HomeMy WebLinkAboutItem 4.3 - 3492 Enterprise Resource Planning System (2)
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STAFF REPORT
CITY COUNCIL
DATE: December 15, 2020
TO: Honorable Mayor and City Councilmembers
FROM:
Linda Smith, City Manager
SUBJECT:
Agreement with Tyler Technologies for a New Enterprise Resource
Planning System
Prepared by: Chris Rhoades, Financial Analyst
EXECUTIVE SUMMARY:
The City Council will consider the selection of the Tyler Technologies MUNIS system as
its new Enterprise Resource Planning (ERP) system . The City’s current ERP system
was implemented in Fiscal Year 2008 -09 and has reached the end of its 10-year
lifespan.
STAFF RECOMMENDATION:
Adopt the Resolution Approving a Software as a Service Agreement with Tyler
Technologies, Inc. for Implementation and Provision of an Enterprise Resource
Planning System.
FINANCIAL IMPACT:
The total estimated project cost of $1,728,669 will be charged to the Financial System
Replacement project (CIP No. GI0319CIP). The total project budget of $2.5 million
includes funds for consulting services as well as the purchase and implementati on of
the new software. Sufficient funds are available within the project budget to cover the
cost of the proposed software implementation and first year annual Software as a
Service (SaaS) fees. Future year SaaS fees will be appropriated as part of the an nual
budget process.
DESCRIPTION:
The City’s Enterprise Resource Planning (ERP) system serves as the primary software
platform for Finance, Human Resources, Public Works, Community Development, and
all other core transactions. The current system, Tyler Technologies Eden ERP, was
implemented in Fiscal Year 2008-09 and has reached the end of its 10-year lifespan.
The current ERP is hosted by the City, on City-owned servers housed at the Civic
Center. With the implementation of a cloud-based system, the City will gain productivity,
efficiencies, and capability. In addition, City maintenance and Information Technology
staff costs for managing the new system will be reduced. The City Council approved the
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ERP Replacement project as part of the 2018-2023 Capital Improvement Program.
ERP Selection Process
Due to the complexity of the project, the City sought to engage a consulting firm with
experience and expertise in ERP system assessment, Request for Proposal (RFP)
development, and software implementation. On April 16, 2019, the City selected SDI
Presence LLC (SDI), based out of the Sacramento Area, for consulting services for
vendor selection assistance and implementation of a new ERP system. SDI has
extensive experience in this field, having worked on similar projects with the cities of
San Ramon, Fremont, and Alameda, among others. Since its engagement with the City,
SDI has supported and guided the RFP process and selection of the new ERP vendor
and will continue to provide project management services throughout the
implementation of the new ERP system.
The City issued an RFP for the new ERP system and implementation services on
October 2, 2019 (Attachment 3). Three vendors responded to the RFP: Tyler
Technologies, CentralSquare Technologies, and N. Harris Computer Corporation. The
responses to the RFP were evaluated on a pass/fail basis for meeting the requirements
by a team of staff members. Staff selected two of the vendors, CentralSquare and Tyler,
to proceed with a Proof of Capabilities (POC) of their proposed ERP solutions. The
POCs were week-long demonstrations by the vendors of their system’s functionality,
following a script set forth by the City. The Tyler POC occurred in March 2020, with the
Tyler Team coming onsite for demonstrations. The intent was to hold both POCs in
close proximity to each other, however, due to the County Shelter-in-Place Order and
time adapting to the Covid-19 pandemic, there was a delay in holding the
CentralSquare POC until July 2020. The CentralSquare POC was held remotely via
web-conferencing. The POCs were evaluated by all levels of Staff from the various
departments who will be working on a daily basis with the software. The results of the
evaluations, compiled by SDI (Attachment 4), reflect Staff ratings of whether the
solutions met the functional and usability requirements of the City. Tyler’s solution suite
passed every section of the POC with higher marks in usability. Reference checks were
also conducted with the vendors’ existing customers, generally matching the u sability
ranks from the POC evaluations, and highlighting Tyler’s product support. The POC
evaluations and reference checks lead the designated representatives from City
departments to unanimously select Tyler Technologies MUNIS system (MUNIS) as the
preferred ERP for Dublin.
MUNIS ERP and Implementation
Tyler Technologies is a leader in the municipal government ERP space, with over
10,000 customers nationwide. Their MUNIS ERP is deployed by over 1,950 agencies,
including over 130 California agencies. The MUNIS ERP is designed specifically for
governments and integrates finance, purchasing, asset management, payroll, human
resources, community development, project management, permitting, and land use
management solutions. Tyler MUNIS is a modern cloud-based ERP that will provide
gains in efficiency, allow for online and paperless processes, provide accurate and real
time reporting, and integrate business functions across the City.
The City’s current ERP system is also a Tyler product. Moving from one Tyle r platform
to another will streamline certain elements of the implementation including data
migration between the two systems. Additionally, this mitigates some concerns about
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overlapping timelines between two ERP systems. During the implementation, Tyler will
only charge service fees for the new ERP software, MUNIS; and the City will maintain
access to the old ERP system data for the duration of the agreement with Tyler.
The implementation of MUNIS will be an extensive project spanning multiple fiscal
years. The implementation will be divided into three overlapping main phases which hit
key milestones for going live with the software solutions. Each phase includes:
evaluating the City’s current workflows and business processes; identifying new
processes to function within the new ERP; planning and translating those processes
into the new ERP; updating processes to current best practices enabled by the new
ERP; testing the functionality and accuracy of the processes built into the new ERP; and
training all users. The complete transition (including finance, payroll, human resources,
and land management) to the MUNIS ERP is expected for Fiscal Year 2023-24.
The Software-as-a-Service (SaaS) Agreement with Tyler (Attachment 2) outlines a
seven-year term with language to renew the contract by executing a contract change.
This reflects the long-term plan for the ERP system deployment and intended service
life, which is expected to exceed ten years.
The total estimated cost for this project is $1,728,669, broken into implementation fees,
the first year of annual SaaS fees, and other miscellaneous costs. There are detailed as
follows:
• Implementation Fees – $1,233,427. These fees are incurred as the
implementation process proceeds through going live with the ERP system in full.
• Contingency/Optional SaaS Services – $173,992. This includes a 10%
contingency of $123,343 for unforeseen issues such as modification to the
software to account for a unique business requirement of the City; and $50,649
for add-ons such as custom report building or additional training.
• SaaS fees, Year One – $150,000. This is a discounted fee, as the City will be
deploying only a portion of the full suite of software in the first couple years.
• Travel and Related Expenses – $171,250. This will cover Tyler staff’s travel and
related costs during the multi-year implementation. In a typical setting, Tyler
would send implementation teams in person to work with Staff several weeks at a
time. Tyler may use alternative implementation methods due to p ossible COVID
restrictions, thus not incur this level of expense.
The total estimated project cost of $1,728,669 will be charged to the CIP, while future
years SaaS Fees will be incorporated into the annual budget process. The remainder of
the $2,500,000 CIP funding for the ERP is allocated to SDI’s consulting fees, and to
other related technological projects that support the City Council’s initiative to “Become
a 24/7 City Hall to Enhance Resident and Business Engagement”. These include the
OpenGov budget and financial transparency software that was approved by the City
Council in September 2020, and upgrades to the City’s Laserfiche document
management software.
The Tyler Fee Schedule (Table 1) illustrates the all costs associated with this seven -
year agreement. The details are also provided as Exhibit A to Attachment 2, the
Investment Summary of the Tyler Agreement.
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Table 1. Tyler Fee Schedule (for the Seven-Year Agreement Term)
Fee Category One Time Fees
Annual SaaS
Fees
Variable and
Optional Fees
Implementation and
License Fees1 $ 1,233,427
10% Implementation
Contingency1 $ 123,343
Annual SaaS Fees
Year 11 $ 150,000
Year 2 $ 195,000
Year 3 $ 238,326
Year 42 $ 245,476
Year 52 $ 252,840
Year 62 $ 265,482
Year 72 $ 278,756
Subtotal -
Implementation $ 1,233,427 $ 1,625,880 $ 123,343
Estimated Travel
Expenses1 $ 171,250
Optional SaaS Fees 1 $ 50,649
Subtotal - Additional &
Options $ 221,899
Total Additional &
Options $ 1,233,427 $ 1,625,880 $ 345,242
2Assumes the maximum allowed annual increase, per the agreement.
Tyler MUNIS Implementation Fees
1To be funded by CIP Project Budget (GI0319).
Additional Variable and Optional Costs
STRATEGIC PLAN INITIATIVE:
Strategy 4 – Become a 24/7 City Hall to Enhance Resident and Business Engagement.
Objective 4B – Provide more opportunities for residents to complete transactions with
the City online, with appropriate security measures.
Objective 4C – Enhance citizen online interaction via reporting of issues and
transparent data.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
None.
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ATTACHMENTS:
1. Resolution Approving a Software As A Service Agreement with Tyler Technologies,
Inc. for Implementation and Provision of an Enterprise Resource Planning System
2. Exhibit A - Tyler Technologies Software As A Service Agreement
3. Request for Proposals (RFP) for Enterprise Resource Planning (ERP) System and
Implementation Services
4. City of Dublin Enterprise Resource Planning (ERP) System Proof of Capabilities
(POC) Evaluations
Reso No. XX-20, Item X.X, Adopted 12/15/20 Page 1 of 2
RESOLUTION NO. XXX - 20
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
APPROVING A SOFTWARE AS A SERVICE AGREEMENT
WITH TYLER TECHNOLOGIES, INC. FOR IMPLEMENTATION AND PROVISION OF AN
ENTERPRISE RESOURCE PLANNING SYSTEM
WHEREAS, the City of Dublin plans to replace the current Enterprise Resource Planning
System that is nearing the end of its 10 -year lifespan; and
WHEREAS, Capital Improvement Program Project Financial System Replacement
(GI0319), has allocated funding for the procurement of a replacement system; and
WHEREAS, the City issued a Request for Proposals on October 2, 2019, and received
four responses by the November 4, 2019 deadline; and
WHEREAS, City Staff evaluated the responses, participated in Proof of Capabilities
demonstrations with two finalists, and determined that the proposed solution presented by Tyler
Technologies Inc., most closely matched the City’s requirements; and
WHEREAS, Tyler Technologies Inc. is a leading provider of Enterprise Resource Planning
solutions in the municipal government market; and
WHEREAS, Tyler Technologies Inc. will perform the work outlined in the Software as a
Service Agreement; and
WHEREAS, City Staff recommends an additional $173,992 in contingency for additional
costs associated with the implementation of the new Enterprise Resource Planning system.
NOW THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does
hereby:
1. Authorize the City Manager to execute the agreement (attached hereto as Exhibit
A to this resolution) with Tyler Technologies, Inc., which shall end upon completion of the
scope of work, specified in Exhibit A to the agreement;
2. Delegate to the City Manager the authority to amend the agreement for an additional
$173,992 in the event additional services are necessary; and
3. Authorize the City Manager to execute future software services agreement renewals
after the seven-year agreement term as long as the City continues utilizing the software.
PASSED, APPROVED AND ADOPTED this 15th day of December 2020, by the following
vote:
AYES:
Reso No. XX-20, Item X.X, Adopted 12/15/20 Page 2 of 2
NOES:
ABSENT:
ABSTAIN:
______________________________
Mayor
ATTEST:
_________________________________
City Clerk
SOFTWARE AS A SERVICE AGREEMENT
This Software as a Service Agreement is made between Tyler Technologies, Inc. and Client.
WHEREAS, Client selected Tyler to provide certain products and services set forth in the Investment
Summary, including providing Client with access to Tyler’s proprietary software products, and Tyler desires
to provide such products and services under the terms of this Agreement;
NOW THEREFORE, in consideration of the foregoing and of the mutual covenants and promises set forth in
this Agreement, Tyler and Client agree as follows:
SECTION A – DEFINITIONS
• “Agreement” means this Software as a Services Agreement.
• “Business Travel Policy” means our business travel policy. A copy of our current Business Travel
Policy is attached as Schedule 1 to Exhibit B.
• “Client” means City of Dublin, California.
• “Data” means your data necessary to utilize the Tyler Software.
• “Data Storage Capacity” means the contracted amount of storage capacity for your Data
identified in the Investment Summary.
• “Defect” means a failure of the Tyler Software to substantially conform to the functional
descriptions set forth in our written proposal to you, or their functional equivalent. Future
functionality may be updated, modified, or otherwise enhanced through our maintenance and
support services, and the governing functional descriptions for such future functionality will be set
forth in our then-current Documentation.
• “Defined Users” means the number of users, or named users for EnerGov labeled modules, that
are authorized to use the SaaS Services. The Defined Users for the Agreement are as identified in
the Investment Summary.
• “Developer” means a third party who owns the intellectual property rights to Third Party
Software.
• “Documentation” means any online or written documentation related to the use or functionality
of the Tyler Software that we provide or otherwise make available to you, including instructions,
user guides, manuals and other training or self-help documentation.
• “Effective Date” means the date by which both your and our authorized representatives have
signed the Agreement.
• “Force Majeure” means an event beyond the reasonable control of you or us, including, without
limitation, governmental action, war, riot or civil commotion, fire, natural disaster, or any other
cause that could not with reasonable diligence be foreseen or prevented by you or us.
• “Investment Summary” means the agreed upon cost proposal for the products and services
attached as Exhibit A.
• “Invoicing and Payment Policy” means the invoicing and payment policy. A copy of our current
Invoicing and Payment Policy is attached as Exhibit B.
• “SaaS Fees” means the fees for the SaaS Services identified in the Investment Summary.
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• “SaaS Services” means software as a service consisting of system administration, system
management, and system monitoring activities that Tyler performs for the Tyler Software, and
includes the right to access and use the Tyler Software, receive maintenance and support on the
Tyler Software, including Downtime resolution under the terms of the SLA, and Data storage and
archiving. SaaS Services do not include support of an operating system or hardware, support
outside of our normal business hours, or training, consulting or other professional services.
• “SLA” means the service level agreement. A copy of our current SLA is attached hereto as Exhibit
C.
• “Statement of Work” means the industry standard implementation plan describing how our
professional services will be provided to implement the Tyler Software, and outlining your and our
roles and responsibilities in connection with that implementation. The Statement of Work is
attached as Exhibit E.
• “Support Call Process” means the support call process applicable to all of our customers who have
licensed the Tyler Software. A copy of our current Support Call Process is attached as Schedule 1
to Exhibit C.
• “Third Party Hardware” means the third party hardware, if any, identified in the Investment
Summary.
• “Third Party Products” means the Third Party Software and Third Party Hardware.
• “Third Party Services” means the third party services, if any, identified in the Investment
Summary.
• “Third Party Software” means the third party software, if any, identified in the Investment
Summary.
• “Third Party Terms” means, if any, the end user license agreement(s) or similar terms for the Third
Party Software, as applicable and attached as Exhibit D.
• “Tyler” means Tyler Technologies, Inc., a Delaware corporation.
• “Tyler Software” means our proprietary software, including any integrations, custom
modifications, and/or other related interfaces identified in the Investment Summary and licensed
by us to you through this Agreement.
• “we”, “us”, “our” and similar terms mean Tyler.
• “you” and similar terms mean Client.
SECTION B – SAAS SERVICES
1. Rights Granted. We grant to you the non-exclusive, non-assignable limited right to use the SaaS
Services solely for your internal business purposes for the number of Defined Users only. The Tyler
Software will be made available to you according to the terms of the SLA. You acknowledge that we
have no delivery obligations and we will not ship copies of the Tyler Software as part of the SaaS
Services. You may use the SaaS Services to access updates and enhancements to the Tyler Software,
as further described in Section C(9). The foregoing notwithstanding, to the extent we have sold you
perpetual licenses for Tyler Software, if and listed in the Investment Summary, for which you are
receiving SaaS Services, your rights to use such Tyler Software are perpetual, subject to the terms and
conditions of this Agreement including, without limitation, Section B(4). We will make any such
software available to you for download.
2. SaaS Fees. You agree to pay us the SaaS Fees. Those amounts are payable in accordance with our
Invoicing and Payment Policy. The SaaS Fees are based on the number of Defined Users and amount
of Data Storage Capacity. You may add additional users or additional data storage capacity on the
terms set forth in Section H(1). In the event you regularly and/or meaningfully exceed the Defined
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Users or Data Storage Capacity, we reserve the right to charge you additional fees commensurate with
the overage(s).
3. Ownership.
3.1 We retain all ownership and intellectual property rights to the SaaS Services, the Tyler Software,
and anything developed by us under this Agreement. You do not acquire under this Agreement
any license to use the Tyler Software in excess of the scope and/or duration of the SaaS Services.
3.2 The Documentation is licensed to you and may be used and copied by your employees for internal,
non-commercial reference purposes only.
3.3 You retain all ownership and intellectual property rights to the Data. You expressly recognize that
except to the extent necessary to carry out our obligations contained in this Agreement, we do not
create or endorse any Data used in connection with the SaaS Services.
4. Restrictions. You may not: (a) make the Tyler Software or Documentation resulting from the SaaS
Services available in any manner to any third party for use in the third party’s business operations; (b)
modify, make derivative works of, disassemble, reverse compile, or reverse engineer any part of the
SaaS Services; (c) access or use the SaaS Services in order to build or support, and/or assist a third
party in building or supporting, products or services competitive to us; or (d) license, sell, rent, lease,
transfer, assign, distribute, display, host, outsource, disclose, permit timesharing or service bureau
use, or otherwise commercially exploit or make the SaaS Services, Tyler Software, or Documentation
available to any third party other than as expressly permitted by this Agreement.
5. Software Warranty. We warrant that the Tyler Software will perform without Defects during the term
of this Agreement. If the Tyler Software does not perform as warranted, we will use all reasonable
efforts, consistent with industry standards, to cure the Defect in accordance with the maintenance and
support process set forth in Section C(9), below, the SLA and our then current Support Call Process.
6. SaaS Services.
6.1 Our SaaS Services are audited at least yearly in accordance with the AICPA’s Statement on
Standards for Attestation Engagements (“SSAE”) No. 18. We have attained, and will maintain, SOC
1 and SOC 2 compliance, or its equivalent, for so long as you are timely paying for SaaS Services.
Upon execution of a mutually agreeable Non-Disclosure Agreement (“NDA”), we will provide you
with a summary of our compliance report(s) or its equivalent. Every year thereafter, for so long as
the NDA is in effect and in which you make a written request, we will provide that same
information.
6.2 You will be hosted on shared hardware in a Tyler data center or in a third-party data center
located in the continental US. Should your data be hosted in a third-party data center, said data
center will have equivalent or greater security and redundancy standards than those for our Tyler
data centers. In either event, databases containing your Data will be dedicated to you and
inaccessible to our other customers.
6.3 Our Tyler data centers have fully-redundant telecommunications access, electrical power, and the
required hardware to provide access to the Tyler Software in the event of a disaster or component
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failure. In the event any of your Data has been lost or damaged due to an act or omission of Tyler
or its subcontractors or due to a defect in Tyler’s software, we will use best commercial efforts to
restore all the Data on servers in accordance with the architectural design’s capabilities and with
the goal of minimizing any Data loss as greatly as possible. In no case shall the recovery point
objective (“RPO”) exceed a maximum of twenty-four (24) hours from declaration of disaster. For
purposes of this subsection, RPO represents the maximum tolerable period during which your
Data may be lost, measured in relation to a disaster we declare, said declaration will not be
unreasonably withheld.
6.4 In the event we declare a disaster, our Recovery Time Objective (“RTO”) is twenty-four (24) hours.
For purposes of this subsection, RTO represents the amount of time, after we declare a disaster,
within which your access to the Tyler Software must be restored.
6.5 We conduct annual penetration testing of either the production network and/or web application
to be performed. We will maintain industry standard intrusion detection and prevention systems
to monitor malicious activity in the network and to log and block any such activity. We will
provide you with a written or electronic record of the actions taken by us in the event that any
unauthorized access to your database(s) is detected as a result of our security protocols as soon as
reasonably practicable . We will undertake an additional security audit, on terms and timing to be
mutually agreed to by the parties, at your written request. You may not attempt to bypass or
subvert security restrictions in the SaaS Services or environments related to the Tyler Software.
Unauthorized attempts to access files, passwords or other confidential information, and
unauthorized vulnerability and penetration test scanning of our network and systems (hosted or
otherwise) is prohibited without the prior written approval of our IT Security Officer.
6.6 We test our disaster recovery plan on an annual basis. Our standard test is not client-specific.
Should you request a client-specific disaster recovery test, we will work with you to schedule and
execute such a test on a mutually agreeable schedule. We will provide test results to you within a
commercially reasonable timeframe after receipt of the request.
6.7 We will be responsible for importing back-up and verifying that you can log-in. You will be
responsible for running reports and testing critical processes to verify the returned Data.
6.8 We provide secure Data transmission paths between each of your workstations and our servers.
6.9 Tyler data centers are accessible only by authorized personnel with a unique key entry. All other
visitors to Tyler data centers must be signed in and accompanied by authorized personnel. Entry
attempts to the data center are regularly audited by internal staff and external auditors to ensure
no unauthorized access.
6.10 Where applicable with respect to our applications that take or process card payment data, we are
responsible for the security of cardholder data that we possess, including functions relating to
storing, processing, and transmitting of the cardholder data and affirm that, as of the Effective
Date, we comply with applicable requirements to be considered PCI DSS compliant and have
performed the necessary steps to validate compliance with the PCI DSS. We agree to supply the
current status of our PCI DSS compliance program in the form of an official Attestation of
Compliance, which can be found at https://www.tylertech.com/about-us/compliance, and in the
event of any change in our status, will comply with applicable notice requirements.
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SECTION C –PROFESSIONAL SERVICES
1. Professional Services. We will provide you the various implementation-related services itemized in the
Investment Summary and described in the Statement of Work.
2. Professional Services Fees. You agree to pay us the professional services fees in the amounts set forth
in the Investment Summary. Those amounts are payable in accordance with our Invoicing and
Payment Policy. You acknowledge that the fees stated in the Investment Summary are good-faith
estimates of the amount of time and materials required for your implementation. We will bill you the
actual fees incurred based on the in-scope services provided to you. Any discrepancies in the total
values set forth in the Investment Summary will be resolved by multiplying the applicable hourly rate
by the quoted hours.
3. Additional Services. The Investment Summary contains, and the Statement of Work describes, the
scope of services and related costs (including programming and/or interface estimates) required for
the project based on our understanding of the specifications you supplied. If additional work is
required, or if you use or request additional services, we will provide you with an addendum or change
order, as applicable, outlining the costs for the additional work. The price quotes in the addendum or
change order will be valid for thirty (30) days from the date of the quote.
4. Cancellation. If travel is required, we will make all reasonable efforts to schedule travel for our
personnel, including arranging travel reservations, at least two (2) weeks in advance of commitments.
We will not arrange or schedule travel without prior written approval from the Client. Therefore, if you
cancel services less than two (2) weeks in advance (other than for Force Majeure or breach by us), you
will be liable for all (a) non-refundable expenses incurred by us on your behalf, and (b) daily fees
associated with cancelled professional services if we are unable to reassign our personnel. We will
make all reasonable efforts to reassign personnel in the event you cancel within two (2) weeks of
scheduled commitments.
5. Services Warranty. We will perform the services in a professional, workmanlike manner, consistent
with industry standards. In the event we provide services that do not conform to this warranty, we
will re-perform such services at no additional cost to you.
6. Site Access and Requirements. At no cost to us, you agree to provide us with full and free access to
your personnel, facilities, and equipment as may be reasonably necessary for us to provide
implementation services, subject to any reasonable security protocols or other written policies
provided to us as of the Effective Date, and thereafter as mutually agreed to by you and us. Each party
agrees to abide by the other’s policies and procedures regarding in-person and/or onsite interaction
during Covid-19 pandemic.
7. Background Checks. For at least the past twelve (12) years, all of our employees have undergone
criminal background checks prior to hire. All employees sign our confidentiality agreement and
security policies.
8. Client Assistance. You acknowledge that the implementation of the Tyler Software is a cooperative
process requiring the time and resources of your personnel. You agree to use all reasonable efforts to
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cooperate with and assist us as may be reasonably required to meet the agreed upon project
deadlines and other milestones for implementation. This cooperation includes at least working with
us to schedule the implementation-related services outlined in this Agreement. We will not be liable
for failure to meet any deadlines and milestones when such failure is due to Force Majeure or to the
failure by your personnel to provide such cooperation and assistance (either through action or
omission).
9. Maintenance and Support. For so long as you timely pay your SaaS Fees according to the Invoicing and
Payment Policy, then in addition to the terms set forth in the SLA and the Support Call Process, we will:
9.1 perform our maintenance and support obligations in a professional, good, and workmanlike
manner, consistent with industry standards, to resolve Defects in the Tyler Software (subject to
any applicable release life cycle policy);
9.2 provide support during our established support hours;
9.3 maintain personnel that are sufficiently trained to be familiar with the Tyler Software and Third
Party Software, if any, in order to provide maintenance and support services;
9.4 make available to you all releases to the Tyler Software (including updates and enhancements)
that we make generally available without additional charge to customers who have a maintenance
and support agreement in effect; and
9.5 provide non-Defect resolution support of prior releases of the Tyler Software in accordance with
any applicable release life cycle policy.
9.6 Support of Migration Modules. Upon the commencement of the SaaS Term and with Client’s
timely payment of annual SaaS Fees for Tyler Evergreen Modules, Client is entitled to receive, at
no additional charge, maintenance and support for the Migration Modules until Tyler makes the
Tyler Evergreen Modules available for use in live production. Following such period, Tyler shall
continue to provide maintenance and support of the Migration Modules as set forth in Section
H(23) below.
We will use all reasonable efforts to perform support services remotely. Currently, we use a third-party
secure unattended connectivity tool called Bomgar, as well as GotoAssist by Citrix. Therefore, you agree
to maintain a high-speed internet connection capable of connecting us to your PCs and server(s). You
agree to provide use reasonable, supervised access necessary to perform remote services, subject to your
reasonably applicable security protocols. We will, at our option, use the secure connection to assist with
proper diagnosis and resolution, subject to any reasonably applicable security protocols. If we cannot
resolve a support issue remotely, we may be required to provide onsite services. In such event, we will be
responsible for our travel expenses, unless it is determined that the reason onsite support was required
was a reason outside our control. Either way, you agree to provide us with full and free access to the Tyler
Software, working space, adequate facilities within a reasonable distance from the equipment, and use of
machines, attachments, features, or other equipment reasonably necessary for us to provide the
maintenance and support services, all at no charge to us. We strongly recommend that you also maintain
your VPN for backup connectivity purposes.
For the avoidance of doubt, SaaS Fees do not include the following services: (a) onsite support (unless
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Tyler cannot remotely correct a Defect in the Tyler Software, as set forth above); (b) application design; (c)
other consulting services; or (d) support outside our normal business hours as listed in our then-current
Support Call Process. Requested services such as those outlined in this section will be billed to you on a
time and materials basis at our then current rates. You must request those services with at least one (1)
weeks’ advance notice.
SECTION D – THIRD PARTY PRODUCTS
1. Third Party Hardware. We will sell, deliver, and install onsite the Third Party Hardware, if you have
purchased any, for the price set forth in the Investment Summary. Those amounts are payable in
accordance with our Invoicing and Payment Policy.
2. Third Party Software. As part of the SaaS Services, you will receive access to the Third Party Software
and related documentation for internal business purposes only. Your rights to the Third Party
Software will be governed by the Third Party Terms.
3. Third Party Products Warranties.
3.1 We are authorized by each Developer to grant access to the Third Party Software.
3.2 The Third Party Hardware will be new and unused, and upon payment in full, you will receive free
and clear title to the Third Party Hardware.
3.3 You acknowledge that we are not the manufacturer of the Third Party Products. We do not
warrant or guarantee the performance of the Third Party Products. However, we grant and pass
through to you any warranty that we may receive from the Developer or supplier of the Third
Party Products.
4. Third Party Services. If you have purchased Third Party Services, those services will be provided
independent of Tyler by such third-party at the rates set forth in the Investment Summary and in
accordance with our Invoicing and Payment Policy.
SECTION E - INVOICING AND PAYMENT; INVOICE DISPUTES
1. Invoicing and Payment. We will invoice you the SaaS Fees and fees for other professional services in
the Investment Summary per our Invoicing and Payment Policy, subject to Section E(2).
2. Invoice Disputes. If you believe any delivered software or service does not conform to the warranties
in this Agreement, you will provide us with written notice within thirty (30) days of your receipt of the
applicable invoice. The written notice must contain reasonable detail of the issues you contend are in
dispute so that we can confirm the issue and respond to your notice with either a justification of the
invoice, an adjustment to the invoice, or a proposal addressing the issues presented in your notice.
We will work with you as may be necessary to develop an action plan that outlines reasonable steps to
be taken by each of us to resolve any issues presented in your notice. You may withhold payment of
the amount(s) actually in dispute, and only those amounts, until we complete the action items
outlined in the plan. If we are unable to complete the action items outlined in the action plan because
of your failure to complete the items agreed to be done by you, then you will remit full payment of the
invoice. We reserve the right to suspend delivery of all SaaS Services, including maintenance and
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support services, if you fail to pay an invoice not disputed as described above within fifteen (15) days
of notice of our intent to do so.
SECTION F – TERM AND TERMINATION
1. Term. The initial term of this Agreement is seven (7) years from the first day of the first month
following the Effective Date, unless earlier terminated as set forth below. Six months prior to the
expiration of the current term, Tyler will inform the City of the then-current SaaS Fees. The City and
Tyler may agree upon renewal terms and fees and execute a contract change. Upon expiration of the
then-current term, this Agreement may be terminated in writing by either party at least sixty (60) days
prior to the end of the then-current renewal term. Your right to access or use the Tyler Software and
the SaaS Services will terminate at the end of this Agreement.
2. Termination. This Agreement may be terminated as set forth below. In the event of termination, you
will pay us for all undisputed fees and expenses related to the software, products, and/or services you
have received, or we have incurred or delivered, prior to the effective date of termination. Disputed
fees and expenses in all terminations other than your termination for cause must have been submitted
as invoice disputes in accordance with Section E(2).
2.1 Failure to Pay SaaS Fees. You acknowledge that continued access to the SaaS Services is
contingent upon your timely payment of SaaS Fees. If you fail to timely pay the SaaS Fees, we may
discontinue the SaaS Services and deny your access to the Tyler Software. We may also terminate
this Agreement if you don’t cure such failure to pay within forty-five (45) days of receiving written
notice of our intent to terminate.
2.2 For Cause. If you believe we have materially breached this Agreement, you will invoke the Dispute
Resolution clause set forth in Section H(3). You may terminate this Agreement for cause in the
event we do not cure, or create a mutually agreeable action plan to address, a material breach of
this Agreement within the thirty (30) day window set forth in Section H(3).
2.3 Force Majeure. Either party has the right to terminate this Agreement if a Force Majeure event
suspends performance of the SaaS Services for a period of forty-five (45) days or more.
2.4 Lack of Appropriations. If you should not appropriate or otherwise make available funds sufficient
to utilize the SaaS Services, you may unilaterally terminate this Agreement upon thirty (30) days
written notice to us. You will not be entitled to a refund or offset of previously paid, but unused
SaaS Fees. You agree not to use termination for lack of appropriations as a substitute for
termination for convenience.
2.5 Fees for Termination without Cause during Initial Term. If you terminate this Agreement during
the initial term for any reason other than cause, Force Majeure, or lack of appropriations, or if we
terminate this Agreement during the initial term for your failure to pay SaaS Fees, you shall pay us
the following early termination fees:
a. if you terminate during the first year of the initial term, 100% of the SaaS Fees through
the date of termination plus 25% of the SaaS Fees then due for the remainder of the
initial term;
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b. if you terminate during the second year of the initial term, 100% of the SaaS Fees
through the date of termination plus 15% of the SaaS Fees then due for the
remainder of the initial term; and
c. if you terminate after the second year of the initial term, 100% of the SaaS Fees
through the date of termination plus 10% of the SaaS Fees then due for the
remainder of the initial term.
SECTION G – INDEMNIFICATION, LIMITATION OF LIABILITY AND INSURANCE
1. Intellectual Property Infringement Indemnification.
1.1 We will defend you against any third party claim(s) that the Tyler Software or Documentation
infringes that third party’s patent, copyright, or trademark, or misappropriates its trade secrets,
and will pay the amount of any resulting adverse final judgment (or settlement to which we
consent). You must notify us promptly in writing of the claim and give us sole control over its
defense or settlement. You agree to provide us with reasonable assistance, cooperation, and
information in defending the claim at our expense.
1.2 Our obligations under this Section G(1) will not apply to the extent the claim or adverse final
judgment is based on your use of the Tyler Software in contradiction of this Agreement,
including with non-licensed third parties, or your willful infringement.
1.3 If we receive information concerning an infringement or misappropriation claim related to the
Tyler Software, we may, at our expense and without obligation to do so, either: (a) procure for
you the right to continue its use; (b) modify it to make it non-infringing; or (c) replace it with a
functional equivalent, in which case you will stop running the allegedly infringing Tyler Software
immediately. Alternatively, we may decide to litigate the claim to judgment, in which case you
may continue to use the Tyler Software consistent with the terms of this Agreement.
1.4 If an infringement or misappropriation claim is fully litigated and your use of the Tyler Software
is enjoined by a court of competent jurisdiction, in addition to paying any adverse final
judgment (or settlement to which we consent), we will, at our option, either: (a) procure the
right to continue its use; (b) modify it to make it non-infringing; or (c) replace it with a functional
equivalent. This section provides your exclusive remedy for third party copyright, patent, or
trademark infringement and trade secret misappropriation claims.
2. General Indemnification.
2.1 We will indemnify and hold harmless you and your agents, officials, and employees from and
against any and all third-party claims, losses, liabilities, damages, costs, and expenses (including
reasonable attorney's fees and costs) for (a) personal injury or property damage to the extent
caused by our negligence or willful misconduct; or (b) our violation of PCI-DSS requirements or a
law applicable to our performance under this Agreement. You must notify us promptly in
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writing of the claim and give us sole control over its defense or settlement. You agree to
provide us with reasonable assistance, cooperation, and information in defending the claim at
our expense.
2.2 To the extent permitted by applicable law, you will indemnify and hold harmless us and our
agents, officials, and employees from and against any and all third-party claims, losses,
liabilities, damages, costs, and expenses (including reasonable attorney's fees and costs) for
personal injury or property damage to the extent caused by your negligence or willful
misconduct; or (b) your violation of a law applicable to your performance under this Agreement.
We will notify you promptly in writing of the claim and will give you sole control over its defense
or settlement. We agree to provide you with reasonable assistance, cooperation, and
information in defending the claim at your expense.
3. DISCLAIMER. EXCEPT FOR THE EXPRESS WARRANTIES PROVIDED IN THIS AGREEMENT AND TO
THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, WE HEREBY DISCLAIM ALL OTHER
WARRANTIES AND CONDITIONS, WHETHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING, BUT
NOT LIMITED TO, ANY IMPLIED WARRANTIES, DUTIES, OR CONDITIONS OF MERCHANTABILITY OR
FITNESS FOR A PARTICULAR PURPOSE.
4. LIMITATION OF LIABILITY. EXCEPT AS OTHERWISE EXPRESSLY SET FORTH IN THIS AGREEMENT,
OUR LIABILITY FOR DAMAGES ARISING OUT OF THIS AGREEMENT, WHETHER BASED ON A THEORY
OF CONTRACT OR TORT, INCLUDING NEGLIGENCE AND STRICT LIABILITY, SHALL BE LIMITED TO
YOUR ACTUAL DIRECT DAMAGES, NOT TO EXCEED (A) DURING THE INITIAL TERM, AS SET FORTH
IN SECTION F(1), TOTAL FEES PAID AS OF THE TIME OF THE CLAIM; OR (B) DURING ANY RENEWAL
TERM, THE THEN-CURRENT ANNUAL SAAS FEES PAYABLE IN THAT RENEWAL TERM. THE PARTIES
ACKNOWLEDGE AND AGREE THAT THE PRICES SET FORTH IN THIS AGREEMENT ARE SET IN
RELIANCE UPON THIS LIMITATION OF LIABILITY AND TO THE MAXIMUM EXTENT ALLOWED UNDER
APPLICABLE LAW, THE EXCLUSION OF CERTAIN DAMAGES, AND EACH SHALL APPLY REGARDLESS
OF THE FAILURE OF AN ESSENTIAL PURPOSE OF ANY REMEDY. THE FOREGOING LIMITATION OF
LIABILITY SHALL NOT APPLY TO CLAIMS THAT ARE SUBJECT TO SECTIONS G(1) AND G(2).
5. EXCLUSION OF CERTAIN DAMAGES. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW,
IN NO EVENT SHALL WE BE LIABLE FOR ANY SPECIAL, INCIDENTAL, PUNITIVE, INDIRECT, OR
CONSEQUENTIAL DAMAGES WHATSOEVER, EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY
OF SUCH DAMAGES.
6. Insurance. During the course of performing services under this Agreement, we agree to maintain
the following levels of insurance: (a) Commercial General Liability of at least $1,000,000; (b)
Automobile Liability of at least $1,000,000; (c) Professional Liability of at least $1,000,000; (d)
Cyberliability coverage of at least $1,000,000; (e) Workers Compensation complying with applicable
statutory requirements; and (f) Excess/Umbrella Liability of at least $5,000,000. We will add you as
an additional insured to our Commercial General Liability and Automobile Liability policies, which
will automatically add you as an additional insured to our Excess/Umbrella Liability policy as well.
We will provide you with copies of certificates of insurance upon renewal.
SECTION H – GENERAL TERMS AND CONDITIONS
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1. Additional Products and Services. You may purchase additional products and services at the rates
set forth in the Investment Summary for twenty-four (24) months from the Effective Date by
executing a mutually agreed addendum. If no rate is provided in the Investment Summary, or those
twenty-four (24) months have expired, you may purchase additional products and services at our
then-current list price, also by executing a mutually agreed addendum. The terms of this Agreement
will control any such additional purchase(s), unless otherwise specifically provided in the addendum.
2. Optional Items. Pricing for any listed optional products and services in the Investment Summary will
be valid for twenty-four (24) months from the Effective Date.
3. Dispute Resolution. You agree to provide us with written notice within thirty (30) days of becoming
aware of a dispute. You agree to cooperate with us in trying to reasonably resolve all disputes,
including, if requested by either party, appointing a senior representative to meet and engage in
good faith negotiations with our appointed senior representative. Senior representatives will
convene within thirty (30) days of the written dispute notice, unless otherwise agreed. All meetings
and discussions between senior representatives will be deemed confidential settlement discussions
not subject to disclosure under Federal Rule of Evidence 408 or any similar applicable state rule. If
we fail to resolve the dispute, then the parties shall participate in non-binding mediation in an effort
to resolve the dispute. If the dispute remains unresolved after mediation, then either of us may
assert our respective rights and remedies in a court of competent jurisdiction. Nothing in this
section shall prevent you or us from seeking necessary injunctive relief during the dispute resolution
procedures.
4. Taxes. The fees in the Investment Summary do not include any taxes, including, without limitation,
sales, use, or excise tax. If you are a tax-exempt entity, you agree to provide us with a tax-exempt
certificate. Otherwise, we will pay all applicable taxes to the proper authorities and you will
reimburse us for such taxes. If you have a valid direct-pay permit, you agree to provide us with a
copy. For clarity, we are responsible for paying our income taxes, both federal and state, as
applicable, arising from our performance of this Agreement.
5. Nondiscrimination. We will not discriminate against any person employed or applying for
employment concerning the performance of our responsibilities under this Agreement. This
discrimination prohibition will apply to all matters of initial employment, tenure, and terms of
employment, or otherwise with respect to any matter directly or indirectly relating to employment
concerning race, color, religion, national origin, age, sex, sexual orientation, ancestry, disability that
is unrelated to the individual's ability to perform the duties of a particular job or position, height,
weight, marital status, or political affiliation. We will post, where appropriate, all notices related to
nondiscrimination as may be required by applicable law.
6. E-Verify. We have complied, and will comply, with the E-Verify procedures administered by the U.S.
Citizenship and Immigration Services Verification Division for all of our employees assigned to your
project.
7. Subcontractors. We will not subcontract any services under this Agreement without your prior
written consent, not to be unreasonably withheld. Subcontractors will be required to comply with
this Agreement.
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8. Binding Effect; No Assignment. This Agreement shall be binding on, and shall be for the benefit of,
either your or our successor(s) or permitted assign(s). Neither party may assign this Agreement
without the prior written consent of the other party; provided, however, your consent is not
required for an assignment by us as a result of a corporate reorganization, merger, acquisition, or
purchase of substantially all of our assets.
9. Force Majeure. Except for your payment obligations, neither party will be liable for delays in
performing its obligations under this Agreement to the extent that the delay is caused by Force
Majeure; provided, however, that within ten (10) business days of the Force Majeure event, the
party whose performance is delayed provides the other party with written notice explaining the
cause and extent thereof, as well as a request for a reasonable time extension equal to the
estimated duration of the Force Majeure event.
10. No Intended Third Party Beneficiaries. This Agreement is entered into solely for the benefit of you
and us. No third party will be deemed a beneficiary of this Agreement, and no third party will have
the right to make any claim or assert any right under this Agreement. This provision does not affect
the rights of third parties under any Third Party Terms.
11. Entire Agreement; Amendment. This Agreement represents the entire agreement between you and
us with respect to the subject matter hereof, and supersedes any prior agreements, understandings,
and representations, whether written, oral, expressed, implied, or statutory. Purchase orders
submitted by you, if any, are for your internal administrative purposes only, and the terms and
conditions contained in those purchase orders will have no force or effect. This Agreement may
only be modified by a written amendment signed by an authorized representative of each party.
12. Severability. If any term or provision of this Agreement is held invalid or unenforceable, the
remainder of this Agreement will be considered valid and enforceable to the fullest extent
permitted by law.
13. No Waiver. In the event that the terms and conditions of this Agreement are not strictly enforced
by either party, such non-enforcement will not act as or be deemed to act as a waiver or
modification of this Agreement, nor will such non-enforcement prevent such party from enforcing
each and every term of this Agreement thereafter.
14. Independent Contractor; Not City Agent. We are an independent contractor for all purposes under
this Agreement. Except as otherwise provided herein or as you may specify in writing, we shall have
no authority, express or implied, to act on behalf of you in any capacity whatsoever, or to bind to
you any obligation whatsoever.
15. Notices. All notices or communications required or permitted as a part of this Agreement, such as
notice of an alleged material breach for a termination for cause or a dispute that must be submitted
to dispute resolution, must be in writing and will be deemed delivered upon the earlier of the
following: (a) actual receipt by the receiving party; (b) upon receipt by sender of a certified mail,
return receipt signed by an employee or agent of the receiving party; (c) upon receipt by sender of
proof of email delivery; or (d) if not actually received, five (5) days after deposit with the United
States Postal Service authorized mail center with proper postage (certified mail, return receipt
requested) affixed and addressed to the other party at the address set forth on the signature page
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13
hereto or such other address as the party may have designated by proper notice. The consequences
for the failure to receive a notice due to improper notification by the intended receiving party of a
change in address will be borne by the intended receiving party.
16. Client Lists. You agree that we may identify you by name in client lists, marketing presentations, and
promotional materials.
17. Confidentiality. 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, including the parties.
Confidential information is nonpublic information that a reasonable person would believe to be
confidential and includes, without limitation, personal identifying information (e.g., social security
numbers) and trade secrets, each as defined by applicable state law. Each party agrees that it will
not disclose any confidential information of the other party and further agrees to take all reasonable
and 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. This
obligation of confidentiality will not apply to information that:
(a) is in the public domain, either at the time of disclosure or afterwards, except by breach of
this Agreement by a party or its employees or agents;
(b) a party can establish by reasonable proof was in that party's possession at the time of initial
disclosure;
(c) a party receives from a third party who has a right to disclose it to the receiving party; or
(d) is the subject of a legitimate disclosure request under the open records laws or similar
applicable public disclosure laws governing this Agreement; provided, however, that in the
event you receive an open records or other similar applicable request, you will give us
prompt notice and otherwise perform the functions required by applicable law.
18. Business License. In the event a local business license is required for us to perform services
hereunder, you will promptly notify us and provide us with the necessary paperwork and/or contact
information so that we may timely obtain such license.
19. Governing Law and Venue. This Agreement will be governed by and construed in accordance with
the laws of the State of California, without regard to its rules on conflicts of law. Venue for any
dispute arising under this Agreement shall be in the state courts for the County of Alameda, or in the
federal district court for the Northern District of California.
20. Multiple Originals and Authorized Signatures. This Agreement may be executed in multiple
originals, any of which will be independently treated as an original document. Any electronic, faxed,
scanned, photocopied, or similarly reproduced signature on this Agreement or any amendment
hereto will be deemed an original signature and will be fully enforceable as if an original signature.
Each party represents to the other that the signatory set forth below is duly authorized to bind that
party to this Agreement.
21. Cooperative Procurement. To the maximum extent permitted by applicable law, we agree that this
Agreement may be used as a cooperative procurement vehicle by eligible jurisdictions. We reserve
the right to negotiate and customize the terms and conditions set forth herein, including but not
limited to pricing, to the scope and circumstances of that cooperative procurement.
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22.License Rights Terminate Upon Migration. When Tyler makes Tyler Software discounted 100% in
the Investment Summary (the “Evergreen Modules”) licensed pursuant to this Agreement available
to the Client for use in live production, the license to the Tyler software listed in Exhibit A, Schedule
1 (hereafter, “Migration Modules”) shall continue on a limited, read-only basis for document
viewing and reporting purposes.
23.Contract Documents. This Agreement includes the following exhibits:
Exhibit A Investment Summary
Exhibit B Invoicing and Payment Policy
Schedule 1: Business Travel Policy
Exhibit C Service Level Agreement
Schedule 1: Support Call Process
Exhibit D Third Party Terms
Schedule 1: DocOrigin End User License Agreement
Schedule 2: MyGovPay/VirtualPay and IVR
Exhibit E Statement of Work
24.Included Documents. The following referenced documents are considered part of this Agreement:
a.The Tyler Proposal of November 4, 2019
b.The City’s RFP of October 2, 2019
25.Order of Precedence. The order of precedence shall be:
a.This Agreement, including Exhibits A through F;
b.The Tyler Proposal of November 4, 2019
c.The City’s RFP of October 2, 2019
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IN WITNESS WHEREOF, a duly authorized representative of each party has executed this Agreement as
of the date(s) set forth below.
Tyler Technologies, Inc.
By:
Name:
Title:
Date:
Address for Notices:
Tyler Technologies, Inc.
One Tyler Drive
Yarmouth, ME 04096
Attention: Chief Legal Officer
City of Dublin, CA
By:
Name:
Title:
Date:
Address for Notices:
City of Dublin
100 Civic Plaza
Dublin, CA 94568
Attn: Administrative Services Department
Approved as to Form: _______________________________________
City Attorney
Linda Smith
City Manager
Rob Kennedy-Jensen
Director of Contracts
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11/10/2020
11/11/2020
Exhibit A
1
Exhibit A
Investment Summary
The following Investment Summary details the software and services to be delivered by us to you under
the Agreement. This Investment Summary is effective as of the Effective Date. Capitalized terms not
otherwise defined will have the meaning assigned to such terms in the Agreement.
REMAINDER OF PAGE INTENTIONALLY LEFT BLANK
DocuSign Envelope ID: F9FF42B8-22AB-4FD1-BB1C-E78A03898467
Quoted By:Jason Cloutier
Date:11/3/2020
Quote Expiration:4/5/2020
Quote Name:City of Dublin-ERP-Munis 2019
Quote Number:2019-94915-4
Quote Description:RFP ERP Munis SaaS / Tyler Hosted (Updated 11/3/2020)
Sales Quotation For
City of Dublin
100 Civic Plz
Dublin, CA 94568-2658
Phone +1 (925) 833-6650
SaaS
Description Annual Fee Net # Years Total SaaS Fee Impl. Hours
Additional:
Accounting/GL $29,792.00 7.0 $208,544.00 0
Accounts Payable $8,558.00 7.0 $59,906.00 0
Budgeting $8,558.00 7.0 $59,906.00 0
Capital Assets $7,828.00 7.0 $54,796.00 0
Cash Management $5,868.00 7.0 $41,076.00 0
Contract Management $3,614.00 7.0 $25,298.00 0
Project and Grant Accounting $6,074.00 7.0 $42,518.00 0
Purchasing $13,676.00 7.0 $95,732.00 0
ExecuTime Time & Attendance $5,368.00 7.0 $37,576.00 0
ExecuTime Time & Attendance Mobile Access $2,234.00 7.0 $15,638.00 0
Human Resource and Talent Management $3,206.00 7.0 $22,442.00 0
Payroll w/ESS $3,898.00 7.0 $27,286.00 0
Risk Management $784.00 7.0 $5,488.00 0
Accounts Receivable $6,860.00 7.0 $48,020.00 0
General Billing $4,034.00 7.0 $28,238.00 0
Tyler Cashiering $11,306.00 7.0 $79,142.00 0
Tyler Ready Forms Processing $6,000.00 7.0 $42,000.00 0
2019-94915-4 - RFP ERP Munis SaaS / Tyler Hosted (Updated 11/3/2020) CONFIDENTIAL 1 of 11
DocuSign Envelope ID: F9FF42B8-22AB-4FD1-BB1C-E78A03898467
Tyler Content Manager SE $5,348.00 7.0 $37,436.00 0
Munis Analytics and Reporting $8,830.00 7.0 $61,810.00 0
eProcurement $5,644.00 7.0 $39,508.00 0
CAFR Statement Builder $5,704.00 7.0 $39,928.00 0
EnerGovAdv Server Extension Bundle $6,400.00 7.0 $44,800.00 0
EnerGov Business Management Suite $16,000.00 7.0 $112,000.00 0
EnerGov Citizen Self Service - Business Management $8,182.00 7.0 $57,274.00 0
EnerGov Citizen Self Service - Community Development $8,182.00 7.0 $57,274.00 0
EnerGov Community Development Suite $16,000.00 7.0 $112,000.00 0
EnerGov e-Reviews $11,836.00 7.0 $82,852.00 0
EnerGov iG Workforce Apps $4,800.00 7.0 $33,600.00 0
EnerGov Report Toolkit $2,000.00 7.0 $14,000.00 0
Tyler 311/Incident Management $5,742.00 7.0 $40,194.00 0
Tyler GIS $6,000.00 7.0 $42,000.00 0
TOTAL:$238,326.00 $1,668,282.00 0
Tyler Software and Related Services
Description License Impl. Hours Impl. Cost Data Conversion Module Total Year One Maintenance
Financials:
Accounting/GL $82,755.00 156 $27,300.00 $12,300.00 $122,355.00 $0.00
Accounts Payable $23,770.00 40 $7,000.00 $0.00 $30,770.00 $0.00
Budgeting $23,770.00 60 $10,500.00 $0.00 $34,270.00 $0.00
Capital Assets $21,744.00 48 $8,400.00 $3,500.00 $33,644.00 $0.00
Cash Management $16,299.00 40 $7,000.00 $0.00 $23,299.00 $0.00
Contract Management $10,037.00 32 $5,600.00 $5,000.00 $20,637.00 $0.00
Project & Grant Accounting $16,871.00 48 $8,400.00 $5,000.00 $30,271.00 $0.00
Purchasing $37,987.00 128 $22,400.00 $3,000.00 $63,387.00 $0.00
Human Capital Management:
ExecuTime Time & Attendance $13,420.00 80 $14,000.00 $0.00 $27,420.00 $0.00
ExecuTime Time & Attendance Mobile Access $5,585.00 0 $0.00 $0.00 $5,585.00 $0.00
Human Resources & Talent Management $8,906.00 88 $15,400.00 $5,600.00 $29,906.00 $0.00
Payroll w/ESS $10,828.00 168 $29,400.00 $11,800.00 $52,028.00 $0.00
Risk Management $2,175.00 16 $2,800.00 $0.00 $4,975.00 $0.00
2019-94915-4 - RFP ERP Munis SaaS / Tyler Hosted (Updated 11/3/2020) CONFIDENTIAL 2 of 11
DocuSign Envelope ID: F9FF42B8-22AB-4FD1-BB1C-E78A03898467
Tyler Software and Related Services
Description License Impl. Hours Impl. Cost Data Conversion Module Total Year One Maintenance
Revenue:
Accounts Receivable $19,055.00 100 $17,500.00 $0.00 $36,555.00 $0.00
General Billing $11,207.00 40 $7,000.00 $9,800.00 $28,007.00 $0.00
Tyler Cashiering $31,405.00 48 $8,400.00 $0.00 $39,805.00 $0.00
Productivity:
Tyler ReadyForms Processing (including
Common Form Set)
$15,000.00 0 $0.00 $0.00 $15,000.00 $0.00
Tyler Content Manager SE Upgrade $14,858.00 80 $14,000.00 $0.00 $28,858.00 $0.00
Munis Analytics & Reporting $32,530.00 100 $17,500.00 $0.00 $50,030.00 $0.00
eProcurement $15,678.00 40 $7,000.00 $0.00 $22,678.00 $0.00
Additional:
CAFR Statement Builder $15,844.00 32 $5,600.00 $0.00 $21,444.00 $0.00
EnerGovAdv Server Extensions Bundle $16,000.00 148 $25,900.00 $0.00 $41,900.00 $0.00
EnerGov Business Management Suite (24)$72,000.00 208 $36,400.00 $11,750.00 $120,150.00 $0.00
EnerGov Citizen Self Service - Business
Management
$20,454.00 24 $4,200.00 $0.00 $24,654.00 $0.00
EnerGov Citizen Self Service - Community
Development
$20,454.00 24 $4,200.00 $0.00 $24,654.00 $0.00
EnerGov Community Development Suite (50)$150,000.00 468 $81,900.00 $21,150.00 $253,050.00 $0.00
EnerGov e-Reviews $34,588.00 100 $17,500.00 $0.00 $52,088.00 $0.00
EnerGov iG Workforce Apps (22)$22,000.00 16 $2,800.00 $0.00 $24,800.00 $0.00
EnerGov Report Toolkit $5,000.00 0 $0.00 $0.00 $5,000.00 $0.00
EnerGov View Only License (46)$32,154.00 0 $0.00 $0.00 $32,154.00 $0.00
GL Full Transaction History Detail (10 Years) $0.00 0 $0.00 $55,000.00 $55,000.00 $0.00
Tyler 311/Incident Management $14,357.00 68 $11,900.00 $0.00 $26,257.00 $0.00
Tyler GIS (53)$26,500.00 0 $0.00 $0.00 $26,500.00 $0.00
Sub-Total:$843,231.00 $420,000.00 $143,900.00 $1,407,131.00 $0.00
Less Discount:$314,179.00 $0.00 $44,450.00 $358,629.00 $0.00
TOTAL:$529,052.00 2400 $420,000.00 $99,450.00 $1,048,502.00 $0.00
2019-94915-4 - RFP ERP Munis SaaS / Tyler Hosted (Updated 11/3/2020) CONFIDENTIAL 3 of 11
DocuSign Envelope ID: F9FF42B8-22AB-4FD1-BB1C-E78A03898467
Other Services
Description Quantity Unit Price Unit Discount Extended Price
EnerGov Business Management Forms Library (6 Forms) 1 $6,375.00 $0.00 $6,375.00
EnerGov Community Development Forms Library (5 Forms) 1 $5,100.00 $0.00 $5,100.00
Post Implementation Evaluation Report (PIER 10 Days Per Phase) 240 $175.00 $0.00 $42,000.00
Financials End User Training 80 $175.00 $0.00 $14,000.00
HR Payroll End User Training 80 $175.00 $0.00 $14,000.00
EnerGov Community Development and EnerGov Business License Suite-
End User Training
128 $175.00 $0.00 $22,400.00
Project Management 364 $175.00 $0.00 $63,700.00
Tyler ReadyForms Processing Configuration 1 $2,000.00 $0.00 $2,000.00
VPN Device 1 $4,000.00 $0.00 $4,000.00
TOTAL: $173,575.00
3rd Party Hardware, Software and Services
Description Quantity Unit Price Unit Discount Total Price Unit Maintenance Unit Maintenance
Discount
Total Year One
Maintenance
Cash Drawer 4 $260.00 $0.00 $1,040.00 $0.00 $0.00 $0.00
Hand Held Scanner - Model 1950GSR 4 $450.00 $0.00 $1,800.00 $0.00 $0.00 $0.00
Hand Held Scanner Stand 4 $30.00 $0.00 $120.00 $0.00 $0.00 $0.00
ID Tech MiniMag USB Reader 4 $62.00 $0.00 $248.00 $0.00 $0.00 $0.00
Printer (TM-S9000)4 $1,623.00 $0.00 $6,492.00 $0.00 $0.00 $0.00
Tyler Secure Signature System with 2
Keys
1 $1,650.00 $0.00 $1,650.00 $0.00 $0.00 $0.00
3rd Party Hardware Sub-Total: $0.00 $11,350.00 $0.00
TOTAL: $11,350.00 $0.00
Summary One Time Fees Recurring Fees
Total Tyler Software $529,052.00 $0.00
Total SaaS $0.00 $238,326.00
Total Tyler Services $693,025.00 $0.00
Total 3rd Party Hardware, Software and
Services
$11,350.00 $0.00
Summary Total $1,233,427.00 $238,326.00
Contract Total $2,901,709.00
2019-94915-4 - RFP ERP Munis SaaS / Tyler Hosted (Updated 11/3/2020) CONFIDENTIAL 4 of 11
DocuSign Envelope ID: F9FF42B8-22AB-4FD1-BB1C-E78A03898467
Summary One Time Fees Recurring Fees
(Excluding Estimated Travel Expenses)
Estimated Travel Expenses $171,250.00
2019-94915-4 - RFP ERP Munis SaaS / Tyler Hosted (Updated 11/3/2020) CONFIDENTIAL 5 of 11
DocuSign Envelope ID: F9FF42B8-22AB-4FD1-BB1C-E78A03898467
Detailed Breakdown of Conversions (included in Contract Total)
Description Unit Price Unit Discount Extended Price
Accounting Standard COA $2,000.00 $1,000.00 $1,000.00
Accounts Payable - Checks up to 5 years $3,500.00 $1,750.00 $1,750.00
Accounts Payable - Invoice up to 5 years $5,000.00 $2,500.00 $2,500.00
Accounts Payable Standard Master $1,800.00 $900.00 $900.00
Capital Assets Std Master $3,500.00 $1,750.00 $1,750.00
Contracts $5,000.00 $2,500.00 $2,500.00
EnerGov Business Management - Conversion $11,750.00 $5,875.00 $5,875.00
EnerGov Community Development - Conversion $21,150.00 $10,575.00 $10,575.00
General Billing - Bills up to 5 years $4,500.00 $2,250.00 $2,250.00
General Billing - Recurring Invoices $3,500.00 $1,750.00 $1,750.00
General Billing Std CID $1,800.00 $900.00 $900.00
Human Resources - Certifications $1,400.00 $700.00 $700.00
Human Resources - Education $1,400.00 $700.00 $700.00
Human Resources - PM Action History up to 5 years $1,400.00 $700.00 $700.00
Human Resources - Position Control $1,400.00 $700.00 $700.00
GL Full Transaction History Detail (10 Years) $55,000.00 $0.00 $55,000.00
Payroll - Accrual Balances $1,500.00 $750.00 $750.00
Payroll - Accumulators up to 5 years $1,400.00 $700.00 $700.00
Payroll - Check History up to 5 years $1,200.00 $600.00 $600.00
Payroll - Deductions $1,800.00 $900.00 $900.00
Payroll - Earning/Deduction Hist up to 5 years $2,500.00 $1,250.00 $1,250.00
Payroll - Standard $2,000.00 $1,000.00 $1,000.00
Payroll - State Retirement Tables $1,400.00 $700.00 $700.00
Project Grant Accounting - Actuals up to 3 years $1,500.00 $750.00 $750.00
Project Grant Accounting - Budgets up to 3 years $1,500.00 $750.00 $750.00
Project Grant Accounting Standard $2,000.00 $1,000.00 $1,000.00
Purchasing - Purchase Orders - Standard Open PO's only $3,000.00 $1,500.00 $1,500.00
TOTAL: $99,450.00
2019-94915-4 - RFP ERP Munis SaaS / Tyler Hosted (Updated 11/3/2020) CONFIDENTIAL 6 of 11
DocuSign Envelope ID: F9FF42B8-22AB-4FD1-BB1C-E78A03898467
Optional SaaS
Description Annual Fee Annual Fee
Discount
Annual Fee Net # Years Total SaaS Fee Impl. Hours
Additional:
Citizen Self Service $0.00 $0.00 $3,429.00 7.0 $24,003.00 0
Socrata Open Finance $21,000.00 $3,780.00 $17,220.00 7.0 $120,540.00 0
Tyler Detect $30,000.00 $0.00 $30,000.00 7.0 $210,000.00 0
TOTAL:$54,429.00 $3,780.00 $50,649.00 $354,543.00 0
Optional Tyler Software & Related Services
Description License Impl. Hours Impl. Cost Data Conversion Module Total Year One Maintenance
Financials:
Employee Expense Reimbursement $9,263.00 48 $8,400.00 $0.00 $17,663.00 $0.00
Productivity:
Citizen Self Service $19,055.00 60 $10,500.00 $0.00 $29,555.00 $0.00
Additional:
EnerGov iG Workforce Apps $56,376.00 16 $2,800.00 $0.00 $59,176.00 $0.00
Tyler GIS - Site License $35,094.00 0 $0.00 $0.00 $35,094.00 $0.00
TOTAL:$119,788.00 124 $21,700.00 $0.00 $141,488.00 $0.00
Optional Other Services
Description Quantity Unit Price Discount Extended Price
Install Fee - Socrata Open Finance 1 $5,600.00 $0.00 $5,600.00
Install Fee - Tyler Detect 1 $1,000.00 $0.00 $1,000.00
Source Code Escrow 1 $1,500.00 $0.00 $1,500.00
TOTAL: $8,100.00
Optional 3rd Party Hardware, Software and Services
Description Quantity Unit Price Unit Discount Total Price Unit Maintenance Unit Maintenance
Discount
Total Year One
Maintenance
2019-94915-4 - RFP ERP Munis SaaS / Tyler Hosted (Updated 11/3/2020) CONFIDENTIAL 7 of 11
DocuSign Envelope ID: F9FF42B8-22AB-4FD1-BB1C-E78A03898467
Pattern Stream Automated Document
System
1 $25,000.00 $0.00 $25,000.00 $5,000.00 $0.00 $5,000.00
Pattern Stream Automated Document
System - Implementation
48 $175.00 $0.00 $8,400.00 $0.00 $0.00 $0.00
3rd Party Software Sub-Total: $0.00 $25,000.00 $0.00 $5,000.00
3rd Party Services Sub-Total: $0.00 $8,400.00 $0.00
TOTAL: $33,400.00 $5,000.00
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
Tyler Discount Detail
Description License License Discount License Net Maintenance
Basis
Year One Maint
Discount
Year One Maint
Net
Financials:
Accounting/GL $82,755.00 $82,755.00 $0.00 $0.00 $0.00 $0.00
Accounts Payable $23,770.00 $23,770.00 $0.00 $0.00 $0.00 $0.00
Budgeting $23,770.00 $23,770.00 $0.00 $0.00 $0.00 $0.00
Capital Assets $21,744.00 $21,744.00 $0.00 $0.00 $0.00 $0.00
Cash Management $16,299.00 $0.00 $16,299.00 $0.00 $0.00 $0.00
Contract Management $10,037.00 $10,037.00 $0.00 $0.00 $0.00 $0.00
Project & Grant Accounting $16,871.00 $16,871.00 $0.00 $0.00 $0.00 $0.00
Purchasing $37,987.00 $37,987.00 $0.00 $0.00 $0.00 $0.00
Payroll/HR:
ExecuTime Time & Attendance $13,420.00 $0.00 $13,420.00 $0.00 $0.00 $0.00
ExecuTime Time & Attendance Mobile Access $5,585.00 $0.00 $5,585.00 $0.00 $0.00 $0.00
Human Resources & Talent Management $8,906.00 $8,906.00 $0.00 $0.00 $0.00 $0.00
Payroll w/ESS $10,828.00 $10,828.00 $0.00 $0.00 $0.00 $0.00
Risk Management $2,175.00 $0.00 $2,175.00 $0.00 $0.00 $0.00
Revenue:
Accounts Receivable $19,055.00 $19,055.00 $0.00 $0.00 $0.00 $0.00
General Billing $11,207.00 $11,207.00 $0.00 $0.00 $0.00 $0.00
2019-94915-4 - RFP ERP Munis SaaS / Tyler Hosted (Updated 11/3/2020) CONFIDENTIAL 8 of 11
DocuSign Envelope ID: F9FF42B8-22AB-4FD1-BB1C-E78A03898467
Tyler Discount Detail
Description License License Discount License Net Maintenance
Basis
Year One Maint
Discount
Year One Maint
Net
Tyler Cashiering $31,405.00 $31,405.00 $0.00 $0.00 $0.00 $0.00
Productivity:
eProcurement $15,678.00 $0.00 $15,678.00 $0.00 $0.00 $0.00
Munis Analytics & Reporting $32,530.00 $0.00 $32,530.00 $0.00 $0.00 $0.00
Tyler Content Manager SE Upgrade $14,858.00 $0.00 $14,858.00 $0.00 $0.00 $0.00
Tyler ReadyForms Processing (including
Common Form Set)
$15,000.00 $0.00 $15,000.00 $0.00 $0.00 $0.00
Additional:
CAFR Statement Builder $15,844.00 $15,844.00 $0.00 $0.00 $0.00 $0.00
EnerGovAdv Server Extensions Bundle $16,000.00 $0.00 $16,000.00 $0.00 $0.00 $0.00
EnerGov Business Management Suite (24)$72,000.00 $0.00 $72,000.00 $0.00 $0.00 $0.00
EnerGov Citizen Self Service - Business
Management
$20,454.00 $0.00 $20,454.00 $0.00 $0.00 $0.00
EnerGov Citizen Self Service - Community
Development
$20,454.00 $0.00 $20,454.00 $0.00 $0.00 $0.00
EnerGov Community Development Suite (50)$150,000.00 $0.00 $150,000.00 $0.00 $0.00 $0.00
EnerGov e-Reviews $34,588.00 $0.00 $34,588.00 $0.00 $0.00 $0.00
EnerGov iG Workforce Apps (22)$22,000.00 $0.00 $22,000.00 $0.00 $0.00 $0.00
EnerGov Report Toolkit $5,000.00 $0.00 $5,000.00 $0.00 $0.00 $0.00
EnerGov View Only License (46)$32,154.00 $0.00 $32,154.00 $0.00 $0.00 $0.00
Tyler 311/Incident Management $14,357.00 $0.00 $14,357.00 $0.00 $0.00 $0.00
Tyler GIS (53)$26,500.00 $0.00 $26,500.00 $0.00 $0.00 $0.00
TOTAL:$843,231.00 $314,179.00 $529,052.00 $0.00 $0.00 $0.00
2019-94915-4 - RFP ERP Munis SaaS / Tyler Hosted (Updated 11/3/2020) CONFIDENTIAL 9 of 11
DocuSign Envelope ID: F9FF42B8-22AB-4FD1-BB1C-E78A03898467
Comments
Tyler recommends the use of a 128-bit SSL Security Certificate for any Internet Web Applications, such as the Munis Web Client and the MUNIS Self Service applications if
hosted by the Client. This certificate is required to encrypt the highly sensitive payroll and financial information as it travels across the public internet. There are various vendors
who sell SSL Certificates, with all ranges of prices.
Conversion prices are based on a single occurrence of the database. If additional databases need to be converted, these will need to be quoted.
Tyler's quote contains estimates of the amount of services needed, based on our preliminary understanding of the size and scope of your project. The actual amount of services
depends on such factors as your level of involvement in the project and the speed of knowledge transfer.
Unless otherwise noted, prices submitted in the quote do not include travel expenses incurred in accordance with Tyler's then-current Business Travel Policy.
Tyler's prices do not include applicable local, city or federal sales, use excise, personal property or other similar taxes or duties, which you are responsible for determining and
remitting. Installations are completed remotely, but can be done onsite upon request at an additional cost.
In the event Client cancels services less than two (2) weeks in advance, Client is liable to Tyler for (i) all non-refundable expenses incurred by Tyler on Client's behalf; and (ii)
daily fees associated with the cancelled services if Tyler is unable to re-assign its personnel.
Implementation hours are scheduled and delivered in four (4) or eight (8) hour increments.
Tyler provides onsite training for a maximum of 12 people per class. In the event that more than 12 users wish to participate in a training class or more than one occurrence of a
class is needed, Tyler will either provide additional days at then-current rates for training or Tyler will utilize a Train-the-Trainer approach whereby the client designated attendees
of the initial training can thereafter train the remaining users.
The Tyler Software Product Tyler ReadyForms Processing must be used in conjunction with a Hewlett Packard printer supported by Tyler for printing checks.
Any forms included in this quote are based on the standard form templates provided. Custom forms, additional forms and any custom programming are subject to additional fees
not included in this quote. The additional fees would be quoted at the time of request, generally during the implementation of the forms. Please note that the form solution
provided requires the use of approved printers. You may contact Tyler's support team for the most current list of approved printers.
Payroll library includes: 1 PR check, 1 direct deposit, 1 vendor from payroll check, 1 vendor from payroll direct deposit, W2, W2c, ACA 1095B, ACA 1095C and 1099 R.
General Billing library includes: 1 invoice, 1 statement, 1 general billing receipt and 1 miscellaneous receipt.
Includes digitizing two signatures, additional charges will apply for additional signatures.
Project Management includes project planning, kickoff meeting, status calls, task monitoring, verification and transition to support.
Personnel Actions Forms Library includes: 1 Personnel Action form - New and 1 Personnel Action Form - Change.
Tyler's pricing is based on the scope of proposed products and services being obtained from Tyler. Should portions of the scope of products or services be removed by the Client,
Tyler reserves the right to adjust prices for the remaining scope accordingly.
2019-94915-4 - RFP ERP Munis SaaS / Tyler Hosted (Updated 11/3/2020) CONFIDENTIAL 10 of 11
DocuSign Envelope ID: F9FF42B8-22AB-4FD1-BB1C-E78A03898467
Comments
Financial library includes: 1 A/P check, 1 EFT/ACH, 1 Purchase order, 1099M, 1099INT, 1099S, and 1099G.
The Munis SaaS fees are based on 100 concurrent users. Should the number of concurrent users be exceeded, Tyler reserves the right to re-negotiate the SaaS fees based upon any
resulting changes in the pricing categories.
In the event a self-hosted customer opts to enroll as a beneficiary under Tyler's source code escrow agreement, Tyler will provide the paperwork required for enrollment. That self-
hosted customer will be billed, on an annual basis, directly by Tyler's escrow agent, and all such fees must be paid directly to that escrow agent. Rates for subsequent years are
subject to change at the discretion of Tyler's escrow agent.
EnerGov 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
Business Management Forms Library Includes: 1 Licensing - Business License, 1 Licensing - Business License Renewal, 1 Licensing - Business License Delinquent, 1 Licensing
- Profession License, 1 Licensing - Profession License Renewal, 1 Licensing --Profession License Delinquent.
Community Development Forms Library Includes: 1 Permits - Building, 1 Permits - Trade, 1 Planning - Certificate, 1 Permits - Occupancy/Completion, 1 Code - Violation
Notice.
Development modifications, interfaces and services, where applicable, shall be invoiced to the client in the following manner: 50% of total upon authorized signature to proceed
on program specifications and the remaining 50% of total upon delivery of modifications, interface and services.
EnerGov Business Management: Tyler leads and owns the configuration of 3 unique business transactions, 3 template business transactions, 2 geo-rules and 2 automation events.
Configuration elements beyond this will be owned by the client.
EnerGov Community Development: Tyler leads and owns the configuration of 8 unique business transactions, 8 template business transactions, 4 geo-rules and 4 automation
events. Configuration elements beyond this will be owned by the client.
As a new Tyler client, you are entitled to a 30-day trial of the Tyler Detect cybersecurity service. Please reference https://www.tylertech.com/services/tyler-detect for more
information on the service and contact CybersecuritySales@tylertech.com to initiate the trial.
2019-94915-4 - RFP ERP Munis SaaS / Tyler Hosted (Updated 11/3/2020) CONFIDENTIAL 11 of 11
DocuSign Envelope ID: F9FF42B8-22AB-4FD1-BB1C-E78A03898467
Exhibit A
Schedule 1
1
Schedule 1
“Migration Modules”
Eden Migration Modules:
GL/AP/PG
Licensing
Parcel Manager
Project Accounting
Tyler Output Processing
EAGLE - Content Manager LE
"Tyler Payments - Hosting Fee"
Tyler Cashiering
Position Budgeting
Human Resources Support Web
State Package Support
Advanced Budgeting Support
Accounts Receivable
BMI Asset Tracking Interface
Permits Mobile Devices Support Fee (12)
Payroll Support
Licensing Support Web
Permits & Inspections Support Web
Human Resources
Permits & Inspections
GASBE
Fixed Assets
Contract Management
Forms Support
CORE Cashiering Support - 4 Stations
Data Dictionaries/Reports Views Support
DocuSign Envelope ID: F9FF42B8-22AB-4FD1-BB1C-E78A03898467
Exhibit B
1
Exhibit B
Invoicing and Payment Policy
We will provide you with the software and services set forth in the Investment Summary of the
Agreement. Capitalized terms not otherwise defined will have the meaning assigned to such terms in
the Agreement.
Invoicing: We will invoice you for the applicable software and services in the Investment Summary as
set forth below. Your rights to dispute any invoice are set forth in the Agreement.
1. SaaS Fees. Your SaaS fees for the initial term shall be invoiced as follows:
Year 1 SaaS Fees: $150,000.00 due on the first day of the first month following the
Effective Date (“SaaS Invoice Date”).
Year 2 SaaS Fees: $195,000.00 due on the first anniversary of the SaaS Invoice Date.
Year 3 SaaS Fees: $238,326.00 due on the second anniversary of the SaaS Invoice Date.
Year 4 SaaS Fees: At our then-current rates, not to exceed a three (3) percent increase
over Year 3 SaaS Fees, due on the third anniversary of the SaaS Invoice
Date.
Year 5 SaaS Fees: At our then-current rates, not to exceed a three (3) percent increase
over Year 4 SaaS Fees, due on the fourth anniversary of the SaaS Invoice
Date.
Year 6 SaaS Fees: At our then-current rates, not to exceed a five (5) percent increase over
Year 5 SaaS Fees, due on the fifth anniversary of the SaaS Invoice Date.
Year 7 SaaS Fees: At our then-current rates, not to exceed a five (5) percent increase over
Year 6 SaaS Fees, due on the sixth anniversary of the SaaS Invoice Date.
2. License Fees. License fees are invoiced 100% on the date when we make the applicable Tyler
Software available to you for downloading (the “Available Download Date”).
3. Other Tyler Software and Services.
3.1 VPN Device: The fee for the VPN device will be invoiced upon installation of the VPN.
3.2 Implementation and Other Professional Services (including training): Implementation and
other professional services (including training) are billed and invoiced as delivered, at the
rates set forth in the Investment Summary.
3.3 Consulting Services: If you have purchased any Business Process Consulting services, if they
have been quoted as fixed-fee services, they will be invoiced 50% upon your acceptance of
DocuSign Envelope ID: F9FF42B8-22AB-4FD1-BB1C-E78A03898467
Exhibit B
2
the Best Practice Recommendations, by module, and 50% upon your acceptance of custom
desktop procedures, by module. If you have purchased any Business Process Consulting
services and they are quoted as an estimate, then we will bill you the actual services
delivered on a time and materials basis.
3.4 Conversions: 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, we will bill you the actual services delivered on a time and materials basis.
3.5 Requested Modifications to the Tyler Software: Requested modifications to the Tyler
Software are invoiced 50% upon delivery of specifications and 50% upon delivery of the
applicable modification. You must report any failure of the modification to conform to the
specifications within thirty (30) days of delivery; otherwise, the modification will be deemed
to be in compliance with the specifications after the 30-day window has passed. You may
still report Defects to us as set forth in this Agreement.
3.6 Other Fixed Price Services: Other fixed price services are invoiced as delivered, at the rates
set forth in the Investment Summary. For the avoidance of doubt, where “Project Planning
Services” are provided, payment will be due upon delivery of the Implementation Planning
document.
4. Third Party Products.
4.1 Third Party Software License Fees: License fees for Third Party Software, if any, are invoiced
when we make it available to you for downloading.
4.2 Third Party Software Maintenance: The first year maintenance for the Third Party Software
is invoiced when we make it available to you for downloading.
4.3 Third Party Hardware: Third Party Hardware costs, if any, are invoiced upon delivery.
4.4 Third Party Services: Fees for Third Party Services, if any, are invoiced as delivered, along
with applicable expenses, at the rates set forth in the Investment Summary.
5. Expenses. The service rates in the Investment Summary do not include travel expenses.
Expenses for Tyler delivered services will be billed as incurred and only in accordance with our
then-current Business Travel Policy. Our current Business Travel Policy is attached to this Exhibit
B at Schedule 1. Copies of receipts will be provided upon request; we reserve the right to
charge you an administrative fee depending on the extent of your requests. Receipts for
miscellaneous items less than twenty-five dollars and mileage logs are not available.
6. Credit for Prepaid Maintenance and Support Fees for Migration Modules. Client will receive a
credit for the maintenance and support fees prepaid for the Migration Modules for the time
period commencing with the first day of the SaaS Term. Migration Modules are listed at Exhibit
A, Schedule 1.
Payment. Payment for undisputed invoices is due within forty-five (45) days of the invoice date. We
DocuSign Envelope ID: F9FF42B8-22AB-4FD1-BB1C-E78A03898467
Exhibit B
3
prefer to receive payments electronically. Our electronic payment information is available by contacting
AR@tylertech.com.
DocuSign Envelope ID: F9FF42B8-22AB-4FD1-BB1C-E78A03898467
Exhibit B
Schedule 1
1
Exhibit B
Schedule 1
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.
DocuSign Envelope ID: F9FF42B8-22AB-4FD1-BB1C-E78A03898467
Exhibit B
Schedule 1
2
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 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.
DocuSign Envelope ID: F9FF42B8-22AB-4FD1-BB1C-E78A03898467
Exhibit B
Schedule 1
3
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.
Per diem for Alaska, Hawaii, U.S. protectorates and international destinations are provided
separately by the Department of State 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 Lunch and dinner
Depart after 12:00 noon
Return Day
Dinner
Return before 12:00 noon Breakfast
Return between 12:00 noon & 7:00 p.m. Breakfast and lunch
Return after 7:00 p.m.* 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.
DocuSign Envelope ID: F9FF42B8-22AB-4FD1-BB1C-E78A03898467
Exhibit B
Schedule 1
4
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 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.
DocuSign Envelope ID: F9FF42B8-22AB-4FD1-BB1C-E78A03898467
Exhibit C
1
Exhibit C
Service Level Agreement
I. Agreement Overview
This SLA operates in conjunction with, and does not supersede or replace any part of, the Agreement. It
outlines the information technology service levels that we will provide to you to ensure the availability of
the application services that you have requested us to provide. All other support services are documented
in the Support Call Process.
II. Definitions. Except as defined below, all defined terms have the meaning set forth in the
Agreement.
Attainment: The percentage of time the Tyler Software is available during a calendar quarter, with
percentages rounded to the nearest whole number.
Client Error Incident: Any service unavailability resulting from your applications, content or equipment, or
the acts or omissions of any of your service users or third-party providers over whom we exercise no
control.
Downtime: Those minutes during which the Tyler Software is not available for your use. Downtime does
not include those instances in which only a Defect is present.
Service Availability: The total number of minutes in a calendar quarter that the Tyler Software is capable
of receiving, processing, and responding to requests, excluding maintenance windows, Client Error
Incidents and Force Majeure.
III. Service Availability
The Service Availability of the Tyler Software is intended to be 24/7/365. We set Service Availability goals
and measures whether we have met those goals by tracking Attainment.
a. Your Responsibilities
Whenever you experience Downtime, you must make a support call according to the procedures outlined
in the Support Call Process. You will receive a support incident number.
You must document, in writing, all Downtime that you have experienced during a calendar quarter. You
must deliver such documentation to us within 30 days of a quarter’s end.
The documentation you provide must evidence the Downtime clearly and convincingly. It must include,
for example, the support incident number(s) and the date, time and duration of the Downtime(s).
b. Our Responsibilities
When our support team receives a call from you that Downtime has occurred or is occurring, we will work
with you to identify the cause of the Downtime (including whether it may be the result of a Client Error
Incident or Force Majeure). We will also work with you to resume normal operations.
DocuSign Envelope ID: F9FF42B8-22AB-4FD1-BB1C-E78A03898467
Exhibit C
2
Upon timely receipt of your Downtime report, we will compare that report to our own outage logs and
support tickets to confirm that Downtime for which we were responsible indeed occurred.
We will respond to your Downtime report within 30 day(s) of receipt. To the extent we have confirmed
Downtime for which we are responsible, we will provide you with the relief set forth below.
c. Client Relief
When a Service Availability goal is not met due to confirmed Downtime, we will provide you with relief
that corresponds to the percentage amount by which that goal was not achieved, as set forth in the Client
Relief Schedule below.
Notwithstanding the above, the total amount of all relief that would be due under this SLA per quarter
will not exceed 10% of one quarter of the then-current SaaS Fee. The total credits confirmed by us in one
or more quarters of a billing cycle will be applied to the SaaS Fee for the next billing cycle. Issuing of such
credit does not relieve us of our obligations under the Agreement to correct the problem which created
the service interruption.
Every quarter, we will compare confirmed Downtime to Service Availability. In the event actual
Attainment does not meet the targeted Attainment, the following Client relief will apply, on a quarterly
basis:
Targeted Attainment Actual Attainment Client Relief
100% 98-99% 2% credit of fee for affected calendar quarter
will be posted to next billing cycle.
100% 95-97% 6% credit of fee for affected calendar quarter
will be posted to next billing cycle
100% <95% 10% credit of fee for affected calendar
quarter will be posted to next billing cycle
You may request a report from us that documents the preceding quarter’s Service Availability, Downtime,
any remedial actions that have been/will be taken, and any credits that may be issued.
IV. Applicability
The commitments set forth in this SLA do not apply during maintenance windows, Client Error Incidents,
and Force Majeure.
We perform maintenance during limited windows that are historically known to be reliably low-traffic
times. If and when maintenance is predicted to occur during periods of higher traffic, we will provide
advance notice of those windows and will coordinate to the greatest extent possible with you.
V. Force Majeure
You will not hold us responsible for not meeting service levels outlined in this SLA to the extent any failure
to do so is caused by Force Majeure. In the event of Force Majeure, we will file with you a signed request
that said failure be excused. That writing will at least include the essential details and circumstances
supporting our request for relief pursuant to this Section. You will not unreasonably withhold its
acceptance of such a request.
DocuSign Envelope ID: F9FF42B8-22AB-4FD1-BB1C-E78A03898467
Exhibit C
Schedule 1
1
Exhibit C
Schedule 1
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
Support Availability
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 Day
Memorial Day Day after Thanksgiving
Independence Day Christmas Day
Labor Day
DocuSign Envelope ID: F9FF42B8-22AB-4FD1-BB1C-E78A03898467
Exhibit C
Schedule 1
2
Issue Handling
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.
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
1
Critical
Support incident that causes (a)
complete application failure or
application unavailability; (b)
application failure or unavailability in
one or more of the client’s remote
location; or (c) systemic loss of multiple
essential system functions.
Tyler shall provide an initial response to Priority Level 1
incidents within one (1) business hour of receipt of the
support incident. Tyler shall use commercially
reasonable efforts to resolve such support incidents or
provide a circumvention procedure within one (1)
business day. For non-hosted customers, Tyler’s
responsibility for lost or corrupted Data is limited to
assisting the client in restoring its last available database.
2
High
Support incident that causes (a)
repeated, consistent failure of essential
functionality affecting more than one
user or (b) loss or corruption of Data.
Tyler shall provide an initial response to Priority Level 2
incidents within four (4) business hours of receipt of the
support incident. Tyler shall use commercially
reasonable efforts to resolve such support 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.
3
Medium
Priority Level 1 incident with an existing
circumvention procedure, or a Priority
Level 2 incident that affects only one
user or for which there is an existing
circumvention procedure.
Tyler shall provide an initial response to Priority Level 3
incidents within one (1) business day of receipt of the
support incident. Tyler shall use commercially
reasonable efforts to resolve such support incidents
without the need for a 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.
DocuSign Envelope ID: F9FF42B8-22AB-4FD1-BB1C-E78A03898467
Exhibit C
Schedule 1
3
Priority
Level Characteristics of Support Incident Resolution Targets
4
Non-
critical
Support incident that causes failure of
non-essential functionality or a
cosmetic or other issue that does not
qualify as any other Priority Level.
Tyler shall provide an initial response to Priority Level 4
incidents within two (2) business days. Tyler shall use
commercially reasonable efforts to resolve such support
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.
DocuSign Envelope ID: F9FF42B8-22AB-4FD1-BB1C-E78A03898467
Exhibit D
1
Exhibit D
Third Party Terms
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Exhibit D
Schedule 1
1
Exhibit D
Schedule 1
DocOrigin End User License Agreement
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DocuSign Envelope ID: F9FF42B8-22AB-4FD1-BB1C-E78A03898467
Exhibit D
Schedule 1
2
DocuSign Envelope ID: F9FF42B8-22AB-4FD1-BB1C-E78A03898467
Exhibit D
Schedule 1
3
DocuSign Envelope ID: F9FF42B8-22AB-4FD1-BB1C-E78A03898467
Exhibit D
Schedule 1
4
DocuSign Envelope ID: F9FF42B8-22AB-4FD1-BB1C-E78A03898467
Exhibit D
Schedule 1
5
DocuSign Envelope ID: F9FF42B8-22AB-4FD1-BB1C-E78A03898467
Exhibit D
Schedule 1
6
DocuSign Envelope ID: F9FF42B8-22AB-4FD1-BB1C-E78A03898467
Exhibit D
Schedule 2
1
Exhibit D
Schedule 2
MyGovPay/VirtualPay and IVR
1. MyGovPay/VirtualPay Licensing. Access to MyGovPay and/or Virtual Pay is hereby granted if Customer
elects to use MyGovPay or VirtualPay, products of Tyler Technologies (Powered by Persolvent), designed for
Citizen Users to use for processing online payments.
(a) Special MyGovPay/VirtualPay Definitions.
“Merchant Agreement” means the agreement between Customer and Persolvent that provides for the
Merchant Fees.
“Merchant Fees” means direct costs levied by Visa/Mastercard/Discover or other payment card companies
for Interchange Fees, Dues, Assessments and Occurrence Fees, over which Tyler Technologies has no
authority.
“MyGovPay” means the Product of Tyler Technologies that allows members of the public to pay for
Customer’s services with a credit or other payment card on the Customer’s citizen-facing web portal.
“Persolvent” means Persolvent, formerly BankCard Services Worldwide, a Payment Card Industry (PCI)
compliant processing agent through which the EnerGov Software passes credit card transactions.
“Use Fees” means the Technology Fees, Authorization Fees and Program/Convenience Fees as listed in Use
Fees Table in Section 2, titled MyGovPay/VirtualPay.
“VirtualPay” means the Product of Tyler Technologies that allows the Customer to accept and process
citizen user’s credit or other payment card using the EnerGov Software.
(b) Conditions of Use. If customer elects to use MyGovPay and/or VirtualPay the following terms apply:
(1) Customer must apply for and agree to a Merchant Agreement with Persolvent.
(2) Customer agrees that Citizen Users will be subject to Use Fees as listed in Use Fees table in Section
2.
(3) Customer agrees that Use Fees are separate from and independent of Merchant Fees.
(4) Customer agrees that this Agreement does not represent any modification to Customer’s Merchant
Agreement with Persolvent.
(5) Customer agrees that Use Fees are for use on the MyGovPay/VirtualPay online system and will not
be deposited or owed to Customer in any way.
(6) Customer agrees that MyGovPay’s and VirtualPay’s ability to assess Use Fees is dictated by the Card
Associations whose rules may change at any time and for any reason. If MyGovPay and/or
VirtualPay, for any reason, are unable to process payments using Use Fees, Customer agrees that
MyGovPay/VirtualPay reserves the right to negotiate a new pricing model with Customer for the
continued use of MyGovPay and/or VirtualPay.
2. MyGovPay/VirtualPay Fees. Customer agrees that the Use Fees set forth on the following page will apply
if Customer elects to use MyGovPay/VirtualPay.
USE FEES TABLE FOLLOWS ON NEXT PAGE
DocuSign Envelope ID: F9FF42B8-22AB-4FD1-BB1C-E78A03898467
Exhibit D
Schedule 2
2
Use Fees
EnerGov’s MyGovPay (Online / card-not-present payments)**
MyGovPay (Online Payments) MyGovPay (Online
Payments)
Percentage Based Fee + Transaction Fee
Option 1:
Government Entity Paid 2.79% $0.20
Option 2:
Patron Paid 3.29% N/A
**ACH processing is available for a fee of $20 per month and $0.30 per transaction.
EnerGov’s VirtualPay (retail card present)
VirtualPay (Retail Payments) Virtual Pay (Retail Payments)
Percentage Based Fee + Transaction Fee
Option 1:
Government Entity Paid 2.59% $0.15
Option 2:
Patron Paid 2.99% N/A
Patron Paid fees will be communicated as "Service Fees" to the cardholder, at the time of transaction. In
the event that the average monthly transaction amount is below $30, Contractor reserves the right to
apply an additional $0.20 service fee above the quoted rates above.
3. Interactive Voice Response (“IVR”). If IVR is selected by Customer and included in the pricing, the
following additional terms and conditions shall apply of this Agreement:
(a) Network Security. Customer acknowledges that a third-party is used by Tyler Technologies to process
IVR Data. Customer’s content will pass through and be stored on the third-party servers and will not be
segregated or in a separate physical location from servers on which other customers’ content is or will be
transmitted or stored.
(b) Content. Customer is responsible for the creation, editorial content, control, and all other aspects of
content to be used solely in conjunction with the EnerGov Software.
(c) Lawful Purposes. Customer shall not use the IVR system for any unlawful purpose.
(d) Critical Application. Customer will not use the IVR system for any life-support application or other
critical application where failure or potential failure of the IVR system can cause injury, harm, death, or
other grave problems, including, without limitation, loss of aircraft control, hospital life-support system, and
delays in getting medicate care or other emergency services.
(e) No Harmful Code. Customer represents and warrants that no content designed to delete, disable,
deactivate, interfere with or otherwise harm any aspect of the IVR system now or in the future, shall be
knowingly transmitted by Customer or Users.
(f) IVR WARRANTY. Except as expressly set forth in this Agreement, TYLER TECHNOLOGIES MAKES NO
REPRESENTATION AND EXTENDS NO WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING
WARRANTIES OF TITLE, NON-INFRINGEMENT, MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE
FOR IVR.
DocuSign Envelope ID: F9FF42B8-22AB-4FD1-BB1C-E78A03898467
Exhibit E
1
Exhibit E
Statement of Work
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DocuSign Envelope ID: F9FF42B8-22AB-4FD1-BB1C-E78A03898467
City of Dublin
SOW from Tyler Technologies, Inc.
9/2/2020
Presented to:
Lisa Hisatomi
100 Civic Plaza
Dublin, CA 94568
Contact:
Andy Breeden
Email: Andy.Breeden@TylerTech.com
840 W Long Lake Rd., Troy, MI 48098
DocuSign Envelope ID: F9FF42B8-22AB-4FD1-BB1C-E78A03898467
City of Dublin
Tyler Technologies, Inc. Page | i
Table of Contents
PART 1: EXECUTIVE SUMMARY ............................................................................................................... 1
Project Overview ............................................................................................................................. 1
Introduction ........................................................................................................................................ 1
Project Goals ....................................................................................................................................... 1
Methodology ....................................................................................................................................... 1
PART 2: PROJECT FOUNDATION ............................................................................................................. 3
Project Governance ......................................................................................................................... 3
Project Scope Control ...................................................................................................................... 4
Managing Scope and Project Change ................................................................................................. 4
Change Control ................................................................................................................................... 4
Change Request Management ............................................................................................................ 4
Acceptance Process ......................................................................................................................... 6
Roles and Responsibilities ................................................................................................................ 6
Tyler Roles & Responsibilities ............................................................................................................. 6
Tyler Executive Sponsor .............................................................................................................. 7
Tyler Implementation Manager .................................................................................................. 7
Tyler Project Manager ................................................................................................................. 7
Tyler Implementation Consultant ............................................................................................... 8
Tyler Sales ................................................................................................................................... 8
Tyler Technical Services .............................................................................................................. 8
City Roles & Responsibilities ............................................................................................................... 9
City Executive Sponsor ................................................................................................................ 9
City Steering Committee ............................................................................................................. 9
City Project Manager ................................................................................................................ 10
City Functional Leads ................................................................................................................ 11
City Power Users ....................................................................................................................... 12
City End Users ........................................................................................................................... 12
City Technical Lead .................................................................................................................... 12
City Change Management Lead ................................................................................................ 13
PART 3: PROJECT PLAN ........................................................................................................................... 14
Project Stages ................................................................................................................................. 14
Initiate and Plan ................................................................................................................................ 16
Initial Coordination ................................................................................................................... 16
Project/Phase Planning ............................................................................................................. 17
Infrastructure Planning ............................................................................................................. 18
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Stakeholder Meeting ................................................................................................................. 19
GIS Preparation ......................................................................................................................... 20
Control Point 1: Initiate & Plan Stage Acceptance .................................................................... 21
Assess & Define ................................................................................................................................. 22
Solution Orientation.................................................................................................................. 22
Current & Future State Analysis ................................................................................................ 23
Conversion Assessment ............................................................................................................ 24
Intentionally left blank. ............................................................................................................. 25
Control Point 2: Assess & Define Stage Acceptance ................................................................. 25
Prepare Solution ............................................................................................................................... 26
Initial System Deployment ........................................................................................................ 26
Configuration ............................................................................................................................ 27
Process Refinement .................................................................................................................. 28
Conversion Delivery .................................................................................................................. 29
Intentionally left blank. ............................................................................................................. 31
Control Point 3: Prepare Solution Stage Acceptance ................................................................ 31
Production Readiness ....................................................................................................................... 32
Solution Validation .................................................................................................................... 32
Go-Live Readiness ..................................................................................................................... 33
End User Training ...................................................................................................................... 34
Control Point 4: Production Readiness Stage Acceptance ........................................................ 35
Production ......................................................................................................................................... 35
Go-Live ...................................................................................................................................... 35
Transition to Client Services ...................................................................................................... 37
Post Go-Live Activities ............................................................................................................... 38
Post Implementation Review .................................................................................................... 39
Control Point 5: Production Stage Acceptance ......................................................................... 40
Close .................................................................................................................................................. 40
Phase Closeout .......................................................................................................................... 40
Project Closeout ........................................................................................................................ 41
Control Point 6: Close Stage Acceptance .................................................................................. 42
General Assumptions ...................................................................................................................... 43
Project ............................................................................................................................................... 43
Organizational Change Management ............................................................................................... 43
Resources and Scheduling ................................................................................................................ 43
Data ................................................................................................................................................... 44
Facilities............................................................................................................................................. 45
Glossary ......................................................................................................................................... 46
PART 4: APPENDICES ............................................................................................................................... 49
Conversion ..................................................................................................................................... 49
EnerGov Conversion Summary ......................................................................................................... 49
Community Development ......................................................................................................... 49
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Business Management .............................................................................................................. 49
Munis Conversion Summary ............................................................................................................. 50
Accounting COA ........................................................................................................................ 50
Accounting – GL Full Transaction History Detail (10 Years) ...................................................... 50
Accounts Payable Master .......................................................................................................... 50
Accounts Payable - Checks ........................................................................................................ 50
Accounts Payable - Invoices ...................................................................................................... 51
Capital Assets - History.............................................................................................................. 51
Contracts ................................................................................................................................... 51
General Billing CID ..................................................................................................................... 51
General Billing – Recurring Invoices .......................................................................................... 51
General Billing – Bills ................................................................................................................. 51
Payroll ....................................................................................................................................... 51
Payroll – Accrual Balances......................................................................................................... 51
Payroll – Accumulators ............................................................................................................. 51
Payroll – Check History ............................................................................................................. 52
Payroll – Certifications .............................................................................................................. 52
Payroll - Deductions .................................................................................................................. 52
Payroll – Earning/Deduction Hist. ............................................................................................. 52
Payroll – Education ................................................................................................................... 52
Payroll – PM Action History ...................................................................................................... 52
Payroll – Position Control .......................................................................................................... 52
Payroll – State Retirement Tables ............................................................................................. 52
Project Grant Accounting .......................................................................................................... 52
Project Grant Accounting - Actuals ........................................................................................... 53
Purchase Orders ........................................................................................................................ 53
Additional Appendices ................................................................................................................ 54
EnerGov Definitions .......................................................................................................................... 54
“Unique Business Transactions” ............................................................................................... 54
“Template Transactions” .......................................................................................................... 54
“Geo-Rules” ............................................................................................................................... 54
“Intelligent Objects (IO)” ........................................................................................................... 55
“Intelligent Automation Agents (IAA)” ..................................................................................... 55
“EnerGov SDK API (Toolkits)” .................................................................................................... 55
Intentionally left blank. ..................................................................................................................... 55
Project Timeline .......................................................................................................................... 56
ERP Project Timeline ......................................................................................................................... 56
Phases and Module Timeline ............................................................................................................ 56
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Part 1: Executive Summary
Project Overview
Introduction
Tyler Technologies (“Tyler”) is the largest and most established provider of integrated software and
technology services focused solely on the public sector. Tyler’s end-to-end solutions empower public sector
entities including local, state, provincial and federal government, to operate more efficiently and connect
more transparently with their constituents and with each other. By connecting data and processes across
disparate systems, Tyler’s solutions transform how clients gain actionable insights that solve problems in
their communities.
Project Goals
This Statement of Work (“SOW”) documents the methodology, implementation stages, activities, and roles
and responsibilities, and project scope listed in the Investment Summary of the Agreement between Tyler
and Client (collectively the “Project”).
The overall goals of the project are to:
Improve accessibility to meet external customer needs by creating more opportunities for
customers to complete transactions online, allowing the City to become a 24/7 City Hall
Streamline and improve business processes while reducing/eliminating the need for paper
transactions
Provide easy-to-access information to enhance transparency of the City’s data in exciting and user-
friendly formats
Allow the City to continue to maintain strong fiscal policies, by implementing the most current
Enterprise System, and providing robust and real time reporting
Methodology
This is accomplished by City and Tyler working as a partnership and Tyler utilizing its depth of
implementation experience. While each Project is unique, all will follow Tyler’s six-stage methodology. Each
of the six stages is comprised of multiple work packages, and each work package includes a narrative
description, objectives, tasks, inputs, outputs/deliverables, assumptions, and a responsibility matrix.
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 Client’s complexity and organizational needs.
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The methodology adapts to both single-phase and multiple-phase projects.
To achieve Project success, it is imperative that both City and Tyler commit to including the necessary
leadership and governance. During each stage of the Project, it is expected that City and Tyler Project teams
work collaboratively to complete tasks. An underlying principle of Tyler’s Implementation process is to
employ an iterative model where City’s business processes are assessed, configured, validated, and refined
cyclically in line with the project budget. This approach is used in multiple stages and work packages as
illustrated in the graphic below.
The delivery approach is systematic, which reduces variability and mitigates risks to ensure Project success.
As illustrated, some stages, along with work packages and tasks, are intended to be overlapping by nature to
efficiently and effectively complete the Project.
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Part 2: Project Foundation
Project Governance
Project governance is the management framework within which Project decisions are made. The role of
Project governance is to provide a decision-making approach that is logical, robust, and repeatable. This
allows organizations to have a structured approach for conducting its daily business in addition to project
related activities.
This section outlines the resources required to adequately meet 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 defines the structure for escalation of issues and
risks, Change Control review and authority, and Organizational Change Management activities. Throughout
the Statement of Work Tyler has provided RACI Matrices for activities to be completed throughout the
implementation which will further outline responsibilities of different roles in each stage. Further
refinement of the governance structure, related processes, and specific roles and responsibilities occurs
during the Initiate & Plan Stage.
The chart below illustrates an overall team perspective where Tyler and City collaborate to resolve Project
challenges according to defined escalation paths. In the event that project managers do not possess
authority to determine a solution, resolve an issue, or mitigate a risk, Tyler implementation management
and City Steering Committee become the escalation points to triage responses prior to escalation to 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. City and
Tyler executive sponsors serve as the final escalation point.
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Project Scope Control
Managing Scope and Project Change
Project Management governance principles contend that there are three connected constraints on a
Project: budget, timeline, and scope. These constraints, known as the ‘triple constraints’ or Project
management triangle, define budget in terms of financial cost, labor costs, and other resource costs. Scope
is defined as the work performed to deliver a product, service or result with the specified features and
functions, while time is simply defined as the schedule. The Triple Constraint theory states that if you
change one side of the triangle, the other two sides must be correspondingly adjusted. For example, if the
scope of the Project is increased, cost and time to complete will also need to increase. The Project and
executive teams will need to remain cognizant of these constraints when making impactful decisions to the
Project. A simple illustration of this triangle is included here, showing the connection of each item and their
relational impact to the overall Scope.
A pillar of any successful project is the ability to properly manage scope while allowing the appropriate level
of flexibility to incorporate approved changes. Scope and changes within the project will be managed using
the change control process outlined in the following section.
Change Control
It may become necessary to change the scope of this Project due to unforeseeable circumstances (e.g., new
constraints or opportunities are discovered). This Project is being undertaken with the understanding that
Project scope, schedule, and/or cost may need to change in order to produce optimal results for
stakeholders. Changes to contractual requirements will follow the change control process specified in the
final contract, and as described below.
Change Request Management
Should the need for a change to Project scope, schedule, and/or cost be identified during the Project, the
change will be brought to the attention of the Steering Committee and an assessment of the change will
occur. While such changes may result in additional costs and possible delays relative to the schedule, some
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changes may result in less cost to City; for example, City may decide it no longer needs a deliverable
originally defined in the Project. The Change Request will include the following information:
The nature of the change.
A good faith estimate of the additional cost or associated savings to City, if any.
The timetable for implementing the change.
The effect on and/or risk to the schedule, resource needs or resource responsibilities.
City will use its good faith efforts to either approve or disapprove any Change Request within fifteen (15)
Business Days (or other period as mutually agreeable between Tyler and City). Any changes to the Project
scope, budget, or timeline must be documented and approved in writing using a Change Request form.
These changes constitute a formal amendment to the Statement of Work and will supersede any conflicting
term in the Statement of Work.
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Acceptance Process
The implementation of a Project involves many decisions to be made throughout its lifecycle. Decisions will
vary from higher level strategy decisions to smaller, detailed Project level decisions. It is critical to the
success of the Project that each City office or department designates specific individuals for making
decisions on behalf of their offices or departments.
Both Tyler and the City will identify representative project managers. These individuals will represent the
interests of all stakeholders and serve as the primary contacts between the two organizations.
The coordination of gaining client feedback and approval on Project deliverables will be critical to the
success of the Project. The City project manager will strive to gain deliverable and decision approvals from
all authorized City representatives. Given that the designated decision-maker for each department may not
always be available, there must be a designated proxy for each decision point in the Project. Assignment of
each proxy will be the responsibility of the leadership from each City department. The proxies will be named
individuals that have the authorization to make decisions on behalf of their department.
The following process will be used for accepting Deliverables and Control Points:
The City shall have ten (10) business days from the date of delivery, or as otherwise mutually agreed
upon by the parties in writing, to accept each Deliverable or Control Point. If the City does not
provide acceptance or acknowledgement within ten (10) 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 ten (10) 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 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.
Roles and Responsibilities
The following defines the roles and responsibilities of each Project resource for City and Tyler. Roles and
responsibilities may not follow the organizational chart or position descriptions at City, but are roles defined
within the Project. It is common for individual resources on both the Tyler and client project teams to fill
multiple roles. Similarly, it is common for some roles to be filled by multiple people.
Tyler Roles & Responsibilities
Tyler assigns a project manager prior to the start of each Phase of the Project (some Projects may only be
one Phase in duration). Additional Tyler resources are assigned as the schedule develops and as needs arise.
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Tyler Executive Sponsor
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.
Provides clear direction for Tyler staff on executing on the Project Deliverables to align with
satisfying 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.
Acts as the counterpart to City ’s executive sponsor.
Tyler Implementation Manager
Tyler implementation management has indirect involvement with the Project and is part of the Tyler
escalation process. The Tyler project managers consult implementation management on issues and
outstanding decisions critical to the Project. Implementation management works toward a solution
with the Tyler Project Manager or with City management as appropriate. Tyler executive
management is the escalation point for any issues not resolved at this level.
Assigns Tyler Project personnel.
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.
Tyler Project Manager
The Tyler project manager(s) provides oversight of the Project, coordination of Tyler 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. As requested by the
client, the Tyler Project Manager provides regular updates to the client Steering Committee and
other Tyler governance members. Tyler Project Manager’s role includes responsibilities in the
following areas:
Contract Management
Validates contract compliance throughout the Project.
Ensures Deliverables meet contract requirements.
Acts as primary point of contact for all contract and invoicing questions.
Prepares and presents contract milestone sign-offs for acceptance by City project manager(s).
Coordinates Change Requests, if needed, to ensure proper Scope and budgetary compliance.
Planning
Delivers project planning documents.
Defines Project tasks and resource requirements.
Develops initial Project schedule and Project Management Plan.
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Collaborates with City project manager(s) to plan and schedule Project timelines to achieve on-time
implementation.
Implementation Management
Tightly manages Scope and budget of Project to ensure Scope changes and budget planned versus
actual are transparent and handled effectively and efficiently.
Establishes and manages a schedule and Tyler resources that properly support the Project Schedule
and are also in balance with Scope/budget.
Establishes risk/issue tracking/reporting process between City and Tyler and takes all necessary
steps to proactively mitigate these items or communicate with transparency to City any items that
may impact the outcomes of the Project.
Collaborates with 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.
Collaborates with City ’s project manager(s) to set a routine communication plan that will aide all
Project team members, of both City and Tyler, in understanding the goals, objectives, current
status, and health of the Project.
Resource Management
Acts as liaison between Project team and Tyler manager(s).
Identifies and coordinates all Tyler resources across all applications, Phases, and activities including
development, forms, installation, reports, implementation, and billing.
Provides direction and support to Project team.
Manages the appropriate assignment and timely completion of tasks as defined in the Project
Schedule, task list, and Go-Live Checklist.
Assesses team performance and adjusts as necessary.
Consulted on in Scope 3rd party providers to align activities with ongoing Project tasks.
Tyler Implementation Consultant
Completes tasks as assigned by the Tyler project manager(s).
Documents activities for services performed by Tyler.
Guides City through software validation process following configuration.
Assists during Go-Live process and provides support until City transitions to Client Services.
Facilitates training sessions and discussions with City and Tyler staff to ensure adequate discussion
of the appropriate agenda topics during the allotted time.
May provide conversion review and error resolution assistance.
Tyler Sales
Supports Sales to Implementation knowledge transfer during Initiate & Plan.
Provides historical information, as needed, throughout implementation.
Participates in pricing activities if additional licensing and/or services are needed.
Tyler Technical Services
Maintains Tyler infrastructure requirements and design document(s).
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Involved in system infrastructure planning/review(s).
Provides first installation of licensed software with initial database on servers.
Supports and assists the project team with technical/environmental issues/needs.
Deploys Tyler products.
Conducts GIS Planning.
Reviews GIS data and provides feedback to the client.
Loads client provided GIS data into the system.
City Roles & Responsibilities
City resources will be assigned prior to the start of each Phase of the Project. One person may be assigned
to multiple Project roles.
City Executive Sponsor
The City executive sponsor provides support to the Project by providing strategic direction and
communicating key issues about the Project and its 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
City.
Champions the project at the executive level to secure buy-in.
Authorizes required project resources.
Actively participates in organizational change communications.
City Steering Committee
The City steering committee understands and supports the cultural change necessary for the Project and
fosters an appreciation for the Project’s value throughout the organization. The steering committee
oversees the City project manager and Project as a whole 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 serves as primary level of issue resolution for the
Project.
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.
Ensures the project staffed appropriately and that 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
o Schedule
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o Project Goals
o City Policies
o Needs of other client projects
City Project Manager
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. City Project Manager should
communicate decisions and commitments to the Tyler project manager(s) in a timely and efficient manner.
When City project manager(s) do not have the knowledge or authority to make decisions, he or she engages
the necessary resources to participate in discussions and make decisions in a timely fashion to avoid Project
delays. The client project manager(s) are responsible for reporting to client steering committee and
determining appropriate escalation points.
Contract Management
Validates contract compliance throughout the project.
Ensures that invoicing and Deliverables meet contract requirements.
Acts as primary point of contact for all contract and invoicing questions. Collaborates on and
approves Change Requests, if needed, to ensure proper scope and budgetary compliance.
Planning
Reviews and accepts project planning documents.
Defines project tasks and resource requirements for City project team.
Collaborates in the development and approval of the project schedule.
Collaborates with Tyler project manager(s) to plan and schedule project timelines to achieve on-
time implementation.
Implementation Management
Tightly manages project budget and scope.
Collaborates with Tyler project manager(s) to establish a process and approval matrix to ensure that
scope changes and budget (planned versus actual) are transparent and handled effectively and
efficiently.
Collaborates with Tyler project manager to establish and manage a schedule and resource plan that
properly supports the project schedule as a whole and is also in balance with scope and budget.
Collaborates with Tyler project manager(s) to establish risk and issue tracking and reporting process
between City and Tyler and takes all necessary steps to proactively mitigate these items or
communicate with transparency to Tyler any items that may impact the outcomes of the project.
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.
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.
Manages the requirements gathering process and ensure timely and quality business requirements
are being provided to Tyler.
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Resource Management
Acts as liaison between project team and stakeholders.
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.
Provides direction and support to project team.
Builds partnerships among the various stakeholders, negotiating authority to move the project
forward.
Manages the appropriate assignment and timely completion of tasks as defined.
Assesses team performance and takes corrective action, if needed.
Provides guidance to City technical teams to ensure appropriate response and collaboration with
Tyler Technical Support Teams in order to ensure timely response and appropriate resolution.
Owns the relationship with in-Scope 3rd party providers and aligns activities with ongoing project
tasks.
Ensures that users have appropriate access to Tyler project toolsets such as Tyler University, Tyler
Knowledgebase and SharePoint.
Conducts training on proper use of toolsets.
Validates completion of required assignments using toolsets.
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.
Contributes business process expertise for Current & Future State Analysis.
Identifies and includes additional subject matter experts to participate in Current & Future State
Analysis.
Validates that necessary skills have been retained by end users.
Provides End Users with dedicated time to complete required homework tasks.
Acts as an ambassador/champion of change for the new process and provide business process
change support.
Identifies and communicates any additional training needs or scheduling conflicts to City project
manager.
Actively participates in all aspects of the implementation, including, but not limited to, the following
key activities:
o Task completion
o Stakeholder Meeting
o Project 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 Data analysis assistance
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o Decentralized end user training
o Process testing
o Solution Validation
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 Analysis sessions as needed.
Attend all scheduled training sessions.
Participate in all required post-training processes as needed throughout project.
Test all application configuration to ensure it satisfies business process requirements.
Become application experts.
Participate in Solution Validation.
Adopt and support changed procedures.
Complete all deliverables by the due dates defined in the project schedule.
Demonstrate competency with Tyler products processing prior to Go-live.
Provide knowledge transfer to City staff during and after implementation.
Participate in conversion review and validation.
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 schedule.
Utilize software to perform job functions at and beyond Go-live.
City Technical Lead
Coordinates updates and releases with Tyler as needed.
Coordinates the copying of source databases to training/testing databases as needed for training
days.
Coordinates and adds new users, printers and other peripherals as needed.
Validates that all users understand log-on process and have necessary permission for all training
sessions.
Coordinates interface development for City third party interfaces.
Develops or assists in creating reports as needed.
Ensures on-site system meets specifications provided by Tyler.
Assists with software installation as needed.
Extracts and transmits conversion data and control reports from City’s legacy system per the
conversion schedule set forth in the project schedule.
City GIS
Participates in GIS planning activities.
Responsible for management and maintenance of City GIS infrastructure and data.
Ensures GIS data/service endpoints are in alignment with Tyler software requirements.
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Provides Tyler implementation team with GIS data/service access information.
City Upgrade Coordination
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 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.
Obtains department stakeholder acceptance to upgrade production environment.
City Change Management Lead
Validates that 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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Part 3: Project Plan
Project Stages
Work Breakdown Structure
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 Schedule, developed during Project/Phase Planning and
finalized during subsequent stages, lists 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 has been
accepted by City.
*Items noted with an asterisk in the graphic above relate to specific products and services. If those products and services are not included in the scope
of the contract, these specific work packages will be noted as “Intentionally Left Blank” in Section 6 of the Statement of Work.
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Initiate and Plan
The Initiate and Plan stage involves Project initiation, infrastructure, and planning. This stage creates a
foundation for the Project by identifying and establishing sequence and timing for each Phase as well as
verifying scope for the Project. This stage will be conducted at the onset of the Project, with a few unique
items being repeated for the additional Phases as needed.
Initial Coordination
Prior to Project commencement, Tyler management assigns project manager(s). Additional Project
resources will be assigned later in the Project as a Project schedule is developed. Tyler provides City with
initial Project documents used to gather names of key personnel, their functional role as it pertains to the
Project, as well as any blackout dates to consider for future planning. City gathers the information requested
by the provided deadline ensuring preliminary planning and scheduling can be conducted moving the
Project 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
City’s team. During this step, Tyler will work with City to establish the date(s) for the Project and Phase
Planning session.
Objectives:
Formally launch the project.
Establish project governance.
Define and communicate governance for Tyler.
Identify client project team.
STAGE 1 Initial Coordination
Tyler Client
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed Executive Manager Implementation Manager Project Manager Implementation Consultant Data Experts Modification Services Technical Services Client Services Executive Sponsor Steering Committee Project Manager Functional Leads Change Management Leads Subject Matter Experts (SMEs) Department Heads End Users Technical Leads Tyler project team is assigned A R C I I I I I I
Client project team is assigned A I R I I I
Provide initial project
documents to City A R C C I I
Gather preliminary information
requested I A R C C C C
Sales to implementation
knowledge transfer A R I I I I I
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Create Project Portal to store
project artifacts and facilitate
communication
A R I
Inputs Contract documents
Statement of Work
Outputs/Deliverables Completed initial project documents
Project portal
Work package assumptions:
Project activities begin after the agreement has been fully executed.
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 (if applicable), and discuss
implementation timeframes.
During this work package Tyler will work with City to coordinate and plan a formal Project planning
meeting(s). This meeting signifies the start of the Project and should be attended by all City Project team
members and the Tyler Project Manager. The meeting provides an opportunity for Tyler to introduce its
implementation methodology, terminology, and Project management best practices to City’s Project Team.
This will also present an opportunity for project managers and Project sponsors to begin to discuss Project
communication, metrics, status reporting and tools to be used to measure Project progress and manage
change.
Tyler will work with the City Project Team to prepare and deliver the Project Management Plan as an output
of the planning meeting. This plan will continue to evolve and grow as the Project progresses and will
describe how the project will be executed, monitored, and controlled.
During project planning, Tyler will introduce the tools that will be used throughout the implementation.
Tyler will familiarize the client with these tools during project planning and make them available for review
and maintenance as applicable throughout the project. Some examples are Solution validation plan, issue
log, and go-live checklist.
STAGE 1 Project/Phase Planning
Tyler Client
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RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed Executive Manager Implementation Manager Project Manager Implementation Consultant Data Experts Modification Services Technical Services Client Services Executive Sponsor Steering Committee Project Manager Functional Leads Change Management Leads Subject Matter Experts (SMEs) Department Heads End Users Technical Leads Schedule and
conduct planning
session(s)
A R I C C I
Develop Project
Management Plan A R I C C I
Develop initial
project schedule A R I I I I I I C C I I C I
Inputs Contract documents
Statement of Work
Guide to Starting Your Project
Outputs / Deliverables Acceptance Criteria [only] for Deliverables
Project Management Plan Delivery of document
Project Operational Plan Delivery of document
Initial Project Schedule City provides acceptance of schedule based
on resource availability, project budget, and
goals.
Work package assumptions:
City has reviewed and completed the Guide to Starting Your Project document.
Infrastructure Planning
Procuring required hardware and setting it up properly is a critical part of a successful implementation. This
task is especially important for Tyler-hosted/SaaS deployment models. Tyler will be responsible for building
the environments for a hosted/SaaS deployment, unless otherwise identified in the Agreement. Tyler will
install Licensed Software on application server(s). The City is responsible for the installation and setup of all
peripheral devices.
Objectives:
Ensure City’s infrastructure meets Tyler’s application requirements on Tyler hosted environment
Ensure City’s infrastructure is scheduled to be in place and available for use on time.
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City of Dublin
Tyler Technologies, Inc. Page | 19
STAGE 1 Infrastructure Planning
Tyler Client
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed Executive Manager Implementation Manager Project Manager Implementation Consultant Data Experts Modification Services Technical Services Client Services Executive Sponsor Steering Committee Project Manager Functional Leads Change Management Leads Subject Matter Experts (SME ) Department Heads End Users Technical Leads Provide Infrastructure
Requirements and
Design Document
A R C C I I
Initial Infrastructure
Meeting A R C C C C
*Schedule SaaS
Environment Availability A R C I
*Schedule Hardware to
be Available for
Installation
I I A R C
Schedule Installation of
All Licensed Software A R C I I
Infrastructure Audit A R C I C
Inputs 1. Initial Infrastructure Requirements and Design Document
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
1. Completed Infrastructure Requirements
and Design Document
Delivery of Document
2. Infrastructure Audit System Passes Audit Criteria
Work package assumptions:
City will maintain environment (or virtual environment) for On-Premise deployments.
Stakeholder Meeting
Communication of the Project planning outcomes to the City Project team, executives and other key
stakeholders is vital to Project success. The Stakeholder meeting is a strategic activity to inform, engage,
gain commitment, and instill confidence in the City team. During the meeting, the goals and objectives of
the Project will be reviewed along with detail on Project scope, implementation methodology, roles and
responsibilities, Project timeline and schedule, and keys to Project success.
Objectives:
Formally present and communicate the project activities and timeline.
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City of Dublin
Tyler Technologies, Inc. Page | 20
Communicate project expectations.
STAGE 1 Stakeholder Meeting
Tyler Client
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed Executive Manager Implementation Manager Project Manager Implementation Consultant Data Experts Modification Services Technical Services Client Services Executive Sponsor Steering Committee Project Manager Functional Leads Change Management Leads Subject Matter Experts (SMEs) Department Heads End Users Technical Leads Create Stakeholder
Meeting Presentation I A R I I I I C I
Review Stakeholder
Meeting Presentation I C A R C
Perform Stakeholder
Meeting Presentation I A R I I I I C I I I I I I
Inputs Agreement
SOW
Project Management Plan
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Stakeholder Meeting Presentation
Work package assumptions:
None
GIS Preparation
GIS data is a core part of many Tyler applications. Other City offices/products may also use this data and
have different GIS requirements. A key focus of this preparation will be the process for developing the GIS
data for use with Tyler applications. This can be an iterative process, so it is important to begin preparation
early.
Objectives:
Identify all City GIS data sources and formats.
Tyler to understand City’s GIS needs and practices.
Ensure City’s GIS data meets Tyler product requirements.
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City of Dublin
Tyler Technologies, Inc. Page | 21
STAGE 1 GIS Preparation
Tyler Client
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed Executive Manager Implementation Manager Project Manager Implementation Consultant Data Experts Modification Services Technical Services Client Services Executive Sponsor Steering Committee Project Manager Functional Leads Change Management Leads Subject Matter Experts (SMEs) Department Heads End Users Technical Leads Initial GIS Planning
Meeting A R C C C
Determine all GIS Data
Sources I I A R C
Provide Source GIS Data I I A R C
Review GIS Data and
Provide Feedback A R C I C
Inputs GIS Requirements Document
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Production Ready Map Data Meets Tyler GIS Requirements.
Work package assumptions:
GIS data provided to Tyler is accurate and complete.
GIS data provided to Tyler is current.
City is responsible for maintaining the GIS data.
Control Point 1: Initiate & Plan Stage Acceptance
Acceptance criteria for this stage includes completion of all criteria listed below.
Note: Advancement to the Assess & Define stage is not dependent upon Tyler’s receipt of this stage
acceptance.
Initiate & Plan Stage Deliverables:
Project Management Plan
Initial Project Schedule
Initiate & Plan stage acceptance criteria:
All stage deliverables accepted based on acceptance criteria previously defined
Project governance defined
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Tyler Technologies, Inc. Page | 22
Project portal made available to City
Stakeholder meeting complete
GIS Data Production Ready
Completed Infrastructure Requirements and Design Document
System Passes Infrastructure Audit (as applicable)
Assess & Define
The Assess & Define stage will provide an opportunity to gather information related to current City business
processes. This information will be used to identify and define business processes utilized with Tyler
software. City collaborates with Tyler providing complete and accurate information to Tyler staff and
assisting in analysis, understanding current workflows and business processes.
Solution Orientation
The Solution Orientation provides the Project stakeholders a high-level understanding of the solution
functionality prior to beginning the current and future state analysis. The primary goal is to establish a
foundation for upcoming conversations regarding the design and configuration of the solution.
Tyler utilizes a variety of tools for the Solution Orientation, focusing on City team knowledge transfer such
as: eLearning, documentation, or walkthroughs. The City team will gain a better understanding of the major
processes and focus on data flow, the connection between configuration options and outcome, integration,
and terminology that may be unique to Tyler’s solution.
Objectives:
Provide a basic understanding of system functionality.
Prepare City for current and future state analysis.
STAGE 2 Solution Orientation
Tyler Client
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed Executive Manager Implementation Manager Project Manager Implementation Consultant Data Experts Modification Services Technical Services Client Services Executive Sponsor Steering Committee Project Manager Functional Leads Change Management Leads Subject Matter Experts (SMEs) Department Heads End Users Technical Leads Provide pre-requisites A R I I I I I
Complete pre-
requisites A R C C
Conduct orientation A R I I I I I
Inputs Solution orientation materials
Training Plan
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Current & Future State Analysis
The Current & Future State Analysis provides the Project stakeholders and Tyler an understanding of
process changes that will be achieved with the new system.
City and Tyler will evaluate current state processes, options within the new software, pros and cons of each
based on current or desired state and make decisions about the future state configuration and processing.
This may occur before or within the same timeframe as the configuration work package. The options within
the new software will be limited to the scope of this implementation and will make use of standard Tyler
functionality.
The City will adopt the existing Tyler solution wherever possible to avoid project schedule and quality risk
from over customization of Tyler products. It is the client’s responsibility to verify that in-scope
requirements are being met throughout the implementation if functional requirements are defined as part
of the contract. The following guidelines will be followed when evaluating if a modification to the product is
required:
A reasonable business process change is available.
Functionality exists which satisfies the requirement.
Configuration of the application satisfies the requirement.
An in-scope modification satisfies the requirement.
Requirements that are not met will follow the agreed upon change control process and can have impacts on
the project schedule, scope, budget and resource availability.
STAGE 2 Current & Future State Analysis
Tyler Client
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed Executive Manager Implementation Manager Project Manager Implementation Consultant Data Experts Modification Services Technical Services Client Services Executive Sponsor Steering Committee Project Manager Functional Leads Change Management Leads Subject Matter Experts (SMEs) Department Heads End Users Technical Leads Current State process
review A R I I I C C C C C
Discuss future-state
options A R C C C C C C C C
Make future-state
decisions (non-COTS) C C C C C A R I C C
Document anticipated
configuration options
required to support
future state
A R C C C I I I I I
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Tyler Technologies, Inc. Page | 24
Inputs Client current state documentation
Solution Orientation completion
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Documentation that describes future-state
decisions and configuration options to support
future-state decisions.
Delivery of document
Work package assumptions:
City attendees possess sufficient knowledge and authority to make future state decisions.
City is responsible for any documentation of current state business processes.
Client is able to effectively communicate current state processes.
Conversion Assessment
Data Conversions are a major effort in any software implementation. Tyler’s conversion tools facilitate the
predictable, repeatable conversion process that is necessary to support a successful transition to the Tyler
system. The first step in this process is to perform an assessment of the existing (“legacy”) system(s), to
better understand the source data, risks, and options available. Once the data has been analyzed, the plan
for data conversion is completed and communicated to the appropriate stakeholders.
Objectives:
Communicate a common understanding of the project goals with respect to data.
Ensure complete and accurate source data is available for review/transfer.
Map the data from the source to the Tyler system.
Document the data conversion/loading approach.
STAGE 2 Data Conversion Assessment
Tyler Client
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed Executive Manager Implementation Manager Project Manager Implementation Consultant Data Experts Modification Services Technical Services Client Services Executive Sponsor Steering Committee Project Manager Functional Leads Change Management Leads Subject Matter Experts (SMEs) Department Heads End Users Technical Leads Extract Data from
Source Systems I C A R
Complete Data
Analysis/Mapping A R C C I C C I
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Review and Scrub
Source Data I I I A R C I
Build/Update Data
Conversion Plan R C C C I I I I
Inputs Client Source data
Client Source data Documentation (if available)
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Data Conversion Plan built/updated Client Acceptance of Data Conversion Plan, if
Applicable
Work package assumptions:
Tyler will be provided with data from the Legacy system(s) in a mutually agreed upon format.
Tyler will work with City representatives to identify business rules before writing the conversion.
City subject matter experts and resources most familiar with the current data will be involved in the
data conversion planning effort.
Intentionally left blank.
Control Point 2: Assess & Define Stage Acceptance
Acceptance criteria for this Stage includes completion of all criteria listed below.
Note: Advancement to the Prepare Solution Stage is dependent upon Tyler’s receipt of the Stage
Acceptance.
Assess & Define Stage Deliverables:
Documentation of future state decisions and configuration options to support future state
decisions.
Modification specification document.
Assess & Define Stage Acceptance Criteria:
All stage deliverables accepted based on criteria previously defined.
Solution Orientation is delivered.
Conversion data extracts are received by Tyler.
Initiate & Plan stage acceptance criteria:
All stage deliverables accepted based on acceptance criteria previously defined
Project governance defined
Project portal made available to the City
Stakeholder meeting complete
Data conversion plan built.
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Tyler Technologies, Inc. Page | 26
Prepare Solution
During the Prepare Solution stage, information gathered during the Initiate & Plan and Assess & Define
stages will be used to install and configure the Tyler software solution. Software configuration will be
validated by the client against future state decisions defined in previous stages and processes refined as
needed to ensure business requirements are met.
Initial System Deployment
The timely availability of the Tyler Solution is important to a successful Project implementation. The success
and timeliness of subsequent work packages are contingent upon the initial system deployment of Tyler
Licensed Software on an approved network and infrastructure. Delays in executing this work package can
affect the project schedule.
Objectives:
All licensed software is installed and operational.
City is able to access the software.
STAGE 3 Initial System Deployment (Hosted/SaaS)*
Tyler Client
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed Executive Manager Implementation Manager Project Manager Implementation Consultant Data Experts Modification Services Technical Services Client Services Executive Sponsor Steering Committee Project Manager Functional Leads Change Management Leads Subject Matter Experts (SMEs) Department Heads End Users Technical Leads Prepare hosted
environment A R I C
Install Licensed
Software with
Initial Database on
Server(s) for
Included
Environments
A R I C
Install Licensed
Software on Client
Devices (if
applicable)
I C A R
Tyler System
Administration
Training (if
applicable)
A R I C
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Tyler Technologies, Inc. Page | 27
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Licensed Software is Installed on the Server(s) Software is accessible
Licensed Software is Installed on Clients (if
applicable)
Software is accessible
Installation Checklist/System Document System Passes
Infrastructure Design Document (C&J – If
Applicable)
Work package assumptions:
The most current generally available version of the Tyler Licensed Software will be installed.
City will provide network access for Tyler modules, printers, and Internet access to all applicable City
and Tyler Project staff.
Configuration
The purpose of Configuration is to prepare the software product for validation.
Tyler staff collaborates with City to complete software configuration based on the outputs of the future
state analysis performed during the Assess and Define Stage. City collaborates with Tyler staff iteratively to
validate software configuration.
Objectives:
Software is ready for validation.
Educate City SME how to configure and maintain software.
Prepare standard interfaces for process validation (if applicable).
STAGE 3 Configuration
Tyler Client
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed Executive Manager Implementation Manager Project Manager Implementation Consultant Data Experts Modification Services Technical Services Client Services Executive Sponsor Steering Committee Project Manager Functional Leads Change Management Leads Subject Matter Experts (SMEs) Department Heads End Users Technical Leads Conduct configuration
training A R I C C
Complete Tyler
configuration tasks
(where applicable)
A R I I I
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Tyler Technologies, Inc. Page | 28
Complete Client
configuration tasks
(where applicable)
I C A R C
Standard interfaces
configuration and
training (if applicable)
A R C I C C C
Updates to Solution
Validation testing plan C C A R C C
Inputs Documentation that describes future state decisions and configuration options to support future
state decisions.
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Configured System N/A
Work package assumptions:
Tyler provides guidance for configuration options available within the Tyler software. City is
responsible for making decisions when multiple options are available.
Process Refinement
Tyler will educate the City users on how to execute processes in the system to prepare them for the
validation of the software. City collaborates with Tyler staff iteratively to validate software configuration
options to support future state.
Objectives:
Ensure that City understands future state processes and how to execute the processes in the
software.
Refine each process to meet the business requirements.
Validate standard interfaces, where applicable.
Validate forms and reports, where applicable.
STAGE 3 Process Refinement
Tyler Client
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed Executive Manager Implementation Manager Project Manager Implementation Consultant Data Experts Modification Services Technical Services Client Services Executive Sponsor Steering Committee Project Manager Functional Leads Change Management Leads Subject Matter Experts (SMEs) Department Heads End Users Technical Leads DocuSign Envelope ID: F9FF42B8-22AB-4FD1-BB1C-E78A03898467
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Tyler Technologies, Inc. Page | 29
Conduct process
training A R I C I C
Confirm process
decisions I C A R C I C
Test configuration I C A R C
Refine
configuration
(Client
Responsible)
A R I I I
Refine
configuration
(Tyler Responsible)
I C A R C
Validate interface
process and
results
I C C A R C C
Update client-
specific process
documentation (if
applicable)
I C A R C
Updates to
Solution Validation
testing plan
C C A R C C
Inputs Initial Configuration
Documentation that describes future state decisions and configuration options to support
future state decisions.
Solution validation test plan
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Updated solution validation test plan
Completed client-specific process
documentation (completed by City)
Work package assumptions:
None
Conversion Delivery
The purpose of this task is to transition the City’s data from their source (“legacy”) system(s) to the Tyler
system(s). The data will need to be mapped from the legacy system into the new Tyler system format. A
well-executed data conversion is key to a successful cutover to the new system(s).
With guidance from Tyler, the City will review specific data elements within the system and identify / report
discrepancies. Iteratively, Tyler will collaborate with the City to address conversion discrepancies. This
process will allow for clean, reconciled data to transfer from the source system(s) to the Tyler system(s).
Reference Conversion Appendix for additional detail.
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Tyler Technologies, Inc. Page | 30
Objectives:
Data is ready for production (Conversion).
STAGE 3 Data Delivery & Conversion
Tyler Client
RACI MATRIX
KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed Executive Manager Implementation Manager Project Manager Implementation Consultant Data Experts Modification Services Technical Services Client Services Executive Sponsor Steering Committee Project Manager Functional Leads Change Management Leads Subject Matter Experts (SMEs) Department Heads End Users Technical Leads Provide data
crosswalks/code
mapping tool
A C R I I I
Populate data
crosswalks/code
mapping tool
I C C A R C
Iterations:
Conversion
Development
A C R I I
Iterations:
Deliver
converted data
A R I I I
Iterations:
Proof/Review C C C A R C C
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City of Dublin
Tyler Technologies, Inc. Page | 31
data and
reconcile to
source system
Inputs
Data Conversion Plan
Configuration
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Code Mapping Complete / Validated N/A
Conversion Iterations / Reviews Complete Conversion complete, verified and ready for
final pass
Work package assumptions:
The City will provide a database backup (via KiteWorks); Tyler will utilize their Eden to Munis team
to extract data from the legacy Eden system into a format for upload to Munis.
The City subject matter experts and resources most familiar with the current data will be involved in
the data conversion effort.
The City project team will be responsible for completing the code mapping activity, with assistance
from Tyler.
Intentionally left blank.
Control Point 3: Prepare Solution Stage Acceptance
Acceptance criteria for this Stage includes all criteria listed below in each Work Package.
Note: Advancement to the Production Readiness Stage is dependent upon Tyler’s receipt of the Stage
Acceptance.
Prepare Solution Stage Deliverables:
Licensed software is installed.
Installation checklist/system document.
Conversion iterations and reviews complete.
Prepare Solution Stage Acceptance Criteria:
All stage deliverables accepted based on criteria previously defined.
Software is configured.
Solution validation test plan has been reviewed and updated if needed.
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Production Readiness
Activities in the Production Readiness stage will prepare the client team for go-live through solution
validation, the development of a detailed go-live plan and end user training. A readiness assessment will be
conducted with the client to review the status of the project and the organizations readiness for go-live.
Solution Validation
Solution Validation is the end-to-end software testing activity to ensure that City verifies all aspects of the
Project (hardware, configuration, business processes, etc.) are functioning properly, and validates that all
features and functions per the contract have been deployed for system use.
Objectives:
Validate that the solution performs as indicated in the solution validation plan.
Ensure City organization is ready to move forward with go-live and training (if applicable).
STAGE 4 Solution Validation
Tyler Client
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed Executive Manager Implementation Manager Project Manager Implementation Consultant Data Experts Modification Services Technical Services Client Services Executive Sponsor Steering Committee Project Manager Functional Leads Change Management Leads Subject Matter Experts (SMEs) Department Heads End Users Technical Leads Update Solution
Validation plan A R C C C C
Update test scripts (as
applicable) C C C A R C
Perform testing C C C A R C
Document issues from
testing C C C A R C
Perform required
follow-up on issues A R C C C C
Inputs Solution Validation plan
Completed work product from prior stages (configuration, business process, etc.)
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Solution Validation Report City updates report with testing results
Work package assumptions:
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Tyler Technologies, Inc. Page | 33
Designated testing environment has been established.
Testing includes current phase activities or deliverables only.
Go-Live Readiness
Tyler and City will ensure that all requirements defined in Project planning have been completed and the
Go-Live event can occur, as planned. A go-live readiness assessment will be completed identifying risks or
actions items to be addressed to ensure the client has considered its ability to successfully Go-Live. Issues
and concerns will be discussed and mitigation options documented. Tyler and City will jointly agree to move
forward with transition to production. Expectations for final preparation and critical dates for the weeks
leading into and during the Go-Live week will be planned in detail and communicated to Project teams.
Objectives:
Action plan for go-live established.
Assess go-live readiness.
Stakeholders informed of go-live activities.
STAGE 4 Go-Live Readiness
Tyler Client
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed Executive Manager Implementation Manager Project Manager Implementation Consultant Data Experts Modification Services Technical Services Client Services Executive Sponsor Steering Committee Project Manager Functional Leads Change Management Leads Subject Matter Experts (SMEs) Department Heads End Users Technical Leads Perform Readiness
Assessment I A R C C I C I I I I I I
Conduct Go-Live
planning session A R C C C C C C C
Order peripheral
hardware (if applicable) I A R C
Confirm procedures for
Go-Live issue reporting
& resolution
A R I I I I C C I I I I I
Develop Go-Live
checklist A R C C C C I C C
Final system
infrastructure review
(where applicable)
A R C C
Inputs Future state decisions
Go-live checklist
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Tyler Technologies, Inc. Page | 34
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Updated go-live checklist Updated Action plan and Checklist for go-live
delivered to City
Work package assumptions:
None
End User Training
End User Training is a critical part of any successful software implementation. Using a training plan
previously reviewed and approved, the Project team will organize and initiate the training activities.
Tyler will provide standard application documentation for the general use of the software. It is not Tyler’s
responsibility to develop client specific business process documentation. Client-led training labs using client
specific business process documentation if created by the client can be added to the regular training
curriculum, enhancing the training experiences of the end users.
Objectives:
End users are trained on how to use the software prior to go-live.
City is prepared for on-going training and support of the application.
STAGE 4 End User Training
Tyler Client
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed Executive Manager Implementation Manager Project Manager Implementation Consultant Data Experts Modification Services Technical Services Client Services Executive Sponsor Steering Committee Project Manager Functional Leads Change Management Leads Subject Matter Experts (SMEs) Department Heads End Users Technical Leads Update training plan A R C C I C
End User training
(Tyler-led) A R C C C I C C C
Inputs Training Plan
List of End Users and their Roles / Job Duties
Configured Tyler System
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
End User Training City signoff that training was delivered
Work package assumptions:
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The City project team will work with Tyler to jointly develop a training curriculum that identifies the
size, makeup, and subject-area of each of the training classes.
Tyler will work with City as much as possible to provide end-user training in a manner that
minimizes the impact to the daily operations of City departments.
City will be responsible for training new users after go-live (exception—previously planned or
regular training offerings by Tyler) using recorded end user training sessions
Control Point 4: Production Readiness Stage Acceptance
Acceptance criteria for this stage includes all criteria listed below. Advancement to the Production stage is
dependent upon Tyler’s receipt of the stage acceptance.
Production Readiness stage deliverables:
Solution Validation Report.
Update go-live action plan and checklist.
End user training.
Production Readiness stage acceptance criteria:
All stage deliverables accepted based on criteria previously defined.
Go-Live planning session conducted.
Production
Following end user training the production system will be fully enabled and made ready for daily operational
use as of the scheduled date. Tyler and City will follow the comprehensive action plan laid out during Go-
Live Readiness to support go-live activities and minimize risk to the Project during go-live. Following go-live,
Tyler will work with City to verify that implementation work is concluded, post go-live activities are
scheduled, and the transition to Client Services is complete for long-term operations and maintenance of
the Tyler software.
Go-Live
Following the action plan for Go-Live, defined in the Production Readiness stage, City and Tyler will
complete work assigned to prepare for Go-Live.
City provides final data extract and Reports from the Legacy System for data conversion and Tyler executes
final conversion iteration, if applicable. If defined in the action plan, City manually enters any data added to
the Legacy System after final data extract into the Tyler system.
Tyler staff collaborates with City during Go-Live activities. City transitions to Tyler software for day-to day
business processing.
Some training topics are better addressed following Go-Live when additional data is available in the system
or based on timing of applicable business processes and will be scheduled following Go-Live per the Project
Schedule.
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Objectives:
Execute day to day processing in Tyler software.
Client data available in Production environment.
STAGE 5 Go-Live
Tyler Client
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed Executive Manager Implementation Manager Project Manager Implementation Consultant Data Experts Modification Services Technical Services Client Services Executive Sponsor Steering Committee Project Manager Functional Leads Change Management Leads Subject Matter Experts (SMEs) Department Heads End Users Technical Leads Provide final source
data extract, if
applicable
C C A R
Final source data
pushed into production
environment, if
applicable
A C R I C C C
Proof final converted
data, if applicable C C C A R C
Complete Go-Live
activities as defined in
the Go-Live action plan
C C C A R C I C
Provide Go-Live
assistance A R C C I C C I C I C
Inputs Comprehensive Action Plan for Go-Live
Final source data (if applicable)
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Data is available in production environment Client confirms data is available in production
environment
Work package assumptions:
City will complete activities documented in the action plan for Go-Live as scheduled.
External stakeholders will be available to assist in supporting the interfaces associated with the Go-
Live live process.
The Client business processes required for Go-Live are fully documented and tested.
The City Project team and subject matter experts are the primary point of contact for the end users
when reporting issues during Go-Live.
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The City Project Team and SME’s provide business process context to the end users during Go-Live.
The Tyler Go-Live support team is available to consult with the City teams as necessary.
The Tyler Go-Live support team provides standard functionality responses, which may not be
tailored to the local business processes.
Transition to Client Services
This work package signals the conclusion of implementation activities for the Phase or Project with the
exception of agreed-upon post Go-Live activities. The Tyler project manager(s) schedules a formal transition
of City onto the Tyler Client Services team, who provides City with assistance following Go-Live, officially
transitioning City to operations and maintenance.
Objectives:
Ensure no critical issues remain for the project teams to resolve.
Confirm proper knowledge transfer to City teams for key processes and subject areas.
STAGE 5 Transition to Client Services
Tyler Client
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed Executive Manager Implementation Manager Project Manager Implementation Consultant Data Experts Modification Services Technical Services Client Services Executive Sponsor Steering Committee Project Manager Functional Leads Change Management Leads Subject Matter Experts (SMEs) Department Heads End Users Technical Leads Transfer client to Client
Services and review
issue reporting and
resolution processes
I I A I I R I I C C C
Review long term
maintenance and
continuous
improvement
A R C C C
Inputs Open item/issues List
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Client Services Support Document
Work package assumptions:
No material project issues remain without assignment and plan.
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Post Go-Live Activities
Some implementation activities are provided post-production due to the timing of business processes, the
requirement of actual production data to complete the activities, or the requirement of the system being
used in a live production state.
Objectives:
Schedule activities that are planned for after Go-Live.
Ensure issues have been resolved or are planned for resolution before phase or project close.
STAGE 5 Post Go-Live Activities
Tyler Client
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed Executive Manager Implementation Manager Project Manager Implementation Consultant Data Experts Modification Services Technical Services Client Services Executive Sponsor Steering Committee Project Manager Functional Leads Change Management Leads Subject Matter Experts (SMEs) Department Heads End Users Technical Leads Schedule contracted
activities that are
planned for delivery
after go-live
A R C C C C I C C I C C
Determine resolution
plan in preparation for
phase or project close
out
A R C C C I C C I C
Inputs List of post Go-Live activities
Outputs /
Deliverables
Acceptance Criteria [only] for
Deliverables
Updated issues log
Work package assumptions:
System is being used in a live production state.
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Post Implementation Review
Tyler provides post-production services if included in the Agreement. Prior to scheduling services, the Tyler
project manager(s) collaborate with City of Dublin project manager(s) to identify needs. Post
Implementation Evaluation Report (PIER) services will be delivered after each phase: 1 (Financials), 2
(HCM), and 3 (Land Management / EnerGov).
STAGE 5 Post Implementation Evaluation Report (PIER)
Tyler Client
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed
Tyler Executive Manager Tyler Implementation Manager Tyler Project Manager Tyler Implementation Consultant Tyler Data Conversion Experts Tyler Forms & Reports Experts Tyler Modification Programmers Tyler Technical Support Tyler Sales Client Executive Sponsor Client Steering Committee Client Project Manager Client Functional Leads Client Change Management Leads Client Power Users Client Department Heads Client End Users Client Technical Leads Client Project Toolset Coordinator Client Upgrade Coordinator Identify topics for post-
production services
C C A R I C I
Schedule services for
post- production topics
A R I C C I C I
PIER - Identify/discuss if the
required modules were
implemented, and if not, why
not, and how this will be rectified
A
R
I
C
C
PIER - Identify/discuss if the
required training was delivered,
and if not, why not, and how this
will be rectified
A
R
I
C
C
PIER - Identify/discuss the method
to be used to determine if there
are any gaps in user system
utilization, and if so, what are they
A
R
I
C
C
C
C
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PIER - Identify/discuss how gaps
would be addressed through
additional training (to include
when, where, how, participants,
specific training to be provided,
etc.)
A
R
I
C
C
PIER - Identify/discuss any
lessons learned
A R I C C
PIER - Develop a report that
addresses the information
A R I C C
PIER - Submit this report to the City
for review and approval
A R I C C
PIER - Deliver the additional training A R I C C C C
Control Point 5: Production Stage Acceptance
Acceptance criteria for this Stage includes completion of all criteria listed below:
Advancement to the Close stage is not dependent upon Tyler’s receipt of this Stage Acceptance.
Converted data is available in production environment.
Production Stage Acceptance Criteria:
All stage deliverables accepted based on criteria previously defined.
Go-Live activities defined in the Go-Live action plan completed.
Client services support document is provided.
Close
The Close stage signifies full implementation of all products purchased and encompassed in the Phase or
Project. City transitions to the next cycle of their relationship with Tyler (next Phase of implementation or
long-term relationship with Tyler Client Services).
Phase Closeout
This work package represents Phase completion and signals the conclusion of implementation activities for
the Phase. The Tyler Client Services team will assume ongoing support of City for systems implemented in the
Phase.
Objectives:
Agreement from Tyler and City teams that activities within this phase are complete.
STAGE 6 Phase Close Out
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Tyler Client
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed Executive Manager Implementation Manager Project Manager Implementation Consultant Data Experts Modification Services Technical Services Client Services Executive Sponsor Steering Committee Project Manager Functional Leads Change Management Leads Subject Matter Experts (SMEs) Department Heads End Users Technical Leads Reconcile project budget
and status of contract
Deliverables
I A R I I C
Hold post phase review
meeting A R C C C C C C C C C
Release phase-
dependent Tyler project
resources
A R I I
Participants Tyler Client
Project Leadership Project Manager
Project Manager Project Sponsor(s)
Implementation Consultants Functional Leads, Power Users,
Technical Leads
Technical Consultants (Conversion, Deployment,
Development)
Client Services
Inputs Contract
Statement of Work
Project artifacts
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Final action plan (for outstanding items)
Reconciliation Report
Post Phase Review
Work package assumptions:
Tyler deliverables for the phase have been completed.
Project Closeout
Completion of this work package signifies final acceptance and formal closing of the Project.
At this time City may choose to begin working with Client Services to look at continuous improvement
Projects, building on the completed solution.
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Objectives:
Confirm no critical issues remain for the project teams to resolve.
Determine proper knowledge transfer to City teams for key processes and subject areas has
occurred.
Verify all deliverables included in the Agreement are delivered.
STAGE 6 Project Close Out
Tyler Client
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed Executive Manager Implementation Manager Project Manager Implementation Consultant Data Experts Modification Services Technical Services Client Services Executive Sponsor Steering Committee Project Manager Functional Leads Change Management Leads Subject Matter Experts (SMEs) Department Heads End Users Technical Leads Conduct post project
review A R C C C C C C C C C
Deliver post project
report to City and Tyler
leadership
I A R I I C
Release Tyler project
resources A R I I
Inputs Contract
Statement of Work
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Post Project Report Client acceptance; Completed report indicating
all project Deliverables and milestones have
been completed
Work package assumptions:
All project implementation activities have been completed and approved.
No critical project issues remain that have not been documented and assigned.
Final project budget has been reconciled and invoiced.
All Tyler deliverables have been completed.
Control Point 6: Close Stage Acceptance
Acceptance criteria for this Stage includes completion of all criteria listed below.
Note: Advancement to the Close Stage is not dependent upon Tyler’s receipt of this Stage Acceptance.
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Close Stage Deliverables:
Post Project Report.
Close Stage Acceptance Criteria:
Completed report indicating all Project deliverables and milestones have been completed.
General Assumptions
Tyler and City will use this SOW as a guide for managing the implementation of the Tyler Project as provided
and described in the Agreement. There are a number of assumptions which, when acknowledged and
adhered to, will support a successful implementation. Assumptions related to specific work packages are
documented throughout the SOW. Included here are general assumptions which should be considered
throughout the overall implementation process.
Project
Project activities will begin after the Agreement has been fully executed.
The City Project Team will complete their necessary assignments in a mutually agreed upon
timeframe in order to meet the scheduled go-live date, as outlined in the Project Schedule.
Sessions will be scheduled and conducted at a mutually agreeable time.
Additional services, software modules and modifications not described in the SOW or Agreement will
be considered a change to this Project and will require a Change Request Form as previously
referenced in the definition of the Change Control Process.
Tyler will provide a written agenda and notice of any prerequisites to the City project manager(s) ten
(10) business days or as otherwise mutually agreed upon time frame prior to any scheduled on-site or
remote sessions, as applicable.
Tyler will provide guidance for configuration and processing options available within the Tyler
software. If multiple options are presented by Tyler, City is responsible for making decisions based on
the options available.
Implementation of new software may require changes to existing processes, both business and
technical, requiring City to make process changes.
City is responsible for defining, documenting and implementing their policies that result from any
business process changes.
Organizational Change Management
Unless otherwise contracted by Tyler, City is responsible for managing Organizational Change. Impacted
Client resources will need consistent coaching and reassurance from their leadership team to embrace and
accept the changes being imposed by the move to new software. An important part of change is ensuring that
impacted client resources understand the value of the change, and why they are being asked to change.
Resources and Scheduling
City resources will participate in scheduled activities as assigned in the Project Schedule.
The City team will complete prerequisites prior to applicable scheduled activities. Failure to do so
may affect the schedule.
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Tyler and City will provide resources to support the efforts to complete the Project as scheduled and
within the constraints of the Project budget.
Abbreviated timelines and overlapped Phases require sufficient resources to complete all required
work as scheduled.
Changes to the Project Schedule, availability of resources or changes in Scope will be requested
through a Change Request. Impacts to the triple constraints (scope, budget and schedule) will be
assessed and documented as part of the change control process.
City will ensure assigned resources will follow the change control process and 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, change control
process buy-in, and knowledge.
City makes timely Project related decisions in order to achieve scheduled due dates on tasks and
prepare for subsequent training sessions. Failure to do so may affect the schedule, as each analysis
and implementation session is dependent on the decisions made in prior sessions.
City will respond to information requests in a comprehensive and timely manner, in accordance with
the Project Schedule.
City will provide adequate meeting space or facilities, including appropriate system connectivity, to
the project teams including Tyler team members.
For on-site visits, Tyler will identify a travel schedule that balances the needs of the project and the
employee.
Assignment and Removal of Staff. Tyler will provide the City with resumes and references
(previous Tyler implementations) for the proposed Project Manager (PM) and Lead
Implementation Consultant (IC) at least 60 days before the start of any phase. The City will have
15 days to review the resume and conduct any reference checks. The City has the right to reject
any staff and Tyler will then submit another resource for the City’s approval. After the City has
approved a resource, the City will not request removal of that resource during the project except
for good cause.
Data
Data will be converted as provided and Tyler will not create data that does not exist.
City is responsible for the quality of legacy data and for cleaning or scrubbing erroneous legacy data.
City will extract and upload data; Tyler will format into approved file layouts.
Tyler will work closely with City representatives to identify business rules before writing the
conversion. City must confirm that all known data mapping from source to target have been
identified and documented before Tyler writes the conversion.
All in-scope source data is in data extract(s).
Each legacy system data file submitted for conversion includes all associated records in a single
approved file layout.
The client will provide the legacy system data extract in the same format for each iteration 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.
The City Project Team is responsible for reviewing the converted data and reporting issues during
each iteration, with assistance from Tyler.
Client is responsible for providing or entering test data (e.g., data for training, testing interfaces, etc.)
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Facilities
City will provide dedicated space for Tyler staff to work with City resources for both on-site and
remote sessions. If Phases overlap, City will provide multiple training facilities to allow for
independent sessions scheduling without conflict.
City will provide staff with a location to practice what they have learned without distraction.
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Glossary
Word or Term Definition
Acceptance Confirming that the output or deliverable is suitable and
conforms to the agreed upon criteria.
Accountable The one who ultimately ensures a task or deliverable is
completed; the one who ensures the prerequisites of the task are
met and who delegates the work to those responsible. [Also see
RACI]
Application A computer program designed to perform a group of coordinated
functions, tasks or activities for the benefit of the user.
Application Programming Interface (API) A defined set of tools/methods to pass data to and received data
from Tyler software products
Agreement This executed legal contract that defines the products and
services to be implemented or performed.
Business Process The practices, policy, procedure, guidelines, or functionality that
the client uses to complete a specific job function.
Business Requirements Document A specification document used to describe Client requirements
for contracted software modifications.
Change Request A form used as part of the Change Control process whereby
changes in the scope of work, timeline, resources, and/or budget
are documented and agreed upon by participating parties.
Change Management Guides how we prepare, equip and support individuals to
successfully adopt change in order to drive organizational success
& outcomes
Code Mapping [where applicable] An activity that occurs during the data conversion process
whereby users equate data (field level) values from the old
system to the values available in the new system. These may be
one to one or many to one. Example: Old System [Field = eye
color] [values = BL, Blu, Blue] maps to New Tyler System [Field =
Eye Color] [value = Blue].
Consulted Those whose opinions are sought, typically subject matter
experts, and with whom there is two-way communication. [Also
see RACI]
Control Point This activity occurs at the end of each stage and serves as a
formal and intentional opportunity to review stage deliverables
and required acceptance criteria for the stage have been met.
Data Mapping [where applicable] The activity determining and documenting where data from the
legacy system will be placed in the new system; this typically
involves prior data analysis to understand how the data is
currently used in the legacy system and how it will be used in the
new system.
Deliverable A verifiable document or service produced as part of the Project,
as defined in the work packages.
Go-Live The point in time when the Client is using the Tyler software to
conduct daily operations in Production.
Informed Those who are kept up-to-date on progress, often only on
completion of the task or deliverable, and with whom there is
just one-way communication. [Also see RACI]
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Infrastructure The composite hardware, network resources and services
required for the existence, operation and management of the
Tyler software.
Interface A connection to and potential exchange of data with an external
system or application. Interfaces may be one way, with data
leaving the Tyler system to another system or data entering Tyler
from another system, or they may be bi-directional with data
both leaving and entering Tyler and another system.
Integration A standard exchange or sharing of common data within the Tyler
system or between Tyler applications
Legacy System The software from which a client is converting.
Modification Custom enhancement of Tyler’s existing software to provide
features or functions to meet individual client requirements
documented within the scope of the Agreement.
On-site Indicates the work location is at one or more of the client’s
physical office or work environments.
Organizational Change The process of changing an organization's strategies, processes,
procedures, technologies, and culture, as well as the effect of
such changes on the organization.
Output A product, result or service generated by a process.
Peripheral devices An auxiliary device that connects to and works with the computer
in some way. Some examples: scanner, digital camera, printer.
Phase A portion of the Project in which specific set of related
applications are typically implemented. Phases each have an
independent start, Go-Live and closure dates but use the same
Implementation Plans as other Phases of the Project. Phases may
overlap or be sequential and may have different Tyler resources
assigned.
Project The delivery of the software and services per the agreement and
the Statement of Work. A Project may be broken down into
multiple Phases.
RACI A matrix describing the level of participation by various roles in
completing tasks or Deliverables for a Project or process.
Individuals or groups are assigned one and only one of the
following roles for a given task: Responsible (R), Accountable (A),
Consulted (C), or Informed (I).
Remote Indicates the work location is at one or more of Tyler’s physical
offices or work environments.
Responsible Those who ensure a task is completed, either by themselves or
delegating to another resource. [Also see RACI]
Scope Products and services that are included in the Agreement.
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Solution The implementation of the contracted software product(s)
resulting in the connected system allowing users to meet Project
goals and gain anticipated efficiencies.
Stage The top-level components of the WBS. Each Stage is repeated for
individual Phases of the Project.
Standard Software functionality that is included in the base software (off-
the-shelf) package; is not customized or modified.
Statement of Work (SOW) Document which will provide supporting detail to the Agreement
defining Project-specific activities, services and Deliverables.
System The collective group of software and hardware that is used by the
organization to conduct business.
Test Scripts The steps or sequence of steps that will be used to validate or
confirm a piece of functionality, configuration, enhancement, or
Use Case Scenario.
Training Plan Document(s) that indicate how and when users of the system will
be trained relevant to their role in the implementation or use of
the system.
TylerU Tyler University (commonly referred to as Tyler U) is Tyler’s
online training and education system that includes tutorials and
self-guided training lessons and activities.
Validation (or to validate) The process of testing and approving that a specific Deliverable,
process, program or product is working as expected.
Work Breakdown Structure (WBS) A hierarchical representation of a Project or Phase broken down
into smaller, more manageable components.
Work Package A group of related tasks within a project.
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Part 4: Appendices
Conversion
EnerGov Conversion Summary
Community Development
Permit Master basic information
Plan Master basic information
Plan & Permit Contacts
o Unique (keyed) contacts converted to global contacts
o Non-keyed contacts converted to a Memo Custom Field or standard note
Sub-permit Associations – Visible in Workflow and Attached Records
Reviews and Approvals
Projects
Permit Renewals
Bonds and Escrow
Contractors
Initialized Workflows
Inspections and Inspection Cases
Meetings and Hearings
Activities and Actions
Conditions
Fees
Holds
Notes
Parcels and Addresses
Payments and Fee History
Zones
Code Case Master basic information
Code Requests
Code Case Contacts and Properties
o Unique (keyed) contacts converted to global contacts
o Non-keyed contacts converted to a Memo Custom Field or standard note
Violations
o Fees
o Payments
o Notes
Business Management
Business Entity (Only for Business Licensing)
License Master basic information
License Contacts
o Unique (keyed) contacts converted to global contacts
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o Non-keyed contacts converted to a Memo Custom Field or standard note
Reviews and Approvals – Converted to Activity
Fees
Bonds and Escrow
Activities and Actions
Conditions
Notes
Holds
Initialized Workflows
Contractors
Business Types and NAICS Codes
Payment and Fee History
Code Case Master basic information
Code Requests
Code Case Contacts and Properties
o Unique (keyed) contacts converted to global contacts
o Non-keyed contacts converted to a Memo Custom Field or standard note
Parcels and Addresses
Meetings and Hearings
Violations
o Fees
o Payments
o Notes
Munis Conversion Summary
Accounting COA
Chart of Accounts segments, objects, character codes, project codes (if applicable), organization
codes (if applicable), control accounts budget rollups, fund attributes, due to/due from accounts
Requires the use of a Tyler provided spreadsheet for design and entry of the data to be converted
Accounting – GL Full Transaction History Detail (10 Years)
Detailed GL transaction history
Up to 10 years
Accounts Payable Master
Vendor Master file including names, addresses, SSN/FID, contacts, phone numbers
Multiple remittance addresses
o Year-to-date 1099 amounts
Accounts Payable - Checks
Check header data including vendor, warrant, check number, check date, overall check amount, GL
cash account and clearing information
Check detail data including related document and invoice numbers for each check
Up to 5 years
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Accounts Payable - Invoices
Invoice header data containing general information for the invoice
Invoice detail data containing line-specific information for the invoice
Up to 5 years
Capital Assets - History
Transaction history data for acquisitions, disposals, transfers, etc.
Contracts
Contract header detail with many fields available to convert including fiscal year and period, vendor
number, department code, description, enforcement method code, dates for award, approval, entry
and expiration, retention information, user-defined type and review codes, status code, user id for
entry and approver. Additional fields are also available. A balance forward contract amount is
converted, if original amount is required there will be an additional charge and contracts, po’s and
invoices must be converted together.
General Billing CID
Customer information
General Billing – Recurring Invoices
General Billing Invoices that are sent on a regular basis
Header records with general information about the invoice
Detail records with line-specific information
General Billing – Bills
5 years of open and closed invoices
General Ledger information so open invoices can be processed in Munis
Payroll
Payroll Employee Master data including data such as name, address, SSN, legacy employee ID, date of
birth, hire date, activity status (such as active/inactive), leave/termination code and date, phone(s), e-
address, marital status, gender, race, personnel status (such as full-time, part-time, etc.), highest
degree, advice-delivery (print/email/both) and check location, plus primary group, job, location, and
account information
Payroll – Accrual Balances
Employee Accrual Balances including Vacation, Holiday, and other Leave balances
Start of year balance, earned to date, used to date
Payroll – Accumulators
YTD, QTD, MTD amounts for employee pay and deductions
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Needed for mid-calendar-year go-live
May not be needed if converting earnings/deductions history
Up to 5 years
Payroll – Check History
Up to 5 years, additional years must be quoted. We convert amounts for earnings and deductions in
employee check history, check number and date.
Payroll – Certifications
Certification area and certification type codes, certification number and effective date, expiration
date, and required-by date, codes for certification level and subjects
Payroll - Deductions
Employee Deductions - including employee ID, deduction codes, tax information, and direct deposit
information
Payroll – Earning/Deduction Hist.
Up to 5 years, additional years must be quoted. Earning and deduction history broken down my
individual codes (earnings and deduction) and amounts per pay period, the detail of these lines, sums
the check history in opt 4.
Payroll – Education
Codes, for institution, type of degree, and area(s) of study
Payroll – PM Action History
A variety of Personnel actions, such as job or salary changes and dates these events occurred.
Up to 5 years
Payroll – Position Control
Position, description, status, job code, bargaining group, location, number of employees allowed for
each, FTE percentage, GL account, and max/min grade and step
Payroll – State Retirement Tables
Specific state-required data, plus related service years information, when appropriate
Needed for some states
Project Grant Accounting
Segments, account strings and fund string allocation table
Requires the use of a Tyler provided (Chart of Accounts) spreadsheet for design and entry of the data
to be converted
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Project Grant Accounting - Actuals
Summary project ledger string balances. If linking to GL, must be converted at the same time.
Up to 3 years
Purchase Orders
Open purchase orders header data including vendor, buyer, date, accounting information, etc.
Open purchase orders detail data including line item descriptions, quantities, amounts, etc.
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Additional Appendices
EnerGov Definitions
“Unique Business Transactions”
Unique workflow or business process steps & actions (including output actions)
Unique Fee assessment / configuration definition
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.
“Template Transactions”
A pre-defined and pre-configured EnerGov best management business process.
The following modifications to Template Transactions are considered within scope (quantified above
in “Transactions and Automation” section):
o Any changes to required inspections within the workflow
o Any changes to the required plan reviews within the workflow
o Adding up to 2 additional actions to the workflow
o Configuration of fees, allowing creation of up to 3 new fees to accommodate
o Any changes to custom field layouts that are directly related to fees or included reports
“Geo-Rules”
An automation event that references GIS data. Current geo-rule action types 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 with
Override
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.) 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.
Field
Mapping
A custom field or any field inherent in the EnerGov application can automatically populate
with information based on spatial data.
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Required
Action
A workflow action can automatically populate in the workflow details for the particular
record (i.e. plan, permit, code case, etc.) that requires the action based on certain spatial
data related to the case.
Required
Step
A workflow step can automatically populate in the workflow details for the particular
record (i.e. plan, permit, code case, etc.) that requires the 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.).
“Intelligent Objects (IO)”
Key components for automatically and reactively triggering geo-rules, computing fees, and generating
emails, alerts and other notifications.
“Intelligent Automation Agents (IAA)”
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 tasks
that need to be run, then the associated actions are performed. The IAA does not generate alerts or
errors. Custom SQL queries are not Tyler deliverables.
“EnerGov SDK API (Toolkits)”
API’s developed by Tyler Technologies for 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
applications and integrations. 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 or for any “in-scope” integrations.
Intentionally left blank.
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City of Dublin
Tyler Technologies, Inc. Page | 56
Project Timeline
ERP Project Timeline
The Project Timeline establishes a target start and end date for each Phase of the Project. The timeline needs
to account for resource availability, business goals, size and complexity of the Project, and task duration
requirements. These will be reviewed and adjusted, if needed, during the Initiate and Plan Stage. Refer to
the Project Stages section of this SOW for information on work packages associated with each stage of the
implementation.
The following dates may be revised based on the date the Agreement is signed and further refined during the
course of the project. Tyler requires up to forty-five (45) days to move from Agreement signing to the Initiate
& Plan Stage.
Phases and Module Timeline
Phase Functional Areas Modules Start Date Go-Live
Date
1 Financials • Accounting General Ledger
• Accounts Payable
• Budgeting
• Capital Assets
• Cash Management
• Contract Management
• Project & Grant Accounting
• Purchasing
• eProcurement
• Accounts Receivable including Loans
• General Billing
• Tyler Cashiering
March 2021 July 2022
Phase Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
1 PIER
1a
2 PIER
3 PIERLand Management/ EnerGov
Finance
HCM / Payroll
CAFR
2021 2022 2023
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City of Dublin
Tyler Technologies, Inc. Page | 57
System Wide • Munis Analytics & Reporting
o Tyler Reporting Services
o Munis Office
o HUB
• Tyler ReadyForms Processing
• Tyler Content Manager SE
Finance PIER December
2022
1a CAFR Statement
Builder
• CAFR Statement Builder August 2023 September
2023
2 Human Capital
Management
• Payroll w/Employee Self Service
• ExecuTime Time & Attendance
• Employee Expense Reimbursement
• HR & Talent Management
• Risk Management
September
2021
July 2022
September
2022
HCM PIER March 2023
3 EnerGov • EnerGov Business Management Suite
• EnerGov Community Development
Suite
• EnerGov Citizen Self Service –
Business Management
• EnerGov Citizen Self Service –
Community Development
• EnerGov e-Reviews
• EnerGov iG Workforce Apps
• Report Toolkit
• Tyler 311
April 2022 July 2023
EnerGov PIER December
2023
DocuSign Envelope ID: F9FF42B8-22AB-4FD1-BB1C-E78A03898467
Request for Proposal (RFP)
for
Enterprise Resource Planning (ERP)
System and Implementation Services
Issue Date: October 2, 2019
Proposal Due Date: November 4, 2019 – 2:00 PM PT
ERP System and Implementation Services RFP
City of Dublin 2
This page intentionally left blank.
ERP System and Implementation Services RFP
City of Dublin 3
Table of Contents
1 RFP Overview ...................................................................................................................... 1
1.1 Purpose of RFP ........................................................................................................................ 1
1.2 Project Objectives and Scope .................................................................................................. 1
1.3 RFP Timeline ............................................................................................................................ 2
1.4 RFP Coordinator ...................................................................................................................... 2
1.5 RFP Amendment and Cancellation .......................................................................................... 2
1.6 RFP Questions ......................................................................................................................... 3
1.7 Intent to Propose .................................................................................................................... 3
1.8 Proposal Submittal .................................................................................................................. 3
2 City Overview ...................................................................................................................... 4
3 Current Environment ........................................................................................................... 5
4 ERP System Requirements................................................................................................... 8
4.1 Required Modules ................................................................................................................... 8
4.2 Key Functionality ................................................................................................................... 10
4.3 Implementation Timeline ...................................................................................................... 10
4.4 Requirements ........................................................................................................................ 10
5 Proposal Submission Requirements .................................................................................. 11
5.1 General Instructions .............................................................................................................. 11
5.2 Proposal Format and Content ............................................................................................... 11
Cover Letter ................................................................................................................................................. 11
Table of Contents ......................................................................................................................................... 12
Section 1 - Executive Summary ..................................................................................................................... 12
Section 2 – Company Background................................................................................................................. 12
Section 3 – Company Qualifications .............................................................................................................. 12
Section 4 - References .................................................................................................................................. 13
Section 5 - Proposed Solution ....................................................................................................................... 13
Section 6 - Implementation Approach and Work Plan ................................................................................... 14
Section 7 – Ongoing Maintenance and Support ............................................................................................ 16
Section 8 – Pricing ........................................................................................................................................ 17
Section 9 – Software Licensing and Maintenance Agreements ...................................................................... 18
6 Proposal Evaluation .......................................................................................................... 19
7 RFP Terms and Conditions ................................................................................................. 20
8 Appendix A – Requirements .............................................................................................. 25
9 Appendix B – Price Sheets ................................................................................................. 26
10 Appendix C – City Standard Agreement......................................................................... 27
ERP System and Implementation Services RFP
City of Dublin 4
City of Dublin 1
1 RFP Overview
1.1 Purpose of RFP
The City of Dublin (City) has issued this Request for Proposal (RFP) to solicit responses from vendors
(Proposers)offering proven, integrated Enterprise Resource Planning (ERP) solutions to replace the
City’s existing finance, payroll, and land management systems.
The City seeks a Proposer who can demonstrate that they possess the organizational, functional, and
technical capabilities, along with the experience, expertise, and qualifications necessary to provide a
state-of-the-art ERP solution, along with the professional services specified to complete the
implementation and support the system post-implementation.
The City is looking to acquire a single solution that meets the functional and technical requirements
pertaining to Finance, Human Resources/Payroll, and Land Management. Proposals that do not
provide a comprehensive solution may be subject to immediate disqualification.
Note that the City is open to either an on-premise or a SaaS solution.
The City’s implementation budget for this project is approximately $600,000 - $1,00,000 to include all
vendor costs related to implementation (e.g. configuration, data conversion and migration, interfaces,
testing, training, documentation, project management, travel, licensing costs, etc.).
1.2 Project Objectives and Scope
The City’s goal is to take advantage of a modern ERP system that is designed around best practices
and meets the following objectives:
u Consolidates information, links processes and functions, and eliminates separate departmental
systems/spreadsheets/access databases in favor of a single system that connects the City’s
financial and non-financial applications through a common database
u Streamlines and improves business processes through automation
u Provides a user-friendly and intuitive user interface to promote system use and increase user
productivity
u Reduces or eliminates redundant data entry
u Provides timely, accurate, and easy-to-access information for decision making
u Reduces or eliminates the need for manual input when preparing various financial documents,
including the annual budget and financial statements
u Improves and/or provides necessary reports and reporting capabilities and access to data
through inquiry or drill down capabilities
u Supports interface with third-party systems through documented APIs or other standardized
data exchange methods
u Provides appropriate security measures
u Improves services to stakeholders
u Complies with state and local statutory requirements
In addition to the functionality identified above, the City is seeking a Proposer to provide professional
services (e.g. best practices guidance, data conversion and migration, testing, training, project
City of Dublin 2
management, implementation, and integration) that will help ensure a successful implementation in a
timely and professional manner.
1.3 RFP Timeline
Table 1 presents the RFP Timeline.
Table 1 - RFP Timeline
RFP EVENT DATE/TIME
City Issues RFP October 2, 2019
Deadline for Proposer Questions October 16, 2019 – 2:00 PM
PT
City Provides Responses to Questions October 23, 2019
Deadline for Proposal Submissions November 4, 2019– 2:00
PM PT
Finalist(s) Notified & Provided Proof-of-Capabilities (POC) Packet Issued December 2019
POC Demonstration(s) January 2019
Contract Negotiations TBD
Award of Proposal & Contract Execution TBD
The City reserves the right, at its sole discretion, to adjust the RFP Timeline as it deems necessary.
As identified in Table 1, finalist(s) will be required to participate in a proof-of-capabilities (POC)
demonstration to allow staff to fully understand the proposed solution. The POC process entails a
scripted demonstration using scenarios/scripts developed by the City to evaluate critical product
functionality rather than the City viewing a generic product demonstration.
Proposers must be prepared to invest the time and resources in the proof-of-capabilities
demonstration to be successful in this procurement.
At the completion of the POCs, the City intends to select a finalist that may be asked to participate in
further solution demonstrations to ensure that all pertinent modules are reviewed prior to finalizing
negotiations.
1.4 RFP Coordinator
All communications concerning this RFP must be submitted via email to the RFP Coordinator
identified below.
Name and Title: Jay Baksa, Financial Analyst
Email: jay.baksa@dublin.ca.gov
The RFP Coordinator will be the sole point of contact for this RFP. Proposer contact with any
person(s) in the City other than the RFP Coordinator is expressly forbidden and may result in
disqualification of the Proposer’s bid. Any communications other than via email to the RFP
Coordinator will be considered unofficial and non-binding on the City. Telephone calls will not be
accepted.
1.5 RFP Amendment and Cancellation
The City reserves the unilateral right to amend this RFP in writing at any time. The City also reserves
the right to cancel or reissue the RFP at its sole discretion. If an amendment is issued, notification shall
be provided to all Proposers complying with Section 1.7 Intent to Propose and the amendment posted
on the City’s website: http://dublin.ca.gov/bids.aspx.
City of Dublin 3
Proposers must respond to the final written RFP, including and any exhibits, attachments, and
amendments and/or addendums.
1.6 RFP Questions
Questions concerning the RFP should be submitted via e-mail to the RFP Coordinator identified in
Section 1.4 prior to the “Deadline for Proposer Questions” identified in Section 1.3. Proposer questions
should clearly identify the relevant section of the RFP and page number(s) related to the question
being asked. The questions submitted and the City’s responses shall be posted on the City website
identified in Section 1.5.
1.7 Intent to Propose
Each Proposer who plans to submit a proposal should indicate as such via an email to the RFP
Coordinator. The email should include:
u Proposer’s company name
u Proposer’s intent to respond to this RFP
u Name and title of Proposer main contact
u Address, telephone, and email address
Note that this “Intent to Propose” email is optional and does not bind Proposers to submitting a
proposal. However, the City will ensure that any Proposer who submit this information will receive any
RFP addendums and/or amendments and questions and responses/answer sets.
1.8 Proposal Submittal
Proposals are to be submitted no later than the “Deadline for Proposal Submission” identified in
Section 1.3. Proposers assume the risk of the method of delivery chosen. The City assumes no
responsibility for delays caused by any delivery service. A Proposer's failure to submit a proposal as
required before the deadline may cause the proposal to be disqualified.
Proposers must submit in a sealed package: one (1) original, two (2) copies, and one (1) electronic copy
(a single .pdf file containing all submitted material, as well as copies of Appendix A and Appendix B).
The response should acknowledge the review of any addendums and/or amendments.
The proposal package shall be mailed, couriered, or hand delivered to the City at:
City of Dublin
Attn: Jay Baksa
100 Civic Plaza, 2nd Floor
Dublin, CA 94568
The package should be clearly labeled as follows:
Proposal for ERP System and Implementation Services Due Date/Time: November 4, 2019 – 2:00 PM
PT
Name of Proposing Firm Proposer’s Address Proposer’s Contact Person
Proposer’s Telephone Number
All information must be received by the City on the date/time indicated in Section 1.3. Information
received after this time and date may be returned unopened. Postmarks will not be accepted as proof
of receipt.
City of Dublin 4
2 City Overview
The City of Dublin is located in the East Bay of the San Francisco Bay Area and is approximately 35 miles
east of San Francisco. Dublin is 14.59 square miles in area and is one of five communities that comprise
the Tri-Valley region.
The City of Dublin was incorporated in 1982 as a general law city and has a Council/Manager form of
government. From a population of approximately 14,350 in 1982, the City of Dublin has grown to a
resident population of 64,577 (per the California Department of Finance, 2019). The City has
consistently been one of the fastest growing cities in Alameda County for the past several years, and
the City is projected to have a total population of 75,000 at build out.
City of Dublin 5
3 Current Environment
The information in this section describes the City’s current environment – information that is pertinent
to the new ERP.
The City currently uses Tyler Eden to support its financial, and payroll needs. Eden is comprised of the
following modules, though not all are in use at this time:
u General Ledger
u Accounts Payable
u Accounts Receivable\
u Purchasing
u Budgeting
u Project Accounting
u Fixed Assets
u Contract Management
u GASB34 Reporter (not implemented)
u Cashiering
u Human Resources
u Payroll
u Position Budgeting
u Licensing
u Parcel Manager
u Permits and Inspections
u Customer Facing Web Interface
u Custom Data Reporting
u Modification Support
Table 2 identifies the City business applications that are expected to interface with the new ERP.
Table 2 – Applications Expected to Interface with New ERP
Application Purpose Freq.
Laserfiche Send images of forms, invoices, receiving documents, purchase
orders, contracts, employee benefit and withholding forms, etc.
from new ERP to Laserfiche.
Laserfiche to be accessible from within the new ERP to access any of
these documents.
Real-Time
Time Clock Plus Import hours for seasonal staff. Bi-Weekly
Wageworks Export Health Savings Accounts. Bi-Weekly
City of Dublin 6
Application Purpose Freq.
International City/
County Management
Association (ICMA) and
Nationwide
New ERP to send deferred comp withholding to ICMA and
Nationwide.
Bi-Weekly
Bank of America New ERP to send payroll data, warrant data (Positive Pay), accounts
payable data, and bank reconciliation data to BOA.
BOA to send bank reconciliation data back to the new ERP.
Payroll –
Biweekly
Warrant, AP,
and Bank
Rec -
Daily
GIS Monthly &
On-Demand
OpenGov Import Budget Annual
eProcess360 Online plan check management system Real Time
CalOps Send recruiting data to new ERP Daily
DudeSolutions Send work order data (expense, time and attendance, etc.) from
DudeSolutions to the new ERP
Send Purchase order data from the new ERP to DudeSolutions
Daily
ActiveNet Send cash receipt information from ActiveNet to the new ERP Daily
Workbright Send onboarding data from Workbright to new ERP
CalPERS Send retirement, health enrollment and deferred compensation data
to CalPERS.
Bi-Weekly
Internal Revenue
Service (IRS)
Sends 1099 and 1095 (ACA) data to the IRS. Annually
CA Employment
Development
Department (EDD)
Sends the following data to EDD:
-Tax Return Data
-Wage Report Data
-Payroll Tax Deposit Data
Quarterly/
Annually
Social Security
Administration (SSA)
Sends W2 data to SSA. Yearly
Table 3 identifies the City’s current technology standards. The proposed system must be compatible
with the existing technical environment or accessible from it. Proposers will be required to confirm
conformance to these requirements or clearly articulate proposed alternatives.
Table 3 – Technology Standards
Technology Current Standard
Database(s) SQL Server 2016
Server OS Windows Server 2016
Desktop OS Windows 10 1809 – 1903
Server Hardware Dell EMC VXRail ESRI VMWare
Desktop Hardware Dell Optiplex 7060
Laptop/Mobile Hardware Dell Latitude
Browsers I.E./Chrome
Email Server/Client Outlook for Office 365 V16
Virtual Environment VNMWARE
City of Dublin 7
Technology Current Standard
Storage Area Network USAN – VMWare/SSD
Active Directory Windows 2016
VPN Sonicwall mobile connect
Scanners Cannon and Fujitsu
Printers Richo and HP
Internet
• Bandwidth
• Redundancy
500 MB Comcast Fiber
250 MB Cogent Fiber
Table 4 provides information regarding key statistics (approximations) to aid the Proposers in
preparation of their proposed solutions and pricing.
Table 4 – Key Statistics
Functional Area Volume/Statistics Frequency (if applicable)
Finance
Purchase Orders 350 Annually
Invoices 8,380 Annually
Journal Entries 332 Annually
Miscellaneous Bills 7-8 Monthly
Vendors 2,441 Active
Human Resources
Recruitments 45 – 2,100 applications Annually
FTEs 84 N/A
PTEs 194 seasonal
2 part time
N/A
Volunteer Employees 150 N/A
Position Classifications 70 N/A
Employee Action Forms (e.g. new
hire, pay changes, employee
separation, misc. pay assignments
and status, etc.)
2,080 Annually
General
Business License:
• New Requests 644 Annually
• Renewals 4,526 “
• Delinquent Renewal 318 “
Notices
Permits Issued:
• Building 2,802 Annually
• Encroachment 169 “
Functional Area Volume/Statistics Frequency (if applicable)
Building Inspections 38,582 Annually
Code Inspections 359 Annually
Total Current EDEN Users
(Citywide)
213 N/A
City of Dublin 8
4 ERP System Requirements
4.1 Required Modules
The City is seeking a highly integrated system that can serve as many of the City’s various department
needs as possible. Mandatory solution modules must include the following functionality:
City of Dublin 9
u Finance
u General Ledger/Accounting
u Budgeting
u Vendor Management
u Procurement/Purchasing
u Contract Management
u Accounts Payable
u Fixed Asset Management
u General Billing (Accounts Receivable)
u Cash Receipts (Cashiering)
u Grant Management
u Project Management
u Payroll Processing
u Business License
u Human Resources
u Position Control
u Employee Master File
u Benefit Administration
u Leave Administration
u Training and Certification
u Performance Reviews
u Personnel Actions
u Employee Self-Service
u Pay Administration
u Timekeeping
u Separation/Offboarding
u Risk Management
u Volunteer Tracking and Management
u Land Management
u Plan Check
u Permits
u Inspections
u Code Enforcement
u Customer / Citizen Access
City of Dublin 10
At a minimum, Proposers must propose a solution that includes the modules identified above.
4.2 Key Functionality
The City is interested in adopting modern, automated tools that support financial, utility billing and
human resource best practices. Key functionality in these areas would include, but not be limited to:
dashboards, mobility, employee portal with electronic time reporting, vendor portal that is ADA
compliant, workflow, reporting, etc. The specific functionality required can be found in Appendix A -
Requirements.
4.3 Implementation Timeline
The City is assuming the following order for the implementation for the primary sets of modules: 1)
Finance, 2) HR/Payroll, 3) Land Management. However, the City is open to vendor recommendations
for order and timing based on their experience.
Proposers should clearly communicate all key assumptions along with their proposed schedule. The
Proposer’s recommended implementation timeline should be clearly articulated in their proposal
response as described in Section 6 – Implementation Approach and Work Plan.
4.4 Requirements
Proposers must respond to the requirements included in Appendix A - Requirements. The City will
incorporate the requirements and the selected Proposer’s responses into the final contract that is
executed between the parties.
City of Dublin 11
5 Proposal Submission Requirements
5.1 General Instructions
Proposals should be prepared simply and economically and provide a straightforward, concise
description of the Proposer’s company, qualifications, proposed solution, and capabilities to satisfy
the requirements of this RFP. Emphasis should be on completeness and clarity of content.
Proposals must be organized consistent with the outline provided in this section. Proposers must
follow all formats and address all portions of the RFP set forth herein, providing all information
requested.
Proposers may retype or duplicate any portion of this RFP for use in responding to the RFP, provided
that the proposal clearly addresses all of the City's information requirements.
5.2 Proposal Format and Content
Information must be structured, presented, and labeled in the following manner:
u Cover Letter
u Table of Contents
u Section 1 – Executive Summary
u Section 2 – Company Background
u Section 3 – Company Qualifications
u Section 4 – References
u Section 5 – Proposed Solution
u Section 6 – Implementation Approach and Work Plan
u Section 7 – Ongoing Maintenance and Support
u Section 8 – Pricing
u Section 9 – Software Licensing and Maintenance Agreements
Information should be prepared on standard 8 1/2" x 11" paper and printed on two sides.
Failure to follow the specified format, to label the responses correctly, or to address all of the
subsections may, at the City’s sole discretion, result in the rejection of a proposal.
Cover Letter
The proposal must include a cover letter that provides the following:
u Proposer’s legal name and corporate structure, including the state incorporated in.
u Proposer’s primary contact to include name, address, phone, and email.
u Identification of single Proposer solution.
u Identification of solution proposed, version number, and whether on-premise or a SaaS solution
u Identification of use of subcontractors (if any) and scope of work to be performed by and
City of Dublin 12
requirements to be met by each subcontractor.
u Identification of any pending litigation against the Proposer.
u Disclosure of any bankruptcy or insolvency proceedings in last ten (10) years.
u Statement indicating the proposal remains valid for at least 180 days.
u Statement that the Proposer or any individual who will perform work for the Proposer is free of
any conflict of interest (e.g. employment by the City).
u Statement of acknowledgement that the City’s legal documents (Appendix C – City Standard
Agreement) have been reviewed and accepted with or without exception. If exceptions are
involved, those items requiring adjustment or modification must be identified and listed along
with suggested modifications to the contract. If no exceptions are noted, the City will assume
that the Proposer is capable of performing all normal tasks and services without reservation or
qualification to the contract.
u Signature of a company officer empowered to bind the Proposer to the provisions of this RFP
and any contract awarded pursuant to it.
The Cover Letter should be concise and brief and not exceed three (3) pages unless a Proposer’s
exceptions to the City’s legal documents require it.
Table of Contents
All sections should be identified and pages consecutively numbered.
Section 1 - Executive Summary
This section of the proposal should provide a brief and concise synopsis of Proposer’s solution and a
description of the Proposer’s credentials to deliver the services sought under the RFP. This is to
include identification of single Proposer solution, and identification of use of subcontractors (if any)
and scope of work to be performed by and requirements to be met by each subcontractor.
The Executive Summary should not exceed three (3) pages.
Section 2 – Company Background
This section of the proposal should identify the following:
u A brief description of the Proposer’s background.
u Identify the location of headquarters, technical support, and field offices and the location of
office which would service the City.
u Identify Proposer’s annual company revenues and profit for the last three company fiscal
years.
The Background section should not exceed two (2) pages.
Section 3 – Company Qualifications
In this section of the proposal, the Proposer should identify company qualifications and experience in
implementing solutions similar to what the City is seeking:
u Describe the Proposer’s familiarity with public sector ERP systems and associated business
processes, and experience with the requirements of municipalities
u Identify the Proposer’s existing client base including the number of existing clients using the
version/release of the software being proposed. Specifically identify experience with similar
City of Dublin 13
sized California municipalities
The Company Qualifications section should not exceed two (2) pages.
Section 4 - References
The Proposer must provide at least five (5) references with at least three (3) of the references for
systems that have been implemented in the last five years. The City prefers references from California
municipalities of similar size and complexity to the City. For each reference, Proposer must provide
the following information:
u Name and contact information (i.e. name, title, address, direct phone, and email)
u Brief project description, including identifying the software version, modules, and interfaces
implemented
u Implementation timeline, Go Live date, and budgetary cost vs. actual cost
The References section should not exceed five (5) pages.
Section 5 - Proposed Solution
The City is seeking an on-premise or SaaS solution. If a Proposer has, and is proposing both types,
they are required to submit a separate set of pricing sheets for each solution (please see Appendix B –
Price Sheets for additional information).
In this section of the proposal, the Proposer should describe the proposed solution by providing the
following:
u Solution Overview
o Identification of use of subcontractors (if any) and scope of work to be performed by and
requirements to be met by each subcontractor
o Name and origin of solution
o Solution type (on premise or SaaS)
o Release history and current release being proposed
o Proposed modules
o Mobile capabilities of the proposed modules
u Application Integration/Interface
u The required integration/interfaces and the relevant data to be sent (including the direction and
frequency) are identified in Table 2 in RFP Section 3. Please describe the following for each
specific integration/interface:
o Proposer’s integration/interface solution [web services, Application Programming
Interfaces (APIs), etc.]
o Data availability/transfer (real-time, nightly, etc.)
o How Proposer will ensure data security
o The involvement, if any, that is required from the owners of the applications to be
integrated/interfaced to the ERP
o If Proposer has previous experience developing/implementing the relevant
City of Dublin 14
integration/interface
u Data Storage and Backup (for SaaS solutions only)
o Describe approach to data storage
o Describe data backup process
o Describe the network bandwidth required between the City and hosting facilities
o Describe what options are available for dedicated bandwidth (if available)
o Describe scalability options for computing power (CPU, RAM, and storage)
o Indicate hosting provider (e.g. Azure, Amazon Web Services, etc.)
u Data Access and Security (for SaaS solutions only)
o Describe how data access is managed
o Describe the environment (single or multi-tenant)
o If a multi-tenant environment, how is the data segregated?
o If a multi-tenant environment, how is security managed?
u Business Continuity and Disaster Recovery (for SaaS solutions only)
u Describe approach to business continuity & disaster recovery
u Service Level Agreements (SLA’s) (for SaaS solutions only)
u Describe supported SLA options (e.g. reliability, availability, performance, issues, requests,
system response time, etc.)
u Transition (for SaaS solutions only)
u Describe proposed exit strategy at end of contract (contract transition)
u Response to Appendix A – Requirements:
u The City will provide a copy of RFP Appendix A in MS Word. To address this section, Proposers
should use that file to address each requirement in Appendix A. Please see Appendix A for
additional instructions.
Section 6 - Implementation Approach and Work Plan
Describe project implementation in relation to the following:
u Project Organization
u Provide a project organization chart highlighting Proposer or subcontractor key staff who will
be assigned to the project
u Provide bios for the Proposer key staff
u The City reserves the right to request and check references for key vendor staff
u Project Management
City of Dublin 15
u Describe project management methodology/approach
u Describe high-level roll-out approach, including order and timing of specific modules
u Provide a Project Schedule that identifies tasks, activities, dates, durations, resources,
deliverables, and milestones
u Provide a Project Plan that describes your approach to Schedule Management, Cost
Management, Scope Management, Communications Management, Issues Management, Risk
Management, Change Management, etc.
u Implementation Specifics
u Identify the specific roles/responsibilities to be filled by Proposer or subcontractor staff versus
those to be filled by City staff. Include estimated level of effort for each staff person and when
that person would be required (what part of implementation).
NOTE - In consideration of the overall implementation scope of work, the City expects staff to be
available approximately 40% of the time. As such, the Proposer team’s implementation hours should
be estimated accordingly.
Proposer’s should provide this information in Table 5.
Table 5 – Roles and Level of Effort
Phase Task Start and
End Date
Vendor Staff
Role
City Staff
Role
Task
Hours
Work Split
(% Vendor/
% City)
City of Dublin 16
u Describe the conversion strategy, including what data should be converted, the number of
years to convert, and the conversion methodology (extract, transform, and load).
u Describe training methodology/approach and how you ensure users are prepared to use the
proposed solution. Include description of how you address different learning styles (classroom,
online, hands-on, etc.), including a description of training materials to be used and timing.
Identify alternatives to the train-the-trainer approach, and identify any related, additional costs
in RFP Appendix C – Price Sheets.
u Describe testing methodology/approach, including the criteria, methods, and timing to ensure
successful completion of user acceptance testing prior to go live. Identify the specific
roles/responsibilities pertaining to City staff vs. Proposer staff. Identify alternatives to the City
developing the UAT plan and related test scripts/use cases, and identify any related, additional
costs in RFP Appendix C – Price Sheets.
The Implementation Approach and Work Plan section should not exceed fifteen (15) pages (excluding
the project schedule).
Section 7 – Ongoing Maintenance and Support
u Help Desk
u Help desk location(s), staffing, ticketing system utilized, processes, and procedures
u Ticket prioritization, response time commitments, and escalation procedures
u Support hours (in Pacific Time)
u Number of help tickets per year and average resolution time by priority level
u System Monitoring (SaaS solutions only)
u Describe how the system will be monitored and how and when the City will be informed of
system performance issues, etc.
u Post-Implementation Evaluation Report (PIER)
u Proposers must develop one PIER six months after the Finance implementation, one six months
after the HR/payroll implementation, and one six months after the Land Management
implementation. Describe how Proposer would support these PIER assessments, including the
expected PIER content, how gaps in system utilization would be identified, and how those gaps
would be addressed through additional training [minimum one full week (40 hours) of Proposer
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led, onsite training after each of the three implementations].
u Application Upgrades
u For on-premises solutions:
u Identify the frequency of upgrades over the past two (2) years
u For SaaS solutions:
u Identify the frequency of upgrades over the past two (2) years
u Identify the typical upgrade schedule
u Describe how upgrades would be performed
u Describe any downtime related to upgrades
u Describe how the City would be notified of such upgrades and how much lead time would be
provided
u Describe the City’s ability to delay, test, accept, and/or deny applying upgrades
u Change Management (post implementation)
u Describe the post-implementation Change Management process
u User Groups/Conferences
u Identify if there are any solution user groups and/or user conferences including frequency and
location of events, topics, etc.
The Ongoing Maintenance and Support section should be no longer than ten (10) pages.
Section 8 – Pricing
The City seeks a clear and comprehensive understanding of all costs associated with the
implementation and ongoing maintenance of the proposed system.
To address pricing, the City will provide a copy of RFP Appendix B – Price Sheets - in MS Excel. To
address this section, Proposers should complete all the price sheets in Appendix B.
Proposers must itemize all costs associated with the implementation and ongoing maintenance. The
City will evaluate information based on the “Total Cost to Implement (TCI)” and the “Total Cost to
Operate (TCO).” TCI will include all costs required for a successful implementation. The TCO will be
calculated based on TCI plus five (5) years of annual maintenance fees.
The Proposer’s implementation pricing must identify all costs required to include:
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u Software Licensing Costs
u Implementation Services
• Project management
• Software configuration
• Data conversion and migration
• Interface development
• Training and documentation
• Testing
• Go-Live
u Travel
The Proposer’s ongoing maintenance and support (on-premise) or hosting (SaaS) prices should clearly
identify the annual costs for five (5) years to include:
u Maintenance and Support or Hosting
u Post Implementation Evaluation Report (PIER) and associated training (one after the Financial
implementation, one after the HR/Payroll implementation, and one after the Utility Billing
implementation)
The City will evaluate Proposer price information based solely off the information provided in
Appendix B. Appendix B includes space for Proposers to identify any assumptions or comments that
will ensure the City understands what is being proposed.
NOTE: In their assumptions, Proposer’s must identify when the implementation and ongoing
licensing costs are due and payable for on-premise solutions or when implementation and
hosting costs are due and payable for their SaaS solutions.
Section 9 – Software Licensing and Maintenance Agreements
To address this section, the Proposer must provide any software licensing and maintenance
agreements that will be required to implement the Proposer’s solution.
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6 Proposal Evaluation
A City Evaluation Committee will review all information to determine which Proposers have qualified
for consideration. The evaluation will include at least an initial review and a subsequent detailed
review. The initial review will evaluate all submissions for conformance to stated specifications to
eliminate all responses that deviate substantially from the basic intent and/or fail to satisfy the
mandatory requirements. Only those that meet or exceed the intent of the mandatory requirements
will be further evaluated. Submitted proposals will be evaluated on the following criteria:
u Quality, clarity, and responsiveness of proposal
u Ability to meet the needs of the City without customization
u Well thought out timeline and roadmap for “go live” with a phased approach
u Proven technical ability to design, install, and support the proposed system
u Demonstrated ability to work in a cooperative and collaborative manner with clients
u Anticipated value and price
u Perceived risk or lack thereof
u Company financial stability
u References for each application proposed
u Results of interviews, demonstrations, and site visits
u Ability to prepare and execute a contract in a timely manner
u Commitment to continually evolving the system to remain current with evolving best practices
The City reserves the right, at its sole discretion, to request clarifications of proposals or to conduct
discussions for the purpose of clarification with any or all Proposers. The purpose of any such
discussions shall be to ensure full understanding of the proposal. Discussions shall be limited to
specific sections of the proposal identified by the City and, if held, shall be after initial evaluation of
proposal is complete. If clarifications are made as a result of such discussion, the Proposer shall put
such clarifications in writing.
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7 RFP Terms and Conditions
A. Collusion
By submitting a response to the RFP, each Proposer represents and warrants that its response is
genuine and made in the interest of or on behalf of any person not named therein; that the Proposer
has not directly induced or solicited any other person to submit a sham response or any other person to
refrain from submitting a response; and that the Proposer has not in any manner sought collusion to
secure any improper advantage over any other person submitting a response.
B. Gratuities
No person will offer, give or agree to give any City employee or its representatives any gratuity,
discount or offer of employment in connection with the award of contract by the City. No City
employee or its representatives will solicit, demand, accept or agree to accept from any other person a
gratuity, discount or offer of employment in connection with a City contract.
C. Required Review and Waiver of Objections by Proposers
Proposers should carefully review this RFP and all attachments, including but not limited to the
Standard Professional Services Agreement, for comments, questions, defects, objections, or any
other matter requiring clarification or correction (collectively called “comments”). Comments
concerning RFP objections must be made in writing and received by the City no later than the
"Deadline for Proposal Questions" detailed in Table 1 - RFP Timeline. This will allow issuance of any
necessary amendments and help prevent the opening of defective information upon which contract
award could not be made.
Protests based on any objection will be considered waived and invalid if these faults have not been
brought to the attention of the City, in writing, by the Deadline for Proposal Questions.
D. Nondiscrimination
No person will be excluded from participation in, be denied benefits of, be discriminated against in the
admission or access to, or be discriminated against in treatment or employment in the City’s
contracted programs or activities on the grounds of disability, age, race, color, religion, sex, national
origin, or any other classification protected by federal or California State Constitutional or statutory
law; nor will they be excluded from participation in, be denied benefits of, or be otherwise subjected
to discrimination in the performance of contracts with the City or in the employment practices of the
City’s contractors.
Accordingly, all Proposers entering into contracts with the City will, upon request, be required to show
proof of such nondiscrimination and to post in conspicuous places, available to all employees and
applicants, notices of nondiscrimination.
E. Proposal Preparation Costs
The City will not pay any costs associated with the preparation, submittal, or presentation of any
proposal.
F. Proposal Withdrawal
To withdraw a proposal, the Proposer must submit a written request, signed by an authorized
representative, to the RFP Coordinator (Section 1.4). After withdrawing a previously submitted
proposal, the Proposer may submit another proposal at any time up to the Deadline for Proposal
City of Dublin 21
Submission.
G. Proposal Errors
Proposers are liable for all errors or omissions contained in their information. Proposers will not be
allowed to alter proposal documents after the Deadline for Proposal Submission.
H. Incorrect Proposal Information
If the City determines that a Proposer has provided, for consideration in the evaluation process or
contract negotiations, incorrect information which the Proposer knew or should have known was
materially incorrect, that proposal will be determined non-responsive, and the proposal will be
rejected.
I. Prohibition of Proposer Terms and Conditions
A Proposer may not submit the Proposer's own contract terms and conditions in a response to this
RFP. If a proposal contains such terms and conditions, the City, at its sole discretion, may determine
the proposal to be a nonresponsive counteroffer, and the proposal may be rejected.
J. Assignment and Subcontracting
The Contractor may not subcontract, transfer, or assign any portion of the contract without prior,
written approval from the City. Each subcontractor must be approved in writing by the City. The
substitution of one subcontractor for another may be made only at the discretion of the City and with
prior, written approval from the City.
Notwithstanding the use of approved subcontractors, the Proposer, if awarded a contract under this
RFP, will be the prime contractor and will be responsible for all work performed and will be responsible
for all costs to subcontractors for services provided by the Proposer. Proposer shall be the single point
of contact for support of all components in the proposed solution. The Proposer is prohibited from
performing any work associated with this RFP or using contractors for any service associated with this
RFP offshore (outside the United States).
K. Right to Refuse Personnel
A Proposer shall be an independent contractor to the City and shall be responsible for the
management of its own employees and ensuring the quality of services under any agreement with the
City. Failure to properly manage employees may result in termination of the agreement for cause. The
Proposer shall promptly remedy any personnel issues brought to its attention by the City that affect
the Proposer’s performance of the requested services, including if necessary, dismissing affected
personnel.
L. Proposal of Additional Services
If a Proposer indicates an offer of services in addition to those required by and described in this RFP,
these additional services may be added to the contract before contract signing at the sole discretion of
the City.
M. Licensure
Before a contract pursuant to this RFP is signed, the Proposer must hold all necessary, applicable
business and professional licenses. The City may require any or all Proposers to submit evidence of
proper licensure.
City of Dublin 22
N. Conflict of Interest and Proposal Restrictions
By submitting a response to the RFP, the Proposer certifies that no amount will be paid directly or
indirectly to an employee or official of the City as wages, compensation, or gifts in exchange for acting
as an officer, agent, employee, subcontractor, or consultant to the Proposer in connection with the
procurement under this RFP.
Notwithstanding this restriction, nothing in this RFP will be construed to prohibit another
governmental entity from making a proposal, being considered for award, or being awarded a
contract under this RFP.
Any individual, company, or other entity involved in assisting the City in the development,
formulation, or drafting of this RFP or its scope of services will be considered to have been given
information that would afford an unfair advantage over other Proposers, and said individual,
company, or other entity may not submit a proposal in response to this RFP.
O. Contract Negotiations
After a review of the information and completion of the demonstration and proof-of-capabilities
(POC), the City intends to enter into contract negotiations with the selected Proposer. These
negotiations could include all aspects of services and fees. If a contract is not finalized in a reasonable
period of time, the City will open negotiations with the next ranked Proposer.
P. Execution of Contract
If the selected Proposer does not execute a contract with the City within fifteen (15) business days
after notification of selection, the City may give notice to that service provider of the City’s intent to
select from the remaining Proposers or to call for new information, whichever the City deems
appropriate.
Q. Right of Rejection
The City reserves the right, at its sole discretion, to reject any and all information or to cancel this RFP
in its entirety.
Any proposal received which does not meet the requirements of this RFP may be considered to be
nonresponsive, and the proposal may be rejected. Proposers must comply with all of the terms of this
RFP and all applicable State laws and regulations. The City may reject any proposal that does not
comply with all of the terms, conditions, and performance requirements of this RFP.
Proposers may not restrict the rights of the City or otherwise qualify their information. If a Proposer
does so, the City may determine the proposal to be a nonresponsive counteroffer, and the proposal
may be rejected.
The City reserves the right, at its sole discretion, to waive variances in technical information provided
such action is in the best interest of the City. Where the City waives minor variances in information,
such waiver does not modify the RFP requirements or excuse the Proposer from full compliance with
the RFP. Notwithstanding any minor variance, the City may hold any Proposer to strict compliance
with the RFP.
R. Disclosure of Proposal Contents
All information and other materials submitted in response to this RFP procurement process become
the property of the City. Selection or rejection of a proposal does not affect this right. All proposal
information, including detailed price and cost information, will be held in confidence during the
City of Dublin 23
evaluation process. Upon the completion of the evaluation of information, the information and
associated materials will be open for review by the public to the extent allowed by the California Public
Records Act, (Government Code Section 6250-6270 and 6275-6276.48). By submitting a proposal, the
Proposer acknowledges and accepts that the contents of the proposal and associated documents will
become open to public inspection.
S. Proprietary Information
The master copy of each proposal will be retained for official files and will become public record after
the award of a contract unless the proposal or specific parts of the proposal can be shown to be
exempt by law (Government code §6276). Each Proposer may clearly label part of a proposal as
"CONFIDENTIAL" if the Proposer thereby agrees to indemnify and defend the City for honoring such a
designation. The failure to so label any information that is released by the City will constitute a
complete waiver of all claims for damages caused by any release of the information.
T. Severability
If any provision of this RFP is declared by a court to be illegal or in conflict with any law, the validity of
the remaining terms and provisions will not be affected; and, the rights and obligations of the City and
Proposers will be construed and enforced as if the RFP did not contain the particular provision held to
be invalid.
U. RFP and Proposal Incorporated into Final Contract
This RFP and the successful proposal will be incorporated into the final contract.
V. Proposal Amendment
The City will not accept any amendments, revisions, or alterations to information after the Deadline
for Proposal Submission unless such is formally requested, in writing, by the City.
W. Consultant Participation
The City reserves the right to share with any consultant of its choosing this RFP and proposal
responses in order to secure a second opinion. The City may also invite said consultant to participate
in the Proposal Evaluation process.
X. Warranty
The selected Proposer will warrant that the proposed software will conform in all material respects to
the requirements and specifications as stated in this RFP, demonstrated in both the software
demonstration and subsequent proof-of-capabilities. Further, that the requirements as stated in this
RFP will become part of the selected Proposer’s license and the Proposer will warrant to the
requirements. The selected Proposer must warrant that the content of its proposal accurately reflects
the software's capability to satisfy the functional/technological requirements as included in this RFP.
Furthermore, the warranty, at a minimum, should be valid for the duration of the implementation and
until final acceptance (as will be defined during the negotiation process) of all application modules
included in the implementation.
Y. Rights of the City
The City reserves the right to:
City of Dublin 24
u Make the selection based on its sole discretion
u Reject any and all information
u Issue subsequent Requests for Proposal
u Postpone opening proposals, if necessary, for any reason
u Remedy errors in the Request for Proposal process
u Approve or disapprove the use of particular subcontractors
u Negotiate with any, all, or none of the Proposers
u Accept other than the lowest offer
u Waive informalities and irregularities in the proposal
u Enter into an agreement with another Proposer in the event the originally selected Proposer
defaults or fails to execute an agreement with the City
An agreement will not be binding or valid with the City unless and until it is approved by the City
Council and executed by authorized representatives of the City and of the Proposer.
City of Dublin 25
8 Appendix A – Requirements
The Requirements are provided following this page. To facilitate Proposer responses, Appendix A –
Requirements is also provided as a Word document.
City of Dublin 26
9 Appendix B – Price Sheets
The Price Sheets are provided following this page. To facilitate Proposer responses, Appendix B –
Price Sheets is also provided as an Excel document.
City of Dublin 27
10 Appendix C – City Standard Agreement
The City Standard Agreement is provided following this page. Highlighting identifies areas for the City
to complete
City of Dublin 28
CONTRACTOR SERVICES AGREEMENT BETWEEN
THE CITY OF DUBLIN AND
[NAME OF CONTRACTOR]
THIS AGREEMENT for _______________ services is made by and between the City of Dublin
(“City”) and __________________ (“Contractor”) (together sometimes referred to as the “Parties”) as
of ____________, 20__ (the “Effective Date”).
Section 1. SERVICES. Subject to the terms and conditions set forth in this Agreement, Contractor
shall provide to City the services described in the Scope of Work attached as Exhibit A at the time and
place and in the manner specified therein. In the event of a conflict in or inconsistency between the
terms of this Agreement and Exhibit A, the Agreement shall prevail.
1.1 Term of Services. The term of this Agreement shall begin on the Effective Date and shall end
on _______________, the date of completion specified in Exhibit A, and Contractor shall complete the
work described in Exhibit A on or before that date, unless the term of the Agreement is otherwise
terminated or extended, as provided for in Section 8. The time provided to Contractor to complete
the services required by this Agreement shall not affect the City’s right to terminate the Agreement,
as referenced in Section 8. Notwithstanding the foregoing this Agreement may be extended on a
month to month basis for up to 6 months upon the written consent of the Contractor and the City
Manager, provided that: a) sufficient funds have been appropriated for such purchase, b) the price
charged by the Contractor for the provision of the serves described in Exhibit A does not increase.
None of the foregoing shall affect the City’s right to terminate the Agreement as provided for in
Section 8.
1.2 Standard of Performance. Contractor shall perform all services required pursuant to this
Agreement in the manner and according to the standards observed by a competent practitioner of the
profession in which Contractor is engaged.
1.3 Assignment of Personnel. Contractor shall assign only competent personnel to perform
services pursuant to this Agreement. In the event that City, in its sole discretion, at any time during
the term of this Agreement, desires the reassignment of any such persons, Contractor shall,
immediately upon receiving notice from City of such desire of City, reassign such person or persons.
1.4 Time. Contractor shall devote such time to the performance of services pursuant to this
Agreement as may be reasonably necessary to meet the standard of performance provided in
Subsection 1.2 above and to satisfy Contractor’s obligations hereunder.
Section 2. COMPENSATION. City hereby agrees to pay Contractor a sum not to exceed
________________, notwithstanding any contrary indications that may be contained in Contractor’s
City of Dublin 29
proposal, for services to be performed and reimbursable costs incurred under this Agreement. In the
event of a conflict between this Agreement and Contractor’s proposal, attached as Exhibit A,
regarding the amount of compensation, the Agreement shall prevail. City shall pay Contractor for
services rendered pursuant to this Agreement at the time and in the manner set forth herein. The
payments specified below shall be the only payments from City to Contractor for services rendered
pursuant to this Agreement. Contractor shall submit all invoices to City in the manner specified
herein. Except as specifically authorized by City in writing, Contractor shall not bill City for duplicate
services performed by more than one person.
Contractor and City acknowledge and agree that compensation paid by City to Contractor under this
Agreement is based upon Contractor’s estimated costs of providing the services required hereunder,
including salaries and benefits of employees and subcontractors of Contractor. Consequently, the
Parties further agree that compensation hereunder is intended to include the costs of contributions to
any pensions and/or annuities to which Contractor and its employees, agents, and subcontractors may
be eligible. City therefore has no responsibility for such contributions beyond compensation required
under this Agreement.
2.1 Invoices. Contractor shall submit invoices, not more often than once a month during the term
of this Agreement, based on the cost for services performed and reimbursable costs incurred prior to
the invoice date. No individual performing work under this Agreement shall bill more than 2,000 hours
in a fiscal year unless approved, in writing, by the City Manager or his/her designee. Invoices shall
contain the following information:
§ Serial identifications of progress bills; i.e., Progress Bill No. 1 for the first
invoice, etc.;
§ The beginning and ending dates of the billing period;
§ A Task Summary containing the original contract amount, the amount of prior
billings, the total due this period, the balance available under the Agreement,
and the percentage of completion;
§ The total number of hours of work performed under the Agreement by
Contractor and each employee, agent, and subcontractor of Contractor
performing services hereunder;
§ The Contractor’s signature;
City of Dublin 30
2.2 Monthly Payment. City shall make monthly payments, based on invoices received, for services
satisfactorily performed, and for authorized reimbursable costs incurred. City shall have 30 days from
the receipt of an invoice that complies with all of the requirements above to pay Contractor.
2.3 Final Payment. City shall pay the last 10% of the total sum due pursuant to this Agreement
within 60 days after completion of the services and submittal to City of a final invoice, if all services
required have been satisfactorily performed.
2.4 Total Payment. City shall pay for the services to be rendered by Contractor pursuant to this
Agreement. City shall not pay any additional sum for any expense or cost whatsoever incurred by
Contractor in rendering services pursuant to this Agreement. City shall make no payment for any
extra, further, or additional service pursuant to this Agreement.
In no event shall Contractor submit any invoice for an amount in excess of the maximum
amount of compensation provided above either for a task or for the entire Agreement, unless the
Agreement is modified prior to the submission of such an invoice by a properly executed change order
or amendment.
2.5 Hourly Fees. Fees for work performed by Contractor on an hourly basis shall not exceed the
amounts shown on the compensation schedule attached hereto as Exhibit B.
2.6 Reimbursable Expenses. Reimbursable expenses are specified in Exhibit B, and shall not
exceed $_______________. Expenses not listed in Exhibit B are not chargeable to City. Reimbursable
expenses are included in the total amount of compensation provided under this Agreement that shall
not be exceeded.
2.7 Payment of Taxes. Contractor is solely responsible for the payment of employment taxes
incurred under this Agreement and any similar federal or state taxes.
2.8 Payment upon Termination. In the event that the City or Contractor terminates this
Agreement pursuant to Section 8, the City shall compensate the Contractor for all outstanding costs
and reimbursable expenses incurred for work satisfactorily completed as of the date of written notice
of termination. Contractor shall maintain adequate logs and timesheets to verify costs incurred to
that date.
2.9 Authorization to Perform Services. The Contractor is not authorized to perform any services
or incur any costs whatsoever under the terms of this Agreement until receipt of authorization from
the Contract Administrator.
2.10 Liquidated Damages. Failure of Contractor to respond to problems referred to it by City within
City of Dublin 31
the time limits established in Subsection 1.2 of this Agreement shall result in liquidated damages as
set forth in Exhibit A.
Section 3. FACILITIES AND EQUIPMENT. Except as set forth herein, Contractor shall, at its sole
cost and expense, provide all facilities and equipment that may be necessary to perform the services
required by this Agreement. Contractor shall make a written request to City to use facilities or
equipment not otherwise listed herein.
3.1
Section 4. INSURANCE REQUIREMENTS. Before fully executing this Agreement, Contractor, at
its own cost and expense, unless otherwise specified below, shall procure the types and amounts of
insurance listed below against claims for injuries to persons or damages to property that may arise
from or in connection with the performance of the work hereunder by the Contractor and its agents,
representatives, employees, and subcontractors. Consistent with the following provisions, Contractor
shall provide proof satisfactory to City of such insurance that meets the requirements of this section
and under forms of insurance satisfactory in all respects, and that such insurance is in effect prior to
beginning work. Contractor shall maintain the insurance policies required by this section throughout
the term of this Agreement. The cost of such insurance shall be included in the Contractor's bid.
Contractor shall not allow any subcontractor to commence work on any subcontract until Contractor
has obtained all insurance required herein for the subcontractor(s) and provided evidence to City that
such insurance is in effect. VERIFICATION OF THE REQUIRED INSURANCE SHALL BE SUBMITTED
AND MADE PART OF THIS AGREEMENT PRIOR TO EXECUTION. Contractor shall maintain all
required insurance listed herein for the duration of this Agreement.
4.1 Workers’ Compensation.
4.1.1 General Requirements. Contractor shall, at its sole cost and expense, maintain Statutory
Workers’ Compensation Insurance and Employer’s Liability Insurance for any and all persons
employed directly or indirectly by Contractor. The Statutory Workers’ Compensation Insurance and
Employer’s Liability Insurance shall be provided with limits of not less than $1,000,000 per accident. In
the alternative, Contractor may rely on a self-insurance program to meet these requirements, but only
if the program of self-insurance complies fully with the provisions of the California Labor Code.
Determination of whether a self-insurance program meets the standards of the California Labor Code
shall be solely in the discretion of the Contract Administrator.
The Workers’ Compensation policy shall be endorsed with a waiver of subrogation in favor of the City
for all work performed by the Contractor, its employees, agents, and subcontractors.
4.1.2 Submittal Requirements. To comply with Subsection 4.1, Contractor shall submit the
following:
City of Dublin 32
a. Certificate of Workers’ Compensation Insurance in the amounts
specified in the section; and
b. Waiver of Subrogation Endorsement as required by the section.
4.2 Commercial General and Automobile Liability Insurance.
4.2.1 General Requirements. Contractor, at its own cost and expense, shall maintain commercial
general liability insurance for the term of this Agreement in an amount not less than $2,000,000 and
automobile liability insurance for the term of this Agreement in an amount not less than $2,000,000
per occurrence, combined single limit coverage for risks associated with the work contemplated by
this Agreement. If a Commercial General Liability Insurance or an Automobile Liability form or other
form with a general aggregate limit is used, either the general aggregate limit shall apply separately to
the work to be performed under this Agreement or the general aggregate limit shall be at least twice
the required occurrence limit. Such coverage shall include but shall not be limited to, protection
against claims arising from bodily and personal injury, including death resulting therefrom, and
damage to property resulting from activities contemplated under this Agreement, including the use of
owned and non-owned automobiles.
4.2.2 Minimum Scope of Coverage. Commercial general coverage shall be at least as broad as
Insurance Services Office Commercial General Liability occurrence form CG 0001 (most recent edition)
covering comprehensive General Liability on an “occurrence” basis. Automobile coverage shall be at
least as broad as Insurance Services Office Automobile Liability form CA 0001, Code 1 (any auto). No
endorsement shall be attached limiting the coverage.
4.2.3 Additional Requirements. Each of the following shall be included in the insurance coverage or
added as a certified endorsement to the policy:
a. The Insurance shall cover on an occurrence or an accident basis, and not on a claims-made
basis.
b. City, its officers, officials, employees, and volunteers are to be covered as additional insureds as
respects: liability arising out of work or operations performed by or on behalf of the Contractor; or
automobiles owned, leased, hired, or borrowed by the Contractor.
c. Contractor hereby agrees to waive subrogation which any insurer or contractor may require
from vendor by virtue of the payment of any loss. Contractor agrees to obtain any endorsements that
may be necessary to affect this waiver of subrogation.
City of Dublin 33
d.For any claims related to this Agreement or the work hereunder, the Contractor’s insurance
coverage shall be primary insurance as respects the City, its officers, officials, employees, and
volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees,
or volunteers shall be excess of the Contractor’s insurance and shall not contribute with it.
4.2.4 Submittal Requirements. To comply with Subsection 4.2, Contractor shall submit the
following:
a.Certificate of Liability Insurance in the amounts specified in the section;
b.Additional Insured Endorsement as required by the section;
c.Waiver of Subrogation Endorsement as required by the section; and
d.Primary Insurance Endorsement as required by the section.
4.3 All Policies Requirements.
4.3.1 Acceptability of Insurers. All insurance required by this section is to be placed with insurers
with a Bests' rating of no less than A:VII.
4.3.2 Verification of Coverage. Prior to beginning any work under this Agreement, Contractor shall
furnish City with complete copies of all Certificates of Liability Insurance delivered to Contractor by
the insurer, including complete copies of all endorsements attached to the policies. All copies of
Certificates of Liability Insurance and certified endorsements shall show the signature of a person
authorized by that insurer to bind coverage on its behalf. If the City does not receive the required
insurance documents prior to the Contractor beginning work, it shall not waive the Contractor’s
obligation to provide them. The City reserves the right to require complete copies of all required
insurance policies at any time.
4.3.3 Deductibles and Self-Insured Retentions. Contractor shall disclose to and obtain the written
approval of City for the self-insured retentions and deductibles before beginning any of the services or
work called for by any term of this Agreement. At the option of the City, either: the insurer shall
reduce or eliminate such deductibles or self-insured retentions as respects the City, its officers,
employees, and volunteers; or the Contractor shall provide a financial guarantee satisfactory to the
City guaranteeing payment of losses and related investigations, claim administration and defense
expenses.
4.3.4 Wasting Policies. No policy required by this Section 4 shall include a “wasting”
City of Dublin 34
policy limit (i.e. limit that is eroded by the cost of defense).
4.3.5 Endorsement Requirements. Each insurance policy required by Section 4 shall
be endorsed to state that coverage shall not be canceled by either party, except
after 30 days’ prior written notice has been provided to the City.
4.3.6 Subcontractors. Contractor shall include all subcontractors as insureds under its policies or
shall furnish separate certificates and certified endorsements for each subcontractor. All coverages
for subcontractors shall be subject to all of the requirements stated herein.
4.4 Remedies. In addition to any other remedies City may have if Contractor fails to provide or
maintain any insurance policies or policy endorsements to the extent and within the time herein
required, City may, at its sole option exercise any of the following remedies, which are alternatives to
other remedies City may have and are not the exclusive remedy for Contractor’s breach:
§ Obtain such insurance and deduct and retain the amount of the premiums for
such insurance from any sums due under the Agreement;
§ Order Contractor to stop work under this Agreement or withhold any payment
that becomes due to Contractor hereunder, or both stop work and withhold any
payment, until Contractor demonstrates compliance with the requirements
hereof; and/or
§ Terminate this Agreement.
Section 5. INDEMNIFICATION AND CONTRACTOR’S RESPONSIBILITIES. Contractor shall
indemnify, defend with counsel acceptable to City, and hold harmless City and its officers, officials,
employees, agents and volunteers from and against any and all liability, loss, damage, claims,
expenses, and costs (including without limitation, attorney’s fees and costs and fees of litigation)
(collectively, “Liability”) of every nature arising out of or in connection with Contractor’s performance
of the Services or its failure to comply with any of its obligations contained in this Agreement, except
such Liability caused by the sole negligence or willful misconduct of City.
The Contractor’s obligation to defend and indemnify shall not be excused because of the Contractor’s
inability to evaluate Liability or because the Contractor evaluates Liability and determines that the
Contractor is not liable to the claimant. The Contractor must respond within 30 days, to the tender of
any claim for defense and indemnity by the City, unless this time has been extended by the City. If the
Contractor fails to accept or reject a tender of defense and indemnity within 30 days, in addition to any
other remedy authorized by law, so much of the money due the Contractor under and by virtue of this
Agreement as shall reasonably be considered necessary by the City, may be retained by the City until
City of Dublin 35
disposition has been made of the claim or suit for damages, or until the Contractor accepts or rejects
the tender of defense, whichever occurs first.
In the event that Contractor or any employee, agent, or subcontractor of Contractor providing
services under this Agreement is determined by a court of competent jurisdiction or the California
Public Employees Retirement System (PERS) to be eligible for enrollment in PERS as an employee of
City, Contractor shall indemnify, defend, and hold harmless City for the payment of any employee
and/or employer contributions for PERS benefits on behalf of Contractor or its employees, agents, or
subcontractors, as well as for the payment of any penalties and interest on such contributions, which
would otherwise be the responsibility of City.
Section 6. STATUS OF CONTRACTOR.
6.1 Independent Contractor. At all times during the term of this Agreement, Contractor shall be
an independent contractor and shall not be an employee of City. City shall have the right to control
Contractor only insofar as the results of Contractor's services rendered pursuant to this Agreement
and assignment of personnel pursuant to Subsection 1.3; however, otherwise City shall not have the
right to control the means by which Contractor accomplishes services rendered pursuant to this
Agreement. Notwithstanding any other City, state, or federal policy, rule, regulation, law, or
ordinance to the contrary, Contractor and any of its employees, agents, and subcontractors providing
services under this Agreement shall not qualify for or become entitled to, and hereby agree to waive
any and all claims to, any compensation, benefit, or any incident of employment by City, including but
not limited to eligibility to enroll in the California Public Employees Retirement System (PERS) as an
employee of City and entitlement to any contribution to be paid by City for employer contributions
and/or employee contributions for PERS benefits.
6.2 Contractor Not an Agent. Except as City may specify in writing, Contractor shall have no
authority, express or implied, to act on behalf of City in any capacity whatsoever as an agent.
Contractor shall have no authority, express or implied, pursuant to this Agreement to bind City to any
obligation whatsoever.
Section 7. LEGAL REQUIREMENTS.
7.1 Governing Law. The laws of the State of California shall govern this Agreement.
7.2 Compliance with Applicable Laws. Contractor and any subcontractors shall comply with all
laws applicable to the performance of the work hereunder.
7.3 Other Governmental Regulations. To the extent that this Agreement may be funded by fiscal
assistance from another governmental entity, Contractor and any subcontractors shall comply with all
City of Dublin 36
applicable rules and regulations to which City is bound by the terms of such fiscal assistance program.
7.4 Licenses and Permits. Contractor represents and warrants to City that Contractor and its
employees, agents, and any subcontractors have all licenses, permits, qualifications, and approvals of
whatsoever nature that are legally required to practice their respective professions. Contractor
represents and warrants to City that Contractor and its employees, agents, any subcontractors shall,
at their sole cost and expense, keep in effect at all times during the term of this Agreement any
licenses, permits, and approvals that are legally required to practice their respective professions. In
addition to the foregoing, Contractor and any subcontractors shall obtain and maintain during the
term of this Agreement valid Business Licenses from City.
7.5 Nondiscrimination and Equal Opportunity. Contractor shall not discriminate, on the basis of
a person’s race, sex, gender, religion (including religious dress and grooming practices), national
origin, ancestry, physical or mental disability, medical condition (including cancer and genetic
characteristics), marital status, age, sexual orientation, color, creed, pregnancy, genetic information,
gender identity or expression, political affiliation or belief, military/veteran status, or any other
classification protected by applicable local, state, or federal laws (each a “Protected Characteristic”),
against any employee, applicant for employment, subcontractor, bidder for a subcontract, or
participant in, recipient of, or applicant for any services or programs provided by Contractor under this
Agreement.
Contractor shall include the provisions of this Subsection in any subcontract approved by the Contract
Administrator or this Agreement.
Section 8. TERMINATION AND MODIFICATION.
8.1 Termination. City may cancel this Agreement at any time and without cause upon written
notification to Contractor.
Contractor may cancel this Agreement upon 30 days’ written notice to City and shall include in such
notice the reasons for cancellation.
In the event of termination, Contractor shall be entitled to compensation for services performed to the
effective date of termination; City, however, may condition payment of such compensation upon
Contractor delivering to City any or all documents, photographs, computer software, video and audio
tapes, and other materials provided to Contractor or prepared by or for Contractor or the City in
connection with this Agreement.
8.2 Extension. City may, in its sole and exclusive discretion, extend the end date of this
Agreement beyond that provided for in Subsection 1.1. Any such extension shall require a written
amendment to this Agreement, as provided for herein. Contractor understands and agrees that, if
City of Dublin 37
City grants such an extension, City shall have no obligation to provide Contractor with compensation
beyond the maximum amount provided for in this Agreement. Similarly, unless authorized by the
Contract Administrator, City shall have no obligation to reimburse Contractor for any otherwise
reimbursable expenses incurred during the extension period.
8.3 Amendments. The Parties may amend this Agreement only by a writing signed by all the
Parties.
8.4 Assignment and Subcontracting. City and Contractor recognize and agree that this
Agreement contemplates personal performance by Contractor and is based upon a determination of
Contractor’s unique personal competence, experience, and specialized personal knowledge.
Moreover, a substantial inducement to City for entering into this Agreement was and is the
professional reputation and competence of Contractor. Contractor may not assign this Agreement or
any interest therein without the prior written approval of the Contract Administrator. Contractor shall
not subcontract any portion of the performance contemplated and provided for herein, other than to
the subcontractors noted in the proposal, without prior written approval of the Contract
Administrator.
8.5 Survival. All obligations arising prior to the termination of this Agreement and all provisions of
this Agreement allocating liability between City and Contractor shall survive the termination of this
Agreement.
8.6 Options upon Breach by Contractor. If Contractor materially breaches any of the terms of this
Agreement, City’s remedies shall include, but not be limited to, the following:
8.6.1 Immediately terminate the Agreement;
8.6.2 Retain the plans, specifications, drawings, reports, design documents, and any other work
product prepared by Contractor pursuant to this Agreement;
8.6.3 Retain a different contractor to complete the work described in Exhibit A not finished by
Contractor; or
8.6.4 Charge Contractor the difference between the cost to complete the work described in Exhibit A
that is unfinished at the time of breach and the amount that City would have paid Contractor pursuant
to Section 2 if Contractor had completed the work.
Section 9. KEEPING AND STATUS OF RECORDS.
City of Dublin 38
9.1 Records Created as Part of Contractor’s Performance. All reports, data, maps, models,
charts, studies, surveys, photographs, memoranda, plans, studies, specifications, records, files, or any
other documents or materials, in electronic or any other form, that Contractor prepares or obtains
pursuant to this Agreement and that relate to the matters covered hereunder shall be the property of
the City. Contractor hereby agrees to deliver those documents to the City upon termination of the
Agreement. It is understood and agreed that the documents and other materials, including but not
limited to those described above, prepared pursuant to this Agreement are prepared specifically for
the City and are not necessarily suitable for any future or other use. City and Contractor agree that,
until final approval by City, all data, plans, specifications, reports and other documents are
confidential and will not be released to third parties without prior written consent of both Parties.
9.2 Contractor’s Books and Records. Contractor shall maintain any and all ledgers, books of
account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating
to charges for services or expenditures and disbursements charged to the City under this Agreement
for a minimum of 3 years, or for any longer period required by law, from the date of final payment to
the Contractor to this Agreement.
9.3 Inspection and Audit of Records. Any records or documents that Subsection 9.2 of this
Agreement requires Contractor to maintain shall be made available for inspection, audit, and/or
copying at any time during regular business hours, upon oral or written request of the City. Under
California Government Code Section 8546.7, if the amount of public funds expended under this
Agreement exceeds $10,000.00, the Agreement shall be subject to the examination and audit of the
State Auditor, at the request of City or as part of any audit of the City, for a period of 3 years after final
payment under the Agreement.
Section 10. MISCELLANEOUS PROVISIONS.
10.1 Attorneys’ Fees. If a party to this Agreement brings any action, including an action for
declaratory relief, to enforce or interpret the provision of this Agreement, the prevailing party shall be
entitled to reasonable attorneys’ fees in addition to any other relief to which that party may be
entitled. The court may set such fees in the same action or in a separate action brought for that
purpose.
10.2 Venue. In the event that either party brings any action against the other under this Agreement,
the Parties agree that trial of such action shall be vested exclusively in the state courts of California in
the County of Alameda or in the United States District Court for the Northern District of California.
10.3 Severability. If a court of competent jurisdiction finds or rules that any provision of this
Agreement is invalid, void, or unenforceable, the provisions of this Agreement not so adjudged shall
remain in full force and effect. The invalidity in whole or in part of any provision of this Agreement
shall not void or affect the validity of any other provision of this Agreement.
City of Dublin 39
10.4 No Implied Waiver of Breach. The waiver of any breach of a specific provision of this
Agreement does not constitute a waiver of any other breach of that term or any other term of this
Agreement.
10.5 Successors and Assigns. The provisions of this Agreement shall inure to the benefit of and
shall apply to and bind the successors and assigns of the Parties.
10.6 Conflict of Interest. Contractor may serve other clients, but none whose activities within the
corporate limits of City or whose business, regardless of location, would place Contractor in a “conflict
of interest,” as that term is defined in the Political Reform Act, codified at California Government
Code Section 81000 et seq.
Contractor shall not employ any City official in the work performed pursuant to this Agreement. No
officer or employee of City shall have any financial interest in this Agreement that would violate
California Government Code Section 1090 et seq.
Contractor hereby warrants that it is not now, nor has it been in the previous 12 months, an employee,
agent, appointee, or official of the City. If Contractor was an employee, agent, appointee, or official of
the City in the previous 12 months, Contractor warrants that it did not participate in any manner in the
forming of this Agreement. Contractor understands that, if this Agreement is made in violation of
California Government Code Section 1090 et seq., the entire Agreement is void and Contractor will not
be entitled to any compensation for services performed pursuant to this Agreement, including
reimbursement of expenses, and Contractor will be required to reimburse the City for any sums paid
to the Contractor. Contractor understands that, in addition to the foregoing, it may be subject to
criminal prosecution for a violation of California Government Code Section 1090 et seq., and, if
applicable, will be disqualified from holding public office in the State of California.
10.7 Solicitation. Contractor agrees not to solicit business at any meeting, focus group, or interview
related to this Agreement, either orally or through any written materials.
10.8 Contract Administration. This Agreement shall be administered by the City Manager
("Contract Administrator"). All correspondence shall be directed to or through the Contract
Administrator or his or her designee.
10.9 Notices. Any written notice to Contractor shall be sent to:
____________________________________________
____________________________________________
____________________________________________
Any written notice to City shall be sent to:
City of Dublin 40
City of Dublin
Att:___________
100 Civic Plaza
Dublin, CA 94568
10.10 Integration. This Agreement, including the scope of work attached hereto and incorporated
herein as Exhibits A, B, represents the entire and integrated agreement between City and Contractor
and supersedes all prior negotiations, representations, or agreements, either written or oral.
Exhibit A Scope of Services
Exhibit B Compensation Schedule & Reimbursable Expenses
10.11 Counterparts. This Agreement may be executed in multiple counterparts, each of which shall
be an original and all of which together shall constitute one agreement.
10.12 Certification per Iran Contracting Act of 2010. In the event that this contract is for
one million dollars ($1,000,000.00) or more, by Contractor’s signature below Contractor certifies that
Contractor, and any parent entities, subsidiaries, successors or subunits of Contractor are not
identified on a list created pursuant to subdivision (b) of Section 2203 of the California Public Contract
Code as a person engaging in investment activities in Iran as described in subdivision (a) of Section
2202.5, or as a person described in subdivision (b) of Section 2202.5 of the California Public Contract
Code, as applicable.
SIGNATURES ON FOLLOWING PAGE
City of Dublin 41
The Parties have executed this Agreement as of the Effective Date. The persons whose signatures
appear below certify that they are authorized to sign on behalf of the respective Party.
CITY OF DUBLIN [NAME OF CONTRACTOR]
Christopher L. Foss, City Manager [NAME, TITLE]
Attest:
Contractor’s DIR Registration Number
(if applicable)
Caroline Soto, City Clerk
Approved as to Form:
City Attorney
3070365.1
Services Agreement between [EFFECTIVE DATE]
City of Dublin and ______________ Exhibit A – Page 1 of 1
EXHIBIT A
SCOPE OF SERVICES
City of Dublin 2
EXHIBIT B
COMPENSATION SCHEDULE & REIMBURSABLE EXPENSES
ADDENDUM
Enterprise Resource Planning (ERP)
System and Implementation Services
Question: How many staff are anticipated to use the solution’s Cash Receipts module?
Answer: The City currently anticipates needing 3 accounts
Question: Does the City plan to utilize electronic check deposit (CHECK-21 / ICL)
functionality for depositing checks? If so, is it important that the Cash Receipts
module capture and send check images directly to your bank or will this be done
independently from the replacement system?
Answer: Yes, to both
Question: Which bank does the City use for deposits, for the purpose of remotely
depositing checks received through the Cash Receipts module?
Answer: Bank of America
Question: How many City locations accept cash, check, and/or credit transactions?
Please describe each location and include the number of payment stations and what
types of payments are accepted there.
Answer: The City currently accepts cash, checks and credit transaction at the City’s
Civic Center, by three City Departments – Police, Community Development and
Finance
Question: Does the City have current Point of Sale peripheral hardware, such as
receipt printers, cash drawers, or check scanners, that would ideally be used with the
replacement solution? If so, could you provide the make and model of each existing
peripheral?
Answer: Yes
- (3) Receipt Printers: Epson –(M253A)
- (1) Check Scanner: Teller Scan –(TS230)
- (3) Cash Drawers: APG Cash Drawer (T320-BL1616)
Question: Does the City have an existing contract with a credit processor that the
Cash Receipts solution should interface with?
Answer: Yes – Open Edge
Question: Does the City plan to absorb credit merchant processing fees, or charge
them back to the customer as a Service or Convenience Fee?
Answer: The City currently absorbs the cost
Question: How many transactions are processed annually through the current Cash
Receipts module?
Answer: On Nov 30, 2018, the City implemented a new cashier system, therefore the
City does not have 1-year worth of transactions to report. Since November 30, 2018,
the City has processed 5,496 transactions.
Question: Are there any other City applications that are not in scope for replacement, where an interface with the Cash
Receipts module is desired? If so, could you provide a list of these applications?
Answer: No applications
Question: Business Licenses: How many city employees will need a license to process New Requests, Renewals, and
Delinquent Renewal Notices?
Answer: The City currently estimates that 11 employees will need licenses.
Question: Permits Issued: How many city employees will need a license to issue building and encroachment permits?
Answer: The City currently estimates that 24 staff members will need a license to issue building and encroachment permits.
Question: How many building and code enforcement inspectors does the city employ?
Answer: There are currently 12 building and code enforcement inspectors.
ERP RFP Appendix A – Requirements City of Dublin 1Table of Contents INTRODUCTION ........................................................................................................................................................................................................ 3 GENERAL ................................................................................................................................................................................................................... 4 USER INTERFACE ................................................................................................................................................................................................................... 4 WORKFLOW ........................................................................................................................................................................................................................... 5 DOCUMENT MANAGEMENT ................................................................................................................................................................................................... 6 REPORTING AND ANALYSIS ................................................................................................................................................................................................... 6 FINANCE ..................................................................................................................................................................................................................... 9 GENERAL LEDGER/ACCOUNTING .......................................................................................................................................................................................... 9 CHART OF ACCOUNTS (COA) .............................................................................................................................................................................................. 10 JOURNAL PROCESSING ......................................................................................................................................................................................................... 10 BANK RECONCILIATION ...................................................................................................................................................................................................... 11 CLOSING .............................................................................................................................................................................................................................. 11 BUDGETING ......................................................................................................................................................................................................................... 12 VENDOR MANAGEMENT ...................................................................................................................................................................................................... 14 PROCUREMENT/PURCHASING .............................................................................................................................................................................................. 16 CONTRACT MANAGEMENT .................................................................................................................................................................................................. 18 ACCOUNTS PAYABLE........................................................................................................................................................................................................... 19 FIXED ASSET MANAGEMENT ............................................................................................................................................................................................... 21 GENERAL BILLING (ACCOUNTS RECEIVABLE) .................................................................................................................................................................... 22 CASH RECEIPTS (CASHIERING) ............................................................................................................................................................................................ 23 GRANT MANAGEMENT ........................................................................................................................................................................................................ 24 PROJECT MANAGEMENT ...................................................................................................................................................................................................... 24 PAYROLL PROCESSING ........................................................................................................................................................................................................ 25 BUSINESS LICENSE .............................................................................................................................................................................................................. 28 HUMAN RESOURCES ............................................................................................................................................................................................. 30 POSITION CONTROL ............................................................................................................................................................................................................. 30 EMPLOYEE MASTER FILE .................................................................................................................................................................................................... 30 BENEFIT ADMINISTRATION .................................................................................................................................................................................................. 31 LEAVE ADMINISTRATION .................................................................................................................................................................................................... 33 TRAINING AND CERTIFICATION ........................................................................................................................................................................................... 34 PERFORMANCE REVIEWS ..................................................................................................................................................................................................... 34
ERP RFP Appendix A – Requirements City of Dublin 2 PERSONNEL ACTIONS .......................................................................................................................................................................................................... 35 EMPLOYEE SELF SERVICE (ESS) ......................................................................................................................................................................................... 35 PAY ADMINISTRATION ........................................................................................................................................................................................................ 36 TIMEKEEPING ...................................................................................................................................................................................................................... 37 SEPARATION/OFFBOARDING ................................................................................................................................................................................................ 39 RISK MANAGEMENT ............................................................................................................................................................................................................ 39 LAND MANAGEMENT REQUIREMENTS ............................................................................................................................................................. 41 GENERAL ............................................................................................................................................................................................................................. 41 PLANNING ........................................................................................................................................................................................................................... 50 PERMITS .............................................................................................................................................................................................................................. 53 PLAN CHECK ....................................................................................................................................................................................................................... 56 PERMITS .............................................................................................................................................................................................................................. 60 INSPECTIONS........................................................................................................................................................................................................................ 64 CODE ENFORCEMENT .......................................................................................................................................................................................................... 67 BUSINESS LICENSE .............................................................................................................................................................................................................. 71 CUSTOMER/CITIZEN ACCESS ............................................................................................................................................................................................... 72 POTENTIAL, ADDITIONAL PM REQUIREMENTS .................................................................................................................................................................... 74 TECHNICAL ............................................................................................................................................................................................................. 76 GENERAL ............................................................................................................................................................................................................................. 76 REGULATORY COMPLIANCE ................................................................................................................................................................................................ 77 SYSTEM SECURITY .............................................................................................................................................................................................................. 77 INTEROPERABILITY/SYSTEM INTERFACE ............................................................................................................................................................................. 78 DATA STORAGE (FOR SAAS SOLUTIONS ONLY) ................................................................................................................................................................... 79 DATA ACCESS AND BREACHES (FOR SAAS SOLUTIONS ONLY) ............................................................................................................................................ 80 DISASTER RECOVERY (FOR SAAS SOLUTIONS ONLY) .......................................................................................................................................................... 81 OPTIONAL ................................................................................................................................................................................................................ 82 7.1 NONE ......................................................................................................................................................................................................................................... 82
ERP RFP Appendix A – Requirements City of Dublin 3 Introduction As stated in RFP Section 4.2, Proposers must use this document to respond to the ERP requirements included herein. Proposers must respond to all of the requirements in Sections 2 through 6.7.1 (the requirements in Section 7.0 are optional – see below). Proposers must respond to each of these requirements with one of the following response codes: Y – Meets Requirement N – Does Not Meet Requirement F – Planned for future release W/C – Workaround Proposed or Customization Needed to Meet Requirement T – Third‐Party Solution to Meet Requirement Note that response codes “Y” and “N” do not require written responses. However, the other response codes “F,” “W/C,” and “T” do require written responses. For these codes, Proposers must describe how the requirement will be met in the “Response/Comment” column. For response code “F,” Proposers must provide a statement indicating the release number and date as to when the release is scheduled to occur. For response code “W/C,” Proposers must provide a statement indicating when any customization will be completed. For response code “T,” Proposers must describe the third‐party solution, who is to support the implementation of it, and how and by whom the interface will be completed. Requirements in Section 7 are “Optional” requirements, which the City may or may not purchase. Proposers must respond to these requirements with the codes defined above, and ensure these requirements are accounted for in the Price Sheets. Note that while the cost for these need to be accounted for in the Pricing Sheets, since they are optional, they should be separate and not included in the total.
ERP RFP Appendix A – Requirements City of Dublin 4 General User Interface # Requirement Response Code Response/Comments 2.1.1 Provides a browser‐based user interface 2.1.2 Supports mobile technologies (e.g. smartphones, tablets) 2.1.3 Provides the ability to drill‐down and drill‐across from a transaction view to the supporting source data and documents 2.1.4 Provides fully integrated functionality such that data is entered only one‐time and available throughout the system(s) modules and available in near real time (single points of data entry) to eliminate re‐keying of information 2.1.5 Provides organized screen layouts that can be modified and made unique by each user 2.1.6 Provides consistent use of icons, colors and menus across all elements or modules 2.1.7 Provides shortcuts for frequently accessed processes, screens, reports, etc. 2.1.8 Provides search functions that reach across all applications and attachments 2.1.9 Provides online help that is context sensitive and content appropriate with manuals also available for download 2.1.10 Provides auto population of fields based on entry of information in another field across all modules (i.e. entering a PO number will automatically fill in vendor information) 2.1.11 Allows user to enter effective date of transactions throughout modules including future and past dates (based on defined security roles)
ERP RFP Appendix A – Requirements City of Dublin 5 Workflow # Requirement Response Code Response/Comments 2.2.1 Provides integrated workflow management including generation, routing, notification and approval or rejection of forms, reports, other documents, and processes (e.g. payable processing, purchase order requisitions, GL transactions, HR transactions, time entry, payroll processing, budgeting, personnel action forms, etc.) for all modules 2.2.2 Supports rules‐based workflow routing to multiple approvers that can be concurrent or consecutive with prioritization, alerts, and electronic signatures 2.2.3 Provides ability to establish multiple approval levels based on user‐defined criteria (e.g. dollar amounts, types of items purchased, document types, etc.) 2.2.4 Allows out of office approval delegation 2.2.5 Integrates with the email system to assist in the notification/request of approvals, reject, corrections, and approval through/from email and mobile devices 2.2.6 Allows document attachment for review through all levels of workflow approval for all core modules 2.2.7 Provides rule‐based alerts (including e‐mail) for past‐due workflow items 2.2.8 Provides user visibility of workflow queue for items within the system
ERP RFP Appendix A – Requirements City of Dublin 6 Document Management # Requirement Response Code Response/Comments 2.3.1 Provides the ability to create, store, and retrieve electronic images (e.g. purchase orders, payroll checks, accounts payable invoices, etc.) that are attached to the appropriate transaction record for all modules 2.3.2 Supports multiple media formats (e.g. audio, video, image, etc.) and file types (e.g. Excel, Word, PDF, etc.) 2.3.3 Offers drill‐down/drill across features for users to view documents associated with financial, payroll, and personnel transactions 2.3.4 Supports document scanning and attachment, and makes documents accessible throughout all modules (i.e. requisition, purchase order, packing slips, accounts payable, budget, onboarding, leave, etc.) Reporting and Analysis # Requirement Response Code Response/Comments 2.4.1 Provides a user‐friendly inquiry and reporting tool that does not require specialized knowledge or training 2.4.2 Provides modeling tools to do ‘what if’ analysis and forecasting (i.e. analysis of revenue/expenditure trends and the ability to develop forecast projections) 2.4.3 Processes transactions in real‐time and are immediately available for inquiry and reporting 2.4.4 Allows users to drilldown from reports and inquiries to source transaction
ERP RFP Appendix A – Requirements City of Dublin 7# Requirement Response Code Response/Comments 2.4.5 Provides full integration with MS Excel for all modules (e.g. worksheet export to Excel, data imported from Excel, etc.) and allows users to export reports to Excel that include formulas/formatting 2.4.6 Provides the ability to copy and customize standard reports 2.4.7 Provides the ability for reports to access data across all modules 2.4.8 Provides the ability to create report notification groups and inform/alert groups when a new report is available 2.4.9 Provides the ability to choose a format when exporting a report (e.g. Excel, Adobe, flat file, delimited, etc.) 2.4.10 Provides the ability for a dashboard/scorecard to include, at a minimum, user defined metrics, key performance indicators (KPIs), reports, charts, etc. 2.4.11 Provides the ability for reporting to be based on user security setting 2.4.12 Provides the ability to save and “publish” ad hoc reports for use by report author and others, and to generate these automatically at desired intervals 2.4.13 Provides the ability to report/query on any field within an application 2.4.14 Allows for multiple output options (e.g. display, print, email, etc.) 2.4.15 Provides the ability to automatically run scheduled reports for distribution to a group or individuals. 2.4.16 Provides the ability to define report from/to dates, including dates across multiple fiscal years 2.4.17 Provides the ability to obtain summary level or detail level reports
ERP RFP Appendix A – Requirements City of Dublin 8# Requirement Response Code Response/Comments 2.4.18 Provides the ability to define sorting parameters for reports (i.e. by date, department, fund, etc.)
ERP RFP Appendix A – Requirements City of Dublin 9 Finance General Ledger/Accounting # Requirement Response Code Response/Comments 3.1.1 Provides an automated means to categorize and summarize transactional data in support of the Comprehensive Annual Financial Report (CAFR) and to create the CAFR document 3.1.2 Provides automated month‐end reporting 3.1.3 Provides a report to assist Journal Entry approval/review and includes GL accounts and names, amounts, descriptions, etc. 3.1.4 Maintains accounts for transactions via elements such as fund, sub‐fund, department, division, program, project, object, or any other element needed to meet the needs of the City 3.1.5 All transactions post individually and/or in summary to the general ledger regardless of the transaction source ensuring each entry is balanced and auditable. Also, provides a message/warning if transactions are not balanced. 3.1.6 Supports accrual, modified accrual, and cash accounting methods 3.1.7 Creates appropriate entries needed at the end of the period (month or year) and for purposes of opening a new period (i.e. rolling forward account balances or reversing certain year end entries) 3.1.8 Provides the ability to add notes/comments to transactions that post to the GL 3.1.9 Enforces rules for entry validation based on roles at departmental/user level to prevent incorrect account coding
ERP RFP Appendix A – Requirements City of Dublin 10 # Requirement Response Code Response/Comments 3.1.10 Captures multiple dates (e.g. transactional, posting, data entry, etc.) 3.1.11 Provides pooled cash accounting from multiple funds to a single bank account 3.1.12 Allows multiple periods to be open at the same time Chart of Accounts (COA) # Requirement Response Code Response/Comments 3.2.1 Supports a flexible COA structure with room for growth within each field and expanded use of segments in the future 3.2.2 Provides ability to reclassify the COA as necessary in support of organizational changes without having to create an entirely new COA 3.2.3 Provides an option for City re‐organization to have data/ history move (all data re‐written to new account, electronic reference, crosswalk, etc.) Journal Processing # Requirement Response Code Response/Comments 3.3.1 Supports the following journal processing capabilities: one‐time, standing, automated recurring, allocations & distributions, automatic reversals (accruals), and corrections 3.3.2 Identifies the source of journals (e.g. budget, sub‐system, import, etc.) 3.3.3 Manages due to/due from transactions
ERP RFP Appendix A – Requirements City of Dublin 11 # Requirement Response Code Response/Comments 3.3.4 Allows multiple options for creating a journal (e.g. onscreen, import from Excel, copy a prior journal, etc.) 3.3.5 Provides multiple description fields for the Journal Entries (i.e. long, short, free form, etc.) and document attachment 3.3.6 Provides the ability to search for posted journal entries by date, keyword, creator, etc. 3.3.7 Provides the ability to save work in process and return to it at another date/time Bank Reconciliation # Requirement Response Code Response/Comments 3.4.1 Provides the ability to manage and automate reconciling of multiple bank accounts, including check clearing, stop pays, and credit cards 3.4.2 Provides the ability to transfer funds between bank accounts 3.4.3 Provides the ability to allocate interest, with weighting, to appropriate funds Closing # Requirement Response Code Response/Comments 3.5.1 Supports period end soft close processes (i.e. secures new entries to a closed accounting period for specific modules)
ERP RFP Appendix A – Requirements City of Dublin 12 # Requirement Response Code Response/Comments 3.5.2 Provides automated year‐end closing of revenue and expenditure accounts and the automated roll forward of balance sheet accounts (as appropriate) to establish and maintain subsequent year beginning balances 3.5.3 Allocates interest earning, gain/loss on investments and expenses as a percentage of daily cash balances, prepares journals of the allocations for review and posting 3.5.4 Allows multiple year‐end closings periods (i.e. period 13, period 14, etc.) Budgeting # Requirement Response Code Response/Comments 3.6.1 Provides the ability to report on justification comments by budget line item 3.6.2 Offers the ability to see budget‐to‐actuals, including encumbrances, in real‐time with drill‐down capabilities 3.6.3 Supports creation of the “annual budget document” via direct leveraging of system outputs/forms/reports 3.6.4 Provides modeling for “what if” scenarios and forecasting tools for “10 Year Cash Flow Projections” 3.6.5 Allows users to change key underlying assumptions to impact forecasts 3.6.6 Provides an automated electronic budget process with decentralized entry, workflow, and related notifications/ alerts 3.6.7 Supports tracking budget revisions and mid‐year amendments (e.g. mid‐year estimates calculated by Departments)
ERP RFP Appendix A – Requirements City of Dublin 13 # Requirement Response Code Response/Comments 3.6.8 Supports multiple budget years for expenditures, revenue and projections 3.6.9 Supports Capital Improvement Planning project budgeting 3.6.10 Tracks various budget versions (i.e. Department Head version, Finance version, Executive version), etc. 3.6.11 Provides the option to initiate budgets as zero‐based, with historical data (e.g. last year’s actuals) or with increasing/decreasing factors down to the object level 3.6.12 Allows departmental entry of justifications and background data related to requests; this information must stay with line item entries through budget level‐up cycles 3.6.13 Processes mass changes to various accounts during budget process such as a reorganization, rates changes, etc. 3.6.14 Offers the ability to control budget rollups at multiple levels, including mid‐year estimates 3.6.15 Offers the ability to add/delete/reallocate/shift positions and update proposed budgets in real‐time 3.6.16 Allocates employee costs by percentage to multiple accounts 3.6.17 Provides position budgeting processes for updating the budget to reflect changes for such things as COLAs, adjustments to benefits, and other misc. personnel related rate adjustments 3.6.18 Automates roll‐forward for selected operational and multi‐year Capital Improvement Plan (CIP) project budgets 3.6.19 Provides an ability to apply “what if”/factor scenarios across funds, departments, programs, and/or objects as designated by staff
ERP RFP Appendix A – Requirements City of Dublin 14 # Requirement Response Code Response/Comments 3.6.20 Offers the ability to restrict staff access, through security/ rights, to specific funds, departments, objects, and/or object categories 3.6.21 Offers the ability to define a maximum budget amount per funds, department, division, object, and report against the defined maximum 3.6.22 Provides multi‐year budgeting, object, justification, description, etc. fields for each budgeting year 3.6.23 Provides the ability to generate a statement of special fund activity (projected fund balance with current appropriations) in the system 3.6.24 Provides the ability to report/inquire by organization budget, amended budget, year‐to‐date budget, etc. 3.6.25 Utilizes position control to facilitate personnel budget development Vendor Management # Requirement Response Code Response/Comments 3.7.1 Provides the ability to maintain vendor information to process payments, including preferred payment method (e.g., check, EFT) 3.7.2 Provides the ability to view changes to vendor records (i.e. address, name, phone, etc.) 3.7.3 Supports decentralized vendor entry with workflow to approve vendor prior to availability for use 3.7.4 Provides the ability to track insurance requirements and related certificates needed for doing business with the City 3.7.5 Identifies the last time a W‐9 form was updated
ERP RFP Appendix A – Requirements City of Dublin 15 # Requirement Response Code Response/Comments 3.7.6 Prevents duplicate entry of vendor records 3.7.7 Supports CA Employment Development Department (EDD) reporting requirements (cumulative payments over $600 within a given year) for independent contractors 3.7.8 Notifies staff if insurance requirements are near/past expiration 3.7.9 Supports multiple remittance addresses for a vendor and includes email notification 3.7.10 Provides a vendor self‐service portal with functions that include: ‐ Provide vendor related forms online ‐ Submit requests to become “registered” vendors ‐ Register to receive notifications for formal bids, and download information and upload bids accordingly ‐ Check invoice/payment status ‐ View appropriate transactional history associated with purchase orders (POs) ‐ Make changes to address, phone, primary contact, etc. ‐ Ability to submit and track submitted documents 3.7.11 Provides appropriate levels of security to ensure vendor information is secure 3.7.12 Ensures a W‐9 is on file prior to setting up a PO or contract encumbrance
ERP RFP Appendix A – Requirements City of Dublin 16 Procurement/Purchasing Requisitions # Requirement Response Code Response/Comments 3.8.1 Provides the ability to configure alerts (percentage/ dollar‐based) when an invoice (or combination of invoices) exceeds the approved PO amount or the approved budget 3.8.2 Enforces the purchasing policy rules for “Open Market” purchases (i.e. under policy thresholds that do not require a PO), general purchases, informal bidding, formal bidding, authority limits, sole source, and emergency purchasing procedures 3.8.3 Performs budget checking during requisition, PO creation, and invoice processing 3.8.4 Supports the purchase of recurring services by automatically generating a requisition/PO based on pre‐established criteria (e.g. health insurance, cleaning services, and leased vehicles) 3.8.5 Need user defined fields that are reportable to track items such as: three quotes, sole source, other jurisdiction contract, etc. Encumbrances # Requirement Response Code Response/Comments 3.8.6 Provides the ability to pre‐encumber/encumber requisitions and purchases, and the ability to override transactions that fail budget check 3.8.7 When a PO or requisition is cancelled, or closed, automatically reverses pre‐encumbrance and encumbrance amounts as appropriate
ERP RFP Appendix A – Requirements City of Dublin 17 # Requirement Response Code Response/Comments 3.8.8 Provides the ability to encumber service and construction contracts to separate numbers for PO 3.8.9 Provides the ability to report/inquire on funds encumbered to date Purchase Order # Requirement Response Code Response/Comments 3.8.10 Provides the ability to have a single PO associated with multiple departments and/or funding sources (i.e. cross department PO’s) 3.8.11 Supports recurring/routine departmental/ task order PO’s based on dollar limits 3.8.12 Supports annual, blanket, task order, multi‐department PO types 3.8.13 Supports multiple line items per PO with the option of associating different GL accounts with each line 3.8.14 Captures internal or external justifications, notes, or comments on PO; internal comments must only be visible to staff 3.8.15 Limits which users are authorized to override established PO limits 3.8.16 Provides near real‐time expense tracking on all PO’s, including blanket PO’s 3.8.17 Prevents a PO from being issued to an inactive vendor 3.8.18 Provides options for distributing the PO (e.g. print‐mail, email, etc.) 3.8.19 Provides the ability to re‐open a purchase order that has been closed including recording the encumbrance (for current, not past FY)
ERP RFP Appendix A – Requirements City of Dublin 18 Year End # Requirement Response Code Response/Comments 3.8.20 Defines close and roll‐over dates at system and module level 3.8.21 Supports the maintenance of open POs over multiple years 3.8.22 Supports year‐end activities such as conditional PO closure and the ability to roll purchase orders to the new fiscal year 3.8.23 Ensures old year GL reflects PO and encumbrance balances after roll‐forward 3.8.24 Supports rolling of PO to different account number in the new year 3.8.25 Automates PO rollover process for individual or groups of POs including appropriate treatment of carryover budget amounts 3.8.26 Allows users to enter POs for the new fiscal year prior to the start of that fiscal year 3.8.27 Supports managing City P‐Card usage and processing of related payments in coordination with bank Contract Management # Requirement Response Code Response/Comments 3.9.1 Supports tracking and managing of master agreements (and their individual task orders) and contract status (e.g. milestone payment schedule, payment terms, payments, incentives, amendments/change orders, renewal status, expiration dates, insurance certificates, remaining balances, payments per deliverable, etc.)
ERP RFP Appendix A – Requirements City of Dublin 19 # Requirement Response Code Response/Comments 3.9.2 Associates contracts to projects, grants, and/or purchase orders 3.9.3 Provides the ability to alert/notify of expiring contract items (e.g. contract end, insurance documents, licenses etc.) 3.9.4 Provides the ability to track retention amounts and balances 3.9.5 Checks for valid Business License and alerts if expired Accounts Payable General # Requirement Response Code Response/Comments 3.10.1 Supports payments to various entities including, but not limited to, vendors for services or goods, employees’ expenses, and retirees 3.10.2 Provides and applies appropriate controls over all payments Invoice Receipt # Requirement Response Code Response/Comments 3.10.3 Supports importing of electronic invoices 3.10.4 Supports creating Recurring Invoice Templates 3.10.5 Checks the status of all open/pending invoices 3.10.6 Provides the ability to identify duplicate invoices from vendor at the time of entry 3.10.7 Automates matching the PO, receiver, and invoice
ERP RFP Appendix A – Requirements City of Dublin 20 # Requirement Response Code Response/Comments 3.10.8 Manages vendor invoice credits with associated adjustments to encumbrances and PO balances 3.10.9 Supports checking available PO balance upon invoice entry 3.10.10 Provides the ability to define a threshold for payments to process if it exceeds PO balance (e.g. due to taxes, shipping, etc.) Payment Calculation # Requirement Response Code Response/Comments 3.10.11 Supports automatically calculating shipping and taxes as appropriate for items being paid at time of data entry 3.10.12 Allows payments that can be scheduled over a time period and with associated tracking of payment terms Payment Process # Requirement Response Code Response/Comments 3.10.13 For multi‐line item POs, allows selection of one or more of those line items during invoice processing 3.10.14 Creates positive pay files 3.10.15 Supports processing of 1099’s and 1099 reporting requirements 3.10.16 Supports refund and retention payment processing 3.10.17 Provides the ability to short close POs based on user defined parameters 3.10.18 Provides for ACH and wire transfer payments to vendors with a system generated email notification and remittance that payment was sent
ERP RFP Appendix A – Requirements City of Dublin 21 # Requirement Response Code Response/Comments 3.10.19 Provides alerts for invoices that are aging Check Generation # Requirement Response Code Response/Comments 3.10.20 Provides an option for more than one check for a vendor during a check process 3.10.21 Supports generating multiple page checks 3.10.22 Provides an option for on demand manual checks 3.10.23 Allows reprinting checks without void and reissue if an error occurs during check printing Fixed Asset Management # Requirement Response Code Response/Comments 3.11.1 Provides functionality to capture and maintain information associated with leased and capitalized assets 3.11.2 Allows multiple funding sources per asset 3.11.3 Provides parent/child associations for assets 3.11.4 Provides the ability to link an asset(s) to a CIP project 3.11.5 Provides the ability to track non‐capitalized assets 3.11.6 Supports various asset depreciation schedules, the ability to change depreciation methodologies, and (from a point in time) recalculates depreciation based on the remaining life 3.11.7 Allows for creation of an asset as part of purchase requisition 3.11.8 Tracks assets disposal and salvage value; reports on assets nearing full depreciation
ERP RFP Appendix A – Requirements City of Dublin 22 # Requirement Response Code Response/Comments 3.11.9 Allows user to define fields for asset reporting to assist with analysis/development (e.g. APN, motor vehicles, buildings, equipment etc.) 3.11.10 Provides journal entries to record depreciation expense to the General Ledger 3.11.11 Supports the ability for an image to be attached to the asset record General Billing (Accounts Receivable) # Requirement Response Code Response/Comments 3.12.1 Supports invoicing of various entities including, but not limited to, citizens, former employees, businesses, developers, and other governmental entities 3.12.2 Supports invoicing for a variety of items, but not limited to false alarms, grants, property damage, COBRA, NSF check fee, other miscellaneous items, and services 3.12.3 Provides functionality to record receivable and payments against customer accounts 3.12.4 Provides customizable invoices 3.12.5 Provides the ability to add user‐defined messages to invoices and statements 3.12.6 Provides options for off‐cycle and regular batch bill runs 3.12.7 Ensures appropriate cross‐references to payment history and open balances for refunds processing 3.12.8 Provides statements of cumulative activity (vs. invoices only)
ERP RFP Appendix A – Requirements City of Dublin 23 # Requirement Response Code Response/Comments 3.12.9 Provides comprehensive NSF check processing including reversing payments, appropriate reversing of accounting transactions, rebilling with NSF check charge(s), and associating these events with the customer’s account 3.12.10 Provides on demand and interval‐based (i.e. weekly) past due payments and aging reports with notifications 3.12.11 Provides accounts aging data sufficient to support collection activities 3.12.12 Automates 2nd and 3rd notices of missed payments 3.12.13 Provides the ability to reverse payment and prepare write off journal entries 3.12.14 Provides the ability to edit and revise invoices (i.e. address, comments, etc.) including the amount and will also record (adjustments) the revised amount to the General Ledger 3.12.15 Reflects invoice amount on account balances immediately 3.12.16 Supports recurring invoices Cash Receipts (Cashiering) # Requirement Response Code Response/Comments 3.13.1 Provides a centralized cashiering module to collect and manage transactions (e.g. cash, checks, credit cards, electronic payments, Apple Pay, etc.) from multiple locations (Finance, Public Safety, and Parks) daily 3.13.2 Supports daily tracking of deposits by user and type for end of day balancing 3.13.3 Provides summary and detail information regarding a day’s activity (e.g. number and amount of checks, number of cash transactions and cash total, etc.)
ERP RFP Appendix A – Requirements City of Dublin 24 Grant Management # Requirement Response Code Response/Comments 3.14.1 Supports establishing grant budgets, recording revenues and expenditures against the grant 3.14.2 Provides fields to record the type of grant (local, state, and federal), grantor information, match terms, grant begin and end date, and grant drawdown activity 3.14.3 Allows users to track activities and manage reimbursements/billings related to grants and to associate those grants with projects as appropriate 3.14.4 Provides the ability to establish overhead rates 3.14.5 Provides the ability to establish grant start and end dates over various time periods (e.g. calendar year, City fiscal year Federal fiscal year, etc.) 3.14.6 Provides reporting on grant activity by period and over the life of the grant award Project Management # Requirement Response Code Response/Comments 3.15.1 Provides functionality to manage Capital Improvement Program (CIP) projects, including tracking funding sources and budget to actual expenditures 3.15.2 Provides functionality to associate projects into multiple categories and subcategories 3.15.3 Supports multi‐year projects 3.15.4 Allows multiple funding sources 3.15.5 Provides real‐time project budget balances with the option to include pending staff time or pending invoices in process
ERP RFP Appendix A – Requirements City of Dublin 25 # Requirement Response Code Response/Comments 3.15.6 Tracks actual, committed, and estimated (or budgeted) costs 3.15.7 Distributes costs and units (including labor hours) to an unlimited number of projects (job phases) and sub‐divisions (job‐sub‐phases) 3.15.8 Captures staff time and associates it directly to a project using a blended hourly rate (or actual rate) based on defined project rules 3.15.9 Reports on project activity by period and over the life of the project 3.15.10 Supports collecting of reimbursements at a project level Payroll Processing General # Requirement Response Code Response/Comments 3.16.1 Supports exception reporting, including missing timesheets 3.16.2 Provides reporting of hours recorded for all employee types (e.g. full time, part time, retired annuitants, etc.) 3.16.3 Provides ability to select data required for labor costing/negotiations (e.g. CalPERS, health, pay, employment dates, position title, etc.)
ERP RFP Appendix A – Requirements City of Dublin 26 # Requirement Response Code Response/Comments 3.16.4 Provides Federal and State government mandated reporting: ‐ IRS 1099 ‐ 941 ‐ SSA W‐2 ‐ EEOC EEO‐4 ‐ DOL VETS 100 ‐ SCO Employee Compensation ‐ EDD New Hire ‐ EDD Quarterly Contribution Return and Report of Wages ‐ EDD Report of Independent Contractors ‐ EDD PIT, SDI, and UI 3.16.5 Provides the CalPERS required payroll report in xml format, as well as the ability to inquire/run CalPERS information for research purposes 3.16.6 Provides the ability to report on leave taken by department, division, employee, specific leave banks, etc. 3.16.7 Supports importing and entering time 3.16.8 Provides functionality to calculate employee payroll, deductions, and accruals based on components managed in the HR benefit and pay administration module 3.16.9 Processes payments for government and 3rd party agencies (e.g. benefits, retirement, etc.) 3.16.10 Supports State and Federal tax filings 3.16.11 Supports multiple concurrently open payrolls (e.g. vacation, sick or comp time cash outs, etc.) 3.16.12 Provides and enforces rule‐based validation and prevents duplicate earning codes at employee level, etc. 3.16.13 Provides user‐defined exception hours’ analysis
ERP RFP Appendix A – Requirements City of Dublin 27 # Requirement Response Code Response/Comments 3.16.14 Supports multiple ‘re‐runs’ of payroll prior to final payroll run 3.16.15 Generates paychecks, direct deposits (supporting deposits across multiple accounts on a single check), EFT files, bank files, and related positive pay files 3.16.16 Supports creation of annual pay and benefit letters, W2s, and ACA annual documents 3.16.17 Automatically generates journal entries to record payroll expenses to the General Ledger after payroll process is complete, including year‐end splits and reversals 3.16.18 Supports bulk change capability (e.g. COLAs, bargaining unit changes, etc.) with review prior to accepting the bulk change) and generates corresponding PAFs 3.16.19 Supports the ability to run reports on staff for multiple years and pay codes 3.16.20 Supports the ability to run employment verification reports for Public Safety that breaks down stipends Paystub # Requirement Response Code Response/Comments 3.16.21 Identifies all elements used to calculate pay on the paystub 3.16.22 Identifies key information for employee (leave balances, allocation of direct deposit accounts, employee vs. employer pay benefits, etc.) on the paystub; ensures all required items are printed 3.16.23 Generates PDF/electronic copy and automatically posts stub, W2, and ACA documents to the employee self‐service portal
ERP RFP Appendix A – Requirements City of Dublin 28 Business License Business License # Requirement Response Code Response/Comments 3.17.1 Provides the ability to track multiple business owners 3.17.2 Supports printing of certificates for City mailing to business owners, including email delivery 3.17.3 Supports vendor access to a secure portal for online applications and renewals, and to obtain business license via various methods (printing, email, etc.) 3.17.4 Provides ability to flag licenses requiring additional review (e.g. background checks, fingerprinting, drug and alcohol tests, inspections, contractor’s license, etc.) before issuance 3.17.5 Provides electronic workflow approval routing and notification distribution (including e‐mail) to multiple departments based on license type and related rules 3.17.6 Provides ability to calculate multiple license fees utilizing a user‐defined fee structure based on factors including gross receipts, employee count, units, property size, flat dollar amount, etc. 3.17.7 Provides ability to calculate late penalties (i.e. flat, percentage, etc.) after prescribed time period 3.17.8 Provides multiple licensing periods (i.e. annual, quarterly, etc.) based on either calendar or date of license 3.17.9 Provides automated process for City defined annual license renewal notification, including electronic (email) notification capabilities 3.17.10 Provides full integration with general ledger for posting of revenue
ERP RFP Appendix A – Requirements City of Dublin 29 # Requirement Response Code Response/Comments 3.17.11 Provides query and reporting including query capability on all data entry fields and statistical reporting of licenses by type, by date range, etc. 3.17.12 Provides unlimited user defined business classifications and types and ability to flag special types of licenses for reporting (e.g. massage therapy, solicitor, etc.) 3.17.13 Provides ability to prorate fees due 3.17.14 Provides ability to maintain customer history and changes (e.g. notes, names, addresses, business types, etc.) 3.17.15 Provides the ability to support refunds 3.17.16 Provides an electronic template for business licenses and offers size options (e.g. 8 ½ x 11, 8 ½ x 14, etc.) 3.17.17 Provides the ability to search businesses by name, customer or owner name, type, physical address, mailing address, etc. and supports both partial and full text searching
ERP RFP Appendix A – Requirements City of Dublin 30 Human Resources Position Control # Requirement Response Code Response/Comments 4.1.1 Provides reporting by position type 4.1.2 Provides reporting by position allocations 4.1.3 Provides reporting by filled, and vacant positions 4.1.4 Provides reporting of changes during user defined time period 4.1.5 Associates positions with funding source 4.1.6 Reserves a position upon request to fill a vacancy 4.1.7 Identifies positions that are overfilled, under‐filled, and/or double‐filled 4.1.8 Identifies positions that are grant funded and has a position end date (end of grant date) 4.1.9 Supports the ability for positions to split funding across multiple funds, departments, and/or divisions 4.1.10 Tracks full‐time, part‐time, and seasonal employees 4.1.11 Contains a comments/notes field to capture details of position changes Employee Master File # Requirement Response Code Response/Comments 4.2.1 Provides Seniority Listing, including Time in Grade
ERP RFP Appendix A – Requirements City of Dublin 31 # Requirement Response Code Response/Comments 4.2.2 Maintains data elements including but not limited to employee ID, basic demographics, address information, emergency contacts, survivor/beneficiary information, dependent information, history of salary changes (effective start and end dates) including eligibility for stipends, training/certification, and history of personnel actions 4.2.3 Provides the ability to store and view employee photo 4.2.4 Provides employee directory functionality, and development of organization charts 4.2.5 Provides the ability to track City property (badge, phone, vehicle, etc.) provided to the employee throughout tenure with the City 4.2.6 Provides the ability to track special assignments, including designation as Disaster Service Worker, assigned role in Emergency Management, etc. 4.2.7 Notifies designated staff (i.e. Emergency Manager) when an employee can no longer fulfill their assigned role due to separation, leave, or other reasons Benefit Administration # Requirement Response Code Response/Comments 4.3.1 Provides flexible, rules‐based benefit management functionality to manage public employee benefits (including transition to retiree benefits) such as medical, dental, disability, life insurance, etc.
ERP RFP Appendix A – Requirements City of Dublin 32 # Requirement Response Code Response/Comments 4.3.2 Complies with current and future Affordable Care Act (ACA) requirements, including automatic notification to employee when a dependent is at age 19 for full‐time student status, and an annual courtesy check until age 25, with coverage discontinuance at age 26 4.3.3 Complies with Consolidated Omnibus Budget Reconciliation Act (COBRA) requirements 4.3.4 Complies with Health Insurance Portability and Accountability Act (HIPAA) requirements 4.3.5 Supports California Public Employees Retirement System (CalPERS) to manage pension, and retirement benefits for California public employees and retirees including public safety employees 4.3.6 Supports the pre‐tax withholding of deferred compensation for part time, seasonal, and temporary employees in lieu of Social Security withholding and 457 plan for full time employees 4.3.7 Maintains eligibility dates for different plans based on different rules and which may differ from hire dates 4.3.8 Updates employee and retiree benefit records and reflects changes in pay in HR and payroll systems/modules and applicable 3rd party benefit providers whenever there are changes due to a life event, changes in eligibility rules, or requests for benefits 4.3.9 Supports the ability to track and invoice health care deduction amounts for retirees and COBRA participants through A/R 4.3.10 Supports the ability to reimburse retirees for eligible expenses through A/P 4.3.11 Supports administration of flexible spending reimbursement accounts
ERP RFP Appendix A – Requirements City of Dublin 33 # Requirement Response Code Response/Comments 4.3.12 Supports the tracking of hours worked for seasonal and part‐time employees up to the 1,000 hours which triggers PERS coverage, and 1,560 hours which triggers City benefits and generates alerts 4.3.13 Supports carrier billing/self‐bill reconciliation and reporting, including but not limited to CalPERS, VSP, Delta Dental, Unium and Wageworks. Leave Administration # Requirement Response Code Response/Comments 4.4.1 Supports managing available leave balances, leave taken, payments, and balances for various types of leave (e.g. paid time off, vacation, sick, Family Medical Leave Act, 4850 medical, disability, worker’s compensation, etc.) 4.4.2 Allows for flexible rules for taking leave when balances are at zero, but accrual is pending 4.4.3 Provides the ability to cap accruals such as vacation, etc. and to cap dollars for deferred comp, etc. 4.4.4 Notifies employees of leave that may stop accruing 4.4.5 Provides the ability to enter, manage, and track worker’s compensation claims and status 4.4.6 Supports transfer of leave accrued by City employees to a catastrophic leave bank, and subsequent transfer of hours to other City employees for catastrophic health 4.4.7 Supports unlimited number of leave types/banks 4.4.8 Allows employees to supplement disability pay with leave hours and calculate pay
ERP RFP Appendix A – Requirements City of Dublin 34 Training and Certification # Requirement Response Code Response/Comments 4.5.1 Supports tracking required position‐specific job certifications, licenses, and mandatory training 4.5.2 Supports tracking history of training results, certifications, licenses, and expirations 4.5.3 Provides notification of expiring certifications/licenses/ training to supervisors and employees based on user‐defined rules 4.5.4 Tracks training required, completed, and due for Emergency Management role(s) for each staff; generates reports on status of training for each role. Performance Reviews # Requirement Response Code Response/Comments 4.6.1 Provides functionality to manage performance reviews/ evaluations including tracking notifications, initiation, review results, and approvals 4.6.2 Provides notification of performance reviews coming due to supervisors and managers based on user‐defined rules 4.6.3 Provides workflow to manage electronic employee performance review/evaluation 4.6.4 Provides the ability to define and manage electronic evaluations/forms that are different by department and by job classification 4.6.5 Provides the ability to attach external forms and documents throughout the workflow 4.6.6 Provides alerts on past due evaluations and escalation notification
ERP RFP Appendix A – Requirements City of Dublin 35 Personnel Actions # Requirement Response Code Response/Comments 4.7.1 Provides functionality to manage personnel actions from initiation, review, authorization, and approval for actions such as promotions, demotions, salary increase, discipline, separations, leave, etc. 4.7.2 Updates employee records in HR and payroll systems/modules to reflect changes in pay if needed 4.7.3 Provides the ability to future date personnel actions 4.7.4 Uses end dates to automatically stop the action at a specified time (i.e. discontinue administrative leave without pay, leave of absence, etc.) Employee Self Service (ESS) # Requirement Response Code Response/Comments 4.8.1 Provides an ESS portal that allows access and update to designated employee information 4.8.2 Updates employee records in HR and payroll systems/ modules and applicable external systems (e.g. CalPERS, 3rd Party Benefit Providers, etc.) 4.8.3 Provides the ability to view paycheck history, W2 history, personnel actions, leave balances, etc. 4.8.4 Provides the ability to update/change W‐4, benefits during open enrollment or due to a life event, and profile data (e.g. address, phone number, emergency contact beneficiaries, dependents, etc.) 4.8.5 Provides the ability for employee to reset password 4.8.6 Supports access to the ESS portal from various types of mobile devices
ERP RFP Appendix A – Requirements City of Dublin 36 # Requirement Response Code Response/Comments 4.8.7 Supports various employee requests (e.g. time off, training, expense reimbursement, etc.) 4.8.8 Provides manager/supervisor access to view employee emergency contact information, leave balances, time off requests, performance evaluation and step increase due dates, training and certifications, and historical data Pay Administration # Requirement Response Code Response/Comments 4.9.1 Provides functionality to manage employee pay including wages, Special Pay, State and Federal taxes, and accruals 4.9.2 Supports multiple earning/pay codes including, but not limited to, Acting Pay, Special Pays, and Certification Pays that may change between pay periods 4.9.3 Enforces required pay type based upon activity (e.g. certain overtime reasons can only accrue as paid overtime instead of comp time) 4.9.4 Supports flexible definition of shift work, split shifts, and work schedules (e.g. 4/10, 9/80, 5/40 etc.) 4.9.5 Supports setup of earning codes, deductions codes and others at the City level 4.9.6 Supports multiple employee groups with different requirements and benefits (e.g. differing leave accrual level, differing premiums, etc.) 4.9.7 Supports multi‐rate positions for same employee
ERP RFP Appendix A – Requirements City of Dublin 37 # Requirement Response Code Response/Comments 4.9.8 Provides the flexibility to define “PERSable”, including different setups for different employee groups, salaries, benefits, and other similar accumulators, including public safety positions that may have overtime calculations in the other classification 4.9.9 Provides the ability to do ‘what‐if’ analysis and modeling for salary increases, benefit changes, etc. 4.9.10 Calculates step, increment, and percentage pay adjustments for effective dating for all or a group of employees (e.g. bargaining units, classes, etc.) 4.9.11 Provides an automated process for retroactive pays based on the effective date of the retroactive pay (e.g. salary, benefits, contributions, and deductions) 4.9.12 Allows for deductions to be taken every pay cycle, second pay cycle, or combination of the two Timekeeping # Requirement Response Code Response/Comments 4.10.1 Provides functionality to collect time from various sources (e.g. Employee Self Service, mobile devices, etc.), perform exception‐based time entry, and time adjustments to multiple work schedules 4.10.2 Provides the ability to define and validate business rules at time of collection (i.e. prevents employees from entering adjustments that will cause employee leave balances to be exceeded) 4.10.3 Prevents employees from entering invalid data (i.e. earnings or pay codes they are not authorized to use) 4.10.4 Provides ability to include notes or comments associated with time submitted
ERP RFP Appendix A – Requirements City of Dublin 38 # Requirement Response Code Response/Comments 4.10.5 Requires notes or comments for certain activity types 4.10.6 Provides functionality to allow time entered to be coded to projects, grants, or to another department with each line of time entered 4.10.7 Allows multiple pay periods to be open for time entry purposes 4.10.8 Provides workflow to collect time, perform exception‐based time entry, and time adjustments to multiple work schedules, including approval and submission to payroll system/module at the department level 4.10.9 Enforces minimum hour entry for certain activity types [e.g. Police Court is four (4) hours minimum overtime] 4.10.10 Provides the ability to track hours to special time codes (e.g. 4850, FMLA, etc.) 4.10.11 Provides pop‐up notification at time of entry when employee is close to 1,000 hours worked for part time staff or 1,560 hours 4.10.12 Provides system generated email notification to staff (employee and supervisor) who have not completed required time entry 4.10.13 Requires an employee to agree to an attestation that to their knowledge the time entered is correct 4.10.14 Provides reporting to support timekeeping rules (e.g. 1,000 hours worked report for part time staff, public safety grant overtime reports, changed time recap by employee, etc.)
ERP RFP Appendix A – Requirements City of Dublin 39 Separation/Offboarding # Requirement Response Code Response/Comments 4.11.1 Provides functionality to manage processes and procedures for employee separation due to termination, retirement, resignation, or transfer 4.11.2 Supports initiation of the process and a checklist of tasks that need to be performed to successfully exit an employee based on type of separation 4.11.3 Updates employee records in HR and payroll systems/ modules and applicable external systems (e.g. CalPERS, 3rd Party Benefit Providers, etc.) 4.11.4 Provides electronic employee separation workflow 4.11.5 Provides workflow to track progress of employee offboarding/separation checklist 4.11.6 Supports recovery of equipment previously issued to employee 4.11.7 Supports the ability to deactivate or suspend seasonal employees as necessary Risk Management # Requirement Response Code Response/Comments 4.12.1 Tracks Employer Pull Notice additions/deletions and Private Vehicle Authorization 4.12.2 Tracks Hep B Status/Notification and 3‐shot series 4.12.3 Tracks Department of Transportation (DOT) Program – Class B Medical Status 4.12.4 Tracks Illness Injury Prevention Program (IIPP) Tracking – Safety Training
ERP RFP Appendix A – Requirements City of Dublin 40 # Requirement Response Code Response/Comments 4.12.5 Tracks Work Permit Requirement Status/Notification/ Tracking
ERP RFP Appendix A – Requirements City of Dublin 41 Land Management Requirements General High‐Level Features # Requirement Response Code Response/Comments 5.1.1 Provides a configurable, database‐driven tracking and management system for development agency records and processes, including applications, reviews, permits, approvals, forms, cases, and activities 5.1.2 Provides the ability to automatically generate a unique identifier for any activity, application, permit, etc. initiated in the system 5.1.3 Provides the ability to select multiple items. (e.g. complaints, violations, inspections, and comments) to add to a case or activity at one time 5.1.4 Provides the ability to track and modify status of individual items associated to a case or activity. (e.g. complaints, violations, inspections, and comments) 5.1.5 Provides the ability to update fields in multiple cases or update multiple activities at one time (e.g. assignment, approve multiple inspections, add fees, set permit type) 5.1.6 Provides the ability to provide a method of notification of changes in such things as parcel or ownership changes, that may impact a case 5.1.7 Provides the ability to associate an address on a permit/case with an occupant/tenant in a structure 5.1.8 Provides the ability to attach or otherwise track correspondence, including those outside of workflow steps (e.g. phone calls, conversations, letters, emails)
ERP RFP Appendix A – Requirements City of Dublin 42 # Requirement Response Code Response/Comments 5.1.9 Provides the ability to enter and track multiple names, addresses, & phone numbers associated with a case and specify the role(s) of all contacts (e.g. owner, contractor, sub‐contractor) 5.1.10 Provides the ability to clone an existing record (case, permit or project) and all associated information (e.g. activities, inspections) to a new record, edit as necessary and identify/track the record from which it was cloned 5.1.11 Provides the ability to create user friendly templates for documents, i.e. conditions of approval, letter of completeness 5.1.12 Supports address validation 5.1.13 Provides table‐driven application lookups (drop‐down box), text libraries, data fields, screen layouts, application dependencies and business rules that are available for update by the City 5.1.14 Provides the ability to create an unlimited number of City‐defined data fields 5.1.15 Provides the ability to define default values for data fields 5.1.16 Provides the ability to place warnings, flags, holds and restrictions on a record, case, parcel, or person with a comment/notes field, and the ability for authorized user(s) to override, if needed 5.1.17 Provides the ability, when sub‐dividing a parcel having attachments, to copy the attachments to all child relationships pertaining to the original parcel 5.1.18 Provides the ability to track and display the history of a parcel number 5.1.19 Provides the ability to prevent the update to records against which a prior hold has been established
ERP RFP Appendix A – Requirements City of Dublin 43 # Requirement Response Code Response/Comments 5.1.20 Provides the ability to store and access standard/typical user comments with codes/text in a table for use by staff 5.1.21 Provides the ability to select and modify standard comments and other stored text values according to the needs of the specific project or record to which they are added 5.1.22 Provides the ability to compile and maintain master files for architects, contractors, owners, tenants, engineers, and developers including contact information (including multiple telephone numbers and email addresses) and license numbers 5.1.23 Provides an interface with the State licensing database to determine if contractor licenses are active 5.1.24 Supports establishment and tracking of environmental and development agreements 5.1.25 Provides the ability to specify and manually enter anticipated Planning Commission, City Council Meeting, and other Board or Commission Meeting dates 5.1.26 Provides the ability to capture and track project appeals, extensions, revocations, and/or modifications that may occur after the initial approval 5.1.27 Provides the ability to automatically calculate permit/plan expiration date and warranty inspections/release based on user parameters, and extend expiration date automatically based on inspection or other activity and manually based on written request 5.1.28 Provides the ability to create/utilize templates for electronic and/or printed communications, including courtesy notices, Notices of Violation, Administrative Citations, etc. to responsible party(ies), and referencing related code language and specific, required corrections to be made
ERP RFP Appendix A – Requirements City of Dublin 44 # Requirement Response Code Response/Comments 5.1.29 Provides the ability to log and organize correspondence, technical reports (including large pdf documents), impact reports, project history, notes, site photos, public comments, resolutions, ordinances, and conditions of approval 5.1.30 Provides the ability to generate warning letters to applicants whose applications are approaching expiration, including recording of the date notice was provided Fees, Deposits, and Cashiering # Requirement Response Code Response/Comments 5.1.31 Calculates fees according to most current fee schedule, including ability to reduce fees for multiple simultaneous submittals 5.1.32 Provides the ability to establish and maintain multiple fee schedules with effective dates 5.1.33 Supports flat fee plus a fee based on total valuation (one rate “up to”, another rate “over” or a fraction thereof a specific quantity) based on valuation variables 5.1.34 Provides the ability to generate a fee estimate based on data provided by applicant 5.1.35 Provides the ability to prompt for applicable factor related to application (i.e. square footage, valuation) in calculating estimated fees 5.1.36 Provides the ability to track and alert users to special fees attached to a parcel 5.1.37 Provides the ability to issue refunds or adjustments to fees 5.1.38 Provides the ability to utilize the City’s accounting codes associated with fees
ERP RFP Appendix A – Requirements City of Dublin 45 # Requirement Response Code Response/Comments 5.1.39 Provides the ability to accept full or partial payments against the total amount of fees due 5.1.40 Provides the ability to assess all types of fees, including permit fees, impact fees, and engineering fees 5.1.41 Provides the ability to generate an invoice including all fees (permit, impact, and engineering), either for a single permit or in permit multiples 5.1.42 Provides the ability to establish different fees by permit type (i.e. electrical, mechanical, combined) and occupancy group or category 5.1.43 Provides the ability to ensure that code enforcement fees are collected at plan check 5.1.44 Provides the ability to collect, bill to, and track applicant deposits, including automated notification of deposit amount available, the need to provide additional deposit amounts, and the ability to refund remaining deposit once project is complete 5.1.45 Provides for management of developer’s deposits (or trust accounts) and reduce the deposit as fees become due 5.1.46 Provides the ability for authorized staff to charge time spent on an application against a deposit or trust account Document Management # Requirement Response Code Response/Comments 5.1.47 Provides the ability to attach and/or link to electronic documents and media to permits, inspections, plans, activities, cases, parcels, violations etc. (please list all formats supported in Response/Comments column to the right)
ERP RFP Appendix A – Requirements City of Dublin 46 # Requirement Response Code Response/Comments 5.1.48 Provides the ability to select and attach multiple documents at once 5.1.49 Provides the ability for applications, permits, and property‐based documents to be linked or associated to a parcel, specific address, people, or case number 5.1.50 Provides the ability to track revisions on attached edited documents GIS Integration # Requirement Response Code Response/Comments 5.1.51 Provides an interface with the City’s GIS platform (ESRI) such that database values captured by and stored in the new system (i.e. parcel, address and owner information) are viewable via GIS 5.1.52 Provides the ability to integrate all activities, applications, permits, etc. with, and display through, the City’s GIS 5.1.53 Supports the integration of City‐maintained map layers and base maps, including parcels, addresses, streets, and aerial photography, for user selection in GIS‐based functions 5.1.54 Provides the ability to utilize the GIS buffering function to identify parcels within a specific distance of a project and generate a mailing list of associated property owners Mobility # Requirement Response Code Response/Comments 5.1.55 Provides the ability for mobile access on standard laptop or portable computing device (i.e. Microsoft Surface tablet, iPad) and does not require proprietary hardware
ERP RFP Appendix A – Requirements City of Dublin 47 # Requirement Response Code Response/Comments 5.1.56 Provides the ability to view related permit applications, results from prior inspections or code enforcement activities, and other data and documents related to the target property/building to be inspected 5.1.57 Provides the ability to enter findings while at the site, including voice‐to‐text capability 5.1.58 Provides the ability for real‐time updates to the system from mobile devices 5.1.59 Provides store and forward capability (i.e. capability to work offline, to save records while in an offline state, and to automatically update the system with any applicable changes once connectivity is restored) 5.1.60 Provides the ability to capture an electronic signature from customer via digital signature capture device on mobile device (e.g. issue notices of violation or summons) 5.1.61 Provides the ability to route a group of inspections and to change the order of the route or add to/remove from the route remotely 5.1.62 Provides the ability to provide links to the inspection form for each scheduled inspection on the GIS routing map 5.1.63 Provides the ability to upload and link photographs, video, and audio to a related case, including location (latitude/ longitude for GIS geo‐location), date and time taken 5.1.64 Provides for mobile access to GIS with the ability to view activity around a physical point (i.e. determine whether a building permit was issued for a nearby location)
ERP RFP Appendix A – Requirements City of Dublin 48 Inquiry and Reporting # Requirement Response Code Response/Comments 5.1.65 Provides ability to schedule reports to run automatically on a schedule or based on trigger dates (i.e. pending expirations) 5.1.66 Provides ability to easily export search results into Excel, PDF, etc. 5.1.67 Provides an ad hoc reporting tool that is easy to use (point and click) with minimal training or assistance from the IT Department 5.1.68 Provides the ability to generate a variety of application status and tracking reports including but not limited to: ‐ Inactive projects (based on a City‐defined parameter) ‐ Projects scheduled for review, grouped by City Council or Planning Commission meeting dates 5.1.69 Provides the ability to calculate and report on the average number of days for permit processing by various permit types, the number of total permits, number of completed and in process within a certain timeframe, and the number of new permits since the last reporting period; these metrics are to include counter inquiries, Minor Modifications, and other over‐the‐counter or administrative permits 5.1.70 Provides the ability to generate application/project status reports which identify key project details, planned milestone dates, task completion dates, and planned vs. actual task durations 5.1.71 Provides the ability to automatically generate a report to identify applicants that have not responded to correction notices after a specified number of days
ERP RFP Appendix A – Requirements City of Dublin 49 # Requirement Response Code Response/Comments 5.1.72 Provides the ability to automatically generate a report to identify applicants with issued permits that have not requested an inspection after a specified number of days 5.1.73 Provides the ability to generate reports listing plan checks pending, plan checks returned, revisions, deferred submittals 5.1.74 Provides automated notification and reporting for pending permit expiration, along with automatic generation of notification to applicant via the applicant’s preferred notification method 5.1.75 Provides the ability to generate reports on pending permits, permits for which work has not commenced, revisions, deferred submittals 5.1.76 Provides the ability to generate a daily inspection report, grouped by Code Enforcement Officer, with case/ complaint address, owner details and case/complaint details and prior activities 5.1.77 Provides the ability to auto‐generate a report showing complaints due for 2nd notice 5.1.78 Provides the ability to generate performance statistics by complaint category 5.1.79 Provides the ability to generate a report listing all open or closed cases grouped by Code Enforcement Officer, violation, type, dates, and current status, including date complaint was received and latest status/activities
ERP RFP Appendix A – Requirements City of Dublin 50 Planning Pre‐Application # Requirement Response Code Response/Comments 5.2.1 Provides the ability to track pre‐application activities not related to a site, including at least the general category of inquiry Application and Plan Intake # Requirement Response Code Response/Comments 5.2.2 Provides the ability to create a customized application based on the customer's project requirements (i.e. application interface that takes in customer requirements and then customizes the applications for their specific project, including identification of required documentation submission such as title reports, environmental reports, traffic studies, etc.) 5.2.3 Provides the ability for the applicant to submit an electronic project application, including attachment/ submission of electronic copies of plans and other application‐related documents 5.2.4 Provides the ability to provide automatic time and date stamp of the application submittal and auto‐generate and publish estimated milestone/due dates based on project scope 5.2.5 Provides the ability to establish/calculate estimated fees based on fee schedule in place at time of application, even if the fee schedule is subsequently updated
ERP RFP Appendix A – Requirements City of Dublin 51 Project Management # Requirement Response Code Response/Comments 5.2.6 Provides the ability to assign project applications for review, including ability to override the assignment with a new Planner name 5.2.7 Provides the ability for the Planner to assign/reassign internal and external plan reviewers (i.e. City Attorney, School Committee, Historical Committee, Habitat Conservation Plan, etc., if necessary), including automated notification of the plan review assignment 5.2.8 Provides the ability to schedule planning applications for review at the City’s Technical Advisory Committee or Development Review Group meeting 5.2.9 Provides the ability to track the location of plans when corrections are required (i.e. whether the plans were picked up by the architect and if so, the date that the plans were picked up and by whom) 5.2.10 Provides the ability to track status of corrections by a reviewer, which may activate approval or redistribution/re‐routing to applicable departments 5.2.11 Provides the ability to manage California Environmental Quality Act (CEQA) filing date and related deadlines, the required level of review, and submission of required studies, notes, and other documents 5.2.12 Provides the ability to track a variety of user‐defined dates for noticing of meetings for specific Boards, Committees, and Commissions 5.2.13 Provides the ability to track applications that will require the approval of the Planning Commission, the City Council, and/or other Boards or Commissions
ERP RFP Appendix A – Requirements City of Dublin 52 # Requirement Response Code Response/Comments 5.2.14 Provides the ability to associate applications with the scheduled Planning Commission and/or City Council meeting schedules and view the items associated with specific meeting dates 5.2.15 Provides the ability to update documents that have already been scheduled for Planning Commission or City Council meetings 5.2.16 Provides the ability to record the actions taken by the Planning Manager, Planning Commission, the City Council, and/or other Boards or Commissions 5.2.17 Provides the ability to automatically generate Notice of Final Action letters with attachments 5.2.18 Provides the ability for simultaneous access by multiple users to input plan review conditions and comments on a single project record 5.2.19 Provides the ability for the Planner to reroute applications if changes in the submission are received from the applicant 5.2.20 Provides the ability to create an expiration letter for all project associated/linked permits that are valid on all permits that are at least over 150 days and a second letter for over 180 days, from the last approved inspection
ERP RFP Appendix A – Requirements City of Dublin 53 Permits Permit Application # Requirement Response Code Response/Comments 5.3.1 Provides a customer portal to allow online submission of applications (including, but not limited to, for property subdivision, encroachments, grading, transportation, construction, tree planting/pruning/removal, and sidewalk repair) 5.3.2 Provides the ability to identify Public Works application requirements based on the permit type (i.e. traffic study, stormwater study, geotechnical report, etc.) and allow to view a summary of the requirements 5.3.3 Provides the ability to create a customized application based on the customer's project requirements (i.e. application interface that takes in customer requirements and then customizes the applications for their specific project) 5.3.4 Provides ability to link an application to a GIS parcel, address, point, etc. 5.3.5 Provides the ability to enter application/permit/checklist requests in the system 5.3.6 Provides the ability for automatic time and date stamp of submittal 5.3.7 Provides the ability to include required attachments to an online application 5.3.8 Provides the ability to automatically validate whether a City business license and certificate of insurance is current and valid 5.3.9 Provides the ability to automatically validate a property owner on an application
ERP RFP Appendix A – Requirements City of Dublin 54 # Requirement Response Code Response/Comments 5.3.10 Provides the ability for the applicant to view the current status of an application online 5.3.11 Provides the ability to automatically populate system with information from fillable forms 5.3.12 Provides the ability to generate an email from the system to the applicant, as well as to other project stakeholders Application Review # Requirement Response Code Response/Comments 5.3.13 Provides the ability to designate and identify when an application is complete and ready for review 5.3.14 Provides the ability to track the date that an application was submitted and routed to each of the reviewers, the deadline by which comments/feedback was requested, and the dates on which comments/feedback was provided 5.3.15 Provides the ability to create and tie revisions and deferred submittals to a plan check 5.3.16 Provides the ability for the applicant to submit electronic copies of plans associated with the application as well as Public Works application fees for each application submitted 5.3.17 Provides the ability for file numbers to be system generated according to the City’s preferred numbering sequence or for City staff to manually assign a project number 5.3.18 Provides the ability to automatically determine estimated milestone dates based on project scope and City‐defined planned task duration(s)
ERP RFP Appendix A – Requirements City of Dublin 55 # Requirement Response Code Response/Comments 5.3.19 Provides the ability to track status of corrections by a reviewer, which may activate approval or redistribution/ re‐routing to applicable departments Permit Issuance # Requirement Response Code Response/Comments 5.3.20 Provides the ability to issue an “annual permit” for utilities and transportation companies, including annual insurance and bonding 5.3.21 Provides the ability to automatically populate setbacks on permits from GIS 5.3.22 Provides the ability to utilize the GIS buffering function to identify parcels within a specific distance of a project and generate a mailing list of property owners 5.3.23 Provides the ability to reference old permits that were issued under now‐inactive addresses related to the subject property address 5.3.24 Provides the ability for Public Works permits to inherit conditions of approval from a development application that covers the related area/parcel for the permit 5.3.25 Provides the ability for parcel‐ or address‐related Code Enforcement actions to alert user when entering a new permit 5.3.26 Provides the ability to flag a parcel or address with an alert, including notes and related information, to be displayed to the user when entering a new permit 5.3.27 Provides the ability to reflect real‐time updates for a project on the City’s website 5.3.28 Provides the ability to publish City‐defined project details to a public website
ERP RFP Appendix A – Requirements City of Dublin 56 Project Warranty # Requirement Response Code Response/Comments 5.3.29 Provides the ability to create and track a punch list for a project that must be completed before the end of a project warranty period 5.3.30 Provides the ability to generate an internal, automatic notification that a final inspection is due before the expiration of a project warranty Plan Check Plan Submission # Requirement Response Code Response/Comments 5.4.1 Provides the ability to receive electronic plans from customers 5.4.2 Provides the ability to identify if the submittal is an original or a modification through a drop‐down menu 5.4.3 Provides notification to City staff upon receipt of documents 5.4.4 Provides the ability to add bar codes and labels 5.4.5 Provides the ability to upload revised and subsequent plan submissions to original plan submission Plan Review # Requirement Response Code Response/Comments 5.4.6 Provides the ability for electronic plan review, including electronic approvals fully integrated with Adobe Pro, Bluebeam, or vendor's solution
ERP RFP Appendix A – Requirements City of Dublin 57 # Requirement Response Code Response/Comments 5.4.7 Provides the ability to distribute electronic plans and to coordinate review with offsite or remote consultants 5.4.8 Provides the ability to establish a deadline for plan review and submission of comments and track responses 5.4.9 Provides the ability to assign plan reviews on a geographic basis (i.e. to assigned reviewers) and allow for supervisors to override assignments 5.4.10 Provides the ability for plan review by multiple departments or divisions, including “routing” features that allow users to determine which reviewers are required 5.4.11 Provides the ability to support single and multi‐phased plan review 5.4.12 Provides the ability to collect and assemble multiple reviewer comments, either by selectable pulldown or check off menu, into one or more consolidated reports or letters 5.4.13 Provides the ability to track specific review deficiencies from each review cycle, bringing forward unresolved deficiencies to subsequent review cycles 5.4.14 Provides the ability to alert/display when there are multiple zoning/conditions on an individual parcel (i.e. single parcel with residential and commercial zones) 5.4.15 Provides the ability to automatically notify the reviewer of upcoming due dates and items pending 5.4.16 Provides the ability to track the deadline for conformance changes, including the date that notice was provided to the applicant and automated notice when a specified number of days has passed (to facilitate notification to the applicant that the deadline is approaching)
ERP RFP Appendix A – Requirements City of Dublin 58 # Requirement Response Code Response/Comments 5.4.17 Provides the ability to cite current, specific Public Works standards language when reviewing and commenting on proposed plans 5.4.18 Provides the ability to capture standard comments that may be utilized in the plan review process 5.4.19 Provides the ability to associate annotations with written comments 5.4.20 Provides the ability for multiple reviewers to review the same plan simultaneously and separately track each reviewer’s comments 5.4.21 Provides the ability for each reviewer to enter and track dates and hours spent on review effort (link with Timekeeping) 5.4.22 Provides the ability to accept electronic signatures and stamps on plans/drawings 5.4.23 Provides the ability to prevent permit issuance if any condition of approval has not been met satisfied or completed 5.4.24 Provides robust reporting capabilities that provide data including average number of days for plan check completion, average inspection times, etc., along with establishing “standard” reporting to be generated and distributed on a scheduled basis Plan Check Tracking # Requirement Response Code Response/Comments 5.4.25 Ability for supervisor to see the “big picture” of assignments and due dates
ERP RFP Appendix A – Requirements City of Dublin 59 # Requirement Response Code Response/Comments 5.4.26 Provides the ability to capture and measure performance metrics of staff (i.e. number of projects assigned, number of hours reported) 5.4.27 Provides the ability to update customer portal of review status and dates 5.4.28 Provides the ability to track modifications and revisions to each project 5.4.29 Provides confirmation to customer upon successful uploading of individual documents Bonds and Escrows # Requirement Response Code Response/Comments 5.4.30 Allows for bond and defaulted bond tracking by guarantor, contact information, bond number, letter of credit, check, cash 5.4.31 Provides the ability for bond amounts to be adjusted during the related project and when the project has been completed 5.4.32 Provides the ability to select conditions of approval to be printed on the permit Development Conditions # Requirement Response Code Response/Comments 5.4.33 Provides the ability to establish and select from a library of Standard Conditions for condition‐writing as part of development review and entitlement process 5.4.34 Provides the ability to automatically identify conditions or calculate fees based on a property’s location (e.g. traffic impact fees etc.) based on City‐created GIS boundary data
ERP RFP Appendix A – Requirements City of Dublin 60 # Requirement Response Code Response/Comments 5.4.35 Provides the ability to automate internal controls for sign‐off (i.e. check that conditions/activities have been met before allowing someone to sign off on their activities) 5.4.36 Allow conditions to carry through, be associated with or be inherited to subdivided and consolidated parcels and addresses through either a spatial relationship or geographic reference to the parent entity 5.4.37 Provides the ability to track conditions that will become due when a future activity occurs Permits Application # Requirement Response Code Response/Comments 5.5.1 Provides a customer portal to allow electronic submission of permit applications, including required attachments and fee payments, including the ability to complete simple permit applications that don’t require plans and pay related fees entirely online ‐ In addition to building permits (including over the counter permits), the City desires ability to configure and issue permits for special events, temporary use permits (i.e. Mobile Food Trucks, construction trailers, construction staging, vendor parking lot tent sales), sign permits, temporary banner permits, operational permits (i.e. public assembly of 50 or more persons, welding/woodworking shops, City facilities), fire alarm permits and permits for fireworks (annual shows and “safe and sane” sales) 5.5.2 Provides the ability to designate and identify when a permit application is complete and ready for review
ERP RFP Appendix A – Requirements City of Dublin 61 # Requirement Response Code Response/Comments 5.5.3 Provides the ability to capture the application submission date 5.5.4 Provides the ability to do batch permit applications (i.e. a project with multiple units) 5.5.5 Provides the ability to automatically validate a property owner on an application 5.5.6 Provides the ability to identify when a permit type requires a licensed contractor, or owner 5.5.7 Provides the ability to automatically populate setbacks on permits from GIS 5.5.8 Provides the ability to collect, bill to, and track applicant deposits, including automated notification of deposit amount available, the need to provide additional deposit amounts, and the ability to refund remaining deposit once project is complete 5.5.9 Provides the ability to accept permit application payment fees online, including by a 3rd party 5.5.10 Provides the ability to notify other City departments of a permit application and to ensure that all prior, related conditions have been met prior to finalizing a permit Permit/Plan Review # Requirement Response Code Response/Comments 5.5.11 Provides the ability to identify the required application reviewers (both internal and external) and notify the reviewers of the assignment via workflow 5.5.12 Provides the ability to capture and track the dates for which an application has been completed and routed to reviewers, and the date that comments are due
ERP RFP Appendix A – Requirements City of Dublin 62 # Requirement Response Code Response/Comments 5.5.13 Provides the ability to generate automatic notification when the deadline for review and comment is approaching 5.5.14 Provides the ability for a library of building code citations for use by reviewers 5.5.15 Provides the ability for a library of standard conditions for use by reviewers, including the ability to edit the conditions for a specific permit application 5.5.16 Provides the ability for a library of standard comments for use by reviewers, including the ability to edit the comments for a specific permit application 5.5.17 Provides the ability to provide the user with a summary of the review status (i.e. identification of reviewers, status of comment receipt, etc.) 5.5.18 Provides the ability to track the expiration of deferred plan check submittals (i.e. carports, etc.) Permit Issuance and Control # Requirement Response Code Response/Comments 5.5.19 Provides the ability to issue over‐the‐counter permits for building activity that does not require plan review/ approval (i.e. residential water heater replacement, roof replacement) 5.5.20 Provides the ability for the applicant to view the current status of an application online 5.5.21 Provides the ability to prevent permit issuance until fees have been paid and payment confirmed 5.5.22 Provides the ability to prevent issuance of a permit if a related construction professional is not licensed by the state and/or if the construction professional lacks a Business License
ERP RFP Appendix A – Requirements City of Dublin 63 # Requirement Response Code Response/Comments 5.5.23 Provides the ability to prevent issuance of a permit – including online permits – if an outstanding code violation has been entered and until the violation has been cleared/ removed by Code Enforcement 5.5.24 Provides the ability to generate an email from the system to the applicant, as well as to other project stakeholders 5.5.25 Provides email notification when someone other than license holder (employee, runner, etc.) acts on permit 5.5.26 Provides the ability to revise an issued permit to reflect changes in the related project scope 5.5.27 Provides the ability to close an expired permit after 180 days of inactivity and generate an automatic notice to a City‐designated individual 5.5.28 Provides the ability to reopen an expired permit after it has been closed 5.5.29 Provides the ability to extend the expiration date of a permit when valid activities have been recorded 5.5.30 Provides the ability to reference old permits that were issued under now‐inactive addresses related to the subject property address 5.5.31 Provides the ability to create an expiration letter for all associated/linked permits that are valid on all permits that are at least over 150 days and a second letter for over 180 days, from the last approved activity
ERP RFP Appendix A – Requirements City of Dublin 64 Inspections Inspection Requests and Scheduling # Requirement Response Code Response/Comments 5.6.1 Provides the ability to determine specific required inspections based on the permit type 5.6.2 Provides the ability to set daily inspection request limits based on staffing levels, type of inspection (or groups of types), and day of the week 5.6.3 Provides the ability to set cutoff times of day for scheduling, rescheduling and canceling inspections for the following business day 5.6.4 Provides the ability to set a limit on the number of business days out that an inspection may be scheduled 5.6.5 Provides the ability to limit the dates for and number of available inspection times (i.e. prevent scheduling on holidays or when inspectors have scheduled time off) 5.6.6 Provides the ability for applicants to request an inspection via the City’s website, by telephone or in person 5.6.7 Provides the ability for a customer to request inspection time preference 5.6.8 Provides the ability to prevent requesting of an inspection unless all related fees have been paid 5.6.9 Provides the ability to create an annual, master inspection calendar with inspector availability (i.e. Fire inspections are completed only on Mondays, Wednesdays and Fridays beginning at 9:00 AM and lasting for one hour)
ERP RFP Appendix A – Requirements City of Dublin 65 Inspection Assignment # Requirement Response Code Response/Comments 5.6.10 Provides the ability to automatically assign inspections and related tasks by geographical area (i.e. zone, GIS layers, map page & grid) 5.6.11 Provides the ability for inspectors to receive and download assignments and other information remotely and store locally (i.e. don't have to dock machine) 5.6.12 Provides the ability to override/reassign scheduled assignments if authorized (e.g. inspector workload issues, etc.) 5.6.13 Provides the ability to limit/control the number of inspections assigned to an inspector 5.6.14 Ability for inspector to map and view their daily inspection schedule on their mobile device, including ability to modify the order of inspections 5.6.15 Provides the ability to add additional inspections from the field Inspections # Requirement Response Code Response/Comments 5.6.16 Provides the ability to enter and complete an unscheduled inspection while in the field 5.6.17 Provides the ability to generate an inspection checklist based on inspection type 5.6.18 Provides the ability for a library of building code citations for use by Code Enforcement Officers 5.6.19 Provides the ability for inspectors to enter extensive, detailed results of inspections (should have unlimited field case & field notes), including voice‐to‐text capability
ERP RFP Appendix A – Requirements City of Dublin 66 # Requirement Response Code Response/Comments 5.6.20 Provides the ability to select from a common list of comments and inspection results when completing an inspection 5.6.21 Provides the ability to take photos with mobile solution and associate with appropriate record 5.6.22 Provides the ability to view past/prior inspections in field 5.6.23 Provides the ability to track digital signoffs of inspections 5.6.24 Provides the ability for supervisors and field inspectors to view the real‐time status of the day’s inspections in order to reassign inspectors as needed 5.6.25 Provides the ability to display ‘hold’ data on the customer portal including the details of the hold 5.6.26 Provides the ability to display all inspections on the permit 5.6.27 Provides the ability to easily send code violation information to Code Enforcement 5.6.28 Provides the ability to generate inspector hard copy of the permit, including choice of standard/summary or detailed printouts Certificate of Occupancy # Requirement Response Code Response/Comments 5.6.29 Provides the ability to generate a form for the applicant to obtain final sign off from each inspector prior to issuance of a Certificate of Occupancy 5.6.30 Provides the ability to generate a Certificate of Occupancy and to record the date of issuance 5.6.31 Provides the ability to prevent issuance of the Certificate of Occupancy while any prior conditions or required fee payments remain outstanding
ERP RFP Appendix A – Requirements City of Dublin 67 Code Enforcement Complaint Submission and Assignment # Requirement Response Code Response/Comments 5.7.1 Provides the ability enter a complaint, including the source of the complaint (i.e. City website, telephone call, City employee/drive‐by observation, etc.), date and time of complaint submission, complaint description, property owner, property address/location of complaint 5.7.2 Provides the ability to generate an auto‐response upon submission of a complaint via the customer portal 5.7.3 Provides the ability for the City to define case types with specific sequence of actions and case data for each type ‐ Each case type when selected should include customizable list for each specific action and for each successive notice that should be sent or removed from the list 5.7.4 Provides the ability to automatically notify the geographically assigned officer upon the opening of a new complaint 5.7.5 Provides the ability to assign and/or reassign a new or existing complaint to different departments and/or officers ‐ The reassignment should also notify the old and newly assigned officer 5.7.6 Provides the ability to prioritize complaints based on the impact to the community of for situations that appear to represent a serious risk to public health and/or safety ‐ Priority identification should be a City‐customizable list (i.e. High, Medium, Low; or 1,2,3,4,5; or Critical, Standard, When Time Permits; or some other City‐determined list of priorities)
ERP RFP Appendix A – Requirements City of Dublin 68 Code Violations and Investigations # Requirement Response Code Response/Comments 5.7.7 Provides the ability to convert a complaint into a code violation case 5.7.8 Provides the ability to select multiple items. (e.g. complaints, violations, inspections, and comments) to add to a case or activity at one time 5.7.9 Provides the ability to select and insert code sections and/or standard notices into citations and/or notices when documenting code violations 5.7.10 Provides the ability to locate a case by property address (street name and/or number), any of the names associated with the case, parcel number or user‐defined lookup field, or case number 5.7.11 Provides the ability to track and modify status of individual items associated to a case or activity. (e.g. complaints, violations, inspections, and comments) 5.7.12 Provides the ability to update fields in multiple cases or update multiple activities at one time (e.g. assignment, approve multiple inspections, add fees, set permit type) 5.7.13 Provides the ability to provide a method of notification of changes in such things as parcel or ownership changes, that may impact a case 5.7.14 Provides the ability to identify and track code violations by parcel or address 5.7.15 Provides the ability to track multiple violations and types to one case with different due dates 5.7.16 Provides the ability to consolidate multiple violations, including those that cross Divisions and/or Departments, into one case letter 5.7.17 Provides the ability to email from a case and to view all related email messages
ERP RFP Appendix A – Requirements City of Dublin 69 # Requirement Response Code Response/Comments 5.7.18 Allows unlimited free‐form text at the case level, violation level, and inspection level, with system timestamps recorded on the comments 5.7.19 Provides the ability to review case comments/activities in chronological order of entry 5.7.20 Provides the ability to flag parcels with code violations to alert other departments or divisions of same 5.7.21 Provides the ability for a Code Enforcement Officer to place a hold on a property which prevents further activity approvals by other City departments until the hold has been removed 5.7.22 Provides the ability to issue an administrative citation and generate a related account receivable record when a citation is issued, including as necessary the generation of monthly statements and the assessment of penalties for late payment 5.7.23 Provides the ability, after citation issuance and related reinspection, to increase the administrative fees assessed in accordance with the related State of California code 5.7.24 Provides the ability to issue a receipt from the system 5.7.25 Provides the ability to track appeal activity, including whether an administrative hearing has been requested or an appeal entered, and to cease all remediation activities until the appeal has been resolved 5.7.26 Provides the ability for auto‐scheduling of follow‐up inspections based on the generation of a courtesy notice or a first or second Notice of Violation 5.7.27 Provides the ability to identify unpaid citations and refer to a collection agency
ERP RFP Appendix A – Requirements City of Dublin 70 # Requirement Response Code Response/Comments 5.7.28 Provides the ability to add abatement costs to a case when the severity of the case causes the City to take action to resolve the non‐compliance 5.7.29 Provides the ability to track lien issuance and lien release 5.7.30 Provides the ability to maintain history of citations by property and person (owner or tenant) including case timeline (opening, closing) and case type 5.7.31 Provides the ability to copy data, including violation codes and corrective action sequences, from initial notice to subsequent notices 5.7.32 Provides the ability to print or email correction notices 5.7.33 Provides standard, system‐generated, and easy to modify “form” notices using Microsoft Word templates 5.7.34 Provides the ability to automatically generate 7‐day, 30‐day, 60‐day and 90‐day invoicing for delinquent citations 5.7.35 Provides the ability to generate automatic follow‐up notice for pending actions based on correction date due 5.7.36 Provides the ability to generate monthly statements for unpaid citations, including ability to add a City‐defined penalty for unpaid balances 5.7.37 Provides the ability to include photographs in courtesy notices, notices of violation, and citations 5.7.38 Provides the ability to generate notifications of case closures – to violators as well as reporting parties 5.7.39 Provides the ability to track response times and associate performance with prioritization level 5.7.40 Provides the ability to track cases that are referred to the City Attorney (contract) for legal actions
ERP RFP Appendix A – Requirements City of Dublin 71 Business License # Requirement Response Code Response/Comments 5.8.1 Provides the ability to notify customers via email and workflow notice if status of their license is changing (i.e. expire, suspended, etc.) 5.8.2 Provides the ability to apply for a business license online at any time (24x7) 5.8.3 Provides the ability to notify Code Enforcement when a business is seeking to establish operations in a location or at an address for which a previous hold has been placed 5.8.4 Provides the ability to generate required inspections and notifications to responsible departments or divisions (i.e. Fire, Health, Building, Planning, etc.) 5.8.5 Provides the ability to email PDF of license certificate 5.8.6 Provides the ability to track Business License expirations and to notify related business and City staff of upcoming expirations 5.8.7 Provides the ability to automatically generate notification to Code Enforcement when a Business License has expired 5.8.8 Provides the ability to assess a penalty and/or reinstatement fee for late renewals 5.8.9 Generates one or more notification notices to the business owner, in addition to notifying Code Enforcement based on the expiration of license event, and successive expiration events (i.e. 60 days) 5.8.10 Provides the ability to generate and display a searchable list of licenses businesses in the City for viewing by the general public via the City website
ERP RFP Appendix A – Requirements City of Dublin 72 Customer/Citizen Access High‐Level Features # Requirement Response Code Response/Comments 5.9.1 Provides project application and related forms that can be completed and submitted electronically 5.9.2 Provides the ability to accept submission of electronic documents by customers and contractors to their respective projects/applications via secure web portal 5.9.3 Provides the ability for citizens and development customers to access development services online via multiple, common internet browsers and versions, without requiring add‐ons or plug‐ins 5.9.4 Provides the ability for citizens and development customers to access development services online via multiple, common internet browsers and versions, without requiring add‐ons or plug‐ins 5.9.5 Provides the ability for customers to request the scheduling, rescheduling, or cancelation of inspections and to view status of completed inspections 5.9.6 Provides the ability for customers to search for and view defined electronic documents attached to cases or activities 5.9.7 Provides a City‐definable decision tree that enables customers to enter information based on question and answer paths which result in lists of requirements (e.g. permits, plans, documents, applications) based customer's project or potential project 5.9.8 Provides the ability to estimate project fees during the application process 5.9.9 Provides the ability for electronic submission of applications and related forms/documents
ERP RFP Appendix A – Requirements City of Dublin 73 # Requirement Response Code Response/Comments 5.9.10 Provides the ability to attach and submit plans, images, or other electronic documents with online applications 5.9.11 Provides the ability for submittal of code enforcement and other complaints online, with option for submitter to remain confidential/anonymous 5.9.12 Provides the ability for payment of fees online, including generation of a receipt for payment as well as the allocation of fees paid according to City‐defined accounting distribution ‐ In the “Response/Comments” column, please describe how the proposed solution handles/stores customer credit card information 5.9.13 Provides the ability to control information visibility, and limit public access to internal information 5.9.14 Provides the ability to provide shopping cart option so customers can apply for and receive multiple permits during one user session (i.e. different permits for different addresses) 5.9.15 Web apps (portal) must integrate applications underlying database and must provide real‐time data read/write access with encryption Customer Accounts # Requirement Response Code Response/Comments 5.9.16 Provides the ability for customers to create secure accounts/logins to access their projects and applications 5.9.17 Provides the ability for an individual to have multiple profiles (e.g. owner, architect, engineer, planner, developer, builder, expediter, inspector, tenant) and to associate multiple profiles to a project application
ERP RFP Appendix A – Requirements City of Dublin 74 # Requirement Response Code Response/Comments 5.9.18 Provides the ability for online password resets for user accounts (allow staff to reset password for customer in case customer locked out) 5.9.19 Provides the ability to lock out customer accounts by authorized staff and for pre‐determined reasons 5.9.20 Provides the ability to associate additional contractor licenses and disassociate existing licenses as applicable Business Registration # Requirement Response Code Response/Comments 5.9.21 Provides ability to centrally request or renew registration on‐line 5.9.22 Provide automated registration expiration and renewal function Potential, Additional PM Requirements Project Management # Requirement Response Code Response/Comments 5.10.1 Provides the ability to log and track submission of and organize correspondence, technical reports (including large PDF documents), impact reports, project history, notes, site photos, public comments, resolutions, ordinances, and conditions of approval 5.10.2 Provides the ability to identify a project by project type and indicate through the selection of the corresponding type value from a dropdown list 5.10.3 Provides the ability to create multiple levels of parent/child relationships between project records
ERP RFP Appendix A – Requirements City of Dublin 75 # Requirement Response Code Response/Comments 5.10.4 Provides the ability to link multiple projects into a single master project 5.10.5 Provides the ability to designate and identify when a project application is complete and ready for review 5.10.6 Provides the ability to track consultant contracts (i.e., budgets, invoices, task completion, etc.), monitor the “burn rate” on a real‐time basis, and trigger notification of the need for an evaluation of the budget in a timely manner 5.10.7 Provides the ability to easily track all history, status, and approvals for a project directly from the project record 5.10.8 Provides the ability to track the plan submission date, routing dates to all reviewers, comment due date(s), and comments received date(s) 5.10.9 Provides the ability to generate letters to the project representative specifying action taken and including attachments 5.10.10 Provides the ability to store internal communication threads stored within the project to promote staff collaboration
ERP RFP Appendix A – Requirements City of Dublin 76 Technical General # Requirement Response Code Response/Comments 6.1.1 Provides a production, training, test, and development environment 6.1.2 Provides the ability to configure workflows, report parameters, and other elements to meet specific business needs using configuration and operating parameters provided by City and without the assistance of the software vendor 6.1.3 Provides for upgrades to accommodate changes in laws, regulations, best practices, and new technology 6.1.4 Integrates with Active Directory 6.1.5 Provides system availability 24 hours a day, 365 days a year (not including Force Majeure Events or scheduled downtime) (for SaaS solutions only) 6.1.6 Ensures scheduled downtime is pre‐approved by the City one week in advance (for SaaS solutions only) 6.1.7 Provides system uptime of 99.99% (for SaaS solutions only) 6.1.8 Provides hosting facility that is SSAE 16 certified (for SaaS solutions only) 6.1.9 Includes complete installation, operating, and system maintenance documentation (for on‐premise solutions only)
ERP RFP Appendix A – Requirements City of Dublin 77 Regulatory Compliance # Requirement Response Code Response/Comments 6.2.1 Provides solution that is PCI compliant 6.2.2 Provides solution that is HIPPA compliant System Security # Requirement Response Code Response/Comments 6.3.1 Unless integrated to Active Directory, allows the system administrator to: ‐ Define a minimum length password ‐ Define a password expiration timeframe ‐ Prohibit reusing of passwords 6.3.2 Allows the system administrator to: ‐ Configure control access to the application, modules, transactions, data, and reports ‐ Define access rights (e.g. create, read, update, delete) by user ID or functional role ‐ Define functional access rights (e.g. processes, screens, fields, and reports) by user ID or functional role ‐ Restrict access to sensitive data elements (e.g. social security numbers, banking data, etc.) by user ID, user groups or functional role 6.3.3 Provides an audit trail with user, date, and time stamp throughout all modules, including field level change tracking (before/after values) as well as record level activity, including creation, viewing, editing, deletion and exporting (where applicable) 6.3.4 Provides the ability to view multiple levels of audit history in the application, not just the last change
ERP RFP Appendix A – Requirements City of Dublin 78 Interoperability/System Interface # Requirement Response Code Response/Comments 6.4.1 Provides an Application Program Interface (API) to enable the exchange of information (both inbound and outbound) with other business applications using a variety of protocols including but not limited to XML, delimited, ASCII, and txt files 6.4.2 Provides security and auditing of data exported and imported via any API interface 6.4.3 Provides a configurable API such that new interfaces can be defined, or existing interfaces can be modified by an administrator without requiring the support of the software provider 6.4.4 Provides the ability to specify the editing criteria (including both field validation and consistency edits) to be applied to inbound transactions and ensures that transactions submitted via the API are subject to the same business rules as transactions submitted via the user interface 6.4.5 Provides the ability to specify whether outbound interface transactions should be sent immediately or stored and forwarded at a specific time or at specific intervals 6.4.6 Provides a notification to users of transactions that fail edits and provides a way for user to view, update, delete, and automatically resubmit transactions for processing or to be returned to the originating applications 6.4.7 Integrates or interfaces with the systems below (please see RFP Section 3 for information pertaining to the named applications) through scheduled file exchanges and/or manually processed imports: 6.4.8 ‐ Laserfiche 6.4.9 ‐ TimeClock Plus 6.4.10 ‐ Wageworks
ERP RFP Appendix A – Requirements City of Dublin 79 # Requirement Response Code Response/Comments 6.4.11 ‐ International City/County Management Association (ICMA) and Nationwide 6.4.12 ‐ Bank of America 6.4.13 ‐ GIS 6.4.14 ‐ OpenGov 6.4.15 ‐ eProcess 360 6.4.16 ‐ CalOps 6.4.17 ‐ Dude Solutions 6.4.18 ‐ Active Net 6.4.19 ‐ Workbright 6.4.20 ‐ CalPERS 6.4.21 ‐ Internal Revenue Serivce (IRS)_ 6.4.22 ‐ CA Employment Development Department (EDD) 6.4.23 ‐ Social Security Administration (SSA) Data Storage (for SaaS solutions only) # Requirement Response Code Response/Comments 6.5.1 Stores data in the Continental U.S.
ERP RFP Appendix A – Requirements City of Dublin 80 Data Access and Breaches (for SaaS solutions only) # Requirement Response Code Response/Comments 6.6.1 Maintains audit logging to record access activity: ‐ Login/logout attempts by user and workstation ‐ User submitted transactions ‐ Initiated processes ‐ System overrides ‐ Additions, changes, or deletes to application‐maintained data 6.6.2 Upon discovery or reasonable belief of any data breach, notifies the City by the fastest means available, and in writing within 24 hours. Notification should include: ‐ The nature of the breach ‐ The data accessed, used, or disclosed ‐ The person(s) who accessed, used, disclosed, and/or received data (if known) ‐ What has been done to quarantine and mitigate the breach ‐ What corrective actions has been taken to prevent future breaches 6.6.3 Provides daily updates regarding findings and actions performed until the breach has been effectively resolved to the City’s satisfaction 6.6.4 Provides a report containing the results of the investigation of the breach
ERP RFP Appendix A – Requirements City of Dublin 81 Disaster Recovery (for SaaS solutions only) # Requirement Response Code Response/Comments 6.7.1 In the event of a disaster or catastrophic failure, informs the City: ‐ Within one hour ‐ The scale and quantity of the data loss ‐ What Proposer has done to recover the data and mitigate any effect of the data loss ‐ What corrective action Proposer has taken to prevent future data loss
ERP RFP Appendix A – Requirements City of Dublin 82 Optional 7.1 None
Proposer Name:SaaS (Yes/No):Solution Name:Solution Pricing SummaryOne Time Year 1Year 2Year 3Year 4Year 5Grand TotalLicenses and Ongoing Maintenance Costs Subtotal‐$ ‐$ ‐$ ‐$ ‐$ ‐$ ‐$ Hosting Costs Subtotal‐$ ‐$ ‐$ ‐$ ‐$ ‐$ ‐$ Services Costs Subtotal‐$ ‐$ Travel Costs Subtotal‐$ ‐$ Total Solution Cost‐$ ‐$ ‐$ ‐$ ‐$ ‐$ ‐$ Optional Products Subtotal‐$ ‐$ ‐$ ‐$ ‐$ ‐$ ‐$ Optional Services Costs Subtotal‐$ ‐$ Total Solution Cost with Options‐$ ‐$ ‐$ ‐$ ‐$ ‐$ ‐$ Licenses and Ongoing Maintenance Costs by SoftwareOne Time Year 1Year 2Year 3Year 4Year 5Grand TotalFinance‐$ ‐$ ‐$ ‐$ ‐$ ‐$ ‐$ Human Resources‐$ ‐$ ‐$ ‐$ ‐$ ‐$ ‐$ Payroll‐$ ‐$ ‐$ ‐$ ‐$ ‐$ ‐$ Other 1‐$ ‐$ ‐$ ‐$ ‐$ ‐$ ‐$ Other 2‐$ ‐$ ‐$ ‐$ ‐$ ‐$ ‐$ Other 3‐$ ‐$ ‐$ ‐$ ‐$ ‐$ ‐$ Other 4‐$ ‐$ ‐$ ‐$ ‐$ ‐$ ‐$ Other 5‐$ ‐$ ‐$ ‐$ ‐$ ‐$ ‐$ Other 6‐$ ‐$ ‐$ ‐$ ‐$ ‐$ ‐$ Licenses and Ongoing Maintenance Costs‐$ ‐$ ‐$ ‐$ ‐$ ‐$ ‐$ OK OK OK OK OK OK OK Sample VendorSample SoftwareSolution Pricing SummaryPage 1
Hosting Costs by SoftwareYear 1Year 2Year 3Year 4Year 5Grand TotalFinance‐$ ‐$ ‐$ ‐$ ‐$ ‐$ Human Resources‐$ ‐$ ‐$ ‐$ ‐$ ‐$ Payroll‐$ ‐$ ‐$ ‐$ ‐$ ‐$ Other 1‐$ ‐$ ‐$ ‐$ ‐$ ‐$ Other 2‐$ ‐$ ‐$ ‐$ ‐$ ‐$ Other 3‐$ ‐$ ‐$ ‐$ ‐$ ‐$ Other 4‐$ ‐$ ‐$ ‐$ ‐$ ‐$ Other 5‐$ ‐$ ‐$ ‐$ ‐$ ‐$ Other 6‐$ ‐$ ‐$ ‐$ ‐$ ‐$ Hosting Costs‐$ ‐$ ‐$ ‐$ ‐$ ‐$ OK OK OK OK OK OK Services Costs by ServiceOne TimeServices Costs by SoftwareOne TimeProject Management‐$ Finance‐$ Configuration‐$ Human Resources‐$ Conversion‐$ Payroll‐$ Interface Development‐$ Other 1‐$ Post ‐ Implementation Support‐$ Other 2‐$ Report Development‐$ Other 3‐$ Testing‐$ Other 4‐$ Training and Documentation‐$ Other 5‐$ Other 1‐$ Other 6‐$ Services Costs‐$ Services Costs‐$ OK OK ERP Software Proposed: Modules Proposed: Services Proposed:Finance General Ledger Project ManagementHuman Resources PurchasingConfigurationPayroll Accounts Payable ConversionOther 1 Accounts Receivable Interface DevelopmentOther 2 Personnel Actions Post ‐ Implementation SupportOther 3 Benefit Administration Report DevelopmentOther 4Time Entry TestingOther 5 Recruitment Training and DocumentationOther 6Other 1Other 1Other 2Other 3Other 4Other 5Other 6Other 7Other 8Other 9Other 10Other 11Page 2
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Proposer Name: Sample Vendor Solution Name: Sample SoftwareSoftware Module# of Licenses2Cost/ LicenseOne Time CostYear 1Year 2Year 3Year 4Year 5Grand Total Note # $ ‐ $ ‐ 1 $ ‐ $ ‐ 2 $ ‐ $ ‐ 3 $ ‐ $ ‐ 4 $ ‐ $ ‐ 5 $ ‐ $ ‐ 6 $ ‐ $ ‐ 7 $ ‐ $ ‐ 8 $ ‐ $ ‐ 9 $ ‐ $ ‐ 10 $ ‐ $ ‐ 11 $ ‐ $ ‐ 12 $ ‐ $ ‐ 13 $ ‐ $ ‐ 14 $ ‐ $ ‐ 15 $ ‐ $ ‐ 16 $ ‐ $ ‐ 17 $ ‐ $ ‐ 18 $ ‐ $ ‐ 19 $ ‐ $ ‐ 20 $ ‐ $ ‐ 21 $ ‐ $ ‐ 22 $ ‐ $ ‐ 23 $ ‐ $ ‐ 24 $ ‐ $ ‐ 25 $ ‐ $ ‐ 26 $ ‐ $ ‐ 27 $ ‐ $ ‐ 28 $ ‐ $ ‐ 29 $ ‐ $ ‐ 30 $ ‐ $ ‐ 31 $ ‐ $ ‐ 32 $ ‐ $ ‐ 33 $ ‐ $ ‐ 34 $ ‐ $ ‐ 35 $ ‐ OK $ ‐ 36 $ ‐ $ ‐ 37 $ ‐ $ ‐ 38 $ ‐ $ ‐ 39 $ ‐ $ ‐ 40 $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ Licenses and Ongoing Maintenance CostsTotal Licenses and Ongoing Maintenance CostsPage 4
Proposer Name: Sample Vendor Solution Name: Sample SoftwareSoftware Module# of Licenses2Cost/ LicenseOne Time CostYear 1Year 2Year 3Year 4Year 5Grand Total Note #Licenses and Ongoing Maintenance CostsCheck to Summary Tab ‐> OK OK OK OK OK OK OK Group by Software2 ‐ If Unlimited Licenses, enter "Unlim" in "# of Licenses" and enter total cost in "Cost/License"3 ‐ Notes and Assumptions (use Note # to correspond to table above)1 ‐ Enter name of Module for software listed or description. If 'Other' entered for software, enter name of product or describe product in the notes<Enter notes and assumptions>Page 5
Proposer Name: Sample Vendor Solution Name: Sample SoftwareSoftware Module Year 1Year 2Year 3Year 4Year 5Grand Total Note # $ ‐ 1 $ ‐ 2 $ ‐ 3 $ ‐ 4 $ ‐ 5 $ ‐ 6 $ ‐ 7 $ ‐ 8 $ ‐ 9 $ ‐ 10 $ ‐ 11 $ ‐ 12 $ ‐ 13 $ ‐ 14 $ ‐ 15 $ ‐ 16 $ ‐ 17 $ ‐ 18 $ ‐ 19 $ ‐ 20 $ ‐ 21 $ ‐ 22 $ ‐ 23 $ ‐ 24 $ ‐ 25 $ ‐ 26 $ ‐ 27 $ ‐ 28 $ ‐ 29 $ ‐ 30 $ ‐ 31 $ ‐ 32 $ ‐ 33 $ ‐ 34 $ ‐ 35 OK $ ‐ 36 $ ‐ 37 $ ‐ 38 $ ‐ 39 $ ‐ 40 $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ OK OK OK OK OK OK Group by Vendor and SoftwareHosting CostsTotal Hosting CostsPage 6
Proposer Name: Sample Vendor Solution Name: Sample SoftwareSoftware Module Year 1Year 2Year 3Year 4Year 5Grand Total Note #Hosting Costs1 ‐ Enter name of Module for software listed or description. If 'Other' entered for software, enter name of product or describe product in the notes2 ‐ Notes and Assumptions (use Note # to correspond to table above)<Enter notes and assumptions>Page 7
Proposer Name: Sample Vendor Solution Name: Sample SoftwareService Software Module # of Hours1Rate/ HourOne Time Cost Note # $ ‐ 1 $ ‐ 2 $ ‐ 3 $ ‐ 4 $ ‐ 5 $ ‐ 6 $ ‐ 7 $ ‐ 8 $ ‐ 9 $ ‐ 10 $ ‐ 11 $ ‐ 12 $ ‐ 13 $ ‐ 14 $ ‐ 15 $ ‐ 16 $ ‐ 17 $ ‐ 18 $ ‐ 19 $ ‐ 20 $ ‐ 21 $ ‐ 22 $ ‐ 23 $ ‐ 24 $ ‐ 25 $ ‐ 26 $ ‐ 27 $ ‐ 28 $ ‐ 29 $ ‐ 30 $ ‐ 31 $ ‐ 32 $ ‐ 33 $ ‐ 34 $ ‐ 35 $ ‐ ERROR $ ‐ 37 $ ‐ 38 $ ‐ 39 $ ‐ 40 ‐ $ ‐ Check to Summary Tab ‐>OKGroup by ServiceServices CostsTotal Services CostsPage 8
Proposer Name: Sample Vendor Solution Name: Sample SoftwareService Software Module # of Hours1Rate/ HourOne Time Cost Note #Services Costs1 ‐ Enter name of Software and Module for services listed. If 'Other' entered for service, enter name of product or describe product in the notes2 ‐ If Flat Rate for service, enter "Flat" in "# of Hours" and enter total cost in "Rate/Hour"3 ‐ Notes and Assumptions (use Note # to correspond to table above)<Enter notes and assumptions>Page 9
Proposer Name: Sample Vendor Solution Name: Sample SoftwareService Software Module# of Hours1Rate/ HourCost Note # $ ‐ 1 $ ‐ 2 $ ‐ 3 $ ‐ 4 $ ‐ 5 $ ‐ 6 $ ‐ 7 $ ‐ 8 $ ‐ 9 $ ‐ 10 $ ‐ 11 $ ‐ 12 $ ‐ 13 $ ‐ 14 $ ‐ 15 $ ‐ 16 $ ‐ 17 $ ‐ 18 $ ‐ 19 $ ‐ 20 $ ‐ 21 $ ‐ 22 $ ‐ 23 $ ‐ 24 $ ‐ 25 $ ‐ 26 $ ‐ 27 $ ‐ 28 $ ‐ 29 $ ‐ 30 $ ‐ 31 $ ‐ 32 $ ‐ 33 $ ‐ 34 $ ‐ 35 $ ‐ ERROR $ ‐ 37 $ ‐ 38 $ ‐ 39 $ ‐ 40 $ ‐ Conversion CostsSubtotal Conversion ‐ DetailPage 10
Proposer Name: Sample Vendor Solution Name: Sample SoftwareConversion CostsGroup by Service and Software1 ‐ If Flat Rate for service, enter "Flat" in "# of Hours" and enter total cost in "Rate/Hour"3 ‐ Notes and Assumptions (use Note # to correspond to table above)2 ‐ Enter name of Module for software listed or description. If 'Other' entered for software, enter name of product or <Enter notes and assumptions>Page 11
Sample Vendor Sample SoftwareTrip Description # of Trips Cost Per Trip Total Note #‐$ 1‐$ 2‐$ 3‐$ 4‐$ 5‐$ 6‐$ 7‐$ 8‐$ 9‐$ 10‐$ 11‐$ 12‐$ 13‐$ 14‐$ 15‐$ 16‐$ 17‐$ 18‐$ 19‐$ 20Total Travel Costs‐ ‐$ ‐$ Check to Summary Tab ‐>OK1‐ Notes and Assumptions (use Note # to correspond to table above)Travel Costs<Enter notes and assumptions>Page 12
Proposer Name: Sample Vendor Solution Name: Sample SoftwareService Software Module # of Hours1Rate/HourOne Time Cost Note # $ ‐ 1 $ ‐ 2 $ ‐ 3 $ ‐ 4 $ ‐ 5 $ ‐ 6 $ ‐ 7 $ ‐ 8 $ ‐ 9 $ ‐ 10 $ ‐ 11 $ ‐ 12 $ ‐ 13 $ ‐ 14 $ ‐ 15 $ ‐ 16 $ ‐ 17 $ ‐ 18 $ ‐ 19 $ ‐ 20 ‐ $ ‐ Check to Summary Tab ‐>OKGroup by Service1 ‐ If Flat Rate for service, enter "Flat" in "# of Hours" and enter total cost in "Rate/Hour"2 ‐ Notes and Assumptions (use Note # to correspond to table above)OKOptional Services CostsTotal Optional Services Costs<Enter notes and assumptions>Page 13
Proposer Name: Sample Vendor Solution Name: Sample SoftwareSoftware Module# of Licenses2Cost/ LicenseOne Time CostYear 1Year 2Year 3Year 4Year 5Grand Total Note # $ ‐ $ ‐ 1 $ ‐ $ ‐ 2 $ ‐ $ ‐ 3 $ ‐ $ ‐ 4 $ ‐ $ ‐ 5 $ ‐ $ ‐ 6 $ ‐ $ ‐ 7 $ ‐ $ ‐ 8 $ ‐ $ ‐ 9 $ ‐ $ ‐ 10 $ ‐ $ ‐ 11 $ ‐ $ ‐ 12 $ ‐ $ ‐ 13 $ ‐ $ ‐ 14 $ ‐ $ ‐ 15 $ ‐ $ ‐ 16 $ ‐ $ ‐ 17 $ ‐ $ ‐ 18 $ ‐ $ ‐ 19 $ ‐ $ ‐ 20 $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ Check to Summary Tab ‐> OK Group by Software1 ‐ Enter name of Module for software listed or description. If 'Other' entered for software, enter name of product or describe product in the notes2 ‐ If Unlimited Licenses, enter "Unlim" in "# of Licenses" and enter total cost in "Cost/License"3 ‐ Notes and Assumptions (use Note # to correspond to table above)OKOptional ProductsTotal Optional Products<Enter notes and assumptions>Page 14
Sample Vendor Sample SoftwareResource Category Hourly Rate Note #12345678910111213141516171819201 ‐ Notes and Assumptions (use Note # to correspond to table above)OKProfessional Services Rates<Enter notes and assumptions>Page 15
CITY OF DUBLIN
Proof of Capabilities Evaluations
for
Enterprise Resource Planning (ERP) System
and
Implementation Services
July 29, 2020
Prepared by: SDI Presence, LLC
City of Dublin
POC Evaluations
July 29, 2020
Dublin POC Evals 20200729_ 2 of 17
Table of Contents
Introduction .......................................................................................................................... 3
Evaluations ........................................................................................................................... 3
General..........................................................................................................................................3
Land Management .........................................................................................................................4
Human Resources ..........................................................................................................................6
Finance ..........................................................................................................................................8
Technical ..................................................................................................................................... 10
All Functional Areas ..................................................................................................................... 10
Price .................................................................................................................................... 13
SaaS Costs ................................................................................................................................... 13
On Premise Costs ......................................................................................................................... 15
Next Steps ........................................................................................................................... 17
Action Items: ............................................................................................................................... 17
City of Dublin
POC Evaluations
July 29, 2020
Dublin POC Evals 20200729_ 3 of 17
Introduction
The City of Dublin held Proof of Capabilities (POC) sessions with two vendors – Tyler on March
9-11 and July 28; and Central Square on July 13-16. The Tyler session was done at the Dublin
City Hall for all functional areas and via WebEx for the technical session on July 28. The Central
Square sessions were all done via WebEx.
Both vendors were provided a timeline and script for the POCs so that the same information
was presented to the City staff. City staff were given a copy of the script that included areas for
evaluation. Staff were asked to determine whether the vendor provided the information asked
in the script (a Pass/Fail) process and then to rate the usability of the system (from 1, poor, to 5,
excellent). A total of 16 staff members provided evaluation sheets for Tyler and 23 for Central
Square.
These evaluation forms were summarized by SDI and the results are shown in the following
graphs.
Evaluations
General
This section had three components:
1. Introductions
2. Project Plan
3. System Overview
Staff evaluated this section as shown below:
5
8 10
0 0 0
11
19 21
0 0 0 0
5
10
15
20
25
Introductions Project Plan System Overview
General
Pass/Fail
Tyler Pass Tyler Fail Central Square Pass Central Square Fail
City of Dublin
POC Evaluations
July 29, 2020
Dublin POC Evals 20200729_ 4 of 17
Both vendors presented everything requested during this section.
Usability is shown below:
Tyler was rated higher on Usability in all three areas.
Land Management
There were seven areas in this section:
1. Planning
2. Public Works/ Development Engineering
3. Maintenance Districts
4. Plan Check
5. Permits
6. Code Enforcement, Inspections & Mobility
7. Customer/ Citizen Access
4.6
4.4
4.4 4.4
4.1
4.0
3.7
3.8
3.9
4.0
4.1
4.2
4.3
4.4
4.5
4.6
4.7
Introductions Project Plan System Overview
General
Usability
Tyler Central Square
City of Dublin
POC Evaluations
July 29, 2020
Dublin POC Evals 20200729_ 5 of 17
The staff evaluations are shown below:
Central Square had one area where a staff member Failed the demo – Public Works/
Development Engineering.
The staff usability rating is shown below:
5
4
1
6
7
6
3
0 0 0 0 0 0 0
7
2
4
10
9
8
7
0
1
0 0 0 0 0 0
2
4
6
8
10
12
Planning Public Works/
Development
Engineering
Maintenance
Districts
Plan Check Permits Code
Enforcement,
Inspections &
Mobility
Customer /
Citizen Access
Land Management
Pass/Fail
Tyler Pass Tyler Fail Central Square Pass Central Square Fail
City of Dublin
POC Evaluations
July 29, 2020
Dublin POC Evals 20200729_ 6 of 17
Staff rated Tyler ahead of Central Square on usability in five of the seven areas. Both vendors
were rated the same in two areas.
Human Resources
There were eleven sections in this module:
1. Leave Administration
2. Time and Attendance
3. Position Control
4. Employee Master File
5. Benefits Administration
6. Training and Certification Tracking
7. Performance Reviews
8. Personnel Actions
9. Employee Self Service
10. Pay Administration and Payroll
11. On Boarding / Off Boarding
3.6 3.5
3.0
4.0 4.0
3.6 3.7
3.0
3.5
3.0
3.5
3.3
3.5 3.6
0.0
0.5
1.0
1.5
2.0
2.5
3.0
3.5
4.0
4.5
Planning Public Works/
Development
Engineering
Maintenance
Districts
Plan Check Permits Code
Enforcement,
Inspections &
Mobility
Customer /
Citizen Access
Land Management
Usability
Tyler Central Square
City of Dublin
POC Evaluations
July 29, 2020
Dublin POC Evals 20200729_ 7 of 17
The staff evaluations are shown below:
Tyler received no fails while Central Square received fails in Performance Reviews and
Personnel Actions.
The staff rating of usability is shown below:
4
5
3
4 4 4
6
5 5
4 4
0 0 0 0 0 0 0 0 0 0 0
6
7
5 5 5 5 5
4
6
7
5
0 0 0 0 0 0
1
2
0 0 0 0
1
2
3
4
5
6
7
8
Human Resources
Pass/Fail
Tyler Pass Tyler Fail Central Square Pass Central Square Fail
City of Dublin
POC Evaluations
July 29, 2020
Dublin POC Evals 20200729_ 8 of 17
Tyler was rated higher in usability in all areas.
Finance
There were seven sections in this module:
1. General Ledger
2. Budget
3. Vendor Management, Procurement, Purchasing, AP
4. Contract Management/ Bid Management
5. Cash Receipts/ Cashiering/ Accounts Receivable
6. Business License
7. Grant Management & Project Management
The staff evaluations are shown below:
5.0
4.0 4.3
5.0
4.5 4.5 4.4 4.4 4.6 4.5 4.8
3.8 3.9
3.4 3.6 3.6
4.0 4.0 3.8 4.0 4.0 4.0
0.0
1.0
2.0
3.0
4.0
5.0
6.0
Human Resources
Usability
Tyler Central Square
City of Dublin
POC Evaluations
July 29, 2020
Dublin POC Evals 20200729_ 9 of 17
Central Square received a Fail rating in five of the seven areas. Tyler did not receive any Fails.
The staff rating of usability is shown below:
9
7 7
6
8
5
6
0 0 0 0 0 0 0
9
6
7
5
8 8
5
0
1 1 1 1
0
2
0
1
2
3
4
5
6
7
8
9
10
General Ledger Budget Vendor
Management,
Procurement,
Purchasing, AP
Contract
Management /
Bid
Management
Cash Receipts /
Cashiering /
Accounts
Receivable
Business License Grant
Management &
Project
Management
Finance
Pass/Fail
Tyler Pass Tyler Fail Central Square Pass Central Square Fail
City of Dublin
POC Evaluations
July 29, 2020
Dublin POC Evals 20200729_ 10 of 17
The staff rating of usability is higher for Tyler than Central Square in three areas, while Central
Square is rated higher in one area. They are rated the same in three areas.
Technical
There were four areas in this section:
1. Maintenance and Support
2. Audit and Security
3. Interfaces
4. Configuration
The technical evals were completed with Tyler on Tuesday, July 28. The IT staff were in both
POCs and do not see anything in either system that would be a “show-stopper” and could work
with either one.
All Functional Areas
Looking at the summary for all of the four functional areas, the Pass/Fail results are shown
below:
4.1
4.4 4.3
3.8
4.2 4.4
3.5
4.1
3.5
4.4
3.8 3.9
4.4
2.6
0.0
0.5
1.0
1.5
2.0
2.5
3.0
3.5
4.0
4.5
5.0
General Ledger Budget Vendor
Management,
Procurement,
Purchasing, AP
Contract
Management /
Bid
Management
Cash Receipts /
Cashiering /
Accounts
Receivable
Business License Grant
Management &
Project
Management
Finance
Usability
Tyler Central Square
City of Dublin
POC Evaluations
July 29, 2020
Dublin POC Evals 20200729_ 11 of 17
Tyler did not receive any Fails, while Central Square received at least one in each of the four
functional areas.
Usability ratings are shown below:
23
32
48 48
0 0 0 0
51
47
60
48
0 1 3 6
0
10
20
30
40
50
60
70
Overview Land Management Human Resources Finance
All Modules
Pass/Fail
Tyler Pass Tyler Fail Central Square Pass Central Square Fail
City of Dublin
POC Evaluations
July 29, 2020
Dublin POC Evals 20200729_ 12 of 17
Tyler has a higher usability rating than Central Square on all areas.
4.5
3.6
4.5
4.1 4.2
3.3
3.8 3.8
0.0
0.5
1.0
1.5
2.0
2.5
3.0
3.5
4.0
4.5
5.0
Overview Land Management Human Resources Finance
Usability
Tyler Central Square
City of Dublin
POC Evaluations
July 29, 2020
Dublin POC Evals 20200729_ 13 of 17
Price
The RFP asked the vendors to provide pricing for both On-Premise and SaaS options. These are
presented below.
SaaS Costs
The total costs over five years are shown below:
Implementation is shown below
1,116,073 1,116,520 1,121,073 1,122,980
1,213,294 1,089,701
672,931 664,867
0
500,000
1,000,000
1,500,000
2,000,000
2,500,000
Tyler-SaaS Central Square-SaaS Tyler-On Prem Central Square-On Prem
Total Costs
Implementation Hosting
1,116,073 1,213,294
2,329,367
1,116,520 1,089,701
2,206,221
0
500,000
1,000,000
1,500,000
2,000,000
2,500,000
Implementation Hosting Grand Total
SaaS
Five Year Costs
Tyler Central Square
City of Dublin
POC Evaluations
July 29, 2020
Dublin POC Evals 20200729_ 14 of 17
Note that Tyler is charging a License fee to upgrade the existing Eden licenses to the equivalent
Munis licenses. By purchasing the licenses, the annual hosting costs have been reduced.
Hosting is shown below
352,898
591,925
171,250
1,116,073
966,520
150,000
1,116,520
0
200,000
400,000
600,000
800,000
1,000,000
1,200,000
Licenses Services Travel Total
SaaS
Implementation Costs
Tyler Central Square
238,326 238,326 238,326 245,476 252,840
197,209 207,069 217,421 228,294 239,708
0
50,000
100,000
150,000
200,000
250,000
300,000
YR 1 YR 2 YR 3 YR 4 YR 5
SaaS
Hosting
Tyler Central Square
City of Dublin
POC Evaluations
July 29, 2020
Dublin POC Evals 20200729_ 15 of 17
As noted above, by charging a license fee to upgrade from the Eden platform, the annual
hosting cost is less than it would be in a true SaaS model for Tyler.
On Premise Costs
The total cost for on premise:
Implementation costs are approximately the same for On Premise and SaaS:
1,121,073
672,931
1,794,004
1,122,980
664,867
1,787,847
0
200,000
400,000
600,000
800,000
1,000,000
1,200,000
1,400,000
1,600,000
1,800,000
2,000,000
Iimplementation Ops & Maintenance Total
On Premise
Total Costs
Tyler Central Square
352,898
596,925
171,250
1,121,073
972,980
150,000
1,122,980
0
200,000
400,000
600,000
800,000
1,000,000
1,200,000
Licenses Services Travel Total
On Premise
Implementation
Tyler Central Square
City of Dublin
POC Evaluations
July 29, 2020
Dublin POC Evals 20200729_ 16 of 17
Operation and Maintenance costs are different for On Premise:
Note that Tyler does not charge an Operations and Maintenance fee for the first year.
On Premise costs do not show the costs to the City for the infrastructure servers, maintenance
on the servers, backup, disaster recovery and ongoing technical management and operations.
156,128 163,934
172,131
180,738
120,324 126,340 132,658 139,290 146,255
0
20,000
40,000
60,000
80,000
100,000
120,000
140,000
160,000
180,000
200,000
YR 1 YR 2 YR 3 YR 4 YR 5
On Premise
Operations & Maintenance
Tyler Central Square
City of Dublin
POC Evaluations
July 29, 2020
Dublin POC Evals 20200729_ 17 of 17
Next Steps
The Dublin staff need to decide which vendor to select and move forward with contract
negotiations. Part of the selection process requires that the City determine whether to go with
a SaaS or an On-Premise model.
Once the selection in made, Dublin will need to check the references of the selected vendor
and then start the negotiation process. It is reasonable to assume that it will take about two
months to get to a contract that is acceptable to both parties. It might be possible to get this
contract to the City Council within this two-month time period; however, it is more likely that
this will be done in the third month. Actual start of implementation is probably 60 to 90 days
after the contract is executed.
Action Items:
Select Vendor – Tyler or Central Square
Determine platform – SaaS or On Premise
Check Selected Vendor References
Negotiate Contract with Vendor