HomeMy WebLinkAboutPR 22714: AUTHORIZIING AMENDMENT NO. 6 TO THE SOFTWARE AS A SERVICE AGREEMENT WITH TYLER TECHNOLOGIES ' 11
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INTEROFFICE MEMORANDUM
Date: July 22,2022
To: The Honorable Mayor and City Council
Through: Ronald Burton, City Manager
From: Fay Young, Information Technology Director j
RE: Proposed Resolution No. 22714—Addition of Tyler Notify
Introduction:
The intent of this Agenda Item is to seek the City Council's authorization for the City Manager
to approve Amendment#6 to the Software as a Service agreement with Tyler Technologies to
add Tyler Notify.
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 the implementation of Tyler's Munis Utility Billing System.
The Utility Billing area of the City's Water Department needs an automated system that will
allow customers to be notified of the state of their utility services and the state of their
accounts. Tyler notify will integrate with the utility billing system and provide the ability to
send automated customized notifications to customers through the phone, email, and text
messages.
Budget Impact:
The cost for the three-year agreement in the amount of$68,640.00 includes an annual
recurring cost of$21,780.00 and a one-time implementation cost of$3,300.00. Funding for
implementation and year-one of the agreement are available in Water account 410-40-205-
5470-00-00-000-.
Recommendation:
The recommendation is for City Council to authorize the City Manager to execute the
amendment to the Software As A Service Agreement with Tyler Technologies to include Tyler
Notify.
"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. 22714
FY 7/22/2022
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE
AMENDMENT NO. 6 TO THE SOFTWARE AS A SERVICE AGREEMENT WITH
TYLER TECHNOLOGIES APPROVED PURSUANT TO RESOLUTION 19-392 TO
INCLUDE A THREE-YEAR AGREEMENT FOR TYLER NOTIFY FOR A ONE-TIME
IMPLEMENTATION FEE OF $3,300.00 AND AN ANNUAL FEE OF$21,780.00. FUNDS
AVAILABLE IN WATER ACCOUNT 410-40-205-5470-00-00-000-.
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 Water Department needs the ability to notify utility customers concerning
services and their account status; and
WHEREAS,Tyler Notify provides the ability to send customized automated notifications
via the telephone, email, and text messages; and
WHEREAS, Tyler Notify will integrate with the Tyler ERP system to increase
productivity by reducing the number of manual tasks required to provide customized notifications;
and
WHEREAS,the amendment for Tyler Notify is in substantially the same form as attached
hereto as "Exhibit A.
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
Amendment No. 6 with Tyler Technologies to include Tyler Notify.
Section3. That a copy of the caption of this Resolution be spread upon the Minutes of
the City Council.
P.R. NO. 22714
FY 7/22/2022
READ, ADOPTED AND APPROVED this the day of August, A.D. 2022 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
' 'ROV 14 TO FORM:
SLA A A.A.1 0 e-74-1/1
Va I eno. IFF ttorncy
APPROVED FOR ADMINISTRATION:
/i,. LJ
Ronald Burton C ifton�Williams
City Manager Purchasing Manager
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Fay 4m Calvin Matthews
Information Technology Director Water Director
APPROVED AS TO AVAILABILITY OF FUNDS:
Kandy D• i el, Interim D. ector of Finance
P.R. NO. 22714
FY 7/22/2022
Exhibit A
• Quoted By: David Carll
•�• �� tyler Quote Expiration: 08/30/22
• technologies« Quote Name: City of Port Arthur-ERP-Tyler
Notify
Quote Description: City of Port Arthur Tyler Notify
Quote 011422
Saas Term 3.00
Sales Quotation For:
City of Port Arthur
PO Box 1089
Port Arthur TX 77641-1089
Phone:+1(409)983-8101
Tyler SaaS and Related Services
Description Qty Imp.Horns Annual Fee
Additional
Notify includes 121,000 Msgs and 4,000 Mins per year 1 16 $24,200.00
Sub-Total: $24,200.00
Less Discount: $2,420.00
TOTAL 16 $21,780.00
Professional Services
Extended
Description Quantity Unit Price Ext Discount Price Maintenunce
Onsite Implementation 4 $225.00 $0.00 $900.00 $0.00
Remote Implementation 12 $200.00 $0.00 $2,400.00 $0.00
TOTAL $3,300.00 $0.00
2022-299841-ZSN2C5 CONFIDENTIAL Page 1
Summary One Time Fees Recurring Fees
Total Tyler Software $0.00 $0.00
Total Annual $0.00 $21,780.00
Total Tyler Services $3,300.00 $0.00
Total Third-Party Hardware,Software,Services $0.00 $0.00
Summary Total $3,300.00 $21,780.00
Contract Total $68,640.00
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:
Print Name: P.O.#:
All Primary values quoted in US Dollars
Optional Tyler SaaS and Related Services
Description Qty Imp.Hours Annual For
Additional
Notify Additional Block of 12,000 Messages Per Year 1 0 $300.00
Notify Additional Block of 5,000 Minutes Per Year 1 0 $300.00
TOTAL: 0 $600.00
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T ler Annual Discount Detail(Excludes Optional Products)
Annual Fee
Description Annual Fee Discount Annual Fee Net
Additional
Notify includes 121,000 Msgs and 4,000 Mins per year $24,200.00 $2,420.00 $21,780.00
TOTAL $24,200.00 $2,420.00 $21,780.00
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.
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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.
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.
The Implementation Hours included in this quote assume a work split effort of 70%Client and 30%Tyler.
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 Notify SaaS services will renew automatically for additional one(1)year terms at our then-current fee unless terminated in writing by
either part at least thirty(30)days prior to the end of the then-current term. Unused minutes and texts expire at the end of each annual term.
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