUTHLAKE
MEMORANDUM
(February 12, 2014)
To: Shana Yelverton, City Manager
From: Greg Hendricks, Interim 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 $72,342.99.
Action
Requested: Approve an annual software support and maintenance
agreement to Tyler Technologies in the amount of
$72,342.99.
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 FY14 budgeted amount for this renewal is $74,875.79,
an increase from the FY13 budget amount of $71,310.27
(General Fund). We will receive a $2,532.80 credit for a
replaced component resulting in the $72,342.99 requested
amount. The remaining 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.
Honorable Mayor and City Council
Community Events Partnership Program
Page 2 of 3
2) Reject — provide support internally and pay for future bug
fixes and enhancements as required.
Supporting
Documents: Munis support/maintenance contract is available for review
in Laserfiche and as an attachment.
Staff Recommendation: Approve item as proposed
Attachments:
AFFIDAVIT
Customer Account # 2139
Customer Name:
In regards to the following listed product(s):
XLaserfiche Interface Support — Invoice # 045-102002
Customer acknowledges that it no longer will receive software updates, "bug fixes",
services or telephone support for the listed products.
Customer acknowledges that, if it decides to later utilize the listed products, it must
either pay for the products at then -current pricing or remit payment for support fees that
would have been due if the products had remained in continual use.
Note: Client understands that Credit on dropped module(s) will be credited according to date
completed discontinuance of maintenance is received and/or effective date of cancellation. Amount
will be pro -rated to latter date.
rj,ryll.�
Author'z d Representative
C>'ztz, #t5?q,oj?jc_1c_3 O at�gnn OF z7—
Printed Name and Title
Date
Please return this form via email to: ARr«tvlertechxom or by Fax: 806-797-4849
Remittance:
•�•••� tyler
Tyler Technologies, Inc.
.•0 .
(FEIN 75-2303920)
• technologies
P.O. Box 203556
Dallas, TX 75320-3556
Empowering people who serve the public°
Questions:
Tyler Technologies - ERP & Schools
Phone: 1-800-772-2260 Press 2, then 1
Fax: 1-866-673-3274
Email: ar@tylertech.com
Bill To: CITY OF SOUTHLAKE, TX
ATTN: ACCOUNTS PAYABLE
1400 MAIN STREET, SUITE 440
SOUTHLAKE, TX 76092
Credit Memo
E
ice No Date Page
03392 02/12/2014 1 of 1
Ship To: CITY OF SOUTHLAKE, TX
ATTN: ACCOUNTS PAYABLE
1400 MAIN STREET, SUITE 440
SOUTHLAKE, TX 76092
Customer No. Ord No PO Number Currency Terms Due Date
2139 41969 USD RECEIPT 03/14/2014
Date Description Units Rate Extended Price
Contract No.: SOUTHLAKE, TX
SUPPORT & UPDATE LICENSING - LASERFICHE INTERFACE TO DOCUMENT 1 (2,532.80) 2,532.80
MANAGEMENT
Maintenance: Start: 22/Feb/2014, End: 21/Feb/2015
Comments: DROPPED PRODUCT; XREF INV 102002
"ATTENTION"
Order your checks and forms from
Tyler Business Forms at 877-749-2090 or
tylerbusinessforms.com to guarantee
100% compliance with your software.
Subtotal
Sales Tax 0.00
Invoice Total (2,532.80)
•� Remittance:
• • • Tyler Technologies, Inc.
••••1% ityler. (FEIN 75-2303920)
i technologies P.O. Box 203556
Dallas, TX 75320-3556
Empowering people who serve the public
Questions:
Tyler Technologies - ERP & Schools
Phone: 1-800-772-2260 Press 2, then 1
Fax: 1-866-673-3274
Email: ar@tylertech.com
Invoice
F04
InvoiceNo Date Page
5-102002 01 /09/2014 1 of 2
Bill To: CITY OF SOUTHLAKE, TX Ship;To: CITY OF SOUTHLAKE, TX
ATTN: ACCOUNTS PAYABLE' iATTN: ACCOUNTS PAYABLE
1400 MAIN STREET, SUITE 440 ', 1400 MAIN STREET, SUITE 440
SOUTHLAKE, TX 76092 t w..' SOUTHLAKE, TX 76092
ii
i
:ustomer No.
Ord No
PO Number Currency
Terms
Due Date
2139
41969
USD
NET30
02/08/2014
Date Description
Units
Rate
Extended Price
Contract No.: SOUTHLAKE, TX
SUPPORT & UPDATE LICENSING - PROJECT ACCOUNTING
1
2,532.80
2,532.80
Maintenance: Start: 221Feb/2014, End: 21/Feb/2015
SUPPORT & UPDATE LICENSING - INVENTORY
1
2,786.07
2,786.07
Maintenance: Start: 22/Feb12014, End: 21/Feb/2015
SUPPORT & UPDATE LICENSING - HUMAN RESOURCES MANAGEMENT
1
1,950.24
1,950.24
Maintenance: Start: 221Feb/2014, End: 21/Feb/2015
SUPPORT & UPDATE LICENSING - BID MANAGEMENT
1
1,519.68
1,619.68
Maintenance: Start: 221Feb/2014, End: 211Feb/2015
SUPPORT & UPDATE LICENSING - CONTRACT MANAGEMENT
1
1,494.34
1,494.34
Maintenance: Start: 22/Feb/2014, End: 211Feb12015
SUPPORT & UPDATE LICENSING - LASERFICHE INTERFACE TO DOCUMENT
1
2,532,80
2,532.80
MANAGEMENT
Maintenance: Start: 221Fab/2014, End: 21/Feb/2015
SUPPORT & UPDATE LICENSING -TREASURY MANAGEMENT
1
2,632.80
2,632.80
Maintenance: Start: 22/Feb/2014, End: 211Feb/2015
SUPPORT & UPDATE LICENSING -ACCOUNTS RECEIVABLE
1
2,786.07
2,786.07
Maintenance: Start: 221Feb/2014, End: 211Feb12015
SUPPORT & UPDATE LICENSING - UTILITY BILLING CIS
1
3,855.59
3,855.59
Maintenance: Start: 221Feb/2014, End: 211Feb/2015
SUPPORT & UPDATE LICENSING - ROLE TAILORED DASHBOARD
1
1,771.17
1,771.17
Maintenance: Start: 221Feb12014, End: 21/Feb/2015
SUPPORT & UPDATE LICENSING - EMPLOYEE SELF SERVICE
1
1,139.75
1,139.75
Maintenance: Start: 221Feb/2014, End: 211Feb/2015
SUPPORT & UPDATE LICENSING - BUSINESS & VENDOR SELF SERVICE
1
3,165.97
3,165.97
Maintenance: Start: 22/Feb/2014, End: 21/Feb12015
SUPPORT & UPDATE LICENSING - REQUISITIONS
1
2,532.80
2,532.80
Maintenance: Start: 221Feb12014, End: 21/Feb/2015
SUPPORT & UPDATE LICENSING - PAYROLL
1
2,938.03
2,938.03
Maintenance: Start: 221Feb12014, End: 21/Feb/2015
SUPPORT & UPDATE LICENSING - TIMEKEEPING INTERFACE
1
557.21
557.21
Maintenance: Start: 22/Feb12014, End: 21/Feb/2015
SUPPORT & UPDATE LICENSING - UTILITY BILLING INTERFACE
1
1,114.42
1,114.42
Maintenance: Start: 22/Feb/2014, End: 21/Feb/2015
SUPPORT & UPDATE LICENSING - PURCHASE ORDERS
1
3,039.33
3,039.32
Maintenance: Start: 22/Feb/2014, End: 21/Feb/2015
SUPPORT & UPDATE LICENSING - MUNIS ESRI INTERFACE
1
2,532.80
2,532.8C
Maintenance: Start: 22/Feb12014, End: 211Feb12015
TYLER FORM PROCESSING SUPPORT
1
2,814.20
2,814.2C
Remittance:
��0 0tyler
Tyler Technologies, Inc.
•*/ei
(FEIN 75-2303920)
technologies
P.O. Box 203556
Dallas, TX 75320-3558
Empowering people who serve the public'
Questions:
Invoice
Invoice No Date Page
045-102002 01/0912014 2 of 2
Tyler Technologies - ERP & Schools
Phone: 1-800-772-2260 Press 2, then 1
Fax: 1-866-673-3274
Email: ar@tylertechx�m
Bill Ta. CITY OF SOUTHLAKE, TX + Ship T61: CITY OF SOUTHLAKE, TX
ATTN: ACCOUNTS PAYABLE >S �ti 4,..+ �� I Ik ATTN: ACCOUNTS PAYABLE
1400 MAIN STREET, SUITE 440 s 1400 MAIN STREET, SUITE 440
SOUTHLAKE, TX 76092 SOUTHLAKE, TX 76092
:us tom or No. Ord No PO Number Currency Terms Due Date
2139 41969. USD NET30 02/08/2014
Date Description
Units
Rate
Extended Price
Maintenance: Start: 221Feb/2014, End: 21/Feb/2015
SUPPORT & UPDATE LICENSING - FD(ED ASSETS
1
3,039.33
3,039.33
Maintenance: Start: 221Feb/2014, End: 211Feb/2015
SUPPORT & UPDATE LICENSING - ACCTG/GLIBUDGETIAP
1
13,233.77
13,233.77
Maintenance: Start: 221FebJ2014, End: 211Feb12015
SUPPORT & UPDATE LICENSING - INTERFACE TO BMI TRACKING
1
962.46
962.46
Maintenance: Start: 221Feb/2014, End: 211Feb/2015
SUPPORT & UPDATE LICENSING - MUNIS MAPLINK
1
1,265.38
1,266.30
Maintenance: Start:221Feb12014, End: 21/Feb/2015
SUPPORT & UPDATE LICENSING'- APPLICANT TRACKING
1
696.51
698.51
Maintenance: Start: 221FebJ2014, End: 21/Feb12015
SUPPORT & UPDATE LICENSING - CENTRAL PROPERTY FILE
1
813.17
813.17
Maintenance: Start: 221Feb/2014, End: 211Feb12016
SUPPORT & UPDATE LICENSING - GASB 34 REPORT WRITER
1
2,786.07
2,786.07
Maintenance, Start: 22/Feb12014, End: 211FeW2015
SUPPORT & UPDATE LICENSING - GENERAL BILLING
1
1.266.38
1,266.30
Maintenance, Start: 22/Feb12014, End: 211Feb12015
SUPPORT & UPDATE LICENSING - CRYSTAL REPORTS
1
3,289.81
3,289.81
Maintenance: Start: 221Feb/2014, End: 21JFeb12015
SUPPORT & UPDATE LICENSING - CITIZEN SELF SERVICE (UTILITY BILLING)
1
1,772.96
1,772.96
Maintenance: Start: 22/Feb12014, End: 211Feb/2015
SUPPORT & UPDATE LICENSING - MUNIS OFFICE
1
2,152.88
2,152.88
Maintenance: Start: 221Feb12014, End: 211Feb/2015
"ATTENTION"
Order your checks and forms from
Tyler Business Forms at 877-749-2090 or
tylerbusinessforms.com to guarantee
100% compliance with your software.
�.e.t64 0
m� 32 lA)
'rtA� �a
Subtotal
Sales Tax 0.00
Invoice Total ,
7.2.342.,c
MIA
. —.j
ANNUAL SUPPORT AGREEMENT AND LICENSE AGREEMENT
FOR MUNISO SOFTWARE
Invoice to: Contact:
2139 City of Southlake Karen Randall
1400 Main. Street, Ste, 420
Address: Souddake, 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, Soutlilake, TX
and Tyler Technologies, Inc., MUNIS Division, (Licensor) with its principal place of business at One Tyler Drive,
Yarmouth, Maine, 04096 on this
22nd day of February 2014
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.
1. Term of Agreement
This Agreement is effective as of 02/22/14 and shall remain in force until 02./21/15 (one -yew 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 inducts listed below, used by the
Licensee for the operations of: E City/Town/Village -School . County 0 Other
(This Agreement is limited to only those entities marked.)
64� 3 qZ+q�
III. Payment 7t,
1. Licensee agrees to pay MUNIS $ 44,�9 , 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 changes included in that invoice.
PV. Covered Products
This Agreement is limited to the following listed products which are registered for Licensee's Windows 2008 R2
system,.
Application:
Application:
Accounting/GLBG/AP
D
MUNIS Crystal Reports
D
Accounts Receivable
D
MUNIS ESRI Interface
C
Applicant Tracking
B
MUMS 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
Coatract Management
D
Requisitions
D
Employee Self Service
B
Timekeeping Interface
B
Fixed Assets
D
TreasuryManagement
D
GASB 34 Report Writer
D
Tyler Farms Processing
D
General Billing
D
UB Interface
C
HR Management
B
Utility Billing CIS
C
Inventory
D
Role Tailored Dashboard
D
MUNIS Connector for Lasencche
D
Citizen Self Service for UB
C
Licensee' Tyler Technologies, Inc., MUNIS Division
ATPEST.
Alkla glommsout law
APPROVED AS M FORM AND LEGALITY