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Home My WebLink About20200572.tiff/`D,&397 MEMORANDUM TO: Esther Gesick, Clerk to the Board Jan 24, 2020 FROM: Ryan Rose, Chief Information Officer SUBJECT: Tyler Technologies, Inc. SOW Tyler Technologies, Inc provides software to Weld County utilized by the Clerk & Recorder's Office. This SOW is to engage their assistance in moving the images out of the C&R database to a separate location. This provides efficiency in the management and operation of the application and its associated database. The agreement was approved by Legal and budgeted in the 2020 budget cycle. The cost for this agreement is $10,000.00. We ask that the BOCC approve the agreement as submitted. 02—/c2--020 1 :cluattax-C-r) �. is-aa 2020-0572 BOARD OF COUNTY COMMISSIONERS PASS -AROUND REVIEW PASS -AROUND TITLE: Tyler Technologies, Inc. SOW DEPARTMENT: Information Technology DATE: 1/17/2020 PERSON REQUESTING: Ryan Rose, CIO Brief description of the problem/issue: Tyler Technologies, Inc. provides Weld County with software utilized by the Clerk & Recorder's office. This SOW is to engage their assistance in moving the images in the C&R database out of the database to a separate location. This will provide efficiency in the management and operation of the application and its associated database. What options exist for the Board? (include consequences, impacts, costs, etc. of options): The Board has the option of approving this SOW to proceed forward with this efficiency improvement or operating as is. Recommendation: This vendor specializes in this software. The cost for this request is $10,000.00. The project was budgeted for the 2020 budget cycle and the contract has been reviewed by Legal. Sean P. Conway Mike Freeman, Chair Scott K. James Barbara Kirkmeyer Steve Moreno, Pro-Tem Approve Recommendation Work Session Schedule Other/Commentsz tyler technologies Sales Quotation For Weld County 915 10th St Greeley , CO 80631 Phone: +1 (970) 356-4000 Professional Services File System Storage Services Summary Total Tyler Services Total Third Party Hardware, Software and Services Summary Total Contract Total Client Approval: Print Name: 2019-87688 - '� - ---� Date: Mike Freeman, Chair, toard of Weld County P.O.#: Commissioners TOTAL: One Time Fees $10,000 $0 $10,000 $10,000 Quoted By: Quote Expiration: Quote Name: Quote Number: Quote Description: Quanlily Recurring Fees $0 $0 $0 FEB 1 2 2020 CONFIDENTIAL Christine Jandreau 12/14/2019 Weld County - File System Storage 2019-87688 Unit Price $10,000 Extended Price $10,000 $10,000 1 of 4 O,2o _c 72 Comments Client agrees that items in this sales quotation are, upon Client's signature or approval of same, hereby added to the existing agreement ("Agreement") between the parties and subject to its terms. Additionally, payment for said items, as applicable but subject to any listed assumptions herein, shall conform to the following terms: • Except as otherwise provided, other fixed price services are invoiced upon complete delivery of the service. For the avoidance of doubt, where "Project Planning Services" are provided, payment shall be invoiced upon delivery of the Implementation Planning document. Dedicated Project Management services, if any, will be invoiced monthly in arrears, beginning on the first day of the month immediately following initiation of project planning. 2019-87688 - CONFIDENTIAL 2 of 4 Comments Move Eagle Images to File System Storage Tyler Technologies will provide remote services to initiate a migration process within the Eagle software which will move documents from the County's current storage location to the File System Storage, for Weld County, CO., as follows: County Space Information, Requirements and Responsibilities: 1) Current County Database size 1.5TB. 2) Any additional image upload projects/historical upload projects will impact this number. These uploads should not run at the sametime as the migration. 3) Tyler recommends 3.6TB for the File System destination. 4) County will want to explore/determine a backup strategy for the File System as well. 5) County responsible for independent verification to ensure documents were migrated from the prior location and all business operations are functioning properly. 6) County responsible for allocating the proper storage for the new File System Storage and performing the necessary operations on the previous storage to reallocate unused storage. Tyler Technologies File System Services Scope of Work: 1) Upgrade client to current Eagle Recorder version. 2) Add destination path for File System migration. 3) Migration process will run on pre -determined configurable schedule during non -business hours. 4) Configuration may be scheduled to avoid specific recurring timeframes (e.g. backups or other system processes). 5) Tyler staff will monitor progress of migration process and confirm successful completion. 2019-87688 - CONFIDENTIAL 3 of 4 Comments Tyler Technologies Implementation Services Scope: 1) After migration is complete, spot check documents in the File System and ensure that they are accessible in Eagle Recorder. 2) Review and analyze results with the client. Assumptions of Limitation of Scope: 1) Reports of file type/name "RPT", will not be moved into the File System. 2) Unique documents may not migrate, and may require further analysis (this would be non -recorded documents, that may have been brought over in conversion projects). 3) The amount of storage needed at County may be estimated by reviewing the size of the DocumentData2 table. The images location is accessed by the application via a UNC path, and it is the County's responsibility to ensure it is being backed up on at least a nightly basis. The application will need to run as an account that has access to the location where the images are stored. 2019-87688 - CONFIDENTIAL 4 of 4 ❑ New Entity? Entity Name* Entity ID* TYLER TECHNOLOGIES, INCJEAGLE @00000820 DIVISION TYLER TECHNOLOGIES SOW FOR IMAGE REMOVAL FROM DB Contract Status CTB REVIEW Contract ID 3397 Contract Lead* MTRUSLOW Parent Contract ID Requires Board Approval YES Contract Lead Email Department Project # mtruslow@comeld.co.us SOW FOR TYLER TO REMOVE IMAGES FROM THE CAR DATABASE Description 2 Contract Type* STATEMENT OF WORK Amount $10,000.00 Renewable NO Automatic Renewal Department INFORMATION TECHNOLOGY-GIS Department Email CM- InformationTechnoI gyrGISgw eldgov_cor Department Head Email CM-InformatlonTec:hnoiogyGIS- DeptHead@weldgov.com County Attorney GENERAL COUNTY ATTORNEY EMAIL Comity Attorney Email CM- COUNTYATTORNEY@WELD GOV.COM Requested ROCC Agenda Dare* 02/03/2020 Due Date 01/30/2020 Will a work session with ROCC be required? NO Does Contract require Purchasing Dept_ t© be included? If this is a renewal enter previous Contract ID If this is part of a MSA enter MSA Contract ID Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in OnBase 12/31/2020 Committed Delivery Date inatioan Notice Period Renewal Date Expiration Date* 12/31/2020 Contact Name Department Head RYAN ROSE DH Approved Date 02/06/2020 122020 Oraginamr MTRUSLOW Contact Type Contact Email Finance Approver CONSFNT Finance Approved Date 02/06/2020 Tyler Ref AG 021220 Contact Phone 1 Contact Phone 2 Legal Counsel CONSENT Legal Counsel Approved Date 02/06/2020 Hello