R-1944 - 04/13/2021 - AGREEMENTS - Resolutions Supporting Documents Jim Fox
From: Parent,Joe<Joe.Parent@tylertech.com>
Sent: Wednesday,April 14,2021 12:14 PM
To: Jim Fox
Subject: RE:Village of Oak Brook,IL--ExecuTime Project
Hi Jim!
Great news!!! I will process this right away and send to the Implementation team for assignment. With full buy-in on
both sides there should not be an issue implementing along the stated timeline.
Thank you very much!
Joe
From:Jim Fox<jfox@oak-brook.org>
Sent:Wednesday,April 14,202112:40 PM
To:Parent,Joe<Joe.Parent@tylertech.com>
Subject:Village of Oak Brook,IL--ExecuTime Project
Joe,
Our Village Board of Trustees approved the ExecuTime Time and Attendance System Project at their meeting held last
night.
Attached is the signed quote by our Village Manager along with our Purchase Order 20210174-000.
As we discussed in great deal,we would like to have this project"fully"implemented by the end of 2021. Our staff will
be fully committed to this project and would like to begin the implementation as soon as possible.
Please reply back with information on the Tyler ExecuTime Implementation Team and Project Plan(with dates)at your
earliest convenience.
Thank you in advance.
Jim
This electronic message and any attached files contain information intended for the exclusive use of the individual(s)or entity to whom It is addressed
and may contain information that is proprietary,confidential and/or exempt from disclosure under applicable law,Including protected health informa ton
(PHI)_If—i aro not fho Inranr ...Inion.
ak
� Village Brook
Brook Purchase Order
�, ,200 Oak Brook Road
(A�'aril Oak Brook,IL 60523-2255
(630)368-5000 Fiscal Year 2021 Page:1 of:1
www.oak-brook.org
Revisions 000
151 Purchase 20210174-000
VILLAGE OF OAK BROOK Expiratlon Date 12/31/2021 Order#
INFORMATION SERVICES
1200 OAK BROOK ROAD Delivery must be made within
OAK BROOK,IL 60523 doors of specified destination.
0 151
TYLER TECHNOLOGIES INC VILLAGE OF OAK BROOK
PO BOX 203556 INFORMATION SERVICES
DALLAS,TX 75320-3556 1200 OAK BROOK ROAD
OAK BROOK,IL 60523
800-772-2260 1 1 20210201 1 JIM FOX
04/14/2021 1 11722 1 1 1 INFORMATION SERVICES
1 TYLER TECHNOLOGIES EXECUTIME TIME&ATTENDANCE 1.0 EACH $74,510.00 $74,510.00
WITH ADVANCED SCHEDULING PROJECT PER ATTACHED
QUOTE 2020-114445
GL SUMMARY...........«..
151-91600 $74,510.00
VILLAGE OF OAK BROOK
PURCHASING TERMS AND CONDITIONS
1. This purchase order, when not indicated CONFIRMING, is an offer to purchase the indicated goods or services.
Acceptance of this purchase order is evidence that a contract exists between the vendor(contractor)and the Village of Oak
Brook.
2. This purchase order,when indicated CONFIRMING,is issued as evidence that a contractual agreement has been reached
between the vendor(contractor)and the Village of Oak Brook.
3. All applicable portions of the Uniform Commercial Code shall govern this contract between the vendor and the Village of
Oak Brook.
4. Where applicable,the vendor(contractor)shall be governed by the Illinois Prevailing Wage Act;820 ILCS 130-0.01 and
following sections.
5. The vendor is required to submit a Material Safety Data Sheet(MSDS),prior to or at the time of delivery,if any toxic
substance is contained in the product per 820 ILCS 255111.
6. All pricing must be FOB delivery point.Where shipping costs are not included in the stated price on the purchase order,the
vendor shall prepay such costs and add to the Invoice.
7. Where circumstances or conditions exist preventing effective inspection of the goods at the time of delivery,the Village of
Oak Brook reserves the right to inspect the goods at a reasonable time subsequent to delivery.
8. All invoices are to be directed to the"BILL TO"address on the front side of this Purchase Order.
9. The Village of Oak Brook complies with the Illinois Local Government Prompt Payment Act which states that any bill
approved for payment shall be paid within 30 days after date of approval.
10. The Village of Oak Brook approves accounts payable twice monthly.
11. The Village of Oak Brook is exempt from payment of State,Federal Excise and Illinois Retailers Occupational taxes.The
Village's tax exemption number is E99974381,and our Federal Identification Number is 36-6009534.
12. Vendors are required to comply with all Federal and Stale Laws and Regulations,including but not limited to,all Equal
Employment Opportunity,Affirmative Action statutes,as required by law.
13. Vendors are required to comply with all Insurance Requirements as set by the Village of Oak Brook,including but not limited
to General Liability, Property,Workers Compensation and Automobile. The Village of Oak Brook must be listed as
additional insured.
14. In case any article sold and delivered to the Village of Oak Brook shall be protected by any patent or copyright,the seller
agrees to defend, indemnify and save harmless the Village of Oak Brook from and against any and all suits,claims,
judgments,and costs instituted or recovered against it by any persons whomsoever on account of the use or sale of such
article by the Village in violation of rights under such patent or copyright.
15. Any Act done or omitted to be done by the seller in violation or disregard of the foregoing terms and conditions shall not be
binding upon the Village of Oak Brook,nor shall the Village be responsible for any damage or loss to the seller arising out
of,or in consequence of,any such act or omission.
16. Vendor certifies that it is not barred from contracting with the Village of Oak Brook as a result of violation of either Section
5133E-3(bid-rigging)or 5133E-4(bid rotating)of Chapter 720 of the Illinois Compiled Statues.
17. Vendor certifies that It does and will provide a drug-free workplace by complying with Section 3 of the Illinois Drug Free
Village of Oak Brook
1200 Oak Brook Road Purchase Order
Oak Brook, IL 60523-2255
, (630)368-5000 Fiscal Year 2021 Page: 1 of: 1
_ www.oak-brook.org
Revisions 000r
0 -R. WNter, �
151 Purchase
VILLAGE OF OAK BROOK Expiration Date 12/31/2021 Order# 20210174-000
INFORMATION SERVICES
1200 OAK BROOK ROAD Delivery must be made within
OAK BROOK, IL 60523 doors of specified destination.
GM
0 151
TYLER TECHNOLOGIES INC VILLAGE OF OAK BROOK
PO BOX 203556 INFORMATION SERVICES
t,.. DALLAS, TX 75320-3556 1200 OAK BROOK ROAD
OAK BROOK, IL 60523
800-772-2260 20210201 1 JIM FOX
04/14 2 211 11722 1 1 INFORMATIONS
ERVICES
1 TYLER TECHNOLOGIES EXECUTIME TIME&ATTENDANCE 1.0 EACH $74,510.00 $74,510.00
WITH ADVANCED SCHEDULING PROJECT PER ATTACHED
QUOTE 2020-114445
VILLAGE OF OAK BROOK
PURCHASING TERMS AND CONDITIONS
1. This purchase order, when not indicated CONFIRMING, is an offer to purchase the indicated goods or services.
Acceptance of this purchase order is evidence that a contract exists between the vendor(contractor)and the Village of Oak
Brook.
2. This purchase order,when indicated CONFIRMING,is issued as evidence that a contractual agreement has been reached
between the vendor(contractor)and the Village of Oak Brook.
3. All applicable portions of the Uniform Commercial Code shall govern this contract between the vendor and the Village of
Oak Brook.
4. Where applicable,the vendor(contractor)shall be govemed by the Illinois Prevailing Wage Act;820 ILCS 130-0.01 and
following sections.
5. The vendor is required to submit a Material Safety Data Sheet(MSDS),prior to or at the time of delivery,if any toxic
substance is contained in the product per 820 ILCS 255/11.
6. All pricing must be FOB delivery point.Where shipping costs are not included in the stated price on the purchase order,the
vendor shall prepay such costs and add to the invoice.
7. Where circumstances or conditions exist preventing effective inspection of the goods at the time of delivery,the Village of
Oak Brook reserves the right to inspect the goods at a reasonable time subsequent to delivery.
8. All invoices are to be directed to the"BILL TO"address on the front side of this Purchase Order.
9. The Village of Oak Brook complies with the Illinois Local Government Prompt Payment Act which states that any bill
approved for payment shall be paid within 30 days after date of approval.
10. The Village of Oak Brook approves accounts payable twice monthly.
11. The Village of Oak Brook is exempt from payment of State,Federal Excise and Illinois Retailers Occupational taxes.The
Village's tax exemption number is E99974381,and our Federal Identification Number is 36-6009534.
12. Vendors are required to comply with all Federal and State Laws and Regulations,including but not limited to,all Equal
Employment Opportunity,Affirmative Action statutes,as required by law.
13. Vendors are required to comply with all Insurance Requirements as set by the Village of Oak Brook,including but not limited
to General Liability, Property,Workers Compensation and Automobile. The Village of Oak Brook must be listed as
additional insured.
14. In case any article sold and delivered to the Village of Oak Brook shall be protected by any patent or copyright,the seller
agrees to defend,indemnify and save harmless the Village of Oak Brook from and against any and all suits,claims,
judgments,and costs instituted or recovered against it by any persons whomsoever on account of the use or sale of such
article by the Village in violation of rights under such patent or copyright.
15. Any Act done or omitted to be done by the seller in violation or disregard of the foregoing terms and conditions shall not be
binding upon the Village of Oak Brook,nor shall the Village be responsible for any damage or loss to the seller arising out
of,or in consequence of,any such act or omission.
16. Vendor certifies that it is not bared from contracting with the Village of Oak Brook as a result of violation of either Section
5/33E-3(bid-rigging)or 5/33E4(bid rotating)of Chapter 720 of the Illinois Compiled Statues.
17. Vendor certifies that it does and will provide a drug-free workplace by complying with Section 3 of the Illinois Drug Free
•••� Quoted By: Joe Parent
••••�• tyler Date: 3/18/2021
• technologies Quote Expiration: 6/30/2021
Quote Name: Village of Oak Brook ERP ExecuC
Quote Number: 2020-114445
Quote Description: Village of Oak Brook ERP Execuu
Sales Quotation For
Village of Oak Brook
1200 Oak Brook Rd
Oak Brook B,60523-2255
Phone+1(630)990-5739
Tyler Software and Related Services
Description License Impl.Hours Impl.Cost Data
Human Capital Management:
ExecuTime Advanced Scheduling(65) $11,155.00 48 $7,824.00 $0.00 $18,979.00
ExecuTime Advanced Scheduling Mobile $4,375.00 p. 'i0A0
$0.00 $4,375.00
Access
ExecuTime Time 8 Attendance(250) $18,585.00 96 $15,648.00 $0.00 $34,233.00
ExecuTime Time d Attendance Mobile Access $5,585.00 _6 OD" s5.585C�
Additional:
Tyler Disaster Recovery Service $0.00 0 $0.00 $0.00 $0.00
Tyler System Management Services e6nilraet $000 0 iOOb ' r w $0.00 '
Sub-Total: $39,700.00 $23,472.00 $0.00 $63,172.00
Less Discount $3,972.00 0.00 $0.00 $3,972.00
TOTAL: $35,728.00 144 $23,472.00 $0.00 $58,200.00
Other Services
Description Quantity
Discount
Project Management 20 $163.00 $0.00
TOTAL:
2020.114445-Village of Oak Brook ERP Fxecuame Time 8 Attendance CONFIDENTIAL
3rd Party Hardware,Software and Services
Description
Discount
Touchscreen 10:Proximity Reader(HID) 5 $2.41n on $0.00 $12 050.00 $0.00 $000
Touchscreen 10:Proximity Reader(HID) 5 $0.00 $0.00 $0.00 $241.00 $0.00
Maintenance
3rd Party Hardware Sub-Total: $0.00 $12,050.00
TOTAL: $12,050.00
Summary One Time Fees Recurring Fees
Total Tyler Software $35,728.00 $7,938.00
Total Tyler Services $26,732.00 $0.D0
Total 3rd Party Hardware,Software and $12,050.00 $1,205.00
Services
Summary Total $74,510.00 $9,143.00
Contract Total $83,653.00
Unless otherwise indica in the contra������r amendment thereto,pricing for optional items will be held for
six(6)months from t Qu�Ae
to date or dive Date of the contract,whichever is later.
Customer Approval: Date:Print Name: l7"IN�-fes PC.Zx: Zp 2Qf - —0&0
All primary values quoted in US Dollars
Tyler Discount Detail
DescriptionDiscount License Net Maintenance Year• '
Maint
Basis Discount
Payroll/HR:
ExecuTime Advanced Scheduling(65) $11.155.00 $1,116.00 $10,039.00 $2,231.00 $1,116.00
ExocvTime Advanced Scheduling Mobile $4.375:00 .5438.00 $3.937.00 $875.00 $478.00
Access
ExecuTime Time 8 Attendance(250) $18,585.00 $1,859.00 $16,726.00 $3,717.00 $1,659.00
ExecuTime Time 3 Attendance Mobile Acoess 55585.00 $559:00 554k.00 s1,117.00 $599.00
2020-114445-village of Oak Brook ERP Execut-e Time Attendance CONFIDENTIAL
Tyler Discount Detail
Description License License Discount License Net Maintenance Year One Maint
Basis Discount
Additional:
Tyler Disaster Recovery Service SO 00 $0 00 $000 S1 985 00 $0.00
Tyler System Management Services Contract $0.00 $0.00 $0.00 $1,985.00 $0.00
TOTAL: $39,700.00 $3,972.00 $35,728.00 $11.910.00 $3,972.00
2020-114445-Village of Oak Brook ERP E:ecWme Time 8 Attend— CONFIDENTIAL
i
Comments
Client agrees that items in this sales quotation are,upon Client's signature or approval of same,hereby added to the existing agreement("Agreement") 'i
subject to its terms.Additionally,payment for said items,as applicable but subject to any listed assumptions herein,shall conform to the following ten
I
• License fees for Tyler and third party software are invoiced upon the earlier of(i)deliver of the license key or(ii)when Tyler makes such softwe
by the Client;
• Fees for hardware are invoiced upon delivery;
• Fees for year one of hardware maintenance are invoiced upon delivery of the hardware;
• Annual Maintenance and Support fees,SaaS fees,Hosting fees,and Subscription fees are first payable when Tyler makes the software available
(for Maintenance)or on the first day of the month following the date this quotation was signed(for SaaS,Hosting,and Subscription),and any st
with the applicable term under the Agreement,with renewals invoiced annually thereafter in accord with the Agreement.
• Fees for services included in this sales quotation shall be invoiced as indicated below.
o Implementation and other professional services fees shall be invoiced as delivered.
o Fixed-fee Business Process Consulting services shall be invoiced 50%upon delivery of the Best Practice Recommendations,by module,and
custom desktop procedures,by module.
o Fixed-fee conversions are invoiced 501/6 upon initial delivery of the converted data,by conversion option,and 50%upon Client acceptance to
Live/Production environment,by conversion option.Where conversions are quoted as estimated,Tyler will invoice Client the actual services
materials basis.
o Except as otherwise provided,other fixed price services are invoiced upon complete delivery of the service.For the avoidance of doubt,wher
Services"are provided,payment shall be invoiced upon delivery of the Implementation Planning document.Dedicated Project Management s
invoiced monthly in arrears,beginning on the first day of the month immediately following initiation of project planning.
o If Client has purchased any change management services,those services will be invoiced in accordance with the Agreement.
o Notwithstanding anything to the contrary stated above,the following payment terms shall apply to services fees specifically for migrations: I
of any Migration Fees listed above upon Client approval of the product suite migration schedule. The remaining 50%,by line item,will be bi
applicable product suite.Tyler will invoice Client for any Project Management Fees listed above upon the go-live of the first product suite.U
this Sales quotation,annual services will be invoiced in advance,for annual terms commencing on the date this sales quotation is signed by d
services)is an addition to the same service presently existing under the Agreement,the first term of the added annual service will be prorates
the existing annual term for the service,with renewals to occur as indicated in the Agreement.
Expenses associated with onsite services are invoiced as incurred.
Tyler System Management Services is calculated at 25%of the Munis annual maintenance.There is a$2,500 minimum annual fee.
Tyler's Disaster Recovery Service is calculated at 25%of the Munis annual maintenance.There is a$5,000 minimum annual fee for Disaster Recover
Recovery fees are applicable only to one Live Munis database and excludes all test and training databases.
Tyler's quote contains estimates of the amount of services needed,based on our preliminary understanding of the size and scope of your project.The i
2020-114445-Village of Oak Brook ERP Executkne Time&Attendance CONFIDENTIAL
Comments
depends on such factors as your level of involvement in the project and the speed of knowledge transfer.
Unless otherwise noted,prices submitted in the quote do not include travel expenses incurred in accordance with Tyler's then-current Business Travel I
Tyler's prices do not include applicable local,city or federal sales,use excise,personal property or other similar taxes or duties,which you are respons
remitting.Installations are completed remotely,but can be done onsite upon request at an additional cost.
In the event Client cancels services less than two(2)weeks in advance,Client is liable to Tyler for(i)all non-refundable expenses incurred by Tyler or
daily fees associated with the cancelled services if Tyler is unable to re-assign its personnel.
Implementation hours are scheduled and delivered in four(4)or eight(8)hour increments.
Tyler provides onsite training for a maximum of 12 people per class.In the event that more than 12 users wish to participate in a training class or more
class is needed,Tyler will either provide additional days at then-current rates for training or Tyler will utilize a Ttain-the-Trainer approach whereby th,
of the initial training can thereafter train the remaining users.
Tyler's pricing is based on the scope of proposed products and services being obtained from Tyler.Should portions of the scope of products or services
Tyler reserves the right to adjust prices for the remaining scope accordingly.
Project Management includes project planning,kickoffineeting,status calls,task monitoring,verification and transition to support.
If a Tyler client desires clocks that do not have direct connectivity back to the network server ExecuTime resides on,then a VPN device installation,u
current prices,will be needed for every location where a clock may reside.Clocks will be shipped upon receipt of a signed quote or addendum.
Clock prices include Tyler instruction regarding clock configuration and connection to the ExecuTime software.Client is responsible for clock installs
applicable network.
If annual maintenance is purchased at the same time as the applicable clock is purchased,the maintenance period for the clock will begin when the cic
maintenance will automatically renew upon the expiration date of the then current term(with each renewal being a"Renewal Term"unless either parr
renew at least thirty(30)days in advance of a Renewal Term.
If annual maintenance for a clock is added at a future date,the annual maintenance term will begin upon receipt of a signed quote unless indicated oth
The maintenance plan includes direct replacement of the clock if it cannot be fixed through the standard helpdesk process provided,however,clocks t
to neglect or misuse,vandalism,electrical surges,terrorism,or alterations done by other than a Tyler representative are not provided at no charge.Up(
a quote for such clock replacements.Further,it is Client's responsibility is to promptly return the failed unit using the preaddressed and prepaid mails
provided with the replacement clock.If Client fails to ship the defective clock within one(1)week of receiving replacement,Client shall be liable for
replacement clock.
Replacements clocks will be shipped for overnight delivery.Orders placed before Noon Eastern time will ship the same day.Orders placed atter that t
following business day.
2020-114445-Village of Oak Brook ERP Exemtime Time 8 Attendance CONFIDENTIAL
Comments
Development modifications,interfaces and services,where applicable,shall be invoiced to the client in the following manner:50%of total upon autho
on program specifications and the remaining 50%of total upon delivery of modifications,interface and services.
Tyler Disaster Recovery Services is calculated at 25%of annual maintenance.The quoted value is in addition to your current Disaster Services and wE
increase at our then current pricing.
Tyler System Management Services is calculated at 25%of annual maintenance.The quoted value is in addition to your current Tyler System Managei
subject to an annual increase at our then current pricing.
2020-114445-Village of Oak Brook ERP Executime Time&Attendance CONFIDENTIAL