HomeMy WebLinkAboutPR 21772: CONVERT TYLER TECHNOLOGIES CONVERSION HOURS TO TYLER IMPLEMENTAITON HOURS •
• City of
www.PortArthurTx.gov
INTEROFFICE MEMORANDUM
Date: March 16, 2021
To: The Honorable Mayor and City Council
Through: Ronald Burton, City Manager
From: Fay Young, Information Technology Director J, cj,
RE: • Proposed Resolution No. 21772—Convert Tyler Technologies Conversion
hours to Tyler Implementation hours
Introduction:
The intent of this Agenda Item is to seek the City Council's authorization for the City Manager
to amend the Software as a Service agreement with Tyler Technologies to convert surplus
conversion hours to implementation hours.
Background:
On September 10, 2019, City Council approved Resolution 19-392, an agreement with Tyler
Technologies to implement an Enterprise Resource Planning (ERP) system and Municipal
Court System. The agreement included a specific number of hours to be applied towards the
conversion of existing data and a specific number of hours to be applied towards the
implementation of the ERP system.
The number of hours planned for the conversion process is greater than the number of hours
needed to complete Phase 1 of the project. And the number of implementation hours required
to complete the implementation of Phasel of the project exceeds the number of planned hours.
Phase one of the project requires additional implementation hours. The unused conversion
hours can be converted to implementation hours,to accommodate for the shortage of
implementation hours.
Budget Impact:
Converting conversion hours to implementation hours will not have an impact on the project
budget.
"Remember,we are here to serve the Citizens of Port Arthur"
P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743
Recommendation:
It is recommended that City Council authorize the City Manager to execute the amendment to
the Software As A Service Agreement with Tyler Technologies to convert surplus conversion
hours to needed implementation hours.
"Remember,we are here to serve the Citizens of Port Arthur"
P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743
•
CONTRACTS UNDER $25,000 PROCESSING FORM
DATE OF SUBMISSION: 2/8/2021
DEPARTMENT: Information Technology
SUBMITTED BY: Fay Young
PRINT NAME
r
SIGNATURE
CONTRACT SUMMARY
COMPANY NAME Tyler Technologies
COMPANY ADDRESS Click here to enter text.
COMPANY CONTACT LeVonne Badger
COMPANY CONTACT # P: 800.772.2260 ext. 5244 LeVonne.Badger@tylertech.com
CONTRACT AMOUNT Click here to enter text.
FUNDING ACCOUNT#
SUMMARY The Tyler Technologies contract approved via Resolution 19-
392 for the implementation of an ERP System, included several
financial conversion tasks that will not be necessary. The
contract also provided for a set number of days towards the
implementation of the Munis financial module. The time
required to complete the implementation will exceed the
anticipated number of days.
This request is to initiate a Project Change Request for Tyler to
convert the unused conversion days to implementation days.
Converting the days will provide the additional time required to
complete the implementation of the financial module. This
change will not have an impact on the contract amount.
A formal amendment will be presented. This request is to
initiate the change request.
Date submitted to City Attorney 2/8/2021
Valecia Tizeno, City Attorney
Si ature—Approved as to form.
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Project Change Request
Client Name: Port Arthur,TX City Contract Number: City of Port Arthur Tyler ERP v6 072619
DCD Saas 5
Fay Young
Client Project Manager: Requested By(Name): Fay Young
Tyler Project Manager: LeVonne Badger Change Req.Number:
Request Date: 02/08/2021 Expiration Date:
Milestones Contract: (x)No Terminate Software: ( )No.Only Terminate Software Support
( )Yes (If Yes,must provide ( )Yes.Remove Software&Support
updated WBS Milestones List w/ (If Yes,must provide list of the software modules
Amounts) under Project Scope being terminated)
SaaS Hosting: ( )No Software/Support Term
(x)Yes Effective Date:
Description of Proposed Change
Accounting -Actuals up to 3 years (3) $1,500.00 $0.00 $4,5000
Accounting - Budgets up to 3 years (3) $1,500.00 $0.00 $4,500.00
Accounting Standard COA$2,000.00 $0.00 $2,000.00
Accounts Payable-Checks up to 5 years (2) $1,600.00 $0.00 $3,200.00
Accounts Payable - Invoice up to 5 years (2) $2,400.00 $0.00 $4,800.00
Capital Assets Std Master$3,000.00 $0.00 $3,000.00
Contracts $4,000.00 $0.00 $4,000.00
General Billing - Bills up to 5 years$4,000.00 $0.00 $4,000.00
General Billing - Recurring Invoices $2,700.00 $0.00 $2,700.00
General Billing Std CID $1,500.00 $0.00 $1,500.00
Inventory-Commodity Codes $1,200.00 $0.00 $1,200.00
Inventory Std Master$3,500.00 $0.00 $3,500.00
Purchasing - Purchase Orders -Standard Open PO's only $2,700.00 $0.00 $2,700.00
Total - $41,600/$175.00 = 237.71 hours
Impact on Project Scope
Impact on Project Schedule
Phase/Task Original Start Original Finish Proposed Start Proposed Finish
Date Date Date Date
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Impact on Resources
Impact on Project Budget
Budget Impact
Milestones Impact
Hours Impact
Phase Name Training/Impl Conversion Forms Development Testing
Dollars Impact
Phase Name Training/Impl Conversion Forms Development Testing
Client Project Manager: j Date: 2/g It 02 '
Signat a gwred
Client Project Manager Comments
Tyler Project Manager: Date:
Signature Required
Tyler Project Manager Comments
Sponsorship Acceptance
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NOTE: No changes may be made to this project without the agreement of the Client Project
Sponsor and/or Steering Committee. Submit endorsed Change Request to the Tyler Technologies
Project Manager.
Date Title Approved By Signature
62/vc/2421 C P ! C'/ /Velfir So;
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P.R. NO. 21772
FY 3/16/2021
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AN
AMENDMENT TO THE SOFTWARE AS A SERVICE AGREEMENT WITH TYLER
TECHNOLOGIES TO CONVERT A PORTION OF CONVERSION HOURS TO
IMPLEMENTATION HOURS WITHOUT IMPACTING THE BUDGET APPROVED
VIA RESOLUTION 19-392.
WHEREAS,the City of Port Arthur entered into an agreement with Tyler Technologies
to implement an Enterprise Resource Planning System, approved by Council Resolution 19-392;
and
WHEREAS, the number of implementation days required to complete Phase 1 of the
project exceeds those included in the agreement; and
WHEREAS,the number of Tyler Conversion hours included for Phase 1 of the project is
less than the number of required hours; and
WHEREAS, additional implementation hours are required to complete Phase 1 of the
project; and
WHEREAS,the surplus Tyler Conversion hours equate to 236 implementation hours;and
WHEREAS, the Tyler Conversion hours can be converted to implementation hours in
substantially the same form as attached hereto as"Exhibit A"; and
WHEREAS,the conversion of hours will not impact the approved project budget.
NOW THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF PORT ARTHUR:
Section 1. That the facts and opinions in the preamble are true and correct.
Section 2. That, the City Council hereby authorizes the City Manager to execute the
amendment with Tyler Technologies to convert surplus Tyler Conversion ours to Tyler
Implementation hours.
P.R. NO. 21772
FY 3/16/2021
Section3. That a copy of the caption of this Resolution be spread upon the Minutes of
the City Council.
READ, ADOPTED AND APPROVED this the day of March, A.D. 2021 at a
regular meeting of the City of Port Arthur, Texas by the following vote:
Ayes:
Mayor:
Councilmembers:
Noes:
Mayor
ATTEST:
Sherri Bellard, City Secretary
APPROVED AS TO FORM:
V � b
Val Tize o, City Attorney
APPROVED FOR ADMINISTRATION:
Nit LA
Ronald Burton Clifton Williams
City Manager Purchasing Manager
U( ,\;.
Fay You ;
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Information Technology Director
P.R. NO. 21772
FY 3/16/2021
APPROVED AS TO AVAILABILITY OF FUNDS:
Kandy Dani 1, Interim Director of inance
P.R. NO. 21772
FY 3/16/2021
Exhibit A
•
•
•• •.% tyler
• technologies
AMENDMENT
This amendment ("Amendment") is effective as of the date of signature of the last party to sign as
indicated below("Amendment Effective Date"), by and between Tyler Technologies, Inc. ("Tyler") and
the City of Port Arthur,Texas ("Client").
WHEREAS,Tyler and the Client are parties to an agreement ("Agreement"); and
WHEREAS,Tyler and Client desire to amend the terms of the Agreement as provided herein.
NOW THEREFORE, in consideration of the mutual promises hereinafter contained,Tyler and the Client
agree as follows:
1. The following unused conversion is hereby removed from the Agreement:
• Accounting—Actuals up to 3 years (3 @ $1,500)—at a contract price of$4,500.
• Accounting—Budgets up to 3 years (3 @ $1,500)—at a contract price of$4,500.
• Accounting—Standard COA—at a contract price of$2,000.
• Accounts Payable—Checks up to 5 years (2 @ $1,600)—at a contract price of$3,200.
• Accounts Payable—Invoice up to 5 years (2 @ $2,400)—at a contract price of$4,800.
• Capital Assets Std Master—at a contract price of$3,000.
• Contracts—at a contract price of$4,000.
• General Billing—Bills up to 5 years—at a contract price of$4,000.
• General Billing—Recurring Invoices—at a contract price of$2,700.
• General Billing—Std CID—at a contract price of$1,500.
• Inventory—Commodity Codes—at a contract price of$1,200.
• Purchasing—Purchase Orders—Standard Open PO's only—at a contract price of$2,700.
2. 236 implementation hours,totaling$41,300.00 (at a rate of$175 per hour), are hereby added to
the Agreement as set forth in the Investment Summary attached hereto as Exhibit 1. Services
added to the Agreement pursuant to this Amendment, plus expenses,will be invoiced as
provided and/or incurred.
3. This Amendment shall be governed by and construed in accordance with the terms and
conditions of the Agreement.
4. Except as expressly indicated in this Amendment, all other terms and conditions of the
Agreement shall remain in full force and effect.
SIGNATURE PAGE FOLLOWS
•®°° tyler
IN WITNESS WHEREOF,the parties hereto have executed this Amendment as of the dates set forth
below.
Tyler Technologies, Inc. City of Port Arthur
By: By:
Name: Name:
Title: Title:
Date: Date:
••:,:. tyler
2
Exhibit 1
•
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,
• echnologies
Exhibit 1
Investment Summary
The following Investment Summary details the software and services to be delivered by us to you under
the Agreement. This Investment Summary is effective as of the Effective Date. Capitalized terms not
otherwise defined will have the meaning assigned to such terms in the Agreement.
In the event a comment in the following sales quotation conflicts with a provision of this Amendment,
the provision in this Amendment shall control.
REMAINDER OF PAGE INTENTIONALLY LEFT BLANK
3
Exhibit A
• Quoted By: David Car11
••••:.. tyler Date: 3/5/2021
est technologies Quote Expiration: 8/16/2021
Quote Name: City of Port Arthur-ERP-Conversion Amendment
Quote Number: 2021-123381
Quote Description: City of Port Arthur Conversion Amendment v2 030521
Sales Quotation For
City of Port Arthur
PO Box 1089
Port Arthur,TX 77641-1089
Phone+1(409)983-8101
Other Services
Description Quantity Unit Price Unit Discount Extended Price
Implementation 232 $175.00 $0.00 $40,600.00
Implementation 4 $175.00 $0.00 $700.00
TOTAL: $41,300.00
Summary One Time Fees Recurring Fees
Total Tyler Software $0.00 $0.00
Total Tyler Services $41,300.00 $0.00
Total 3rd Party Hardware,Software and $0.00 $0.00
Services
Summary Total $41,300.00 $0.00
Contract Total $41,300.00
Unless otherwise indicated in the contract or amendment thereto,pricing for optional items will be held for
six(6)months from the Quote date or the Effective Date of the contract,whichever is later.
Customer Approval: Date:
2021-123381-City of Port Arthur Conversion Amendment v2 030521 CONFIDENTIAL 1 of 4
Exhibit A
Print Name: P.O.#:
All primary values quoted in US Dollars
2021-123381-City of Port Arthur Conversion Amendment v2 030521 CONFIDENTIAL 2 of 4
Exhibit A
Comments
Client agrees that items in this sales quotation are,upon Client's signature or approval of same,hereby added to the existing agreement("Agreement")between the parties and
subject to its terms.Additionally,payment for said items,as applicable but subject to any listed assumptions herein,shall conform to the following terms:
• License fees for Tyler and third party software are invoiced upon the earlier of(i)deliver of the license key or(ii)when Tyler makes such software available for download
by the Client;
• Fees for hardware are invoiced upon delivery;
• Fees for year one of hardware maintenance are invoiced upon delivery of the hardware;
• Annual Maintenance and Support fees,SaaS fees,Hosting fees,and Subscription fees are first payable when Tyler makes the software available for download by the Client
(for Maintenance)or on the first day of the month following the date this quotation was signed(for SaaS,Hosting,and Subscription),and any such fees are prorated to align
with the applicable term under the Agreement,with renewals invoiced annually thereafter in accord with the Agreement.
• Fees for services included in this sales quotation shall be invoiced as indicated below.
o Implementation and other professional services fees shall be invoiced as delivered.
o Fixed-fee Business Process Consulting services shall be invoiced 50%upon delivery of the Best Practice Recommendations,by module,and 50%upon delivery of
custom desktop procedures,by module.
o Fixed-fee conversions are invoiced 50%upon initial delivery of the converted data,by conversion option,and 50%upon Client acceptance to load the converted data into
Live/Production environment,by conversion option. Where conversions are quoted as estimated,Tyler will invoice Client the actual services delivered on a time and
materials basis.
o Except as otherwise provided,other fixed price services are invoiced upon complete delivery of the service.For the avoidance of doubt,where"Project Planning
Services"are provided,payment shall be invoiced upon delivery of the Implementation Planning document.Dedicated Project Management services,if any,will be
invoiced monthly in arrears,beginning on the first day of the month immediately following initiation of project planning.
o If Client has purchased any change management services,those services will be invoiced in accordance with the Agreement.
o Notwithstanding anything to the contrary stated above,the following payment terms shall apply to services fees specifically for migrations: Tyler will invoice Client 50%
of any Migration Fees listed above upon Client approval of the product suite migration schedule. The remaining 50%,by line item,will be billed upon the go-live of the
applicable product suite.Tyler will invoice Client for any Project Management Fees listed above upon the go-live of the first product suite.Unless otherwise indicated on
this Sales quotation,annual services will be invoiced in advance,for annual terms commencing on the date this sales quotation is signed by the Client. If listed annual
service(s)is an addition to the same service presently existing under the Agreement,the first term of the added annual service will be prorated to expire coterminous with
the existing annual term for the service,with renewals to occur as indicated in the Agreement.
• Expenses associated with onsite services are invoiced as incurred.
Tyler's quote contains estimates of the amount of services needed,based on our preliminary understanding of the size and scope of your project.The actual amount of services
depends on such factors as your level of involvement in the project and the speed of knowledge transfer.
Unless otherwise noted,prices submitted in the quote do not include travel expenses incurred in accordance with Tyler's then-current Business Travel Policy.
Tyler's prices do not include applicable local,city or federal sales,use excise,personal property or other similar taxes or duties,which you are responsible for determining and
2021-123381-City of Port Arthur Conversion Amendment v2 030521 CONFIDENTIAL 3 of 4
Exhibit A
Comments
remitting.Installations are completed remotely,but can be done onsite upon request at an additional cost.
In the event Client cancels services less than two(2)weeks in advance,Client is liable to Tyler for(i)all non-refundable expenses incurred by Tyler on Client's behalf;and(ii)
daily fees associated with the cancelled services if Tyler is unable to re-assign its personnel.
Implementation hours are scheduled and delivered in four(4)or eight(8)hour increments.
Tyler provides onsite training for a maximum of 12 people per class.In the event that more than 12 users wish to participate in a training class or more than one occurrence of a
class is needed,Tyler will either provide additional days at then-current rates for training or Tyler will utilize a Train-the-Trainer approach whereby the client designated attendees
of the initial training can thereafter train the remaining users.
Tyler's pricing is based on the scope of proposed products and services being obtained from Tyler.Should portions of the scope of products or services be removed by the Client,
Tyler reserves the right to adjust prices for the remaining scope accordingly.
Development modifications,interfaces and services,where applicable,shall be invoiced to the client in the following manner:50%of total upon authorized signature to proceed
on program specifications and the remaining 50%of total upon delivery of modifications,interface and services.
Tyler Disaster Recovery Services is calculated at 25%of annual maintenance.The quoted value is in addition to your current Disaster Services and will be subject to an annual
increase at our then current pricing.
Tyler System Management Services is calculated at 25%of annual maintenance.The quoted value is in addition to your current Tyler System Management Services and will be
subject to an annual increase at our then current pricing.
2021-123381-City of Port Arthur Conversion Amendment v2 030521 CONFIDENTIAL 4 of 4