Loading...
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