The URL can be used to link to this page

Home My WebLink About2014 09 22 Consent Item 302 Tyler Support Agreement (Munis) COMMISSION AGENDA Informational Consent X ITEM 302 public Hearings g Regular September 22, 2014 KS JD Regular Meeting City Manager Department REQUEST: The Information Services Department requests Commission approve renewal and payment of the attached Tyler Technologies software maintenance agreement for the period of October 1, 2014 thru September 30, 2015 in the amount of $40,491.20, authorize Information Services to renew and pay the OSDBA maintenance agreement in the amount of $13,068.36 for FY 2015 if circumstances necessitate the use of said services, and authorize the City Manager and City Attorney to prepare and execute any and all applicable documents. This will be the final maintenance to be renewed with Munis. SYNOPSIS: Munis is the software application currently being utilized for the City's utility billing (LIB) activities. The City is in the process of transitioning to a new Enterprise Resource Planning (ERP) software system called New World Systems. The Financial module transition was completed in March 2014; the Community Development transition is due to be completed by November 2014; and the UB module transition is expected to be completed by June 2015. We request authorization to renew and pay the Munis maintenance agreement with Tyler Technologies, Inc., for the period of October 1, 2014 thru September 30, 2015 in the amount of$40,491.20. We also request Commission authorize the renewal and payment of OSDBA maintenance for FY 2015 in the amount of$13,068.36 if circumstances necessitate the use of said services, which we do not anticipate to be the case; and request Commission authorize the City Manager and City Attorney to prepare and execute any and all applicable documents. This will be the final maintenance agreement to be renewed with Munis. CONSIDERATIONS: Consent 302 PAGE 1 OF 3-September 22,2014 Considerations: Munis is the software currently being utilized for the City's LIB activities. The City is in the process of transitioning to a new ERP software system called New World Systems. The Financial module transition was completed in March 2014; the Community Development transition is due to be completed by November 2014; and the LIB module transition is due to be completed by June 2015. We have cancelled Munis maintenance for all modules no longer in use but must pay maintenance on the LIB module while the module is in use. We wish to renew our Munis maintenance agreement with Tyler Technologies, Inc., for one final year, and obtain Commission approval to pay annual maintenance in the amount of $40,491.20 for the period of October 1, 2014 thru September 30, 2015. This will be the last year we'll have to pay Munis maintenance. The maintenance consists of the following: • Munis Online— Citizen Self Service (Utility Billing) $ 6,250.00 • Tyler Unlimited Client Access Maintenance $ 2,700.00 • Support& Update Licensing: $31,541.20 We do not anticipate needing OSDBA services and have therefore chosen not to renew the OSDBA maintenance agreement for FY 2015 at this time, but request Commission authorize the renewal and payment of the agreement in the amount of $13,068.36 if circumstances necessitate the use of said services. We also request Commission authorize the City Manager and City Attorney to prepare and execute any and all applicable documents. FISCAL IMPACT: The fiscal impact is $40,491.20 and an additional $13,068.36 (only if needed). Both are budgeted in Information Services Department 001-16-1600-530342 Maintenance Agreements and Contracts. COMMUNICATION EFFORTS: This Agenda Item has been electronically forwarded to the Mayor and City Commission, City Manager, City Attorney/Staff, and is available on the City's Website, LaserFiche, and the City's Server. Additionally, portions of this Agenda Item are typed verbatim on the respective Meeting Agenda which has also been electronically forwarded to the individuals noted above, and which is also available on the City's Website, LaserFiche, and the City's Server; has been sent to applicable City Staff, Media/Press Representatives who have requested Agendas/Agenda Item information, Homeowner's Associations/Representatives on file with the City, and all individuals who have requested such information. This information has also been posted outside City Hall, posted inside City Hall with additional copies available for the General Public, and posted at five (5) different locations around the City. Furthermore, this information is also available to any individual requestors. City Staff is always willing to discuss this Agenda Item or any Agenda Item with any interested individuals. RECOMMENDATION: The Information Services Department requests the Commission approve renewal and payment of the Munis annual maintenance and support agreement in the amount of $40,491.20; authorize renewal and payment of OSDBA maintenance in the amount of $13,068.36 if circumstances necessitate the use of said services; and authorize the City Consent 302 PAGE 2 OF 3-September 22,2014 Manager and City Attorney to prepare and execute any and all applicable documents. ATTACHMENTS: Tyler Technologies Maintenance Agreement and invoices (5 pages) Consent 302 PAGE 3 OF 3-September 22,2014 Annual Support Agreement and License Agreement for Munis@ Software C, 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 Client 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. Client: ERP and School Division By,: -------- By: Name:- Christopher P. Hepburn Name: Title: Senior Vice President Title: Date: 0 r Technologies, Inc. Invoice "'I...... • Tyler 000 0 0 (FEIN 75-2303920) 0 0 . ityler P.O. Box 203556 Invoice No Date Page technologies Dallas, TX 75320-3556 045-117583 08/31/2014 1 of 1 Empowering people who serve the publico ..... 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 WINTER SPRINGS Ship To: CITY OF WINTER SPRINGS ATTN: ACCOUNTS PAYABLE ATTN: ACCOUNTS PAYABLE 1126 EAST STATE ROAD 434 1126 EAST STATE ROAD 434 WINTER SPRINGS, FL 32708 WINTER SPRINGS, FL 32708 ustomer No. Ord No PO Number Currency Terms Due Date 3078 52817 USID NET30 09/30/2014 Date Description Units Rate Extended Price Contract No,:WINTER SPRINGS,FL MUNIS ONLINE-CITIZEN SELF SERVICE(UTILITY BILLING) 1 6,250.00 6,250.00 Maintenance:Start:01/Dec/2014, End:30/Nov/2015 **ATTENTION** Order your checks and forms from Subtotal 6,250.00 Tyler Business Forms at 877-749-2090 or Sales Tax 0.00 tylerbusinessforms.com to guarantee 10 0% compliance with your software.— Invoice Total 6,250.00 Remittance, Tyler Technologies, Inc. Invoice (FEIN 75-2303920) Ityler P.O. Box 203556 Invoice No Date Page technologieS Dallas, TX 75320-3556 045-117072 09/01/2014 1 of 1 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 WINTER SPRINGS Ship To: CITY OF WINTER SPRINGS ATTN: ACCOUNTS PAYABLE ATTN: ACCOUNTS PAYABLE 1126 EAST STATE ROAD 434 1126 EAST STATE ROAD 434 WINTER SPRINGS, FL 32708 WINTER SPRINGS, FL 32708 ustomer No. Ord No PO Number Currency Terms Due Date 3078 53760 USID NET30 10/01/2014 Date Description Units Rate Extended Price Contract No.:WINTER SPRINGS,FL SUPPORT&UPDATE LICENSING-ACCOUNTS RECEIVABLE 1 2,925,73 2,925,73 Maintenance:Start:01/Oct/2014, End: 30/Sep/2015 SUPPORT&UPDATE LICENSING-UTILITY BILLING INTERFACE 1 2,193.99 2,193.99 Maintenance:Start:01/Oct/2014, End: 30/Sep/2015 TYLER FORM PROCESSING SUPPORT 1 2,954.90 2,954.90 Maintenance:Start:01/Oct/2014, End: 30/Sep/2015 SUPPORT&UPDATE LICENSING-UTILITY BILLING 1 6,116.43 6,116.43 Maintenance:Start: 01/Oct/2014, End: 30/Sep/2015 SUPPORT&UPDATE LICENSING-ACCTG/GLJBUDGET/AP 1 13,895.67 13,895.67 Maintenance:Start:01/Oct/2014, End: 30/Sep/2015 SUPPORT&UPDATE LICENSING-CRYSTAL REPORTS 1 3,454.48 3,454.48 Maintenance:Start:01/Oct/2014, End: 30/Sep/2015 "ATTENTION" Subtotal 31,541.20 1111 Order your checks and forms from Tyler Business Forms at 877-749-2090 or Sales Tax 0.00 tylerbusinessforms.com to guarantee 100% compliance with your software. Invoice Total 31,541.20 Remill2nce: • 000 Tyler Technologies, Inc. Invoice 0 0 (FEIN 75-2303920) 0 .. Ityler P.O. Box 203556 Invoice No Date Page technologieS Dallas,TX 75320-3556 045-117071 09/01/2014 1 of 1 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 WINTER SPRINGS Ship To: CITY OF WINTER SPRINGS ATTN: ACCOUNTS PAYABLE ATTN: ACCOUNTS PAYABLE 1126 EAST STATE ROAD 434 1126 EAST STATE ROAD 434 WINTER SPRINGS, FL 32708 WINTER SPRINGS, FL 32708 ustomer No. Ord No PO Number Currency Terms Due Date 3078 52815 USID NET30 10/01/2014 Date Description Units Rate Extended Price Contract No.:WINTER SPRINGS,FL TYLER UNLIMITED CLIENT ACCESS MAINTENANCE 1 2,700.00 2,700,00 Maintenance:Start:01/Oct/2014, End: 30/Sep/2015 **ATTEN'riON** Subtotal 0F.60 Order your checks and forms from Tyler Business Forms at 877-749-2090 or Sales Tax om tylerbusinessforms.com to guarantee 100% compliance with your software. Invoice Total 2,700.00 49 N Remittance: Invoice 0 Tyler Technologies, Inc. ee * 91111- (FEIN 75-2303920) Invoice No Date Page 00000 Lyiel P.O.Box 203556 045-92672 07/16/2013 1 of 1 0 0 technologieS Dallas,TX 75320-3556 Empowering people who serve the public Questions: Tyler Technologies-ERP&Schools Phone: 1-800-772-2260 Press 2,then I Fax: 1-866-673-3274 Email: ar@tylertech.com Bill To: CITY OF WINTER SPRINGS Ship To: CITY OF WINTER SPRINGS ATTN: ACCOUNTS PAYABLE ATTN: ACCOUNTS PAYABLE 1126 EAST STATE ROAD 434 1126 EAST STATE ROAD 434 WINTER SPRINGS,FL 32708 WINTER SPRINGS, FL 32708 Customer No. Ord No PO Number Currency Terms Due Date 3078 46218 U S D NET30 08/15/2013 Date Description Units Rate Extended Price Contract No.:WINTER SPRINGS,FL OPERATING SYSTEM DATABASE ADMINISTRATIVE SUPPORT 1 13,068.36 13,068,36 Maintenance:Start:0I/Oct/2013, End:30/Sep/2014 "ATTENTION" Subtotal 13,068.36 Order your checks and forms from Tyler Business Forms at 877-749-2090 or Sales Tax 0.00 tylerbusinessforms.com to guarantee 100% compliance with your software. Invoice Total -1-3,068.36