HomeMy WebLinkAbout137-18 RESOLUTION113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Resolution: 137-18
File Number: 2018-0280
TYLER TECHNOLOGIES, INC.:
A RESOLUTION TO AUTHORIZE THE MAYOR TO SIGN A LICENSE AND SERVICES
AGREEMENT WITH TYLER TECHNOLOGIES, INC. FOR THE PURCHASE OF ENERGOV
DEVELOPMENT SERVICES SOFTWARE IN THE AMOUNT OF $619,048.00 AND FIVE YEARS OF
SOFTWARE MAINTENANCE SERVICES IN THE AMOUNT OF $260,575.00, PURSUANT TO A
NATIONAL JOINT POWERS ALLIANCE COOPERATIVE PURCHASING AGREEMENT; TO
APPROVE A PROJECT CONTINGENCY IN THE AMOUNT OF $92,857.20; TO APPROVE TWO
ASSOCIATED BUDGET ADJUSTMENTS; AND TO AUTHORIZE THE ADDITION OF 3.0
TEMPORARY FULL TIME EQUIVALENT POSITIONS, TO BE DIVIDED AMONG THE
INFORMATION TECHNOLOGY DEPARTMENT AND THE CITY PLANNING AND ENGINEERING
DIVISIONS, FOR THE IMPLEMENTATION OF ENERGOV
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes Mayor Jordan
to sign a License and Services Agreement with Tyler Technologies, Inc. for the purchase of EnerGov
Development Services Software in the amount of $619,048.00 and five years of software maintenance
services in the amount of $260,575.00, pursuant to a National Joint Powers Alliance cooperative
purchasing agreement, and further approves a project contingency in the amount of $92,857.20.
Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves two budget
adjustments, copies of which are attached to this Resolution.
Section 3: That the City Council of the City of Fayetteville, Arkansas hereby authorizes the addition of
3.0 temporary full time equivalent positions, to be divided among the Information Technology Department
and the City Planning and Engineering Divisions, for the implementation of EnerGov.
Page 1 Printed on 6120118
Resolution. 137-18
File Number: 2018-0280
PASSED and APPROVED on 6/19/2018
Attest:
Sondra E. Smith, City Clerk Treasurer
Page 2 Printed on 6120118
City of Fayetteville, Arkansas 113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Text File
File Number: 2018-0280
Agenda Date: 6/19/2018 Version: 1 Status: Passed
In Control: City Council Meeting File Type: Resolution
Agenda Number: C. 4
TYLER TECHNOLOGIES, INC.:
A RESOLUTION TO AUTHORIZE THE MAYOR TO SIGN A LICENSE AND SERVICES
AGREEMENT WITH TYLER TECHNOLOGIES, INC. FOR THE PURCHASE OF ENERGOV
DEVELOPMENT SERVICES SOFTWARE IN THE AMOUNT OF $619,048.00 AND FIVE YEARS
OF SOFTWARE MAINTENANCE SERVICES IN THE AMOUNT OF $260,575.00, PURSUANT TO
A NATIONAL JOINT POWERS ALLIANCE COOPERATIVE PURCHASING AGREEMENT; TO
APPROVE A PROJECT CONTINGENCY IN THE AMOUNT OF $92,857.20; TO APPROVE TWO
ASSOCIATED BUDGET ADJUSTMENTS; AND TO AUTHORIZE THE ADDITION OF 3.0
TEMPORARY FULL TIME EQUIVALENT POSITIONS, TO BE DIVIDED AMONG THE
INFORMATION TECHNOLOGY DEPARTMENT AND THE CITY PLANNING AND
ENGINEERING DIVISIONS, FOR THE IMPLEMENTATION OF ENERGOV
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes Mayor Jordan to sign a
License and Services Agreement with Tyler Technologies, Inc. for the purchase of EnerGov Development
Services Software in the amount of $619,048.00 and five years of software maintenance services in the amount
of $260,575.00, pursuant to a National Joint Powers Alliance cooperative purchasing agreement, and further
approves a project contingency in the amount of $92,857.20.
Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves two budget adjustments,
copies of which are attached to this Resolution.
Section 3: That the City Council of the City of Fayetteville, Arkansas hereby authorizes the addition of 3.0
temporary full time equivalent positions, to be divided among the Information Technology Department and the
City Planning and Engineering Divisions, for the implementation of EnerGov.
City of Fayetteville, Arkansas Page 1 Printed on 612012018
Keith Macedo
Submitted By
City of Fayetteville Staff Review Form
2018-0280
Legistar File ID
6/5/2018
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
5/17/2018 Information Technology /
_ Chief of Staff
Submitted Date Division / Department
Action Recommendation:
Resolution approving an agreement with Tyler Technologies Inc. to purchase EnerGov Development Services
software in the amount of $619,048.00 through the National Joint Powers Alliance (NJPA) cooperative purchasing
contract 110515, approve funding for five (5) years of annual software maintenance in amount of $260,575.00,
approve a 15% contingency in the amount of $92,857.20, and approve two (2) associated budget adjustments.
Budget Impact:
Multiple Accounts
Account Number
16003/13008
Sales Tax Capital
Fund
Hansen Upgrade/ERP Upgrade
Project Number
Project Title
Budgeted Item? Yes
Current Budget
$
1,157,995.00
Funds Obligated
$
80,443.16
Current Balance
$
1,077,551.84
Does item have a cost? Yes
Item Cost
$
711,905.00
Budget Adjustment Attached? No
Budget Adjustment
Remaining Budget
$
365,646.84
V20140710
Previous Ordinance or Resolution #
Original Contract Number
Comments:
Approval Date:
TO:
THRU:
FROM
DATE:
CITY OF
FAYETTEVILLE CITY COUNCIL MEMO
ARKANSAS
Mayor Lioneld Jordan and City Council
Don Marr, Chief of Staff
Keith Macedo, Director of Information Technology
May 17, 2018
SUBJECT: Resolution approving an agreement with Tyler Technologies Inc. to purchase
EnerGov Development Services software in the amount of $619,048.00 through
the National Joint Powers Alliance (NJPA) cooperative purchasing contract
110515, approve funding for five (5) years of annual software maintenance in
amount of $260,575.00, approve a 15% contingency in the amount of
$92,857.20, approve two (2) associated budget adjustments, and to authorize
the addition of 3.0 temporary full time equivalent positions for the information
technology, planning, and engineering divisions to backfill existing employees
related with the implementation of EnerGov.
RECOMMENDATION:
Staff recommends approving an agreement with Tyler Technologies Inc. to purchase EnerGov
Development Services software in the amount of $619,048.00 through the National Joint
Powers Alliance (NJPA) cooperative purchasing contract 110515, approve funding for five (5)
years of annual software maintenance in amount of $260,575.00, approve a 15% contingency
in the amount of $92,857.20, approve two (2) associated budget adjustments, and to authorize
the addition of 3.0 temporary full time equivalent positions for the information technology,
planning, and engineering divisions to backfill existing employees related with the
implementation of EnerGov.
BACKGROUND:
The City purchased Development Services software from Hansen Technology Inc. in January of
2002 and have been using the software since 2003 within Planning, Engineering, Code
Enforcement, Building Safety, Business Licenses, and Fire Inspections. The City has not
upgraded Hansen in the past 5 years due to the cost upgrading to Hansen's current version
and the amount of staff hours required to implement an upgrade. City staff is requesting new
software to assist with streamlining of internal staff and external customer processes to improve
the overall efficiency of our Development Services related work.
DISCUSSION:
In the fall of 2017, the Information Technology (IT) division organized a group of key staff
members to obtain input and serve as the review panel to recommend a new Development
Services software package. IT met with the group and developed a high-level list of business
requirements and reached out to numerous software companies to discuss Fayetteville's
requirements. Staff narrowed the search down to four (4) companies and requested software
demonstrations from each vendor. After each demonstration the group discussed each
software application's functionality and usability based on the following criteria: automation of
work flow, mobile device capability for field workers, electronic submission and review of
documents.
Mailing Address:
113 W. Mountain Street www.fayettevilie-ar.gov
Fayetteville, AR 72701
flexibility to adapt to changing business processes, a vendor that could provide consulting
services related to best practices, and a robust website portal to improve how customers
interact with Development Services.
Staff then requested the top two (2) companies to submit budgetary proposals. Staff reviewed
the two (2) submittals and recommended the selection of Tyler Technologies EnerGov software
as the best fit for Fayetteville. IT staff then reached out to six (6) EnerGov municipal customers
from Kansas, Oklahoma, and Texas to discuss their experience with EnerGov. Formal
questionnaires were sent to each City in conjunction with follow-up phone calls to verify
lessons learned from each City and if they would recommend EnerGov. Each City provided
their own unique perspective, but all provided a positive recommendation for the purchase of
EnerGov. Most of the Cities did place evaluating existing processes for efficiency improvement
as the number one item to address prior to implementation. City of Fayetteville is addressing
this by the pending Lean Review project through a contract with Northwest Arkansas
Community College.
IT organized two (2) additional meetings for the group to discuss and review EnerGov's
capabilities, to verify it will provide the best functionality and value for the City, and to discuss
the proposed Statement of Work (SOW). The group agreed to recommend EnerGov as the best
software choice for Development Services' needs. With the stakeholder group recommendation
of acquiring EnerGov software, IT staff worked in conjunction with the Purchasing division to
determine the best method to procure the software. The recommendation of the Purchasing
Department was to solicit vendors listed on a cooperative purchasing agreement. EnerGov is
listed on a National Joint Powers Alliance (NJPA) cooperative purchasing contract number
110515. The City's Purchasing division and the City Attorney's office reviewed the NJPA
contract documents and approved the contract as a method to purchase EnerGov. IT staff did
reach out to multiple current EnerGov customers and obtained their agreements to compare the
NJPA pricing with other City's that procured EnerGov through an RFP process. The NJPA
contact pricing was in line with the other contracts. By utilizing a cooperative purchasing
program, the City would be able to leverage the purchasing power of a large cooperative,
streamline the procurement process, and comply with the City's purchasing policy. Staff further
negotiated the contract for no increase in annual maintenance for the first two (2) years and a
3.5% increase in annual maintenance for years three (3) through five (5).
Staff is confident that EnerGov will provide significantly enhanced functionality which will
provide greater efficiency in the development process for city staff, the development community,
and the public.
BUDGET/STAFF IMPACT:
City Council approved a CIP request in 2017 and 2018 to fund the replacement of the
Development Services software. Although there is continued work to improve the utilization of
the new ERP system, Information Technology (IT) staff workload has reached a level that allows
the City to take on another large software implementation.
The one-time cost of purchasing EnerGov is $619,048.00 with five (5) years of annual software
maintenance, paid on an annual basis after year one (1), for a 5-year total of $260,575.00. Staff
is recommending a 15% contingency in the amount of $92,857.20, to pay for additional licenses
or professional services that may be needed to implement EnerGov. Funding for the one-time
cost at contingency is available within Sales Tax Capital Fund as part of the approved 2018
Capital Improvement Projects (CIP). Software maintenance will be funded with the Information
Technology operating budget which already contains a line item for our current Hansen
software.
A budget adjustment is attached to move the funds within the approved Hansen Upgrade CIP
project to the existing ERP Upgrade CIP project. A portion of the ERP Upgrade CIP project was
allocated to replace the Development Services portion of the existing Hansen software. but was
removed when Tyler Technologies Inc. acquired New World Systems in late 2015. The budget
adjustment will consolidate funds already allocated to the replacement of Hansen into a single
CIP project.
From correspondence with EnerGov and reference cities the average implementation duration
is 18-20 months and requires a significant staff time commitment to successfully implement.
Due to this, and the current workload of our Development Services staff, staff is recommending
approval of three (3) temporary full-time staff members, contract staffing for front desk
Development Services staff, and additional overtime for staff to allocate to the project through
August of 2020. This would include a Staff Engineer (Engineer in training position), a Planner 1
position, and a Technical Support Specialist position within Information Technology. Staff is
requesting approval of a budget adjustment to utilize fund balance from the General Fund to
fund project staffing for the remaining 5 months of fiscal year 2018, in the total amount of
$89,218.00. Staff will submit budget requests for approximately $165,000.00 in the 2019 and
2020 annual operating budgets to fund the temporary full-time positions, contract staffing, and
staff overtime to support the continued implementation of EnerGov.
Attachments: Staff Review Form, Staff Review Memo, Tyler Technologies EnerGov
Agreement, Statement of Work, Budget Adjustment for CIP, Budget Adjustment of staffing, New
Personnel Requests
2018 Budget - New Personnel Request Form (Detail)
Staff Engineer - Unlicensed (#0508 / J419)
Full time temporary staff member within the Engineering division to assist with the EnerGov software
implementation. Position would be funded from Janurary 12019 through September 2020.
REQUESTED BUDGET TOTAL $ 52,966
'POSITION CONTROL
Organization Set: 1010.621.6220 - Engineering- Eng Operations & x8min
RequestType:j New Position Position Sequence:
Job Description (Job4/Gradem) Staff Engineer - Unlicensed (#0508 / A19)
Budgeted Hourly Rate to Use: Min
$ 20.43
FTE
1.00 Annual Hours
2,080
Benefit Group:
150 - GEN EMP FT 40 HRS (EXEMPT)
Health Insurance:
N600 - HEALTH INSURANCE
Pension Plan:
NQ- NOT QUALIFIED
Overtime Hours:
$20.43 - $24.62 -
$29.54
Grade Range (Min-Mrk-Max)
1419
$42,494 - $51,210
- $61,443
FICA Rate:
6.20%
Medicare Rate:
1.45%
Health Rate (Monthly):
$
578.00
Pension Rate (Annual %):
Pension Needed
Full -Time Benefits:
y
Life Rate 900 (%):
0,00017
LTD Rate 920 (%):
0.0035
ADD Rate 680 (Monthly):
$
0.50
NP2018 - Staff Engineer - Unlicensed 2019-2020 5/17/2018 / 10:40 PM
2018 Budget - New Personnel Request Form (Detail)
Staff Engineer - Unlicensed (#0508 / J419)
PERSONNEL BUDGET l •
SALARY TOTAL
1010.621.6220.5100.00 $
42,494
OVERTIME TOTAL
1010.621.6220.5101.00
-
SALARY OVERTIME TOTAL
42,494
FICA TAXES
1010.621.6220.5105.00
2,635
MEDICARE TAXES
1010.621.6220.5105.01
616
LIFE BUDGET
1010.621.6220.5108.03
130
HEALTH BUDGET
1010.621.6220.5108.00
6,936
LTD BUDGET
1010.621.6220.5108.01
149
ADD BUDGET
1010.621.6220.5108.02
6
PENSION BUDGET
-
PERSONNELTOTAL $
52,966
OTHER EXPENSE ITEMS:
ITEM DESCRIPTION GLACCOUNT ACCT DESCRIPTION BUDGET
Enter Other Expense Items ] ####.###.####-5200.00 Supplies - Office/Printing $
OTHER EXPENSE TOTAL $
NP2018 - Staff Engineer - Unlicensed 2019-2020 5/17/2018 / 10:40 PM
2018 Budget - New Personnel Request Form (Detail)
Planner
:-QUEST DESCRIPTION
Full time temporary staff member within the Planning division to assist with the EnerGov software implementation.
Position would be funded from Janurary 12019 through September 2020.
REQUESTED BUDGET TOTAL $ 52,966
POSITION CONTROL
Organization Set; 1010-630.6300 - City Planning
Request Type:j New Position Position Sequence:
Job ❑escription (Jab#/Grade#) Planner (#0568 / J419)
Budgeted Hourly Rate to Use: Min
$ 20.43
FTE
1.00 Annual Hours
2,080
Benefit Group:
150 - GEN EMP FT 40 HRS (EXEMPT)
Health Insurance:
N600 - HEALTH INSURANCE
Pension Plan:
NQ-NDTQUALIFIED
Overtime Hours:.
$20.43 - $24.62 -
$29.54
Grade Range (Min-Mrk-Max)
J419
$42,494 - $51,210
- $61,443
FICA Rate:
6.20%
Medicare Rate:
1.45%
Health Rate (Monthly):
$
578.00
Pension Rate (Annual %):
Pension Needed
Full -Time Benefits:
Y
Life Rate 900 (%):
0.00017
LTD Rate 920 (%):
0.0035
ADD Rate 680 (Monthly):
$
0.50
NP2019 - Planner 2019-2020 5/17/2018 / 10:42 PM
2018 Budget - New Personnel Request Form (Detail)
Planner
BUDGET
SALARY TOTAL
1010.630.6300.5100.00
$
42,494
OVERTIME TOTAL
1010.630.6300.5101.00
-
SALARY OVERTIME TOTAL
42,494
FICA TAXES
1010.630.6300.5105.00
2,635
MEDICARE TAXES
1010.630,6300.5105.01
616
LIFE BUDGET
1010.630.6300.5108.03
130
HEALTH BUDGET
1010.630.6300.5108.00
6,936
LTD BUDGET
1010.630.6300.5108.01
149
ADD BUDGET
1010.630.6300.5108.02
6
PENSION BUDGET
-
PERSONNEL TOTAL
$
52,966
OTHER
ITEM DESCRIPTION
GLACCOUNT
ACCT DESCRIPTION
BUDGET
Enter Other Expense Items ]
####.###.####-5200.00
Supplies - Office/Printing
$
OTHER EXPENSE TOTAL
$
NP2019 - Planner 2019-2020 5/17/2018 / 10:42 PM
2018 Budget - New Personnel Request Form (Detail)
Technical Support Specialist
Full time temporary staff member within the Information Technology division to assist with the EnerGov software
implementation. Position would be funded from Janurary 12019 through September 2020.
REQUESTED BUDGET TOTAL $ 58,869
POSITION CONTROL INPUTS:
Organization Set: 1010.170.1710 -information Technology
Request Type:j New Position Position Sequence:
Job Description (Job#/Grade#) Technical Support Specialist (#0543 / 1423)
Budgeted Hourly Rate to Use: Min
FTE 1.00 1 Annual Hours
Benefit Group: 150 - GEN EMP FT 40 HRS (EXEMPT)
Health lnsurance: N600 - HEALTH INSURANCE
Pension Plan: NQ - NOT QUALIFIED
Overtime Hours:
$ 23.05
Grade Range (Min-Mrk-Max) J423 $23.05 - $27.77 - $33.32
$47,944 - $57,762 - $69,306
2,080
FICA Rate:
6.20%
Medicare Rate:
1.45%
Health Rate (Monthly):
$ 578.00
Pension Rate (Annual %):
Pension Needed
Full -Time Benefits:
Y
Life Rate 900 (%):
0.00017
LTD Rate 920 (%):
0.0035
ADD Rate 680 (Monthly);
$ 0.50
NP2018 - Technical Support Specialist 2019-2020 5/17/2018 / 10:41 PM
2018 Budget - New Personnel Request Form (Detail)
Technical Support Specialist
�PERSONNEL BUDGET CALCULATIONS:
SALARY TOTAL
1010.170.1710.5100.00
$ 47,944
OVERTIME TOTAL
1010.170.1710,5101.00
SALARY OVERTIME TOTAL
47,944
FICA TAXES
1010.170.1710.5105.00
2,973
MEDICARE TAXES
1010.170.1710.5105.01
695
LIFE BUDGET
1010.170.1710.5108.03
147
HEALTH BUDGET
1010.170.1710.5108.00
6,936
LTD BUDGET
1010.170.1710.5108.01
168
ADD BUDGET
1010.170.1710.5108.02
6
PENSION BUDGET
PERSONNELTOTAL $ 58,869
OTHER EXPENSE ITEMS:
ITEM DESCRIPTION GLACCOUNT ACCT DESCRIPTION BUDGET
Enter Other Expense Items J ####.###.####-5200.00 Supplies - Office/Printing $
OTHER EXPENSE TOTAL $
NP2018 - Technical Support Specialist 2019-2020 5/17/2018 / 10:41 PM
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• :..}ii7QIJ�3�5
LICENSE AND SERVICES AGREEMENT
This License and Services Agreement is made between Tyler Technologies, Inc. ("Tyler") and the City of
Fayetteville, Arkansas ("Client").
WHEREAS Client is a member of the National Joint Powers Alliance ("NJPA") under member
number 34143;
WHEREAS Tyler participated in the competitive bid process in response to NJPA's RFP #110515 by
submitting a proposal, on which NJPA awarded Tyler an NJPA contract, numbered 110515-TTI
(hereinafter the "NJPA Contract");
WHEREAS documentation of the NJPA's competitive bid process, as well as Tyler's contract with and
pricing information for the NJPA, is available at http://www.njpacoop.org/national-cooperative-
contract-solutions/contracts-general/technology-security-communication-solutions/110515-tti/; and
WHEREAS Client desires to purchase off the NJPA Contract to procure EnerGov Software and services
from Tyler, which Tyler agrees to deliver pursuant to the NJPA Contract and under the terms and
conditions set forth below;
NOW THEREFORE, in consideration of the foregoing and of the mutual covenants and promises set forth
in this Agreement, Tyler and Client agree as follows:
SECTION A — DEFINITIONS
• "Agreement" means this License and Services Agreement.
• "Business Travel Policy" means our business travel policy. A copy of our current Business Travel
Policy is attached as Schedule 1 to Exhibit B.
• "Client" means the City of Fayetteville, Arkansas.
• "Defect" means a failure of the Tyler Software to substantially conform to the functional
descriptions set forth in our written proposal to you, or their functional equivalent. Future
functionality may be updated, modified, or otherwise enhanced through our maintenance and
support services, and the governing functional descriptions for such future functionality will be
set forth in our then -current Documentation.
• "Defined Named Users" means the number of named users that are authorized to use
"Energov" labeled modules. The Defined Named Users for Energov labeled modules under this
Agreement are set forth in the Investment Summary.
• "Developer" means a third party who owns the intellectual property rights to Third Party
Software.
• "Documentation" means any online or written documentation related to the use or
functionality of the Tyler Software that we provide or otherwise make available to you, including
instructions, user guides, manuals and other training or self-help documentation.
• 3 tler
A
• "Effective Date" means the date on which your authorized representative signs the Agreement.
• "Force Majeure" means an event beyond the reasonable control of you or us, including, without
limitation, governmental action, war, riot or civil commotion, fire, natural disaster, or any other
cause that could not with reasonable diligence be foreseen or prevented by you or us.
• "Investment Summary" means the agreed upon cost proposal for the software, products, and
services attached as Exhibit A.
• "Invoicing and Payment Policy" means the invoicing and payment policy. A copy of our current
Invoicing and Payment Policy is attached as Exhibit B.
• "Maintenance and Support Agreement" means the terms and conditions governing the
provision of maintenance and support services to all of our customers. A copy of our current
Maintenance and Support Agreement is attached as Exhibit C.
• "Statement of Work" means the industry standard implementation plan describing how our
professional services will be provided to implement the Tyler Software, and outlining your and
our roles and responsibilities in connection with that implementation. The Statement of Work is
attached as Exhibit E.
• "Support Call Process" means the support call process applicable to all of our customers who
have licensed the Tyler Software. A copy of our current Support Call Process is attached as
Schedule 1 to Exhibit C.
► "Third Party Terms" means, if any, the end user license agreement(s) or similar terms for the
Third Party Software, as applicable and attached as Exhibit D.
"Third Party Hardware" means the. third narty hardware. if anv, identified in the Investment
Summary.
• "Third Party Products" means the Third Party Software and Third Party Hardware.
■ "Third Party Software" means the third party software, if any, identified in the Investment
Summary.
• "Tyler" means Tyler Technologies, Inc., a Delaware corporation.
+ "Tyler Software" means our proprietary software, including any integrations, custom
modifications, and/or other related interfaces identified in the Investment Summary and
licensed by us to you through this Agreement.
• "we", "us",'bur" and similar terms mean Tyler.
• "you" and similar terms mean Client.
SECTION B — SOFTWARE LICENSE
1. License Grant and Restrictions.
1.1 We grant to you a license to use the Tyler Software for your internal business purposes only, in
the scope of the internal business purposes disclosed to us as of the Effective Date. With
respect to the "Energov" labeled modules, such use shall be limited to the number of Defined
Named Users, as defined herein. You may make copies of the Tyler Software for backup and
testing purposes, so long as such copies are not used in production and the testing is for internal
use only. Your rights to use the Tyler Software are perpetual but may be revoked if you do not
comply with the terms of this Agreement. To the extent Client purchases MyGovPay/Virtual
Pay, additional terms and conditions related to those applications are set forth at Exhibit D.
1.2 The Documentation is licensed to you and may be used and copied by your employees for
internal, non-commercial reference purposes only.
• e tyler
1.3 You may not: (a) transfer or assign the Tyler Software to a third party; (b) reverse engineer,
decompile, or disassemble the Tyler Software; (c) rent, lease, lend, or provide commercial
hosting services with the Tyler Software; or (d) publish or otherwise disclose the Tyler Software
or Documentation to third parties.
1.4 The license terms in this Agreement apply to updates and enhancements we may provide to you
or make available to you through your Maintenance and Support Agreement.
1.5 The right to transfer the Tyler Software to a replacement hardware system is included in your
license. You will give us advance written notice of any such transfer and will pay us for any
required or requested technical assistance from us associated with such transfer.
1.6 Where applicable with respect to our applications that take or process card payment data, we
are responsible for the security of cardholder data that we possess, including functions relating
to storing, processing, and transmitting of the cardholder data and affirm that, as of the
Effective Date, we comply with applicable requirements to be considered PCI DSS compliant and
have performed the necessary steps to validate compliance with the PCI DSS. We agree to
supply the current status of our PCI DSS compliance program in the form of an official
Attestation of Compliance, which can be found at https://www.tylertech.com/about-
us/compliance, and in the event of any change in our status, will comply with applicable notice
requirements.
1.7 We reserve all rights not expressly granted to you in this Agreement. The Tyler Software and
Documentation are protected by copyright and other intellectual property laws and treaties.
We own the title, copyright, and other intellectual property rights in the Tyler Software and the
Documentation. The Tyler Software is licensed, not sold.
2. License Fees. You agree to pay us the license fees in the amounts set forth in the Investment
Summary. Those amounts are payable in accordance with our Invoicing and Payment Policy.
Escrow. We maintain an escrow agreement with a third party under which we place the source
code for each major release of the Tyler Software. You may be added as a beneficiary to the escrow
agreement by completing a standard beneficiary enrollment form and paying the annual beneficiary
fee set forth in the Investment Summary. You will be responsible for maintaining your ongoing
status as a beneficiary, including payment of the then -current annual beneficiary fees. Release of
source code for the Tyler Software is strictly governed by the terms of the escrow agreement.
Limited Warranty. We warrant that the Tyler Software will be without Defect(s) as long as you have
a Maintenance and Support Agreement in effect. If the Tyler Software does not perform as
warranted, we will use all reasonable efforts, consistent with industry standards, to cure the Defect
as set forth in the Maintenance and Support Agreement.
SECTION C — PROFESSIONAL SERVICES
1. Services. We will provide you the various implementation -related services itemized in the
Investment Summary and described in the Statement of Work.
11 tler
Professional Services Fees. You agree to pay us the professional services fees in the amounts set
forth in the Investment Summary. Those amounts are payable in accordance with our Invoicing and
Payment Policy. You acknowledge that the fees stated in the Investment Summary are good -faith
estimates of the amount of time and materials required for your implementation. We will bill you
the actual fees incurred based on the in -scope services provided to you. Any discrepancies in the
total values set forth in the Investment Summary will be resolved by multiplying the applicable
hourly rate by the quoted hours.
Additional Services. The Investment Summary contains, and the Statement of Work describes, the
scope of services and related costs (including programming and/or interface estimates) required for
the project based on our understanding of the specifications you supplied. If additional work is
required, or if you use or request additional services, we will provide you with an addendum or
change order, as applicable, outlining the costs for the additional work. The price quotes in the
addendum or change order will be valid for thirty (30) days from the date of the quote.
4. Cancellation. We make all reasonable efforts to schedule our personnel for travel, including
arranging travel reservations, at least two (2) weeks in advance of commitments. Therefore, if you
cancel services less than two (2) weeks in advance (other than for Force Majeure or breach by us),
you will be liable for all (a) non-refundable expenses incurred by us on your behalf, and (b) daily fees
associated with cancelled professional services if we are unable to reassign our personnel. We will
maKe all reasonable MortS To reassign personnei Ifl Lhe eve(IL YOU LdIlLei wiLillll LWU (L) wee Rb VI
scheduled commitments.
5. Services Warranty. We will perform the services in a professional, workmanlike manner, consistent
with industry standards. In the event we provide services that do not conform to this warranty, we
will re -perform such services at no additional cost to you.
Site Access and Re uirements. At no cost to us, you agree to provide us with full and free access to
your personnel, facilities, and equipment as may be reasonably necessary for us to provide
implementation services, subject to any reasonable security protocols or other written policies
provided to us as of the Effective Date, and thereafter as mutually agreed to by you and us. You
further agree to provide a reasonably suitable environment, location, and space for the installation
of the Tyler Software and any Third Party Products, including, without limitation, sufficient electrical
circuits, cables, and other reasonably necessary items required for the installation and operation of
the Tyler Software and any Third Party Products.
Client Assistance. You acknowledge that the implementation of the Tyler Software is a cooperative
process requiring the time and resources of your personnel. You agree to use all reasonable efforts
to cooperate with and assist us as may be reasonably required to meet the agreed upon project
deadlines and other milestones for implementation. This cooperation includes at least working with
us to schedule the implementation -related services outlined in this Agreement. We will not be
liable for failure to meet any deadlines and milestones when such failure is due to Force Majeure or
to the failure by your personnel to provide such cooperation and assistance (either through action
or omission).
8. API Support. To the extent Client has purchased an API from Tyler, the following terms apply. Our
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APIs are based on standard RESTful web services. If you have purchased any APIs, we will provide
you with all related then -current documentation and, upon reasonable request, agree to verify that
those web service based APIs are functioning consistent with the then -current documentation. If
they are not so functioning, we will identify the root case and, if we are the source of the root cause,
we will resolve it for no additional fee beyond your then -current maintenance and support fees. If
we are not the root case, or if other support is requested by a third party on your behalf, then we
will notify you of such request, provide you with an opportunity to approve or deny Tyler's
acceptance of that support call and any related services, and/or quote to you the hours we expect
our response to the support call to require at our then -current support service rates, as applicable.
We will provide any requested and approved support on that time and materials basis. We are
under no obligation to accept support calls from third parties on your behalf.
SECTION D — MAINTENANCE AND SUPPORT
This Agreement includes the period of free maintenance and support services identified in the
Invoicing and Payment Policy. If you have purchased ongoing maintenance and support services,
and continue to make timely payments for them according to our Invoicing and Payment Policy, we
will provide you with maintenance and support services for the Tyler Software under the terms of
our standard Maintenance and Support Agreement.
If you have opted not to purchase ongoing maintenance and support services for the Tyler Software,
the Maintenance and Support Agreement does not apply to you. Instead, you will only receive
ongoing maintenance and support on the Tyler Software on a time and materials basis. In addition,
you will:
(i) receive the lowest priority under our Support Call Process;
(ii) be required to purchase new releases of the Tyler Software, including fixes,
enhancements and patches;
(iii) be charged our then -current rates for support services, or such other rates that we may
consider necessary to account for your lack of ongoing training on the Tyler Software;
(iv) be charged for a minimum of two (2) hours of support services for every support call;
and
(v) not be granted access to the support website for the Tyler Software or the Tyler
Community Forum.
SECTION E —THIRD PARTY PRODUCTS
To the extent there are any Third Party Products set forth in the Investment Summary, the following
terms and conditions will apply:
Third Party Hardware. We will sell, deliver, and install onsite the Third Party Hardware, if you have
purchased any, for the price set forth in the Investment Summary. Those amounts are payable in
accordance with our Invoicing and Payment Policy.
Third Parma+ Software. Upon payment in full of the Third Party Software license fees, you will receive
a non -transferable license to use the Third Party Software and related documentation for your
internal business purposes only. Your license rights to the Third Party Software will be governed by
the Third Party Terms.
2.1 We will install onsite the Third Party Software. The installation cost is included in the
installation fee in the Investment Summary.
2.2 If the Developer charges a fee for future updates, releases, or other enhancements to the Third
Party Software, you will be required to pay such additional future fee.
2.3 The right to transfer the Third Party Software to a replacement hardware system is governed by
the Developer. You will give us advance written notice of any such transfer and will pay us for
any required or requested technical assistance from us associated with such transfer.
3. Third Party Products Warranties.
3.1 We are authorized by each Developer to grant or transfer the licenses to the Third Party
Software.
3.2 The Third Party Hardware will be new and unused, and upon payment in full, you will receive
free and clear title to the Third Party Hardware.
3.3 You acknowledge that we are not the manufacturer of the Third Party Products. We do not
warrant or guarantee the performance of the I hard Party Products. However, we grant ana pass
through to you any warranty that we may receive from the Developer or supplier of the Third
Party Products.
Maintenance. If you have a Maintenance and Support Agreement in effect, you may report defects
and other issues related to the Third Party Software directly to us, and we will (a) directly address
the defect or issue, to the extent it relates to our interface with the Third Party Software; and/or (b)
facilitate resolution with the Developer, unless that Developer requires that you have a separate,
direct maintenance agreement in effect with that Developer. In all events, if you do not have a
Maintenance and Support Agreement in effect with us, you will be responsible for resolving defects
and other issues related to the Third Party Software directly with the Developer.
SECTION F — INVOICING AND PAYMENT; INVOICE DISPUTES
1. Invoicing and Payment. We will invoice you for all fees set forth in the Investment Summary per our
Invoicing and Payment Policy, subject to Section F(2).
2. Invoice Disputes. If you believe any delivered software or service does not conform to the
warranties in this Agreement, you will provide us with written notice within thirty (30) days of your
receipt of the applicable invoice. The written notice must contain reasonable detail of the issues
you contend are in dispute so that we can confirm the issue and respond to your notice with either a
justification of the invoice, an adjustment to the invoice, or a proposal addressing the issues
presented in your notice. We will work with you as may be necessary to develop an action plan that
outlines reasonable steps to be taken by each of us to resolve any issues presented in your notice.
You may withhold payment of the amount(s) actually in dispute, and only those amounts, until we
complete the action items outlined in the plan. If we are unable to complete the action items
outlined in the action plan because of your failure to complete the items agreed to be done by you,
then you will remit full payment of the invoice. We reserve the right to suspend delivery of all
services, including maintenance and support services, if you fail to pay an invoice not disputed as
described above within fifteen (15) days of notice of our intent to do so.
SECTION G — TERMINATION
1. For CaUse. If you believe we have materially breached this Agreement, you will invoke the Dispute
Resolution clause set forth in Section 1(3). You may terminate this Agreement for cause in the event
we do not cure, or create a mutually agreeable action plan to address, a material breach of this
Agreement within the thirty (30) day window set forth in Section 1(3). In the event of termination
for cause, you will pay us for all undisputed fees and expenses related to the software, products,
and/or services you have received, or we have incurred or delivered, prior to the effective date of
termination.
Lack of Appropriations. If you should not appropriate or otherwise receive funds sufficient to
purchase, lease, operate, or maintain the software or services set forth in this Agreement, you may
unilaterally terminate this Agreement effective on the final day of the fiscal year through which you
have funding. You will make every effort to give us at least thirty (30) days written notice prior to a
termination for lack of appropriations. In the event of termination due to a lack of appropriations,
you will pay us for all undisputed fees and expenses related to the software and/or services you
have received, or we have incurred or delivered, prior to the effective date of termination. Any
disputed fees and expenses must have been submitted to the Invoice Dispute process set forth in
Section F(2) at the time of termination in order to be withheld at termination. You will not be
entitled to a refund or offset of previously paid license and other fees.
Forcc� Manure. Neither party will be liable, you or we may terminate this Agreement if a Force
Majeure event suspends performance of scheduled tasks for a period of forty-five (45) days or more.
In the event of termination due to Force Majeure, you will pay us for all undisputed fees and
expenses related to the software and/or services you have received, or we have incurred or
delivered, prior to the effective date of termination. Any disputed fees and expenses must have
been submitted to the Invoice Dispute process set forth in Section F(2) at the time of termination in
order to be withheld at termination. You will not be entitled to a refund or offset of previously paid
license and other fees.
SECTION H — INDEMNIFICATION, LIMITATION OF LIABILITY AND INSURANCE
1. intellectual Property Infringement Indemnification.
1.1 We will defend you against any third party claim(s) that the Tyler Software or Documentation
infringes that third party's patent, copyright, or trademark, or misappropriates its trade secrets,
and will pay the amount of any resulting adverse final judgment (or settlement to which we
consent). You must notify us promptly in writing of the claim and give us sole control over its
defense or settlement. You agree to provide us with reasonable assistance, cooperation, and
information in defending the claim at our expense.
1.2 Our obligations under this Section H(1) will not apply to the extent the claim or adverse final
Q
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judgment is based on your: (a) use of a previous version of the Tyler Software and the claim
would have been avoided had you installed and used the current version of the Tyler Software,
and we provided notice of that requirement to you; (b) combining the Tyler Software with any
product or device not provided, contemplated, or approved by us; (c) altering or modifying the
Tyler Software, including any modification by third parties at your direction or otherwise
permitted by you; (d) use of the Tyler Software in contradiction of this Agreement, including
with non -licensed third parties; or (e) willful infringement, including use of the Tyler Software
after we notify you to discontinue use due to such a claim.
1.3 If we receive information concerning an infringement or misappropriation claim related to the
Tyler Software, we may, at our expense and without obligation to do so, either: (a) procure for
you the right to continue its use; (b) modify it to make it non -infringing; or (c) replace it with a
functional equivalent, in which case you will stop running the allegedly infringing Tyler Software
immediately. Alternatively, we may decide to litigate the claim to judgment, in which case you
may continue to use the Tyler Software consistent with the terms of this Agreement.
1.4 If an infringement or misappropriation claim is fully litigated and your use of the Tyler Software
is enjoined by a court of competent jurisdiction, in addition to paying any adverse final
judgment (or settlement to which we consent), we will, at our option, either: (a) procure the
right to continue its use; (b) modify it to make it non -infringing; (c) replace it with a functional
equivalent; or (d) terminate your license and refund the license fees paid for the infringing Tyler
Software, as depreciated on a straight-line basis measures over seven (i) years frorn rile
Effective Date. We will pursue those options in the order listed herein. This section provides
your exclusive remedy for third party copyright, patent, or trademark infringement and trade
secret misappropriation claims.
2. General Indemnification.
2.1 We will indemnify and hold harmless you and your agents, officials, and employees from and
against any and all third -party claims, losses, liabilities, damages, costs, and expenses (including
reasonable attorney's fees and costs) for (a) personal injury or property damage to the extent
caused by our negligence or willful misconduct; or (b) our violation of PCI DSS requirements or a
law applicable to our performance under this Agreement. You must notify us promptly in
writing of the claim and give us sole control over its defense or settlement. You agree to
provide us with reasonable assistance, cooperation, and information in defending the claim at
our expense.
2.2 To the extent permitted by applicable law, and without waiving or reducing Client's statutory
sovereign immunity, you will indemnify and hold harmless us and our agents, officials, and
employees from and against any and all third -party claims, losses, liabilities, damages, costs, and
expenses (including reasonable attorney's fees and costs) for personal injury or property
damage to the extent caused by your negligence or willful misconduct; or (b) your violation of a
law applicable to your performance under this Agreement. We will notify you promptly in
writing of the claim and will give you sole control over its defense or settlement. We agree to
provide you with reasonable assistance, cooperation, and information in defending the claim at
your expense.
3. DISCLAIMER. EXCEPT FOR THE EXPRESS WARRANTIES PROVIDED IN THIS AGREEMENT AND TO
THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, WE HEREBY DISCLAIM ALL OTHER
WARRANTIES AND CONDITIONS, WHETHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING, BUT
NOT LIMITED TO, ANY IMPLIED WARRANTIES, DUTIES, OR CONDITIONS OF MERCHANTABILITY OR
FITNESS FOR A PARTICULAR PURPOSE.
4. LIMITATION OF LIABILITY. EXCEPT AS OTHERWISE EXPRESSLY SET FORTH IN THIS AGREEMENT,
OUR LIABILITY FOR DAMAGES ARISING OUT OF THIS AGREEMENT, WHETHER BASED ON A THEORY
OF CONTRACT OR TORT, INCLUDING NEGLIGENCE AND STRICT LIABILITY, SHALL BE LIMITED TO
YOUR ACTUAL DIRECT DAMAGES, NOT TO EXCEED (A) PRIOR TO FORMAL TRANSITION TO
MAINTENANCE AND SUPPORT, ONE AND A HALF (1.5) TIMES THE TOTAL ONE-TIME FEES SET
FORTH IN THE INVESTMENT SUMMARY; OR (B) AFTER FORMAL TRANSITION TO MAINTENANCE
AND SUPPORT, ONE AND A HALF (1.5) TIMES THE THEN -CURRENT ANNUAL MAINTENANCE AND
SUPPORT FEE. THE PARTIES ACKNOWLEDGE AND AGREE THAT THE PRICES SET FORTH IN THIS
AGREEMENT ARE SET IN RELIANCE UPON THIS LIMITATION OF LIABILITY AND TO THE MAXIMUM
EXTENT ALLOWED UNDER APPLICABLE LAW, THE EXCLUSION OF CERTAIN DAMAGES, AND EACH
SHALL APPLY REGARDLESS OF THE FAILURE OF AN ESSENTIAL PURPOSE OF ANY REMEDY. THE
FOREGOING LIMITATION OF LIABILITY SHALL NOT APPLY TO CLAIMS THAT ARE SUBJECT TO
SECTIONS H(1) AND H(2).
5. EXCLUSION OF CERTAIN DAMAGES. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW,
IN NO EVENT SHALL WE BE LIABLE FOR ANY SPECIAL, INCIDENTAL, PUNITIVE, INDIRECT, OR
CONSEQUENTIAL DAMAGES WHATSOEVER, EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY
OF SUCH DAMAGES.
6. I11sur,1nrr. During the course of performing services under this Agreement, we agree to maintain
the following levels of insurance: (a) Commercial General Liability of at least $1,000,000; (b)
Automobile Liability of at least $1,000,000; (c) Professional Liability of at least $1,000,000; (d)
Workers Compensation complying with applicable statutory requirements; and (e) Excess/Umbrella
Liability of at least $5,000,000. We will add you as an additional insured to our Commercial General
Liability and Automobile Liability policies, which will automatically add you as an additional insured
to our Excess/Umbrella Liability policy as well. We will provide you with copies of certificates of
insurance upon your written request.
SECTION I — GENERAL TERMS AND CONDITIONS
Additional Products and Services. You may purchase additional products and services at the rates
set forth in the Investment Summary for twenty-four (24) months from the Effective Date, and
thereafter at our then -current list price, by executing a mutually agreed addendum. If no rate is
provided in the Investment Summary, orthose twenty-four (24) months have expired, you may
purchase additional products and services at our then -current list price, also by executing a mutually
agreed addendum. The terms of this Agreement will control any such additional purchase(s),
unless otherwise specifically provided in the addendum.
2. Optional Items. Pricing for any listed optional products and services in the Investment Summary will
be valid for twenty-four (24) months from the Effective Date.
3. Dispute Resolution. You agree to provide us with written notice within thirty (30) days of becoming
aware of a dispute. You agree to cooperate with us in trying to reasonably resolve all disputes,
including, if requested by either party, appointing a senior representative to meet and engage in
good faith negotiations with our appointed senior representative. Senior representatives will
convene within thirty (30) days of the written dispute notice, unless otherwise agreed. All meetings
and discussions between senior representatives will be deemed confidential settlement discussions
not subject to disclosure under Federal Rule of Evidence 408 or any similar applicable state rule. If
we fail to resolve the dispute, either of us may assert our respective rights and remedies in a court
of competent jurisdiction. Nothing in this section shall prevent you or us from seeking necessary
injunctive relief during the dispute resolution procedures.
4. Taxes. The fees in the Investment Summary do not include any taxes, including, without limitation,
sales, use, or excise tax. If you are a tax-exempt entity, you agree to provide us with a tax-exempt
certificate. Otherwise, we will pay all applicable taxes to the proper authorities and you will
reimburse us for such taxes. If you have a valid direct -pay permit, you agree to provide us with a
copy. For clarity, we are responsible for paying our income taxes, both federal and state, as
applicable, arising from our performance of this Agreement.
5. Nondiscrimination. We will not discriminate against any person employed or applying for
employment concerning the performance of our responsibilities under this Agreement. This
discrimination prohibition will apply to all matters of initial employment, tenure, and terms of
employment, or o6erwise WILh respeCL LU any rrldller UIreCLly Ur Ir Id if eLdy ICIddI Ig LU elr1i ;Uyl llelll
concerning race, color, religion, national origin, age, sex, sexual orientation, ancestry, disability that
is unrelated to the individual's ability to perform the duties of a particular job or position, height,
weight, marital status, or political affiliation. We will post, where appropriate, all notices related to
nondiscrimination as may be required by applicable law.
6. E-Verify. We have complied, and will comply, with the E-Verify procedures administered by the U.S.
Citizenship and Immigration Services Verification Division for all of our employees assigned to your
project.
7. Subcontractors. We will not subcontract any services under this Agreement without your prior
written consent, not to be unreasonably withheld.
8. Binding Effect, No Assignment. This Agreement shall be binding on, and shall be for the benefit of,
either your or our successor(s) or permitted assign(s). Neither party may assign this Agreement
without the prior written consent of the other party; provided, however, your consent is not
required for an assignment by us as a result of a corporate reorganization, merger, acquisition, or
purchase of substantially all of our assets.
9. Force Maleure. Except for your payment obligations, neither party will be liable for delays in
performing its obligations under this Agreement to the extent that the delay is caused by Force
Majeure; provided, however, that within ten (10) business days of the Force Majeure event, the
party whose performance is delayed provides the other party with written notice explaining the
cause and extent thereof, as well as a request for a reasonable time extension equal to the
estimated duration of the Force Majeure event.
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10
10. No Intended Third Party Beneficiaries. This Agreement is entered into solely for the benefit of you
and us. No third party will be deemed a beneficiary of this Agreement, and no third party will have
the right to make any claim or assert any right under this Agreement. This provision does not affect
the rights of third parties under any Third Party Terms.
11. Entire Agreement; Amendment. This Agreement represents the entire agreement between you and
us with respect to the subject matter hereof, and supersedes any prior agreements, understandings,
and representations, whether written, oral, expressed, implied, or statutory. Purchase orders
submitted by you, if any, are for your internal administrative purposes only, and the terms and
conditions contained in those purchase orders will have no force or effect. This Agreement may only
be modified by a written amendment signed by an authorized representative of each party.
12. Severability. If any term or provision of this Agreement is held invalid or unenforceable, the
remainder of this Agreement will be considered valid and enforceable to the fullest extent
permitted by law.
13. No Waiver. In the event that the terms and conditions of this Agreement are not strictly enforced
by either party, such non -enforcement will not act as or be deemed to act as a waiver or
modification of this Agreement, nor will such non -enforcement prevent such party from enforcing
each and every term of this Agreement thereafter.
14. Independent Contractor. We are an independent contractor for all purposes under this Agreement.
15. Notices. All notices or communications required or permitted as a part of this Agreement, such as
notice of an alleged material breach for a termination for cause or a dispute that must be submitted
to dispute resolution, must be in writing and will be deemed delivered upon the earlier of the
following: (a) actual receipt by the receiving party; (b) upon receipt by sender of a certified mail,
return receipt signed by an employee or agent of the receiving party; (c) upon receipt by sender of
proof of email delivery; or (d) if not actually received, five (5) days after deposit with the United
States Postal Service authorized mail center with proper postage (certified mail, return receipt
requested) affixed and addressed to the other party at the address set forth on the signature page
hereto or such other address as the party may have designated by proper notice. The consequences
for the failure to receive a notice due to improper notification by the intended receiving party of a
change in address will be borne by the intended receiving party.
16. Client Lists. You agree that we may identify you by name in client lists, marketing presentations, and
promotional materials.
17. Confidentiality. Both parties recognize that their respective employees and agents, in the course of
performance of this Agreement, may be exposed to confidential information and that disclosure of
such information could violate rights to private individuals and entities, including the parties.
Confidential information is nonpublic information that a reasonable person would believe to be
confidential and includes, without limitation, personal identifying information (e.g., social security
numbers) and trade secrets, each as defined by applicable state law. Each party agrees that it will
not disclose any confidential information of the other party and further agrees to take all reasonable
and appropriate action to prevent such disclosure by its employees or agents. The confidentiality
covenants contained herein will survive the termination or cancellation of this Agreement. This
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11
obligation of confidentiality will not apply to information that:
(a) is in the public domain, either at the time of disclosure or afterwards, except by breach of
this Agreement by a party or its employees or agents;
(b) a party can establish by reasonable proof was in that party's possession at the time of initial
disclosure;
(c) a party receives from a third party who has a right to disclose it to the receiving party; or
(d) is the subject of a legitimate disclosure request under the open records laws or similar
applicable public disclosure laws governing this Agreement; provided, however, that in the
event you receive an open records or other similar applicable request, you will give us
prompt notice and otherwise perform the functions required by applicable law.
18. Business License. In the event a local business license is required for us to perform services
hereunder, you will promptly notify us and provide us with the necessary paperwork and/or contact
information so that we may timely obtain such license.
19. Governing Law. This Agreement will be governed by and construed in accordance with the laws of
your state of domicile, without regard to its rules on conflicts of law.
20. Multiple Originals and Authorized Signatures. This Agreement may be executed in multiple
originals, any of'which will be independently treated as an original document. Any electronic, faxed,
scanned, photocopied, or simuany reproduced signature un this Agreemenl. ur dily dlrlelidlllellL
hereto will be deemed an original signature and will be fully enforceable as if an original signature.
Each party represents to the other that the signatory set forth below is duly authorized to bind that
party to this Agreement.
21. Cooperative Procurement. To the maximum extent permitted by applicable law, we agree that this
Agreement may be used as a cooperative procurement vehicle by eligible jurisdictions. We reserve
the right to negotiate and customize the terms and conditions set forth herein, including but not
limited to pricing, to the scope and circumstances of that cooperative procurement.
22. Contract Documents. This Agreement includes the following exhibits:
Exhibit A
Investment Summary
Exhibit B
Invoicing and Payment Policy
Schedule 1: Business Travel Policy
Exhibit C
Maintenance and Support Agreement
Schedule 1: Support Call Process
Exhibit D
Third Party Terms
Exhibit E
Statement of Work
SIGNATURE PAGE FOLLOWS
REMAINDER OF PAGE INTENTIONALLY LEFT BLANK
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12
IN WITNESS WHEREOF, a duly authorized representative of each party has executed this Agreement as
of the dates) set forth below.
Tyler Technologies, Inc.
By: ► —
Name: C3atr-- K-f ~ else n
Title: S��or C,or�vro�-k, A-}#o�rrw�l
Date: s
Address for Notices:
Tyler Technologies, Inc.
One Tyler Drive
Yarmouth, ME 04096
Attention: Chief Legal Officer
13
Date: r 1� -
Address for !Notices:
City of Fayetteville
113 W. Mountain Road
Fayetteville, AR 72701-6083
Attention: Mayor
Exhibit A
••*'�• tyler
■ technologies
Exhibit A
Investment Summary
The following Investment Summary details the software, products, 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.
REMAINDER OF PAGE INTENTIONALLY LEFT BLANK
v�v"ntyler
■ tyler
technolotes
Sales Quotation For
City of Fayetteville
113 W Mountain St
Fayetteville, AR 72701-6083
Phone +1 (479) 587-3555
EnerGov Software
Core Software:
EnerGov Licensing & Regulatory Suite (LRM)
EnerGov Permitting & Land Management Suite (PLM)
EnerGov View Only Licenses (All Suites)
Extensions:
EnerGov Citizen Self Service - Licensing & Reg Mgmt (LRM)
EnerGov Citizen Self Service - Permitting & Land Mgmt (PLM)
EnerGov Content Management API
EnerGov e-Reviews
EnerGov IG Workforce Apps
ePortal - Tyler Incident Manager and Click2Report
Tyler GIS
2017-41768 - City of Fayetteville Est PLM-LRM Full Services
Exhibit A
Quoted By:
Woody Jackson
Date:
5/ 11 /2018
Quote Expiration:
6/26/2018
Quote Name:
City of Fayetteville LGD-EG-PLM-LRM
Quote Number:
2017-41768
Quote Description:
City of Fayetteville Est PLM-LRM Full Services
$2,999.00
10
$29,990.00
$6,000.00
$2,893.00
33
$95,469.00
$19,107.00
$699.00
4
$2,796.00
$560.00
$15,999.00
1
$15,999.00
$3,200.00
$15,999.00
1
$15,999.00
$3,200.00
$3,000.00
1
$3,000.00
$600.00
$29,999.00
1
$29,999.00
$6,000.00
$999.00
19
$18,981.00
$3,800.00
$15,999.00
1
$15,999.00
$3,200.00
$500.00
43
$21,500.00
$4,300.00
Sub -Total:
$249,732.00
$49,967.00
CONFIDENTIAL
1 of 4
EnerGov Software
Less Discount
$59,934.00
TOTAL:
$189,798.00
EnerGov Professional Services
Description
Hours
Unit Price Extended
Price
EnerGov Configuration Services
1470
$175.00
$257,250.00
EnerGov Configuration Training
40
$175.00
$7,000.00
EnerGov DCT Data Conversion Services
80
$250.00
$20,000.00
EnerGov Fundamentals Training
40
$175.00
$7,000.00
EnerGov Letters and Forms Development (5 pack)
1
$6,250.00
$6,250.00
EnerGov Onsite Training & Production Support Services
136
$175.00
$23,800.00
EnerGov Project Management Services
442
$175.00
$77,350.00
TOTAL:
$398,650.00
Summary
Total Tyler Software
Total Tyler Services
Total 3rd Party Hardware, Software and
Services
Summary Total
Contract Total
(Excluding Estimated Travel Expenses)
Estimated Travel Expenses
One Time Fees
$189,798.00
$398,650.00
$0.00
$588,448.00
$638,415.00
$30,600.00
Recurring Fees
$49,967.00
$'100
$100
$49,967.00
Exhibit A
90.0C
$49,967.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
2017-41768 - City of Fayetteville Est PLM-LRM Full Services CONFIDENT AL 2 of 4
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
EnerGov Discount Detail
EnerGov Citizen Self Service - Licensing &
Reg Mgmt (LRM)
EnerGov Citizen Self Service - Permitting &
Land Mgmt (PLM)
EnerGov Content Management API
EnerGov e-Reviews
EnerGov IG Workforce Apps
EnerGov Licensing & Regulatory Suite (LRM)
EnerGov Permitting & Land Management
Suite (PLM)
EnerGov View Only Licenses (All Suites)
ePortal - Tyler Incident Manager and
Click2Report
Tyler GIS
TOTAL
Exhibit A
$15,999.00
$3,840.00
$12,159.00
$3,200.00
$0.00
$3,200.00
$15,999.00
$3,840.00
$12,159.00
$3,200.00
$0.00
$3,200.00
$3,000.00
$720.00
$2,280.00
$600.00
$0.00
$600.00
$29,999.00
$7,200.00
$22,799.00
$6,000.00
$0.00
$6,000.00
$18,981.00
$4,560.00
$14,421.00
$3,800.00
$0.00
$3,800.00
$29,990.00
$7,200.00
$22,790.00
$6,000.00
$0.00
$6,000.00
$95,469.00
$22,902.00
$72,567.00
$19,107.00
$0.00
$19,107.00
$2,796.00
$672.00
$2,124.00
$560.00
$0.00
$560.00
$15,999.00
$3,840.00
$12,159.00
$3,200.00
$0.00
$3,200.00
$21,500.00
$5,160.00
$16,340.00
$4,300.00
$0.00
$4,300.00
$249,732.00
$59,934.00
$189,798.00
$49,967.00
$0.00
$49,967.00
2017-41768 - City of Fayetteville Est PLM-LRM Full Services CONFIDENTIAL 3 of 4
Exhibit A
Comments
e-Planning requires BlueBeam Revu or Adobe Acrobat Pro.
EnerGov Business Scope (Transactions and Automation)
o 7 complex transaction types
o 39 average transaction types
o 9 Best Management Practice Transaction Types (BMP Template)
o 5 unique GeoRules
o 10 unique Automation Events (Intelligent Object —I0 & Intelligent Automation Agent — IAA)
Report Development Services
o 5 Letters & Forms Developed
Data Conversion -Hansen Data Source; Quoted using Data Conversion Template approach
Integration -to be developed to NWS GL at no charge
"Business transaction" is defined by:
o Unique workflow or business process steps & actions (including output actions)
o Unique Automation logic (I0 logic etc)
o Unique Fee assessment/contiguration definition
o Unique Custom fields/forms definition
Uniqueness of any of these mentioned parameters regulates the need for a unique business case
"BMP Template transaction" is defined by:
A pre -defined and pre -configured EnerGov best management business process.
"Geo-Rule" is defined by:
An automation event that is triggered by a condition configured around the source Esri geodatabase.
"Intelligent Object (10)" is defined by:
Key components for automatically and reactively triggering geo-rules, computing fees, and generating emails, alerts and other notifications.
"Intelligent Automation Agent (TAA)" is defined by:
A tool designed to automate task in a proactive manner by setting values and generating emails and other tasks. On a nightly basis, a Windows service sweeps the EnerGov
system looking for IAA conditions that have been met, and the associated actions are then performed. The IAA does not generate alerts or errors.
Optional Software
Any optional software purchased with initial contract will also qualify for the Total Tyler discount offered (20%).
2017-41768 - City of Fayetteville Est PLM-LRM Full Services CONFIDENT AL 4 of 4
Exhibit B
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Exhibit B
Invoicing and Payment Policy
We will provide you with the software and services set forth in the Investment Summary. Capitalized
terms not otherwise defined will have the meaning assigned to such terms in the Agreement.
Invoicing: We will invoice you for the applicable license and services fees in the Investment Summary as
set forth below. Your rights to dispute any invoice are set forth in the Agreement.
1. TWer Software.
1.1 License Fees: License fees are invoiced as follows: (a) 25% on the Effective Date; (b) 60% on
the date when we make the applicable Tyler Software available to you for downloading (the
"Available Download Date"); and (c) 15% on the earlier of use of the Tyler Software in live
production or 180 days after the Available Download Date.
1.2 Maintenance and Support Fees: Year 1 maintenance and support fees are waived through
the earlier of (a) availability of the Tyler Software for use in a live production environment;
or (b) one (1) year from the Effective Date. Year 2 maintenance and support fees, at our
then -current rates, are payable on that earlier -of date, and subsequent maintenance and
support fees are invoiced annually in advance of each anniversary thereof. Your fees for
each subsequent year will be set at our then -current rates. The foregoing notwithstanding,
we agree to limit increases to annual maintenance and support fees to the following
percentages over the prior year's fees: Year 2: no increase over Year 1 (unwaived)
maintenance fees as shown on the Investment Summary; and Years 3-5: 3.5%.
2. Professional Services.
2.1 Implementation and Other Professional Services (including training): Implementation and
other professional services (including training) are billed and invoiced as delivered, at the
rates set forth in the Investment Summary.
2.2 Other Fixed Price Services: 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 will be due upon delivery of the Implementation
Planning document. Dedicated Project Management services, if any, will be billed monthly
in arrears, beginning on the first day of the month immediately following the project kick-off
meeting.
3. Third Party Products (if applicable).
3.1 Third Party Software License Fees: License fees for Third Party Software, if any, are invoiced
Exhibit B
when we make it available to you for downloading.
3.2 Third Party Software Maintenance: The first year maintenance fees for the Third Party
Software, if any, is invoiced when we make that Third Party Software available to you for
downloading.
3.3 Third Party Hardware: Third Party Hardware costs, if any, are invoiced upon delivery.
4. Expenses. The service rates in the Investment Summary do not include travel expenses.
Expenses will be billed as incurred and only in accordance with ourthen-current Business Travel
Policy, plus a 5% travel agency processing fee. Our current Business Travel Policy is attached to
this Exhibit B at Schedule 1. Copies of receipts will be provided upon request; we reserve the
right to charge you an administrative fee depending on the extent of your requests. Receipts for
miscellaneous items less than twenty-five dollars and mileage logs are not available.
Payment. Payment for undisputed invoices is due within forty-five (45) days of the invoice date. We
prefer to receive payments electronically. Our electronic payment information is:
Bank: Wells Fargo Bank, N.A.
420 Montgomery
San Francisco, CA 94104
ABA. 121000240
Account: 4124302472
Beneficiary: Tyler Technologies, Inc. —Operating
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Exhibit B
Schedule 1
Business Travel Policy
Air Travel
A. Reservations & Tickets
Exhibit B
Schedule 1
Tyler's Travel Management Company (TMC) will provide an employee with a direct flight within two
hours before or after the requested departure time, assuming that flight does not add more than three
hours to the employee's total trip duration and the fare is within $100 (each way) of the lowest logical fare.
If a net savings of $200 or more (each way) is possible through a connecting flight that is within two hours
before or after the requested departure time and that does not add more than three hours to the
employee's total trip duration, the connecting flight should be accepted.
Employees are encouraged to make advanced reservations to take full advantage of discount
opportunities. Employees should use all reasonable efforts to make travel arrangements at least two (2)
weeks in advance of commitments. A seven (7) day advance booking requirement is mandatory. When
booking less than seven (7) days in advance, management approval will be required.
Except in the case of international travel where a segment of continuous air travel is six (6) or more
consecutive hours in length, only economy or coach class seating is reimbursable. Employees shall not be
reimbursed for "Basic Economy Fares" because these fares are non-refundable and have many restrictions
that outweigh the cost -savings.
B. Baggage Fees
Reimbursement of personal baggage charges are based on trip duration as follows:
• Up to five (5) days = one (1) checked bag
• Six (6) or more days = two (2) checked bags
Baggage fees for sports equipment are not reimbursable.
2. Ground Transportation
A. Private Automobile
Mileage Allowance — Business use of an employee's private automobile will be reimbursed at the
current IRS allowable rate, plus out of pocket costs for tolls and parking. Mileage will be calculated by using
'•` ' • tyler
Exhibit B
Schedule 1
the employee's office as the starting and ending point, in compliance with IRS regulations. Employees who
have been designated a home office should calculate miles from their home.
B. Rental Car
Employees are authorized to rent cars only in conjunction with air travel when cost, convenience,
and the specific situation reasonably require their use. When renting a car for Tyler business, employees
should select a "mid -size" or "intermediate" car. "Full" size cars may be rented when three or more
employees are traveling together. Tyler carries leased vehicle coverage for business car rentals; except for
employees traveling to Alaska and internationally (excluding Canada), additional insurance on the rental
agreement should be declined.
C. Public Transportation
Taxi or airport limousine services may be considered when traveling in and around cities or to and from
airports when less expensive means of transportation are unavailable or impractical. The actual fare plus a
reasonable tip (15-18%) are reimbursable. In the case of a free hotel shuttle to the airport, tips are included
in the per diem rates and will not be reimbursed separately.
D. Parking.& Tolls
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days as opposed to hours. Park and fly options located near some airports may also be used. For extended
trips that would result in excessive parking charges, public transportation to/from the airport should be
considered. Tolls will be reimbursed when receipts are presented.
Lodging
Tyler's TMC will select hotel chains that are well established, reasonable in price, and conveniently
located in relation to the traveler's work assignment. Typical hotel chains include Courtyard, Fairfield Inn,
Hampton Inn, and Holiday Inn Express. If the employee has a discount rate with a local hotel, the hotel
reservation should note that discount and the employee should confirm the lower rate with the hotel upon
arrival. Employee memberships in travel clubs such as AAA should be noted in their travel profiles so that
the employee can take advantage of any lower club rates.
"No shows" or cancellation fees are not reimbursable if the employee does not comply with the
hotel's cancellation policy.
Tips for maids and other hotel staff are included in the per diem rate and are not reimbursed
separately.
Employees are not authorized to reserve non-traditional short-term lodging, such as Airbnb, VRBO,
and HomeAway. Employees who elect to make such reservations shall not be reimbursed.
4. Meals and Incidental Expenses
Employee meals and incidental expenses while on travel status within the continental U.S. are in
Exhibit B
Schedule 1
accordance with the federal per diem rates published by the General Services Administration. Incidental
expenses include tips to maids, hotel staff, and shuttle drivers and other minor travel expenses. Per diem
rates are available at www.psa.pov/perdiem.
Per diem for Alaska, Hawaii, U.S. protectorates and international destinations are provided
separately by the Department of Defense and will be determined as required.
A. Overnight Travel
For each full day of travel, all three meals are reimbursable. Per diems on the first and last day of a
trip are governed asset forth below.
DepvlrEure DaV
Depart before 12:00 noon Lunch and dinner
Depart after 12:00 noon Dinner
Return Day
Return before 12:00 noon Breakfast
Return between 12:00 noon & 7:00 p.m. Breakfast and lunch
Return after 7:00 p.m.* Breakfast, lunch and
dinner
*7:00 p.m. is defined as direct travel time and does not include time taken to stop for dinner.
The reimbursement rates for individual meals are calculated as a percentage of the full day per
diem as follows:
Breakfast
15%
Lunch
25%
Dinner
60%
B. Same Day Travel
Employees traveling at least 100 miles to a site and returning in the same day are eligible to claim
lunch on an expense report. Employees on same day travel status are eligible to claim dinner in the event
they return home after 7:00 p.m.*
*7:00 p.m. is defined as direct travel time and does not include time taken to stop for dinner.
5. Internet Access — Hotels and Airports
Employees who travel may need to access their e-mail at night. Many hotels provide free high speed
internet access and Tyler employees are encouraged to use such hotels whenever possible. If an
employee's hotel charges for internet access it is reimbursable up to $10.00 per day. Charges for internet
access at airports are not reimbursable.
3
Exhibit B
Schedule 1
6. International Travel
All international flights with the exception of flights between the U.S. and Canada should be reserved
through TIVIC using the "lowest practical coach fare" with the exception of flights that are six (6) or more
consecutive hours in length. In such event, the next available seating class above coach shall be reimbursed.
When required to travel internationally for business, employees shall be reimbursed for photo fees,
application fees, and execution fees when obtaining a new passport book, but fees related to passport
renewals are not reimbursable. Visa application and legal fees, entry taxes and departure taxes are
reimbursable.
The cost of vaccinations that are either required for travel to specific countries or suggested by the U.S.
Department of Health & Human Services for travel to specific countries, is reimbursable.
Section 4, Meals & Incidental Expenses, and Section 2.b., Rental Car, shall apply to this section.
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Exhibit C
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Exhibit C
Maintenance and Support Agreement
We will provide you with the following maintenance and support services for the Tyler Software.
Capitalized terms not otherwise defined will have the meaning assigned to such terms in the Agreement.
Term. We provide maintenance and support services on an annual basis. The initial term
commences on the Effective Date, and remains in effect for one (1) year. The term will renew
automatically for additional one (1) year terms unless terminated in writing by either party at least
thirty (30) days prior to the end of the then -current term. We will adjust the term to match your
first use of the Tyler Software in live production if that event precedes the one (1) year anniversary
of the Effective Date.
Maintenance and Support Fees. Your year 1 maintenance and support fees for the Ty!er Software
are listed in the Investment Summary, and your payment obligations are set forth in the Invoicing
and Payment Policy. We reserve the right to suspend maintenance and support services if you fail
to pay undisputed maintenance and support fees within thirty (30) days of our written notice. We
will reinstate maintenance and support services only if you pay all past due maintenance and
support fees, including all fees for the periods during which services were suspended.
3. Maintenance and Support Services. As long as you are not using the Help Desk as a substitute for
our training services on the Tyler Software, and you timely pay your maintenance and support fees,
we will, consistent with our then -current Support Call Process:
3.1 perform our maintenance and support obligations in a professional, good, and workmanlike
manner, consistent with industry standards, to resolve Defects in the Tyler Software (limited to
the then -current version and the immediately prior version); provided, however, that if you
modify the Tyler Software without our consent, our obligation to provide maintenance and
support services on and warrant the Tyler Software will be void;
3.2 provide telephone support during our established support hours;
3.3 maintain personnel that are sufficiently trained to be familiar with the Tyler Software and Third
Party Software, if any, in order to provide maintenance and support services;
3.4 provide you with a copy of all major and minor releases to the Tyler Software (including updates
and enhancements) that we make generally available without additional charge to customers
who have a maintenance and support agreement in effect; and
3.5 provide non -Defect resolution support of prior releases of the Tyler Software in accordance with
our then -current release life cycle policy.
ter
Exhibit C
Client Responsibilities. We will use all reasonable efforts to perform any maintenance and support
services remotely. Currently, we use a third -party secure unattended connectivity tool called
Bomgar, as well as GotoAssist by Citrix. Therefore, you agree to maintain a high-speed internet
connection capable of connecting us to your PCs and server(s). You agree to provide us with a login
account and local administrative privileges as we may reasonably require to perform remote
services. We will, at our option, use the secure connection to assist with proper diagnosis and
resolution, subject to any reasonably applicable security protocols. If we cannot resolve a support
issue remotely, we may be required to provide onsite services. In such event, we will be responsible
for our travel expenses, unless it is determined that the reason onsite support was required was a
reason outside our control. Either way, you agree to provide us with full and free access to the Tyler
Software, working space, adequate facilities within a reasonable distance from the equipment, and
use of machines, attachments, features, or other equipment reasonably necessary for us to provide
the maintenance and support services, all at no charge to us. We strongly recommend that you also
maintain a VPN for backup connectivity purposes.
5. Hardware and Other Systems. If you are a self -hosted customer and, in the process of diagnosing a
software support issue, it is discovered that one of your peripheral systems or other software is the
cause of the issue, we will notify you so that you may contact the support agency for that peripheral
system. We cannot support or maintain Third Party Products except as expressly set forth in the
Agreement.
In order for us to provide the highest level Ot sottware support, you bear the tollowing responsibility
related to hardware and software:
(a) All infrastructure executing Tyler Software shall be managed by you;
(b) You will maintain support contracts for all non -Tyler software associated with Tyler Software
(including, if applicable, operating systems and database management systems, but excluding
Third -Party Software, if any); and
(c) You will perform daily database backups and verify that those backups are successful.
If you do not maintain support contracts for non -Tyler software, you acknowledge and agree that
Tyler shall have no support obligations for such software.
6. Other Excluded Services. Maintenance and support fees do not include fees for the following
services: (a) initial installation or implementation of the Tyler Software; (b) onsite maintenance and
support (unless Tyler cannot remotely correct a Defect in the Tyler Software, as set forth above); (c)
application design; (d) other consulting services; (e) maintenance and support of an operating
system or hardware, unless you are a hosted customer; (f) support outside our normal business
hours as listed in our then -current Support Call Process; or (g) installation, training services, or third
party product costs related to a new release. Requested maintenance and support services such as
those outlined in this section will be billed to you on a time and materials basis at our then current
rates. You must request those services with at least one (1) weeks' advance notice.
7. Current Support Call Process. Our current Support Call Process for the Tyler Software is attached to
this Exhibit C at Schedule 1.
tyler
#ecNiologies
Exhibit C
Schedule 1
Support Call Process
Support Channels
Exhibit C
Schedule 1
Tyler Technologies, Inc. provides the following channels of software support:
(1) Tyler Community — an on-line resource, Tyler Community provides a venue for all Tyler clients
with current maintenance agreements to collaborate with one another, share best practices and
resources, and access documentation.
(2) On-line submission (portal) — for less urgent and functionality -based questions, users may create
unlimited support incidents through the customer relationship management portal available at
the Tyler Technologies website.
(3) Email — for less urgent situations, users may submit unlimited emails directly to the software
support group.
(4) Telephone — for urgent or complex questions, users receive toll -free, unlimited telephone
software support.
Support Resources
A number of additional resources are available to provide a comprehensive and complete support
experience:
(1) Tyler Website — www.tylertech.com — for accessing client tools and other information including
support contact information.
(2) Tyler Community — available through login, Tyler Community provides a venue for clients to
support one another and share best practices and resources.
(3) Knowledgebase — A fully searchable depository of thousands of documents related to
procedures, best practices, release information, and job aides.
(4) Program Updates — where development activity is made available for client consumption.
Support Availability
Tyler Technologies support is available during the local business hours of 8 AM to 5 PM (Monday —
Friday) across four US time zones (Pacific, Mountain, Central and Eastern). Clients may receive coverage
across these time zones. Tyler's holiday schedule is outlined below. There will be no support coverage
on these days.
New Year's Day
Thanksgiving Day
Memorial Day
Day after Thanksgiving
Independence Day
Christmas Day
Labor Day
Exhibit C
Schedule 1
Issue Handling
Incident Tracking
Every support incident is logged into Tyler's Customer Relationship Management System and given a
unique incident number. This system tracks the history of each incident. The incident tracking number is
used to track and reference open issues when clients contact support. Clients may track incidents, using
the incident number, through the portal at Tyler's website or by calling software support directly.
Incident Priority
Each incident is assigned a priority number, which corresponds to the client's needs and deadlines. The
client is responsible for reasonably setting the priority of the incident per the chart below. This chart is
not intended to address every type of support incident, and certain "characteristics" may or may not
apply depending on whether the Tyler software has been deployed on customer infrastructure or the
Tyler cloud. The goal is to help guide the client towards clearly understanding and communicating the
importance of the issue and to describe generally expected responses and resolutions.
Priority
Level
Characteristics of Support Incident Resolditi#tiTargets
Support incident that causes (a) {
Tyler shall provide an initial response to Priority
complete application failure or
Level 1 incidents within one (1) business hour of
application unavailability; (b)
receipt of the support incident. Tyler shall use
application failure or unavailability
commercially reasonable efforts to resolve such
1
Critical
in one or more of the client's
support incidents or provide a circumvention
remote location; or (c) systemic loss
procedure within one (1) business day. For non -
of multiple essential system
hosted customers, Tyler's responsibility for lost or
functions.
corrupted data is limited to assisting the client in
restoring its last available database.
Support incident that causes (a)
Tyler shall provide an initial response to Priority
repeated, consistent failure of
Level 2 incidents within four (4) business hours of
essential functionality affecting
receipt of the support incident. Tyler shall use
more than one user or (b) loss or
commercially reasonable efforts to resolve such
2
High
corruption of data.
support incidents or provide a circumvention
procedure within ten (10) business days. For non -
hosted customers, Tyler's responsibility for loss or
corrupted data is limited to assisting the client in
restoring its last available database.
••: tyer
s
Priority
Level Characteristics of Support Incident
Priority Level 1 incident with an
existing circumvention procedure,
or a Priority Level 2 incident that
affects only one user or for which
3 there is an existing circumvention
Medium I procedure.
Support incident that causes failure
4 of non -essential functionality or a
Non- cosmetic or other issue that does
critical not qualify as any other Priority
Level.
Incident Escalation
Exhibit C
Schedule 1
Resolution Targets
Tyler shall provide an initial response to Priority
Level 3 incidents within one (1) business day of
receipt of the support incident. Tyler shall use
commercially reasonable efforts to resolve such
support incidents without the need for a
circumvention procedure with the next published
maintenance update or service pack. For non -
hosted customers, Tyler's responsibility for lost or
corrupted data is limited to assisting the client in
restoring its last available database.
Tyler shall provide an initial response to Priority
Level incidents within two (2) business
days. Tyler shall use commercially reasonable
efforts to resolve such support incidents, as well as
cosmetic issues, with a future version release.
Tyler Technology's software support consists of four levels of personnel:
(1) Level 1: front-line representatives
(2) Level 2: more senior in their support role, they assist front-line representatives and take on
escalated issues
(3) Level 3: assist in incident escalations and specialized client issues
(4) Level 4: responsible for the management of support teams for either a single product or a
product group
If a client feels they are not receiving the service needed, they may contact the appropriate Software
Support Manager. After receiving the incident tracking number, the manager will follow up on the open
issue and determine the necessary action to meet the client's needs.
On occasion, the priority or immediacy of a software support incident may change after initiation. Tyler
encourages clients to communicate the level of urgency or priority of software support issues so that we
can respond appropriately. A software support incident can be escalated by any of the following
methods:
(1) Telephone —for immediate response, call toll -free to either escalate an incident's priority or to
escalate an issue through management channels as described above.
(2) Email — clients can send an email to software support in order to escalate the priority of an issue
(3) On-line Support Incident Portal — clients can also escalate the priority of an issue by logging into
the client incident portal and referencing the appropriate incident tracking number.
Remote Support Tool
Some support calls require further analysis of the client's database, process or setup to diagnose a
problem or to assist with a question. Tyler will, at its discretion, use an industry -standard remote
support tool. Support is able to quickly connect to the client's desktop and view the site's setup,
diagnose problems, or assist with screen navigation. More information about the remote support tool
Tyler uses is available upon request.
tyler
Exhibit D
tyler
Exhibit D
MyGovPay/VirtualPay and IVR
1. MyGovPaVZVirtualPay Licensing. Access to MyGovPay and/or Virtual Pay is hereby granted if Customer
elects to use MyGovPay or VirtualPay, products of Tyler Technologies (Powered by Persolvent), designed for
Citizen Users to use for processing online payments.
(a) Special M GovPa VirtualPa ❑efinitions.
"Merchant Agreement" means the agreement between Customer and Persolvent that provides for the
Merchant Fees.
"Merchant Fees" means direct costs levied by Visa/Mastercard/Discover or other payment card companies
for Interchange Fees, Dues, Assessments and Occurrence Fees, over which Tyler Technologies has no
authority.
"MyGovPay" means the Product of Tyler Technologies that allows members of the public to pay for
Customer's services with a credit or other payment card on the Customer's citizen -facing web portal.
"Persolvent" means versorvent, Tormeny banKt-ara Services woridwrde, a rayrnem Cd[d incausuy (Ki)
compliant processing agent through which the EnerGov Software passes credit card transactions.
"Use Fees" means the Technology Fees, Authorization Fees and Program/Convenience Fees as listed in Use
Fees Table in Section 2, titled MyGovPay/VirtualPay.
"VirtualPay" means the Product of Tyler Technologies that allows the Customer to accept and process
citizen user's credit or other payment card using the EnerGov Software.
(b) Conditions of Use. If customer elects to use MyGovPay and/or VirtualPay the following terms apply:
(1) Customer must apply for and agree to a Merchant Agreement with Persolvent.
(2) Customer agrees that Citizen Users will be subject to Use Fees as listed in Use Fees table in Section
2.
(3) Customer agrees that Use Fees are separate from and independent of Merchant Fees.
(4) Customer agrees that this Agreement does not represent any modification to Customer's Merchant
Agreement with Persolvent.
(5) 'Customer agrees that Use Fees are for use on the MyGovPay/VirtualPay online system and will not
be deposited or owed to Customer in any way.
(6) Customer agrees that MyGovPay's and VirtualPay's ability to assess Use Fees is dictated by the Card
Associations whose rules may change at any time and for any reason. If MyGovPay and/or
VirtualPay, for any reason, are unable to process payments using Use Fees, Customer agrees that
MyGovPay/VirtualPay reserves the right to negotiate a new pricing model with Customer for the
continued use of MyGovPay and/or VirtualPay.
2. MygovPay/VirtualPiy Fees. Customer agrees that the Use Fees set forth on the following page will apply
if Customer elects to use MyGovPay/VirtualPay.
USE FEES TABLE FOLLOWS ON NEXT PAGE
tyler
Exhibit D
Use Fees
EnerGov's MyGovPay (Online / card -not -present payments)**
MyGovPay (Online Payments)
MyGovPay (Online
Payments)
Percentage Based Fee
+Transaction Fee
Option 1:
2.79%
$0.20
Government Entity Paid
Option 2:
3.29%
N/A
Patron Paid
**ACH processing is available for a fee of $20 per month and $0.30 per transaction.
EnerGov's VirtualPay (retail card present)
VirtualPay (Retail Payments)
Virtual Pay (Retail Payments)
Percentage Based Fee
+Transaction Fee
Option 1:
2.59%
$0.15
Government Entity Paid
Option 2:
Patron Paid
2.99%
N/A
Patron Paid fees will be communicated as "Service Fees" to the cardholder, at the time of transaction. In the event
that the average monthly transaction amount is below $30, Contractor reserves the right to apply an additional
$0.20 service fee above the quoted rates above.
3. Interactive Voice Response ("IVR"). If IVR is selected by Customer and included in the pricing, the
following additional terms and conditions shall apply of this Agreement:
(a) Network Security. Customer acknowledges that a third -party is used by Tyler Technologies to process
IVR data. Customer's content will pass through and be stored on the third -party servers and will not be
segregated or in a separate physical location from servers on which other customers' content is or will be
transmitted or stored.
(b) Content. Customer is responsible for the creation, editorial content, control, and all other aspects of
content to be used solely in conjunction with the EnerGov Software.
(c) Lawful Purposes. Customer shall not use the IVR system for any unlawful purpose.
(d) Critical Application. Customer will not use the IVR system for any life-support application or other
critical application where failure or potential failure of the IVR system can cause injury, harm, death, or
other grave problems, including, without limitation, loss of aircraft control, hospital life-support system, and
delays in getting medicate care or other emergency services.
(e) No Harmful Code. Customer represents and warrants that no content designed to delete, disable,
deactivate, interfere with or otherwise harm any aspect of the IVR system now or in the future, shall be
knowingly transmitted by Customer or Users.
(f) IVR WARRANTY. Except as expressly set forth in this Agreement, TYLER TECHNOLOGIES MAKES NO
REPRESENTATION AND EXTENDS NO WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING
WARRANTIES OF TITLE, NON -INFRINGEMENT, MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE
FOR IVR.
•`f . Tyler
tip.
Exhibit E
Statement of Work
Enterprise Group, Tyler Technologies
City of Fayetteville, AR
Keith Macedo
113 vv IVfOuncairt -Sc, rdyettevitle AR 72701
0M
Woody Jackson
2160 Satellite Blvd., Suite 300, Duluth, GA 30097
Tyler Technologies, Inc.
www.tylertech.com
Revised: 6/26/2017 �+
tyler
Exhibit E
Table of Contents
1 EXECUTIVE SUMMARY.................................................................................................................5
1.1 PROJECT OVERVIEW .................. :.................... ................................................. .................................... 5
1.2 PRODUCT SUMMARY...........................................................................................................................5
1.3 PROJECT TIMELINE ........................................... .......... .........,...,.,......................................................... 5
1.4 PROJECT METHODOLOGY OVERVIEW...................................................................................................... 5
2 PROJECT GOVERNANCE...............................................................................................................7
2.1 CLIENT GOVERNANCE.......................................................................................................................... 7
2.1.1 Client Project Manager........................................................................................................... 7
2.1.2 Steering Committee.............................................................................................................. 7
2.1.3 Executive Sponsor(s)....................... .....................................................................,................... 8
2.2 TYLER GOVERNANCE............................................................................................................................ 8
2.2.1 Tyler Project Manager.............................................................. ,.... .............................................. 8
2.2.2 Tyler Implementation Management.......................................................................................8
2.2.3 Tyler Executive Management.......................................................................................... 8
2.3 ACCEPTANCE AND ACKNOWLEDGMENT PROCESS .................. .. 8
3 OVERALL PROJECT ASSUMPTIONS...........................................:........................:..............:.........10
3.1 PROJECT, RESOURCES AND SCHEDULING ........ ............................
:..:................. :.::. .............................. ,... 10
3.2 DATA CONVERSION.................................................................................................................. .....10
3.3 DATA EXCHANGES, MODIFICATIONS, FORMS AND REPORTS .............. ...................... .......... ....... I.... .... I ........ 11
3.4 HARDWARE AND SOFTWARE...............................................................................................................11
3.5 ENVIRONMENTS AND DATABASES ..................... :..:................................................. ............... ...............
11
3.6 EDUCATION....................................................................................................................................12
3.7 ASSUMPTION MITIGATION ............................. ...................... ............:.......... :............................. ............. .. 12
4 IMPLEMENTATION STAGES........................................................................................................13
4.1 WORK BREAKDOWN STRUCTURE (WBS).......................................................................... .................13
4.2 INITIATE &PLAN (STAGE 1)................................................................................................................. 15
4.2.1 Tyler Internal Coordination & Planning.................................................................................15
4.2.2 System Infrastructure Planning ....................... ..................................... ..........16
4.2.3 Project/Phase Planning ....................................... ........ ....,................................ ....17
4.2.4 Project Schedule.........................................................................................................I..........18
4.2.5 Stakeholder Presentation.....................................................................................I.................19
4.2.6 Control Point 1: Initiate & Plan Stage Acceptance......................................................:::::..:.. 20
4.3 ASSESS & DEFINE (STAGE 2)............................................... ......... e...... 21
4.3.1 Fundamentals Review..................................................................................... ........21
4.3.2 Current/Future State Analysis., ........................................................................................ 22
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Exhibit E
4.3.3
Data Conversion Planning & Mapping..................................................................................23
4.3.4
Standard 3rd Party Data Exchange Planning................................................................ :.........
24
4.3.5
Customization Analysis & Specification, if contracted.....:..,. ............. :..: ....... :..:....:...............
25
4.3.6
Forms & Reports Planning..... . ... . .................:...............:.......................:...........I......
26
4.3.7
System Deployment...............................................................................................................27
4.3.8
Control Point 2: Assess & Define Stage Acceptance..............................................................
28
4.4 BUILD
& VALIDATE (STAGE 3)..............................................................................................................:30
4.4.1
Configuration & Power User Training.......................:..:...................................................."..30
4.4.2
Data Conversion & Validation ................................. .... ,. .......................... ..........31
4.4.3
Standard 3rd Party Data Exchange Validation.....................................................................
32
4.4.4
Customization Delivery & Validation, if contracted..............................................................
33
4.4.5
Forms & Reports Validation..................................................................................................
34
4.4.6
Control Point 3: Build & Validate Stage Acceptance.............................................................35
4.5 FINAL TESTING & TRAINING (STAGE 4) ...................... ............................................ ...
36
4.5.1
Cutover Planning..................................................... ...................................................
36
4.5.2
User Acceptance Testing (UAT)..... ...............................................................................37
4.5.3
End User Training ..................................... ................ ..................... ....,......... .........,....................
38
4.5.4
Control Point 4: Final Testing & Training Stage Acceptance .................................................
39
A v nnvDV�iv'�iyy1Tv11LflICTAG`5)
An
4.6.1
Final Data Conversion, if applicable ............ .............................. ....:..................... I .................. .40
4.6.2
Production Processing & Assistance....................................................... .......... ::..... :..:........ ::41
4.6.3
Transition to Tyler Support ......... ............... ....................... .:...:.... :... :..... :................................
42
4.5.4
Schedule Post -production Services, if applicable..................................................................43
4.6.5
Control Point 5: Production Cutover Stage Acceptance.........................................................
44
4.7 PHASE/PROJECT CLOSURE (STAGE 6).................................................... ................... ...... :..:--i...... .:....
45
4.7.1
Close Phase/Project............................................................................................................
45
4.7.2
Control Point 6: Phase/Project Closure Stage Acceptance....................:::..................,..........
46
5 ROLES
AND RESPONSIBILITIES....................................................................................................47
5.1 TYLER ROLES AND RESPONSIBILITIES.....................................................................................................47
5.1.1
Tyler Executive Management................................................................................................47
5.1.2
Tyler Implementation Management.....................................................................................
47
5.1.3
Tyler Project Manager ............................................ ,........................... ...................................
47
5.1.4
Tyler Implementation Consultant .......... ......................................................... .... ..... ............ .48
5.1.5
Tyler Sales......................................................................................... ............................49
5.1.6
Tyler Software Support..........................................................................................................49
5.2 CITY
ROLES AND RESPONSIBILITIES............: .::. ............ :....r:....:::::.::........ ................................... :.,.........
49
5.2.1
City Executive Sponsor: .... ........... ....................................... ......... .........................................
49
5.2.2
City Steering Committee...........................................................................................
49
5.2.3
City Project Manager.............................................................................................................
50
5.2.4
City Functional Leads.............................................................................................................
51
5.2.5
City Power Users................................................................................................................:....52
3 / 69 • !t41;
�.�.•. tyler
Exhibit E
5.2.6
City End Users...........................................................................................I..............;.............
52
5.2.7
City Technical Support....................................................... ..:........... :....... ..............................
52
5.2.8
City Upgrade Coordinator.....................................................................................................53
5.2.9
City project Toolset Coordinator...........................................................................................
53
5.2.10
City Change Management Lead ......... :..................................................................................
53
6 GLOSSARY.................................................................................................................................54
7 DATA CONVERSION PROCESS FOR ENERGOV ENTERPRISE SERVER..............................................57
7.1 OVERVIEW: ...... "._.:.... ::.:..::.:::....... ................ :....:................................. :.:..::....:..... :........ ::.......:::...... 57
7.2 MODULARIZED DESIGN: ......... --------- _._.._.1.. ----------------- __.._.----------------------------------- .____---------- S7
7.3
REQUIRED FIELDS: ...................................................................................................................57
7.4
CUSTOM FIELDS (ANY FIELDS NOT AVAILABLE IN THE MASTER TABLE FOR THE MODULE IN QUESTION).. .............
57
7.5
GAP HANDLING (WHERE LEGACY DATA DOESN'T FIT ANYWHERE WITHIN EG TEMPLATE):.............................58
7.6
CONTACTS: ...... ...... ;jj ........ ..... ....................... .................. ........
7.7
MULTIPLE LEGACY DATA SOURCES: .......................................................................................... ........
58
7.8
OVERALL ARCHITECTURE OF CONVERSION: ...............................................................................................
58
7.9
PROGRESSION OF CONVERSION DEVELOPMENT PROCESS-. ...........................................................
60
7.10
PROGRESSION OF FINAL CONVERSION CUTOVER PROCESS (GO -LIVE): ....................................................
61
7.11
DATA IMPORT AREAS: .. ...................... ........ ..................................................................
61
7.12
BUSINESS AND PROFESSIONAL LICENSING..........................................................................................61
7.13
CODE CASE MANAGEMENT.........................................................................................................61
7.14
PERMITTING........................:::::..............................................................................62
7.15
PLAN MANAGEMENT.....................................................................................................................
62
8 TYLER RESOURCES PURCHASED.................................................................................................64
8.1
BILLABLE HOURSE AND EXPENSES IN SCOPE...........................................................................................64
8.2
BUSINESS SCOPE (TRANSACTIONS AND AUTOMATION)............................................................................
64
8.3
"BUSINESS TRANSACTION" IS DEFINED BY: ........................ ...... ...................... .................
64
8.4
"BMP TEMPLATE TRANSACTION" IS DEFINED BY: .................... .............. _.,.+� ....... i .... ;...; ......
64
8.5
"GEO-RULE" IS DEFINED BY: ...............................................................................................................
64
8.6
"INTELLIGENT OBJECT (10)" IS DEFINED BY: ........................ .................. ..................... ............... .......
65
8.7
"INTELLIGENT AUTOMATION AGENT (IAA)" IS DEFINED BY: ................................................................. I ...
65
8.8
"ENERGOV SDK API (TOOLKITS)" ARE DEFINED BY: ............ ............................ ; ............ ; ....... a . . ......
65
8.9
ESTIMATED TIMELINE:.,.,...,. ............:....:........ :........... .................. ........ ................. ....... ............... :.......66
8.10
PROJECT METHODOLOGY OVERVIEW................................................................................................66
9 STAGE ACCEPTANCE FORM........................................................................................................67
10 CITY OF FAYETTEVILLE - CHANGE ORDER [XI ..... ............... .........:.............................................. 68
4 / 69 of$ tyler
Exhibit E
1 Executive Summary
1.1 Project Overview
The Statement of Work (SOW) documents the Project Scope, methodology, roles and responsibilities,
implementation stages, and deliverables for the implementation of Tyler products.
The Project goals are to offer City of Fayetteville the opportunity to make the City more accessible and
responsive to external and internal customer needs and more efficient in its operations through:
• Streamlining, automating, and integrating business processes and practices
• Providing tools to produce and access information in a real-time environment
• Enabling and empowering users to become more efficient, productive and responsive
• Successfully overcoming current challenges and meeting future goals
1.2 Product Summary
Below, is a summary of the products included in this Project, as well as reference to the City's functional
area utilizing the Tyler product(s). Refer to the Implementation Stages section of this SOW for information
containing detailed service components.
[PRODUCT] [APPLICATION]
EnerGov Permitting & Land Management
EnerGov Licensing & Regulatory Management
EnerGov Tyler Incident Manager
EnerGov iG Workforce
EnerGov Citizen Self Service (Permitting and Land Management)
EnerGov Citizen Self Service (Licensing and Regulatory)
EnerGov eReviews
1.3 Project Timeline
The Project Timeline establishes a start and end date for each Stage of the Project. Developed during the
Initiate & Plan Stage and revised as mutually agreed to, if needed, the timeline accounts for resource
availability, business goals, size and complexity of the Project, and task duration requirements.
1.4 Project Methodology Overview
Tyler bases its implementation methodology on the Project Management Institute's (PMI) Process Groups
(Initiating, Planning, Executing, Monitoring & Controlling, and Closing). Using this model, Tyler developed
a 6-stage process specifically designed to focus on critical project success measurement factors.
Tailored specifically for Tyler's Public Sector clients, the project methodology contains Stage Acceptance
Control Points throughout each Phase to ensure adherence to Scope, budget, timeline controls, effective
5/69 tyler
•��s`
Exhibit E
communications, and quality standards. Clearly defined, the project methodology repeats consistently
across Phases, and is scaled to meet the City's complexity, and organizational needs.
6/69
••::� tyler
Exhibit E
2 Project Governance
The purpose of this section is to define the resources required to adequately establish the business
needs, objectives, and priorities for the Project; communicate the goals to other project participants; and
provide support and guidance to accomplish these goals. Project governance also defines the structure
for issue escalation and resolution, Change Control review and authority, and organizational Change
Management activities.
The preliminary governance structure establishes a clear escalation path when issues and risks require
escalation above the Project Manager level. Further refinement of the governance structure, related
processes, and specific roles and responsibilities occurs during the Initiate & Plan Stage.
The path below illustrates an overall team perspective where Tyler and the City collaborate to resolve
project challenges according to defined escalation paths. In the event Project Managers do not possess
authority to determine a solution, resolve an issue, or mitigate a risk, Tyler implementation management
and the City steering committee become the escalation points to triage responses prior to escalation to
the City and Tyler executive sponsors. As part of the escalation process, each project governance tier
presents recommendations and supporting information to facilitate knowledge transfer and issue
resolution. The City and Tyler executive sponsors serve as the final escalation point.
L.1 �..I3C:';1 iL �JVVdI E iGli iLti:.
Depending on the City's organizational structure and size, the following governance roles may be filled by
one or more people:
2.1.1 Client Project Manager
The City's Project Manager(s) coordinate project team members, subject matter experts, and the overall
implementation schedule and serves as the primary point of contact with Tyler. The City Project
Manager(s) will be responsible for reporting to the City steering committee and determining appropriate
escalation points.
2.1.2 Steering Committee
The City steering committee understands and supports the cultural change necessary for the Project and
fosters an appreciation of the Project's value throughout the organization. Oversees the City Project
Manager(s) and the Project as a whole and through participation in regular internal meetings, the City
steering committee remains updated on all project progress, project decisions, and achievement of
project milestones. The City steering committee also provides support to the City Project Manager(s) by
communicating the importance of the Project to all impacted departments. The City steering committee
is responsible for ensuring the Project has appropriate resources, provides strategic direction to the
project team, for making timely decisions on critical project issues or policy decisions. The City steering
committee also serves as primary level of issue resolution for the Project.
7/69 t_ jJJ r rler
s w��
Exhibit E
2.1.3 Executive Sponsor(s)
The City's executive sponsor provides support to the Project by allocating resources, providing strategic
direction, and communicating key issues about the Project and the Project's overall importance to the
organization. When called upon, the executive sponsor also acts as the final authority on all escalated
project issues. The executive sponsor engages in the Project, as needed, in order to provide necessary
support, oversight, guidance, and escalation, but does not participate in day-to-day project activities. The
executive sponsor empowers the City steering committee, Project Manager(s), and Functional Leads to
make critical business decisions for the City.
2.2 Tyler Governance
2.2.1 Tyler Project Manager
The Tyler Project Manager(s) have direct involvement with the Project and coordinates Tyler project team
members, subject matter experts, the overall implementation schedule, and serves as the primary point
of contact with the City. As requested byt the City, the Tyler Project Manager(s) provide regular updates
to the City's steering committee and other Tyler governance members.
2.2.2 Tyler Implementation Management
Tyler implementation management has indirect involvement with the Project and is part of the Tyler
escalation process. Tyler Project Manager(s) consult implementation management on issues and
outstanding decisions critical to the Project. Implementation management works toward a solution with
the Tyler Project Manager(s) or with the City management, as appropriate. Tyler executive management
is the escalation point for any issues not resolved at this level. The name(s) and contact information for
this resource will be provided and available to the project team.
2.2.3 Tyler Executive Management
Tyler executive management has indirect involvement with the Project and is part of the Tyler escalation
process. This team member offers additional support to the project team and collaborates with other
Tyler department managers, as needed, in order to escalate and facilitate implementation project tasks
and decisions. The name(s) and contact information for this resource will be provided and available to the
project team.
2.3 Acceptance and Acknowledgment Process
All Deliverables and Control Points must be accepted or acknowledged following the process below.
Acceptance requires a formal sign -off while acknowledgement may be provided without formal sign -off at
the time of delivery. The following process will be used for accepting or acknowledging Deliverables and
Control Points:
• The City shall have five (5) business days from the date of delivery, or as otherwise mutually
agreed upon by the parties in writing, to accept or acknowledge each Deliverable or Control
Point. If the City does not provide acceptance or acknowledgement within five (5) business days,
8/69 tyle r
■ • u
Exhibit E
or the otherwise agreed upon timeframe, not to be unreasonably withheld, Tyler deems the
Deliverable or Control Point as accepted.
If the City does not agree the particular Deliverable or Control Point meets requirements, the City
shall notify Tyler Project Manager(s), in writing, with reasoning within five (5) business days, or
the otherwise agreed -upon timeframe, not to be unreasonably withheld, of receipt of the
Deliverable.
Tyler shall address any deficiencies and redeliver the Deliverable or Control Point. The City shall
then have two (2) business days from receipt of the redelivered Deliverable or Control Point to
accept or again submit written notification of reasons for rejecting the milestone. If the City does
not provide acceptance or acknowledgement within two (2) business days, or the otherwise
agreed upon timeframe, not to be unreasonably withheld, Tyler deems the Deliverable or Control
Point as accepted.
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tyler
Exhibit E
Overall Project Assumptions
3.1 Project, Resources and Scheduling
• Project activities will begin, as mutually agreed to, after the Agreement has been fully executed.
• The City and Tyler can allocate additional internal resources if needed. The City also ensures the
alignment of their budget and Scope expectations.
The City and Tyler ensure that the assigned resources are available, they buy -into the change
process, and they possess the required business knowledge to complete their assigned tasks
successfully. Should there be a change in resources, the replacement resource should have a
comparable level of availability, buy -in, and knowledge.
• Tyler and the City provide adequate resources to support the efforts to complete the Project as
scheduled and within the constraints of the project budget.
• Abbreviated timelines and overlapped Phases can result in project delays if there are not
sufficient resources assigned to complete all required work as scheduled.
a Changes to Project Plan, availability of resources or changes in Scope may result in schedule
delays, which may result in additional charges to the Project.
Tyler provides a written agenda and notice of any prerequisites to the City Project Manager(s) ten
(10) business days prior to any scheduled on site or remote sessions.
• Tyler provides notice of any prerequisites to the City Project Manager(s) a minimum of ten (10)
business days prior to any key deliverable due dates.
• City users complete prerequisites prior to applicable scheduled activities.
• Tyler provides guidance for configuration and processing options available within the Tyler
software. The City is responsible for making decisions based on the options available.
• In the event the City may elect to add and/or modify current business policies during the course
of this Project, such policy changes are solely the City's responsibility to define, document, and
implement.
• The City makes timely Project related decisions in order to achieve scheduled due dates on tasks
and prepare for subsequent training sessions. Decisions left unmade may affect the schedule, as
each analysis and implementation session builds on the decisions made in prior sessions.
• Tyler considers additional services out of Scope and requires additional time and costs be
requested via Change Request approved through the Change Control process.
• The City will respond to information requests in a comprehensive and timely manner, in
accordance with the Project Plan.
3.2 Data Conversion
• The City is readily able to produce the needed data files from a static database for conversion
from the Legacy System to provide them to Tyler on the specified due date(s). At the time the
Legacy System data file is extracted, the City will produce reports and detail screen captures to
reconcile the converted data.
• Each Legacy System data file submitted for conversion includes all associated records in a single
approved file layout.
• The City will grant Tyler access to the Legacy System to assist with understanding data
relationships to improve the accuracy and quality of the converted data.
10/69
Exhibit E
The City understands the Legacy System data file must be in the same format each time unless
changes are mutually agreed upon in advance. If not, negative impacts to the schedule, budget,
and resource availability may occur and/or data in the new system may be incorrect.
During this process, the City may need to correct data scenarios in their Legacy System prior to
the final data pull. This is a complex activity and requires due diligence by the City to ensure all
data pulled includes all required data and the Tyler system contains properly mapped data.
During Production Cutover, the City may need to manually add or correct data after data has
been loaded into the production database as mutually agreed to prior to the load.
3.3 Data Exchanges, Modifications, Forms and Reports
• The City ensures the 3rd party data received conforms to a Tyler standard format.
■ The 3rd party possesses the knowledge of how to program their portion of the interaction and
understands how to manipulate the data received.
• Client is on a supported, compatible version of the 3rd party software or Tyler Standard Data
Exchange tools may not be available.
• The City is willing to make reasonable business process changes rather than expecting the
product to conform to every aspect of their current system/process.
• Any Modification requests not expressly stated in the contract are out of Scope. Modifications
requested after contract signing have the potential to change cost, Scope, schedule, and
ornduction dates for nroiect Phases. Modification. requests not in SCooe must follow the Proiect
Change Control process.
+ The City's testing environment contains the Tyler software version required for delivery of the
Modification prior to the scheduled delivery date for testing
• The City is responsible for verifying the performance of the Modification as defined by the
specification
3.4 Hardware and Software
• Tyler will initially install the most current generally available version of the purchased Tyler
software.
• The City will provide network access for Tyler modules, printers, and Internet access to all
applicable City and Tyler project staff.
+ The City has in place all hardware, software, and technical infrastructure necessary to support the
Project.
• The City's system hardware and software meet Tyler standards to ensure sufficient speed and
operability of Tyler software. Tyler will not support use of software if the City does not meet
minimum standards of Tyler's published specifications.
3.5 Environments and Databases
• Tyler will establish three (3) software environments and three (3) databases for the Project. The
environments will be production, train and test. Each environment will have a corresponding
database named the same as the environments; production database, train database and test
database
+ The test environment will be used by Tyler to build the solution. Tyler will use the test database
for testing and reviewing converted data. Tyler will also use the test database to present
11/69 *s� ��■ tler
Exhibit E
completed Deliverables to the City for acceptance. Once Deliverables have been accepted, they
will be moved to the production and train environments
The train database will be used by the City for reviewing the converted data, testing, and training
• At Production Cutover the production database will be used for processing daily functions
3.6 Education
■ Throughout the Project lifecycle, the City provides a training room for Tyler staff to transfer
knowledge to the City's resources, for both onsite and remote sessions. The City will provide staff
with a location to practice what they have learned without distraction. If Phases overlap, the City
will provide multiple training facilities to allow for independent sessions scheduling without
conflict.
• The training room is set up in a classroom setting. The City determines the number of
workstations in the room. Tyler recommends every person attending a scheduled session with a
Tyler Consultant or Trainer have their own workstation. However, Tyler requires there be no
more than two (2) people at a given workstation.
• The City provides a workstation which connects to the Tyler system for the Tyler trainer
conducting the session. The computer connects to a City provided projector, allowing all
attendees the ability to actively engage in the training session.
• Tyler is responsible for providing formal training on all functional areas of the software to the
City's designated Power Users. The City will designate up to fifteen (15) Power Users for any
specific class. The Power Users will vary based on agenda topics and area of the assessment
office that the class pertains to. Power Users will then be empowered with the knowledge to
conduct training to City End Users. In addition, informal education will occur leading up to the
formal training sessions. Every time Tyler resources work with City staff to demonstrate a specific
function/feature/executable with the City is an opportunity to better understand and appreciate
the Tyler solution
• Tyler will conduct one (1) formal training session for each of the functional areas of the software.
The functional areas covered will allow the City to utilize the software. The City is responsible for
assigning the appropriate Power Users to attend these sessions
• Tyler follows a train -the -trainer approach to allow City Power Users attending the sessions to
disseminate the knowledge being learned during Tyler lead sessions to other City users
• Users performing User Acceptance Testing (UAT) have attended all applicable training sessions
prior to performing UAT.
3.7 Assumption Mitigation
• In the event that any assumptions are not met or prove to be invalid the parties agree to work in
good faith to mitigate any resulting issues
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Exhibit E
Implementation Stages
4.1 Work Breakdown Structure (WBS)
The Work Breakdown Structure (WBS) is a hierarchical representation of a Project or Stage broken down
into smaller, more manageable components. The top level components are called "Stages' and the
second level components are called "work packages." The work packages, shown below each Stage,
contain the high-level work to be done. The detailed Project Plan, developed during Initiate & Plan and
finalized during Assess & Define, will list the tasks to be completed within each work package. Each Stage
ends with a "Control Point", confirming the work performed during that Stage of the Project.
13/69 tyler,
Exhibit E
1.1.0-J
Initiate & Plan
Ill
Tyler Internal
Coordination &J
Planning
System
Infrastructure
Planning
11.3 Ij
Project/Phase I
Planning fl
11A 1
Project Schedule
1-I's
Stakeholder
Presentation
1-].6
CONTROL POINT'
1: Initiate & Plan
Stage At capl.ln[F
1.
1.2.0
Assess &-
Define
Z
1.z.1 ..-..-
Fundamentals
Review
13.2
Current/Future
State Analysis
1.2.3
Data Conversion
Planning &
Mapping
11.4
Standard 3i4
Party Data
Exchange
Planning
1.2.5
Modlficat€On
Analysis &
Specification'
12.6 sr
Forms & Reports j
Planning 11
1.2.2.........
System
Deployment
• S.z.e
CONTROLPOINT
2: Assess &
Define Stage
Acceptance
k
1.3.0
Build &
Validate
1.3,1
Conlgulation &
Power User
Training
......
j Data Conversion
& Validation
1 3-3
Standard 3i4
Party Data
Exchange
Validation
E
a
cation
elivery &
lidation*
i 13.5
i
i Forms & Reports
Validation
136
CONTROL POINT
3: Build &
Validate Stage
Acceptance
1.4.0
Final Testing &
Training
] A.1
Cutover Planning
1A.2
User Acceptance i
Testing
14.3
End User Training
L4.4
CONTROL POINT
4: Final Training
& Testing Stage
Acceptance
r
* - If included in project scope
1.5.0
Production
Cutover
1}
Final
Data llj}F
Conversion
l
15.2
Production
Processing &
Assistance
153
j Transition to
Tyler Support
1.5.4
jI Schedule Post
Live Services, if I
applicable
� 155
CONTROL POINT
5: Production
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Exhibit E
4.2 Initiate & Plan (Stage 1)
The Initiate & Plan Stage creates a foundation for the Project through identification of City and Tyler
Project management teams, development of implementation management plans, and the provision and
discussion of system infrastructure requirements. City participation in gathering information is critical.
Tyler Project management teams present initial plans to stakeholder teams at Stage end.
4.2.1 Tyler Internal Coordination & Planning
Prior to Project commencement, Tyler management staff assigns Project Manager(s). Tyler provides the
City with initial Project documents used in gathering basic information, which aids in preliminary planning
and scheduling. City participation in gathering requested information by provided deadlines ensures the
Project moves forward in a timely fashion. Internally, the Tyler Project Manager(s) coordinate with Sales
to ensure transfer of vital information from the sales process prior to scheduling a Project Planning
Meeting with the City's team. During this step, Tyler will work with the Client to establish the date(s) for
the Project/Phase Planning session.
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Exhibit E
4.2.2 System Infrastructure Planning
The City provides, purchases or acquires hardware according to hardware specifications provided by Tyler
and ensures it is available at the City's site. The City completes the system infrastructure audit, ensuring
vital system infrastructure information is available to the Tyler implementation team, and verifies all
hardware compatibility with Tyler solutions.
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Exhibit E
4.2.3 Project/Phase Planning
Project and Phase planning provides an opportunity to review the contract, software, data conversions
and services purchased, identify Applications to implement in each Phase (if applicable), and discuss
implementation timeframes. The Tyler Project Manager(s) deliver an Implementation Management Plan,
which is mutually agreeable by City and Tyler.
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4.2.4 Project Schedule
Client and Tyler will mutually develop an initial Project schedule. The initial schedule includes, at
minimum, enough detail to begin Project activities while the detailed Project Plan/schedule is being
developed and refined.
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4.25 Stakeholder Presentation
City stakeholders join Tyler Project Management to communicate successful Project criteria, Project
goals, Deliverables, a high-level milestone schedule, and roles and responsibilities of Project participants.
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4.2.6 Control Point 1: Initiate & Plan Stage Acceptance
Acceptance criteria for this Stage includes completion of all criteria listed below. Advancement to the
Assess & Define Stage is dependent upon Tyler's receipt of the Stage Acceptance.
4.2.6.1 Initiate & Plan Stage Deliverables
o Implementation Management Plan
o Objective: Update and deliver baseline management plans to reflect the approach to the
City's Project.
o Scope: The Implementation Management addresses how communication, quality control,
risks/issues, resources and schedules, and Software Upgrades (if applicable) will be
managed throughout the lifecycle of the Project.
o Acceptance criteria: City reviews and acknowledges Implementation Management Plan
• Project Plan/Schedule
o Objective: Provide a comprehensive list of tasks, timelines and assignments related to the
Deliverables of the Project.
o Scope: Task list, assignments and due dates
o Acceptance criteria: City acceptance of schedule based on City resource availability and
Project budget and goals.
4.2.6.2 Initiate & Plan Stage Acceptance Criteria
• Hardware Installed
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• Implementation Management Plan delivered
• Project Plan/Schedule delivered; dates confirmed
• Stakeholder Presentation complete
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Exhibit E
4.3 Assess & Define (Stage 2)
The primary objective of Assess & Define is to gather information about current City business processes
and translate the material into future business processes using Tyler Applications. Tyler uses a variety of
methods for obtaining the information, all requiring City collaboration. The City shall provide complete
and accurate information to Tyler staff for analysis and understanding of current workflows and business
processes.
4.3.1 Fundamentals Review
Fundamentals Review provides functional leads and Power Users an overall understanding of software
capabilities prior to beginning current and future state analysis. The primary goal is to provide a basic
understanding of system functionality, which provides a foundation for upcoming conversations
regarding future state processing. Tyler utilizes a variety of methods for completing fundamentals
training including the use of el -earning, videos, documentation, and walkthroughs.
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Exhibit E
4.3.2 Current/Future State Analysis
City and Tyler evaluate current state processes, options within the new software, pros and cons of each
option based on current or desired state, and make decisions about future state configuration and
processing.
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Exhibit E
4.3.3 Data Conversion Planning & Mapping
This entails the activities performed to prepare to convert data from the City's Legacy System
Applications to the Tyler system. Tyler staff and the City work together to complete Data Mapping for
each piece of data (as outlined in the Agreement) from the Legacy System to a location in the Tyler
system.
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Exhibit E
4.3.4 Standard 3rd Party Data Exchange Planning
Standard Data Exchange tools are available to allow clients to get data in and out of the Tyler system with
external systems. Data exchange tools can take the form of Imports and Exports, and Interfaces.
A Standard Interface is a real-time or automated exchange of data between two systems. This could be
done programmatically or through an API. It is Tyler's responsibility to ensure the Tyler programs operate
correctly. It is the City's responsibility to ensure the third party program operates or accesses the data
correctly.
The City and Tyler Project Manager(s) will work together to define/confirm which Data Exchanges are
needed (if not outlined in the Agreement). Tyler will provide a file layout for each Standard Data
Exchange.
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Exhibit E
4.3.5 Customization Analysis & Specification, if contracted
Tyler staff conducts additional analysis and develops specifications based on information discovered
during this Stage. The City reviews the specifications and confirms they meet City's needs prior to
acceptance. Out of Scope items or changes to specifications after acceptance may require a Change
Request.
Tyler's intention is to minimize Customizations by using Standard functionality within the Application,
which may require a City business process change. It is the responsibility of the City to detail all of their
needs during the Assess and Define Stage. Tyler will write up specifications (for City approval) for
contracted program Customizations. Upon approval, Tyler will make the agreed upon Customizations to
the respective program(s). Once the Customizations have been delivered, the City will test and approve
those changes during the Build and Validate Stage.
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4.3.6 Forms & Reports Planning
City and Tyler Project Manager(s) review Forms and Reporting needs. Items that may be included in the
Agreement are either Standard Forms and Reports or known/included Customization(s). Items not
included in the Agreement could be either City -developed Reports or a newly discovered Customization
that will require a Change Request.
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Exhibit E
4.3.7 System Deployment
The Tyler Technical Services team installs Tyler Applications on the server (hosted or client -based) and
ensures the platform operates as expected.
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Exhibit E
4.3.8 Control Point 2: Assess & Define Stage Acceptance
Acceptance criteria for this Stage includes completion of all criteria listed below. Advancement to the
Build & Validate Stage is dependent upon Tyler's receipt of the Stage Acceptance.
4.3.8.1 Assess & Define Stage Deliverables
• Completed analysis Questionnaire
o Objective: Gather and document information related to City business processes for
current/future state analysis as it relates to Tyler approach/solution.
o Scope: Provide comprehensive answers to all questions on Question naire(s).
o Acceptance criteria: City acceptance of completed Questionnaire based on thoroughness
of capturing all City business practices to be achieved through Tyler solution.
Data conversion summary and specification documents
o Objective: Define data conversion approach and strategy
o Scope: Data conversion approach defined, data extract strategy, conversion and
reconciliation strategy.
o Acceptance criteria: Data conversion document(s) delivered to the City, reflecting
complete and accurate conversion decisions.
Customization specification documents, if contracted
o Objective: Provide comprehensive outline of identified gaps, and how the custom
program meets the City's needs
o Scope: Design solution for Customization
o Acceptance criteria: City accepts Custom Specification Document(s) and agrees that the
proposed solution meets their requirements
■ Completed Forms options and/or packages
o Objective: Provide specifications for each City in Scope form, Report and output
requirements
o Scope: Complete Forms package(s) included in agreement and identify Reporting needs.
o Acceptance criteria: Identify Forms choices and receive supporting documentation
Installation checklist
o Objective: Installation of purchased Tyler software
o Scope: Tyler will conduct an initial coordination call, perform an installation of the
software included in the Agreement, conduct follow up to ensure all tasks are complete,
and complete server system administration training, unless the City is hosted.
o Acceptance criteria: Tyler software is successfully installed and available to authorized
users, City team members are trained on applicable system administration tasks.
4.3.8.2 Assess & Define Stage Acceptance Criteria
a Tyler software is installed
• Fundamentals review is complete
28/69 4"•
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Exhibit E
Required Form information complete and provided to Tyler
Current/Future state analysis completed; Questionnaires delivered and reviewed
Data conversion mapping and extractions completed and provided to Tyler
29/69 •0i+ yler
Exhibit E
4.4 Build & Validate (Stage 3)
The objective of the Build & Validate Stage is to prepare the software for use in accordance with the City's
needs identified during the Assess and Define Stage, preparing the City for Final Testing and Training.
4.4.1 Configuration & Power User Training
Tyler staff collaborates with the City to complete software configuration based on the outputs of the
future state analysis performed during the Assess and Define Stage. Tyler staff will train the City Power
Users to prepare them for the Validation of the software. The City collaborates with Tyler staff iteratively
to Validate software configuration.
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4.4.2 Data Conversion & Validation
Tyler completes an initial review of the converted data for errors. With assistance from the City, the Tyler
Data Conversion Team addresses items within the conversion program to provide the most efficient data
conversion possible. With guidance from Tyler, the City reviews specific data elements within the system
and identifies and Reports discrepancies in writing. Iteratively, Tyler collaborates with the City to address
conversion discrepancies prior to acceptance.
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Exhibit E
4.4.3 Standard 3rd Party Data Exchange Validation
Tyler provides training on Data Exchange(s) and the City tests each Data Exchange.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
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4.4.4 Customization Delivery & Validation, if contracted
Tyler delivers in Scope Customization(s) to the City for preliminary testing. Final acceptance will occur
during the Final Testing and Training Stage.
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Exhibit E
4.4.5 Forms & Reports Validation
Tyler provides training on Standard Forms/Reports and the City tests each Standard Form/Report.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
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Exhibit E
4.4.6 Control Point 3: Build & Validate Stage Acceptance
Acceptance criteria for this Stage includes all criteria listed below. Advancement to the Final Testing &
Training Stage is dependent upon Tyler's receipt of the Stage Acceptance.
4.4.6.1 Build & Validate Stage Deliverables
• Initial data conversion
o Objective: Convert Legacy System data into Tyler system
o Scope: Data conversion program complete; deliver converted data for review
o Acceptance criteria: Initial error log available for review
• Data conversion verification document
o Objective: Provide instructions to the City to verify converted data for accuracy
o Scope: Provide self -guided instructions to verify specific data components in Tyler system
o Acceptance criteria: City accepts data conversion delivery; City completes data issues log
• Installation of Customizations on the City's server(s) *except for hosted Clients
o Objective: Deliver Customization(s) in Tyler software
o __ Scope: Program for Customization is complete and available in Tvler software,
Customization testing
o Acceptance criteria: Delivery of Customization(s) results in objectives described in the
City -signed specification.
■ Standard Forms & Reports Delivered
o Objective: Provide Standard Forms & Reports for review
o Scope: Installation of all Standard Forms & Reports included in the Agreement
o Acceptance criteria: Standard Forms & Reports available in Tyler software for testing in
Stage 4
4.4.6.2 Build & Validate Stage Acceptance Criteria
+ Application configuration completed
• Standard Forms & Reports delivered and available for testing in Stage 4
• Data conversions (except final pass) delivered
• Standard 3`d party Data Exchange training provided
• Customizations delivered and available for testing in Stage 4
• The City and Tyler have done a review of primary configuration areas to Validate
completeness and readiness for testing and acceptance in Stage 4.
35/69 so tyl e r
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Exhibit E
4.5 Final Testing & Training (Stage 4)
During Final Testing and Training, Tyler and the City review the final Cutover plan. A critical Project
success factor is the City understanding the importance of Final Testing and Training and dedicating the
resources required for testing and training efforts in order to ensure a successful Production Cutover.
4.5.1 Cutover Planning
City and Tyler Project Manager(s) discuss final preparations and critical dates for Production Cutover.
Tyler delivers a Production Cutover Checklist to outline Cutover tasks to help prepare the City for success.
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Exhibit E
4.5.2 User Acceptance Testing (UAT)
The City performs User Acceptance Testing to verify software readiness for day-to-day business
processing. Tyler provides a Test Plan for users to follow to ensure proper Validation of the system.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
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Exhibit E
4.5.3 End User Training
End Users attend training sessions to learn how to utilize Tyler software. Training focuses primarily on
day-to-day City processes that will be delivered via group training, webinar, el -earnings and/or live
training sessions.
Unless stated otherwise in the Agreement, Tyler provides one occurrence of each scheduled training or
implementation topic with up to the maximum number of users as defined in the Agreement, or as
otherwise mutually agreed. City users who attended the Tyler sessions may train any City users not able
to attend the Tyler sessions or additional sessions may be contracted at the applicable rates for training.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
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Exhibit E
4.5.4 Control Point 4: Final Testing & Training Stage Acceptance
Acceptance criteria for this Stage includes all criteria listed below. Advancement to the Production
Cutover Stage is dependent upon Tyler's receipt of the Stage Acceptance.
4.5.4.1 Final Testing & Training Stage Deliverables
■ Production Cutover checklist
o Objective: Provide a detailed checklist outlining tasks necessary for production Cutover
o Scope: Dates for final conversion, date(s) to cease system processing in Legacy System,
date(s) for first processing in Tyler system, contingency plan for processing
o Acceptance criteria: Definition of all pre -production tasks, assignment of owners and
establishment of due dates
• User Acceptance Test Plan
o Objective: Provide testing steps to guide users through testing business processes in Tyler
software.
o Scope: Testing steps for Standard business processes.
o Acceptance criteria: Testing steps have been provided for Standard business processes.
4.5.4.2 t-inai i esting & i raining stage /Acceptance Lnieria
■ Production Cutover Checklist delivered and reviewed
• Customization(s) tested and accepted, if applicable
• Standard 3 d party Data Exchange programs tested and accepted
• Standard Forms & Reports tested and accepted
+. User acceptance testing completed
• End User training completed
39 / 69 V %
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Exhibit E
4.6 Production Cutover (Stage 5)
City and Tyler resources complete tasks as outlined in the Production Cutover Plan and the City begins
processing day-to-day business transactions in the Tyler software. Following production Cutover, the City
transitions to the Tyler support team for ongoing support of the Application.
4.6.1 Final Data Conversion, if applicable
The City provides final data extract and Reports from the Legacy System for data conversion and Tyler
executes final data conversion. The City may need to manually enter into the Tyler system any data added
to the Legacy System after final data extract.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
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4.6.2 Production Processing & Assistance
Tyler staff collaborates with the City during Production Cutover activities. The City transitions to Tyler
software for day -to day business processing.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
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4.6.3 Transition to Tyler Support
Tyler Project Manager(s) introduce the City to the Tyler Support team, who provides the City with day-to-
day assistance following Production Cutover.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
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Exhibit E
4.6.4 Schedule Post -production Services, if applicable
Tyler provides post -production services if included in the Agreement. Prior to scheduling services, the
Tyler Project Manager(s) collaborate with City Project Manager(s) to identify needs.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
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Exhibit E
4.6.5 Control Point 5: Production Cutover Stage Acceptance
Acceptance criteria for this Stage includes all criteria listed below. Advancement to the Phase/Project
Closure Stage is dependent upon Tyler's receipt of this Stage Acceptance.
4.6.5.1 Production Cutover Stage Deliverables
• Final data conversion, if applicable
o Objective: Ensure (in Scope) Legacy System data is available in Tyler software in
preparation for production processing.
o Scope: Final passes of all conversions completed in this Phase
o Acceptance criteria: Data is available in production environment
• Support transition documents
o Objective: Define strategy for on -going Tyler support
o Scope: Define support strategy for day-to-day processing, conference call with City
Project Manager(s) and Tyler support team, define roles and responsibilities, define
methods for contacting support
o Acceptance criteria: the City receives tools to contact support and understands proper
support procedures.
4.6.5.2 Production Cutover Stage Acceptance Criteria
• Final data conversion(s) delivered
• Processing is being done in Tyler production
• Transition to Tyler support is completed
• Post -live services have been scheduled, if applicable
44/69 tyler
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Exhibit E
4.7 Phase/Project Closure (Stage 6)
Project or Phase closure signifies full implementation of all products purchased and encompassed in the
Phase or Project. The City moves into the next cycle of their relationship with Tyler (next Phase of
implementation or long-term relationship with Tyler Support).
4.7.1 Close Phase/Project
The City and Tyler Project Manager(s) review the list of outstanding Project activities and develop a plan
to address them. The Tyler Project Manager(s) review the Project budget and status of each contract
Deliverable with the City Project Manager(s) prior to closing the Phase or Project.
RACI MATRIX KEY: R= Responsible A = Accountable C = Consulted I = Informed
STAGE 6
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Exhibit E
4.7.2 Control Point 6: Phase/Project Closure Stage Acceptance
Acceptance criteria for this Stage includes all criteria listed below. This is the final acceptance for the
Phase/Project.
4.7.2.1 Phase/Project Closure Stage Deliverables
+ Phase/Project reconciliation report
o Objective: Provide comparison of contract Scope and Project budget
o Scope: Contract Scope versus actual, analysis of services provided and remaining budget,
identify any necessary Change Requests or Project activity.
o Acceptance criteria: Acceptance of services and budget analysis and plan for changes, if
needed.
4.7.2.2 Phase/Project Closure Stage Acceptance Criteria
+ Outstanding Phase or Project activities have been documented and assigned
• Phase/final Project budget has been reconciled
• Tyler Deliverables for the Phase/Project are complete
46 / 69
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Exhibit E
S Roles and Responsibilities
5.1 Tyler Roles and Responsibilities
Tyler assigns Project Manager(s) prior to the start of each Phase of the project. The Project Manager
assigns additional Tyler resources as the schedule develops and as needs arise. One person may fill
multiple project roles.
5.1.1 Tyler Executive Management
• Provides clear direction for Tyler staff on executing on the project deliverables to align with
satisfying the City's overall organizational strategy
• Authorizes required project resources
• Resolves all decisions and/or issues not resolved at the implementation management level as part
of the escalation process
+ Offers additional support to the project team and is able to work with other Tyler department
managers in order to escalate and facilitate implementation project tasks and decisions
= Acts as the counterpart to the City's executive sponsor
ri 1 Twhor Imnlamantnt,inn, NAan,,. a_mpnt.
• Acts as the counterpart to the City steering committee.
• Assigns initial Tyler project personnel
• Works to resolve all decisions and/or issues not resolved at the project Management level as part
of the escalation process
• Attends City steering committee meetings as necessary
• Provides support for the project team
• Provides management support for the project to ensure it is staffed appropriately and staff have
necessary resources
• Monitors project progress including progress towards agreed upon goals and objectives
5.1.3 Tyler Protect Manager
The Tyler Project Manager(s) provides oversight of the project, coordination of resources between
departments, management of the project budget and schedule, effective risk and issue management, and
is the primary point of contact for all project related items.
• Contract Management
o Validates contract compliance throughout the project
o Ensures Deliverables meet contract requirements
o Acts as primary point of contact for all contract and invoicing questions
o Prepares and presents contract milestone sign -offs for acceptance by City Project Manager(s)
o Coordinates Change Requests, if needed, to ensure proper Scope and budgetary compliance
• Planning
47 / 69 6a
Exhibit E
o Update and deliver Implementation Management Plan
o Defines project tasks and resource requirements
o Develops initial project schedule and full scale Project Plan
o Collaborates with City Project Manager(s) to plan and schedule project timelines to achieve
on -time implementation
• Implementation Management
o Tightly manages Scope and budget of project, establishes process and approval matrix with
the City to ensure Scope changes and budget planned versus actual are transparent and
handled effectively and efficiently
o Establishes and manages a schedule and resource plan that properly supports the project
Plan as a whole that is also in balance with Scope/budget
o Establishes risk/issue tracking/reporting process between the City and Tyler and takes all
necessary steps to proactively mitigate these items or communicates with transparency to
the City any items that may negatively impact the outcomes of the project
o Collaborates with the City's Project Manager(s) to establish key business drivers and success
indicators that will help to govern project activities and key decisions to ensure a quality
outcome of the project
o Sets a routine communication plan that will aide all project team members, of both the City
and Tyler, in understanding the goals, objectives, current status and health of the project
• Team Management
o Acts as liaison between project team and Tyler manager(s)
o Identifies and coordinates all Tyler resources across all modules, Phases, and activities
including development, conversions, forms, installation, reports, implementation, and billing
o Provides direction and support to project team
o Builds partnerships among the various stakeholders, negotiating authority to move the
project forward
o Manages the appropriate assignment and timely completion of tasks as defined in the project
Plan, task list, and Production Cutover checklist
o Assesses team performance and adjusts as necessary
o Interfaces closely with Tyler developers to coordinate program Modification activities
o Coordinates with in Scope 3'd party providers to align activities with ongoing project tasks
5.1.4 Tyler Implementation Consultant
■ Completes tasks as assigned by the Tyler Project Manager(s)
• Performs problem solving and troubleshooting
• Follows up on issues identified during sessions
• Documents activities for on site services performed by Tyler
• Provides conversion Validation and error resolution assistance
Recommends guidance for testing Forms and Reports
• Tests software functionality with the City following configuration
• Assists during Production Cutover process and provides production support until the City
transitions to Tyler Support
• Provides product related education
48 / 69 rya
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Exhibit E
• Effectively facilitates training sessions and discussions with City and Tyler staff to ensure
adequate discussion of the appropriate agenda topics during the allotted time
• Conducts training (configuration, process, conversion Validation) for Power Users and the City's
designated trainers for End Users
• Clearly documents homework tasks with specific due dates and owners, supporting and
reconciling with the final project plan
• Keeps Tyler Project Manager(s) proactively apprised of any and all issues which may result in the
need for additional training, change in schedule, change in process decisions, or which have the
potential to adversely impact the success of the project prior to taking action
5.1.5 Tyler Sales
• Provide Sales background information to Implementation during Project Initiation
• Support Sales transition to Implementation
• Provide historical information, as needed, throughout implementation
5.1.6 Tyler Software Support
• Manages incoming client issues via phone, email, and online customer incident portal
• Documents and prioritizes issues in Tyler's Customer Relationship Management (CRM) system
• Provides issue analvsis and General aroduct Ruidance
• Tracks issues and tickets to timely and effective resolution
• Identifies options for resolving reported issues
• Reports and escalates defects to Tyler Development
• Communicates with the City on the status and resolution of reported issues
5.2 City Roles and Responsibilities
City resources will be assigned prior to the start of each Phase of the project. One person may be
assigned to multiple project roles.
5.2.1 City Executive Sponsor
• Provides clear direction for the Project and how the Project applies to the organization's overall
strategy
• Champions the project at the executive level to secure buy -in
• Authorizes required project resources
• Resolves all decisions and/or issues not resolved at the City steering committee level as part of
the escalation process
* Actively participates in organizational change communications
5.2.2 City Steering Committee
• Works to resolve all decisions and/or issues not resolved at the Project Manager level as part of
the escalation process
• Attends all scheduled steering committee meetings
• Provides support for the project team
49 / 69
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Exhibit E
• Assists with communicating key project messages throughout the organization
• Prioritizes the project within the organization
Provides management support for the project to ensure it is staffed appropriately and staff have
necessary resources
■ Monitors project progress including progress towards agreed upon goals and objectives
• Has the authority to approve or deny changes impacting the following areas:
o Cost
o Scope
o Schedule
o project Goals
o City Policies
5.2.3 City Project Manager
The City shall assign Project Manager(s) prior to the start of this project with overall responsibility and
authority to make decisions related to project Scope, scheduling, and task assignment, and communicates
decisions and commitments to the Tyler Project Manager(s) in a timely and efficient manner. When the
City Project Manager(s) do not have the knowledge or authority to make decisions, he or she engages the
correct resources from City to participate in discussions and make decisions in a timely fashion to avoid
project delays.
6 Contract Management
o Validates contract compliance throughout the project
o Ensures invoicing and Deliverables meet contract requirements
o Acts as primary point of contact for all contract and invoicing questions
o Signs off on contract milestone acknowledgment documents
o Collaborates on and approves Change Requests, if needed, to ensure proper Scope and
budgetary compliance
• Planning
o Review and acknowledge Implementation Management Plan
o Defines project tasks and resource requirements for City project team
o Collaborates in the development and approval of the initial Project Plan and Project Plan
o Collaborates with Tyler Project Manager(s) to plan and schedule project timelines to achieve
on -time implementation
• Implementation Management
o Tightly manages project budget and Scope and collaborates with Tyler Project Manager(s) to
establish a process and approval matrix to ensure Scope changes and budget planned versus
actual are transparent and handled effectively and efficiently
o Collaborates with Tyler Project Manager to establish and manage a schedule and resource
plan that properly supports the project Plan, as a whole, that is also in balance with
Scope/budget
o Collaborates with Tyler Project Manager(s) to establishes risk/issue tracking/reporting
process between the City and Tyler and takes all necessary steps to proactively mitigate these
50/69 s �16
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Exhibit E
items or communicates with transparency to Tyler any items that may impact the outcomes
of the project
o Collaborates with Tyler Project Manager(s) to establish key business drivers and success
indicators that will help to govern project activities and key decisions to ensure a quality
outcome of the project
o Routinely communicates with both City staff and Tyler, aiding in the understanding of goals,
objectives, current status, and health of the project by all team members
• Team Management
o Acts as liaison between project team and stakeholders
o Identifies and coordinates all City resources across all modules, Phases, and activities
including data conversions, forms design, hardware and software installation, reports
building, and satisfying invoices
o Provides direction and support to project team
o Builds partnerships among the various stakeholders, negotiating authority to move the
project forward
o Manages the appropriate assignment and timely completion of tasks as defined in the project
plan, task list, and production cutover checklist
o Assesses team performance and takes corrective action, if needed
o Provides guidance to City technical teams to ensure appropriate response and collaboration
with Tyler technical support teams to ensure timely response and appropriate resolution
o Coordinates in Scope 3rd party providers to align activities with ongoing project tasks
5.2.4 City Functional Leads
► Makes business process change decisions under time sensitive conditions
• Communicates existing business processes and procedures to Tyler consultants
Assists in identifying business process changes that may require escalation
• Attends and contributes business process expertise for current/future state analysis sessions
• Identifies and includes additional subject matter experts to participate in current/future state
analysis sessions
• Provides business process change support during Power User and End User training
• Completes performance tracking review with client project team on End User competency on
trained topics
• Provides Power and End Users with dedicated time to complete required homework tasks
• Act as an ambassador/champion of change for the new process.
• Identifies and communicates any additional training needs or scheduling conflicts to City Project
Manager
• Prepares and Validates Forms
• Actively participates in all aspects of the implementation, including, but not limited to, the
following key activities:
o Task completion
o Stakeholder Presentation
o Implementation Management Plan development
o Schedule development
o Maintenance and monitoring of risk register
o Escalation of issues
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Exhibit E
o Communication with Tyler project team
o Coordination of City resources
o Attendance at scheduled sessions
o Change Management activities
o Customization specification, demonstrations, testing and approval assistance
o Conversion Analysis and Verification Assistance
o Decentralized End User Training
o Process Testing
o User Acceptance Testing
5.2.5 City Power Users
• Participate in project activities as required by the project team and Project Manager(s)
• Provide subject matter expertise on City business processes and requirements
• Act as subject matter experts and attend current/future state and validation sessions as needed
• Attend all scheduled training sessions
• Participate in all required post -training processes as needed throughout project
Participate in conversion Validation
• Test all Application configuration to ensure it satisfies business process requirements
• Become Application experts
® Participate in User Acceptance Testing
Adopt and support changed procedures
Complete all Deliverables by the due dates defined in the Project Plan
• Demonstrate competency with Tyler products processing prior to Production Cutover
• Provide knowledge transfer to City staff during and after implementation
5.2.6 City End Users
• Attend all scheduled training sessions
Become proficient in Application functions related to job duties
• Adopt and utilize changed procedures
Complete all Deliverables by the due dates defined in the Project Plan
• Utilize software to perform job functions at and beyond Production Cutover
5.2.7 City Technical Support
• Coordinates updates and releases with Tyler as needed
• Coordinates the copying of source databases to training/testing databases as needed for training
days
• Extracts and transmits conversion data and control reports from City's Legacy System per the
conversion schedule set forth in the Project Plan
• Coordinates and adds new users and printers and other Peripherals as needed
• Validates all users understand log -on process and have necessary permission for all training
sessions
• Coordinates Interface development for City 3rd party Data Exchanges.
• Develops or assists in creating Reports as needed
• Ensures onsite system hardware meets specifications provided by Tyler
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Exhibit E
• Assists with software deployment as needed
5.2.8 City Upgrade Coordinator
• Becomes familiar with the Software Upgrade process and required steps
• Becomes familiar with Tyler's releases and updates
• Utilizes Tyler Community to stay abreast of the latest Tyler releases and updates, as well as the
latest helpful tools to manage the City's Software Upgrade process
• Assists with the Software Upgrade process during implementation
• Manages Software Upgrade activities post -implementation
• Manages Software Upgrade plan activities
r Coordinates Software Upgrade plan activities with City and Tyler resources
w Communicates changes affecting users and department stakeholders
• Obtains department stakeholder sign -offs to upgrade production environment
5.2.9 City project Toolset Coordinator
• Ensures users have appropriate access to Tyler project toolsets such as Tyler University, Tyler
Community, Tyler Product Knowledgebase, SharePoint, etc.
• Conducts training on proper use of toolsets
5.2.10 City Change Management Lead
■ Validates users receive timely and thorough communication regarding process changes
■ Provides coaching to Supervisors to prepare them to support users through the project changes
• Identifies the impact areas resulting from project activities and develops a plan to address them
proactively
• Identifies areas of resistance and develops a plan to reinforce the change
• Monitors post -production performance and new process adherence
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Exhibit E
6 Glossary
Accountable
The person who is ultimately accountable for decisions being made on
a task.
Application
A computer program designed to perform a group of coordinated
functions, tasks or activities for the benefit of the user.
Build Blueprint
A document recording future state decisions intended to allow Tyler to
satisfy business needs/requirements during the Build & Validate Stage
through configuration and setups to develop the final solution. A means
for the City to Validate what was agreed to be in Scope has been
Delivered.
Business Requirements
` A specification document used to describe City requirements not
Document
available through Tyler software functionality, which will lead to a
Modification with City acceptance.
Change Control
A systematic approach for managing change governing how Change
Requests will be received, assessed and acted on.
Change Management L An approach for ensuring that changes are thoroughly and smoothly
implemented and that the lasting benefits of change are achieved. The
focus is on the global impact of change with an intense focus on people
and how individuals and teams move from the current situation to the
new one.
Change Request
A form used as part of the Change Control process whereby changes in
the Scope of work, timeline, resources, and/or budget are revised and
agreed upon by participating parties.
Consulted
I Anyone who must be consulted with prior to a decision being made
and/or the task being completed
Consumables
Items that are used on a recurring basis, usually by Peripherals.
Examples: paper stock or scanner cleaning kits.
Control Point
Occurring at the end of each Stage, the Control Point serves as a formal
client review point. Project progress cannot continue until the client
acknowledges the agreed upon Deliverables of the Stage have been
met, or agree on an action plan to make the Deliverable acceptable and
move to next Stage while executing final steps of current Stage.
Data Exchange
A term used to reference Imports and Exports, and Interfaces which
allow data to be exchanged between an external system and Tyler
software.
Data Mapping
The process of mapping fields from the Legacy System to the
appropriate location in the new system from one or more sources.
Deliverable
A tangible or intangible object/document produced as a result of the
Project that is intended to be delivered to a client (either internal or
external) or vendor at a specific time.
End User
The person for whom the software is designed to use on a day-to-day
basis.
54 / 69 �,�
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Exhibit E
Forms
A document which is typically printed on a template background and
only captures data for one record per page. Forms are provided to
entity customers whether internal (employees) or external (citizens).
Imports and Exports
A process within the system that a user is expected to run to consume
(Import) or produce (Export) a specifically defined file format/layout.
Informed
Anyone who will be updated when decisions are made or a task is
completed.
Install
References the initial Installation of software files on client servers and
preparing the software for use during configuration. The version
currently available for general release will always be used during the
initial Install.
Interface
A real-time or automated exchange of data between two systems.
Legacy System
The system from which.: client Is converting.
Modification
Modification of software program package to provide individual client
requirements documented within the Scope of the Agreement.
Peripherals
An auxiliary device that connects to and works with the computer in
some way. Examples: mouse, keyboard, scanner, external drive,
microphone, speaker, webcam, and digital camera.
Phase
A portion of the Project in which specific set of related products are
typically implemented. Phases each have an independent start,
Production Cutover and closure dates but use the same
Implementation Plans as other Phases within the Project. Phases may
overlap or be sequential and may have the same Tyler Project Manager
and Tyler project team or different individuals assigned.
Power User
j An experienced client person or group who is (are) an expert(s) in the
{ client business processes, as well as knowledgeable in the requirements
I and acceptance criteria.
Production Cutover
The City is using the Tyler software to conduct daily operations.
Project
The Project includes all implementation activity from Plan & Initiate to
i Closure for all products, Applications and functionality included in a
single Agreement. The Project may be broken down into multiple
Phases.
Project Plan
The Project Plan serves as the master roadmap for the Project. The
Project Plan will be the detailed task list of the essential activities to be
performed to complete the Project. Each activity will have owner(s),
participant(s) if applicable, start date, and due dates. The Project Plan is
a living document and will be updated quarterly with the detailed tasks
for the next future quarter; only high level tasks with rough timeframes
will be plotted out beyond this.
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Exhibit E
Project Planning Meeting , Occurs during the Plan & Initiate Stage to coordinate with the Client
Project Manager to discuss Scope, information needed for project
scheduling and resources.
RACI
A chart describing level of participation by various roles in completing
tasks or Deliverables for a Project or process. Also known as a
responsibility assignment matrix (RAM) or linear responsibility chart
(LRC). ....... ...........
Reports
Formatted to return information related to multiple records in a
structured format. Information is typically presented in both detail and
summary form for a user to consume.
Responsible
The person who will be completing the task.
Scope
i Products and services that are included in the Agreement.
Software Upgrade
i
References the act of updating software files to a newer software
release.
Stage
The top-level components of the WBS. Each Stage is repeated for
individual Phases of the Project and requires acknowledgement before
continuing to the next Stage. Some tasks in the next Stage may begin
before the prior Stage is complete.
Stakeholder Presentation
Representatives of the Tyler implementation team will meet with key
client representatives to present high level project expectations and
outline how Tyler and the Client can successfully partner to create an
environment for a successful implementation.
Standard
!'Included in the base software (out of the box) package.
Statement of Work (SOW) Document which will provide supporting detail to the Agreement
defining project -specific activities and Deliverables Tyler will provide to
the client.
Validation (or to validate) ! The process of testing and approving that a specific Deliverable,
process, program or product is working as expected.
Work Breakdown Structure A hierarchical representation of a Project or Phase broken down into
(WBS) smaller, more manageable components.
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Exhibit E
% Data Conversion Process for EnerGov Enterprise Server
7.1 Overview:
This document is an introduction to the SQL Server EG_Template database and how to populate it.
The Full Conversion is the same process, as the Templated. However, with the Full Conversion option,
Tyler is responsible for the data import instead of the client.
7.2 Modularized Design:
As with the EnerGov software, the EG_Template db is sectioned into modules. Each contains one master
table at the top of the chain (ex. 'permit' for the Permit module). Within each module, various child
tables branch below the master table for the associated module (ex. 'permit address', 'permit note',
etc.).
Some tables cross multiple modules. The most notable of these involve inspections and payment
transactions.
The EG_Template database includes database diagrams, which indicate the tables and their relationships
to each module.
7.3 Required Fields:
In the EnerGov software, some fields are "Required Fields," and the associated columns must be
populated for records to be written to the EnerGov db. On occasion, these required fields will not be
available in the legacy source data, so a simple default value can be written to the EG_Template db to
fulfill any NOT NULL constraint.
Dropdown picklist columns restrict the user from entering certain values in the EnerGov db. Conversely,
drop -down fields do not have a restriction on values written to the EG_Template db. Therefore, exact
spelling or careful matching to the EnerGov configured values is not a requirement for fields intended for
EnerGov drop -down fields. Tyler maps the values through a separate table to translate the values to the
appropriate EnerGov value during conversion and collaborates with the client to validate the resulting
mappings during the development phase of the conversion.
7.4 Custom Fields (any fields not available in the master table for the
module in question):
Most legacy systems have some attribute fields that are not specified in the corresponding master table
within EG_Template. Tyler refers to these as custom fields. Within each module exists a child table for
such custom fields. Since these fields are specific to the legacy system(s), the client may add columns to
these tables in EG_Template to accommodate any needed custom fields in the migration. For example,
'permit_additional_fields' is the table for extra fields relating to the 'permit' records.
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Exhibit E
7.5 Gap Handling (where legacy data doesn't fit anywhere within
EG Template):
On occasion, legacy systems contain special features for which EnerGov does not account in the
EG_Template db. As a result, the need may arise to develop a custom solution to address special cases.
7.6 Contacts:
Contacts generally fall into two categories:
Those managed with each person/company having one contact record, kept up to date over time.
With this model, there is generally no duplication of contact records (except when created by
mistake).
2. Contacts where the user enters the contact attribute info on each permit, case, license, etc. With
this model, there is no single master record representing the contact itself and there is likely
considerable duplication of contacts.
EnerGov stores contacts as in category 1 above. Tyler migrates contacts put into EG_Template without a
master 'contact' record link (category 2 above) into custom field memo boxes to avoid duplication of
contacts within the EnerGov contact repository. For example, when populating the permit contacts, for
contacts in category 1, input the record into the 'permit contact' table. Input contacts for category 2 into
the 'permit_contact_no_key' table.
7.7 Multiple Legacy Data Sources:
When presenting multiple data sources, ensure population of EG_Template for all data sources. At the
main table level, an optional column exists for the legacy data source. Tyler provides this column to easily
count or research records originating from a particular legacy data source.
7.8 Overall Architecture of Conversion:
There are 3 SQL Server databases involved in the conversion process.
1. EG Template (for legacy data)
2. EnerGov (the production EnerGov db)
3. A database containing all conversion processes and mapping tables; maintained by Tyler's data
conversion team. This db translates the data from EG_Tempate into the EnerGov db.
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Exhibit E
• All legacy data
• Db used to
• EnerGov db
sources
map/translate
used by the
populated
data before
EnerGov
into one db
passing into
software.
within the
EnerGov.
templated
Stored
table
procedures
structure.
and functions
exist in this
db, which
becomes the
conversion
y
source code.
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• tyler
Exhibit E
7.9 Progression of Conversion Development Process:
(Provide empty EG_Template
Tyler
Database format will be SQL Server
atabase to client
ILoad legacy data into template
Client
if there are multiple legacy data sources, all
database
should be loaded into the one template SQL
database.
(Mapping process
Tyler /Client
Dependent on comp#eted EnerGov
configuration
Spreadsheets will be used to communicate
mappingvalues.
Mapping questions may arise and both parties
may need to discuss these Until answers are
.agreed
upon.
(Import -specific configuration
Tyler
Certain fields or values may need to exist for
-hanges to EnerGov
imported records only. These usually require
some minor EnerGov configuration changes.
Customize conversion scripts
Tyler
Minor customization can be expected for
many
conversions, based on special requests from
client.
Any special requests would also be added into
the conversion scripts at this time.
Conversion execution
Tyler
Resulting EnerGov database will be provided
o client team for review.
IReview and either sign -off or
Client
Client team will reviewthe data and the
request changes
interaction with it in the EnerGov software.
If it meets the client's needs, sign -off will
occur. If not, certain steps above may need t
be repeated until client signs off on the
conversion.
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Exhibit E
7.10 Progression of Final Conversion Cutover Process (Go -Live):
.• _
Goad legacy data into
Itemplate database
Conversion execution
Client
e
This should just bean up-to-date extract of
the legacy data into the template db.
Tyler
Resulting EnerGov database will be provided
o client team. This will be the production
EnerGov db.
o Live
yler /Client
erification of EnerGov db and site
1
functionality - Data Conversion sign -off
Move to production phase
7.11 Data Import Areas:
7.12 Business and Professional Licensing
• Business entity (Only for Business Licensing)
LILeIThe IIIdSLer Udbi(, ifIIUIIIIdLlUlI
• License Contacts
• Contacts — Unique (keyed) contacts converted to global contacts
Non -keyed contacts converted to a Memo Custom Field or a standard note Parcel and Addresses
• Reviews and Approvals — Converted to Activity
• Fees
• Bonds and Escrow
• Activities and Actions
• Conditions
• Notes
• Holds
• Initialized Workflows
■ Attachments
• Contractors
• Business Types & NAICS codes
• Payment and Fee History
7.13 Code Case Management
• Code Case master basic information
• Code Case Contacts and Properties
• Contacts — Unique (keyed) contacts converted to global contacts
• Non -keyed contacts converted to a Memo Custom Field or a standard note
• Parcels and Addresses
• Reviews and Approvals — Converted to Activity Active Fees
• Activities and Actions
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Exhibit E
• Notes
• Holds
• Initialized Workflows
• Attachments
• Violations
o Fees
o Payments
o Notes
+ Meetings and Hearings
+ Zones
• Requests
+ Payment and Fee history
7.14 Permitting
• Permit master basic information
• Permit Contacts
• Contacts — Unique (keyed) contacts converted to global contacts
+ Non -keyed contacts converted to a Memo Custom Field or a standard note
• Parcels and Addresses
■ Reviews and Approvals — Converted to Activity
• Inspections and Inspection Cases
• Sub -Permit Associations — Visible in workflow and attached records section
• Fees
• Meetings and Hearings
• Bonds and Escrow
• Activities and Actions
• Conditions
• Notes
• Zones
• Holds
• Renewals
• Initialized Workflows
• Attachments
■ Contractors
• Projects
• Payment and Fee History
7.15 Plan Management
• Plan master basic information
• Plan Contacts
• Contacts — Unique (keyed) contacts converted to global contacts
• Non -keyed contacts converted to a Memo Custom Field or a standard note
• Parcels and Addresses
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a
■
Exhibit E
• Reviews and Approvals — Converted to Activity
• Inspections and Inspection Cases
• Fees
• Meetings and Hearings
• Bonds and Escrow
• Activities and Actions
• Conditions
• Notes
• Zones
• Holds
• Initialized Workflows
• Attachments
• Projects
• Payment and Fee history
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Exhibit E
$ Tyler Resources Purchased
The total professional services hours set forth in the Investment Summary have been allocated to the
project as follows:
8.1 Billable Hourse and Expenses in Scope
O Project Management Services = 442 PMS resource hours
O Professional Implementation Services = 1,470 PIS resource hours
O Fundamentals & System Administration Training = 40 SA/FT resource hours
O Training and Production Support = 176 EUT&PS resource hours (including 40 hours configuration
training)
O Report Development Services = Letters and Forms Development (5 pack)
O Data Conversion Services = 80 DCS resource hours
o Including up to 4 DT data transfers (passes) from the DCT-DB to EnerGov
O Integration Services = 0 IH resource hours (includes integration to NWS General Ledger at no
cost)
8.2 Business Scope (Transactions and Automation)
O 7 complex UBTiS unique Business Transaction Types
O 39 average UBTiS unique Business Transaction Types
O 9 BMPTT Best Management Practice Transaction Types (BMP Template)
O 5 GRwS unique GeoRules
O 10 UAE unique Automation Events (Intelligent Object —10 & Intelligent Automation Agent— IAA)
8.3 "Business transaction" is defined by:
O Unique workflow or business process steps & actions (including output actions)
O Unique Automation logic (10 logic etc)
O Unique Fee assessment/configuration definition
O Unique Custom fields/forms definition
Uniqueness of any of these mentioned parameters regulates the need for a unique business case
8.4 "BMP Template transaction" is defined by:
O A pre -defined and pre -configured EnerGov best management business process.
8.5 "Geo-Rule" is defined by:
O An automation event that is triggered by a condition configured around the source Esri
geodatabase. Current geo-rule events are:
• Alert • Displays a pop-up with a custom message to the user, notifying them of
certain spatial data (i.e. noise abatement zones; flood zones; etc.).
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•
Exhibit E
• Block IP Places a block on the case and prevents any progress or updates from
occurring on the record (i.e. no status changes can be completed, no fees
can be paid, the workflow cannot be managed, etc.)
• Block with Override • Places a block on the case and prevents any progress or updates from
occurring on the record (i.e. no status changes can be completed, no fees
can be paid, the workflow cannot be managed, etc.) However, the block can
be overridden by end -users who have been given the proper securities.
• Fee Date Populates the CPI vesting date on the record if vesting maps are used by the
jurisdiction.
• Filed Mapping A custom field or any field inherent in the EnerGov application can
automatically populate with information based on spatial data.
■ Required Action • A workflow action can automatically populate in the workflow details for
the particular record (i.e. plan, permit, code case, etc.) that requires the
action based on certain spatial data related to the case.
• Required Step • A workflow step can automatically populate in the workflow details for the
particular record (i.e. plan, permit, code case, etc.) that requires the step
based on certain spatial data related to the case.
• Zone Mapping • The zone(s) automatically populate on the "Zones" tab of the record (Le.
plan, permit, code case, etc.).
.6 "Intelligent Object (10)" is defined by:
O Key components for automatically and reactively triggering geo-rules, computing fees, and
generating emails, alerts and other notifications.
.7 "Intelligent Automation Agent (IAA)" is defined by:
O A tool designed to automate task in a proactive manner by setting values and generating emails
and other tasks. On a nightly basis, a Windows service sweeps the EnerGov system looking for
IAA conditions that have been met, and the associated actions are then performed. The IAA does
not generate alerts or errors.
8. "EnerGov SDK API (Toolkits)" are defined by:
O API's developed by Tyler Technologies for the purpose of extending the EnerGov Framework and
functionality to external agencies and systems. Full documentation is available for each toolkit
upon request.
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Exhibit E
Note: The EnerGov toolkits and related documentation are simply tools that allow clients to create
applications and integrations. The purchase of a toolkit does not imply any development related
services from Tyler Technologies. The client is responsible for working with their IT staff and VAR's
to develop any necessary applications and integrations except as otherwise noted in the
Investment Summary for any "in -scope" integrations.
8.9 Estimated Timeline
Timelines will be updated during the project planning process and adjusted, as necessary, over the
course of the project. The estimated timeline is currently projected to be between 16-18 months
assuming a continuous single project phase rollout.
8.10 Project Methodology Overview
Tyler bases its implementation methodology on the Project Management Institute's (PMI) Process
Groups (Initiating, Planning Executing, Monitoring & Controlling, and Closing). Using this model, Tyler
developed a 6-Stage process specifically designed to focus on critical project success measurement
factors.
Tailored specifically for Tyler's public sector clients, the implementation methodology contains
Control Points throughout each Phase to ensure adherence to Scope, budget, and schedule controls,
as well as effective communications and quality standards. Clearly defined, the implementation
methodology repeats consistently acrose Phases, and is scaled to meet the City's complexity and
organizational needs.
For the City's Project, Tyler is suggesting an iterative approach to the implementation rather than a
traditional waterfall approach. Under this approach, Tyler will work with the City to finalize a
comprehensive list of all business transactions to be implemented. The parties will then organize
those business transactions into smaller groupings. The groupings will be logically organized around
impacted City department(s), business units, and applications and documented in a Configuration
Plan. Tyler will then follow a repeating cycle for each grouping of transactions. In each such cycle,
Tyler will define the process, configure the application, train the City on the configured processes for
testing, and resolve any issues the City identifies through testing.
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a� y.:
Exhibit E
9 Stage Acceptance Form
Control Point [X]: [Stage Name] Stage Acceptance
Date:
Client:
Client Project Manager:
Tyler Project Manager:
Project Phase:
This memo indicates that the following activities have been satisfactorily completed and that the client
authorizes Tyler to proceed to stage [X], [Stage Name], as scheduled for this phase of the project.
ILUIIlpieteci ueiWerauies ILei I1QL-U itt!rel
Please return this sign off to your Project Manager. If we do not receive it within 5 business days, we will
consider the sign off complete.
Client Project
Manager:
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Date:
8•C'etyler
Exhibit E
10 City of Fayetteville - Change Order [X]
Tyler Technologies
Client:
Requested By:
Client Project Manager:
Expiration Date:
PROPOSED CHANGE
IuIWAT"&fflZya-Al"0[ero
Task
Date:
Tyler Project
Manager:
Change Req. Number:
Original i Original Proposed
Start Date Finish Date . Start Date
I
Proposed
Finish Date
Resources-,..
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r!h .1� ty er
r
Task 1 Estimated Hours Rate / hr
i
i
Total
$0
Total Task Category
.... ... ... .......................... .-
ACCEPTANCE
NOTE: No changes may be made to this project without the agreement of the Project Manager(s), and
must ne approvea oy the Nroject uirector. �)uomit enaorsea �-nange urger to the 1 yier 1 ecnnoiogies
Project Manager.
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tyler
(.x�_4JPA
National Joint Powers Alliance
City of Fayetteville
Member #34143
This certificate entitles the entity named above the opportunity to
puchase off of nationally, competitively bid contracts_ The entity will
save time by using pre -bid contracts, save money by leveraged volume
pricing and obtain quality products from nationally acclaimed vendors.
Duff Erholt, �bership Manager
City of Fayetteville, Arkansas - Budget Adjustment Form (Legistar)
Budget Year Division Adjustment Number
/Org2 INFORMATION TECHNOLOGY (170)
2018
Requestor: Keith Macedo
BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION:
$89,218 to fund three positions to backfill existing employees as part of implementing ERP project (13008). Funding is
coming from the General Fund use of fund balance. This would include a Staff Engineer (Engineer in training position),
a Planner 1 position, and Technical Support Specialist position within Information Technology. Staff is requesting
approval of a budget adjustment to utilize fund balance from the General Fund to fund project staffing for the
remaining 5 months of fiscal year 2018, in the total amount of $100,000.00. Future expenses will be incorporated into
COUNCIL DATE: 6/5/201 8
LEGISTAR FILE ID#: 2018-0280
Kev%yv SprCv►.ge-
5/1V2018 10:02 AIM
Budget Director
TYPE:
DESCRIPTION:
Date
GLDATE:
RESOLUTION/ORDINANCE
I POSTED:
TOTAL
89,218 89,218
v.20180417
Increase / (Decrease)
Project.Sub#
Account Number
Expense Revenue
Project Sub
AT
Account Name
1010.640.6400-5100.00
6,600
EX
Salaries/Wages - FT, Regular
1010.640.6400-5101.00
3,400 -
EX
Overtime - General
1010.620.6200-5130.00
10,000 -
EX
"Extra Services - Personnel
1010.170.1710-5100.00
1010.17 0.1710-5105.00
1010.170.1710-5105.01
1010.170.1710-5108.00
1010.621.6220-5100.00
1010.621.62 20-5105.00
1010.621.62 20-5105.01
1010.621.62 20- 5108.00
1010.63 0.63 00-5100.00
1010.63 0.63 00-5105.00
1010.630.6300-5105.01
1010.63 0.63 00-5108.00
1010.001.0001-4999.99
20,284
1,258
292
17,978
1,117
262
2,890
- EX
Salaries/Wages - FT, Regular
- EX
Payroll Taxes - FICA
- EX
Payroll Taxes - Medicare
- EX
Emp Insurance - Health
- EX
Salaries/Wages - FT, Regular
- EX
Payroll Taxes - FICA
EX
Payroll Taxes - Medicare
- EX
Emp Insurance - Health
17,978 -
1,117 -
EX
EX
Salaries/Wages - FT, Regular
Payroll Taxes - FICA
262 _
EX
Payroll Taxes - Medicare
2,890 -
EX
Emp Insurance - Health
- 89,218
RE
Use Fund Balance - Current
H:\Budget\Budget Adjustments\2018_Budget\CITY_COUNCIL\2018-06-19\2018-0280 BA ENERGOV TEMP POSITIONS.Asm 1 of 1
City of Fayetteville, Arkansas - Budget Adjustment Form (Legistar)
Budget Year Division Adjustment Number
/Org2 INFORMATION TECHNOLOGY (170)
2018
Requestor: Keith Macedo
BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION:
To move $695,000 in budget from the Workorder System upgrade project (16003) over to the ERP Purchase project
(13008). This is necessary since the workorder system will actually be replaced and a sizable portion of the community
development piece was budgeted originally within the ERP purchase.
RESOLUTION/ORDINANCE
COUNCIL DATE
LEGISTAR FILE ID#
6/5/2018
2018-0280
KevivvSpr6rgei-
V15/2018 2:14 PM
Budget Director
TYPE:
DESCRIPTION:
GLDATE:
POSTED:
Date
TOTAL - _ v.20180417
Increase / (Decrease) Project.Sub#
Account Number Expense Revenue Project Sub AT Account Name
4470.170.8170-5801.00 695,000 13008 6000 EX Fixed Assets -
4470.170.8170-5209.00 (695,000) - 16003 1 EX Software-:
H:\Budget\Budget Adjustments\2018_Budget\CITY_COUNCIL\2018-06-19\2018-0280 BA2 ENERGOV CONTRACT.Asm 1 of 1
Tyler Technologies Inc.
EnerGov Agreement
City of Fayetteville Staff Review Form
2019-0329
Legistar File ID
N/A
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
Keith Macedo 5/20/2019 INFORMATION TECHNOLOGY (170)
Submitted By Submitted Date Division / Department
Action Recommendation:
Staff recommends authorizing the attached change order to the Tyler Technologies Inc. EnerGov agreement to
add 40 hours of training hours.for system administration training.
Budget Impact:
4470.170.8170-5315.00
Account Number
13008.6000.6500
Project Number
Sales Tax Capital
Fund
ERP Upgrade/Replacement
Budgeted Item? Yes Current Budget
Funds Obligated
Current Balance
Does item have a cost? Yes
Budget Adjustment Attached? NA
Item Cost
Budget Adjustment
Remaining Budget
Project Title
$ 25, 602.00
$ 25,602.00
$ 7,000.00
$ 18,602.00
V20160321
Purchase Order Number: 2018-00000482 Previous Ordinance or Resolution # Res 137-18
Change Order Number:
Original Contract Number: 2018-00000031
Comments:
Approval Date:
5/23/19
CITY OF
FAYETTEVILLE
ARKA'NSAS
TO: Mayor Jordan
THRU: Don Marr, Chief of Staff
FROM: Keith Macedo, Information Technology Director
DATE: May 20, 2019
STAFF MEMO
SUBJECT: Staff recommends authorizing the attached change order to the Tyler
Technologies Inc. EnerGov agreement to add 40 hours of consulting services for
system administration training.
RECOMMENDATION:
Staff recommends authorizing the attached change order to the Tyler Technologies Inc.
EnerGov agreement to add 40 hours of consulting services for system administration training
BACKGROUND:
City Council approved an agreement on June 19, 2018 for the purchase and implementation of
EnerGov's Development Services software in the amount of $619,048.00 through the National
Joint Powers Alliance (NJPA) cooperative purchasing contract 110515, approved funding for
five (5) years of annual software maintenance in amount of $260,575.00, and approved a 15%
project contingency in the amount of $92,857.20.
DISCUSSION:
City staff is working closely with EnerGov's project team and is currently on track to go -live in
June of 2020. During project discussions the team has determined the need to obtain additional
project hours to provide detailed training related to administration, automation configuration, and
GIS. The training will be held onsite and will be tailored towards IT, GIS, and Development
Services super users. The primary focus of the training will be teaching staff how to configure
future process in the most efficient manner possible by utilizes EnerGov's automation tools.
The training will be scheduled in the late fall of 2019 to ensure the initial software build is
complete and staff will have access to the software during training.
BUDGET/STAFF IMPACT:
The cost of the additional training hours included in the attached change order is $7,000.00 and
will be funded from the approved contingency of $92,857.20 that is within the sales tax capital
fund. The training will be held onsite and any EnerGov travel expenses will be funded from the
current project travel budget.
Attachments: Staff review form, Staff review memo, Tyler change order
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
��'i •�i tyler
r technologies
Fayetteville, AR - External Change Ord er:TY-EG-2019-220220
Tyler Technologies
Title: Configuration Training - Fayetteville, AR
Contract: 2017-0097
Date: 5/9/2019
Client Project Manager: Andrews, Collins
Tyler Project Manager: Crockett, Jill
PROPOSED CHANGE
Client would like to purchase an additional 40 hours configuration training to supplement the 40
hours already purchased. This would cover: 1. Fee, fee template, and fee schedule configuration.
2.User/user role configuration . 3. CSS configuration (changing fonts, themes, permit/plan
cases/business licenses that can or cannot be submitted online, etc). 4. Workflow configuration.
5.Custom field configuration. 6.Automation configuration. 7.Geo Rule configuration. 8.Global
contacts 9. File category for eReviews 10. Attachment Groups. 11. CSS Admin (8 hours remote).
IMPACT OF CHANGE
Task Overall Shift In Weeks
40 hours Training + 1 travel trip with expenses billed
outside of this change order. 0
0
••#. tyler
0 technologies
Cost
Tasks:
Task Category
Fixed Fee
Billable Hrs.
Non -Billable
Hrs.
Rate
Training
Billable
40
$175
_
$
FEst. Billable Effort: 40 Est. Non -Billable Effort: 0
Est. Billable Value: $7000 Est. Non -Billable Value: $0 Fixed Fee Value: $0
Change Total: $7000
Acceptance
Note: No changes may be made to this project without the agreement of the Project Manager(s) and must be
approved by the Project Director. Submit endorsed Change Order to the Tyler Technologies Project Manager.
Requested
Date Title Approved By Signature
Project Manager Crockett, Jill
PMO Manager
Jamie Olsen
Implementation
� �✓�
Manager
Rich, Jeff
Conversion Manager
-
-
Report Developer
-
-
Training Manager
Steiner, Wendy
Delivery Manager
-
-
Director,
Professional
Services
Jeff Rich
VP, Professional
Services
Peter Stubbs
boftR
Client Manager
w
i c3v (% / kv
Travel authorization with
City of Fayetteville Staff Review Form Tyler Technologies, Inc.
2020-0028
Legistar File ID
N/A
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
Keith Macedo 1/8/2020 INFORMATION TECHNOLOGY (170)
Submitted By Submitted Date Division / Department
Action Recommendation:
Staff recommends authorizing the attached travel authorization with Tyler Technologies Inc. for EnerGov staff
to perform onsite training at City Hall.
4470.170.8170-5315.00
Account Number
13008.6000.6200
Project Number
Budgeted Item? Yes
Does item have a cost? Yes
Budget Adjustment Attached? NA
Budget Impact:
Sales Tax Capital
Fund
ERP Upgrade/Replacement
Current Budget
Funds Obligated
Current Balance
Item Cost
Budget Adjustment
Remaining Budget
Project Title
$ 359,711.00
$ 121,468.75
$ 238,242.25
$ 238,242.25
V20180321
Purchase Order Number: 2018-00000482 Previous Ordinance or Resolution # Res 137-18
Change Order Number: Approval Date: 1/13/2020
Original Contract Number: 2018-00000031
Comments:
CITY OF
FAVETTEVILLE
ARKANSAS
TO: Mayor Jordan
THRU: Susan Norton, Chief of Staff
FROM: Keith Macedo, Information Technology Director
DATE: January 8, 2020
STAFF MEMO
SUBJECT: Staff recommends authorizing the attached travel authorization with Tyler
Technologies Inc. for EnerGov staff to perform onsite training at City Hall.
RECOMMENDATION:
Staff recommends authorizing the attached travel authorization with Tyler Technologies Inc. for
EnerGov staff to perform onsite training at City Hall.
BACKGROUND:
City Council approved an agreement on June 19, 2018 for the purchase and implementation of
EnerGov's Development Services software in the amount of $619,048.00 through the National
Joint Powers Alliance (NJPA) cooperative purchasing contract 110515, approved funding for
five (5) years of annual software maintenance in amount of $260,575.00, and approved a 15%
project contingency in the amount of $92,857.20.
DISCUSSION:
City staff is working closely with EnerGov's project team and is currently on track to go -live in
June of 2020. We are nearing the initial software configuration portion of the Build and Validate
phase and are ready to begin onsite staff training. Tyler Technologies requires the City to agree
to onsite training terms that states if the City cancels training the City would be liable to pay for
any expense that is Tyler paid that is non-refundable. City IT staff have confirmed staff
availability for the training and do not see anything that will conflict with the training. Due to this
we are recommending approval and signing the attached travel authorization to confirm onsite
administration training for week of February 24th 2020.
BUDGET/STAFF IMPACT:
The cost of the training is budgeted within the project training budget which has not been used
to date. All funding from this is coming from the Sales Tax Capital fund.
Attachments: Staff review form, Staff review memo, Tyler Travel Authorization form.
Mailing Address:
113 W. Mountain Street www.fayetteville-argov
Fayetteville. AR 72701
0
ty
tier
Travel Authorization
UAT Training
Client: City of Fayetteville,'
Arkansas
Date: 1/3/2020
Generated By: Jill Crockett
The City of Fayetteville has entered their User Acceptance Testing stage of the project. As such, Tyler
Technologies (Tyler) will need to make corresponding travel arrangements for our Training Resource. The
current schedule calls for Tyler resource to be onsite for the week of February 241 , 2020.
As such, the City of Fayetteville is signing this document to indicate their approval for Tyler to schedule travel
arrangements for the week of February 24th . The City of Fayetteville understands that any deviation from the
schedule as currently set out may result in travel costs that cannot be changed and, therefore, will be billed to
City of Fayetteville in addition to any new travel costs for adjusted dates.
In the event City of Fayetteville cancels services less than two (2) weeks in advance, the City of Fayetteville is
liable to Tyler for (i) all non-refundable expenses incurred by Tyler on City of Fayetteville's behalf; and (ii) daily
fees associated with the cancelled services if Tyler is unable to re -assign its personnel.
Note: The expectation of the project is that travel will occur during standard working hours one day prior to
and one day following onsite activities. At the discretion of the assigned resource, they may choose to travel
outside of standard working hours if it better accommodates their schedule.
Acceptance of the above
Print Name
Signature
Date
Mayor Lioneld Jordan
(Please return signed copy to your EnerGov Project Manager)
O
�r00 0ty
660
• tecer
hnologies
Property of Tyler Technologies
Implementation Services
January 8, 2020
2013 Tyler Technologies. All Rights Reserved. 11 Page
Keith Macedo
Submitted By
City of Fayetteville Staff Review Form
2020-0229
Legistar File ID
N/A
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
Sales Quote for additional
Tyler Technologies Inc.
EnerGov Software Licenses
2/28/2020 INFORMATION TECHNOLOGY (170)
Submitted Date Division / Department
Action Recommendation:
Staff recommends authorizing the attached sales quote to authorize the City to purchase additional Tyler
Technologies Inc. EnerGov software licenses.
4470.170.8170-5209.00
Account Number
13008.6000.6100
Project Number
Budgeted Item? Yes
Does item have a cost? Yes
Budget Adjustment Attached? NA
Budget Impact:
Sales Tax Capital
Fund
ERP Upgrade/Replacement
Current Budget
Funds Obligated
Current Balance
Item Cost
Budget Adjustment
Remaining Budget
Project Title
$ 75,000.00
I $ 75,000.00
$ 59,744.00
r$ 15,256.00
V20180321
Purchase Order Number: 2018-00000482 Previous Ordinance or Resolution # Res 137-18
Change Order Number:
Original Contract Number:
Comments:
2018-00000031
Approval Date:
3/3/2020
CITY OF
FAYETTEVILLE
W ARKANSAS
W
TO:, Mayor Jordan
THRU: Susan Norton, Chief of Staff
FROM: Keith Macedo, Information Technology Director
DATE: February 28, 2020
STAFF MEMO
SUBJECT: Staff recommends authorizing the attached sales quote to authorize the City to
purchase additional Tyler Technologies Inc. EnerGov software licenses.
RECOMMENDATION:
Staff recommends authorizing the attached sales quote to authorize the City to purchase
additional Tyler Technologies Inc. EnerGov software licenses.
BACKGROUND:
City Council approved an agreement on June 19, 2018 for the purchase and implementation of
EnerGov's Development Services software in the amount of $619,048.00 through the National
Joint Powers Alliance (NJPA) cooperative purchasing contract 110515, approved funding for
five (5) years of annual software maintenance in amount of $260,575.00, and approved a 15%
project contingency in the amount of $92,857.20.
DISCUSSION:
City staff is working closely with EnerGov's project team and is currently on track to go -live in
June of 2020. The project is tracking on-time and the professional services allocated for the
project are tracking under budget. Over the last several months staff have determined the need
to purchase additional software licenses to support operations. Staff initially estimated licensing
with the intent to reassess licensing during project implementation. Staff has determined the
need to purchase 20 full licenses, 9 read only, 2 mobile, and 20 GIS licenses to support the
current configuration. The attached document requires a signature to approve the purchase of
additional licenses and increase in annual maintenance. We do expect the need to purchase
several more licenses in the near future as new use cases arise.
BUDGET/STAFF IMPACT:
The attached document requires a signature to approve the purchase of additional licenses and
the associated increase in annual maintenance. Per the existing agreement licenses are
discounted but the cost of annual maintenance is based upon list price. City Council approved
$92,857.20 in contingency within the Tyler EnerGov agreement that will cover the expense. The
licenses will be purchased from the ERP CIP project, within Sales Tax Capital fund, and the
annual maintenance will be funded within the IT software maintenance operations budget.
Attachments: Staff review form, Staff review memo, Tyler Sale Quotation
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
O
•: °° tyler
�• technologies
Sales Quotation For
City of Fayetteville
113 W Mountain St
Fayetteville, AR 72701-6083
Phone +I (479) 587-3555
EnerGov Software
Core Software:
EnerGov Business Management Suite
EnerGov View Only Licenses (All Suites)
Extensions:
EnerGov IG Workforce Apps
Tyler GIS
Summary
Total Tyler Software
Total Tyler Services
Total 3rd Party Hardware, Software and
Services
Quoted By:
Date:
Quote Expiration:
Quote Name:
Quote Number:
Quote Description
Woody Jackson
2/26/2020
8/24/2020
City of Fayetteville EG License Additions
2020-104182
City of Fayetteville License Additions
$2,999.00 20
$699.00 9
$999.00 2
$500.00 20
Sub -Total:
Less Discount:
TOTAL:
One Time Fees Recurring Fees
$59,477.00 $15,660.00
$0.00 $0.00
$0.00 $0.00
$59,980.00
$12,000.00
$6,291.00
$1,260.00
$1,998.00
$400.00
$10,000.00
$2,000.00
$78,269.00
$15,660.00
$18,792.00
$0.00
$59,477.00
$15,660.00
2020.104182 - City of Fayetteville License Additions CONFIDENTIAL 1 of 3
Summary One Time Fees Recurring Fees
Summary Total $59,477.00 $15,660.00
Contract Total $75,137.00
Unless otherwise indicated i e contract ame ment thereto, pricing for optional items will be held for
six (6) months from the ate o E ctiv -Date of the contract, whichever is later.
Customer Approval: AJC Date: 3/3/2020
Print Name: J,/ /Lioneld JgKdayi P.O. #
All primary values quoted in US Doll
EnerGov Discount Detail
EnerGov Business Management Suite
EnerGov IG Workforce Apps
EnerGov View Only Licenses (All Suites)
Tyler GIS
TOTAL:
$59,980.00
$14,400.00
$45,580.00
$12,000.00
$0.00
$12,000.00
$1,998.00
$480.00
$1,518.00
$400.00
$0.00
$400.00
$6,291.00
$1,512.00
$4,779.00
$1,260.00
$0.00
$1,260.00
$10,000.00
$2,400.00
$7,600.00
$2,000.00
$0.00
$2,000.00
$78,269.00
$18,792.00
$59,477.00
$15,660.00
$0.00
$15,660.00
2020.104182 - City of Fayetteville License Additions CONFIDENTIAL 2 of 3
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.
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 -
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.
• Expenses associated with onsite services are invoiced as incurred.
EnerGov Business Managment Suite was formerly known as Licensing and Regulatory Suite (LRM)
2020-104182 - City of Fayetteville License Additions CONFIDENTIAL 3 of 3
Tyler Technologies Inc.
Keith Macedo
Submitted By
City of Fayetteville Staff Review Form
ZUZU-U69j
Legistar File ID
TI /A
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
10/13/2020 INFORMATION TECHNOLOGY (170)
Submitted Date Division / Department
Action Recommendation:
Staff recommends authorizing the attached amendment to the Tyler Technologies Inc. EnerGov agreement to
reduce travel expenses and add EnerGov's Assist Complete.
Budget Impact:
4470.170.8170-5315.00
Sales Tax Capital
Account Number
Fund
13008.6000
ERP Upgrade/Replacement
Project Number
Project Title
Budgeted Item? Yes
Current Budget
$ 92,857.20
Funds Obligated
$ 46,117.16
Current Balance
Does item have a cost? Yes
Item Cost
$ 30,000.00
Budget Adjustment Attached? NA
Budget Adjustment
Remaining Budget
$ 16,740.04
V20180321
Purchase Order Number: 2018-00000482
Previous Ordinance or Resolution # Res 137-13
Change Order Number:
Approval Date:
10-20-20
Original Contract Number: 2018-00000031
Comments: City Council approved $711,905.20 for software,
implementation, training, and project contingency. This
amendment will leave $16,740.04 in project contingency remaining.
CITY OF
FAYETTEVILLE
ARKANSAS
TO: Mayor Lioneld Jordan
THRU: Susan Norton, Chief of Staff
FROM: Keith Macedo, Information Technology Director
DATE: October 13, 2020
STAFF MEMO
SUBJECT: Staff recommends authorizing the attached amendment to the Tyler
Technologies Inc. EnerGov agreement to reduce travel expenses and add
EnerGov's Assist Complete.
RECOMMENDATION:
Staff recommends authorizing the attached amendment to the Tyler Technologies Inc. EnerGov
agreement to reduce travel expenses and add EnerGov's Assist Complete.
BACKGROUND:
City Council approved an agreement on June 19, 2018, via Resolution 137-18, for the purchase
and implementation of EnerGov's Development Services software in the amount of $619,048.00
through the National Joint Powers Alliance (NJPA) cooperative purchasing contract 110515,
approved funding for five (5) years of annual software maintenance in amount of $260,575.00,
and approved a 15% project contingency in the amount of $92,857.20.
DISCUSSION:
The City went live with EnerGov on July 13, 2020 and is and is currently working through open
issues and documenting new process improvements that EnerGov can support. The City pays
EnerGov for annual maintenance that provides updates, bug fixes, and software support. In
addition to annual maintenance, EnerGov offers an optional service called Assist Complete
which provides a dedicated project manager that meets with the City bi-weekly, enhanced
configuration services, report building, enhanced training labs, Citizen Self Service
implementation support, a 1-week onsite best practices consultation, and support services for
major upgrades. EnerGov currently has a major upgrade available that they recommend
additional consulting services to implement, Assist Complete would provide consulting services
to perform the upgrade. City staff discussed the purchase of Assist Complete in detail and
recommend purchasing this additional service for at least 1 year, to help jump start the adoption
of EnerGov and provide enhanced training and support to City staff. The City did procure a
similar service with the implementation of Tyler New World ERP by paying Tyler Finance, HR,
and Utility consultants for onsite visits to help with initial software configuration and training.
BUDGET/STAFF IMPACT:
The attached amendment will initiate a change order to the approved purchase order to reduce
travel by $20,359.84 and add EnerGov Assist Complete for $30,000.00, for a net increase of
$9,348.16.to the existing EnerGov agreement. Funding is available within the approved
EnerGov project contingency and if approved will leave $16,740.04 in contingency remaining.
Attachments: Staff review form, Staff review memo, Tyler EnerGov amendment
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
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. with offices at
One Tyler Drive, Yarmouth, Maine 04096 ("Tyler") and the City of Fayetteville, with offices at 113 West
Mountain Street, Fayetteville, AR 72701 ("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:
The items set forth in the sales quotation attached as Exhibit 1 to this Amendment are hereby
added to the Agreement as of the first day of the first month following the Amendment
Effective Date and, notwithstanding anything to the contrary in Exhibit 1, ending coterminous
with the SaaS Term as defined in the Agreement. Payment of fees and costs for such items shall
conform to the following terms:
The annual SaaS fees payable under the Agreement shall be increased in the amount of
$30,000.00, for the Tyler Software added herein. The first year's annual SaaS Fees shall
be invoiced on the first day of the first month following the Amendment Effective Date,
prorated for the time period commencing on such date and ending concurrently with
the Client's annual SaaS Term under the Agreement. Subsequent SaaS Fees shall be
invoiced in accord with the terms of the Agreement.
Unless otherwise provided herein, services identified at Exhibit 1 and added to the
Agreement pursuant to this Amendment, along with applicable expenses, shall be
invoiced as provided and/or incurred.
This Amendment shall be governed by and construed in accordance with the terms and
conditions of the Agreement.
3. Except as expressly indicated in this Amendment, all other terms and conditions of the
Agreement shall remain in full force and effect.
4. For Client purposes: From org. project, Client has unused implementation travel services of
$20,359.84.
SIGNATURE PAGE FOLLOWS
IN WITNESS WHEREOF, the parties hereto have executed this Amendment as of the dates set forth
below.
Tyler Technologies, Inc.
By:
A
Name: Robert Kennedy -Jensen N
Title: Director of Contracts
Title: Mayor
Date: October 12. 2020 Date: 10-20-20
••:; . t y l e r
Exhibit 1
' tyler_
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
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N
CITY OF
FAYETTEVILLE
. ARKANSAS
TO: Mayor Lioneld Jordan
THRU: Susan Norton, Chief of Staff
FROM: Keith Macedo, Information Technology Director
DATE: September 17, 2020
STAFF MEMO
SUBJECT: Staff recommends authorizing the attached sales quote to authorize the City to
purchase Tyler Technologies Inc. EnerGov Assist Complete services.
RECOMMENDATION:
Staff recommends authorizing the attached sales quote to authorize the City to purchase
additional Tyler Technologies Inc. EnerGov Assist Complete services.
BACKGROUND:
City Council approved an agreement on June 19, 2018, via Resolution 137-18, for the purchase
and implementation of EnerGov's Development Services software in the amount of $619,048.00
through the National Joint Powers Alliance (NJPA) cooperative purchasing contract 110515,
approved funding for five (5) years of annual software maintenance in amount of $260,575.00,
and approved a 15% project contingency in the amount of $92,857.20.
DISCUSSION:
The City went live with EnerGov on July 13, 2020 and is and is currently working through open
issues and documenting new process improvements that EnerGov can support. The City pays
EnerGov for annual maintenance that provides updates, bug fixes, and software support. In
addition to annual maintenance, EnerGov offers an optional service called Assist Complete
which provides a dedicated project manager that meets with the City bi-weekly, enhanced
configuration services, report building, enhanced training labs, Citizen Self Service
implementation support, a 1-week onsite best practices consultation, and support services for
major upgrades. EnerGov currently has a major upgrade available that they recommend
additional consulting services to implement, Assist Complete would provide consulting services
to perform the upgrade. City staff discussed the purchase of Assist Complete in detail and
recommend purchasing this additional service for at least 1 year, to help jump start the adoption
of EnerGov and provide enhanced training and support to City staff. The City did procure a
similar service with the implementation of Tyler New World ERP by paying Tyler Finance, HR,
and Utility consultants for onsite visits to help with initial software configuration and training.
BUDGET/STAFF IMPACT:
The attached document requires a signature to approve the purchase of additional services.
City Council approved $92,857.20 in contingency within the Tyler EnerGov agreement that will
cover the expense. The expense will be funded from the ERP CIP project, within Sales Tax
Capital fund. EnerGov assist is an annual expense that can be cancelled prior to the renewal
term.
Attachments: Staff review form, Staff review memo, Tyler Sale Quotation
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
Tyler Technologies Inc.
EnerGov Assist Complete services.
City of Fayetteville Staff Review Form
2020-0783
Legistar File ID
N/A
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
Keith Macedo 9/17/2020 INFORMATION TECHNOLOGY (170)
Submitted By Submitted Date Division / Department
Action Recommendation:
Staff recommends authorizing the attached sales quote to authorize the City to purchase Tyler Technologies Inc.
EnerGov Assist Complete services.
Budget Impact:
4470.170.8170-5315.00
Account Number
13008.6000.6500
Sales Tax Capital
Fund
ERP Upgrade/Replacement
Project Number
Budgeted Item? Yes Current Budget
Funds Obligated
Current Balance
Does item have a cost? Yes Item Cost
Budget Adjustment Attached? NA Budget Adjustment
Purchase Order Number:
Change Order Number:
Original Contract Number:
Comments:
2018-00000031
Remaining Budget
Project Title
$ 31,262.00
$ 31,262.00 1
$ 30,000.00
1,262.00
V20180321
Previous Ordinance or Resolution # Res 137-18
Approval Date: 9-21-20
Quoted Rv:
Andrew Mever
000
0
ty0���
Date:
9/15/2020
0
00
technologies
Quotc Fxpiration:
3/14/2021
Quoic Nainc:
01N of Fayetteville-I.nerGov-Assist
Quote Numher:
2020-116651
Quote Description:
FnerGov Assist - Complete
Sales Quotation For
Cite ol' Favcttcville
113 W Mountain St
Favcttcvillc. AR 72701-6083
Phonc +1 (479) 587-3555
EnerGov Annual Services
EnerGov Assist Complete 1
TOTAL:
Summary One Time Fees Recurring Fees
Total Tyler Software $0.00 $30,000.00
Total Tyler Services $0.00 $0.00
Total 3rd Party Hardware, Software and $0.00 $0.00
Services
Summary Total $0.00 $30,000.00
Contract Total $30,000.00
Unless otherwise indicated i e contract or amendment thereto, pricing for optional items will be held for
six (6) months from the a date he feet a Date of the contract, whichever is later.
t
Customer Approval: Date: O q /g I /;g6
Q0
2020-116651 - EnerGov Assist - Complet CONFIDENTIAL
$30,000.00
$30,000.00
1 of 3
Print Name: Mayor Lioneld Jordan P.O. #:
All primary values quoted in US Dollars
2020-116651 - EnerGov Assist - Complete CONFIDENTIAL 2 of 3
Comments
Software License fees and first year ASM charges are due and payable at Software delivery or Availability for Download. Renewals of ASM are billed annually in advance on the
anniversary of delivery and each year thereafter. ASM charges are subject to price adjustments. Invoice terms are Net 30.
Program is renewable every year (1 yr. from program start). Assist can be cancelled within 30 days of term end date.
Energov Assist Complete
• Configuration changes (unlimited) on any current Energov processes
• Bi-weekly meetings to plan future configuration and review latest changes/improvements
• User Roles/Security Settings
• Custom Fields (online and back office)
• Fee Schedule updates
• Workflow
• GeoRules
• Conditions
• Districts
• Code Changes
• Intelligent Objects
• Report modifications (for EnerGov owned & created reports)
• Implement CSS features as they are made available, application types, GIS, etc.)
• eReviews best practices (including necessary configuration)
• Stay current with latest HTML5 apps and improve processes by taking advantage of new features
• 1-week Onsite Best Practice and Advisory Consultations every 12 months
• Access to our GIS Manager (ESRI best practices) & DBA (works with development)
• Meet with each department with a goal of improving functionality and efficiency
• EnerGov Virtual Lab program. Live, recurring online training (about 12-14 classes a month).
apps, IT admin certifications, etc.).
• One pass to annual Tyler Connect conference (approx. $1,000)
Any user can attend (new inspections, permit techs will be training on new
2020-116651 - EnerGov Assist - Complete CONFIDENTIAL 3 of 3
CHANGE ORDER NO. 2
CORNERSTONE CONSTRUCTION
City of Fayetteville Staff Review Form
2022-0192
Legistar File ID
N/A
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
Tim Nyander 2/24/2022 WATER SEWER (720)
Submitted By Submitted Date Division / Department
Action Recommendation:
Staff recommends approval of Change Order No. 2 to the contract with Cornerstone Construction of Russellville,
Inc. which will decrease the contract amount by $138,856.33.
5400.720.5600-5808.00
Account Number
11011.2001
Project Number
Budget Impact:
Water and Sewer
Fund
Water/Sewer Relocations - Bond Projects
Budgeted Item? Yes Current Budget
Funds Obligated
Current Balance
Does item have a cost? Yes Item Cost
Budget Adjustment Attached? No Budget Adjustment
Remaining Budget
Project Title
$ 6,930,734.00
$ 3,194,529.83
S 3,736,204.17
$ (138,856.33)
3, 875, 060.50
V20210527
Purchase Order Number: 2020-323 Previous Ordinance or Resolution # 103-20
Change Order Number: 2 Approval Date: 2-28-22
Original Contract Number: 2020-22
Comments:
_ CITY OF
. FAYETTEVILLE
ARKANSAS
TO: Mayor Lioneld Jordan
THRU: Susan Norton, Chief of Staff
Tim Nyander, Utilities Director
FROM: Corey Granderson, Utilities Engineer
DATE: February 22, 2022
STAFF MEMO
SUBJECT: Approval of Change Order No. 2 for the Highway 16 Utility Relocations Project
RECOMMENDATION:
Staff recommends approval of Change Order 1 to the contract with Cornerstone Construction of
Russellville, Inc. which will decrease the contract amount by $138,856.33.
BACKGROUND:
In March 2020, the City Council approved a contract with Cornerstone Construction of
Russellville, Inc. for the construction of approximately 5,700 linear feet of 12-inch water main,
1,100 linear feet of 8-inch water main, and associated service connections (Res. 103-20).
Change Order No. 1 was approved administratively and reduced the contract price by $6,377.78
to reflect field adjustments and quantity underruns mid -construction.
DISCUSSION:
The project is now completed and Change Order No. 2 will reconcile all quantities so that the
final payment reflects the total contract amount. This project experienced many justifiable delays
due to supply chain issues and COVID-19 staffing shortages. However, this change order will
assess 100 days of liquidated damages as these days were simply unjustified, as
acknowledged by the contractor.
BUDGET/STAFF IMPACT:
No impacts.
Attachments:
Change Order 2
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
CITY OF
FAYETTEVILLE
ARKANS
ARKANSAS
Change Order No. 2
CHANGE ORDER
Contract Title. Highway 16 Utility Relocations Bid: 20-29 - Construction
Date of Issuance. February 18, 2022
To Conlraclor Cornerstone Construction of RusseMille, Inc ORDINANCEJRESOLUTION. 4D.20
Effective: February 19, 2022
The Contract is than eel as fellows:
Bid
Item
No.
Bid
Item
DescH tlon
Previous
Estimated
QuantityMeasure
Unit
of
Contract
Unit
Price
Revised
Estimated
Quantity
Revised
Unit
Price
Original
Estimated
Cost
Revised
Estimated
Cost
1.01
Mobilization
1
LS
S 60,000.00
1
5 60,000.00
$ 60.000.00
5 60,000.00
1.02
Bonds and Insurance
1
LS
S 17,40C.00
1
S 17.400.00
S 17,400.00
5 17,400,00
1.03
Act 291. 1993 Trench and Excavation Safety
System
1
LS
S 4,500.00
1
$ 4,500.00
S 4,500.00
$ 4,500.00
1.04
Erosion and Sediment Control
1
LS
S 40,000.00
1
S 40,000.00
$ 40,000.00
S 40,000.00
1.05
Pre -Construction Video
1
LS
S 1,50D.00
1
$ 1,500.00
$ 1,500.00
$ 1,500,00
1.06
Traffic Control
1
LS
S 6,500,00
1
S 6500.00
$ 6,600.00
S 6500.00
1.07
Clearing, Gmbbin , Tree Removal 8 Misc Demo
1
LS
5 3,500.00
1
S 3,500.00
$ 3.500.00
S 3,500.00
1.08
Abandon and Salvage Existing Fire Hydrant
13
EA
S 420.00
13
5 420.00
5 5.460.00
S 5,460.00
1609
Abandon Existing Valve
29
EA
$ 300.00
29
5 300.00
S 8,700.00
$ 8,700.00
1.10
Abandon Existing Water Meter Setting
22
EA
S 240.00
22
$ 240.00
$ 5,280.00
5 5,280.00
1.11
Abandon Existing Water Service Line co Main
11
EA
$ 540.00
11
S 540.00
$ 5.940.00
S 5.940.00
1.12
Abandon Existing Water Main Under Highway
282
LF
$ 6.70
367
5 6.70
S 1.889.40
$ 2,458.90
1.13
Connect New Service to Existing Meter Setting
5
EA
5 622.00
5
S 622.80
$ 3.114.00
S 3.114.00
1A4
Connect New Service to Existing Service Line
15
EA
5 446.28
15
5 446.28
$ 6,694.20
$ 6A94.20
IA5
Connect New Water Main to Existing Water Main
4
EA
$ 1.689.75
4
S 1.689.75
5 6,759.00
5 6,759.00
1.16
Dual 1" Meter Setting w/PRV
5
FA
$ 1,700,16
5
S 1,700.16
$ 8,500.60
S 8,500.80
1.17
Single 1" Meter Setting w/PRV
12
FA
S 1,164.15
12
S 1.164.15
S 13 969.80
5 13 969.80
1.18
Single V Irri anon Meter Sewn w/PRV
1
EA
S 1,387.32
1
S 1,387.32
S 1.387.32
S 1,387.32
1.19
1" Coated Copper Service Tubing
922
LF
$ 19.87
922
S 19.87
S 18.320.14
S 18.320.14
1.20
1" Coated Copper Service Tubing
130
LF
3 32.25
130
5 32.25
S 4.192.50
S 4,192+50
1.21
8"x 1" Service Tap
5
EA
S 489.22
5
S 489.22
S 2,446.10
$ 2,446.10
1.22
12"xl" Service Tap
14
EA
$ 763.38
14
$ 763.38
$ 10,687.32
$ 10,687,32
1.23
12'x2" Service Tap
3
EA
S 1,332.34
3
S 1,332.34
5 3,997.02
$ 3,997.02
1 24
6" PVC C900 DR14 Restrained Joint Water
Main, Pipe Installation, Bartell , Grading
77
LF
$ 33.09
77
$ 33.09
$ 2,547.93
$ 2,517.93
1.25
8" PVC C900 DR14 Water Main, Pipe
Installation Backfilln Gradin
20
LF
$ 33.59
20
S 33.59
S 671.80
S 671.80
1.26
8" PVC C900 OR14 Restrained Joint Water
Main, Pie Installation Backfll , Grading
1278
LF
$ 45.80
1276
S 45.90
$ 58.532.40
S 58.532.40
1 27
12" PVC C900 OR 14 Water Main, Pipe
Installation BackfiRg, Grading
3930
LF
S 51.31
3930
$ 51.31
S 201,648.30
S 201.648.30
128
12" PVC C900 DR14 Restrained Joint Water
Main, Pipe Installation Backfill Grading
1751
LF
$ 71.46
1751
$ 71.46
S 125,126.46
$ 125,126.46
1,29
1 112" HOPE SDR-9 Bored Casing
459
LF
S 2T39
459
$ 27.39
S 12,572.01
S 12,572.01
1.30
3" HDPE SDR-9 Bored Casing
90
LF
$ 34.65
90
5 34.65
S 3,118.50
$ 3.118.50
1.31
16" Min. Dia. Bored Steel Casing
415
LF
$ 276.57
415
$ 276.57
$ 114,776.55
S 114 776.55
1,32
16" Min. Dia. Direct Bury Steel Casing
53
LF
$ 76.13
53
$ 78.13
S 4.140.89
5 4.140.89
1.33
24" Min. Dia. Bored Steel Casing
338
LF
S 325.59
338
5 325.59
S 110,049.42
S 110.049,42
1.34
24" Min. Dia. Direct Bury Steel Casing
264
LF
S 101.01
264
S 101.01
S 26,666.64
S 26.666.64
1.35
3-Way Fire Hydrant
19
EA
S 3,551.69
19
5 3,551,69
$ 67.482.11
S 67482.11
1.36
2" Gate Valve w/Box
4
EA
S 1,050.74
4
S 1.050.74
$ 4,202.95
S 4,202.96
1.37
6" Gate Valve w/Box
18
EA
S 1,46767
18
S 1.487.67
S 26,778.06
S 26,778.06
1438
8" Gate Valve WBox
11
EA
$ 2,107,62
11
S 2,107.62
S 23,183.82
S 23 183.82
1.39
12" Gale Valve w/Box
1
EA
$ 3,513.80
1
S 3,513.80
S 3,513.80
S 3.513.80
1.40
12" Butterfly Valve w/Box
18
EA
S 9,791.43
18
S 9,791.43
S 176,245.74
S 176.245.74
1.4/
AWWA C153 Ductile Iron Water Main Fitbn s
7481
LBS
S 19.33
7481
S 19.33
S 144.607.73
$ 144.607.73
1.42
2" x 6" Tapping Sleeve, 2" Tapping Valve w/Box
0
EA
S 2,068.15
0
S 2,068.15
$ -
$
1.43
6" x 6" Tapping Sleeve. 6" Tapping Valve w/Box
3
EA
$ 3,619,09
3
S 3,619.09
S io.ev.27
$ 10,857.27
1.44
8" x 6" Tapping Sleeve, 6" Tapping Valve wSox
1
EA
S 4.123.48
1
5 4,123.48
5 4,123.48
S 4,123.46
1.45
8" x 8" Tapping Sleeve, 6" Tapping Valve w/Box
5
EA
S 4.281.56
5
$ 4,281.56
S 21.407.80
S 21.407.80
1.46
12" x 12" Tapping Sleeve, 12" Tapping Valve
w/Box
1
EA
$ 7,275.03
1
$ 7.275.03
5 7.275.03
S 7,275.03
1.47
24" x 12" Tapping Sleeve, 12" Tapping Valve
wfBox
D
EA
$ 17,421.92
0
$ 17,421.92
S -
5
1.48
Double Cut and Cap Existing 2" Water Main
3
EA
S 2,107.60
3
S 2,107.50
S 6,322.80
5 6.322.80
1A9
Double Cut and Cap Existing 6" Water Main
3
EA
S 2,706.91
3
S 2,708.91
$ 8.120.73
S 6,121T73
1.50
Double Cut and Cap Existing 8" Water Main
4
EA
S 2,959,26
4
$ 2,959.26
5 11,837.04
S 11,837.04
1.51
Double Cut and Cap Existing 12" Water Main
3
EA
$ 3,994.57
3
S 3.994.57
S 11,983.71
S 11,983.71
1.52
Flowable Fill
100
CY
$ 337.68
0
S 337.68
S 33,768.00
$
1.53
Concrete Pavement Re air- Heavy Dury
220
LF
$ 39.00
257
S 39.00
$ 8,580.00
$ 10.023.00
1.54
Concrete Pavement Repair- Light Duty
691
LF
S 31.80
676
$ 31.80
S 21,973.80
5 21 496.80
1.55 1
Concrete Pavement Repair- Light Duty
90
SY
$ 122.40
25 1
5 122.40
$ 11,016.00
$ 3.060.00
1.56
Concrete Sidewalk Repair
10
LF
5 44.40
82
5 44,40
S M4.00
$ 3,640.80
1.57
Concrete Curb 6 Gutter
80
LF
$ 42-00
133
$ 42.00
$ 3,360.00
$ 5,586.00
1,58
Asphalt Pavement Repair
339
LF
S 49.80
106
5 49.80
$ 16,882.20
S 5,278.80
1.59
Asphalt Pavement Repair
16
SY
5 129.60
1
5 129.60
S 2,073.60
S 129.60
1.60
Gravel Pavement Repair
231
LF
S 10.06
262
S 10.Ofi
S 2,384.22
S 2,635.72
1.61
Class 7 Aggregate Base Course
t344
LF
S 15.08
1504
$ 15.06
$ 20,267.52
$ 22,680.32
1.62
Fence CrossingRe air/Re lace
80
LF
$ 74.28
80
S 74.28
S 5,942.40
S 5,942.40
Hwy 16 Change Order 2 FINAL 2022-02-18 Page 1 or 2 2118/20221:47 PM
CITY OF
FAYETTEVILLE
ARKANS
ARKANSAB
Change Order No.
To Contractor Cornerstone Construction of Russellville, Inc
The Contract is than ed as follows
CHANGE ORDER
Contract Tifle: Highway 16 Utility Relocations Bid: 2049- Construction
Dale of Issuance: February 18, 2022
ORDINANCE/RESOLUTION: 40-20
Effective: February 19, 2022
Bid
Item
No.
Bid
Item
Description
Previous
Estimated
Quantity
Unit
of
Measure
Contract
Unit
Price
Revised
Estimated
Quantity
Revised
Unit
Price
Original
Estimated
Cast
Revised
Estimated
Cost
1 w63
Blow Off Assemb
1
EA
S 1,53SA6
1
S 1,535.16
S 1.535,16
$ 1.535.16
1.64
Trace Wire Connection IT W A P
0
EA
$ 234.53
0
S 234.53
$
$
1,65
6" Anchor Collar
1
EA
$ 2885.40
1
$ 2A85.40
S 2,885.40
S 2,885.40
1.66
1T Anchor Collar
1
EA
$ 3,935.68
1
S 3,935.68
$ 3,935.68
S 3,935.68
1.67
Bank Stabilization
190
LF
$ 30.17
190
S 30.17
S 5,732,30
S 5,732.30
1.68
4" PVC SCH40 Sewer Service
200
LF
5 66.56
143
$ 66,56
S 17,312.00
S 12.378.08
1.69
6' PVC SCH40 Sewer Service
20
LF
$ 133.21
0
$ 133.21
S 2,664.20
$
1.70
Soft Shovel Locate Existing Sewer Service Line
ARDOT R/W
6
EA
$ 240.00
6
$ 240.00
$ 1.440.00
S 1."0.00
1.71
Plug Abandoned Sewer Main At Emsting MH
1
EA
$ 720.00
0
S 720.00
S 720.00
S
1.72
Plug Abandoned Sewer Service at Main
0
EA
$ 1,020.00
0
S 1,020.00
$
S
1.73
Abandon Sewer Manhole
2
EA
S 3,582.60
2
S 3.582.60
$ 7.165.20
S 7,165.20
1.74
Abando Sewer Man Under Hiahwav
193
1 LF
5 6.70
193
S 6.70
S 1,293.10
$ 1,293.10
1.75
Sewer Service Cleanout
6
EA
$ 685.12
5
S 885.12
S 5,310.72
5 4,425.60
1.76
Sewer Service Tap Main - 4"
4
EA
S 1,042.80
0
S 1,042.80
S 4,171.20
$
1.77
Sewer Service Tap Main - 6"
0
EA
5 1.074.50
1
5 1.074.50
S
S 1,074.50
138
Connect New SawerS� i to Existing Sewer
6
EA
S 814.16
5
S 814.16
$ 4 8"96
$ 4,070.80
CO1.79
8' SDR-26 Gravity Sewer Main 8 Testing
370
LF
S 72.80
310
$ 72.80
S 26 936.00
S 22,568.00
C01.80
4' Dia. Sewer Manhole 8 Testing
3
EA
5 4,950.00
3
S 4,950.00
5 14.850.00
$ 14,850.00
CO1.81
Concrete Pavement Repair - Heavy
100
SY
$ 135.00
102 1
S 185.00
$ 18,500.00
S 18,870.00
CO1.82
4" Dia. HOPE SDR-9 Bored Caste
120
LF
$ 48.95
105
$ 48.85
$ 5,874.00
S 5,139.75
C01.83
Connect Sewer Main to ExistingManhole
1
EA
S 1,860.00
1
S 1,860.00
S 1,860.00
S 1,860.00
C01.84
Tree Removal
1
LS 1
$ 750.00
1 1
S 750.00 1
S 750.00
S 750.00
CO2.85
Contractor Liquidated Cam as
0
DAY 1
$
100 1
S 750.00
$
S 75 000,00
a i,oes,�lls.a� a i,o4a,o4 r.un
Net Cast for this Change Order S (t31,851i.33)
The anginal Contract Price was
Net change by previously aulhenzed change orders
The Contract Price prior to this Change Orderwas
The Contract Price will decrease by
The new Contract Price including this Change Order will be
The Contract Tim will increase by
Required dales of Completion as of the date of this Change Order therefore are:
Substantial Completion
Final Completion
NOTE: This summary does not reflect changes in the Contract Price
Change Orders -
Recommended Bv: McClelland Consulting Engineers
`Irk 02118/2022
BY DATE
pied By: Coon ne Conslnklion of Russellville, Inc.
-
Y ATE
Hwy 16 Change Order 2 FINAL 2022-02-18 Page 2 of 2 2115/20221:47 PM
Tyler Technologies Inc.
EnerGov software licenses
Keith Macedo
Submitted By
City of Fayetteville Staff Review Form
2022-0241
Legistar File ID
N/A
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
3/11/2022 INFORMATION TECHNOLOGY (170)
Submitted Date Division / Department
Action Recommendation:
Staff recommends authorizing the attached sales quote to authorize the City to purchase additional Tyler
Technologies Inc. EnerGov software licenses for the new Public Works Project Inspector position.
1010.621.6220-5209.00
Account Number
Project Number
Budgeted Item? Yes
Does item have a cost? Yes
Budget Adjustment Attached? No
Budget Impact:
Current Budget
Funds Obligated
Current Balance
Item Cost
Budget Adjustment
Remaining Budget
General Fund
Fund
Project Title
$
15,450.00
( $15,450.00
$
4,798.00
$
10,652.00
V20210527
Purchase Order Number: Previous Ordinance or Resolution # RES 137-18
Change Order Number:
Original Contract Number:
Comments:
Approval Date:
3-14-22
CITY OF
• FAYETTEVILLE
ARKANSAS
TO: Mayor Jordan
THRU: Susan Norton, Chief of Staff
FROM: Keith Macedo, Information Technology Director
DATE: March 11, 2022
STAFF MEMO
SUBJECT: Staff recommends authorizing the attached sales quote to authorize the City to
purchase additional Tyler Technologies Inc. EnerGov software licenses.
RECOMMENDATION:
Staff recommends authorizing the attached sales quote to authorize the City to purchase
additional Tyler Technologies Inc. EnerGov software licenses.
BACKGROUND:
City Council approved an agreement on June 19, 2018 for the purchase and implementation of
EnerGov's Development Services software in the amount of $619,048.00 through the National
Joint Powers Alliance (NJPA) cooperative purchasing contract 110515, approved funding for
five (5) years of annual software maintenance in amount of $260,575.00, and approved a 15%
project contingency in the amount of $92,857.20.
DISCUSSION:
The City went live with EnerGov in July of 2020 and has continued to meet with EnerGov staff
on a bi-weekly basis to review open issues, address any problems, and implement new
software features. Engineering is in the process of hiring a Public Works Project Inspector
position, approved in the 2022 budget, that will require an EnerGov license. The attached order
will approve the purchase of one (1) additional EnerGov software licenses for the new position.
BUDGET/STAFF IMPACT:
The attached document requires a signature to approve the purchase of additional licenses and
the associated increase in annual maintenance. Per the existing agreement licenses are
discounted but the cost of annual maintenance is based upon list price. City Council approved
$92,857.20 in contingency within the Tyler EnerGov agreement that will cover the expense. The
initial license purchase will be funded from the Engineering software license account, as
approved as part of the approved new position. Ongoing annual software maintenance will be
funded within the IT software maintenance operations budget.
Attachments: Staff review form, Staff review memo, Tyler Sales Quotation
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
• •�: Quoted By: Andrew Meyer
0• •�• Quote Expiration: 9/5/22
tyler Quote Name: Comm. Dev & iG License
• technologies
Sales Quotation For:
City of Fayetteville
113 W Mountain St
Fayetteville AR 72701-6083
Phone: +1 (479) 587-3555
Tyler Software
Enterprise Permitting & Licensing Core Software
Community Development Suite - Per User $ 2,999 1 $ 2,999 $ 600
Enterprise Permitting & Licensing Extensions
Workforce Mobile $ 999 1 $ 999 $ 200
TOTAL $ 3,998 $ 800
Summary One Time Fees Recurring Fees
Total License Fees $ 3,998 $ 800
Total Services $ 0 $ 0
Total Third -Party Hardware, Software, Services $ 0 $ 0
2022-308983-P2L2P2 Page 1
Summary Total $ 3,998 $ 800
Contract Total $ 4,798
Customer Approval:
Print Name:
Date:
P.O.#:
3-14-22
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) delivery 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.
• Expenses associated with onsite services are invoiced as incurred.
2022-308983-P2L2P2 Page 2
Comments
iG Workforce - iG Inspect and iG Enforce provide a mobile solution for field personnel to capture inspection and code data remotely. Tyler will assist to
connect iG Apps to the Enterprise Permitting & Licensing powered by EnerGov suite, and support testing. These applications are available on iOS. The
client is responsible for ensuring the app(s) are downloaded and kept up to date on client utilized hardware.
2022-308983-P2L2P2 Page 3
Tyler Technologies Inc.
EnerGov software license
Keith Macedo
Submitted By
City of Fayetteville Staff Review Form
2022-0558
Legistar File ID
N/A
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
6/15/2022 INFORMATION TECHNOLOGY (170)
Submitted Date Division / Department
Action Recommendation:
Staff recommends authorizing the attached sales quote to authorize the City to purchase an additional Tyler
Technologies Inc. EnerGov software license for the Fire Marshal's Office.
Budget Impact:
1010.300.3020-5209.00
General
Account Number
Fund
Project Number
Project Title
Budgeted Item? Yes
Current Budget
$ 3,200.00
Funds Obligated
$ -
Current Balance
3,200.00
Does item have a cost? Yes
Item Cost
$ 2,999.00
Budget Adjustment Attached? No
Budget Adjustment
$ -
Remaining Budget
Purchase Order Number:
Change Order Number:
Original Contract Number:
Comments:
V20210527
Previous Ordinance or Resolution # Res 137-18
Approval Date: 6/17/22
CITY OF
FAYETTEVILLE
%IF ARKANSAS
TO: Mayor Jordan
THRU: Susan Norton, Chief of Staff
FROM: Keith Macedo, Information Technology Director
DATE: June 15, 2022
STAFF MEMO
SUBJECT: Staff recommends authorizing the attached sales quote to authorize the City to
purchase an additional Tyler Technologies Inc. EnerGov software license for the
Fire Marshal's Office.
RECOMMENDATION:
Staff recommends authorizing the attached sales quote to authorize the City to purchase an
additional Tyler Technologies Inc. EnerGov software license for the Fire Marshal's Office.
BACKGROUND:
City Council approved an agreement on June 19, 2018 for the purchase and implementation of
EnerGov's Development Services software in the amount of $619,048.00 through the National
Joint Powers Alliance (NJPA) cooperative purchasing contract 110515, approved funding for
five (5) years of annual software maintenance in amount of $260,575.00, and approved a 15%
project contingency in the amount of $92,857.20.
DISCUSSION:
The City went live with EnerGov in July of 2020 and has continued to meet with EnerGov staff
on a bi-weekly basis to review open issues, address any problems, and implement new
software features. The Fire Marshal's Office Building Safety is in the process of hiring a new
position, approved in the 2022 budget, that will require an EnerGov license. The attached order
will approve the purchase of one (1) additional EnerGov software licenses for the new position.
BUDGET/STAFF IMPACT:
The attached document requires a signature to approve the purchase of additional licenses and
the associated increase in annual maintenance. Per the existing agreement licenses are
discounted but the cost of annual maintenance is based upon list price. City Council approved
$92,857.20 in contingency within the Tyler EnerGov agreement that will cover the expense. The
initial license purchase will be funded from the Fire Operations software license account, as
approved as part of the approved new position. Ongoing annual software maintenance will be
funded within the IT software maintenance operations budget.
Attachments: Staff review form, Staff review memo, Tyler Sale Quotation
Mailing Address:
113 W. Mountain Street www.fayettevllle-ar.gov
Fayetteville, AR 72701
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EnerGov software license for a
new Planner
City of Fayetteville Staff Review Form
2022-0855
Legistar File ID
N/A
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
Keith Macedo 9/8/2022 INFORMATION TECHNOLOGY (170)
Submitted By Submitted Date Division / Department
Action Recommendation:
Staff recommends authorizing the attached sales quote to authorize the City to purchase an additional Tyler
Technologies Inc. EnerGov software license for a new Planner position approved by City Council on September 6,
2022.
Budget Impact:
1010.630.6300-5209.00
Account Number
Project Number
Budgeted Item? Yes Current Budget
Funds Obligated
Current Balance
Does item have a cost? Yes Item Cost
Budget Adjustment Attached? No Budget Adjustment
Remaining Budget
General
Fund
Project Title
$ 5,390.00
$ 863.81
$ 4,526.19
$ 3,599.00
rS 927.19
V20210527
Purchase Order Number: Previous Ordinance or Resolution # Res 137-18
Change Order Number:
Original Contract Number:
Comments:
Approval Date:
09/09/22
.CITY OF
FAYETTEVILLE
ARKANSAS
TO: Mayor Jordan
THRU: Susan Norton, Chief of Staff
FROM: Keith Macedo, Information Technology Director
DATE: September 8, 2022
STAFF MEMO
SUBJECT: Staff recommends authorizing the attached sales quote to authorize the City to
purchase an additional Tyler Technologies Inc. EnerGov software license for a
new Development Services Planner position.
RECOMMENDATION:
Staff recommends authorizing the attached sales quote to authorize the City to purchase an
additional Tyler Technologies Inc. EnerGov software license for a new Development Services
Planner position.
BACKGROUND:
City Council approved an agreement on June 19, 2018 for the purchase and implementation of
EnerGov's Development Services software in the amount of $619,048.00 through the National
Joint Powers Alliance (NJPA) cooperative purchasing contract 110515, approved funding for
five (5) years of annual software maintenance in amount of $260,575.00, and approved a 15%
project contingency in the amount of $92,857.20.
DISCUSSION:
The City went live with EnerGov in July of 2020 and has continued to meet with EnerGov staff
on a bi-weekly basis to review open issues, address any problems, and implement new
software features. The Development Services Planning Division in the in process of hiring a new
planner, that was approved by City Council on September 6, 2022, that will require an EnerGov
license. The attached order will approve the purchase of one (1) additional EnerGov software
licenses for the new position.
BUDGET/STAFF IMPACT:
The attached document requires a signature to approve the purchase of additional licenses and
the associated increase in annual maintenance. Per the existing agreement licenses are
discounted but the cost of annual maintenance is based upon list price. City Council approved
$92,857.20 in contingency within the Tyler EnerGov agreement that will cover the expense. The
initial license purchase in the amount of $2,999.00 and the first year of software maintenance in
the amount of $600 will be funded from the Planning Division software license account. Ongoing
annual software maintenance will be funded within the IT software maintenance operations
budget.
Attachments: Staff review form, Staff review memo, Tyler Sale Quotation
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
•
•••'••
tyler
• technologies
Sales Quotation For:
City of Fayetteville
113 W Mountain St
Fayetteville AR 72701-6083
Phone: +1 (479) 587-3555
Quoted By:
Quote Expiration:
Quote Name:
Andrew Meyer
3/6/23
New EnerGov User
Enterprise Permitting & Licensing Core Software
Community Development Suite Additional User $ 2,999 1 $ 2,999 $ 600
Summary
Total License Fees
TOTAL
One Time Fees
$ 2,999
Recurring Fees
$ 600
$ 2,999
$ 600
2022-353669-D511B4 Page 1
Total Services
Total Third -Party Hardware, Software, Services
Summary Total
Contract Total
Customer Approval:
Print Name:
$0
$0
$ 2,999
$ 3,599
Date:
P.O.#:
09/09/22
$0
$0
$ 600
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) delivery 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.
• Expenses associated with onsite services are invoiced as incurred.
2022-353669-D5J164 Page 2
2022-353669-D5J1B4 Page 3
Comments
**User will have access to both Community Development (PLM) and Business Management (LRM) modules
2022-353669-D5J1134 Page 4
Tyler Technologies Software Licenses
City of Fayetteville Staff Review Form
2024-0064
Item ID ARCHIVED
N/A
ARCH IVED
City Council Meeting Date-Agenda Item Only
N/A for Non-Agenda Item
Keith Macedo 1/25/2024 INFORMATION TECHNOLOGY(170)
Submitted By Submitted Date Division/Department
Action Recommendation:
Staff recommends authorizing the attached sales quote to authorize the city to purchase four additional Tyler
Technologies Inc. EnerGov software licenses for new positions within the Building Safety Division.
Budget Impact:
1010.640.6400-5209.00 General
Account Number Fund
Project Number Project Title
Budgeted Item? Yes Total Amended Budget $ 16,000.00
Expenses (Actual+Encum) $ -
Available Budget $ 16,000.00
Does item have a direct cost? Yes Item Cost $ 8,008.00
Is a Budget Adjustment attached? Yes Budget Adjustment $ -
Remaining Budget 7,992.00
V20221130
Purchase Order Number: Previous Ordinance or Resolution# 137-18
Change Order Number: Approval Date: 01/31/2024
Original Contract Number:
Comments:
CITY OF
FAYETTEVILLE STAFF MEMO
ARKANSAS
TO: Mayor Jordan
THRU: Susan Norton, Chief of Staff
FROM: Keith Macedo. Information Technology Director
DATE: January 25, 2024
SUBJECT: Staff recommends authorizing the attached sales quote to authorize the City to
purchase four additional Tyler Technologies Inc. EnerGov software licenses.
RECOMMENDATION:
Staff recommends authorizing the attached sales quote to authorize the city to purchase four
additional Tyler Technologies Inc. EnerGov software licenses for new positions within the
Building Safety Division.
BACKGROUND:
City Council approved an agreement on June 19, 2018 for the purchase and implementation of
EnerGov's Development Services software through the National Joint Powers Alliance (NJPA)
cooperative purchasing contract 110515.
DISCUSSION:
The City went live with EnerGov in July of 2020 and has continued to meet with EnerGov staff
on a bi-weekly basis to review open issues. address any problems, and implement new
software features. The Building Safety Division has three new positions approved within the FY
2024 budget that will require EnerGov software licenses. The attached order will approve the
purchase of four (4) additional EnerGov software licenses for the new Permit Coordinator,
Building Inspector (requires a desktop and mobile EnerGov license), and Plans Examiner
positions.
BUDGET/STAFF IMPACT:
The attached document requires a signature to approve the purchase of additional licenses and
the associated increase in annual maintenance. Per the existing agreement licenses are
discounted but the cost of annual maintenance is based upon list price. The initial license
purchase in the amount of$6,672, and the first year of software maintenance in the amount of
$1,336, will be funded from the Building Safety software license account. Ongoing annual
software maintenance will be funded within the IT software maintenance operations budget.
Attachments: Staff review form, Staff review memo, Tyler Sale Quotation
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
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Tyler Technologies Inc Energov License
City of Fayetteville Staff Review Form
2024-0225
Item ID
N/A
City Council Meeting Date-Agenda Item Only
N/A for Non-Agenda Item
Keith Macedo 4/9/2024 INFORMATION TECHNOLOGY(170)
Submitted By Submitted Date Division/Department
Action Recommendation:
Staff recommends authorizing the attached sales quote to authorize the City to purchase one additional Tyler
Technologies Inc. EnerGov software license.
Budget Impact:
4470.170.8170-5209.00 Sale Tax Capital
Account Number Fund
24007.1 IT Enterprise Application Improvements
Project Number Project Title
Budgeted Item? Yes Total Amended Budget $ 165,000.00
Expenses (Actual+Encum) $ -
Available Budget 165,000.00 l
Does item have a direct cost? Yes Item Cost $ 3,599.00
Is a Budget Adjustment attached? No Budget Adjustment $ -
Remaining Budget $ 161,401.00
V20221130
Purchase Order Number: Previous Ordinance or Resolution# Res 137-18
Change Order Number: Approval Date: 04/15/2024
Original Contract Number:
Comments:
CITY OF
FAYETTEVILLE STAFF MEMO
ARKANSAS
TO: Mayor Jordan
THRU: Susan Norton, Chief of Staff
FROM: Keith Macedo, Information Technology Director
DATE: April 9, 2024
SUBJECT: Staff recommends authorizing the attached sales quote to authorize the city to
purchase one additional Tyler Technologies Inc. EnerGov software license.
RECOMMENDATION:
Staff recommends authorizing the attached sales quote to authorize the city to purchase one
additional Tyler Technologies Inc. EnerGov software license.
BACKGROUND:
City Council approved an agreement on June 19, 2018, for the purchase and implementation of
EnerGov's Development Services software through the National Joint Powers Alliance (NJPA)
cooperative purchasing contract 110515.
DISCUSSION:
The City went live with EnerGov in July of 2020 and has continued to meet with EnerGov staff
on a bi-weekly basis to review open issues, address any problems, and implement new
software features. The City Clerk's office has requested an additional EnerGov license for the
Senior Deputy City Clerk to approve alcoholic beverage permits. The attached order will
approve the purchase of one (1) additional EnerGov software license for the Senior Deputy City
Clerk.
BUDGET/STAFF IMPACT:
The attached document requires a signature to approve the purchase of additional licenses and
the associated increase in annual maintenance. Per the existing agreement licenses are
discounted but the cost of annual maintenance is based upon list price. The initial license
purchase in the amount of$2,999 and the first year of software maintenance in the amount of
$600, will be funded from IT CIP funds. Ongoing annual software maintenance will be funded
within the IT software maintenance operations budget.
Attachments: Staff review form, Staff review memo, Tyler Sale Quotation
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
Quoted By: Ally Maddox
tyler•• • ,� Quote Expiration: 9/23/24
• Quote Name:
• echnologies
Sales Quotation For:
City of Fayetteville
113 W Mountain St
Fayetteville AR 72701-6083
Phone: +1 (479) 587-3555
Tyler Software
Year One
Description License Users/Units Module Total Maintenance
Enterprise Permitting&Licensing Core Software
Community Development Suite Additional User $ 2,999 1 $ 2,999 $600
TOTAL $ 2,999 $600
2024-463121-F8Y2F4 CONFIDENTIAL Page 1
Summary One Time Fees Recurring Fees
Total License Fees $ 2,999 $600
Total Services $0 $0
Total Third-Party Hardware, Software,Services $0 $0
Summary Total $2,999 $600
Contract Total $3,599
•
Customer Approval: '� gigrati� l ••cr` Date: 04/15/2024
Print Name: Mayor Lion Id J•rdan P.O.#:
Pr
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)delivery 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.
c Implementation and other professional services fees shall be invoiced as delivered.
• Expenses associated with onsite services are invoiced as incurred.
2024-463121-F8Y2F4 CONFIDENTIAL Page 2
2024-463121-F8Y2F4 CONFIDENTIAL Page 3
Additional Tyler Technologies Inc. EnerGov Mobile Inspection License
ARCHIVEDCity of Fayetteville Staff Review Form
2024-0641
Item ID
N/A
City Council Meeting Date-Agenda Item Only
N/A for Non-Agenda Item
Keith Macedo 10/10/2024 INFORMATION TECHNOLOGY(170)
Submitted By Submitted Date Division/Department
Action Recommendation:
Staff recommends authorizing the attached sales quote to authorize the city to purchase one additional Tyler
Technologies Inc. EnerGov mobile inspection software license for the new Short Term Rental Clerk position within
the Development Services Department.
Budget Impact:
1010.620.6200-5209.00 General
Account Number Fund
Project Number Project Title
Budgeted Item? Yes Total Amended Budget $ 5,000.00
Expenses (Actual+Encum)
Available Budget $ 5,000.00
Does item have a direct cost? Yes Item Cost $ 999.00
Is a Budget Adjustment attached? No Budget Adjustment $ -
Remaining Budget $ 4,001.00
V20221130
Purchase Order Number: Previous Ordinance or Resolution# 137-18
Change Order Number: Approval Date: 10/14/2024
Original Contract Number:
Comments:
CITY OF
FAYETTEVILLE STAFF MEMO
Tr ARKANSAS
TO: Mayor Jordan
THRU: Susan Norton, Chief of Staff
FROM: Keith Macedo, Information Technology Director
DATE: October 10, 2024
SUBJECT: Staff recommends authorizing the attached sales quote to authorize the city to
purchase one additional Tyler Technologies Inc. EnerGov software license.
RECOMMENDATION:
Staff recommends authorizing the attached sales quote to authorize the city to purchase one
additional Tyler Technologies Inc. EnerGov mobile inspection software license for the new Short
Term Rental Clerk position within the Development Services Department.
BACKGROUND:
City Council approved an agreement on June 19, 2018 for the purchase and implementation of
EnerGov's Development Services software through the National Joint Powers Alliance (NJPA)
cooperative purchasing contract 110515.
DISCUSSION:
The City went live with EnerGov in July of 2020 and has continued to meet with EnerGov staff
on a bi-weekly basis to review open issues, address any problems, and implement new
software features. City Council recently approved the Development Services Department to hire
a new position to support the management of the Short Term Rental program. The attached
order will approve the purchase of one (1) additional EnerGov mobile inspection software
license for the new Short Term Rental Clerk position.
BUDGET/STAFF IMPACT:
The attached document requires a signature to approve the purchase of additional licenses and
the associated increase in annual maintenance. Per the existing agreement licenses are
discounted but the cost of annual maintenance is based upon list price. The initial license
purchase in the amount of$999.00, and the first year of software maintenance in the amount of
$200, will be funded from the Development Services software license account. Ongoing annual
software maintenance will be funded within the IT software maintenance operations budget.
Attachments: Staff review form, Staff review memo, Tyler Sale Quotation
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
Quoted By: Ally Maddox
••• • Quote Expiration: 4/6/25
• tyler Quote Name:
•
Sales Quotation For:
City of Fayetteville
113 W Mountain St
Fayetteville AR 72701-6083
Phone: +1 (479) 587-3555
Tyler Software
Year One
Description License Users/Units Module Total Maintenance
Enterprise Permitting& Licensing Extensions
Enterprise Permitting& Licensing Mobile $999 1 $ 999 $ 200
TOTAL $999 $ 200
Summary One Time Fees Recurring Fees
Total License Fees $ 999 $ 200
2024-501175-S6J1F5 CONFIDENTIAL Page 1
Total Services $0 $ 0
Total Third-Party Hardware,Software,Services $0 $0
Summary Total $999 $ 200
Contract Total $ 1,199
Customer Approval: - Date: 10/14/2024
Ma or Lionel dan
Print Name: P.O.U:
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) delivery 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.
• Expenses associated with onsite services are invoiced as incurred.
Comments
2024-501175-S6J1F5 CONFIDENTIAL Page 2
iG Workforce-iG Inspect and iG Enforce provide a mobile solution for field personnel to capture inspection and code data remotely.Tyler will assist to
connect iG Apps to the Enterprise Permitting& Licensing powered by EnerGov suite, and support testing.These applications are available on iOS.The
client is responsible for ensuring the app(s) are downloaded and kept up to date on client utilized hardware.
2024-501175-S6J1F5 CONFIDENTIAL Page 3