HomeMy WebLinkAbout032717_ra01JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
FROM: Philip Morley, County Administrator
DATE: March 27, 2017
RE: Transmittal to JeffCom of Tyler Technologies' Contract Amendment to
License and Maintain a Records Management System for the Jefferson
County Jail
STATEMENT OF ISSUE: Staff requests Board approval to transmit to JeffCom for execution,
a contract Amendment between Tyler Technologies and JeffCom, to install and train Jail staff to
use a Records Management System for the Jefferson County Jail. In transmitting the
Amendment to JeffCom, the County is acknowledging that it will pay for the costs for installing
and maintaining the Jail RMS.
ANALYSIS: Tyler Technologies purchased New World, the firm which installed the Law
Enforcement RMS system on JeffCom's servers in 2011. The system has a Corrections Module,
which the Jefferson County Sheriff s Office would like to use to enter and track data about
inmates booked into the County Jail. The data base would use and be integrated with the law
enforcement data base.
A new RMS for the Jail is necessary, because the old system has become obsolete. Plus the
integration with the Law RMS will give both law enforcement and corrections officers better and
more accurate information about the people they interact with.
JeffCom has graciously agreed to allow the Corrections Module of the RMS system already
installed on JeffCom's servers to be turned on, provided the County will pay for adding this
feature. County staff explored the feasibility of installing the Tyler Corrections RMS on a
separate County server, and found that was not affordable or practical. Hence, moving forward
on working through JeffCom is recommended. To hold the price from Tyler, action to transmit
the Amendment to JeffCom is required now.
After the County has transmitted the Jail RMS Amendment for JeffCom's signature, staff
recommends that we be tasked to develop a memorandum of understanding between the County
and JeffCom to formalize in writing the County's commitment to pay the cost for installing the
Jail RMS and future maintenance fees as its single user, and JeffCom's commitment to provide
the County continued use of the Jail RMS system in return.
FISCAL IMPACT: The cost of installation and training is $137,687, plus an estimated $16,000
in travel costs for Tyler staff. Adequate funding for this was already included in the Sheriff's
Office's adopted 2017 Budget. In 2018 and beyond the County will have ongoing costs for an
annual software maintenance agreement, currently running approximately $19,000 for a full
year. This is several thousand dollars more per year than the maintenance cost for the Jail's
expiring RMS.
RECOMMENDATION: Pass a motion to:
1) transmit the Tyler contract Amendment to JeffCom for execution by JeffCom and Tyler,
and
2) direct County staff to work with JeffCom staff to develop a memorandum of
understanding between the County and JeffCom to formalize in writing the County's
commitment to pay the cost for installing the Jail RMS and future maintenance fees as
the Jail RMS's single user, and JeffCom's commitment to provide the County continued
use of the Jail RMS in return
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Document #: 1575-17A1A
AMENDMENT
This amendment ("Amendment") is effective as of the date of signature of the last party to sign as indicated below
("Amendment Effective Date"), by and between Tyler Technologies, Inc., a Delaware corporation with offices at 840
West Long Lake Road, Troy, MI 48098 ("Tyler") and Jefferson County 911, with offices at 81 Elkins Road, Port Hadlock,
WA 98339 ("Client").
WHEREAS, Tyler and the Client are parties to a License Agreement with an effective date of March 7, 2011 (the "2011
Agreement") and the subsequent Maintenance and Support Agreement dated March 18, 2016 (the "031816 Support
Agreement");
WHEREAS, Tyler and Client now desire to amend the 2011 Agreement;
NOW THEREFORE, in consideration of the mutual promises hereinafter contained, Tyler and the Client agree as follows:
1. The software and/or services set forth in Exhibit 1 and 2 to this Amendment are hereby added to the 2011
Agreement.
2. The following payment terms, as applicable, shall apply:
a. Additional software fees will be invoiced 100% on the Amendment Effective Date.
b. Associated maintenance and support fees will be invoiced on a pro rata basis for the actual number of
months used, beginning 365 days following the Amendment Effective Date, and thereafter in a lump
sum amount together with Client's then -current maintenance and support fees for previously licensed
software.
c. Additional Implementation and other professional services (including training) are billed and invoiced as
delivered, at the rates set forth in the Investment Summary.
d. Except as otherwise provided, other fixed price services are invoiced upon complete delivery of the
service. Project Management services, if any, will be billed monthly in arrears, beginning on the first day
of the month immediately following the Effective Date.
e. Third Party Software License Fees: License fees for Third Party Software, if any, are invoiced when we
make it available to you for downloading.
Third Party Software Maintenance: The first-year maintenance for the Third Party Software is invoiced
when we make it available to you for downloading.
Third Party Hardware: Third Party Hardware costs, if any, are invoiced upon delivery.
Travel expenses shall be invoiced as incurred, as applicable.
3. This Amendment shall be governed by and construed in accordance with the terms and conditions of the 2011
Agreement.
4. All other terms and conditions of the 2011 Agreement, and subsequent 031816 Support Agreement shall remain
in full force and effect.
[SIGNATURE PAGE FOLLOWS]
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IN WITNESS WHEREOF, the parties hereto have executed this Amendment as of the dates set forth below.
Tyler Technologies, Inc.
By
Name: Greg Sebastian
Title: President, Public Safety Division
Date:
Jefferson County 911, WA
By:
Name:
Title:
Date:
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Exhibit 1
Investment Summary
The following Investment Summary details the software, products, and services to be delivered by us to you under
the this Amendment. This Investment Summary is effective as of the Effective Date
REMAINDER OF PAGE INTENTIONALLY LEFT BLANK
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Investment Summary
JEFFERSON COUNTY 911, WA
March 23, 2017
A. License Fees $90,912
1) Licensed Standard Software $113,640
2) Less Discount (22,728)
B. Professional Services 39,520
C. Third Party Products and Services 7,255
TOTAL ONE TIME COST $137,687
D. Travel and Living Expenses (Estimate) 16,000
E. Maintenance and Support Fees
1) Maintenance and Support Services:
Associated Maintenance and Support fees will be added to the Client's current Maintenance
and Support Agreement and will be invoiced on a pro rata basis for the actual number of
months used, beginning 365 days following Amendment Effective Date, and thereafter in a
lump sum amount together with Client's then -current maintenance and support fees for
previously licensed software.
Year 1 Maintenance No Charge
Year 2 Maintenance $19,092
NOTE: Tyler's cost is based on all of the proposed products and services being obtained from Tyler. Should significant
portions of the products or services be deleted, we reserve the right to adjust its prices accordingly. Prices do not include
hardware servers or workstations.
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I ITEM I DESCRIPTION I INVESTMENT I
CORRECTIONS
1. New World Corrections Management Software Base Package $24,640
New World LE Records Interface
Bookings
D/L Swipe for Visitors (requires addl third party hardware)
Incident Tracking
Inmate Property Tracking
Inmate Classification
Inmate Housing
Mass Move
Inmate Scheduling and Tracking
Inmate Contacts (visitor, mail, phone, emergency)
Inmate Programs (courses)
Inmate Activity Log
Trustee
Case Management
Corrections Officer Log
Finance Management (inmate, facility)
Jacket Processing
Business Registry
Personnel/Education
GIS/Geo-File Verification
2. New World State Compliance Reporting for Corrections 12,000
- State Corrections Reporting
Includes up to 4 reports
3. Additional New World Software for Corrections Management
Data Analysis/Crime Mapping/Management Reporting 6,000
Grievance Tracking 6,000
Web Inmate Inquiry (requires database replication) 5,000
4. New World Third Party Corrections Interface Software
- Livescan Interface 7,000
Supports FTP, UNC or File Share for communication using the b. txt
or NIST file formats
- Booking Export Interface (Commissary and Telephone) 15,000
Exports active inmate information to include demographic and charge information on a
configurable interval, • supports XML, fixed length and delimited file formats via FTP or
network share)
-VINE Interface 7,000
5. New World Imaging Software
- Public Safety Lineups/Mug Shots 13,000
SUB -TOTAL CORRECTIONS MODULES $95,640
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DECISION SUPPORT SOFTWARE
6. Corrections Management Data Mart
- Includes 10+ users 10,000
Dashboards for Corrections Management 8,000
SUB -TOTAL DECISION SUPPORT MODULES $18,000
STANDARD NEW WORLD SOFTWARE LICENSE FEE $113,640
LESS DISCOUNT (22,728)
NET NEW WORLD SOFTWARE LICENSE FEE 90 9.12
Note: Client has an existing Workstation License for up to 125 users for their Licensed Standard Software. The Licensed
Standard Software in this Investment Summary is to be added to the Client's existing Workstation License. The Workstation
License includes the following agencies as authorized users:
Jefferson County Sheriff, WA
Port Townsend Police Department, WA
East Jefferson Fire and Rescue, WA
Quilcene Fire Department, WA
Port Ludlow Fire Department, WA
Discovery Bay Fire Department, WA
Brinnon Fire Department, WA
I ITEM I DESCRIPTION I INVESTMENT I
PROFESSIONAL SERVICES
1. Project Management Services as required:
Project Management
Overall consultation and communication
Monthly status reports and project updates throughout the duration of the project
Implementation Plan
2. Up to 13 days of Implementation and Training Services are included for:
Software Tailoring and Set Up
User Education and Training
Other Technical Support
* Assumes train -the -trainer approach
3. Fixed Installation Service Fees:
-Web Inmate Inquiry
- Livescan Interface
- Booking Export Interface (2 instances: Commissary and Telephone)
-VINE Interface
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2,560
5,120
2,560
640
$7,200
16,640
10,880
4. Decision Support Software Implementation Services: (CMS) 4,800
Installation of standard library components (cubes and dashboards)
Training with data and reporting cubes
Training on use of data mart for custom report building
Requires up to 2 on-site trips - remaining work will be completed remotely
TOTAL IMPLEMENTATION SERVICES $39,52'`
I ITEM I DESCRIPTION I INVESTMENT
1. THIRD PARTY PRODUCTS AND SERVICES
THIRD PARTY HARDWARE
a. Hardware, System Software & Services $7,255
Digital Camera for Mug Shots - 1 unit(s) 1,350 ea. 1,350
Inmate Tracking Kit w/2 handhelds (Custom quote dated 2/1/17) 5,905 ea. 5,905
TOTAL THIRD PARTY PRODUCTS AND SERVICES $7,25':
TOTAL ONE TIME COST
I ITEM I DESCRIPTION I INVESTMENT
1. TRAVEL AND LIVING EXPENSES (Estimate)
Estimated 8 trips at $2,000 per trip.
$16,000
ELMAINTENANCE AND SUPPORT FEES
ITEM I DESCRIPTION INVESTMENT
1. MAINTENANCE AND SUPPORT AGREEMENT (Per Year Cost):
Associated Maintenance and Support fees will be added to the Client's current Maintenance and
Support Agreement and will be invoiced on a pro rata basis for the actual number of months used,
beginning 365 days following Amendment Effective Date, and thereafter in a lump sum amount
together with Client's then -current maintenance and support fees for previously licensed software.
Year 1 Maintenance No Charge
Year 2 Maintenance $19,092
PRICING VALID THROUGH MARCH 31, 2017.
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Pricing Assumptions
Personal Computers must meet the minimum hardware requirements for New World products. Microsoft Windows 7/8 or later is required for all
client machines. Windows 2008/2012 Server and SQL Server 2008/2012 are required for the Application and Database Server(s).
New World product requires Microsoft Windows 2008/2012 Server and SQL Server 2008/2012 including required Client Access Licenses (CALs) for
applicable Microsoft products. Servers must meet minimum hardware requirements provided by Tyler.
New World product requires Microsoft Excel or Windows Search 4.0 for document searching functionality; Microsoft Word is required on the
application server for report formatting.
Tyler recommends a 10011000MB (GB) Ethernet network for the local area network. Wide area network requirements vary based on system
configuration, Tyler will provide further consultation for this environment.
Does not include any required 3rd party hardware or software unless specified in Section C of this Investment Summary. Customer is responsible for
any 3rd party support.
Licensed Software, and third party software embedded therein, if any, will be delivered in a machine readable form to Customer via an agreed upon
network connection. Any taxes or fees imposed are the responsibility of the purchaser and will be remitted when imposed.
Tyler's GIS implementation services are to assist the Customer in preparing the required GIS data for use with the Licensed New World Software.
Depending upon the Licensed Software the Customer at a minimum will be required to provide an accurate street centerline layer and the
appropriate polygon layers needed for Unit Recommendations and Run Cards in an industry standard Esri file format (Personal Geodatabase, File
Geodatabase, Shape Files). Customer is responsible for having clearly defined boundaries for Police Beats, EMS Districts and Fire Quadrants. If
necessary Tyler will assist Customer in creating the necessary polygon layers (Police Beats, EMS Districts and Fire Quadrants) for Unit
Recommendations and Run Cards. Tyler is not responsible for the accuracy of or any ongoing maintenance of the GIS data used within the Licensed
New World Software.
Customer is responsible for any ongoing annual maintenance on third -party products, and is advised to contact the third -party vendor to ensure
understanding of and compliance with all maintenance requirements.
All Tyler Customers are required to use Esri's ArcGIS Suite to maintain GIS data. All maintenance, training and ongoing support of this product will
be contracted with and conducted by Esri. Maintenance for Esri's ArcGIS suite of products that are used for maintaining Customer's GIS data will be
contracted by Customer separately with Esri.
Configuration and end user training for Decision Support Software to occur after Customer has been live for 3 months or longer on an application.
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Exhibit 2
Professional Services
1. Proiect Management Services
We shall act as Project Manager to assist you in implementing the Tyler Software. Project Management Services
include:
a) Developing an Implementation Plan;
c) Providing revised Implementation Plans (if required);
d) Providing monthly project status reports; and
e) Facilitating project status meetings
• a project review (kickoff) meeting at your location
• progress status meeting(s) during implementation via telephone conference or at
your location; and
• a project close-out meeting at your location to conclude the project.
f) Consultation with other vendors or third parties, if necessary.
2. Implementation and Training Support Services
Implementation and training support services have been allocated for this project as described in the Investment
Summary. Avoiding or minimizing custom or modified features will aid in keeping the support costs to the amount
allocated. The recommended implementation and training support services include:
a) implementation of the Tyler Software; and
b) Training you or assisting with your training on the Tyler Software.
The project management, implementation and training support services provided by us may be performed at your
premises and/or at our headquarters in Troy, Michigan (e.g., portions of project management are performed in Troy).
3. Interface and/or Fixed Installation Services
We shall provide interface and/or fixed installation services as described in the Investment Summary.
4. Decision Support Systems (DSS) Implementation Services
We will provide you with implementation of licensed DSS software modules. The implementation will include
installation, training, and configuration of DSS modules. The recommended implementation and training shall include:
a) One or more consultative session(s) (onsite) with executive command staff to discuss data needs and
information requirements for decision making. You are responsible for ensuring that appropriate command
level personnel/decision makers are available for this session.
b) Solution design and review sessions to document and collaboratively analyze tools and dashboards to assist with
data needs and decision making as discussed during the consultative session(s). Your sign off will be required on
agreed upon requirements of reporting cubes and dashboards.
c) Installation and configuration of DSS software.
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d) On-site training session(s) to provide an overview of using each DSS licensed module including basic reporting
and dashboard creation and other standard features.
e) Installation of your specific reporting cube(s) and dashboard(s) as agreed upon during solution design and
review. Enhanced package includes up to 12 reporting cube(s) or dashboard(s).
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