2016-29593 Reso RESOLUTION NO. 2016-29593
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. 5 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 REALLOCATE UNUSED DATA CONVERSION FUNDS IN
THE PROJECT BUDGET AND SCOPE INTO MUNIS
IMPLEMENTATION FUNDS.
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, on April 13, 2016, the Mayor and City Commission adopted Resolution No.
2016-29344, which approved and authorized the City to execute Amendment No. 4 to the
Agreement, to modify the "go-live" dates set forth in the Agreement, and the provisions
regarding professional services, and maximum number of hours for custom report development
services; and
WHEREAS, the Steering Committee, at its meeting on May 19, 2016, determined that it
is necessary to amend the Agreement to reallocate unused data conversion funds in the project
budget to "Munis Implementation Days," as indicated herein; and
WHEREAS, the attached Amendment will have no impact on the City's total funding for
the Agreement.
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. 5 to the Agreement, dated October 10, 2014, between the City of Miami Beach and Tyler
Technologies, Inc., to reallocate unused data conversion funds in the project budget and scope
into Munis implementation funds.
PASSED and ADOPTED this /7 day of October, 2016.
J�-
Philip L; ine /
ATTESTED BY:
Mayor ; ,f
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Rafael E. Granado '''� %%%..%��*���I'11, APPROVED AS TO
City Clerk Al B� y��, FORM & LANGUAGE%Nr." ., & FO EXE UTION
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T:\AGENDA\2016\October\Information Technology\Tyler Amendment 5 Resolution.docx
Resolutions - C7 C
MIAMI BEACH
COMMISSION MEMORANDUM
TO: Honorable Mayor and Members of the City Commission
FROM: Jimmy L. Morales, City Manager
DATE: October 19, 2016
SUBJECT: 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. 5 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 REALLOCATE
UNUSED DATA CONVERSION FUNDS IN THE PROJECT BUDGET AND SCOPE
INTO MUNIS IMPLEMENTATION FUNDS.
RECOMMENDATION
Approve the resolution.
ANALYSIS
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
Page 543 of 1614
support the User Acceptance Testing phase.
On April 13, 2016, the City Commission approved Amendment No. 4 to the Agreement, to
amend provisions regarding go-live dates, custom reports hours, and professional services to
support the "Go-Live" activities due to the change of "Go-Live" dates as follows:
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.
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 May 19, 2016 meeting, the Steering Committee made a recommendation to the City
Manager to seek to amend the Agreement with Tyler Technologies as follows, in order to
reallocate unused data conversion funds:
1 . The following unused conversions, totaling $11,250, are hereby removed from the
Agreement:
a. Fixed Assets Option 1 — History, at a contract price of $1,750;
b. General Billing Option 1 — Recurring Invoices, at a contract price of$2,500;
c. Inventory Option 1 — Commodity Codes, at a contract price of $1,500;
d. Project Grant Accounting Option 1 —Actuals, at a contract price of$1,750;
e. Project Grant Accounting Option 2 — Budgets, at a contract price of$1,750; and
f. Project Grant Accounting Standard, at a contract price of$2,000.
2. Eight and a half (8.5) Implementation days, totaling $10,838 (at a rate of $1,275 per day), are
hereby added to the Agreement as set forth in the Investment Summary attached hereto as
Exhibit 1.
CONCLUSION
The City Manager, after considering the recommendations of the ERP Steering Committee,
recommends that the Mayor and City Commission approve the Resolution and Amendment No.
5 to the Agreement, to amend the reallocation of unused data conversion funds. This
amendment has no impact on the City's total funding for the project.
KEY INTENDED OUTCOMES SUPPORTED
Streamline The Delivery Of Services Through All Departments
Legislative Tracking
Information Technology
Page 544 of 1614
ATTACHMENTS:
Description
❑ Resolution
❑ Agreement -Amendment 5
Page 545 of 1614
AMENDMENT NO. 5
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. 5 ("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 Mullis 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. 201.5-29159, 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, on April 13, 2016, the Mayor and City Commission adopted Resolution No.
2016-29344, which approved and authorized the City to execute Amendment No. 4 to the
Agreement, to modify the "go-live" dates set forth in the. Agreement, the provisions regarding
professional services, and the maximum number of hours for custom report development
services; and
Page 548 of 1614
WHEREAS, the Steering Committee, at its meeting on May 19, 2016, determined that it
is necessary to amend the Agreement to reallocate unused data conversion funds in the project
budget to "Munis Implementation Days," as indicated herein; 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.
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, 3, and 4 is further modified as
follows:
a. Unused Data Conversion funds
The following line items regarding unused data conversion services, totaling
$11,250, are hereby removed from Exhibit Al to the Agreement:
•
Fixed Assets Option 1 — History, at a contract price of$1,750;
General Billing Option 1 — Recurring Invoices, at a contract price of$2,500;
Inventory Option 1 —Commodity Codes, at a contract price of $1,500;
Project Grant Accounting Option 1 —Actuals, at a contract price of $1,750;
Project Grant Accounting Option 2 — Budgets, at a contract price of$1,750;
Project Grant Accounting Standard, at a contract price of $2,000.
b. Munis Implementation Days
Exhibit Al to the Agreement, entitled "Munis Investment Summary," is hereby
amended as follows:
A line item for "Financials" with eight and a half (8.5) Implementation Days, at a
rate of$1,275 per Implementation Day, for a total of $10,838 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
THE REMAINDER OF THIS PAGE IS INTENTIONALLY BLANK.
Page 549 of 1614
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. Granada 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 E CU ION
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AP
City Attorney Date
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Page 550 of 1614