2016-29283 Reso RESOLUTION NO. 2016-29283
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. 3 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 REPORTING TOOLS,
TRAINING, AND PROFESSIONAL SERVICES.
WHEREAS, on October 10, 2014, the Mayor and City Commission approved an
agreement with Tyler Technologies, Inc., to replace the City's current enterprise resource
planning ("ERP") system, known as Eden, and the City's current permitting system, known as
Permits Plus (the "Agreement"); and
WHEREAS, the replacement of these systems is a key component 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 an ERP Steering Committee (the "Steering
Committee") to receive status updates on the implementation process, mitigate any project
risks, and evaluate any amendments or changes that may be requested by project
stakeholders; and
WHEREAS, on September 2, 2015, the Mayor and City Commission adopted Resolution
No. 2015-29110, which approved and authorized the City to execute Amendment No. 1 to the
Agreement, to modify the "go-live" dates set forth in the Agreement; and
WHEREAS, on October 14, 2015, the Mayor and City Commission adopted Resolution
No. 2015-29159, which approved and authorized the City to execute Amendment No. 2 to the
Agreement, to amend the provisions regarding mobile software licenses, project management
services, and the allowable hours for custom reports; and
WHEREAS, the Steering Committee, at its meeting on October 29, 2015, determined
that the EnerGov Reporting Toolkit is necessary for the City's system administrators to develop
custom reports, and recommended that the City amend the Agreement to include a license for
the EnerGov Reporting Toolkit; and
WHEREAS, the Steering Committee, at its meeting on December 17, 2015, determined
that, in order to ensure the efficient implementation of the new systems, the City should amend
the Agreement to provide that Tyler Technologies shall conduct End User Training for City staff
for the Financial System; and
WHEREAS, the Steering Committee also determined that it is necessary to amend the
Agreement to provide for the professional services of Tyler Technologies to support the User
Acceptance Testing of the Permitting/Licensing system.
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. 3 to the Agreement, dated October 10, 2014, between the City of Miami Beach and Tyler
Technologies, Inc., to amend the provisions regarding reporting tools, end user training, and
professional services.
PASSED and ADOPTED this /0 day of February, 2016.
,r
Al/
Philip LF, ine_ '
ATTESTED BY: Mayo, i /
� ;� L/ l
R-'ael E. frranado I
City Clerk .�• ""`.%1441, .
��\ g E�11111
NP..•'' ..P ��i� APPROVED AS TO
ic , fA •;� 4 FORM & LANGUAGE
; & OR VECUTION
' i �-lL
w •:INCORP I_Z.
_7'• \. lj City Attorney Dote
s )%.';.\76;....'7:7'.;\* P\/j11. 1Q
( Q‘Qr,c-'7-1 26,,,
T:WGENDA\2016\February\Information Technology\Tyler Amendment 3 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.3 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 REPORTING TOOLS, TRAINING, AND
PROFESSIONAL SERVICES.
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 and authorized the City to execute an Agreement with Tyler
Technologies, Inc.,to replace the City's current enterprise resource planning("ERP")system, known as Eden,and
Permits Plus,the City's permitting and licensing system(the"Agreement").The replacement of these systems is 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 transition to the new 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 October 29, 2015 and December 17, 2015 meetings, the Steering Committee made a
recommendation to the City Manager to seek to amend the Agreement with Tyler Technologies as follows, in
order to maximize the efficiency of the end product, mitigate any implementation risks, and provide the
Administration with robust reporting for the oversight and management of operational functions, including:
a. Add the EnerGov Reporting Toolkit license at a one-time cost of$4,999, plus maintenance of$1,000 per
year.
b. Add 26 days of End User Training for the Financial System at a total cost of$33,150, plus $10,960 in
travel costs, for a total cost of$44,110.
c. Add professional services to support the User Acceptance Testing for the EnerGov Permitting/Licensing
system, at a cost of$74,800 plus$25,500 in travel costs, for a total cost of$100,300.
The City Manager,after considering the recommendations of the ERP Steering Committee, recommends that the
Mayor and City Commission approve the Resolution and Amendment to the Agreement, to add the EnerGov
Reporting Toolkit, End User Training for the Financial System, and Professional Services to support the User
Acceptance Testing phase, as noted herein.
RECOMMENDATION
Approve the Resolution and Amendment
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:
Depa nt D 4ector Assist. ager City rger
AS - rg!, AD M
J L
T:\AGENDA\2016\Fei ary\Information Techno er Amendment 3 SUMMARY.d c
CA, MIAMI AGENDA ITEM G?�� I�
DATE
MIAMIBEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Philip Levine and Membe of the C ty Commission
FROM: Jimmy Morales, City Manager
DATE: February 10, 2016
SUBJECT: A RESOLUTION OF THE M YOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, APPROVING AND AUTHORIZING THE MAYOR
AND CITY CLERK TO EXECUTE AMENDMENT NO. 3 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 REPORTING TOOLS, TRAINING, AND PROFESSIONAL
SERVICES.
FUNDING
This Amendment will not require an increase in funding for the project. Any adjustments will
be deducted from the contingency amount approved by the City Commission in the original
Agreement.
BACKGROUND
On October 10, 2014, the City Commission approved and authorized the City to execute an
Agreement with Tyler Technologies, Inc., to replace the City's current enterprise resource
planning ("ERP") system, known as Eden, and Permits Plus, the City's permitting and
licensing system (the "Agreement"). The replacement of these systems is 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 Agreement
with Tyler Technologies, Inc., to modify the ERP System `Go-Live' Dates 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
On October 14, 2015, the City Commission approved Amendment No. 2 to the Agreement,
to amend provisions regarding project management services, software licenses for mobile
devices, and the allowable hours for the development of custom reports.
The Agreement approved by the City Commission did not include provisions for the
following:
1. Reporting Toolkit for the Permitting/Licensing system for the development of custom
reports by system administrators.
2. End User Training for the Financial System.
3. Professional Services hours to support the User Acceptance Testing for the
Permitting/Licensing system.
Commission Memorandum—January 13,2016
Munis, EnerGov, BPR and Project Management
Page 2 of 3
To facilitate the transition to the new 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 October 29, 2015 and December 17, 2015 meetings, the
Steering Committee made a recommendation to the City Manager to seek to amend the
Agreement with Tyler Technologies as follows, in order to maximize the efficiency of the end
product, mitigate any implementation risks, and provide the Administration with robust
reporting for the oversight and management of operational functions:
1. EnerGov Reporting Toolkit. Currently, the Agreement does not provide the City with
an EnerGov Reporting Toolkit license. This toolkit is a piece of software that
facilitates report development for the Permitting/Licensing system. This toolkit will
allow EnerGov System Administrators to develop custom reports. The Steering
Committee recommends purchasing this toolkit, at a total cost of $4,999, plus
maintenance of$1,000 per year.
2. End User Training. Currently, the Agreement does not provide for End User Training
for the Financial System. The end user training approach proposed in the contract
was on a "Train the Trainer" basis, meaning that End User training would be the
responsibility of the City's subject matter experts identified and trained by Tyler
during the configuration phase of the system. After analyzing the training needs of
City staff and the limited availability of subject matter experts to train the system's
end users, it was determined that the City would require 26 days of training, to be
performed by the vendor on City premises. The Steering Committee recommends
the addition of End User Training for the Financial System at a cost of$33,150, plus
$10,960 in travel costs, for a total cost of$44,110.
3. Professional Services. Currently, the agreement does not provide for Tyler's
professional services to support User Acceptance Testing for the EnerGov
Permitting/Licensing system. After analyzing the City's needs during the User
Acceptance testing phase, the Steering Committee recommends the addition of
professional services to support City staff during the User Acceptance Testing
phase at a cost of$74,800, plus $25,500 in travel costs, for a total cost of$100,300.
As a result, the City's ERP Steering Committee recommends adding the following terms to
the Agreement:
a. Add the EnerGov Reporting Toolkit license at a one-time cost of $4,999, plus
maintenance of$1,000 per year.
b. Add 26 days of End User Training for the Financial System at a total cost of$33,150,
plus $10,960 in travel costs, for a total cost of$44,110.
c. Add professional services to support the User Acceptance Testing for the EnerGov
Permitting/Licensing system, at a cost of $74,800 plus $25,500 in travel costs, for a
total cost of$100,300.
Commission Memorandum—January 13, 2016
Munis, EnerGov, BPR and Project Management
Page 3of3
CITY MANAGER'S RECOMMENDATION
The City Manager, after considering the recommendations of the ERP Steering Committee,
recommends that the Mayor and City Commission approve the Resolution and Amendment
to the Agreement, to add the EnerGov Reporting Toolkit, End User Training for the Financial
System, and Professional Services to support the User Acceptance Testing phase, as noted
herein. Once again, this amendment has no impact on the City's total funding for the project,
because the contingency funds approved by the Mayor and City Commission in the original
Agreement will cover the additional costs contemplated herein.
J LM/MT/AD/AS/AZ/MG
AMENDMENT NO. 3
TO THE AGREEMENT, DATED OCTOBER 10, 2014, BETWEEN
THE CITY OF MIAMI BEACH, FLORIDA AND TYLER TECHNOLOGIES, INC.
FOR THE IMPLEMENTATION OF THE MUNIS AND ENERGOV SYSTEMS
This Amendment No. 3 ("Amendment") to the Agreement is entered into this day of
, 2016 ("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 October 10, 2014, the Mayor and City Commission approved an
agreement with Tyler Technologies, Inc., to replace the City's current enterprise resource
planning ("ERP") system, known as Eden, with the Munis system, and to replace the City's
current permitting system, known as Permits Plus, with the EnerGov system (the "Agreement");
and
WHEREAS, the City has determined that 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 an ERP Steering Committee (the "Steering
Committee") to receive status updates on the implementation process, mitigate any project
risks, and evaluate any amendments or changes that may be requested by project
stakeholders; and
WHEREAS, on September 2, 2015, the Mayor and City Commission adopted Resolution
No. 2015-29110, which approved and authorized the City to execute Amendment No. 1 to the
Agreement, to modify the "go-live" dates set forth in the Agreement; and
WHEREAS, on October 14, 2015, the Mayor and City Commission adopted Resolution
No. 2015-29159, which approved and authorized the City to execute Amendment No. 2 to the
Agreement, to amend the provisions regarding mobile software licenses, project management
services, and the allowable hours for custom reports; and
WHEREAS, the Steering Committee, at its meeting on October 29, 2015, determined
that the EnerGov Reporting Toolkit is necessary for the City's system administrators to develop
custom reports, and recommended that the City amend the Agreement to include a license for
the EnerGov Reporting Toolkit; and
WHEREAS, the Steering Committee, at its meeting on December 17, 2015, determined
that, in order to ensure the efficient implementation of the new systems, the City should amend
the Agreement to provide that Tyler Technologies shall conduct End User Training for.City staff
for the Financial System; and
WHEREAS, the Steering Committee also determined that it is necessary to amend the
Agreement to provide for the professional services of Tyler Technologies to support the User
Acceptance Testing of the Permitting/Licensing system.
•
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.
To the knowledge of each party hereto, the above recitals are true and correct and are
incorporated as part of this Amendment.
2. MODIFICATIONS.
The Agreement, as modified by Amendment Nos. 1 and 2, is further modified as follows:
a. EnerGov Reporting Toolkit
The Agreement, at Exhibit A2 ("EnerGov Investment Summary"), is hereby amended
as follows:
A line item for "EnerGov Reporting Toolkit" with a software license fee of $4,999.00,
and an annual support/maintenance fee equal to $1,000.00 per year, is hereby
added.
The software license fee and first year annual support/maintenance fees for the
EnerGov Reporting Toolkit are due and payable on the date when Tyler makes the
EnerGov Reporting Toolkit available to the City for download.
b. End User Training
Exhibit Al to the Agreement, entitled "Munis Investment Summary," is hereby
amended as follows:
A line item for "Munis End User Training" with twenty-six (26) Implementation
Days, at a rate of $1,275.00 per Implementation Day, for a total of $33,150.00, is
hereby added.
A line item for "Munis End User Training Travel Expenses" with 1 unit of Munis
End User Training Travel Expenses, at an estimated rate of $10,960.00/unit, for
an estimated total of$10,960.00, is hereby added.
c. Professional Services
The Agreement, at the EnerGov Investment Summary, is hereby amended as
follows:
A line item for "EnerGov User Acceptance Testing Support" with 440 hours of
Professional Implementation Services, at a rate of $170.00/hour, for a total of
$74,800.00, is hereby added.
A line item for "EnerGov User Acceptance Testing Support Travel Expenses"
with an estimated 15 trips for Airfare, Lodging, Ground Transportation, and Per
Diem at an estimated rate of $1,700.00/trip, for an estimated total of $25,500.00,
is hereby added.
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
,OseL
City Attorney Date