HomeMy Public PortalAbout22-014 - Piggybacking the Sourcewell Service Agreement with Tyler TechnologiesSponsored by: City Manager
RESOLUTION NO. 22-014
A RESOLUTION OF THE CITY COMMISSION OF THE CITY
OF OPA-LOCKA, FLORIDA, AUTHORIZING THE INTERIM
CITY MANAGER TO PIGGYBACK THE SOURCEWELL
SERVICE AGREEMENT WITH TYLER TECHNOLOGIES,
INC. FOR PUBLIC SECTOR AND EDUCATION
ADMINISTRATION SOFTWARE SOLUTIONS WITH
RELATED SERVICES AND ENTER INTO AN AGREEMENT
WITH TYLER TECHNOLOGIES, INC. FOR THE
INSTALLATION AND SUPPORT OF THE FIRM'S
ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM, IN
AN AMOUNT NOT TO EXCEED ONE MILLION, FOUR
HUNDRED THIRTY THOUSAND, TWO HUNDRED
DOLLARS ($1,430,200.00); PROVIDING FOR
INCORPORATION OF RECITALS; PROVIDING FOR AN
EFFECTIVE DATE.
WHEREAS, the City of the Opa-Locka's central financial and ancillary
functions Information Technology ("IT") system is more than twenty years old and is
severely limited in its capability to ensure smooth operations for a Twenty -First
Century organization. Modern organizations utilize Enterprise Resource Planning
(ERP) Systems that integrate nearly all of an organization's operations into a single
seamless IT environment which ensures that any transaction initiated by any
department is transmitted throughout the ERP to be available to any other
department that has need to make use of the information; and
WHEREAS, the City desires to upgrade its ERP Systems; and
WHEREAS, The Interim City Manager has considered various ERP software
developer products and has determined that the Tyler Technologies, Inc. ERP, which
has a very significant presence in this technology space, is the system that best meets
the City's requirements; and
WHEREAS, on July 16, 2020, Sourcewell issued Request for Proposals 090320
for Public Sector and Education Administration Software Solutions with Related
Services to result in a contracting solution for use by its Participating Entities, and
subsequently entered into a service agreement with Tyler Technologies, Inc. The
contract expires on November 2, 2024; and
Resolution No. 22-014
WHEREAS, the Interim City Manager recommends the City Commission
authorize entering into a five-year contract with Tyler Technologies, Inc. for One
Million, Four Hundred Thirty Thousand, Two Hundred Dollars ($1,430,200.00) for the
installation and support of Enterprise Resource Planning (ERP) System; and
WHEREAS, the first year will cost $706,200.00, of which $181,000.00 is the
annual license and the remainder, $525,200.00, is a one-time installation expense. This
latter amount could be reduced somewhat if not all of the support hours included in
the contract are required; and
WHEREAS, the City Commission finds that it is in the best interest of the City
to piggyback the Sourcewell Agreement with Tyler Technologies, Inc. so the City can
benefit from already negotiated rates and enter into the Agreement for the installation
and support of Tyler Technologies, Inc.'s Enterprise Resource Planning (ERP) System
in an amount of One Million, Four Hundred Thirty Thousand, Two Hundred Dollars
($1,430,200.00) and consistent with Exhibit "A" hereto.
NOW THEREFORE BE IT RESOLVED BY THE CITY COMMISSION OF
THE CITY OF OPA LOCKA, FLORIDA:
Section 1. The recitals to the preamble herein are incorporated by reference.
Section 2. The City Commission of the City of Opa-Locka hereby authorizes
the City Manager to piggyback the Sourcewell Service Agreement with Tyler
Technologies, Inc. for Public Sector and Education Administration Software
Solutions with Related Services and enter into an agreement with Tyler
Technologies, Inc. for the installation and support of the Enterprise Resource
Planning (ERP) System, in an amount not to exceed One Million, Four
Hundred Thirty Thousand, Two Hundred Dollars ($1,430,200.00) and
consistent with the scope of services to be provided as attached Composite
Exhibit "A" hereto.
Section 3. This Resolution shall take effect immediately upon adoption, and
is subject to the review of the State of Florida Financial Emergency Oversight
Board.
PASSED and ADOPTED this 27th day of July, 2022.
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Resolution No. 22-014
Veronica Williams, Mayor
ATTEST:
Jo.nna Flores, City Clerk
APPROVED AS TO FORM AND
LEGAL SJJ FICIENCY:
Bernadette Norris -.Weeks, P.A.
City Attorney
Moved by: Vice Mayor Taylor
Seconded by: Commissioner Bass
VOTE: 5-0
Commissioner Dominguez YES
Commissioner Bass YES
Commissioner Davis YES
Vice Mayor Taylor YES
Mayor Williams YES
3
City of Opa-locka
Agenda Cover Memo
Department
Director:
Lubotes Dauphin
Department
Director
Signature:
n
trefeitilt42.,_Commission
Ordinance
---____.
Other
City
Manager:
Darvin Williams
CM Signature:
Meeting
Date:
07/27/2022
Item Type:
(EnterX in box)
Resolution
R
Fiscal
Impact:
(Enter X in box)
Yes
No
Ordinance Reading:
(EnterXin box)
1st Reading
2nd Reading
X
Public Hearing:
(Enter X in box)
Yes
No
Yes
No
X
X
Funding
Source:
Account# :
(Enter Fund & Dept.)
Ex:
See Financial
Impact Section
Advertising Requirement:
(EnterXin box)
Yes
No
X
Contract/P.O.
Required:
(EnterXin box)
Yes
No
RFP/RFQ/Bid#:
X
Strategic
Plan Related
(EnterXin box)
Yes
No
Strategic Plan Priority
Enhance Organizational
Bus. & Economic Dev
Public Safety
Quality of Education
Qual. of Life & City Image
Communication
Area:
�
i]
Strategic Plan Obj./Strategy:
(list the specific objective/strategy this
item will address)
X
MI
•
•
•
Sponsor
Name
City Manager
Department:
Information Technology
City Manager
Short Title:
ACQUISITION OF AN ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM FROM TYLER
TECHNOLOGIES, Inc.
Staff Summary:
The City's central financial and ancillary functions IT system is more than twenty years old and is severely
limited in many capabilities a twenty-first century organization utilizes to ensure smooth operations. These
organizations utilize Enterprise Resource Planning (ERP) Systems that integrate nearly all of an organization's
operations into a single seamless IT environment which ensures that any transaction initiated by any
department is transmitted throughout the ERP to be available to any other department that has need to make
use of the information.
Staff has considered various ERP software developer products and has determined that the Tyler
Technologies, Inc. ERP, which has a very significant presence in this technology space, is the system that best
meets the City's requirements.
This contract is based on piggybacking a competitively bid contract awarded by Sourcewell, a governmental
national purchasing cooperative.
Financial Impact
This is a five-year contract. The first year will cost $706,200 of which $181,000 is the annual license and the
remainder, $525,200, is one-time installation expense. This latter amount could be reduced somewhat if not
all of the support hours included in the contract are required. The City will initially receive an invoice for the
annual license fee ($181,000) which will either be a FY 22 or FY 23 expense depending on how quickly the
project gets underway. The FY 22 IT software budget has $444,250 available if this initial invoice is a FY 22
expense. The installation expense will be billed as incurred and little, if any, of this expense is anticipated to
be FY 22 expense. The FY 23 budget will reflect the installation expense and the FY 23 annual license. The
contract will cost $1,430,200 over the five-year life of the contract, excluding any minor reductions which
might occur from requiring fewer installation support hours.
Proposed Action:
Staff recommends the City Commission authorize the City Manager to enter into a five-year contract with Tyler
Technologies, Inc. for $1,430,200 for the installation and support of that firm's Enterprise Resource Planning
(ERP) System.
Attachment:
1. Agenda
2. Scope of Work (SOW) from Tyler Technologies, Inc.
3. Tyler Technologies, Inc.- Software as a Service Agreement
4. Awarded Contract #090320-TTI with Sourcewell Cover Page.
5. Tyler Technologies, Inc. Quote for Opa-locka
DocuSign Envelope ID: 53B16E1A-E395-497E-80EE-1B2CAC17DCOE
090320-TTI
Sourcewell
Solicitation Number: RFP #090320
CONTRACT
This Contract is between Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN
56479 (Sourcewell) and Tyler Technologies, 5101 Tennyson Pkwy., Plano, TX 75024 (Vendor).
Sourcewell is a State of Minnesota local government agency and service cooperative created
under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that offers
cooperative procurement solutions to government entities. Participation is open to federal,
state/province, and municipal governmental entities, higher education, K-12 education,
nonprofit, tribal government, and other public entities located in the United States and Canada.
Vendor desires to contract with Sourcewell to provide equipment, products, or services to
Sourcewell and the entities that access Sourcewell's cooperative purchasing contracts
(Participating Entities).
1. TERM OF CONTRACT
A. EFFECTIVE DATE. This Contract is effective upon the date of the final signature below.
B. EXPIRATION DATE AND EXTENSION. This Contract expires November 2, 2024, unless it is
cancelled sooner pursuant to Article 24. This Contract may be extended up to one additional
one-year period upon request of Sourcewell and with written agreement by Vendor.
C. SURVIVAL OF TERMS. Articles 11 through 16 survive the expiration or cancellation of this
Contract.
2. EQUIPMENT, PRODUCTS, OR SERVICES
A. EQUIPMENT, PRODUCTS, OR SERVICES. Vendor will provide the Equipment, Products, or
Services as stated in its Proposal submitted under the Solicitation Number listed above.
Vendor's Equipment, Products, or Services Proposal (Proposal) is attached and incorporated
into this Contract.
All Equipment and Products provided under this Contract must be new/current model. Vendor
may offer close-out or refurbished Equipment or Products if they are clearly indicated in
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Vendor's product and pricing list. Unless agreed to by the Participating Entities in advance,
Equipment or Products must be delivered as operational to the Participating Entity's site.
This Contract offers an indefinite quantity of sales, and while substantial volume is anticipated,
sales and sales volume are not guaranteed.
B. WARRANTIES. During the term of a current Maintenance or SaaS Agreement, Vendor makes
the following warranties:
1. Tyler Software Warranty - Vendor's software will substantially conform to the functional
descriptions of the Vendor software contained in Vendor's Proposal or their functional
equivalent. Future functionality may be updated, modified, or otherwise enhanced
through Vendor's maintenance and support services and the governing functional
descriptions for such future functionality will be set forth in Vendor's then -current
documentation.
2. Tyler Services Warranty - Vendor warrants that it will perform services in a professional,
workmanlike manner, consistent with industry standards. In the event Vendor provides
services that do not conform to this warranty, Vendor will re -perform the services at no
additional cost.
3. Third Party Warranties — Unless otherwise indicated, Vendor does not warrant the
condition of any third party products or services resold through Vendor's reseller
agreement. Vendor will pass through any 3rd party warranties it receives for such items
and will reasonably cooperate and coordinate for access to warranty service for 3rd
party items Vendor resells.
C. DEALERS, DISTRIBUTORS, AND/OR RESELLERS. Upon Contract execution, Vendor will
make available to Sourcewell a means to validate or authenticate Vendor's authorized dealers,
distributors, and/or resellers relative to the Equipment, Products, and Services related to this
Contract. This list may be updated from time -to -time and is incorporated into this Contract by
reference. It is the Vendor's responsibility to ensure Sourcewell receives the most current
version of this list.
3. PRICING
All Equipment, Products, or Services under this Contract will be priced as stated in Vendor's
Proposal.
When providing pricing quotes to Participating Entities, all pricing quoted must reflect a
Participating Entity's total cost of acquisition. This means that the quoted cost is for delivered
Equipment, Products, and Services that are operational for their intended purpose, and
includes all costs to the Participating Entity's requested delivery location.
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Regardless of the payment method chosen by the Participating Entity, the total cost associated
with any purchase option of the Equipment, Products, or Services must always be disclosed in
the pricing quote to the applicable Participating Entity at the time of purchase.
A. SHIPPING AND SHIPPING COSTS. All delivered Equipment and Products must be properly
packaged. Damaged Equipment and Products may be rejected. If the damage is not readily
apparent at the time of delivery, Vendor must permit the Equipment and Products to be
returned within a reasonable time at no cost to Sourcewell or its Participating Entities.
Participating Entities reserve the right to inspect the Equipment and Products at a reasonable
time after delivery where circumstances or conditions prevent effective inspection of the
Equipment and Products at the time of delivery.
Vendor must arrange for and pay for the return shipment on Equipment and Products that arrive
in a defective or inoperable condition.
Sourcewell may declare the Vendor in breach of this Contract if the Vendor intentionally
delivers substandard or inferior Equipment or Products. In the event of the delivery of
nonconforming Equipment and Products, the Participating Entity will notify the Vendor as soon
as possible and the Vendor will replace nonconforming Equipment and Products with
conforming Equipment and Products.
B. SALES TAX. Each Participating Entity is responsible for supplying the Vendor with valid tax -
exemption certification(s). When ordering, a Participating Entity must indicate if it is a tax-
exempt entity.
C. HOT LIST PRICING. At any time during this Contract, Vendor may offer a specific selection
of Equipment, Products, or Services at discounts greater than those listed in the Contract.
When Vendor determines it will offer Hot List Pricing, it must be submitted electronically to
Sourcewell in a line -item format. Equipment, Products, or Services may be added or removed
from the Hot List at any time through a Sourcewell Price and Product Change Form as defined
in Article 4 below.
Hot List program and pricing may also be used to discount and liquidate close-out and
discontinued Equipment and Products as long as those close-out and discontinued items are
clearly identified as such. Current ordering process and administrative fees apply. Hot List
Pricing must be published and made available to all Participating Entities.
4. PRODUCT AND PRICING CHANGE REQUESTS
Vendor may request Equipment, Product, or Service changes, additions, or deletions at any
time. All requests must be made in writing by submitting a signed Sourcewell Price and Product
Change Request Form to the assigned Sourcewell Contract Administrator. This form is available
from the assigned Sourcewell Contract Administrator. At a minimum, the request must:
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• Identify the applicable Sourcewell contract number;
• Clearly specify the requested change;
• Provide sufficient detail to justify the requested change;
• Individually list all Equipment, Products, or Services affected by the requested change,
along with the requested change (e.g., addition, deletion, price change); and
• Include a complete restatement of pricing documentation in Microsoft Excel with the
effective date of the modified pricing, or product addition or deletion. The new pricing
restatement must include all Equipment, Products, and Services offered, even for those
items where pricing remains unchanged.
A fully executed Sourcewell Price and Product Request Form will be become an
amendment to this Contract and be incorporated by reference.
5. PARTICIPATION, CONTRACT ACCESS, AND PARTICIPATING ENTITY REQUIREMENTS
A. PARTICIPATION. Sourcewell's cooperative contracts are available and open to public and
nonprofit entities across the United States and Canada; such as federal, state/province,
municipal, K-12 and higher education, tribal government, and other public entities.
The benefits of this Contract should be available to all Participating Entities that can legally
access the Equipment, Products, or Services under this Contract. A Participating Entity's
authority to access this Contract is determined through its cooperative purchasing, interlocal,
or joint powers laws. Any entity accessing benefits of this Contract will be considered a Service
Member of Sourcewell during such time of access. Vendor understands that a Participating
Entity's use of this Contract is at the Participating Entity's sole convenience and Participating
Entities reserve the right to obtain like Equipment, Products, or Services from any other source.
Vendor is responsible for familiarizing its sales and service forces with Sourcewell contract use
eligibility requirements and documentation and will encourage potential members to join
Sourcewell. Sourcewell reserves the right to add and remove Participating Entities to its roster
during the term of this Contract.
B. PUBLIC FACILITIES. Vendor's employees may be required to perform work at government -
owned facilities, including schools. Vendor's employees and agents must conduct themselves in
a professional manner while on the premises, and in accordance with Participating Entity
policies and procedures, and all applicable laws.
6. PARTICIPATING ENTITY USE AND PURCHASING
A. ORDERS AND PAYMENT. To access the contracted Equipment, Products, or Services under
this Contract, a Participating Entity must clearly indicate to Vendor that it intends to access this
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Contract; however, order flow and procedure will be developed jointly between Sourcewell and
Vendor. Typically, a Participating Entity will issue an order directly to Vendor. If a Participating
Entity issues a purchase order, it may use its own forms, but the purchase order should clearly
note the applicable Sourcewell contract number. All Participating Entity orders under this
Contract must be issued prior to expiration of this Contract; however, Vendor performance,
Participating Entity payment, and any applicable warranty periods or other Vendor or
Participating Entity obligations may extend beyond the term of this Contract.
Vendor's acceptable forms of payment are included in Attachment A. Participating Entities will
be solely responsible for payment and Sourcewell will have no liability for any unpaid invoice of
any Participating Entity.
B. ADDITIONAL TERMS AND CONDITIONS/PARTICIPATING ADDENDUM. Additional terms and
conditions to a purchase order may be negotiated between a Participating Entity and Vendor,
such as job or industry -specific requirements, legal requirements (e.g., affirmative action or
immigration status requirements), or specific local policy requirements. Some Participating
Entitles may require the use of a Participating Addendum; the terms of which will be worked
out directly between the Participating Entity and the Vendor. Any negotiated additional terms
and conditions must never be less favorable to the Participating Entity than what is contained in
this Contract. The foreging notwithstanding Vendor may require (i) execution of a software and
services agreement in a form substantially similar to the one included with Vendor's proposal
and/or (ii) require agreement to terms required by 3rd party product providers.
C. PERFORMANCE BOND. If requested by a Participating Entity, Vendor will provide a
performance bond that meets the requirements set forth in the Participating Entity's order
subject to Vendor's approval, not to be unreasonably withheld and payment by Participating
Entity of the fee for the performance bond.
D. SPECIALIZED SERVICE REQUIREMENTS. In the event that the Participating Entity requires
service or specialized performance requirements (such as e -commerce specifications,
specialized delivery requirements, or other specifications and requirements) not addressed in
this Contract, the Participating Entity and the Vendor may enter into a separate, standalone
agreement, apart from this Contract. Sourcewell, including its agents and employees, will not
be made a party to a claim for breach of such agreement.
E. TERMINATION OF ORDERS. Participating Entities may terminate an order, in whole or
in part, immediately upon notice to Vendor in the event of any of the following events:
1. The Participating Entity fails to receive funding or appropriation from its governing body
at levels sufficient to pay for the goods to be purchased;
2. Federal, state, or provincial laws or regulations prohibit the purchase or change the
Participating Entity's requirements; or
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3. Vendor commits any material breach of this Contract or the additional terms agreed to
between the Vendor and a Participating Entity, subject to the terms of an executed
software and services agreement between the Vendor and the Participating Entity.
F. GOVERNING LAW AND VENUE. The governing law and venue for any action related to a
Participating Entity's order will be determined by the Participating Entity making the purchase.
7. CUSTOMER SERVICE
A. PRIMARY ACCOUNT REPRESENTATIVE. Vendor will assign an Account Representative to
Sourcewell for this Contract and must provide prompt notice to Sourcewell if that person is
changed. The Account Representative will be responsible for:
• Maintenance and management of this Contract;
• Timely response to all Sourcewell and Participating Entity inquiries; and
• Business reviews to Sourcewell and Participating Entities, if applicable.
B. BUSINESS REVIEWS. Vendor must perform a minimum of one business review with
Sourcewell per contract year. The business review will cover sales to Participating Entities,
pricing and contract terms, administrative fees, supply issues, customer issues, and any other
necessary information.
8. REPORT ON CONTRACT SALES ACTIVITY AND ADMINISTRATIVE FEE PAYMENT
A. CONTRACT SALES ACTIVITY REPORT. Each calendar quarter, Vendor must provide a contract
sales activity report (Report) to the Sourcewell Contract Administrator assigned to this
Contract. A Report must be provided regardless of the number or amount of sales during that
quarter (i.e., if there are no sales, Vendor must submit a report indicating no sales were made).
The Report must contain the following fields:
• Customer Name (e.g., City of Staples Highway Department);
• Customer Physical Street Address;
• Customer City;
• Customer State/Province;
• Customer Zip Code;
• Customer Contact Name;
• Customer Contact Email Address;
• Customer Contact Telephone Number;
• Sourcewell Assigned Entity/Participating Entity Number;
• Item Purchased Description;
• Item Purchased Price;
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• Sourcewell Administrative Fee Applied; and
• Date Purchase was invoiced/sale was recognized as revenue by Vendor.
B. ADMINISTRATIVE FEE. In consideration for the support and services provided by Sourcewell,
the Vendor will pay an administrative fee to Sourcewell on all Equipment, Products, and
Services provided to Participating Entities. The Administrative Fee must be included in, and not
added to, the pricing. Vendor may not charge Participating Entities more than the contracted
price to offset the Administrative Fee.
The Vendor will submit a check payable to Sourcewell for the percentage of administrative fee
stated in the Proposal multiplied by the total sales of all Equipment, Products, and Services
purchased by Participating Entities under this Contract during each calendar quarter. Payments
should note the Sourcewell-assigned contract number in the memo and must be mailed to the
address above "Attn: Accounts Receivable." Payments must be received no later than 45
calendar days after the end of each calendar quarter.
Vendor agrees to cooperate with Sourcewell in auditing transactions under this Contract to
ensure that the administrative fee is paid on all items purchased under this Contract.
In the event the Vendor is delinquent in any undisputed administrative fees, Sourcewell
reserves the right to cancel this Contract and reject any proposal submitted by the Vendor in
any subsequent solicitation. In the event this Contract is cancelled by either party prior to the
Contract's expiration date, the administrative fee payment will be due no more than 30 days
from the cancellation date.
9. AUTHORIZED REPRESENTATIVE
Sourcewell's Authorized Representative is its Chief Procurement Officer.
Vendor's Authorized Representative is the person named in the Vendor's Proposal. If Vendor's
Authorized Representative changes at any time during this Contract, Vendor must promptly
notify Sourcewell in writing.
10. ASSIGNMENT, AMENDMENTS, WAIVER, AND CONTRACT COMPLETE
A. ASSIGNMENT. Neither the Vendor nor Sourcewell may assign or transfer any rights or
obligations under this Contract without the prior consent of the parties and a fully executed
assignment agreement. Such consent will not be unreasonably withheld.
B. AMENDMENTS. Any amendment to this Contract must be in writing and will not be effective
until it has been fully executed by the parties.
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C. WAIVER. If either party fails to enforce any provision of this Contract, that failure does not
waive the provision or the right to enforce it.
D. CONTRACT COMPLETE. This Contract contains all negotiations and agreements between
Sourcewell and Vendor. No other understanding regarding this Contract, whether written or
oral, may be used to bind either party.
E. RELATIONSHIP OF THE PARTIES. The relationship of the parties is one of independent
contractors, each free to exercise judgment and discretion with regard to the conduct of their
respective businesses. This Contract does not create a partnership, joint venture, or any other
relationship such as master -servant, or principal -agent.
11. LIABILITY
Vendor must indemnify, save, and hold Sourcewell and its Participating Entities, including their
agents and employees, harmless from any claims or causes of action, including attorneys' fees,
arising out of the performance of this Contract by the Vendor or its agents or employees; this
indemnification includes injury or death to person(s) or property alleged to have been caused
by some defect in the Equipment, Products, or Services under this Contract to the extent the
Equipment, Product, or Service has been used according to its specifications.
12. AUDITS
Sourcewell reserves the right to review the books, records, documents, and accounting
procedures and practices of the Vendor relevant to this Contract for a minimum of 6 years from
the end of this Contract. This clause extends to Participating Entities as it relates to business
conducted by that Participating Entity under this Contract.
13. GOVERNMENT DATA PRACTICES
Vendor and Sourcewell must comply with the Minnesota Government Data Practices Act,
Minnesota Statutes Chapter 13, as it applies to all data provided by or provided to Sourcewell
under this Contract and as it applies to all data created, collected, received, stored, used,
maintained, or disseminated by the Vendor under this Contract. Sourcewell and Vendor
acknowledge that compliance with the Minnesota Government Data Practices Act extends only
to that data to which the Act applies.
If the Vendor receives a request to release the data referred to in this article, the Vendor must
comply with the Minnesota Government Data Practices Act, including any appropriate notice to
Sourcewell. In such event, Sourcewell will assist with how the Vendor should respond to the
request.
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14. INDEMNIFICATION
Vendor will defend, indemnify, and hold harmless Sourcewell and/or a Participating Entity from
third -party claims that the Vendor's software and/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 Vendor consents). Sourcewell or a
Participating Entity must notify Vendor promptly in writing of the claim and give Vendor sole
control over its defense or settlement. Sourcewell or a Participating Entity agree to provide
reasonable assistance, cooperation, and information in defending the claim at Vendor's
expense. If an infringement or misappropriation claim is fully litigated and Sourcewell or a
Participating Entity's use of Vendor's Software is enjoined by a court of competent jurisdiction,
in addition to paying any adverse final judgment (or settlement to which Vendor consents)
Vendor will, at Vendor's option either: (a) procure the right to continue its use; (b) modify it to
make it non -infringing; or (c) replace it with a functional equivalent.
15. INTELLECTUAL PROPERTY, PUBLICITY, MARKETING, AND ENDORSEMENT
A. INTELLECTUAL PROPERTY
1. Grant of License. During the term of this Contract:
a. Sourcewell grants to Vendor a royalty -free, worldwide, non-exclusive right and
license to use theTrademark(s) provided to Vendor by Sourcewell in advertising and
promotional materials for the purpose of marketing Sourcewell's relationship with
Vendor.
b. Vendor grants to Sourcewell a royalty -free, worldwide, non-exclusive right and
license to use Vendor's Trademarks in advertising and promotional materials for the
purpose of marketing Vendor's relationship with Sourcewell.
2. Limited Right of Sublicense. The right and license granted herein includes a limited right
of each party to grant sublicenses to its and their respective distributors, marketing
representatives, and agents (collectively "Permitted Sublicensees") in advertising and
promotional materials for the purpose of marketing the Parties' relationship to Participating
Entities. Any sublicense granted will be subject to the terms and conditions of this Article.
Each party will be responsible for any breach of this Article by any of their respective
sublicensees.
3. Use; Quality Control.
a. Sourcewell must not alter Vendor's Trademarks from the form provided by
Vendor and must comply with Vendor's removal requests as to specific uses of its
trademarks or logos.
b. Vendor must not alter Sourcewell's Trademarks from the form provided by
Sourcewell and must comply with Sourcewell's removal requests as to specific uses
of its trademarks or logos.
c. Each party agrees to use, and to cause its Permitted Sublicensees to use, the
other party's Trademarks only in good faith and in a dignified manner consistent
with such party's use of the Trademarks. Upon written notice to the breaching party,
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the breaching party has 30 days of the date of the written notice to cure the breach
or the license will be terminated.
4. Termination. Upon the termination of this Contract for any reason, each party, including
Permitted Sublicensees, will have 30 days to remove all Trademarks from signage, websites,
and the like bearing the other party's name or logo (excepting Sourcewell's pre-printed
catalog of vendors which may be used until the next printing). Vendor must return all
marketing and promotional materials, including signage, provided by Sourcewell, or dispose
of it according to Sourcewell's written directions.
B. PUBLICITY. Any publicity regarding the subject matter of this Contract must not be released
without prior written approval from the Authorized Representatives. Publicity includes notices,
informational pamphlets, press releases, research, reports, signs, and similar public notices
prepared by or for the Vendor individually or jointly with others, or any subcontractors, with
respect to the program, publications, or services provided resulting from this Contract.
C. MARKETING. Any direct advertising, marketing, or offers with Participating Entities must be
approved by Sourcewell. Materials should be sent to the Sourcewell Contract Administrator
assigned to this Contract.
D. ENDORSEMENT. The Vendor must not claim that Sourcewell endorses its Equipment,
Products, or Services.
16. GOVERNING LAW, JURISDICTION, AND VENUE
Minnesota law governs this Contract. Venue for all legal proceedings out of this Contract, or its
breach, must be in the appropriate state court in Todd County or federal court in Fergus Falls,
Minnesota.
17. FORCE MAJEURE
Neither party to this Contract will be held responsible for delay or default caused by acts of God
or other conditions that are beyond that party's reasonable control. A party defaulting under
this provision must provide the other party prompt written notice of the default.
18. SEVERABILITY
If any provision of this Contract is found to be illegal, unenforceable, or void then both
Sourcewell and Vendor will be relieved of all obligations arising under such provisions. If the
remainder of this Contract is capable of performance, it will not be affected by such declaration
or finding and must be fully performed.
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19. PERFORMANCE, DEFAULT, AND REMEDIES
A. PERFORMANCE. During the term of this Contract, the parties will monitor performance and
address unresolved contract issues as follows:
1. Notification. The parties must promptly notify each other of any known dispute and
work in good faith to resolve such dispute within a reasonable period of time. If necessary,
Sourcewell and the Vendor will jointly develop a short briefing document that describes the
issue(s), relevant impact, and positions of both parties.
2. Escalation. If parties are unable to resolve the issue in a timely manner, as specified
above, either Sourcewell or Vendor may escalate the resolution of the issue to a higher
level of management. The Vendor will have 30 calendar days to cure an outstanding issue.
3. Performance while Dispute is Pending. Notwithstanding the existence of a dispute, the
Vendor must continue without delay to carry out all of its responsibilities under the
Contract that are not affected by the dispute.
B. DEFAULT AND REMEDIES. Either of the following constitutes cause to declare this Contract,
or any Participating Entity order under this Contract, in default:
1. Nonperformance of contractual requirements, or
2. A material breach of any term or condition of this Contract.
Written notice of default and a reasonable opportunity to cure must be issued by the party
claiming default. Time allowed for cure will not diminish or eliminate any liability for liquidated
or other damages. If the default remains after the opportunity for cure, the non -defaulting
party may:
• Exercise any remedy provided by law or equity, or
• Terminate the Contract or any portion thereof, including any orders issued against the
Contract.
20. INSURANCE
A. REQUIREMENTS. At its own expense, Vendor must maintain insurance policy(ies) in effect at
all times during the performance of this Contract with insurance company(ies) licensed or
authorized to do business in the State of Minnesota having an "AM BEST" rating of A- or better,
with coverage and limits of insurance not less than the following:
1. Workers' Compensation and Employer's Liability.
Workers' Compensation: As required by any applicable law or regulation.
Employer's Liability Insurance: must be provided in amounts not less than listed below:
Minimum limits:
$500,000 each accident for bodily injury by accident
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$500,000 policy limit for bodily injury by disease
$500,000 each employee for bodily injury by disease
2. Commercial General Liability Insurance. Vendor will maintain insurance covering
its operations, with coverage on an occurrence basis, and must be subject to terms no
less broad than the Insurance Services Office ("ISO") Commercial General Liability Form
CG0001 (2001 or newer edition), or equivalent. At a minimum, coverage must include
liability arising from premises, operations, bodily injury and property damage,
independent contractors, products -completed operations including construction defect,
contractual liability, blanket contractual liability, and personal injury and advertising
injury. All required limits, terms and conditions of coverage must be maintained during
the term of this Contract.
Minimum Limits:
$1,000,000 each occurrence Bodily Injury and Property Damage
$1,000,000 Personal and Advertising Injury
$2,000,000 aggregate for Products -Completed operations
$2,000,000 general aggregate
3. Commercial Automobile Liability Insurance. During the term of this Contract,
Vendor will maintain insurance covering all owned, hired, and non -owned automobiles
in limits of liability not less than indicated below. The coverage must be subject to terms
no less broad than ISO Business Auto Coverage Form CA 0001 (2010 edition or newer),
or equivalent.
Minimum Limits:
$1,000,000 each accident, combined single limit
4. Umbrella Insurance. During the term of this Contract, Vendor will maintain
umbrella coverage over Workers' Compensation, Commercial General Liability, and
Commercial Automobile.
Minimum Limits:
$2,000,000
5. Professional/Technical, Errors and Omissions, and/or Miscellaneous Professional
Liability. During the term of this Contract, Vendor will maintain coverage for all claims
the Vendor may become legally obligated to pay resulting from any actual or alleged
negligent act, error, or omission related to Vendor's professional services required
under this Contract.
Minimum Limits:
$2,000,000 per claim or event
$2,000,000 — annual aggregate
6. Network Security and Privacy Liability Insurance. During the term of this
Contract, Vendor will maintain coverage for network security and privacy liability. The
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coverage may be endorsed on another form of liability coverage or written on a
standalone policy. The insurance must cover claims which may arise from failure of
Vendor's security resulting in, but not limited to, computer attacks, unauthorized
access, disclosure of not public data — including but not limited to, confidential or
private information, transmission of a computer virus, or denial of service.
Minimum limits:
$2,000,000 per occurrence
$2,000,000 annual aggregate
Failure of Vendor to maintain the required insurance will constitute a material breach entitling
Sourcewell to immediately terminate this Contract for default.
B. CERTIFICATES OF INSURANCE. Prior to commencing under this Contract, Vendor must furnish
to Sourcewell a certificate of insurance, as evidence of the insurance required under this
Contract. Prior to expiration of the policy(ies), renewal certificates must be mailed to
Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 or sent to the
Sourcewell Contract Administrator assigned to this Contract. The certificates must be signed by
a person authorized by the insurer(s) to bind coverage on their behalf. Vendor must provide 30
days notice of any change in insurance coverage at variance with the contract requirements
and promptly remedy any such variance.
Failure to request certificates of insurance by Sourcewell, or failure of Vendor to provide
certificates of insurance, in no way limits or relieves Vendor of its duties and responsibilities in
this Contract.
C. ADDITIONAL INSURED ENDORSEMENT AND PRIMARY AND NON-CONTRIBUTORY
INSURANCE CLAUSE. Vendor agrees to list Sourcewell and its Participating Entities, including
their officers, agents, and employees, as an additional insured under the Vendor's commercial
general liability insurance policy with respect to liability arising out of activities, "operations," or
"work" performed by or on behalf of Vendor, and products and completed operations of
Vendor. The policy provision(s) or endorsement(s) must further provide that coverage is
primary and not excess over or contributory with any other valid, applicable, and collectible
insurance or self-insurance in force for the additional insureds.
D. WAIVER OF SUBROGATION. Vendor waives and must require (by endorsement or
otherwise) all its insurers to waive subrogation rights against Sourcewell and other additional
insureds for losses paid under the insurance policies required by this Contract or other
insurance applicable to the Vendor or its subcontractors. The waiver must apply to all
deductibles and/or self -insured retentions applicable to the required or any other insurance
maintained by the Vendor or its subcontractors. Where permitted by law, Vendor must require
similar written express waivers of subrogation and insurance clauses from each of its
subcontractors.
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E. UMBRELLA/EXCESS LIABILITY. The limits required by this Contract can be met by either
providing a primary policy or in combination with umbrella/excess liability policy(ies), or self -
insured retention.
21. COMPLIANCE
A. LAWS AND REGULATIONS. All Equipment, Products, or Services provided under this
Contract must comply fully with applicable federal laws and regulations, and with the laws in
the states and provinces in which the Equipment, Products, or Services are sold.
B. LICENSES. Vendor must maintain a valid and current status on all required federal,
state/provincial, and local licenses, bonds, and permits required for the operation of the
business that the Vendor conducts with Sourcewell and Participating Entities.
22. BANKRUPTCY, DEBARMENT, OR SUSPENSION CERTIFICATION
Vendor certifies and warrants that it is not in bankruptcy or that it has previously disclosed in
writing certain information to Sourcewell related to bankruptcy actions. If at any time during
this Contract Vendor declares bankruptcy, Vendor must immediately notify Sourcewell in
writing.
Vendor certifies and warrants that neither it nor its principals are presently debarred,
suspended, proposed for debarment, declared ineligible, or voluntarily excluded from programs
operated by the State of Minnesota; the United States federal government or the Canadian
government, as applicable; or any Participating Entity. Vendor certifies and warrants that
neither it nor its principals have been convicted of a criminal offense related to the subject
matter of this Contract. Vendor further warrants that it will provide immediate written notice
to Sourcewell if this certification changes at any time.
23. PROVISIONS FOR NON -UNITED STATES FEDERAL ENTITY PROCUREMENTS UNDER
UNITED STATES FEDERAL AWARDS OR OTHER AWARDS
Participating Entities that use United States federal grant or FEMA funds to purchase goods or
services from this Contract may be subject to additional requirements including the
procurement standards of the Uniform Administrative Requirements, Cost Principles and Audit
Requirements for Federal Awards, 2 C.F.R. § 200. Participating Entities may also require
additional requirements based on specific funding specifications. Within this Article, all
references to "federal" should be interpreted to mean the United States federal government.
The following list only applies when a Participating Entity accesses Vendor's Equipment,
Products, or Services with United States federal funds.
A. EQUAL EMPLOYMENT OPPORTUNITY. Except as otherwise provided under 41 C.F.R. § 60, all
contracts that meet the definition of "federally assisted construction contract" in 41 C.F.R. § 60 -
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1.3 must include the equal opportunity clause provided under 41 C.F.R. §60-1.4(b), in
accordance with Executive Order 11246, "Equal Employment Opportunity" (30 FR 12319,
12935, 3 C.F.R. §, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, "Amending
Executive Order 11246 Relating to Equal Employment Opportunity," and implementing
regulations at 41 C.F.R. § 60, "Office of Federal Contract Compliance Programs, Equal
Employment Opportunity, Department of Labor." The equal opportunity clause is incorporated
herein by reference.
B. DAVIS-BACON ACT, AS AMENDED (40 U.S.C. § 3141-3148). When required by federal
program legislation, all prime construction contracts in excess of $2,000 awarded by non-
federal entities must include a provision for compliance with the Davis -Bacon Act (40 U.S.C. §
3141-3144, and 3146-3148) as supplemented by Department of Labor regulations (29 C.F.R. § 5,
"Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted
Construction"). In accordance with the statute, contractors must be required to pay wages to
laborers and mechanics at a rate not less than the prevailing wages specified in a wage
determination made by the Secretary of Labor. In addition, contractors must be required to pay
wages not less than once a week. The non-federal entity must place a copy of the current
prevailing wage determination issued by the Department of Labor in each solicitation. The
decision to award a contract or subcontract must be conditioned upon the acceptance of the
wage determination. The non-federal entity must report all suspected or reported violations to
the federal awarding agency. The contracts must also include a provision for compliance with
the Copeland "Anti -Kickback" Act (40 U.S.C. § 3145), as supplemented by Department of Labor
regulations (29 C.F.R. § 3, "Contractors and Subcontractors on Public Building or Public Work
Financed in Whole or in Part by Loans or Grants from the United States"). The Act provides that
each contractor or subrecipient must be prohibited from inducing, by any means, any person
employed in the construction, completion, or repair of public work, to give up any part of the
compensation to which he or she is otherwise entitled. The non-federal entity must report
all suspected or reported violations to the federal awarding agency. Vendor must be in
compliance with all applicable Davis -Bacon Act provisions.
C. CONTRACT WORK HOURS AND SAFETY STANDARDS ACT (40 U.S.C. § 3701-3708). Where
applicable, all contracts awarded by the non-federal entity in excess of $100,000 that involve
the employment of mechanics or laborers must include a provision for compliance with 40
U.S.C. §§ 3702 and 3704, as supplemented by Department of Labor regulations (29 C.F.R. § 5).
Under 40 U.S.C. § 3702 of the Act, each contractor must be required to compute the wages of
every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess
of the standard work week is permissible provided that the worker is compensated at a rate of
not less than one and a half times the basic rate of pay for all hours worked in excess of 40
hours in the work week. The requirements of 40 U.S.C. § 3704 are applicable to construction
work and provide that no laborer or mechanic must be required to work in surroundings or
under working conditions which are unsanitary, hazardous or dangerous. These requirements
do not apply to the purchases of supplies or materials or articles ordinarily available on the
open market, or contracts for transportation or transmission of intelligence. This provision is
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hereby incorporated by reference into this Contract. Vendor certifies that during the term of an
award for all contracts by Sourcewell resulting from this procurement process, Vendor must
comply with applicable requirements as referenced above.
D. RIGHTS TO INVENTIONS MADE UNDER A CONTRACT OR AGREEMENT. If the federal award
meets the definition of "funding agreement" under 37 C.F.R. § 401.2(a) and the recipient or
subrecipient wishes to enter into a contract with a small business firm or nonprofit organization
regarding the substitution of parties, assignment or performance of experimental,
developmental, or research work under that "funding agreement," the recipient or subrecipient
must comply with the requirements of 37 C.F.R. § 401, "Rights to Inventions Made by Nonprofit
Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative
Agreements," and any implementing regulations issued by the awarding agency. Vendor
certifies that during the term of an award for all contracts by Sourcewell resulting from this
procurement process, Vendor must comply with applicable requirements as referenced above.
E. CLEAN AIR ACT (42 U.S.C. § 7401-76710.) AND THE FEDERAL WATER POLLUTION CONTROL
ACT (33 U.S.C. § 1251-1387). Contracts and subgrants of amounts in excess of $150,000 require
the non-federal award to agree to comply with all applicable standards, orders or regulations
issued pursuant to the Clean Air Act (42 U.S.C. § 7401- 7671q) and the Federal Water Pollution
Control Act as amended (33 U.S.C. § 1251- 1387). Violations must be reported to the Federal
awarding agency and the Regional Office of the Environmental Protection Agency (EPA). Vendor
certifies that during the term of this Contract will comply with applicable requirements as
referenced above.
F. DEBARMENT AND SUSPENSION (EXECUTIVE ORDERS 12549 AND 12689). A contract award
(see 2 C.F.R. § 180.220) must not be made to parties listed on the government wide exclusions
in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 C.F.R.
§180 that implement Executive Orders 12549 (3 C.F.R. § 1986 Comp., p. 189) and 12689 (3
C.F.R. § 1989 Comp., p. 235), "Debarment and Suspension." SAM Exclusions contains the names
of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared
ineligible under statutory or regulatory authority other than Executive Order 12549. Vendor
certifies that neither it nor its principals are presently debarred, suspended, proposed for
debarment, declared ineligible, or voluntarily excluded from participation by any federal
department or agency.
G. BYRD ANTI -LOBBYING AMENDMENT, AS AMENDED (31 U.S.C. § 1352). Vendors must file
any required certifications. Vendors must not have used federal appropriated funds to pay any
person or organization for influencing or attempting to influence an officer or employee of any
agency, a member of Congress, officer or employee of Congress, or an employee of a member
of Congress in connection with obtaining any federal contract, grant, or any other award
covered by 31 U.S.C. § 1352. Vendors must disclose any lobbying with non-federal funds that
takes place in connection with obtaining any federal award. Such disclosures are forwarded
from tier to tier up to the non-federal award. Vendors must file all certifications and disclosures
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required by, and otherwise comply with, the Byrd Anti -Lobbying Amendment (31 U.S.C. §
1352).
H. RECORD RETENTION REQUIREMENTS. To the extent applicable, Vendor must comply with
the record retention requirements detailed in 2 C.F.R. § 200.333. The Vendor further certifies
that it will retain all records as required by 2 C.F.R. § 200.333 for a period of 3 years after
grantees or subgrantees submit final expenditure reports or quarterly or annual financial
reports, as applicable, and all other pending matters are closed.
I. ENERGY POLICY AND CONSERVATION ACT COMPLIANCE. To the extent applicable, Vendor
must comply with the mandatory standards and policies relating to energy efficiency which are
contained in the state energy conservation plan issued in compliance with the Energy Policy
and Conservation Act.
J. BUY AMERICAN PROVISIONS COMPLIANCE. To the extent applicable, Vendor must comply
with all applicable provisions of the Buy American Act. Purchases made in accordance with the
Buy American Act must follow the applicable procurement rules calling for free and open
competition.
K. ACCESS TO RECORDS (2 C.F.R. § 200.336). Vendor agrees that duly authorized
representatives of a federal agency must have access to any books, documents, papers and
records of Vendor that are directly pertinent to Vendor's discharge of its obligations under this
Contract for the purpose of making audits, examinations, excerpts, and transcriptions. The right
also includes timely and reasonable access to Vendor's personnel for the purpose of interview
and discussion relating to such documents.
L. PROCUREMENT OF RECOVERED MATERIALS (2 C.F.R. § 200.322). A non-federal entity that is
a state agency or agency of a political subdivision of a state and its contractors must comply
with Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation
and Recovery Act. The requirements of Section 6002 include procuring only items designated in
guidelines of the Environmental Protection Agency (EPA) at 40 C.F.R. § 247 that contain the
highest percentage of recovered materials practicable, consistent with maintaining a
satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the
value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring
solid waste management services in a manner that maximizes energy and resource recovery;
and establishing an affirmative procurement program for procurement of recovered materials
identified in the EPA guidelines.
24. CANCELLATION
Sourcewell or Vendor may cancel this Contract at any time, with or without cause, upon 60
days' written notice to the other party. However, Sourcewell may cancel this Contract
immediately upon discovery of a material defect in any certification made in Vendor's Proposal.
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Cancellation of this Contract does not relieve either party of financial, product, or service
obligations incurred or accrued prior to cancellation.
Sourcewell Tyler Technologies
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By: By:
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Title: Director of Operations & Title: Director of Legal Affairs
Procurement/CPO 12/15/2020 I 8:49 AM PST
12/10/2020 1 9:55 AM CST Date:
Date:
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By:
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Title: Executive Director/CEO
12/15/2020 1 11:07 AM CST
Date:
Rev. 2/2020 18
DocuSign Envelope ID: 53B16E1A-E395-497E-80EE-1B2CAC17DCOE
RFP 090320 - Public Sector and Education Administration
Software Solutions with Related Services
Vendor Details
Company Name: Tyler Technologies
Does your company conduct
business under any other name? If Maine
yes, please state:
1 Tyler Drive
Address:
Yarmouth, Maine 04096
Contact: Ehren Morse
Email: ehren.morse@tylertech.com
Phone: 800-772-2260 4662
Fax: 207-712-6025
HST#: 75-2303920
Submission Details
Created On: Thursday July 16, 2020 08:36:29
Submitted On: Thursday September 03, 2020 16:18:31
Submitted By: Ehren Morse
Email: ehren.morse@tylertech.com
Transaction #: 2a2dd418-38ed-4881-94f8-bc0bd29d824c
Submitter's IP Address: 207.182.208.2
Bid Number: RFP 090320 Vendor Name: Tyler Technologies
DocuSign Envelope ID: 53B16E1A-E395-497E-80EE-1B2CAC17DCOE
Specifications
Table 1: Proposer Identity & Authorized Representatives
General Instructions (applies to all Tables) Sourcewell prefers a brief but thorough response to each question. Please do not merely
attach additional documents to your response without also providing a substantive response. Do not leave answers blank; mark "NA" if
the question does not apply to you (preferably with an explanation).
Item
Question
Response*
1
Proposer Legal Name (and
applicable d/b/a, if any):
Tyler Technologies *
2
Proposer Address:
5101 Tennyson Pkwy, Plano, TX 75024 *
3
Proposer website address:
www.tylertech.com *
4
Proposer's Authorized
Representative (name, title,
address, email address & phone)
(The representative must have
authority to sign the "Proposer's
Assurance of Compliance" on
behalf of the Proposer and, in the
event of award, will be expected
to execute the resulting contract):
Andrea Fravert
Director of Legal Affairs
1 Tyler Drive
Yarmouth, Maine 04096
1-800-772-2260
Andrea.Fravert@tylertech.com
5
Proposer's primary contact for this
proposal (name, title, address,
email address & phone):
Ehren Morse
Sales Operations Manager
1 Tyler Drive
Yarmouth, Maine 04096
Ehren.Morse@tylertech.com
1-800-772-2260 ext. 4662
6
Proposer's other contacts for this
proposal, if any (name, title,
address, email address & phone):
Peter Rickett
VP Sales Enablement
1 Tyler Drive
Yarmouth, Maine 04096
PeterRickett@tylertech.com
1-800-772-2260
Table 2: Company Information and Financial Strength
Line
Item
7
Question
Provide a brief history of your company,
including your company's core values,
business philosophy, and industry longevity
related to the requested equipment, products
or services.
Response*
Partnering with government and schools to deliver the best technology solutions is our
passion at Tyler. We have decades of experience providing software and services —
beginning our exclusive focus on the public sector in 1997 — no one in the market
has the breadth or the experience we have. Public sector software is not just what
we do, it's all we do.
At Tyler, we imagine a world where all city, county, and regional government services
are connected within a healthy digital infrastructure. Connecting data, processes, and
people makes communities safer, smarter, and more responsive to the needs of
residents. When technology works seamlessly, citizens connect to their communities
and are more engaged, and government and schools can efficiently serve their
constituents.
What are our values?
Purpose — we are purpose driven.
Tyler has built its brand by delivering value for clients, creating a strong workplace
culture, ensuring transparency in our operations, and empowering strong, vibrant
communities. We take great pride in the Tyler brand and what it stands for.
Respect — we respect our resources
Respect for the environment is more than a mindset; it requires real investment and
focus. In 2019, we continued to make meaningful changes to our operations,
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infrastructure, and product offerings to better conserve natural resources and address
environmental concerns at global and local levels.
Community — we are committed to building community.
A spirit of community is a common thread that runs through every interaction, inside
and outside our organization.For our communities, this means generous giving through
the Tyler Foundation, our endowment for charitable giving. It also means continuing
our unique relationship with Both Ends Believing, Tyler's nonprofit partner benefiting
children in institutional care around the world.
For our company, this means support for the wellness and fulfilment of our
employees, as well as for a wide range of causes they care about. In 2019, our
commitment to employee engagement earned us inclusion in Forbes' America's Best
Midsize Employers for the second straight year.
For our clients and shareholders, this means providing peace of mind by investing in
security, compliance, and privacy initiatives that meet or exceed software industry
standards. We publish specific guidance on these programs on the Compliance page
of our website.
Integrity — we refuse to compromise on integrity.
Every aspect of our business begins and ends with integrity. In adhering to corporate
governance standards, integrity is our guiding principle and our number one
requirement for success — with our team members, our clients, our shareholders,
and even with our competitors. We consider integrity to be at the heart of our
success and uphold it on a daily basis through careful listening, thoughtful analysis,
and responsible decision making.
Company Background
Tyler Technologies is the largest and most established provider of integrated software
and technology services focused on the public sector. Tyler's end -to -end solutions
empower local, state, and federal government entities to operate more efficiently and
connect more transparently with their constituents and with each other. By connecting
data and processes across disparate systems, Tyler's solutions are transforming how
clients gain actionable insights that solve problems in their communities.
Tyler empowers government and schools to create safer, smarter, and more vibrant
communities through integrated solutions ranging from Appraisal & Tax, Civic
Services, Courts & Justice, Data & Insights, ERP, Land & Official Records to Public
Safety and K-12 Education, and has been exclusively focused on the public sector
since 1997.
Tyler was founded in 1966, incorporated in Delaware in November 1989 and is a
publicly traded corporation on the NYSE (TYL) and is headquartered in Plano, TX,
with 28 office locations across the U.S. and Canada.
With a client retention rate of 98%, Tyler has more than 21,000 successful
installations across 10,000 sites, with clients in all 50 states, Canada, the Caribbean,
Australia, and other intemational locations. Tyler offers scalable products with the
smallest jurisdiction (Loving County, TX with a Population of 82) to the largest (Los
Angeles County, CA with a population of 10.1M), and reinvests annually into research
and development ($64M in 2019).
Our Products
With decades of exclusive public sector experience, Tyler is the market leader
providing integrated software and services. Subject matter experts and in-depth
products result in a sustainable client partnership that delivers the industry's most
comprehensive solution. We provide the industry's broadest line of software products
and offer clients a single source for all their information technology needs in several
major areas: Appraisal & Tax, ERP, Civic Services, Land & Official Records, Courts
& Justice, Public Safety, Data & Insights, and K-12 Education. We are known for
long-standing client relationships, functional and feature -rich products, and the latest
technology. In addition to software products, Tyler provides related professional
services including installation, data conversion, consulting, training, customization,
support, disaster recovery, and application and data hosting.
Public Sector Focus
Tyler's business units have provided software and services to customers for more
than fifty years and have long-standing reputations in the local govemment market for
quality products and customer service. Tyler is the largest company in the United
States focused solely on providing software solutions to the public sector. While many
of our competitors compete in multiple vertical markets, Tyler is singularly focused on
Bid Number: RFP 090320 Vendor Name: Tyler Technologies
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the public sector. It's 100 percent of our business.
Tyler recognizes that the public sector is generally stable, risk averse, and craves
community accessibility, security, and transparency. That is why local government and
school entities seek reliable and efficient software and services from Tyler —a vendor
who is professional, reputable, dedicated, and achieves results. Tyler has the
experience to understand the unique requirements of the public sector, the necessary
resources to invest in its products, and the ability to deliver quality services.
Our Experience
Tyler Technologies' solutions offer the widest breadth of products in the industry, the
latest technology available, and an integrated system that can operate in diverse
offices throughout a jurisdiction. More importantly, Tyler's vision and skill in executing
that vision is what ultimately leads to a successful implementation and long-term
solution for our customers. Our experienced team consists of industry leaders that
keep our team moving and making sure we can give you the tools to succeed.
8
What are your company's expectations in the
event of an award?
Tyler is invested in continuing to promote and foster usage of the contract. Tyler has
been able to market the benefits of our existing contract intemally and externally so
sales staff are empowered with knowledge to promote its use and prospective clients
are aware of its availability and benefit to their agency.
9
Demonstrate your financial strength and
stability with meaningful data. This could
include such items as financial statements,
SEC filings, credit and bond ratings, letters
of credit, and detailed reference letters.
Upload supporting documents (as applicable)
in the document upload section of your
response.
Tyler consistently maintains a solid balance sheet and strong cash flow and low debt,
experiencing consistent revenue growth with 29 consecutive quarters of profitability,
and a total revenue for 2019 of $1.08 billion. While experiencing significant growth
opportunities from an increase in staff and expanding territories, we anticipate
additional product offerings and new technology will accelerate this growth
substantially in the future. We believe a debt -free balance sheet, substantial cash
reserves, and a committed customer base put Tyler in a great position in our
industry to weather any unexpected turbulence in the economy. For additional revenue
information please visit www.tylertech.com.
Tyler's continued success validates our strategy of a singular focus of serving mission -
critical needs of the public sector, backed by a strong balance sheet and strategic
investments that bolster our market leadership. This singular focus is executed though
multiple dimensions of products and services.
In June of this year, Tyler was named to the S&P 500® index. This is a major
achievement and milestone for Tyler reflecting Tyler's consistent growth and expanding
market capitalization over the last two decades. Tyler's commitment to providing
essential software and services to support the public sector remains stronger than
ever.
Please visit tylertech.irpass.com/Annual_Report_Financials to view our current annual
report.
10
What is your US market share for the
solutions that you are proposing?
Gartner estimates the total market for state/local government and education (excluding
higher education) to be approximately $21 B. Tyler currently estimates our addressable
market in the US to be $9 billion, of which our current market share is around 13%.
11
What is your Canadian market share for the
solutions that you are proposing?
Tyler has an established presence in Canada with an increasing footprint and
pipeline for new business. More than a third of our business units have existing
clients in Canada and a strategic focus on increasing market share.
12
Has your business ever petitioned for
bankruptcy protection? If so, explain in detail.
Tyler has never petitioned for bankruptcy protection and as described above is very
proud of it's financial strength with consistent long term revenue growth, a strong
cash position and no current debt.
13
How is your organization best described: is it
a manufacturer, a distributor/dealer/reseller, or
a service provider? Answer whichever
question (either a) or b) just below) best
applies to your organization.
a) If your company is best described as a
distributor/dealer/reseller (or similar entity),
provide your written authorization to act as a
distributor/dealer/reseller for the manufacturer
of the products proposed in this RFP. If
applicable, is your dealer network
independent or company owned?
b) If your company is best described as a
manufacturer or service provider, describe
your relationship with your sales and service
force and with your dealer network in
delivering the products and services proposed
in this RFP. Are these individuals your
employees, or the employees of a third party?
Tyler is best described as a manufacturer and service provider. A great benefit to
Sourcewell members as Tyler not only develops and supports our software in house,
we also have an impressive implementation team that works directly with our clients
to ensure a smooth implementation. These internal teams work together seamlessly to
ensure that all our products and services offered provide the best solutions to the
public sector's evolving needs.
Tyler offers a variety of solutions designed specifically for the public sector. From
ERP and community development to public safety and school transportation, we
provide solutions for all the public sector's needs. For Sourcewell members, that
means one partner — one company to work with and solutions that were designed to
work together.
Bid Number: RFP 090320
Vendor Name: Tyler Technologies
DocuSign Envelope ID: 53B16E1A-E395-497E-80EE-1B2CAC17DCOE
14
If applicable, provide a detailed explanation
The scope of services provided by Tyler do not include required licenses or
outlining the licenses and certifications that
certifications. Our proposal otherwise includes information related to certifications held
are both required to be held, and actually
held, by your organization (including third
parties and subcontractors that you use) in
pursuit of the business contemplated by this
by some of our personnel.
RFP.
15
Provide all "Suspension or Debarment"
Tyler is not, and has not been over the last ten years, suspended or debarred from
information that has applied to your
organization during the past ten years.
procurements in its various markets.
Bid Number: RFP 090320 Vendor Name: Tyler Technologies
DocuSign Envelope ID: 53B16E1A-E395-497E-80EE-1B2CAC17DCOE
Table 3: Industry Recognition & Marketplace Success
Line
Item
Question
Response *
*
*
*
*
16
Describe any relevant industry awards or
recognition that your company has received
in the past five years
Tyler strives to provide the best client services in the industry. Our products undergo
testing by trained quality assurance and certified usability analysts; therefore our
clients benefit from products that work logically based upon user experience and
input. We also focus our implementation and support professionals on specific
groups of applications so they can offer more specialized services.
Our commitment at Tyler is to ensure the highest level of client satisfaction through
the efforts of Tyler's most valued resource: its people. We challenge our employees
to pursue new initiatives aggressively and become industry leaders in their
respective fields. Tyler employs over 5,500+ individuals, many of whom are
seasoned professionals with unique and proprietary skills and years of industry
experience. In fact, our employee turnover rate is very low —in recent years, about
half of the industry average.
Company Recognition Tyler Technologies has earned the reputation as an industry
leader based on our products and commitment to our clients. These factors, along
with our financial strength and industry partnerships, have resulted in numerous
accolades.
Tyler has been named to the following prestigious lists alongside some of the most
innovative and influential companies in the United States.
Innovative and Strong:
- Included in the S&P 500 (2020)
- Government Technology Magazine's "GovTech Top 100 List" (2020)
- ORBIE's "CIO of the Year" award (2020)
- D Magazine's "CEO Financial Executives" award (2020)
- Dallas Business Journal ranked Tyler's Plano office #8 in its "North Texas
Fastest -Growing Public Companies" list (2017)
- Forbes' "Most Innovative Growth Companies" list (2016, 2017)
- Forbes' "America's Best Small Companies" list (nine times)
- Barron's 400 Index ranking, a measure of the most promising companies in
America (six times)
- Software Magazine's "Software 500" ranking of the world's largest software and
service suppliers (seven times)
- Audit Integrity's "America's Most Trustworthy Companies" list (2007)
Employer of Choice:
- Forbes' "Best Employers for Diversity" (2019, 2020)
- Forbes' "Best Employers for Women" list (2018)
- Forbes' "Best Midsize Employers" list (2018)
- Tyler's three Maine offices recognized as "Best Places to Work in Maine"
(nine times since 2007)
- The Atlanta Joumal Constitution's "Top Workplaces" list (2020)
- The Washington Post's "Top Workplaces" List (2020)
- Dallas Morning News' "Best in DFW: Top Workplaces" recognized Tyler's
Plano, Texas, office (five times)
- Dayton Daily News' 'Top Workplaces in the Dayton Metro Area" recognized
Tyler's Moraine, Ohio, office
- Tyler's Lubbock, Texas, office named to the "Best of Lubbock" list by the
Lubbock Avalanche -Journal (2016 and 2017)
- Detroit Free Press named Tyler's Troy, Michigan, office a top workplace (2017)
- Phoenix Business Journal named Tyler's Tempe, AZ, office on Best Places to
Work list (2017)
17
What percentage of your sales are to the
governmental sector in the past three years
87% or Tyler's sales have been focused on the governmental sector in the past
three years.
18
What percentage of your sales are to the
education sector in the past three years
11+% of Tyler sales focused on the education sector in the past three years. More
than 37% of all of Tyler's clients are education sector related organizations.
19
List any state, provincial, or cooperative
purchasing contracts that you hold. What is
the annual sales volume for each of these
contracts over the past three years?
Tyler is associated with CES, TIPS, TX DIR, MESC. OECM, TX Buyboard, NASPO
(via Carahsoft). Additional state contracts include: Massachusetts ITS42, Missouri,
New Jersey, Rhode Island, Virginia.
20
List any GSA contracts or Standing Offers
and Supply Arrangements (SOSA) that you
hold. What is the annual sales volume for
each of these contracts over the past three
years?
Our federal division leverages GSA IT -70 which markets Tyler's Micropact solutions
and our Data & Insights division has GSA Schedule 70 GS -35F -0119Y which
markets Tyler's Socrata solutions.
Bid Number: RFP 090320
Vendor Name: Tyler Technologies
DocuSign Envelope ID: 53B16E1A-E395-497E-80EE-1 B2CAC17DCOE
Table 4: References/Testimonials
Line Item 21. Supply reference information from three customers who are eligible to be Sourcewell participating entities.
Entity Name *
Contact Name *
Phone Number *
*
*
*
Brevard County Sheriffs Ofice, FL
Bob Urie - Information Technology Manager
321.607.2697
North Carolina Judicial Branch
Bob Fowler -Chief Business Officer
919-890-1223
City of Hartford, CT
Mary Pippin - ERP Manager
860-757-9430
Table 5: Top Five Government or Education Customers
Line Item 22. Provide a list of your top five government, education, or non-profit customers (entity name is optional),
including entity type, the state or province the entity is located in, scope of the project(s), size of transaction(s), and dollar
volumes from the past three years.
Entity Name
Entity Type *
State / *
Province
Scope of Work *
Size of Transactions *
Dollar Volume Past Three
Years
State of North
Carolina
Government
North Carolina -
NC
eCitations, eWarrants, Online
Court Management System, eFiling
26 line items under 3
Suites
$30,209,174
*
State of South
Carolina
Education
South Carolina -
SC
Transportation - Routing and
Planning, GPS, Mobile Data
Terminal, Business Intelligence
Dashboard
1 Suite
$14,500,000
*
Bexar County,
TX
Government
Texas -TX
Online Court Management
System, Civil Process Software,
Probation Software, Jury
Software, Corrections Software
24 line items under 5
Suites
$10,995,593
*
Dallas County,
TX
Government
Texas - TX
Civil Process Software, Jury
Software, Court Management
System
46 line items under 3
Suites
$10,008,902
*
Franklin
County, OH
Government
Ohio - OH
Appraisal Services, ePayments,
ERP, Court Management Systems
4 suites
$9,415,143
*
Table 6: Ability to Sell and Deliver Service
Describe your company's capability to meet the needs of Sourcewell participating entities across the US and Canada, as applicable. Your
response should address in detail at least the following areas: locations of your network of sales and service providers, the number of
workers (full-time equivalents) involved in each sector, whether these workers are your direct employees (or employees of a third party),
and any overlap between the sales and service functions.
Line
Item
Question
Response*
Bid Number: RFP 090320 Vendor Name: Tyler Technologies
DocuSign Envelope ID: 53B16E1A-E395-497E-80EE-1B2CAC17DCOE
23
Sales force.
Tyler's organization is broken down into specific business units with focused and
tenured sales teams successfully supporting each business unit. Sales departments are
strategically structured with ample resources that focus on Tyler's existing clients and
staff that focus exclusively on prospective new clients. Tyler is very proud of and
benefits from its sales force being healthily tenured. This meaningfully supports the
effectiveness of our sales organization, our consultative approach to selling and our
clients' satisfaction when conducting business with Tyler. This undoubtedly helps to
drive Tyler's client retention rate of 98%.
In Tyler's largest division the average tenure of our sales team is 14 years and on
average across the organization sales resources have spent 9+ working at Tyler and
many have had careers with applicable experience doing business with the public
sector. Additionally, one out of three of Tyler's employees has worked in the public
sector.
Our sales organization consists of nearly 400 resources who help to successfully
operate Tyler's sales functions and support our growing customer base with
knowledgeable and focus on each and every product that is purchased by our
customers. Tyler product divisions are divided into seven distinct areas: Appraisal &
Tax, Courts & Justice, Data & Insights, ERP, Federal, Local Government & Public
Safety and five focused solution groups: Courts & Justice, Health & Human Services,
K-12 Education, Public Administration and Transformative Technology. Tyler has offices
across the United States to accommodate our growing employee & customer base
and provide exceptional regional support for our existing clients.
Tyler is headquartered in Plano, Texas. We have offices throughout the U.S., two in
Canada, and one in the Philippines. With Sourcewell more recent expansion into
Canada, Tyler looks to continue to build on this partnership and leverage this contract
and Sourcewell's partnerships to expand business in Canada going forward. Tyler has
a growing number of clients in Canada.
Internal and external sales employees are cognizant of the effectiveness and
purchasing vehicles and are specifically trained on the process for utilizing Sourcewell
so they can provide information efficiently and effectively to our client and prospective
clients. Tyler's clients have utilized the Tyler/Sourcewell contract more than any other
means of cooperative purchasing, and Tyler looks to continue to grow the partnership
and the volume of business that leverages this procurement method.
24
Dealer network or other distribution methods.
Tyler does not leverage a dealer network. We have proven success with selling direct
to our customers and seamlessly integrating additional departments into each and
every client relationship as customers continue their partnership with Tyler.
25
Service force.
Tyler actively seeks the best talent to help us implement our solutions for our clients.
Our staff consists of seasoned professionals with unique and proprietary skills, and
years of industry experience, who are focused on specific products and in dedicated
regions. Assembling a quality project team that suits for project needs is important.
Upon award of contract, Tyler assigns a project manager and quality project team to
ensure your implementation success. Tyler staff perform services in a professional,
workman -like manner, consistent with industry standards.
Bid Number: RFP 090320 Vendor Name: Tyler Technologies
DocuSign Envelope ID: 53B16E1A-E395-497E-80EE-1B2CAC17DCOE
26
Describe in detail the process and
procedure of your customer service
program, if applicable. Include your
response -time capabilities and
commitments, as well as any incentives that
help your providers meet your stated
service goals or promises.
Customer satisfaction is of the utmost importance to Tyler. That's why we've designed
our customer support model to ensure that issues that arise are resolved within a
timely manner.
Tyler provides online and continuing education resources on its support website at
www.tylertech.com/client-support.
Support Organization
Tyler technical support is organized by business process. Our product -specific teams
allow support staff to focus on a distinct group of products and services by business
process so they can handle calls quickly and accurately.
The support product manager is responsible for the day- to -day operations of the
team and ensures delivery of exceptional technical support to our clients. The team
analysts and leads are responsible for assisting the team with client issues and
providing ongoing team training.
Technical support specialists are responsible for diagnosing and resolving client issues
in a timely and courteous manner.
Contacting Us to Make a Support Request
The most efficient way to reach us is to log a support request online through Tyler's
online support incidents at www.tylertech.com/client-support. You can log a case for
support anytime. All data is available in real-time. Your existing contact information
defaults when you create a new support case. You provide: Description, Priority,
Product suite, group, and module. Best practice is to enter as the product suite and
to start with the application module for all issues — the application support team will
collaborate with other groups as needed for resolution. The case create -form provides
unlimited space for you to describe the question or problem in detail, and you can
attach files or screen capture that may be helpful to support. Use the My View screen
capture tool to record the issue and attach it to the support case. As you enter your
request, potential solutions are offered in the Answer Panel to the right of the case
entry form. If you do not find an answer while entering your request, continue with the
submit. The case is routed to the team with the experts best matched to your request.
Once submitted, you will receive an automated email that includes the case number
for reference.
A Focus on Client Success
Our mission is to deliver superior service by providing a timely response, issue
resolution, and operational support, resulting in a high-level of client satisfaction. Unlike
some companies who outsource their application support to a third party, Tyler offers a
complete solution of customer support services provided by our in-house experts.
When you contact technical support, your request is responded to by a technical
support specialist who begins working on the request at first contact.
Every contact from you is logged into our customer relationship management system.
This system tracks the history of each case, including the time of first contact, priority
of the issue, description of the request, support recommendations, client feedback, and
resolution. A list of cases is available in real time on Tyler's support website.
Case Priorities
To best assist clients, we triage and monitor cases by priority. The case priority is
based on your needs and deadlines. Priority identifies the impact of the issue and
sets expectations for support and for you. You are responsible for communicating the
priority of the case and must contact support if the priority of an issue changes.
Support resources are available 8:00 AM to 5:00 PM across four standard time zones
(EST, CST, MST, and PST).
Tyler has established escalation paths and severity levels that range from Critical to
Non -Critical. Critical priority means an issue is severe and requires immediate
resolution. A critical issue is one where there is a complete work stoppage, or a loss
of multiple essential system functions for all users. Tyler aims for resolution in 1 day
or less. High priority issues are ones where there is a repeated, consistent failure of
essential functionality affecting more than one user, or the loss or corruption of data;
your system is operational, but an essential piece of functionality is not working. Tyler
aims for resolution in 10 days or less. Medium priority issues are non -severe issues
that Tyler aims to resolve in 30 days or less. Non -Critical priority issues are a lower
priority and you will work with Support as time permits. Tyler aims for resolution in 60
days or less.
Critical Issues
If you are experiencing a severe work stoppage that requires immediate resolution,
you can log a critical case through the portal, or you can call Tyler's toll -free number
(800.772.2260). If all technicians are on the line assisting other clients, you can
press "0" to be redirected to the operator to page the team.
Following -up on Open Cases
You can monitor the status of an open issue in Tyler's online support incidents. In the
portal, you can review support's last action on the case and enter new information to
share with support. You can request an update by entering a note on the case in the
portal, or by calling support and speaking with the assigned technician.
Escalating a Support Case
If your situation or issue priority has changed, or if you feel you are not receiving the
service you need, please contact the appropriate support product manager to escalate.
The manager will follow up on your open issue and determine the necessary action.
Bid Number: RFP 090320 Vendor Name: Tyler Technologies
DocuSign Envelope ID: 53B16E1A-E395-497E-80EE-1B2CAC17DCOE
27
Identify your ability and willingness to
provide your products and services to
Sourcewell participating entities in the
United States.
Since 1997, Tyler Technologies' singular focus has been providing software and
technology services to the public sector, While this remains our focus, 2019 was a
year that highlighted and amplified the multiple dimensions of our growing company.
We serve multiple levels of public sector clients from local to national. The 2019
acquisition of Micropact added federal clients such as NASA and the Department of
Justice to our extensive roster of municipalities, counties, state and other government
entities.
We engage with multiple levels of technology, from back -office systems of record that
feed, access and aggregate data, to process integration with workflows across
systems, to the applications that provide better access to government for community
residents. We provide end -to -end software and services options designed to
accommodate each client's unique situation, whether they're moving from manual
processes or already engaged in advanced digital workflow.
We deliver solutions in multiple ways. From locally installed, client -hosted systems to
secure reliable cloud -based offerings, we facilitate hosting environments that work best
for our clients.
We envision a dynamic future. Our visions of helping our clients create connected
communities — where data, processes, and people work together to make communities
safer, smarter, and more responsive — is multilayered, with a long-term roadmap for
connecting data between departments and agencies and across jurisdictions and
geographical boundaries.
We are accountable to multiple stakeholders, including public servants, community
residents, our employees, and our shareholders, and we take our responsibilities to
each of these groups very seriously.
We empower the people who serve the public in multiple ways every day.
Tyler's 5,500+ employees work hard every day to support our 26,000+ installations in
10,000 locations. We have public sector clients in all 50 states plus Canada, the
Caribeean, Australia, Europe, and other international locations. Moreover, Tyler offers
the widest range of solutions for the public sector, including: Appraisal & Tax, Civic
Services, Corrections, Courts & Justing, Cybersecurity, Data & Insights, ERP Financial,
Health and Human Services, Land & Official Records, Public Safety, Regulatory,
School Financial, Student Information & Student Transportation.
Tyler is willing and able to sell our best of breed products across the United States.
We provide solutions to support all sizes of entities in the public sector and pride
ourselves on providing unparalleled support to each and every customer with a
growing array of support services to ensure that our clients' needs are met
expeditiously and resolved quickly. This is appreciated by our clients and supports our
client retention rate of 98%.
28
Identify your ability and willingness to
provide your products and services to
Sourcewell participating entities in Canada.
Tyler's EnerGov, MyCivic, Socrata, Versatrans, Odyssey and iasWorld products are all
sold in Canada with dedicated sales resources focusing on this market and
continuing to build market share.
Specific to Tyler's A&T division , Tyler's experience is both deep and broad in terms
of its footprint within Canada. We have been providing property assessment solutions
to the Canadian market since 1992, starting with the Province of Nova Scotia. The
Province of Newfoundland initially installed the Tyler solution in 1998. Along with these
longtime clients, Tyler is currently in the process of implementing the iasWorld CAMA
solution for British Columbia Assessment (BCA). BCA is widely regarded as one of
the most advanced assessment agencies in the world, assessing nearly two million
properties with a total assessed value nearing $1.3 trillion. BCA selected Tyler's
iasWorld after a competitive review process to help improve assessment quality,
reduce operational and overhead costs, enhance data flow between agencies and
improve employee productivity. In addition, Tyler is currently implementing the iasWorld
solution in the City of Calgary. The City chose Tyler's iasWorld solution due to our
experience in Canada, our appraisal expertise, the overall financial strength of the
company, and our singular focus on the public section. Tyler is supporting the City of
Calgary's vision of becoming a leading annual market value assessment jurisdiction.
29
Identify any geographic areas of the United
States or Canada that you will NOT be fully
serving through the proposed contract.
Tyler is intent on marketing it's software & service solutions across all states in the
US and across Canada.
30
Identify any Sourcewell participating entity
sectors (i.e., government, education, not -for-
profit) that you will NOT be fully serving
through the proposed contract. Explain in
detail. For example, does your company
have only a regional presence, or do other
cooperative purchasing contracts limit your
ability to promote another contract?
Tyler provides solutions predominantly to Schools, Cities, Counties, Special Districts,
States and Federal Organizations and is intent on maketing its solutions to these
organizations across all of Sourcewell's applicable entity sectors.
Bid Number: RFP 090320
Vendor Name: Tyler Technologies
DocuSign Envelope ID: 53B16E1A-E395-497E-80EE-1B2CAC17DCOE
31
Define any specific contract requirements or
restrictions that would apply to our
participating entities in Hawaii and Alaska
and in US Territories.
There are no restrictions on Tyler's ability to conduct business in Hawaii, Alaska, or
other US territories.
Table 7: Marketing Plan
Line Question
Item
32
33
Describe your marketing strategy for
promoting this contract opportunity.
Upload representative samples of your
marketing materials (if applicable) in
the document upload section of your
response.
Describe your use of technology and
digital data (e.g., social media,
metadata usage) to enhance
marketing effectiveness.
Response*
As a proud Sourcewell partner, Tyler Technologies actively embraces and promotes this
partnership to our clients and prospects. Tyler's broad portfolio of solutions empowers the
public sector to deliver quality and efficient service to their constituency — through software
that provides greater transparency and accessibility, sustainable office practices, and secure
data that is easy to manage and maintain. Through our Sourcewell partnership, we can
deliver on this mission one step further by helping the public sector make critical software
procurement decisions while reducing stress and allowing them to find a solution at the
most competitive price point. To drive awareness of the Sourcewell agreement, we have
strategically integrated the partnership into our corporate marketing strategy in several ways,
including the following:
• Tyler has developed multiple collateral resources that speak to the advantages of
using Sourcewell as a procurement tool. Our Tyler Technologies Sourcewell Flyer lives in
our customer -facing resource center on Tylertech.com. We've also created a brochure
titled "Making the Right Long -Term Decision: A Six -Step Approach to Purchasing New
Technology" which discusses the various ways agencies begin the procurement process,
which speaks to utilizing a purchasing agent like Sourcewell to help save significant time,
paperwork, administration fees, and legal costs. Our Munis ERP Case Study directly
references the benefits of using a Sourcewell contract in the words of Tyler's client the city
of Redding, California. All these resources are available on our website Tylertech.com, but
are also Google indexed, making them accessible to anyone looking for resources on
these subjects or active keywords.
• Our Tyler Technologies Sourcewell Flyer is also available in our sales enablement
platform which enables our marketing and sales organization to send important decision -
making assets to prospects and clients.
• Tyler promotes Sourcewell at hundreds of trade shows nationwide every year, including
industry -leading events like GFOA, where our Sourcewell banner is placed proudly in our
Tyler -branded booth. Because the Sourcewell brand is so highly regarded within the public
sector, this helps strengthen the brand identity of both Sourcewell and Tyler in the eyes of
public sector decision makers and allows them to feel confident in the value they are
receiving in the partnership.
• Tyler's annual Connect client user conference draws over 6,000 government officials
and decision makers in attendance. Tyler offers Sourcewell access to our Connect
conference, a valuable opportunity to interact with and promote to Tyler's client base.
In continuing the partnership, Tyler is open and willing to explore further opportunities where
the brand missions align, including:
• Upon award of contract, Tyler will produce and distribute a press release to all
pertinent media outlets, and the news will be amplified via our social media channels.
• Once a year, Tyler will create a thought leadership piece on the significance, benefits,
and value of cooperative procurement agreements. This piece will be stored in the resource
center on Tylertech.com and will be amplified via social media channels.
• Tyler will continue to integrate mentions of the Sourcewell partnership into existing
collateral and presentations, further promoting the partnership to both clients and prospects
during webinars or in product collateral.
• Tyler will incorporate Sourcewell branding into our virtual trade show exhibitor booth at
various events throughout the year. When we can attend events in -person, we will
incorporate the Sourcewell banner into our booth design where applicable.
As part of our corporate marketing strategy, Tyler Technologies is active on social media
platforms including Twitter, Linkedln, Facebook, and Instagram. We strategically use each
platform to amplify key corporate messages through mediums like blog posts, press
releases, and downloadable assets as links with UTMs. Digital marketing is a priority at
Tyler Technologies, and we continue to grow our influencer network to include key partners
and influential voices within our industry and verticals. Tyler is consistently featured
prominently in industry and mainstream publications that reach decision makers in target
markets. Tyler Technologies and Sourcewell, in this partnership, can leverage and amplify
each other's industry expertise on social media, in print, and on digital platforms to hit all
prospective audiences.
Bid Number: RFP 090320
Vendor Name: Tyler Technologies
DocuSign Envelope ID: 53B16E1A-E395-497E-80EE-1B2CAC17DCOE
34
In your view, what is Sourcewell's role
in promoting contracts arising out of
this RFP? How will you integrate a
Sourcewell-awarded contract into your
sales process?
With a continued partnership, Tyler will look to Sourcewell to continuously market the value
of their program and the applicability of cooperative procurement to their customer base.
Sourcewell should continue to elevate their image in the marketplace, attracting valuable
prospects for both brands, through opportunities like trade shows and events.
Tyler reps propose usage of the Sourcewell contract when clients are intent on purchasing
from cooperative vehicles for procurement of their software and services. Usage volume of
the Sourcewell contract exceeds that of all other contracts and our clients appreciate the
expeditious process and ease of use of the contract.
35
Are your products or services
available through an e -procurement
ordering process? If so, describe your
e -procurement system and how
governmental and educational
customers have used it.
Tyler provides e -procurement solutions to its clients. Tyler's eProcurement solutions increase
efficiency by streamlining the purchasing process, resulting in shorter processing times. The
easy flow of information and the ability to customize processes ensures purchasing
requirements and needs are met while improving the organization's purchasing power.
Tyler has provided an eprocurement punch -out to vendor -hosted websites in Tyler's Munis
Purchasing and Requisition applications. This makes Munis eProcurement even more useful.
Vendor punch -out allows for online shopping on a vendor's website which can be accessed
and launched directly from the Munis Requisition application. When accessed, Munis users
can shop the vendor's website, creating a virtual shopping cart of items. For example, a
Munis user shops on the Staples.com website and builds a shopping cart of items. Once
shopping is complete, the virtual shopping cart of items is instantly transferred to Munis and
automatically populates a Munis requisition. Once the virtual shopping cart has been *
transferred to a Munis requisition, the regular Munis requisition process will be enforced.
This includes allocating the requisition line items to GL accounts, checking and enforcing
available budgets, following Munis requisition workflow and eventually converting to a
purchase order. Once a purchase order has been created, sites have the optional
functionality to electronically submit the created purchase order to the vendor.
Currently, Tyler's own products currently are not offered via an e -procurement ordering
process but Tyler is continually looking for ways to improve processes and methods for
purchasing Tyler's products. The purchase of Tyler's software and service solutions is a
consultative process which involves working with our customers to determine their needs
and determining how best they can utilize Tyler's solutions to optimize business at their
organization's operations. Tyler has a long history partnering with Sourcewell to improve
procurement timelines to provide best in class software and services to the Public Sector.
Table 8: Value -Added Attributes
Line
Item
Question
36
Describe any product, equipment,
maintenance, or operator training
programs that you offer to
Sourcewell participating entities.
Include details, such as whether
training is standard or optional,
who provides training, and any
costs that apply.
Response*
Everyone's learning style is different. That's why Tyler offers several training formats to
accommodate our diverse clients' needs. Training by Tyler staff provides hands-on learning in
your own labs. Your resources receive consultative knowledge transfer sessions that are a
combination of lecture and hands-on education, using your organization's own data. Tyler
believes in a train -the -trainer approach to implementation. This approach allows your
resources (i.e. power users and functional leads) to be involved in the initial training and
software configuration while limiting the amount of time that end users are involved in the
project. The power users and functional leads are then involved in training the end user
community after all configuration is complete, which helps to increase adoption, solidify
knowledge transfer, and lessen resistance to training and process changes.
A mutually developed education plan lays out the process of transferring knowledge between
you and Tyler. The purpose of the education plan is to:
• Communicate the process to stakeholders and functional leaders
• Answer specific questions (where classrooms will be established, what database
environment will be utilized, etc.)
• Establish action items and link project personnel as owners
• Define measurement criteria to ensure the plan has been successfully followed
Your organization is set up for success with Tyler's train the trainer approach to training and
education plan developed over years of industry experience.
Additionally, we do offer Tyler -led end user training for circumstances where the train the
trainer approach is not feasible. You may contact us at any time for training on future
functionality, train new users, or refresh knowledge; However, your team will have access to
the tools and services designed to support your internal training leads - TylerU, Tyler
Community, client support, state user groups, annual user conference, KnowledgeBase and
online help. More information on these resources is provided below.
Tyler has a longstanding track record delivering virtual implementation services. With our
strong virtual capabilities, Tyler has adjusted to the current Covid-19 climate. Tyler plans to
continue to deliver all training virtually, including Go Lives, until health and travel conditions
stabilize. Please visit our Virtual Munis Implementations homepage for additional information
regarding our proven success delivering this model.
At this time local, state, and federal governments within the United States (US) are limiting
travel within our borders and abroad. When the local and state govemments start lifting
restrictions, we will evaluate each project and determine which, if any, sessions cannot be
delivered effectively and efficiently through virtual consultation, and only those sessions will be
Bid Number: RFP 090320 Vendor Name: Tyler Technologies
DocuSign Envelope ID: 53B16E1A-E395-497E-80EE-1B2CAC17DCOE
considered for travel. Tyler's standard approach, under normal circumstances, is to conduct
roughly 25% of all project days on -site in your facilities.
A typical day of training is from 9:00 to 4:30 (or 8:30 to 4:00), allowing for a break for
lunch and short breaks in the morning and afternoon as needed. We've found that allowing
users time to return to their daily responsibilities before and after classes or sessions allows
for more productivity during the session. It also allows the Tyler Implementation staff time to
prepare upon arrival and follow-up afterward. The start and stop times for the training will
be discussed and agreed upon by Project Management during the planning portion of the
project and will be published as standard session times throughout the project.
Class size should be limited to twelve (12) users in attendance to the training is critical to
gain hands-on experience with the system.
Both teams collaborate on all aspects of training, discussed, and documented during the
planning stage of the project. The expectation is for Tyler to provide one or more occurrence
of each scheduled training. You will be responsible for the logistics of the training by
completing such tasks as scheduling resources and ensuring facilities are available. These
sessions are to be attended by your key staff members (i.e. functional leads and power
users) so that they can then disseminate the information they learn to others in your
organization if or when necessary.
Our mission is to deliver superior service by providing a timely response, issue resolution
and operational support, resulting in a high-level of client satisfaction. Unlike some companies
who outsource their application support to a third party, Tyler offers a complete solution of
customer support services provided by our in-house experts.
Transparency is important, that's why 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 and each incident is assigned a priority number, which
corresponds to your needs and deadlines. Clients can track the progress of these incidents
online using Tyler's support portal.
Tyler provides online and continuing education resources for our clients, including but not
limited to the following resources.
• Tyler Search — an online query tool that provides answers for your questions by culling
through all Tyler's online resources using Knowledge Centered Service
• Tyler Knowledgebase- a documentation library in a single, easily accessible location
• Tyler Community — Tyler's online forum available 24/7
• Tyler University- Tyler's e-leaming solution to enhance support and training of your
employees using your data
• Tyler Release Management Console- Shows all release version information, with a
summary of each release and associated enhancements, open, closed and non -critical issues
• Online Help- context sensitive field help and procedural information to assist your team
in completing program tasks
• Answer Panel- As you begin entering your case details, Tyler Search presents results in
the panel that matches your question. Answers provided are the most relevant to your
question, regardless of the source of the information.
• MyView- MyView is a screen capture tool to give Support more information to assist
clients with a case. The recording is linked to the case and visible in the Online Support
Incidents portal.
• Online Support Portal- log or manage incidents and attach documentation and
screenshots
• GoToAssist & Bomgar- remote assistance from Support used to connect to your desktop
• Phone- Tyler provides a dedicated 800 number that places no limits on who from your
team may contact Support, or the number of calls placed
• State User Groups — forums organized by Tyler staff and attended by existing clients to
get the latest information on Tyler products
• Annual Conference — Tyler Connect features online courses taught by Tyler subject
matter experts hosted in a different city each year
37
Describe any technological
advances that your proposed
products or services offer.
Tyler is committed to providing the best software and services to the public sector. Tyler
separates our research and core development groups to ensure that Tyler remains focused
on the needs of existing customers while also envisioning and executing on what our
prospects will expect from our products and services in the future. Our evergreen philosophy
ensures we continually provide returns on our clients' investment by refreshing the features
and their underlying technology in a planned and non -disruptive approach. Our ultimate goal
is for our software to be the last software license you purchase or lease. Tyler is the
industry leader in this space and all efforts are geared towards increasing that leadership
position. One question codifies our position, "If our clients were to re-enter the market
looking for a replacement solution would the most likely outcome by them purchasing our
product?" Our 98% retention rate and market leading selection rate are the metrics we use
to measure the answer to this question. Providing ever increasing value for your maintenance
dollars is the goal.
Tyler values the importance of choices to our clients and is the only pure public sector
provider that provides deployment options spanning on -premises, virtualized our hosted in our
private cloud. Tyler also supports your right to choose the timing your upgrade so it makes
sense operationally and provides tools such as Managed Internet Updater, Tyler Upgrade
Assistant, Tyler University eLeaming, Release/Defect Transparency Tool, Tyler Community, and
Tyler Client Portal to help you not only make this decision but also prepare for it.
AREAS OF FOCUS
Bid Number: RFP 090320 Vendor Name: Tyler Technologies
DocuSign Envelope ID: 53B16E1A-E395-497E-80EE-1B2CAC17DCOE
Evergreen Philosophy
As we continuously refresh our features and their underlying technology in a planned and non -
disruptive approach, we provide our product upgrades free with an annual maintenance
agreement. This ensures that our clients always have the latest technology.
Consumer grade User Experience
Tyler's products are designed and developed by industry experts solely focused on the public
sector. This includes a conscious focus and direction that ranges from usability studies and
design by our in-house experts certified by Human Factors International, to User Group and
client feedback. We've reached a tipping point, for the first time in decades Baby Boomers
are outnumbered in the workforce by Generation X and Millennials. Community and School
Leaders of tomorrow will never remember a time when technology was not a part of their
everyday lives. These generations think definitely and expect to be able to pick new systems
up and make them work much like downloading a new app on their phone. Our experts
understand this and are working on solutions that meet these expectations.
Getting the Technology to where the work happens
Too often today technology is used as a "back -office" system of record than an enabling tool
that improves efficiency. Tyler understands this and is the only sole -focused public-
sector/education solution that is predominantly based on HTML5. This allows access to the
application on any device that can interpret HTML5. We also understand that workers can no
longer be tied to their desk in order to work with the system. They go to meetings,
conferences and other work related travel where they need system access in order to keep
up with their work. Tyler delivers this through responsive solutions that are optimized for
mobile form factors like tablets and phones eliminating the need for something to "wait until I
get back to my desk."
RECENT ADVANCEMENTS / PRODUCT PLANS
Business Intelligence
Both Microsoft and Tyler understand business intelligence (BI). What's more, we understand
that the public sector needs sound reporting options from their ERP system, and a viable
means to display different views of their data quickly and easily. Together, and through the
use of the widely -familiar Microsoft Excel, Tyler applications offer versatile BI and reporting
solutions. Using Microsoft Services, users can use the available, pre -developed application -
specific "cubes" to report on key applications areas. These cubes then let users to easily
select, slice, drill into, organize, and report on exactly the data they need, in meaningful
spreadsheet, chart, and graph formats.
SaaS
The SaaS model is unique and powerful in its ability to meet a variety of end -user needs.
Tyler's SaaS solution allows organizations to utilize software that is hosted and administered
by Tyler Technologies at a remote data center —over an Internet connection via a dedicated
Virtual Private Network (VPN). With SaaS users receive built-in disaster recovery services
including backup and storage of all system, data and image files in a secure off site
location. This reduces their concerns about potential hardware failure, a failed or forgotten
backup, or damaged and/or lost data due to a natural disaster.
Technology
Technology evolves along with our clients' needs. We continually research and test our
technology delivery processing and storage methods to ensure our clients have the right tools
to do their jobs quickly and efficiently. We do this by adding or enhancing hardware and
software to streamline processes and provide a richer, deeper experience. Tyler will continue
to provide our clients with the proper tools that meet their unique needs for each solution --
looking to customer feedback to create and enhance our solutions to better fit the needs of
the public sector.
HTML5
Many of Tyler's web based solutions have been to HTML5, enabling a consistent and
versatile deployment on computers and mobile devices alike.
Security
We continually work toward embracing the latest industry and cloud standards in order to
ensure a reliable set of practices and controls are in place to protect your proprietary data.
Working with Geospatial Data
Tyler applications are designed to help you meet your ultimate goals of guiding orderly
growth, promoting safety and livability, fostering economic vitality and encouraging community
Bid Number: RFP 090320 Vendor Name: Tyler Technologies
DocuSign Envelope ID: 53B16E1A-E395-497E-80EE-1B2CAC17DCOE
collaboration. The future direction for Tyler software leverages the latest web technologies,
spatial capabilities and industry standards while remaining focused on your goals to help you
attain the success you require.
Long Term Considerations
We've built our reputation by successfully serving thousands of clients for decades, providing
industry knowledge with a professional team of experts, and committing to long-term
investments that focus on our products and services. Guided by our vision to create solutions
that are productive, integrated, flexible and efficient, our direction is clear: we will invest in
remarkable applications, greater user experiences, and leading technology for robust, efficient
management and delivery of our solutions. Going forward we will remain true to our mission
statement of empowering people who serve the public, in order to make ongoing strategic
investments
38
39
40
Describe any "green" initiatives
that relate to your company or to
your products or services, and
include a list of the certifying
agency for each.
Identify any third -party issued eco-
labels, ratings or certifications that
your company has received for the
equipment or products included in
your Proposal related to energy
efficiency or conservation, life -cycle
design (cradle -to -cradle), or other
green/sustainability factors.
Describe any Women or Minority
Business Entity (WMBE), Small
Business Entity (SBE), or veteran
owned business certifications that
your company or hub partners
have obtained. Upload
documentation of certification (as
applicable) in the document upload
section of your response.
Tyler has built its brand by delivering value for clients, creating a strong workplace culture,
ensuring transparency in our operations, and empowering strong, vibrant communities. We
take great pride in the Tyler brand and what it stands for.
Respect for the environment is more than a mindset; it requires real investment and focus. In
2019, we continued to make meaningful changes to our operations, infrastructure, and
product offerings to better conserve natural resources and address environmental concerns at
global and local levels.
With approximately 5,350 team members in 2019 spread across 35 office locations, we
appreciate the significance of our footprint. Our office locations represent cities and towns
from coast to coast, as well as intemational locations.
In addition, our products are in use at more than 10,000 client sites across the public
sector, greatly extending the reach of Tyler's environmental impact.
Our software is designed to increase efficiency throughout our clients' organizations, with
many of our electronic solutions producing a dramatic reduction in fuel use and paper waste.
In 2019, our electronic filing solution helped our clients save nearly 2.3 million pounds of
paper, the equivalent of more than 25,000 trees.
Through the use of document management tools with embedded workflow to reduce paper
usage, we have helped save approximately 35,000 pounds of wood, 95,000 gallons of water,
80,000 pounds of carbon dioxide, and 5,000 pounds of waste.
Environmental programs and policies in place across Tyler's major offices include:
• Installation of motion sensors and energy -efficient lighting for interior and exterior spaces
• Use of building automation systems (BAS) to manage power usage
• High -efficiency heating and air conditioning systems
• Installation of low -flow plumbing fixtures
• Commercial recycling programs
• Extensive use of document management tools with embedded workflow to reduce paper
usage
Additional environmental programs at select Tyler office locations include:
• Installation of solar panels, energy -efficient windows, and additional insulation
• Incorporation of LEED standards into building improvements and new construction
• Office green teams
• Use of recycled and compostable paper products in cafeterias and breakrooms
• Use of natural aquifers for corporate campus irrigation
• Fuel -delivery service with carbon -neutral fleet to reduce carbon dioxide emissions and
groundwater contamination
Tyler products assist their clients with amassing date, formulating decisions and validating
results in areas of results. One major focus area of conservation in the reduction of printed
paper usage. With Tyler's content management, data & insights solution, online workflow and
mobile solutions, there is significantly less reliance on the necessity for printed content which
saves money and provides measurable efficiencies.
Tyler has previously worked with these type organizations to meet agency needs and
requirements and successfully complete awarded projects. Tyler would not be applicable for
these certifications.
Bid Number: RFP 090320
Vendor Name: Tyler Technologies
DocuSign Envelope ID: 53B16E1A-E395-497E-80EE-1B2CAC17DCOE
41
What unique attributes does your
company, your products, or your
services offer to Sourcewell
participating entities? What makes
your proposed solutions unique in
your industry as it applies to
Sourcewell participating entities?
We imagine that many of the solution providers evaluated by Sourcewell will have
overlapping product and service offerings, but how many can say that they are solely focused
on the public sector? Just one. Tyler — It's all we do. Our expertise in this area allows us to
provide quality products and customer service that are in line with most needs in public
sector software. Not to mention, many of our employees came directly from public sector
roles — meaning our products are designed and supported by the people who know what the
public sector needs.
Solution areas:
Appraisal & Tax
Civic Services
Corrections
Courts & Justice
Cybersecurity
Data & Insights
Disability & Benefits
ERP
Land & Official Records
Productivity Tools
Public Safety
Regulatory
School ERP
Student Information
- Student Transportation
When you purchase software solutions from Tyler, you aren't just getting the latest software
as of the date you sign your contract. You are also getting the benefit of perpetual upgrades
as they happen. We deliver this without additional license fees.
Both on -premises and SaaS clients receive new releases and upgrades for the life of their
maintenance or subscription agreements. Our products are continually enhanced through a
process of perpetual upgrades. This steady stream of significant yet manageable changes is
deployed with minimal disruption to your operations.
Our evergreen philosophy is a commitment to our clients.
• Your investment in our products is long term.
• Your product will continue to evolve and remain a market leader.
• We are continuously enhancing our products with underlying technology.
• We are constantly adding new features, adding value and increasing efficiency in the
public sector workplace.
One of our core values is community, that's why we've created many spaces, digitally and in -
person, to better connect our client base with each other. Resources like our online Tyler
Community platform, annual Tyler Connect user conference, and product specific state user
groups meetings allow clients and staff to gather, leam, and collaborate on a variety of
topics and initiatives.
Each year thousands of clients come to learn about Tyler, our products, and to connect with
peers and staff. This premier event helps clients get the maximum use of their Tyler
software. You learn more about existing or proposed functionality through dozens of classes
over several days. Development product managers attend the event to share their plans for
the next upgrade and to solicit feedback from clients.
Our clients' input from past conferences continues to significantly impact the direction of
software enhancements and changes. Client attendance each year ensures that appropriate
needs are reflected in product development strategies. Connect is held in different locations
every year to accommodate our geographically diverse client base and to provide fresh and
exciting activities for our clients outside of the classes and labs.
Tyler is proud of the tenure of our employees. Many employees have come directly from the
public sector or have worked in roles at Tyler like implementation and support that provides
them with firsthand experience and knowledge of what the public sector needs. This
experience paired with the extensive hands on training provided makes our in-house experts
excellent resources for our clients to rely on during implementation and beyond.
Bid Number: RFP 090320
Vendor Name: Tyler Technologies
DocuSign Envelope ID: 53B16E1A-E395-497E-80EE-1B2CAC17DCOE
Table 9: Warranty
Describe in detail your manufacturer warranty program, including conditions and requirements to qualify, claims procedure,
and overall structure. You may upload representative samples of your warranty materials (if applicable) in the document
upload section of your response in addition to responding to the questions below.
Line
Item
Question
Response *
*
*
*
*
*
42
Do your warranties cover all products, parts, and
labor?
Tyler warrants its software and services as indicated in the software and
services agreements included with our proposal. With few exceptions, Tyler
does not warrant hardware or other 3rd party products but passes through
those warranties to Participating Entities.
43
Do your warranties impose usage restrictions or
other limitations that adversely affect coverage?
Our software warranty requires clients have an active Maintenance or SaaS
agreement.
44
Do your warranties cover the expense of
technicians' travel time and mileage to perform
warranty repairs?
Tyler software warranty support is provided remotely If we need to travel to
a client site for warranty support, it will be at no charge to the client unless
the onsite trip is caused by the client's failures to perform under the
agreement. Warranty coverage for third party products and services is
subject to the suppliers' terms.
45
Are there any geographic regions of the United
States or Canada (as applicable) for which you
cannot provide a certified technician to perform
warranty repairs? How will Sourcewell participating
entities in these regions be provided service for
warranty repair?
We can provide warranty service for our software and services throughout the
United States and Canada. As noted above, warranty coverage for third party
products and services is subject to the suppliers' terms
46
Will you cover warranty service for items made by
other manufacturers that are part of your proposal,
or are these warranties issues typically passed on
to the original equipment manufacturer?
With very few exceptions, we do not offer warranties for third party software,
hardware, or services.
47
What are your proposed exchange and return
programs and policies?
Tyler Software: So long as the client has an active software maintenance or
SaaS agreement, Tyler will cure Defects in its software, as defined in the
applicable agreement, in accord with the applicable support call process.
Tyler Services: In the event Tyler provides services not in accordance with
appliable industry standards, Tyler will reperform those services at no
additional cost to the client.
3rd Party Products: Warranty and exchange policies are determined by the
applicable supplier and/or manufacturer. Tyler will reasonably coordinate
support and warranty claims for 3rd party products resold by Tyler.
48
Describe any service contract options for the items
included in your proposal.
Tyler does not warrant hardware or other 3rd party products but passes
through those warranties to Participating Entities. Extended warranties can the
leverage through 3rd Party providers.
Table 10: Payment Terms and Financing Options
Line
Item
Question
Response *
`
*
`
49
What are your payment terms (e.g., net 10, net 30)?
45 days following invoice date.
50
Do you provide leasing or financing options, especially
those options that schools and governmental entities may
need to use in order to make certain acquisitions?
While we do not offer leasing or financing options directly, Tyler has
occasionally coordinated client requests in order to obtain funding for
their procurements. Additionally, Tyler will reasonably cooperate with
clients who have exigent financial restraints in order to structure
payment terms that allocate the total cost of ownership over the term
of the agreement.
51
Briefly describe your proposed order process. Include
enough detail to support your ability to report quarterly
sales to Sourcewell as described in the Contract template.
For example, indicate whether your dealer network is
included in your response and whether each dealer (or
some other entity) will process the Sourcewell participating
entities' purchase orders.
Tyler sales are logged into a CRM system with . appropriate fields
denoting Sourcewell related sales, that track deal progression and
specifics. This database store data on all sales details and pertinent
information. Reports can be generated from this system to produce
the report format requested by Sourcewell.
52
Do you accept the P -card procurement and payment
process? If so, is there any additional cost to Sourcewell
participating entities for using this process?
Yes, Tyler accepts Visa/Mastercard. Charges can be five thousand
dollars or less.
Table 11: Pricing and Delivery
Provide detailed pricing information in the questions that follow below. Keep in mind that reasonable price and product adjustments can
Bid Number: RFP 090320
Vendor Name: Tyler Technologies
DocuSign Envelope ID: 53B16E1A-E395-497E-80EE-1B2CAC17DCOE
be made during the term of an awarded Contract as desribed in the RFP, the template Contract, and the Sourcewell Price and Product
Change Request Form.
tm
Question
Response *
53
Describe your pricing model (e.g., line -item discounts or
product -category discounts). Provide detailed pricing data
(including standard or list pricing and the Sourcewell
discounted price) on all of the items that you want
Sourcewell to consider as part of your RFP response. If
applicable, provide a SKU for each item in your proposal.
Upload your pricing materials (if applicable) in the document
upload section of your response.
Tyler is providing a broad range of best in class software solutions
with comprehensive service offerings to the support the successful
implementation of our products and continued optimization of our
solutions at client sites so that they truly benefit and empower the
users, their organization and their constituencies.
Tyler's remains committed to meeting the software needs of our
clients and provides both on -premise and SaaS based software
offerings to support their varied needs. Our subscription based
software offerings made up the majority of our new contracts in
2019 and this trend will continue upwards. Tyler's subscription based
pricing lowers the cost of entry by eliminating large up -front fees and
spreading costs over time. Tyler can help our clients compare all
software deployment options to determine what the best investment
is for their particular organization.
Tyler provides comprehensive enterprise software that is configured
specifically for each client's unique needs. The individual line items
and MSRP prices are derived from a series of proprietary
calculations. All pricing proposals offered to Sourcewell members will
clearly show the MSRP and the applicable Sourcewell discount. This
discount is limited to Tyler Software Licenses and Tyler Software
License Subscriptions (SaaS) portions of the proposal and do not
apply to services, annual maintenance, custom programming, third
party products and services and other components of the clients
proposal that are not listed as Tyler Software Licenses or Tyler
Software Subscription.
Tyler has provided a pricing summary to Sourcewell that conveys the
overall discount structure and pricing examples for the offerings that
Tyler will be providing on the contract. Determining the needs of our
customers and the software that will be suit their organization to
optimize processes is a consultative process and pricing formulation
is multi -factored and involves both software and service offerings.
Tyler strives to work closely with all of its prospects and clients to
best understand their needs and propose services and solutions to
appropriately serve their needs.
Tyler's quotes to our customers will clearly present the actual list
price and proposed discounts that have been expressed in Tyler's
proposal.
54
Quantify the pricing discount represented by the pricing
proposal in this response. For example, if the pricing in
your response represents a percentage discount from MSRP
or list, state the percentage or percentage range.
Tyler will discount then -current pricing by 10% for software licenses
and SaaS fees for the initial term. Tyler's Socrata SaaS product
offering fees will be discounted by 5% for the initial term. This
discount does not extend to services pricing, (implementation focused
training, project management, product development services, service
subscriptions) software maintenance, or hardware.
*
55
Describe any quantity or volume discounts or rebate
programs that you offer.
Much of Tyler's pricing is based on a volume discount pricing
construct. With increase in the purchase amounts of licenses or
users in our subscription based pricing, the cost per license/user
decreases. Client may also choose to purchase a site license for
many of our subscription arrangements which allows an innumerable
amounts of users access to Tyler's solution and is a appropriate
and cost -savings approach for many of Tyler's clients.
*
56
Propose a method of facilitating "sourced" products or
related services, which may be referred to as "open market"
items or "nonstandard options". For example, you may
supply such items "at cost" or "at cost plus a percentage,"
or you may supply a quote for each such request.
Not applicable to the products and services offered by Tyler.
57
Identify any element of the total cost of acquisition that is
NOT included in the pricing submitted with your response.
This includes all additional charges associated with a
purchase that are not directly identified as freight or
shipping charges. For example, list costs for items like pre -
delivery inspection, installation, set up, mandatory training, or
initial inspection. Identify any parties that impose such costs
and their relationship to the Proposer.
Elements associated with cost of acquisition will be detailed on the
quote and further supported by commentary on the quote and within
the contract.
*
Bid Number: RFP 090320
Vendor Name: Tyler Technologies
DocuSign Envelope ID: 53B16E1A-E395-497E-80EE-1B2CAC17DCOE
58
If freight, delivery, or shipping is an additional cost to the
Sourcewell participating entity, describe in detail the
complete freight, shipping, and delivery program.
Freight, delivery or shipping are additional costs and not covered by
the Sourcewell agreement. All associated costs will be detailed in *
the clients proposal
59
Specifically describe freight, shipping, and delivery terms or
programs available for Alaska, Hawaii, Canada, or any
offshore delivery.
Freight, delivery or shipping are additional costs and not covered by
the Sourcewell agreement. All associated costs will be detailed in *
the clients proposal
60
Describe any unique distribution and/or delivery methods or
options offered in your proposal.
N/A *
Table 12: Pricing Offered
Line
Item
The Pricing Offered in this Proposal is: *
Comments
61
c. better than the Proposer typically offers to GPOs, cooperative procurement organizations, or state purchasing
departments.
Table 13: Audit and Administrative Fee
Line
Item
Question
Response *
62
Specifically describe any self -audit process or program that you
plan to employ to verify compliance with your proposed Contract
with Sourcewell. This process includes ensuring that Sourcewell
participating entities obtain the proper pricing, that the Vendor
reports all sales under the Contract each quarter, and that the
Vendor remits the proper administrative fee to Sourcewell.
Tyler has a quoting tool that has been programmed to factor
in automated discount minimums when sales resources are
generating quotes associated with Sourcewell. There tool
appropriate generates quotes that are then automatically
posted in Tyler's CRM database. There is full transparency as *
to what was quoted for each client and quotes can easily
accessed and reviewed for compliancy. In CRM all quote
components can be reported and a report can be generated
to pull all previous quarter activity to be reviewed and
analyzed for compliancy by sales, finance and legal resources.
63
Identify a proposed administrative fee that you will pay to
Sourcewell for facilitating, managing, and promoting the Sourcewell
Contract in the event that you are awarded a Contract. This fee is
typically calculated as a percentage of Vendor's sales under the
Contract or as a per -unit fee; it is not a line -item addition to the
Member's cost of goods. (See the RFP and template Contract for
additional details.)
Tyler is proposing a 2% admin fee on contracted on-
premise software licenses costs and software related SaaS
fees. Tyler additionally proposes a reduction in the admin fee
when contracted on -premise software licenses and software *
related SaaS fees exceed 500K per contract.
Table 14A: Depth and Breadth of Offered Equipment Products and Services
Line
Item
64
guestion
Provide a detailed description of the
equipment, products, and services that you
are offering in your proposal.
Response*
Tyler's broad solutions and product offering empowers you to deliver better and faster
assistance to the public with greater transparency and accessibility, sustainable office
practices, and secure data that's easy to manage and maintain.
Tyler Technologies is committed to providing the best and broadest array of software
and services to the public sector. Dedicated research and core development groups
ensure Tyler remains focused on the needs of existing customers while also
envisioning and executing on what prospects will expect from products and services
in the future. Tyler's Evergreen Philosophy continually provides returns on our clients'
investment by refreshing the features and underlying technology in a planned and non -
disruptive approach.
Tyler is please to provide to Sourcewell members a broad and comprehensive
offering of Software, Services and hardware that is necessary to operate Tyler's
software solutions.
Our Software offerings are broken down into distinct solution groups:
Appraisal & Tax:
CAMA - Our CAMA software helps you manage all property data and every phase
of the property appraisal process, including assessment administration, property
maintenance, and valuation and appeals.
Tyler additionally offers Comprehensive Tax Billing & Collection Software
Product Solutions - iasWorld, Eagle Appraiser & Assessor, Eagle Treasurer, Incode
Bid Number: RFP 090320 Vendor Name: Tyler Technologies
DocuSign Envelope ID: 53616E1A-E395-497E-80EE-1B2CAC17DCOE
Property Tax Management, Munis Tax Billing & Collection
Civic Services
Tyler provides comprehensive business management, community development,
community health, enterprise asset management, parks & recreation & Utility CIS
solutions to thoroughly satisfy the needs of the public sector
Product Solutions — DHD, EnerGov, Incode Utility Billing, Munis Utility Billing CIS,
Tyler 311, Tyler EAM, Tyler Parks & Rec, Tyler Notify
Courts & Justice
Tyler offers a comprehensive suite of software and services focused on Corrections
and Courts & Justice
Product Solutions — Odyssey, Modria, Softcode, Tyler Supervision, Tyler Corrections,
Incode Court
Cybersecurity
Tyler provides managed threat detection and complementary services to confront
rising security risks in the public sector.
Product Solutions — Tyler Detect and additional services
Data & Insights
The Data & Insights division of Tyler provides the Socrata software -as -a -service
(SaaS) platform, which is powered by the industry -leading Amazon Web Services
(AWS) Cloud infrastructure. We also provide outstanding experience and solutions
across planning, implementing, and executing Data and Performance management
initiatives with international, federal, provincial, and local initiatives.
Product Solution - Socrata
ERP
Tyler provides Financial Management for Simplified Accounting Operations, Human
Capital Management and Revenue Management solutions to facilitate community
engagement and easy payment processing.
Product Solutions — ExecuTime, Incode, Munis, New World ERP, Infinite Visions, Tyler
CAFR, Tyler Cashiering, Tyler HUB, Tyler Meeting Manger
Land & Official Records
Tyler provides robust county records management software and self-service
applications for increased transparency and accessibility
Product Solutions — Eagle, Tyler Content Management
Public Safety
Tyler's Public Safety Solutions focus on Citation Management, Computer Aided
Dispatch, Fire & EMS, Mobile Public Safety & Records
Product Solutions — Brazos, Incode Public Safety, MobileEyes, New World Public
Safety
K-12 Education
Focused on schools, Tyler provides comprehensive ERP solutions targeted specifically
at K-12 as well as robust SIS and Student Transportation solutions.
Product Solutions — Tyler SIS, Versatrans, Traversa, Munis, Infinite Visions, Incode
Transformative Technology
Tyler solutions provide a continuous spectrum of case management and business
management solutions giving organizations the flexibility to commence application
development initiatives from a variety of starting points.
Product Solutions - entellitrak
Bid Number: RFP 090320 Vendor Name: Tyler Technologies
DocuSign Envelope ID: 53B16E1A-E395-497E-80EE-1B2CAC17DCOE
65
Within this RFP category there may be
subcategories of solutions. List subcategory
titles that best describe your products and
services.
Tyler has a comprehensive offering of product solutions to service the public sector's
needs. These solution are broken down into the following areas : Appraisal & Tax,
Civic Services, Courts & Justice, Cybersecurity, Data & Insights, ERP, Land & Official
Records, Public Safety, K-12 Education & Transformative Technology.
Table 14B: Depth and Breadth of Offered Equipment Products and Services
Indicate below if the listed types or classes of equipment, products, and services are offered within your proposal. Provide additional
comments in the text box provided, as necessary.
Line Item
Category or Type
Offered *
Comments
*
*
*
*
*
*
*
*
66
Enterprise resource planning (ERP) solutions
r: Yes
r No
Tyler provides broad, varied and
comprehensive ERP solutions for the
public sector
67
Human resource information systems (HRIS)
c: Yes
r No
Tyler provides broad, varied and
comprehensive HRIS solutions for the
public sector
68
Financial management systems
c: Yes
r No
Tyler provides broad, varied and
comprehensive Financial solutions for
the public sector
69
Enterprise content management (ECM) solutions
r: Yes
C No
Tyler provides broad and
comprehensive ECM solutions for the
public sector
70
Student information systems (SIS)
G Yes
r No
Tyler provides broad and
comprehensive SIS solutions for the
public sector
71
Facility management software (FMS)
r. Yes
r No
Tyler provides broad and
comprehensive CMMS and FMS
solutions for the public sector
72
Court, corrections, law enforcement, or justice
system software solutions
0 Yes
r No
Tyler provides broad and
comprehensive Courts and Justice
and Public Safety related software
solutions.
73
Municipal services, inspections, and permitting
management solutions
a Yes
c No
Tyler provides broad and
comprehensive solutions to satisfy the
Civic Service needs of the public
sector
74
Equipment and accessories related to the offering
of systems or solutions described above.
a Yes
r No
Hardware is provided that is
necessary to operate Tyler's solutions
75
Services related to the offering of systems or
solutions described above.
r Yes
r No
Tyler offers comprehensive service
offerings to support product
development and implementation
services to successfully implement our
products
Table 15: Industry Specific Questions
Line
Item
Question
Response*
Bid Number: RFP 090320 Vendor Name: Tyler Technologies
DocuSign Envelope ID: 53B16E1A-E395-497E-80EE-1B2CAC17DCOE
76
77
If you are awarded a contract, provide a
few examples of internal metrics that will
be tracked to measure whether you are
having success with the contract.
Describe connectivity and integration
capabilities between your offered
solution(s) and other software systems.
Tyler has been a long time partner of Sourcewell and past benchmarks will
immediately inform current contract success. As stated earlier in contract the mix of
divisional usage is broadening and Tyler will continue to work to broaden divisional
usage.
From a operational perspective, Tyler is incredibly focused on detailed metrics that
relate to our customer's satisfaction and our engagement level of support with each
and every customer. Tyler conducts a number of surveys to compile and analyze data
and shape ongoing improvements to it's support model.
Annual Customer Satisfaction Survey —every client who has contacted us at least
once in the past year receives an on-line, anonymous survey. Results are published
to senior management and also reviewed at the annual user conference with clients.
Remote support survey — each time we connect with a client using our remote
support access tool, we ask for feedback regarding our responsiveness and
knowledge for that issue.
Incident Survey — We have a 3rd party survey organization who takes a sample of
our daily incidents and surveys clients. They measure Courtesy, Knowledge,
Timeliness Quality, and overall satisfaction. Each month we take our average monthly
customer satisfaction scores and compare them to the industry average. This report
gets reviewed by senior management.
Tyler solutions offer a variety of methods of interfacing with extemal third -party
systems, including file -based import and exports and real-time web service integration
through plug -and -play App Connectors, and API Toolkits and Connectors.
Full Integrated Solutions
When evaluating a new ERP system, it is very common clients are looking to replace
several disparate systems with a single, integrated ERP solution. Since Tyler solutions
are integrated with one another, many existing interfaces are commonly eliminated
when moving from several disparate systems.
File -based integration
Multiple file -based interfaces are included, and all are integrated as part of the
application, designed for end users. Unlike systems that require a database
administrator to import or export data with their system, users can easily import or
export data through point -and -click user interface. User -defined templates specify the
data layout for a specific system, so users can quickly choose the appropriate
template at the time of import/export. Templates for commonly used third -party
systems are also included out of the box. File -based interfaces can be scheduled for
one-time or recurring, automated processing.
Many imports can be configured with Workflow to send automated notifications or
approval requests before the data updates a record. Workflow business rules can be
set on a variety of data conditions specific to the imported data. Only after all
workflow rules are been approved does the import update production data.
Depending on the process, imports can also be rejected at the item or file level;
rejected imports can be resubmitted at any time.
Microsoft Office Integration
Tyler applications are designed to easily integrate with the Microsoft Office suite.
Data can be exported to Microsoft Word directly from many Tyler applications. Some
applications also leverage Word's mail merge functionality allowing users to easily
create and maintain form templates for completely customized presentation of
application data. Word Mail Merge exports can also be automatically archived to Tyler
Content Manager for quick retrieval at any time.
Applications include a variety of integrations with Microsoft Excel. Users can easily
export application data directly to Microsoft Excel from most applications. Excel
exports are not just raw data dumps; exported data maintains the same formatting as
the application including dates and currency. Many exports include a link back to the
corresponding record in application. Microsoft Excel is also one of many formats
supported for bulk data exports and imports, which can be scheduled for automated
processing.
Finally, many Tyler applications include integration with Microsoft Exchange calendars
for appointments and meetings. Email notifications and alerts can be sent using most
email servers, including Microsoft Exchange
'Plug -and -Play' Application Support
Tyler solutions include plug -and -play integrations for a variety of third -party applications
Bid Number: RFP 090320 Vendor Name: Tyler Technologies
DocuSign Envelope ID: 53B16E1A-E395-497E-80EE-1B2CAC17DCOE
through pre-packaged web services. Tyler develops and maintains these integrations,
requiring no development expertise from the client to configure.
API Toolkits and API Connectors
API (Application Programming Interface) Toolkits and API Connectors add value to
your organization by enabling you to create your own integrations to share data
between Tyler and non -Tyler applications.
API Toolkits contain all exposed resources (or endpoints) available in a specific Tyler
application module. API Connectors contain a subset or cross-section of API Toolkit
resources with the purpose of facilitating a specific type of integration such as third -
party cashiering, IVR, or applicant tracking systems.
Tyler's API Developer Portal serves as a powerful RESTful API gateway that makes
accessing Tyler application data and processes through Toolkits and Connectors easy
and intuitive. The Portal conforms to OpenAPI 3.0 and is secured with OAuth 2.0
through Tyler Identity. API resources include example calls and produce properly
formatted commands, allowing you to easily exercise them against your data.
The API Developer Portal features include:
• Simplified, structured API documentation
• Industry standard OpenAPI 3.0 interface
• OAuth 2.0 API authentication through Tyler Identity
• Data models and examples for each resource
• Produces HTTP URI and CURL commands to exercise resources from within the
documentation and retum data
• Real-time validation
• Standard HTTP status codes
• Documentation to aid in identifying and understanding normal resources used to
complete a given integration.
Bid Number: RFP 090320 Vendor Name: Tyler Technologies
DocuSign Envelope ID: 53B16E1A-E395-497E-80EE-1B2CAC17DCOE
78
79
Describe your migration, customization, and
upgrade processes.
Describe your data integrity and protection
standards, data backup, recovery and
secure storage solutions.
The data conversion process can be the most time -critical element of your project
plan. Tyler develops crucial steps in our implementation process to support a
successful data conversions plan. Our resources conduct hundreds of data
conversions every year mapping legacy data through custom written programs.
Your Tyler implementation team guides you through the process, starting with
conversion analysis and mapping, followed by interactive data conversions and
validations, and ending with final testing and loading into your production environment.
Within three implementation stages, critical data conversion work packages outline the
steps needed.
Client technical lead(s) are responsible for exporting data from your legacy system.
They present this export in the required format to Tyler's data expert(s). Tyler's data
experts use custom written programs to convert your legacy data into conversion
packages. Conversion passes are sent back to client conversion lead(s) for proofing,
validation, and balancing. Client technical lead(s) may be re-engaged by client
conversion lead(s) where necessary to modify legacy data in your current system.
Once the final conversion pass is approved and signed off, it is ready to be loaded
into production for processing.
Data Conversion Standards & Responsibilities
While Tyler's data conversions team has extensive experience with data mining,
conversion, and migration, it is your responsibility to provide Tyler with readable
conversion data and to review the converted data for accuracy and completeness.
Tyler recommends that you conduct due diligence to ensure that your team delivers
clean data, to make data validation efforts seamless resulting in a high -quality
migration.
Customization
Client feedback is essential to Tyler and we value our clients time and effort to
documenting suggestions. Every year the Munis product incorporates more than 1,000
specific functional enhancements. Your suggestions are the driving force behind these
changes.
While some modifications are determined and scheduled at the time of contract
signing, more commonly, additional ideas and needs may become evident as users
utilize the software during implementation and beyond. Tyler offers two options for
clients to voice their product feedback: (a) client product suggestions, and (b)
requests for quotes.
Upgrades
Upgrades occur periodically and are initiated by the client at any time via the Internet
through a process called Live Update, making the process as convenient as possible
for our clients. Patches and fixes are provided to the client through Live Update as
well.
Our evergreen development philosophy has been a strong differentiator that separates
us from our competitors and provides a significant cost savings to our family of
clients. Through evergreen, our clients receive the latest technology developments,
releases, and updates without paying additional license fees — for the life of their
Tyler product. While this has provided our clients with a return on investment that is
unrivaled in our industry, the frequency and complexity of software releases can
sometimes create a consumption gap for our clients.
The gap exists when new features are released and, over time, users don't leam and
apply these features to their work environments. EverGuide® is a Tyler -wide
continuous improvement initiative to address the consumption gap. With EverGuide,
our goal is to help our clients continue to grow and evolve their use of the
functionality and enhancements of their Tyler product over time. Through our
EverGuide initiative, we will:
• Help clients better leverage product enhancements
• Provide a workflow "maturity model" for clients to follow
• Offer strategic planning services and training resources
• Offer a client executive program to help clients build and implement a continuous
• improvement plan
• Provide domain expertise, with defined integration points and common support
methodology
Tyler applications use a combination of database constraints and robust application
level business logic to ensure data integrity.
Due to the integrated nature of Tyler applications, single "master records" are shared
across multiple products. This ensures one data record is maintained across multiple
applications, eliminating the need to "sync" or manually entering duplicate data in
multiple areas. Most data entry involved choosing records from pre -defined tables
maintained by application administrators rather than entering data free form. Tyler
applications follow best practice database rules for transaction rollbacks. Any in-flight
transactions that are interrupted between a begin work and commit work, will roll
back to the previous commit.
Bid Number: RFP 090320 Vendor Name: Tyler Technologies
DocuSign Envelope ID: 53B16E1A-E395-497E-80EE-1B2CAC17DCOE
Tyler Security Controls
Tyler employs a full-time application security team dedicated to continuously reviewing
and enhancing the security posture of Tyler's products. Tyler uses enterprise level
dynamic and static security scanning tools as part of our software development life
cycle. In addition to scanning tools, Tyler's application security team executes manual
assessments on all products using a testing methodology based upon the OWASP
Testing Framework.
Application Security Controls
In -transit application data is encrypted over HTTPS and at -rest data encrypted through
storage array level encryption.
Tyler applications require end -user authentication through Active Directory or
application accounts, and employ a comprehensive Role Based Access Control
(RBAC) security model. Integrated RBAC controls facilitate the management of
application access through groups of permissions - roles - and assigning those roles
to any number of users. This allows administrators to maintain access for multiple
users who may share common responsibilities simultaneously rather than on an
individual, user basis.
Roles can be created and customized to offer an extremely flexible level of access
control within each application suite. This includes product, module and menu item
access (i.e. what programs can users open), functional access (i.e. what processes
can users perform) and finally, record -based and, where available, field level access
(i.e. what data can users see). Role permissions can also span multiple modules
within each application providing easy administration for those individuals who
may "wear multiple hats". If overlapping or conflicting permissions are applied to a
user, the highest priority / least restrictive access is granted to that user.
Once application roles are created, user accounts are added to the system, either
manually or imported from Active Directory and roles are then assigned to a user,
providing access to the system. All of this is done using easy -to -use, integrated
applications, requiring very little technical expertise.
Administrative Security Controls
Tyler's Human Resource department follows standard recruitment, hiring, and
termination processes. Every employee is subject to a background check prior to
hire. Upon hire, all employees are required to sign an employee handbook
acknowledgement, which includes security policies, and sign a confidentiality/non-
disclosure agreement. All employees must complete and acknowledge corporate
security awareness training annually.
Tyler implements a role -based access control methodology to ensure only authorized
people with a need for access are given it. To the extent Tyler users have access,
Tyler employs a least -privileged access strategy, meaning that individuals are given
and use only the least administrative rights possible to do the task at hand. Tyler
compliments these strategies with controls and monitoring to ensure only those
authorized users can access the systems allowed.
Tyler SaaS Hosting Security Controls
Tyler SaaS Hosting Operations employ best practice security controls and are subject
to annual assurance audits. Audits include SOX -404 Financial and IT General Control
conducted by an independent CPA firm, SOC 1 Type 2 and SOC 2 Type 2
conducted by an independent AICPA firm, and PCI Security Council PA-DSS and PCI-
DSS validation for Tyler's payment and payment gateway applications.
Physical Security Controls
Using proximity key card entry systems and cameras, access to Tyler SaaS data
centers is restricted to authorized personnel only. Data center entry attempts audited
regularly by internal staff and extemal auditors. Tyler hosting services also include a
dedicated Network Operations Center (NOC) for 24x7 monitoring of system utilization
and network activity.
Technical Security Controls
Tyler SaaS employs a variety of industry -standard solutions for monitoring and
intrusion detection and prevention. Firewalls include Intrusion Protection System (IPS)
modules to detect and prevent intrusions. A variety of routine scans are performed
regularly including vulnerability scans, anti-malware monitoring, extemal penetration
tests, and static and dynamic security scanning. Tyler also leverages a third -party
service for DDoS detection and mitigation.
On -premises Hosting
Tyler applications are based on industry standard technologies, supported in a variety
Bid Number: RFP 090320 Vendor Name: Tyler Technologies
DocuSign Envelope ID: 53B16E1A-E395-497E-80EE-1B2CAC17DCOE
of deployments. Tyler recommends any industry standard third -party backup solution to
manage on -premises backups. Backup procedures can be customized to the clients'
expectations of recovery and down time in the event of a disaster.
Tyler Disaster Recovery Services for On -premises Hosting
Tyler Disaster Recovery Services is an optional disaster recovery (DR) service for on -
premises hosted clients provided by Tyler Technologies. This service ensures
continued access to client hosted Tyler product data in the event of a natural or man-
made disaster. Tyler Disaster Recovery Services takes nightly backups of your
organization's Tyler product data and, in the event of a disaster declaration, works in
conjunction with Tyler Hosting Services to create a temporary hosted environment that
can be accessed remotely throughout the disaster event, minimizing lost operating
time.
Tyler SaaS
Tyler maintains two primary datacenters for hosted customers. One is owned by Tyler,
located in Yarmouth, ME, and the other is a coloration facility, DataBank, located in
Dallas, TX in the old Federal Reserve Building, originally built to withstand a nuclear
disaster.
Tyler SaaS data centers are built around enterprise compute systems running
virtualized Windows Server and SQL Server environments. Three Tiers of storage are
utilized providing varying levels of performance resiliency. Firewalls, routers, and
storage are all setup in a highly available configuration. Tyler data centers are
serviced by multiple power providers and include backup power in the event of power
loss from all power providers. Multiple intemet service providers are employed across
multiple hub sources bandwidth is drawn from different hub locations and to mitigate
the risk of a data center Internet outage.
Data center servers, HVAC units, and smart devices on cabinet power strips all have
the capabilities of notifying appropriate personnel of events such as power outages,
server over -heating, humidity, and room temperature abnormalities.
Full server snapshots are performed daily after normal business hours. Through the
Tyler SaaS Cloud Admin Portal, clients can also create on -demand application
database backups at any time. Clients can request data restored from backups as
defined through application -specific retention policies. Data is replicated between each
data center nightly using an enterprise backup solution through virtual infrastructure
snapshots. Tyler employs a documented Disaster Recovery Plan which is tested
annually, and backup restore tests are performed weekly. Guaranteed recovery point
objective (RPO) and recovery time objective (RTO) are 24 hours with standard
services. Business continuity options with lower RTO and RPO are available for an
additional fee.
80
Describe your strategy related to
implementation, integration and use of
installation partners.
Tyler utilizes its depth of implementation experience, working in tandem with our
clients to put our methodology into practice. While each Project is unique, all will
follow Tyler's six -stage methodology: Initiate and Plan, Assess and Define, Prepare
Solution, Production Readiness, Production, and Close. Each of the six stages is
comprised of multiple work packages, and each work package includes a narrative
description, objectives, tasks, inputs, outputs/deliverables, assumptions, and a
responsibility matrix.
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 communications, and quality standards.
Clearly defined, the project methodology repeats consistently across Phases, and is
scaled to meet the Client's complexity and organizational needs.
The methodology adapts to both single-phase and multiple -phase projects. To achieve
Project success, it is imperative that both Client and Tyler commit to including the
necessary leadership and governance. During each stage of the Project, it is
expected that Client and Tyler Project teams work collaboratively to complete tasks.
An underlying principle of Tyler's Implementation process is to employ an iterative
model where Client's business processes are assessed, configured, validated, and
refined cyclically in line with the project budget.
The delivery approach is systematic, which reduces variability and mitigates risks to
ensure Project success. As illustrated, some stages, along with work packages and
tasks, are intended to be overlapping by nature to, efficiently and effectively complete
the Project.
Tyler has vetted third parties we partner with to enhance our client experience. Unless
otherwise stated all installation and services are provided by Tyler staff.
Bid Number: RFP 090320 Vendor Name: Tyler Technologies
DocuSign Envelope ID: 53816E1A-E395-497E-80EE-1B2CAC17DCOE
81
Identify any mobile applications available
for your offered solutions, if applicable.
Tyler provides web -based platform agnostic solutions, offering end -users with on -the -go
access from virtually anywhere. Responsive web applications automatically orient
screen layout for optimal user experience, whether accessed from a desktop monitor
or mobile device. Tyler also offers a variety of native mobile apps to better leverage
device resources such as GPS or camera and integrated store -and -forward
functionality allow using apps without a data connection and automatically syncs when
back online.
Exceptions to Terms, Conditions, or Specifications Form
Only those Proposer Exceptions to Terms, Conditions, or Specifications that have been accepted by Sourcewell have been
incorporated into the contract text.
Documents
Ensure your submission document(s) conforms to the following:
1. Documents in PDF format are preferred. Documents in Word, Excel, or compatible formats may also be provided.
2. Documents should NOT have a security password, as Sourcewell may not be able to open the file. It is your sole responsibility to
ensure that the uploaded document(s) are not either defective, corrupted or blank and that the documents can be opened and viewed by
Sourcewell.
3. Sourcewell may reject any response where any document(s) cannot be opened and viewed by Sourcewell.
4. If you need to upload more than one (1) document for a single item, you should combine the documents into one zipped file. If the
zipped file contains more than one (1) document, ensure each document is named, in relation to the submission format item responding
to. For example, if responding to the Marketing Plan category save the document as "Marketing Plan."
• Financial Strength and Stability - Tyler Technologies - 2019 Annual Report.pdf - Thursday September 03, 2020 13:58:23
• Marketing Plan/Samples - Tyler Technologies Product Brochures.pdf - Thursday September 03, 2020 15:09:07
• WMBE/MBE/SBE or Related Certificates - Enterprise_Group_Form_Contract_-_3Q19.pdf - Thursday September 03, 2020 15:21:18
• Warranty Information - Enterprise_Group_Form_Contract__SAAS_ _4Q19.pdf - Thursday September 03, 2020 15:21:25
• Pricing - Tyler Technologies _Sourcewell Pricing_Discount Summary.pdf - Thursday September 03, 2020 15:10:41
• Additional Document - 2020 NWPS Pricebook Revision 1 081720.pdf - Thursday September 03, 2020 15:12:07
Bid Number: RFP 090320 Vendor Name: Tyler Technologies
DocuSign Envelope ID: 53816E1A-E395-497E-80EE-1B2CAC17DCOE
Proposer's Affidavit
PROPOSER AFFIDAVIT AND ASSURANCE OF COMPLIANCE
I certify that I am the authorized representative of the Proposer submitting the foregoing Proposal with the legal authority to bind the
Proposer to this Affidavit and Assurance of Compliance:
1. The Proposer is submitting this Proposal under its full and complete legal name, and the Proposer legally exists in good standing in
the jurisdiction of its residence.
2. The Proposer warrants that the information provided in this Proposal is true, correct, and reliable for purposes of evaluation for
contract award.
3. The Proposer, including any person assisting with the creation of this Proposal, has arrived at this Proposal independently and the
Proposal has been created without colluding with any other person, company, or parties that have or will submit a proposal under
this solicitation; and the Proposal has in all respects been created fairly without any fraud or dishonesty. The Proposer has not
directly or indirectly entered into any agreement or arrangement with any person or business in an effort to influence any part of this
solicitation or operations of a resulting contract; and the Proposer has not taken any action in restraint of free trade or
competitiveness in connection with this solicitation. Additionally, if Proposer has worked with a consultant on the Proposal, the
consultant (an individual or a company) has not assisted any other entity that has submitted or will submit a proposal for this
solicitation.
4. To the best of its knowledge and belief, and except as otherwise disclosed in the Proposal, there are no relevant facts or
circumstances which could give rise to an organizational conflict of interest. An organizational conflict of interest exists when a
vendor has an unfair competitive advantage or the vendor's objectivity in performing the contract is, or might be, impaired.
5. The contents of the Proposal have not been communicated by the Proposer or its employees or agents to any person not an
employee or legally authorized agent of the Proposer and will not be communicated to any such persons prior to Due Date of this
solicitation.
6. If awarded a contract, the Proposer will provide to Sourcewell Participating Entities the equipment, products, and services in
accordance with the terms, conditions, and scope of a resulting contract.
7. The Proposer possesses, or will possess before delivering any equipment, products, or services, all applicable licenses or
certifications necessary to deliver such equipment, products, or services under any resulting contract.
8. The Proposer agrees to deliver equipment, products, and services through valid contracts, purchase orders, or means that are
acceptable to Sourcewell Members. Unless otherwise agreed to, the Proposer must provide only new and first -quality products and
related services to Sourcewell Members under an awarded Contract.
9, The Proposer will comply with all applicable provisions of federal, state, and local laws, regulations, rules, and orders.
10. The Proposer understands that Sourcewell will reject RFP proposals that are marked "confidential" (or "nonpublic," etc.), either
substantially or in their entirety. Under Minnesota Statutes Section 13.591, subdivision 4, all proposals are considered nonpublic
data until the evaluation is complete and a Contract is awarded. At that point, proposals become public data. Minnesota Statutes
Section 13.37 permits only certain narrowly defined data to be considered a "trade secret," and thus nonpublic data under
Minnesota's Data Practices Act.
11. Proposer its employees, agents, and subcontractors are not:
a. Included on the "Specially Designated Nationals and Blocked Persons" list maintained by the Office of Foreign Assets Control
of the United States Department of the Treasury found at: https://www.treasury.gov/ofac/downloads/sdnlist.pdf;
b. Included on the government -wide exclusions lists in the United States System for Award Management found at:
https://www.sam.gov/portal/3; or
c. Presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from programs operated
Bid Number: RFP 090320 Vendor Name: Tyler Technologies
DocuSign Envelope ID: 53816E1A-E395-497E-80EE-1B2CAC17DCOE
by the State of Minnesota; the United States federal government or the Canadian government, as applicable; or any
Participating Entity. Vendor certifies and warrants that neither it nor its principals have been convicted of a criminal offense
related to the subject matter of this solicitation.
r By checking this box I acknowledge that I am bound by the terms of the Proposer's Affidavit, have the legal authority to submit this
Proposal on behalf of the Proposer, and that this electronic acknowledgment has the same legal effect, validity, and enforceability as if I
had hand signed the Proposal. This signature will not be denied such legal effect, validity, or enforceability solely because an electronic
signature or electronic record was used in its formation. - Andrea Fravert, Director of Legal Affairs, Tyler Technologies
The Proposer declares that there is an actual or potential Conflict of Interest relating to the preparation of its submission, and/or the
Proposer foresees an actual or potential Conflict of Interest in performing the contractual obligations contemplated in the bid.
r Yes a No
The Bidder acknowledges and agrees that the addendum/addenda below form part of the Bid Document.
Check the box in the column "I have reviewed this addendum" below to acknowledge each of the addenda.
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Bid Number: RFP 090320 Vendor Name: Tyler Technologies
City of Opa-Locka, FL
SOW from Tyler Technologies, Inc.
4/28/2022
Presented to:
City of Opa-Locka, FL
3400 NW 135th St.
Opa-Locka, FL 33054-4708
Contact:
Becky Terry, PMP
Email: Becky.Terry@TylerTech.com
One Tyler Drive
Yarmouth, ME 04096
Table of Contents
PART 1: EXECUTIVE SUMMARY 1
1. Project Overview 1
1.1 Introduction 1
1.2 Project Goals 1
1.3 Methodology 1
PART 2: PROJECT FOUNDATION 3
2. Project Governance 3
3. Project Scope Control 4
3.1 Managing Scope and Project Change 4
3.2 Change Control 4
3.3 Change Request Management 4
4. Acceptance Process 6
5. Roles and Responsibilities 6
5.1 Tyler Roles & Responsibilities 6
5.1.1 Tyler Executive Manager 7
5.1.2 Tyler Implementation Manager 7
5.1.3 Tyler Project Manager 7
5.1.4 Tyler Implementation Consultant 8
5.1.5 Tyler Sales 8
5.1.6 Tyler Technical Services 8
5.2 City Roles & Responsibilities 9
5.2.1 City Executive Sponsor 9
5.2.2 City Steering Committee 9
5.2.3 City Project Manager 9
5.2.4 City Functional Leads 11
5.2.5 City Power Users 11
5.2.6 City End Users 12
5.2.7 City Technical Lead 12
5.2.8 City Change Management Lead 13
PART 3: PROJECT PLAN 14
6. Project Stages 14
6.1 Initiate and Plan 15
6.1.1 Initial Coordination 15
6.1.2 Project/Phase Planning 16
6.1,3 Infrastructure Planning 17
City of Opa-Locka
Tyler Technologies, Inc.
6.1.4 Stakeholder Meeting 18
6.1,5 GIS Preparation 19
6.1.6 Control Point 1: Initiate & Plan Stage Acceptance 20
6.2 Assess & Define 20
6.2.1 Solution Orientation 20
6.2.2 Current & Future State Analysis 21
6.2.3 Conversion Assessment 22
6.2.4 Intentionally left blank, 23
6.2.5 Intentionally left blank. 23
6.2.6 Control Point 2: Assess & Define Stage Acceptance 23
6.3 Prepare Solution 24
6.3.1 Initial System Deployment 24
6.3.2 Configuration 25
6.3.3 Process Refinement 26
6.3.4 Conversion Delivery 27
6.3.5 Intentionally left blank. 29
6.3.6 Intentionally left blank. 29
6.3.7 Control Point 3: Prepare Solution Stage Acceptance 29
6.4 Production Readiness 30
6.4.1 Solution Validation 30
6.4.2 Go -Live Readiness 31
6.4.3 End User Training 32
6.4.4 Control Point 4: Production Readiness Stage Acceptance 33
6.5 Production 33
6.5.1 Go -Live 33
6.5.2 Transition to Client Services 35
6.5.3 Post Go -Live Activities 35
6.5.4 Control Point 5: Production Stage Acceptance 36
6.6 Close 37
6.6.1 Phase Closeout 37
6.6.2 Project Closeout 38
6.6.3 Control Point 6: Close Stage Acceptance 39
7. General Assumptions 39
7.1 Project 39
7.2 Organizational Change Management 40
7.3 Resources and Scheduling 40
7.4 Data 40
7.5 Facilities 41
8. Glossary 42
PART 4: APPENDICES 45
9. Conversion 45
9.1 Enterprise Permitting & Licensing Conversion Summary 45
City of Opa-Locko
Tyler Technologies, Inc.
9.1.1 Community Development 45
9.1.2 Business Management 45
9.2 Enterprise ERP Conversion Summary 46
9.2.1 Accounting COA 46
9.2.2 Accounting - Actuals 46
9.2.3 Accounting - Budgets 46
9.2.4 Accounts Payable Master 46
9.2.5 Accounts Payable - Checks 47
9.2.6 Accounts Payable - Invoices 47
9.2.7 Capital Assets Master 47
9.2.8 General Billing CID 47
9.2.9 General Billing — Recurring Invoices 47
9.2.10 General Billing — Bills 47
9.2.11 Project Grant Accounting 47
9.2.12 Project Grant Accounting - Actuals 47
9.2.13 Project Grant Accounting — Budget 47
9.2.14 Purchase Orders 48
9.2.15 Payroll 48
9.2.16 Payroll - Deductions 48
9.2.17 Payroll —Accrual Balances 48
9.2.18 Payroll — Accumulators 48
9.2.19 Payroll — Check History 48
9.2.20 Payroll — State Retirement Tables 48
10. Additional Appendices 49
10.1 Enterprise Permitting & Licensing Definitions 49
10.1.1 "Template Business Transactions" 49
10.1.2 "Unique Business Transactions" 49
10.1.3 "Geo-Rules" 49
10.1.4 "Automation Events" 50
10.1.5 "Enterprise Permitting & Licensing SDK/API (Toolkits)" 50
10.2 Koa Hills Services 50
11. Project Timeline 54
11.1 ERP Project Timeline 54
11.2 Data & Insights Project Plan 56
11.3 My Civic Timeline 56
11.4 Intentionally left blank. 57
City of Opa-Locka
Tyler Technologies, Inc.
Part 1: Executive Summary
1. Project Overview
"L, "L Introduction
Tyler Technologies ("Tyler") is the largest and most established provider of integrated software and
technology services focused solely on the public sector. Tyler's end -to -end solutions empower public sector
entities including local, state, provincial and federal government, to operate more efficiently and connect
more transparently with their constituents and with each other. By connecting data and processes across
disparate systems, Tyler's solutions transform how clients gain actionable insights that solve problems in their
communities.
1.2 Project Goals
This Statement of Work ("SOW") documents the methodology, implementation stages, activities, and roles
and responsibilities, and project scope listed in the Investment Summary of the Agreement between Tyler
and the City (collectively the "Project").
The overall goals of the project are to:
■ Successfully implement the contracted scope on time and on budget
■ Increase operational efficiencies and empower users to be more productive
■ Improve accessibility and responsiveness to external and internal customer needs
■ Overcome current challenges and meet future goals
■ Eliminate redundant data entry
■ Provide a user-friendly user interface to promote system use and productivity
■ Streamline business processes through automation, integration, and workflows
■ Provide a single, comprehensive, and integrated solution to manage business functions
1.3 Methodology
This is accomplished by the City and Tyler working as a partnership and Tyler utilizing its depth of
implementation experience. While each Project is unique, all will follow Tyler's six -stage methodology. Each
of the six stages is comprised of multiple work packages, and each work package includes a narrative
description, objectives, tasks, inputs, outputs/deliverables, assumptions, and a responsibility matrix.
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
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.
City of Opa-Locxa
Tyler Technologies, Inc. PGge
TYLER PROIEC7 MAMADEMENT
Tyler's Six Stage Project Methodology
INITIATE & ASSESS I PRIME PRODUCTION PRODUCTION CLOSE
PLAN DEFINE SOIIITION READINESS
GOVERNANCE
4
tortuous
Impraremeel
TYLER CLIENT SERVICES
The methodology adapts to both single-phase and multiple -phase projects.
To achieve Project success, it is imperative that both the City and Tyler commit to including the necessary
leadership and governance. During each stage of the Project, it is expected that the City and Tyler Project
teams work collaboratively to complete tasks. An underlying principle of Tyler's Implementation process is to
employ an iterative model where the City's business processes are assessed, configured, validated, and
refined cyclically in line with the project budget. This approach is used in multiple stages and work packages
as illustrated in the graphic below.
Iterative Project Model
The delivery approach is systematic, which reduces variability and mitigates risks to ensure Project success. As
illustrated, some stages, along with work packages and tasks, are intended to be overlapping by nature to
complete the Project efficiently and effectively.
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Part 2: Project Foundation
2. Project Governance
Project governance is the management framework within which Project decisions are made. The role of
Project governance is to provide a decision -making approach that is logical, robust, and repeatable. This
allows organizations to have a structured approach for conducting its daily business in addition to project
related activities.
This section outlines the resources required to meet 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 defines the structure for escalation of issues and risks, Change
Control review and authority, and Organizational Change Management activities. Throughout the Statement
of Work Tyler has provided RACI Matrices for activities to be completed throughout the implementation
which will further outline responsibilities of different roles in each stage. Further refinement of the
governance structure, related processes, and specific roles and responsibilities occurs during the Initiate &
Plan Stage.
The chart below illustrates an overall team perspective where Tyler and the City collaborate to resolve Project
challenges according to defined escalation paths. If 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.
Project Governance Relationships
CLIENT LEADERSHIP
EXECUTIVE SPONSOR
Champions the project, secures buy -in, provides
oversight and ultimate decision -making
A
STEERING COMMITTEE
Monitors progress, goals and objectives
PROJECT MANAGER
Oversees project schedule and tasks
TYLER LEADERSHIP
EXECUTIVE SPONSOR
Provides oversight and ultimate decision -making
IMPLEMENTATION MANAGER
Monitors progress
PROJECT MANAGER
Oversees project schedule and tasks
City of Opa-Locko
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3. Project Scope Control
3.1 Managing Scope and Project Change
Project Management governance principles contend that there are three connected constraints on a Project:
budget, timeline, and scope. These constraints, known as the "triple constraints" or project management
triangle, define budget in terms of financial cost, labor costs, and other resource costs. Scope is defined as the
work performed to deliver a product, service or result with the specified features and functions, while time is
simply defined as the schedule. The Triple Constraint theory states that if you change one side of the triangle,
the other two sides must be correspondingly adjusted. For example, if the scope of the Project is increased,
cost and time to complete will also need to increase. The Project and executive teams will need to remain
cognizant of these constraints when making impactful decisions to the Project. A simple illustration of this
triangle is included here, showing the connection of each item and their relational impact to the overall
Scope.
Project Management Triangle
A pillar of any successful project is the ability to properly manage scope while allowing the appropriate level
of flexibility to incorporate approved changes. Scope and changes within the project will be managed using
the change control process outlined in the following section.
3.2 Change Control
It may become necessary to change the scope of this Project due to unforeseeable circumstances (e.g., new
constraints or opportunities are discovered). This Project is being undertaken with the understanding that
Project scope, schedule, and/or cost may need to change to produce optimal results for stakeholders.
Changes to contractual requirements will follow the change control process specified in the final contract,
and as described below.
3.3 Change Request Management
Should the need for a change to Project scope, schedule, and/or cost be identified during the Project, the
change will be brought to the attention of the Steering Committee and an assessment of the change will
occur. While such changes may result in additional costs and delays relative to the schedule, some changes
may result in less cost to the City; for example, the City may decide it no longer needs a deliverable originally
defined in the Project. The Change Request will include the following information:
City of Opa-Locka
Tyler Technologies, Inc. Page ! 4
• The nature of the change.
■ A good faith estimate of the additional cost or associated savings to the City, if any.
• The timetable for implementing the change.
• The effect on and/or risk to the schedule, resource needs or resource responsibilities.
The City will use its good faith efforts to either approve or disapprove any Change Request within ten (10)
Business Days (or other period as mutually agreeable between Tyler and the City). Any changes to the Project
scope, budget, or timeline must be documented and approved in writing using a Change Request form. These
changes constitute a formal amendment to the Statement of Work and will supersede any conflicting term in
the Statement of Work.
Change Request Process
NEED
SCOPE DETAILS
CHANGES
SCHEDULE
CLIENT IDENTIFIES
NEED/ DESIRE FOR
CHANGE
City of Opa-Locko
ryler Technologic>_
TYLER ASSESSES;
DETERMINES OUT
OF SCOPE
CLIENT DETAILS
NEED IN CHANGE
REQUEST FORM
IF [iLEH AGREES
WITH THE REQUEST
If Tyler Agrees with Request.
Estimate provided to client.
otherwise reason for denial
provided
CLIENT AUTHORIZES SCHEDULE ADJUSTED TO
OR DECLINES THE ACCOMMODATE THE
CHANGE CHANGE IF NECESSARY
Including addition of new tasks
that resuT from the change
4. Acceptance Process
The implementation of a Project involves many decisions to be made throughout its lifecycle. Decisions will
vary from higher level strategy decisions to smaller, detailed Project level decisions. It is critical to the success
of the Project that each City office or department designates specific individuals for making decisions on
behalf of their offices or departments.
Both Tyler and the City will identify representative project managers. These individuals will represent the
interests of all stakeholders and serve as the primary contacts between the two organizations.
The coordination of gaining City feedback and approval on Project deliverables will be critical to the success of
the Project. The City project manager will strive to gain deliverable and decision approvals from all authorized
City representatives. Given that the designated decision -maker for each department may not always be
available, there must be a designated proxy for each decision point in the Project. Assignment of each proxy
will be the responsibility of the leadership from each City department. The proxies will be named individuals
that have the authorization to make decisions on behalf of their department.
The following process will be used for accepting 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 each Deliverable or Control Point. If the City does not
provide acceptance or acknowledgement within five (5) business days, 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 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 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.
5 Roles and Responsibilities
The following defines the roles and responsibilities of each Project resource for the City and Tyler. Roles and
responsibilities may not follow the organizational chart or position descriptions at the City, but are roles
defined within the Project. It is common for individual resources on both the Tyler and City project teams to
fill multiple roles. Similarly, it is common for some roles to be filled by multiple people.
5.1 Tyler Roles & Responsibilities
Tyler assigns a project manager prior to the start of each Phase of the Project (some Projects may only be one
Phase in duration). Additional Tyler resources are assigned as the schedule develops and as needs arise.
City of Opa-Locka
Tyler Technologies, Inc. Page
5.1.1 Tyler Executive Manager
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 to escalate and facilitate implementation Project tasks and decisions.
■ 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.
• Acts as the counterpart to the City 's executive sponsor.
5.1.2 Tyler Implementation Manager
• Tyler implementation management has indirect involvement with the Project and is part of the Tyler
escalation process. The Tyler project managers consult implementation management on issues and
outstanding decisions critical to the Project. Implementation management works toward a solution
with the Tyler Project Manager or with City management as appropriate. Tyler executive
management is the escalation point for any issues not resolved at this level.
• Assigns Tyler Project personnel.
• 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 Project Manager
• The Tyler project manager(s) provides oversight of the Project, coordination of Tyler 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. As requested by the
City, the Tyler Project Manager provides regular updates to the City Steering Committee and other
Tyler governance members. Tyler Project Manager's role includes responsibilities in the following
areas:
5.1.3.1 Contract Management
• Validates contract compliance throughout the Project.
• Ensures Deliverables meet contract requirements.
• Acts as primary point of contact for all contract and invoicing questions.
• Prepares and presents contract milestone signoffs for acceptance by the City project manager(s).
■ Coordinates Change Requests, if needed, to ensure proper Scope and budgetary compliance.
5.1.3.2 Planning
• Delivers project planning documents.
• Defines Project tasks and resource requirements.
• Develops initial Project schedule and Project Management Plan.
• Collaborates with the City project manager(s) to plan and schedule Project timelines to achieve on -
time implementation.
City of Opa-Locka
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5.1.3.3 Implementation Management
• Tightly manages Scope and budget of Project to ensure Scope changes and budget planned versus
actual are transparent and handled effectively and efficiently.
• Establishes and manages a schedule and Tyler resources that properly support the Project Schedule
and are also in balance with Scope/budget.
• Establishes risk/issue tracking/reporting process between the City and Tyler and takes all necessary
steps to proactively mitigate these items or communicate with transparency to the City any items
that may impact the outcomes of the Project.
• 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.
■ Collaborates with the City's project manager(s) to set a routine communication plan that will aide all
Project team members, of both the City and Tyler, in understanding the goals, objectives, status, and
health of the Project.
5.1.3.4 Resource Management
• Acts as liaison between Project team and Tyler manager(s).
• Identifies and coordinates all Tyler resources across all applications, Phases, and activities including
development, forms, installation, reports, implementation, and billing.
• Provides direction and support to Project team.
■ Manages the appropriate assignment and timely completion of tasks as defined in the Project
Schedule, task list, and Go -Live Checklist.
■ Assesses team performance and adjusts as necessary.
• Consulted on in Scope 3rd 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).
• Documents activities for services performed by Tyler.
• Guides the City through software validation process following configuration.
• Assists during Go -Live process and provides support until the City transitions to Client Services.
• Facilitates training sessions and discussions with the City and Tyler staff to ensure adequate
discussion of the appropriate agenda topics during the allotted time.
• May provide conversion review and error resolution assistance.
5.1.5 Tyler Sales
• Supports Sales to Implementation knowledge transfer during Initiate & Plan.
• Provides historical information, as needed, throughout implementation.
• Participates in pricing activities if additional licensing and/or services are needed.
5.1.6 Tyler Technical Services
• Maintains Tyler infrastructure requirements and design document(s).
• Involved in system infrastructure planning/review(s).
• Provides first installation of licensed software with initial database on servers.
• Supports and assists the project team with technical/environmental issues/needs.
■ Deploys Tyler products.
City of Opa-Locko
Tyler Technologies, Inc. Rose
• Conducts GIS Planning.
• Reviews GIS data and provides feedback to the City.
• Loads City provided GIS data into the system.
5.2 City Roles & 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
The City executive sponsor provides support to the Project by providing strategic direction and
communicating key issues about the Project and its 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, 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.
• Champions the project at the executive level to secure buy -in.
• Authorizes required project resources.
• Actively participates in organizational change communications.
5.2.2 City Steering Committee
The City steering committee understands and supports the cultural change necessary for the Project and
fosters an appreciation for the Project's value throughout the organization. The steering committee oversees
the City project manager and Project 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 serves as primary level of issue resolution for the Project.
• 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.
• Assists with communicating key project messages throughout the organization.
• Prioritizes the project within the organization.
• Ensures the project staffed appropriately and that 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
o Needs of other client projects
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. The City Project
City of Opa-loc<a
Tyler Technologies, Inc. Page
Manager should communicate 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 necessary resources to participate in discussions and make decisions in a
timely fashion to avoid Project delays. The City project manager(s) are responsible for reporting to the City
steering committee and determining appropriate escalation points.
5.2.3.1 Contract Management
■ Validates contract compliance throughout the project.
■ Ensures that invoicing and Deliverables meet contract requirements.
• Acts as primary point of contact for all contract and invoicing questions. Collaborates on and
approves Change Requests, if needed, to ensure proper scope and budgetary compliance.
5.2.3.2 Planning
■ Reviews and accepts project planning documents.
■ Defines project tasks and resource requirements for the City project team.
■ Collaborates in the development and approval of the project schedule.
• Collaborates with Tyler project manager(s) to plan and schedule project timelines to achieve on -time
implementation.
5.2.3.3 Implementation Management
■ Tightly manages project budget and scope.
■ Collaborates with Tyler project manager(s) to establish a process and approval matrix to ensure that
scope changes and budget (planned versus actual) are transparent and handled effectively and
efficiently.
■ Collaborates with Tyler project manager to establish and manage a schedule and resource plan that
properly supports the project schedule as a whole and is also in balance with scope and budget.
• Collaborates with Tyler project manager(s) to establish risk and issue tracking and reporting process
between the City and Tyler and takes all necessary steps to proactively mitigate these items or
communicate with transparency to Tyler any items that may impact the outcomes of the project.
■ 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.
■ Routinely communicates with both the City staff and Tyler, aiding in the understanding of goals,
objectives, current status, and health of the project by all team members.
• Manages the requirements gathering process and ensure timely and quality business requirements
are being provided to Tyler.
5.2.3.4 Resource Management
• Acts as liaison between project team and stakeholders.
• 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.
• Provides direction and support to project team.
■ Builds partnerships among the various stakeholders, negotiating authority to move the project
forward.
• Manages the appropriate assignment and timely completion of tasks as defined.
• Assesses team performance and takes corrective action, if needed.
City of Opa-Locka
Tyler Technologies, Inc. 1
• Provides guidance to City technical teams to ensure appropriate response and collaboration with
Tyler Technical Support Teams to ensure timely response and appropriate resolution.
• Owns the relationship with in -Scope 3rd party providers and aligns activities with ongoing project
tasks.
■ Ensures that users have appropriate access to Tyler project toolsets as required.
■ Conducts training on proper use of toolsets.
• Validates completion of required assignments using toolsets.
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.
• Contributes business process expertise for Current & Future State Analysis.
• Identifies and includes additional subject matter experts to participate in Current & Future State
Analysis.
• Validates that necessary skills have been retained by end users.
• Provides End Users with dedicated time to complete required homework tasks.
• Acts as an ambassador/champion of change for the new process and provide business process
change support.
• Identifies and communicates any additional training needs or scheduling conflicts to the City project
manager.
■ Actively participates in all aspects of the implementation, including, but not limited to, the following
key activities:
o Task completion
o Stakeholder Meeting
o Project Management Plan development
o Schedule development
o Maintenance and monitoring of risk register
o Escalation of issues
o Communication with Tyler project team
o Coordination of City resources
o Attendance at scheduled sessions
o Change management activities
o Modification specification, demonstrations, testing and approval assistance
o Data analysis assistance
o Decentralized end user training
o Process testing
o Solution Validation
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 the City business processes and requirements.
• Act as subject matter experts and attend Current & Future State Analysis sessions as needed.
• Attend all scheduled training sessions.
• Participate in all required post -training processes as needed throughout project.
• Test all application configuration to ensure it satisfies business process requirements.
• Become application experts.
• Participate in Solution Validation.
City of Opa-Locka
Tyler Technologies, Inc.
• Adopt and support changed procedures.
• Complete all deliverables by the due dates defined in the project schedule.
• Demonstrate competency with Tyler products processing prior to Go -live.
• Provide knowledge transfer to the City staff during and after implementation.
• Participate in conversion review and validation.
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 schedule.
• Utilize software to perform job functions at and beyond Go -live.
5.2.7 City Technical Lead
• Coordinates updates and releases with Tyler as needed.
• Coordinates the copying of source databases to training/testing databases as needed for training
days.
• Coordinates and adds new users, printers and other peripherals as needed.
• Validates that all users understand log -on process and have necessary permission for all training
sessions.
• Coordinates interface development for City third party interfaces.
• Develops or assists in creating reports as needed.
• Ensures on -site system meets specifications provided by Tyler.
• Assists with software installation as needed.
• Extracts and transmits conversion data and control reports from the City's legacy system per the
conversion schedule set forth in the project schedule.
5.2.7.1 City GIS
• Participates in GIS planning activities.
• Responsible for management and maintenance of City GIS infrastructure and data.
• Ensures GIS data/service endpoints are in alignment with Tyler software requirements.
• Provides Tyler implementation team with GIS data/service access information.
5.2.7.2 City Upgrade Coordination
• Becomes familiar with the software upgrade process and required steps.
• Becomes familiar with Tyler's releases and updates.
• Utilizes Tyler resources 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.
• Coordinates software upgrade plan activities with City and Tyler resources.
• Communicates changes affecting users and department stakeholders.
• Obtains department stakeholder acceptance to upgrade production environment.
City of Opa-Locka
Tyler Technologies, Inc Page ; 12
5.2.8 City Change Management Lead
■ Validates that 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.
City of Opa-Locko
Tyler Technologies, Inc. Page / 1
Part 3: Project Plan
6. Project Stages
Work Breakdown Structure
The Work Breakdown Structure (WBS) is a hierarchical representation of a Project or Phase 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 Schedule, developed during Project/Phase Planning and finalized during
subsequent stages, lists 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 has been accepted by the City.
Work Breakdown Structure (WBS)
I•&PLANE
1.1 Initial
Coordination
1.2 Project/Phase
Planning
1.3 Infrastructure
Planning
1.4 Stakeholder
Planning
1.5 GIS
Planning
ASSESS &
2• DEFINE
S; i
3PREPARE
. SOLUTION
4. READ NESS PRODUCTION
nn.
5. PRODUCTION
6. CLOSE
*Items noted with an asterisk in the graphic above relate to specific products and services. If those products and services are not included in the scope
of the contract, these specific work packages will be noted as "Intentionally Left Blank" in Section 6 of the Statement of Work.
City of Opa-Locka
Tyler Technologies, Inc.
Page ; 14
6.1 Initiate and Plan
The Initiate and Plan stage involves Project initiation, infrastructure, and planning. This stage creates a
foundation for the Project by identifying and establishing sequence and timing for each Phase as well as
verifying scope for the Project. This stage will be conducted at the onset of the Project, with a few unique
items being repeated for the additional Phases as needed.
6.1.1 Initial Coordination
Prior to Project commencement, Tyler management assigns project manager(s). Additional Project resources
will be assigned later in the Project as a Project schedule is developed. Tyler provides the City with initial
Project documents used to gather names of key personnel, their functional role as it pertains to the Project,
as well as any blackout dates to consider for future planning. the City gathers the information requested by
the provided deadline ensuring preliminary planning and scheduling can be conducted moving the Project
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 City to establish the date(s) for the Project and Phase Planning
session.
Objectives:
■ Formally launch the project.
■ Establish project governance.
■ Define and communicate governance for Tyler.
■ Identify City project team.
STAGE 1
Initial Coordination
Tyler
City
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed
[Executive Manager
Implementation Manager
Project Manager
Implementation Consultant
Data Experts
Modification Services
Technical Services
Client Services
Executive Sponsor
Steering Committee
Project Manager
Functional Leads
Change Management Leads
Subject Matter Experts (Power
Department Heads
End Users
Technical Leads
Tyler project team is assigned
AR
CI
I
I
I
I
I
City project team is assigned
A I R I I I
Provide initial project
documents to the City
A
R
C
C
I
I
Gather preliminary information
requested
I
A
R
C
C
C
C
Sales to implementation
knowledge transfer
A R I I I I
I
Create Project Portal to store
project artifacts and facilitate
communication
A
R
I
City of Opa-Locka
Tyler Technologies, Inc.
Inputs
Contract documents
Statement of Work
Outputs/Deliverables
Completed initial project documents
Project portal
Work package assumptions:
■ Project activities begin after the agreement has been fully executed.
6.1.2 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.
During this work package Tyler will work with the City to coordinate and plan a formal Project planning
meeting(s). This meeting signifies the start of the Project and should be attended by all City Project team
members and the Tyler Project Manager. The meeting provides an opportunity for Tyler to introduce its
implementation methodology, terminology, and Project management best practices to the City's Project
Team. This will also present an opportunity for project managers and Project sponsors to begin to discuss
Project communication, metrics, status reporting and tools to be used to measure Project progress and
manage change.
Tyler will work with the City Project Team to prepare and deliver the Project Management Plan as an output
of the planning meeting. This plan will continue to evolve and grow as the Project progresses and will
describe how the project will be executed, monitored, and controlled.
During project planning, Tyler will introduce the tools that will be used throughout the implementation. Tyler
will familiarize the City with these tools during project planning and make them available for review and
maintenance as applicable throughout the project. Some examples are Solution validation plan, issue log, and
go -live checklist.
STAGE 1
Project/Phase Planning
Tyler
City
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive Manager
Implementation Manager
Project Manager
Implementation Consultant
Data Experts
Modification Services
Technical Services
Client Services
Executive Sponsor
Steering Committee
Project Manager
Functional Leads
Change Management Leads
Subject Matter Experts (Power
Department Heads
End Users
Technical Leads
Schedule and
conduct planning
session(s)
A
R
I
C
C
I
City of Opa-Locka
Tyler Technologies, Inc.
Develop Project
Management Plan
Develop initial
project schedule
A
R
C
C
A
R
C
C
C
Inputs
Contract documents
Statement of Work
Guide to Starting Your Project
Outputs / Deliverables
Acceptance Criteria [only] for Deliverables
Project Management Plan
Delivery of document
Project Operational Plan
Delivery of document
Initial Project Schedule
City provides acceptance of schedule based
on resource availability, project budget, and
goals.
Work package assumptions:
■ City has reviewed and completed the Guide to Starting Your Project document.
6.1.3 Infrastructure Planning
Procuring required hardware and setting it up properly is a critical part of a successful implementation. This
task is especially important for Tyler-hosted/SaaS deployment models. Tyler will be responsible for building
the environments for a hosted/SaaS deployment, unless otherwise identified in the Agreement. Tyler will
install Licensed Software on application server(s) or train the City to install License Software. The City is
responsible for the installation and setup of all peripheral devices.
Objectives:
• Ensure the City's infrastructure meets Tyler's application requirements.
• Ensure the City's infrastructure is scheduled to be in place and available for use on time.
STAGE 1
Infrastructure Planning
Tyler
City
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive Manager
Implementation Manager
Project Manager
Implementation Consultant
Data Experts
Modification Services
Technical Services
Client Services
Executive Sponsor
Steering Committee
Project Manager
Functional Leads
Change Management Leads
Subject Matter Experts
Department Heads
End Users
Technical Leads
Provide Infrastructure
Requirements and Design
Document
A
R
C
C
I
I
Initial Infrastructure
Meeting
A
R
C
C
C
C
City of Opa-Locko
Tyler Technologies, Inc.
*Schedule SaaS
Environment Availability
A
R
C
I
*Schedule Hardware to
be Available for
Installation
I
I
A
R
C
Schedule Installation of
All Licensed Software
A
R
C
I
I
Infrastructure Audit
A
R
C
1
C
Inputs
1. Initial Infrastructure Requirements and Design Document
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
1. Completed Infrastructure Requirements
and Design Document
Delivery of Document
2. Infrastructure Audit
System Passes Audit Criteria
6.1.4 Stakeholder Meeting
Communication of the Project planning outcomes to the City Project team, executives and other key
stakeholders is vital to Project success. The Stakeholder meeting is a strategic activity to inform, engage, gain
commitment, and instill confidence in the City team. During the meeting, the goals and objectives of the
Project will be reviewed along with detail on Project scope, implementation methodology, roles and
responsibilities, Project timeline and schedule, and keys to Project success.
Objectives:
■ Formally present and communicate the project activities and timeline.
■ Communicate project expectations.
STAGE 1
Stakeholder Meeting
Tyler
City
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed ,
Executive Manager
Implementation Manager
Project Manager
Implementation Consultant
Data Experts
Modification Services
Technical Services
Client Services
Executive Sponsor
Steering Committee
Project Manager
Functional Leads
Change Management Leads
Subject Matter Experts (Power
Department Heads
End Users
Technical Leads
Create Stakeholder
Meeting Presentation
1
A
R
1
1
I
1
C
I
Review Stakeholder
Meeting Presentation
1
C
A
R
C
Perform Stakeholder
Meeting Presentation
I
A
R
I
I1
City of Opa-locka
Tyler Technologies, Inc
Inputs
Agreement
SOW
Project Management Plan
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Stakeholder Meeting Presentation
Work package assumptions:
• None
6.1.5 GIS Preparation
GIS data is a core part of many Tyler applications. Other City offices/products may also use this data and have
different GIS requirements. A key focus of this preparation will be the process for developing the GIS data for
use with Tyler applications. This can be an iterative process, so it is important to begin preparation early.
Objectives:
• Identify all City GIS data sources and formats.
• Tyler to understand the City's GIS needs and practices.
• Ensure the City's GIS data meets Tyler product requirements.
STAGE 1
GIS Preparation
Tyler
City
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive Manager
Implementation Manager
Project Manager
Implementation Consultant
Data Experts
Modification Services
Technical Services
Client Services
Executive Sponsor
Steering Committee
Project Manager
Functional Leads
Change Management Leads
Subject Matter Experts (Power
Department Heads
End Users
Technical Leads
Initial GIS Planning
Meeting
A
R
C
C
C
Determine all GIS Data
Sources
I
I
A
R
C
Provide Source GIS Data
I
I
A
R
C
Review GIS Data and
Provide Feedback
A
R
C
I
C
Inputs
GIS Requirements Document
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Production Ready Map Data
Meets Tyler GIS Requirements.
City of Opa-Locka
Tyler Technologies, Inc.
Page ! 19
Work package assumptions:
■ GIS data provided to Tyler is accurate and complete.
■ GIS data provided to Tyler is current.
■ City is responsible for maintaining the GIS data.
6.1.6 Control Point 1: Initiate & Plan Stage Acceptance
Acceptance criteria for this stage includes completion of all criteria listed below.
Note: Advancement to the Assess & Define stage is not dependent upon Tyler's receipt of this stage
acceptance.
Initiate & Plan Stage Deliverables:
■ Project Management Plan
■ Initial Project Schedule
Initiate & Plan stage acceptance criteria:
■ All stage deliverables accepted based on acceptance criteria previously defined
■ Project governance defined
■ Project portal made available to the City
■ Stakeholder meeting complete
■ GIS Data Production Ready
■ Completed Infrastructure Requirements and Design Document
■ System Passes Infrastructure Audit (as applicable)
6.2 Assess & Define
The Assess & Define stage will provide an opportunity to gather information related to current City business
processes. This information will be used to identify and define business processes utilized with Tyler software.
The City collaborates with Tyler providing complete and accurate information to Tyler staff and assisting in
analysis, understanding current workflows and business processes.
6.2.1 Solution Orientation
The Solution Orientation provides the Project stakeholders a high-level understanding of the solution
functionality prior to beginning the current and future state analysis. The primary goal is to establish a
foundation for upcoming conversations regarding the design and configuration of the solution.
Tyler utilizes a variety of tools for the Solution Orientation, focusing on City team knowledge transfer such as:
eLearning, documentation, or walkthroughs. The City team will gain a better understanding of the major
processes and focus on data flow, the connection between configuration options and outcome, integration,
and terminology that may be unique to Tyler's solution.
Objectives:
■ Provide a basic understanding of system functionality.
■ Prepare the City for current and future state analysis.
City of Opa-Locka
Tyler Technologies, Inc. Page ; 20
STAGE 2
Solution Orientation
Tyler
City
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive Manager
Implementation Manager
Project Manager
Implementation Consultant
Data Experts
Modification Services
Technical Services
Client Services
Executive Sponsor
Steering Committee
Project Manager
Functional Leads
Change Management Leads
Subject Matter Experts (Power
Department Heads
End Users
Technical Leads
Provide pre -requisites
A
R
I
I
I
I
I
Complete pre -requisites
A
R
C
C
Conduct orientation
A
R
I
I
I
I
I
Inputs
Solution orientation materials
Training Plan
6.2.2 Current & Future State Analysis
The Current & Future State Analysis provides the Project stakeholders and Tyler an understanding of process
changes that will be achieved with the new system.
The City and Tyler will evaluate current state processes, options within the new software, pros and cons of
each based on current or desired state and make decisions about the future state configuration and
processing. This may occur before or within the same timeframe as the configuration work package. The
options within the new software will be limited to the scope of this implementation and will make use of
standard Tyler functionality.
The City will adopt the existing Tyler solution wherever possible to avoid project schedule and quality risk
from over customization of Tyler products. It is the City's responsibility to verify that in -scope requirements
are being met throughout the implementation if functional requirements are defined as part of the contract.
The following guidelines will be followed when evaluating if a modification to the product is required:
■ A reasonable business process change is available.
■ Functionality exists which satisfies the requirement.
■ Configuration of the application satisfies the requirement.
■ An in -scope modification satisfies the requirement.
Requirements that are not met will follow the agreed upon change control process and can have impacts on
the project schedule, scope, budget, and resource availability.
STAGE 2
Current & Future State Analysis
Tyler
City
City of Opa-Locka
Tyler Technologies, Inc.
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive Manager
Implementation Manager
Project Manager
Implementation Consultant
Data Experts
Modification Services
(Technical Services
Client Services
Executive Sponsor
Steering Committee
Project Manager
Functional Leads
Change Management Leads
Subject Matter Experts (Power
Department Heads
End Users
Technical Leads
Current State process
review
AR
I
I
I
C C C C
C
Discuss future -state
options
A
R
C C C
C C C C
C
Make future -state
decisions (non -COTS)
C C C C C
AR
I
C
C
Document anticipated
configuration options
required to support
future state
A
R
C
1 1 1 1
I
Inputs
City current state documentation
Solution Orientation completion
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Documentation that describes future -state
decisions and configuration options to support
future -state decisions.
Delivery of document
Work package assumptions:
■ City attendees possess sufficient knowledge and authority to make future state decisions.
■ The City is responsible for any documentation of current state business processes.
■ The City can effectively communicate current state processes.
6.2.3 Conversion Assessment
Data Conversions are a major effort in any software implementation. Tyler's conversion tools facilitate the
predictable, repeatable conversion process that is necessary to support a successful transition to the Tyler
system. The first step in this process is to perform an assessment of the existing ("legacy") system(s), to
better understand the source data, risks, and options available. Once the data has been analyzed, the plan for
data conversion is completed and communicated to the appropriate stakeholders.
Objectives:
■ Communicate a common understanding of the project goals with respect to data.
■ Ensure complete and accurate source data is available for review/transfer.
■ Map the data from the source to the Tyler system.
■ Document the data conversion/loading approach.
City of Opa-Locka
Tyler Technologies, Inc Page
STAGE 2
Data Conversion Assessment
Tyler
City
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive Manager
Implementation Manager
Project Manager
Implementation Consultant
Data Experts
Modification Services
Technical Services
Client Services
Executive Sponsor
Steering Committee
Project Manager
Functional Leads
Change Management Leads
Subject Matter Experts (Power
Department Heads
End Users
Technical Leads
Extract Data from
Source Systems
I
C
A
R
Review and Scrub
Source Data
I
I
I
A
R
C
I
Build/Update Data
Conversion Plan
R
C
C
CI
I
I
I
Inputs
City Source data
City Source data Documentation (if available)
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Data Conversion Plan built/updated
City Acceptance of Data Conversion Plan, if
Applicable
Work package assumptions:
• Tyler will be provided with data from the Legacy system(s) in a mutually agreed upon format.
• Tyler will work with the City representatives to identify business rules before writing the conversion.
• City subject matter experts and resources most familiar with the current data will be involved in the
data conversion planning effort.
6.2.4 Intentionally left blank.
6.2.5 Intentionally left blank.
6.2.6 Control Point 2: Assess & Define Stage Acceptance
Acceptance criteria for this Stage includes completion of all criteria listed below.
Note: Advancement to the Prepare Solution Stage is dependent upon Tyler's receipt of the Stage Acceptance.
Assess & Define Stage Deliverables:
• Documentation of future state decisions and configuration options to support future state decisions.
• Modification specification document.
City of Opa-Locko
Tyler Technologies, Inc.
■ Assess & Define Stage Acceptance Criteria:
■ All stage deliverables accepted based on criteria previously defined.
■ Solution Orientation is delivered.
■ Conversion data extracts are received by Tyler.
■ Data conversion plan built.
6.3 Prepare Solution
During the Prepare Solution stage, information gathered during the Initiate & Plan and Assess & Define stages
will be used to install and configure the Tyler software solution. Software configuration will be validated by
the City against future state decisions defined in previous stages and processes refined as needed to ensure
business requirements are met.
6.3.1 Initial System Deployment
The timely availability of the Tyler Solution is important to a successful Project implementation. The success
and timeliness of subsequent work packages are contingent upon the initial system deployment of Tyler
Licensed Software on an approved network and infrastructure. Delays in executing this work package can
affect the project schedule.
Objectives:
■ All licensed software is installed and operational.
■ The City can access the software.
STAGE 3
Initial System Deployment (Hosted/SaaS)*
Tyler
City
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive Manager
Implementation Manager
Project Manager
Implementation Consultant
Data Experts
Modification Services
Technical Services
Client Services
Executive Sponsor
Steering Committee
Project Manager
Functional Leads
Change Management Leads
Subject Matter Experts (Power
Department Heads
End Users
Technical Leads
Prepare hosted
environment
A
R
I
C
Install Licensed
Software with
Initial Database on
Server(s) for
Included
Environments
A
R
I
C
Install Licensed
Software on City
Devices (if
applicable)
I
C
A
R
City of Opa-Locko
Tyler Technologies; Inc
'age124
Tyler System
Administration
Training (if
applicable)
A
R
C
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Licensed Software is Installed on the Server(s)
Software is accessible
Licensed Software is Installed on City Devices
(if applicable)
Software is accessible
Installation Checklist/System Document
System Passes
Infrastructure Design Document (C&J — If
Applicable)
Work package assumptions:
■ The most current available version of the Tyler Licensed Software will be installed.
■ The City will provide network access for Tyler modules, printers, and Internet access to all applicable
City and Tyler Project staff.
6.3.2 Configuration
The purpose of Configuration is to prepare the software product for validation.
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. The City collaborates with Tyler staff iteratively
to validate software configuration.
Objectives:
■ Software is ready for validation.
■ Educate the City Power User how to configure and maintain software.
■ Prepare standard interfaces for process validation (if applicable).
STAGE 3
Configuration
Tyler
City
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive Manager
Implementation Manager
Project Manager
Implementation Consultant
Data Experts
Modification Services
Technical Services
Client Services
Executive Sponsor
Steering Committee
Project Manager
Functional Leads
Change Management Leads
Subject Matter Experts (Power
Department Heads
End Users
Technical Leads
Conduct configuration
training
A
R
I
C
C
City of Opn-Locko
Tyler Technologies, Inc
Complete Tyler
configuration tasks
(where applicable)
A
R
I
I
I
Complete City
configuration tasks
(where applicable)
I
C
A
R
C
Standard interfaces
configuration and
training (if applicable)
A
R
C
I
C
C
C
Updates to Solution
Validation testing plan
C
C
A
R
C
C
Inputs
Documentation that describes future state decisions and configuration options to support future
state decisions.
Outputs /
Deliverables
Acceptance Criteria [only) for Deliverables
Configured System
N/A
Work package assumptions:
• Tyler provides guidance for configuration options available within the Tyler software. The City is
responsible for making decisions when multiple options are available.
6.3.3 Process Refinement
Tyler will educate the City users on how to execute processes in the system to prepare them for the
validation of the software. The City collaborates with Tyler staff iteratively to validate software configuration
options to support future state.
Objectives:
• Ensure that the City understands future state processes and how to execute the processes in the
software.
• Refine each process to meet the business requirements.
• Validate standard interfaces, where applicable.
• Validate forms and reports, where applicable.
STAGE 3
Process Refinement
Tyler
City
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive Manager
Implementation Manager
Project Manager
Implementation Consultant
Data Experts
Modification Services
Technical Services
Client Services
Executive Sponsor
Steering Committee
Project Manager
Functional Leads
Change Management Leads
Subject Matter Experts (Power
Department Heads
End Users
—echnicalLeads
City of Opa-Locka
Tyler Technologies, Inc.
Page 126
Conduct process
training
A
R
I
CI
C
Confirm process
decisions
I
C
AR
CI
C
Test configuration
I
C
A
R
C
Refine
configuration (City
Responsible)
t.
I
C
A
R
C
Refine
configuration (Tyler
Responsible)
A
R
I
I
I
Validate interface
process and results
I
C
C
A
R
C
C
Update City -
specific process
documentation (if
applicable)
I
C
A
R
C
Updates to
Solution Validation
testing plan
C
C
A
R
C
C
Inputs
Initial Configuration
Documentation that describes future state decisions and configuration options to support
future state decisions.
Solution validation test plan
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Updated solution validation test plan
Completed City -specific process
documentation (completed by City)
Work package assumptions:
• None
6.3.4 Conversion Delivery
The purpose of this task is to transition the City's data from their source ("legacy") system(s) to the Tyler
system(s). The data will need to be mapped from the legacy system into the new Tyler system format. A well -
executed data conversion is key to a successful cutover to the new system(s).
With guidance from Tyler, the City will review specific data elements within the system and identify / report
discrepancies. Iteratively, Tyler will collaborate with the City to address conversion discrepancies. This process
will allow for clean, reconciled data to transfer from the source system(s) to the Tyler system(s). Reference
Conversion Appendix for additional detail.
City of Opa-Locko
Tyler Technologies, Inc.
Load Data
For Testing
Pull Data &
Conversion
Balancing
Reports
Objectives:
Map
Conversion
Write & Run
Conversion
Program
Report &
Correct Errors
• Data is ready for production (Conversion).
Validate
Data
Conversion
Reviews
Completed
Final
Conversion
STAGE 3
Data Delivery & Conversion
Tyler
City
RACI MATRIX
KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive Manager
Implementation Manager
Project Manager
Implementation Consultant
0
v
a.
x
u_,
ro
co
0
Modification Services
Technical Services
Client Services
Executive Sponsor
Steering Committee
Project Manager
Functional Leads
Change Management Leads
Subject Matter Experts (Power
Department Heads
End Users
Technical Leads
Provide data
crosswalks/code
mapping tool
A
C
R
I
I
I
Populate data
crosswalks/code
mapping tool
I
C
C
A
R
C
Iterations:
Conversion
Development
A
C
R
I
I
Iterations:
Deliver
converted data
A
R
I
I
I
Iterations:
Proof/Review
data and
C
C
C
A
R
C
C
City of Opa-Locka
Tyler Technologies, Inc.
reconcile to
source system
Inputs
Data Conversion Plan
Configuration
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Code Mapping Complete / Validated
N/A
Conversion Iterations / Reviews Complete
Conversion complete, verified, and ready for
final pass
Work package assumptions:
■ The City will provide a single file layout per source system as identified in the investment summary.
■ The City subject matter experts and resources most familiar with the current data will be involved in
the data conversion effort.
■ The City project team will be responsible for completing the code mapping activity, with assistance
from Tyler.
6.3.5 Intentionally left blank.
6.3.6 Intentionally left blank.
6.3.7 Control Point 3: Prepare Solution Stage Acceptance
Acceptance criteria for this Stage includes all criteria listed below in each Work Package.
Note: Advancement to the Production Readiness Stage is dependent upon Tyler's receipt of the Stage
Acceptance.
Prepare Solution Stage Deliverables:
■ Licensed software is installed.
■ Installation checklist/system document.
■ Updated solution design document (Data & Insights only).
■ Prioritized data sets for review in Tyler system (Data & Insights only).
■ Conversion iterations and reviews complete.
Prepare Solution Stage Acceptance Criteria:
■ All stage deliverables accepted based on criteria previously defined.
■ Software is configured.
■ Solution validation test plan has been reviewed and updated if needed.
City of Opa-locko
Tyler Technologies, inc.
Pot's. ..: 9
6.4 Production Readiness
Activities in the Production Readiness stage will prepare the City team for go -live through solution validation,
the development of a detailed go -live plan and end user training. A readiness assessment will be conducted
with the City to review the status of the project and the organizations readiness for go -live.
6.4.1 Solution Validation
Solution Validation is the end -to -end software testing activity to ensure that the City verifies all aspects of the
Project (hardware, configuration, business processes, etc.) are functioning properly, and validates that all
features and functions per the contract have been deployed for system use.
Objectives:
■ Validate that the solution performs as indicated in the solution validation plan.
■ Ensure the City organization is ready to move forward with go -live and training (if applicable).
STAGE 4
Solution Validation
Tyler
City
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive Manager
Implementation Manager
Project Manager
Implementation Consultant
(Data Experts
Modification Services
Technical Services
Client Services
Executive Sponsor
Steering Committee
Project Manager
Functional Leads
Change Management Leads
Subject Matter Experts (Power
Department Heads
End Users
Technical Leads
Update Solution
Validation plan
A
R
C
C
C
C
Update test scripts (as
applicable)
C
C
C
A
R
C
Perform testing
C
C
C
A
R
C
Document issues from
testing
C
C
C
A
R
C
Perform required follow-
up on issues
A
R
C
C
C
C
Inputs
Solution Validation plan
Completed work product from prior stages (configuration, business process, etc.)
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Solution Validation Report
City updates report with testing results
Work package assumptions:
■ Designated testing environment has been established.
City of Opa-Locka
Tyler Technologies, Inc.
Page
■ Testing includes current phase activities or deliverables only.
6.4.2 Go -Live Readiness
Tyler and the City will ensure that all requirements defined in Project planning have been completed and the
Go -Live event can occur, as planned. A go -live readiness assessment will be completed identifying risks or
actions items to be addressed to ensure the City has considered its ability to successfully Go -Live. Issues and
concerns will be discussed, and mitigation options documented. Tyler and the City will jointly agree to move
forward with transition to production. Expectations for final preparation and critical dates for the weeks
leading into and during the Go -Live week will be planned in detail and communicated to Project teams.
Objectives:
• Action plan for go -live established.
• Assess go -live readiness.
• Stakeholders informed of go -live activities.
STAGE 4
Go -Live Readiness
Tyler
City
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive Manager
Implementation Manager
Project Manager
Implementation Consultant
0
a
a
x
w
a,
Y
a)
a
Modification Services
Technical Services
Client Services
Executive Sponsor
Steering Committee
Project Manager
Functional Leads
Change Management Leads
Subject Matter Experts (Power
Department Heads
End Users
Technical Leads
Perform Readiness
Assessment
I
AR
CC
I
C I I I I
1
I
Conduct Go -Live planning
session
A
R
C
C C C C C
C
Order peripheral
hardware (if applicable)
I
A
R
C
Confirm procedures for
Go -Live issue reporting &
resolution
A R I I I I
C
C
I
I
I
I
I
Develop Go -Live checklist
AR
CC
C C I
C
C
Final system
infrastructure review
(where applicable)
A
R
C
C
Inputs
Future state decisions
Go -live checklist
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Updated go -live checklist
Updated Action plan and Checklist for go -live
delivered to the City
Work package assumptions:
City of Opa-Loc ka
Tyler Technologies, Inc.
Page J 31
■ None
6.4.3 End User Training
End User Training is a critical part of any successful software implementation. Using a training plan previously
reviewed and approved, the Project team will organize and initiate the training activities.
Train the Trainer: Tyler provides one occurrence of each scheduled training or implementation topic. City
users who attended the Tyler sessions may train additional users. Additional Tyler led sessions may be
contracted at the app►icable rates for training.
Tyler will provide standard application documentation for the general use of the software. It is not Tyler's
responsibility to develop City specific business process documentation. City -led training labs using City
specific business process documentation if created by the City can be added to the regular training
curriculum, enhancing the training experiences of the end users.
Objectives:
■ End users are trained on how to use the software prior to go -live.
■ The City is prepared for on -going training and support of the application.
STAGE 4
End User Training
Tyler
City
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive Manager
Implementation Manager
Project Manager
Implementation Consultant
Data Experts
Modification Services
Technical Services
Client Services
Executive Sponsor
Steering Committee
Project Manager
Functional Leads
Change Management Leads
Subject Matter Experts (Power
Department Heads
End Users
Technical Leads
Update training plan
A
R
C
C
I
C
End User training (Tyler-
led)
A
R
C
C C I C C C
Train -the -trainer
A
R
C
CC
I
C
End User training (City-
led)
C
C
AR
I
C C C
Inputs
Training Plan
List of End Users and their Roles/Job Duties
Configured Tyler System
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
End User Training
City signoff that training was delivered
Work package assumptions:
City of Opa-Locka
Tyler Technologies, Inc.
Page 132
■ The City project team will work with Tyler to jointly develop a training curriculum that identifies the
size, makeup, and subject -area of each of the training classes.
■ Tyler will work with the City as much as possible to provide end -user training in a manner that
minimizes the impact to the daily operations of City departments.
■ The City will be responsible for training new users after go -live (exception —previously planned or
regular training offerings by Tyler).
6.4.4 Control Point 4: Production Readiness Stage Acceptance
Acceptance criteria for this stage includes all criteria listed below. Advancement to the Production stage is
dependent upon Tyler's receipt of the stage acceptance.
Production Readiness stage deliverables:
■ Solution Validation Report.
■ Update go -live action plan and checklist.
■ End user training.
Production Readiness stage acceptance criteria:
■ All stage deliverables accepted based on criteria previously defined.
■ Go -Live planning session conducted.
6.5 Production
Following end user training the production system will be fully enabled and made ready for daily operational
use as of the scheduled date. Tyler and the City will follow the comprehensive action plan laid out during Go -
Live Readiness to support go -live activities and minimize risk to the Project during go -live. Following go -live,
Tyler will work with the City to verify that implementation work is concluded, post go -live activities are
scheduled, and the transition to Client Services is complete for long-term operations and maintenance of the
Tyler software.
6.5.1 Go -Live
Following the action plan for Go -Live, defined in the Production Readiness stage, the City and Tyler will
complete work assigned to prepare for Go -Live.
The City provides final data extract and Reports from the Legacy System for data conversion and Tyler
executes final conversion iteration, if applicable. If defined in the action plan, the City manually enters any
data added to the Legacy System after final data extract into the Tyler system.
Tyler staff collaborates with the City during Go -Live activities. The City transitions to Tyler software for day -to
day business processing.
Some training topics are better addressed following Go -Live when additional data is available in the system or
based on timing of applicable business processes and will be scheduled following Go -Live per the Project
Schedule.
Objectives:
■ Execute day to day processing in Tyler software.
City of Opa-Locka
Tyler Technologies, inc. Page i 33
■ City data available in Production environment.
STAGE 5
Go -Live
Tyler
City
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive Manager
Implementation Manager
Project Manager
(Implementation Consultant
Data Experts
Modification Services
Technical Services
Client Services
Executive Sponsor
Steering Committee
Project Manager
Functional Leads
Change Management Leads
Subject Matter Experts (Power
Department Heads
End Users
Technical Leads
Provide final source data
extract, if applicable
C
C
A
R
Final source data pushed
into production
environment, if
applicable
A
C
R
I
C
C
C
Proof final converted
data, if applicable
C
C
C
A
R
C
Complete Go -Live
activities as defined in
the Go -Live action plan
C
C
C
AR
CI
C
Provide Go -Live
assistance
AR
CC
I
C
C
I
C
I
C
Inputs
Comprehensive Action Plan for Go -Live
Final source data (if applicable)
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Data is available in production environment
City confirms data is available in production
environment
Work package assumptions:
■ The City will complete activities documented in the action plan for Go -Live as scheduled.
■ External stakeholders will be available to assist in supporting the interfaces associated with the Go -
Live live process.
■ The City business processes required for Go -Live are fully documented and tested.
■ The City Project team and subject matter experts are the primary point of contact for the end users
when reporting issues during Go -Live.
■ The City Project Team and Power User's provide business process context to the end users during Go -
Live.
■ The Tyler Go -Live support team is available to consult with the City teams as necessary.
■ The Tyler Go -Live support team provides standard functionality responses, which may not be tailored
to the local business processes.
City of Opa-Locka
Tyler Technologies, Inc. Page ( 34
6.5.2 Transition to Client Services
This work package signals the conclusion of implementation activities for the Phase or Project with the
exception of agreed -upon post Go -Live activities. The Tyler project manager(s) schedules a formal transition
of the City onto the Tyler Client Services team, who provides the City with assistance following Go -Live,
officially transitioning the City to operations and maintenance.
Objectives:
■ Ensure no critical issues remain for the project teams to resolve.
■ Confirm proper knowledge transfer to the City teams for key processes and subject areas.
STAGE 5
Transition to Client Services
Tyler
City
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive Manager
Implementation Manager
Project Manager
Implementation Consultant
Data Experts
Modification Services
Technical Services
Client Services
Executive Sponsor
Steering Committee
Project Manager
Functional Leads
Change Management Leads
Subject Matter Experts (Power
Department Heads
End Users
Technical Leads
Transfer City to Client
Services and review
issue reporting and
resolution processes
I I A I I
R I I C C
C
Review long term
maintenance and
continuous
improvement
A
R
CC
C
Inputs
Open item/issues List
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Client Services Support Document
Work package assumptions:
■ No material project issues remain without assignment and plan.
6.5.3 Post Go -Live Activities
Some implementation activities are provided post -production due to the timing of business processes, the
requirement of actual production data to complete the activities, or the requirement of the system being
used in a live production state.
Objectives:
City of Opa-Loc <u
Tyler Technologies, Inc.
Page
■ Schedule activities that are planned for after Go -Live.
■ Ensure issues have been resolved or are planned for resolution before phase or project close.
STAGE 5
Post Go -Live Activities
Tyler
City
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive Manager
Implementation Manager
Project Manager
Implementation Consultant
Data Experts
(Modification Services
Technical Services
Client Services
Executive Sponsor
Steering Committee
Project Manager
Functional Leads
Change Management Leads
Subject Matter Experts (Power
Department Heads
End Users
Technical Leads
Schedule contracted
activities that are
planned for delivery
after go -live
AR
C C C C I
CC
I
C
C
Determine resolution
plan in preparation for
phase or project close
out
AR
C C C
I
CC
I
C
Inputs
List of post Go -Live activities
Outputs /
Deliverables
Acceptance Criteria [only] for
Deliverables
Updated issues log
Work package assumptions:
■ System is being used in a live production state.
6.5.4 Control Point 5: Production Stage Acceptance
Acceptance criteria for this Stage includes completion of all criteria listed below:
■ Advancement to the Close stage is not dependent upon Tyler's receipt of this Stage Acceptance.
■ Converted data is available in production environment.
Production Stage Acceptance Criteria:
■ All stage deliverables accepted based on criteria previously defined.
■ Go -Live activities defined in the Go -Live action plan completed.
■ Client services support document is provided.
City of Opa-Locka
Tyler Technologies, inc. Pager 36
6.6 Close
The Close stage signifies full implementation of all products purchased and encompassed in the Phase or
Project. The City transitions to the next cycle of their relationship with Tyler (next Phase of implementation or
long-term relationship with Tyler Client Services).
6.6.1 Phase Closeout
This work package represents Phase completion and signals the conclusion of implementation activities for
the Phase. The Tyler Client Services team will assume ongoing support of the City for systems implemented in
the Phase.
Objectives:
■ Agreement from Tyler and the City teams that activities within this phase are complete.
STAGE 6
Phase Close Out
Tyler
City
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive Manager
Implementation Manager
Project Manager
Implementation Consultant
Data Experts
Modification Services
Technical Services
Client Services
Executive Sponsor
Steering Committee
Project Manager
Functional Leads
Change Management Leads
Subject Matter Experts (Power
Department Heads
End Users
Technical Leads
Reconcile project budget
and status of contract
Deliverables
I
A
R
I
I
C
Hold post phase review
meeting
AR
C C C C
C
Release phase -
dependent Tyler project
resources
A
R
I
I
Participants
Tyler
City
Project Leadership
Project Manager
Project Manager
Project Sponsor(s)
Implementation Consultants
Functional Leads, Power Users,
Technical Leads
Technical Consultants (Conversion, Deployment,
Development)
Client Services
Inputs
Contract
Statement of Work
Project artifacts
City of Opa-Locko
Tyler Technologies, Inc
Face
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Final action plan (for outstanding items)
Reconciliation Report
Post Phase Review
Work package assumptions:
■ Tyler deliverables for the phase have been completed.
6.6.2 Project Closeout
Completion of this work package signifies final acceptance and formal closing of the Project.
At this time the City may choose to begin working with Client Services to look at continuous improvement
Projects, building on the completed solution.
Objectives:
■ Confirm no critical issues remain for the project teams to resolve.
■ Determine proper knowledge transfer to the City teams for key processes and subject areas has
occurred.
■ Verify all deliverables included in the Agreement are delivered.
STAGE 6
Project Close Out
Tyler
City
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive Manager
Implementation Manager
Project Manager
Implementation Consultant
Data Experts
Modification Services
Technical Services
Client Services
Executive Sponsor
Steering Committee
Project Manager
Functional Leads
Change Management Leads
Subject Matter Experts (Power
Department Heads
End Users
Technical Leads
Conduct post project
review
AR
C C C C
C C C C
C
Deliver post project
report to City and Tyler
leadership
I
A
R
I
I
C
Release Tyler project
resources
A
R
I
Inputs
Contract
Statement of Work
Outputs /
Deliverables
City of Opa-Locko
Tyler Technologies, Inc.
Acceptance Criteria [only] for Deliverables
Page / iS
Post Project Report
Work package assumptions:
City acceptance: Completed report indicating
all project Deliverables and milestones have
been completed
■ All project implementation activities have been completed and approved.
■ No critical project issues remain that have not been documented and assigned.
■ Final project budget has been reconciled and invoiced.
■ All Tyler deliverables have been completed.
6.6.3 Control Point 6: Close Stage Acceptance
Acceptance criteria for this Stage includes completion of all criteria listed below.
Close Stage Deliverables:
■ Post Project Report.
Close Stage Acceptance Criteria:
■ Completed report indicating all Project deliverables and milestones have been completed.
7. General Assumptions
Tyler and the City will use this SOW as a guide for managing the implementation of the Tyler Project as
provided and described in the Agreement. There are a few assumptions which, when acknowledged and
adhered to, will support a successful implementation. Assumptions related to specific work packages are
documented throughout the SOW. Included here are general assumptions which should be considered
throughout the overall implementation process.
7.1 Project
■ Project activities will begin after the Agreement has been fully executed.
■ The City Project Team will complete their necessary assignments in a mutually agreed upon
timeframe to meet the scheduled go -live date, as outlined in the Project Schedule.
■ Sessions will be scheduled and conducted at a mutually agreeable time.
■ Additional services, software modules and modifications not described in the SOW or Agreement will
be considered a change to this Project and will require a Change Request Form as previously
referenced in the definition of the Change Control Process.
■ Tyler will provide a written agenda and notice of any prerequisites to the City project manager(s) ten
(10) business days or as otherwise mutually agreed upon time frame prior to any scheduled on -site or
remote sessions, as applicable.
■ Tyler will provide guidance for configuration and processing options available within the Tyler
software. If multiple options are presented by Tyler, the City is responsible for making decisions
based on the options available.
■ Implementation of new software may require changes to existing processes, both business and
technical, requiring the City to make process changes.
City of Opa-Locker
Tyler Technologies, Inc. Page /
■ The City is responsible for defining, documenting, and implementing their policies that result from
any business process changes.
7.2 Organizational Change Management
Unless otherwise contracted by Tyler, City is responsible for managing Organizational Change. Impacted City
resources will need consistent coaching and reassurance from their leadership team to embrace and accept
the changes being imposed by the move to new software. An important part of change is ensuring that
impacted City resources understand the value of the change, and why they are being asked to change.
7.3 Resources and Scheduling
■ City resources will participate in scheduled activities as assigned in the Project Schedule.
■ The City team will complete prerequisites prior to applicable scheduled activities. Failure to do so
may affect the schedule.
■ Tyler and the City will provide resources to support the efforts to complete the Project as scheduled
and within the constraints of the Project budget.
■ Abbreviated timelines and overlapped Phases require sufficient resources to complete all required
work as scheduled.
■ Changes to the Project Schedule, availability of resources or changes in Scope will be requested
through a Change Request. Impacts to the triple constraints (scope, budget, and schedule) will be
assessed and documented as part of the change control process.
■ The City will ensure assigned resources will follow the change control process and 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, change control
process buy -in, and knowledge.
■ The City makes timely Project related decisions to achieve scheduled due dates on tasks and prepare
for subsequent training sessions. Failure to do so may affect the schedule, as each analysis and
implementation session is dependent on the decisions made in prior sessions.
■ The City will respond to information requests in a comprehensive and timely manner, in accordance
with the Project Schedule.
The City will provide adequate meeting space or facilities, including appropriate system connectivity,
to the project teams including Tyler team members.
■ For on -site visits, Tyler will identify a travel schedule that balances the needs of the project and the
employee.
7.4 Data
■ Data will be converted as provided and Tyler will not create data that does not exist.
■ The City is responsible for the quality of legacy data and for cleaning or scrubbing erroneous legacy
data.
■ Tyler will work closely with the City representatives to identify business rules before writing the
conversion. The City must confirm that all known data mapping from source to target have been
identified and documented before Tyler writes the conversion.
■ All in -scope source data is in data extract(s).
■ Each legacy system data file submitted for conversion includes all associated records in a single
approved file layout.
City of Opa-Locka
Tyler Technologies, Inc, Page 140
■ The City will provide the legacy system data extract in the same format for each iteration 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.
■ The City Project Team is responsible for reviewing the converted data and reporting issues during
each iteration, with assistance from Tyler.
■ The City is responsible for providing or entering test data (e.g., data for training, testing interfaces,
etc.)
7.5 Facilities
■ The City will provide dedicated space for Tyler staff to work with City resources for both on -site and
remote sessions. If Phases overlap, City will provide multiple training facilities to allow for
independent sessions scheduling without conflict.
■ The City will provide staff with a location to practice what they have learned without distraction.
City of Opa-locko
Tyler Technologies, inc. Page 14 L
8. Glossary
Word or Term
Definition
Acceptance
Accountable
Application
Confirming that the output or deliverable is suitable and
conforms to the agreed upon criteria.
The one who ultimately ensures a task or deliverable is
completed; the one who ensures the prerequisites of the task are
met and who delegates the work to those responsible. [Also see
RACI]
A computer program designed to perform a group of coordinated
functions, tasks, or activities for the benefit of the user.
Application Programming Interface (API) A defined set of tools/methods to pass data to and received data
from Tyler software products
Agreement
Business Process
Business Requirements Document
Change Request
Change Management
Code Mapping [where applicable]
Consulted
Control Point
Data Mapping [where applicable]
This executed legal contract that defines the products and
services to be implemented or performed.
The practices, policy, procedure, guidelines, or functionality that
the client uses to complete a specific job function.
A specification document used to describe Client requirements
for contracted software modifications.
A form used as part of the Change Control process whereby
changes in the scope of work, timeline, resources, and/or budget
are documented and agreed upon by participating parties.
Guides how we prepare, equip and support individuals to
successfully adopt change in order to drive organizational success
& outcomes
An activity that occurs during the data conversion process
whereby users equate data (field level) values from the old
system to the values available in the new system. These may be
one to one or many to one. Example: Old System [Field = eye
color] [values = BL, Blu, Blue] maps to New Tyler System [Field =
Eye Color] [value = Blue].
Those whose opinions are sought, typically subject matter
experts, and with whom there is two-way communication. [Also
see RACI]
This activity occurs at the end of each stage and serves as a
formal and intentional opportunity to review stage deliverables
and required acceptance criteria for the stage have been met.
The activity determining and documenting where data from the
legacy system will be placed in the new system; this typically
involves prior data analysis to understand how the data is
currently used in the legacy system and how it will be used in the
new system.
Deliverable A verifiable document or service produced as part of the Project,
as defined in the work packages.
Go -Live
Informed
The point in time when the Client is using the Tyler software to
conduct daily operations in Production.
Those who are kept up to date on progress, often only on
completion of the task or deliverable, and with whom there is
just one-way communication. [Also see RACI]
City of Opa-Locka
Tyler Technologies, Inc. Pope ( 42
Infrastructure
Interface
Integration
The composite hardware, network resources and services
required for the existence, operation, and management of the
Tyler software.
A connection to and potential exchange of data with an external
system or application. Interfaces may be one way, with data
leaving the Tyler system to another system or data entering Tyler
from another system, or they may be bi-directional with data
both leaving and entering Tyler and another system.
A standard exchange or sharing of common data within the Tyler
system or between Tyler applications
Legacy System The software from which a client is converting.
Modification
On -site
Organizational Change
Custom enhancement of Tyler's existing software to provide
features or functions to meet individual client requirements
documented within the scope of the Agreement.
Indicates the work location is at one or more of the client's
physical office or work environments.
The process of changing an organization's strategies, processes,
procedures, technologies, and culture, as well as the effect of
such changes on the organization.
Output A product, result or service generated by a process.
Peripheral devices An auxiliary device that connects to and works with the computer
in some way. Some examples: scanner, digital camera, printer.
Phase A portion of the Project in which specific set of related
applications are typically implemented. Phases each have an
independent start, Go -Live and closure dates but use the same
Implementation Plans as other Phases of the Project. Phases may
overlap or be sequential and may have different Tyler resources
assigned.
Project The delivery of the software and services per the agreement and
the Statement of Work. A Project may be broken down into
multiple Phases.
RACI A matrix describing the level of participation by various roles in
completing tasks or Deliverables for a Project or process.
Individuals or groups are assigned one and only one of the
following roles for a given task: Responsible (R), Accountable (A),
Consulted (C), or Informed (I).
Remote Indicates the work location is at one or more of Tyler's physical I
offices or work environments.
Responsible Those who ensure a task is completed, either by themselves or
delegating to another resource. [Also see RACI]
Scope Products and services that are included in the Agreement.
City of Opa-Locko
Tyler Technologies, inc. Page r ti'
Solution
Stage
Standard
Statement of Work (SOW)
System
Test Scripts
Training Plan
Validation (or to validate)
Work Breakdown Structure (WBS)
Work Package
The implementation of the contracted software product(s)
resulting in the connected system allowing users to meet Project
goals and gain anticipated efficiencies.
The top-level components of the WBS. Each Stage is repeated for
individual Phases of the Project.
Software functionality that is included in the base software (off -
the -shelf) package; is not customized or modified.
Document which will provide supporting detail to the Agreement
defining Project -specific activities, services, and Deliverables.
The collective group of software and hardware that is used by the
organization to conduct business.
The steps or sequence of steps that will be used to validate or
confirm a piece of functionality, configuration, enhancement, or
Use Case Scenario.
Document(s) that indicate how and when users of the system will
be trained relevant to their role in the implementation or use of
the system.
The process of testing and approving that a specific Deliverable,
process, program, or product is working as expected.
A hierarchical representation of a Project or Phase broken down
into smaller, more manageable components.
A group of related tasks within a project.
City of Opa-Locka
Tyler Technologies, inc. Page / 44
Part 4: Appendices
9. Conversion
9.1 Enterprise Permitting & Licensing Conversion Summary
9.1.1 Community Development
■ Permit Master basic information
■ Plan Master basic information
■ Plan & Permit Contacts
■ Unique (keyed) contacts converted to global contacts
■ Non -keyed contacts converted to a Memo Custom Field or standard note
■ Sub -permit Associations — Visible in Workflow and Attached Records
■ Reviews and Approvals
■ Projects
■ Permit Renewals
■ Bonds and Escrow
■ Contractors
■ Workflow based on configured Enterprise Permitting & Licensing template customized only by
inclusion/exclusion based on status, type or class of the associated permit, plan, etc.
■ Inspections and Inspection Cases
■ Meetings and Hearings
■ Activities and Actions
■ Conditions
■ Fees
■ Holds
■ Notes
■ Parcels and Addresses
■ Payments and Fee History
■ Zones
■ Code Case Master basic information
■ Code Requests
■ Code Case Contacts and Properties
■ Unique (keyed) contacts converted to global contacts
■ Non -keyed contacts converted to a Memo Custom Field or standard note
■ Violations
■ Fees
■ Payments
■ Notes
9.1.2 Business Management
■ Business Entity (Only for Business Licensing)
■ License Master basic information
■ License Contacts
■ Unique (keyed) contacts converted to global contacts
City of Opa-Locka
Tyler Technologies, Inc
• Non -keyed contacts converted to a Memo Custom Field or standard note
• Reviews and Approvals — Converted to Activity
• Fees
• Bonds and Escrow
• Activities and Actions
• Conditions
• Notes
• Holds
• Workflow based on configured Enterprise Permitting & Licensing template customized only by
inclusion/exclusion based on status, type or class of the associated license, code case, etc.
• Contractors
• Business Types and NAICS Codes
• Payment and Fee History
• Code Case Master basic information
• Code Requests
• Code Case Contacts and Properties
• Unique (keyed) contacts converted to global contacts
• Non -keyed contacts converted to a Memo Custom Field or standard note
• Parcels and Addresses
• Meetings and Hearings
• Violations
• Fees
• Payments
• Notes
9.2 Enterprise ERP Conversion Summary
9.2.1 Accounting COA
■ Chart of Accounts segments, objects, character codes, project codes (if applicable), organization
codes (if applicable), control accounts budget rollups, fund attributes, due to/due from accounts
■ Requires the use of a Tyler provided spreadsheet for design and entry of the data to be converted
9.2.2 Accounting - Actuals
• Summary account balances
• Up to 3 years
9.2.3 Accounting - Budgets
■ Original budget, budget adjustments, revised budget summaries for accounts
■ Up to 3 years
9.2.4 Accounts Payable Master
• Vendor Master file including names, addresses, SSN/FID, contacts, phone numbers
• Multiple remittance addresses
• Year-to-date 1099 amounts
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Tyler Technologies, Inc. Page /' ,;(5
9.2.5 Accounts Payable - Checks
• Check header data including vendor, warrant, check number, check date, overall check amount, GL
cash account and clearing information
• Check detail data including related document and invoice numbers for each check
• Up to 5 years
9.2.6 Accounts Payable - Invoices
• Invoice header data containing general information for the invoice
• Invoice detail data containing line -specific information for the invoice
• Up to 5 years
9.2.7 Capital Assets Master
• Asset description, status, acquisition quantity, date and amount, codes for asset class, subclass,
department, custodian, flags for capitalization and depreciation, estimated life, serial number, model,
model year, depreciation method, life -to -date depreciation amount, last depreciation date, disposal
information (if any), purchase information, if any (vendor, P0, Invoice)
9.2.8 General Billing CID
• Customer information
9.2.9 General Billing — Recurring Invoices
• General Billing Invoices that are sent on a regular basis
• Header records with general information about the invoice
• Detail records with line -specific information
9.2.1OGeneral Billing — Bills
• 5 years of open and closed invoices
• General Ledger information so open invoices can be processed in Enterprise ERP
9.2.11Project Grant Accounting
• Segments, account strings and fund string allocation table
• Requires the use of a Tyler provided (Chart of Accounts) spreadsheet for design and entry of the data
to be converted
9.2.12Project Grant Accounting - Actuals
• Summary project ledger string balances. If linking to GL, must be converted at the same time.
• Upto3years
9.2.13 Project Grant Accounting — Budget
• Original project ledger budget amounts. If linking to GL, must be converted at the same time.
• Up to 3 years
City of Opa-Locka
Tyler Technologies, Inc. Page 17
9.2.14Purchase Orders
• Open purchase orders header data including vendor, buyer, date, accounting information, etc.
• Open purchase orders detail data including line -item descriptions, quantities, amounts, etc.
9.2.15 Payroll
• Payroll. Employee Master data including data such as name, address, SSN, legacy employee ID, date of
birth, hire date, activity status (such as active/inactive), leave/termination code and date, phone(s), e -
address, marital status, gender, race, personnel status (such as full-time, part-time, etc.), highest
degree, advice -delivery (print/email/both) and check location, plus primary group, job, location, and
account information
9.2.16Payroll - Deductions
• Employee Deductions - including employee ID, deduction codes, tax information, and direct deposit
information
9,2.17 Payrol I — Accrual Balances
• Employee Accrual Balances including Vacation, Holiday, and other Leave balances
• Start of year balance, earned to date, used to date
9.2.18Payroll — Accumulators
• YTD, QTD, MTD amounts for employee pay and deductions
• Needed for mid -calendar -year go -live
• May not be needed if converting earnings/deductions history
• Up to 5 years
9.2.19Payroll — Check History
• Up to 5 years, additional years must be quoted. We convert amounts for earnings and deductions in
employee check history, check number and date.
9.2.20Payroll — State Retirement Tables
• Specific state -required data, plus related service years information, when appropriate
• Needed for some states
City of Opa-Locka
Tyler Technologies,
Page I JS
10. Additional Appendices
10.1 Enterprise Permitting & Licensing Definitions
10.1.1"Template Business Transactions"
• A pre -defined and pre -configured Enterprise Permitting & Licensing business process from Enterprise
Permitting & Licensing's "Best Management Template".
• The following modifications to Template Business Transactions are considered within scope:
o Any changes to required inspections within the workflow
o Any changes to the required plan reviews within the workflow
o Adding up to 2 additional actions to the workflow
o Configuration of fees, allowing creation of up to 3 new fees to accommodate
o Any changes to custom field layouts that are directly related to fees or included reports
■ Customization/Configuration of any of these parameters beyond the scope listed above will require
the respective business process to be considered a "Unique Business Transaction", as described
below.
Note: All transaction counts are quantified in the comments of the Investment Summary.
10.1.2"Unique Business Transactions"
• Unique configuration of workflow or business process steps & actions, including output actions
• Unique Fee configuration
• Unique Custom field configuration
10.1.3 "Geo-Rules"
■ An automation event that references GIS data. Current geo-rule action types are:
Alert
Block
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.).
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.)
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.
Populates the CPI vesting date on the record if vesting maps are used by the jurisdiction.
A custom field or any field inherent in the Enterprise Permitting & Licensing application can automatically
populate with information based on spatial data.
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.
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.
The zone(s) automatically populate on the "Zones" tab of the record (i.e., plan, permit, code case, etc.).
Block with
Override
Fee Date
Field Mapping
Required Action
Required Step
Zone Mapping
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10.1.4"Automation Events"
10.1.4.1 "Intelligent Objects (I0)"
■ Key components for automatically and reactively triggering geo-rules, computing fees, and generating
emails, alerts, and other notifications.
10.1.4.2 "Intelligent Automation Agents (IAA)"
■ 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 Enterprise Permitting & Licensing
system looking for IAA tasks that need to be run, then the associated actions are performed. The IAA
does not generate alerts or errors. Custom SQL queries are not Tyler deliverables.
10.1.5"Enterprise Permitting & Licensing SDK/API (Toolkits)"
• APIs developed by Tyler Technologies for extending the Enterprise Permitting & Licensing
Framework and functionality to external agencies and systems. Full documentation is available
for each toolkit upon request.
Note: The Enterprise Permitting & Licensing toolkits and related documentation are simply tools that
allow clients to create applications and integrations. The purchase of a toolkit/API does not imply any
development related services from Tyler Technologies. The City is responsible for working with their
IT staff and VARs to develop any necessary applications and integrations except as otherwise noted in
the Investment Summary or for any "in -scope" integrations.
10.2 Koa Hills Services
Historical Archive Database Scope of Work
Introduction
Koa Hills Consulting (KHC) will deliver a web -based data archival system to maintain access to historical data
in addition to the data that is converted directly to Munis. This includes information that is not typically
converted into Munis, such as closed purchase orders or inactive vendors, as well as additional years of
historical data that the client needs. The build out of the historical archive database uses the same Munis
data conversion templates and mappings created during the implementation process. Users will be able to
access an intuitive web -based application which looks and feels like the Munis Central applications in order
to retrieve historical information.
The historical information includes the following areas of data:
• General Ledger
• Projects
• Budgets
• Vendors
• Accounts Payable Checks
City of Opa-Locka
Tyler Technologies, Inc
• Accounts Payable Invoices
• Purchase Orders
• Contracts
Application Features
The historical archive database is a web -based module which provides menu driven access to a series of
screens and reports designed for user access. The web front end is very similar in nature to the inquiry
options within Munis to provide users with a familiar and intuitive interface. The screens provide the ability
to perform advanced searches and return data which may then be viewed and exported to Excel, if needed.
The following screens will be available within the historical archive database. Information on these screens
will correlate with the Munis screens whenever possible; however, certain pieces of information which
would become stale over time are omitted. All data available through the Munis Conversion programs have
the opportunity for inclusion in the historical archive database.
Screen
Description
Account Central
All related financial activity for a given Munis GL
Journal Entries
Project Central
All related financial activity for a given Munis GL Organization,
Object and Project including budget, actual and encumbrance data.
Budget Central
Invoice Central
AP Invoice information with associated purchase orders and
payment details.
Checks Central
Purchase Orders
Purchase order and line -item detail with associated AP Invoices.
Contracts Central
Contract information with associated AP Invoices and Purchase
Orders.
Vendor Central
All related financial activity for a vendor, and drill down into the
detail in: Checks, Invoices, Purchase Order, Contracts.
Finance Codes
Finance Reports
The following reports will be available within the historical archive database. Information on these reports
will correlate with the Munis screens whenever possible; however, certain pieces of information which
would become stale over time are omitted. All data available through the Munis Conversion programs have
the opportunity for inclusion in the historical archive database.
Report
Description
Accounts, Project Central
All related financial activity for a given Munis GL Organization,
Object and Project including budget, actual and encumbrance data.
Vendor Central
All related financial activity for a vendor, and drill down into the
detail in: Checks, Invoices, Purchase Order, Contracts.
Purchasing Central
Purchase order and line -item detail with associated AP Invoices.
Contracts Central
Contract information with associated AP Invoices and Purchase
Orders.
Invoice Central
AP Invoice information with associated purchase orders and
payment details.
• Reports will be provided in SSRS
• Customer can develop additional reports in SSRS
• KHC can develop additional reports for the client by request and for an additional cost
Deliverables
The following deliverables will be provided with the solution:
• Web based application to access historical data
• Training to use the historical data application
• KHC will assist client in converting and populating data input spreadsheets to match mapping
requirements
• Data conversion templates for mapping
o KHC will use the same mapping spreadsheets as the Munis Data Conversion Team
• Historical data will be converted into the database using the Munis data structure
Client Responsibilities
• Client shall provide access to fulfill the necessary requirements to historical data files, data mapping
expertise and any other necessary information to facilitate the archival process
• Client shall furnish legacy system documentation for data mapping, as needed
• Client shall furnish the required hardware to run the archival system unless the client chooses the
SaaS option
• Client shall provide necessary access to the client internal network for installation and configuration
if needed
• Client shall provide GL Account Crosswalk mapping for any legacy accounts which are desired to
maintain for all years archived with the new updated Munis format
• Client shall assist with data validation and testing by running reports comparing totals and details on
legacy data between systems
Hardware Requirements
If not using the KHC SaaS solution, the client will supply the stand-alone server with a recent version of
Windows Server Operating System, SQL server, SSRS, and the Management Studio package. Though the
City of Opa-Locka
Tyler Technologies, Inc.
server is read only, Koa Hills recommends a duplicate hard drive backup to cover disasters and possible drive
failures. Koa Hills will create a schema which closely matches that of Munis data migration for each sub-
system.
Assumptions
• The server will be designed for administrative access only and there will be no layered user security.
• Data is consistent for all years. If the data has changed (ex. COA length changed at some point in the
past and is different from the current data structure in Munis), then additional professional services
may be required.
• Legacy system data will be converted from a single source. If there are multiple legacy systems,
then additional professional services may be required.
• All work will be performed remotely. Travel costs are not included and will be billed as incurred if
travel is required.
City of Opa-Locka
Tyler Technologies, Inc. Page ( 53
11. Project Timeline
11.1 ERP Project Timeline
The Project Timeline establishes a target start and end date for each Phase of the Project. The timeline needs
to account for resource availability, business goals, size and complexity of the Project, and task duration
requirements. These will be reviewed and adjusted, if needed, during the Initiate and Plan Stage. Refer to
the Project Stages section of this SOW for information on work packages associated with each stage of the
implementation.
The following dates may be revised based on the date the Agreement is signed and further refined during the
course of the project. Tyler requires up to forty-five (45) days to move from Agreement signing to the Initiate
& Plan Stage.
PROJECT TIMELINE
2022 2423
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov
Financials
Hari/Payroll
Enterprise Permitting & Lic
**If phase overlap is a concern for resource availability, some modules listed in the Financials phase can be
postponed until a later time. Allowing the core financial elements to be implemented first will increase the
success of the overall ERP project.
City of Opa-Locka
Tyler Technologies, Inc.
Phase
Functional
Area(s)
Modules
Start Date
Go -Live Date
1
Financials
• Accounting/General Ledger
• Accounts Payable
• BMI Asset Track Interface
• Budgeting
• Capital Assets
• Cash Management
• Contract Management
• eProcurement
• General Billing
• Purchasing
• Project & Grant Accounting
• Accounts Receivable
• Cashiering
• General Billing
Aug 2022
or as defined
in the
Project Plan
and mutually
agreed upon
May 2023
or as defined
in the Project
Plan and
mutually
agreed upon
2
Human Capital
Management
• Payroll w/ ESS
• Human Resources & Talent
Management
• Recruiting
• Risk Management
Sept 2022
or as defined
in the
Project Plan
and mutually
agreed upon
July 2023
or as defined
in the Project
Plan and
mutually
agreed upon
System Wide
• Enterprise Analytics &
Reporting
• Enterprise Forms Processing
• Content Manager Core
• Executive Insights'
3
Enterprise
Permitting and
Licensing
• Business Management Suite
• Community Development
Suite
• Civic Access -Bus Mgt
• Civic Access -Comm Dev
• E -reviews
• Enterprise Permitting &
Licensing
• Enterprise Service Requests
• My Civic
• Report Toolkit
• Workforce Mobile
• GIS
Nov 2022
or as defined
in the
Project Plan
and mutually
agreed upon
Nov 2023
or as defined
in the Project
Plan
and mutually
agreed upon
' Executive Insights will be implemented as product suites go live and have data available for reporting.
City of Opa-Locka
Tyler Technologies, inc.
11.2 Data & Insights Project Plan
Data & Insights Project Plan
Week
1
2
3
4
5
6
7
8
9
10
11
12
Initiate and Plan
Assess and Define
Prepare Solution
Production Readiness
Production
Close
11.3 My Civic Timeline
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ID
Task Name
M-1
M1
M2
M3
M4
MS
M6
M7
M8
M9
M10
M11
M12
M13
M14
M15
M16
Sample Implementation Timeline
Stage 1: Initiate and Plan (All applications)
Stage 2: asses: Si. Define
Stage 3: Prepare Solution
Stage 4: Production Readiness
Stage 5: Production
Stage 6: Close
Project Complete
This timeline is an example. Please use it as a general guide...ONLY. Its purpose is to demonstrate the order in which various products are typically
implemented and the potential overlap of stages for each phase. The exact timing of each deliverable depends on many factors including, but not limited
to, the client's ability to commit resources to the project, client blackout dates, and the alignment of client business practices with Tyler implementation
methodology. Tyler makes no guarantees that implementation schedules will align with this example.
City of Opa-Locka
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11.4 Intentionally left blank.
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SOFTWARE AS A SERVICE AGREEMENT
This Software as a Service Agreement is made between Tyler Technologies, Inc. and Client.
WHEREAS, Client is a member of Sourcewell (formerly known as National Joint Powers Alliance)
("Sourcewell") under
member number
WHEREAS, Tyler participated in the competitive bid process in response to Sourcewell RFP #090320 by
submitting a proposal, on which Sourcewell awarded Tyler a Sourcewell contract, numbered 090320-TTI
(hereinafter, the "Sourcewell Contract");
WHEREAS, documentation of the Sourcewell competitive bid process, as well as Tyler's contract with
and pricing information for Sourcewell is available at https://sourcewell-mn.gov/cooperative-
purchasing/; and
WHEREAS, Client desires to purchase off the Sourcewell Contract to procure software functionality from
Tyler, which Tyler agrees to deliver pursuant to the Sourcewell 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 Software as a Service 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 City of Opa-Locka, Florida.
• "Data" means your data necessary to utilize the Tyler Software.
• "Data Storage Capacity" means the contracted amount of storage capacity for your Data
identified in the Investment Summary.
• "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 Users" means the number of users that are authorized to use the SaaS Services. The
Defined Users for the Agreement are as identified in the Investment Summary. If Exhibit A
contains EnerGov labeled software, defined users mean the maximum number of named users
that are authorized to use the EnerGov labeled modules as indicated in the Investment
Summary.
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• "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.
• "Effective Date" means the date by which both your and our authorized representatives have
signed 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 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.
• "Order Form" means an ordering document that includes a quote or investment summary and
specifying the items to be provided by Tyler to Client, including any addenda and supplements
thereto.
• "SaaS Fees" means the fees for the SaaS Services identified in the Investment Summary.
• "SaaS Services" means software as a service consisting of system administration, system
management, and system monitoring activities that Tyler performs for the Tyler Software, and
includes the right to access and use the Tyler Software, receive maintenance and support on the
Tyler Software, including Downtime resolution under the terms of the SLA, and Data storage and
archiving. SaaS Services do not include support of an operating system or hardware, support
outside of our normal business hours, or training, consulting or other professional services.
• "SLA" means the service level agreement. A copy of our current SLA is attached hereto 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 Hardware" means the third party hardware, if any, identified in the Investment
Summary.
• "Third Party Products" means the Third Party Software and Third Party Hardware.
• "Third Party Services" means the third party services, if any, identified in the Investment
Summary.
• "Third Party Software" means the third party software, if any, identified in the Investment
Summary.
• "Third Party SaaS Services" means software as a service provided by a third party, if any,
identified in the Investment Summary.
• "Third Party Terms" means, if any, the end user license agreement(s) or similar terms for the
Third Party Products or other parties' products or services, as applicable, and attached or
indicated at Exhibit D.
• "Tyler" means Tyler Technologies, Inc., a Delaware corporation.
• "Tyler Software" means our proprietary software, including any integrations, custom
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modifications, and/or other related interfaces identified in the Investment Summary and
licensed by us to you through this Agreement.
• "we", "us", "our" and similar terms mean Tyler.
• "you" and similar terms mean Client.
SECTION B — SAAS SERVICES
1. Rights Granted. We grant to you the non-exclusive, non -assignable limited right to use the SaaS
Services solely for your internal business purposes for the number of Defined Users only. The Tyler
Software will be made available to you according to the terms of the SLA. You acknowledge that we
have no delivery obligations and we will not ship copies of the Tyler Software as part of the SaaS
Services. You may use the SaaS Services to access updates and enhancements to the Tyler Software,
as further described in Section C(9). The foregoing notwithstanding, to the extent we have sold you
perpetual licenses for Tyler Software, if and listed in the Investment Summary, for which you are
receiving SaaS Services, your rights to use such Tyler Software are perpetual, subject to the terms
and conditions of this Agreement including, without limitation, Section B(4). We will make any such
software available to you for download.
2. SaaS Fees. You agree to pay us the SaaS Fees. Those amounts are payable in accordance with our
Invoicing and Payment Policy. The SaaS Fees are based on the number of Defined Users and amount
of Data Storage Capacity. You may add additional users or additional data storage capacity on the
terms set forth in Section H(1). In the event you regularly and/or meaningfully exceed the Defined
Users or Data Storage Capacity, we reserve the right to charge you additional fees commensurate
with the overage(s).
3. Ownership.
3.1 We retain all ownership and intellectual property rights to the SaaS Services, the Tyler Software,
and anything developed by us under this Agreement. You do not acquire under this Agreement
any license to use the Tyler Software in excess of the scope and/or duration of the SaaS Services.
3.2 The Documentation is licensed to you and may be used and copied by your employees for
internal, non-commercial reference purposes only.
3.3 You retain all ownership and intellectual property rights to the Data. You expressly recognize
that except to the extent necessary to carry out our obligations contained in this Agreement, we
do not create or endorse any Data used in connection with the SaaS Services.
4. Restrictions. You may not: (a) make the Tyler Software or Documentation resulting from the SaaS
Services available in any manner to any third party for use in the third party's business operations;
(b) modify, make derivative works of, disassemble, reverse compile, or reverse engineer any part of
the SaaS Services; (c) access or use the SaaS Services in order to build or support, and/or assist a
third party in building or supporting, products or services competitive to us; or (d) license, sell, rent,
lease, transfer, assign, distribute, display, host, outsource, disclose, permit timesharing or service
bureau use, or otherwise commercially exploit or make the SaaS Services, Tyler Software, or
Documentation available to any third party other than as expressly permitted by this Agreement.
S. Software Warranty. We warrant that the Tyler Software will perform without Defects during the
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term of this Agreement. If the Tyler Software does not perform as warranted, we will use all
reasonable efforts, consistent with industry standards, to cure the Defect in accordance with the
maintenance and support process set forth in Section C(9), below, the SLA and our then current
Support Call Process.
6. SaaS Services.
6.1 Our SaaS Services are audited at least yearly in accordance with the AICPA's Statement on
Standards for Attestation Engagements ("SSAE") No. 18. We have attained, and will maintain,
SOC 1 and SOC 2 compliance, or its equivalent, for so long as you are timely paying for SaaS
Services. The scope of audit coverage varies for some Tyler Software solutions. Upon execution
of a mutually agreeable Non -Disclosure Agreement ("NDA"), we will provide you with a
summary of our compliance report(s) or its equivalent. Every year thereafter, for so long as the
NDA is in effect and in which you make a written request, we will provide that same
information. If our SaaS Services are provided using a 3rd party data center, we will provide
available compliance reports for that data center.
6.2 You will be hosted on shared hardware in a Tyler data center or in a third -party data center. In
either event, databases containing your Data will be dedicated to you and inaccessible to our
other customers.
6.3 Our Tyler data centers have fully -redundant telecommunications access, electrical power, and
the required hardware to provide access to the Tyler Software in the event of a disaster or
component failure. In the event of a data center failure, we reserve the right to employ our
disaster recovery plan for resumption of the SaaS Services. In that event, we commit to a
Recovery Point Objective ("RPO") of 24 hours and a Recovery Time Objective ("RTO") of 24
hours. RPO represents the maximum duration of time between the most recent recoverable
copy of your hosted Data and subsequent data center failure. RTO represents the maximum
duration of time following data center failure within which your access to the Tyler Software
must be restored.
6.4 We conduct annual penetration testing of either the production network and/or web
application to be performed. We will maintain industry standard intrusion detection and
prevention systems to monitor malicious activity in the network and to log and block any such
activity. We will provide you with a written or electronic record of the actions taken by us in the
event that any unauthorized access to your database(s) is detected as a result of our security
protocols. We will undertake an additional security audit, on terms and timing to be mutually
agreed to by the parties, at your written request. You may not attempt to bypass or subvert
security restrictions in the SaaS Services or environments related to the Tyler Software.
Unauthorized attempts to access files, passwords or other confidential information, and
unauthorized vulnerability and penetration test scanning of our network and systems (hosted or
otherwise) is prohibited without the prior written approval of our IT Security Officer.
6.5 We test our disaster recovery plan on an annual basis. Our standard test is not client -specific.
Should you request a client -specific disaster recovery test, we will work with you to schedule
and execute such a test on a mutually agreeable schedule. At your written request, we will
provide test results to you within a commercially reasonable timeframe after receipt of the
request.
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6.6 We will be responsible for importing back-up and verifying that you can log -in. You will be
responsible for running reports and testing critical processes to verify the returned Data.
6.7 We provide secure Data transmission paths between each of your workstations and our servers.
6.8 Tyler data centers are accessible only by authorized personnel with a unique key entry. All other
visitors to Tyler data centers must be signed in and accompanied by authorized personnel.
Entry attempts to the data center are regularly audited by internal staff and external auditors to
ensure no unauthorized access.
6.9 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.
SECTION C — PROFESSIONAL SERVICES
1. Professional Services. We will provide you the various implementation -related services itemized in
the Investment Summary and described in the Statement of Work.
2. 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.
3. 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. If travel is required, we will make all reasonable efforts to schedule travel for our
personnel, 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 efforts to reassign personnel in the event you
cancel within two (2) weeks of scheduled commitments.
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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.
6. Site Access and Requirements. 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.
7. Background Checks. For at least the past twelve (12) years, all of our employees have undergone
criminal background checks prior to hire. All employees sign our confidentiality agreement and
security policies.
8. 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).
9. Maintenance and Support. For so long as you timely pay your SaaS Fees according to the Invoicing
and Payment Policy, then in addition to the terms set forth in the SLA and the Support Call Process,
we will:
9.1 perform our maintenance and support obligations in a professional, good, and workmanlike
manner, consistent with industry standards, to resolve Defects in the Tyler Software (subject to
any applicable release life cycle policy);
9.2 provide support during our established support hours;
9.3 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;
9.4 make available to you all 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
9.5 provide non -Defect resolution support of prior releases of the Tyler Software in accordance with
any applicable release life cycle policy.
We will use all reasonable efforts to perform 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
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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 your VPN for backup connectivity purposes.
For the avoidance of doubt, SaaS Fees do not include the following services: (a) onsite support (unless
Tyler cannot remotely correct a Defect in the Tyler Software, as set forth above); (b) application design;
(c) other consulting services; or (d) support outside our normal business hours as listed in our then -
current Support Call Process. Requested 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.
SECTION D — THIRD PARTY PRODUCTS
1. 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.
2. Third Party Software. As part of the SaaS Services, you will receive access to the Third Party
Software and related documentation for internal business purposes only. Your rights to the Third
Party Software will be governed by the Third Party Terms.
3. Third Party Products Warranties.
3.1 We are authorized by each Developer to grant access 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 Third Party Products. However, we grant and pass
through to you any warranty that we may receive from the Developer or supplier of the Third
Party Products.
4. Third Party Services. If you have purchased Third Party Services, those services will be provided
independent of Tyler by such third -party at the rates set forth in the Investment Summary and in
accordance with our Invoicing and Payment Policy.
SECTION E - INVOICING AND PAYMENT; INVOICE DISPUTES
1. Invoicing and Payment. We will invoice you the SaaS Fees and fees for other professional services in
the Investment Summary per our Invoicing and Payment Policy, subject to Section E(2).
2. Invoice Disputes. If you believe any delivered software or service does not conform to the
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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 SaaS
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 F — TERM AND TERMINATION
1. Term. The initial term of this Agreement is equal to the number of years indicated for SaaS Services
in Exhibit A, commencing on the first day of the first month following the availability of the SaaS
environment, unless earlier terminated as set forth below. If no duration is indicated in Exhibit A,
the initial term is one (1) year. Upon expiration of the initial term, this Agreement will renew
automatically for additional one (1) year renewal terms at our then -current SaaS Fees unless
terminated in writing by either party at least sixty (60) days prior to the end of the then -current
renewal term. Your right to access or use the Tyler Software and the SaaS Services will terminate at
the end of this Agreement.
2. Termination. This Agreement may be terminated as set forth below. In the event of termination,
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. Disputed fees and expenses in all terminations other than your termination for cause
must have been submitted as invoice disputes in accordance with Section E(2).
2.1 Failure to Pay SaaS Fees. You acknowledge that continued access to the SaaS Services is
contingent upon your timely payment of SaaS Fees. If you fail to timely pay the SaaS Fees, we
may discontinue the SaaS Services and deny your access to the Tyler Software. We may also
terminate this Agreement if you don't cure such failure to pay within forty-five (45) days of
receiving written notice of our intent to terminate.
2.2 For Cause. If you believe we have materially breached this Agreement, you will invoke the
Dispute Resolution clause set forth in Section H(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 H(3).
2.3 Force Majeure. Either party has the right to terminate this Agreement if a Force Majeure event
suspends performance of the SaaS Services for a period of forty-five (45) days or more.
2.4 Lack of Appropriations. If you should not appropriate or otherwise make available funds
sufficient to utilize the SaaS Services, you may unilaterally terminate this Agreement upon thirty
(30) days written notice to us. You will not be entitled to a refund or offset of previously paid,
but unused SaaS Fees. You agree not to use termination for lack of appropriations as a
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substitute for termination for convenience.
SECTION G — 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 G(1) will not apply to the extent the claim or adverse final
judgment is based on your use of the Tyler Software in contradiction of this Agreement,
including with non -licensed third parties, or your willful infringement.
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; or (c) replace it with a functional
equivalent. 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, 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
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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) DURING THE INITIAL TERM, AS SET FORTH
IN SECTION F(1), TOTAL FEES PAID AS OF THE TIME OF THE CLAIM; OR (B) DURING ANY RENEWAL
TERM, THE THEN -CURRENT ANNUAL SAAS FEES PAYABLE IN THAT RENEWAL TERM. 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 G(1) AND G(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. Insurance. 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 H — GENERAL TERMS AND CONDITIONS
1. Additional Products and Services. You may purchase additional products and services at the rates
set forth in the Investment Summary for twelve (12) months from the Effective Date by executing a
mutually agreed addendum. If no rate is provided in the Investment Summary, or those twelve (12)
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 twelve (12) months from the Effective Date.
3. Dispute Resolution. You agree to provide us with written notice within thirty (30) days of becoming
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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, then the parties shall participate in non -binding mediation in an effort
to resolve the dispute. If the dispute remains unresolved after mediation, then 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 otherwise with respect to any matter directly or indirectly relating to employment
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 Majeure. 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. 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
obligation of confidentiality will not apply to information that:
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(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. Quarantining of Client Data. Some services provided by Tyler require us to be in possession of your
Data. In the event we detect malware or other conditions associated with your Data that are
reasonably suspected of putting Tyler resources or other Tyler clients' data at risk, we reserve the
absolute right to move your Data from its location within a multi -tenancy Tyler hosted environment
to an isolated "quarantined" environment without advance notice. Your Data will remain in such
quarantine for a period of at least six (6) months during which time we will review the Data, and all
traffic associated with the Data, for signs of malware or other similar issues. If no issues are
detected through such reviews during the six (6) month period of quarantine, we will coordinate
with you the restoration of your Data to a non -quarantined environment. In the event your Data
must remain in quarantine beyond this six (6) month period through no fault of Tyler's, we reserve
the right to require payment of additional fees for the extended duration of quarantine. We will
provide an estimate of what those costs will be upon your request.
19. 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.
20. 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.
21. 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 similarly reproduced signature on this Agreement or any amendment
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.
22. 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.
23. 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 Service Level Agreement
Schedule 1: Support Call Process
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Exhibit D
Exhibit E
Third Party Terms
Schedule 1: Hyperlinked Terms
Schedule 2: DocOrigin Terms
Schedule 3: Koa Hills Terms
Schedule 4: BMI Terms
Statement of Work
IN WITNESS WHEREOF, a duly authorized representative of each party has executed this Agreement as
of the date(s) set forth below.
Tyler Technologies, Inc.
By:
Name:
Title:
Date:
Address for Notices:
Tyler Technologies, Inc.
One Tyler Drive
Yarmouth, ME 04096
Attention: Chief Legal Officer
City of Opa-Locka, Florida
By:
Name:
Title:
Date:
Address for Notices:
City of Opa-Locka
3400 NW 135`h Street
Opa Locka, FL 33054-4708
Attention:
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Exhibit A
,)
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Exhibit A
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.
Tyler sales quotation to be inserted prior to Agreement execution.
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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 of the
Agreement. Capitalized terms not otherwise defined will have the meaning assigned to such terms in
the Agreement.
Invoicing: We will invoice you for the applicable software and services in the Investment Summary as
set forth below. Your rights to dispute any invoice are set forth in the Agreement.
1. SaaS Fees. SaaS Fees are invoiced on an annual basis, beginning on the commencement of the
initial term as set forth in Section F (1) of this Agreement. Your annual SaaS fees for the initial
term are set forth in the Investment Summary. Upon expiration of the initial term, your annual
SaaS fees will be at our then -current rates.
2. Other Tyler Software and Services.
2.1 VPN Device: The fee for the VPN device will be invoiced upon installation of the VPN.
2.2 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.
2.3 Consulting Services: If you have purchased any Business Process Consulting services, if they
have been quoted as fixed -fee services, they will be invoiced 50% upon your acceptance of
the Best Practice Recommendations, by module, and 50% upon your acceptance of custom
desktop procedures, by module. If you have purchased any Business Process Consulting
services and they are quoted as an estimate, then we will bill you the actual services
delivered on a time and materials basis.
2.4 Conversions: 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, we will bill you the actual services delivered on a time and materials basis.
2.5 Requested Modifications to the Tyler Software: Requested modifications to the Tyler
Software are invoiced 50% upon delivery of specifications and 50% upon delivery of the
applicable modification. You must report any failure of the modification to conform to the
specifications within thirty (30) days of delivery; otherwise, the modification will be deemed
to be in compliance with the specifications after the 30 -day window has passed. You may
still report Defects to us as set forth in this Agreement.
2.6 Other Fixed Price Services: Other fixed price services are invoiced as delivered, at the rates
set forth in the Investment Summary. For the avoidance of doubt, where "Project Planning
Services" are provided, payment will be due upon delivery of the Implementation Planning
document.
2.7 Annual Services: Unless otherwise indicated in this Exhibit B, fees for annual services are due
••:;:3 tyler
1
Exhibit B
annually, in advance, commencing on the availability of the service. Your annual fees for the
initial term are set forth in the Investment Summary. Upon expiration of the initial term,
your annual fees will be at our then -current rates.
3. Third Party Products.
3.1 Third Party Software License Fees: License fees for Third Party Software, if any, are invoiced
when we make it available to you for downloading.
3.2 Third Party Software Maintenance: The first year maintenance for the Third Party Software
is invoiced when we make it available to you for downloading.
3.3 Third Party Hardware: Third Party Hardware costs, if any, are invoiced upon delivery.
3.4 Third Party Services: Fees for Third Party Services, if any, are invoiced as delivered, along
with applicable expenses, at the rates set forth in the Investment Summary. The foregoing
notwithstanding, Koa Hills Professional Services will be invoiced 50% upon commencement
of the services and 50% upon completion of the services.
3.5 Third Party SaaS: Third Party SaaS Services fees, if any, are invoiced annually, in advance,
commencing with availability of the respective Third Party SaaS Services. Pricing for the first
year of Third Party SaaS Services are indicated in the Investment Summary. Pricing for
subsequent years will be at the respective third party's then -current rates.
4. Transaction Fees. Unless paid directly by an end user at the time of transaction, per transaction
(call, message, etc.) fees are invoiced on a quarterly basis. Fees are indicated in Schedule A and
may be increased by Tyler upon notice of no less than thirty (30) days.
5. Expenses. The service rates in the Investment Summary do not include travel expenses.
Expenses for Tyler delivered services will be billed as incurred and only in accordance with our
then -current Business Travel Policy, plus a 10% travel agency processing fee. Our current
Business Travel Policy is attached to this Exhibit B as 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 available by contacting
AR@tylertech.com.
••:; tyler
2
Exhibit B
Schedule 1
technologies
Exhibit B
Schedule 1
Business Travel Policy
1. Air Travel
A. Reservations & Tickets
The Travel Management Company (TMC) used by Tyler 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.
tyler
1
Exhibit B
Schedule 1
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 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
When parking at the airport, employees must use longer term parking areas that are measured in
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.
3. 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.
tyler
2
Exhibit B
Schedule 1
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
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.gsa.gov/perdiem.
Per diem for Alaska, Hawaii, U.S. protectorates and international destinations are provided
separately by the Department of State 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 as set forth below.
Departure Day
Depart before 12:00 noon
Depart after 12:00 noon
Return Day
Lunch and dinner
Dinner
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.
• tyler
3
Exhibit B
Schedule 1
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.
6. International Travel
All international flights with the exception of flights between the U.S. and Canada should be
reserved through TMC 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.
tyler
4
Exhibit C
•
••::•• tyler.• technologes
Exhibit C
Service Level Agreement
I. Agreement Overview
This SLA operates in conjunction with, and does not supersede or replace any part of, the Agreement. It
outlines the information technology service levels that we will provide to you to ensure the availability of
the application services that you have requested us to provide. This SLA does not apply to any Third Party
SaaS Services. All other support services are documented in the Support Call Process.
II. Definitions. Except as defined below, all defined terms have the meaning set forth in the
Agreement.
Actual Attainment: The percentage of time the Tyler Software is available during a calendar quarter,
calculated as follows: (Service Availability — Downtime) - Service Availability.
Client Error Incident: Any service unavailability resulting from your applications, content or equipment, or
the acts or omissions of any of your service users or third -party providers over whom we exercise no
control.
Downtime: Those minutes during Service Availability, as defined below, when all users cannot launch,
login, search or save primary data in the Tyler Software. Downtime does not include those instances in
which only a Defect is present.
Emergency Maintenance: (1) maintenance that is required to patch a critical security vulnerability; (2)
maintenance that is required to prevent an imminent outage of Service Availability; or (3) maintenance
that is mutually agreed upon in writing by Tyler and the Client.
Planned Downtime: Downtime that occurs during a Standard or Emergency Maintenance window.
Service Availability: The total number of minutes in a calendar quarter that the Tyler Software is capable
of receiving, processing, and responding to requests, excluding Planned Downtime, Client Error Incidents,
denial of service attacks and Force Majeure.
Standard Maintenance: Routine maintenance to the Tyler Software and infrastructure. Standard
Maintenance is limited to five (5) hours per week.
III. Service Availability
a. Your Responsibilities
Whenever you experience Downtime, you must make a support call according to the procedures outlined
in the Support Call Process. You will receive a support case number.
b. Our Responsibilities
When our support team receives a call from you that Downtime has occurred or is occurring, we will work
with you to identify the cause of the Downtime (including whether it may be the result of Planned
tyler
1
Exhibit C
Downtime, a Client Error Incident, Denial of Service attack or Force Majeure). We will also work with you
to resume normal operations.
c. Client Relief
Our targeted Attainment Goal is 100%. You may be entitled to credits as indicated in the Client Relief
Schedule found below. Your relief credit is calculated as a percentage of the SaaS fees paid for the
calendar quarter.
In order to receive relief credits, you must submit a request through one of the channels listed in our
Support Call Process within fifteen days (15) of the end of the applicable quarter. We will respond to your
relief request within thirty (30) day(s) of receipt.
The total credits confirmed by us will be applied to the SaaS Fee for the next billing cycle. Issuing of such
credit does not relieve us of our obligations under the Agreement to correct the problem which created
the service interruption.
- -- Client Relief Schedule
Actual Attainment
Client Relief
=
99.99% - 99.50%
Remedial action will be taken
99.49% - 98.50%
2%
98.49% - 97.50%
4%
97.49% - 96.50%
6%
96.49% - 95.50%
8%
Below 95.50%
10%
* Notwithstanding language in the Agreement to the contrary, Recovery Point Objective is one (1) hour.
IV. Maintenance Notifications
We perform Standard Maintenance during limited windows that are historically known to be reliably
low -traffic times. If and when maintenance is predicted to occur during periods of higher traffic, we will
provide advance notice of those windows and will coordinate to the greatest extent possible with you.
Not all maintenance activities will cause application unavailability. However, if Tyler anticipates that
activities during a Standard or Emergency Maintenance window may make the Tyler Software unavailable,
we will provide advance notice, as reasonably practicable that the Tyler Software will be unavailable
during the maintenance window.
tyler
2
Exhibit C
Schedule 1
•••.
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Exhibit C
Schedule 1
Support Call Process
Support Channels
Tyler Technologies, Inc. provides the following channels of software support for authorized users*:
(1) On-line submission (portal) — for less urgent and functionality -based questions, users may create
support incidents through the Tyler Customer Portal available at the Tyler Technologies website.
A built-in Answer Panel provides users with resolutions to most "how-to" and configuration -
based questions through a simplified search interface with machine learning, potentially
eliminating the need to submit the support case.
(2) Email — for less urgent situations, users may submit emails directly to the software support
group.
(3) Telephone — for urgent or complex questions, users receive toll -free, telephone software
support.
* Channel availability may be limited for certain applications.
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, documentation, and other
information including support contact information.
(2) Tyler Search -a knowledge based search engine that lets you search multiple sources
simultaneously to find the answers you need, 24x7.
(3) 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.
(4) Tyler University — online training courses on Tyler products.
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). 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
For support teams that provide after-hours service, we will provide you with procedures for contacting
support staff after normal business hours for reporting Priority Level 1 Defects only. Upon receipt of
•1 tyler
1
Exhibit C
Schedule 1
such a Defect notification, we will use commercially reasonable efforts to meet the resolution targets
set forth below.
We will also make commercially reasonable efforts to be available for one pre -scheduled Saturday of
each month to assist your IT staff with applying patches and release upgrades, as well as consulting with
them on server maintenance and configuration of the Tyler Software environment.
Incident Handling
Incident Tracking
Every support incident is logged into Tyler's Customer Relationship Management System and given a
unique case number. This system tracks the history of each incident. The case number is used to track
and reference open issues when clients contact support. Clients may track incidents, using the case
number, through Tyler's Customer Portal or by calling software support directly.
Incident Priority
Each incident is assigned a priority level, which corresponds to the Client's needs. Tyler and the Client
will reasonably set 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 response and resolution targets in the production environment only.
References to a "confirmed support incident" mean that Tyler and the Client have successfully validated
the reported Defect/support incident.
Priority
Level
Characteristics of Support Incident
Resolution Targets;
Support incident that causes (a)
Tyler shall provide an initial response to Priority Level
complete application failure or
1 incidents within one (1) business hour of receipt of
1
application unavailability; (b)
application failure or unavailability in
the incident. Once the incident has been confirmed,
Tyler shall use commercially reasonable efforts to
Critical
one or more of the client's remote
location; or (c) systemic loss of
resolve such support incidents or provide a
circumvention procedure within one (1) business
multiple essential system functions.
day. 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
2
Exhibit C
Schedule 1
Priority
Level
Characteristics of Support Incident
Resolution Targets`
2
High
Support incident that causes (a)
repeated, consistent failure of
essential functionality affecting more
than one user or (b) loss or corruption
of data.
Tyler shall provide an initial response to Priority Level
2 incidents within four (4) business hours of receipt of
the incident. Once the incident has been confirmed,
Tyler shall use commercially reasonable efforts to
resolve such 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.
3
Medium
Priority Level 1 incident with an
existing circumvention procedure, or
a Priority Level 2 incident that affects
only one user or for which there is an
existing circumvention procedure.
Tyler shall provide an initial response to Priority Level
3 incidents within one (1) business day of receipt of
the incident. Once the incident has been confirmed,
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, which shall
occur at least quarterly. For non -hosted customers,
Tyler's responsibility for lost or corrupted data is
limited to assisting the Client in restoring its last
available database.
4
Non
critical
Support incident that causes failure of
non -essential functionality or a
cosmetic or other issue that does not
qualify as any other Priority Level.
Tyler shall provide an initial response to Priority Level
4 incidents within two (2) business days of receipt of
the incident. Once the incident has been confirmed,
Tyler shall use commercially reasonable efforts to
resolve such support incidents, as well as cosmetic
issues, with a future version release.
'Response and Resolution Targets may differ by product or business need
Incident Escalation
If Tyler is unable to resolve any priority level 1 or 2 defect as listed above or the priority of an issue has
elevated since initiation, you may escalate the incident to the appropriate resource, as outlined by each
product support team. The corresponding resource will meet with you and any Tyler staff to establish a
mutually agreeable plan for addressing the defect.
Remote Support Tool
Some support calls may require further analysis of the Client's database, processes or setup to diagnose
a problem or to assist with a question. Tyler will, at its discretion, use an industry -standard remote
support tool. Tyler's support team must have the ability to quickly connect to the Client's system 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
3
Exhibit D
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technologies
Exhibit D
Third Party Terms
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1
Exhibit D
Schedule 1
•
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•.
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Exhibit D
Schedule 1
Hyperlinked Terms
Socrata Solution Terms. Your use of certain Tyler solutions includes Tyler's Socrata data platform . Your
rights, and the rights of any of your end users, to use Tyler's Socrata SaaS Services Terms of Services,
available at https://www.tylertech.com/terms/socrata-saas-services-terms-of-service. By signing a Tyler
Agreement or Order Form, or accessing, installing, or using any of the Tyler solutions listed at the linked
terms, you certify that you have reviewed, understand and agree to said terms.
ThinPrint Terms. Your use of Tyler Forms software and forms is subject to the End User License
Agreement terms for ThinPrint Engine, ThinPrint License Server, and Connected Gateway found
here: https://www.thinprint.com/en/legal-notes/eula/. By signing a Tyler Agreement or Order Form, or
accessing, installing, or using Tyler Forms software or forms, you agree that you have read, understood,
and agree to such terms.
Twilio Acceptable Use Policy. Your use of the Tyler solutions listed below includes functionality provided
by a Third Party Developer, Twilio. Your rights, and the rights of any of your end users, to use said
functionality are subject to the terms of the Twilio Acceptable Use Policy, available
at http://www.twilio.com/legal/aup. By signing a Tyler Agreement or Order Form, or accessing,
installing, or using any such Tyler solution, you certify that you have reviewed, understand and agree to
said terms. Tyler hereby disclaims any and all liability related to your or your end user's failure to abide
by the terms of the Twilio Acceptable Use Policy. Any liability for failure to abide by said terms shall rest
solely with the person or entity whose conduct violated said terms.
• Electronic Warrants
• Modria
• Odyssey Notifications Add On (text notifications)
• ReadySub
• Tyler ACFR
• Tyler Notify
• Tyler Jury Manager
• Tyler Supervision
• Virtual Court
tyler
1
Exhibit D
Schedule 3
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tyler
technologies
Exhibit D
Schedule 2
DocOrigin Terms
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tyler
1
Exhibit D
Schedule 3
ATTENTION: THE SOFTWARE PROVIDED UNDER THIS AGREEMENT IS BEING LICENSED TO YOU BY
ECLIPSE CORPORATION WSL, INC. (Eclipse Corporation) AND IS NOT BEING SOLD. THIS SOFTWARE IS
PROVIDED UNDER THE FOLLOWING AGREEMENT THAT SPECIFIES WHAT YOU MAY DO WITH THE
SOFTWARE AND CONTAINS IMPORTANT LIMITATIONS ON REPRESENTATIONS, WARRANTIES,
CONDITIONS, REMEDIES, AND LIABILITIES.
DocOrio i n
SOFTWARE LICENSE
IMPORTANT -READ CAREFULLY: This End -User License Agreement ("Agreement' or 'EULA") is a legal
agreement between you (either an individual person or a single legal entity, who will be referred to in this EULA as
'You") and Eclipse Corporation WSL, Inc. referred to in this EULA as Eclipse Corporation, for the DocOrigin software
product that accompanies this EULA. including any associated media, printed materials and electronic documentation
(the "Software")_ The Software also encompasses any software updates, add-on components, web services and,br
supplements that may be provided to you or made available to you after the date you obtain the initial copy of the
Software to the extent that such items are not accompanied by a separate license agreement or terms of use. If you
receive the Software under separate terms from your distributor, those terms will take precedence over any
conflicting terms of :his EULA_
By installing, copying, downloading, accessing or otherwise using the Software, you agree to be bound by the terms
of this EULA. If you do not agree to the terms of this EULA, do not install, access or use the Software; instead, you
should remove the Software from all systems and receive a full refund_
IF YOU ARE AN AGENT OR EMPLOYEE OF ANOTHER ENTITY YOU REPRESENT AND WARRANT THAT (I)
THE INDIVIDUAL ACCEPTING TI -I_. AGREEMENT IS DULY AUTHORIZED TO ACCEPT THIS AGREEMENT ON
SUCH ENTITY'S BEHALF AND TO BEND SUCH ENTITY, AND (II) SUCH ENTITY HAS FULL POWER,
CORPORATE OR OTHERWISE, TO ENTER INTO THIS AGREEMENT AND PERFORM ITS OBLIGATIONS
HEREUNDER.
1. LICENSE TERMS
1.1 In this Agreement a "License Key' means any license key, activation code, or similar installation, access or
usage control codes, including serial numbers digitally created and or provided by Eclipse
Corporation. ,designed to provide unlocked access to the Software and its functionality.
1.2 Evaluation License. Subject to all of the terms and conditions of this Agreement, Eclipse Corporation
grants You a limited, royalty -free, non-exclusive, non -transferable license to download and install a copy of
the Software from www.doccrigin_com on a single machine and use it on a royalty -free basis for no more
than 120 days from the date of installation (the 'Evaluation Period"). You may use the Software during the
Evaluation Period solely for the purpose of testing and evaluating it to determine if You wish to obtain a
commercial, production license for the Software. This evaluation license gram will automatically end on
expiry of the Evaluation Period and you acknowledge and agree that Eclipse Corporation will be under no
obligation to renew or extend the Evaluation Period. If you wish to continue using the Software You may, on
payment of the applicable fees, upgrade to a full license (as further described in section 1.3 below) on the
terms of this Agreement and will be issued with a License Key for the same. If you do not wish to continue
to license the Software after expiry of the Evaluation Period, then You agree to comply with the termination
obligations set out in section [7.3] of this Agreement. For greater certainty, any document generated by you
under an evaluation license will have a 'spoiler' or watermark on the output document. Document
generated by DocOrigin software that has a valid license key file also installed will not have the 'spoiler'
produced. You are not permited to remove the watermark or 'spoiler' from documents generated using the
software under an evaluation license.
1.3 Development and Testing Licenses_ Development and testing licenses are available for purchase through
authorized distributors and resellers of Eclipse Corporation only. Subject to all of the terms and conditions
of this Agreement, Eclipse Corporation grants You, a perpetual (subject to termination by Eclipse
Corporation due to your breach of the terms of this Agreement), non-exclusive, non -transferable, worldwide
• ° e tyler
2
Exhibit D
Schedule 3
non -sub license able license to download and install a copy of the Software from www.docorigin.com on a
single machine and use for development and testing to create collateral deployable to Your production
systems). You are not entitled to use a development and testing license for live production purposes.
1.4 Production Licenses. Production licenses are available for purchase through authorized distributors and
resellers of Eclipse Corporation only. Subject to all of the terms and conditions of this .Agreement, Eclipse
Corporation grants You, a perpetual (subject to termination by Eclipse Corporation due to your breach of the
terms of this Agreement), non-exclusive, non -transferable, worldwide non -sub license able license to use the
Software in accordance with the license type purchased by you as set out on your purchase order as further
described below. For greater certainty, unless otherwise agreed in a purchase order concluded with an
approved distributor of the Software, and approved by Eclipse Corporation, the default license to the
Software is a per -CPU license as described in A. below:
A. Per -CPU. The total number of CPUs on a computer used to operate the Software may not exceed.
the licensed quantity of CPUs_ For purposes of this license metric: (a) CPUs may contain more
than one processing core, each group of two (2) processing cores is consider one (1) CPU., and
any remaining unpaired processing core, will be deemed a CPU. (b) all CPUs on a computer on
which the Software is installed shall be deemed to operate the Software unless You configure that
computer (using a reliable and verifiable means of hardware or software partitioning) such that the
total number of CPUs that actually operate the Software is less than the total number on that
computer. Virtual Machines ('VM's) are considered as a server. Installing and configuring the
software on multiple VM's requires one license per VM server. An enterprise license is available
upon request. Pricing varies based on the size of the company.
B. Per -Document. This is defined as a fee per document based on the total number of documents
generated annually by merging data with a template created by the Software. The combined data
and template produce documents of one or more pages. A document may contain 1 or more
pages. For instance, a batch of invoices for 250 customers may contain 1,0500 pages, this will be
counted as 250 documents which should correspond to 250 invoices.
C. Per -Surface. This is defined as a fee per surface based on the total number of surfaces generated
annually by merging data with a template created by the Software_ The combined data and
template produce documents of one or more pages, the pages may be printed one side (one
surface) or duplexed (2 surfaces). The documents may be rendered to a computer file (i.e. PDF),
each page placed in the file is considered a surface. A document may contain 1 or more surfaces_
For instance, a batch of invoices for 250 customers may contain 5010 pages duplexed, this will be
counted as 100D surfaces.
1.5 Disaster Recovery License. You may request a Disaster Recovery license of the Software for each
production license You have purchased as a failover in the event of loss of use of the production seraerl:s�.
This license is for disaster recovery purposes only and under no circumstance may the disaster recovery
license be used for production simultaneously with a production license with which it is paired.
1.6
Backup Copies. After installation of the Software pursuant to this EULA, you may store a copy of the
installation files for the Software solely for backup or archival purposes_ Except as expressly provided in this
EULA you may not otherwise make copies of the Software or the printed materials accompanying the
Software_
1.7 Third -Party Software License Rights. If a separate license agreement pertaining to an item of third -party
software is: delivered to You with the Software, included in the Software download package, or referenced in
any material that is provided with the Software, then such separate license agreement shall govern Your use
of that item or version of Third -Party Software. Your rights in respect to any third -party software, third -party
data, third -party software or other third -party content provided with the Software shall be limited to those
rights necessary to operate the Software as permitted by this Agreement. No other rights in the Software or
third -party software are granted to You.
• •°® tyler
3
Exhibit D
Schedule 3
2. LICENSE RESTRICTIONS
Any copies of the Software shall include all trademarks, copyright notices, restricted rights legends, proprietary
markings and the like exactly as they appear on the copy of the Software originally provided to You. You may
not remove or alter any copyright, trademark andhor proprietary notices marked on any part of the Software or
related documentation and must reproduce all such notices on all authorized copies of the Software and related
documentation. You shall not sublicense, distribute or otherwise make the Software available to any third party
(including, without limitation, any contractor, franchisee, agent or dealer) without first obtaining the written
agreement of (a) Eclipse Corporation to that use, and (b) such third party to comply with this Agreement. You
further agree not to (1) rent, lease, sell, sublicense, assign, or otherwise transfer the Software to anyone else; (ii)
directly or indirectly use the Software or any information about the Software in the development of any software
that is competitive with the Software, or (iii) use the Software to operate or as a part of a time-sharing service,
outsourcing service, service bureau, application service provider or managed service provider offering_ You
further agree not to reverse engineer, decompile, or disassemble the Software.
3. UPDATES, MAINTENANCE AND SUPPORT
3.1 During the validity period of "(our License Key, You will be entitled to download the latest version of the Software
from the DocOrigin web site www.docorigin.com. Use of any updates provided to You shall be governed by the
terms and conditions of this Agreement. Eclipse Corporation reserves the right at any time to not release or to
discontinue release of any Software and to alter prices, features, specifications, capabilities, functions, licensing
terms, release dates, general availability or other characteristics of the Software.
3.2 On expiry of your maintenance and support contract, you will have the right to continue using the current
version(s) of the Software which you downloaded prior to the date of expiry of your License Key. However, you
will need to renew maintenance and support in order to receive a new License Key that will unlock the more
current version(s) of the Software_ For greater certainty, if you attempt to use an expired License Key to
download the latest version of the Software, the Software will revert to being a locked, evaluation copy of that
version of the Software.
4. INTELLECTUAL PROPERTY RIGHTS.
This EULA does not grant you any rights in connection with any trademarks or service marks of Eclipse
Corporation or DocOrigin. All title and intellectual property rights in and to the Software, the accompanying
printed materials, and any copies of the Software are owned by Eclipse Corporation or its suppliers. All title and
intellectual property rights in and to the content that is not contained in the Software, but may be accessed
through use of the Software, is the property of the respective content owners and may be protected by applicable
copyright or other intellectual property laws and treaties. This EULA grants you no rights to use such content. If
this Software contains documentation that is provided only in electronic form, you may print one copy of such
electronic documentation.
5. DISCLAIMER OF WARRANTIES.
TO THE GREATEST EXTENT PERMITTED BY LAW, THE LICENSED SOFTWARE AND TECHNICAL
SUPPORT PROVIDED BY ECLIPSE CORPORATION HEREUNDER ARE PROVIDED ON AN AS IS" BASIS
AND THERE ARE NO WARRANTIES, REPRESENTATIONS OR CONDITIONS, EXPRESS OR IMPLIED,
WRITTEN OR OPAL, ,ARISING BY STATUTE, OPERATION OF LAW, COURSE OF DEALING, USAGE OF
TRADE OR OTHERWISE, REGARDING THEM OR ANY OTHER PRODUCT OR SERVICE ^RDVIDED
UNDER THIS AGREEMENT OR IN CONNECTION WITH THIS AGREEMENT BY ECLIPSE CORPORATION
ECLIPSE CORPORATION DISCLAIM ANY IMPLIED WARRANTIES OR CONDITIONS OF QUALITY,
MERCHANTABILITY, MERCHANTABLE QUALITY, DURABILITY, FITNESS FOR A PARTICULAR PURPOSE
AND NON -INFRINGEMENT_ ECLIPSE CORPORATION DOES NOT REPRESENT OR WARRANT THAT THE
SOFTWARE SHALL MEET ANY OR ALL OF YOUR PARTICULAR REQUIREMENTS, THAT THE SOFTWARE
WILL OPERATE ERROR -FREE OR UNINTERRUPTED OR THAT ALL ERRORS OR DEFECTS IN THE
SOFTWARE CAN BE FOUND OR CORRECTED.
In certain jurisdictions, some or all of the provisions in this Section may not be effective or the applicable law may
mandate a more extensive warranty in which case the applicable law will prevail over this Agreement.
• tyler
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Exhibit D
Schedule 3
6. INDEMNIFICATION .& LIMITATIONS OF LIABILITY.
8.1 Eclipse Corporation shall defend and:or settle at its expense, any claims, actions, allegations or proceedings
against You to the extent arising out of or relating to misappropriation or infringement by the Software of any third
party's proprietary or intellectual property right (`Claims"), and Eclipse Corporation shall pay all damages finally
awarded by a court of competent jurisdiction to such third party against You, or any settlement amounts agreed
by Eclipse Corporation; subject to the conditions that, You shall notify Eclipse Corporation promptly of any You
Claims, permit Eclipse Corporation to control the defense and settlement of such Claims and assist Eclipse
Corporation, at Eclipse Corporation's expense, in defending or settling such Claims. Eclipse Corporation shall
not be liable for any settlement amountsentered into by You without Eclipse Corporation's prior written approval.
If Eclipse Corporation has reason to believe that it would be subject to an injunction or continuing damages
based on the Software, then Eclipse Corporation may (and if Eclipse Corporation or any of its customers or third
party software suppliers is subject to an injunction or continuing damages based on the Software), then
notwithstanding any other provision in this Agreement, Eclipse Corporation shall be entitled to either modify the
Software to make it non -infringing andIor remove the misappropriated material, replace the Software or portion
thereof with a service or materials that provide substantially the same functionality or information, or, if neither of
the foregoing is commercially practicable, require You to cease using the Software and refund to You (a) a pro
rata portion of any one (1) time fees (based on a three (S) year, straight-line depreciation schedule from the date
of payment), and (b) any fees that have been pre -paid by You but are unused. The foregoing notwithstanding,
Eclipse Corporation shall have no liability for a claim of infringement or misappropriation to the extent caused by
(i) the combination of the Software with any other service, software, data or products not provided or approved
by Eclipse Corporation; or (ii) the use of any material provided by You or any end users, (iii) any breach by You
of this Agreement THE FOREGOING 1S ECLIPSE CORPORATION'S SOLE AND EXCLUSIVE LIABILITY, AND
YOUR SOLE AND EXCLUSIVE REMEDY FOR ANY INFRINGEMENT OR MISAPPROPRIATION OF ANY
THIRD -PARTY INTELLECTUAL PROPERTY RIGHTS.
TO THE GREATEST EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL ECLIPSE
CORPORATION BE LIABLE TO YOU OR ANY OTHER PERSON FOR ANY DIRECT, INDIRECT,
INCIDENTAL, SPECIAL, PUNITIVE, EXEMPLARY OR CONSEQUENTIAL DAMAGES WHATSOEVER,
INCLUDING WITHOUT LIMITATION, LEGAL EXPENSES, LOSS OF BUSINESS, LOSS OF PROFITS, LOSS
OF REVENUE, LOST OR DAMAGED DATA, LOSS OF COMPUTER TIME, COST OF SUBSTITUTE GOODS
OR SERVICES, OR FAILURE TO REALIZE EXPECTED SAVINGS OR ANY OTHER COMMERCIAL OR
ECONOMIC LOSSES ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT, EVEN IF ECLIPSE
CORPORATION HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH LOSS OR DAMAGES, OR SUCH
LOSSES OR DAMAGES ARE FORESEEABLE.
6.2 THE ENTIRE LIABILITY OF ECLIPSE CORPORATION AND YOUR EXCLUSIVE REMEDY WITH RESPECT
TO THE SOFTWARE AND TECHNICAL SUPPORT AND ANY OTHER PRODUCTS OR SERVICES SUPPLIED
BY ECLIPSE CORPORATION IN CONNECTION WITH THIS AGREEMENT FOR DAMAGES FOR ANY
CAUSE AND REGARDLESS OF THE CAUSE OF ACTION, WHETHER IN CONTRACT OR IN TORT,
INCLUDING FUNDAMENTAL BREACH OR NEGLIGENCE, WILL BE LIMITED IN THE AGGREGATE TO THE
AMOUNTS PAID BY YOU FOR THE SOFTWARE, TECHNICAL SUPPORT OR SERVICES GIVING RISE TO
THE CLAIM.
6.3 THE DISCLAIMER OF REPRESENTATIONS, WARRANTIES AND CONDITIONS AND LIMITATION OF
LIABILITY CONSTITUTE AN ESSENTIAL PART OF THIS AGREEMENT. YOU ACKNOWLEDGE THAT BUT
FOR THE DISCLAIMER OF REPRESENTATIONS, WARRANTIES AND CONDITIONS AND LIMITATION OF
LIABILITY, NEITHER ECLIPSE CORPORATION NOR ANY OF ITS LICENSORS OR SUPPLIERS WOULD
GRANT THE RIGHTS GRANTED IN THIS AGREEMENT.
7. TERM AND TERMINATION
7.1 The term of this Agreement will begin on download of the Software and, in respect of an Evaluation License,
shall continue for the Evaluation Period, and in respect of all other license types defined in Section 1, shall
continue for as long as You use the Software, unless earlier terminated sooner under this section 7.
7.2 Eclipse Corporation may terminate this Agreement in the event of any breach by You if such breach has not
been cured within thirty (S0)days of notice to You. No termination of this Agreement will entitle You to a refund
of any amounts paid by You to Eclipse Corporation or its applicable distributor or reseller or affect any obligations
You may have to pay any outstanding amounts owing to Eclipse Corporation or its distributor.
tyler
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Exhibit D
Schedule 3
7.3 Your rights to use the Software will immediately terminate upon termination or expiration of this Agreement
Within thirty 1.3a) days of termination or expiration of this Agreement, You shall purge all Software and all copies
thereof from all computer systems and storage devices on which it was stored, and certify such to Eclipse
Corporation
B. GENERAL PROVISIONS
9.1 No Waiver. No delay or failure in exercising any right under this Agreement, or any partial or single exercise of
any right, will constitute a waiver of that right or any other rights under this Agreement. No consent to a breach
of any express or implied tern', set out in this Agreement constitutes consent to any subsequent breach, whether
of the same or any other provision.
B.2 Severability. If any provision of this Agreement is, or becomes, unenforceable, it will be severed from this
Agreement and the remainder of this Agreement will remain in full force and effect
8.3 Assignment. You may not transfer or assign this Agreement {whether voluntarily, by operation of law, or
otherwise) without Eclipse Corporation 's prior written consent Eclipse Corporation may assign this Agreement
at any time without notice. This Agreement is binding upon and will inure to the benefit of both parties, and their
respective successors and permitted assigns.
8.4 Governing Law and Venue if You are located in the USA. This Agreement shall be governed by the laws of
the State of Texas iF You are located in the USA. No choice of laws rules of any jurisdiction shall apply to this
Agreement You consent and agree that the courts of the State of Texas shall have jurisdiction over any legal
action or proceeding brought by You arising out of or relating to this Agreement, and You consent to the
jurisdiction of such courts for any such action or proceeding.
8.5 Governing Law and Venue if You are not located in the USA. This Agreement shall be governed by the laws
of the Province of Ontario in Canada if You are not located in the USA _ No choice of laws rules of any
jurisdiction shall apply to this Agreement You consent and agree that the courts of the Province of Ontario in
Canada shall have jurisdiction over any legal action or proceeding brought by You arising out of or relating to this
Agreement, and You consent to the jurisdiction of such courts for any such action or proceeding.
9.6 Entire Agreement. This Agreement is the entire understanding and agreement between You and Eclipse
Corporation with respect to the subject matter hereof, and it supersedes all prior negotiations, commitments and
understandings, verbal or written, and purchase order issued by You. This Agreement may be amended or
otherwise modi.5ed by Eclipse Corporation from lime to time and the most recent version of the Agreement will
be available on the Eclipse Corporation website www.docorigin.com.
Last Updated: July 22, 2017
••oo tyler
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Exhibit D
Schedule 3
tyler
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Exhibit D
Schedule 3
Koa Hills Terms
Software as a Service AGREEMENT
This Software as a Service Agreement ("Agreement"), made as of the date of last signature below ("Effective
Date"), is by and between Koa Hills Consulting, a Nevada LLC ("Supplier"), having an office for notices at P.O
Box 58, Reno, NV 89504, and City of Opa Locka ("Client"), located at 3400 NW 135th Street, Opa Locka, FL
33054-4708
INTENDING to be legally bound, Supplier and Client agree that the following terms and conditions will apply to
the SaaS Software and services provided under this Agreement, including the attached Statement of Work
which is incorporated by reference.
1. DEFINITIONS
Whenever used in this Agreement, any schedules, exhibits, or addenda to this Agreement, the following
terms shall have the meanings assigned below. Other capitalized terms used in this Agreement are defined
in the context in which they are used.
1.1 "Agreement" means this Software as a Service Agreement between Supplier and Client, inclusive
of all schedules, exhibits, attachments, addenda, and other documents incorporated by reference.
1.2 "Authorized User" means the employees of the Client.
1.3 "Confidential Information" means any information that a disclosing party treats in a confidential
manner and that is marked "Confidential Information" prior to disclosure to the other party. Confidential
Information does not include information which: (a) is public or becomes public through no breach of the
confidentiality obligations herein; (b) is disclosed by the party that has received Confidential Information
(the "Receiving Party") with the prior written approval of the other party; (c) was known by the Receiving
Party at the time of disclosure; (d) was developed independently by the Receiving Party without use of the
Confidential Information; (e) becomes known to the Receiving Party from a source other than the
disclosing party through lawful means; (f) is disclosed by the disclosing party to others without
confidentiality obligations; or (g) is required by law to be disclosed.
1.4 "Documentation" means, collectively: (a) all materials published or otherwise made available to
Client by Supplier that relate to the functional, operational and/or performance capabilities of the
Software; (b) all user, operator, system administration, technical, support and other manuals and all other
materials published or otherwise made available by Supplier that describe the functional, operational
and/or performance capabilities of the Software; (c) any Requests for Information and/or Responses for
Proposals (or documents of similar effect) issued by Client, and the responses thereto from Supplier, and
any document which purports to update or revise any of the foregoing.
1.5 "Enhancements" means any improvements, modifications, upgrades, updates, fixes, revisions
and/or expansions to the Software that Supplier may develop or acquire and incorporate into its standard
version of the Software or which the Supplier has elected to make generally available to its clients who are
on a support and/or maintenance plan.
• • ° tyler
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Exhibit D
Schedule 3
1.6 "Intellectual Property Rights" includes without limitation all right, title, and interest in and to all (a)
Patent and all filed, pending, or potential applications for Patent, including any reissue, reexamination,
division, continuation, or continuation -in -part applications throughout the world now or hereafter filed; (b)
trade secret rights and equivalent rights arising under the common law, state law, federal law, and laws of
foreign countries; (c) copyrights, other literary property or authors rights, whether or not protected by
copyright or as a mask work, under common law, state law, federal law, and laws of foreign countries; and
(d) proprietary indicia, trademarks, tradenames, symbols, logos, and/or brand names under common law,
state law, federal law, and laws of foreign countries.
1.7 "Project Manager" means the individual who shall serve as each party's point of contact with the
other party's personnel as provided in this Agreement. The initial Project Managers and their contact
information are set forth in the Notices section below and may be changed by a party at any time upon
written notice to the other party.
1.8 "SaaS Fees" means the fees for the SaaS Services identified in the SOW/Quote.
1.9 "SaaS Services" means the right to use the Historical Data Archive Software, receive
maintenance and support.
1.10 "SOW" means the standard implementation plan describing what services/data will be provided
to implement the Historical Data Archive software.
1.11 "Support and Maintenance Services" means the technical support, error correction services and
support, and Enhancements provided by Supplier to Client to use, maintain and enhance the Software
provided by Supplier to Client.
1.12 "Third Party" means persons, corporations, and entities other than Supplier, Client or any of
their employees, contractors, or agents.
1.13 "Third Party Software" means any Software provided by Supplier to Client that Supplier licensed
from a Third Party and is to be delivered by Supplier to Client in connection with the Software.
1.14 "Version" means one of a sequence of copies of a Software program, each incorporating new
modifications commonly identified by a number in the form X.Y, where X is the Version number and Y is the
release number. An increment in X (with Y reset to zero) signifies a substantial increase in the function of
the program or a partial or total re -implementation, whereas Y increases each time the program is changed
in any way and re-released.
1.15 We, Us, Our means Koa Hills Consulting LLC
1.16 You and similar terms means the Client
2. Rights Granted and Restrictions
2.1 Koa Hills Consulting LLC grants to you a non-exclusive non -assignable limited right to use to use the Historical
Archive Database SaaS Services for your internal business purposes only as of the effective date. Your rights to use
the Historical Archive database software are perpetual but may be revoked if you fail to comply with any material
terms of this agreement and have not cured such material failure within 30 days.
2.2 SaaS fees — You agree to pay us SaaS Fees. If the annual fee is not paid when due your SaaS Service to use the
software will be suspended unless and until payment is made in full.
2.3 The documentation is licensed to you and may be used and copied by your employees for internal, non-
commercial reference purposes only.
2.4 Client understands and agrees that, except as permitted by this Agreement, it may not: (a) sell, assign, lease,
license, sub -license or otherwise distribute the Software or Documentation, (b) use the Software for the purposes
of providing commercial data processing services to Third Parties, such as commercial use in a service bureau,
timesharing, remote batch, or other similar commercial operation; (c) create or attempt to create, or permit others
to create or attempt to create, by reverse engineering or any other process, the Software.
2.5 We reserve all rights not expressly granted to you in this agreement. The Historical Archive Database 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 Historical Archive Database Software and the
documentation.
3. Support and Maintenance Services
3.1 The Client shall receive the general help desk Support and Maintenance Services offered by Supplier.
°m.
tyler
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2
Exhibit D
Schedule 3
3.2 The Project Managers, or such persons as otherwise designated by Client and Supplier, shall serve as
said parties' contacts for all communications relating to Support and Maintenance Services. Each party may
change its own contact person by written notice to the other party.
3.3 Except as otherwise provided in a signed addendum to this Agreement, nothing herein shall obligate
Supplier to enhance the Software in any respect or on any particular date. The decision as to whether
and/or when, to enhance the Software will be within Supplier's discretion.
4. Professional Services
4.1 We will provide the implementation services outlined in the Statement of Work (SOW)
4.2 You agree to pay the professional services fees for our services in the amounts set forth in the Tyler
Technologies, Inc. agreement Investment Summary and as indicated in Exhibit B of such agreement. The
Client acknowledges that the fees stated for such services are good faith estimates of the time and
materials required for your implementation.
4.3 Additional Professional Services. If additional work beyond the scope of contracted services is required
or if the Client requests additional work outside the original SOW, then a change order will be produced
with the hours required/requested at the current hourly rate.
4.4 Access and Requirements. At no cost to Koa Hills Consulting LLC, Client agrees to provide us with full
and free access to your personnel and equipment and network as may be reasonably necessary to provide
implementation and installation services, subject to reasonable security protocols.
4.5 Client Assistance. You acknowledge that the implementation of the Historical Archive Database
software is a cooperative process requiring time and effort from your personnel. We will not be liable for
failure to meet deadlines or milestones when such failure is due to Force Majeure or by failure of your
personnel to provide cooperation and assistance.
5. Fees, Invoicing, Payment, and Invoice Disputes
5.1 Client agrees to pay all undisputed amounts due to Supplier in accordance with the Tyler Technologies
SaaS Agreement to which these terms are an exhibit. Such fees will be payable by client and within thirty (30)
calendar days of Client's receipt of Supplier's invoice or the invoice due date, whichever is later.
5.2 If an invoiced amount is disputed in good faith by the Client, then the Client shall work with the Supplier to
resolve the dispute. Client may suspend the payment of all disputed amounts until the dispute is resolved.
Client has 30 days from the invoice date to dispute an invoice in writing to the Supplier.
6. Term and Termination
6.1 Term. This Agreement shall be effective as of the Effective Date. The initial term of the SaaS Services is 5
years beginning with the availability of the SaaS Services and ends five (5) years later, unless earlier terminated
as set forth below. Upon expiration of the initial term, and upon mutual agreement of both parties, this
Agreement may renew for up to five (5) additional five (5) year renewal terms, each at our then -current SaaS
Fees unless terminated in writing by either party at least sixty (60) days prior to the end of the initial term or
the end of the then -current renewal term. We will provide you notice of any increase in SaaS Fees no less than
ninety (90) days prior to the commencement of the renewal term. You will then have until sixty (60) days prior
to the termination of the current term to agree to a renewal of this Agreement at the prices contained in our
notice, or as we may otherwise agree. Your right to access or use the Historical Data Archive Software and the
SaaS Services will terminate at the end of this Agreement.
6.2 This Agreement may be terminated as set forth below. In the event of termination, 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. Disputed fees and expenses in all
terminations other than your termination for cause must have been submitted as invoice disputes
6.3 Either party may terminate this Agreement if the other party intentionally and materially breaches this
Agreement and then fails to correct such breach within thirty (30) days. Written notice of the breach will be
provided to the offending party as soon as the breach is identified. In the event of an uncorrected breach this
Agreement can be terminated immediately.
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3
Exhibit D
Schedule 3
6.4 Failure to Pay SaaS Fees - You acknowledge that continued access to the SaaS Services is contingent upon
your timely payment of SaaS Fees. If you fail to timely pay the SaaS Fees, we may discontinue the SaaS Services
and deny your access to the Historical Data Archive Software. We may also terminate this Agreement if you
don't cure such failure to pay within forty-five (45) days of receiving written notice of our intent to terminate.
6.5 Fees for Termination without Cause - Client hereby acknowledges that we have invested time and
personnel in the development of the software being licensed to the Client. Therefore, termination of this
Agreement without cause during the initial term will result in a financial hardship to us. If you terminate this
Agreement during the initial term for any reason other than cause, Force Majeure, or lack of appropriations, or
if we terminate this Agreement during the initial term for your failure to pay SaaS Fees, you shall pay us the
following early termination fees:
a. if you terminate during the first year of the initial term, 100% of the SaaS Fees through
the date of termination plus 25% of the SaaS Fees then due for the remainder of the
initial term;
b. if you terminate during the second year of the initial term, 100% of the SaaS Fees
through the date of termination plus 15% of the SaaS Fees then due for the remainder
of the initial term; and
c. if you terminate after the second year of the initial term, 100% of the SaaS Fees through
the date of termination plus 10% of the SaaS Fees then due for the remainder of the
initial term.
6.6 The following Sections shall survive the expiration or termination of this Agreement: Section 6, 7, 9, 10,
11, 12, 13, 15 and 16. Any terms of this Agreement which by their nature extend beyond its termination
remain in effect until fulfilled and apply to respective successors and assignees.
7. Warranty, Limitation of Liability, and Indemnification
7.1 Supplier represents and warrants that the Software provided under this Agreement shall function
substantially in accordance with the Documentation and produce results substantially in accordance with the
Documentation. Supplier's obligations for breach of the Software Warranty shall be limited to using its best
efforts, at its own expense, to correct or replace that portion of the Software which fails to conform to such
warranty, and, if Supplier is unable to correct any breach in the Software Warranty by the date which is sixty
(60) days after Client provides notice of such breach, Client may, in its sole discretion, either extend the time
for Supplier to cure the breach or terminate this Agreement. This will be your sole remedy should we be
unable to cure the defect.
7.2 THE WARRANTIES SET FORTH ABOVE ARE IN LIEU OF ALL OTHER WARRANTIES, EXPRESS OR IMPLIED,
WITH REGARD TO THE SOFTWARE PURSUANT TO THIS AGREEMENT, INCLUDING, BUT NOT LIMITED TO, ANY
IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE.
7.3 If the Software and/or Documentation, or any part thereof, is the subject of any claim for infringement of any
patent, copyright, trademark, or other proprietary right or violates any trade secret or other contractual right of any
Third Party, or if it is adjudicated by a court of competent jurisdiction that the Software and/or Documentation, or
any part thereof, infringes any patent, copyright, trademark, or other proprietary right or violates any trade secret
or other contractual right of any Third Party, and Client's use of the Software and/or Documentation, or any part of
it, is enjoined or interfered with in any manner, Supplier shall, at its sole expense and within sixty (60) calendar days
of such injunction or interference, either: (a) procure for Client the right to continue using the Software and/or
Documentation free of any liability for infringement or violation; (b) replace or modify the Software and/or
Documentation, or parts thereof, with non -infringing Software and/or Documentation of equivalent or better
functionality.
7.4 Supplier shall have no obligation to indemnify Client for a claim if: (a) Client uses the Software in a
manner contrary to the provisions of this Agreement and such misuse is the cause of the infringement or
misappropriation; or (b) Client's use of the Software in combination with any product, software or system not
authorized, approved or recommended by Supplier and such combination is the cause of the infringement or
misappropriation; or (c) altering or modifying the Historical Archive Database software including any
modification by a third parties at your direction or otherwise permitted by you; or (d) willful infringement,
including use of the software after we notify you to discontinue use due to such a claim.
tyler
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Exhibit D
Schedule 3
7.5 Supplier shall defend, indemnify and hold the Client, its officers, employees, and agents harmless from
and against any and all liability, loss, expense (including reasonable attorneys' fees), or claims for injury or
damages arising out of the performance of this Agreement but only in proportion to and to the extent such
liability, loss, expense, attorneys' fees, or claims for injury or damages caused by or resulting from the
negligent or intentional acts or omissions of the Supplier, its officers, employees, or agents.
7.6 Client shall defend, indemnify and hold the Supplier, its officers, employees, and agents harmless from
and against any and all liability, loss, expense (including reasonable attorneys' fees), or claims for injury or
damages arising out of the performance of this Agreement but only in proportion to and to the extent such
liability, loss, expense, attorneys' fees, or claims for injury or damages caused by or resulting from the negligent
or intentional acts or omissions of the Client, its officers, employees, or agents.
7.7 The indemnifying party shall keep the other reasonably apprised of the continuing status of the claim,
including any proceedings resulting from it, and shall permit the other party, at its expense, to participate in the
defense or settlement of the claim provided that the indemnifying party has the sole right to control the
defense.
7.8 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 TWO TIMES (2X) THE
TOTAL ONE TIME FEES SET FORTH IN THE TYLER TECHNOLOGIES, INC. SAAS AGREEMENT. ; OR (B) AFTER
FORMAL TRANSITION TO MAINTENANCE AND SUPPORT, TWO TIMES (2X) 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 LIMITIATION 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 LIMITIATION OF
LIABILITY SHALL NOT APPLY TO CLAIMS THAT ARE SUBJECT TO SECTION 8.3 THROUGH 8.6.
7.9 EXCLUSION OF CERTAIN DAMAGES —TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO
EVENT SHALL WE BE LIABLE OR ANY SPECIAL, INCIDENTAL, PUNITIVE, INDIRECT OR CONSEQUENTIAL DAMAGES
WHATSOEVER, EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.
8. Insurance
During the course of performing services under this agreement, Koa Hills Consulting LLC agrees 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 of at least
$1,000,000; (e) Cyber Insurance of at least $1,000,000. We will provide a certificate of insurance upon request.
9. Confidentiality
9.1 Each party acknowledges that certain information that it shall acquire from the other is of a special
and unique character and constitutes Confidential Information.
9.2 The Receiving Party agrees to exercise the same degree of care and protection with respect to the
Confidential Information that it exercises with respect to its own similar Confidential Information and not to
directly or indirectly provide, disclose, copy, distribute, republish, or otherwise allow any Third Party to have
access to any Confidential Information without prior written permission from the disclosing party. However:
(a) either party may disclose Confidential Information to its employees and authorized agents who have a need
to know; (b) either party may disclose Confidential Information if so required to perform any obligations under
this Agreement; and (c) either party may disclose Confidential Information if so required by law (including
court order or subpoena).
10. Title/Ownership
10.1 Client acknowledges that Supplier holds all right, title and interest in any copyrights, patents, trade
secrets and any other Intellectual Property Rights in the Software. Nothing in this Agreement shall be
construed to convey any title or ownership rights in the Software to the Client.
10.2 All data created and/or processed by the Software is and shall remain the property of the Client and shall
••1 tyler
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Exhibit D
Schedule 3
in no way become attached to the Software, nor shall Supplier have any rights in or to the data of Client.
10.3 Any documents, forms, compilations and/or spreadsheets that are generated from the utilization of
the functionality of the Software are not the intellectual property of the Supplier and can be used by Client in
its ordinary course of business, including but not limited to Client sharing such documents with Third Parties.
11. Dispute Resolution
11.1 Designated Supplier and Client Project Managers shall meet as often as is reasonably required to review the
performance of the parties under this Agreement and to resolve any disputes.
11.2 If a dispute arises and these representatives are unable to resolve the dispute within fifteen (15)
business days, then the dispute will be escalated to an executive level representative of each party with the
authority to resolve such matters. Supplier and Client executives must meet to resolve any disputes. To the
extent provided by law, all meetings and discussions between executive level representatives will be deemed
confidential settlement discussions not subject to disclosure under Federal Rule of Evidence 408 or any similar
state rule. If we fail to resolve the dispute, then the parties shall participate in non -binding mediation to resolve
the dispute. If the dispute remains unresolved after mediation, then either party may assert our respective
rights and remedies in a court of competent jurisdiction. Nothing in this section shall prevent either party from
seeking necessary injunctive relief during the dispute resolution procedures.
12. Taxes
All taxes required for the Software purchase by Client under this Agreement will be the responsibility of Client.
Client is responsible for remitting all taxes to the taxing authority.
13. Joint Drafting
SUPPLIER AND CLIENT ACKNOWLEDGE THAT EACH HAS BEEN ADVISED BY THEIR RESPECTIVE ATTORNEYS
REGARDING THE TERMS, EFFECTS AND CONSEQUENCES OF THE AGREEMENT. ACCORDINGLY, SUPPLIER AND
CLIENT AGREE THAT THIS AGREEMENT SHALL NOT BE CONSTRUED AS HAVING BEEN DRAFTED SOLELY BY OR
ON BEHALF OF EITHER PARTY.
14. 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 prior written consent of the other party; provided,
however your consent is not required for assignment by us because of a corporate reorganization, merger,
acquisition, or purchase of substantially all of our assets.
15. Governing Law
This Agreement shall be governed by, and construed in accordance with, the laws of the State of Nevada,
excluding its conflicts of laws provisions. Any dispute, claims, demands or actions arising out of or in relation to
this Agreement, or the interpretation, making, performance, breach, or termination thereof shall be brought in
and resolved by the Superior Court of the County of Washoe in Reno, Nevada.
16. No Intended Third Party Beneficiaries
This agreement is entered into solely for the benefit of Supplier and Client. 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.
17. Client Name
Client agrees that Supplier can identify Client by name in client lists, and with prior written consent marketing
presentations and promotional materials.
• • tyler
6
Exhibit D
Schedule 3
18. Force Majeure
Neither party shall be liable to the other for failure or delay of performance hereunder due to earthquake,
flood, storm, fire, epidemics, acts of government, governmental agencies or officers, war, insurrection, riots,
civil disturbances, or any other cause beyond the reasonable control of the non -performing party. The non-
performing party will promptly notify the other party in writing of an event of force majeure, the expected
duration of the events, and its anticipated effect on the ability of the party to perform its obligations and make
reasonable effort to remedy the event of force majeure in a timely fashion.
19. Notices
19.1 All notices, requests, consents, approvals, or authorizations in connection with this Agreement
(collectively, "Notices") must be given in writing, sent by personal delivery, messenger, overnight delivery
service, electronic mail with delivery acknowledgement or the United States mail, postage prepaid,
certified, or registered, return receipt requested, and addressed as follows:
If to Supplier:
Koa Hills Consulting LLC
P.0 Box 58, Reno, NV 89504
Attention: John Schwartz
If to Client:
City of Opa Locka
3400 NW 135th Street, Opa Locka, FL 33054-4708
Attention: [POSITION TITLE]
19.2 All Notices sent in accordance with the foregoing shall be deemed received by the intended recipient: (a)
upon personal delivery; or (b) One (1) business day following deposit with an overnight courier service
submitted in time for next day delivery or (c) by email acknowledgement.
20. Severability
20.1 The terms of this Agreement are severable. If any provision of this Agreement, or any portion
thereof, is declared by a court of competent jurisdiction to be illegal, void, invalid or unenforceable, that
provision of the Agreement will be enforced to the maximum extent permissible so as to affect the intent
of the parties, and the remainder of the Agreement will continue in full force and effect for the same
purpose.
20.2 In the event that any provision shall be held to be illegal, void, invalid or unenforceable, that
provision shall in good faith be renegotiated to reflect as closely as possible the intent of the original
provisions of this Agreement in a manner that is valid and enforceable.
21. Waiver
21.1 The waiver of any performance required under this Agreement or of any breach of any provision of
this Agreement shall not operate or be construed as a waiver of any subsequent failure to perform or breach
of the same or any other provision of this Agreement.
21.2 The delay or omission by either party to exercise any right or remedy under this Agreement
shall not be construed to be either acquiescence or the waiver of the ability to exercise any right or
remedy in the future.
22. Counterparts
This Agreement may be executed in multiple counterparts, each of which when so executed and delivered
shall be deemed an original, and such counterparts together shall constitute one and the same instrument.
Each party shall receive a duplicate original of the counterpart copy or copies executed by it. For purposes
hereof, a facsimile or emailed copy of this Agreement, including the signature pages hereto, shall be deemed
• • tyler
7
Exhibit D
Schedule 3
an original, and each party agrees that it will not contest the validity of the execution of this Agreement solely
based on any signature being a facsimile or electronic transmission. If this Agreement is executed in
counterparts, no signatory hereto shall be bound by this Agreement until all parties have executed a
counterpart of this Agreement. Each party represents to the other that the signatory set forth below is duly
authorized to bind that party to this agreement.
23. Headings
The section headings in this Agreement are inserted for convenience only, are not substantive, and shall not
be interpreted to define, describe, modify, or otherwise limit the interpretation or scope of the provision
under the section heading or of the Agreement as a whole.
24. Entire Agreement
This Agreement, together with all the incorporated exhibits, schedules, attachments, and proposals and
addenda, constitutes the entire, final, and exclusive Agreement between the parties with respect to the subject
matter herein and supersedes all prior and contemporaneous agreements, understandings, negotiations, and
discussions, whether oral or written, between the parties. The parties expressly disclaim the right to claim the
enforceability or effectiveness of any oral modifications to this Agreement or any amendments based on course
of dealing, waiver, release, estoppel, or other similar legal theory. Any amendment or modification to this
Agreement shall be effective only if in writing and signed by duly authorized representatives of both Supplier
and Client.
The authorized signatory from each party has read the Agreement, understands it, and is authorized to bind
his/her organization. This Agreement becomes binding when signed by the authorized signatory of both
parties.
IN WITNESS WHEREOF, the parties have entered into this Agreement as of the Effective Date.
Koa Hills Consulting LLC City of Opa Locka, Florida
By: By:
Print Name: John Schwartz
Title: COO
Print Name:
Title:
Date: Date:
8
tyler
Exhibit D
Schedule 3
Historical Database Archive
Scope of Work
Introduction
Koa Hills Consulting (KHC) will deliver a web -based data archival system to maintain access to historical data in
addition to the data that is converted directly to Munis. This includes information that is not typically converted
into Munis, such as closed purchase orders or inactive vendors, as well as additional years of historical data that
the client needs. The build out of the historical data archive uses the same Munis data conversion templates and
mappings created during the implementation process. Users will be able to access an intuitive web -based
application which looks and feels like the Munis Central applications in order to retrieve historical information.
The historical information includes the following areas of data:
• General Ledger
• Projects
• Budgets
• Vendors
• Accounts Payable Checks
• Accounts Payable Invoices
• Purchase Orders
• Contracts
• Employee Demographics
• Employee Job/Salary
• Employee Deductions
• Payroll Check History
Application Features
The historical data archive is a web -based module which provides menu driven access to a series of screens and
reports designed for user access. The web front end is very similar in nature to the inquiry options within Munis to
provide users with a familiar and intuitive interface. The screens provide the ability to perform advanced searches
and return data which may then be viewed and exported to Excel, if needed.
The following screens will be available within the historical archive database. Information on these screens will
correlate with the Munis screens whenever possible; however, certain pieces of information which would become
stale over time are omitted. All data available through the Munis Conversion programs have the opportunity for
inclusion in the data archive.
Screen
Content
Accounts, Project
Central
All related financial activity for a given Munis GL Organization, Object and Project
including budget, actual and encumbrance data.
Vendor Central
All related financial activity for a vendor, and drill down into the detail in: Checks,
Invoices, Purchase Order, Contracts.
Purchasing Central
Purchase order and line item detail with associated AP Invoices.
Contracts Central
Contract information with associated AP Invoices and Purchase Orders.
Invoice Central
AP Invoice information with associated purchase orders and payment details.
Check History
Employee payroll check history
• • tyler
1
Exhibit D
Schedule 3
Employee
Job/Salary
Employee
Deductions
Employee job and salary history
Employee payroll deductions
Employee Master
Employee tracking and general information
Deliverables
The following deliverables will be provided with the solution:
• Web based application to access historical data
• Training to use the historical data application
• KHC will assist client in converting and populating data input spreadsheets to match mapping
requirements
• Data conversion templates for mapping
o KHC will use the same mapping spreadsheets as the Munis Data Conversion Team
• Historical data will be converted into the archival database using the Munis data structure
Client Responsibilities
• Client shall provide access to fulfill the necessary requirements to historical data files, data mapping
expertise and any other necessary information to facilitate the archival process
• Client shall furnish legacy system documentation for data mapping, as needed
• Client shall furnish the required hardware to run the archival system unless the client chooses the SaaS
option
• Client shall provide necessary access to the client internal network for installation and configuration if
needed
• Client shall provide GL Account Crosswalk mapping for any legacy accounts which are desired to maintain
for all years archived with the new updated Munis format
• Client shall assist with data validation and testing by running reports comparing totals and details on
legacy data between systems
Hardware Requirements
If not using the SaaS solution, the client will supply the stand-alone server with a recent version of Windows Server
Operating System, SQL server, SSRS, and the Management Studio package. Though the server is a read only, Koa
Hills recommends a duplicate hard drive backup to cover disasters and possible drive failures. Koa Hills will create
a schema which closely matches that of Munis data migration for each sub -system.
Assumptions
• The server will be designed for administrative access only and there will be no layered user security.
• Data is consistent for all years. If the data has changed (ex. COA length changed at some point in the past
and is different from the current data structure in Munis), then additional professional services may be
required.
• Legacy system data will be converted from a single source. If there are multiple legacy systems, then
additional professional services may be required.
• All work will be performed remotely. Travel costs are not included and will be billed as incurred if travel is
required.
tyler
2
Exhibit D
Schedule 4
Exhibit D
Schedule 4
BMI Terms
BM A GROUP
End -User License Agreement (EULA) for Asset -Ink AILS
Desktop Computer
'wont ANT-ItEAD t.'11itF 1't1Lt,Yf. all yin)-1ISq License Ago:mold ("Fell 1."i is a Itgt. Ansoci eor between you ylillller Olt
indhidtul or n single entity) and the yrluwfinturer IBIi i Systrnss eirotp) of the application software for the desktop version of
"AssctTral: ARS-
Sofware Product License
alto"Assdrr-ark APS Software Protlii' " is protected by r-opyngllf law} and Illtenlaliollal copyright treaties, as well as other
intellectual property laws and treaties. The ".AssetTralt ARS Software Product" is licensed, not sold.
I, mulct F OF LICENSE, This EULA grants yon the following rights:
' Software. You allay install rid use one copy of the "AssetTrak ARS Software Nodose on (1) computer per license.
DESCRIPTION OP OT}IER RIGIITS ,tlVn LI nI TATIONS
"Llndtarloeis of Reverse Engineering, Dorntspilatiam and 111sassembly-You may not reverse engineer, des wnpale, or
disatscmble the "AssetTrak ARS Software Product". except anti only to the extent dial such activity is cepressly permitted
by applicable law notwithstanding this linalatiun
'Separadeen of C'Mtiperterers. The M1 nsetTrsl: ,IRS Spites are Prodtics" is licensed ne n cin;lle prodl►t. Lie taniponeut parts
nay not be separated Forum an more than one computer,
.Single Computer- "AseelTrak ARS Software Product" is licensed with a Computer on • sinegle produce
'Software Transfer. You may pevtsanrntly tronsfer all of your rights under this EULA only as pat ',tonneau to a new
cortipatur I' you trnuisfar nil ofthe '"AssetTroleARS Software Produce distcluding all component parts, the media raid primed
martinis if npplienhle, tits C'eetifisate(S) Pt Alninlinniry), and tin retiliienrt oureet ro die tenon of this F..fJt-r:_ A second copy
for !wimp only k tterrtelse,l, Only (I) snpy crrr Ire riserl at a brae
'Te aritration.Withaut prejudice to any other rights DMI Systems Group may ruminate this EULA if you Fail to comply
with the terms and conditions of this EULA. Iiisudi evert, you trust destroy nil copies of the`"AsmtTrah ARS Software
Product` oral ill of ids eoui 'ouerd parts.
3. COPYRIGITI. All tulle and copyrights in and to the "AsscsTrak ARS Software Product" (ioctudcrtg but not limited to any images.
photographs, animations, video, n adio, music, text, and 'apples' incorporated into the" AssetTunk ARS Software Product" die
aeoonnpatoyittg printedrnaleliala, and arty copies oftho" AsadTrak Alt; Software Product", are tweeted by 1IM1 Systt»u [soup or ire
suppliers, You nary not copy the punned onterialss aeeompats'yrug the "Assd'r'rak ARS Software I'rodird", All rights tool specifically
grinned under this EULA are reset red by 8M1 Systems Ciotti!,
4. PRODUCT SUPPORT, Product Support for the 'AssetTrak ?,RS Software Product" is provided by EMI Systeene Ctrouup or its
subsidiaries. For pursuit smppent, please refer to 83It'i support souther provided iii the domincnlatiou fur the software. Should you
llnne any quctlitaiks eoneening this EULA, or if you desire t9 endael nil Systems Orwonp for arty other rcas9n. please refer to the
address provided in the documentation for die "AssetTrnk ARS Software Prndu et".
5, U.S. GOVERNMENT RESTRICTED RIGHTS, The "ArsstTrak ARS Software Prodaet" and duannenlation arc provided with
RLfSTRiCTEI) RIGHTS. Use. duplication, or disclosure by the tiovmmnatnl is subject to reserictioris as set froth in subparagraph
yrl(11(ii) of the Rights in Teets -deal Pain and Computer Software clause at DEARS 152.1. 7.7DI3 or subparagraphs lohi'l and (3) of
the Conunerciol C:vtnputer Softnoare.Restriered Ripltte n4R C R 521?^ -iii, us applicnble. lslarmfaenrer is FAR Systems Ckottp,
P.O. Box dhftft, Chandler, A7_ 8:12415.62W
•°° tyler
1
Exhibit E
•. � ) tyler
•
. technologies
Exhibit E
Statement of Work
Statement of Work to be inserted prior to Agreement execution.
•• tyler
1
tyler
technologies
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• tyler
❖
• technologies
Sales Quotation For:
City of Opa-Locka
3400 NW 135th St
Opa Locka FL 33054-4708
Phone: +1 (305) 953-2868
Tyler SaaS and Related Services
Quoted By: Tim Vickers
Qu ote Expiration: 09/30/22
Quote Name: City of Opa-Locka-ERP-Munis Core
Financials, EnerGov and
Payroll/HR
Qu ote Description: 5 Year SaaS Quote Revised
Updated 4/26/2022
Saas Term 5.00
Description
Qt Im•. Hours Annual Fee
Financial Management
Acco unting
Accounts Payable
BMI Asset Track Interface
Budgeting
Capital Assets
Cash Management
Contract Management
eProcurement
Project & Grant Accounting
Purchasing
1
1
1
1
1
1
1
1
1
1
96
24
16
32
32
16
16
24
24
56
$ 17,346 .00
$ 4,972.00
$ 1,288 .00
$ 4,972.00
$ 4,188 .00
$ 2,859.00
$ 1,887 .00
$ 2,859.00
$ 3,353 .00
$ 7,225.00
Human Reso urces Management
Human Resources & Talent Management
Payroll w/ESS
Recruiting
2021-279251-V8V5F2
CONFIDENTIAL
1 88 $ 6,993.00
1 168 $ 8,401.00
1 16 $ 1,335.00
Page 1
Risk Management 1 16 $ 1,603.00
Revenue Management
Acco unts Receivable 1 56 $ 3,658 .00
Cashiering 1 32 $ 6,288 .00
General Billing 1 24 $ 2,432 .00
Civic Services
Business Management Suite 5 112 $ 5,020 .00
Civic Access - Business Management 1 24 $ 5,634 .00
Civic Access - Community Development 1 24 $ 5,634.00
Community Development Suite 21 192 $ 21,084.00
e -Reviews 1 72 $ 9,188 .00
Enterprise Permitting & Licensing Advanced Automation Bundle w Executi ve
Insights 1 8 $ 14,439.00
Enterprise Permitting & Licensing Core Foundation Bundle 1 16 $ 1,912.00
Enterprise Service Requests 1 40 $ 2,888.00
My Civic 1 44 $ 8,000.00
Report Toolkit 1 0 $ 1,885.00
Workforce Mobile 10 16 $ 3,350.00
Enterprise Asset Management
GIS
Content Management
Content Manager Core
Data Insights
Enterprise Analytics and Reporting w Executive Insights
Additional
Enterprise Forms Processing (including Common Form Set)
Recurring Services
Payroll Tax Table Updates
Sub -Total:
Less Discou nt:
26 8 $ 6,214.00
1 32 $ 7,317.00
1 64 $ 9,414 .00
1 0 $ 3,584 .00
1 0 $ 1,000 .00
$ 188,222 .00
$ 18,820 .00
2021-279251-V8V5F2 CONFIDENTIAL Page 2
TOTAL
Pro fe ssional Ser vices
1388
$ 169,402 .00
Description
Quantity Unit Price Extended Price Maintenance
Business Management Enterprise Forms Library (6 Enterprise Forms)
Community Dev elopment Enterprise F orms Library (5 Enterprise F orms)
Enterprise Forms Processing Configuration
Executive Insights Implementation
Pro ject Management
Co nversions -See Detailed Breakdown Below
Onsite Implementatio n
Remote Implementatio n
TOTAL
3rd Party Hardware, So ftware and Services
1 $ 3,825 .00 $ 3,825.00
1 $ 3,825.00 $ 3,825 .00
1 $ 1,500.00 $ 1,500 .00
1 $ 4,800.00 $ 4,800 .00
124 $ 175 .00 $ 21,700 .00
$ 54,780.00
376 $ 200 .00 $ 75,200.00
1012 $ 175.00 $ 177,100 .00
$ 342,730.00
$ 0 .00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0 .00
$ 0.00
$ 0.00
Description
BMI AssetTrak ARS V3 Fixed Asset Mobile Scanning
Dev ice Kit - Enterprise ERP/ATARS
Cash Drawer
Hand Held Scanner - Model 1950GSR
Hand Held Scanner Stand
Ko a Hills - Tyler Ho sted Data Archive Module -
Financials (SaaS) 1 $ 0.00 $ 0 .00 $ 0.00 $ 11,285.00
Koa Hills - Tyler Ho sted Data Archive Module -
Financials Professional Services 1 $ 11,340. 00 $ 0.00 $ 11,340.00 $ 0 .00 $ 0 .00 $ 0.00
MISC Hardware 1 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00
MISC Hardware 1 $ 0.00 $ 0. 00 $ 0.00 $ 0.00 $ 0 .00 $ 0.00
Misc KOA Hills Conversion 1 $ 0.00 $ 0.00 $ 0.00 $ 0 .00 $ 0.00 $ 0.00
Printer (EPSON TM-H6000V-032) includes Power
Supply 1 $ 790.00 $ 0.00 $ 790.00 $ 0 .00 $ 0.00 $ 0 .00
VPN Device 1 $ 4,000. 00 $ 0. 00 $ 4,000.00 $ 0.00 $ 0.00 $ 0 .00
2021-279251-V8V5F2 CONFIDENTIAL Page 3
Unit
Unit Unit Maint/SaaS Total
Qty Unit Price Discount Total Price Maint/SaaS Discount Maint/SaaS
1 $ 2,790.00
1 $ 260 .00
1 $ 450.00
1 $ 30.00
$ 0.00
$ 0.00
$ 0 .00
$ 0.00
$ 2,790.00
$ 260.00
$ 450.00
$ 30.00
$ 0.00
$ 0 .00
$ 0.00
$ 0.00
$ 0 .00
$ 0.00
$ 0 .00
$ 0 .00
$ 0.00
$ 0 .00
$ 0 .00
$ 0.00
$ 0.00
$ 11,285 .00
TOTAL
$ 19,660 .00 $ 11,285 .00
Su mmary One Time Fees Recurring F ees
To tal Tyler Software $ 0.00 $ 0 .00
Total Annual $ 0.00 $ 169,402 .00
Total Tyler Services $ 342,730 .00 $ 0.00
Total Third -Party Hardware, Software, Services $ 19,660.00 $ 11,285.00
Summary Total $ 362,390 .00 $ 180,687.00
Contract To tal $ 1,220,685.00
Estimated Trav el Expense s ex cl in Contract Total $ 21,920 .00
Unless otherwise indicated in the contract or amendment thereto, pricing f or optional items will be held
For six (6) mo nths from the Quote date or the Effective Date of the Contract, whichever is later .
Customer Appro val:
Print Name:
All Prima ry valu es quoted in US Dollars
Detailed Breakdown of Conve rsions (Inclu ded in Summary Total)
Date:
P.O.U:
Descri •tion
Qty Unit Price Unit Discount Extended Price
Accounting
AC - Actuals up to 3 years
AC - Budgets up to 3 years
AC Standard COA
1 $ 1,000.00 $ 0 .00 $ 1,000 .00
1 $ 1,000.00 $ 0 .00 $ 1,000 .00
1 $ 2,000 .00 $ 0.00 $ 2,000.00
Accounts Payable
AP - Checks up to 5 years
AP - Invoice up to 5 years
2021-279251-V8V5F2
CONFIDENTIAL
1 $ 2,200.00
1 $ 2,800 .00
$ 0.00
$ 0 .00
$ 2,200.00
$ 2,800.00
Page 4
AP Standard Master
1 $ 1,200.00 $ 0.00 $ 1,200.00
Capital Assets
CA Std Master
1 $ 2,000.00 $ 0.00 $ 2,000 .00
Conversions
Business Management C onversi on
Co mmunity Development
1 $ 8,225.00
1 $ 10,575.00
$ 0.00
$ 0 .00
$ 8,225.00
$ 10,575 .00
General Billing
GB - Bills up to 5 years 1 $ 3,500 .00 $ 0.00 $ 3,500 .00
GB - Recurring Invoices 1 $ 1,680.00 $ 0.00 $ 1,680 .00
GB Std CID 1 $ 1,000.00 $ 0.00 $ 1,000.00
Payro ll
PR Payroll - Accrual Balances
PR Payroll - Accumulators up to 5 years
PR Payroll - Check Histo ry up to 5 years
PR Payroll - Deductions
PR Payroll - Earning/Deduction Hist up to 5 years
PR Payro ll - Standard
PR Payroll - State Retirement Tables
1 $ 1,500.00 $ 0.00 $ 1,500.00
1 $ 1,400 .00 $ 0 .00 $ 1,400 .00
1 $ 1,200 .00 $ 0 .00 $ 1,200.00
1 $ 1,800.00 $ 0.00 $ 1,800.00
1 $ 2,500 .00 $ 0.00 $ 2,500.00
1 $ 2,000 .00 $ 0 .00 $ 2,000 .00
1 $ 1,400 .00 $ 0.00 $ 1,400 .00
Professional Services
MISC Co nversio n 1 $ 0.00 $ 0.00 $ 0.00
MISC Co nversio n 1 $ 0 .00 $ 0 .00 $ 0.00
Project & Grant Accounting
PG - Actuals up to 3 years 1 $ 1,000.00 $ 0 .00 $ 1,000.00
PG - Budgets up to 3 years 1 $ 1,000.00 $ 0 .00 $ 1,000 .00
PGA Standard 1 $ 2,000.00 $ 0.00 $ 2,000 .00
Purchasing
Purchasing - Standard
1 $ 1,800.00 $ 0 .00 $ 1,800.00
TO TAL $ 54,780.00
2021-279251-V8V5F2 CONFIDENTIAL Page 5
Optional Tyler SaaS and Related S er vices
Description
Qty Imp . Hours Annual Fee
Financial Management
BMI CollectiT Interface
Inventory
1
1
16
32
$ 1,068.00
$ 3,472 .00
Human Resources Management
Advanced Scheduling - Up to 150 Employees
Advanced Scheduling Mobile Access
Emplo yee Expense Reimbursement
Time & Attendance - Up to 150 Employees
Time & Attendance Mobile Access
1 64
1 0
1 24
1 80
1 0
$ 8,333.00
$ 2,352.00
$ 1,942.00
$ 7,220 .00
$ 3,003.00
Revenue Management
Citizen Self Service
Utility Billing CIS including Graphing Agent
Utility Billing Meter Interface
Civic Services
Parks and Recreation
1 32 $ 3,205.00
1 128 $ 10,441 .00
1 16 $ 2,137.00
1
64 $ 4,973.00
Enterprise Asset Management
Asset Maintenance
Asset Performance
5 136 $ 4,580.00
1 80 $ 302.00
Data Insights
Open Finance 1 0 $ 12,000 .00
Recurring Services
Managed Detectio n & Response 1 0 $ 15,000.00
TOTAL: 672 $ 83,528 .00
Optional Pro fessional Serv ices
2021-279251-V8V5F2 CONFIDENTIAL Page 6
Description
Quantity Unit Price Extended Price Maintenance
Install Fee - Managed Detection & Response
Install Fee - Open Finance
Source Code Escrow
Conversion - See Detailed Breakdown Below
Onsite Implementation
Remote Implementation
TOTAL
Optional 3rd Party Hardware, Software and Services
1
1
1
172
500
$ 1,000.00
$ 3,200.00
$ 0 .00
$ 200 .00
$ 175.00
$ 1,000.00
$ 3,200 .00
$ 0 .00
$ 43,000 .00
$ 34,400 .00
$ 87,500.00
$ 169,100.00
$ 0 .00
$ 0.00
$ 1,500.00
$ 0.00
$ 0 .00
$ 0.00
$ 1,500.00
Description
Qty Unit Price
Unit
Discount Unit
Total Price Maint/SaaS
Unit
Maint/SaaS
Discount
Total
Maint/SaaS
BMI Bar Code Printer Kit fo r Co llectlT Invento ry
BMI CollectIT V2 Inventory Mobile Scanning Device Kit
Pattern Stream Automated Do cument System -
Implementatio n
Pattern Stream Automated Document System - SaaS
Touchscreen 7: Biometric and Pro x Reader
TOTAL
Optional Co nve rsion Details (Prices Reflected Above )
1 $ 795.00
1 $ 3,250 .00
40
1
1
$ 163 .00
$ 0.00
$ 2,695 .00
$ 0.00
$ 0 .00
$ 0.00
$ 0.00
$ 0.00
$ 795 .00
$ 3,250 .00
$ 6,520 .00
$ 0 .00
$ 2,695 .00
$ 13,260.00
$ 0.00
$ 0.00
$ 0.00 $ 0.00
$ 0.00
$ 14,372 .00
$ 270.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 14,372.00
$ 270 .00
$ 14,642.00
Description
Quantity Unit Pric e Discount
Total
Co ntract Management
Contracts
Enterprise Asset Management
AM - Closed WO History No Co st Data
AM - Work Order Asset
2021-279251-V8V5F2
CONFIDENTIAL
1 $ 3,000.00 $ 0 .00 $ 3,000.00
1 $ 3,000.00
1 $ 4,000.00
$ 0.00
$ 0.00
$ 3,000.00
$ 4,000 .00
Page 7
Inventory
IN Std Master
1 $ 2,400 .00 $ 0.00 $ 2,400.00
Payroll
HR Human Resources - Certifications
HR Human Resources - Education
HR Human Resources - PM Acti on History up to 5 years
HR Human Resources - Position Control
HR Human Resources - Recruiting
1 $ 1,400.00
1 $ 1,400.00
1 $ 1,400 .00
1 $ 1,400.00
1 $ 1,400.00
$ 0.00
$ 0 .00
$ 0.00
$ 0.00
$ 0.00
$ 1,400.00
$ 1,400 .00
$ 1,400 .00
$ 1,400 .00
$ 1,400 .00
Utility Billing
Utility Billing - Backflo w
Utility Billing - Balance Forward AR
Utility Billing - Budget Billing
Utility Billing - Consumptio n History up to 5 years
Utility Billing - Option 2 Assessments
Utility Billing - Service Orders
Utility Billing - Services
Utility Billing - Standard
TOTAL
Tyler Annu al Discount Detail (Exclude s Optio nal Products)
1 $ 1,200 .00
1 $ 5,600 .00
1 $ 3,600 .00
1 $ 2,000.00
1 $ 1,200 .00
1 $ 2,300 .00
1 $ 3,600.00
1 $ 4,100.00
$ 0.00
$ 0 .00
$ 0.00
$ 0.00
$ 0 .00
$ 0 .00
$ 0.00
$ 0 .00
$ 1,200 .00
$ 5,600.00
$ 3,600.00
$ 2,000.00
$ 1,200 .00
$ 2,300.00
$ 3,600.00
$ 4,100.00
$ 43,000 .00
Descri • tion
Annual Fee
Annual Fee Discount Annual Fee Net
Financial Management
Accounting
Accounts Payable
BMI Asset Track Interface
Budgeting
Capital Assets
Cash Management
Contract Management
2021-279251-V8V5F2
CONFIDENTIAL
$ 17,346.00
$ 4,972 .00
$ 1,288.00
$ 4,972.00
$ 4,188 .00
$ 2,859.00
$ 1,887.00
$ 1,735 .00 $ 15,611 .00
$ 497 .00 $ 4,475 .00
$ 129.00 $ 1,159 .00
$ 497.00 $ 4,475.00
$ 419.00 $ 3,769 .00
$ 286 .00 $ 2,573.00
$ 189.00 $ 1,698 .00
Page 8
eProcurement $ 2,859.00 $ 286.00 $ 2,573.00
Project & Grant Accounting $ 3,353.00 $ 335 .00 $ 3,018 .00
Purchasing $ 7,225.00 $ 723 .00 $ 6,502.00
Human Resources Management
Human Resources & Talent Management $ 6,993 .00 $ 699 .00 $ 6,294.00
Payroll w/ESS $ 8,401.00 $ 840.00 $ 7,561.00
Recruiting $ 1,335 .00 $ 134.00 $ 1,201.00
Risk Management $ 1,603.00 $ 160.00 $ 1,443.00
Revenue Management
Accounts Receivable $ 3,658 .00 $ 366.00 $ 3,292.00
Cashiering $ 6,288 .00 $ 629 .00 $ 5,659.00
General Billing $ 2,432 .00 $ 243 .00 $ 2,189 .00
Civic Services
Business Management Suite
Civic Access - Business Management
Civic Access - Community Development
Community De velopment Suite
e -Reviews
Enterprise Permitting & Licensing Advanced Automation
Bundle w Executive Insights
Enterprise Permitting & Licensing Core Foundation Bundle
Enterprise Service Requests
My Civic
Repo rt Toolkit
Workforce Mobile
$ 5,020 .00
$ 5,634.00
$ 5,634.00
$ 21,084 .00
$ 9,188.00
$ 14,439.00
$ 1,912 .00
$ 2,888 .00
$ 8,000 .00
$ 1,885.00
$ 3,350.00
$ 500 .00
$ 563.00
$ 563.00
$ 2,100 .00
$ 919.00
$ 1,444.00
$ 191 .00
$ 289 .00
$ 800 .00
$ 189.00
$ 340 .00
$ 4,520 .00
$ 5,071 .00
$ 5,071.00
$ 18,984 .00
$ 8,269.00
$ 12,995.00
$ 1,721 .00
$ 2,599.00
$ 7,200 .00
$ 1,696.00
$ 3,010.00
Enterprise Asse t Management
GIS
Content Management
Content Manager Core
Data Insights
Enterprise Analytics and Reporting w Executiv e Insights
Additional
Enterprise Forms Processing (including Commo n Form Set)
Recurring Services
Payroll Tax Table Updates
$ 6,214.00 $ 624.00 $ 5,590.00
$ 7,317 .00 $ 732.00 $ 6,585 .00
$ 9,414.00 $ 941.00 $ 8,473 .00
$ 3,584 .00 $ 358.00 $ 3,226 .00
$ 1,000.00 $ 100.00 $ 900.00
2021-279251-V8V5F2 CONFIDENTIAL Page 9
TOTAL
$
188,222.00
$ 18,820.00 $ 169,402.00
2021-279251-V8V5F2 CONFIDENTIAL Page 10
C omments
Tyler's quote contains estimates of the amount of services needed, based on our preliminary understanding of the scope, level of engagement, and
timeline as defined in the Statement of Work (SOW) for your pr oject. The actual amount of services required may vary, based on these factors .
Tyler's pricing is based on the scope of proposed products and services c ontract ed fr om Tyler. Should portions of the scope of products or services be
altered by the Client, Tyler reserves the right to adjust prices for the remaining scope accordingly.
Unless otherwise noted, prices submitted in the quote do not include travel expenses incurred in accordance with Tyler's then -current Business Travel
Policy.
Tyler's prices do not include applicable local, city or federal sales, use excise, pers onal pr operty or other similar taxes or duties, which you are
responsible for determining and remitting. Installations are completed remotely but can be done onsite upon request at an additional cost.
In the event Client cancels services less than tw o (2) weeks in ad vance, Client is liable to Tyler f or (i) all non-refundable expenses incurred by Tyler on
Client's behalf; and (ii) daily fees asso ciated with the cancelled services if Tyler is unable to re -assign its pers onnel .
The Implementatio n Hours included in this quo te assume a work split effort of 70% Client and 30% Tyler.
Implementation Hours are scheduled and delivered in four (4) or eight (8) hour increments .
Tyler provides o nsite training for a maximum of 12 people per class . In the event that m ore than 12 users wish to participate in a training class or more
than one occurrence of a class is needed, Tyler will either provide additional days at then -current rates for training or Tyler will utilize a Train -the -
Trainer approach whereby the client designated attendees of the initial training can thereafter train the remaining users.
As a new Tyler client, yo u are entitled to a 14 -day or a 30 -day trial of the Managed Detection and Resp onse cybersecurity service . Please reference
https://www. tylertech. com/services/tyler-detect for more info rmatio n on the service and c ontact CybersecuritySales @tylertech .com to initiate the
trial.
Tyler currently supports the following identity pro viders (IdP's) for use with Tyler back -office solutions: Microsoft Active Directory through Azure AD,
ADFS or Okta AD agent, Google Cloud Identity, Okta, and Identity Auto matio n Rapidldentity. Any requirement by you to use an IdP n ot supported by
Tyler will require additional costs, available upon request.
2021-279251-V8V5F2 CONFIDENTIAL Page 11
EnerG ov Business Management: Tyler leads and owns the "Assess and Define" and "Configuration" of 1 unique business transactions, 1 template
business transactions, 1 geo-r ules and 1 automati on events . Configuration elements beyond this will be owned by the client.
EnerGov Community Devel opment: Tyler leads and owns the "Assess and Define" and "Configurati on " 2 unique business transactions, 2 template
business transactions, 1 geo-rules and 1 automati on events . Configuration elements beyond this will be owned by the cli ent.
Tyler Content Manager SE includes up to 1TB of storage. Should additi onal storage be needed it may be purchased as needed at an annual fee of
$5,000 per TB.
The SaaS fees for products that are not named users are based on 32 concurrent users. Should the number of concurrent users be exceeded, Tyler
reserves the right to re -negotiate the SaaS fees based upon any resulting changes in the pricing categ ories.
Personnel Actio ns Forms Library includes: standard Personnel Action f orm - New and standard Personnel Acti on F orm - Change .
Payroll library includes: standard PR check, standard direct deposit, standard vend or from payroll check, standard vendor from payroll direct deposit,
W2, W2c, ACA 1095B, ACA 1095C and 1099 R.
Your rights, and the rights of any of your end users, to use Tyler's Data & Insights SaaS Services, or certain Tyler solutions which include Tyler's Data &
Insights data platform, are subject to the Terms of Services, available at https://www .tylertech.com/terms/socrata-saas-services-terms- of-ser vice. By
signing this sales quotation, or accessing, installing, or using any of the Tyler solutions listed at the linked terms, y ou certify that y ou have reviewed,
understand, and agree to said terms.
Financial library includes: standard A/P check, standard EFT/ACH, standard Purchase order, standard Contract, 1099M, 1099lNT, 1099S, 1099NEC and
1099G.
PA760 Rugged Mobile Scanning Device with 2D Imager, Includes: AssetTrak ARS V3 (WiFi/Batch) Capital Asset Software MSD Users License, Enterprise
ERP Asset Communicator Desktop Utility, 4G LTE ATT/TMobile, WLAN, Bluetooth 5.0, IP 67 Sealed, 6 ft Drop, GPS, Camera,
BMI Barcode Printer Kit - Includes - GoDEX 700i Thermal Transfer Printer, GoLabel Software with Enterprise ERP Inventory Module Integration, 1
ribbon & 1 roll of 3" by 1" paper labels.
BMI Co llectIT V2 Invento ry Mobile Scanning Device Kit: PA760 Rugged Mobile Scanning Device with 2D Imager, Includes: CollectiT V2 (Wi-Fi/Batch)
Inventory Software MSD Users License, Enterprise ERP Inventory Communicator Desktop Utility, 4G LTE ATT/TMobile, WLAN, Bluet ooth 5 .0, IP 67
Sealed, 6 ft Drop, GPS, Camera, Andriod 9 OS, Pistol Grip, USB C Cable with power supply, 2.2 GHz Octa-core Processor, 4GB Ram, 64GB Rom with
Standard 1 year manufacturer's depo t warranty. Includes: 1 year phone support & software upgrades, up to 4 hours of rem ote install/training via
2021-279251-V8V5F2 CONFIDENTIAL Page 12
GoT o Meeting. Software support and upgrades renewal f or CollectIT Inventory S oftware Included - $295.00ea will be billed by BMI Systems Group
after the first year . NOTE: Requires the Enterprise ERP Web Services In ventory M odule Interface .
Business Management Forms Library Includes: 1 Licensing - Business License, 1 Licensing - Business License Re newal, 1 Licensing - Business License
Delinquent, 1 Licensing - Profession License, 1 Licensing - Profession License Renewal, 1 Licensing Prof ession License Delinquent.
Community Development Forms Library Includes: standard Permits - Building, standard Permits - Trade, standard Planning - Certificate, standard
Permits - Occupancy/Completion, standard Code - Vi olation Notice .
General Billing library includes: standard invoice, standard statement, standard general billing receipt and standard miscellaneous receipt.
Standard Project Management responsibilities include pr oject plan creati on, initial stakeholder presentation, bi-weekly status calls, updating of
project plan task statuses, and go -live planning activities .
In the event a self -hosted customer o pts to enroll as a beneficiary under Tyler's source code escrow agreement, Tyler will pr ovide the paperwork
required for enrollment. That self -hosted customer will be billed, on an annual basis, directly by Tyler's escrow agent, and all such fees must be paid
directly to that escrow agent. Rates for subsequent years are subject to change at the discretion of Tyler's escrow agent.
Your acquisition of clocks and/or clo ck maintenance is subject to the following terms: https://www.tylertech.c om/terms/executime-clock-terms .
In the event Client acquires from Tyler any edition of Content Manager software other than Enterprise Edition, the license for Content Manager is
restricted to use with Tyler applications only. If Client wishes to use Content Manager software with non -Tyler applications, Client must purchase or
upgrade to Co ntent Manager Enterprise Edition.
For the avoidance of do ubt, Managed Detection & Response is a subscription service, not SaaS. Notwithstanding the foregoing language, payment of
annual subscription fees fo r Managed Detectio n & Respo nse co mmence on the availability of the service . Managed Detection & Response ser vices will
renew automatically for additional one (1) year terms, and subsequent subscription fees are due annually in advance on the anniversary of the
availability date at our then -current rates. Pricing is based on client's current network size as defined by their entity size. Any material increases of
network size may result in additio nal fees being assessed for the Managed Detection & Response service upon renewal. The quoted Managed
Detection & Response amount does no t include monito ring of student devices nor analysis of student network traffic. Tyler can qu ote an additional
fee for these services.
Tyler's form library prices are based on the actual fo rm quantities listed, and assume the forms will be pr ovided acc ording to the standard Enterprise
ERP form template. Any fo rms in addition to the quo ted amounts and types, including custom forms or forms that otherwise require custom
2021-279251-V8V5F2 CONFIDENTIAL Page 13
programming, are subject to an additional fee. Please also note that use of the Tyler Forms functionality requires the use of approved printers as well .
You may contact Tyler's support team for the most current list of approved printers . Any forms included in this quote are based on the standard form
templates provided . Custom forms, additional forms and any custom programming are subject to additional fees n ot included in this quote. The
additional fees would be quoted at the time of request, generally during the implementation of the f orms . Please note that the form solution provided
requires the use of approved printers. You may c ontact Tyler's support team for the m ost current list of approved printers.
Utility Billing CIS includes the Graphing Agent. Utility billing library incl udes: standard Utility bill, standard UB receipt, standard UB delinquent n otice,
standard door hanger and standard final utility bill.
2021-279251-V8V5F2 CONFIDENTIAL Page 14