Coversheet


CITY OF RIVIERA BEACH CITY COUNCIL AGENDA ITEM SUMMARY

Meeting Date:	10/18/2017
Agenda Category:	REGULAR RESOLUTION

Subject:

Request to execute Software as a Service Agreement with Tyler Technologies, Inc

Recommendation/Motion:

Staff recommends the execution of an agreement with Tyler Technologies..

Originating Dept	FINANCE	Costs	$4,098,027 over seven years.
User Dept.	CITY-WIDE	Funding Source	Payments will be made from the IT Master Plan account. The Payment Schedule is outlined in Exhibit B
Advertised	No	Budget Account Number	312-0304-516-0-6351
Date
Paper
Affected Parties	Not Required

Background/Summary:

The City is in need of an Enterprise Resource Planning Solution (ERP) that allows the organization to use a system of integrated applications to manage the business and automate many outdated functions related to Finance, Code Enforcement, Human Resources, Procurement and Community Development.

The City contracted with ClientFirst Consulting to perform a city-wide needs assessment regarding information technology. ClientFirst is a Technology Consulting firm with 10+ years’ experience, over 1,000 projects with over 250 public agencies focusing on government agencies, processes, protocols that ensure an efficient and practical strategic master plan. ClientFirst spent nearly twelve months reviewing the City’s operations and identifying its technology needs. On June 2015, ClientFirst presented the IT Strategic Master Plan to the Council. The Plan was adopted on July 14, 2015. The Plan recommended a replacement of the multiple departmental solutions with a modern Enterprise Resource Planning Solution.

ClientFirst discovered the need to consolidate applications and research and introduce a system that leverages all their current technology and improves their processes.The procurement of this Enterprise Resource Planning solution includes an extended business analysis that reviews all current workflow processes to ensure best practice is being used and productivity is increased. The City currently utilizes applications for Code Enforcement and Community Development that are over 20 years of age and no longer have support which causing Departments to duplicate their work, create manual custom made reports, increased manual labor, increased demand on staff which in turns lowers the quality of the City’s productivity.

Procurement issued RFP 826-17-1 for a city-wide ERP system. On December 21, 2016, the City Council approved Resolution 181-16 awarding the RFP 826-171-1 to Tyler Technologies and authorized staff to negotiate contract terms. After nine months of negotiations, final contract terms have been agreed upon. Staff is requesting authorization for the MAyor and City Clerk to execute the agreements.

Staff requests the authorization of the execution of a Software as a Service Agreement with Tyler Technologies, Inc.

The Software as a Service Agreement is for seven years at a total cost of $4,098,027.

Fiscal Years	2018	2019	2020	2021	2022
Capital Expenditures	$1,576,360	$359,145	$359,145	$359,145	$359,145
Operating Costs
External Revenues
Program Income (city)
In-kind Match (city)
Net Fiscal Impact
NO. Additional FTE Positions (cumulative)


III. Review Comments

A. Finance Department Comments:

B. Purchasing/Intergovernmental Relations/Grants Comments:

C. Department Director Review:

Contract Start Date
Contract End Date
Renewal Start Date
Renewal End Date
Number of 12 month terms this renewal
Dollar Amount
Contractor Company Name
Contractor Contact
Contractor Address
Contractor Phone Number
Contractor Email
Type of Contract
Describe

ATTACHMENTS:
File Name	Description	Upload Date	Type
Tyler_Technologies_Resolution.doc	RESOLUTION TO EXECUTE AGREEMENT IWTH TYLER TECHNOLOGIES INC.	9/22/2017	Cover Memo
12.21.2016_resolution.pdf	December 2016 Resolution Recommending Tyler Munis	9/7/2017	Backup Material
tyler_technologies_Signature_page.pdf	Signature Page	10/9/2017	Agreement
TYLER_1.pdf	Tyler Technologies - Software as a Service Agreement	9/22/2017	Agreement
TYLER_2.pdf	Tyler Technologies - Statement of Work - Part 1	9/22/2017	Agreement
TYLER_3.pdf	Tyler Technologies - Statement of Work - Part 2	9/22/2017	Agreement
TYLER_4.pdf	Tyler Technologies - Statement of Work - Part 3	9/22/2017	Agreement

REVIEWERS:
Department	Reviewer	Action	Date
Finance	sherman, randy	Approved	10/10/2017 - 9:13 AM
Purchasing	Answerer	Approved	10/10/2017 - 11:35 AM
Finance	sherman, randy	Approved	10/10/2017 - 11:52 AM
Attorney	Answerer	Approved	10/11/2017 - 4:31 PM
City Clerk	Robinson, Claudene	Approved	10/11/2017 - 4:53 PM
City Manager	Answerer	Approved	10/11/2017 - 5:01 PM