Approve the resolution.

On October 10, 2014, the City Commission approved and authorized the City to execute an Agreement with Tyler Technologies, Inc., to replace the City’s current enterprise resource planning (“ERP”) system, known as Eden, and Permits Plus, the City’s permitting and licensing system (the “Agreement”). The replacement of these systems is a key part of the Administration’s goal of re-engineering core business process to maximize efficiencies and service to constituents, as well as improve internal controls.

On September 2, 2015, the City Commission approved Amendment No. 1 to the Agreement with Tyler Technologies, Inc., to modify the ERP System ‘Go-Live’ Dates as follows:

a. Phase 1 – Financials: changed from October 1, 2015 to April 1, 2016.
b. Phase 2 – EnerGov: changed from December 1, 2015 to April 1, 2016.
c. Phase 3 – HR/Payroll: changed from July 1, 2016 to January 1, 2017.
d. Phase 4 – Utility Billing and Revenue: changed from July 1, 2017 to January 1, 2018
On October 14, 2015, the City Commission approved Amendment No. 2 to the Agreement, to amend provisions regarding project management services, software licenses for mobile devices, and the allowable hours for the development of custom reports.
On February 10, 2016, the City Commission approved Amendment No. 3 to the Agreement, to amend provisions regarding reporting tools, end user training, and professional services to support the User Acceptance Testing phase.
On April 13, 2016, the City Commission approved Amendment No. 4 to the Agreement, to amend provisions regarding go-live dates, custom reports hours, and professional services to support the “Go-Live” activities due to the change of “Go-Live” dates as follows:

a. Phase 1 – Financials: changed from April 1, 2016 to May 2, 2016.
b. Phase 2 – EnerGov: changed from April 1, 2016 to May 2, 2016.
c. Phase 3 – HR/Payroll: changed from January 1, 2017 to April 3, 2017
To facilitate the transition to the new ERP system, the City Manager’s ERP Steering Committee meets regularly to receive status updates on the implementation process, mitigate any project risks, and consider any amendments or changes that may be requested by project stakeholders. The latter is critical in maintaining the goal of minimizing system customizations that may increase costs, delay project completion, and create issues for future system updates. At its May 19, 2016 meeting, the Steering Committee made a recommendation to the City Manager to seek to amend the Agreement with Tyler Technologies as follows, in order to reallocate unused data conversion funds:

1. The following unused conversions, totaling $11,250, are hereby removed from the Agreement:

a. Fixed Assets Option 1 – History, at a contract price of $1,750;
b. General Billing Option 1 – Recurring Invoices, at a contract price of $2,500;
c. Inventory Option 1 – Commodity Codes, at a contract price of $1,500;
d. Project Grant Accounting Option 1 – Actuals, at a contract price of $1,750;
e. Project Grant Accounting Option 2 – Budgets, at a contract price of $1,750; and
f. Project Grant Accounting Standard, at a contract price of $2,000.

2. Eight and a half (8.5) Implementation days, totaling $10,838 (at a rate of $1,275 per day), are hereby added to the Agreement as set forth in the Investment Summary attached hereto as Exhibit 1.

The City Manager, after considering the recommendations of the ERP Steering Committee, recommends that the Mayor and City Commission approve the Resolution and Amendment No. 6 to the Agreement, to amend the project management services. This amendment has no impact on the City’s total funding for the project, since no additional dollars are being added, and the adjustment came from the contingency built into the contract.