HomeMy WebLinkAbout16 - Software License Agreement for Replacement of the City's Land Management SystemTO:
FROM
CITY OF
NEWPORT BEACH
City Council Staff Report
April 23, 2019
Agenda Item No. 16
HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
Seimone Jurjis, Community Development Director - 949-644-3232,
sjurjis@newportbeachca.gov
PREPARED BY: Dan Campagnolo, Systems and Administration Manager
Jackie Luengas-Alwafai, Informational Technology Manager
Anthony Nguyen, Purchasing Agent
PHONE: 949-644-3231
TITLE: Software License Agreement with Tyler Technologies Inc. for
Replacement of the City's Land Management System
ABSTRACT:
The Community Development Department (CDD) and the Information Technology (IT)
Division have concluded a two-year Request for Proposal (RFP) and selection process
for a full replacement of the City's 25 -year old, outdated land management software,
Permits Plus. Permits Plus is used by City staff to track development service permits,
plans reviewed, and code enforcement and building inspections. Staff is recommending
the City Council contract with Tyler Technologies Inc. to provide a replacement land
management System (LMS) called Energov. Energov will provide for a more modernized
and integrated system to sustain and advance the City into the next generation of
development services and customer service. Additionally, for City Council's consideration
is a professional services agreement with Park Consulting Group who will assist staff in
providing project management services for the implementation of the Energov software.
The cost for the entire project is $1,555,853, which is budgeted in the Information
Technology Replacement Fund.
RECOMMENDATION:
a) Determine this action is exempt from the California Environmental Quality Act (CEQA)
pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because
this action will not result in a physical change to the environment, directly or indirectly;
b) Authorize the Mayor and City Clerk to execute a Software License and Professional
Services Agreement with Tyler Technologies Inc. for the purchase, installation, and
implementation services of a Land Management System in an amount not to exceed
$1,355,853; and
c) Authorize the Mayor and City Clerk to execute a Professional Services Agreement
with Park Consulting Group, Inc. for project management services and change
management processes in an amount not to exceed $200,000.
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Software License Agreement with Tyler Technologies Inc. for
Replacement of the City's Land Management System
April 23, 2019
Page 2
FUNDING REQUIREMENTS
The LMS purchase and implementation is a fixed cost of $1,355,853. The cost of using
an experienced third party project management firm is $200,000. The total project cost is
$1,555,853. The funds for the project have been allocated in the Permit System IT
Replacement Fund Account No. 765-7657654.
DISCUSSION:
For the past 25 years, City staff has utilized Permits Plus for tracking development
services such as building permit issuance, building inspections, planning cases, code
violations, and right-of-way encroachment permits. Although countless in-house
customizations have sustained operations and customer service standards, they have
been built around a core software that has now become antiquated. Permits Plus has
reached the end of its life and has become incompatible with current versions of Microsoft
operating systems. It does not offer any online capability, which limits the City in offering
many services the development community now expects.
Procurement Process
The City released a formal RFP solicitation for a complete LMS replacement. The RFP
was posted on the City's public procurement system (PlanetBids) and distributed directly
to known providers of LMS solutions and implementations. The evaluation panel assigned
to this RFP consisted of City staff from CDD and IT, representing subject matter and
technical expertise. The evaluation panel was responsible for reviewing the following six
proposals and rating them on technical factors.
• Accela, Inc. ("Accela");
• HdL Software ("HdL");
• Sungard Public Sector ("Sungard")
• Computronix, Inc. ("Computronix")
• Online Solutions, LLC ("Online Solutions");
• Tyler Technologies Inc. ("Tyler")
Interviews. Software Demonstrations and Due Diliaence Review
Staff assessed the proposals and invited Accela, Computronix and Tyler to participate in
an interview with the evaluation panel and to provide a proof -of -concept demonstration.
This demonstration allowed each finalist an opportunity to show their respective LMS
systems in a live environment to City staff and perform system duties using a functionality
script developed by the City. This was a key demonstration as it served to confirm the
abilities of each LMS system as described in each proposal. During this demonstration,
City staff involved in the various functions affected by LMS, such as building permits, plan
checks, GIS, and payment processing were invited to assess and evaluate each LMS
demonstration. Following the proof -of -concept demonstration, Accela was removed from
further consideration. Finally, Computronix and Tyler were invited to participate in
"sandbox testing," which involved each finalist granting the City access to their respective
LMS and enabling City staff to develop permits, run test transactions and fully assess
staff's ability to configure aspects of the proposed systems.
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Software License Agreement with Tyler Technologies Inc. for
Replacement of the City's Land Management System
April 23, 2019
Page 3
Reference Checks
The evaluation panel also performed a due diligence review of Computronix and Tyler,
including reference checks on all finalists, as well as live site visits with agencies that
have implemented each LMS (City of Temecula for Tyler and Douglas County, Colorado
for Computronix). The results from this comprehensive evaluation process can be found
in the following table:
Conclusion of RFP Process
The evaluation panel identified Tyler's product Energov as the highest qualified proposer
and most effective LMS solution to meet the City's needs. The evaluation panel reviewed
the proposals, conducted interviews, and reviewed the proof -of -concept and sandbox
testing demonstrations. The City currently uses a Tyler product, MuniFinancial, for its
accounting and financial needs. The recommended Energov software can communicate
with the MuniFinancial system, with the capability to share accounting numbers in one
unified system. The Energov software is used by over 300 nationwide jurisdictions; 47
clients in California; 28 in Southern California and 6 in Orange County.
The Energov product will advance the City into the next generation of development
services, while improving internal coordination, as well as enhancing the customer
experience through more online options and conveniences. Customers will be able to
interact and access information in an updated Citizens Web Portal to request, apply and
access permits, plans, and inspection activity from a single location. Inspection results
will be paperless and updated in real time to the system. Internally, the system will
consolidate fragmented procedures and standardize workflows to improve the application
review process while managing caseloads with more enhanced reporting options.
RFQ Process for LMS Project Management Services
After the evaluation panel identified the Tyler LMS as the best fit for the City, staff began
a concurrent procurement to retain a consultant to provide project management services
related to implementing the new LMS and assisting the City with the change management
process. A Request for Qualifications (RFQ) solicitation was developed and the
specifications emphasized the ability to facilitate the implementation and change
management processes for large LMS solutions at public agencies with a similar
operational need as the City. The RFQ yielded five submittals, from the following
proposers:
16-3
Maximum Points
Accela
Computronix
Tyler
Proposal Score
200
138
148
135
Proof of Concept Score
50
25
38
36
Sandbox Testing Score
50
N/A
44
46
Cost Score
(Total Startup Costs)
200
85
($3,119,523)
84
($3,155,330)
200
($1,355,853)
Total Score
500
248
314
417
Overall Rank
3
2
1
Conclusion of RFP Process
The evaluation panel identified Tyler's product Energov as the highest qualified proposer
and most effective LMS solution to meet the City's needs. The evaluation panel reviewed
the proposals, conducted interviews, and reviewed the proof -of -concept and sandbox
testing demonstrations. The City currently uses a Tyler product, MuniFinancial, for its
accounting and financial needs. The recommended Energov software can communicate
with the MuniFinancial system, with the capability to share accounting numbers in one
unified system. The Energov software is used by over 300 nationwide jurisdictions; 47
clients in California; 28 in Southern California and 6 in Orange County.
The Energov product will advance the City into the next generation of development
services, while improving internal coordination, as well as enhancing the customer
experience through more online options and conveniences. Customers will be able to
interact and access information in an updated Citizens Web Portal to request, apply and
access permits, plans, and inspection activity from a single location. Inspection results
will be paperless and updated in real time to the system. Internally, the system will
consolidate fragmented procedures and standardize workflows to improve the application
review process while managing caseloads with more enhanced reporting options.
RFQ Process for LMS Project Management Services
After the evaluation panel identified the Tyler LMS as the best fit for the City, staff began
a concurrent procurement to retain a consultant to provide project management services
related to implementing the new LMS and assisting the City with the change management
process. A Request for Qualifications (RFQ) solicitation was developed and the
specifications emphasized the ability to facilitate the implementation and change
management processes for large LMS solutions at public agencies with a similar
operational need as the City. The RFQ yielded five submittals, from the following
proposers:
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Software License Agreement with Tyler Technologies Inc. for
Replacement of the City's Land Management System
April 23, 2019
Page 4
• AEF Systems Consulting, Inc. • BerryDunn;
• Exsilio Solutions
• SDI Presence, LLC.
• Park Consulting Group, Inc.
The following table provides staff's ranking based upon experience, qualifications,
technical familiarity and approach to LMS implementation project management from this
analysis:
Based on the scores indicated above, BerryDunn and Park Consulting Group, Inc. were
identified as finalists and all other proposers were removed from further award
consideration. City staff performed reference checks on both finalists, reaching out to
public agency clients that have engaged with both companies for LMS implementation
project management services. This review, combined with the panel's evaluation scores
confirmed that while both companies are adept at performing the requested services,
Park Consulting is the highest qualified proposer, distinguished largely due to their
experience in managing projects specifically involving Tyler LMS, as well as their
exemplary references from current and former clients such as the cities of Lake Forest,
Fullerton, Temecula and Ventura.
Total Project Costs
The costs for the project are identified as follows:
LMS Project Purchase Items
AEF
BerryDunn
Exsilio
Park Consulting
SDI Presence,
$482,353
Systems
Estimated Travel
Solutions
$29,750
LLC
Technical Score
$0.00
$75,800
$75,800
Subtotal
$767,950
(Maximum 100
61.25
80.00
25.00
88.75
56.25
Rank
3
2
5
1
4
Based on the scores indicated above, BerryDunn and Park Consulting Group, Inc. were
identified as finalists and all other proposers were removed from further award
consideration. City staff performed reference checks on both finalists, reaching out to
public agency clients that have engaged with both companies for LMS implementation
project management services. This review, combined with the panel's evaluation scores
confirmed that while both companies are adept at performing the requested services,
Park Consulting is the highest qualified proposer, distinguished largely due to their
experience in managing projects specifically involving Tyler LMS, as well as their
exemplary references from current and former clients such as the cities of Lake Forest,
Fullerton, Temecula and Ventura.
Total Project Costs
The costs for the project are identified as follows:
LMS Project Purchase Items
Year 1 - FY2020
Year 2 - FY2021
Total
Ener ov Software and Implementation
$738,200
$482,353
$1,220,553
Estimated Travel
$29,750
$29,750
$59,500
Ener ov Support
$0.00
$75,800
$75,800
Subtotal
$767,950
$587,903
$1,355,853
Project Management Park Consulting)
$100,000
$100,000
$200,000
Total LMS Project
$867,950
$687,903
$1,555,853
Project Oversight and Staffing
With an implementation schedule of 24 months divided into three phases, each phase
has a life -cycle that requires CDD involvement in the business process rules, discovery,
planning, training, and testing.
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Software License Agreement with Tyler Technologies Inc. for
Replacement of the City's Land Management System
April 23, 2019
Page 5
• Phase 1: Building, Planning, Code Enforcement, Public Works, and Web Portal
• Phase 2: Special Event Permit — Recreation / Fire Prevention, and Real Property
• Phase 3: Electronic Plan Review
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California
Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not
result in a direct or reasonably foreseeable indirect physical change in the environment)
and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA
Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no
potential for resulting in physical change to the environment, directly or indirectly.
Alternatively, staff recommends the City Council find this action is categorically exempt
pursuant to CEQA Section 15303.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of
the meeting at which the City Council considers the item).
ATTACHMENTS:
Attachment A — Software License and Professional Services Agreement with Tyler
Technologies Inc.
Attachment B — Professional Services Agreement with Park Consulting Group, Inc.
16-5
ATTACHMENT A
SOFTWARE LICENSE AND
PROFESSIONAL SERVICES AGREEMENT
WITH TYLER TECHNOLOGIES, INC. FOR
LAND MANAGEMENT SYSTEM
THIS SOFTWARE LICENSE AND PROFESSIONAL SERVICES AGREEMENT
("Agreement") is made and entered into as of this 23rd day of April, 2019 ("Effective
Date"), by and between the CITY OF NEWPORT BEACH, a California municipal
corporation and charter city ("City"), and TYLER TECHNOLOGIES, INC., a Delaware
corporation ("Tyler", "City" and "Tyler" may individually or collectively be referred to herein
as "Party" or "Parties"), whose address is One Tyler Drive, Yarmouth, Massachusetts
04096, and is made with reference to the following:
RECITALS
A. City is a municipal corporation duly organized and validly existing under the laws
of the State of California with the power to carry on its business as it is now being
conducted under the statutes of the State of California and the Charter of City.
B. City desires to engage Tyler to furnish, license, deliver, install and maintain Tyler
software products in order to implement the Land Management System more
particularly described in this Agreement ("Project").
C. Tyler possesses the skill, experience, ability, background, certification and
knowledge to provide the professional services described in this Agreement.
D. City has solicited and received a proposal from Tyler, has reviewed the previous
experience and evaluated the expertise of Tyler, and desires to retain Tyler to
provide products and render professional services under the terms and conditions
set forth in this Agreement.
NOW, THEREFORE, it is mutually agreed by and between the undersigned parties
as follows:
TERM
The term of this Agreement shall commence on the Effective Date, and shall
terminate on June 30, 2022, unless terminated earlier as set forth herein. Notwithstanding
the failure to extend or renew the Term, the license for the Tyler software licensed to the
City pursuant to this Agreement is irrevocable in nature (subject to City's compliance with
the Licenses as defined below) and shall not be subject to the limitations in term as set
forth above.
2. SERVICES TO BE PERFORMED
Tyler shall diligently perform all the Services described in the Investment Summary
attached hereto as Exhibit B, and detailed in the Statement of Work attached hereto as
Exhibit A, the Support Call Process attached hereto as Attachment 1 to Exhibit A, and the
Software Maintenance Agreement attached hereto as Attachment C ("Services" or
Tyler Technologies, Inc. Page 1
16-6
"Work"). Any revisions to the Statement of Work shall be made by written amendment to
the Agreement signed by both Parties and approved as to form by the City Attorney.
3. SOFTWARE LICENESES
Tyler agrees to grant to City licenses to use Tyler's software products and
associated third party software products as identified in the Investment Summary
attached as Exhibit B ("Software Products") in accordance with the terms and conditions
of the Software License Agreement attached hereto as Exhibit D, and the Third Party
Product Agreement attached hereto as Exhibit E, respectively, and all incorporated herein
by reference (the "Licenses").
4. TIME OF PERFORMANCE
4.1 Tyler shall perform the Services in accordance with a mutually agreeable
project schedule for completing the deliverables set forth in Attachment 2 of Exhibit B
"Payment Milestones". The Services shall be performed to completion in a diligent and
timely manner. The failure by Tyler to materially adhere to or perform the Services in a
diligent and timely manner may result in termination of this Agreement by City.
4.2 Notwithstanding the foregoing, Tyler shall not be responsible for delays due
to causes beyond Tyler's reasonable control. However, in the case of any such delay in
the Services to be provided for the Project, each Party hereby agrees to promptly provide
notice (within two (2) business days) of the occurrence causing the delay to the other
Party so that all delays can be timely addressed.
4.3 Tyler shall submit all requests for extensions of time for performance in
writing to the Project Administrator as defined herein not later than ten (10) calendar days
after the start of the condition that purportedly causes a delay. The Project Administrator
shall review all such requests and may grant reasonable time extensions for
unforeseeable delays that are beyond Tyler's control.
4.4 For all time periods not specifically set forth herein, the Parties shall respond
in the most reasonably expedient and appropriate manner under the circumstances, by
hand -delivery or mail.
5. COMPENSATION TO TYLER
5.1 Tyler's compensation for all Work performed and Software Products issued
to City in accordance with this Agreement shall not exceed One Million Three Hundred
Thirty Five Thousand Eight Hundred Fifty Four Dollars and 00/100 ($1,355,835.00).
No billing rate changes and/or compensation to Tyler beyond the amount set forth above
shall be made during the term of this Agreement without the prior written approval of City.
The not to exceed amount set forth above includes an estimate of Fifty Nine Thousand
Five Hundred Dollars and 99/100 ($59,500.00) in travel expenses. In the event the travel
expenses incurred under this Agreement exceed this estimate, the City Manager is
authorized to amend this Agreement to increase the travel expenses by Eleven Thousand
Nine Hundred Dollars and 00/100 ($11,900.00) and agrees to do so if requested by Tyler.
Tyler Technologies, Inc. Page 2
16-7
5.2 Taxes: The fees set forth in the Investment Summary and Compensation
Schedule included within Exhibit B do not include any taxes, including, without limitation,
sales, use or excise tax. City and Tyler specifically agree and designate the point of sale
and place of delivery for any and all taxable purposes under this Agreement, including,
but not limited to, all Services and Software Products, to be the City of Newport Beach
100 Civic Center Dr., Newport Beach, CA 92660. Furthermore, under the City's Direct
Payment Exemption permit number SR EAA 24-089475 DP, the City will self -accrue its
Use Tax obligation to the California State Board of Equalization within thirty (30) days of
delivery of the products to the City. If only partial delivery of the taxable items in the
Investment Summary included in Exhibit B are received by the City, the City will only pay
the California State Board of Equalization the amount of Use Tax due on the value of the
items delivered in accordance with the prices set forth in the Investment Summary in
Exhibit B. City shall provide Tyler with a copy of the City's Direct Payment Exemption
permit within thirty (30) days of the Effective Date.
5.3 Tyler shall submit invoices to City describing the Work performed or
Software Products delivered in accordance with the Acceptance Testing, Investment
Summary, Compensation Schedule, and Payment Milestones attached hereto as
Attachment 2 to Exhibit A, Exhibit B, Attachment 1 to Exhibit B, and Attachment 2 to
Exhibit B respectively. Tyler's invoices shall include the name of the person who
performed the Work, a brief description of the Services performed and/or the specific task
in the Statement of Work to which it relates and/or Software Product provided, the date
the Services were performed, the time spent on all Work billed, and a description of any
reimbursable expenditures. City shall pay Tyler no later than sixty (60) calendar days
after receipt of the invoice by City staff.
5.4 City shall reimburse Tyler only for those costs or expenses reasonably
incurred in connection with the Services and otherwise in conformance with the
requirements of this Agreement. Expenses will be incurred in accordance with the then -
current Tyler Business Travel Policy. The current Tyler Business Travel Policy is attached
hereto as Attachment 3 to Exhibit B.
5.5 In the event City cancels services less than two (2) weeks in advance of the
date the Parties have mutually agreed the Services are to be performed, and such
cancellation is not directly related to Tyler's failure to perform pursuant this Agreement,
City is liable to Tyler for (i) all non-refundable expenses incurred by Tyler on City's behalf;
and (ii) daily fees associated with the canceled services if Tyler is unable to re -assign its
personnel.
5.6 Tyler shall not receive any compensation for Extra Work performed without
the prior written authorization of City. As used herein, "Extra Work" means any Work that
is determined by the Parties to be necessary for the proper completion of the Project, but
which is not included within the Statement of Work and which the Parties did not
reasonably anticipate would be necessary at the execution of this Agreement.
Compensation for any authorized Extra Work performed within three (3) years of the
Effective Date shall be paid in accordance with the Investment Summary as set forth in
Exhibit B. Extra Work performed later than three (3) years from the Effective Date shall
be at Tyler's then -current pricing.
Tyler Technologies, Inc. Page 3 16-8
5.7 Electronic Payment. City shall remit payment to Tyler via electronic
payments. Tyler's electronic payment information is as follows.-
Bank-
ollows:
Bank: Wells Fargo Bank, N.A.
420 Montgomery
San Francisco, CA 94104
ABA: 121000248
Account: 4124302472
Beneficiary: Tyler Technologies Inc. — Operating
6. PROJECT MANAGER
6.1 Upon request, Tyler shall provide to the City information related to the
experience and qualifications prior to designating a Project Manager who shall coordinate
all phases of the Project. This Project Manager shall be available to City at all reasonable
times during the Agreement term. Tyler shall use commercially reasonable efforts to not
remove or reassign the Project Manager.
6.2 Tyler, at the reasonable discretion of City, shall remove from the Project any
of its personnel assigned to the performance of Services upon written request of City
provided that such request for removal is for cause, and that Tyler shall have a reasonable
opportunity to remedy the condition supporting the City's request for removal to avoid
removal of personnel from the Project. Tyler warrants that it will continuously furnish the
necessary personnel to complete the Project on a timely basis as contemplated by this
Agreement.
6.3 If Tyler is performing inspection services for City, the Project Manager and
any other assigned staff shall be equipped with a cellular phone to communicate with City
staff. The Project Manager's cellular phone number shall be provided to City.
This Agreement will be administered by the Community Development Department.
City's Community Development Director or designee shall be the Project Administrator
and shall have the authority to act for City under this Agreement. The Project
Administrator shall represent City in all matters pertaining to the Services to be rendered
pursuant to this Agreement.
8. CITY'S RESPONSIBILITIES
To assist Tyler in the execution of its responsibilities under this Agreement, City
agrees to provide access to and upon request of Tyler, one copy of all existing relevant
information on file at City upon Tyler's written request. City will provide all such materials
in a timely manner so as not to cause delays in Tyler's Work schedule.
Tyler Technologies, Inc. Page 4 16-9
9. STANDARD OF CARE
9.1 All of the Services shall be performed by Tyler or under Tyler's supervision.
Tyler represents that it possesses the professional and technical personnel required to
perform the Services required by this Agreement, and that it will perform all Services in a
manner commensurate with the highest professional standards. For purposes of this
Agreement, the phrase, "highest professional standards" shall mean those standards of
practice recognized by one (1) or more comparable firms performing similar work under
similar circumstances. All Services shall be performed by qualified and experienced
personnel who are not employed by City. By delivery of completed Work, Tyler certifies
that the Work conforms to the requirements of this Agreement, all applicable federal, state
and local laws, and, to the extent applicable, legally recognized professional standards.
9.2 Tyler represents and warrants to City that it has, shall obtain, and shall keep
in full force and effect during the term hereof, at its sole cost and expense, all licenses,
permits, qualifications, insurance and approvals of whatsoever nature that is legally
required of Tyler to practice its profession. Tyler shall maintain a City of Newport Beach
business license during the term of this Agreement.
9.3 Tyler shall not be responsible for delay, nor shall Tyler be responsible for
damages or be in default or deemed to be in default by reason of strikes, lockouts,
accidents, acts of God, or the failure of City to furnish timely information or to approve or
disapprove Tyler's Work promptly, or delay or faulty performance by City, contractors, or
governmental agencies.
10. HOLD HARMLESS
10.1 To the fullest extent permitted bylaw, Tyler shall indemnify, defend and hold
harmless City, its City Council, boards and commissions, officers, agents, volunteers and
employees (collectively, the "Indemnified Parties") from and against any and all claims,
demands, obligations, damages, actions, causes of action, suits, losses, judgments,
fines, penalties, liabilities, costs and expenses (including, without limitation, attorneys'
fees, disbursements and court costs) of every kind and nature whatsoever (individually,
a Claim; collectively, "Claims) for bodily injury, death or damage to property", which may
arise from any breach of the terms and conditions of this Agreement resulting from Tyler's
negligence, recklessness, and/or willful acts, errors and/or omissions of Tyler, its
principals, officers, agents, employees, vendors, suppliers, consultants, subcontractors,
anyone employed directly or indirectly by any of them or for whose acts they may be
liable, or any or all of them.
10.2 Notwithstanding the foregoing, nothing herein shall be construed to require
Tyler to indemnify the Indemnified Parties from any Claim arising from the negligence
recklessness, or willful misconduct of the Indemnified Parties.
10.3 Nothing in this indemnity shall be construed as authorizing any award of
attorneys' fees in any action on or to enforce the terms of this Agreement. This indemnity
shall apply to all claims and liability regardless of whether any insurance policies are
applicable. The policy limits do not act as a limitation upon the amount of indemnification
to be provided by Tyler.
Tyler Technologies, Inc. Page 5 16-10
11. INDEPENDENT CONTRACTOR
It is understood that City retains Tyler on an independent contractor basis and
Tyler is not an agent or employee of City. The manner and means of conducting the
Work are under the control of Tyler, except to the extent they are limited by statute, rule
or regulation and the expressed terms of this Agreement. No civil service status or other
right of employment shall accrue to Tyler or its employees. Nothing in this Agreement
shall be deemed to constitute approval for Tyler or any of Tyler's employees or agents,
to be the agents or employees of City. Tyler shall have the responsibility for and control
over the means of performing the Work, provided that Tyler is in compliance with the
terms of this Agreement. Anything in this Agreement that may appear to give City the
right to direct Tyler as to the details of the performance of the Work or to exercise a
measure of control over Tyler shall mean only that Tyler shall follow the reasonable
direction of City with respect to the results of the Services.
12. COOPERATION
Tyler agrees to work closely and reasonably cooperate with City's designated
Project Administrator and any other agencies that may have jurisdiction or interest in the
Work to be performed. City agrees to reasonably cooperate with Tyler on the Project.
13. CITY POLICY
Tyler shall discuss and review all matters relating to Project with City's Project
Administrator in advance of all critical decision points in order to ensure the Project
proceeds in a manner consistent with City goals and policies.
14. PROGRESS
Tyler is responsible for keeping the Project Administrator informed on a regular
basis regarding the status and progress of the Project, activities performed and planned,
and any meetings that have been scheduled or are desired.
15. INSURANCE
Without limiting Tyler's indemnification of City, and prior to commencement of
Work, Tyler shall obtain, provide and maintain at its own expense during the term of this
Agreement or for other periods as specified in this Agreement, policies of insurance of
the type, amounts, terms and conditions described in the Insurance Requirements
attached hereto as Exhibit F, and incorporated herein by reference.
16. PROHIBITION AGAINST ASSIGNMENTS AND TRANSFERS
Except as specifically authorized under this Agreement, the Services to be
provided under this Agreement shall not be assigned, transferred contracted or
subcontracted out without the prior written approval of City. No assignment shall release
the original parties or otherwise constitute a novation. Notwithstanding the foregoing,
should Tyler be the subject of a merger or consolidation, Tyler may, upon reasonable
notice to the City, assign this Agreement in its entirety to the surviving entity and the City's
approval to such assignment shall not be unreasonably withheld.
Tyler Technologies, Inc. Page 6 16-11
17. SUBCONTRACTING
Subcontractors shall not perform Work on behalf of Tyler pursuant to this
Agreement without the prior written consent of City. Except as specifically authorized
herein, the Services to be provided under this Agreement shall not be otherwise assigned,
transferred, contracted or subcontracted out without the prior written approval of City.
18. OWNERSHIP OF WORK PRODUCT
18.1 Documents and Printouts. All reports, drafts, maps, records, plans,
drawings, plans, specifications, and printouts and other documents (hereafter,
"Documents") prepared by Tyler in furtherance of the work shall be the sole property of
the City and shall be delivered to City whenever requested. Tyler may make duplicate
copies of such materials for its own file or for such other purpose as may be authorized
in writing by the City. Notwithstanding anything to the contrary herein, Tyler shall retain
ownership of all intellectual property rights in and to the Tyler Software Products and User
Guides, subject to the City's rights expressly granted under this Agreement.
18.2 Documents, including drawings and specifications, prepared by Tyler
pursuant to this Agreement are not intended or represented to be suitable for reuse by
City or others on any other project. Any use of completed Documents for other projects
and any use of incomplete Documents without specific written authorization from Tyler
will be at City's sole risk and without liability to Tyler. Further, any and all liability arising
out of changes made to Tyler's deliverables under this Agreement by City or persons
other than Tyler is waived against Tyler, and City assumes full responsibility for such
changes unless City has given Tyler prior notice and has received from Tyler written
consent for such changes.
18.3 All written documents shall be transmitted to City in formats compatible with
Microsoft Office and/or viewable with Adobe Acrobat.
19. CONFIDENTIALITY
19.1 All Documents, including drafts, preliminary drawings or plans, notes and
communications that result from the Services in this Agreement, shall be kept confidential
unless City expressly authorizes in writing the release of information or such release is
required by applicable law.
19.2 Both Parties recognize that their respective employees and agents, in the
course of performance of this Agreement, may be exposed to confidential information and
that disclosure of such information could violate rights to private individuals and entities.
Each Party agrees that it shall not disclose any confidential information of the other Party
and further agrees to take appropriate action to prevent such disclosure by its employees
or agents. The confidentiality covenants contained herein will survive the termination or
cancellation of this Agreement for a period of two (2) years. This obligation of
confidentiality will not apply to information that: a) At the time of the disclosure is in the
public domain; b) After disclosure, becomes part of the public domain by publication or
otherwise, except by breach of this Agreement by a Party; c) A Party can establish by
reasonable proof was in that Party's possession at the time of disclosure without an
obligation to maintain the confidentiality of such information; d) A Party receives from a
Tyler Technologies, Inc. Page 7 16-12
third party who has a right to disclose it to that Party; or e) Is subject to disclosure under
the California Public Records Act or the Freedom of Information Act, only to the extent
disclosure is based on the good faith written opinion of the receiving party's legal counsel
that disclosure is required by law. , The receiving Party shall give prompt notice of the
service of process or other documentation that underlies such requirement and use its
best efforts to assist the disclosing Party if the disclosing Party wishes to obtain a
protective order or otherwise protect the confidentiality of such confidential information.
The disclosing Party reserves the right to obtain protective order or otherwise protect the
confidentiality of its confidential information.
20. INTELLECTUAL PROPERTY INDEMNITY
Tyler shall defend and indemnify City, its agents, officers, representatives and
employees against any and all liability, including costs, for infringement or alleged
infringement of any United States' letters patent, trademark, or copyright, including costs,
contained in Tyler's Documents provided under this Agreement.
21. RECORDS
Tyler shall keep records and invoices in connection with the Services to be
performed under this Agreement. Tyler shall maintain complete and accurate records
with respect to the costs incurred under this Agreement and any Services, expenditures
and disbursements charged to City, for a minimum period of three (3) years, or for any
longer period required by law, from the date of final payment to Tyler under this
Agreement. All such records and invoices shall be clearly identifiable. Tyler shall allow
a representative of City to examine, audit and make transcripts or copies of such records
and invoices during regular business hours. Tyler shall allow inspection of all Work, data,
documents, proceedings and activities directly related to the Agreement for a period of
three (3) years from the date of final payment to Tyler under this Agreement. Such
inspection shall occur after one (1) week advance notice.
22. WITHHOLDINGS
In the event City believes products or services do not conform to warranties in this
Agreement, City will provide written notice to Tyler within fifteen (15) calendar days of
receipt of the applicable invoice. City is allowed an additional fifteen (15) calendar days
to provide written clarification and details. Tyler will provide a written response to City
that will include either a justification of the invoice or an adjustment to the invoice. Tyler
and City will develop a plan to outline the reasonable steps to be taken by Tyler and City
to resolve any issues presented in City's notice to Tyler. City may only withhold payment
of the amount actually in dispute until Tyler completes its action items outlined in the plan.
Notwithstanding the foregoing, if Tyler is unable to complete its actions outlined in the
plan because City has not completed its action items outlined in the plan, City will remit
full payment of the invoice. Tyler shall not unreasonably discontinue work while items are
disputed in accord with this provision.
23. ERRORS AND OMISSIONS
In the event of errors or omissions that are due to the negligence or professional
inexperience of Tyler which result in expense to City greater than what would have
Tyler Technologies, Inc. Page 8 16-13
resulted if there were not errors or omissions in the Work accomplished by Tyler, the
additional design, construction and/or restoration expense shall be borne by Tyler.
Nothing in this Section is intended to limit City's rights under the law or any other sections
of this Agreement. Nothing is this section shall be construed to require Tyler to pay the
cost of substitute goods or services. This Section is, in all respects, subject to Sections
28 (Meet and Confer Process) and 31 (Limitation of Liability) of this Agreement.
24. CITY'S RIGHT TO EMPLOY OTHER CONSULTANTS
City reserves the right to employ other consultants in connection with the Project.
The foregoing notwithstanding, any consultant shall be subject to the terms and
conditions of this Agreement, including, without limitation, the provisions regarding
handling and use of confidential information.
25. CONFLICTS OF INTEREST
25.1 Tyler or its employees may be subject to the provisions of the California
Political Reform Act of 1974 (the "Act") and/or Government Code §§ 1090 et seq., which
(1) require such persons to disclose any financial interest that may foreseeably be
materially affected by the Work performed under this Agreement, and (2) prohibit such
persons from making, or participating in making, decisions that will foreseeably financially
affect such interest.
25.2 If subject to the Act and/or Government Code §§ 1090 et seq., Tyler shall
conform to all requirements therein. Failure to do so constitutes a material breach and is
grounds for termination of this Agreement in accordance with its terms by City or
otherwise if and to the extent required by applicable law. Tyler shall indemnify and hold
harmless City for any and all claims for damages resulting from Tyler's violation of this
Section.
26. NOTICES
26.1 All notices, demands, requests or approvals, including any change in
mailing address, to be given under the terms of this Agreement shall be given in writing,
and conclusively shall be deemed served when delivered personally, or on the third
business day after the deposit thereof in the United States mail, postage prepaid, first-
class mail, addressed as hereinafter provided.
26.2 All notices, demands, requests or approvals from Tyler to City shall be
addressed to City at:
Attn: Community Development Director
Community Development Department
City of Newport Beach
100 Civic Center Drive
PO Box 1768
Newport Beach, CA 92658
26.3 All notices, demands, requests or approvals from City to Tyler shall be
addressed to Tyler at:
Tyler Technologies, Inc. Page 9 16-14
Attn: Chief Legal Officer
Tyler Technologies, Inc.
One Tyler Drive
Yarmouth, MA 04096
27. CLAIMS
Unless a shorter time is specified elsewhere in this Agreement, before making its
final request for payment under this Agreement, Tyler shall submit to City, in writing, all
claims for compensation under or arising out of this Agreement. Tyler's acceptance of
the final payment shall constitute a waiver of all claims for compensation under or arising
out of this Agreement except those previously made in writing and identified by Tyler in
writing as unsettled at the time of its final request for payment.
28. MEET AND CONFER PROCESS.
28.1.1 For all disputes regarding either Party's performance under this
Agreement, the aggrieved Party will notify the other Party in writing within fifteen (15) days
of becoming aware of a dispute. If the Parties cannot resolve such dispute within thirty
(30) calendar days of receipt of written notice of dispute, the Parties will each promptly
designate an executive level representative from its organization to meet with its
counterpart from the other Party to resolve the dispute within a reasonable time period as
determined by the Parties ("Meet and Confer Process"). In the event the dispute is not
resolved within the time allotted during the Meet and Confer Process, either Party may
assert its other rights and remedies under this Agreement with a court of competent
jurisdiction.
28.1.2 All meetings and discussions during the Meet and Confer Process
will be deemed confidential settlement discussions not subject to disclosure under
Federal Rule of Civil Procedure 408 or any similar applicable state rule.
28.1.3 This provision shall not be interpreted as preventing either Party from
applying to a federal or state court of competent jurisdiction to obtain injunctive relief
pending resolution of the dispute through the dispute resolution procedures set forth
herein or exercising any other remedy available by law.
29. TERMINATION
29.1 In the event that either Party fails or refuses to perform any of the provisions
of this Agreement at the time and in the manner required by this Agreement, and on the
condition that such failures or refusals were referred to the Meet and Confer Process
without resolution despite the good faith efforts of both parties, that Party shall be deemed
in default in the performance of this Agreement. If such default is not cured within a period
of two (2) business days, or if more than two (2) business days are reasonably required
to cure the default and the defaulting Party fails to give adequate assurance of due
performance within two (2) business days after receipt of written notice of default,
specifying the nature of such default and the steps necessary to cure such default, and
thereafter diligently take steps to cure the default, the non -defaulting Party may terminate
the Agreement forthwith by giving to the defaulting Party written notice thereof.
Tyler Technologies, Inc. Page 10 16-15
29.2 Notwithstanding the above provisions, City shall have the right, at its sole
and absolute discretion and without cause, of terminating this Agreement at any time by
giving no less than forty-five (45) calendar days' prior written notice to Tyler. Upon
delivery of the Notice of Termination, Tyler shall cease all Work or Services under this
Agreement.
29.3 In the event of termination under this Section 29, City shall pay Tyler for
non -defective Tyler Software and Services delivered in accord with the requirements of
this Agreement and costs incurred up to the effective date of termination for which Tyler
has not been previously paid. On the effective date of termination, Tyler shall deliver to
City all of the following to the extent they are non-proprietary and non -confidential (1)
reports, (2) Documents and (3) other information developed or accumulated in the
performance of this Agreement, whether in draft or final form.
29.4 Procedure on Termination. If this Agreement is terminated following the
Completion of Services, then the City may retain the copy of the Software Products and
all reports, Documents and other information in its possession subject to the terms of this
Agreement but it shall not be entitled to any additional Licenses, nor will it receive updates
of, or modifications to, the Software Product made by Tyler. Notwithstanding the
foregoing, the City will remain subject to the obligations imposed upon it pursuant to this
Agreement with respect to the Software, including, but not limited to, such obligations
relating to use of the Software Product and confidentiality.
30. DISCLAIMER
THE WARRANTIES SET FORTH IN THIS AGREEMENT, INCLUDING
ATTACHMENTS AND EXHIBITS, ARE EXCLUSIVE AND IN LIEU OF ALL OTHER
RIGHTS, REMEDIES, AND WARRANTIES EXPRESSED, IMPLIED, OR STATUTORY,
INCLUDING, WITHOUT LIMITATION, THE WARRANTIES OF MERCHANTABILITY,
FITNESS FOR A PARTICULAR PURPOSE, AND SYSTEM INTEGRATION, WHICH
ARE HEREBY DISCLAIMED BY TYLER.
31. LIMITATION OF LIABILITY
31.1 Professional Services. In no event shall either Party be liable for special,
indirect, incidental, consequential, or exemplary damages, including, without limitation,
any damages resulting from loss of use, loss of data, interruption of business activities,
or failure to realize savings arising out of or in connection with the provision or quality of
professional services or use of the Tyler Software Products. Tyler's liability for damages
arising out of the professional services (identified as the line item "Tyler Services" in the
Investment Summary attached as Exhibit B), whether based on a theory of contract or
tort, shall be limited to two (2) times the Tyler Services fees identified in the Investment
Summary included in Exhibit B and paid by Client.
31.2 Maintenance Agreement (Exhibit C). In no event shall Tyler be liable for
special, indirect, incidental, consequential, or exemplary damages, including, without
limitation, any damages resulting from loss of use, loss of data, interruption of business
activities, or failure to realize savings arising out of or in connection with the provision or
quality of maintenance services or use of the Tyler Software Products. Tyler's liability for
Tyler Technologies, Inc. Page 11 16-16
damages and expenses arising out of the Maintenance Agreement, whether based on a
theory of contract or tort, shall be limited to two (2) times the Software Maintenance Fees
due and paid by City during the twelve (12) month period prior to the claim. The Software
Maintenance Fees reflect and are set in reliance upon this limitation of liability.
31.3 Software License Agreement (Exhibit D). In no event shall Tyler be liable
for special, indirect, incidental, consequential, or exemplary damages, including, without
limitation, any damages resulting from loss of use, loss of data, interruption of business
activities, or failure to realize savings arising out of or in connection with the use of the
Tyler Software Products. Tyler's liability for damages and expenses arising out of this
Software License Agreement, whether based on a theory of contract or tort, shall be
limited to two (2) times the Software License Fees set forth in the Investment Summary
included in Exhibit B and paid by Client. Such Software License Fees are set in reliance
upon this limitation of liability.
31.4 Third Party Product Agreement (Exhibit E). In no event shall Tyler be liable
for special, indirect, incidental, consequential, or exemplary damages, including without
limitation, any damages resulting from loss of use, loss of data, interruption of business
activities, or failure to realize savings arising out of or in connection with the use of the
Third Party Products. Tyler's liability for damages and expense arising out of the Third
Party Product Agreement attached as Exhibit D, whether based on a theory of contract
or tort, shall be limited to the License fee/purchase price of the Third Party Products as
set forth in the Investment Summary included in Exhibit B and paid by Client.
32. STANDARD PROVISIONS
32.1 Recitals. City and Tyler acknowledge that the above Recitals are true and
correct and are hereby incorporated by reference into this Agreement.
32.2 Compliance with all Laws. Tyler shall, at its own cost and expense, comply
with all applicable statutes, ordinances, regulations and requirements of all governmental
entities, including federal, state, county or municipal, whether now in force or hereinafter
enacted. In addition, all Work prepared by Tyler shall conform to applicable City, county,
state and federal laws, rules, regulations and permit requirements and be subject to
approval of the Project Administrator and City.
32.3 Waiver. A waiver by either Party of any breach, of any term, covenant or
condition contained herein shall not be deemed to be a waiver of any subsequent breach
of the same or any other term, covenant or condition contained herein, whether of the
same or a different character.
32.4 Integrated Contract. This Agreement represents the full and complete
understanding of every kind or nature whatsoever between the parties hereto, and all
preliminary negotiations and agreements of whatsoever kind or nature are merged herein.
No verbal agreement or implied covenant shall be held to vary the provisions herein.
32.5 Conflicts or Inconsistencies. In the event there are any conflicts or
inconsistencies between this Agreement and the attachments attached hereto, the
following order of precedence shall apply: the terms of this Agreement and Exhibits A -F,
Tyler Technologies, Inc. Page 12 16-17
shall govern, followed by Tyler's Proposal attached hereto as Exhibit H and then the
City's Request for Proposal attached hereto as Exhibit G.
32.6 Interpretation. The terms of this Agreement shall be construed in
accordance with the meaning of the language used and shall not be construed for or
against either party by reason of the authorship of the Agreement or any other rule of
construction which might otherwise apply.
32.7 Amendments. This Agreement may be modified or amended only by a
written document executed by both Tyler and City and approved as to form by the City
Attorney.
32.8 Severability. If any term or portion of this Agreement is held to be invalid,
illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining
provisions of this Agreement shall continue in full force and effect.
32.9 Controlling Law and Venue. The laws of the State of California shall govern
this Agreement and all matters relating to it and any action brought relating to this
Agreement shall be adjudicated in a court of competent jurisdiction in the County of
Orange, State of California.
32.10 Equal Opportunity Employment. Tyler represents that it is an equal
opportunity employer and it shall not discriminate against any subcontractor, employee
or applicant for employment because of race, religion, color, national origin, handicap,
ancestry, sex, age or any other impermissible basis under law.
32.11 No Attorneys' Fees. In the event of any dispute or legal action arising under
this Agreement, the prevailing party shall not be entitled to attorneys' fees.
32.12 Counterparts. This Agreement may be executed in two (2) or more
counterparts, each of which shall be deemed an original and all of which together shall
constitute one (1) and the same instrument.
[SIGNATURES ON NEXT PAGE]
Tyler Technologies, Inc. Page 13 16-18
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed
on the dates written below.
APPROVED AS TO FORM:
CITY ATTORNEY'S OFFICE
Date:
CITY OF NEWPORT BEACH,
a California municipal corporation
Date:
By: b r6y:
j&2—Aaro9,1P. Harp I Diane B. Dixon
City orney Mayor
ATTEST:
Date:
Leilani I. Brown
City Clerk
CONSULTANT: Tyler Technologies, Inc.,
a Delaware corporation
Date:
James J. Hurley, III
Senior VP, Sales and Marketing
Date:
By.-
Stacey
y:Stacey M. Gerard
Assistant Secretary
[END OF SIGNATURES]
Attachments: Exhibit A — Statement of Work
Exhibit A - Attachment 1: Support Call Process
Exhibit A - Attachment 2: Acceptance Testing
Exhibit B — Investment Summary
Exhibit B - Attachment 1: Compensation Schedule
Exhibit B - Attachment 2: Payment Milestones
Exhibit B - Attachment 3: Business Travel Policy
Exhibit C
— Software Maintenance Agreement
Exhibit D
— Software License Agreement
Exhibit E —
Third Party Product Agreement
Exhibit F —
Insurance Requirements
Exhibit G
— City's Request for Proposal (RFP)
Exhibit H
— Tyler's Response to City's RFP
Tyler Technologies, Inc. Page 14 16-19
EXHIBIT A
STATEMENT OF WORK
Tyler Technologies, Inc.
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Statement of Work
Tyler Technologies
City of Newport Beach
100 Civic Center Drive, Newport Beach, CA 92660
Chuck Newberry
2160 Satellite Blvd., Suite 300, Duluth, GA 30097
Tyler Technologies, Inc.
www.tylertech.com
Revised: 10/5/2018
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T��� ��Contents
/ ���/�� ��:
1 Executive Summary ............................................................................................................................... S
1.1 Project Overview ...........................................................................................................................
S
1.2 Product Summary ..........................................................................................................................
5
13 Project Timeline ............................................................................................................................
S
1'4 Project Methodology Overview ....................................................................................................
6
2 Project Governance ...............................................................................................................................
7
S Overall Project Assumptions ...............................................................................................................
11
4 Implementation Stages .......................................................................................................................
1S
4.1 Initiate & Plan (Stage 1) ...............................................................................................................
17
4.1.1 Tyler Internal Coordination fkPlanning ...............................................................................
l7
4.1.2 System Infrastructure Planning ...........................................................................................
18
4.13 P Planning .......................................................................................................
19
4.1.4 Project Schedule ..................................................................................................................
30
4.1.5 Stakeholder Presentation ....................................................................................................
21
4.1.6 Control Point 1:Initiate /& Plan Stage Acceptance .............................................................. 22
4.2 Assess & Define (Stage 2) ............................................................................................................ 23
4.2.1 Assessment Training ............................................................................................................
23
4.2.2 Current/Future State Analysis .............................................................................................
24
4.23 Prototype Development ......................................................................................................
%S
4.24 Data Conversion Planning & Mapping --------------------------..26
4.3.5 Standard 3rd Party Data Exchange Planning .......................................................................
27
4.2.6 Modification Analysis Ek Specification ---------------------------28
4.2.7 Forms & Reports Planning ...................................................................................................
3O
4.2.8 System Deployment ............................................................................................................
31
4.2.9 Control Point 2:Assess & Define Stage Acceptance ...........................................................
32
/i3 Build /& Validate (Stage 3) ..-----------------------------------.34
4.3.1 Configuration /& Power User Training .................................................................................
34
4.3.2 Data Conversion & Validation .............................................................................................
3S
4.3.3 Standard 3rd Party Data Exchange Validation ....................................................................
36
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4.3.4 Modification Delivery & Validation.....................................................................................37
4.3.5 Forms & Reports Validation................................................................................................38
4.3.6 Control Point 3: Build & Validate Stage Acceptance...........................................................39
4.4 Final Testing & Training (Stage 4)................................................................................................40
4.4.1 Cutover Planning.................................................................................................................40
4.4.2 User Acceptance Testing (UAT)...........................................................................................41
5.1.2
4.4.3 End User Training................................................................................................................42
5.1.3
4.4.4 Control Point 4: Final Testing & Training Stage Acceptance...............................................43
5.1.4
4.5 Production Cutover (Stage 5)......................................................................................................44
4.5.1 Final Data Conversion..........................................................................................................44
4.5.2 Production Processing & Assistance...................................................................................45
4.5.3 Transition to Tyler Support..................................................................................................46
4.5.4 Schedule Post -Production Services.....................................................................................47
Tyler Software Support .......................................................................................................53
4.5.5 Control Point 5: Production Cutover Stage Acceptance.....................................................48
5.1.7
4.6 Phase/Project Closure (Stage 6)..................................................................................................49
4.6.1 Close Phase/Project.............................................................................................................49
Tyler Reports/Forms Experts...............................................................................................54
4.6.2 Control Point 6: Phase/Project Closure Stage Acceptance.................................................50
5.1.9
5 Roles and Responsibilities...................................................................................................................51
5.1 Tyler Roles and Responsibilities..................................................................................................51
5.1.1
Tyler Executive Management..............................................................................................51
5.1.2
Tyler Implementation Management...................................................................................51
5.1.3
Tyler Project Manager.........................................................................................................51
5.1.4
Tyler Implementation Consultant.......................................................................................53
5.1.5
Tyler Sales............................................................................................................................53
5.1.6
Tyler Software Support .......................................................................................................53
5.1.7
Tyler Data Conversion Experts............................................................................................53
5.1.8
Tyler Reports/Forms Experts...............................................................................................54
5.1.9
Tyler Development..............................................................................................................54
5.2 City Roles and Responsibilities....................................................................................................54
5.2.1
City Executive Sponsor........................................................................................................54
5.2.2
City Steering Committee.....................................................................................................54
5.2.3
City Project Manager...........................................................................................................55
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5.2.4
City Functional Leads...........................................................................................................56
5.2.5
City Power Users.................................................................................................................57
5.2.6
City End Users......................................................................................................................57
5.2.7
City Technical Support .........................................................................................................57
5.2.8
City Upgrade Coordinator...................................................................................................57
5.2.9
City Project Toolset Coordinator.........................................................................................58
5.2.10
City Change Management Lead..........................................................................................58
6 Glossary
...............................................................................................................................................59
7 Tyler Resources Purchased..................................................................................................................62
7.1 Expenses in Scope.......................................................................................................................62
7.1.1
Business Scope — Phase 1....................................................................................................62
7.1.2
Business Scope — Phase 2....................................................................................................64
7.1.3 Business Scope — Phase 3....................................................................................................65
7.1.4 Case types to be implemented: ........................................................................................... 65
7.1.5 "Business transaction" is defined by: .................................................................................. 70
7.1.6 "Template" transaction is defined by: ................................................................................ 70
7.1.7 "Geo -Rule" is defined by: .................................................................................................... 70
7.1.8 "Intelligent Object (10)" is defined by: ................................................................................ 71
7.1.9 "Intelligent Automation Agent (IAA)" is defined by: ........................................................... 71
7.1.10 "EnerGov SDK API (Toolkits)' are defined by: ..................................................................... 71
8 EnerGov Conversion Summary ............................................................................................................72
8.1 Permitting....................................................................................................................................72
8.2 Business and Professional Licensing...........................................................................................72
8.3 Code Case Management.............................................................................................................73
8.4 Plan Management.......................................................................................................................73
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1 Executive Summary
1.1 project Overview
The Statement of Work (SOW) documents the Project Scope, methodology, roles and responsibilities,
implementation Stages, and deliverables for the implementation of Tyler products.
The Project goals are to offer the City of Newport Beach all current case compositions, applications
processes delivered through existing channels (over the counter, online, mobile and phone), integrations,
automation and reports with the opportunity to make the City's staff, constituents and stakeholders more
accessible, responsive and efficient in its operations through. Additionally, the goal of this project will
deliver new case types to existing and new user groups and expanded capabilities through new electronic
submittal modules and custom developed functionality:
• Streamlining, automating, and integrating business processes and practices
• Providing tools to produce and access information in a real-time environment
• Enabling and empowering users to become more efficient, productive and responsive
• Successfully overcoming current challenges and meeting future goals
1.2 Product Summary
Below, is a summary of the products included in this Project, as well as reference to the City's functional
area utilizing the Tyler product(s). Refer to the Implementation Stages section of this SOW for information
containing detailed service components.
[PRODUCT] [APPLICATION]
EnerGov
Community Development Suite
EnerGov
Content Management API
EnerGov
CSS Portal - PLM
Tyler
Tyler 311 & Click 2 Report
EnerGov
eReviews
EnerGov
iG Workforce Apps
EnerGov
Intelligent Automation Agent
EnerGov
Intelligent Objects
EnerGov
IVR API
EnerGov
Permitting & Land Management SDK
EnerGov
Reporting Toolkit
EnerGov
Tyler GIS
1.3 Project Time9ine
The City would like to implement EnerGov in phases.
in
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Phase 1- Core functionality (Permits Plus dta only) As well as CSS (online Portal) only with the
applications currently used in Accela Automation.
Phase 2 - New case types and CSS (online) portal, up to 20 additional online applications,
Phase 3 — eReviews
The Project Timeline establishes a start and end date for each Phase of the Project. Developed during the
Initiate & Plan Stage and revised as mutually agreed to, if needed, the timeline accounts for resource
availability, business goals, size and complexity of the Project, and task duration requirements.
Tyler bases its implementation methodology on the Project Management Institute's (PMI) Process Groups
(Initiating, Planning, Executing, Monitoring & Controlling, and Closing). Using this model, Tyler developed
a 6 -stage process specifically designed to focus on critical project success measurement factors.
Tailored specifically for Tyler's public sector clients, the project methodology contains Stage acceptance
Control Points throughout each Phase to ensure adherence to Scope, budget, timeline controls, effective
communications, and quality standards. Clearly defined, the project methodology repeats consistently
across Phases, and is scaled to meet the City's complexity, and organizational needs.
6/73 tyler !Chnologie�,; 16-26
2 Project Governance
The purpose of this section is to define the resources required to adequately establish the business
needs, objectives, and priorities for the Project; communicate the goals to other project participants; and
provide support and guidance to accomplish these goals. Project governance also defines the structure
for issue escalation and resolution, Change Control review and authority, and organizational Change
Management activities.
The preliminary governance structure establishes a clear escalation path when issues and risks require
escalation above the project manager level. Further refinement of the governance structure, related
processes, and specific roles and responsibilities occurs during the Initiate & Plan Stage.
The path below illustrates an overall team perspective where Tyler and the City collaborate to resolve
project challenges according to defined escalation paths. In the event project managers do not possess
authority to determine a solution, resolve an issue, or mitigate a risk, Tyler implementation management
and the City steering committee become the escalation points to triage responses prior to escalation to
the City and Tyler executive sponsors. As part of the escalation process, each project governance tier
presents recommendations and supporting information to facilitate knowledge transfer and issue
resolution. The City and Tyler executive sponsors serve as the final escalation point.
2.1 Client Governance
Depending on the City's organizational structure and size, the following governance roles may be filled by
one or more people:
2.1.1 Client Project Manager
The City's project manager(s) coordinate project team members, subject matter experts, and the overall
implementation schedule and serves as the primary point of contact with Tyler. The City project
manager(s) will be responsible for reporting to the City steering committee and determining appropriate
escalation points.
2.1.2 Steering Committee
The City steering committee understands and supports the cultural change necessary for the Project and
fosters an appreciation of the Project's value throughout the organization. Oversees the City project
manager(s) and the Project as a whole and through participation in regular internal meetings, the City
steering committee remains updated on all project progress, project decisions, and achievement of
project milestones. The City steering committee also provides support to the City project manager(s) by
communicating the importance of the Project to all impacted departments. The City steering committee
is responsible for ensuring the Project has appropriate resources, provides strategic direction to the
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project team, for making timely decisions on critical project issues or policy decisions. The City steering
committee also serves as primary level of issue resolution for the Project.
2.1.3 Executive Sponsor(s)
The City's executive sponsor provides support to the Project by allocating resources, providing strategic
direction, and communicating key issues about the Project and the Project's overall importance to the
organization. When called upon, the executive sponsor also acts as the final authority on all escalated
project issues. The executive sponsor engages in the Project, as needed, in order to provide necessary
support, oversight, guidance, and escalation, but does not participate in day-to-day project activities. The
executive sponsor empowers the City steering committee, project manager(s), and functional leads to
make critical business decisions for the City.
2.2 Tyler Governance
2.2.1 Tyler Project Manager
The Tyler project manager(s) have direct involvement with the Project and coordinates Tyler project team
members, subject matter experts, the overall implementation schedule, and serves as the primary point
of contact with the City. As requested by the City, the Tyler project manager(s) provide regular updates to
the City's steering committee and other Tyler governance members.
Clear Definition of Project - Prior to any work or deliverable determination, Tyler Project Manager will
work in conjunction with each City's corresponding project manager to clearly understand what the
project will deliver, when it will be completed, who will provide the associated deliverables, how the
deliverable will be accomplished and when payment milestones occur
Resource Management - Tyler Project Manager will properly schedule and budget all necessary
resources to ensure deliverables and project milestones are reasonably attainable. Tyler Project
Manager will methodically assemble a complete Project Plan developed specifically for the City of
Newport Beach implementation.
Schedule Management - Tyler Project Manager will manage the schedule and budgetary constraints and
adjustments throughout the lifecycle of the project. The Tyler Project Manager's goal is to ensure all
previously communicated project deliverables and timelines are either adhered to, or that all exceptions
are clearly communicated project deliverables and timelines are either adhered to, or that all exceptions
are clearly communicated, analyzed, and properly adjusted with the City's Project Manager or
stakeholders. Tyler Project Manager will provide weekly reporting statistics and periodically scheduled
project meetings.
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Issues Management - Tyler Project Manager will clearly identify all issues with the associated project, log
the issues, create issue resolutions, and communicate on a weekly basis with the City Project Managers
the updated status of all issues.
Change Management - Tyler Project Manager will manage project changes including a scope change,
configuration change, or a simpler general change. All changes are identified and immediately
communicated to Client Project Managers through a prescribed change order request form which must
be signed and agreed to prior to change implementation and before project plan or deliverable
adjustments are performed.
Communication Management - Tyler Project Manager is responsible for all project communication at
each Client desired level. Tyler Project Manager will deliver a clear and concise project plan which will
identify appropriate personnel and their communication needs. Tyler Project Manager will provide
weekly current status and health reports of the project.
Risk Management - Tyler Project Manager will identify the risk events for a project and then establish a
Risk Management Plan to manage the risk event and minimize their effects on the project plan and
schedule. Tyler Project Manager will perform additional risk identification throughout the project on a
monthly basis and at the completion of project deliverable or milestone.
Project Team Management - Tyler Project Manager will be responsible for Tyler Project Team
assignment, development, and training to ensure all project milestones are attainable. This includes, but
is not limited to team acquisition, classes, cross -training, conflict resolution, motivation, etc.
Quality Management - Tyler Project Manager and Tyler Project Team will have a clear understanding of
each of the City's requirements and expectations. The Tyler Project Manager will work to provide
appropriate metrics so quality can be measured at multiple levels within the project and at project
completion. The Tyler Project Manager and Tyler Project Team will determine the City requirements,
metrics, and expectations at all levels i.e. project management, IT departmental, stakeholder, etc. to
enable a holistic quality measurement for the project upon completion.
Metric Management - Tyler Project Manager and Tyler Project Team will accurately measure quality and
drive process improvements across the project.
2.2.2 Tyler Implementation Management
Tyler implementation management has indirect involvement with the Project and is part of the Tyler
escalation process. Tyler project manager(s) consult implementation management on issues and
outstanding decisions critical to the Project. Implementation management works toward a solution with
the Tyler project manager(s) or with the City management, as appropriate. Tyler executive management
is the escalation point for any issues not resolved at this level. The name(s) and contact information for
this resource will be provided and available to the project team.
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2.2.3 Tyler Executive Management
Tyler executive management has indirect involvement with the Project and is part of the Tyler escalation
process. This team member offers additional support to the project team and collaborates with other
Tyler department managers, as needed, in order to escalate and facilitate implementation project tasks
and decisions. The name(s) and contact information for this resource will be provided and available to the
project team.
2.3 Acceptance and Acknowledgment Process
All Deliverables and Control Points must be accepted or acknowledged following the process below.
Acceptance requires a formal sign -off while acknowledgement may be provided without formal sign -off at
the time of delivery. The following process will be used for accepting or acknowledging Deliverables and
Control Points:
• The City shall have five (5) business days from the date of delivery, or as otherwise mutually
agreed upon by the parties in writing, to accept or acknowledge each Deliverable or Control
Point. If the City does not provide acceptance or acknowledgement within five (5) business days,
or the otherwise agreed upon timeframe, not to be unreasonably withheld, Tyler deems the
Deliverable or Control Point as accepted.
• If the City does not agree the particular Deliverable or Control Point meets requirements, the City
shall notify Tyler project manager(s), in writing, with reasoning within five (5) business days, or
the otherwise agreed-upon timeframe, not to be unreasonably withheld, of receipt of the
Deliverable.
• Tyler shall address any deficiencies and redeliver the Deliverable or Control Point. The City shall
then have five (5) business days from receipt of the redelivered Deliverable or Control Point to
accept or again submit written notification of reasons for rejecting the milestone. If the City does
not provide acceptance or acknowledgement within five (5) business days, or the otherwise
agreed upon timeframe, not to be unreasonably withheld, Tyler deems the Deliverable or Control
Point as accepted.
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3 Overall Project Assumptions
3.1 Project, Resources and Scheduling
• Project activities will begin after the Agreement has been fully executed.
• The City has the ability allocate additional internal resources if needed. The City also ensures the
alignment of their budget and Scope expectations.
• The City and Tyler ensure that the assigned resources are available, they buy -into the change
process, and they possess the required business knowledge to complete their assigned tasks
successfully. Should there be a change in resources, the replacement resource should have a
comparable level of availability, buy -in, and knowledge.
+ Tyler and City provide adequate resources to support the efforts to complete the Project as
scheduled and within the constraints of the Project budget.
• Abbreviated timelines and overlapped Phases can result in Project delays if there are not
sufficient resources assigned to complete all required work as scheduled.
• Changes to Project Plan, availability of resources or changes in Scope may result in schedule
delays, which may result in additional charges to the Project.
• Tyler provides a written agenda and notice of any prerequisites to the City project manager(s) ten
(10) business days prior to any scheduled on site or remote sessions.
• Tyler provides notice of any prerequisites to the City project manager(s) a minimum of ten (10)
business days prior to any key deliverable due dates.
• City users complete prerequisites prior to applicable scheduled activities.
• Tyler provides guidance for configuration and processing options available within the Tyler
software. The City is responsible for making decisions based on the options available.
+ In the event the City may elect to add and/or modify current business policies during the course
of this Project, such policy changes are solely the City's responsibility to define, document, and
implement.
• The City makes timely Project related decisions in order to achieve scheduled due dates on tasks
and prepare for subsequent training sessions. Decisions left unmade may affect the schedule, as
each analysis and implementation session builds on the decisions made in prior sessions.
• Tyler considers additional services out of Scope and requires additional time and costs be
requested via Change Request approved through the Change Control process.
11/73 do
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• The City will respond to information requests in a comprehensive and timely manner, in
accordance with the Project Plan.
• Tyler Project Team Travel must be approved by the City prior to booking.
• Tyler Project Team Travel Itemized Receipts will be available for review by the City will include
primarily air travel and hotel receipts.
3.2Data Conversion
• The City is readily able to produce the data files needed from the two Legacy Systems
(PermitsPlus and Accela Automation Web) and upload to the EnerGov Database Conversion
Template (DCT -DB) for conversion in order to provide them to Tyler on the specified due date(s).
• Each Legacy System data file submitted for conversion includes all associated records in approved
EnerGov DCT -DB..
• The City understands the Legacy System data extract(s) must be provided to Tyler in the same
format each time unless changes are mutually agreed upon in advance. If not, negative impacts
to the schedule, budget, and resource availability may occur and/or data in the new system may
be incorrect.
• During this process, the City may need to correct data scenarios in the Legacy System prior to the
final data pull. This is a complex activity and requires due diligence by the City to ensure all data
pulled includes all required data and the Tyler system contains properly mapped data.
• Tyler will be available and ready to guide and support the City during the Data Conversion process
to answer any questions regarding the population of the DCT -DB throughout all stages of the
implementation.
3.3 Data Exchanges, Modifications, Forms and Reports
• The City ensures the 3rd party data received conforms to a Tyler standard format.
• The 3rd party possesses the knowledge of how to program their portion of the interaction and
understands how to manipulate the data received.
+ Client is on a supported, compatible version of the 3rd party software or Tyler standard Data
Exchange tools may not be available.
12/73 00
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• The City is willing to make reasonable business process changes rather than expecting the
product to conform to every aspect of their current system/process.
• Any Modification requests not expressly stated in the contract are out of Scope. Modifications
requested after contract signing have the potential to change cost, Scope, schedule, and
production dates for project Phases. Modification requests not in Scope must follow the Project
Change Request process.
3AHardware and Software
• Tyler will initially Install the most current generally available version of the purchased Tyler
software. Conversion and/or installation and related configuration services required to transition
to a newer available version of the purchased Tyler software during the project implementation
phases is included as part of the services provided by Tyler.
• The City will provide network access for Tyler modules, printers, and Internet access to all
applicable City and Tyler project staff.
+ The City has in place all hardware, software, and technical infrastructure necessary to support the
Project.
+ The City's system hardware and software meet Tyler standards to ensure sufficient speed and
operability of Tyler software. Tyler will not support use of software if the City does not meet
minimum standards of Tyler's published specifications.
3.5Education
• Throughout the Project lifecycle, the City provides a training room for Tyler staff to transfer
knowledge to the City's resources, for both onsite and remote sessions. The City will provide staff
with a location to practice what they have learned without distraction. If Phases overlap, the City
will provide multiple training facilities to allow for independent sessions scheduling without
conflict.
The training room is set up in a classroom setting. The City determines the number of
workstations in the room. Tyler recommends every person attending a scheduled session with a
Tyler Consultant or Trainer have their own workstation.
• The City provides a workstation which connects to the Tyler system for the Tyler trainer
conducting the session. The computer connects to a City provided projector, allowing all
attendees the ability to actively engage in the training session.
+ The City testing database contains the Tyler software version required for delivery of the
Modification prior to the scheduled delivery date for testing.
13/7369 so
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+ The City is responsible for verifying the performance of the Modification as defined by the
specification.
Users performing user acceptance testing (UAT) have attended all applicable training sessions
prior to performing UAT.
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4 Implementation Stages
Work Breakdown Structure (WBS)
The Work Breakdown Structure (WBS) is a hierarchical representation of a Project or Phase broken down
into smaller, more manageable components. The top-level components are called "Stages' and the
second level components are called "work packages." The work packages, shown below each Stage,
contain the high-level work to be done. The detailed Project Plan, developed during Initiate & Plan and
finalized during Assess & Define, will list the tasks to be completed within each work package. Each Stage
ends with a "Control Point", confirming the work performed during that Stage of the Project.
15/73 � �a� tyler
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16/73 ®�®� tyler
16-36
4.1 Initiate & Plan (Stage 1)
The Initiate & Plan Stage creates a foundation for the Project through identification of City and Tyler
Project management teams, development of implementation management plans, and the provision and
discussion of system infrastructure requirements. City participation in gathering information is critical.
Tyler Project management teams present initial plans to stakeholder teams at Stage end.
4.1.1 Tyler Internal Coordination & Planning
Prior to Project commencement, Tyler management staff assigns Project Manager(s). Tyler provides the
City with initial Project documents used in gathering basic information, which aids in preliminary planning
and scheduling. City participation in gathering requested information by provided deadlines ensures the
Project moves forward in a timely fashion. Internally, the Tyler Project Manager(s) coordinate with Sales
to ensure transfer of vital information from the sales process prior to scheduling a Project Planning
Meeting with the City's team. During this step, Tyler will work with the Client to establish the date(s) for
the Project/Phase Planning session.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
STAGE 1
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4.1.2 System Infrastructure Planning
The City provides, purchases or acquires hardware according to hardware specifications provided by Tyler
and ensures it is available at the City's site. The City completes the system infrastructure audit, ensuring
vital system infrastructure information is available to the Tyler implementation team, and verifies all
hardware compatibility with Tyler solutions.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
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4.1.3 Project/Phase Planning
Project and Phase planning provides an opportunity to review the contract, software, data conversions
and services purchased, identify Applications to implement in each Phase, and discuss implementation
timeframes. The Tyler Project Manager(s) deliver an Implementation Management Plan, which is
mutually agreeable by City and Tyler.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
STAGE 1
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4.1.4 Project Schedule
Client and Tyler will mutually develop an initial Project schedule. The initial schedule includes, at
minimum, enough detail to begin Project activities while the detailed Project Plan/schedule is being
developed and refined. Tyler Project Manager will properly schedule and budget all necessary resources
to ensure deliverables and project milestones are reasonably attainable. Tyler Project Manager will
methodically assemble a complete Project Plan developed specifically for the City of Newport Beach
implementation.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
STAGE 1
Project Schedule
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4.1.5 Stakeholder Presentation
City stakeholders join Tyler Project Management to communicate successful Project criteria, Project
goals, Deliverables, a high-level milestone schedule, and roles and responsibilities of Project participants.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
STAGE 1
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4.1.6 Control Point 1: Initiate & Plan Stage Acceptance
Acceptance criteria for this Stage includes completion of all criteria listed below. Advancement to the
Assess & Define Stage is dependent upon Tyler's receipt of the Stage Acceptance.
4.1.6.1 Initiate & Plan Stage Deliverables
Implementation Management Plan
o Objective: Update and deliver baseline management plans to reflect the approach to the
City's Project.
• Scope: The Implementation Management addresses how communication, quality control,
risks/issues, resources and schedules, and Software Upgrades will be managed
throughout the lifecycle of the Project. In addition, The Tyler Project Team will establish a
quality management and testing plan to ensure that project objectives outlined within
the Implementation Management Plan are successfully implemented. The quality
management and testing plan defines and monitors critical milestones. It also provides a
controlled environment for product testing, taking into account full module integration,
import and export interface integrity, functional flow and reliability. The testing plan will
also include system infrastructure audit, conversions, third -party data exchange,
customization, form/ reporting, configuration validation testing, and user acceptance
testing. The Tyler Project Team will conduct testing throughout the life of the project to
expose issues prior to production.
o Acceptance criteria: City reviews and acknowledges Implementation Management Plan
Project Plan/Schedule
• Objective: Provide a comprehensive list of tasks, timelines and assignments related to the
Deliverables of the Project.
o Scope: Task list, assignments and due dates
o Acceptance criteria: City acceptance of schedule based on City resource availability and
Project budget and goals.
4.1.6.2 Initiate & Plan Stage Acceptance Criteria
Tyler Internal Coordination & Planning activities complete
Hardware Installed
System infrastructure audit complete and verified
Implementation Management Plan delivered
Project Plan/Schedule delivered; dates confirmed
Stakeholder Presentation complete
22/73 a
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Assess4.2 ,. Define
The primary objective of Assess & Define is to gather information about current City business processes
and translate the material into future business processes using Tyler Applications. Tyler uses a variety of
methods for obtaining the information, all requiring City collaboration. The City shall provide complete
and accurate information to Tyler staff for analysis and understanding of current workflows and business
processes.
4.2.1 Assessment Training
Assessment Training provides functional leads and Power Users an overall understanding of software
capabilities prior to beginning current and future state analysis. The primary goal is to train the Power
Users on the different configuration methods and documentation necessary to be able to make educated
decisions on how to document deliverables for the Implementation during the Assess and Define stage.
Thus empowering the Power Users with the knowledge to understand the capabilities the software will
have based on how the assessment is documented.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
STAGE 2
Fundamentals Review
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4.2.2 Current/Future State Analysis
City and Tyler evaluate current state processes, options within the new software, pros and cons of each
option based on current or desired state, and make decisions about future state configuration and
processing.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
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4.2.3 Prototype Development
Tyler will work with the City to identify 12 high-volume business processes to be configured based on the
design definition documents. The prototypes shall be near -final simulations of how the City's
requirements shall be implemented in the New System. This is intended to be a checkpoint to ensure that
Tyler's development approach is in line with the City's expectations. The demonstration of the prototypes
shall not warrant automatic acceptance; the prototypes should be considered near -final and reflective of
design discussions to -date.
STAGE 2
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4.2.4 Data Conversion Planning & Mapping
This entails the activities performed to prepare to convert data from the City's Legacy System
Applications to the Tyler system. Tyler staff and the City work together to complete Data Mapping for
each piece of data (as outlined in the Agreement) from the two Legacy Systems to a location in the Tyler
system.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
STAGE 2
Data Conversion Planning & Mapping
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26/73 • •••
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4.2.5 Standard 3rd Party Data Exchange Planning
Standard Data Exchange tools are available to allow clients to get data in and out of the Tyler system with
external systems. Data exchange tools can take the form of Imports and Exports, and Interfaces.
A Standard Interface is a real-time or automated exchange of data between two systems. This could be
done programmatically or through an API. It is Tyler's responsibility to ensure the Tyler programs operate
correctly. It is the City's responsibility to ensure the third party program operates or accesses the data
correctly.
The City and Tyler Project Manager(s) will work together to define/confirm which Data Exchanges are
needed (if not outlined in the Agreement). Tyler will provide a file layout for each Standard Data
Exchange.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
STAGE 2
Standard 31dParty Data Exchange Planning
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4.2.6 Modification Analysis & Specification
Tyler staff conducts additional analysis and develops specifications based on information discovered
during this Stage. The City reviews the specifications and confirms they meet City's needs prior to
acceptance. Out of Scope items or changes to specifications after acceptance may require a Change
Request.
Tyler's intention is to minimize Modifications by using Standard functionality within the Application,
which may require a City business process change. It is the responsibility of the City to detail all of their
needs during the Assess and Define Stage. Tyler will write up specifications (for City approval) for
contracted program Modifications. Upon approval, Tyler will make the agreed upon Modifications to the
respective program(s). Once the Modifications have been delivered and internally tested by Tyler, the City
will test and approve those changes during the Build and Validate Stage.
The below customizations will have a specification document developed by Tyler to be reviewed and
agreed upon by the City:
o Action to multiple permits in a single set
■ Able to print or change the status to multiple permits in a single action.
o Template modification without leaving EnerGov
■ Modification of template and printing without exporting to MS Word and
reattaching the report to the record.. User selects template from within a
project. The template's variable fields automatically pulls data from the
project (address, description, staff contact, etc.) The user is able to edit
any portion of the document before they export, or store within the
project. If authorized users want to make permanent changes to the
template for the next user, they should be able to do so without the need
for Crystal Reports.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
28/73 • •••
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City and Tyler Project Manager(s) review Forms and Reporting needs. Items that included in the
Agreement are all available Standard Forms and Reports and Forms and Reports included in the
Agreement.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
STAGE 2
Forms &.Reports
Planning
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30/73
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4.2.8 System Deployment
The Tyler Technical Services team installs Tyler Applications on the server (client -based) and ensures the
platform operates as expected.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
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Ensure platform operates as expected
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4.2.9 Control Point 2: Assess & Define Stage Acceptance
Acceptance criteria for this Stage includes completion of all criteria listed below. Advancement to the
Build & Validate Stage is dependent upon Tyler's receipt of the Stage Acceptance.
4.2.9.1 Assess & Define Stage Deliverables
Completed analysis and review of Questionnaires
o Objective: Gather, document, and review information related to City business processes
for current/future state analysis as it relates to Tyler approach/solution.
o Scope: Provide comprehensive answers to all questions on Questionnaire(s).
o Acceptance criteria: City acceptance of completed Questionnaire based on thoroughness
of capturing all City business practices to be achieved through Tyler solution.
Prototype Development
o Objective: To have a sample set of the design documents configured to gain a better
understanding of the operations of the application based on the defined design
documentation.
o Scope: Configure and Walk Through 12 City selected Business processes that will include:
■ Successful demonstration of the prototype per approval by the City
(demonstration of the prototype shall not warrant automatic acceptance;
prototype should be considered near -final and reflective of design discussions
to -date)
■ Feedback, outcomes, and findings to be considered for the subsequent
implementation efforts
o Acceptance criteria: Complete configuration of 12 business processes selected by the City
based on design definition documents, Demonstration and acceptance of the walk
through of the 12 business processes.
Data conversion summary and specification documents
o Objective: Define data conversion approach and strategy
o Scope: Data conversion approach defined, data extract strategy, conversion and
reconciliation strategy.
o Acceptance criteria: Data conversion document(s) delivered to the City, reflecting
complete and accurate conversion decisions.
Modification specification documents
o Objective: Provide comprehensive outline of identified gaps, and how the modified
program meets the City's needs
o Scope: Design solution for Modification
o Acceptance criteria: City accepts Modified Specification Document(s) and agrees that the
proposed solution meets their requirements and receive supporting documentation.
Completed Forms options and/or packages
o Objective: Provide specifications for each City in Scope form, Report and output
requirements
32/73 ®�0�
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o Scope: Complete Forms package(s) included in agreement and identify Reporting needs.
o Acceptance criteria: Identify Forms choices and receive supporting documentation
Installation checklist (System Deployment)
o Objective: Installation of purchased Tyler software
• Scope: Tyler will conduct an initial coordination call, perform an installation of the
software included in the Agreement, conduct follow up to ensure all tasks are complete,
and complete server system administration training, unless the City is hosted.
o Acceptance criteria: Tyler software is successfully installed and available to authorized
users, City team members are trained on applicable system administration tasks.
4.2.9.2 Assess & Define Stage Acceptance Criteria
Tyler software is installed
Assessment Training is complete
Required Form information complete and provided to Tyler
Current/Future state analysis completed; Questionnaires delivered and reviewed
Prototype Case Types developed by Tyler
Data conversion mapping and extractions completed and provided to Tyler
33 / 73•
•0W. tyler
• terhnnlogws 16-53
4.3 Build & Validate (Stage 3)
The objective of the Build & Validate Stage is to prepare the software for use in accordance with the City's
needs identified during the Assess and Define Stage, preparing the City for Final Testing and Training.
4.3.1 Configuration & Power User Training
Tyler staff collaborates with the City to complete software configuration based on the outputs of the
future state analysis performed during the Assess and Define Stage. Tyler staff will train the City Power
Users to prepare them for the Validation of the software. The City collaborates with Tyler staff iteratively
to Validate software configuration.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
STAGE 3
Configuration&
Power User Training
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4.3.2 Data Conversion & Validation
Tyler completes an initial review of the converted data for errors. With assistance from the City, the Tyler
Data Conversion Team addresses items within the conversion program to provide the most efficient data
conversion possible. With guidance from Tyler, the City reviews specific data elements within the system
and identifies and Reports discrepancies in writing. Iteratively, Tyler collaborates with the City to address
conversion discrepancies prior to acceptance.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
STAGE 3
Data Conversion & Validation
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35/73 so
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4.3.3 Standard 3rd Party Data Exchange Validation
Tyler provides training on Data Exchange(s) and the City tests each Data Exchange.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
STAGE 3.
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4.3.4 Modification Delivery & Validation
Tyler delivers in Scope Modification(s) to the City for preliminary testing. Final acceptance will occur
during the Final Testing and Training Stage. The below are the in Scope Modifications to be developed for
this implementation:
o Action to multiple permits in a single set
■ Able to print or change the status to multiple permits in a single action.
o Template modification without leaving EnerGov
■ Modification of template and printing without exporting to MS Word and
reattaching the report to the record.. User selects template from within a
project. The template's variable fields automatically pulls data from the
project (address, description, staff contact, etc.) The user is able to edit
any portion of the document before they export, or store within the
project. If authorized users want to make permanent changes to the
template for the next user, they should be able to do so without the need
for Crystal Reports.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
STAGE 3
Modification Delivery & Validation
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4.3.5 Forms & Reports Validation
Tyler provides training on Standard and Custom Forms/Reports and the City tests each Standard and
Custom Form/Report.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
STAGE 3
Forms &'Reports Validation
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38/73
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4.3.6 Control Point 3: Build & Validate Stage Acceptance
Acceptance criteria for this Stage includes all criteria listed below. Advancement to the Final Testing &
Training Stage is dependent upon Tyler's receipt of the Stage Acceptance.
4.3.6.1 Build & Validate Stage Deliverables
Initial data conversion
o Objective: Convert Legacy System data into Tyler system
o Scope: Data conversion program complete; deliver initial converted data for review
o Acceptance criteria: Initial error log available for review
Configuration of EnerGov
o Objective: Configure in -scope transactions based on definition documentation
o Scope: Configure the system based on the defined scope. Tyler to support the City and
review their work after completion of the Case Types they own to configure
o Acceptance criteria: All Case Types in scope are configured and internally tested by
responsible group
Data conversion verification document
o Objective: Provide instructions to the City to verify converted data for accuracy
o Scope: Provide self -guided instructions to verify specific data components in Tyler system
o Acceptance criteria: City accepts data conversion delivery; City completes data issues log
Installation of Modifications on the City's server(s) *except for hosted Clients
o Objective: Deliver Modification(s) in Tyler software
o Scope: Program for Modification is complete and available in Tyler software, Modification
testing
o Acceptance criteria: Delivery of Modification(s) results in objectives described in the City -
signed specification.
Standard Forms & Reports Delivered
o Objective: Provide Standard Forms & Reports for review
o Scope: Installation of all Standard Forms & Reports included in the Agreement
o Acceptance criteria: Standard Forms & Reports available in Tyler software for testing in
Stage 4
4.3.6.2 Build & Validate Stage Acceptance Criteria
Configuration & Power User Training completed
Application configuration completed
Standard Forms & Reports delivered and available for testing in Stage 4
Data conversions (except final pass) delivered
Standard 3' party Data Exchange training provided
Modifications delivered and available for testing in Stage 4
The City and Tyler have done a review of primary configuration areas to Validate completeness and
readiness for testing and acceptance in Stage 4.
39/73
••�040
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4.4 Final Testing & Training (Mage 4)
During Final Testing and Training, Tyler and the City review the final Cutover plan. A critical Project
success factor is the City understanding the importance of Final Testing and Training and dedicating the
resources required for testing and training efforts in order to ensure a successful Production Cutover.
4.4.1 Cutover Planning
City and Tyler Project Manager(s) discuss final preparations and critical dates for Production Cutover.
Tyler delivers a Production Cutover Checklist to outline Cutover tasks to help prepare the City for success.
RACI MATRIX KEY: R = Responsible A= Accountable C = Consulted I = Informed
STAGE 4
Cutover Planning
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4.4.2 User Acceptance Testing (UAT)
The City performs User Acceptance Testing to verify software readiness for day-to-day business
processing. Tyler provides a Test Plan for users to follow to ensure proper Validation of the system.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
STAGE 4 User Acceptance Tesfiing (UAT)
41/73 tyler
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4.4.3 End User Training
End Users attend training sessions to learn how to utilize Tyler software. Training focuses primarily on
day-to-day City processes that will be delivered via live training sessions.
Tyler provides training as defined in the Agreement. City users who attended the Tyler sessions may train
any City users not able to attend the Tyler sessions or additional sessions may be contracted at the
applicable rates for training.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
STAGE 4
End User Training
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4.4.4 Control Point 4: Final Testing & Training Stage Acceptance
Acceptance criteria for this Stage includes all criteria listed below. Advancement to the Production
Cutover Stage is dependent upon Tyler's receipt of the Stage Acceptance.
4.4.4.1 Final Testing & Training Stage Deliverables
Production Cutover checklist
o Objective: Provide a detailed checklist outlining tasks necessary for production Cutover
o Scope: Dates for final conversion, date(s) to cease system processing in Legacy System,
dates) for first processing in Tyler system, contingency plan for processing
o Acceptance criteria: Definition of all pre -production tasks, assignment of owners and
establishment of due dates
User Acceptance Test Plan
o Objective: Provide testing steps to guide users through testing business processes in Tyler
software.
o Scope: Testing steps for Standard business processes.
o Acceptance criteria: Testing steps have been provided for Standard business processes.
4.4.4.2 Final Testing & Training Stage Acceptance Criteria
Production Cutover Checklist delivered and reviewed
Modification(s) tested and accepted
Standard 3rd party Data Exchange programs tested and accepted
Standard Forms & Reports tested and accepted
User acceptance testing completed
Standard administration and end-user training materials for Tyler -owned build and configuration
delivered
Training completed
43 / 73Go
0s06� tyler
technologies 16-63
4.5 Production Cutover (Stage 5)
City and Tyler resources complete tasks as outlined in the Production Cutover Plan and the City begins
processing day-to-day business transactions in the Tyler software. Following production Cutover, the
Tyler team resolves functional and technical issues that are not functioning and/or operating according to
specifications. City transitions to the Tyler support team for ongoing support of the Application.
4.5.1 Final Data Conversion
The City provides final data extract and Reports from the Legacy System for data conversion and Tyler
executes final data conversion. The City may need to manually enter into the Tyler system any data added
to the Legacy System after final data extract.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
STAGE 5
Final Data Conversion
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4.5.2 Production Processing & Assistance
Tyler staff collaborates with the City during Production Cutover activities. The City transitions to Tyler
software for day -to day business processing.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
STAGE 5
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4.5.3 Transition to Tyler Support
Tyler Project Manager(s) introduce the City to the Tyler Support team, who provides the City with day-to-
day assistance following Production Cutover.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
STAGES Transition to Tyler Support
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4.5.4 Schedule Post -Production Services
Tyler provides post -production services. Prior to scheduling services, the Tyler Project Manager(s)
collaborate with City Project Manager(s) to identify needs.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
STAGE 5
Schedule Post
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4.5.5 Control Point 5: Production Cutover Stage Acceptance
Acceptance criteria for this Stage includes all criteria listed below. Advancement to the Phase/Project
Closure Stage is dependent upon Tyler's receipt of this Stage Acceptance.
4.5.5.1 Production Cutover Stage Deliverables
Final data conversion
o Objective: Ensure (in Scope) Legacy System data is available in Tyler software in
preparation for production processing.
o Scope: Final passes of all conversions completed in this Phase
o Acceptance criteria: Data is available in production environment
Support transition and support documents
o Objective: Define strategy for on-going Tyler support
o Scope: Define support strategy for day-to-day processing, conference call with City
Project Manager(s) and Tyler support team, define roles and responsibilities, define
methods for contacting support
o Acceptance criteria: the City receives tools and documentation to contact support and
understands proper support procedures.
4.5.5.2 Production Cutover Stage Acceptance Criteria
Final data conversion(s) delivered
Processing is being done in Tyler production
Post -cutover functional and technical issues resolved
Transition to Tyler support is completed
Post -live services have been scheduled
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4.6 Phase/Project Closure (Stage 6)
Project or Phase closure signifies full implementation of all products purchased and encompassed in the
Phase or Project. The City moves into the next cycle of their relationship with Tyler (next Phase of
implementation or long-term relationship with Tyler Support).
4.6.1 Close Phase/Project
The City and Tyler Project Manager(s) review the list of outstanding Project activities and develop a plan
to address them. The Tyler Project Manager(s) review the Project budget and status of each contract
Deliverable with the City Project Manager(s) prior to closing the Phase or Project.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
STAGE 6
Close Phase/Project
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4.6.2 Control Point 6: Phase/Project Closure Stage Acceptance
Acceptance criteria for this Stage includes all criteria listed below. This is the final acceptance for the
Phase/Project.
4.6.2.1 Phase/Project Closure Stage Deliverables
Phase/Project reconciliation report
o Objective: Provide comparison of contract Scope and Project budget
o Scope: Contract Scope versus actual, analysis of services provided and remaining budget,
identify any necessary Change Requests or Project activity.
o Acceptance criteria: Acceptance of services and budget analysis and plan for changes, if
needed.
4.6.2.2 Phase/Project Closure Stage Acceptance Criteria
Outstanding Phase or Project activities have been documented and assigned
Phase/final Project budget has been reconciled
Tyler Deliverables for the Phase/Project are complete
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5 Roles and Responsibilities
5.1 Tyler Roles and Responsibilities
Tyler assigns project manager(s) prior to the start of each Phase of the Project. The project manager(s)
assign additional Tyler resources as the schedule develops and as needs arise. One person may fill
multiple project roles.
5.1.1 Tyler Executive Management
Provides clear direction for Tyler staff on executing on the Project Deliverables to align with satisfying the
City's overall organizational strategy.
Authorizes required project resources.
Resolves all decisions and/or issues not resolved at the implementation management level as part of the
escalation process.
Offers additional support to the project team and is able to work with other Tyler department managers
in order to escalate and facilitate implementation project tasks and decisions.
Acts as the counterpart to the City's executive sponsor.
5.1.2 Tyler Implementation Management
Acts as the counterpart to the City steering committee.
Assigns initial Tyler project personnel.
Works to resolve all decisions and/or issues not resolved at the Project Management level as part of the
escalation process.
Attends City steering committee meetings as necessary.
Provides support for the project team.
Provides management support for the Project to ensure it is staffed appropriately and staff have
necessary resources.
Monitors project progress including progress towards agreed upon goals and objectives.
Will provide references with contact information on the proposed key Tyler project team members.
Specific selection for key Tyler project team members is available to the client. If Specifc selection is
required then Client is subject to current project resourcing capacity which may affect timelines.
Provide assurance that the Tyler resources assigned to the team will remain in the project until
completion.
5.1.3 Tyler Project Manager
The Tyler project manager(s) provides oversight of the Project, coordination of resources between
departments, management of the project budget and schedule, effective risk and issue management, and
is the primary point of contact for all Project related items.
Contract Management
o Validates contract compliance throughout the Project.
o Ensures Deliverables meet contract requirements.
o Acts as primary point of contact for all contract and invoicing questions.
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Planning
o Prepares and presents contract milestone sign -offs for acceptance by City project
manager(s).
o Coordinates Change Requests, if needed, to ensure proper Scope and budgetary
compliance.
o Update and deliver Implementation Management Plan.
o Defines project tasks and resource requirements.
o Develops initial project schedule and full scale Project Plan .
o Collaborates with City project manager(s) to plan and schedule project timelines to
achieve on-time implementation.
Implementation Management
o Tightly manages Scope and budget of Project; establishes process and approval matrix
with the City to ensure Scope changes and budget planned versus actual are transparent
and handled effectively and efficiently.
o Manages project changes including a scope change, configuration change, or a simpler
general change. All changes are identified and immediately communicated to Client
Project Managers through a prescribed change order request form which must be
signed and agreed to prior to change implementation and before project plan or
deliverable adjustments are performed.
o Establishes and manages a schedule and resource plan that properly supports the Project
Plan that is also in balance with Scope/budget.
o Establishes risk/issue tracking/reporting process between the City and Tyler and takes all
necessary steps to proactively mitigate these items or communicates with transparency
to the City any items that may impact the outcomes of the Project.
o Collaborates with the City's project manager(s) to establish key business drivers and
success indicators that will help to govern project activities and key decisions to ensure a
quality outcome of the project.
o Sets a routine communication plan that will aide all project team members, of both the
City and Tyler, in understanding the goals, objectives, current status and health of the
project.
Team Management
o Acts as liaison between project team and Tyler manager(s).
o Identifies and coordinates all Tyler resources across all applications, Phases, and activities
including development, forms, installation, reports, implementation, and billing.
o Provides direction and support to project team.
o Builds partnerships among the various stakeholders, negotiating authority to move the
Project forward.
o Manages the appropriate assignment and timely completion of tasks as defined in the
Project Plan, task list, and Production Cutover Checklist.
o Assesses team performance and adjusts as necessary.
o Interfaces closely with Tyler developers to coordinate program Modification activities.
o Coordinates with in Scope 3rd party providers to align activities with ongoing project
tasks.
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5.1.4 Tyler Implementation Consultant
Completes tasks as assigned by the Tyler project manager(s).
Performs problem solving and troubleshooting.
Follows up on issues identified during sessions.
Documents activities for on site services performed by Tyler.
Works with the Tyler Project manager to accurately measure quality and drive process improvements
across the project.
Provides conversion Validation and error resolution assistance.
Recommends guidance for testing Forms and Reports.
Tests software functionality with the City following configuration.
Assists during Production Cutover process and provides production support until the City transitions to
Tyler Support.
Provides product related education.
Effectively facilitates training sessions and discussions with City and Tyler staff to ensure adequate
discussion of the appropriate agenda topics during the allotted time.
Conducts training (configuration, process, conversion Validation) for Power Users and the City's
designated trainers for End Users.
Clearly documents homework tasks with specific due dates and owners, supporting and reconciling with
the final Project Plan.
Keeps Tyler project manager(s) proactively apprised of any and all issues which may result in the need for
additional training, change in schedule, change in process decisions, or which have the potential to
adversely impact the success of the Project prior to taking action.
5.1.5 Tyler Sales
Provide sales background information to Implementation during Project initiation.
Support Sales transition to Implementation.
Provide historical information, as needed, throughout implementation.
5.1.6 Tyler Software Support
Manages incoming client issues via phone, email, and online customer incident portal.
Documents and prioritizes issues in Tyler's Customer Relationship Management (CRM) system.
Provides issue analysis and general product guidance.
Tracks issues and tickets to timely and effective resolution.
Identifies options for resolving reported issues.
Reports and escalates defects to Tyler Development.
Communicates with the City on the status and resolution of reported issues.
5.1.7 Tyler Data Conversion Experts
• Validates client data files are in proper format.
• Guides and supports the City during the population of the DCT -DB
• Develops customized conversion programs to convert Legacy System data into the Tyler database
for production use according to defined mapping.
• Provides error Reports on unsupported data conditions and the merging or normalization of data
fields.
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• Assists the City with understanding and interpreting error Reports.
• Performs changes and corrections to customized conversion programs as the City discovers data
anomalies and exception conditions.
5.1.8 Tyler Reports/Forms Experts
• Provides specifications for all Forms & Reports in Scope.
• Reviews requirements for Peripherals and Consumables
• Conducts review of City's form mockup sheets.
• Develops final form designs.
• Configures and installs Forms software and approved Forms.
5.1.9 Tyler Development
• Programs and incorporates Modification(s) per the specifications into the base product.
• Performs internal quality assurance by developing technical and help documentation.
• Provides software updates and defect fixes.
=
City resources will be assigned prior to the start of each Phase of the project. One person may be
assigned to multiple project roles.
5.2.1 City Executive Sponsor
Provides clear direction for the Project and how the Project applies to the organization's overall strategy.
Champions the Project at the executive level to secure buy -in.
Authorizes required Project resources.
Resolves all decisions and/or issues not resolved at the City steering committee level as part of the
escalation process.
Actively participates in organizational change communications.
5.2.2 City Steering Committee
Can interview and select the key Tyler project team members (Project Manager and Functional Lead).
Works to resolve all decisions and/or issues not resolved at the project manager level as part of the
escalation process.
Attends all scheduled steering committee meetings.
Provides support for the project team.
Assists with communicating key project messages throughout the organization.
Prioritizes the project within the organization.
Provides management support for the project to ensure it is staffed appropriately and staff have
necessary resources.
Monitors project progress including progress towards agreed upon goals and objectives.
Has the authority to approve or deny changes impacting the following areas;
o Cost
o Scope
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o Schedule
o Project Goals
o City Policies
5.2.3 City Project Manager
The City shall assign project manager(s) prior to the start of this Project with overall responsibility and
authority to make decisions related to project Scope, scheduling, and task assignment, and communicates
decisions and commitments to the Tyler project manager(s) in a timely and efficient manner. When the
City project manager(s) do not have the knowledge or authority to make decisions, he or she engages the
correct resources from City to participate in discussions and make decisions in a timely fashion to avoid
Project delays.
Contract Management
Planning
o Validates contract compliance throughout the Project.
o Ensures invoicing and Deliverables meet contract requirements.
o Acts as primary point of contact for all contract and invoicing questions.
o Signs off on contract milestone acknowledgment documents.
o Collaborates on and approves Change Requests, if needed, to ensure proper Scope and
budgetary compliance.
o Review and acknowledge Implementation Management Plan.
o Defines project tasks and resource requirements for City project team.
o Collaborates in the development and approval of the initial Project Plan and Project Plan.
o Collaborates with Tyler project manager(s) to plan and schedule Project timelines to
achieve on-time implementation.
Implementation Management
o Tightly manages Project budget and Scope and collaborates with Tyler project manager(s)
to establish a process and approval matrix to ensure Scope changes and budget planned
versus actual are transparent and handled effectively and efficiently.
o Collaborates with Tyler project manager to establish and manage a schedule and
resource plan that properly supports the Project Plan, as a whole, that is also in balance
with Scope/budget.
o Collaborates with Tyler Project manager(s) to establishes risk/issue tracking/reporting
process between the City and Tyler and takes all necessary steps to proactively mitigate
these items or communicates with transparency to Tyler any items that may impact the
outcomes of the Project.
o Collaborates with Tyler Project manager(s) to establish key business drivers and success
indicators that will help to govern Project activities and key decisions to ensure a quality
outcome of the Project.
o Routinely communicates with both City staff and Tyler, aiding in the understanding of
goals, objectives, current status, and health of the Project by all team members.
Team Management
o Acts as liaison between project team and stakeholders.
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o Identifies and coordinates all City resources across all modules, Phases, and activities
including data conversions, forms design, hardware and software installation, reports
building, and satisfying invoices.
o Provides direction and support to project team.
o Builds partnerships among the various stakeholders, negotiating authority to move the
Project forward.
o Manages the appropriate assignment and timely completion of tasks as defined in the
Project Plan, task list, and Production Cutover Checklist.
o Assesses team performance and takes corrective action, if needed.
o Provides guidance to City technical teams to ensure appropriate response and
collaboration with Tyler Technical Support Teams to ensure timely response and
appropriate resolution.
o Coordinates in Scope 3 d party providers to align activities with ongoing Project tasks.
5.2.4 City Functional Leads
Makes business process change decisions under time sensitive conditions.
Communicates existing business processes and procedures to Tyler consultants.
Assists in identifying business process changes that may require escalation.
Attends and contributes business process expertise for current/future state analysis sessions.
Identifies and includes additional subject matter experts to participate in Current/Future State Analysis
sessions.
Provides business process change support during Power User and End User training,
Completes performance tracking review with client project team on End User competency on trained
topics.
Provides Power and End Users with dedicated time to complete required homework tasks.
Act as an ambassador/champion of change for the new process.
Identifies and communicates any additional training needs or scheduling conflicts to City project
manager.
Prepares and Validates Forms.
Actively participates in all aspects of the implementation, including, but not limited to, the following key
activities:
o Task completion
o Stakeholder Presentation
o Implementation Management Plan development
o Schedule development
o Maintenance and monitoring of risk register
o Escalation of issues
o Communication with Tyler project team
o Coordination of City resources
o Attendance at scheduled sessions
o Change Management activities
o Modification specification, demonstrations, testing and approval assistance
o Conversion Analysis and Verification Assistance
o Decentralized End User Training
o Process Testing
o User Acceptance Testing
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5.2.5 City Power Users
Participate in Project activities as required by the project team and project manager(s).
Provide subject matter expertise on City business processes and requirements.
Act as subject matter experts and attend current/future state and validation sessions as needed,
Attend all scheduled training sessions.
Participate in all required post -training processes as needed throughout Project.
Participate in Conversion Validation.
Test all Application configuration to ensure it satisfies business process requirements.
Become Application experts.
Participate in User Acceptance Testing.
Adopt and support changed procedures.
Complete all Deliverables by the due dates defined in the Project Plan.
Demonstrate competency with Tyler products processing prior to Production Cutover.
Provide knowledge transfer to City staff during and after implementation.
5.2.6 City End Users
Attend all scheduled training sessions.
Become proficient in Application functions related to job duties.
Adopt and utilize changed procedures.
Complete all Deliverables by the due dates defined in the Project Plan,
Utilize software to perform job functions at and beyond Production Cutover.
5.2.7 City Technical Support
Coordinates updates and releases with Tyler as needed.
Coordinates the copying of source databases to training/testing databases as needed for training days.
Extracts and transmits conversion data and control reports from City's Legacy System per the conversion
schedule set forth in the Project Plan.
Coordinates and adds new users and printers and other Peripherals as needed.
Validates all users understand log -on process and have necessary permission for all training sessions.
Coordinates Interface development for City third party Data Exchanges.
Develops or assists in creating Reports as needed.
Ensures onsite system hardware meets specifications provided by Tyler.
Assists with software Installation as needed.
5.2.8 City Upgrade Coordinator
Becomes familiar with the Software Upgrade process and required steps.
Becomes familiar with Tyler's releases and updates.
Utilizes Tyler Community to stay abreast of the latest Tyler releases and updates, as well as the latest
helpful tools to manage the City's Software Upgrade process.
Assists with the Software Upgrade process during implementation.
Manages Software Upgrade activities post -implementation.
Manages Software Upgrade plan activities.
Coordinates Software Upgrade plan activities with City and Tyler resources.
Communicates changes affecting users and department stakeholders.
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Obtains department stakeholder sign -offs to upgrade production environment.
5.2.9 City Project Toolset Coordinator
Ensures users have appropriate access to Tyler project toolsets such as Tyler University, Tyler Community,
Tyler Product Knowledgebase, SharePoint, etc.
Conducts training on proper use of toolsets.
Validates completion of required assignments using toolsets.
5.2.10 City Change Management Lead
Validates users receive timely and thorough communication regarding process changes.
Provides coaching to supervisors to prepare them to support users through the project changes.
Identifies the impact areas resulting from project activities and develops a plan to address them
proactively.
Identifies areas of resistance and develops a plan to reinforce the change.
Monitors post -production performance and new process adherence.
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6 Glossary
Application A computer program designed to perform a group of coordinated
functions, tasks or activities for the benefit of the user,
Change Control r Asystematic approach for managing change governing how Change
Requests will be received, assessed and acted on.
Change Management An approach for ensuring that changes are thoroughly and smoothly
implemented and that the lasting benefits of change are achieved, The
focus is on the global impact of change with an intense focus on people
and how individuals and teams move from the current situation to the
new one.
Change Request FA form used as part of the Change Control process whereby changes in
the Scope of work, timeline, resources, and/or budget are revised and
a agreed upon by participating parties
Consumables i Items that are used on a recurring basis, usually by Peripherals.
I Examples: paper stock or scanner cleaning kits.
------------
Control Point j Occurring at the end of each Stage, the Control Point serves as a formal
client review point. Project progress cannot continue until the client
acknowledges the agreed upon Deliverables of the Stage have been
met, or agree on an action plan to make the Deliverable acceptable and
move to next Stage while executing final steps of current Stage.
Cutover I The point when a client begins using Tyler software in production.
i
................ _.. _ .... __..__--
Data Exchange A term used to reference Imports and Exports, and Interfaces which
fallow data to be exchanged between an external system and Tyler
j software.
Data Mapping The process of mapping fields from the Legacy System to the
Deliverable
Interface
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appropriate location in the new system from one or more sources.
A tangible or intangible object/document produced as a result of the
Project that is intended to be delivered to a client (either internal or
external) or vendor at a specific time.
The person for whom the software is designed to use on a'day-to-day
basis. .
A document which is typically printed on a template background and
only captures data for one record per page. Forms are provided to
entity customers whether internal (employees) or external (citizens).
A process within the system that a user is expected to run to consume
(Import) or produce (Export) a specifically defined file format/layout.
A real-time or automated exchange of data between two systems.
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................. ........ ....... ... _ . _..
Install i References the initial installation of software files on client services and
preparing the software for use during configuration. The version
currently available for general release will always be used during the
initial install.
The system from which a client is converting.
Modification of software program package to provide individual client
requirements documented within the Scope of the Agreement.
An auxiliary device that connects to and works with the computer in
some way. Examples: mouse, keyboard, scanner, external drive,
microphone, speaker, webcam, and digital camera.
A portion of the Project in which specific set of related products are
typically implemented. Phases each have an independent start,
Production Cutover and closure dates but use the same
Implementation Plans as other Phases within the Project. Phases may
overlap or be sequential and may have the same Tyler project manager
and Tyler project team or different individuals assigned.
Power User An experienced client person or group who is (are) an expert(s) in the
client business processes, as well as knowledgeable in the requirements
and acceptance criteria.
Project The Project includes all implementation activity from Plan & Initiate to
Closure for all products, Applications and functionality included in a
single Agreement. The Project may be broken down into multiple
Phases.
------_........ ____ __._ _____.._.___ __ .__ ......___ ................... _--------
1 Project Plan The Project Plan serves as the master blueprint for the Project. As
developed, the Project schedule will become a part of the Project Plan
I and outline specific details regarding tasks included in the Project Plan.
Project Planning Meeting Occurs during the Plan & Initiate Stage to coordinate with the Client
project manager to discuss Scope, information needed for project
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scheduling and resources.
____..........__.._
Questionnaire
j A document containing a list of questions to be answered by the client
for the purpose of gathering information needed by Tyler to complete
the implementation.
i __ ...___.__.._...._... _... _.._____.. _.......
RACI
..........
A chart describing level of participation by various roles in completing
tasks or Deliverables for a Project or process. Also known as a
responsibility assignment matrix (RAM) or linear responsibility chart
(LRC).
Reports
Formatted to return information related to multiple records in a
structured format. Information is typically presented in both detail and
summary form for a user to consume.
Scope
Products and services that are included in the Agreement.
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References the act of updating software files to a newer software
release.
.. _..._....... ..... ...._ . __.... _._ __
The top-level components of the WBS. Each Stage is repeated for
individual Phases of the Project and requires acknowledgement before
continuing to the next Stage. Some tasks in the next Stage may begin
before the prior Stage is complete.
Representatives of the Tyler implementation team will meet with key
client representatives to present high level P?*Oject expectations and
' outline how Tyler and the Client can successfully partner to create an
environment for a successful implementation.
!
Statement of Work (SOW)
i
C.
Test Plan
!
i
Validation (or to validate)
_. . ..
Work Breakdown Structure
(WBS)
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Included in the base software .(out of the box) package.
Document which will provide supporting detail to the Agreement j
defining Project -specific activities and Deliverables Tyler will provide to
the client.
..__ ._.__.._._ .... _
Describes the testing process. Includes "Test Cases" to guide the users
through the testing process. Test cases are meant to be a baseline for
core, processes; the client is expected to supplement with client specific 4
scenarios and processes. I
The process of testing and approving that a specific Deliverable,
process, program or product is working as expected.
_ _ _ . _ _.........._. ... -__._ _...
A hierarchical representation of a Project or Phase broken down into
smaller, more manageable components. I
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7 Tyler Resources Purchased
Tyler's complete EnerGov proposal as set forth in the Investment Summary have been defined within the
project as follows:
O Estimated Timeline of 16 - 18 months
7.1 Expenses in Scope
This project is a fixed cost milestone project with the exception of report development which will be
treated as billable effort with Time and Materials. The below numbers represent the estimated hours to
complete the work that is in scope that were identified during the negotiations process. It is the
deliverables in the Business Scope for the three phases below are what should be abided by for the
implementation of this project.
O Project Management Services = 788 resource hours
O System Configuration Services = 2229 resource hours
O GIS Analyst Services = 20 hours
O Assessment Training = 80 resource hours
O End User Training & Production Support = 416 resource hours
o Configuration Training = 80 hours
o UAT training= 40 hours
o End User Training =160
o On Site production support =136
O Report Development Services = 330 resource hours
O Data Conversion Services = Included utilizing the DCT format of conversion with two separate
data conversions
O Integration Development Support = 80 resource hours
O Custom Modification Development Services = See below for custom modifications
O Travel Expense Estimate based on 35 on-site trips (where a "trip" is defined as onsite travel of up
to five business days)
NOTE: A typical "onsite week" is onsite at the customer site Monday—Thursday at an expected duration
of 8 hours per day. Exceptions may apply to best serve the needs of the project.
7.1.1 Business Scope — Phase 1
O Project management and implementation services are based upon the timely delivery of up to
115 unique business process transactions. The list of Case types to be implemented can be found
in section 7.1.4 of the SOW. Within this framework, the implementation will be following a
shared services model whereby the level of responsibility differs based on when Tyler Leads &
Owns compared to when the City leads and owns in the following manner:
o Tyler Leads & Owns:
■ Assess & Define activities up to:
• 105 unique business processes Transactions
• 0 BMT business process Transactions
0 2 Custom Modifications
• 18 Geo -Rules
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• 25 Automation points
■ Configuration, Internal testing, and UAT resolution of up to:
• 85 unique business processes transactions
• 0 BMT business process transactions
• 2 Custom Modifications
• 8 Geo -Rules
■ 5 Automation Points
o The City Leads & Owns:
■ Configuration, Internal testing, and UAT resolution of up to:
• 30 unique business processes transactions
o The City will have the right to elect which transactions they will
be responsible for to Lead & Own out of the 115 transactions.
• 0 BMT business process transactions
• 10 Geo -Rules
• 20 Automation Points
O Applications that are currently available online through Accela Automation will also be available
online during phase 1 within CSS
O Although eReviews will not be installed or implemented until Phase 3, it will betaken into
consideration while Phase 1 configuration is occurring
o Custom Reports/Output documents within scope : The City will select the reports to be
developed by Tyler from the list in section 7.1.4. They will have 330 development hours
within their budget for Tyler to develop reports that will fall into one of 3 categories
listed below. Any reports not developed by Tyler from the list in section 7.1.4, would be
developed by the City.Custom Report [est at 12 hours] — Ground up module level custom
report based on client specification. A custom report returns data from multiple records
based on selection criteria.
o Custom Forms/Letters [est at 5 hours] — Ground up single record custom report based on
client specifications. A form/letter returns data from a single record in energov (permit,
code case, etc)
o Dynamic Document Modifications [est at 2 hours] —Select an existing dynamic document
or form and add/remove fields to create a custom version for your jurisdiction. Must
start with an existing document.
O Integrations:
o Inherent Integration
■ CA State Licensing integration
o Tyler to Tyler Integrations
■ Munis GL
■ Tyler Cashiering
■ Deposit Accounts - Manage deposit accounts in EnerGov with full Munis GL
integration. Able to distribute funds across multiple org/objects using Munis
projects. Payments and refunds to the deposit accounts should be made in
EnerGov
o Integration support:
■Qty developed Integrations: Integration services to assist and support the City
around the API development: The City will be utilizing Tyler provided APIs to
develop against in order to have integrations with the following systems.
• Laserfiche
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• Business License
• Cloud IVR — The City will use the Tyler API to write a custom IVR
processes. The City will need the fields available in the API to allow
inspection requests.
o Plum Voice https://www.plumvoice.com/ - Permit Payments
o Twilio https://www.twilio.com/ - Inspection requests
• Community Development Web pages Access to Permits Data —The City
will have the Tyler EnerGov data dictionary to rebuild the Community
Development Web pages.
• Data Access to display at the GeoCortex and GIS mapping application
O Data Conversion Sources: The City will be populating 1Data Conversion Template Database with
their Legacy data — Permits Plus and Accela Automation. Tyler will guide and support the City
during this process to ensure success in its population and actual conversion.
O Custom Modifications:
o Action to multiple permits in a single set
Able to print or change the status to multiple permits in a single action.
Example, a builder with 50 water heater permits.
Tyler Response: This would be a custom developed option.
o Template modification without leaving EnerGov
Modification of template and printing without exporting to MS Word and
reattaching the report to the record.. User selects template from within a
project. The template's variable fields automatically pulls data from the project
(address, description, staff contact, etc.) The user is able to edit any portion of
the document before they export, or store within the project. If authorized users
want to make permanent changes to the template for the next user, they should
be able to do so without the need for Crystal Reports.
Tyler Response: This would be a custom developed option.
7.1.2 Business Scope — Phase 2
O Project management and implementation services are based upon the timely delivery of up to 10
unique business process transactions. The list of Case types to be implemented can be found in
section 7.1.4 of the SOW for transactions that are not in Permits Plus.
o Tyler Leads & Owns:
■ Assess & Define, Configuration, Internal testing, and UAT resolution of up to:
• 10 unique business processes Transactions
• 0 BMT business process Transactions
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• 2 Geo -Rules
5 Automation points
■ Configuration, Internal testing, and UAT resolution of up to:
• 85 unique business processes transactions
• 0 BMT business process transactions
• 2 Custom Modifications
0 10 Geo -Rules
0 10 Automation Points
o Tyler will make up to an additional 20 applications available online through the Citizen
Self Service Portal
7.1.3 Business Scope — Phase 3
O Project management and implementation services are based upon the timely delivery of
executing eReviews into a live environment. The eReviews application would have already been
taken into consideration during Phase 1 for the case type configuration, but not utilized in a live
environment until Phase 3.
7.1.4 Case types to be implemented:
O The following are the case types that are to be implemented during this implementation, The
number of transactions count represents how many transactions that particular Case Type may
have. There is a total of 172 Case type/Sub Case type combinations. There will be 115 unique
transactions types to be configured during this implementation across both phases.
Case Types
DIVISIONBUILDING
Count of CASE
SUB TYPE
Sum of
VOLUME
# of
Transaction
Count
Comments
Comb Fire -1/01/2014
6
670
6
Combination Permit
18
4089
6
Combination POOL/SPA
3
206
3
COMPLAINT -BUILDING DEPT
1
232
1
ELECTRICAL PERMIT
7
665
7
MECHANICAL PERMIT
6
752
2
HARBOR AIC PERMIT
2
20
2
HARBOR PERMIT
4
59
2
RBR — Building Record
2
1295
2
PLUMBING
7
567
2
Revision Log
4
1808
4
Solar Photovoltaic
DIVISIONBUILDING
3
138
3
Annual Operation Permit
1
340
1
NOT IN PERMITS PLUS
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Candle Permit
1
100
1
NOT IN PERMITS PLUS
Special Event Permit
2
277
2
NOT IN PERMITS PLUS
Violation - Fire Dep
PLANNING
1
5
1
APPROVAL -IN -CONCEPT
2
7
2
Categorical Exclusion
1
75
1
Certificate Compliance
1
22
1
Coastal Development Perm
3
111
3
Code Amendment
3
4
3
Creative &/or Comp Sign
2
18
2
Development Agreement
1
2
1
Director's Determination
1
4
1
Environmental Impact Rep
1
2
1
General Plan Amendment
1
1
1
LCP Amendment
3
4
3
Limited Term Permit
1
5
1
Lot Line Adjustment
1
2
1
Lot Merger
1
6
1
Modification Permit
2
11
2
Operator Licensing
1
6
1
Staff Approval
4
14
4
Telecom
1
2
1
Temporary Banner Permit
2
71
2
Tentative Parcel Map
1
23
1
Tentative Tract Map
1
6
1
Traffic Study
1
1
1
Use Permit
2
35
2
Variance
1
3
1
Zoning Clearance
CODE ENFORCEMENT
1
3
1
Code Enf. Investigation
30
3828
7
Code Enforcement Project
PUBLIC WORKS
1
5
1
Encroachment Permit
4
644
2
Street Closures
PROPERTYREAL
10
2000
2
NOT IN PERMITS PLUS
Real Property Tracking
RECREATION
10
365
5
NOT IN PERMITS PLUS
Special Event Permits
3
250
2
NOT IN PERMITS PLUS
Grand Total
165
18753
103
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Below are the list of reports to be developed for the Implementation. The City will select 37
reports that fit the scope listed above to be developed by tyler. Which are 23 Custom Reports,
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REPORT
Accounting
Finance
Accounting
ACCT100 - Payment Option Report
ACCT120 - Newport Mesa Unifield
REPORT
Accounting
Finance
Accounting
School District Monthly Report
ACCT130 - San Joaquin
REPORT
Accounting
Finance
Accounting
Transportation Corridor Monthly
Report - New
REPORT
Accounting
Finance
Accounting
ACCT150 - Sanitation Fee
REPORT
Administration
CDD
Building
ADM 100 - Construction Activity
Report
ADM 110 - Code & WQ Municipal
REPORT
Administration
CDD
Code
Code And Violation Comment
Enforcement
Report
ADM 200 - Counter ProductivityReport
REPORT
Administration
CDD
Building
ADM 200 - Counter Productivity
REPORT
Administration
CDD
Building
Report - RBR
REPORT
Administration
CDD
Building
ADM 210 - RBR Activity Report
ADM 300 - Building Project
REPORT
Administration
CDD
Building
Applications Plan Check within the
XX Working days of 1st submittal
REPORT
Administration
CDD
Building
ADM 320 - Weekly Project
Activities Report
ADM 400 - Engineer Productivity
REPORT
Administration
CDD
Building
Report
REPORT
Administration
CDD
Building
ADM 500 - Revenue Report
ADM 810 - Annual Valuation
REPORT
Administration
CDD
Building
Report
REPORT
Administration
CDD
Building
ADM 820 - Comparing Annual
Valuation with Last XX Years
ADM 830 - Comparing Annual
REPORT
Administration
CDD
Building
Valuation with YYYYMM
Comparation
REPORT
Administration
Fire
ADM200 - Inspection Productivity
Report
REPORT
Benchmark
CDD
Building
BNH100 - % of projects and
permits issued over the counter
BNH200 - % of Plan Checks
REPORT
Benchmark
CDD
Building
Approved After 1st Review -
Exclude over the Counter
BNH300 - Average number of
REPORT
Benchmark
CDD
Building
review cycles per project, per
valuation type
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BNH400 - # of projects with 1st
REPORT
Benchmark
CDD
Building
review completed within targate
date
BNH500 - Number of days with
REPORT
Benchmark
CDD
Building
city; number of days with
applicant by Type
BNH700 - # of Complaints
REPORT
Benchmark
CDD
Building
Investigated the Nexxt Day
Summary Report
BNH800 - # of inspections
REPORT
Benchmark
CDD
Building
completed on same day as
requested
REPORT
Inspections
CDD
Building
ComplaintsStopworkOrders
GEN100 - Standard Adm Special
REPORT
General
CDD
Building
Revolving Fund
REPORT
General
CDD
Building
GEN110 - CA Seismic Safety
GEN150 - Inspection 150 Days Old
REPORT
General
Fire
Report
GEN180 - Inspection 180+ Days+
REPORT
General
Fire
Report
Code
GEN200 - Investigation (Follow
REPORT
General
CDD
Enforcement
Up date GE 3 days) Daily Report
GEN220 - RBR Quarterly Activity
REPORT
General
CDD
Building
Report
REPORT
General
Fire
GEN300 - Plan Check PP For Fire
REPORT
Inspections
CDD
Building
INSP100 - DailyRunShee
INSP150 -150 Days Old
REPORT
Inspections
CDD
Building
Inspections Manager Report
INSP150 - Daily Inspection
REPORT
Inspections
Public Works
Request Report
REPORT
Inspections
CDD
Building
INSP151-1st Notice Preview
Report (150 Days) - LT1
INSP152 - 1st Notice Letter (150
REPORT
Inspections
CDD
Building
Days)
INSP180 - 180+ Days Old
REPORT
Inspections
CDD
Building
Inspection Manager Report
INSP181- 2nd Notice Preview
REPORT
Inspections
CDD
Building
Report (180+ Days)- LT2- LT2A
INSP182 - 2nd Notice Letter
REPORT
Inspections
CDD
Building
(180Days)
REPORT
Inspections
CDD
Building
INSP192 - Extension Notice Letter
V2
REPORT
Inspections
CDD
Building
INSP300 - COA Monthly Report
REPORT
Inspections
CDD
Building
INSP400 - Inspector's Time Log
Code
MGM 100 - Statistic Report 1A -
REPORTManagement
CDD
Enforcement
Date Between Investigation
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Entered Date and Case Closed
Date
MGM 120 - Statistic Report 2A -
REPORT
Management
CDD
Code
Date Between Complaint and
Enforcement
Inspection Dates by Inspector
Code
MGM 200 -Periodically ADM
REPORT
Management
CDD
Enforcement
Report by Sub Type
MGM 200 - Periodically ADM
REPORT
Management
Harbor
Report by Sub Type
Code
MGM 210 - Investigation Follow
REPORT
Management
CDD
Enforcement
Up
MGM 210 - Investigation Follow
REPORT
Management
Harbor
Up
Code
MGM 330 - Water Conservation
REPORT
Management
CDD
Enforcement
Report
Code
MGM 340 - Productivity Admin
REPORT
Management
CDD
Enforcement
Summary Report
REPORT
Plan Check
CDD
Building
PC200 - Plan Check PP
REPORT
Plan Check
CDD
Building
PC220 - Plan Check RTN
REPORT
Plan Check
CDD
Building
PC250 - ReadyForlssuance
REPORT
Planning
CDD
Planning
PC500 - TimeLogAuditing
REPORT
Plan Check
CDD
Building
PC550 - TimeLogDetail
REPORT
Planning
CDD
Planning
PC550 - TimeLogDetail
REPORT
Planning
CDD
Planning
PC600 - TrustAccountDetl
REPORT
— -
Planning
—
CDD
Planning
PC650 - Trust Account Summary
Report
REPORT
Web
CDD
Building
WEB100 - Permits Issued Report
REPORT
Water Quality
CDD
Code
WQ 100 - Exhibit C-81
Enforcement
Construction Site Inventory
REPORT
Water Quality
CDD
Code
WQ 150 - Exhibit C-81
Enforcement
Construction Site Final Report
Code
WQ 200 - Exhibit C-811
REPORT
Water Quality
CDD
Enforcement
Construction Site Prioritization
Annual Report
DOC
Building Doc
CDD
Building
Building Permit
DOC
Building Doc
CDD
Building
Temporary Certificate of
Occupancy
DOC
Building Doc
CDD
Building
Certificate of Occupnacy
DOC
Building Doc
CDD
Planning
Receipt
150/180 Plan check Expiration
DOC
Building Doc
CDD
Planning
Letter
DOC
Planning Doc
CDD
Planning
Staff Level Planning Action Letter
DOC
Planning Doc
CDD
Planning
Project Review Requests
DOC
Planning Doc
CDD
Planning
Complete/Incomplete Letter
DOC
Planning Doc
CDD
Planning
Zoning Compliance Letters
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7.1.5 "Business transaction" is defined by:
O Unique workflow or business process steps & actions (including output actions)
O Unique Automation logic (10 logic etc)
O Unique Fee assessment/ configuration definition
O Unique Custom fields/forms definition
Uniqueness of any of these mentioned parameters regulates the need for a unique business case
transaction design document and configuration event
7.1.6 "Template" transaction is defined by:
O A pre -defined and pre -configured EnerGov best management business process.
7.1.7 "Geo -Rule" is defined by:
O An automation event that is triggered by a condition configured around the source Esri
geodatabase. Current geo-rule events are:
• Alert • Displays a pop-up with a custom message to the user, notifying them of
certain spatial data (i.e. noise abatement zones; flood zones; etc.).
• Block • Places a block on the case and prevents any progress or updates from
occurring on the record (i.e. no status changes can be completed, no fees
- - - can be paid, the workflow cannot be managed, etc.)
• Block • Places a block on the case and prevents any progress or updates from
with occurring on the record (i.e. no status changes can be completed, no fees
Override can be paid, the workflow cannot be managed, etc.) However, the block
can be overridden by end-users who have been given the proper
securities.
• Fee Date Populates the CPI vesting date on the record if vesting maps are used by
the jurisdiction.
• Filed • A custom field or any field inherent in the EnerGov application can
Mapping automatically populate with information based on spatial data.
• Required • A workflow action can automatically populate in the workflow details for
Action the particular record (i.e. plan, permit, code case, etc.) that requires the
action based on certain spatial data related to the case.
• Required A workflow step can automatically populate in the workflow details for
Step the particular record (i.e. plan, permit, code case, etc.) that requires the
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step based on certain spatial data related to the case.
• Zone Mapping • The zone(s) automatically populate on the "Zones" tab of the record (i.e.
plan, permit, code case, etc.).
7.1.8 "Intelligent Object (10)" is defined by:
O Key components for automatically and reactively triggering geo-rules, computing fees, and
generating emails, alerts and other notifications.
7.1.9 "Intelligent Automation Agent (IAA)" is defined by:
O A tool designed to automate task in a proactive manner by setting values and generating emails
and other tasks. On a nightly basis, a Windows service sweeps the EnerGov system looking for IAA
conditions that have been met, and the associated actions are then performed. The IAA does not
generate alerts or errors.
7.1.10 "EnerGov SDK API (Toolkits)" are defined by:
O API's developed by Tyler Technologies for the purpose of extending the EnerGov Framework and
functionality to external agencies and systems. Full documentation is available for each toolkit
upon request.
Note: The EnerGov toolkits and related documentation are simply tools that allow clients to create
applicationsandintegrations. The purchase of a toolkit does not imply any development related
services from Tyler Technologies. The client is responsible for working with their IT staff and VAR's
to develop any necessary applications and integrations except as otherwise noted in the
Investment Summary for any "in -scope" integrations.
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S EnerGov Conversion Summary
8.1 Permitting
• Permit master basic information
• Permit Contacts
• Contacts — Unique (keyed) contacts converted to global contacts
• Non -keyed contacts converted to a Memo Custom Field or a standard note
• Parcels and Addresses
• Reviews and Approvals — Converted to Activity
• Inspections and Inspection Cases
• Sub -Permit Associations — Visible in workflow and attached records section
• Fees
• Meetings and Hearings
• Bonds and Escrow
• Activities and Actions
• Conditions
• Notes
• Zones
• Holds
• Renewals
• Initialized Workflows
• Attachments
• Contractors
• Projects - -
• Payment and Fee History
• Business entity (Only for Business Licensing)
• License master basic information
• License Contacts
• Contacts— Unique (keyed) contacts converted to global contacts
• Non -keyed contacts converted to a Memo Custom Field or a standard note Parcel and Addresses
• Reviews and Approvals — Converted to Activity
• Fees
• Bonds and Escrow
• Activities and Actions
• Conditions
• Notes
• Holds
• Initialized Workflows
• Attachments
• Contractors
• Business Types & NAICS codes
72/73 tyler
•��o�
® �eChnr�lo�?i��s
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• Payment and Fee History
8.3 Code Case Management
Code Case master basic information
Code Case Contacts and Properties
Contacts — Unique (keyed) contacts converted to global contacts
Non -keyed contacts converted to a Memo Custom Field or a standard note
Parcels and Addresses
Reviews and Approvals — Converted to Activity Active Fees
Activities and Actions
Notes
Holds
Initialized Workflows
Attachments
Violations
o Fees
o Payments
o Notes
Meetings and Hearings
Zones
Requests
Payment and Fee history
8.4 Plan Management
• Plan master basic information
• Plan Contacts
• Contacts — Unique (keyed) contacts converted to global contacts
• Non -keyed contacts converted to a Memo Custom Field or a standard note
• Parcels and Addresses
• Reviews and Approvals — Converted to Activity
• Inspections and Inspection Cases
• Fees
• Meetings and Hearings
• Bonds and Escrow
• Activities and Actions
• Conditions
• Notes
• Zones
• Holds
• Initialized Workflows
• Attachments
• Projects
• Payment and Fee history
73/73
••�� tyler
®•s.
e fe(Ihnologie`' 16-93
ATTACHMENT 1 TO EXHIBIT A
SUPPORT CALL PROCESS
Support Channels
Tyler Technologies, Inc. provides the following channels of software support:
(1) Tyler Community — an on-line resource, Tyler Community provides a venue for all Tyler
clients with current maintenance agreements to collaborate with one another, share best
practices and resources, and access documentation.
(2) On-line submission (portal) — for less urgent and functionality -based questions, users
may create unlimited support incidents through the customer relationship management
portal available at the Tyler Technologies website.
(3) Email — for less urgent situations, users may submit unlimited emails directly to the
software support group.
(4) Telephone — for urgent or complex questions, users receive toll-free, unlimited telephone
software support.
Support Resources
A number of additional resources are available to provide a comprehensive. and complete
support experience:
(1) Tyler Website — www.tylertech.com — for accessing client tools and other information
including support contact information.
(2) Tyler Community — available through login, Tyler Community provides a venue for clients
to support one another and share best practices and resources.
(3) Knowledgebase — A fully searchable depository of thousands of documents related to
procedures, best practices, release information, and job aides.
(4) Program Updates — where development activity is made available for client consumption
Tyler Technologies support is available during the local business hours of 8 AM to 5 PM
(Monday — Friday) across four US time zones (Pacific, Mountain, Central and Eastern). Clients
may receive coverage across these time zones. Tyler's holiday schedule is outlined below.
There will be no support coverage on these days.
New Year's Day Thanksgiving Da
Memorial Day Day after Thanksgiving
Independence Day Christmas Da
Labor Da
Incident Tracking
Every support incident is logged into Tyler's Customer Relationship Management System and
given a unique incident number. This system tracks the history of each incident. The incident
tracking number is used to track and reference open issues when clients contact support.
Clients may track incidents, using the incident number, through the portal at Tyler's website or
by calling software support directly.
Tyler Technologies, Inc.
Page A-1-1
16-94
Incident Priority
Each incident is assigned a priority number, which corresponds to the client's needs and
deadlines. The client is responsible for reasonably setting the priority of the incident per the
chart below. This chart is not intended to address every type of support incident, and certain
"characteristics" may or may not apply depending on whether the Tyler software has been
deployed on customer infrastructure or the Tyler cloud. The goal is to help guide the client
towards clearly understanding and communicating the importance of the issue and to describe
generally expected responses and resolutions.
Priority
Level
Characteristics of Support Incident
Resolution Targets
Support incident that causes (a)
Tyler shall provide an initial response to
complete application failure or
Priority Level 1 incidents within one (1)
application unavailability; (b)
business hour of receipt of the support
application failure or unavailability
incident. Tyler shall use commercially
1
in one or more of the client's
reasonable efforts to resolve such support
Critical
remote location; or (c) systemic
incidents or provide a circumvention
loss of multiple essential system
procedure within one (1) business day. For
functions.
non -hosted customers, Tyler's responsibility
for lost or corrupted data is limited to
assisting the client in restoring its last
available database.
Support incident that causes (a)
Tyler shall provide an initial response to
repeated, consistent failure of
Priority Level 2 incidents within four (4)
essential functionality affecting
business hours of receipt of the support
more than one user or (b) loss or
incident. Tyler shall use commercially
2
corruption of data.
reasonable efforts to resolve such support
High
incidents or provide a circumvention
procedure within ten (10) business days. For
non -hosted customers, Tyler's responsibility
for loss or corrupted data is limited to
assisting the client in restoring its last
available database.
Priority Level 1 incident with an
Tyler shall provide an initial response to
existing circumvention procedure,
Priority Level 3 incidents within one (1)
or a Priority Level 2 incident that
business day of receipt of the support
affects only one user or for which
incident. Tyler shall use commercially
there is an existing circumvention
reasonable efforts to resolve such support
3
procedure.
incidents without the need for a
Medium
circumvention procedure with the next
published maintenance update or service
pack. For non -hosted customers, Tyler's
responsibility for lost or corrupted data is
limited to assisting the client in restoring its
last available database.
Tyler Technologies, Inc.
Page A-1-2
16-95
Priority
Level
Characteristics of Support Incident
Resolution Targets
Support incident that causes
Tyler shall provide an initial response to
4
failure of non-essential
Priority Level 4 incidents within two (2)
Non-
functionality or a cosmetic or other
business days. Tyler shall use commercially
critical
issue that does not qualify as any
reasonable efforts to resolve such support
other Priority Level.
incidents, as well as cosmetic issues, with a
future version release.
Incident Escalation
Tyler Technology's software support consists of four levels of personnel:
(1) Level 1: front-line representatives
(2) Level 2: more senior in their support role, they assist front-line representatives and take
on escalated issues
(3) Level 3: assist in incident escalations and specialized client issues
(4) Level 4: responsible for the management of support teams for either a single product or
a product group
If a client feels they are not receiving the service needed, they may contact the appropriate
Software Support Manager. After receiving the incident tracking number, the manager will follow
up on the open issue and determine the necessary action to meet the client's needs.
On occasion, the priority or immediacy of a software support incident may change after
initiation. Tyler encourages clients to communicate the level of urgency or priority of software
support issues so that we can respond appropriately. A software support incident can be
escalated by any of the following methods:
(1) Telephone — for immediate response, call toll-free to either escalate an incident's priority
or to escalate an issue through management channels as described above.
(2) Email — clients can send an email to software support in order to escalate the priority of
an issue
(3) On-line Support Incident Portal — clients can also escalate the priority of an issue by
logging into the client incident portal and referencing the appropriate incident tracking
number.
Remote Support Tool
Some support calls require further analysis of the client's database, process or setup to diagnose
a problem or to assist with a question. Tyler will, at its discretion, use an industry -standard remote
support tool. Support is able to quickly connect to the client's desktop and view the site's setup,
diagnose problems, or assist with screen navigation. More information about the remote support
tool Tyler uses is available upon request.
Tyler Technologies, Inc. Page A-1-3
16-96
ATTACHMENT 2 TO EXHIBIT A
ACCEPTANCE TESTING
Following proper implementation of the Tyler Software Products, the City will perform
acceptance tests provided by Tyler for the purpose of determining that the Tyler Software
Products perform substantially in accordance with its User Guides or, in the case of
modifications or new software/interface development, substantially in accordance with the
mutually agreed functional requirements for such software.
Upon the Go Live date of the final implementation phase, if the Tyler Software Products,
including newly developed software or interfaces, substantially perform according to the
acceptance tests, the City shall notify Tyler within five (5) days, and the date of notification
shall be the acceptance date. If the City fails to notify Tyler of a failure to substantially
perform according to the acceptance tests within thirty (30) days of the Go -Live date of
the final implementation phase, the Tyler Software Products shall be deemed accepted
by Client. If, within thirty (30) days of the Go Live date of the final implementation phase,
the City notifies Tyler in writing and demonstrates to Tyler that the Tyler Software have
not substantially met the acceptance tests, Tyler shall make corrections and modifications
to the Tyler Software Products in accordance with this Agreement so as to meet such
criteria.
Such corrections and modifications will be accomplished on a timely basis to make the
Tyler Software Products ready for retesting by City. The City shall repeat the acceptance
tests as soon as reasonably requested by Tyler, and City shall notify Tyler within five (5)
days after such tests have been conducted if and when the Tyler Software Products are
accepted. In the event that the Tyler Software Products (or parts thereof) do not pass the
applicable acceptance test(s), City may issue a conditional acceptance, upon terms
acceptable to both parties, which will permit utilization in a production environment and
continued correction by Tyler in accordance with this provision. If City declines to grant
conditional acceptance, then City may terminate this Agreement in accordance with
termination section of the Agreement. Otherwise, the date of the last such test shall be
the acceptance date. In the event the Tyler Software Products (or parts thereof) do not
pass the applicable acceptance test(s), but are utilized by City in a production
environment for a period of thirty (30) consecutive days, the Tyler Software Products shall
be deemed accepted for all purposes, as if the Tyler Software Products had successfully
passed such acceptance test(s).
Tyler Technologies, Inc. Page A-2-1
16-97
EXHIBIT B
INVESTMENT SUMMARY
Tyler Technologies, Inc.
Page B-1
16-98
t9
••:•:• tyler
•• technologies
Sales Quotation For
City of Newport Beach
3300 Newport Blvd
Newport Beach, California 92663
Phone (949) 644-3309
EnerGov Software
Core Software:
EnerGov Community Development Suite
Extensions:
EnerGov Content Management API
EnerGov CSS Portal - PLM
EnerGov IG Workforce Apps
EnerGov Intelligent Automation Agent
EnerGov Intelligent Objects
EnerGov IVR API
EnerGov Permitting & Land Management SDK
EnerGov Reporting Toolkit
Citizen Self Service - Tyler 311 & Click2report
Tyler GIS
2016-24391 - Newport Beach- Tyler-EnerGov Proposal
Quoted By:
Date:
Quote Expiration:
Quote Name:
Quote Number:
Quote Description:
$2,667.00
$5,000.00
$29,999.00
$999.00
$0.00
$0.00
$5,000.00
$7,500.00
$5,000.00
$0.00
$35,000.00
Sub -Total:
CONFIDENTIAL
Chuck Newberry
2/22/2019
5/14/2019
City of Newport Beach-LGD-EG-PLM
2016-24391
Newport Beach- Tyler-EnerGov Proposal
100 $266,700.00
1
$5,000.00
1
$29,999.00
25
$24,975.00
1
$0.00
1
$0.00
1
$5,000.00
1
$7,500.00
1
$5,000.00
1
$0.00
1
$35,000.00
$379,174.00
$53,300.00
$1,000.00
$6,000.00
$5,000.00
$0.00
$0.00
$1,000.00
$1,500.00
$1,000.00
$0.00
$7,000.00
$75,800.00
1 of 5
16-99
EnerGov Software
Less Discount:
TOTAL:
EnerGov Professional Services
Assessment Training
Custom Developent- Ability to make a Permit status change across
multiple records in one action (i.e. sets)
Custom Development - Ability to modify and print a reporting/letter
template without exporting to MS Word and reattaching to the record
Data Conversion - Free of Charge
EnerGov Report Writing Services
Fixed Cost Premium 20%
Integration Development Support
Professional Implementation Services
Project Management Services
Training & Production Support Services
TOTAL:
Summary
Total Tyler Software
Total Tyler Services
Total 3rd Party Hardware, Software and
Services
Summary Total
Contract Total
2016-24391 - Newport Beach- Tyler-EnerGov Proposal
80
1
1
1'
330
1
80
2249
788
416
One Time Fees Recurring Fees
$304,374.00 $75,800.00
$892,180.00 $0.00
$0.00 $0.00
$1,196,554.00 $75,800.00
$1,272,354.00
CONFIDENTIAL
$175.00
$6,250.00
$37,500.00
$0.00
$250.00
$127,655.00
$250.00
$175.00
$175.00
$175.00
$74,800-00
$304,374.00
$14,000.00
$6,250.00
$37,500.00
$0.00
$82,500.00
$127,655.00
$20,000.00
$393,575.00
$137,900.00
$72,800.00
$892,180.00
$0.00
$75,800.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
2 of 5
16-100
Summary
(Excluding Estimated Travel Expenses)
Estimated Travel Expenses
Optional EnerGov Software
Extensions:
EnerGov e -Reviews
One Time Fees Recurring Fees
$59,500.00
Sub -Total:
Less Discount:
TOTAL:
$29,999.00
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.
Customer Approval: Date:
Print Name: P.O. #:
All primary values quoted in US Dollars
EnerGov Discount Detail
1 $29,999.00
$6,000.00
$29,999.00
$6,000.00
$6,000.00
$0.00
$23,999.00
$6,000.00
EnerGov Community Development Suite
EnerGov Content Management API
EnerGov CSS Portal - PLM
EnerGov 1G Workforce Apps
EnerGov Intelligent Automation Agent
2016-24391 - Newport Beach- Tyler-EnerGov Proposal
$266,700.00 $53,300.00 $213,400.00
$5,000.00 $1,000.00: $4,000.00
$29,999.00 $6,000.00 $23,999.00
$24,975.00 $5,000.00 $19,975.00
$0.00 $0.00 $0.00
CONFIDENTIAL
$53,300.00
$0.00
$53,300.00
$1,000.00
$0.00
$1,000.00
$6,000.00
$0.00
$6,000.00
-$5,000.00
$0.00
$5,000.00
$0.00
$0.00
$0.00
3 of 5
16-101
EnerGov Discount Detail
EnerGov Intelligent Objects
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
EnerGov IVR AN
$5,000.00
$0.00
$5,000.00
$1,000.00
$0.00
$1,000.00
EnerGov Permitting & Land Management SDK
$7,500.00
$1,500.00
$6,000.00
$1,500.00
$0.00
$1,500.00
EnerGov Reporting Toolkit
$5,000.00
$1,000.00
$4,000.00
$1,000.00
$0.00
$1,000.00
Citizen Self Service - Tyler 311 & Click2report
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
Tyler GIS
$35,000.00
$7,000.00
$28,000.00
$7,000.00
$0.00
$7,000.00
TOTAL:
$379,174.00
$74,800.00
$304,374.00
$75,800.00
$0.00
$75,800.00
Optional EnerGov Discount Detail
EnerGov e -Reviews $29,999.00 $6,000.00 $23,999.00 $6,000.00 $0.00 $6,000.00
TOTAL: $29,999.00 $6,000.00 $23,999.00 $6,000.00 $0.00 $6,000.00
2016-24391 - Newport Beach- Tyler-EnerGov Proposal
CONFIDENTIAL
4 of 5
16-102
Comments
EnerGov's e -Reviews requires Bluebeam Studio Prime, at an estimated yearly subscription cost of $3,000/100 users. Further pricing detail is available by contacting Bluebeam at
https://www.bluebeam.com/solutions/studio-prime
*Each EnerGov SDK/API comes with 4hrs of support
*The City will be responsible for all custom report modifications and reporting maintenace for any report developed by Tyler
*CUSTOM REPORT delivery is time and material and not subject to the fixed cost premium
2016-24391 - Newport Beach- Tyler-EnerGov Proposal
CONFIDENTIAL
5 of 5
16-103
ATTACHMENT 1 TO EXHIBIT B
COMPENSATION SCHEDULE
Payment Terms.
A. Payment for Software Licenses. As indicated in Attachment 2 to this Exhibit B
under Stage 0 - "Software Delivery", Tyler shall invoice Software License fees as follows:
Tyler shall invoice City $76,093.50 upon the Effective Date. Such amount equals
twenty five percent (25%) of the Tyler software license fees.
Tyler shall invoice City $152,187.00 when Tyler has made the Tyler Software
Products available to City for downloading. Such sum equals fifty percent (50%)
of the Tyler software license fees.
Tyler shall invoice City $76,093.50 sixty (60) days following the earlier of the Live
Date or February 28, 2021. Such amount equals twenty five percent (25%) of the
Tyler software license fees in the Investment Summary. The foregoing
notwithstanding, should accomplishment of the Go Live Date be delayed due
solely to Tyler's failure to perform, City will be entitled to delay payment of this last
twenty five percent (25%) of Tyler software license fees an amount of time equal
to such delay.
Tyler shall, only if the Client elects to purchase eReviews, invoice City
$23,999.00 for the optional eReviews software licensing prior to commencement
of Phase 3 kickoff, in accordance with Deliverable 0-4 in Attachment 2 to Exhibit B
(Payment Milestones).
B. Payment for Services. Tyler shall invoice Services identified in Stage 1 — "Project
Initiation & Planning" through Stage 5 — "Production Cutover", Phase 2 and Phase 3 of
Attachment 2 to this Exhibit B upon completion of Acceptance Testing as provided in
Attachment 2 to Exhibit A for each milestone.
Fees for any additional Services shall be subject to the following payment terms unless
otherwise agreed:
Tyler shall invoice City fees for Services plus expenses, if and as
provided/incurred.
Tyler shall invoice a fifty percent (50%) deposit for custom modifications and
interfaces ("Modifications") upon delivery of specifications and fifty percent (50%)
upon delivery of Modification. Tyler will perform a Modification upon receipt of
written notice to proceed from City. City will have thirty (30) days from delivery of
a Modification to test such Modification. In the event City does not report an issue
with such Modification to Tyler within such thirty (30) day period, the Modification
will be deemed in compliance with the specifications.
C. Payment of Expenses. Travel expenses shall be billed at the rates identified in
Tyler's Business Travel Policy attached hereto as Attachment 3 to Exhibit B in an amount
estimated at $59,500.00. This not to exceed amount is based on trips being scheduled
no less than four (4) weeks in advance of the date of service and adherence to the
mutually agreed scope of the project.
Tyler Technologies, Inc. Page B-1-1
16-104
D. Miscellaneous. The software maintenance fees of $75,800.00 payable to Tyler
for one (1) year commencing upon installation of the Tyler Software Products are hereby
waived by Tyler. Subsequent annual maintenance fees will be due on the anniversary of
the installation date of the Tyler Software Products.
Payments shall be due and payable in accordance with Section 5 of the Agreement and
this Attachments 1 & 2 to Exhibit B.
Tyler Technologies, Inc.
Page B-1-2
16-105
ATTACHMENT 2 TO EXHIBIT B
PAYMENT MILESTONES
®yment
Deliverable Description
Deliverable 0-1
Contract Signing "effective date" (25%)
$76,094.00
Software is made available to the City for downloading
$152186.00
Deliverable 0-2
(50%)
'
Sixty (60) days following the earlier of the Live Date or
February 28, 2021 (25%)
$76,094.00
Deliverable 0-3
Due prior to Phase 3 eReviews kick-off
$23,999.00
Deliverable 0-4
Total Software
$328,373.00
stage i6jectIriftiation & Planning
Performed Project Initiation and Project Management
$45,460.80
Deliverable 1-2
Tasks
Define
Deliverable 2-1
• Completion of week 1 of Assessment Training
$8,400.00
Deliverable 2-2
• Completion of week 2 of Assessment Training
$8,400.00
• Future state analysis completed; Up to 25 Questionnaires
delivered and reviewed
$31,500.00
Deliverable 2-3
• Performed Project Management Tasks
• Future state analysis completed; Up to 25 Questionnaires
delivered and reviewed
$31,500.00
Deliverable 2-4
• Performed Project Management Tasks
• Future state analysis completed; Up to 20 Questionnaires
delivered and reviewed
$22,680.00
Deliverable 2-5
• Performed Project Management Tasks
• Future state analysis completed; Up to 20 Questionnaires
delivered and reviewed
$22,680.00
Deliverable 2-6
• Performed Project Management Tasks
• Future state analysis completed; Up to 15 Questionnaires
delivered and reviewed
$18,900.00
Deliverable 2-7
• Performed Project Management Tasks
Tyler Technologies, Inc.
Page B-2-1
16-106
ATTACHMENT 2 TO EXHIBIT B
PAYMENT MILESTONES
Tyler Technologies, Inc.
Page B-2-2
16-107
• Analysis and specification for Custom Modification
[Ability to make a Permit status change across multiple
$3,125.00
records in one action] delivered and reviewed
Deliverable 2-8
• Performed Project Management Tasks
• Analysis and specification for Custom Modification
[Ability to modify and print a reporting/letter template
without exporting to MS Word and reattaching to the
$18,750.00
record] delivered and reviewed
Deliverable 2-9
• Performed Project Management Tasks
• Provide Data conversion assessment
• Completed Intelligent Automation Assessment for up to
30 Automation events
$22,000.00
• Completed Geo -Rules Assessment for up to 20 Geo -Rules
Deliverable 2-10
• Performed Project Management Tasks
• Configuration Training completed
7 77
$16,800.00
Deliverable 3-1
• Performed Project Management Tasks
• Up to 25 Business process transactions configured and
validated
$48,000.00
Deliverable 3-2
• Performed Project Management Tasks
• Up to 25 Business process transactions configured and
validated
$48,000.00
Deliverable 3-3
• Performed Project Management Tasks
• Up to 25 Business process transactions configured and
validated
$48,000.00
Deliverable 3-4
• Performed Project Management Tasks
• Review of Business process transactions up to 30 to be
configured and validated by the City
$10,600.00
Deliverable 3-6
• Performed Project Management Tasks
• Up to 8 Geo -Rules configured and validated
$4,200.00
Deliverable 3-7
• Performed Project Management Tasks
• Review of up to 10 Geo -Rules configured and validated
by the city
$2,100.00
Deliverable 3-8
• Performed Project Management Tasks
Tyler Technologies, Inc.
Page B-2-2
16-107
ATTACHMENT 2 TO EXHIBIT B
PAYMENT MILESTONES
Tyler Technologies, Inc.
Page B-2-3
16-108
• Up to 5 Intelligent Automation events configured and
validated
$8,400.00
Deliverable 3-9
• Performed Project Management Tasks
• Review of up to 20 Intelligent Automation events
configured and validated by the City
$4,200.00
Deliverable 3-10
• Performed Project Management Tasks
• Data Conversion Utility mapping document created and
validated
$0.00
Deliverable 3-11
• Initial Data conversion iteration completed
4- Final Testing and Training
• Production cutover checklist Delivered and accepted
$4,000.00
Deliverable 4-1
• Performed Project Management Tasks
Deliverable 4-2
User Acceptance Testing Training completed
$6,720.00
Material System Acceptance Testing issues addressed and
$54,947.40
Deliverable 4-3
accepted for up to 40 Business process transactions
Material System Acceptance Testing issues addressed and
$47,597.40
Deliverable 4-4
accepted for up to 35 Business process transactions
Provide assistance to the City during their addressing and
accepting of Material System Acceptance Testing issues for
$12,600.00
Deliverable 4-5
up to 30 Business process transactions
Material System Acceptance Testing issues addressed and
accepted for up to 5 Automation events & up to 8 Geo
$3,780.00
Deliverable 4-6
Rules
Provide assistance to the City during their addressing and
accepting of Material System Acceptance Testing issues for
$3,780.00
Deliverable 4-7
up to 20 Automation events & up to 10 Geo Rules
• Testing of Custom Modification [Ability to make a Permit
status change across multiple records in one action]
$3,125.00
delivered and reviewed
Deliverable 4-8
• Performed Project Management Tasks
• Testing of Custom Modification [Ability to modify and
print a reporting/letter template without exporting to MS
Word and reattaching to the record] delivered and
$18,750.00
reviewed
Deliverable 4-9
• Performed Project Management Tasks
Tyler Technologies, Inc.
Page B-2-3
16-108
ATTACHMENT 2 TO EXHIBIT B
PAYMENT MILESTONES
Tyler EnerGov Project Newport Beach, CA - Phase 2
I Performed Project Initiation and Project ManagementI $11,919.60
Deliverable 1-2 Tasks
• Future state analysis completed; Up to 10 Questionnaires
delivered and reviewed $17,640.00
Deliverable 2-1 • Performed Project Management Tasks
• Completed Intelligent Automation Assessment for up to
10 Automation events $15,107.40
• Completed Geo -Rules Assessment for up to 2 Geo -Rules
Deliverable 2-2 • Performed Proiect Management Tasks
Tyler Technologies, Inc. Page B-2-4
16-109
• Data Conversion acceptance testing issues addressed
and accepted
$0.00
• up to 5 Additional iterations of Data Conversion
Deliverable 4-10
completed
• End User Training Completed
$42,762.50
Deliverable 4-11
- Performed Project Management Tasks
Production
• Business processes implemented in current phase are
live in Tyler Application
• Transition to Tyler support is completed for the business
processes implemented in the Phase
$33,941.90
• Performed Project Management Tasks
• Integrations implemented are live with the Tyler
Deliverable 5-1
Application
330 hours of report Development billed as incurred
$82,500.00
Report Development*
during phase 1
Total Phase 1 Services
1
$738,200.00
Tyler EnerGov Project Newport Beach, CA - Phase 2
I Performed Project Initiation and Project ManagementI $11,919.60
Deliverable 1-2 Tasks
• Future state analysis completed; Up to 10 Questionnaires
delivered and reviewed $17,640.00
Deliverable 2-1 • Performed Project Management Tasks
• Completed Intelligent Automation Assessment for up to
10 Automation events $15,107.40
• Completed Geo -Rules Assessment for up to 2 Geo -Rules
Deliverable 2-2 • Performed Proiect Management Tasks
Tyler Technologies, Inc. Page B-2-4
16-109
ATTACHMENT 2 TO EXHIBIT B
PAYMENT MILESTONES
1- RUild& Validate
• Up to 10 Business process transactions configured and
validated
$20,000.00
Deliverable 3-1
• Performed Project Management Tasks
• Up to 2 Geo -Rules and 5 automation events configured
and validated
$9,240.00
Deliverable 3-2
• Performed Project Management Tasks
• Make up to 20 additional business process transactions
available online in CSS
$8,008.00
Deliverable 3-3
• Performed Project Management Tasks
*�:Final` Testing and Training
• Production cutover checklist Delivered and accepted
$2,000.00
Deliverable 4-1
• Performed Project Management Tasks
Deliverable 4-2
User Acceptance Testing Training completed
$6,720.00
Material System Acceptance Testing issues addressed and
accepted for up to 10 Business process transactions and up
$14,700.00
Deliverable 4-3
to 20 CSS online applications
Material System Acceptance Testing issues addressed and
accepted for up to 5 Automation events & up to 2 Geo
$5,040.00
Deliverable 4-4
Rules
• End User Training Completed
$10,720.00
Deliverable 4-5
• Performed Project Management Tasks
•. 6ction Cutover
• Business processes implemented in current phase are
live in Tyler Application
• Transition to Tyler support is completed for the business
processes implemented in the Phase
$12,885.00
• Performed Project Management Tasks
• Integrations implemented are live with the Tyler
Deliverable 5-1
Application
Total Phase 2 Services
$133,980.00
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ATTACHMENT 2 TO EXHIBIT B
PAYMENT MILESTONES
Tyler EnerGov Project Newport Beach, CA - Phase 3
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ATTACHMENT 3 TO EXHIBIT B
BUSINESS TRAVEL POLICY
1. Air Travel
A. Reservations & Tickets
The Travel Management Company (TMC) used by Tyler will provide an employee with
a direct flight within two hours before or after the requested departure time, assuming
that flight does not add more than three hours to the employee's total trip duration and
the fare is within $100 (each way) of the lowest logical fare. If a net savings of $200
or more (each way) is possible through a connecting flight that is within two hours
before or after the requested departure time and that does not add more than three
hours to the employee's total trip duration, the connecting flight should be accepted.
Employees are encouraged to make advanced reservations to take full advantage of
discount opportunities. Employees should use all reasonable efforts to make travel
arrangements at least two (2) weeks in advance of commitments. A seven (7) day
advance booking requirement is mandatory. When booking less than seven (7) days
in advance, management approval will be required.
Except in the case of international travel where a segment of continuous air travel is
six (6) or more consecutive hours in length, only economy or coach class seating is
reimbursable. Employees shall not be reimbursed for "Basic Economy Fares" because
these fares are non-refundable and have many restrictions that outweigh the cost -
savings.
B. Baggage Fees
Reimbursement of personal baggage charges are based on trip duration as follows:
• Up to five (5) days = one (1) checked bag
• Six (6) or more days = two (2) checked bags
Baggage fees for sports equipment are not reimbursable.
2. Ground Transportation
A. Private Automobile
Mileage Allowance — Business use of an employee's private automobile will be
reimbursed at the current IRS allowable rate, plus out of pocket costs for tolls and
parking. Mileage will be calculated by using the employee's office as the starting and
ending point, in compliance with IRS regulations. Employees who have been
designated a home office should calculate miles from their home.
B. Rental Car
Employees are authorized to rent cars only in conjunction with air travel when cost,
convenience, and the specific situation reasonably require their use. When renting a
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car for Tyler business, employees should select a "mid-size" or "intermediate" car.
"Full" size cars may be rented when three or more employees are traveling together.
Tyler carries leased vehicle coverage for business car rentals; except for employees
traveling to Alaska and internationally (excluding Canada), additional insurance on the
rental agreement should be declined.
C. Public Transportation
Taxi or airport limousine services may be considered when traveling in and around
cities or to and from airports when less expensive means of transportation are
unavailable or impractical. The actual fare plus a reasonable tip (15-18%) are
reimbursable. In the case of a free hotel shuttle to the airport, tips are included in the
per diem rates and will not be reimbursed separately.
D. Parking & Tolls
When parking at the airport, employees must use longer term parking areas that are
measured in days as opposed to hours. Park and fly options located near some
airports may also be used. For extended trips that would result in excessive parking
charges, public transportation to/from the airport should be considered. Tolls will be
reimbursed when receipts are presented.
3. Lodging
Tyler's TMC will select hotel chains that are well established, reasonable in price, and
conveniently located in relation to the traveler's work assignment. Typical hotel chains
include Courtyard, Fairfield Inn, Hampton Inn, and Holiday Inn Express. If the
employee has a discount rate with a local hotel, the hotel reservation should note that
discount and the employee should confirm the lower rate with the hotel upon arrival.
Employee memberships in travel clubs such as AAA should be noted in their travel
profiles so that the employee can take advantage of any lower club rates.
"No shows" or cancellation fees are not reimbursable if the employee does not comply
with the hotel's cancellation policy.
Tips for maids and other hotel staff are included in the per diem rate and are not
reimbursed separately.
Employees are not authorized to reserve non-traditional short-term lodging, such as
Airbnb, VRBO, and HomeAway. Employees who elect to make such reservations shall
not be reimbursed.
4. Meals and Incidental Expenses
Employee meals and incidental expenses while on travel status within the continental
U.S. are in accordance with the federal per diem rates published by the General
Services Administration. Incidental expenses include tips to maids, hotel staff, and
shuttle drivers and other minor travel expenses. Per diem rates are available at
www.gsa.gov/perdiem.
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Per diem for Alaska, Hawaii, U.S. protectorates and international destinations are
provided separately by the Department of Defense and will be determined as required.
A. Overnight Travel
For each full day of travel, all three meals are reimbursable. Per diems on the first and
last day of a trip are governed as set forth below.
Departure Day
Depart before 12:00 noon
Depart after 12:00 noon
Return Day
Return before 12:00 noon
Return between 12:00 noon & 7:00 p.m.
Return after 7:00 p.m.*
Lunch and dinner
Dinner
Breakfast
Breakfast and lunch
Breakfast, lunch and
dinner
*7:00 p.m. is defined as direct travel time and does not include time taken to stop for dinner.
The reimbursement rates for individual meals are calculated as a percentage of the
full day per diem as follows:
Breakfast
15%
Lunch
25%
Dinner
60%
B. Same Day Travel
Employees traveling at least 100 miles to a site and returning in the same day are
eligible to claim lunch on an expense report. Employees on same day travel status
are eligible to claim dinner in the event they return home after 7:00 p.m.*
*7:00 p.m. is defined as direct travel time and does not include time taken to stop for dinner.
5. Internet Access — Hotels and Airports
Employees who travel may need to access their e-mail at night. Many hotels provide
free high speed internet access and Tyler employees are encouraged to use such
hotels whenever possible. If an employee's hotel charges for internet access it is
reimbursable up to $10.00 per day. Charges for internet access at airports are not
reimbursable.
6. International Travel
All international flights with the exception of flights between the U.S. and Canada
should be reserved through TMC using the "lowest practical coach fare" with the
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exception of flights that are six (6) or more consecutive hours in length. In such event,
the next available seating class above coach shall be reimbursed.
When required to travel internationally for business, employees shall be reimbursed
for photo fees, application fees, and execution fees when obtaining a new passport
book, but fees related to passport renewals are not reimbursable. Visa application and
legal fees, entry taxes and departure taxes are reimbursable.
The cost of vaccinations that are either required for travel to specific countries or
suggested by the U.S. Department of Health & Human Services for travel to specific
countries, is reimbursable.
Section 4, Meals & Incidental Expenses, and Section 2.b., Rental Car, shall apply to
this section.
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EXHIBIT C
SOFTWARE MAINTENANCE AGREEMENT WITH TYLER TECHNOLOGIES, INC.
Scope of Agreement. City agrees to purchase and Tyler agrees to provide
maintenance services for the Tyler Software Products in accordance with the
following terms and conditions.
2. Term of Agreement. This Maintenance Agreement is effective on installation date
of each Tyler Software Phase as outlined in Attachment 1 to Exhibit B and will
remain in force for an initial one (1) year term. The Maintenance Agreement 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. The software maintenance fee of
$75,800.00 payable to Tyler for the first year is waived by Tyler. The software
maintenance fee for the second year is $75,800.00.
3. Payment.
1.1 Maintenance fees will be invoiced by Tyler annually sixty (60) days prior to
the annual renewal of this Maintenance Agreement. City shall pay the
invoiced amount within sixty (60) days following receipt of invoice. Tyler
shall provide City written notice of any change in annual Maintenance fees
no less than forty-five (45) days prior to the annual review of this
Maintenance Agreement.
1.2 Additional Charges. Any maintenance services performed by Tyler for City
which are not covered by this Maintenance Agreement, as set forth in
Section 4 below, including materials and expenses, will be billed to City at
Tyler's then current rates upon written amendment to the Agreement.
1.3 Tyler reserves the right to suspend maintenance services if Client fails to
pay undisputed Maintenance fees within ninety (90) calendar days of receipt
of an invoice. Tyler shall reinstate maintenance services upon Client's
payment of all past due Maintenance fees, including all such fees for the
periods during which services were suspended.
2. Maintenance Services Terms and Conditions. For as long as a current
Maintenance Agreement is in place, Tyler shall:
2.1 In a professional, good and workmanlike manner, perform its obligations in
accordance with Tyler's then -current support call process (Tyler's current
support call process is set forth in the document attached hereto as
Attachment 1 to Exhibit A) in order to conform the Tyler Software Products
to the applicable warranty under this Agreement. If City modifies the Tyler
Software Products without Tyler's prior written consent, Tyler's obligations
to provide maintenance services on and warrant the Tyler Software
Products will be void.
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2.2 Provide telephone support on the Tyler Software Products. Tyler personnel
shall accept telephone calls during the hours set forth in Attachment 1 to
Exhibit A.
2.3 Continuously maintain a master set of the Tyler Software Products on
appropriate media, a hardcopy printout of source code to the Tyler Software
Products, and Tyler User Guides.
2.4 Maintain personnel that are appropriately trained to be familiar with the Tyler
Software Products in order to provide maintenance services.
2.5 Provide City with all releases Tyler makes to the Tyler Software Products
that Tyler makes generally available without additional charge to customers
possessing a current Tyler annual Maintenance Agreement. Third Party
Products; and installation, Consulting and Training services related to the
new releases will be provided to City at Tyler's then -current rates, upon
written amendment to the Agreement. City acknowledges and agrees that
a new release of the Tyler Software Products is for implementation in the
Tyler Software Products as they exist without City customization or
modification.
2.6 Support prior releases of the Tyler Software Products in accordance with
Tyler's then -current release life cycle policy.
3. Limitations and Exclusions. Maintenance fees do not include installation or
implementation of the Tyler Software Products, onsite support (unless Tyler cannot
remotely correct a defect in a Tyler Software Product), application design, other
consulting services, support of an operating system or hardware, and support
outside Tyler's normal business hours.
4. City Responsibilities.
4.1 City shall provide, at no charge to Tyler, full and free access to the Tyler
Software Products; working space; facilities within a reasonable distance
from the equipment; and use of machines, attachments, features, or other
equipment necessary to provide maintenance services set forth herein.
4.2 Tyler currently utilizes "Go To Assist" as a secure commercial PC to PC
remote connectivity tool to provide remote maintenance services. City shall
maintain forthe duration of the Agreement a high-speed Internet connection
capable of connecting to City's PC's and server. Tyler strongly
recommends that City also maintain a modem or VPN for backup
connectivity purposes. Tyler, at its option, will use the connection to assist
with problem diagnosis and resolution.
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EXHIBIT D
SOFTWARE LICENSE AGREEMENT WITH TYLER TECHNOLOGIES, INC.
License Grant.
1.1 Upon the Effective Date, Tyler hereby grants to City a non-exclusive, non-
transferable, royalty -free, revocable license to use the Tyler software products set
forth in the investment summary attached hereto as Exhibit A ("Investment
Summary") and related interfaces (collectively, the "Tyler Software Products") and
Tyler user guides provided in or with the Tyler Software Products ("User Guides")
for City's internal business purposes only and otherwise subject to the terms and
conditions of this Agreement. This license is revocable by Tyler if City fails to
comply with the terms and conditions of this Agreement, including without
limitation, City's failure to timely pay the Software fees in full. Upon City's payment
in full for the Tyler Software Products, and notwithstanding any expiration of the
term of this Agreement, this license will become irrevocable, subject to the
restrictions on use and other terms set forth in this Agreement.
1.2 Tyler shall retain ownership of, including all intellectual property rights in
and to, the Tyler Software Products and User Guides.
1.3 The Tyler Software Products are not licensed to perform functions or
processing for subdivisions or entities that were not disclosed to Tyler prior to the
Effective Date.
1.4 The right to transfer the Tyler Software Products to a replacement hardware
system is included in this Agreement. City shall pay Tyler for the cost of new media
or any required technical assistance to accommodate the transfer. City shall
provide advance written notice to Tyler of any such transfer.
1.5 City acknowledges and agrees that the Tyler Software Products and User
Guides are proprietary to Tyler and have been developed as trade secrets at
Tyler's expense. City shall use best efforts to keep the Tyler Software Products
and User Guides confidential and to prevent any misuse, unauthorized use or
unauthorized disclosure of the Tyler Software Products or User Guides by any
party.
1.6 The Tyler Software Products may not be modified by anyone other than
Tyler. If City modifies the Tyler Software Products without Tyler's prior written
consent, Tyler's obligations to provide maintenance services on, and the warranty
for, the Tyler Software Products will be void. City shall not perform decompilation,
disassembly, translation or other reverse engineering on the Tyler Software
Products.
1.7 City may make copies of the Tyler Software Products for archive purposes
only. City shall repeat any and all proprietary notices on any copy of the Tyler
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2
3
M
Software Products. City may make copies of the Tyler User Guides for internal
use only.
License Fees.
City agrees to pay Tyler, and Tyler agrees to accept from City as payment in full
for the license granted herein, the Software fees set forth in the Investment
Summary included in Exhibit B.
Limited Warranty.
For the purposes of this Agreement, a "Defect" is defined as a failure of the Tyler
Software Products to substantially conform to the then -current Tyler User Guides
and the functional descriptions of the Tyler Software Products in Tyler's written
proposal to City attached hereto as Exhibit G. In the event of conflict between the
afore -mentioned documents, the then -current Tyler User Guides will control. A
Tyler Software Product is "Defective" if it contains a Defect. For as long as a
current Maintenance Agreement is in place, Tyler warrants that the Tyler Software
Products will not contain Defects. If the Tyler Software Products do not perform
as warranted, Tyler will use reasonable efforts, consistent with industry standards,
to cure the Defect in accordance with Tyler's then -current support call process
(Tyler's current support call process is set forth in the document attached hereto
as Attachment 1 to Exhibit A). Should Tyler be unable to cure the Defect or provide
a replacement product, City will be entitled to a refund of the Software fee paid for
the Defective Tyler Software Product, as depreciated on a straight-line basis over
a seven (7) year period commencing on the Effective Date, which will be City's
sole remedy should Tyler be unable to cure the Defect or provide a replacement
product.
Intellectual Property Infringement Indemnification.
4.1 Tyler's Obligations. Tyler shall defend and indemnify City against any claim
by an unaffiliated third party of this Agreement that a Tyler Software Product, if
used within the scope of this Agreement, directly infringes that party's registered
United States patent, copyright or trademark issued and existing as of the Effective
Date or as of the distribution date of a release to the Tyler Software Product, and
will pay the amount of any resulting adverse final judgment issued by a court of
competent jurisdiction or of any settlement made by Tyler in writing.
4.2 City's Obligations. Tyler obligations in this section are contingent on the
City performing all of the following in connection with any claim as described
herein:
Promptly notifies Tyler in writing of any such claim;
Gives Tyler reasonable cooperation, information, and assistance in
connection with the claim; and
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Consents to Tyler's sole control and authority with respect to the
defense, settlement or compromise of the claim.
4.3 Exceptions to Tyler's Obligations. Tyler will have no liability hereunder if
the claim of infringement or an adverse final judgment rendered by a court of
competent jurisdiction results from:
City's use of a previous version of a Tyler Software Product and the claim
would have been avoided had City used the current version of the Tyler
Software Product of which it had received advance notice of availability and
reasonable opportunity to implement;
City's combining the Tyler Software Product with devices or products not
provided, recommended or explicitly permitted by Tyler;
Use of a Tyler Software Product in applications, business environments or
processes for which the Tyler Software Product was not designed or
contemplated, and where use of the Tyler Software Product outside such
application, environment or business process would not have given rise to
the claim;
Corrections, modifications, alterations or enhancements that City made to
the Tyler Software Product and such correction, modification, alteration or
enhancement is determined by a court of competent jurisdiction to be a
contributing cause of the infringement;
Use of the Tyler Software Product by any person or entity other than City or
City's employees or such users who are reasonably expected to use or
access the Tyler Software Products; or
City's willful infringement, including City's continued use of the infringing
Tyler Software Product after City becomes aware that such infringing Tyler
Software Product is or is likely to become the subject of a claim hereunder.
4.4 Remedy.
In the event a Tyler Software Product is, by a court of competent jurisdiction,
finally determined to be infringing and its use by City is enjoined, Tyler will,
at its election:
Procure for City the right to continue using the infringing Tyler
Software Products;
Modify or replace the infringing Tyler Software Products so that it
becomes non -infringing; or
Terminate City's license for the infringing Tyler Software Product and
refund to City the Software fee paid for the infringing Tyler Software
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Product, as depreciated on a straight-line basis over a seven (7) year
period commencing on the Effective Date.
The foregoing states Tyler's entire liability and City's sole and exclusive
remedy with respect to the subject matter hereof.
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EXHIBIT E
THIRD PARTY PRODUCT AGEEMENT
Agreement to License or Sell Third Party Products. For the price set forth in the
Investment Summary, Tyler agrees to license or sell and deliver to City, and City
agrees to accept from Tyler the System Software and Hardware set forth in the
Investment Summary (collectively, the "Third Party Products").
2. License of System Software.
2.1 Upon City's payment in full of the System Software fees, Tyler shall grant to
City and City shall accept from Tyler a non-exclusive, nontransferable, non -
assignable license to use the System Software and related documentation for
City's internal business purposes, subject to the terms and conditions set forth
herein.
2.2 The developer of the System Software (each a "Developer", collectively
"Developers") shall retain ownership of the System Software.
2.3 The right to transfer the System Software to a replacement hardware
system is governed by the Developer. The cost for new media or any required
technical assistance to accommodate the transfer would be billable charges to
City. City shall provide advance written notice to Tyler of any such transfer.
2.4 City acknowledges and agrees that the System Software and related
documentation are proprietary to the Developer and have been developed as trade
secrets at the Developer's expense. City shall use best efforts to keep the System
Software and related documentation confidential and to prevent any misuse,
unauthorized use, or unauthorized disclosure of the System Software and related
documentation by any party.
2.5 City shall not perform decompilation, disassembly, translation or other
reverse engineering on the System Software.
2.6 City may make copies of the System Software for archive purposes only.
City shall repeat any and all proprietary notices on any copy of the System
Software. City may make copies of the documentation accompanying the System
Software for internal use only.
3. DeliveN. Unless otherwise indicated in the Investment Summary, the prices for
Third Party Products include costs for shipment while in transit from the Developer
or supplier to City.
4. Installation and Acceptance. Unless otherwise noted in the Investment Summary,
the Tyler Software Product installation fee includes installation of the Third Party
Products. Upon completion of installation, City will obtain from Tyler a certification
of completion, or similar document, which will constitute City's acceptance of the
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Third Party Products. Such acceptance will be final and conclusive except for
latent defect, fraud, and a gross mistake as amount to fraud.
5. Site Requirements. City shall provide a suitable environment, location and space
for the installation and operation of the Third Party Products; sufficient and
adequate electrical circuits for the Third Party Products; and installation of all
required cables.
91
7
Warranties.
6.1 Tyler is authorized by each Developer to grant licenses or sublicenses to
the System Software.
6.2 Tyler warrants that each System Software product will be new and unused,
and if City fully and faithfully performs each and every obligation required of it under
this Third Party Product Agreement, City's title or license to each System Software
product will be free and clear of all liens and encumbrances arising through Tyler.
6.3 City acknowledges and agrees that Tyler is not the manufacturer of the
Third Party Products. As such, Tyler does not warrant or guarantee the condition
or operating characteristics of the Third Party Products. Tyler hereby grants and
passes through to City any warranty adjustments that Tyler may receive from the
Developer or supplier of the Third Party Products.
Maintenance.
7.1 In the event City elects not to purchase through Tyler maintenance services
on the System Software, it will be the responsibility of City to repair and maintain
the System Software and purchase enhancements as necessary after acceptance.
7.2 In the event City elects to purchase through Tyler maintenance services on
the System Software, Tyler will facilitate resolution of a defect in a System
Software product with the Developer.
7.3 In the event the Developer charges a fee for future System Software
release(s), City will be required to pay such fee, upon written amendment to the
Agreement.
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-0:I:TI-I19
INSURANCE REQUIREMENTS — PROFESSIONAL SERVICES
Provision of Insurance. Without limiting Tyler's indemnification of City, and prior
to commencement of Work, Tyler shall obtain, provide and maintain at its own
expense during the term of this Agreement, policies of insurance of the type and
amounts described below and in a form reasonably satisfactory to City. Tyler
agrees to provide insurance in accordance with requirements set forth here. If
Tyler uses existing coverage to comply and that coverage does not meet these
requirements, Tyler agrees to amend, supplement or endorse the existing
coverage.
2. Acceptable Insurers. All insurance policies shall be issued by an insurance
company currently authorized by the Insurance Commissioner to transact
business of insurance in the State of California, with an assigned policyholders'
Rating of A- (or higher) and Financial Size Category Class VII (or larger) in
accordance with the latest edition of Best's Key Rating Guide, unless otherwise
approved by the City's Risk Manager.
3. Coverage Requirements.
A. Workers' Compensation Insurance. Tyler shall maintain Workers'
Compensation Insurance, statutory limits, and Employer's Liability
Insurance with limits of at least one million dollars ($1,000,000) each
accident for bodily injury by accident and each employee for bodily injury by
disease in accordance with the laws of the State of California, Section 3700
of the Labor Code.
Tyler shall submit to City, along with the certificate of insurance, a Waiver
of Subrogation endorsement in favor of City, its officers, agents, employees
and volunteers.
B. General Liability Insurance. Tyler shall maintain commercial general liability
insurance, and if necessary umbrella liability insurance, with coverage at
least as broad as provided by Insurance Services Office form CG 00 01, in
an amount not less than one million dollars ($1,000,000) per occurrence,
one million dollars ($1,000,000) general aggregate. The policy shall cover
liability arising from premises, operations, personal and advertising injury,
and liability assumed under an insured contract with no endorsement or
modification limiting the scope of coverage for liability assumed under a
contract.
C. Automobile Liability Insurance. Tyler shall maintain automobile insurance
at least as broad as Insurance Services Office form CA 00 01 covering
bodily injury and property damage for all activities of Tyler arising out of or
in connection with Work to be performed under this Agreement, including
coverage for any owned, hired, non -owned or rented vehicles, in an amount
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not less than one million dollars ($1,000,000) combined single limit each
accident.
D. Professional Liability (Errors & Omissions) Insurance. Tyler shall maintain
professional liability insurance that covers the Services to be performed in
connection with this Agreement, in the minimum amount of five million
dollars ($5,000,000) per claim and in the aggregate. Any policy inception
date, continuity date, or retroactive date must be before the Effective Date
of this Agreement and Tyler agrees to maintain continuous coverage
through a period no less than three (3) years after completion of the
Services required by this Agreement.
E. Cyber Liability Insurance. Tyler shall maintain cyber liability insurance with
limits of not less than one million dollars ($1,000,000) per occurrence and
two million dollars ($2,000,000) annual aggregate covering claims involving
denial of service, denial of access, violation of right of privacy, privacy costs
(privacy injury and identify theft), unauthorized access or use, replacement
or restoration of electronic data (1St party) and extortion threats. Such
coverage is required only if any products and/or services related to
information technology (including hardware and/or software) are provided
to City, and Tyler agrees to maintain continuous coverage from the Effective
Date through a period of no less than three (3) years after completion of the
Services required by this Agreement.
4. Other Insurance Requirements. The policies are to contain, or be endorsed to
contain, the following provisions:
A. Waiver of Subrogation. Workers Compensation insurance coverage
maintained or procured pursuant to this Agreement shall be endorsed to
waive subrogation against City, its elected or appointed officers, agents,
officials, employees and volunteers or shall specifically allow Tyler or others
providing insurance evidence in compliance with these requirements to
waive their right of recovery prior to a loss. Tyler hereby waives its own right
of recovery against City, and shall require similar written express waivers
from each of its subcontractors, if any.
B. Additional Insured Status. The Commercial General Liability policy shall
provide or be endorsed to provide that City and its officers, officials,
employees, and agents shall be included as insureds under such policy.
C. Primary and Non Contributory. All liability coverage shall apply on a primary
basis as between Tyler and the City for claims for which Tyler is liable and,
in such situations, shall not require contribution from any insurance or self-
insurance maintained by City.
5. Additional Agreements Between the Parties. The parties hereby agree to the
following:
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A. Evidence of Insurance. Tyler shall provide certificates of insurance to City
as evidence of the insurance coverage required herein, along with a waiver
of subrogation endorsement for workers' compensation and other
endorsements as specified herein. Insurance certificates and
endorsements must be approved by City's Risk Manager (with such
approval not to be unreasonably withheld) prior to commencement of
performance. Current certification of insurance shall be kept on file with City
at all times during the term of this Agreement. City reserves the right to
require complete, certified copies of all required insurance policies, should
circumstances warrant such request, i.e., litigation.
B. Enforcement of Agreement Provisions. Tyler acknowledges and agrees
that any actual or alleged failure on the part of City to inform Tyler of Tyler's
non-compliance with any insurance requirement hereunder imposes no
additional obligations on City nor does it waive any rights hereunder.
C. Requirements not Limiting. Requirements of specific coverage features or
limits contained in this Section are not intended as a limitation on coverage,
limits or other requirements, or a waiver of any coverage normally provided
by any insurance. Specific reference to a given coverage feature is for
purposes of clarification only as it pertains to a given issue and is not
intended by any party or insured to be all inclusive, or to the exclusion of
other coverage, or a waiver of any type.
D. City Remedies for Non -Compliance. If Tyler or any subconsultant fails to
provide and maintain insurance as required herein, then City shall have the
right but not the obligation to terminate this Agreement, or to suspend
Tyler's right to proceed until proper insurance is provided.
E. Timely Notice of Claims. Contractor shall give City prompt and timely notice
of claims made or suits instituted that arise out of or result from Contractor's
performance under this Contract, and that involve or may involve coverage
under any of the required liability policies. City assumes no obligation or
liability by such notice, but has the right (but not the duty) to monitor the
handling of any such claim or claims if they are likely to involve City.
F. Tyler's Insurance. Tyler shall also procure and maintain, at its own cost
and expense, any additional kinds of insurance, which in its own judgment
may be necessary for its proper protection and prosecution of the Work.
G. Notice of Cancellation. Tyler shall provide City with thirty (30) calendar days
notice of cancellation (except for nonpayment for which ten (10) calendar
days notice is required) or nonrenewal of coverage for each required
coverage.
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EXHIBIT G
CITY'S REQUEST FOR PROPOSAL
Incorporated herein by reference.
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EXHIBIT H
TYLER'S RESPONSE TO CITY'S REQUEST FOR PROPOSAL
Incorporated herein by reference.
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Attachment B
Professional Services Agreement with Park Consulting Group, Inc
16-129
PROFESSIONAL SERVICES AGREEMENT
WITH PARK CONSULTING GROUP, INC FOR
LMS SYSTEM IMPLEMENTATION PROJECT MANAGEMENT SERVICES
THIS PROFESSIONAL SERVICES AGREEMENT ("Agreement") is made and
entered into as of this 23rd day of April, 2019 ("Effective Date"), by and between the CITY
OF NEWPORT BEACH, a California municipal corporation and charter city ("City"), and
PARK CONSULTING GROUP, INC, a California corporation ("Consultant"), whose
address is 200 Spectrum Center Drive, #300, Irvine, CA 92618, and is made with
reference to the following:
RECITALS
A. City is a municipal corporation duly organized and validly existing under the laws
of the State of California with the power to carry on its business as it is now being
conducted under the statutes of the State of California and the Charter of City.
B. City desires to engage Consultant for project management and change
management services to manage the overall implementation of a new Land
Management System for the City of Newport Beach ("Project").
C. Consultant possesses the skill, experience, ability, background, certification and
knowledge to provide the professional services described in this Agreement.
D. City has solicited and received a proposal from Consultant, has reviewed the
previous experience and evaluated the expertise of Consultant, and desires to
retain Consultant to render professional services under the terms and conditions
set forth in this Agreement.
NOW, THEREFORE, it is mutually agreed by and between the undersigned parties
as follows:
1. TERM
The term of this Agreement shall commence on the Effective Date, and shall
terminate on December 31, 2021, unless terminated earlier as set forth herein.
2. SERVICES TO BE PERFORMED
Consultant shall diligently perform all the services described in the Scope of
Services attached hereto as Exhibit A and incorporated herein by reference ("Services"
or "Work"). City may elect to delete certain Services within the Scope of Services at its
sole discretion.
3. TIME OF PERFORMANCE
3.1 Time is of the essence in the performance of Services under this Agreement
and Consultant shall perform the Services in accordance with the schedule included in
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Exhibit A. In the absence of a specific schedule, the Services shall be performed to
completion in a diligent and timely manner. The failure by Consultant to strictly adhere to
the schedule set forth in Exhibit A, if any, or perform the Services in a diligent and timely
manner may result in termination of this Agreement by City.
3.2 Notwithstanding the foregoing, Consultant shall not be responsible for
delays due to causes beyond Consultant's reasonable control. However, in the case of
any such delay in the Services to be provided for the Project, each party hereby agrees
to provide notice within two (2) calendar days of the occurrence causing the delay to the
other party so that all delays can be addressed.
3.3 Consultant shall submit all requests for extensions of time for performance
in writing to the Project Administrator as defined herein not later than ten (10) calendar
days after the start of the condition that purportedly causes a delay. The Project
Administrator shall review all such requests and may grant reasonable time extensions
for unforeseeable delays that are beyond Consultant's control.
3.4 For all time periods not specifically set forth herein, Consultant shall
respond in the most expedient and appropriate manner under the circumstances, by
hand -delivery or mail.
4. COMPENSATION TO CONSULTANT
4.1 City shall pay Consultant for the Services on a time and expense not -to -
exceed basis in accordance with the provisions of this Section and the Schedule of Billing
Rates attached hereto as Exhibit B and incorporated herein by reference. Consultant's
compensation for all Work performed in accordance with this Agreement, including all
reimbursable items and subconsultant fees, shall not exceed Two Hundred Thousand
Dollars and 00/100 ($200,000.00), without prior written authorization from City. No billing
rate changes shall be made during the term of this Agreement without the prior written
approval of City.
4.2 Consultant shall submit monthly invoices to City describing the Work
performed the preceding month. Consultant's bills shall include the name of the person
who performed the Work, a brief description of the Services performed and/or the specific
task in the Scope of Services to which it relates, the date the Services were performed,
the number of hours spent on all Work billed on an hourly basis, and a description of any
reimbursable expenditures. City shall pay Consultant no later than thirty (30) calendar
days after approval of the monthly invoice by City staff.
4.3 City shall reimburse Consultant only for those costs or expenses specifically
identified in Exhibit B to this Agreement or specifically approved in writing in advance by
City.
4.4 Consultant shall not receive any compensation for Extra Work performed
without the prior written authorization of City. As used herein, "Extra Work" means any
Work that is determined by City to be necessary for the proper completion of the Project,
but which is not included within the Scope of Services and which the parties did not
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reasonably anticipate would be necessary at the execution of this Agreement.
Compensation for any authorized Extra Work shall be paid in accordance with the
Schedule of Billing Rates as set forth in Exhibit B.
5. PROJECT MANAGER
5.1 Consultant shall designate a Project Manager, who shall coordinate all
phases of the Project. This Project Manager shall be available to City at all reasonable
times during the Agreement term. Consultant has designated Glenn Park to be its Project
Manager. Consultant shall not remove or reassign the Project Manager or any personnel
listed in Exhibit A or assign any new or replacement personnel to the Project without the
prior written consent of City. City's approval shall not be unreasonably withheld with
respect to the removal or assignment of non -key personnel.
5.2 Consultant, at the sole discretion of City, shall remove from the Project any
of its personnel assigned to the performance of Services upon written request of City.
Consultant warrants that it will continuously furnish the necessary personnel to complete
the Project on a timely basis as contemplated by this Agreement.
5.3 If Consultant is performing inspection services for City, the Project Manager
and any other assigned staff shall be equipped with a cellular phone to communicate with
City staff. The Project Manager's cellular phone number shall be provided to City.
6. ADMINISTRATION
This Agreement will be administered by the Community Development Department.
City's Systems and Administration Manager or designee shall be the Project
Administrator and shall have the authority to act for City under this Agreement. The
Project Administrator shall represent City in all matters pertaining to the Services to be
rendered pursuant to this Agreement.
7. CITY'S RESPONSIBILITIES
To assist Consultant in the execution of its responsibilities under this Agreement,
City agrees to provide access to and upon request of Consultant, one copy of all existing
relevant information on file at City. City will provide all such materials in a timely manner
so as not to cause delays in Consultant's Work schedule.
8. STANDARD OF CARE
8.1 All of the Services shall be performed by Consultant or under Consultant's
supervision. Consultant represents that it possesses the professional and technical
personnel required to perform the Services required by this Agreement, and that it will
perform all Services in a manner commensurate with community professional standards
and with the ordinary degree of skill and care that would be used by other reasonably
competent practitioners of the same discipline under similar circumstances. All Services
shall be performed by qualified and experienced personnel who are not employed by City.
By delivery of completed Work, Consultant certifies that the Work conforms to the
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requirements of this Agreement, all applicable federal, state and local laws, and legally
recognized professional standards.
8.2 Consultant represents and warrants to City that it has, shall obtain, and shall
keep in full force and effect during the term hereof, at its sole cost and expense, all
licenses, permits, qualifications, insurance and approvals of whatsoever nature that is
legally required of Consultant to practice its profession. Consultant shall maintain a City
of Newport Beach business license during the term of this Agreement.
8.3 Consultant shall not be responsible for delay, nor shall Consultant be
responsible for damages or be in default or deemed to be in default by reason of strikes,
lockouts, accidents, acts of God, or the failure of City to furnish timely information or to
approve or disapprove Consultant's Work promptly, or delay or faulty performance by
City, contractors, or governmental agencies.
9. HOLD HARMLESS
9.1 To the fullest extent permitted by law, Consultant shall indemnify, defend
and hold harmless City, its City Council, boards and commissions, officers, agents,
volunteers and employees (collectively, the "Indemnified Parties") from and against any
and all claims (including, without limitation, claims for bodily injury, death or damage to
property), demands, obligations, damages, actions, causes of action, suits, losses,
judgments, fines, penalties, liabilities, costs and expenses (including, without limitation,
attorneys' fees, disbursements and court costs) of every kind and nature whatsoever
(individually, a Claim; collectively, "Claims"), which may arise from or in any manner relate
(directly or indirectly) to any breach of the terms and conditions of this Agreement, any
Work performed or Services provided under this Agreement including, without limitation,
defects in workmanship or materials or Consultant's presence or activities conducted on
the Project (including the negligent, reckless, and/or willful acts, errors and/or omissions
of Consultant, its principals, officers, agents, employees, vendors, suppliers, consultants,
subcontractors, anyone employed directly or indirectly by any of them or for whose acts
they may be liable, or any or all of them).
9.2 Notwithstanding the foregoing, nothing herein shall be construed to require
Consultant to indemnify the Indemnified Parties from any Claim arising from the sole
negligence or willful misconduct of the Indemnified Parties. Nothing in this indemnity shall
be construed as authorizing any award of attorneys' fees in any action on or to enforce
the terms of this Agreement. This indemnity shall apply to all claims and liability
regardless of whether any insurance policies are applicable. The policy limits do not act
as a limitation upon the amount of indemnification to be provided by Consultant.
10. INDEPENDENT CONTRACTOR
It is understood that City retains Consultant on an independent contractor basis
and Consultant is not an agent or employee of City. The manner and means of
conducting the Work are under the control of Consultant, except to the extent they are
limited by statute, rule or regulation and the expressed terms of this Agreement. No civil
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service status or other right of employment shall accrue to Consultant or its employees.
Nothing in this Agreement shall be deemed to constitute approval for Consultant or any
of Consultant's employees or agents, to be the agents or employees of City. Consultant
shall have the responsibility for and control over the means of performing the Work,
provided that Consultant is in compliance with the terms of this Agreement. Anything in
this Agreement that may appear to give City the right to direct Consultant as to the details
of the performance of the Work or to exercise a measure of control over Consultant shall
mean only that Consultant shall follow the desires of City with respect to the results of the
Services.
11. COOPERATION
Consultant agrees to work closely and cooperate fully with City's designated
Project Administrator and any other agencies that may have jurisdiction or interest in the
Work to be performed. City agrees to cooperate with the Consultant on the Project.
12. CITY POLICY
Consultant shall discuss and review all matters relating to policy and Project
direction with City's Project Administrator in advance of all critical decision points in order
to ensure the Project proceeds in a manner consistent with City goals and policies.
13. PROGRESS
Consultant is responsible for keeping the Project Administrator informed on a
regular basis regarding the status and progress of the Project, activities performed and
planned, and any meetings that have been scheduled or are desired.
14. INSURANCE
Without limiting Consultant's indemnification of City, and prior to commencement
of Work, Consultant shall obtain, provide and maintain at its own expense during the term
of this Agreement or for other periods as specified in this Agreement, policies of insurance
of the type, amounts, terms and conditions described in the Insurance Requirements
attached hereto as Exhibit C, and incorporated herein by reference.
15. PROHIBITION AGAINST ASSIGNMENTS AND TRANSFERS
Except as specifically authorized under this Agreement, the Services to be
provided under this Agreement shall not be assigned, transferred contracted or
subcontracted out without the prior written approval of City. Any of the following shall be
construed as an assignment: The sale, assignment, transfer or other disposition of any
of the issued and outstanding capital stock of Consultant, or of the interest of any general
partner or joint venturer or syndicate member or cotenant if Consultant is a partnership or
joint -venture or syndicate or co -tenancy, which shall result in changing the control of
Consultant. Control means fifty percent (50%) or more of the voting power or twenty-five
percent (25%) or more of the assets of the corporation, partnership or joint -venture.
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16. SUBCONTRACTING
The subcontractors authorized by City, if any, to perform Work on this Project are
identified in Exhibit A. Consultant shall be fully responsible to City for all acts and
omissions of any subcontractor. Nothing in this Agreement shall create any contractual
relationship between City and any subcontractor nor shall it create any obligation on the
part of City to pay or to see to the payment of any monies due to any such subcontractor
other than as otherwise required by law. City is an intended beneficiary of any Work
performed by the subcontractor for purposes of establishing a duty of care between the
subcontractor and City. Except as specifically authorized herein, the Services to be
provided under this Agreement shall not be otherwise assigned, transferred, contracted
or subcontracted out without the prior written approval of City.
17. OWNERSHIP OF DOCUMENTS
17.1 Each and every report, draft, map, record, plan, document and other writing
produced, including but not limited to, websites, blogs, social media accounts and
applications (hereinafter "Documents"), prepared or caused to be prepared by Consultant,
its officers, employees, agents and subcontractors, in the course of implementing this
Agreement, shall become the exclusive property of City, and City shall have the sole right
to use such materials in its discretion without further compensation to Consultant or any
other party. Additionally, all material posted in cyberspace by Consultant, its officers,
employees, agents and subcontractors, in the course of implementing this Agreement,
shall become the exclusive property of City, and City shall have the sole right to use such
materials in its discretion without further compensation to Consultant or any other party.
Consultant shall, at Consultant's expense, provide such Documents, including all logins
and password information to City upon prior written request.
17.2 Documents, including drawings and specifications, prepared by Consultant
pursuant to this Agreement are not intended or represented to be suitable for reuse by
City or others on any other project. Any use of completed Documents for other projects
and any use of incomplete Documents without specific written authorization from
Consultant will be at City's sole risk and without liability to Consultant. Further, any and
all liability arising out of changes made to Consultant's deliverables under this Agreement
by City or persons other than Consultant is waived against Consultant, and City assumes
full responsibility for such changes unless City has given Consultant prior notice and has
received from Consultant written consent for such changes.
17.3 All written documents shall be transmitted to City in formats compatible with
Microsoft Office and/or viewable with Adobe Acrobat.
E1914il,k i/_14kCA
All Documents, including drafts, preliminary drawings or plans, notes and
communications that result from the Services in this Agreement, shall be kept confidential
unless City expressly authorizes in writing the release of information.
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19. INTELLECTUAL PROPERTY INDEMNITY
Consultant shall defend and indemnify City, its agents, officers, representatives
and employees against any and all liability, including costs, for infringement or alleged
infringement of any United States' letters patent, trademark, or copyright, including costs,
contained in Consultant's Documents provided under this Agreement.
Consultant shall keep records and invoices in connection with the Services to be
performed under this Agreement. Consultant shall maintain complete and accurate
records with respect to the costs incurred under this Agreement and any Services,
expenditures and disbursements charged to City, for a minimum period of three (3) years,
or for any longer period required by law, from the date of final payment to Consultant
under this Agreement. All such records and invoices shall be clearly identifiable.
Consultant shall allow a representative of City to examine, audit and make transcripts or
copies of such records and invoices during regular business hours. Consultant shall allow
inspection of all Work, data, Documents, proceedings and activities related to the
Agreement for a period of three (3) years from the date of final payment to Consultant
under this Agreement.
21. WITHHOLDINGS
City may withhold payment to Consultant of any disputed sums until satisfaction of
the dispute with respect to such payment. Such withholding shall not be deemed to
constitute a failure to pay according to the terms of this Agreement. Consultant shall not
discontinue Work as a result of such withholding. Consultant shall have an immediate
right to appeal to the City Manager or designee with respect to such disputed sums.
Consultant shall be entitled to receive interest on any withheld sums at the rate of return
that City earned on its investments during the time period, from the date of withholding of
any amounts found to have been improperly withheld.
22. ERRORS AND OMISSIONS
In the event of errors or omissions that are due to the negligence or professional
inexperience of Consultant which result in expense to City greater than what would have
resulted if there were not errors or omissions in the Work accomplished by Consultant,
the additional design, construction and/or restoration expense shall be borne by
Consultant. Nothing in this Section is intended to limit City's rights under the law or any
other sections of this Agreement.
23. CITY'S RIGHT TO EMPLOY OTHER CONSULTANTS
City reserves the right to employ other Consultants in connection with the Project.
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24. CONFLICTS OF INTEREST
24.1 Consultant or its employees may be subject to the provisions of the
California Political Reform Act of 1974 (the "Act") and/or Government Code §§ 1090 et
seq., which (1) require such persons to disclose any financial interest that may
foreseeably be materially affected by the Work performed under this Agreement, and (2)
prohibit such persons from making, or participating in making, decisions that will
foreseeably financially affect such interest.
24.2 If subject to the Act and/or Government Code §§ 1090 et seg., Consultant
shall conform to all requirements therein. Failure to do so constitutes a material breach
and is grounds for immediate termination of this Agreement by City. Consultant shall
indemnify and hold harmless City for any and all claims for damages resulting from
Consultant's violation of this Section.
25. NOTICES
25.1 All notices, demands, requests or approvals, including any change in
mailing address, to be given under the terms of this Agreement shall be given in writing,
and conclusively shall be deemed served when delivered personally, or on the third
business day after the deposit thereof in the United States mail, postage prepaid, first-
class mail, addressed as hereinafter provided.
25.2 All notices, demands, requests or approvals from Consultant to City shall
be addressed to City at:
Attn: Systems and Administration Manager
Community Development Department
City of Newport Beach
100 Civic Center Drive
PO Box 1768
Newport Beach, CA 92658
25.3 All notices, demands, requests or approvals from City to Consultant shall
be addressed to Consultant at:
Attn: Glenn Park
Park Consulting Group, Inc
200 Spectrum Center Drive, #300
Irvine, CA 92618
26. CLAIMS
Unless a shorter time is specified elsewhere in this Agreement, before making its
final request for payment under this Agreement, Consultant shall submit to City, in writing,
all claims for compensation under or arising out of this Agreement. Consultant's
acceptance of the final payment shall constitute a waiver of all claims for compensation
under or arising out of this Agreement except those previously made in writing and
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identified by Consultant in writing as unsettled at the time of its final request for payment.
Consultant and City expressly agree that in addition to any claims filing requirements set
forth in the Agreement, Consultant shall be required to file any claim Consultant may have
against City in strict conformance with the Government Claims Act (Government Code
sections 900 et seq.).
27. TERMINATION
27.1 In the event that either party fails or refuses to perform any of the provisions
of this Agreement at the time and in the manner required, that party shall be deemed in
default in the performance of this Agreement. If such default is not cured within a period
of two (2) calendar days, or if more than two (2) calendar days are reasonably required
to cure the default and the defaulting party fails to give adequate assurance of due
performance within two (2) calendar days after receipt of written notice of default,
specifying the nature of such default and the steps necessary to cure such default, and
thereafter diligently take steps to cure the default, the non -defaulting party may terminate
the Agreement forthwith by giving to the defaulting party written notice thereof.
27.2 Notwithstanding the above provisions, City shall have the right, at its sole
and absolute discretion and without cause, of terminating this Agreement at any time by
giving no less than seven (7) calendar days' prior written notice to Consultant. In the
event of termination under this Section, City shall pay Consultant for Services
satisfactorily performed and costs incurred up to the effective date of termination for which
Consultant has not been previously paid. On the effective date of termination, Consultant
shall deliver to City all reports, Documents and other information developed or
accumulated in the performance of this Agreement, whether in draft or final form.
28. STANDARD PROVISIONS
28.1 Recitals. City and Consultant acknowledge that the above Recitals are true
and correct and are hereby incorporated by reference into this Agreement.
28.2 Compliance with all Laws. Consultant shall, at its own cost and expense,
comply with all statutes, ordinances, regulations and requirements of all governmental
entities, including federal, state, county or municipal, whether now in force or hereinafter
enacted. In addition, all Work prepared by Consultant shall conform to applicable City,
county, state and federal laws, rules, regulations and permit requirements and be subject
to approval of the Project Administrator and City.
28.3 Waiver. A waiver by either party of any breach, of any term, covenant or
condition contained herein shall not be deemed to be a waiver of any subsequent breach
of the same or any other term, covenant or condition contained herein, whether of the
same or a different character.
28.4 Integrated Contract. This Agreement represents the full and complete
understanding of every kind or nature whatsoever between the parties hereto, and all
preliminary negotiations and agreements of whatsoever kind or nature are merged herein.
No verbal agreement or implied covenant shall be held to vary the provisions herein.
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28.5 Conflicts or Inconsistencies. In the event there are any conflicts or
inconsistencies between this Agreement and the Scope of Services or any other
attachments attached hereto, the terms of this Agreement shall govern.
28.6 Interpretation. The terms of this Agreement shall be construed in
accordance with the meaning of the language used and shall not be construed for or
against either party by reason of the authorship of the Agreement or any other rule of
construction which might otherwise apply.
28.7 Amendments. This Agreement may be modified or amended only by a
written document executed by both Consultant and City and approved as to form by the
City Attorney.
28.8 Severability. If any term or portion of this Agreement is held to be invalid,
illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining
provisions of this Agreement shall continue in full force and effect.
28.9 Controlling Law and Venue. The laws of the State of California shall govern
this Agreement and all matters relating to it and any action brought relating to this
Agreement shall be adjudicated in a court of competent jurisdiction in the County of
Orange, State of California.
28.10 Equal Opportunity Employment. Consultant represents that it is an equal
opportunity employer and it shall not discriminate against any subcontractor, employee
or applicant for employment because race, religious creed, color, national origin,
ancestry, physical handicap, medical condition, marital status, sex, sexual orientation,
age or any other impermissible basis under law.
28.11 No Attorneys' Fees. In the event of any dispute or legal action arising under
this Agreement, the prevailing party shall not be entitled to attorneys' fees.
28.12 Counterparts. This Agreement may be executed in two (2) or more
counterparts, each of which shall be deemed an original and all of which together shall
constitute one (1) and the same instrument.
[SIGNATURES ON NEXT PAGE]
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IN WITNESS WHEREOF, the parties have caused this Agreement to be executed
on the dates written below.
APPROVED AS TO FORM:
CITY ATTOR EY'S OFFICE
Date: ZC)L
By: AY�4 >��_
F�� = Aaron C. Harp
City Attorney.1
ATTEST:
Date:
Leilani I. Brown
City Clerk
CITY OF NEWPORT BEACH,
a California municipal corporation
Date:
By:
Diane B
Mayor
Dixon
CONSULTANT: Park Consulting Group,
Inc, a California corporation
Date:
By:
Glenn Park
CEO/Secretary/CFO
[END OF SIGNATURES]
Attachments: Exhibit A — Scope of Services
Exhibit B — Schedule of Billing Rates
Exhibit C — Insurance Requirements
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EXHIBIT A
SCOPE OF SERVICES
Park Consulting Group, Inc Page A-1 16-141
EXHIBIT A
SCOPE OF SERVICES
1. General Overview
Consultant shall take the following approach of consulting services needed for the City of Newport
Beach's Land Management System (LMS) System Implementation Project: A full replacement of
the City's legacy building permitting software, Permits Plus.
1.1 LMS Project Phasing and Responsibility
Consultant assumes no responsibility for project or phase delays of the LMS system, as this
is the responsibility of the LMS system provider. Consultant shall only be responsible for
LMS system implementation project management and LMS functional consulting services,
as requested by the City and as the LMS system implementation necessitates.
1.2 Core Principles of Park Consulting Group (Consultant)
1.2.1 Serve as a steward to the City to have the interests of the City's leaders, staff, and
constituents in mind to identify opportunities to save time and money, and to work to
achieve the City's goals.
1.2.2 Serve as an advocate for the City in interactions with the LMS Software Vendor and
other project related vendors, consultants, and contractors.
1.2.3 Serve as an advisor for the City to support communication with City leadership and
key stakeholders, including input for staff reports and constituent communications.
1.3 Project Team with LMS Implementation Experience
Consultant is proposing Glenn Park as the City of Newport Beach's Project Manager
(Principal LMS Project Consultant) and is uniquely qualified to manage and represent the
day-to-day work of the City's LMS project. Bryan Tung is proposed as the LMS Project
Consultant and LMS Functional Consultant (optional) that will serve as an additional project
resource through the most demanding phases of the project. Bryan is a sub -consultant and
has partnered with PCG since 2017 on LMS implementation services for Consultant's clients.
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EXHIBIT A
SCOPE OF SERVICES
2. Scope of Services -- LMS Implementation Project Management
The City may engage Consultant to perform any of the following services. The City's Project
Manager shall retain sole discretion to determine which of the following services shall be
performed, as well as associated deadlines and deliverables, as dictated by the LMS project:
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LMS IMPLEMENTATION ' • SCOPE •
Strategy & Planning
2.1
Define project scope, goals and deliverables that support business goals in collaboration
with the Information Technology Department, senior management and stakeholders.
2.2
Effectively communicate project expectations to team members and stakeholders in a
timely and clear fashion.
2.3
Communicate with project stakeholders on an ongoing basis.
2.4
Set and continually manage project expectations with team members and other
stakeholders.
2.5
Plan and develop project timelines and milestones using appropriate tools.
2.6
Track project milestones and deliverables.
2.7
Define project success criteria and disseminate them to involved parties through project
lifecycle.
2.8
Conduct project lessons learned to identify successful and unsuccessful project
elements.
2.9
Develop, assess, and improve best practices and tools for project execution,
management, and delivery.
Acquisition & Deployment
2.10
Estimate the resources and participants needed to achieve projectgoals.
2.11
Review project budget proposals, and recommend subsequent project budget changes
where necessary.
2.12
Review and provide input on all contracts with external vendors.
2.13
Where required, negotiate with other department management for acquisition of required
personnel from within the company.
2.14
Determine and assess need for additional staff and/or consultants and make the
appropriate recruitments if necessary during project cycle.
Operational Management
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EXHIBIT A
SCOPE OF SERVICES
2.15 Primary point of escalation for questions and issues from the Project Team; address
and/or escalate issues as they come up.
2.16 Delegate tasks and responsibilities to appropriate team members.
2.17 Oversee project development as needed.
2.18 Review project plans and associated communication documents.
2.19 Review project deliverables to ensure they adhere to City standards.
2.20 Proactively identify issues and conflicts within the project team, third party vendor
partners, and the business as needed; consult with city management to formulate a plan
to resolve.
2.21 Proactively communicate and manage changes in project scope, identify potential crises,
and devise contingency plans; communicate possible changes in scope to Information
Technology management and departments and divisions that are affected.
2.22 Ensure that project risks are identified, documented, communicated, and addressed in a
timely manner.
2.23 Ensure that overall project budgets are monitored and that potential overages are
identified early on so that the appropriate action can be taken.
2.24 Coach, mentor and motivate, team members and contractors, and influence them to
take positive action and accountability for their assigned work.
2.25 Build, develop, and grow any business relationships vital to the success of the project.
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EXHIBIT A
SCOPE OF SERVICES
3. Scope of Services — Functional LMS Consulting Services
The City may engage Consultant to perform any of the following services. The City's Project
Manager shall retain sole discretion to determine which of the following services shall be
performed, as well as associated deadlines and deliverables, as dictated by the LMS project:
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FUNCTIONAL•NSULTANT
SCOPE OF
Requirements & Design Phase
3.1
Manage and monitor updates to Case Type and Sub -Type Tracking documentation
(includes Plan Cases, Permit Types, Inspection Types, automations, geo-rules, etc.).
3.2
Educate the City's project team members / SMEs responsible for process and
configuration documentation on software vendor documentation requirements and
standards.
3.3
Attend and support facilitation of assessment and design workshop sessions.
3.4
Provide a centralized, collective review of process and configuration documentation
required by software vendor to ensure consistency in documentation responses.
3.5
Upload process and configuration documents in vendor project tracking system,
Configuration, Build & Validation Phase
3.6
Facilitate the LMS configuration and build validation testing / retesting training and
walkthroughs.
3.7
Coordinate the LMS configuration and build validation testing / retesting effort with staff.
3.8
Record testing LMS configuration and build validation testing / retesting results in vendor
UAT Training, and Go -Live Readiness Phase
3.9
Support test case / script creation with responsible CoNB team members /SMEs.
3.10
Support user acceptance participant training and walkthroughs.
3.11
Support data creation and setup for test cases and training scenarios.
3.12
Coordinate the user acceptance testing / retesting effort with staff.
3.13
Record user acceptance testing / retesting results in vendor testing tracking system.
3.14
Support development of Go -Live Readiness checklist.
Go -Live & Warranty Phase
3.15
Support Go -Live cutover activities (off hours and weekend).
3.16
Provide onsite operations and functional user support during Go -Live week(s).
3.17
Develop and maintain post -go -live issues list.
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EXHIBIT B
SCHEDULE OF BILLING RATES
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EXHIBIT B
SCHEDULE OF BILLING RATES
If requested to perform any of the services listed in Exhibit A, services shall be compensated
in accordance to the following Schedule of Billing Rates!
Project Resource Rates
Principal Consultant $1751 Hour
Project Consultant $1251 Hour
Total Not -to -Exceed: $200,000.00
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EXHIBIT C
INSURANCE REQUIREMENTS — PROFESSIONAL SERVICES
1. Provision of Insurance. Without limiting Consultant's indemnification of City, and
prior to commencement of Work, Consultant shall obtain, provide and maintain at
its own expense during the term of this Agreement, policies of insurance of the
type and amounts described below and in a form satisfactory to City. Consultant
agrees to provide insurance in accordance with requirements set forth here. If
Consultant uses existing coverage to comply and that coverage does not meet
these requirements, Consultant agrees to amend, supplement or endorse the
existing coverage.
2. Acceptable Insurers. All insurance policies shall be issued by an insurance
company currently authorized by the Insurance Commissioner to transact
business of insurance in the State of California, with an assigned policyholders'
Rating of A- (or higher) and Financial Size Category Class VII (or larger) in
accordance with the latest edition of Best's Key Rating Guide, unless otherwise
approved by the City's Risk Manager.
3. Coverage Requirements.
A. Workers' Compensation Insurance. Consultant shall maintain Workers'
Compensation Insurance, statutory limits, and Employer's Liability
Insurance with limits of at least one million dollars ($1,000,000) each
accident for bodily injury by accident and each employee for bodily injury by
disease in accordance with the laws of the State of California, Section 3700
of the Labor Code.
Consultant shall submit to City, along with the certificate of insurance, a
Waiver of Subrogation endorsement in favor of City, its City Council, boards
and commissions, officers, agents, volunteers and employees.
B. General Liability Insurance. Consultant shall maintain commercial general
liability insurance, and if necessary umbrella liability insurance, with
coverage at least as broad as provided by Insurance Services Office form
CG 00 01, in an amount not less than one million dollars ($1,000,000) per
occurrence, two million dollars ($2,000,000) general aggregate. The policy
shall cover liability arising from premises, operations, personal and
advertising injury, and liability assumed under an insured contract (including
the tort liability of another assumed in a business contract).
C. Automobile Liability Insurance. Consultant shall maintain automobile
insurance at least as broad as Insurance Services Office form CA 00 01
covering bodily injury and property damage for all activities of Consultant
arising out of or in connection with Work to be performed under this
Agreement, including coverage for any owned, hired, non -owned or rented
vehicles, in an amount not less than one million dollars ($1,000,000)
combined single limit each accident.
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D. Professional Liability (Errors & Omissions) Insurance. Consultant shall
maintain professional liability insurance that covers the Services to be
performed in connection with this Agreement, in the minimum amount of
one million dollars ($1,000,000) per claim and two million dollars
($2,000,000) in the aggregate. Any policy inception date, continuity date,
or retroactive date must be before the Effective Date of this Agreement and
Consultant agrees to maintain continuous coverage through a period no
less than three years after completion of the Services required by this
Agreement.
4. Other Insurance Requirements. The policies are to contain, or be endorsed to
contain, the following provisions:
A. Waiver of Subrogation. All insurance coverage maintained or procured
pursuant to this Agreement shall be endorsed to waive subrogation against
City, its City Council, boards and commissions, officers, agents, volunteers
and employees or shall specifically allow Consultant or others providing
insurance evidence in compliance with these requirements to waive their
right of recovery prior to a loss. Consultant hereby waives its own right of
recovery against City, and shall require similar written express waivers from
each of its subconsultants.
B. Additional Insured Status. All liability policies including general liability,
excess liability, pollution liability, and automobile liability, if required, but not
including professional liability, shall provide or be endorsed to provide that
City, its City Council, boards and commissions, officers, agents, volunteers
and employees shall be included as insureds under such policies.
C. Primary and Non Contributory. All liability coverage shall apply on a primary
basis and shall not require contribution from any insurance or self-insurance
maintained by City.
D. Notice of Cancellation. All policies shall provide City with thirty (30)
calendar days' notice of cancellation (except for nonpayment for which ten
(10) calendar days' notice is required) or nonrenewal of coverage for each
required coverage.
5. Additional Agreements Between the Parties. The parties hereby agree to the
following:
A. Evidence of Insurance. Consultant shall provide certificates of insurance to
City as evidence of the insurance coverage required herein, along with a
waiver of subrogation endorsement for workers' compensation and other
endorsements as specified herein for each coverage. Insurance certificates
and endorsement must be approved by City's Risk Manager prior to
commencement of performance. Current certification of insurance shall be
kept on file with City at all times during the term of this Agreement. City
reserves the right to require complete, certified copies of all required
insurance policies, at any time.
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B. City's Right to Revise Requirements. City reserves the right at any time
during the term of the Agreement to change the amounts and types of
insurance required by giving Consultant sixty (60) calendar days' advance
written notice of such change. If such change results in substantial
additional cost to Consultant, City and Consultant may renegotiate
Consultant's compensation.
C. Enforcement of Agreement Provisions. Consultant acknowledges and
agrees that any actual or alleged failure on the part of City to inform
Consultant of non-compliance with any requirement imposes no additional
obligations on City nor does it waive any rights hereunder.
D. Requirements not Limiting. Requirements of specific coverage features or
limits contained in this Section are not intended as a limitation on coverage,
limits or other requirements, or a waiver of any coverage normally provided
by any insurance. Specific reference to a given coverage feature is for
purposes of clarification only as it pertains to a given issue and is not
intended by any party or insured to be all inclusive, or to the exclusion of
other coverage, or a waiver of any type. If the Consultant maintains higher
limits than the minimums shown above, the City requires and shall be
entitled to coverage for higher limits maintained by the Consultant. Any
available insurance proceeds in excess of the specified minimum limits of
insurance and coverage shall be available to the City.
E. Self-insured Retentions. Any self-insured retentions must be declared to
and approved by City. City reserves the right to require that self-insured
retentions be eliminated, lowered, or replaced by a deductible. Self-
insurance will not be considered to comply with these requirements unless
approved by City.
F. City Remedies for Non -Compliance. If Consultant or any subconsultant fails
to provide and maintain insurance as required herein, then City shall have
the right but not the obligation, to purchase such insurance, to terminate this
Agreement, or to suspend Consultant's right to proceed until proper
evidence of insurance is provided. Any amounts paid by City shall, at City's
sole option, be deducted from amounts payable to Consultant or reimbursed
by Consultant upon demand.
G. Timely Notice of Claims. Consultant shall give City prompt and timely notice
of claims made or suits instituted that arise out of or result from Consultant's
performance under this Agreement, and that involve or may involve
coverage under any of the required liability policies. City assumes no
obligation or liability by such notice, but has the right (but not the duty) to
monitor the handling of any such claim or claims if they are likely to involve
City.
H. Consultant's Insurance. Consultant shall also procure and maintain, at its
own cost and expense, any additional kinds of insurance, which in its own
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judgment may be necessary for its proper protection and prosecution of the
Work.
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