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MEMORANDUM
TO: Esther Gesick, Clerk to the Board June 17, 2020
FROM: Ryan Rose, Chief Information Officer
SUBJECT: Tyler Technologies, Inc. SOW�� .
Tyler Technologies, Inc. provides software to the Weld County Clerk to the Board.
The software is used by the Clerk to the Board to manage their daily functions. The
attached agreement between the Board Of County Commissioners and Tyler
Technologies, Inc is to engage their assistance in moving the images out of the
database to a separate location and to convert the database from Oracle to SQL
Server. The requested amount is $4,950.00 and has been reviewed by Legal. The
project was budgeted for in the 2020 budget cycle.
We ask that the BOCC approve the agreement as submitted.
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2020-1939
BOARD OF COUNTY COMMISSIONERS
PASS -AROUND REVIEW
PASS -AROUND TITLE: Tyler Technologies, Inc. SOW
DEPARTMENT: information Technology DATE: 6/2/2020
PERSON REQUESTING: Ryan Rose, CIO '3-,
Brief description of the problem/issue:
•N►e 6011,4.
Tyler Technologies, Inc. provides Weld County with software utilized by the Clerk. This SOW is
to engage their assistance in moving the images in the Minutes database out of the database to a separate
location and to convert the database from Oracle to Sql Server. 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 $4,950.00. The project was budgeted for
the 2020 budget cycle and the contract has been reviewed by Legal.
Mike Freeman, Chair
Scott K. James
Barbara Kirkmeyer
Steve Moreno, Pro-Tem
Kevin D. Ross
Schedule
Work Session
Other/Comments:
1114 oes tyler
• technologies
Sales Quotation For
Stan Sadusky
Weld County
915 1081 St
Greeley , CO 80831
Phone: +1 (970) 356-4000
Professional Services
Quoted By: Erin Walker
Quote Expiration: 9/8/2020
Quote Name: Weld County - Minutes - File System Storage and
Oracle to SQL Migration
Quote Number: 2020-105384
Quote Description:
File System Storage Minutes
Conversion Oracle tb SQL Minutes
Summary
Total Tyler Services
Total Third Party Hardware, Software and Services
Summary Total
Contract Total
TOTAL:
One Time Fees
$4,950
$0
$4,950
$4,950
1
Recurring Fees
$0
$0
$0
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:
Mike Freeman, BOX Cesar:#:
JUN 2 9 2020
$3,000
11,95O
$3,000
$1,960
$4,950
2020-105384 - CONFIDENTIAL 1 0l 5
$0
$i0
$0
c2oo26
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:
Fees for services included in this sales quotation shall be invoiced as indicated below.
• Implementation and other professional services fees shall be invoiced as delivered.
o 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.
o 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.
o 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 arty 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.
2020-105384 -
CONFIDENTIAL 2 of 5
Comments
Move Minutes Images to File System Storage
Tyler Technologies will provide remote services to initiate a migration process within the Minutes 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 Weld County Tyler Minutes Database size 482 GB.
2) Any additional image upload projects/historical upload projects will impact this number. These uploads should not run at the same
time as the migration.
3) Tyler recommends 1.15 TB 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
Phase 1: TEST
1) Verify client is running most current Minutes version on TEST.
2) Add destination path for File System migration for Minutes TEST
3) Migration process will run on TEST on pre -determined configurable schedule
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 of TEST. County will review and test
before work begins on production.
Phase 2: PROD
I) Verify client is running most current version of Minutes on PROD
2) Add destination path for File System migration for Minutes PROD
3) Migration process will run on PROD on predetermined 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 of PROD. County will review
2020 -105384 -
CONFIDENTIAL 3 of 5
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 Minutes.
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 project)
3) The amount of storage needed at County may be estimated by reviewing the size of the DocumentData2 table.
4) The images location is accessed by the application via a HNC 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.
Oracle to SQL Conversion
Scope of Work
Tyler will perform the TEST conversion at a time convenient for both Tyler Technologies and Weld County.
Tyler Technologies will perform the PROD conversion for the customer after normal Tyler business hours of 7am-7pm CST.
TEST
Weld County will be responsible for installing SQL on a new TEST Server.
Tyler Technologies will work alongside Weld County to create the database and run the conversion, which consists of the following:
-SSMA
-MigrateDB
-CreateDB
2020.105384 -
CONFIDENTIAL 4 of 5
Comments
PLEASE NOTE: To maintain data integrity, the software must be down for the entire duration of the conversion. Shipping the data to
Tyler to perform this work offsite would require weeks of downtime, whereas it can be done over a weekend if performed locally at
Weld County.
The county will be responsible for applying all Windows Updates on the new TEST server.
Tyler Technologies will work with the customer IT to ensure all connections are working after the migration so that things operate
according to best practices.
Tyler Technologies will help create a backup plan on the new servers and provide a summary report after the work is completed on
TEST.
All networking and domain related work needed to make sure the new servers are available shall also be performed by the customer
IT.
Production (PRODZ
Weld County will be responsible for installing SQL on a new PROD Server.
Tyler Technologies will work alongisde Weld County to create the database and run the conversion, which consists of the following:
-SSMA
-MigrateDB
-CreateDB
PLEASE NOTE: To maintain data integrity, the software must be down for the entire duration of the conversion. Shipping the data to
Tyler to perform this work offsite would require weeks of downtime, whereas it can be done over a weekend if performed locally at
Weld County.
The county will be responsible for applying all Windows Updates on the new PROD server.
Tyler Technologies will work with the customer IT to ensure all connections are working after the migration so that things operate
according to best practices.
Tyler Technologies will help create a backup plan on the new servers and provide a summary report after the work is completed on
PROD.
All networking and domain related work needed to make sure the new servers are available shall also be performed by the
customer IT.
2020-105384 -
CONFIDENTIAL 5 of 5
New Contract Request
Entity Information
Entity Name * Entity ID*
TYLER TECHNOLOGIES. INCIEAGLE @00000820
DIVISION
Contract Name*
TYLER TECHNOLOGIES SOW ORACLE TO SQL SERVER
CONVERSION
Contract Status
CTB REVIEW
Contract ID
3737
Contract Lead*
MTRUSLOW
Contract Lead Email
mtruslowtcr�co.weld co us
Contract Description*
SOW TO CONVERT FROM ORACLE TO SOLSERVER DATABASE.
Contract Description 2
Contract Type*
STATEMENT OF WORK
Amount*
$4.950.00
Renewable *
NO
Automatic Renewal
Grant
IGA
Department
INFORMATION
TECHNOLOGY-GIS
Department Email
C M-
InformationTechnologyGlS@w
eldgov.com
Department Head Email
CM -I nformationTechnology GIS-
DeptHead rreldgov corn
County Attorney
GENERAL COUNTY
ATTORNEY EMAIL
County Attorney Email
CM-
COUNTYATTORNEY@WELD
GOV.COM
New Entity?
Requested BOCC Agenda
Date*
06/22,2020
Parent Contract ID
Requires Board Approval
YES
Department Project #
Due Date
06;18/2020
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 Review Date* Renewal Bate
12/3112020
Termination Notice Period Committed Delivery Date Expiration Date*
12x31,2020
Contact Information
Contact Info
Contact Name
Purchasing
Purchasing Approver
CONSENT
Approval Process
Department Head
RYAN ROSE
OH Approved Date
06725/2020
Final Approval
BOCC Approved
BOCC Signed Date
BOCC Agenda Date
06/29/2020
Originator
MTRUSLOW
Contact Type
Contact Email
Finance Approver
CONSENT
Contact Phone 1 Contact Phone 2
Purchasing Approved Date
06/25/2020
Finance Approved Date
06/2512020
Tyler Ref -11-
AG 062920
Legal Counsel
CONSENT
Legal Counsel Approved Date
06/25/2020
Submit
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