HomeMy WebLinkAboutAGENDA REPORT 2018 0207 CCSA REG ITEM 10E ITEM 10.E.
miry OF MOORPARK,CALIFORmt
MOORPARK CITY COUNCIL City Councilliileeting,
AGENDA REPORT '� "��0�8
AC110116:
TO: Honorable City Council
FROM: Ron Ahlers, Finance Director
DATE: January 30, 2018 (City Council Meeting of February 7, 2018)
SUBJECT: Consider Resolution Amending the Fiscal Year 2017-18 Budget to
Purchase Additional Software and Services from Tyler Technologies
for Financial and Permitting Software
SUMMARY
Staff is requesting the City Council to appropriate an additional $74,925 to Tyler
Technologies for purchasing time-clock functionality (ExecuTime) ($24,925) and to
purchase additional conversion services for permitting software (Energov) ($50,000).
BACKGROUND
On May 6, 2015, the City Council authorized the award of a contract for software
licensing to Tyler Technologies. The City Council appropriated $350,000 to implement
the software. The final language of the agreement was reached and the agreement
became effective on September 23, 2015. The City Council awarded the contract to
Tyler Technologies to purchase two software suites.
The first suite is financial software, called "Tyler InCode X". The City went live in late
2016 on: General Ledger, Accounts Payable, Payroll and Employee Self Service
(ESS). ESS allows the employees to access their payroll and demographic data using
a web-based browser. The City uses ESS as an electronic time keeping system for full-
time employees and certain part-time staff. This functionality is limited and does not
record time-in or time-out. The City implemented the Budget module in February-March
2017. The City amended the original contract to include Project Accounting module to
assist in the management of the developer deposits. Project Accounting went live in
mid-2017 on a limited basis. Staff is adding new developer deposit projects as needed.
Project Accounting will be fully implemented sometime in the future. The Accounts
Receivable module went live in December 2017. The City began the implementation
of the CAFR reporting module in September 2017 but did not complete due to year-end
processing. The CAFR module is scheduled for completion during the coming summer
months.
158
Honorable City Council
February 7, 2018
Page 2
The second suite is permitting software, called "Energov". This software includes:
Permitting and Land Management, License and Regulatory Management (Business
Licenses & Code Enforcement), Customer Relationship Management and Reporting.
Energov is scheduled to go live by the end of the current fiscal year.
The original contract price was $295,434. The first amendment added $6,980 for
Project Accounting. The second amendment is $750 for additional conversion of data.
Amendment No. 3 will add an automated time clock software called "ExecuTime" for
$24,925. Amendment No. 4 purchases additional conversion services for the Energov
system in the amount of$50,000.
The ExecuTime cost is broken down by software ($9,540), services for implementation
($6,400) and three biometric readers ($8,985). The total cost is $24,925. The three
readers will be located at: City Hall, Public Works yard and Arroyo Vista Recreation
Center (AVRC). The units will be located in a place where staff can have access on the
weekends and weekday evenings. The units are a time-clock using biometric
(fingerprint) technology to record time-in and time-out and allows for other options such
as City employee identification cards, if determined to be necessary. The units will be
programmed to interface with ExecuTime software which in turn will interface with the
payroll module.
Listed below is the detail of the additional Energov cost.
Configuration 2,700
Data Conversion 28,125
Implementation/Training/On-Site 5,000
On-Line Portal Development 3,750
Reporting Development 10,425
Total $ 50,000
FISCAL IMPACT
The money for this purchase will come from the General Fund reserves in the amount of
$74,295.
STAFF RECOMMENDATION (Roll Call Vote)
1. Authorize the City Manager to execute Amendment No. 3 and Amendment No. 4,
subject to final language approval by the City Manager.
2. Adopt Resolution No. 2018- to appropriate $74,295 from the General
Fund.
159
Honorable City Council
February 7, 2018
Page 3
Attachments:
Resolution No. 2018 -
Amendment No. 3
Amendment No. 4
160
Attachment 1
RESOLUTION NO. 2018 -
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
MOORPARK, CALIFORNIA, AMENDING THE FISCAL YEAR
2017/18 BUDGET TO APPROPRIATE $74,295 FROM THE
GENERAL FUND (1000) FOR THE PURCHASE AND
INSTALLATION OF TYLER TECHNOLOGIES SOFTWARE AND
TO PROVIDE FOR CONTRACTUAL ACCOUNTING SERVICES
WHEREAS, on June 21, 2017, the City Council adopted the Operating and
Capital Improvement Budget for Fiscal Year 2017/18; and
WHEREAS, a staff report has been presented to City Council discussing the
purchase of ExecuTime software and additional consulting services from Tyler
Technologies; and
WHEREAS, a budget amendment line item transfer of $74,295 from the General
Fund (1000) to the Finance department operating accounts is required to fund this
purchase; and
WHEREAS, Exhibit "A" hereof describes said budget amendment and its
resultant impact to the budget line items.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK
DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1. A budget amendment from the General Fund (1000) and increase
appropriations by $74,295, 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.
PASSED AND ADOPTED this 7th day of February, 2018.
Janice S. Parvin, Mayor
ATTEST:
Maureen Benson, City Clerk
Attachment: Exhibit A—Budget Amendment
161
EXHIBIT A
BUDGET AMENDMENT FOR GENERAL FUND (1000) TO PURCHASE EXECUTIME
SOFTWARE AND CONSULTING SERVICES FROM TYLER TECHNOLOGIES
FY 2017/18
FUND ALLOCATION FROM:
FUND TITLE FUND ACCOUNT NUMBER AMOUNT
General Fund 1000-33990 $ 74,295
Total $ 74,295
DISTRIBUTION OF APPROPRIATION TO EXPENSE ACCOUNTS:
BUDGET NUMBER CURRENT BUDGET REVISION ADJUSTED BUDGET
1000-151-00000-51000 $ 113,700 $ 74,295 $ 187,995
Total $ 113,700 $ 74,295 $ 187,995
_Cg-L\_____,
Finance approval: k
162
AMENDMENT NO. 3
TO AGREEMENT BETWEEN THE CITY OF MOORPARK AND TYLER
TECHNOLOGIES
This amendment No. 3 ("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, 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 following professional services,
and maintenance and support 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 WITHNESS WHEREOF, persons having been duly authorized and empower to enter
into this amendment hereunto executed this Amendment effective as of the date last set
forth below.
Tyler Technologies, Inc. City of Moorpark
Local Government Division
By: By:
Name: Name:
Title: Title:
Date: Date:
•
163
Exhibit A
® Quoted By: Tami Bates
..•:
• �: : tyler Quote Expiration: 5/26/2018
�• technologies Quote Name: City of Moorpark, CA-Time and Attendance
Quote Number: 2017-40347
Quote Description: premise w clocks
Sales Quotation For
City of Moorpark
799 Moorpark Ave
Moorpark, CA 93021-1155
Phone: +1 (805)529-6864
T ler Software and Related Services
Description License Imp! Hours Impl Cost Data Conversion Module Total Maintenance
ExecuTime
ExecuTime Time&Attendance-Up to 100ee $7,000 40 $6,400 $0 $13,400 $1,400
ExecuTime Time&Attendance Mobile Access License $2,540 0 $0 $0 $2,540 $508
Sub-Total: $9,540 $6,400 $0 $15,940 $1,908
TOTAL: $9,540 40 $6,400 $0 $15,940 $1,908
Other Services
Description Quantity Unit Price Extended Price Maintenance
Incode Import Interface(using ExecuTime) 1 $0 $0 $0
Incode Export Interface(using ExecuTime) 1 $0 $0 $0
TOTAL: $0 $0
3rd Part Hardware,Software and Services
Description Quantity Unit Price Unit Discount Total Price Maintenance Maintenence Total Maintenance
Discount
Touchscreen: Biometric and Prox Reader 3 $2,995 $0 $8,985 $0 $0 $0
TOTAL: $8,985 $0
Summary One Time Fees Recurring Fees
Total Tyler Software $9,540 $1,908
Total Tyler Services $6,400 $0
Total Third Party Hardware, Software and Services $8,985 $0
Summary Total $24,925 $1,908
Contract Total $26,833
Unless otherwise indicated in the contract or Amendment thereto, pricing for optional items will be held
2017-40347-premise w clocks CONFIDENTIAL 1 of 3
I-1
a1
for Six(6)months from the Quote date or the Effective Date of the Contract,whichever is later
Customer Approval: Date:
Print Name. PO.#.
2017-40347-premise w clocks CONFIDENTIAL 2 of 3
01
01
AMENDMENT NO. 4
TO AGREEMENT BETWEEN THE CITY OF MOORPARK AND TYLER
TECHNOLOGIES
This amendment No. 4 ("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, 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 following professional services
are added to the Agreement as Exhibit B:
Other Services
Description Quantity Unit Price Extended
Price
ENERGOV Configuration 21 60 $ 125 $2,700
ENERGOV Data Conversion 225.00 $ 125 $28,125
ENERGOV Implementation/Training/On-Site 40.00 $ 125 $5,000
ENERGOV On-Line Portal Development 30 00 $ 125 $ 3,750
ENERGOV Reporting Development 83.40 $ 125 $ 10,425
Total $50,000
Summary One Time Fees Recurring Fees
Total Tyler Services $ 50,000 $0
Total Third Party hardware, Software
and Services $0 $0
Summary Total $50,000 $0
Contract Total $50,000
All terms and conditions of the Agreement not herein amended remain in full force and
effect..
166
IN WITHNESS WHEREOF, persons having been duly authorized and empower to enter
into this amendment hereunto executed this Amendment effective as of the date last set
forth below.
Tyler Technologies, Inc. City of Moorpark
Local Government Division
By: By:
Name: Name:
Title: Title:
Date: Date:
Page 2
167
Ex418!r 3
Ron Ahlers
From: Unger, Nicole <Nicole.Unger@tylertech.com>
Sent: Wednesday, December 27, 2017 10:28 AM
To: Brian Chong
Cc: Atanas Beltchev; Ferriero, Ron; Ron Ahlers
Subject: RE: Moorpark: Need to Calculate Total Remaining Costs
See comments below in red.
The hourly rate is$125.
Nicole Unger
Project Manager
P: 888.355 1093 ext. 763270
www.tylertech.com
From: Brian Chong [mailto:BChong@MoorparkCA.gov]
Sent: Wednesday, December 20,2017 7:12 PM
To: Unger, Nicole<Nicole.Unger@tylertech.com>
Cc:Atanas Beltchev<abeltchev@MoorparkCA.gov>; Ferriero, Ron <Ronald.Ferriero@tylertech.com>; Ron Ahlers
<ra hlers@ MoorparkCA.gov>
Subject: Moorpark: Need to Calculate Total Remaining Costs
Hi Nicole,
Following up on our conference call yesterday, I need to provide Ron Ahlers with a total dollar amount that we need to
have our City Council appropriate for the rest of the Energov implementation. I believe the components will be:
• Ron Ferriero's time during configuration—I have some hours from the original budget carved out for
this. Remaining Hours: 21.5
• Data conversion costs— Based on our last emails, I have removed inspections from Business Licensing. This
brings the total for data conversion to approximately 285 hours or 206 hours depending on if you do a Full
Conversion or a Limited Type Conversion (LTC)for MPK. The original budget for conversion was 60 hours, so the
Remaining Hours equal 60 and the Additional Hours Needed above that will equal 225 or 146 depending on
what you decide to do.
• Actual implementation/training/on-site for launch—I have some hours from the original budget carved out for
this. Remaining Hours:40
• Any additional costs for CSS over CAP (if we go that route; demo is being scheduled)— If we share some of the
work(Tyler and Moorpark),then we are estimating 20-30 hours will be needed for CSS
• Costs to develop reports(City will either bank hours, or budget for our staff training in Crystal)—We have not
discussed any custom reports, at least not the details of what is wanted/needed. Without the
specifications/details of what is needed, I cannot produce a quote for these. I remember you saying you wanted
your staff to attend training so that they can own custom report development, but beyond that, I don't believe
this has been discussed or a need for specific reports has been identified.
Am I missing anything else? And what other info do we need to get an estimate of total budget needed? Our goal is to
get funding once and not have to repeatedly go back to the City Council to amend the contract. Beyond those items,
there would be other costs if you expand the scope further(i.e. Laserfiche). Also, if you are going to be taking credit
card payments online,there are some costs there, but not from Tyler—from the credit card vendor. See emails on
Laserfiche and credit card options. 168
1
I ultimately need to provide Ron with the number by the end of the calendar year.
Thanks!
Brian
2
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