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A G E N D A
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MEETING OF THE CITY COUNCIL
Monday, February 8, 2021 - 7:00 PM
ALL COUNCIL MEMBERS AND STAFF WILL PARTICIPATE VIA
TELECONFERENCE
JOE KALMICK
MAYOR
First District
MIKE VARIPAPA
MAYOR PRO TEM
Third District
SCHELLY SUSTARSIC
COUNCIL MEMBER
Fourth District
THOMAS MOORE
COUNCIL MEMBER
Second District
SANDRA MASSA-LAVITT
COUNCIL MEMBER
Fifth District
This Agenda contains a brief general description of each item to be considered. No action or discussion
shall be taken on any item not appearing on the agenda, except as otherwise provided by law.
Supporting documents, including agenda staff reports, and any public writings distributed by the City
to at least a majority of the Council Members regarding any item on this agenda are available on the
City's website at www.sealbeachca.gov.
City Council meetings are broadcast live on Seal Beach TV3 and on the City's website
www. seal beachca.gov). Check the SBTV3 schedule for rebroadcast of — meetings are available on -
demand on the website (starting 2012).meeting
In compliance with the Americans with Disabilities Act of 1990, if you require disability - related
modification or accommodation to attend or participate in this meeting, including auxiliary aids or
services, please call the City Clerk' s office at (562) 431 -2527 at least 48 hours prior to the meeting.
NOTICE REGARDING PUBLIC OBSERVATION AND PARTICIPATION IN THE CITY
COUNCIL MEETING
To comply with Governor Newsom's Executive Order N-29-20 and the Amended Order
and Guidance of the Orange County Health Officer issued March 18, 2020 the City of
Seal Beach hereby gives notice of the "means by which members of the public may
observe the meeting and offer public comment" for the City Council meeting on
Febryary 8, 2021. Due to the need for social distancing and the prohibition on public
gatherings set forth in the County Health Officer's Order, all participation in the above -
referenced Meeting will be by teleconference for the Members of the City Council and
staff. Because of the unique nature of the emergency there will NOT be a physical
meeting location and all public participation will be electronic.
PUBLIC COMMENT: Members of the public may submit comments on any item ON
this City Council meeting agenda via email to the City Clerk at
gharper@sealbeachca.gov or via the comment icon through the online portal
at https://www.sealbeachca.gov/Government/Agendas-Notices-Meeting-Videos/Council-
Commission-Meetings . All email comments the City Clerk receives before the start of
the meeting will be posted on the City website and distributed to City Council. Email
comments received after that time will be posted on the City's website and forwarded to
the City Council after the meeting.
THIS NOTICE AND ELECTRONIC PARTICIPATION PROVISIONS SET FORTH IN
THIS NOTICE ARE PROVIDED PURSUANT TO SECTION 3 OF EXECUTIVE ORDER
N-29-20.
CALL TO ORDER
COUNCIL ROLL CALL
APPROVAL OF AGENDA & WAIVER OF FULL READING OF RESOLUTIONS
ORDINANCES
By motion of the City Council this is the time to notify the public of any changes to the
agenda and /or rearrange the order of the agenda.
PRESENTATIONS / RECOGNITIONS
• Information on the 46th Annual Americana Awards (Staurday, February
27, 2021) as presented by Howard Kummerman, Executive Director of the
Cypress College Foundation
• Seal Beach COVID-19 Local Emergency Review
• Leisure World Detective — Year -End Review 2020
• Introduction of Executive Assistant Elizabeth Camarena
• Introduction of Executive Assistant Lauren Barich
• Introduction of Executive Assistant Grant Tavasci
PUBLIC COMMUNICATIONS (VIA EMAIL ONLY)
At this time members of the public may address the Council regarding the items on this
City Council agenda. Pursuant to the Brown Act, the Council cannot discuss or take action
on any items not on the agenda unless authorized by law.
Those members of the public wishing to provide comment are asked to send comments
via email to the City Clerk at gharper@sealbeachca.gov or via the comment icon on the
City website at https://www.seaIbeachca.gov/Government/Agendas-Notices-Meeting-
Videos/Council-Commission-Meetings before 6 pm on February 8, 2021. Comments
provided via email will be posted on the City website for review by the public. Any
documents for review should be sent to the City Clerk prior to the meeting for distribution.
CITY ATTORNEY REPORT Craig A. Steele, City Attorney
CITY MANAGER REPORT Jill R. Ingram, City Manager
COUNCIL COMMENTS
General Council Member comments and reporting pursuant to AB 1234.
COUNCIL ITEMS
CONSENT CALENDAR
Items on the consent calendar are considered to be routine and are enacted by a single
motion with the exception of items removed by Council Members.
A. Approval of the January 25, 2021 City Council Minutes - That the City Council
approve the minutes of the Closed Session and Regular City Council meeting
held on January 25, 2021.
B. Demands on City Treasury (Fiscal Year 2021) — February 8, 2021
- Ratification.
ITEMS REMOVED FROM THE CONSENT CALENDAR
PUBLIC HEARING — None
UNFINISHED / CONTINUED BUSINESS — None
NEW BUSINESS
C. Approving and Authorizing the City Manager to Execute a Software as a
Service Agreement with Tyler Technologies, Inc. for Incode Financial
Software and Energov Land Management Software - That the City Council
adopt Resolution 7110 to:1. Approve Budget Amendment BA 21-08-01 to
increase the CIP budget for Project BG1504 - Citywide Financial Information
System by $64,722 to account for implementation costs and increase the
operating budget by $114,234 to pay for the first installment payment of the
annual subscription costs; and 2. Approve and authorize the City Manager to
execute a software as a service (SaaS) agreement with Tyler Technologies, Inc.
for Tyler Incode and Tyler Energov.
ADJOURNMENT
Adjourn the City Council to Monday, February 22, 2021 at 5:30 p.m. to meet in closed
session, if deemed necessary.
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AGENDA STAFF REPORT
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DATE: February 8, 2021
TO: Honorable Mayor and City Council
THRU: Jill R. Ingram, City Manager
FROM: Gloria D. Harper, City Clerk
SUBJECT: Approval of the January 25, 2021 City Council Minutes
SUMMARY OF REQUEST:
That the City Council approve the minutes of the Closed Session and Regular City
Council meeting held on January 25, 2021.
BACKGROUND AND ANALYSIS:
This section does not apply.
ENVIRONMENTAL IMPACT:
There is no environmental impact related to this item.
LEGAL ANALYSIS:
No legal analysis is required for this item.
FINANCIAL IMPACT:
There is no financial impact for this item.
STRATEGIC PLAN:
This item is not applicable to the Strategic Plan.
MEASURE BB:
This item is not applicable to Measure BB, the Seal Beach Neighborhood and
Essential Services Protection Measure.
Agenda Item A
RECOMMENDATION:
That the City Council approve the minutes of the Closed Session and Regular City
Council meeting held on January 25, 2021.
SUBMITTED BY:
Gloria D. Harper
Gloria D. Harper, City Clerk
Prepared by: Dana Engstrom, Deputy City Clerk
ATTACHMENTS:
A. Minutes - Closed Session
B. Minutes - Regular Session
Page 2
NOTED AND APPROVED:
Jill R. Ingram
Jill R. Ingram, City Manager
Seal Beach, California
January 25, 2021
The City Council met in Closed Session at 5:32 p.m. via teleconference.
ROLL CALL
Present: Mayor Kalmick
Council Members: Varipapa, Sustarsic, Massa-Lavitt, Moore
Absent: None
City Staff: Craig A. Steele, City Attorney
Jill R. Ingram, City Manager
Patrick Gallegos, Assistant City Manager
Phil Gonshak, Police Chief
Les Johnson, Community Development Director
Kelly Telford, Director of Finance/City Treasurer
Gloria D. Harper, City Clerk
ORAL COMMUNICATIONS
Mayor Kalmick opened oral communications. City Clerk Harper announced that one (1)
supplemental communication was received. Mayor Kalmick then closed oral
communications.
CLOSED SESSION
A. Conference with Chief of Police and City Attorney regarding potential threats
to the security of public facilities and essential public services posed by the
spread of the COVID-19 virus pursuant to Government Code Section 54957(a).
B. Conference with Legal Counsel — Initiation of Litigation pursuant to Government
Code Section 54956.9(d)(4)One (1) potential case
ADJOURNMENT
Mayor Kalmick adjourned the Closed Session meeting at 6:25 p.m.
Approved:
Attested:
Joe Kalmick, Mayor
Gloria D. Harper, City Clerk
Gloria D. Harper, City Clerk
City of Seal Beach
Seal Beach, California
January 25, 2021
The City Council met in Regular Session at 7:00 p.m. via teleconference.
ROLL CALL
Present: Mayor Kalmick
Council Members: Varipapa, Moore, Sustarsic, Massa-Lavitt
Absent: None
City Staff: Craig A. Steele, City Attorney
Jill R. Ingram, City Manager
Patrick Gallegos, Assistant City Manager
Philip L. Gonshak, Police Chief, Seal Beach Police Department
Joe Bailey, Chief, Marine Safety Department
Steve Myrter, P.E., Director of Public Works
Les Johnson, Director of Community Development
Kelly Telford, Director of Finance/City Treasurer
Gloria D. Harper, City Clerk
Dana Engstrom, Deputy City Clerk
Ron Roberts, Orange County Fire Authority, Fire Chief
Steve Fowler, Senior Planner
APPROVAL OF AGENDA & WAIVER OF FULL READING OF RESOLUTIONS AND
ORDINANCES
Council Member Sustarsic pulled Item F from the consent calendar for separate
consideration.
City Clerk Harper announced that two (2) supplemental communications were received
after posting of the agenda regarding various agenda items that were distributed to City
Council and made available to the public.
Council Member Moore moved, second by Council Member Sustarsic, to approve the
agenda.
City Clerk Harper took a roll call vote to approve the agenda.
AYES:
Kalmick, Varipapa, Moore, Sustarsic, Massa-Lavitt
NOES:
None
ABSENT:
None
ABSTAIN:
None
Motion carried
PRESENTATIONS / RECOGNITIONS
• Seal Beach COVID-19 Local Emergency Review
• Recognition of Former Los Alamitos Unified School District Board Member Karen
Russell
• Special Recognition of Senior Planner Steven Fowler
ORAL COMMUNICATIONS
Mayor Kalmick opened oral communications. City Clerk Harper announced that one (1)
email communication was received and distributed to Council via email and uploaded to
the City's website. Mayor Kalmick then closed oral communications.
CITY ATTORNEY REPORT
City Attorney Steele indicated that prior to the meeting City Council met in Closed
Session to discuss the two items posted on the agenda and indicated the City Council
took no reportable action.
CITY MANAGER REPORT
City Manager Ingram shared with the Council and the public that the City will be hosting
an interactive Town Hall meeting on Wednesday, February 10, 2021 to provide an
overview of the water and wastewater rate adjustments. The public will have the
opportunity to ask questions regarding the proposed rate adjustments as well as the
rate setting process as defined by Proposition 218. The City will be mailing out meeting
invitations later this week with additional details. Additionally, City Manager Ingram
indicated that following the public Town Hall meeting there will be a public hearing on
Monday, February 22, 2021 at 7pm for Council consideration.
COUNCIL COMMENTS
Mayor Pro Tem Variappa had no comments.
Council Member Moore had no comments.
Council Member Massa-Lavitt indicated that Orange County Sanitation District (OCSD)
in conjunction with other agencies have initiated the National Wastewater Surveillance
System (NWSS) in response to the COVID-19 pandemic. She also explained that
(OCSD) is preparing for an interim food waste receiving facility to divert food waste from
landfills. Additionally, she indicated that the Westminster Avenue/Seal Beach
Boulevard project has two miles of new pipeline installed and will continue on to Bolsa
Chica. She also reported that she attended an Orange County Vector Control District
meeting. She indicated that while home, ironically a mosquito landed on her iPad noting
that mosquitos are still around even in January! She reminded Leisure World residents
that the Civic Stone contract has been extended to assist with grant funded bathroom
modifications to make bathrooms safer.
Council Member Sustarsic had no comments
Mayor Kalmick had no comments.
COUNCIL ITEMS
There were no Council Items.
CONSENT CALENDAR
Council Member Sustarsic moved, second by Mayor Pro Tem Varipapa, to approve the
recommended actions on the consent calendar with exception of Item I pulled for
separate consideration.
A. Approval of the January 11, 2021 City Council Minutes - That the City Council
approve the minutes of the Closed Session and Regular City Council meeting held on
January 11, 2021.
B. Demands on City Treasury (Fiscal Year 2021) — January 25, 2021 - Ratification.
C. Monthly Investment Report — December 31, 2020 - Receive and file.
D. Report of City Manager and Department Heads Authorized Contracts - That the
City Council receive and file the report
E. Homeland Security Grant Program Agreement for Transfer or Purchase of
Equipment and Services or for Reimbursement of Training Costs for Fiscal Year
2019 Urban Area Security Initiative (UASI) - That the City Council adopt Resolution
7107: 1. Authorizing the City Manager to execute an agreement on the City's behalf for
the transfer or purchase of equipment and services or for reimbursement of training
costs for Fiscal Year 2019 Urban Areas Security Initiative (UASI) Homeland Security
Grant Program; and, 2. Authorizing the City Manager to take any further actions
necessary for the purpose of obtaining federal financial assistance provided by the
Department of Homeland Security and sub -granted through the State of California and
Anaheim Police Department in its capacity as the Core City for the Anaheim/Santa Ana
Urban Area Security Initiative.
G. Consideration of Additional Funding for the Seal Beach Small Business Relief
Grant Program - That the City Council adopt Resolution 7109 approving the distribution
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G. Consideration of Additional Funding for the Seal Beach Small Business Relief
Grant Program - That the City Council adopt Resolution 7109 approving the distribution
of $77,000 in economic relief funding from the County of Orange to qualified Seal Beach
small businesses according to the City's Small Business Grant Relief Program.
H. Termination of Agreement with Seal Beach Historical Society - That the City
Council authorize the City Manager to provide timely written notice to the Seal Beach
Historical Society ("SBHS") that the Agreement dated October 1, 2015 to allow the "Red
Car" museum to be located on City property is terminated effective February 28, 2021,
and authorize the City Manager to take any further actions necessary related to
preserving the "Red Car."
City Clerk Harper took a roll call vote to approve the consent calendar items.
AYES:
Kalmick, Varipapa, Sustarsic, Moore, Massa-Lavitt
NOES:
None
ABSENT:
None
ABSTAIN:
None
Motion carried
ITEMS REMOVED FROM CONSENT CALENDAR
F. Approving and Authorizing a Professional Services Agreement with Michael
Baker International, Inc. for the Seal Beach Boulevard Traffic Signal
Synchronization, CIP ST2109 - That the City Council adopt Resolution 7108: 1.
Approving and awarding a Professional Services Agreement with Michael Baker
International, Inc. in a not -to -exceed amount of $332,030 to provide professional
engineering services for the Seal Beach Boulevard Traffic Signal Synchronization, CIP
ST2109; and, 2. Authorizing and directing the City Manager to execute the Agreement;
and, 3. Authorizing the City Manager to execute Agreement amendments for additional
work requests up to $35,000 in connection with the Project.
Public Works Director Myrter provided a comprehensive presentation on the staff report.
Council Members questions were answered.
Council Member Sustarsic moved, second by Council Member Massa-Lavitt, to adopt
Resolution 7108: 1. Approving and awarding a Professional Services Agreement with
Michael Baker International, Inc. in a not -to -exceed amount of $332,030 to provide
professional engineering services for the Seal Beach Boulevard Traffic Signal
Synchronization, CIP ST2109; and, 2. Authorizing and directing the City Manager to
execute the Agreement; and, 3. Authorizing the City Manager to execute Agreement
amendments for additional work requests up to $35,000 in connection with the Project.
City Clerk Harper took a roll call vote to approve Item F.
AYES:
Kalmick, Varipapa, Moore, Sustarsic, Massa-Lavitt
NOES:
None
ABSENT:
None
ABSTAIN:
None
Motion carried.
PUBLIC HEARING
There were no public hearing items.
UNFINISHED/CONTINUED BUSINESS
There were no unfinished/continued business items.
NEW BUSINESS
There were no New Business items.
ADJOURNMENT
Mayor Kalmick adjourned the City Council meeting 7:52 p.m. to Monday, February 8,
2021 at 5:30 p.m. to meet in closed session, if deemed necessary.
Approved:
Attested:
Joe Kalmick, Mayor
Gloria D. Harper, City Clerk
Gloria D. Harper, City Clerk
City of Seal Beach
City of Seal Beach
Fiscal Year 2021
Warrant Listing for Council Meeting 2-8-2021
Approve by Minute Order Demands on Treasury:
Warrants-A/P: Checks 18358 - 18493 $ 1,253,414.78
Wells Fargo $ 111,372.58
Calpers $ 21,335.16
$ 1,386,122.52 Year -to -Date: $ 21,670,503.43
Payroll: Payroll Direct Deposit $ 369,638.03
Payroll State & Federal Taxes $ 248,520.39
ICMA $ 64,863.59
Ca1PERS Pension $ 230,044.01
City of Seal Beach Flex Spending $ 3,057.03
$ 916,123.05 Year -to -Date: $ 10,062,478.68
Total Payroll:
Note: Year-to-date amounts are actual cash disbursements and do not reflect actual expenditures
due to year-end accruals.
Respectfully submitted by:
W*
KellyI rd, CPA
Director of Finance/City Treasurer
o 1 �29�202. i
Date
City of Seal Beach Accounts Payable Printed: 01/29/2021 11:06
User:vrodriguez Checks by Date - Detail By Check Date Detail
Check Amount
Check No:
18358 Check Date: 01/19/2021
Vendor:
cea City Employees Associates
PR Batch 1 1 2021 SBMMA Dues - CEA
01/13/2021
83.07
Check Total:
83.07
Check No:
18359 Check Date: 01/19/2021
Vendor:
CIT48 SBSPA
PR Batch 1 1 2021 SB SPA Dues (CEA)
01/13/2021
184.64
Check Total:
184.64
Check No:
18360 Check Date: 01/19/2021
Vendor:
OCE01 O.C.E.A.
PR Batch 1 12021 OCEA Dues
01/13/2021
255.32
Check Total:
255.32
Check No:
18361 Check Date: 01/19/2021
Vendor:
PMA Seal Beach Police Management Association
PR Batch 1 1 2021 PMA Dues
01/13/2021
400.00
Check Total;
400.00
Check No:
18362 Check Date: 01/19/2021
Vendor:
POA01 Seal Beach Police Officers Assoc
PR Batch 1 1 2021 POA Dues
01/13/2021
1,350.00
Check Total:
1,350.00
Check No:
18363 Check Date: 01/19/2021
Vendor:
SBMSMA SBMSMA
PR Batch 1 1 2021 SBMSMA Dues
01/13/2021
34.62
Check Total:
34.62
Check No:
18364 Check Date: 01/19/2021
Vendor:
USB US Bank Pars 6746022400
PR Batch 1 1 2021 PARS Employer Portion
01/13/2021
454.74
PR Batch 1 1 2021 PARS Employee Portion
01/13/2021
2,168.77
Check Total:
2,623.51
Date Totals:
4,931.16
Check No:
18365 Check Date: 01/21/2021
Vendor:
acc01 Accent Flag & Sign
10174
Pier flag pole repair
11/24/2020
548.75
Check Total:
548.75
Check No:
18366 Check Date: 01/21/2021
Vendor:
ALL01 All American Asph./Aggregates
1054233
Class F - Sheet
12/08/2020
176.06
1053730
1/2" Fine PG 64-10
12/02/2020
642.79
Check Total:
818.85
Check No:
18367 Check Date: 01/21/2021
Vendor:
AME01 American Heritage Life
42471
Services Dec 2020
12/07/2020
13.00
Check Total:
13.00
Check No:
18368 Check Date: 01/21/2021
Vendor:
APWA Apwa
827079
Membership Renewal 2-1-21 to 1-31-22
11/04/2020
268.75
Check Total:
268.75
Check No:
18369 Check Date: 01/21/2021
Vendor:
ARA05 Aramark Uniform Services
5890000412
Floor mat service (City Hall & City Yard
12/24/2020
72.91
5890000454
Floor mat service (City Hall & City Yard
12/31/2020
55.34
5890000412
Floor mat service (City Hall & City Yard
12/24/2020
55.34
5890000412
Floor mat service (City Hall & City Yard
12/24/2020
55.34
5890000454
Floor mat service (City Hall & City Yard
12/31/2020
49.14
5890000454
Floor mat service (City Hall & City Yard
12/31/2020
49.13
5890000412
Floor mat service (City Hall & City Yard
12/24/2020
72.90
5890000454
Floor mat service (City Hall & City Yard
12/31/2020
55.34
Check Total:
465.44
Page 1
City of Seal Beach Accounts Payable Printed: 01/29/2021 11:06
User:vrodriguez Checks by Date - Detail By Check Date Detail
Page 2
Check Amount
Check No:
18370 Check Date: 01/21/2021
Vendor:
ARD Ardurra Group Inc.
8630
Leisure World 18" Sewer Constr \ Leisure
10/02/2020
31894.12
8630
OCTA 405 Widening Coop Agrmt \ OCTA 405
10/02/2020
633.34
8630
General Engineering Inspection
10/02/2020
360.00
8630
On -Call Inspection PSA Amendment #1. Cou
10/02/2020
19,531.45
8630
General Water Inspection
10/02/2020
1,000.90
8630
Annual Local Paving Program \ Annual Loc
10/02/2020
3,740.34
Check Total:
29,160.15
Check No:
18371 Check Date: 01/21/2021
Vendor:
bay08 Bay Hardware
353663
Screws/Nuts/Bolts
12/15/2020
0.26
353427
Conduit Body
12/01/2020
12.22
353691
Roller Frame
12/16/2020
11.45
353685
Screws/ Nuts/ Bolts
12/16/2020
10.58
353686
Star Ext Screw
12/16/2020
9.67
353596
Spray Bottle/ Rubber Mallet/ Towels
12/11/2020
54.19
353674
Leather Gloves / Key Cutting
12/15/2020
15.23
352965
Epoxy/ Outlet Strip/ Cement / Batteries
11/04/2020
89.58
353775
Trash Bags/ WD40
12/22/2020
43.79
353453
Outlet/ Box Connectors/ Recept Cover
12/03/2020
32.16
353676
Screwdriver
12/15/2020
5.43
Check Total:
284.56
Check No:
18372 Check Date: 01/21/2021
Vendor:
BEN11 TASC - Client Invoice
IN 1922899
Services Nov 2020
12/08/2020
150.00
Check Total:
150.00
Check No:
18373 Check Date: 01/21/2021
Vendor:
BRI02 Briggeman Disposal
W21157
Refuse Contract Billing- Dec 2020
01/12/2021
85,319.00
Check Total:
85,319.00
Check No:
18374 Check Date: 01/21/2021
Vendor:
cab10 Cabco Yellow Inc
12520020
Services Dec 2020
12/31/2020
4,731.00
Check Total:
4,731.00
Check No:
18375 Check Date: 01/21/2021
Vendor:
CAS18 Case Land Surveying, Inc.
19547
210 Central Ave land survey
11/05/2020
1,750.00
Check Total:
1,750.00
Check No:
18376 Check Date: 01/21/2021
Vendor:
CFP01 California Forensic Phlebotomy
1509
DUI blood draws - Dec 2020
01/01/2021
678.00
1487
DUI blood draws- Nov 2020
11/30/2020
1,130.00
Check Total:
1,808.00
Check No:
18377 Check Date: 01/21/2021
Vendor:
CIN04 Cintas Corporation # 640
19DI779346 Jacket
11/23/2020
92.10
Check Total:
92.10
Check No:
18378 Check Date: 01/21/2021
Vendor:
CIT01 City Of Cypress
12354
West -Comm JPA 3rd Installment 20-21
12/18/2020
215,761.80
Check Total:
215,761,80
Check No:
18379 Check Date: 01/21/2021
Vendor:
CLARK05 Michael Clark
133071-01
Instructor Pay 8-31-20 to 1-12-2021
01/13/2021
123.50
Check Total:
123.50
Check No:
18380 Check Date: 01/21/2021
Vendor:
CLASBY Julia Clasby
W20517
Reimb Furniture for LT Office
01/12/2021
606.79
Check Total:
606.79
Page 2
City of Seal Beach Accounts Payable Printed: 01/29/2021 11:06
User:vrodriguez Checks by Date - Detail By Check Date Detail
Page 3
Check Amount
Check No:
18381 Check Date: 01/21/2021
Vendor:
CLE11 CleanStreet Inc.
98842
Street Sweeper Services - Nov 2020
11/30/2020
14,013.83
Check Total:
14,013.83
Check No:
18382 Check Date: 01/21/2021
Vendor:
CLE19 Clear Channel Outdoor
13125868
Shelter Paper Production
11/23/2020
506.44
Check Total:
506.44
Check No:
18383 Check Date: 01/21/2021
Vendor:
CLI06 Climatec LLC
955010634
Service for HVAC computer at Yard
11/06/2020
1,125.00
Check Total:
1,125.00
Check No:
18384 Check Date: 01/21/2021
Vendor:
COL34 Colorado Bankers Life
634606
Services 11-3 to 11-17-2020
11/17/2020
10.00
Check Total:
10.00
Check No:
18385 Check Date: 01/21/2021
Vendor:
COL36 CMY
12.30.2020
Services Dec 2020
12/30/2020
4,296.80
Check Total:
4,296.80
Check No:
18386 Check Date: 01/21/2021
Vendor:
COM46 Commercial Aquatic Services
I20-5506
Chemicals Delivered 12-22-2020
12/22/2020
364.59
120-5464
Chemicals Delivered 12-18-2020
12/18/2020
62.62
I20-5578
Services Dec 2020
12/31/2020
575.00
Check Total:
1,002.21
Check No:
18387 Check Date: 01/21/2021
Vendor:
COM47 Commercial Building Management
67710
City Hall/ Yard/ PD- Nov 2020
12/01/2020
8,486.00
67711
Lifeguard/ Pier Restrooms- Nov 2020
12/01/2020
5,791.00
67630
City Hall/ Yard/ PD- Oct 2020
11/01/2020
8,486.00
67631
Lifeguard/Pier Restrooms- Oct 2020
11/01/2020
5,791.00
67546
City Hall/ Yard/ PD- Sept 2020
10/01/2020
8,486.00
67547
Lifeguard/ Pier Restroom- Sept 2020
10/01/2020
5,791.00
67786
City Hall/ Yard/ PD- Dec 2020
01/01/2021
8,486.00
67787
Lifeguard/ Pier Restrooms- Dec 2020
01/01/2021
5,791.00
Check Total:
57,108.00
Check No:
18388 Check Date: 01/21/2021
Vendor:
CON38 Convergint Technologies LLC
W101 1719
Diagnostics for lock issues to Lifeguard
12/31/2020
1,260.00
W1011719
Vehicle Charge
12/31/2020
136.83
W1011719
HES 7000C 630 Electric Strike
12/31/2020
306.52
Check Total:
1,703.35
Check No:
18389 Check Date: 01/21/2021
Vendor:
CYP Cypress SB Car Spa Inc.
010
PD vehicle car washes- Dec 2020
01/04/2021
600.00
009
PD vehicle car washes- Nov 2020
12/02/2020
500.00
008
PD vehicle car washes - Oct 2020
11/01/2020
727.00
Check Total:
1,827.00
Check No:
18390 Check Date: 01/21/2021
Vendor:
DAN02 Brenda Danielson
78
Services Dec 2020
01/01/2021
3,600.00
78
Services Dec 2020
01/01/2021
4,004.25
78
Services Dec 2020
01/01/2021
1,663.20
Check Total:
9,267.45
Check No:
18391 Check Date: 01/21/2021
Vendor:
DAV05 Dave Bang Assoc., Inc.
CA49495
One (1) each, Wabash 4PP41 ID, 6' Bench -
12/16/2020
639.70
Check Total:
639.70
Page 3
City of Seal Beach
User:vrodriguez
Accounts Payable
Checks by Date - Detail By Check Date
Check No:
18392 Check Date: 01/21/2021
Vendor:
DEL12 De Lage Landen Public Finance
70437556
Services 12-13-20 to 1-12-2021
11/30/2020
70064477
Services 11-13 to 12-12-2020
10/29/2020
70064477
Services 11-13 to 12-12-2020
10/29/2020
70064477
Services 11-13 to 12-12-2020
10/29/2020
70437556
Services 12-13-20 to 1-12-2021
11/30/2020
70437556
Services 12-13-20 to 1-12-2021
11/30/2020
Check No:
18393 Check Date: 01/21/2021
Vendor:
DEPART Department of Justice
483327
Services Nov 2020
12/03/2020
Check No:
18394 Check Date: 01/21/2021
Vendor:
DEV05 Devices For Life, LLC
2810
Devices for Life Compliance and Maintena
11/12/2020
Check No:
18395 Check Date: 01/21/2021
Vendor:
DILLER Michael Diller
W20816
Wellness Program
01/13/2021
Check No:
18396 Check Date: 01/21/2021
Vendor:
DI01 Dion and Sons Inc
ABO1370
Fuel
12/02/2020
Check No:
18397 Check Date: 01/21/2021
Vendor:
DIR09 DIRECTV
057524152X Services 1-1 to 1-31-2021
01/02/2021
Check No:
18398 Check Date: 01/21/2021
Vendor:
DON07 Donnoe & Associates Inc
8602
Office Skills Test
11/02/2020
Check No:
18399 Check Date: 01/21/2021
Vendor:
DOS03 Dossier Systems
47910
Services 1-2 to 4-1-2021
11/30/2020
Check No:
18400 Check Date: 01/21/2021
Vendor:
ECR EC Roofing Inc
W20765
C & D Deposit Permit 2020-1300/Rec573310
01/04/2021
Check No:
18401 Check Date: 01/21/2021
Vendor:
EXP09 exp US Services Inc
98252
Arterial Street Resurfacing Pg \ Nov 202
12/03/2020
Check No:
18402 Check Date: 01/21/2021
Vendor:
FLINT Robert Flint
W21156
Refund- Incorrectly Charged as Multi
01/12/2021
W21156
Refund- Incorrectly Charged as Multi
01/12/2021
W21156
Refund- Incorrectly Charged as Multi
01/12/2021
Check No:
18403 Check Date: 01/21/2021
Vendor:
FOR09 Robin Forte-Lincke
W21155
TV Origination Services Payment # 14
01/07/2021
Check No:
18404 Check Date: 01/21/2021
Vendor:
FRO02 Frontier Communications
5625962778
Services 1-2 to 2-1-2021
01/02/2021
5621560001
Services 1-8 to 2-7-2021
01/08/2021
2091885608
Services 1-4 to 2-3-2021
01/04/2021
2091880920
Services 1-4 to 2-3-2021
01/04/2021
Check Total:
Check Total:
Check Total:
Check Total:
Check Total:
Check Total:
Check Total:
Check Total:
Check Total:
Check Total:
Check Total:
Check Total:
Printed: 01/29/2021 11:06
Detail
Check Amount
213.25
2,391.94
213.25
2,006.54
2,391.94
2,006.54
9,223.46
15.00
15.00
3,100.00
3,100.00
400.00
400.00
106.33
106.33
176.98
176.98
1,200.00
1,200.00
1,656.00
1,656.00
500.00
500.00
2,070.00
2,070.00
402.93
2.20
2.20
407.33
1,453.50
1,453.50
70.81
57.33
962.47
323.77
Page 4
City of Seal Beach Accounts Payable Printed: 01/29/2021 11:06
User:vrodriguez Checks by Date - Detail By Check Date Detail
2091880920
Services 1-4 to 2-3-2021
01/04/2021
2091880920
Services 1-4 to 2-3-2021
01/04/2021
2091880920
Services 1-4 to 2-3-2021
01/04/2021
2091880920
Services 1-4 to 2-3-2021
01/04/2021
2090946840
Services I A 0 to 2-9-2021
01/10/2021
5625984514
Services 1-10 to 2-9-2021
01/10/2021
5625988624
Services 1-10 to 2-9-2021
01/10/2021
2130334822
Services 1-4 to 2-3-2021
01/04/2021
7148911483
Services 1-7 to 2-6-2021
01/07/2021
Check No:
18405 Check Date: 01/21/2021
Vendor:
GAL08 Galls, LLC
BC1252466
Riot batons, rings, and stops
12/14/2020
BC1252472
Outfit new Parking Aide Thomas Blackledg
12/14/2020
017304346
LAPD Black Series AXB!!!A Female Conceal
12/29/2020
017304346
BVP 50% cost share
12/29/2020
BC1257210
Chevrons
12/18/2020
017189756
Winter uniforms for PT staff
12/14/2020
017180986
Winter uniforms for PT staff
12/12/2020
Check No:
18406 Check Date: 01/21/2021
Vendor:
GHD GHD Inc
153265
Plan Check Services -Through 11-28-20
11/28/2020
Check No:
18407 Check Date: 01/21/2021
Vendor:
GMCO1 GMC Electrical Inc.
3984 -CP
Material & labor cost to remove old rust
12/16/2020
Check No:
18408 Check Date: 01/21/2021
Vendor:
GOL1I Gold Coast Awards, Inc.
11743
One (1) each, 10" x 6" bronze plaque - C
12/08/2020
Check No:
18409 Check Date: 01/21/2021
Vendor:
GRA08 Grainger
9742111801
Safety Pins
12/09/2020
Check No:
18410 Check Date: 01/21/2021
Vendor:
GRA36 Granite Telecommunications LLC
505535710
Services Dec 2020
12/01/2020
Check No:
18411 Check Date: 01/21/2021
Vendor:
GRAY Brian Gray
W20516
Reimb. Purchase for VIP Challenge Coins
01/04/2021
Check No:
18412 Check Date: 01/21/2021
Vendor:
GTT GTT Communications, Inc.
INV4397418
Services 12-1-20 to 1-31-2021
01/01/2021
INV4258168
Services Nov/Dec 2020
12/01/2020
INV4397557
Services 12-1-20 to 1-31-2021
01/01/2021
Check No:
18413 Check Date: 01/21/2021
Vendor:
HAZ03 Hazzard Backflow Inc
23806
Testing 12 backflows
12/24/2020
23805
Testing 16 backflows
12/24/2020
23804
Testing 12 backflows
12/24/2020
23807
Testing 8 backflows
12/24/2020
Check No:
18414 Check Date: 01/21/2021
Vendor:
HER17 Here Rentals Inc.
31819488-0
Trailer vacuum rental for water emergenc
11/30/2020
31829448-0
Mini -excavator rental for bike trail
12/08/2020
Check Total:
Check Total:
Check Total:
Check Total:
Check Total:
Check Total:
Check Total:
Check Total:
Check Total:
Check Total:
Check Amount
911.75
55.98
231.97
46.25
42.98
123.92
236.39
447.69
54.14
3,565.45
935.91
727.38
366.58
366.58
5.49
156.76
739.94
3,298.64
2,487.25
2,487.25
6,573.92
6,573.92
392.07
392.07
4.87
4.87
1,304.18
1,304.18
442.99
442.99
691.90
683.56
738.44
2,113.90
356.16
474.88
356.16
237.44
1,424.64
1,250.63
914.97
Page 5
City of Seal Beach Accounts Payable Printed: 01/29/2021 11:06
User:vrodriguez Checks by Date - Detail By Check Date Detail
Page 6
Check Amount
31809214-0
Mini -excavator rental for water dept eme
11/30/2020
856.96
Check Total:
3,022.56
Check No:
18415 Check Date: 01/21/2021
Vendor:
HOMO1 Home Depot Credit Services
H0647-1544
Staples/ Staple Gun
11/16/2020
178.61
H0647-1545
Sticky Back Squares/ Concrete Leveler
11/17/2020
148.75
H0647-1547
Trash Bags/ Primer/ Gloves
11/19/2020
518.86
H6646-2149
Extra Large Trash Bags
12/04/2020
516.23
H0647-1562
Chain Link
12/03/2020
21.62
4044058
Galv Roof Edge
10/20/2020
20.26
WM23533744 Water Heater
11/19/2020
1,490.18
586941
Compact Fridge
10/14/2020
112.60
586941
Compact Fridge
10/14/2020
112.60
H0647-1567
Steel Uncoated Wire Rope/Clamps
12/09/2020
146.49
696261
Microwave
10/14/2020
39.54
696261
Microwave
10/14/2020
39.53
WJ26784421 Lock Box
12/29/2020
55.51
WG27347749
LED Emergency Roadside Flare
01/12/2021
536.09
Check Total:
3,936.87
Check No:
18416 Check Date: 01/21/2021
Vendor:
HOT02 Hotschedules.com, Inc.
10115917
Services Feb 2021
01/01/2021
149.67
Check Total:
149.67
Check No:
18417 Check Date: 01/21/2021
Vendor:
INT41 International Institute of
15322
Annual Membership- Ingram
11/21/2020
155.00
Check Total:
155.00
Check No:
18418 Check Date: 01/21/2021
Vendor:
IRV06 Irvine Printing & Graphics Inc
48350
20FT Snap frame straight single sided gr
12/12/2020
1,655.04
Check Total:
1,655.04
Check No:
18419 Check Date: 01/21/2021
Vendor:
JCLOI JCL Traffic Services
106857
Water Wall Outdoor 10-20 to 11-19-20
12/08/2020
2,160.00
106758
Traffic control on Lampson Ave, 500' w/o
11/23/2020
550.00
107087
Water wall rental for outdoor dining - 1
12/21/2020
1,744.00
Check Total:
4,454.00
Check No:
18420 Check Date: 01/21/2021
Vendor:
KOP03 Koppl Pipeline Services Inc
22608
2" hot tap on 6" AC water line for Leisu
12/17/2020
780.00
Check Total:
780.00
Check No:
18421 Check Date: 01/21/2021
Vendor:
LEON Domingo Leon
W20766
C & D Deposit Permit#2020-033/Rec552328
01/04/2021
500.00
Check Total:
500.00
Check No:
18422 Check Date: 01/21/2021
Vendor:
LNC L.N. Curtis & Sons
INV452643
Protech vest setup as per quote 149981
12/31/2020
924.40
Check Total:
924.40
Check No:
18423 Check Date: 01/21/2021
Vendor:
MAR82 Mark Amaral Roofing
W20763
C & D Deposit Permit 2020-1426/Rec574784
01/04/2021
500.00
Check Total:
500.00
Check No:
18424 Check Date: 01/21/2021
Vendor:
MC101 MCI Comm Services
7DL26042/2
Services Feb 2021
01/11/2021
39.95
Check Total:
39.95
Check No:
18425 Check Date: 01/21/2021
Vendor:
mdm M Dmytrow Designs LLC
64439
Re -wrap D/S front door from Press Washer
11/17/2020
323.95
Check Total:
323.95
Page 6
City of Seal Beach Accounts Payable Printed: 01/29/2021 11:06
User:vrodriguez Checks by Date - Detail By Check Date Detail
Page 7
Check Amount
Check No:
18426 Check Date: 01/21/2021
Vendor:
MET13 Metropolitan Telecom m n ications
0100518281
Services 1-8 to 2-7-2021
01/08/2021
224.82
0100518281
Services 1-8 to 2-7-2021
01/08/2021
198.62
0100518281
Services 1-8 to 2-7-2021
01/08/2021
445.07
0100518281
Services 1-8 to 2-7-2021
01/08/2021
774.63
Check Total:
1,643.14
Check No:
18427 Check Date: 01/21/2021
Vendor:
MIT01 Mitchell
RL4285226
Annual subscription online auto manual
11/19/2020
1,728.00
Check Total:
1,728.00
Check No:
18428 Check Date: 01/21/2021
Vendor:
MOR02 Morrison Tire Inc.
281152
Tires
01/05/2021
510.03
Check Total:
510.03
Check No:
18429 Check Date: 01/21/2021
Vendor:
NAT27 National Emblem, Inc.
390815
Patches for Marine Safety Uniforms
12/23/2020
830.00
Check Total:
830.00
Check No:
18430 Check Date: 01/21/2021
Vendor:
NIELSENI Morgan Nielsen
W21020
Returned Direct Dep PR 12-27 to 1-9-21
01/20/2021
51.31
W21154
Returned Direct Dep -12-13 to 12-26-20
01/05/2021
51.31
Check Total:
102.62
Check No:
18431 Check Date: 01/21/2021
Vendor:
OAK09 Oakridge Consultants Inc
W20897
Refund Business Lic Tax -Business Closed
12/29/2020
25.00
W20897
Refund Business Lic Tax -Business Closed
12/29/2020
4.00
Check Total:
29.00
Check No:
18432 Check Date: 01/21/2021
Vendor:
OCWD Orange County Water Dist.
TLWSBBC
95-02-1-F Services 7-1-20 to 12-31-2020
01/04/2021
293,626.91
95209012
95-01-1-D Services 7-1-20 to 12-31-2020
01/04/2021
23,666.90
M144301410 87-02-03-M Services 7-1-20 to 12-31-2020
01/04/2021
167,430.60
Check Total:
484,724.41
Check No:
18433 Check Date: 01/21/2021
Vendor:
OFF05 Office Depot, Inc.
1422969560
Folders/ Calendar/ Stapler
12/22/2020
62.28
Check Total:
62.28
Check No:
18434 Check Date: 01/21/2021
Vendor:
OFFI1 Office Solutions Business Prod
1-01824882
Pushpons
12/14/2020
5.24
1-01829292
Cleaner/ Comet/ Plates/ Duster
12/30/2020
335.41
Check Total:
340.65
Check No:
18435 Check Date: 01/21/2021
Vendor:
ONP05 On Point Exterminating Inc
6902
Services Jan 2021- Edison Park
01/04/2021
150.00
6551
Services Dec 2020- MW Library
12/28/2020
60.00
6628
Services Dec 2020- Edison Garden
12/28/2020
100.00
6517
Services Dec 2020- City Hall
12/28/2020
65.00
Check Total:
375.00
Check No:
18436 Check Date: 01/21/2021
Vendor:
PAC72 Pacific Advanced Civil Enginee
4517
Lampson Well Head Treatment \ Lampson We
12/31/2020
6,093.75
Check Total:
6,093.75
Check No:
18437 Check Date: 01/21/2021
Vendor:
PAR19 Parkeon Inc.
IV120346
Services Dec 2020
12/21/2020
315.00
Check Total:
315.00
Page 7
City of Seal Beach Accounts Payable
User:vrodriguez Checks by Date - Detail By Check Date
Check No: 18438 Check Date: 01/21/2021
Vendor: PCS Monica Caruso
2058 Contract Steam Cleaning -Nov 2020 11/01/2020
Check No:
18439 Check Date: 01/21/2021
Vendor:
PFM PFM Asset Management LLC
SMA -M1120- Investment Advisory Services Nov 2020
11/30/2020
Check No:
18440 Check Date: 01/21/2021
Vendor:
PHO03 Phoenix International Consulti
W20762
C & D Deposit Perm it#2020-1016/Rec570001
01/04/2021
Check No:
18441 Check Date: 01/21/2021
Vendor:
PLU01 Plug & Pay Technologies, Inc.
2021010218
Services Dec 2020
01/04/2021
Check No:
18442 Check Date: 01/21/2021
Vendor:
PRI17 The Printery, Inc.
129840
Window Envelopes
01/06/2021
129840
Window Envelopes
01/06/2021
Check No:
18443 Check Date: 01/21/2021
Vendor:
PRO37 Pro -Line Industrial Products 1
110539
Six (6) each, Vanilla Killa
11/30/2020
110539
Two (2) each, ASAP
11/30/2020
110554
Wonder pads (CS 100)
11/30/2020
110539
One (1) each, Cherry wipes
11/30/2020
110539
Six (6) each, Ultra Pen cherry
11/30/2020
110539
One (1) each, RatX Professional
11/30/2020
Check No:
18444 Check Date: 01/21/2021
Vendor:
PRO38 Prosurface Inc
202102
Striping of Pickleball Lines at SBTC
01/12/2021
Check No:
18445 Check Date: 01/21/2021
Vendor:
QUI09 Quinn Power Systems
WO37015635
Annual Load Bank Engine & Generator
12/22/2020
Check No:
18446 Check Date: 01/21/2021
Vendor:
RICO2 Richards Watson & Gershon
229490
Police Dept Matters- October 2020
11/24/2020
229493
Vs. CA Resources Corp- October 2020
11/24/2020
229492
COVID-19 Declaration - October 2020
11/24/2020
229491
Acq. of City Property by OCTA -Oct 2020
11/24/2020
229511
Additional Services October 2020
11/24/2020
229489
Personnel Matters - October 2020
11/24/2020
Check No:
18447 Check Date: 01/21/2021
Vendor:
RPW RPW Services, Inc.
22599
Gopher Control Nov 2020- Fire Dept 48
11/30/2020
22601
Gopher Control Nov 2020- Arbor Park
11/30/2020
22600
Gopher Control Nov 2020- City Parks
11/30/2020
Check No:
18448 Check Date: 01/21/2021
Vendor:
RUIZ05 Victor Ruiz
W20511
Reimb. Supplies for K-9 Program
12/09/2020
Check No:
18449 Check Date: 01/21/2021
Vendor:
S&JO1 S & J Supply Co
S100165491
Seven (7) each, 4TT Ci Cover
12/11/2020
5100164382
Water supplies and equipment
11/17/2020
Check Total:
Check Total:
Check Total:
Check Total:
Check Total:
Check Total:
Check Total:
Check Total:
Check Total:
Check Total:
Check Total:
Printed: 01/29/2021 11:06
Detail
Check Amount
10,825.00
10,825.00
2,275.34
2,275.34
500.00
500.00
15.00
15.00
70.42
633.82
704.24
138.66
105.49
415.70
195.76
137.03
225.86
1,218.50
2,200.00
2,200.00
1,650.00
1,650.00
3,955.60
3,383.33
93.00
1,777.79
34.02
682.00
9,925.74
130.00
307.50
2,030.00
2,467.50
1,515.41
1,515.41
Page 8
304.50
420.87
City of Seal Beach Accounts Payable
User:vrodriguez Checks by Date - Detail By Check Date
S100165247 Meter gasket drop ins, meter bolts, bron 12/07/2020
S100165491 Seven (7) each, 4TT concrete valve box 12/11/2020
Check Total:
Check No:
18450 Check Date: 01/21/2021
Vendor:
SAF07 Safelite Auto Glass
05074-2527
Windshield chip repair on PD admin unit
Check No:
18451 Check Date: 01/21/2021
Vendor:
SAK02 Sakaida Nursery Inc
21015
Annual Street Tree Planting Pr \ Annual
Check No:
18452 Check Date: 01/21/2021
Vendor:
SCE01 Southern Calif. Edison
2353878846
Services 12-14-20 to 1-13-2021
2289382129
Services 12-7-20 to 1-6-2021
2371357815
Services 12-2 to 12-31-2020
2261529358
Services 12-4-20 to 1-5-2021
2294542014
Services 12-4-20 to 1-5-2021
2332131176
Services 12-15-20 to 1-14-2021
2311180533
Services 12-15-20 to ]-14-2021
2024025629
Services 12-2 to 12-31-2020
2024025629
Services 12-2 to 12-31-2020
2024025629
Services 12-2 to 12-31-2020
2218943843
Services 12-3-20 to 1-4-2021
2354785172
Services 12-3-20 to 1-4-2021
2282924729
Services 12-1-20 to 1-1-2021
2024047656
Services 12-1-20 to 1-1-2021
2265022343
Services 12-4-20 to 1-5-2021
2231367996
Services 12-15-20 to 1-14-2021
2361696818
Services 12-14-20 to 1-13-2021
2024028599
Services 12-11-20 to 1-12-2021
2345128151
Services 12-16-20 to 1-15-2021
2418681128
Services 12-16-20 to 1-15-2021
2214337602
Services 12-15-20 to 1-14-2021
Check No:
18453 Check Date: 01/21/2021
Vendor:
SEA11 Seal Beach Animal Care Center
12-10-2020
Services Jan- Mar 2021
12.10.2020
Emergency Treatment 2021
Check No:
18454 Check Date: 01/21/2021
Vendor:
SEA33 Seal Beach Sun Newspaper
102090
Public Notice Oridinance 1687
102089
Public Notice Ordinance 1686
Check No:
18455 Check Date: 01/21/2021
Vendor:
soc SoCal Auto & Truck Parts Inc.
4126-50060
Disc Brake Pads
4126-49992
Oil Filter/ Battery/ Core Deposit
4126-50064
Oil Filter
4126-50168
Hi Temp Head
4126-50206
Disc Brake Pads
4126-49999
Air Filters/Coil On Boot Plug
4126-50073
Steering Stabilizer
4126-50185
Battery/ Core Deposit
4126-50170
Brake Rotor
4126-50170
Virtual Kit/ Rotors/Brake Pads
4126-50073
Disc Brake Pads
Check No:
18456 Check Date: 01/21/2021
Vendor:
SOC11 So Cal Land Maintenance Inc.
9338
Landscape Maintenance -Dec 2020
11/23/2020
11/25/2020
01/14/2021
01/08/2021
01/06/2021
01/06/2021
01/06/2021
01/15/2021
01/15/2021
01/05/2021
01/05/2021
01/05/2021
01/05/2021
01/05/2021
01/05/2021
01/05/2021
01/06/2021
01/16/2021
01/14/2021
01/13/2021
01/16/2021
01/16/2021
01/15/2021
12/10/2021
12/10/2020
12/24/2020
12/24/2020
12/22/2020
12/15/2020
12/22/2020
01/05/2021
01/08/2021
12/15/2020
12/23/2020
01/06/2021
01/05/2020
01/05/2021
12/23/2020
12/31/2020
Check Total:
Check Total:
Check Total:
Check Total:
Check Total:
Check Total:
Printed: 01/29/2021 11:06
Detail
Check Amount
961.22
342.57
2,029.16
147.15
147.15
759.64
759.64
73.53
25.52
19.12
21.62
207.83
7,476.39
2,448.30
42.12
826.82
96.35
94.72
51.32
57.29
66.30
201.35
1,175.58
231.40
1,248.41
11.91
13.10
80.67
14,469.65
2,250.00
1,000.00
3,250.00
695.00
940.00
1,635.00
64.20
149.70
28.67
41.56
291.59
189.16
48.15
134.19
167.48
297.03
83.36
1,495.09
1,088.16
Page 9
City of Seal Beach Accounts Payable Printed: 01/29/2021 11:06
User:vrodriguez Checks by Date - Detail By Check Date Detail
9340
Beach Detail Weeding Dec 2020
12/31/2020
9338
Landscape Maintenance -Dec 2020
12/31/2020
9338
Landscape Maintenance -Dec 2020
12/31/2020
9338
Landscape Maintenance -Dec 2020
12/31/2020
9338
Landscape Maintenance -Dec 2020
12/31/2020
9338
Landscape Maintenance -Dec 2020
12/31/2020
9339
So Cal Land Maintenance -Dec 2020
12/31/2020
9339
So Cal Land Maintenance -Dec 2020
12/31/2020
9338
Landscape Maintenance -Dec 2020
12/31/2020
9338
Landscape Maintenance -Dec 2020
12/31/2020
9338
Landscape Maintenance -Dec 2020
12/31/2020
Check No: 18457 Check Date: 01/21/2021
Vendor: SOU19 South Coast Supply
105381101- Tree Stake
Check No: 18458 Check Date: 01/21/2021
Vendor: STA03 State Wtr Res Cntrl Board
WD -0183487 Annual Permit 7-1-20 to6-30-21 302017-02
Check No: 18459 Check Date: 01/21/2021
Vendor: STA65 Statewide Traffic Safety and S
02023974 Five (5) each, No Bike, No Blades, No Sk
02023974 Five (5) each, 24 min parking, 12" x 18"
Check No: 18460 Check Date: 01/21/2021
Vendor: STE42 Crime Scene Steri -Clean, LLC
41517 Fatal TC biohazard cleanup
Check No: 18461 Check Date: 01/21/2021
Vendor: SUN27 Sunbelt Rentals, Inc.
104564970- Black Rubber Water Hose
104564970- Black Rubber Water Hose
Check No:
18462 Check Date: 01/21/2021
Vendor:
SUR03 Surfside Colony Ltd
11083
Monthly Surfside Beach Maint- Nov 2020
Check No:
18463 Check Date: 01/21/2021
Vendor:
SYN05 SYNOPTEK
1186118
1 Dell Thunderbolt Dock- WD19TB Dock for
1186117
1 XPS 13 9300 10th Generation Intel(R) C
1183430
Citywide Technology - PD \ Citywide Tech
1183136
One (1) each, Desktop computer for Clima
1186113
2 Black Box Industrial Ethernet Extender
1184184
Firewall
1184149
ITaas 10-31 to 11-30-2020
1184255
Ethernet/Network Cable
1185059
Office 365 11-01 to 12-22-2020
1185980
Datto Service Support 1-1 to 1-31-21
Check No:
18464 Check Date: 01/21/2021
Vendor:
TCTI The Counseling Team Internatio
78040
TCTI Contract 2020/21- Dec 2020
Check No: 18465 Check Date: 01/21/2021
Vendor: TET02 Tetra Tech, Inc.
51681444 Water Well Rehab Bolsa Chica \ Water Wel
12/16/2020
12/22/2020
11/30/2020
11/30/2020
12/19/2020
12/26/2020
11/28/2020
12/14/2020
12/21/2020
12/21/2020
10/19/2020
10/07/2020
12/21/2020
10/31/2020
10/31/2020
10/31/2020
11/30/2020
12/17/2020
01/06/2021
12/21/2020
Check Total:
Check Total:
Check Total:
Check Total:
Check Total:
Check Total:
Check Total:
Check Total:
Check Total:
Check Total:
Check Amount
1,560.00
20,134.38
3,573.27
1,856.65
3,218.99
229.90
982.72
314.23
5,900.59
1,090.93
631.32
40,581.14
36.02
36.02
1,736.00
1,736.00
77.49
77.49
154.98
750.00
750.00
144.76
144.76
289.52
3,424.24
3,424.24
298.86
2,162.98
366.67
1,236.78
763.51
125.00
61.94
124.24
2,585.00
2,023.65
9,748.63
1,000.00
1,000.00
37,787.50
37,787.50
Page 10
City of Seal Beach Accounts Payable Printed: 01/29/2021 11:06
User:vrodriguez Checks by Date - Detail By Check Date Detail
Check Amount
Check No:
18466 Check Date: 01/21/2021
Vendor:
THO17 Thomson Reuters --West
843599942
CLEARS Data Base - Services Dec 2020
01/01/2021
331.00
Check Total:
331.00
Check No:
18467 Check Date: 01/21/2021
Vendor:
TIM04 Time Warner Cable LLC
0010765010
Services 1-4 to 2-3-2021
01/04/2021
252.41
0021804010
Services 1-1 to 1-31-2021
01/01/2021
218.23
0213294011
Services 1-10 to 2-9-2021
01/10/2021
629.99
0260410011
Services 1-10 too 2-9-2021
01/10/2021
125.97
0342770122
Services 12-24-20 to 1-23-2021
12/24/2020
1,767.60
0245858010
Services 1-5 to 2-4-2021
01/05/2021
1,324.13
0021812010
Services 1-6 to 2-5-2021
01/06/2021
113.38
Check Total:
4,431.71
Check No:
18468 Check Date: 01/21/2021
Vendor:
TMO1 T -Mobile USA Inc.
967863726
Services 11-21 to 12-20-20
12/21/2020
366.72
Check Total:
366.72
Check No:
18469 Check Date: 01/21/2021
Vendor:
tru01 ALS-Truesdail Laboratories, I
522005081
Weekly Drinking Water Testing 12-21-20
12/30/2020
186.25
522004999
Weekly Drinking Water Testing 12-14-20
12/23/2020
186.25
522005082
Weekly Drinking Water Testing 12-28-20
12/30/2020
186.25
Check Total:
558.75
Check No:
18470 Check Date: 01/21/2021
Vendor:
TUR10 Turtle & Hughes, Inc.
4665528-00
Time Delay Timer
12/15/2020
149.38
4622101-00
Lamps
11/19/2020
238.30
4627408-00
Flush Push Button
11/18/2020
30.15
4622101-01
Lamps
11/20/2020
12.05
4639293-00
Relay
12/01/2020
36.27
Check Total:
466.15
Check No:
18471 Check Date: 01/21/2021
Vendor:
TYL Tyler Technologies Inc.
130-16183
AC 18177-5 / Zebra, ZQ500/RW QUAD Battery
09/10/2020
370.84
Check Total:
370.84
Check No:
18472 Check Date: 01/21/2021
Vendor:
UB*00333 Jared Younger
Refund check
01/11/2021
180.96
Check Total:
180.96
Check No:
18473 Check Date: 01/21/2021
Vendor:
UNDO] Underground Sery Alert Sc
1220200659
Services Dec 2020
01/01/2021
133.75
dsb2019746
Services Dec 2020
01/01/2021
99.12
Check Total:
232.87
Check No:
18474 Check Date: 01/21/2021
Vendor:
UNI21 United Rentals Northwest, Inc.
162856322-
Tread cleaning plate rental for 101 Loyo
12/17/2020
219.33
188912725-
Trench shoring for leisure world water 1
12/14/2020
239.25
Check Total:
458.58
Check No:
18475 Check Date: 01/21/2021
Vendor:
USCO2 USC Foundation Office
18046
Membership Renewal 2021- Escobedo
12/07/2020
270.00
Check Total:
270.00
Check No:
18476 Check Date: 01/21/2021
Vendor:
VAL05 Valverde Construction, Inc.
17450
Emergency Water System Repair \ Emergenc
10/08/2020
25,878.49
17473
Emergency Water System Repair \ Emergenc
11/18/2020
17,359.55
Check Total:
43,238.04
Page 11
City of Seal Beach
Accounts Payable
Printed: 01/29/2021 11:06
User:vrodriguez Checks by Date - Detail By Check Date
Detail
Check Amount
Check No:
18477 Check Date: 01/21/2021
Vendor:
VER18 Verizon Wireless
9869819298
Services 11-24 to 12-23-20
12/23/2020
193.28
9869819298
Services 11-24 to 12-23-20
12/23/2020
41.24
9869819298
Services 11-24 to 12-23-20
12/23/2020
1,709.14
9869819298
Services 11-24 to 12-23-20
12/23/2020
38.01
9869819298
Services 11-24 to 12-23-20
12/23/2020
38.50
Check Total:
2,020.17
Check No:
18478 Check Date: 01/21/2021
Vendor:
VOL02 United Volleyball Supply LLC
231331
Beach Volleyball Nets
07/21/2020
840.75
Check Total:
840.75
Check No:
18479 Check Date: 01/21/2021
Vendor:
VON DER Cheryl Von der Hellen
444010-02
Instructor Pay 8-31-20 to 1-12-2021
01/13/2021
504.00
Check Total:
504.00
Check No:
18480 Check Date: 01/21/2021
Vendor:
VOY02 US Bank Voyager Fleet System
8690175090
Fuel Services 11-25 to 12-24-20
12/24/2020
13,691.73
8690175090
Fuel Services 10-25 to 11-24-20
11/24/2020
13,732.07
Check Total:
27,423.80
Check No:
18481 Check Date: 01/21/2021
Vendor:
VSP Vision Service Plan - (CA)
811198260
Services Jan 2021
12/19/2020
408.21
Check Total:
408.21
Check No:
18482 Check Date: 01/21/2021
Vendor:
WELL17 Wells Fargo
1925951
Rev Bond Series 2008 Trustee Fees
01/04/2021
3,000.00
1925951
Rev Bond Series 2008 Trustee Fees
01/04/2021
3,000.00
1925951
Rev Bond Series 2008 Trustee Fees
01/04/2021
-3,000.00
Check Total:
3,000.00
Check No:
18483 Check Date: 01/21/2021
Vendor:
WES67 Western Roofing Co.
W20764
C & D Deposit Permit 2020-1059/Rec570308
01/04/2021
500.00
Check Total:
500.00
Check No:
18484 Check Date: 01/21/2021
Vendor:
WOR09 Worthington Ford
5110012
Bolts/ Shaft Assembly
12/16/2020
575.95
5110070
Stud/Nut/ Gasket
12/16/2020
268.45
5110127
Sensor
12/17/2020
55.04
118414/1
Driveability & Tune
01/08/2021
17.42
5111066
Armrest/ Panel Asy/ Socket Asy/Screws
01/08/2021
791.85
Check Total:
1,708.71
Check No:
18485 Check Date: 01/21/2021
Vendor:
YUM Yume Gardens LLC
28563
City Hall monthly pond maintenance
12/01/2020
260.00
Check Total:
260.00
Date Totals:
1,228,675.01
Check No:
18486 Check Date: 01/27/2021
Vendor:
OCWD Orange County Water Dist.
MI 44301410 87-02-03-M 7-1- to 12-31-2020
01/27/2021
14,610.00
Check Total:
14,610.00
Date Totals:
14,610.00
Check No:
18487 Check Date: 01/29/2021
Vendor:
cea City Employees Associates
PR Batch 2 1 2021 SBMMA Dues - CEA
01/27/2021
73.84
Check Total:
73.84
Page 12
City of Seal Beach Accounts Payable
User:vrodriguez Checks by Date - Detail By Check Date
Check No:
18488 Check Date: 01/29/2021
Vendor:
CIT48 SBSPA
PR Batch 2 1 2021 SBSPA Dues (CEA)
01/27/2021
Check No:
18489 Check Date: 01/29/2021
Vendor:
OCE01 O.C.E.A.
PR Batch 2 1 2021 OCEA Dues
01/27/2021
Check No:
18490 Check Date: 01/29/2021
Vendor:
PMA Seal Beach Police Management Association
PR Batch 2 1 2021 PMA Dues
01/27/2021
Check No:
18491 Check Date: 01/29/2021
Vendor:
POA01 Seal Beach Police Officers Assoc
PR Batch 2 1 2021 POA Dues
01/27/2021
Check No:
18492 Check Date: 01/29/2021
Vendor:
SBMSMA SBMSMA
PR Batch 2 1 2021 SBMSMA Dues
01/27/2021
Check No:
18493 Check Date: 01/29/2021
Vendor:
USB US Bank Pars 6746022400
PR Batch 2 1 2021 PARS Employee Portion
01/27/2021
PR Batch 2 1 2021 PARS Employer Portion
01/27/2021
Check Total:
Check Total:
Check Total:
Check Total:
Check Total:
Check Total:
Date Totals:
Report Total:
Printed: 01/29/2021 11:06
Detail
Check Amount
219.26
219.26
225.86
225.86
400.00
400.00
1,350.00
1,350.00
34.62
34.62
2,393.23
501.80
2,895.03
5,198.61
1,253,414.78
Page 13
i�0� SEA('ec�9ti
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AGENDA STAFF REPORT
�1'',,C'QCIFORN�P'r
DATE: February 8, 2021
TO: Honorable Mayor and City Council
THRU: Jill R. Ingram, City Manager
FROM: Kelly A. Telford, CPA, Finance Director/Treasurer
SUBJECT: Approving and Authorizing the City Manager to Execute a
Software as a Service Agreement with Tyler Technologies,
Inc. for Incode Financial Software and Energov Land
Management Software
SUMMARY OF REQUEST:
That the City Council adopt Resolution 7110 to:
1. Approve Budget Amendment BA 21-08-01 to increase the CIP budget for Project
BG1504 - Citywide Financial Information System by $64,722 to account for
implementation costs and increase the operating budget by $114,234 to pay for
the first installment payment of the annual subscription costs; and
2. Approve and authorize the City Manager to execute a software as a service
(SaaS) agreement with Tyler Technologies, Inc. for Tyler Incode and Tyler
Energov.
BACKGROUND AND ANALYSIS:
In 2015, the City Council approved a project to fund the replacement of the City's
financial system, Springbrook. At that time, the City had been using Springbrook
for 15 years and after numerous upgrades and revisions, the basic system was
based on outdated technology, did not provide many of the features provided by
state-of-the-art systems, was out of compliance with current standards, and does
not operate as efficiently as systems based on current operating systems. In the
Fiscal Year 2014-15 Capital Improvement Budget, $100,000 was appropriated to
hire a consultant to assist with analysis of the City's needs and manage the vendor
selection process. An additional $90,000 was added in Fiscal Year 2015-16 for a
total budget of $190,000. Through Fiscal Year 2019-20, the City has spent $6,198
of the appropriated amount. In Fiscal Year 2020-21 the City Council appropriated
an additional $20,000 to continue the efforts.
In Spring 2020, the Finance Department continued efforts to identify a new solution
for the City. Due to the size of the City and the City's budgetary constraints, there
Agenda Item C
are a limited number of software solutions that are available for under $1 million,
which was the goal for the Finance Department. A proposal had already been
obtained from Springbrook to upgrade the current system to their more recent
online version. The total cost of upgrading was quoted at $36,888 in one-time costs
and $64,618 in annual recurring subscription costs, however after an intensive
demonstration of their product, it was determined that this solution did not address
the City's need for improving processes, functionality and transparency. The City's
consultant agreed with this determination and we set forth searching for other
solutions to consider. In December 2020, the Finance Director reached out to two
companies that were considered a step-up from Springbrook but would still be
considered affordable.
While awaiting responses in January 2021, Microsoft issued a release that
designated several operating systems as end -of -life or end -of -service. In the past,
this meant that Microsoft would no longer provide support and would stop providing
security patches for these systems. However, with a recent update that will be
released in February 2021, Microsoft is taking a more active stance and
communicated that a final update will be made to these systems and it will have
an "enforcement provision" that may not allow certain older, non -supported
systems to connect; users may not be able to login and access their programs and
IT services. This created significant challenges because the Springbrook version
the City is on only operates on local computers using Windows 7 and the server
the software runs on is Windows Server 2008. The Finance Department has been
working with Synoptek, the City's IT consultant, and we believe we have mitigated
this immediate challenge, however maintaining the old operating system poses
risks to the City and its customers. It is also uncertain at this time whether or not
additional end -of -life issues will occur that will render Springbrook obsolete. If this
were to happen, the City would not be able to process payroll, pay vendors, issue
utility bills, and many more critical financial functions. To reduce these risks, the
City must expedite the replacement of Springbrook and transition off of Windows
7 and Windows Server 2008 as quickly as possible.
Tyler Incode
Uncertain of the future capabilities of Springbrook, the Finance Department was
faced with an emergency situation that needed immediate attention. We expedited
conversations with one of the companies that had responded to the December
inquiries. Tyler Technologies, Inc. (Tyler) had prepared an informal proposal for
Tyler Incode that was reasonably priced and pulled together all resources to
develop an implementation plan that would provide solutions for an urgent
implementation, an expedited implementation, and a traditional implementation.
The timelines span anywhere from 2 months to 12 months depending on our need.
The urgent and expedited implementation timelines would allow us to mitigate any
issues that may arise as a result of the Windows update. At this time, we
recommend an expedited implementation timeline that would focus on core areas,
including general ledger and accounts payable by July 2021, with payroll, utility
billing and cashiering following in August/September 2021.
Page 2
As a part of the quote, we have asked to include functionalities that the City
currently doesn't have with Springbrook including:
• Purchasing
• Contracts management
• Integrated fixed assets
• Personnel management (position budgeting)
• Employee portal
• Electronic personnel action forms
• Electronic benefit enrollment
• Electronic timecards
• Updated utility customer information system capable of using smart meters
These solutions will help address procedural challenges that currently exist in the
City's purchasing system, will provide for better customer service and ease of use
to our employees, will provide a better experience for our customers using utility
billing, and improved efficiencies in all areas.
Seal Beach Municipal Code Section 3.20.025 provides for purchases of a
commodity that can be obtained only from one vendor, emergency purchases and
purchases of professional services. While other financial software solutions are
available, we do not believe they have the same functionalities as Tyler Incode
and therefore they do not meet the immediate needs of the City of Seal Beach. In
addition, the emergency nature of the challenges posed by the Windows update
make replacing Springbrook an urgent need that cannot be postponed.
Tyler EnerGov
In addition to Tyler Incode, the City has been evaluating a solution for licenses and
permits in response to the City Council Strategic Objective asking the Community
Development Director to prepare and present an assessment of the City's
development review and permitting process and identify possible process
improvements. In today's systems, business license is included in the land
management system with other licenses and permits, rather than the financial
system. We were notified early on that the business license function is included in
a product called Tyler EnerGov. Knowing that the Community Development
Department was in search of a software solution, the Finance Department worked
with the Community Development Department to determine if Tyler EnerGov would
address their needs. After many discussions, it was determined that it would and
Tyler EnerGov would have additional advantages as it is built to integrate with Tyler
Incode. If another product were selected, the City would have to combat the
challenge of building out integrations that would require maintenance each year to
ensure they remain reliable. For this reason, we are recommending the City
implement Tyler EnerGov. They have committed to an expedited timeline for the
business license portion with a more traditional timeline for the remainder of the
modules that will be used by Community Development which will allow for a full
assessment of processes to be completed which is paramount to the success of
the system.
Page 3
Tyler Content Manager Standard Edition
Implementation of Tyler Incode and Tyler EnerGoc will also allow the City to
implement a 100% paperless system reducing waste, reducing document storage
cost and increasing efficiencies by using electronic workflow approvals and access
to all finance documents through Incode. There are many options available for
document management including Laserfiche, however using Tyler Content
Manager Standard Edition will allow for the quickest and most reliable solution to
be used.
Implementing new software will transform how the City processes paperwork and
will allow for improved efficiencies, more reliable and faster reporting, resulting in
better information being provided to the City Council and the community.
Documents will be at our fingertips and with the use of paperless functions allowing
employees to access timecards and invoices for approval from any device,
anywhere in the world. This need has become more prominent with the need to
have employees work in a remote environment due to COVID-19. Our current
system has limited the Finance Department's ability to conduct business in a
remote environment.
Tyler University
One differentiator with Tyler is the use of Tyler University (Tyler U). As a premier
provider in the government space, Tyler identified the need for continued training
for existing employees and for onboarding new employees. Tyler U allows the City
to have a training program for all employees rather than solely relying on on-the-
job training.
Staff Augmentation
Implementing a new financial software and land management system takes a great
deal of staff effort and time. For the implementation to be successful, key staff
members must take on critical roles throughout the process to ensure that the
system is properly configured and that staff is properly trained before the system
goes live. To ensure that staff is able to participate in the critical components of
system launch, additional staff augmentation support may be necessary.
Additional staff augmentation support includes limited -term, part-time staff to assist
in the coordination, scheduling, and documentation required throughout the
process. It may also include assistance with day-to-day functions to allow
employees to train and participate in the implementation process.
Additional Opportunities for Technology Advancement
Tyler offers the full complement of software solutions that could be considered for
implementation at a future date including MyCivic, Socrata, Electronic Work
Orders, ExecuTime, Parks & Recreation and much more. As a large, publicly
traded company, Tyler Technologies, Inc. is expected to remain a key provider of
government technology solutions that will allow the City's technology to remain
relevant well into the future.
Page 4
ENVIRONMENTAL IMPACT:
There is no environmental impact related to this item.
LEGAL ANALYSIS:
The City Attorney reviewed and approved the resolution as to form.
FINANCIAL IMPACT:
The total one-time costs are estimated to be $268,524 and ongoing annual
subscription costs are estimated to be $175,745 for a total estimated cost of
$444,269. The breakdown of these costs is detailed below:
Annual
One -Time Subscription
Software Solution Costs Costs TOTAL
Tyler Incode
Tyler EnerGov
Tyler Content Manager SE
Tyler University
Staff Augmentation/Contingency
Total
$ 146,290 $
100,673
$ 246,963
69,080
53,395
122,475
8,400
15,370
23,770
-
6,307
6,307
44,754
-
44,754
$ 268,524 $
175,745
$ 444,269
The one-time costs are billed as time is incurred so these represent estimates
based on Tyler Technologies, Inc.'s experience with cities of our size. If we require
less hours than anticipated, the City would achieve cost savings. Conversely, if we
require more assistance, the one-time costs will be higher.
Currently, the remaining unspent balance in the CIP budget is approximately
$204,000, however previous budgets proposed this coming from the General
Fund. Currently, the Springbrook costs are allocated as follows: General Fund
50%, Water Fund 25% and Sewer Fund 25%. With this in mind, the Finance
Department is proposing a cost allocation as follows:
Funding Sources
General Fund
Water Fund
Sewer Fund
Total
Annual
One -Time
Costs
Subscription
Costs
TOTAL
$ 165,706
$ 117,753
$ 283,459
51,409
28,996
80,405
51,409
28,996
80,405
$ 268,524
$ 175,745
$ 444,269
To adjust the adopted budget accordingly, the Finance Department is proposing
BA 21-08-01 to align the appropriations with the estimates above.
Adopted/
Revised Proposed Budget
Description Account Budaet Budaet Amendment
Page 5
General Fund —
001-080-47000
$9,475,372
$9,437,276
($38,096)
Transfers Out CIP
CIP Fund —
045-000-31500
$11,290,507
$11,252,411
($38,096)
Transfers In
CIP Fund —
045-333-49605
$10,230,907
$10,192,811
($38,096)
Capital Projects
Project BG 1504
Water Fund —
019-950-49605
$9,479,839
$9,531,248
$51,409
Capital Projects
Project BG 1504
Sewer Fund —
044-975-49605
$1,949,741
$2,001,150
$51,409
Capital Projects
Project BG 1504
General Fund —
001-020-44000
$579,100
$655,640
$76,540
Contract Professional
Water Fund —
017-900-44000
$389,112
$407,959
$18,847
Contract Professional
Sewer Fund —
043-925-44000
$222,400
$241,247
$18,847
Contract Professional
This budget adjustment reduces the General Fund's obligation in the CIP program
and increases the Water Fund and Sewer Fund's obligation. These costs will be
billed as time is incurred and will likely spread over the course of 18 months. In
addition, Tyler has agreed to charge the first year of the annual subscription costs
in two phases. The first payment of $114,234 will be due upon execution of the
contract and the remainder of $61,511 will be due July 1, 2021. Therefore, the
proposed budget adjustment includes an increase in the annual appropriations to
pay for these costs. It should be noted that the City will likely need to pay
subscription/maintenance costs for both Tyler Incode and Springbrook for Fiscal
Year 2021-22 until the conversion process is complete and all modules are live.
Due to the urgent nature of this request, the Finance Department and Community
Development Department did not have a significant amount of time to prepare the
budget. Because the City of Seal Beach has not done a software implementation
in well over a decade, there is a level of uncertainty in the time requirements
needed from City staff to successfully implement these software solutions.
Additional appropriations may be required to see these projects through
completion. If required, these will be included in the development of the Fiscal Year
2021-22 Budget.
STRATEGIC PLAN:
This item addresses the City Council Strategic Objective to prepare and present
an assessment of the City's development review and permitting process and
identify possible process improvements.
MEASURE BB:
This item is not applicable to Measure BB, the Seal Beach Neighborhood and
Essential Services Protection Measure.
RECOMMENDATION:
That the City Council adopt Resolution 7110 to:
1. Approve Budget Amendment BA 21-08-01 to increase the CIP budget for Project
BG1504 - Citywide Financial Information System by $64,722 to account for
implementation costs and increase the operating budget by $114,234 to pay for
the first installment payment of the annual subscription costs; and
2. Approve and authorize the City Manager to execute a software as a service
(SaaS) agreement with Tyler Technologies, Inc. for Tyler Incode and Tyler
Energov.
SUBMITTED BY:
Kelly Telford
Kelly Telford, CPA, Finance
Director/Treasurer
Prepared by: Kelly Telford, CPA
NOTED AND APPROVED:
Jill R. Ingram
Jill R. Ingram, City Manager
ATTACHMENTS:
A. Resolution 7110
B. SaaS Agreement with Tyler Technologies, Inc.
Page 7
RESOLUTION 7110
A RESOLUTION OF THE SEAL BEACH CITY COUNCIL
AUTHORIZING THE CITY MANAGER TO EXECUTE A
SOFTWARE AS A SERVICE AGREEMENT WITH TYLER
TECHNOLOGIES, INC. FOR FINANCIAL AND LAND
MANAGEMENT SOFTWARE AND SERVICES
WHEREAS, pursuant to the Seal Beach City Charter, Seal Beach
Municipal Code Chapter 3.20 establishes a central purchasing system including
procedures for competitive bidding and exemptions from competitive bidding;
and
WHEREAS, the City of Seal Beach has determined that the City must
immediately replace its financial software and land management system
because its current system is outdated and will be made obsolete due to
changes in technology; and
WHEREAS, the City became aware of the full scope of this obsolescence
and need to replace software when Microsoft announced a software update early
in 2021, creating a critical need for an emergency software replacement; and
WHEREAS, Seal Beach Municipal Code Section 3.20.025 provides for an
exemption from bidding requirements for purchases in certain circumstances,
including the purchase of a commodity (software and systems) that can be only
obtained from one vendor and, separately, emergency purchases and,
separately, the purchase of professional services, all of which apply to this
situation based on information in the staff report from the Finance Director; and
WHEREAS, the City worked with its technology consultant to develop a
request for proposals for a new online finance software system with expanded
functionality and current technology and the ability to support the City's needs in
the future; and
WHEREAS, the City determined that Tyler Technologies, Inc. is uniquely
qualified to provide its financial software and land management system as an
online software service that will serve the needs of the City based on price and
functionality and, most important, timeliness; and
WHEREAS, based on these factors, it is essential that the City enter into
a five-year Software as a Service Agreement ("Agreement") with Tyler
Technologies, Inc., which includes system administration, system management,
and system monitoring activities, including but not limited to software
configuration, data conversion, implementation, training, service, and access to
system upgrades. After the initial five-year term, the Agreement will
automatically renew for additional one-year terms until terminated by either party
providing notice of termination not less than sixty (60) days prior to the end of the
then -current term; and
WHEREAS, the first year costs include the first-year SAAS configuration
and implementation of $223,770, first-year staff augmentation/contingency for
$44,754, and an ongoing annual subscription service of $175,745, for a total not -
to -exceed cost of $444,269 (collectively "First Year Costs").
NOW, THEREFORE, THE SEAL BEACH CITY COUNCIL DOES HEREBY
RESOLVE:
SECTION 1. the City Council hereby approves Budget Amendment No. BA 21-
08-01 to modify the Fiscal Year 2020/2021 budget as follows:
Description Account
General Fund — 001-080-47000
Transfers Out CIP
CIP Fund — 045-000-31500
Transfers In
CIP Fund — 045-333-49605
Capital Projects Project BG 1504
Water Fund — 019-950-49605
Capital Projects Project BG 1504
Sewer Fund — 044-975-49605
Capital Projects Project BG 1504
General Fund — 001-020-44000
Contract Professional
Water Fund — 017-900-44000
Contract Professional
Sewer Fund — 043-925-44000
Contract Professional
Adopted/
Revised
Budget
$9,475,372
Proposed
$9,437,276
$11,290,507 $11,252,411
Budget
Amendment
($38,096)
($38,096)
$10,230,907
$10,192,811
($38,096)
$9,479,839
$9,531,248
$51,409
$1,949,741
$2,001,150
$51,409
$579,100
$655,640
$76,540
$389,112
$407,959
$18,847
$222,400
$241,247
$18,847
SECTION 2. The City Council hereby approves that Software as a Service
Agreement for Tyler Incode Financial Software and Tyler Energov Land
Management between the City of Seal Beach and Tyler Technologies, Inc., in an
amount not to exceed $444,269 for First -Year Costs, including: one-time SAAS
configuration and implementation costs of $223,770, first-year staff
augmentation/contingency for $44,754, and an ongoing annual subscription
service of $175,745, for a total not -to -exceed cost of $444,269 for the First Year
Costs, as set forth in Exhibit "A", attached hereto and incorporated herein by this
reference as though set forth in full.
SECTION 3. The City Council hereby authorizes and directs the City Manager to
execute the attached Agreement on behalf of the City in a form satisfactory to
the City Attorney.
PASSED, APPROVED and ADOPTED by the Seal Beach City Council at a
regular meeting held on the 8t" day of February, 2021 by the following vote:
AYES:
Council Members:
NOES:
Council Members:
ABSENT:
Council Members:
ABSTAIN:
Council Members:
Joe Kalmick, Mayor
ATTEST:
Gloria D. Harper, City Clerk
STATE OF CALIFORNIA }
COUNTY OF ORANGE } SS
CITY OF SEAL BEACH }
I, Gloria D. Harper, City Clerk of the City of Seal Beach, do hereby certify that the
foregoing resolution is the original copy of Resolution 7110 on file in the office of
the City Clerk, passed, approved, and adopted by the City Council at a regular
meeting held on the 8th day of February, 2021.
Gloria D. Harper, City Clerk
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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 Seal Beach, 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 that are authorized to use the SaaS Services. For
EnerGov labeled modules, Defined Users means the number of names users 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.
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• "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.
• "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.
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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
Users or Data Storage Capacity, we reserve the right to charge you additional fees commensurate
with the overage(s). Tyler Web Services shall be subject to the terms in Exhibit F.
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. In
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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 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. 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. At your written request, 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
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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.
SECTION C —PROFESSIONAL SERVICES
1. Professional Services. We will provide you the various implementation -related services itemized in
the 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. 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.
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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 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.
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 us with a login account and local administrative privileges as we may reasonably
require to perform remote services. 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.
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For the avoidance of doubt, SaaS Fees do not include the following services: (a) onsite support (unless
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 Partv 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
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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 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 five (5) years from the first day of the first month
following the Effective Date, unless earlier terminated as set forth below. Upon expiration of the
initial term, this Agreement will renew automatically for additional one (1) year renewal terms at
our then -current SaaS Fees unless 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
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initial term;
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
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
writing of the claim and give us sole control over its defense or settlement. You agree to
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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)
Workers Compensation complying with applicable statutory requirements; and (e) 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 your written request.
SECTION H — GENERAL TERMS AND CONDITIONS
1. Additional Products and Services. You may purchase additional products and services at the rates
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set forth in the Investment Summary for twelve (12) months from the Effective Date by executing a
mutually agreed addendum. If no rate is provided in the Investment Summary, or those twelve (12)
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 twelve (12) 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.
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
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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. We are an independent contractor for all purposes under this Agreement.
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
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
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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. This Agreement will be governed by and construed in accordance with the laws of
your state of domicile, without regard to its rules on conflicts of law.
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.
22. 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
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Schedule 1: Support Call Process
Exhibit D Third Party Terms
Schedule 1: MyGovPay/VirtualPay and IVR
Exhibit E Statement of Work
Exhibit F Web Services -Hosted Application Terms
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. City of Seal Beach, CA
f
By: ri�� 1 � � By:
Name: Robert Kennedy -J nsen Name:
Title: Director of Contracts Title:
Date: 2/3/21
Address for Notices:
Tyler Technologies, Inc.
One Tyler Drive
Yarmouth, ME 04096
Attention: Chief Legal Officer
14
Date:
Address for Notices:
City of Seal Beach
21181" Street
Seal Beach, CA 90740
Attention:
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Exhibit A
•
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.�
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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
••:;:�. t !er
• technologies
Quoted By: Kip Winget
•0
tyler Quote Expiration: 5/19/2021
Quote Name: City of Seal Beach-LGD-FIN, CIS, PLM
technologies
Quote Number: 2021-121600-12
Quote Description:
Sales Quotation For
Kelly Telford
City of Seal Beach
211 8th St
Seal Beach , CA 90740-6379
Phone: 1-714-458-5292
Email: ktelford@sealbeachca.gov
Tyler Software and Related Services - SaaS I One Time Fees
Financial Management Suite
Core Financials
156
$23,400
$28,289
Purchasing
40
$6,000
$10,334
Fixed Assets
24
$3,600
$4,823
Project Accounting
20
$3,000
$6,201
Personnel Management Suite
Personnel Management (Includes Position Budgeting)
116
$17,400
$11,571
Employee Self Service (Employee Portal)
32
$4,800
$0
Personnel Action Request
8
$1,200
$0
Benefits Enrollment
12
$1,800
$4,125
ESS Time & Attendance
32
$4,800
$3,300
Customer Relationship Management Suite
Accounts Receivable
16
$2,400
$7,073
Utility CIS System
172
$25,800
$12,214
Mobile Service Orders
8
$1,200
$965
Third Party Printing Interface
4
$600
$3,698
Cashiering
44
$6,600
$4,180
EasyPay Online Payment Component
0
$0
$0
EnerGov
Business Management -Per User ( 12)
0
$0
$11,580
Community Development -Per User ( 15)
0
$0
$14,475
Citizen Self Service - Business Management
0
$0
$3,215
Citizen Self Service - Community Development
0
$0
$3,215
GIS ( 15 )
0
$0
$4,830
iG Workforce Apps ( 10)
0
$0
$3,220
2021-121600-12-
CONFIDENTIAL
1 of 5
e-Reviews
0
$0
$6,430
Report Toolkit
0
$0
$1,286
Intelligent Objects Automation
0
$0
$5,144
Tyler Content Manager
Tyler Content Manager Standard Edition (TCM SE)
56
$8,400
$15,370
Tyler Hosted Applications
Utility Billing Online Component
0
$0
$2,400
Notifications for Utility Billing
0
$0
$0
IVR Solution for Utility Billing
0
$0
$0
Tyler U
0
$0
$6,307
Accounts Receivable Online Component
0
$0
$1,500
Incode 10
Contracts Management
20
$3,000
$0
Sub-Total:
$114,000
$175,745
TOTAL:
760
$114,000
5
$175,745
Other Services
Description
Quantity
Unit Price
Exten.-. Price
Business Process Review-Financials
24
$130
$3,120
$0
Business Process Review -Utility Billing
24
$130
$3,120
$0
Full Suite Implementation (Incl. CD, BM, GIS, CSS, TIM, iG)
320
$130
$41,600
$0
Project Management - EnerGov
20
$130
$2,600
$0
eReviews
16
$130
$2,080
$0
Online Application -Set up fee
1
$800
$800
$0
Project Management
1
$5,000
$5,000
$0
TOTAL:
$58,320
$0
Conversion Services
Description
Hours
Unit
Price Programming
Fee
Extended
Pricf.
Financial Management Suite
General Ledger Master
8
$150
$1,750
$2,950
General Ledger History
4
$150
$750
$1,350
Accounts Payable Master
4
$150
$2,000
$2,600
Accounts Payable History
4
$150
$1,000
$1,600
Accounts Receiveable Master
4
$150
$7,000
$7,600
Personnel Management Suite
Personnel Management -Payroll Master
4
$150
$2,250
$2,850
Personnel Management-Payroll History
4
$150
$1,000
$1,600
Customer Relationship Management Suite
Utility Billing History
4
$150
$1,000
$1,600
Utility Billing Master
12
$150
$5,500
$7,300
EnerGov
Conversion -Commmunity Development
$14,500
$14,500
Conversion -Business Management
$7,500
$7,500
Total:
$51,450
2021-121600-12 -
CONFIDENTIAL
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Summary One Time Fees
Total Tyler SaaS $0
Total Tyler Services $223,770
Total Third Party Hardware, Software and Services $0
Summary Total $223,770
Recurring Fees
$175,745
$0
$0
$175,745
2021-121600-12 - CONFIDENTIAL 3 of 5
Comments
Notice- Any travel expenses needed are not included in the totals.
- All services quoted herein are assumed to be delivered remote unless otherwise indicated.
- Core Financials includes general ledger, budget prep, bank recon, AP, CellSense, a standard forms pkg, output director, positive pay,
secure signatures (qty 2).
- Utility CIS System includes collections, tax lien process and import, utility payment import, a standard forms pkg., output director
and one Utility handheld meter -reader interface.
- Cashiering supports credit/debit cards via ETS, includes PCI Compliant, a cash collection interface, a cashiering receipt import)
- Incode Utility Billing Online Component displays the current status (late, cut off etc), the action needed to avoid penalty, current
balance, deposits on file (optional), last payment date, last payment amount, payment arrangements on file, last bill amount, last bill
date, bill due date, contracts on file and status, transaction history (online payments). Payment packet is created to be imported to
utility system. Address information includes legal description, precinct, school district, and services at address(subject to data
availability). Includes consumption history by service (including graphs), request for service (optional), information change request
(optional), security -SSL (secure socket layer). Note that the customer pays $1.25 fee per transaction for payment on-line.
- Notification for Utility Billing ($0.10 per call) includes Customer notification by phone (call late notices and general notifications).
Call lists are automatically generated and the account is updated after the call. It includes a custom message for each call type and the
call message can be in English or Spanish. It generates reports based on call results. Note: The Utility will be billed at the rate
specified above for all the calls made. The Utility will be billed quarterly by Tyler Technologies for calls conducted.
- General Ledger conversions include Chart of Accounts - additional fee for historical views.
- Accounts Payable conversions include Vendor Master Only - additional fee for historical views.
- Personnel Management/Payroll conversions include employee master information. This includes master record, addresses, contact
and dependent information, state and federal tax setup, direct deposit information, as well as state specific retirement. Additional fee
for historical views.
- Utility Billing conversions include contacts/properties/accounts, service meter info - meter inventory, transaction/consumption/read
history, metered services, non -metered service. Additional fee for historical views.
- Incode IVR Solution for Utility Billing -The payment packet is created in centralized cash collections. The IVR system gives the
customer an account balance, the customer makes the payment by phone, and the account manager is updated with the payment
record. NOTE: There is a $1.25 per transaction fee associated with the IVR that will be paid by client unless Tyler is instructed by the
client to pass along to the user at time of payment.
- e -Planning requires B1ueBeam Studio Prime pricing is as follows: - Bluebeam Studio Prime Level 1 (up to 100 users), Subscription -
$2,340 - Bluebeam Studio Prime Level 2 (up to 200 users), Subscription - $4,140 - Bluebeam Studio Prime Level 3 (up to 500 users),
Subscription - $9,540 - Bluebeam Studio Prime Level 4 (up to 1000 users), Subscription - $17,940
- EasyPay Online Payment Component allows clients to setup payment forms for misc. payments with a fixed, calculated or open
payment amount. The payments are sent from the website to the cash collection/Cashiering application and then posted to the GL
2021-121600-12 - CONFIDENTIAL 4 of 5
Comments
application. NOTE: There is a $1.25 per transaction fee associated with the EasyPay that will be paid by client unless Tyler is
instructed by the client to pass along to the user at time of payment.
2021-121600-12 - CONFIDENTIAL 5 of 5
Exhibit B
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tyler
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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. Year 1 SaaS Fees are invoiced as follows: (a) 65% on the commencement of the initia
term as set forth in Section F (1) of this Agreement; and (b) 35% on July 1, 2021. Thereafter,
SaaS fees for the remainder of the initial term will be due annually on the anniversary of the
commencement of the initial term. Your annual SaaS fees for the initial term are set forth in the
Investment Summary. Upon expiration of the initial term, your annual SaaS fees will be at our
then -current rates.
2. Other Tyler Software and Services.
2.1 VPN Device: The fee for the VPN device will be invoiced upon installation of the VPN.
2.2 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.
2.3 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
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.
2.4 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.
2.5 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
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Exhibit B
still report Defects to us as set forth in this Agreement.
2.6 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.
3. Third Party Products.
3.1 Third Party Software License Fees: License fees for Third Party Software, if any, are invoiced
when we make it available to you for downloading.
3.2 Third Party Software Maintenance: The first year maintenance for the Third Party Software
is invoiced when we make it available to you for downloading.
3.3 Third Party Hardware: Third Party Hardware costs, if any, are invoiced upon delivery.
3.4 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.
4. 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, plus a 10% travel agency processing fee. Our current
Business Travel Policy is attached to this Exhibit B as 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.
Payment. Payment for undisputed invoices is due within forty-five (45) days of the invoice date. We
prefer to receive payments electronically. Our electronic payment information is available by contacting
AR@tvlertech.com.
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technologies
Exhibit B
Schedule 1
Business Travel Policy
1. Air Travel
A. Reservations & Tickets
Exhibit B
Schedule 1
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.
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Exhibit B
Schedule 1
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.
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Exhibit B
Schedule 1
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
Depart after 12:00 noon
Return Day
Return before 12:00 noon
Return between 12:00 noon & 7:00 p.m.
Return after 7:00 p.m.*
Lunch and dinner
Dinner
Breakfast
Breakfast and lunch
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.
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3
Exhibit B
Schedule 1
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.
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Exhibit C
Service Level Agreement
I. Agreement Overview
Exhibit C
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.
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1
Exhibit C
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 5% 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:
argeted Attainment
Actual Attainment
Client Relief
100%
98-99%
Remedial action will be taken.
4% credit of fee for affected calendar quarter
100%
95.97%
will be posted to next billing cycle
5% credit of fee for affected calendar quarter
100%
<95%
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.
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Exhibit C
Schedule 1
Support Call Process
Support Channels
Exhibit C
Schedule 1
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
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• technologies
Exhibit C
Schedule 1
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
Characteristics of Support Incident
Resolution Targets
Level
Support incident that causes (a)
Tyler shall provide an initial response to Priority Level 1
complete application failure or
incidents within one (1) business hour of receipt of the
application unavailability; (b)
support incident. Tyler shall use commercially
1
application failure or unavailability in
reasonable efforts to resolve such support incidents or
Critical
one or more of the client's remote
provide a circumvention procedure within one (1)
location; or (c) systemic loss of multiple
business day. For non -hosted customers, Tyler's
essential system functions.
responsibility for lost or corrupted Data is limited to
assisting the client in restoring its last available database.
Support incident that causes (a)
Tyler shall provide an initial response to Priority Level 2
repeated, consistent failure of essential
incidents within four (4) business hours of receipt of the
functionality affecting more than one
support incident. Tyler shall use commercially
2
user or (b) loss or corruption of Data.
reasonable efforts to resolve such support incidents or
High
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.
Priority Level 1 incident with an existing
Tyler shall provide an initial response to Priority Level 3
circumvention procedure, or a Priority
incidents within one (1) business day of receipt of the
Level 2 incident that affects only one
support incident. Tyler shall use commercially
3
user or for which there is an existing
reasonable efforts to resolve such support incidents
Medium
circumvention procedure.
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.
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Exhibit C
Schedule 1
Priority
Characteristics of Support Incident
Resolution Targets
Level
Support incident that causes failure of
Tyler shall provide an initial response to Priority Level 4
4
non-essential functionality or a
incidents within two (2) business days. Tyler shall use
Non-
cosmetic or other issue that does not
commercially reasonable efforts to resolve such support
critical
qualify as any other Priority Level.
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.
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Exhibit D
Third Party Terms
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Exhibit D
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Exhibit D
Schedule 1
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Exhibit D
Schedule 1
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.
(S) 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
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Exhibit D
Schedule 1
Use Fees
EnerGov's MyGovPay (Online / card -not -present payments)**
**ACH processing is available for a fee of $20 per month and $0.30 per transaction.
EnerGov's VirtualPay (retail card present)
MyGovPay (Online Payments)
MyGovPay (Online
Percentage Based Fee
Payments)
Option 1:
Percentage Based Fee
+Transaction Fee
Option 1:
°
2.79/°
$0.20
Government Entity Paid
2.99%
N/A
Option 2:
3.29%
N/A
Patron Paid
**ACH processing is available for a fee of $20 per month and $0.30 per transaction.
EnerGov's VirtualPay (retail card present)
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.
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VirtualPay (Retail Payments)
Virtual Pay (Retail Payments)
Percentage Based Fee
+Transaction Fee
Option 1:
2.59%
$0.15
Government Entity Paid
Option 2:
2.99%
N/A
Patron Paid
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.
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Exhibit E
Statement of Work
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Exhibit E
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technologies
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City of Seal Beach
SOW from Tyler Technologies, Inc.
1/20/2021
Presented to:
Kelly Telford
211 Eighth Street
Seal Beach, CA 90740
Contact:
Kip Winget
Email: Kip.Winget@TylerTech.com
5519 53rd Street, Lubbock, TX 79414
Table of Contents
PART 1: EXECUTIVE SUMMARY...........................................................................................................1
1. Project Overview...................................................................................................................................1
1.1 Introduction................................................................................................................................... 1
1.2 Project Goals.................................................................................................................................. 1
1.3 Methodology................................................................................................................................. 1
PART 2: PROJECT FOUNDATION.........................................................................................................3
2. Project Governance............................................................................................................................... 3
3. Project Scope Control............................................................................................................................ 4
3.1 Managing Scope and Project Change.............................................................................................. 4
3.2 Change Control.............................................................................................................................. 4
3.3 Change Request Management....................................................................................................... 4
4. Acceptance Process............................................................................................................................... 6
S. Roles
and Responsibilities..................................................................................................................... 6
5.1 Tyler Roles & Responsibilities......................................................................................................... 6
5.1.1
Tyler Executive Sponsor.......................................................................................................... 7
5.1.2
Tyler Implementation Manager.............................................................................................. 7
5.1.3
Tyler Project Manager............................................................................................................ 7
5.1.4
Tyler Implementation Consultant........................................................................................... 8
5.1.5
Tyler Sales.............................................................................................................................. 8
5.1.6
Tyler Technical Services.......................................................................................................... 9
5.2 City of Seal Beach Roles & Responsibilities..................................................................................... 9
5.2.1
City of Seal Beach Executive Sponsor...................................................................................... 9
5.2.2
City of Seal Beach Steering Committee................................................................................... 9
5.2.3
City of Seal Beach Project Manager......................................................................................
10
5.2.4
City of Seal Beach Functional Leads......................................................................................
11
5.2.5
City of Seal Beach Power Users.............................................................................................
12
5.2.6
City of Seal Beach End Users.................................................................................................
12
5.2.7
City of Seal Beach Technical Lead.........................................................................................
12
5.2.8
City of Seal Beach Change Management Lead.......................................................................
13
PART 3: PROJECT PLAN......................................................................................................................14
6. Project Stages..................................................................................................................................... 14
6.1 Initiate and Plan........................................................................................................................... 15
6.1.1 Initial Coordination............................................................................................................... 15
6.1.2 Project/Phase Planning......................................................................................................... 16
6.1.3 Infrastructure Planning......................................................................................................... 17
City of Seal Beach
Tyler Technologies, Inc. Page i
6.1.4
Stakeholder Meeting............................................................................................................
18
6.1.5
GIS Preparation....................................................................................................................
19
6.1.6
Control Point 1: Initiate & Plan Stage Acceptance.................................................................
20
6.2 Assess
& Define............................................................................................................................
21
6.2.1
Solution Orientation.............................................................................................................
21
6.2.2
Current & Future State Analysis............................................................................................
22
6.2.3
Conversion Assessment........................................................................................................
23
6.2.4
Intentionally left blank..........................................................................................................
24
6.2.5
Intentionally left blank..........................................................................................................
24
6.2.6
Control Point 2: Assess & Define Stage Acceptance..............................................................
24
6.3 Prepare
Solution..........................................................................................................................
24
6.3.1
Initial System Deployment....................................................................................................
25
6.3.2
Configuration.......................................................................................................................
26
6.3.3
Process Refinement..............................................................................................................
27
6.3.4
Conversion Delivery..............................................................................................................
28
6.3.5
Intentionally left blank..........................................................................................................
30
6.3.6
Intentionally left blank..........................................................................................................
30
6.3.7
Control Point 3: Prepare Solution Stage Acceptance.............................................................
30
6.4 Production
Readiness...................................................................................................................
31
6.4.1
Solution Validation...............................................................................................................
31
6.4.2
Go -Live Readiness................................................................................................................
32
6.4.3
End User Training.................................................................................................................
33
6.4.4
Control Point 4: Production Readiness Stage Acceptance......................................................
34
6.5 Production
...................................................................................................................................
34
6.5.1
Go-Live.................................................................................................................................34
6.5.2
Transition to Client Services..................................................................................................
36
6.5.3
Post Go -Live Activities..........................................................................................................
37
6.5.4
Control Point 5: Production Stage Acceptance......................................................................
38
6.6 Close
............................................................................................................................................38
6.6.1
Phase Closeout.....................................................................................................................
38
6.6.2
Project Closeout...................................................................................................................
39
6.6.3
Control Point 6: Close Stage Acceptance...............................................................................
40
7. General Assumptions..........................................................................................................................41
7.1 Project......................................................................................................................................... 41
7.2 Organizational Change Management............................................................................................ 41
7.3 Resources and Scheduling............................................................................................................ 41
7.4 Data............................................................................................................................................. 42
7.5 Facilities.......................................................................................................................................42
8. Glossary.............................................................................................................................................. 43
PART 4: APPENDICES.......................................................................................................................... 46
9. Conversion.......................................................................................................................................... 46
9.1 Incode Utility Billing Conversion Summary................................................................................... 46
City of Seal Beach
Tyler Technologies, Inc. Page ii
9.1.1
Utility Billing - Standard........................................................................................................
46
9.1.2
Utility Billing — Legacy/Historical Views.................................................................................
46
9.2 Incode
Financials Conversion Summary........................................................................................
46
9.2.1
General Ledger.....................................................................................................................
46
9.2.2
Accounts Payable.................................................................................................................
46
9.2.3
Personnel Management.......................................................................................................
46
9.2.4
General Ledger.....................................................................................................................
47
9.2.5
Accounts Payable.................................................................................................................
47
9.2.6
Personnel Management.......................................................................................................
47
9.2.7
Community Development: Permits.......................................................................................
48
9.2.8
Business Management..........................................................................................................
48
9.2.9
Community Development: Code Cases.................................................................................
48
9.2.10
Community Development: Plans...........................................................................................
49
10. Additional Appendices.................................................................................................................... 50
10.1 Intentionally left blank................................................................................................................. 50
11. Project Timeline.............................................................................................................................. 50
11.1 Incode Financial Management Timeline....................................................................................... 50
11.2 Incode Utility Billing Timeline....................................................................................................... 51
11.3 MyCivicTimeline..........................................................................................................................52
11.4 Intentionally left blank................................................................................................................. 52
City of Seal Beach
Tyler Technologies, Inc. Page iii
Part 1: Executive Summary
1. Project Overview
1.1 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.
1.2 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:
■ Successfully implement the contracted scope on time and on budget
■ Increase operational efficiencies and empower users to be more productive
■ Improve accessibility and responsiveness to external and internal customer needs
■ Overcome current challenges and meet future goals
■ Providing a single, comprehensive, and integrated solution to manage business functions
1.3 Methodology
This is accomplished by City of Seal Beach 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.
City of Seal Beach
Tyler Technologies, Inc. Page l 1
Tyler's Six Stage Project Methodology
The methodology adapts to both single-phase and multiple -phase projects.
of
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To achieve Project success, it is imperative that both City of Seal Beach and Tyler commit to including the
necessary leadership and governance. During each stage of the Project, it is expected that City of Seal Beach
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 of Seal Beach'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.
Iterative Project Model
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.
City of Seal Beach
Tyler Technologies, Inc. Page 2
Part 2: Project Foundation
2. 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 of Seal Beach 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 of Seal Beach Steering Committee become the escalation points to triage responses
prior to escalation to City of Seal Beach 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 of Seal Beach and Tyler executive sponsors serve as the final escalation
point.
Project Governance Relationships
EXECUTIVE SPONSOR
€hampions the I)rojact secures buy -in, provides
oversight and ultimate decision-making
A
STEERING COMMITTEE
Monitors progress, goals and objectives
Ak
PROJECT MANAGER
Oversees project schedule and tasks
City of Seal Beach
Tyler Technologies, Inc.
EXECUTIVE SPONSOR
Provides oversight and uNimate decision-making
�® IMPLEMENTATION MANAGER
Monitors progress
A
PROJECT MANAGER
41-41 Oversees project schedule and tasks
Page / 3
3. Project Scope Control
3.1 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.
Project Management Triangle
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.
3.2 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.
3.3 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
City of Seal Beach
Tyler Technologies, Inc. Page 4
changes may result in less cost to City of Seal Beach; for example, City of Seal Beach 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 of Seal Beach, if any.
■ The timetable for implementing the change.
■ The effect on and/or risk to the schedule, resource needs or resource responsibilities.
City of Seal Beach will use its good faith efforts to either approve or disapprove any Change Request within
ten (10) Business Days (or other period as mutually agreeable between Tyler and City of Seal Beach). 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.
Change Request Process
CLIENT IDENTIFIES TYLERASSESSESI CLIENT DETAILS IF TYLER AGREES
NEED/ DESIRE FOR DETERMINES OUT NEED IN CHANGE WITH THE REQUEST
CHANGE OF SCOPE REDUEST FORM
If Tyler AUees wfm Request
Esrinate provided to clerd,
othermse reason for denial
provided
City of Seal Beach
Tyler Technologies, Inc.
CLIENT AUTHORIZES SCHEDULED ADJUSTED TO
OR DECLINES THE ACCOMMODATE THE
CHANGE CHANGE IF NECESSARY
Including addrdon of newtasks
that result from the chan2e
Page 5
4. 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 of Seal Beach office or department designates specific individuals for making
decisions on behalf of their offices or departments.
Both Tyler and the City of Seal Beach 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 of Seal Beach project manager will strive to gain deliverable and decision approvals
from all authorized City of Seal Beach 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 of Seal Beach
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 of Seal Beach shall have five (5) 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
of Seal Beach does not provide acceptance or acknowledgement 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.
If the City of Seal Beach does not agree the particular Deliverable or Control Point meets
requirements, the City of Seal Beach shall notify Tyler project manager(s), in writing, with reasoning
within five (5) 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 of Seal
Beach shall then have two (2) 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
of Seal Beach does not provide acceptance within two (2) business days, or the otherwise agreed
upon timeframe, not to be unreasonably withheld, Tyler deems the Deliverable or Control Point as
accepted.
5. Roles and Responsibilities
The following defines the roles and responsibilities of each Project resource for City of Seal Beach and Tyler.
Roles and responsibilities may not follow the organizational chart or position descriptions at City of Seal
Beach, 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.
5.1 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.
City of Seal Beach
Tyler Technologies, Inc. Page 6
5.1.1 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 of Seal Beach'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 of Seal Beach's executive sponsor.
5.1.2 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 of Seal Beach 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.
5.1.3 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:
5.1.3.1 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 of Seal Beach project
manager(s).
■ Coordinates Change Requests, if needed, to ensure proper Scope and budgetary compliance.
5.1.3.2 Planning
■ Delivers project planning documents.
■ Defines Project tasks and resource requirements.
City of Seal Beach
Tyler Technologies, Inc. Page 7
■ Develops initial Project schedule and Project Management Plan.
■ Collaborates with City of Seal Beach project manager(s) to plan and schedule Project timelines to
achieve on-time implementation.
5.1.3.3 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 of Seal Beach and Tyler and takes all
necessary steps to proactively mitigate these items or communicate with transparency to City of Seal
Beach any items that may impact the outcomes of the Project.
■ Collaborates with City of Seal Beach'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 of Seal Beach's project manager(s) to set a routine communication plan that
will aide all Project team members, of both City of Seal Beach and Tyler, in understanding the goals,
objectives, current status, and health of the Project.
5.1.3.4 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.
5.1.4 Tyler Implementation Consultant
■ Completes tasks as assigned by the Tyler project manager(s).
■ Documents activities for services performed by Tyler.
■ Guides City of Seal Beach through software validation process following configuration.
■ Assists during Go -Live process and provides support until City of Seal Beach transitions to Client
Services.
■ Facilitates training sessions and discussions with City of Seal Beach and Tyler staff to ensure adequate
discussion of the appropriate agenda topics during the allotted time.
■ May provide conversion review and error resolution assistance.
5.1.5 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.
City of Seal Beach
Tyler Technologies, Inc. Page 8
5.1.6 Tyler Technical Services
■ Maintains Tyler infrastructure requirements and design document(s).
■ 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.
5.2 City of Seal Beach Roles & Responsibilities
City of Seal Beach resources will be assigned prior to the start of each Phase of the Project. One person may
be assigned to multiple Project roles.
5.2.1 City of Seal Beach Executive Sponsor
The City of Seal Beach 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
of Seal Beach steering committee, project manager(s), and functional leads to make critical business decisions
for City of Seal Beach.
■ Champions the project at the executive level to secure buy -in.
■ Authorizes required project resources.
■ Actively participates in organizational change communications.
5.2.2 City of Seal Beach Steering Committee
The City of Seal Beach 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 of Seal Beach project manager and Project as a whole through participation in
regular internal meetings. The City of Seal Beach steering committee remains updated on all Project progress,
Project decisions, and achievement of Project milestones. The City of Seal Beach 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:
City of Seal Beach
Tyler Technologies, Inc. Page l 9
o Cost
o Scope
o Schedule
o Project Goals
o City of Seal Beach Policies
o Needs of other client projects
5.2.3 City of Seal Beach Project Manager
City of Seal Beach 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 of Seal Beach
Project Manager should communicate decisions and commitments to the Tyler project manager(s) in a timely
and efficient manner. When City of Seal Beach 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.
5.2.3.1 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.
5.2.3.2 Planning
■ Reviews and accepts project planning documents.
■ Defines project tasks and resource requirements for City of Seal Beach 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.
5.2.3.3 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 of Seal Beach 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 of Seal Beach 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.
City of Seal Beach
Tyler Technologies, Inc. Page 10
5.2.3.4 Resource Management
■ Acts as liaison between project team and stakeholders.
■ Identifies and coordinates all City of Seal Beach 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 of Seal Beach 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 as required.
■ Conducts training on proper use of toolsets.
■ Validates completion of required assignments using toolsets.
5.2.4 City of Seal Beach 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 of Seal
Beach 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 of Seal Beach resources
o Attendance at scheduled sessions
o Change management activities
o Modification specification, demonstrations, testing and approval assistance
o Data analysis assistance
City of Seal Beach
Tyler Technologies, Inc. Page 11
own
o Decentralized end user training
o Process testing
o Solution Validation
5.2.5 City of Seal Beach Power Users
■ Participate in project activities as required by the project team and project manager(s).
■ Provide subject matter expertise on City of Seal Beach 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 of Seal Beach staff during and after implementation.
■ Participate in conversion review and validation.
5.2.6 City of Seal Beach 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.
5.2.7 City of Seal Beach 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 of Seal Beach 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 of Seal Beach's legacy system
per the conversion schedule set forth in the project schedule.
5.2.7.1 City of Seal Beach GIS
■ Participates in GIS planning activities.
■ Responsible for management and maintenance of City of Seal Beach GIS infrastructure and data.
■ Ensures GIS data/service endpoints are in alignment with Tyler software requirements.
■ Provides Tyler implementation team with GIS data/service access information.
City of Seal Beach
Tyler Technologies, Inc. Page 12
5.2.7.2 City of Seal Beach Upgrade Coordination
■ Becomes familiar with the software upgrade process and required steps.
■ Becomes familiar with Tyler's releases and updates.
■ Utilizes Tyler resources to stay abreast of the latest Tyler releases and updates, as well as the latest
helpful tools to manage City of Seal Beach'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 of Seal Beach and Tyler resources.
■ Communicates changes affecting users and department stakeholders.
■ Obtains department stakeholder acceptance to upgrade production environment.
5.2.8 City of Seal Beach 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.
City of Seal Beach
Tyler Technologies, Inc. Page 13
Part 3: Project Plan
6. 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 of Seal
Beach.
Work Breakdown Structure (WBS)
*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.
City of Seal Beach
Tyler Technologies, Inc. Page 14
6.1 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.
6.1.1 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 of Seal Beach 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 of Seal Beach 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 of Seal Beach's team. During this step, Tyler will work with City of Seal Beach 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
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City of Seal Beach
Tyler Technologies, Inc. Page 15
Create Project Portal to store
project artifacts and facilitate A R I
communication
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.
6.1.2 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 of Seal Beach 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 of Seal
Beach 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 of
Seal Beach'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 of Seal Beach 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
City of Seal Beach
Tyler Technologies, Inc. Page 16
RACI MATRIX KEY:
Acceptance Criteria [only] for Deliverables
Project Management Plan
Delivery of document
Project Operational Plan
Delivery of document
Initial Project Schedule
City of Seal Beach provides acceptance of
schedule based on resource availability,
project budget, and goals.
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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 of Seal Beach provides acceptance of
schedule based on resource availability,
project budget, and goals.
Work package assumptions:
■ City of Seal Beach has reviewed and completed the Guide to Starting Your Project document.
6.1.3 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) or train City of Seal Beach to install License Software. The
City of Seal Beach is responsible for the installation and setup of all peripheral devices.
Objectives:
■ Ensure City of Seal Beach's infrastructure meets Tyler's application requirements.
■ Ensure City of Seal Beach's infrastructure is scheduled to be in place and available for use on time.
STAGE 1 Infrastructure Planning
City of Seal Beach
Tyler Technologies, Inc. Page 17
Inputs 1 1. Initial Infrastructure Requirements and Design Document
Outputs /
Tyler
Client
RACI MATRIX KEY:
1. Completed Infrastructure Requirements
Delivery of Document
and Design Document
2. Infrastructure Audit
System Passes Audit Criteria
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Outputs /
Acceptance Criteria [only] for Deliverables
Deliverables
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Delivery of Document
and Design Document
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System Passes Audit Criteria
Work package assumptions:
■ City of Seal Beach will maintain environment (or virtual environment) for On -Premise deployments.
6.1.4 Stakeholder Meeting
Communication of the Project planning outcomes to the City of Seal Beach 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 of Seal Beach 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.
■ Communicate project expectations.
City of Seal Beach
Tyler Technologies, Inc. Page 18
STAGE 1
Stakeholder Meeting
Tyler
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Inputs Agreement
SOW
Project Management Plan
Outputs / Acceptance Criteria [only] for Deliverables
Deliverables
Stakeholder Meeting Presentation
Work package assumptions:
■ None
6.1.5 GIS Preparation
GIS data is a core part of many Tyler applications. Other City of Seal Beach 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 of Seal Beach GIS data sources and formats.
■ Tyler to understand City of Seal Beach's GIS needs and practices.
■ Ensure City of Seal Beach's GIS data meets Tyler product requirements.
STAGE 1 GIS Preparation
Tyler F I Client
City of Seal Beach
Tyler Technologies, Inc. Page 19
RACI MATRIX KEY:
Acceptance Criteria [only] for Deliverables
Production Ready Map Data
Meets Tyler GIS Requirements.
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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 of Seal Beach is responsible for maintaining the GIS data.
6.1.6 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
■ Project portal made available to City of Seal Beach
■ Stakeholder meeting complete
■ GIS Data Production Ready
City of Seal Beach
Tyler Technologies, Inc. Page 20
■ Completed Infrastructure Requirements and Design Document
■ System Passes Infrastructure Audit (as applicable)
6.2 Assess & Define
The Assess & Define stage will provide an opportunity to gather information related to current City of Seal
Beach business processes. This information will be used to identify and define business processes utilized with
Tyler software. City of Seal Beach collaborates with Tyler providing complete and accurate information to
Tyler staff and assisting in analysis, understanding current workflows and business processes.
6.2.1 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 of Seal Beach team knowledge
transfer such as: eLearning, documentation, or walkthroughs. The City of Seal Beach 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 of Seal Beach for current and future state analysis.
STAGE 2
Solution Orientation
Tyler
Client
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Training Plan
City of Seal Beach
Tyler Technologies, Inc. Page 21
6.2.2 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 of Seal Beach 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 of Seal Beach 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
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City of Seal Beach
Tyler Technologies, Inc. Page 22
Solution Orientation
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Outputs /
Data Conversion Assessment
Acceptance Criteria [only] for Deliverables
Deliverables
Client
RACI MATRIX KEY:
Documentation that describes future -state
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decisions and configuration options to support
future -state decisions.
Work package assumptions:
■ City of Seal Beach attendees possess sufficient knowledge and authority to make future state
decisions.
• City of Seal Beach is responsible for any documentation of current state business processes.
■ Client is able to effectively communicate current state processes.
6.2.3 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
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City of Seal Beach
Tyler Technologies, Inc.
Page 23
Build/Update Data R C C C I I I
Conversion Plan
Inputs Client Source data
Client Source data Documentation (if available)
Outputs /
Acceptance Criteria [only] for Deliverables
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 of Seal Beach representatives to identify business rules before writing the
conversion.
■ City of Seal Beach subject matter experts and resources most familiar with the current data will be
involved in the data conversion planning effort.
6.2.4 Intentionally left blank.
6.2.5 Intentionally left blank.
6.2.6 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.
■ Data conversion plan built.
6.3 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.
City of Seal Beach
Tyler Technologies, Inc. Page 24
6.3.1 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 of Seal Beach is able to access the software.
STAGE 3Initial
System Deployment (Hosted/SaaS)*
Acceptance Criteria [only] for Deliverables
yler 1P
Client
RACI MATRIX KEY:
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City of Seal Beach
Tyler Technologies, Inc. Page 25
Work package assumptions:
■ The most current generally available version of the Tyler Licensed Software will be installed.
■ City of Seal Beach will provide network access for Tyler modules, printers, and Internet access to all
applicable City of Seal Beach and Tyler Project staff.
6.3.2 Configuration
The purpose of Configuration is to prepare the software product for validation.
Tyler staff collaborates with City of Seal Beach to complete software configuration based on the outputs of
the future state analysis performed during the Assess and Define Stage. City of Seal Beach collaborates with
Tyler staff iteratively to validate software configuration.
Objectives:
• Software is ready for validation.
■ Educate City of Seal Beach SME how to configure and maintain software.
■ Prepare standard interfaces for process validation (if applicable).
STAGE 3
Configuration
Tyler
Client
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A
R
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training
Complete Tyler
configuration tasks
A
R
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(where applicable)
Complete Client
configuration tasks
I
C
A
R
C
(where applicable)
Standard interfaces
configuration and
A
R
C
I
C
C
C
training (if applicable)
Updates to Solution
C
C
A
R
C
C
Validation testing plan
Inputs Documentation that describes future state decisions and configuration options to support future
state decisions.
City of Seal Beach
Tyler Technologies, Inc. Page 26
Outputs /
Deliverables
Process Refinement
Acceptance Criteria [only] for Deliverables
Tyler
Configured System
N/A
Work package assumptions:
• Tyler provides guidance for configuration options available within the Tyler software. City of Seal
Beach is responsible for making decisions when multiple options are available.
6.3.3 Process Refinement
Tyler will educate the City of Seal Beach users on how to execute processes in the system to prepare them for
the validation of the software. City of Seal Beach collaborates with Tyler staff iteratively to validate software
configuration options to support future state.
Objectives:
■ Ensure that City of Seal Beach 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:
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decisions
I
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I
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configuration
(Client
A
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configuration (Tyler
I
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A
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City of Seal Beach
Tyler Technologies, Inc. Page 27
Validate interface
Acceptance Criteria [only] for Deliverables
Deliverables
I
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C
documentation (completed by City of Seal
A
R
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process and results
Update client -
specific process
I
C
A
R
C
documentation (if
applicable)
Updates to
Solution Validation
C
C
A
R
C
C
testing plan
Inputs Initial Configuration
Documentation that describes future state decisions and configuration options to support
future state decisions.
Solution validation test plan
Outputs /
Acceptance Criteria [only] for Deliverables
Deliverables
Updated solution validation test plan
Completed client -specific process
documentation (completed by City of Seal
Beach)
Work package assumptions:
■ None
6.3.4 Conversion Delivery
The purpose of this task is to transition the City of Seal Beach'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 of Seal Beach will review specific data elements within the system and
identify/ report discrepancies. Iteratively, Tyler will collaborate with the City of Seal Beach 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.
City of Seal Beach
Tyler Technologies, Inc. Page 28
Load Data
ForTesting
Pull Data &Map Write &Run Validate Conversion Final
Conversion Conversion Conversion Reviews
Balancing Program Data Completed Conversion
Reports
Report &
Correct Errors
Objectives:
■ Data is ready for production (Conversion).
STAGE 3
Data Delivery & Conversion
Tyler
Client
RACI MATRIX
KEY:
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crosswalks/code
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Iterations:
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A
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converted data
Iterations:
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data and
City of Seal Beach
Tyler Technologies, Inc. Page 29
reconcile to
source system
Inputs
Data Conversion Plan
Configuration
Outputs/
Acceptance Criteria [only] for Deliverables
Deliverables
Code Mapping Complete/ Validated
N/A
Conversion Iterations/ Reviews Complete
Conversion complete, verified and ready for
final pass
Work package assumptions:
■ The City of Seal Beach will provide a single file layout per source system as identified in the
investment summary.
■ The City of Seal Beach subject matter experts and resources most familiar with the current data will
be involved in the data conversion effort.
• The City of Seal Beach project team will be responsible for completing the code mapping activity, with
assistance from Tyler.
6.3.5 Intentionally left blank.
6.3.6 Intentionally left blank.
6.3.7 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.
City of Seal Beach
Tyler Technologies, Inc. Page 30
_..--- -
6.4 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.
6.4.1 Solution Validation
Solution Validation is the end-to-end software testing activity to ensure that City of Seal Beach 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 of Seal Beach organization is ready to move forward with go -live and training (if
applicable).
STAGE 4
Solution Validation
Acceptance Criteria [only] for Deliverables
Tyler
Client
RACI MATRIX KEY:
Solution Validation Report
City of Seal Beach updates report with testing
results
N
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C
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Document issues from
C
C
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A
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testing
Perform required follow-
A
R
C
C
C
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up on issues
Inputs Solution Validation plan
Completed work product from prior stages (configuration, business process, etc.)
Outputs /
Acceptance Criteria [only] for Deliverables
Deliverables
Solution Validation Report
City of Seal Beach updates report with testing
results
City of Seal Beach
Tyler Technologies, Inc. Page 31
11414,
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114,1114
Work package assumptions:
■ Designated testing environment has been established.
■ Testing includes current phase activities or deliverables only.
6.4.2 Go -Live Readiness
Tyler and City of Seal Beach 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 of Seal
Beach 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
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I
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A
R
C
C
C
C
C
C
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session
Order peripheral
hardware (if applicable)
I
A
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Go -Live issue reporting &
A
R
I
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I
C
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I
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resolution
Develop Go -Live checklist
A
R
C
C
C
C
I
C
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Final system
infrastructure review
A
R
C
C
(where applicable)
Inputs Future state decisions
Go -live checklist
City of Seal Beach
Tyler Technologies, Inc. Page 32
Outputs /
End User Training
Acceptance Criteria [only] for Deliverables
Deliverables
Client
RACI MATRIX KEY:
Updated go -live checklist
Updated Action plan and Checklist for go -live
delivered to City of Seal Beach
Work package assumptions:
■ None
6.4.3 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 Led: Tyler provides training for all applicable users. One or multiple occurrences of each scheduled
training or implementation topic will be covered.
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 of Seal Beach is prepared for on-going training and support of the application.
STAGE 4
End User Training
Tyler
Client
RACI MATRIX KEY:
N
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A
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led)
A
R
C
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I
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C
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A
R
C
C
C
I
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End User training (Client-
led)
C
C
A
R
I
C
C
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Inputs Training Plan
List of End Users and their Roles / Job Duties
Configured Tyler System
City of Seal Beach
Tyler Technologies, Inc.
Page 33
Outputs /
Acceptance Criteria [only] for Deliverables
Deliverables
End User Training
City of Seal Beach signoff that training was
delivered
Work package assumptions:
The City of Seal Beach 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 of Seal Beach as much as possible to provide end-user training in a manner
that minimizes the impact to the daily operations of City of Seal Beach departments.
City of Seal Beach will be responsible for training new users after go -live (exception—previously
planned or regular training offerings by Tyler).
6.4.4 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.
6.5 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 of Seal Beach 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 of Seal Beach 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.
6.5.1 Go -Live
Following the action plan for Go -Live, defined in the Production Readiness stage, City of Seal Beach and Tyler
will complete work assigned to prepare for Go -Live.
City of Seal Beach 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 of Seal Beach
manually enters any data added to the Legacy System after final data extract into the Tyler system.
City of Seal Beach
Tyler Technologies, Inc.
Page 34
Tyler staff collaborates with City of Seal Beach during Go -Live activities. City of Seal Beach 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.
Objectives:
• Execute day to day processing in Tyler software.
■ Client data available in Production environment.
STAGE 5
Go -Live
Acceptance Criteria [only] for Deliverables
Tyler
Client
RACI MATRIX KEY:
Data is available in production environment
Client confirms data is available in production
environment
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extract, if applicable
C
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into production
environment, if
A
C
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I
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C
C
applicable
Proof final converted
data, if applicable
C
C
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A
R
C
Complete Go -Live
activities as defined in
C
C
C
A
R
C
I
C
the Go -Live action plan
Provide Go -Live
A
R
C
C
I
C
C
I
C
I
C
assistance
Inputs Comprehensive Action Plan for Go -Live
Final source data (if applicable)
Outputs /
Acceptance Criteria [only] for Deliverables
Deliverables
Data is available in production environment
Client confirms data is available in production
environment
Work package assumptions:
■ City of Seal Beach will complete activities documented in the action plan for Go -Live as scheduled.
City of Seal Beach
Tyler Technologies, Inc. Page 35
■ 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 of Seal Beach Project team and subject matter experts are the primary point of contact for
the end users when reporting issues during Go -Live.
■ The City of Seal Beach 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 of Seal Beach teams as necessary.
■ The Tyler Go -Live support team provides standard functionality responses, which may not be tailored
to the local business processes.
6.5.2 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 of Seal Beach onto the Tyler Client Services team, who provides City of Seal Beach with assistance
following Go -Live, officially transitioning City of Seal Beach to operations and maintenance.
Objectives:
■ Ensure no critical issues remain for the project teams to resolve.
■ Confirm proper knowledge transfer to City of Seal Beach teams for key processes and subject areas.
STAGE 5
Transition to Client Services
Acceptance Criteria [only] for Deliverables
Tyler
Client
RACI MATRIX KEY:
R = Responsible
Ui
A = Accountable
-
J
='
C = Consulted
I =Informed
v
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Transfer client to Client
Services and review
issue reporting and
I
I
A
I
I
R
I
I
C
C
C
resolution processes
Review long term
maintenance and
A
R
C
C
C
continuous
improvement
Inputs I Open item/issues List
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Client Services Support Document
City of Seal Beach
Tyler Technologies, Inc. Page 36
711 0 i i
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Work package assumptions:
■ No material project issues remain without assignment and plan.
6.5.3 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
Ui
A = Accountable
-
J
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I = Informed
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activities that are
planned for delivery
A
R
C
C
C
C
I
C
C
I
C
C
after go -live
Determine resolution
plan in preparation for
A
R
C
C
C
I
C
C
I
C
phase or project close
out
Inputs I List of post Go -Live activities
Outputs / Acceptance Criteria [only] for
Deliverables Deliverables
Updated issues log
Work package assumptions:
■ System is being used in a live production state.
City of Seal Beach
Tyler Technologies, Inc. Page 37
6.5.4 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.
6.6 Close
The Close stage signifies full implementation of all products purchased and encompassed in the Phase or
Project. City of Seal Beach transitions to the next cycle of their relationship with Tyler (next Phase of
implementation or long-term relationship with Tyler Client Services).
6.6.1 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 of Seal Beach for systems
implemented in the Phase.
Objectives:
■ Agreement from Tyler and City of Seal Beach teams that activities within this phase are complete.
STAGE 6
Phase Close Out
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City of Seal Beach
Tyler Technologies, Inc. Page 38
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 / Acceptance Criteria [only] for Deliverables
Deliverables
Final action plan (for outstanding items)
Reconciliation Report
Post Phase Review
Work package assumptions:
■ Tyler deliverables for the phase have been completed.
6.6.2 Project Closeout
Completion of this work package signifies final acceptance and formal closing of the Project.
At this time City of Seal Beach may choose to begin working with Client Services to look at continuous
improvement Projects, building on the completed solution.
Objectives:
■ Confirm no critical issues remain for the project teams to resolve.
■ Determine proper knowledge transfer to City of Seal Beach teams for key processes and subject areas
has occurred.
■ Verify all deliverables included in the Agreement are delivered.
STAGE 6 Project Close Out
Client
City of Seal Beach
Tyler Technologies, Inc. Page 39
RACI MATRIX KEY:
Acceptance Criteria [only] for Deliverables
Deliverables
Post Project Report
Client acceptance; Completed report indicating
all project Deliverables and milestones have
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■ 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.
6.6.3 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.
Close Stage Deliverables:
■ Post Project Report.
Close Stage Acceptance Criteria:
■ Completed report indicating all Project deliverables and milestones have been completed.
City of Seal Beach
Tyler Technologies, Inc. Page 40
7. General Assumptions
Tyler and City of Seal Beach 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.
7.1 Project
■ Project activities will begin after the Agreement has been fully executed.
■ The City of Seal Beach 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 of Seal Beach 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 of Seal Beach 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 of Seal Beach to make process changes.
■ City of Seal Beach is responsible for defining, documenting and implementing their policies that result
from any business process changes.
7.2 Organizational Change Management
Unless otherwise contracted by Tyler, City of Seal Beach 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.
7.3 Resources and Scheduling
■ City of Seal Beach resources will participate in scheduled activities as assigned in the Project
Schedule.
■ The City of Seal Beach team will complete prerequisites prior to applicable scheduled activities.
Failure to do so may affect the schedule.
■ Tyler and City of Seal Beach 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.
City of Seal Beach
Tyler Technologies, Inc. Page 41
MMM
■ 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 of Seal Beach 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 of Seal Beach 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 of Seal Beach will respond to information requests in a comprehensive and timely manner, in
accordance with the Project Schedule.
■ City of Seal Beach 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.
7.4 Data
■ Data will be converted as provided and Tyler will not create data that does not exist.
■ City of Seal Beach is responsible for the quality of legacy data and for cleaning or scrubbing erroneous
legacy data.
■ Tyler will work closely with City of Seal Beach representatives to identify business rules before writing
the conversion. City of Seal Beach 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 of Seal Beach 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.)
7.5 Facilities
■ City of Seal Beach will provide dedicated space for Tyler staff to work with City of Seal Beach
resources for both on-site and remote sessions. If Phases overlap, City of Seal Beach will provide
multiple training facilities to allow for independent sessions scheduling without conflict.
■ City of Seal Beach will provide staff with a location to practice what they have learned without
distraction.
City of Seal Beach
Tyler Technologies, Inc. Page 42
� �
8. Glossary
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
ApplicationA
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.
The practices, policy, procedure, guidelines, or functionality that
Business Process
the client uses to complete a specific job function.
_
A specification document used to describe Client requirements
Business Requirements Document
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].
Those whose opinions are sought, typically subject matter
Consulted
experts, and with whom there is two-way communication. [Also
RACI]
see
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.
Those who are kept up-to-date on progress, often only on
Informed
completion of the task or deliverable, and with whom there is
just one-way communication. [Also see RACI]
City of Seal Beach
Tyler Technologies, Inc. Page 43
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.
Indicates the work location is at one or more of the client's
On-site
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 (1).
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.
City of Seal Beach
Tyler Technologies, Inc. Page 44
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.
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.
City of Seal Beach
Tyler Technologies, Inc. Page 45
Part 4: Appendices
9. Conversion
9.1 Incode Utility Billing Conversion Summary
9.1.1 Utility Billing- Standard
■ Utility Contact Information
■ Utility Mailing and Billing Addresses
• Utility Parcels
■ Account Master - (Average monthly payment, deposits, bank drafts, comments/notes)
■ Meters/Services
■ Transaction History— Includes current year plus one prior year
■ Read History
9.1.2 Utility Billing— Legacy/Historical Views
■ Unlimited historical transactions provided by client can be converted by Tyler into historical views
9.2 Incode Financials Conversion Summary
9.2.1 General Ledger
Standard Conversion Includes:
■ Full chart of accounts listing, descriptions, and corresponding account types
■ Element (segment) values and descriptions
■ Summarized budget figures for current fiscal year
■ Unlimited historical transactions as provided by client.
NOTE: Training will be provided on how to import additional budget years from Excel.
9.2.2 Accounts Payable
Standard Conversion Includes:
■ Vendor master information, address, primary contact, and NOTES
■ Unlimited historical transactions as provided by client.
9.2.3 Personnel Management
Standard Conversion Includes:
■ Basic employee information — employee master, address, primary contact, dates, phone numbers,
dependents, NOTES
■ Employee Deductions & Taxes
■ Employee Direct Deposit Information
■ Employee Leave Balances
■ Employee Retirement
City of Seal Beach
Tyler Technologies, Inc. Page 46
-
01
Rates/Base Pay (salary / hourly compensation)
Unlimited historical transactions provided by client.
NOTE: Employee positions/deductions will be created according to recommended best business
practices.
9.2.4 General Ledger
Standard Conversion Includes:
Full chart of accounts listing, descriptions, and corresponding account types
Element (segment) values and descriptions
Unlimited historical transactions as provided by client.
NOTE: Summarized budget figures for current fiscal year and historical years can be imported into the
system from Excel. The client is ultimately responsible for producing the budget figures in Excel and
verifying the results. Training will be provided on how to import budgets from Excel.
NOTE: Summarized beginning balance sheet entries, as well as summarized fiscal year activity entries, can
be imported into the system from Excel for the current year. The client is ultimately responsible for
producing the entries in Excel and verifying the results. Training will be provided on how to import JE's
from Excel.
9.2.5 Accounts Payable
Standard Conversion Includes:
■ Vendor master information, address, primary contact, and NOTES
■ Unlimited historical transactions as provided by client.
NOTE: 1099 balances and non -1099 balances can be imported into the system using a standard import
available to the client from Excel. The client will ultimately be responsible for creating the Excel
spreadsheet and verifying the results. Training will be provided on how to import balances from Excel.
9.2.6 Personnel Management
Standard Conversion Includes:
■ Basic employee information — employee master, address, primary contact, dates, phone numbers,
dependents, NOTES
■ Current direct deposit bank information
■ Federal and state tax withholding information
■ Unlimited historical transactions provided by client.
NOTE: Employee positions/deductions will be created according to recommended best business
practices.
NOTE: Clients going live on payroll mid -calendar year will have the option to import or enter quarterly
employee payroll history to meet federal and state reporting requirements giving the ability to create a
single set of W -2's at calendar year end. The client will ultimately be responsible for entering in the
quarterly employee payroll history and verifying the results. Training will be provided on how to enter in
this information.
City of Seal Beach
Tyler Technologies, Inc. Page 47
9.2.7 Community Development: Permits
■ Permit master basic information
■ Parcels and Addresses
■ Inspections — Converted to one legacy Inspection type. Original Inspection type will be visible in the
workflow section
■ Sub -Permit Associations —Visible in workflow and attached records section
■ Fees — Converted to one legacy Fee type. Original Fee type will be visible in fees tab
■ Type — Converted to one legacy Permit type. Original Permit type will be converted as a memo
custom field
■ Classification — Converted to one legacy Permit classification. Original Permit classification will be
converted as a memo custom field
■ Notes
■ Payment and Fee history— Converted to one legacy Fee type
■ Converted as Memo Custom fields
■ Contacts and Contact Addresses
■ Type
■ Classification
■ Bonds and Escrow
■ Zones
■ Activities and Actions
■ Holds
■ Conditions
9.2.8 Business Management
■ Business entity
■ License master basic information
■ Contacts — Unique (keyed) contacts converted to global contacts
■ Non -keyed contacts converted to Memo Custom field
■ Parcel and Addresses
■ Inspections — Converted to one legacy Inspection type. Original Inspection type will be visible in the
workflow section
■ Fees
■ Holds
■ Conditions
■ Notes
■ Contractors
■ Business Types & NAICS codes
■ Payment and Fee history
■ Converted as memo custom fields
o Bonds and Escrow
o Activities and Actions
9.2.9 Community Development: Code Cases
■ Code Case master basic information
■ Parcels and Addresses
City of Seal Beach
Tyler Technologies, Inc. Page 48
• Inspections — Converted to one legacy Inspection type. Original Inspection type will be visible in the
workflow section
■ Violations — Converted to one legacy Violation type. Original Violation type will be visible in the
workflow section
■ Fees — Converted to one legacy Fee type. Original Fee type will be visible in fees tab
■ Type — Converted to one legacy Code type. Original Code type will be converted as a memo custom
field
■ Notes
■ Payment and Fee history— Converted to one legacy Fee type
■ Converted as memo custom fields
o Contacts and Contact Addresses
o Type
o Bonds and Escrow
o Zones
o Activities and Actions
o Holds
o Conditions
9.2.10Community Development: Plans
■ Plan master basic information
■ Parcels and Addresses
■ Inspections — Converted to one legacy Inspection type. Original Inspection type will be visible in the
workflow section
■ Fees — Converted to one legacy Fee type. Original Fee type will be visible in fees tab
■ Type — Converted to one legacy Plan type. Original Plan type will be converted as a memo custom
field
■ Classification — Converted to one legacy Plan classification. Original Plan classification will be
converted as a memo custom field
■ Notes
■ Payment and Fee history— Converted to one legacy Fee type
■ Converted as memo custom fields
o Contacts and Contact Addresses
o Type
o Classification
o Bonds and Escrow
o Zones
o Activities and Actions
o Holds
o Conditions
City of Seal Beach
Tyler Technologies, Inc. Page 49
10. Additional Appendices
10.1 Intentionally left blank.
11. Project Timeline
11.1 Incode Financial Management Timeline
tyler Implementation Schedule: Incode Financial Management Implementation
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ID Task Name
M-1 Ml I M2 M3 I M4 MS I M6 I M7 I M8 I W) I MID I M11 M12 I M13 M14 I M15 I M16
Incode Financial Management
V'.I '.I 'II T
Stage 1: Initiate and Plan (All applications)
Stage 2: Assess & Def ne
Stage 3: Prepare Solution
Stage 4: Production ReadinessI��
Stage 5: Production
Stage 6: Close
Project Complete
This timeline is an example. Please use it as a general guide ONLY. Its purpose is to demonstrate the order in which various products are typically
rro'emer tec e -d the potert'el nve-lap of stages for each phase. The exact timing of each deliverable depends on rra-ry "ecto-s 'rc'u-li g. b-t-et'Imlted
to, tre cllent's abi.ltyto commit resources to the project, client blackout dates, and the alignment of client business pracac=_s �.-. I- T,' e- I—o e—entat'o-�
methodology. Tyler makes no guarantees that implementation schedules will align with this example.
City of Seal Beach
Tyler Technologies, Inc. Page 50
11.2 Incode Utility Billing Timeline
'•"ll';!. tyletechnolories Implementation Schedule: Incode Utility Billing Implementation
ID Task Name
M-1 M1 M2 M3 M4 M5 M6 M7 M8 M9 M10 M11 M12 M13 M14 M15 M16
Incode Utility Billing
r— —
Stage 1: Initiate and Plan (All applications)
Stage 2: Assess & Define
Stage 3: Prepare Solution
Stage 4: Production Readiness
Stage 5: Production
Stage 6: Close
Project Complete
Ws J-- rie is = Xdm F. -led5t .IS'_ It as = general guide ,..0 NI -i. is o,roose s :O der-ors:Late t -e c'cc' I' `.'. ::h Vd-iO S JDIOJLI--tS a -e t';ic _ally
implementeo and the potential overiap of stages `or eaeh onase. Tne exaet tml-ra o` eact deliverable depenos on many ractors Inouding, but not limited
to, the client's ability to commit resources to t -ie c -c, d, -Ilett blackout da -es, and the a i2nment of client business practic s with Tyler implementation
methodology. Tyler makes no gu a rantees that implementation schedules will align rl :h this example.
City of Seal Beach
Tyler Technologies, Inc. Page 51
11.3 MyCivic Timeline
�•::'_. tyler Implementation Schedule: MyCivic Implementation
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ID Task Nagle
M-1 Ml I M2 M3 I M4 MS I M6 I M7 I M8 I M9 I M10 I M11 M12 I M13 I M14 M15 I M16
MyCivic
1
�In
1
�I, n�
Stage 1: Initiate and Plan (All applications)
Stage 2: Assess & Define
Stage 3: Prepare Solution
Stage 4: Production Readiness11
Stage 5: Production
Stage 6: Close','
Project Complete
This timellne is an example. Please use it as a general guide ...ONLY. Its purpose is to demonstrate the order in which various products are typically
Imc'emer.2d'-,dt'repo:ent'aIo%' cfstales`oreachphase.Thee;_a—Jmir�cfeecn del 'vera bled=cen?sorMzn acto-s'rc'u:'In but-ct'imited
to, the client's abi,lty TO commit resources TO the project, oient blackout dates, ana tre alignment ct client business practices o-vlth Ty er Imp ementat�on
methodology. Tyler makes no guarantees that implementation schedules will align with this example.
11.4 Intentionally left blank.
City of Seal Beach
Tyler Technologies, Inc. Page 52
Exhibit F
•
••::•.
tyler
• technologies
Exhibit F
Web Services -Hosted Application Terms
Tyler Technologies, Inc. will provide you with the hosted applications indicated in the Investment
Summary. The terms and conditions contained in this document only apply to our provision of those
applications. Capitalized terms not otherwise defined will have the meaning assigned to such terms in the
Agreement.
1. Hosted Applications. We will provide you with any of the following hosted applications as indicated in
the Investment Summary.
1.1. Web Services: Our Web Services are designed to enable you to easily establish a presence on
the Internet. Our Web Hosting and Design is composed of our Web Hosting and Design
Publishing Component and other miscellaneous components. These components may be used
independently or in conjunction with each other.
1.2. Utility Billing On -Line: Our Utility Billing On -Line Component allows you to make available certain
information from your utility billing system to citizens with Internet access. This information is
posted to your web site, which is hosted on our web server. With the proper security clearance,
citizens with Internet access have access to the data which can include: Consumption information,
service level information, requests for service, accounting information and the opportunity to pay
their Utility Bill over the Internet using a credit card.
1.3. Court On -Line: Our Court On -Line Component provides the ability for municipal court fines to be
paid by credit card via the Internet. This system interfaces seamlessly with our Incode Municipal
Court System.
1.4. On -Line Records Search: Our On -Line Records Search Component allows you to display citations
and/or docket information. The website can be available for public view or locked down to secured
access only. This system interfaces seamlessly with our INCODE Municipal Court System.
1.5. Building Projects On -Line: Our Building Projects On -Line Component allows you to make available
certain information from your building projects system to citizens with Internet access. This
information is posted to your web site, which is hosted on our web server. With the proper
security clearance, citizens with Internet access have access to the data which can include:
Building project status, inspection results, inspection scheduling and the opportunity to pay their
building projects over the Internet using a credit card.
1.6. Business License On -Line: Our Business License On -Line Component allows you to make available
certain information from your business license system to citizens with Internet access. This
information is posted to your web site, which is hosted on our web server. With the proper
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Exhibit F
security clearance, citizens with Internet access have access to the data which can include:
business license status, business license renewal and the opportunity to pay their business license
over the Internet using a credit card.
1.7. Accounts Receivable On -Line: Our Accounts Receivable On -Line Component allows you to make
available certain information from your accounts receivable system to citizens with Internet
access. This information is posted to your web site, which is hosted on our web server. With the
proper security clearance, citizens with Internet access have access to the data which can include:
current balance, contract status, and the opportunity to pay the accounts receivable over the
Internet using a credit card.
1.8. Call Center On -Line: Our Call Center On -Line Component allows you to make available certain
information from your call center system to citizens with Internet access. This information is
posted to your web site, which is hosted on our web server. With the proper security clearance,
citizens with Internet access have access to the data which can include: current and past incidents,
create a new incident and view status of incident.
1.9. Property Tax On -Line: Our Property Tax On -Line Component allows you to make available certain
information from your Property Tax System to citizens with Internet access. This information is
posted to your web site, which is hosted on our web server. With the proper security clearance,
citizens with Internet access have access to the data which can include: parcel number, receipt
number, tax amount due, and the opportunity to pay the Property Tax over the Internet using a
credit card.
1.10.Sales Tax On -Line: Our Sales Tax On -Line Component allows you to make available certain
information from your Sales Tax System to citizens with Internet access. This information is posted
to your web site, which is hosted on our web server. With the proper security clearance, citizens
with Internet access have access to the data to pay outstanding Sales Tax balances over the
Internet using a credit card.
1.11.Code Enforcement Online: Our Code Enforcement Online component allows you to make available
certain information from your code enforcement system to citizens with Internet access. This
information is posted to your website, which is hosted on our web server. With the proper
security clearance, citizens with Internet access have access to data which can include: Incident
Status, Incident Results.
2. Term. We will grant you access to the hosted applications provided you timely pay all associated fees.
The term of your subscription will commence on the Effective Date and will continue for five (S) years.
Thereafter, the term will be automatically extended in separate one (1) year periods. Either party may
cancel this subscription to the hosted applications upon sixty (60) days written notice to the other.
3. Nature of Website. We shall maintain a website for you, allowing a user to access relevant data
provided by you. This data may include information from your Tyler Software system. This website will
be capable of accepting payments via Secured Socket Layer (SSL) encryption and credit card or debit
card charge.
4. Data Procurement. You must setup a merchant account with Electronic Transaction System
Corporation or authorized.net to be solely used for our Web Service transactions. The merchant
account must be set up to fund to your bank account. You are responsible for all fees and expenses of
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2
Exhibit F
the merchant account. You must install and run Tyler Web Services to allow us to transfer the necessary
data from your system to our servers on a real time basis. Certain information, such as payment
information, must be conveyed to you. We will be responsible for transferring such information to you
on a regular basis. Tyler Web Services requires a dedicated IP address; assignment of this address is
your responsibility. While we assume responsibility for data transfer, we are not responsible for
accuracy of data transferred.
5. Limited License. Your license to use the hosted applications will automatically terminate upon
cancellation of this subscription, or upon your failure to timely pay fees or otherwise comply with these
terms and conditions.
6. Ownership of Data. All data you provide to us for the purposes of generating the website shall remain
your property. Should you terminate your subscription, we shall return to you any such data in our
possession.
7. Fees. You agree to pay the initial fee and annual subscription fees as stated in the Investment Summary
and in accordance with our Invoicing and Payment Policy. We may increase the per -transaction fee for
online payment no more than once per year with sixty (60) days prior written notice.
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