Item 4E MemoCITY OF
SOUTH LAKE
MEMORANDUM
(January 22, 2015)
To: Shana Yelverton, City Manager
From: Greg Hendricks, Director of Information Technology
Subject: Consent agenda item 4E - Approve the purchase of Munis
application support and maintenance from Tyler Technologies in the
amount of $82,373.
Action
Requested: Approve an annual Munis software support and maintenance
agreement to Tyler Technologies in the amount of $82,373.
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 FY15 budgeted amount for this renewal is $83,104 an
increase from the FY14 budget amount of $74,875 (General
Fund). We will receive a $731 credit for a replaced
component (Applicant Tracking now NEOGOV) resulting in
the $82,373 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
Consent Agenda Item 4E — Munis Maintenance Renewal
Page 2 of 2
2) Reject — provide support internally and pay for future bug
fixes, enhancements, and assistance as required causing
delay in corrective actions responses.
Supporting
Documents: Munis support/maintenance contract is attached.
Staff
Recommendation: Approve item as proposed
Attachments: Renewal invoice
Renewal contract for signature
Product removal affidavit
Email instructions from Tyler to short pay the invoice
�� Remittance;
Tyler Technologies, Inc.
.��� . (FEIN 75-2303920)
t ler
y . P.O. Box 203556
teCI' nologieS Dallas, TX 75320-3566
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
Invoice
Invoice No Date Page
045-124552 02/01/2015 1 of 2
Ship To: CITY OF SOUTHLAKE, TX
ATTN: ACCOUNTS PAYABLE
1400 MAIN STREET, SUITE 440
SOUTHLAKE, TX 76092
-ustomer No. Ord No PO Number Currency Terms Due Date
2139 54917 USD NET30 03/03/2015
Date Description
Units Rate
Extended Price
Contract No.: SOUTHLAKE, TX
SUPPORT & UPDATE LICENSING - PROJECT ACCOUNTING
1 2,659.44
2,659.44
Maintenance: Start: 22/Feb12015, End: 21/Feb/2016
SUPPORT & UPDATE LICENSING - INVENTORY
1 2,925.37
2,925.37
Maintenance: Start: 22/Feb/2015, End: 21/Feb/2016
SUPPORT & UPDATE LICENSING - HUMAN RESOURCES MANAGEMENT
1 2,047.75
2,047.75
Maintenance: Start: 221Feb/2015, End: 21/Feb/2016
SUPPORT & UPDATE LICENSING- BID MANAGEMENT
1,1\fW-�tdtJ"d111�55.66
1,595.66
Maintenance: Start: 22/Feb/2015, End: 21 /Feb/2016�
SUPPORT & UPDATE LICENSING - CONTRACT MANAGEMENT
Sig a -q Ny '�69.06
1,569.06
Maintenance: Start: 221Feb12G15, End: 21/Feb/2016
SUPPORT & UPDATE LICENSING - TREASURY MANAGEMENT
, 2,659.44
1 �3u,
v'`�a,W 3u
2,659.44
Maintenance: Start: 22/Feb/2015, End: 21/Feb/2016
SUPPORT & UPDATE LICENSING - TYLER CONTENT MANAGER SE
1 3,969.00
3,969.00
Maintenance: Start: 221Feb/2015, End: 21/Feb/2016
SUPPORT & UPDATE LICENSING - ACCOUNTS RECEIVABLE
1 2,925.37
2,925.37
Maintenance: Start: 22/Feb12015, End: 21/Feb/2016
SUPPORT & UPDATE LICENSING - UTILITY BILLING CIS
1 4,048.37
4,046.37
Maintenance: Start: 22/Feb/2015, End: 21/Feb/2016
SUPPORT & UPDATE LICENSING - PERFORMANCE BASED BUDGETING
1 3,175.20
3,175.20
Maintenance: Start: 221Feb/2015, End: 21/Feb12016
SUPPORT & UPDATE LICENSING - ROLE TAILORED DASHBOARD
1 1,859.73
1,859.73
Maintenance: Start: 22/Feb/2015, End: 21/Feb/2016
SUPPORT & UPDATE LICENSING - EMPLOYEE SELF SERVICE
1 1,196.74
1,196.74
Maintenance: Start: 22/Feb/2015, End: 21/Feb/2016
SUPPORT & UPDATE LICENSING - BUSINESS & VENDOR SELF SERVICE
1 3,324.27
3,324.27
Maintenance: Start: 221Feb/2015, End: 21/Feb/2016
SUPPORT & UPDATE LICENSING - REQUISITIONS
1 2,659.44
2,659.44
Maintenance: Start: 221Feb/2015, End: 21/Feb/2016
SUPPORT & UPDATE LICENSING - PAYROLL
1 3,084.93
3,064.93
Maintenance: Start: 22/Feb/2015, End: 21/Feb/2016
SUPPORT & UPDATE LICENSING -TIMEKEEPING INTERFACE
1 585.07
585.07
Maintenance: Start: 22/Feb/2015, End: 21/Feb/2016
SUPPORT & UPDATE LICENSING - UTILITY BILLING INTERFACE
1 1,170.14
1,170.14
Maintenance: Start: 221Feb12015, End: 21/Feb/2016
SUPPORT & UPDATE LICENSING - PURCHASE ORDERS
1 3,191.30
3,191.30
Maintenance: Start: 22/Feb/2015, End: 21/Feb/2016
SUPPORT & UPDATE LICENSING - MUNiS ESRI INTERFACE
1 2,659.44
2,659.44
Remittance:
• •
r Tyler Technologies, Inc.
w
yle (FEIN 75-2303920)
P.O. Box 203556
-
•
technOlogie Pallas, 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
Invoice
Invoice No Date Page
045-124552 02/01/2015 2 of 2
Ship To: CITY OF SOUTHLAKE, TX
ATTN: ACCOUNTS PAYABLE
1400 MAIN STREET, SUITE 440
SOUTHLAKE, TX 76092
:ustomer No. Ord No PO Number Currency Terms Due Date
2139 54917 USD NET30 03/03/2015
Date Description Units Rate Extended Price
Maintenance: Start: 22/Feb/2015, End: 211FebI2016
TYLER FORM PROCESSING SUPPORT 1 2,954.91 2,954.91
Maintenance: Start: 221Febl2015, End: 211Febl2016
SUPPORT & UPDATE LICENSING - FIXED ASSETS
Maintenance: Start: 22IFeb12015, End: 21IFeb12015
SUPPORT & UPDATE LICENSING - ACCTG/GL/BUDGET/AP
Maintenance: Start: 221Feb/2015, End: 211FebI2016
SUPPORT & UPDATE LICENSING - INTERFACE TO BMI TRACKING
Maintenance: Start: 221Feb12015, End: 211Feb12016
SUPPORT & UPDATE LICENSING - MUNIS MAPLINK
Maintenance: Start: 22/Feb12015, End: 21IFeb12016
SUPPORT & UPDATE LICENSING - APPLICANT TRACKING
Maintenance: Start: 221Feb/2015, End: 21tFeb12016
SUPPORT & UPDATE LICENSING - CENTRAL PROPERTY FILE
Maintenance: Start: 221FebI2015, End: 211FebI2016
SUPPORT & UPDATE LICENSING - GASB 34 REPORT WRITER
Maintenance: Start: 221Feb12015, End: 211Feb12016
SUPPORT & UPDATE LICENSING - GENERAL BILLING
Maintenance: Start: 22IFeb12015, End: 21IFeb12016
SUPPORT & UPDATE LICENSING - CRYSTAL REPORTS
Maintenance: Start: 221Feb12015, End: 211FebI2016
SUPPORT & UPDATE LICENSING - CITIZEN SELF SERVICE (UTILITY BILLING)
Maintenance: Start: 221Feb12015, End: 211Feb12016
SUPPORT & UPDATE LICENSING - MUNIS OFFICE
Maintenance: Start: 221Feb/2015, End: 21IFeb12016
*ATTENTION'
Order your checks and forms from
Tyler Business Forms at 877-749-2090 or
tylerbusinessforms.com to guarantee
100% compliance with your software.
1 3,191.30
3,191.30
1 13, 895.46
13,895.46
1 1,010.58
1,010.58
1 1,329.70
1,329.70
1 731.34
731.34
1 853.83
853.83
1 2,925.37
2,925.37
1 1,329.70
1,329.70
1 3,454.30
3,464.30
1 1,861.61
1,861.61
1 2,260.52
2,260.52
Subtotal 83,104.34
Sales Tax 0.00
Invoice Total 83,104.34
t der
One Tyler Drive
Yarmouth, ME 04096
P: 80O.772.2260
F: 207,781.2459
Greetings:
Enclosed is your Annual Support Agreement and License Agreement for Munis®
Software for the upcoming renewal period.
You will note that this renewal form is different from the forms you may have
received in the past. The biggest change we have made is to align you with our
current, Tyler -wide practice of setting the term for maintenance and support as
automatically renewable, in one-year increments. That means that, after you sign
this renewal form, in subsequent years you will only receive an invoice from us
reflecting our then -current maintenance and support fees.
We are taking this step to simplify the administration of your contract - a change we
believe benefits us both. This change does not mean, though, that you are forever
bound to a maintenance and support agreement with Tyler. If you choose to, you
may terminate the agreement, effective as of the last date of the then -current term,
by providing us at least fifteen days' notice of your intent to do so.
Please do not hesitate to contact Nicole Beaudette, Revenue Specialist, at (800) 772-
2260 extension 4692 or-picole.beaudettp@tylerlech.com with any questions or
concerns.
Sincerely,
Abigail Diaz
Associate General Counsel
Annual Support Agreement and License Agreement for Munis® Software
This Annual Support Agreement and License Agreement for Munis® Software ("Support Agreement") is made by and
between Tyler Technologies, Inc. with offices at One Tyler Drive, Yarmouth, Maine 04096 ("Tyler") and the client
named in the attached invoice ("Client").
WHEREAS, Tyler and Client are parties to an original agreement ("Agreement"); and
WHEREAS, Tyler and CIient desire to renew the maintenance services term under the Agreement;
NOW THEREFORE, in consideration of the mutual promises hereinafter contained, Tyler and Client agree as follows:
1. Tyler shall provide maintenance services to Client, as specified in the Agreement and Tyler's then -current
support call process, during the period set forth in the attached invoice.
2. Client shall remit to Tyler maintenance fees in the amount set forth in the attached invoice.
3. Maintenance services will renew automatically for additional one (1) year terms at Tyler's then -current
maintenance fees unless terminated in writing by either party at least fifteen (15) days prior to the end of the
then -current term.
4. This Support Agreement shall be governed by and construed in accordance with the terms and conditions of
the Agreement.
5. All other terms and conditions of the Agreement shall remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this Support Agreement as of the dates set forth below.
Tyler Technologies, Inc.
ERP and Schoo Division
By:
Name: Christopher P. Hepburn
Client:
By:
Name:
Title: Senior Vice President Title:
Date:
.
y t ler
• technologies
AFFIDAVIT
Customer Account # 2139
Customer Name: City of Southlake, TX
In regards to the following listed product(s):
Applicant Tracking
City of Southlake, TX acknowledges that it no longer will receive software updates,
"bug fixes", services or telephone support for the listed products.
City of Southlake, TX 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.
Authorized Representative
,;i &Jock V,&t� -czuz fll�
Printed Name and Title
/ // (-( 20/
ate
Please return this form via email to: AR@tylertech.com or by Fax: 806-797-4849
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