HomeMy WebLinkAbout20203239.tiffebn÷rzact
MEMORANDUM
TO: Esther Gesick, Clerk to the Board Oct 28, 2020
FROM: Ryan Rose, Chief Information Officer V'
SUBJECT: Tyler Technologies, Inc, Gov2Gov Agreement
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Tyler Technologies, Inc. provides software to Weld County. The software is used by
the Clerk & Recorder to manage their daily functions. The attached agreement
between the Board Of County Commissioners and Tyler Technologies, Inc is for the
purchase and implementation of their Gov2Gov module which will enable more
efficient processing of recording documents from various departments within Weld
County. The cost for this request is $16,500.00 and was reviewed by Legal.
We ask that the BOCC approve the agreement as submitted.
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BOARD OF COUNTY COMMISSIONERS
PASS -AROUND REVIEW
PASS -AROUND TITLE: Tyler Technologies, Inc.
DEPARTMENT: Information Technology DATE: 10/19/2020
PERSON REQUESTING: Ryan Rose, CIO P
Brief description of the problem/issue:
Tyler Technologies, Inc. provides Weld County with software utilized by the Clerk & Recorder. The software
is used to help the Clerk & Recorder manage their daily work. This agreement is to purchase the Government
to Government module and engage their assistance in implementing it. This will provide efficiency in their
management of the documents that have to be recorded.
What options exist for the Board? (include consequences, impacts, costs, etc. of options):
The Board has the option of approving this agreement to proceed forward with this efficiency improvement or
operating as is.
Recommendation:
This vendor specializes in this software. The cost for this request is $16,500.00. The contract has been
reviewed by Legal.
Approve
Rec ommendtrtion
Mike Freeman, Chair
Scott K. James
Barbara Kirkmeyer
Steve Moreno, Pro-Tem
Kevin D. Ross
Schedulc
Work Session
Other/Comments;
•
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• technologies
Sales Quotation For
Weld County
915 10th St
Greeley , CO 80631
Phone: +1 (970) 356-4000
ler Software
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Government to Government
Professional Services
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Professional Services
Summary
Total Tyler Software
Total Tyler Services
Total Third Party Hardware, Software and Services
Summary Total
Contract Total
TOTAL:
TOTAL:
One Time Fees
$10,000
$4,500
$0
$14,500
$16,500
Quoted By: Erin Walker
Quote Expiration: 11/8/2020
Quote Name: Weld County - Recorder - G2G
Quote Number: 2020-109574
Quote Description:
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$10,000
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30
Recurring Fees
$2,000
$0
$0
$2,000
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.
Client Approval:
Print Name:
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Mike Freeman
BOCC Chair
$150
$10,000
$10,000
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$4,500
$4,500
2020-109574 - CONFIDENTIAL 1 of 3
$0
$0
$2,000
$2,000
020 ,- 3 2 7
Comment
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:
License fees for Tyler and third party software are invoiced upon the earlier of (i) deliver of the license key or (ii) when Tyler
makes such software available for download by the Client;
• Fees for hardware are invoiced upon delivery;
• Fees for year one of hardware maintenance are invoiced upon delivery of the hardware;
• Annual Maintenance and Support fees, SaaS fees, Hosting fees, and Subscription fees are first payable when Tyler makes the
software available for download by the Client (for Maintenance) or on the first day of the month following the date this quotation
was signed (for SaaS, Hosting, and Subscription), and any such fees are prorated to align with the applicable term under the
Agreement, with renewals invoiced annually thereafter in accord with the Agreement.
Fees for services included in this sales quotation shall be invoiced as indicated below.
Implementation and other professional services fees shall be invoiced Upon the effective date.
Fixed -fee Business Process Consulting services shall be invoiced 50% upon delivery of the Best Practice Recommendations, by
module, and 50% upon delivery of custom desktop procedures, by module.
Fixed -fee conversions are invoiced 50% upon initial delivery of the converted data, by conversion option, and 50% upon Client
acceptance to load the converted data into Live/Production environment, by conversion option. Where conversions are quoted
as estimated, Tyler will invoice Client the actual services delivered on a time and materials basis.
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.
o If Client has purchased any change management services, those services will be invoiced in accordance with the
Agreement.
Notwithstanding anything to the contrary stated above, the following payment terms shall apply to services fees specifically for
migrations: Tyler will invoice Client 50% of any Migration Fees listed above upon Client approval of the product suite
migration schedule. The remaining 50%, by line item, will be billed upon the go -live of the applicable product suite. Tyler will
invoice Client for any Project Management Fees listed above upon the go -live of the first product suite.
Expenses associated with onsite services are invoiced as incurred.
2020-09574 -
CONFIDENTIAL 2 of 3
Comments
Government to Government (G2G) - Weld County Clerk & Recorder's Office
Tyler Technologies will provide remote services to Weld County, CO to implement the G2G/Auto-Receipt capability. This work will
be accomplised in both TEST and PROD environments. This will allow the Public Trustee, Oil and Gas Division, Planning, and Clerk
to the Board and Treasurer's office to submit documents electronically to the Recorder's office for recording, as follows:
Scope of Work:
1) Professional Services will install and configure the G2G Module.
2) Configuration of workflow with auto -receipt for Planning, Treasurer, Public Trustee, Clerk to the Board and the Oil and gas
Division with the document types listed below.
Planning - Maps such as Recorded Exemptions, USR, Subdivision Exemptions and Deeds. This office does get charged the recording
fee for these document types.
Treasurer - Treasurer Deeds, Certificates of Purchase, Redemption CTF, Assignment of Treasurer, CTF of Purchase. These
documents are recorded at no fee.
Public Trustee - Foreclosures, Release Deeds of Trust. This office does get charged the recording fee for these document types.
Clerk to the Board - Agreements, Ordinances, Minutes, Deeds. Documents are recorded at no fee.
Oil & Gas Division - Permits recorded at no charge. Location Assessment Plats get do get recorded for a fee.
3) Configuration of till, users and house accounts.
4) Standardization of any older code existing in Weld County's configuration.
5) Testing of documents/packages with aforementioned offices.
6) Training.
2020-109574
CONFIDENTIAL 3 of 3
Contract Form
New Contract Request
Entity information
Entity Name*
TYLER TECHNOLOGIES, INC EAGLE
DIVISION
Contract Name*
GOV2GOV CONTRACT
Contract Status
CTB REVIEW
Entity ID*
C'00000820
Contract Description*
PURCHASE AND IMPLEMENTATION OF GOV2GOV
Contract Description 2
Contract Type*
AGREEMENT
Amount*
S16,500.00
Renewable*
YES
Automatic Renewal
Grant
Department
INFORMATION
TECHNOLOGY-GIS
Department Email
CM-
InformationTechnologyGIS
weldgov.com
Department Head Email
CM -
I nformationTechnologyGIS-
DeptHead gweldgov.com
County Attorney
GENERAL COUNTY
ATTORNEY EMAIL
County Attorney Email
CM-
COU NTYATTO RN EYWELDG
OV,COM
❑ New Entity?
Contract ID
4226
Contract Lead*
MTRUSLOW
Contract Lead Email
mtruslowAco.weld.co.us
Requested BOCC Agenda
Date*
11;02,,2020
Parent Contract ID
Requires Board Approval
YES
Department Project If
Due Date
10:'29'2020
Will a work session with BOCC be required?*
NO
Does Contract require Purchasing Dept. to 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
Contract Dates
Effective Date
Termination Notice Period
Contact Information
Contact Info
Contact Name
Purchasing
Purchasing Approver
CONSENT
Approval Process
Department Head
RYAN ROSE
DH Approved Date
10;'29'2020
Final Approval
BOCC Approved
BOCC Signed Date
BOCC Agenda Date
11 02'2020
Originator
MTRUSLOW
Review Date*
09;01;2021
Committed Delivery Date
Contact Type Contact Email
Finance Approver
CONSENT
Renewal Date*
1 1 01;2021
Expiration Date
Contact Phone 1
Purchasing Approved Date
10,29/2020
Finance Approved Date
10/29:2020
Tyler Ref #
AG 110220
Legal Counsel
CONSENT
Contact Phone 2
Legal Counsel Approved Date
10 29 2020
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