2016-29344 Reso RESOLUTION NO. 2016-29344
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. 4 TO THE AGREEMENT, DATED OCTOBER
10, 2014, BETWEEN THE CITY OF MIAMI BEACH AND TYLER
TECHNOLOGIES, INC., FOR THE REPLACEMENT OF THE
CITY'S ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM,
TO AMEND (1) THE ERP SYSTEM "GO-LIVE" DATES, (2) THE
PROVISIONS REGARDING PROFESSIONAL SERVICES, AND
(3) THE MAXIMUM NUMBER OF HOURS FOR CUSTOM
REPORT DEVELOPMENT SERVICES, IN AN AMOUNT NOT TO
EXCEED $206,550.
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, on February 10, 2016, the Mayor and City Commission adopted Resolution
No. 2016-29283, which approved and authorized the City to execute Amendment No. 3 to the
Agreement, to amend the provisions regarding reporting tools, end user training, and
professional services to support the User Acceptance Testing phase; and
WHEREAS, the Steering Committee, at its meeting on February 18, 2016, determined
that, in order to mitigate any implementation risks, the City should amend the "Go-Live" dates in
the Agreement as indicated herein; and
WHEREAS, the Steering Committee, at its meeting on March 17, 2016, determined that
it is necessary to amend the Agreement to update the allocation of "Munis Implementation
Days," as set forth in the Agreement, to support the proper implementation of the new systems;
and
WHEREAS, the Steering Committee also determined that it is necessary to amend the
Agreement to provide for additional EnerGov Professional Services to support the proper
implementation of the new systems; and
WHEREAS, an increase in the number of hours for the development of custom reports is
necessary for the effective oversight and management of the software implementation; and
WHEREAS, due to the changes authorized herein, the total amount allocated to the
Agreement must be increased by $206,550.
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. 4 to the Agreement, dated October 10, 2014, between the City of Miami Beach and Tyler
Technologies, Inc., to amend (1) the ERP system "Go-Live" dates, (2) the provisions regarding
professional services, and (3) the maximum number of hours for custom report development
services, in an amount not to exceed $206,550.
PASSED and ADOPTED this /3 day of April, 2016.
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T:\AGENDA\2016\April\Information Technology\Tyler Amendment 4 Resolution.docx
AMENDMENT NO. 4
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. 4 ("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, on February 10, 2016, the Mayor and City Commission adopted Resolution
No. 2016-29283, which approved and authorized the City to execute Amendment No. 3 to the
Agreement, to amend the provisions regarding reporting tools, end user training, and
professional services to support the User Acceptance Testing phase; and
WHEREAS, the Steering Committee, at its meeting on February 18, 2016, determined
that, in order to mitigate any implementation risks, the City should amend the "Go-Live" dates in
the Agreement as indicated herein; and
WHEREAS, the Steering Committee, at its meeting on March 17, 2016, determined that
it is necessary to amend the Agreement to update the allocation of "Munis Implementation
Days," as set forth in the Agreement, to support the proper implementation of the new systems;
and
WHEREAS, the Steering Committee also determined that it is necessary to amend the
Agreement to provide for additional EnerGov Professional Services to support the proper
implementation of the new systems; and
WHEREAS, an increase in the number of hours for the development of custom reports is
necessary for the effective oversight and management of the software implementation; and
WHEREAS, due to the changes authorized herein, the total amount allocated to the
Agreement must be increased by $206,550.
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, 2, and 3, is further modified as
follows:
a. "Go-Live" dates for Phase 1 and Phase 2
The system module "Go-Live" dates are modified hereto as follows:
Phase 1 — Financials: changed from April 1, 2016 to May 2, 2016.
Phase 2 — EnerGov: changed from April 1, 2016 to May 2, 2016.
Phase 3 — HR/Payroll: changed from January 1, 2017 to April 3, 2017
Phase 4— Utility Billing and Revenue: remains as January 1, 2018
b. Munis Implementation Days
Exhibit Al to the Agreement, entitled "Munis Investment Summary," is hereby
amended as follows:
A line item for "Phase 1 - Financials" with twenty-five (25) Implementation Days,
at a rate of $1,175.00 per Implementation Day, for a total of $29,375.00, is
hereby added, with such Implementation Days to be reallocated from the
following:
The line item for "Financials - Inventory" with twenty (20) Implementation Days, at
a rate of $1,175.00 per Implementation Day, for a total of $23,500.00, is hereby
removed and reallocated to the new "Phase 1 — Financials" line item.
The line item for "Financials - BMI CollectiT Interface" with five (5)
Implementation Days, at a rate of $1,175.00 per Implementation Day, for a total
of $5,875.00, is hereby removed and reallocated to the new "Phase 1 —
Financials" line item.
c. EnerGov Professional Services
Exhibit A2 to the Agreement, entitled "EnerGov Investment Summary," is hereby
amended as follows:
A line item for "EnerGov Professional Services" with 895 hours, at a rate of
$170.00/hour, for a total of $152,150.00, is hereby added.
A line item for "EnerGov Go-Live Support Travel Expenses" with 3 trips (a "trip"
includes four (4) Tyler resources) for Airfare, Lodging, Ground Transportation,
and Per Diem at a rate of $1,700.00/trip/resource, for a total of $20,400.00, is
hereby added.
d. EnerGov Custom Reports
The line item for "Report Development Services," with a rate of $170/hour, is
hereby increased by 200 hours, for an additional cost of$34,000.00.
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.
THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.
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 XECUTION
f 4 -4 - � h
•
City Attorney Date
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.4 TO
THE AGREEMENT, DATED OCTOBER 10, 2014, BETWEEN THE CITY OF MIAMI BEACH AND TYLER
TECHNOLOGIES, INC., FOR THE REPLACEMENT OF THE CITY'S ENTERPRISE RESOURCE PLANNING
(ERP)SYSTEM,TO AMEND(1)THE ERP SYSTEM"GO-LIVE"DATES,(2)THE PROVISIONS REGARDING
PROFESSIONAL SERVICES, AND (3) THE MAXIMUM NUMBER OF HOURS FOR CUSTOM REPORT
DEVELOPMENT SERVICES, IN AN AMOUNT NOT TO EXCEED $206,550.
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. At its February 18, 2016 and March 17, 2016
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 mitigate any implementation risks:
a. Amend the"Go-Live"dates for Phase 1 —Financials from April 1, 2016 to May 2, 2016.
b. Amend the"Go-Live"dates for Phase 2—EnerGov from April 1, 2016 to May 2, 2016.
c. Amend the"Go-Live" dates for Phase 3—Financials from January 1, 2017 to April 3, 2017.
d. Remove 20 implementation days from Munis Inventory
e. Remove 5 implementation days from Munis BMI Collect IT Interface
f. Add 25 implementation days to Phase 1 - Financials
g. Add 895 hours of Energov Professional Services, at a cost of$152,150 plus$20,400 in travel costs,for a
total cost of$172,550.
In addition to the recommendations made by the City's ERP Steering Committee, it is recommended to add the
following terms to the Agreement in order to complete the EnerGov custom reports that are pending:
a. Amend the EnerGov Report Development Services from 1,000 to 1,200 hours for a total cost of$204,000.
This change results in an overall increase of$34,000.
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 amend the"Go-Live"
dates, update the distribution of Implementation Days in Munis, and add the EnerGov Professional Services to
support the "Go-Live" activities, as noted herein, as well as increasing the reporting to 1,200 hours. This
amendment has an impact on the City's total funding for the project for an amount of$206,550.
RECOMMENDATION
Approve the Resolution and Amendment
Advisory Board Recommendation:
Financial Information:
Source of Amount Account
61u t i1,11 1 $206,550.00 601-7000-229253 - Building Technology Fund
Financial Impact Summary:
City Clerk's Office Legislative Tracking:
Ariel Sosa, ext. 7040 or Mark Taxis, ext. 6829
Sign-Offs: )
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T:\AGENDA\2016\Apri I formation Technology\ y er Amendment 4 SUMMARY.doc
4
0 MAMIBEACH g -1349/AGENDA ITEM C 7
DATE
MIAMIBEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
CO! MISSION MEMORANDUM
TO: Mayor Philip Levine and Membe of the City ommission
FROM: Jimmy Morales, City Manager
DATE: April 13, 2016
SUBJECT: A RESOLUTION OF THE MA OR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, A •PROVING AND AUTHORIZING THE MAYOR
AND CITY CLERK TO EXECUTE AMENDMENT NO. 4 TO THE AGREEMENT,
DATED OCTOBER 10, 2014, BETWEEN THE CITY OF MIAMI BEACH AND
TYLER TECHNOLOGIES, INC., FOR THE REPLACEMENT OF THE CITY'S
ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM, TO AMEND (1) THE
ERP SYSTEM "GO-LIVE" DATES, (2) THE PROVISIONS REGARDING
PROFESSIONAL SERVICES, AND (3) THE MAXIMUM NUMBER OF HOURS
FOR CUSTOM REPORT DEVELOPMENT SERVICES, IN AN AMOUNT NOT TO
EXCEED $206,550.
FUNDING
Pending fourth Capital Budget Amendment. Funding for this Amendment will be as follows:
Amount Account Number Description
$206,550 601-7000-229253 Building Technology Fund
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.
On February 10, 2016, the City Commission approved Amendment No. 3 to the Agreement,
to amend provisions regarding reporting tools, end user training, and professional services to
support the User Acceptance Testing phase.
Commission Memorandum—March 24, 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 February 18, 2016 and March 17, 2016 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 mitigate any implementation risks:
a. Amend the "Go-Live" dates for Phase 1, Phase 2, and Phase 3 as follow:
a. Phase 1 — Financials: changed from April 1, 2016 to May 2, 2016.
b. Phase 2— EnerGov: changed from April 1, 2016 to May 2, 2016.
c. Phase 3— HR/Payroll: changed from January 1, 2017 to April 3, 2017.
b. Amend Munis Implementation Days. Due to the proposed change in the "Go-Live"
dates for Phase 1, and to continue to support the "Go-Live" activities during the
extended time, the following changes are proposed:
a. Remove 20 implementation days from Munis Inventory
b. Remove 5 implementation days from BMI Collect IT Interface
c. Add 25 implementation days to Phase 1 - Financials
These changes will have no impact in the project budget for Munis.
c. Amend EnerGov Hours. Due to the proposed change in the"Go-Live" dates for Phase
2, and to continue to support the "Go-Live" activities during the extended time, the
following changes are proposed:
a. Add 895 hours of EnerGov Professional Services, at a cost of$152,150 plus
$20,400 in travel costs, for a total cost of$172,550.
This change will have an impact in the project budget for EnerGov in an amount of
$172,550.
As a result, the City's ERP Steering Committee recommends adding the following terms to
the Agreement:
a. Amend the"Go-Live" dates for Phase 1 —Financials from April 1, 2016 to May 2, 2016.
b. Amend the "Go-Live" dates for Phase 2 — EnerGov from April 1, 2016 to May 2, 2016.
c. Amend the "Go-Live" dates for Phase 3 — HR/Payroll from January 1, 2017 to April 3,
2017
d. Remove 20 implementation days from Munis Inventory
e. Remove 5 implementation days from Munis BMI Collect IT Interface
f. Add 25 implementation days to Phase 1 - Financials
g. Add 895 hours of Energov Professional Services, at a cost of$152,150 plus $20,400
in travel costs, for a total cost of$172,550.
In order complete the EnerGov Custom Reports that are pending it is necessary to increase
the amount of report development hours that were estimated. Currently, the agreement allows
for 1,000 hours for custom reporting. However, these hours were insufficient to complete all
the requested custom reports. Therefore, it is necessary to increase the total hours on the
EnerGov Report Development Services from 1,000 to 1,200 hours.
Commission Memorandum—March 24, 2016
Munis, EnerGov, BPR and Project Management
Page 3 of 3
As a result, in addition to the recommendations made by the City's ERP Steering Committee,
it is recommended to add the following terms to the Agreement:
a. Amend the EnerGov Report Development Services from 1,000 to 1,200 hours for a
total cost of$204,000. This change results in an overall increase of$34,000.
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 amend the "Go-Live" dates, update the distribution of Implementation
Days in Munis, and add the EnerGov Professional Services to support the"Go-Live" activities,
as noted herein, as well as increasing the reporting to 1,200 hours. This amendment has an
impact on the City's total funding for the project for an amount of$206,550.
JLM/MT/AD/AS/AZ/MG