R-1395 - 09/23/2014 - FINANCE - Resolutions Supporting Documents ITEM 10.8.2
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AGENDA ITEM
Regular Board of Trustees Meeting
of
September 23, 2014
SUBJECT: Contract Award-Tyler Technologies-Annual Financial Software Maintenance
FROM: Sharon Dangles, Finance Director and Jim Fox, Assistant Information Technology Director
BUDGET SOURCE/BUDGET IMPACT: Information Technology Services Program -- Maintenance
Computers(#151-72500).
RECOMMENDED MOTION: We move to approve Resolution R-1395, "A Resolution
Authorizing the Execution of Agreements by and Between the Village and Tyler Technologies,
Inc. for MUNIS Support Services," and approve the Annual Support Agreement, and authorize
the payment of the support invoices (attached) for maintenance of the Village's financial
software to Tyler Technologies, Inc., Falmouth, Maine, for the total amount of$44,714.22,
subject to attorney and staff review.
Background/History:
Tyler Technologies is the company that Village selected via a request for proposal process (RFP)
in 2007 to provide our MUNIS Financial Software applications, so this is a sole source item. On
an annual basis, consistent with the contract between the Village and Tyler, we need to pay for
various software support and service items. The attached document provides the details of the
software modules and services. This will be the sixth renewal year of the agreement with Tyler
Technologies with the proposed year(2014-2015) costing $44,714.22. The renewal numbers for
2014-15 reflect a 5% increase over 2013-14. The slightly higher percentage rate increases are
due to the fact we are coming off our original capped contract that limited renewal increases to
no more than 3% over the renewal periods for each of the initial three (3) years, which
effectively lowered our annual costs by 20% lower than the current market price; however, going
forward Tyler is recapturing some of that lost revenue by charging customers, including Oak
Brook, 5% or more instead of the 3%.
Recommendation:
Staff recommends that the Village Board approve the attached resolution, support agreement,
and authorize the payment of invoices to Tyler Technologies for annual maintenance of our
financial software in the total amount of$44,714.22.
• Remittance: 11VOIC@
Tyler Technologies, Inc.
®®® ®®® (FEIN 75-2303920)
P.O. Box 203556 Invoice No Date Page
technologies Dallas,TX 75320-3556 045-117022 09/01/2014 1 of 1
Empowering people who serve the public -
Questions:
Tyler Technologies-ERP &Schools
Phone: 1-800-772-2260 Press 2, then 1
Fax: 1-866-673-3274
Email: ar @tylertech.com 11 1111 -
Bill To: VILLAGE OF OAK BROOK Ship To: VILLAGE OF OAK BROOK
ATTN:JIM FOX ATTN:JIM FOX
1200 OAK BROOK ROAD 1200 OAK BROOK ROAD
OAK BROOK, IL 60523 OAK BROOK,IL 60523
Customer No. Ord No PO Number Currency Terms Due Date
2551 58249 USD N ET30 10/01/2014
Date Description Units Rate Extended Price
Contract No.:OAK BROOK,IL
SUPPORT&UPDATE LICENSING-ROLE TAILORED DASHBOARD 1 945.00 945.00
Maintenance:Start:20/Sep/2014, End:19/Sep/2015
•
•
•
**ATTENTIO■** Subtotal 945.00
Order your checks and forms from
Tyler Business Forms at 877-749-2090 or Sales Tax 0.00
tylerbusinessforms.com to guarantee
100% compliance with your software. Invoice Total 945.00
Remittance: gI1V®ICE.'
Tyler Technologies,Inc.
(FEIN 75-2303920)
® a P.O.Box 203556 Invoice No Date Page
technologies Dallas,TX 75320-3556 045-117021 09/01/2014 1 of 1
Empowering people who serve the public's
Questions:
Tyler Technologies-ERP&Schools
Phone: 1-800-772-2260 Press 2,then 1
Fax: 1-866-673-3274
Email: ar @tylertech.com 3 °
Bill To: VILLAGE OF OAK BROOK Ship To: VILLAGE OF OAK BROOK
ATTN:JIM FOX ATTN: JIM FOX
1200 OAK BROOK ROAD 1200 OAK BROOK ROAD
OAK BROOK,IL 60523 OAK BROOK, IL 60523
Customer No. Ord No PO Number Currency Terms Due Date
2551 57707 USD NET30 10/01/2014
Date Description Units Rate Extended Price
Contract No.:OAK BROOK,IL
MUNIS GUI SITE LICENSE SUPPORT 1 1,650.00 1,650.00
Maintenance:Start:20/Sepl2014, End:19/Sep/2015
**ATTENTION** Subtotal 1,650.00
Order your checks and forms from
Tyler Business Forms at 877-749-2090 or Sales Tax 0.00
tylerbusinessforms.com to guarantee
100% compliance with your software. Invoice Total 1,650.00
®® Remittance: I f1VO1C@
® ® ® Tyler Technologies, Inc.
® • , (FEIN 75-2303920)
P.O. Box 203556 Invoice No Date Page
technologies Dallas,TX 75320-3556 045-117020 09/01/2014 1 of 1
Empowering people who serve the public'
Questions:
Tyler Technologies- ERP&Schools
Phone: 1-800-772-2260 Press 2, then 1 0 II III 11 I I 11
Fax: 1-866-673-3274
Email: ar @tylertech.com
Bill To: VILLAGE OF OAK BROOK Ship To: VILLAGE OF OAK BROOK
ATTN:JIM FOX ATTN:JIM FOX
1200 OAK BROOK ROAD 1200 OAK BROOK ROAD
OAK BROOK,IL 60523 OAK BROOK, IL 60523
Customer No. Ord No PO Number Currency Terms Due Date
2551 47434 USD NET30 10/01/2014
Date Description Units Rate Extended Price
Contract No.:OAK BROOK,IL
GUI UNLIMITED LICENSE SUPPORT 16 84.24 1,347.84
Version No. :INACTIVE
Maintenance:Start:20/Sep/2014, End:19/Sep/2015
**ATTENTION** Subtotal 1,347.84
Order your checks and forms from
Tyler Business Forms at 877-749-2090 or Sales Tax 0.00
tylerbusinessforms.com to guarantee
100% compliance with your software. Invoice Total 1,347.84
® Remittance:
® ®®O Tyler Technologies, Inc. nV®�Cie ,
i® • • (FEIN 75-2303920)
® P.O. Box 203556 Invoice No Date Page
• technologies Dallas,TX 75320-3556 045-117019 09/01/2014 1 of 1
Empowering people who serve the publk'
Questions:
Tyler Technologies-ERP&Schools
Phone: 1-800-772-2260 Press 2,then 1
Fax: 1-866-673-3274
Email: ar @tylertech.com
Bill To: VILLAGE OF OAK BROOK Ship To: VILLAGE OF OAK BROOK
ATTN:JIM FOX ATTN:JIM FOX
1200 OAK BROOK ROAD 1200 OAK BROOK ROAD
OAK BROOK, IL 60523 OAK BROOK, IL 60523
Customer No. Ord No PO Number Currency Terms Due Date
2551 47433 USD NET30 10/01/2014 ,
Date Description Units Rate Extended Price
Contract No.:OAK BROOK,IL 1 1,910.59 1,910.59
SUPPORT&UPDATE LICENSING-HUMAN RESOURCES MANAGEMENT
Maintenance:Start:20/Sep/2014, End:19/Sep/2015
SUPPORT&UPDATE LICENSING-TYLER CONTENT MANAGER SE 1 2,917.22 2,917.22
Maintenance:Start:20/Sep12014, End:19/Sep/2015
SUPPORT&UPDATE LICENSING-ACCOUNTS RECEIVABLE 1 1,637.48 1,637.48
Maintenance:Start:20/Sep/2014, End:19/Sep/2015
SUPPORT&UPDATE LICENSING-UTILITY BILLING CIS 1 1,786.80 1,786.80
Maintenance:Start:20/Sep/2014, End:19/Sep/2015
SUPPORT&UPDATE LICENSING-REQUISITIONS 1 1.241.82 1,241.82
Maintenance:Start:20/Sep/2014, End:19/Sep12015
SUPPORT&UPDATE LICENSING-BUSINESS OBJECTS 1 2,585.75 2,585.75
Maintenance:Start:20/Sep/2014, End:19/Sep/2015
SUPPORT&UPDATE LICENSING-PAYROLL 1 2,879.29 2,879.29
Maintenance:Start:20/Sep/2014, End:19/Sep/2015
SUPPORT&UPDATE LICENSING-UTILITY BILLING INTERFACE 1 682.82 682.82
Maintenance:Start:20/Sept2014, End:19/Sep/2015
SUPPORT&UPDATE LICENSING-PURCHASE ORDERS 1 1,910.59 1,910.59
Maintenance:Start:20/Sep/2014, End:19/Sep/2015
TYLER FORM PROCESSING SUPPORT 1 2,067.58 2,067.58
Maintenance:Start:20/Sep/2014, End:19/Sep/2015
SUPPORT&UPDATE LICENSING-ACCTG/GL/BUDGETIAP 1 7,199.50 7,199.50
Maintenance:Start:20/Sep/2014, End:19/Sep/2015
SUPPORT Si UPDATE LICENSING-GENERAL BILLING 1 744.08 744.08
Maintenance:Start:20tSep/2014, End:19/Sep/2015
SUPPORT&UPDATE LICENSING-MUNIS OFFICE 1 1,241.82 1,241.82
Maintenance:Start:20/Sep12014, End:19/Sep/2015
**ATTENTION** ,
Subtotal 28,805.34
Order your checks and forms from
Tyler Business Forms at 877-749-2090 or Sales Tax 0.00
tylerbusinessforms.com to guarantee
100% compliance with your software. Invoice Total 28,805.34
Munis Tyler ASP Solution Cost Summary
9/10/2014
2014-2015
m m m mi
ACCOUNTING/GL/BUDGET/AP $10,861.00 $12,617.22 $13,375.36 $14,044.13 $13,000.00 $14,746.33
ACCOUNTS RECEIVABLE $2,471.00 $2,870.56 $3,044.01 $3,196.21 $2,958.00 $3,356.02
BUSINESS OBJECTS $3,901.00 $4,531.79 $4,162.60 $4,370.73 $4,086.00 $4,589.27
DASHBOARD $1,123.00 $1,304.59 $900.00 $945.00 $1,845.00 $992.25
GENERAL BILLING $2,883.00 $3,349.18 $2,043.24 $2,145.40 $1,944.00 $2,252.67
HUMAN RESOURCES $1,873.00 $2,175.86 $3,551.71 $3,729.30 $3,451.00 $3,915.76
MUNIS OFFICE $4,604.00 $5,348.47 $2,306.14 $2,421.45 $2,242.00 $2,542.52
PAYROLL $2,883.00 $3,349.18 $6,340.15 $6,657.16 $6,099.00 $6,990.02
PURCHASE ORDERS $1,873.00 $2,175.86 $3,551.71 $3,729.30 $3,450.00 $3,915.76
REQUISITIONS $2,306.14 $2,421.45 $2,242.00 $2,542.52
TYLER CONTENT MANAGEMENT SE(TCM) $5,000.00 $5,437.00 $5,250.00
TYLER FORM PROCESSING $3,120.00 $3,624.50 $3,109.86 $3,265.35 $3,068.00 $3,428.62
UPDATE LICENSING-UTILITY BILLING CIS $1,327.00 $1,541.58 $4,926.44 $5,172.76 $4,687.00 $5,431.40
UTILITY BILLING INTERFACE $4,010.00 $4,658.42 $1,631.71 $1,713.30 $1,563.00 $1,798.96
CONCURRENT USER(10) $10,000.00 $10,000.00 $10,000.00 $10,000.00 $10,000.00 $10,000.00
TOTAL ANNUAL PROGRAM COST $50,929.00 $57,547.22 $61,249.07 $68,811.52 $66,072.00 $71,752.10
ANNUAL FEE $50,929.00 $57,547.22 $61,249.07 $68,811.52 $66,072.00 $71,752.10
ONE-TIME(CREATE VPN) $4,000.00 $4,000.00 $4,000.00 $4,000.00 $4,000.00 $4,000.00
$54,929.00 $61,547.22 $65,249.07 $72,811.52 $70,072.00 $75,752.10
One-Time Typical
Special Pricing
Pricing
Munis Modules
2014-2015
9/10/2014
Munis Financial Management Village of Oak One Time Cost Annual Cost Contrac€Total
Brook
Accoums Payable installed
Recounts Receivable
installed
Bid Managemem X $5,850.00 $594.00 $6,444.00
Budgeting Metalled
Contract Management $ $5,850.00 $594.00 $6,444.00
Fixed Assets X $12,800.00 $1,386.00 $14,18800
General Billing Installed
General Ledoer ktaMRed
Inventory X $12,250.00 $1,287.00 $13,53].00
Performance Based Bucicelim X $19,]0000 $1,]10.00 $21,410.00
Protect and Gram Accounting X $9,82500 $1,080.00 $10,905.00
Purchase Orders installed
Reouisitbrts Moaned
$tudem Activity Tracker NA
Treasure Managemem % $],550.00 $900.00 $8,450.00
Tyler GASB 34 68coder $ $14,450.00 $1,530.00 $15,980.00
Munis Human Capital Management
Applicant Tracking X $9,325.00 $495.00 $5,595.00
Employee EnDor se Reimbursemem
gmolovee Professional Devebommnt
Employee Snit Service X n $8,550.00 $1,080.00 $9,]55.00
Human Resources Management YMMlled
Installed
agmll
Risk Management
Munis Citizen Services
Anent Licenses NA
Business Licenses NA
Central Property
Citizen Self Crrvkp
X $9,2]5.00 $1,188.00 $10,463.00
Tyler Citizen Trenspererlcv $2,500.00 $12,500 00 $15,000.00
Madink
P44009 Tickets X NA
P '1 M Coule EM m $ $32,825 $2,640 00 $35,465.00
Slip Reservations NA
1.111108 Billing CIS kra Ind
Voter Registration NA
Integrated Services
Tyler Pulse X $28,57500 $4,500.00 $33,0]5.00
Tyler Cashiering % $1],842.00 $1,98000 $19,822.00 Contract total includes additional hardware
Business objects
Tyler 680019ng Senires X $2,650.00 $1,875 00 $4,725.00
Tyler Role Tailored Dashboard installed
TvlerForms Installed
Tyler Content Manager bsMllad
instal
MUNIS Office led
$200,017.00 535.33900 $231,256.00
Munis Financial Software
Module Cost Summary
9/10/2014
2011-12 2012-13 2013-14 2014-15 2015-16
3rd Renewal 4th Renewal 5th Renewal 6th Renewal 7th Renewal
Actual Actual Actual Proposed Projected
FINANCIAL SERVICES
ACCOUNTING/GL/BUDGET/AP $6,219.20 $6,530.16 $6,856.67 $7,199.50 $7,559.48
ACCOUNTS RECEIVABLE $1,414.51 $1,485.24 $1,559.50 $1,637.48 $1,719.35
GENERAL BILLING $642.76 $674.90 $708.65 $744.08 $781.28
MUNIS OFFICE $1,072.73 $1,126.37 $1,182.69 $1,241.82 $1,303.91
PURCHASE ORDERS $1,650.44 $1,732.96 $1,819.61 $1,910.59 $2,006.12
REQUISITIONS $1,072.73 $1,126.37 $1,182.69 $1,241.82 $1,303.91
MUNIS HUMAN CAPITAL MANAGEMENT
HUMAN RESOURCES $1,650.44 $1,732.96 $1,819.61 $1,910.59 $2,006.12
PAYROLL $2,487.24 $2,611.60 $2,742.18 $2,879.29 $3,023.25
MUNIS CITIZEN SERVICES
NON-INSTALLED
INTEGRATED SERVICES
UPDATE LICENSING-UTILITY BILLING CIS $1,543.50 $1,620.68 $1,701.71 $1,786.80 $1,876.14
UTILITY BILLING INTERFACE $589.84 $619.33 $650.30 $682.82 $716.96
BUSINESS OBJECTS
BUSINESS OBJECTS $2,233.67 $2,345.35 $2,462.62 $2,585.75 $2,715.04
TYLER CONTENT MANAGEMENT SE(TCM) $2,646.00 $2,778.30 $2,917.22 $3,063.08
TYLER FORM PROCESSING SUPPORT $1,786.05 $1,875.35 $1,969.12 $2,067.58 $2,170.96
GENERAL SUPPORT $22,363.11 $26,127.27 $27,433.65 $28,805.34 $30,245.61
ROLE TAILORED DASHBOARD $945.00 $992.25
GUI UNLIMITED SUPPORT $1,164.32 $1,222.56 $1,283.68 $1,650.00 $1,732.50
OSDBA ADMINISTRATIVE SUPPORT $5,590.78 $6,038.04 $6,339.94 $6,656.94 $6,989.79
DISASTER RECOVERY $5,590.78 $6,038.04 $6,339.94 $6,656.94 $6,989.79
TOTAL ANNUAL PROGRAM COST $34,708.99 $39,425.91 $41,397.21 $44,714.21 $46,949.93
RESOLUTION 2014-FI-MUNIS-AG-R-1395
A RESOLUTION AUTHORIZING THE EXECUTION OF AN AGREEMENT BY AND BETWEEN THE
VILLAGE AND TYLER TECHNOLOGIES, INC. FOR MUNIS SUPPORT SERVICES
WHEREAS, the Village of Oak Brook ("Village") previously contracted with Tyler Technologies,
Inc. of Falmouth, Maine ("Tyler") for Tyler to provide the Village its proprietary MUNIS Financial Software
applications; and
WHEREAS, the Village's computer system and database is setup for Tyler's Munis System and
the Village would have to expend significant costs to transition its computer system and database to
another financial software package; and
WHEREAS, in order to continue to use the MUNIS financial system, the Village must enter into
an Annual Support Agreement and License Agreement, attached hereto and incorporated herein as
Exhibit A ("Support Agreement"), with Tyler for Tyler to provide support and database administration
support services ("Support Services") for the Village's MUNIS financial software; and
WHEREAS, Section 1-7-7 of the "Village Code of the Village of Oak Brook, Illinois," as amended
("Village Code") provides that contracts, which by their nature are not adapted to award by competitive
bidding or competitive proposals may be exempted from the competitive bidding and competitive proposal
requirements contained on the Village Code; and
WHEREAS, Tyler is the only company that provides Support Services, and consequently, the
Support Agreement and Operating System Agreement are not suited for competitive bidding or
competitive proposals, and
WHEREAS, the President and Board of Trustees, being fully advised in the premises, have
determined that it is in the best interests of the Village and its residents to approve the Support
Agreement, Operating Agreement, and to authorize the payment to Tyler for its Support Services;
NOW THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows:
Section 1: Recitals. The foregoing recitals are hereby incorporated into, and made a part
of, this Resolution as the findings of the President and Board of Trustees of the Village of Oak Brook.
Section 2: Approval of Agreement. The President and Board of Trustees hereby approve
the Support Agreement with Tyler in substantially the same form as attached as Exhibit A, and in final
form approved by the Village Attorney and Village Manager.
Section 3: Execution of Agreement. The Village President and the Village Clerk shall be,
and are hereby, authorized to execute the final Agreement on behalf of the Village.
Section 4: Effective Date. This Resolution shall be in full force and effect from and after its
passage by two-thirds of the Trustees and its approval in the manner provided by law.
[SIGNATURE PAGE FOLLOWS]
Resolution 2014-FI-MUNIS-AG-R-1395
Execution of Agmt.with Tyler Technologies,Inc.
For Munis Support Services
Page 2 of 3
APPROVED THIS 23rd day of September, 2014
Gopal G. Lalmalani
Village President
PASSED THIS 23rd day of September, 2014.
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
Resolution 2014-FI-MUNIS-AG-R-1395
Execution of Agmt.with Tyler Technologies,Inc.
For Munis Support Services
Page 3 of 3
EXHIBIT A
tyler
• I; {:hni fogies
• One Tyler Drive
Yarmouth,ME 04096
P:60O.772.226D
F:207.781.2459
Greetings:
Enclosed is your Annual Support Agreement and License Agreement for Munis®
Software for the upcoming renewal period.
You will note that this renewal form is different from the forms you may have
received in the past. The biggest change we have made is to align you with our
current,Tyler-wide practice of setting the term for maintenance and support as
automatically renewable,in one-year increments. That means that,after you sign
this renewal form,in subsequent years you will only receive an invoice from us
reflecting our then-current maintenance and support fees.
We are taking this step to simplify the administration of your contract-a change we
believe benefits us both. This change does not mean,though,that you are forever
bound to a maintenance and support agreement with Tyler. If you choose to,you
may terminate the agreement, effective as of the last date of the then-current term,
by providing us at least fifteen days' notice of your intent to do so.
Please do not hesitate to contact Nicole Beaudette, Revenue Specialist,at(800) 772-
2260 extension 4692 or nicole.beaudette@'tylertech.com with any questions or
concerns.
Sincerely,
Abigail Diaz
Associate General Counsel
R
Enclosure
Annual Support Agreement and License Agreement for Munis®Software
This Annual Support Agreement and License Agreement for Munis®O Software("Support Agreement")is made by and
between Tyler Technologies,Inc. with offices at One Tyler Drive,Yarmouth,Maine 04096("Tyler")and the client
named in the attached invoice("Client").
WHEREAS,Tyler and Client are parties to an original agreement("Agreement");and
WHEREAS,Tyler and Client desire to renew the maintenance services term under the Agreement;
NOW THEREFORE,in consideration of the mutual promises hereinafter contained, Tyler and Client agree as follows:
1. Tyler shall provide maintenance services to Client,as specified in the Agreement and Tyler's then-current
support call process,during the period set forth in the attached invoice.
2. Client shall remit to Tyler maintenance fees in the amount set forth in the attached invoice.
3. Maintenance services will renew automatically for additional one(1)year terms at Tyler's then-current
maintenance fees unless terminated in writing by either party at least fifteen (15)days prior to the end of the
then-current term.
4. This Support Agreement shall be governed by and construed in accordance with the terms and conditions of
the Agreement.
5. All other terms and conditions of the Agreement shall remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this Support Agreement as of the dates set forth below.
Tyler Technologies,Inc. Client:
ERP and School Division
By: By:
Name: Christopher P.Hepburn Name:
Title: Senior Vice President Title:
Date: