HomeMy WebLinkAboutPR 22532: CONVERT TYLER TECHNOLOGIES HCM CONVERSION HOURS TO HCM IMPLEMENTATION HOURS 0
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INTEROFFICE MEMORANDUM
Date: April 22, 2022
To: The Honorable Mayor and City Council
Through: Ronald Burton, City Manager
From: Fay Young, Information Technology Director � j,_ y
RE: Proposed Resolution No. 22532—Convert Tyler Technologies HCM
conversion hours to HCM implementation hours
Introduction:
The intent of this Agenda Item is to seek the City Council's authorization for the City Manager
to approve the change request for the Software as a Service agreement with Tyler
Technologies to convert surplus Human Content Management 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. The agreement
included a specific number of hours to be applied towards converting existing data and
implementing the Human Content Management(HCM)modules of the ERP system. HCM is
the human resources component of the Tyler Munis system.
The number of hours required for conversions was less than planned. Tyler Technologies can
convert the conversion hours into implementation hours to accommodate the need for
additional implementation hours.
Budget Impact:
Converting conversion hours to implementation hours will not impact the project budget.
Recommendation:
The recommendation is for City Council to authorize the City Manager to execute the change
request to the Software As A Service Agreement with Tyler Technologies to convert surplus
HCM conversion hours to HCM 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
P.R. NO. 22532
FY 4/22/2022
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A CHANGE
REQUEST FOR 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 Human Content Management phase of the implementation project
required fewer data conversion hours than stated in the agreement; and
WHEREAS, a portion of the surplus conversion hours can be converted into 128
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
change request for Tyler Technologies to convert conversion hours to implementation hours.
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 May, A.D. 2022 at a
regular meeting of the City of Port Arthur, Texas by the following vote:
Ayes:
Mayor:
Councilmembers:
P.R. NO. 22532
FY 4/22/2022
Noes:
Mayor
ATTEST:
Sherri Bellard, City Secretary
APPROVED AS TO FORM:
ILV-S gn— Lzkaf
Val Tize , City Attorney
APPROVED FOR ADMINISTRATION:
/ L' &.
Ronald Burton Clifton Williams
City Manager Purchasing Manager
Fay Yo g
Information Technology Director
APPROVED AS TO AVAILABILITY OF FUNDS:
Kandy Dan\el, Interim Director of Finance
P.R. NO. 22532
FY 4/22/2022
Exhibit A
•e• Quoted By: Jeff Keller
:•. tyler Quote Expiration: 08/29/22
•
• chnologies Quote Name: City of Port Arthur-ERP-Additional
Implementation
Sales Quotation For:
City of Port Arthur
PO Box 1089
Port Arthur TX 77641-1089
Phone:+1(409)983-8101
Professional Services
Description Quantity Unit Price Extended Price Maintenance
Implementation-Remote 128 $185 $23,680 $0
TOTAL $23,680 $0
Summary One Time Fees Recurring Fees
Total Tyler Software $0 $0
Total Annual $0 $0
Total Tyler Services $23,680 $0
Total Third-Party Hardware,Software,Services $0 $0
Summary Total $23,680 $0
Contract Total $23,680
Unless otherwise indicated in the contract or amendment thereto,pricing for optional items will be held
2022-307866-JSDOB2 Page 1
For six(6)months from the Quote date or the Effective Date of the Contract,whichever is later.
Customer Approval: Date:
Print Name: P.O.#:
All Primary values quoted in US Dollars
2022-307866-J5D0B2 Page 2
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.
• Implementation and other professional services fees shall be invoiced as delivered.
• 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.
• 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.
• 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.
• If Client has purchased any change management services,those services will be invoiced in accordance with the Agreement.
• 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 scope,level of engagement,and
timeline as defined in the Statement of Work(SOW)for your project.The actual amount of services required may vary,based on these factors.
2022-307866-J5D0B2 Page 3
Tyler's pricing is based on the scope of proposed products and services contracted from Tyler.Should portions of the scope of products or services be
altered by the Client,Tyler reserves the right to adjust prices for the remaining scope accordingly.
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 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.
2022-307866-J5D0B2 Page 4
Project Change Request
Client Name: City of Port Arthur,TX Contract Number: 2019-64391-3
Client Project Manager: Fay Young Requested By(Name): Fay Young
Tyler Project Manager: Jad Doan Change Req.Number:
Request Date: 3/2/2022 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
Remove unused HCM Conversions,repurpose funds for Implementation hours.
*To Remove:
Unused Conversions-$24,300.00
*Add:
Implementation Hours,Remote-$23,680.00,128 hours
Impact on Project Scope
No impact.
Impact on Project Schedule
No impact.
Presents the means to schedule additional Implementation days as needed for remaining phases.
Phase/Task Original Start Original Finish Proposed Start Proposed Finish
Date Date Date Date
Impact on Resources
No impact.
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Impact on Project Budget
Budget Impact
Increasing the number of Implementation Hours
Milestones Impact
No impact.
Hours Impact
Phase Name Training/Impl Conversion Forms Development Testing
Dollars Impact
Phase Name Training/Impl Conversion Forms Development Testing
Client Project Manager: Date:
Signature Required
Client Project Manager Comments
Tyler Project Manager: Date:
Signature Required
Tyler Project Manager Comments
Please see the accompanying Excel document.
Sponsorship Acceptance
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
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