2017-29813 Resolution 2017-29813
RESOLUTION NO.
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. 7 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
AND THE CITY'S PERMITTING SYSTEM, TO INCREASE THE
AMOUNT OF PROJECT MANAGEMENT SERVICES TO BE
PROVIDED BY TYLER.
WHEREAS, on October 10, 2014, the Mayor and City Commission approved an
agreement with Tyler Technologies, Inc. (Tyler), 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 was 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 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, on October 19, 2016, the Mayor and City Commission adopted Resolution
No. 2016-29593, which approved and authorized the City to execute Amendment No. 5 to
reallocate unused data conversion funds in the project budget; and
WHEREAS, on January 11, 2017, the Mayor and City Commission adopted Resolution
No. 2017-29704, which approved and authorized the City to execute Amendment No. 6 to
amend the provisions regarding project management services; and
WHEREAS, separately from the City's original Agreement with Tyler, the City Manager
has engaged Tyler for additional professional services after the Munis Financial module went
live on May 2nd, 2016, pursuant to Tyler's contract Nos. 110515-TTI and 113011, awarded by
the National Joint Powers Alliance (NJPA); and
WHEREAS, the Steering Committee, at its meeting on March 9, 2017, determined that it
was necessary to change the go-live date for Phase 3, HR/Payroll, from April 3, 2017 to May 5,
2017, to allow additional necessary time for the City and Tyler teams to complete system
configuration and data conversion; and
WHEREAS, the postponement of the go-live date for the HR/Payroll module has
necessitated the need for additional implementation services from Tyler for the period of time
between April 3, 2017 and May 5, 2017; and
WHEREAS, the City Manager recommends approval of Amendment No. 7 to the
Agreement to purchase the professional services detailed in Attachments 1-4; and
WHEREAS, the City deems it necessary to amend the Agreement to increase the
quantity of project management services; and
WHEREAS, the contract modifications authorized herein shall be funded from the
project's contingency funds, and do not require any additional appropriations by the City
Commission.
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. 7 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 and the
City's permitting system, to increase the amount of project management services, as
necessitated by the parties' postponement of the go-live dates for the HR/Payroll module of the
system.
PASSED and ADOPTED this aG day of April, 2017. ,
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ATTESTED BY: May•
APPROVED AS TO
FORM & LANGUAGE
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T:\AGENDA\2017\4-April\Information Technology\Tyler Amendment 7 Resolution.docx N
Resolutions -C7 M
MIAMI BEACH
COMMISSION MEMORANDUM
TO: Honorable Mayor and Members of the City Commission
FROM: Jimmy L. Morales, City Manager
DATE: April 26, 2017
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. 7 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 AND THE
CITY'S PERMITTING SYSTEM, TO AMEND THE PROVISIONS
REGARDING PROJECT MANAGEMENT SERVICES.
...... ........
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
support the User Acceptance Testing phase.
On April 13, 2016, the City Commission approved Amendment No. 4 to the Agreement, to
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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.
On October 19, 2016, the City Commission approved Amendment No. 5 to the Agreement, to
reallocate unused data conversion funds in the project budget.
On January 11, 2017, the Mayor and City Commission adopted Resolution No. 2017-29704,
which approved and authorized the City to execute Amendment No. 6 to amend the provisions
regarding project management services.
The Administration has also engaged Tyler for post go-live services outside the scope of the
original agreement with Tyler, as authorized by the City Manager, pursuant to Tyler's contracts
110515-TTI and 113011, awarded by the National Joint Powers Alliance (NJ PA);
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 March 9, 2017 meeting, the Steering Committee, determined that it was necessary to
change the go-live date for Phase 3, HR/Payroll, from April 3, 2017 to May 5, 2017, to allow
additional necessary time for the City and Tyler teams to complete system configuration and
data conversion, therefore, the quantity of project management services and implementation
days to be provided by Tyler, as set forth in the Agreement, for the implementation are
insufficient to complete Phase 3, HR/Payroll, and made a recommendation to the City Manager
to seek to amend the Agreement with Tyler Technologies as follows:
a.Amend the "Go-Live" dates for Phase 3 as follow:
Phase 3— HR/Payroll: changed from April 3,2017 to May 5, 2017.
b.Amend the Project Management Services to be provided by Tyler as follow.
Exhibit Al to the Agreement, entitled "Munis Investment Summary," is hereby amended as
follows:
The line item for"Dedicated Full Time Project Manager(Monthly)",with 27 units, at a Unit Price
of $20,750.00, at an Extended Price of $560,250.00, is hereby amended to provide for 29
units,at an Extended Price of$601,750.00.
c.Amend the Munis Implementation Days to be provided by Tyler as follow:
Exhibit Al to the Agreement, entitled "Munis Investment Summary," is hereby amended as
follows:
The line item for"Bridge Day Half Day",with 1 units, at a Unit Price of$638.00, at an Extended
Price of$638.00, is added.
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Ss. '.
The line item for"Bridge Days", with 3 units, at a Unit Price of $1,275.00, at an Extended Price
of$3,825.00, is added.
The line item for "Pre-Live Days", with 13 units, at a Unit Price of $1,275.00, at an Extended
Price of$16,575.00, is added.
The line item for"HR/PR Implementation Days",with 3 units, at a Unit Price of$1,275.00, at an
Extended Price of$3,825.00, is added.
The line item for"Estimated Travel Expenses", with 1 units, at a Unit Price of$18,700.00, at an
Extended Price of$18,700.00, is added.
This change results in an overall increase of $85,063.00 for project management services and
implementation days. This item has no impact on the project funding, since no additional dollars
are being added, and the adjustments came from the contingency built into the contract.
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.
7 to the Agreement, to amend the project management services. This amendment has no
impact on the City's total funding for the project, since no additional dollars are being added,
and the adjustment came from the contingency built into the contract.
KEY INTENDED OUTCOMES SUPPORTED
Streamline The Delivery Of Services Through All Departments
Legislative Tracking
Information Technology
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