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Information Technologies recommending the Board approve and authorize the Chair to sign Amendment IV to Agreement 529-S1311 with Tyler Technologies, Inc. for the implementation and maintenance of the Enterprise Resource Planning system replacing the current financial, payroll, and human resources systems, increasing the Agreement by $90,000 for as needed modifications and interfaces that may be necessary for the implementation of the system, for a total not to exceed amount of $3,505,077.
FUNDING: General Fund.
Body
DEPARTMENT RECOMMENDATION
Information Technologies recommending the Board approve and authorize the Chair to sign Amendment IV to Agreement 529-S1311 with Tyler Technologies, Inc. for the implementation and maintenance of the Enterprise Resource Planning system replacing the current financial, payroll, and human resources systems, increasing the Agreement by $90,000 for as needed modifications and interfaces that may be necessary for the implementation of the system, for a total not to exceed amount of $3,505,077.
DISCUSSION / BACKGROUND
On March 26, 2013, the Board awarded a Request for Proposals (RFP) to Tyler Technologies, Inc. and authorized the Board Chair to execute an Agreement for the purchase, implementation, and maintenance of an ERP to replace the current financial, payroll, and human resources systems with a not-to-exceed amount of $2,613,377. Amendment I, which was approved by the Board on June 7, 2016, included additional system modifications required for successful implementation of the software as well as a detailed scope of work that identified how and when those modifications will be delivered and received, and processes for County approval and acceptance prior to payment processing, and increased the not to exceed amount by $791,700 for a new total not to exceed amount of $3,405,077. Amendment II, which was approved by the Board on January 3, 2017, added Adobe software End User License Agreement (EULA) with the DocOrigin software which is now embedded in the Tyler Technologies Forms product with no change to the amount or term of the agreement. Amendment III was approved by the Board on August 29, 2017 to increase the not to exceed amount of the Agreement by $10,000 for as needed modifications and interfaces that may be necessary for the implementation of the system.
Amendment IV is necessary to increase the not to exceed amount of the Agreement by an additional $90,000 for as needed modifications and interfaces that may be necessary for the implementation of the system. This increase allows for the FENIX Executive Committee to respond to system programming needs as they arise. As the complete implementation of the system is still in process this contract flexibility will assist in that overall effort.
Such modifications and interfaces would be outside the scope of the existing Modifications and Interfaces Cost Summary (Exhibit 12 of the Agreement) and would be pursuant to work orders issued and approved by the County Contract Administrator and identify the specific work to be performed, a description of the work, any required deliverables, including reports or other documents to be supplied in connection with the work assignment, a specific date by which the work shall be completed and a not-to-exceed cost to complete the work. Tyler shall not commence work until receiving the written Work Order. No payment will be made for work assignment performed prior to the issuance of the written Work Order.
The total amount of this Agreement as amended shall not exceed $3,505,077.
ALTERNATIVES
The Board could choose not to approve Amendment IV; however, this could cause delays in the implementation of the ERP.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
N/A
CAO RECOMMENDATION
It is recommended that the Board approve this item.
FINANCIAL IMPACT
There is sufficient funding included in the FENIX project budget for FY 2017-18 to cover the cost of this Amendment.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Following Board approval, the Board Clerk will return one fully executed original of the Amendment to Procurement and Contracts for distribution and administration.
STRATEGIC PLAN COMPONENT
Good Governance, Infrastructure
CONTACT
Vern Pierson or David Russell