Resolutions - C7 H
|Honorable Mayor and Members of the City Commission
|Raul J. Aguila, Interim City Manager
|April 21, 2021
|A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, APPROVING THE CONSOLIDATION OF THE FOLLOWING AGREEMENTS UNDER THE TYLER MAINTENANCE AND SUPPORT AGREEMENT (MSA), AS A SOLE-SOURCE PURCHASE, PURSUANT TO SECTION 2-367(D) OF THE CITY CODE, FOR SOFTWARE MAINTENANCE AND SUPPORT SERVICES: (1) EDEN LICENSE AND SERVICES AGREEMENT, DATED JUNE 7, 2004; (2) NEW WORLD PUBLIC SAFETY LICENSE AND SERVICES AGREEMENT, DATED JANUARY 23, 2008; (3) MUNIS, ENERGOV AND EDEN ACCESS MAINTENANCE LICENSE AND SERVICES AGREEMENT, DATED OCTOBER 10, 2014; AND (4) NEW WORLD MAINTENANCE AND SUPPORT AGREEMENT, DATED APRIL 29, 2016; AUTHORIZING THE ADMINISTRATION TO NEGOTIATE A CONSOLIDATED MSA, BASED UPON THE ESSENTIAL TERMS SET FORTH IN THE CITY COMMISSION MEMORANDUM ACCOMPANYING THIS RESOLUTION, FOR AN INITIAL TERM OF ONE (1) YEAR, WITH UP TO FOUR (4) ADDITIONAL ONE-YEAR RENEWAL TERMS, FOR A TOTAL ANNUAL COST NOT TO EXCEED THE AMOUNT APPROPRIATED FOR THE CONSOLIDATED MSA THROUGH THE CITY’S BUDGETARY PROCESS; AND FURTHER AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE ANY AND ALL DOCUMENTS OR AGREEMENTS WHICH MAY BE REQUIRED TO IMPLEMENT THE MSA.
Adopt the Resolution.
|On April 14, 2004 the Mayor and City Commission adopted Resolution No. 2004-25546, which approved and authorized the City to execute an Agreement with Eden Systems to provide, install, and support of the City’s EDEN enterprise recourse planning (ERP) software.
On January 16, 2008, the Mayor and City Commission adopted Resolution No. 2008-26744, which approved and authorized the City to execute an Agreement with New World Systems to provide, install, and support and integrated public safety dispatch and records systems.
On October 10, 2014, the Mayor and City Commission adopted Resolution No. 2014-28707 which approved and authorized the City to execute an Agreement with Tyler Technologies, Inc, to replace the City’s current Eden enterprise resource planning (“ERP”) system and the City’s current permitting system, known as Permits Plus.
On March 9, 2016, the Mayor and City Commission adopted Resolution No. 2016-29333, which authorized the City Manager and City Clerk to execute a Standard Software Maintenance Agreement with Tyler Technologies Inc. (previously, New Word System Corp.), to provide, install, and support and integrated public safety dispatch and records systems.
The City uses Tyler Technologies products to run many critical internal systems, including Enterprise Resource Planning (ERP), 911, public safety services, permitting, and code compliance. The following systems are encompassed in the new Enterprise Agreement between the City and Tyler Technologies:
(1) Munis provides ERP functionality across many of the City' s core business processes, including finance, budget, procurement and human resources. Munis replaced the City’s legacy ERP system, Eden, in 2014. The replacement of the Eden ERP was a key part of the Administration' s goal of re- engineering core business processes to maximize efficiencies and service to constituents, as well as improve internal controls.
(2) Eden is utilized by the City for its Utility Billing services. These have not been migrated to Munis like other City functions, and as such, yearly maintenance must be paid for support services and software maintenance until such time that a transition occurs.
(3) EnerGov provides software solutions for many City departments, including Building, Planning, and Code Enforcement. Processes such as plans review, inspections, code enforcement and cashiering are all processed within EnerGov. Additionally, Business Licenses are also managed in EnerGov, which will facilitate and simplify the issuance and renewal of Business Tax Receipts. The EnerGov solution also includes a Citizen Access Portal for online BTR submission and renewal, permit & plans submission, and inspection scheduling. EnerGov provides a seamless interface with Munis and the Tyler Cashiering component will provide a continuous interface that will allow for real time cashiering in both Munis and EnerGov.
(4) New World provides the City's Public Safety Departments with software maintenance, technical support, and software updates for the Computer Aided Dispatch System (911), Fire Records Management System, Police Records Management System, Mobile Computing, Real-Time Messaging and other components required to meet life safety services for the general public. These systems are critical to the operational and planning activities of the Police Department, Fire Department and Emergency Management.
The City currently pays yearly maintenance to Tyler Technologies for the aforementioned products as separate agreements. The current agreements include multiple amendments, expire on different dates, offer disparate service level agreements, and do not offer standardized yearly maintenance increase caps.
Tyler Technologies is the successor in interest to Eden Systems, Inc. and New World Systems Corporation, and is the contracting party for the EnerGov and Munis systems (collectively, the “Tyler Technologies Entities”). Only Tyler Technologies is able to provide the maintenance and software upgrades for the services that the City currently has in place under the current agreements with the Tyler Technologies Entities, as the systems are proprietary to Tyler Technologies.
The purpose of this item, and the intent of the MSA with Tyler Technologies, would bring all non Software As A Service (SaaS) products into a consolidated contract. The new MSA would replace the current disparate terms of the separate contracts and amendments as well as streamline the renewal process and standardize terms .
The basic terms and conditions of the proposed MSA for maintenance, support and software upgrade services are outlined below:
- The early termination of the current agreements with Tyler Technologies Entities without penalties; and
- a one year maintenance contract, with automatic renewals for a maximum of five one year terms, unless a notice of termination is provided 90 days in advance; and
- termination for cause with 90 day notice to cure; and
- termination for lack of appropriation during the City’s annual budgetary cycle; and
- proration and alignment of contracts to January 1st; and
- standardized maintenance and support level agreement language (SLA) for all product that covers appropriate response times, support channels, resource availability, incident escalation, resolution targets and terms of engagement, inclusive of security measures for support services; and
- yearly not to exceed increases in maintenance contracts for product lines, in accordance with industry best practices, as follows; and
- New World Systems will not exceed a yearly 4% increase per year.
- Eden, EnerGov, and Munis will not exceed a 5% increase per year.
CITY MANAGER RECOMMENDATION
Based upon the foregoing, the City Manager recommends that the Mayor and City Commission authorize the City Manager to negotiate an agreement consolidating the (1) Eden License and Services; (2) New World Public Safety License and Services; (3) Munis, EnerGov and Eden Access Maintenance and Service; and the (4) New World Maintenance and Support agreement under the MSA, as a sole-source purchase, based upon the essential terms set forth above.
SUPPORTING SURVEY DATA
|Is this a "Residents Right to Know" item, pursuant to City Code Section 2-14?
|Does this item utilize G.O. Bond Funds?
|Organizational Innovation - Maximize the use of innovative technology.