2015-29159 Reso RESOLUTION NO. 2015-29159
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF
THE CITY OF MIAMI BEACH, FLORIDA, APPROVING AND
AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE
AMENDMENT NO. 2 TO THE AGREEMENT, DATED OCTOBER
10, 2014, BETWEEN THE CITY OF MIAMI BEACH AND TYLER
TECHNOLOGIES INC., FOR REPLACING THE CITY'S
ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM, TO
AMEND THE PROVISIONS REGARDING MOBILE SOFTWARE
LICENSES, PROJECT MANAGEMENT SERVICES, AND THE
ALLOWABLE HOURS FOR CUSTOM REPORTS.
WHEREAS, on July 30, 2014, the City Commission approved an agreement with Tyler
Technologies, Inc. ("Tyler"), to replace the City's current enterprise resource planning (ERP)
system, known as Eden, with the Munis and EnerGov systems, both of which are owned by
Tyler (the "Agreement"); and
WHEREAS, the City executed the Agreement on October 10, 2014; and
WHEREAS, the replacement of these systems is a key part of the Administration's goal
of re-engineering core business processes to maximize efficiencies and service to constituents,
as well as to improve internal controls; and
WHEREAS, the City Manager has appointed a Steering Committee to receive status
updates on the implementation process, mitigate any project risks, and consider any
amendments or changes that may be requested by project stakeholders; and
WHEREAS, the Steering Committee, at its August 13, 2015 meeting, determined that
the Agreement currently allows for an insufficient number of software licenses for mobile
devices to be used by inspectors and code enforcement officers to perform inspections and
issue code violations in the field; and
WHEREAS, the Steering Committee, at its August 13, 2015 meeting, determined that
the quantity of project management services to be provided by Tyler, as set forth in the
Agreement, for the implementation of both Financial/HR and Permitting/Licensing systems
(which is scheduled for year two of the implementation of the new systems) are insufficient to
complete the project; and
WHEREAS, the Steering Committee, at its September 24, 2015 meeting, determined
that the number of hours set forth in the Agreement for the development of custom reports,
required by the Administration for the oversight and management of operational functions, is
insufficient; and
WHEREAS, the City must amend the Agreement to revise the provisions regarding
mobile software licenses, project management services, and the maximum hours for custom
reports.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH FLORIDA, that the Mayor and City
Commission hereby approve and authorize the Mayor and City Clerk to execute Amendment
No. 2 to the Agreement between the City of Miami Beach and Tyler Technologies, Inc., dated
October 10, 2014, for replacing the City's Enterprise Resource Planning (ERP) system, to
amend the mobile software licenses, project management services, and the allowable hours for
custom reports.
PASSED and ADOPTED this /y day of October, 2015.
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ATTEST:
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FORM & LANGUAGE
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City Attorney Date
F:\ATTO\KALN\RESOLUTIONS\Tyler Amendment 2 Resolution.docx
COMMISSION ITEM SUMMARY
Condensed Title:
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA,
APPROVING AND AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AMENDMENT NO.2 TO
THE TYLER TECHNOLOGIES, INC., AGREEMENT BETWEEN THE CITY OF MIAMI BEACH AND TYLER
TECHNOLOGIES, INC., DATED OCTOBER 10, 2014, FOR REPLACING THE CITY'S ENTERPRISE
RESOURCE PLANNING (ERP) SYSTEM; AMENDING THE MOBILE SOFTWARE LICENSES, PROJECT
MANAGEMENT SERVICES AND THE ALLOWABLE HOURS FOR CUSTOM REPORTS.
Key Intended Outcome Supported:
Streamline the delivery of services through all departments. Strengthen internal controls to achieve more
accountability. Improve building/development-related processes from single family to the large development
projects.
Supporting Data(Surveys, Environmental Scan, etc.: N/A
Item Summary/Recommendation:
On October 10, 2014, the City Commission approved an agreement with Tyler Technologies, Inc.,for replacing
the City's current enterprise resource planning(ERP)system,known as Eden,as well as a discussion on Permits
Plus, the City's system for permitting and licensing. The replacement of these systems are a key part of the
Administration's goal of re-engineering core business process to maximize efficiencies and service to
constituents, as well as improve internal controls.
To facilitate the ERP system, the City Manager's ERP Steering Committee meets regularly to receive status
updates on the implementation process, mitigate any project risks and consider any amendments or changes that
may be requested by project stakeholders. The latter is critical in maintaining the goal of minimizing system
customizations that may increase costs,delay project completion and create issues for future system updates. At
its August 13,2015 and September 24,2015 meetings,the Steering Committee agreed to recommend to the City
Manager that the agreement with Tyler Technologies be amended to allow for the following provisions which will
result in a more efficient end product, mitigate any implementation risks and provide the Administration with robust
reporting for the oversight and management of operational functions, including:
a. Amending the EnerGov iG Workforce Mobile licensing to purchase a Site License that includes
unlimited licensing for a total cost of$134,100 plus maintenance of$29,800 per year.This change
results in an overall increase of$94,140 for EnerGov iG workforce mobile licensing.
b. Amending the dedicated project management services by removing"25%of Dedicated Project
Manager"and "50% of Dedicated Project Manager", and increasing the"Dedicated Full-Time Project
Manager"for an additional twelve(12) month,for a total of$498,000.This change results in an
overall increase of$15,000 for project management services.
c. Amending the EnerGov Report Development Services from 400 to 1000 hours for a total cost of
$170,000. This change results in an overall increase of$102,000.
The City Manager,after considering the recommendations of the ERP Steering Committee,recommends that the
Mayor and City Commission approve the Resolution, increasing the EnerGov iG Workforce mobile site licenses,
project management services, as noted herein, as well as increasing the reporting to 1000 hours; further
authorizing the Mayor and City Clerk to execute Amendment 2 to the Agreement with Tyler Technologies.
RECOMMENDATION
Approve the Resolution
Advisory Board Recommendation:
Financial Information:
Source of Amount Account
Funds: This item has no impact on the project funding, since no
1 $0.00 additional dollars are being added.Any adjustments came from
the contingency built into the contract.
Financial Impact Summary:
City Clerk's Office Legislative Tracking:
Ariel Sosa, ext. 7040 or Mark Taxis, ext. 6829
Sign-Offs: l
Departmen rector Assistant City Manager City Manager
AS MT JLM
T:\AGENDA\2015\October\PROCUREMENT\Tyler Amendment 2 SUMMARY.doc
WO" AA I AMI BEACH AGENDA ITEM C F�
DATE
0- MIAMIBEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
COMM SSION MEMORANDUM
TO: Mayor Philip Levine and Members o the City Comb ission
FROM: Jimmy Morales, City Manager -1
DATE: October 14, 2015
SUBJECT: A RESOLUTION OF THE MAYOR a ND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, APPROVING AND AUTHORIZING THE MAYOR
AND CITY CLERK TO EXECUTE AMENDMENT NO. 2 TO THE TYLER
TECHNOLOGIES, INC., AGREEMENT BETWEEN THE CITY OF MIAMI
BEACH AND TYLER TECHNOLOGIES, INC., DATED OCTOBER 10, 2014,
FOR REPLACING THE CITY'S ENTERPRISE RESOURCE PLANNING (ERP)
SYSTEM; AMENDING THE MOBILE SOFTWARE LICENSES, PROJECT
MANAGEMENT SERVICES AND THE ALLOWABLE HOURS FOR CUSTOM
REPORTS.
FUNDING
NA. This item has no impact on the project funding, since no additional dollars are being
added. Any adjustments came from the contingency built into the contract.
BACKGROUND
On October 10, 2014, the City Commission approved an agreement with Tyler
Technologies, Inc., for replacing the City's current enterprise resource planning (ERP)
system, known as Eden, as well as a discussion on Permits Plus, the City's system for
permitting and licensing. The replacement of these systems are a key part of the
Administration's goal of re-engineering core business process to maximize efficiencies and
service to constituents, as well as improve internal controls.
On September 2, 2015, the City Commission approved Amendment No. 1 to the Tyler
Technologies, Inc. agreement amending the ERP System `Go-Live' Dates to the contract
with Tyler Technologies as follows:
a. Phase 1 — Financials: changed from October 1, 2015 to April 1, 2016.
b. Phase 2— EnerGov: changed from December 1, 2015 to April 1, 2016.
c. Phase 3— HR/Payroll: changed from July 1, 2016 to January 1, 2017.
d. Phase 4— Utility Billing and Revenue: changed from July 1, 2017 to January 1, 2018
The original contract approved by the City Commission included provisions for the following:
1. A limited number of software licenses for mobile devices to be used by inspectors
and code enforcement officers to perform inspection and issue code violations in the
field.
2. A limited number of project management hours to be provided by Tyler
Technologies for the implementation of both Financial/HR and Permitting/Licensing
systems.
3. A limited number of hours for the development of custom reports (not otherwise
available through the ERP system) required by the Administration for the oversight
and management of operational functions.
Commission Memorandum—October 14,2015
Munis, EnerGov, BPR and Project Management
Page 2 of 3
To facilitate the ERP system, the City Manager's ERP Steering Committee meets regularly
to receive status updates on the implementation process, mitigate any project risks and
consider any amendments or changes that may be requested by project stakeholders. The
latter is critical in maintaining the goal of minimizing system customizations that may
increase costs, delay project completion and create issues for future system updates. At its
August 13, 2015 and September 24, 2015 meetings, the Steering Committee agreed to
recommend to the City Manager that the agreement with Tyler Technologies be amended to
allow for the following provisions which will result in a more efficient end product, mitigate
any implementation risks and provide the Administration with robust reporting for the
oversight and management of operational functions:
1. Software Licenses for Mobile Devices. Currently, the agreement allows for only 40
licenses for the EnerGov iG Workforce Mobile Module. This module allows field
inspectors and code enforcement officers to do site inspections, issue violations,
and other. However, it has been determined that 40 licenses is insufficient due to
the current number of City employees that require a mobile device to perform their
function. To mitigate this issue, the Steering Committee recommends purchasing a
Site License, at a total cost of $134,100 plus maintenance of $29,800 per year,
which will allow an unlimited number of EnerGov iG workforce mobile licenses. This
change results in an overall net increase of $94,140 for EnerGov iG workforce
mobile licensing.
2. Project Management. Currently, the agreement allows for only one (1) dedicated full
time project manager for the first year, one (1) 50% dedicated project manager for
the second year, and one (1) 25% dedicated project manager for the 3rd year.
However, the City Manager's ERP Steering Committee, after evaluating the tasks
and workload of the project believes it is insufficient to have a 50% dedicated project
manager for the second year of the project. As a result, the Steering Committee
recommends amending the project management services by removing from the
agreement "25% of Dedicated Project Manager" and "50% of Dedicated Project
Manager", for a total credit of $483,000 and increasing the "Dedicated Full-Time
Project Manager," for an additional twelve (12) month, for a total of $498,000 in
order to receive a total of twenty-four (24) months of Dedicated Full-Time Project
Manager services with an expected end date of December 31, 2016. This change is
needed in order to keep a full time project manager through the completion of the
Munis Phase 3 HR/Payroll project. This change results in an overall increase of
$15,000 for project management services.
3. Reporting. Currently, the agreement allows for 400 hours for custom reporting.
However, this hours are insufficient because it was determined that more hours are
needed in order to develop the required reports. Therefore, the Steering Committee
recommends increasing the total hours on the EnerGov Report Development
Services from 400 to 1000 hours, for a total of $170,000. CMB has a significant
number of custom reports that are needed at Go Live and the original 400 hours
only covers around 50 reports. The increase of hours dedicated for custom reports
should cover the additional reports that the City requires.
Commission Memorandum—October 14,2015
Munis, EnerGov,BPR and Project Management
Page 3 of 3
As a result, the EMA CMB Steering Committee recommends amending the following items
to the contract:
a. Amend the EnerGov iG Workforce Mobile licensing to purchase a Site License that
includes unlimited licensing for a total cost of$134,100 plus maintenance of$29,800
per year. This change results in an overall increase of$94,140 for EnerGov iG
workforce mobile licensing.
b. Amend the dedicated project management services by removing "25% of Dedicated
Project Manager" and "50% of Dedicated Project Manager", and increasing the
"Dedicated Full-Time Project Manager"for an additional twelve (12) month, for a total
of$498,000. This change results in an overall increase of$15,000 for project
management services.
c. Amend the EnerGov Report Development Services from 400 to 1000 hours for a
total cost of$170,000. This change results in an overall increase of$102,000.
CITY MANAGER RECOMMENDATION
The City Manager, after considering the recommendations of the ERP Steering Committee,
recommends that the Mayor and City Commission approve the Resolution, increasing the
EnerGov iG Workforce mobile site licenses, project management services, as noted herein,
as well as increasing the reporting to 1000 hours; further authorizing the Mayor and City
Clerk to execute Amendment 2 to the Agreement with Tyler Technologies. This amendment
has no impact on the project funding, since no additional dollars are being added.
J LM/MT/AD/AS/AZ/M G
AMENDMENT NO. 2
TO THE AGREEMENT
BETWEEN THE CITY OF MIAMI BEACH, FLORIDA
AND
TYLER TECHNOLOGIES, INC.,
DATED OCTOBER 10, 2014
FOR THE MUNIS AND ENERGOV ENTERPRISE RESOURCE PLANNING SYSTEMS
(THE "AGREEMENT")
This Amendment No. 2 ("Amendment") to the Agreement is entered into this day of
, 2015 ("Effective Date"), by and between the City of Miami Beach, Florida, a
municipal corporation organized and existing under the laws of the State of Florida, having its
principal place of business at 1700 Convention Center Drive, Miami Beach, Florida 33139
("City"), and Tyler Technologies, Inc., a Delaware corporation having its principal place of
business at One Tyler Drive, Yarmouth, Maine 04096 ("Tyler").
This Amendment hereby amends the Agreement as follows:
RECITALS
WHEREAS, on July 30, 2014, the City Commission approved the above defined
Agreement with Tyler for replacement of the City's current enterprise resource planning (ERP)
systems with Munis and EnerGov systems, both of which are owned by Tyler; and
WHEREAS, the City executed the Agreement on October 10, 2014; and
WHEREAS, the replacement of these systems is a key component of the
Administration's goal of re-engineering core business process to maximize efficiencies and
service to constituents, as well as improve internal controls; and
WHEREAS, the City Manager has appointed a Steering Committee to receive status
updates on the implementation process, mitigate any project risks, and consider any
amendments or changes that may be requested by project stakeholders; and
WHEREAS, the Steering Committee, at its August 13, 2015 meeting, determined that
WHE 9
the Agreement currently allows for an insufficient number of software licenses for mobile
devices to be used by inspectors and code enforcement officers to perform inspections and
issue code violations in the field; and
WHEREAS, the Steering Committee, at its August 13, 2015 meeting, determined that
the quantity of project management services to be provided by Tyler, as set forth in the
Agreement, for the implementation of both Financial/HR and Permitting/Licensing systems
(which is scheduled for the second year of the project implementation) are insufficient to
complete the project; and
WHEREAS, the Steering Committee, at its September 24, 2015 meeting, determined
that the number of hours set forth in the Agreement for the development of custom reports,
required by the Administration for the oversight and management of operational functions, is
insufficient; therefore, this Amendment is necessary to accommodate the City's needs; and
NOW THEREFORE, in consideration of the mutual promises and conditions contained
herein, and other good and valuable consideration, the sufficiency of which is hereby
acknowledged, the City and Tyler hereby agree to amend the Agreement as follows:
1. ABOVE RECITALS.
The above recitals are true and correct and are incorporated as part of this Amendment.
2. MODIFICATIONS.
a. Project Management
The Agreement, at Exhibit Al ("Munis Investment Summary"), Page 14, is hereby
amended as follows:
The line items for "25% of Dedicated Project Manager (Monthly)" at an Extended
Price of $90,000.00, and "50% of Dedicated Project Manager (Monthly)," at an
Extended Price of$144,000.00, are hereby deleted.
The line item for"Dedicated Full Time Project Manager (Monthly)", with 12 units, at a
Unit Price of $20,750.00, at an Extended Price of $249,000.00, is hereby amended
to provide for 24 units, at an Extended Price of$498,000.00.
b. Software Licenses for Mobile Devices
The Agreement, at Exhibit A2 ("EnerGove Investment Summary"), Page 23, is
hereby amended as follows:
The line item for "IG Workforce Mobile (40 users)," at a total cost of $39,960, is
hereby deleted.
A line item for "IG Workforce Mobile Module (Unlimited)," at a total cost of
$134,100.00, is hereby added.
c. Reporting
The Agreement, at Exhibit A2 ("EnerGov Investment Summary"), Page 23, is hereby
amended as follows:
The line item for "Report Development Services," with 400 hours of development
services, at a rate of $170/hour, for a total of $68,000, is hereby increased to 1,000
hours of development services, for a total cost of$170,000.
3. RATIFICATION.
Except as amended herein, all other terms and conditions of the Agreement shall remain
unchanged and in full force and effect. In the event there is a conflict between the
provisions of this Amendment and the Agreement, the provisions of this Amendment
shall govern
IN WITNESS WHEREOF, the parties hereto have caused this Amendment to be executed
by their appropriate officials, as of the date first entered above.
FOR CITY:
ATTEST:
By:
Rafael E. Granado Philip Levine
City Clerk Mayor
Date Date
FOR TYLER:
ATTEST:
By:
Print Name/Title Print Name/Title
Date Date
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
101S 1(5
City Attorney Date
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