Meeting Type: BCC Regular Meeting
Meeting Date: 8/3/2020
Item Status: New
From: Brian Peacock, CIS Director
Submitted by: Brian Peacock, CIS Director
______________________________________________________________________
ITEM TITLE
Title
Tyler Technologies - Amendment to the License and Services Agreement between Baldwin County Commission and Tyler Technologies
Body
STAFF RECOMMENDATION
Recommendation
Related to the License and Services Agreement between Baldwin County Commission and Tyler Technologies, approved by the Baldwin County Commission on June 4, 2019, take the following actions:
1) Approve an Amendment and authorize the Chairman to sign all documents related to the Amendment to the License and Services Agreement which removes unused conversions in the amount of $12,000.00 and thirty-eight (38) Genus I Mag Stripe Readers in the amount of $53,580.00, totaling $65,580.00 from the Agreement; and
2) Approve and authorize the Chairman to sign all documents related to the sales quotation for sixty-eight (68) implementation hours in the amount of $11,900.00 and thirty-eight (38) Touchscreen 7 Mag Stripe Reader in the amount of $68,514.00, totaling $80,414.00.
End
BACKGROUND INFORMATION
Previous Commission action/date: 06/04/2019
Background: At its regularly scheduled meeting on June 4, 2019, the Commission approved and authorized the Chairman to sign all documents related to the purchase and installation of Tyler software and related services through a Sourcewell contract, formerly known as National Joint Powers Alliance, for the amount of $1,140,220.00 with an additional estimated travel cost of $97,270.00. Invoicing for all fees is set forth in the Investment Summary per Tyler Technologies’ Invoicing and Payment Policy attached in the License and Services Agreement. (Contract was effective upon full execution.)
As the project has progressed, a portion of the Financial Phase conversion hours were unused. This was accomplished by staff working diligently to maintain the work in-house without the need of Tyler staff assistance. As we move forward to the implementation of the Financial Phase, staff would like to convert those hours in order to allow for Tyler’s staff to assist County staff to provide a more timely “go live” date.
The original agreement provided for Genus 1 Mag Strip Reader time clock. Through discussion with project managers from Tyler staff was made aware that this model timeclock would become “end of life” before installation of the hardware. While software support would still be provided, the manufacturing of this clock will end as well as manufacturer’s warranty. The Touchscreen 7 Mag Stripe Reader time clock is the recommended hardware to achieve support, warranty and maintenance moving forward.
FINANCIAL IMPACT
Total cost of recommendation:
Amendment to Agreement provides a reduction of $65,580.00
Implementation Hours and Touchscreen 7 cost - $80,414.00
Difference - $14,834.00
HCM Implementation saving $15,000.00
Total cost savings $166.00
Note: Implementation days have been delivered via Go To Meeting for the Human Capital Management (HCM) phase and will continue. This is projected to provide a savings of $15,000.00 through the length of the implementation of this phase.
Total cost of recommendation: $0.00
Budget line item(s) to be used: No cost to the County
If this is not a budgeted expenditure, does the recommendation create a need for funding? Not at this time, Budget staff will monitor the situation as the project progresses. Currently the project is funded in 51965.5500.02.
LEGAL IMPACT
Is legal review necessary for this staff recommendation and related documents?
David Conner, previously reviewed Tyler Technologies legal documents
Reviewed/approved by: N/A
Additional comments: N/A
ADVERTISING REQUIREMENTS
Is advertising required for this recommendation? N/A
If the proof of publication affidavit is not attached, list the reason: N/A
FOLLOW UP IMPLEMENTATION
For time-sensitive follow up, select deadline date for follow up: N/A
Individual(s) responsible for follow up: Brian Peacock
Action required (list contact persons/addresses if documents are to be mailed or emailed): Document to be emailed to:
David Regnery
dregnery@tylertech.com
Senior Account Executive
Desk: 336-765-2797
Cell: 336-918-1921
Additional instructions/notes: N/A