HomeMy WebLinkAboutAGENDA REPORT 2019 0515 REG CCSA ITEM 10BCITY OF MOORPARK,
CALIFORNIA
City Council Meeting
of May 15, 2019
ACTION Approved Staff
Recommendation, Including
Adoption of Resolution No.
2019-3810.
BY B.Garza
B. Consider Amendment No. 5 to Agreement between the City of Moorpark and
Tyler Technologies, Inc. for Implementation of ExecuTime Software and
Resolution Amending Fiscal Year 2018/2019 Budget. Staff Recommendation: 1)
Authorize the City Manager to execute Amendment No. 5 to the agreement with
Tyler Technologies, Inc. subject to final language approval by the City Manager;
and 2) Adopt Resolution No. 2019 - ____ to amend fiscal year 2018/2019 Budget
by appropriating $15,000 from the General Fund (1000). (ROLL CALL VOTE)
(Staff: Irmina Lumbad)
Item: 10.B.
MOORPARK CITY COUNCIL
AGENDA REPORT
TO: Honorable City Council
FROM: Irmina Lumbad, Interim Finance Director
DATE: 05/15/2019 Regular Meeting
SUBJECT: Consider Amendment No. 5 to Agreement between the City of
Moorpark and Tyler Technologies, Inc. for Implementation of
ExecuTime Software and Resolution Amending Fiscal Year
2018/2019 Budget
BACKGROUND
On May 6, 2015, City Council authorized the award of a $350,000 contract to Tyler
Technologies, Inc. for purchase of software licensing and installation. The acquisition
included two software suites: Incode 10 and Energov. The Incode 10 application
comprises of Financials; Personnel Management including Employee Self Service
(ESS); Customer Relationship Management (AR); and Document Management Suite
modules. The Energov software includes Permitting and Land Management; License
and Regulatory Management (Business Licenses & Code Enforcement); Customer
Relationship Management; and Reporting. Amendment No. 1 added a Project
Accounting module for $6,980 and Amendment No. 2 was for $750 for additional
services relating to data conversion. On February 7, 2018 the City Council approved
Amendment No. 3 for $24,925 to purchase ExecuTime, an upgraded time and
attendance application with three biometric readers. This price includes 40 hours or
$6,400 for implementation and remote training. Amendment No. 4 for $50,000 covers
additional Energov conversion services.
The following Incode 10 modules went live on November 2, 2016: Financials,
Personnel, Bank Reconciliation and ESS. Project Accounting was implemented on
limited basis mid-2017 while AR was fully implemented in December 2017. The CAFR
module, used to prepare the Comprehensive Annual Financial Report, is scheduled for
completion in the fall of 2019. For Energov, system configuration stalled in spring 2018
following a failed system upgrade, despite multiple attempts by Tyler to address it. City
staff subsequently stopped its payment for Energov support in early 2019 until Tyler
could restore the Energov server. Tyler then stepped up its efforts to troubleshoot the
system, partially restoring service in April 2019. Once the system is fully restored, staff
estimates it will take nine months to complete configuration and launch the system.
Item: 10.B.
375
Honorable City Council
05/15/2019 Regular Meeting
Page 2
DISCUSSION
The ExecuTime kickoff meeting with the implementation team occurred on February 22,
2018 with a target project completion of September 16, 2018. ExecuTime software was
installed on April 11, 2018 and the solution design was accepted on June 4, 2018 to
accommodate job costing, part time scheduling and time-in/time-out. The upgrade we
will receive as part of the roll out of ExecuTime is expected to increase efficiencies
across all departments by eliminating paper timesheets and Personnel Action Forms for
leave requests; improving accuracy and integrity of reported part-time hours; and
streamlining the job cost reporting for developer projects. Three biometric time clocks
were received on June 5, 2018 and were ready for testing. The first integration file was
completed and sent to staff for review on July 27, 2018. The project was put on hold
due to fiscal year 2017/2018 closing and final audit. At that time, the remaining contract
amount to complete the project was 13.75 hours or $2,200.
On April 12, 2019, Finance staff re-engaged with Tyler to fast track the implementation
before the upcoming summer season, when the City’s part time Recreation staff is at its
peak. However due to Tyler’s availability, the earliest date for production is estimated to
be on paycheck date August 9, 2019 for pay period July 20 to August 2. This
aggressive schedule can be accomplished if staff can reach several milestones
including intensive power user training before May 24; end user training before June 14;
and successful parallel testing of two pay periods. Staff recommends the onsite training
for both power users (3 full days) and end users (2 full days). This would require
funding for 72 additional hours for $11,520 and estimated travel costs for $3,480.
Amendment No. 5 to the agreement will add 72 hours to ExecuTime implementation
services to cover onsite trainings and reimbursement for travel costs; and increase
compensation by $15,000.
FISCAL IMPACT
The Amendment No. 5 will require a $15,000 appropriation from the General Fund.
STAFF RECOMMENDATION
1) Authorize the City Manager to execute Amendment No. 5 to the agreement with
Tyler Technologies, Inc. subject to final language approval by the City Manager.
2) Adopt Resolution No. 2019 - ____ to amend fiscal year 2018/2019 Budget by
appropriating $15,000 from the General Fund (1000). (ROLL CALL VOTE
REQUIRED)
Attachments:
1. Amendment No. 5
2. Resolution No. 2019 - _____
376
AMENDMENT NO. 5
TO AGREEMENT BETWEEN THE CITY OF MOORPARK
AND TYLER TECHNOLOGIES
This Amendment No. 5 (“Amendment”) is effective as of the date of signature of the last
party to sign as indicated below (“Effective Date”), by and between Tyler Technologies,
Inc. (“Tyler”), a Delaware corporation with offices at 5519 53rd Street, Lubbock, TX
79414, and the City of Moorpark, a California municipal corporation (“Client”) with
offices at 799 Moorpark Avenue, Moorpark, CA 93021.
WHEREAS, Tyler and Client are parties to an agreement effective September 24, 2015
(“Agreement”), under which Client acquired licenses to the software describe therein
(“Tyler Software”) as well as related professional services, travel cost reimbursements
and maintenance and supports; and
WHEREAS, Client desires to amend the Agreement to adjust the services acquired;
NOW THEREFORE, in consideration of the foregoing and of the mutual covenants and
promise set forth herein, Tyler and Client agree that the 72 hours of professional
services for $11,520 and travel cost reimbursements not to exceed $3,480 for the
implementation of ExecuTime software are added to the Agreement as described in
Exhibit A.
All terms and conditions of the Agreement not herein amended remain in full force and
effect.
IN WITNESS WHEREOF, persons having been duly authorized and empowered to
enter into this amendment hereunto executed this Amendment effective as of the date
last set forth below.
Tyler Technologies, Inc.
Local Government Division
By: _____________________________
Name: __________________________
Title: ___________________________
Date: ___________________________
City of Moorpark
By: _____________________________
Name: __________________________
Title: ___________________________
Date: ___________________________
377
Quoted By:Erin McHale-Vazquez
Date:4/18/2019
Quote Expiration: 10/15/2019
Quote Name:City of Moorpark, CA - ExecuTime Implementation Services
Quote Number: 2019-72046
Quote Description: ExecuTime Implementation Services
Sales Quotation For
City of Moorpark
799 Moorpark Ave
Moorpark, CA 93021-1155
Phone +1 (805) 529-6864
Other Services
Description Quantity Unit Price Unit Discount Extended Price
ExecuTime Professional Services 72 $160.00 $0.00 $11,520.00
TOTAL: $11,520.00
Summary One Time Fees Recurring Fees
Total Tyler Software $0.00 $0.00
Total Tyler Services $11,520.00 $0.00
Total 3rd Party Hardware, Software and
Services
$0.00 $0.00
Summary Total $11,520.00 $0.00
Contract Total $11,520.00
Unless otherwise indicated in the contract or amendment thereto, pricing for optional items will be held for
six (6) months from the Quote date or the Effective Date of the contract, whichever is later.
2019-72046 - ExecuTime Implementation Services CONFIDENTIAL 1 of 3
EXHIBIT A
378
Customer Approval: Date:
Print Name: P.O. #:
All primary values quoted in US Dollars
2019-72046 - ExecuTime Implementation Services CONFIDENTIAL 2 of 3
379
Comments
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 actual amount of services
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 Policy.
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 responsible for determining and
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 on Client's behalf; and (ii)
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 than one occurrence of a
class is needed, Tyler will either provide additional days at then-current rates for training or Tyler will utilize a Train-the-Trainer approach whereby the client designated attendees
of the initial training can thereafter train the remaining users.
Tyler's cost is based on all of the proposed products and services being obtained from Tyler. Should significant portions of the products or services be deleted, Tyler reserves the
right to adjust prices accordingly.
Client agrees that items in this sales quotation are, upon Client's signature of same, hereby added to the Agreement between the parties, and subject to its terms. Additionally, and
notwithstanding anything in the Agreement to the contrary, payment for said items shall conform to the following conditions: Licensee fees for Tyler and 3rd party products are
due when Tyler makes such software available for download by the Client (for the purpose of this quotation, the 'Availability Date') or delivery (if not software); Maintenance
fees, prorated for the term commencing when on the Availability Date and ending on the last day of the current annual support term for Tyler Software currently licensed to the
Client, are due on the Availability Date; Fees for services, unless otherwise indicated, plus expenses, are payable upon delivery.
Development modifications, interfaces and services, where applicable, shall be invoiced to the client in the following manner: 50% of total upon authorized signature to proceed
on program specifications and the remaining 50% of total upon delivery of modifications, interface and services.
Fees for Services are billed as incurred.
Fees for Travel Expenses are billed based on actual receipts.
This is just an estimate:
Airfare: $600
Meals: $360
Hotel: $900
Bag: $60
Car: $400
Total $2320.00
2019-72046 - ExecuTime Implementation Services CONFIDENTIAL 3 of 3
380
RESOLUTION NO. 2019 -______
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
MOORPARK, CALIFORNIA, AMENDING THE FISCAL YEAR
2018/2019 BUDGET TO APPROPRIATE $15,000 FROM THE
GENERAL FUND (1000) FOR ADDITIONAL PROFESSIONAL
SERVICES AND TRAVEL COSTS FOR IMPLEMENTATION OF
TYLER TECHNOLOGIES EXECUTIME SOFTWARE
WHEREAS, on May 6, 2015, the City Council by Resolution No. 2015-3388
appropriated $350,000 from the General Fund (1000) to purchase and implement Tyler
Technologies software for a new financial, permitting, planning and business
registration applications; and
WHEREAS, on February 7, 2018, the City Council approved Resolution No.
2018-3672 to appropriate an additional $74,295 from the General Fund (1000) to
purchase Tyler Technologies ExecuTime software and additional consulting services;
and
WHEREAS, on June 20, 2018, the City Council adopted the Operating and
Capital Improvement Budget for Fiscal Year 2018/2019; and
WHEREAS, a staff report has been presented to City Council discussing the
ExecuTime application’s implementation status, revised schedule and onsite training for
staff; and
WHEREAS, Amendment No. 5 to the Agreement between the City of Moorpark
and Tyler Technologies will have to be executed to increase payment by $15,000 for
additional ExecuTime professional service hours and including travel cost
reimbursements; and
WHEREAS, a budget amendment of $15,000 from the General Fund (1000) to
the Finance department operating account is required to fund this project; and
WHEREAS, Exhibit “A” hereof describes said budget amendment and its
resultant impact to the budget line item.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK
DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1. A budget amendment of $15,000 from the General Fund (1000) as
more particularly described in Exhibit “A”, attached hereto is hereby approved.
SECTION 2. The City Clerk shall certify to the adoption of this resolution and
shall cause a certified resolution to be filed in the book of original resolutions.
Attachment 2
381
Honorable City Council
May 15, 2019
Page 2
PASSED AND ADOPTED this 15TH day of May, 2019.
________________________________
Janice S. Parvin, Mayor
ATTEST:
_______________________________
Deborah Traffenstedt
Assistant City Manager/City Clerk
Attachment: Exhibit A – Budget Amendment
382
EXHIBIT A
BUDGET AMENDMENT FOR GENERAL FUND (1000) FOR
ADDITIONAL PROFESSIONAL SERVICES AND TRAVEL COSTS TO
IMPLEMENTATION OF TYLER TECHNOLOGIES EXECUTIME SOFTWARE
FY 2018/2019
FUND ALLOCATION FROM:
FUND TITLE FUND ACCOUNT NUMBER AMOUNT
General Fund 1000-000-00000-33990 $ 15,000
Total $ 15,000
DISTRIBUTION OF APPROPRIATION TO EXPENSE ACCOUNTS:
BUDGET NUMBER CURRENT
BUDGET ADJUSTMENT ADJUSTED
BUDGET
1000-151-00000-55000 $ 83,939 $ 15,000 $ 98,939
Total $ 83,939 $ 15,000 $ 98,939
383