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HomeMy WebLinkAbout070218_ca05Consent Agenda JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners 9 Philip Morley, County Administr FROM: Mark McCauley, Central Services Director / Jodi Adams, Community Development Permit Manager Stuart Whitford, Environmental Health Director DATE: July 2, 2018 SUBJECT: Request for Board of County Commissioners approval to enter into a licensing and services agreement with Tyler Technologies with a related Statement of Work for implementation and use of Tyler's EnerGov software suite. STATEMENT OF ISSUE: At their regularly scheduled afternoon meeting on Monday, April 30, 2018, the Board met with staff from several county departments to discuss acquiring new permit software. Tidemark (permit software) is used for all permitting activities by Community Development (DCD), Environmental Public Health (EPH), and for some case management by Public Works (PW). It integrates information on property ownership and other parcel information from the Assessor's database and web -based septic system monitoring databases. It also links to the County's GIS mapping systems and Laserfiche document storage system. Tidemark has been in use since 1996 and has undergone several upgrades, the last in 2012. It is no longer actively supported by the company that developed it, and does not have a web accessible component/module. Additionally, we do not have a designated database administrator within the county and the only regional Tidemark expert we contract with, for system management, will soon retire. As a result, staff from EPH, DCD, PW and Information Services (IS) have been researching potential replacement systems since 2016. ANALYSIS: A core group from EPH, DCD, PW and IT spent two years scouting out potential vendors for the database replacement. The initial round including eight vendors. Several rounds of questions decreased the number to five potential candidates that hosted demonstrations with our core group. This resulted in the selection of two final vendors for site demonstrations as well as follow up questions. The second round of demonstrations included key members from EPH, DCD, PW, and IS to be sure staff could have the opportunity to participate in the final selection process. Staff selected Tyler Technologies and their permitting software, EnerGov, based on their ability to meet our needs. Our findings mirrored those of Whatcom County after an Consent Agenda exhaustive RFP process. With the recent approval of an Interlocal Cooperative Purchasing Agreement with Whatcom County we may purchase EnerGov without needing to issue an RFP. FISCAL IMPACT: Total cost for licenses and implementation is $326,344, which will be paid for using funds from the Capital Improvement Fund. The Board of County Commissioners approved a $300,000 appropriation in the 2018 budget based on staff cost estimates. The Board will consider a supplemental budget request for the additional $27,000 in a public hearing on July 16, 2018. Ongoing software maintenance fees come due beginning in 2019 at $24,630 and increasing annually according to contract terms. The newly adopted 5% technology fee will cover the annual cost of software maintenance. RECOMMENDATION: Central Services, Public Health, Community Development and Public Works recommend that the Board of County Commissioners approve our request to enter into a licensing and services agreement with a related statement of work with Tyler Technologies for implementation and use of Tyler's EnerGov software suite. REVIEWED BY: �1 hirip Morle CCnty,4-dministraor Date • •�::® ty ler f8ChnoiogieS LICENSE AND SERVICES AGREEMENT SECTION A — DEFINITIONS • "Agreement" means this License and 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" or "County" means Jefferson County, Washington. • "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 Named Users" means the number of named users that are authorized to use "Energov" labeled modules. The Defined Named Users for Energov labeled modules under this Agreement are set forth 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 on which your authorized representative signs 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 software, products, and services attached as Exhibit A. • "Invoicing and Payment Policy" means the invoicing and payment policy. A copy of our current Invoicing and Payment Policy is attached as Exhibit B. • "Maintenance and Support Agreement" means the terms and conditions governing the provision of maintenance and support services to all of our customers. A copy of our current Maintenance and Support Agreement is attached 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 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. • "Third Party Hardware" means the third party hardware, if any, identified in the Investment l e, Summary. • "Third Party Products" means the Third Party Software and Third Party Hardware. • "Third Party Software" means the third party software, if any, identified in the Investment Summary. • "Tyler" or "Contractor" 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. • It and similar terms mean Client. SECTION B —SOFTWARE LICENSE 1. License Grant and Restrictions. 1.1 We grant to you a license to use the Tyler Software for your internal business purposes only, in the scope of the internal business purposes disclosed to us as of the Effective Date for the number of Defined Named Users, as defined herein. You may make copies of the Tyler Software for backup and testing purposes, so long as such copies are not used in production and the testing is for internal use only. Your rights to use the Tyler Software are perpetual but may be revoked if you do not comply with the terms of this Agreement. To the extent Client purchases MyGovPay/Virtual Pay, additional terms and conditions related to those applications are set forth at Exhibit D. 1.2 The Documentation is licensed to you and may be used and copied by your employees for internal, non-commercial reference purposes only. 1.3 You may not: (a) transfer or assign the Tyler Software to a third party; (b) reverse engineer, decompile, or disassemble the Tyler Software; (c) rent, lease, lend, or provide commercial hosting services with the Tyler Software; or (d) publish or otherwise disclose the Tyler Software or Documentation to third parties. 1.4 The license terms in this Agreement apply to updates and enhancements we may provide to you or make available to you through your Maintenance and Support Agreement. 1.5 The right to transfer the Tyler Software to a replacement hardware system is included in your license. You will give us advance written notice of any such transfer and will pay us for any required or requested technical assistance from us associated with such transfer. 1.6 We reserve all rights not expressly granted to you in this Agreement. The Tyler Software and Documentation are protected by copyright and other intellectual property laws and treaties. We own the title, copyright, and other intellectual property rights in the Tyler Software and the Documentation. The Tyler Software is licensed, not sold. License Fees. You agree to pay us the license fees in the amounts set forth in the Investment Summary. Those amounts are payable in accordance with our Invoicing and Payment Policy. tyle: Escrow. We maintain an escrow agreement with a third party under which we place the source code for each major release of the Tyler Software. You may be added as a beneficiary to the escrow agreement by completing a standard beneficiary enrollment form and paying the annual beneficiary fee set forth in the Investment Summary. You will be responsible for maintaining your ongoing status as a beneficiary, including payment of the then -current annual beneficiary fees. Release of source code for the Tyler Software is strictly governed by the terms of the escrow agreement. 4. Limited Warranty. We warrant that the Tyler Software will be without Defect(s) as long as you have a Maintenance and Support Agreement in effect. If the Tyler Software does not perform as warranted, we will use all reasonable efforts, consistent with industry standards, to cure the Defect as set forth in the Maintenance and Support Agreement. SECTION C — PROFESSIONAL SERVICES 1. Services. We will provide you the various implementation -related services itemized in the Investment Summary and described in the Statement of Work. 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. We understand that this is a not to exceed contract and we will not incur time and materials expenses beyond the not to exceed amount without first executing a contract amendment. 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. Cancellation. We make all reasonable efforts to schedule our personnel for travel, 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 y(, 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. You further agree to provide a reasonably suitable environment, location, and space for the installation of the Tyler Software and any Third Party Products, including, without limitation, sufficient electrical circuits, cables, and other reasonably necessary items required for the installation and operation of the Tyler Software and any Third Party Products. Tyler acknowledges that all access to your facilities requires a County -designated escort and that remote access to the County's servers and workstations shall be initiated upon request of County personnel. 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). SECTION D — MAINTENANCE AND SUPPORT This Agreement includes the period of free maintenance and support services identified in the Invoicing and Payment Policy. If you have purchased ongoing maintenance and support services, and continue to make timely payments for them according to our Invoicing and Payment Policy, we will provide you with maintenance and support services for the Tyler Software under the terms of our standard Maintenance and Support Agreement. If you have opted not to purchase ongoing maintenance and support services for the Tyler Software, the Maintenance and Support Agreement does not apply to you. Instead, you will only receive ongoing maintenance and support on the Tyler Software on a time and materials basis. In addition, you will: (i) receive the lowest priority under our Support Call Process; (ii) be required to purchase new releases of the Tyler Software, including fixes, enhancements and patches; (iii) be charged our then -current rates for support services, or such other rates that we may consider necessary to account for your lack of ongoing training on the Tyler Software; (iv) be charged for a minimum of two (2) hours of support services for every support call; and (v) not be granted access to the support website for the Tyler Software or the Tyler Community Forum. SECTION E —THIRD PARTY PRODUCTS To the extent there are any Third Party Products set forth in the Investment Summary, the following terms and conditions will apply: 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. Upon payment in full of the Third Party Software license fees, you will receive a non -transferable license to use the Third Party Software and related documentation for your internal business purposes only. Your license rights to the Third Party Software will be governed by the Third Party Terms. 2.1 We will install onsite the Third Party Software. The installation cost is included in the installation fee in the Investment Summary. 2.2 If the Developer charges a fee for future updates, releases, or other enhancements to the Third Party Software, you will be required to pay such additional future fee. 2.3 The right to transfer the Third Party Software to a replacement hardware system is governed by the Developer. You will give us advance written notice of any such transfer and will pay us for any required or requested technical assistance from us associated with such transfer. 3. Third Party Products Warranties. 3.1 We are authorized by each Developer to grant or transfer the licenses 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. Maintenance. If you have a Maintenance and Support Agreement in effect, you may report defects and other issues related to the Third Party Software directly to us, and we will (a) directly address the defect or issue, to the extent it relates to our interface with the Third Party Software; and/or (b) facilitate resolution with the Developer, unless that Developer requires that you have a separate, direct maintenance agreement in effect with that Developer. In all events, if you do not have a Maintenance and Support Agreement in effect with us, you will be responsible for resolving defects and other issues related to the Third Party Software directly with the Developer. SECTION F — INVOICING AND PAYMENT; INVOICE DISPUTES 1. Invoicing and Payment. We will invoice you for all fees set forth in the Investment Summary per our Invoicing and Payment Policy, subject to Section F(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 •:•� tylr 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 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 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 G —TERMINATION For Cause. If you believe we have materially breached this Agreement, you will invoke the Dispute Resolution clause set forth in Section 1(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 1(3). In the event of termination for cause, 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. 2. Lack of Appropriations. If you should not appropriate or otherwise receive funds sufficient to purchase, lease, operate, or maintain the software or services set forth in this Agreement, you may unilaterally terminate this Agreement effective on the final day of the fiscal year through which you have funding. You will make every effort to give us at least thirty (30) days written notice prior to a termination for lack of appropriations. In the event of termination due to a lack of appropriations, you will pay us for all undisputed fees and expenses related to the software and/or services you have received, or we have incurred or delivered, prior to the effective date of termination. Any disputed fees and expenses must have been submitted to the Invoice Dispute process set forth in Section F(2) at the time of termination in order to be withheld at termination. You will not be entitled to a refund or offset of previously paid license and other fees. Force Majeure. Except for your payment obligations, either you or we may terminate this Agreement if a Force Majeure event suspends performance of scheduled tasks for a period of forty- five (45) days or more. In the event of termination due to Force Majeure, you will pay us for all undisputed fees and expenses related to the software and/or services you have received, or we have incurred or delivered, prior to the effective date of termination. Any disputed fees and expenses must have been submitted to the Invoice Dispute process set forth in Section F(2) at the time of termination in order to be withheld at termination. You will not be entitled to a refund or offset of previously paid license and other fees. SECTION H — 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 H(1) will not apply to the extent the claim or adverse final judgment is based on your: (a) use of a previous version of the Tyler Software and the claim would have been avoided had you installed and used the current version of the Tyler Software, and we provided notice of that requirement to you; (b) combining the Tyler Software with any product or device not provided, contemplated, or approved by us; (c) altering or modifying the Tyler Software, including any modification by third parties at your direction or otherwise permitted by you; (d) use of the Tyler Software in contradiction of this Agreement, including with non -licensed third parties; or (e) willful infringement, including use of the Tyler Software after we notify you to discontinue use due to such a claim. 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; (c) replace it with a functional equivalent; or (d) terminate your license and refund the license fees paid for the infringing Tyler Software, as depreciated on a straight-line basis measured over seven (7) years from the Effective Date. We will pursue those options in the order listed herein. 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 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 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. 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) PRIOR TO FORMAL TRANSITION TO MAINTENANCE AND SUPPORT, THE TOTAL ONE-TIME FEES SET FORTH IN THE INVESTMENT SUMMARY; OR (B) AFTER FORMAL TRANSITION TO MAINTENANCE AND SUPPORT, THE THEN - CURRENT ANNUAL MAINTENANCE AND SUPPORT FEE. THE PRICES SET FORTH IN THIS AGREEMENT ARE SET IN RELIANCE UPON THIS LIMITATION OF LIABILITY. THE FOREGOING LIMITATION OF LIABILITY SHALL NOT APPLY TO CLAIMS THAT ARE SUBJECT TO SECTIONS H(1) AND H(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 a Certificate of Insurance within ten (10) business days of the Effective Date. This insurance shall be considered as primary for claims under our Commercial General Liability and Automobile policies that arise out of this Agreement and are between the parties. Tyler agrees to waive all rights of subrogation for claims under our Commercial General Liability and Automobile policies that arise out of this Agreement and are between the parties. The County insurance shall be noncontributory. SECTION I — GENERAL TERMS AND CONDITIONS Additional Products and Services. You may purchase additional products and services at the rates set forth in the Investment Summary for twenty-four (24) months from the Effective Date, and thereafter at our then -current list price, by executing a mutually agreed addendum. If no rate is provided in the Investment Summary, or those twenty-four (24) 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 twenty-four (24) months from the Effective Date. 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, 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. 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. 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, creed, 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, veteran 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 p roj e ct. 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 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 below 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. Address for Notices: Tyler Technologies, Inc. One Tyler Drive Yarmouth, ME 04096 Attention: Chief Legal Officer Jefferson County, WA 1820 Jefferson Street Port Townsend, WA 98368 Attention: 16. Client Lists. You agree that we may identify you by name in client lists, marketing presentations, and 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 10 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 the State of Washington, without regard to its rules on conflicts of law. In the event that any litigation should arise concerning the construction or interpretation of any of the terms of this Agreement, the venue of such action of litigation shall be in the state and federal courts of the State of Washington in and for the County of Jefferson. 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. In accordance with the Washington State Interlocal Cooperative Act RCW 39.34, other municipalities or political subdivisions may purchase the same Software or services from the Contractor. The Contractor reserves 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. The County shall assume no legal or financial responsibility for any transaction between the Contractor and another agency under this Agreement. 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 Maintenance and Support Agreement Schedule 1: Support Call Process ••:;: tyler 11 Exhibit D Third Party Terms Exhibit E Statement of Work 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. By:_ Name: Title: Date: 12 Jefferson County, WA By: Name: Title: Date: •`.. #yler Exhibit A Exhibit A Investment Summary The following Investment Summary details the software, products, 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 ••:tyler �0 technologies Sales Quotation For Jefferson County 1820 Jefferson St Port Townsend, WA 98368-6951 Phone +1 (360) 385-9171 EnerGov Software Core Software: EnerGov Permitting & Land Management Suite (PLM) Extensions: EnerGov Citizen Self Service - Permitting & Land Mgmt (PLM) EnerGov IG Workforce Apps Tyler GIS Sub -Total: ess Discount: TOTAL: Quoted By Date: Quote Expiration: Quote Name: Quote Number: Quote Description: Woody Jackson 5/30/2018 7/7/2018 Jefferson County-LGD-EG-PLM 2018-42170 budget Estimate 5-30-18 Contract Final $2,907.00 30 $15,999.00 1 $999.00 5 $500.00 30 2018-42170 - budget Estimate 5-30-18 Contract Final CONFIDENTIAL Exhibit A $87,210.00 $17,430.00 $15,999.00 $3,200.00 $4,995.00 $1,000.00 $15,000.00 $3,000.00 $123,204.00 $24,630.00 5.36.960.00 $0.00 $86,244.00 $24,630.00 1 of 5 Exhibit A EnerGov Professional Services EnerGov Dynamic Reports Modifications (10 pack) 1 $5,000.00 $5,000.00 $0.00 EnerGov Fundamentals Training 40 $175.00 $7,000.00 $0.00 EnerGov Onsite Training & Production Support Services 120 $175.00 $21,000.00 $0.00 EnerGov Project Management Services 299 $175.00 $52,325.00 $0.00 EnerGov SmallGov Professional Services 1075 $125.00 $134,375.00 $0.00 EnerGov Tidemark Data Conversion - Turnkey 1 $0.00 $0.00 $0.00 TOTAL: $219,700.00 $0.00 Summary One Time Fees Recurring Fees Total Tyler Software $86,244.00 $24,630.00 Total Tyler Services $219,700.00 $0.00 Total 3rd Party Hardware, Software and $0.00 $0.00 Services Summary Total $305,944.00 $24,630.00 Contract Total $330,574.00 (Excluding Estimated Travel Expenses) Estimated Travel Expenses $20,400.00 Optional EnerGov Software Extensions: EnerGov Adv Server Extensions Bundle $15,999.00 1 $15,999.00 $3,200.00 2018-42170 - budget Estimate 5-30-18 Contract Final CONFIDENTIAL 2 of 5 Optional EnerGov Software EnerGov e -Reviews TOTAL $19,999.00 1 Unless otherwise indicated in the contract or Amendment thereto, pricing for optional items will be held for Six (6) months from the Quote date or the Effective Date of the Contract, whichever is later. Customer Approval: Date: Print Name: P.O. #: All primary values quoted in US Dollars EnerGov Discount Detail EnerGov Citizen Self Service - Permitting & Land Mgmt (PLM) EnerGov IG Workforce Apps EnerGov Permitting & Land Management Suite (PLM) Tyler GIS TOTAL: $19,999.00 $35,998.00 Exhibit A $4,000.00 $7,200.00 $15,999.00 $4,800.00 $11,199.00 $3,200.00 $0.00 $3,200.00 $4,995.00 $1,500.00 $3,495.00 $1,000.00 $0.00 $1,000.00 $87,210.00 $26,160.00 $61,050.00 $17,430.00 $0.00 $17,430.00 $15,000.00 $4,500.00 $10,500.00 $3,000.00 $0.00 $3,000.00 $123,204.00 $36,960.00 $86,244.00 $24,630.00 $0.00 $24,630.00 2018-42170 - budget Estimate 5-30-18 Contract Final CONFIDENTIAL 3 of 5 Exhibit A Comments e -Planning requires BlueBeam Revu or Adobe Acrobat Pro. EnerGov Business Scope (Transactions and Automation) Full Services Model o 33 Total unique Business Transaction Types consisting of the following: 0 3 complex transaction types o 21 average transaction types o 9 Best Management Practice Transaction Types (BMP Template) 0 5 unique GeoRules o 10 unique Automation Events (Intelligent Object —IO & Intelligent Automation Agent— IAA) Report Development Services o 10 Dynamic Reports configured Data Conversion -Tidemark Data Source; Tyler will convert the County's Tidemark data at no charge if the County signs a contract in 2018 and purchases EnerGov from Tyler without going to RFP. This can be done via NJPA or amendment of an existing Tyler Contract. Integration -No integrations are included to General Ledger. The County will continue to run reports as needed for GL entry. "Business transaction" is defined by: o Unique workflow or business process steps & actions (including output actions) o Unique Automation logic (IO logic etc) o Unique Fee assessment/configuration definition o Unique Custom fields/forms definition Uniqueness of any of these mentioned parameters regulates the need for a unique business case "BMP Template transaction" is defined by: A pre -defined and pre -configured EnerGov best management business process. "Geo -Rule" is defined by: An automation event that is triggered by a condition configured around the source Esd geodatabase "Intelligent Object (IO)" is defined by: Key components for automatically and reactively triggering geo-rules, computing fees, and generating emails, alerts and other notifications. "Intelligent Automation Agent (IAA)" is defined by: A tool designed to automate task in a proactive manner by setting values and generating emails and other tasks. On a nightly basis, a Windows service sweeps the EnerGov system looking for IAA conditions that have been met, and the associated actions are then performed. The IAA does not generate alerts or errors. Optional Software Any optional software purchased with initial contract will also qualify for the SmallGov discount offered (30%). 2018-42170 - budget Estimate 5-30-18 Contract Final CONFIDENTIAL 4 of 5 Exhibit A Comments 2018-42170 - budget Estimate 5-30-18 Contract Final CONFIDENTIAL 5 of 5 Exhibit B tyler 4echnologles Exhibit B Invoicing and Payment Policy We will provide you with the software and services set forth in the Investment Summary. Capitalized terms not otherwise defined will have the meaning assigned to such terms in the Agreement. Invoicing: We will invoice you for the applicable license and services fees in the Investment Summary as set forth below. Your rights to dispute any invoice are set forth in the Agreement. 1. Tyler Software. 1.1 License Fees: License fees are invoiced as follows: (a) 25% on the Effective Date; (b) 60% on the date when we make the applicable Tyler Software available to you for downloading (the "Available Download Date"); and (c) 15% on the earlier of use of the Tyler Software in live production or 180 days after the Available Download Date. 1.2 Maintenance and Support Fees: Year 1 maintenance and support fees are waived for the one (1) year period commencing on the Effective Date. Subsequent maintenance and support fees, at our then -current rates, will be invoiced annually in advance of each anniversary of the Effective Date. The foregoing notwithstanding, increases to annual maintenance and support fees shall not exceed the following: • Year 2: no increase over Year 1 (unwaived) maintenance fees. • Year 3: Three percent (3%) over Year 2 maintenance fees. • Year 4: Four percent (4%) over Year 3 maintenance fees. • Year 5: Five percent (5%) over Year 4 maintenance fees. • Years 6 through 10: Five percent (5%) over the prior year maintenance fees. Any increase to annual maintenance and support fees after year 10 which is greater than 5% from the prior year will require written notification at least 90 days prior to the increase so the County can budget accordingly or make other software arrangements. Professional Services. Implementation and other professional services (including training) are billed and invoiced as delivered, at the rates set forth in the Investment Summary, provided that the Client may retain ten percent (10%) of the Implementation service fees associated with a given implementation stage, as detailed in the Statement of Work, with such retention to be invoiced no later than ten (10) days after go -live or thirty (30) days after completion of User Acceptance, whichever is later. In no case shall the retainage be released later than twenty-four (24) months after the mutually agreed upon date for the project kickoff. !er Exhibit B 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. 4. Expenses. The service rates in the Investment Summary do not include travel expenses. Expenses 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 at 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: Bank: Wells Fargo Bank, N.A. 420 Montgomery San Francisco, CA 94104 ABA: 121000248 Account: 4124302472 Beneficiary: Tyler Technologies, Inc. — Operating Pj tyler ► technologies Exhibit B Schedule 1 Business Travel Policy 1. Air Travel A. Reservations & Tickets Exhibit B Schedule 1 • •••••• Tyler's Travel Management Company (TMC) 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. 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 Exhibit B Schedule 1 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. 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. 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 ty er Exhibit B Schedule 1 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 Defense 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 Lunch and dinner Depart after 12:00 noon Dinner Return Day Return before 12:00 noon Breakfast Return between 12:00 noon & 7:00 p.m. Breakfast and lunch Return after 7:00 p.m.* 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. S. 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. 3 Exhibit B Schedule 1 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. Exhibit C tyler 0 echnologies Exhibit C Maintenance and Support Agreement We will provide you with the following maintenance and support services for the Tyler Software. Capitalized terms not otherwise defined will have the meaning assigned to such terms in the Agreement. Term. We provide maintenance and support services on an annual basis. The initial term commences on the Effective Date, and remains in effect for one (1) year. The term will renew automatically for additional one (1) year terms unless terminated in writing by either party at least thirty (30) days prior to the end of the then -current term. We will adjust the term to match your first use of the Tyler Software in live production if that event precedes the one (1) year anniversary of the Effective Date. Maintenance and Support Fees. Your year 1 maintenance and support fees for the Tyler Software are listed in the Investment Summary, and your payment obligations are set forth in the Invoicing and Payment Policy. We reserve the right to suspend maintenance and support services if you fail to pay undisputed maintenance and support fees within thirty (30) days of our written notice. We will reinstate maintenance and support services only if you pay all past due maintenance and support fees, including all fees for the periods during which services were suspended. 3. Maintenance and Support Services. As long as you are not using the Help Desk as a substitute for our training services on the Tyler Software, and you timely pay your maintenance and support fees, we will, consistent with our then -current Support Call Process: 3.1 perform our maintenance and support obligations in a professional, good, and workmanlike manner, consistent with industry standards, to resolve Defects in the Tyler Software (limited to the then -current version and the immediately prior version); provided, however, that if you modify the Tyler Software without our consent, our obligation to provide maintenance and support services on and warrant the Tyler Software will be void; 3.2 provide telephone support during our established support hours; 3.3 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; 3.4 provide you with a copy of all major and minor 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 3.5 provide non -Defect resolution support of prior releases of the Tyler Software in accordance with our then -current release life cycle policy. 4. Client Responsibilities. We will use all reasonable efforts to perform any maintenance and support ler Exhibit C services remotely. Currently, we use a third -party secure unattended connectivity tool called Bomgar, as well as GotoAssist by Citrix. Any remote access to your servers shall be initiated by you and your employees. 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 on the server(s) dedicated to the Tyler EnerGov software only, 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 a VPN for backup connectivity purposes. 5. Hardware and Other Systems. If you are a self -hosted customer and, in the process of diagnosing a software support issue, it is discovered that one of your peripheral systems or other software is the cause of the issue, we will notify you so that you may contact the support agency for that peripheral system. We cannot support or maintain Third Party Products except as expressly set forth in the Agreement. In order for us to provide the highest level of software support, you bear the following responsibility related to hardware and software: (a) All infrastructure executing Tyler Software shall be managed by you; (b) You will maintain support contracts for all non -Tyler software associated with Tyler Software (including operating systems and database management systems, but excluding Third -Party Software, if any); and (c) You will perform daily database backups and verify that those backups are successful. Other Excluded Services. Maintenance and support fees do not include fees for the following services: (a) initial installation or implementation of the Tyler Software; (b) onsite maintenance and support (unless Tyler cannot remotely correct a Defect in the Tyler Software, as set forth above); (c) application design; (d) other consulting services; (e) maintenance and support of an operating system or hardware, unless you are a hosted customer; (f) support outside our normal business hours as listed in our then -current Support Call Process; or (g) installation, training services, or third party product costs related to a new release. Requested maintenance and support 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. 7. Current Support Call Process. Our current Support Call Process for the Tyler Software is attached to this Exhibit C at Schedule 1. fi _•��� ••• A tyler • technologies 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 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 Level Characteristics of Support Incident Resolution Targets 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 application failure or unavailability in reasonable efforts to resolve such support incidents or 1 one or more of the client's remote provide a circumvention procedure within one (1) Critical location; or (c) systemic loss of business day. For non -hosted customers, Tyler's multiple 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 incidents within four (4) business hours of receipt of the essential functionality affecting more support incident. Tyler shall use commercially than one user or (b) loss or corruption reasonable efforts to resolve such support incidents or 2 of data. provide a circumvention procedure within ten (10) High 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. '• tyler Exhibit C Schedule 1 Priority Level Characteristics of Support Incident Resolution Targets Priority Level 1 incident with an Tyler shall provide an initial response to Priority Level 3 existing circumvention procedure, or a incidents within one (1) business day of receipt of the Priority Level 2 incident that affects support incident. Tyler shall use commercially only one user or for which there is an reasonable efforts to resolve such support incidents 3 existing circumvention procedure. without the need for a circumvention procedure with Medium 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. 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. { yle Exhibit D 01 0646t tyler 1009 10 technologies Exhibit D 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 Customers 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 users 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. (5) 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 k r Exhibit D 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. 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. Exhibit E Statement of Work Enterprise Group, Tyler Technologies Prepared for: Jefferson County David Olsen 1820 Jefferson St; Mt. Vernon WA 98368 Prepared by: Woody Jackson 2160 Satellite Blvd., Suite 300, Duluth, GA 30097 Tyler Technologies, Inc. www.tylertech.com • Revised: 6/26/2017 tyler •�•• Exhibit E Table of Contents 1 EXECUTIVE SUMMARY.................................................................................................................5 1.1 PROJECT OVERVIEW............................................................................................................................ 5 1.2 PRODUCT SUMMARY...........................................................................................................................5 1.3 PROJECT TIMELINE..............................................................................................................................5 1.4 PROJECT METHODOLOGY OVERVIEW..................................................................................................... 5 2 PROJECT GOVERNANCE...............................................................................................................6 2.1 CLIENT GOVERNANCE.......................................................................................................................... 6 2.1.1 Client Project Manager........................................................................................................... 6 2.1.2 Steering Committee................................................................................................................. 6 2.1.3 Executive Sponsor(s)................................................................................................................ 7 2.2 TYLER GOVERNANCE............................................................................................................................7 2.2.1 Tyler Project Manager............................................................................................................. 7 2.2.2 Tyler Implementation Management....................................................................................... 7 2.2.3 Tyler Executive Management.................................................................................................. 7 2.3 ACCEPTANCE AND ACKNOWLEDGMENT PROCESS..................................................................................... 7 3 OVERALL PROJECT ASSUMPTIONS...............................................................................................9 3.1 PROJECT, RESOURCES AND SCHEDULING................................................................................................. 9 3.2 DATA CONVERSION............................................................................................................................. 9 3.3 DATA EXCHANGES, MODIFICATIONS, FORMS AND REPORTS.....................................................................10 3.4 HARDWARE AND SOFTWARE............................................................................................................... 10 3.5 ENVIRONMENTS AND DATABASES........................................................................................................10 3.6 EDUCATION......................................................................................................................................11 3.7 ASSUMPTION MITIGATION................................................................................................................. 11 4 IMPLEMENTATION STAGES........................................................................................................12 4.1 WORK BREAKDOWN STRUCTURE (WBS).............................................................................................. 12 4.2 INITIATE & PLAN (STAGE 1)................................................................................................................ 14 4.2.1 Tyler Internal Coordination & Planning.................................................................................14 4.2.2 System Infrastructure Planning.............................................................................................15 4.2.3 Project/Phase Planning.........................................................................................................16 4.2.4 Project Schedule....................................................................................................................17 4.2.5 Stakeholder Presentation......................................................................................................18 4.2.6 Control Point 1: Initiate & Plan Stage Acceptance................................................................19 4.3 ASSESS & DEFINE (STAGE 2)............................................................................................................... 20 4.3.1 Fundamentals Review...........................................................................................................20 4.3.2 Current/Future State Analysis............................................................................................... 21 2/68 • tyler Exhibit E 4.3.3 Data Conversion Planning & Mapping*................................................................................22 5.1.1 4.3.4 Standard 3rd Party Data Exchange Planning........................................................................23 5.1.2 4.3.5 Customization Analysis & Specification, if contracted.......................................................... 24 4.3.6 Forms & Reports Planning.....................................................................................................25 5.1.4 4.3.7 System Deployment...............................................................................................................26 5.1.5 4.3.8 Control Point 2: Assess & Define Stage Acceptance..............................................................27 5.1.6 4.4 BUILD & VALIDATE (STAGE 3)............................................................................................................. 29 4.4.1 Configuration & Power User Training...................................................................................29 5.2.1 4.4.2 Data Conversion & Validation...............................................................................................30 5.2.2 4.4.3 Standard 3rd Party Data Exchange Validation.....................................................................31 5.2.3 4.4.4 Customization Delivery & Validation, if contracted.............................................................. 32 4.4.5 Forms & Reports Validation..................................................................................................33 5.2.5 4.4.6 Control Point 3: Build & Validate Stage Acceptance.............................................................34 4.5 FINAL TESTING& TRAINING (STAGE 4) .................................................................................................35 4.5.1 Cutover Planning...................................................................................................................35 4.5.2 User Acceptance Testing(UAT).............................................................................................36 4.5.3 End User Training.................................................................................................................. 37 4.5.4 Control Point 4: Final Testing & Training Stage Acceptance ................................................. 38 4.6 PRODUCTION CUTOVER (STAGE 5).......................................................................................................39 4.6.1 Final Data Conversion, if applicable......................................................................................39 4.5.2 Production Processing & Assistance......................................................................................40 4.6.3 Transition to Tyler Support.................................................................................................... 41 4.6.4 Schedule Post -production Services, if applicable..................................................................42 4.6.5 Control Point 5: Production Cutover Stage Acceptance........................................................ 43 4.7 PHASE/PROJECT CLOSURE STAGE 6)...................................................................................................44 4.7.1 Close Phase/Project...............................................................................................................44 4.7.2 Control Point 6: Phase/Project Closure Stage Acceptance....................................................45 5 ROLES AND RESPONSIBILITIES....................................................................................................46 5.1 TYLER ROLES AND RESPONSIBILITIES.....................................................................................................46 5.1.1 Tyler Executive Management................................................................................................ 46 5.1.2 Tyler Implementation Management.....................................................................................46 5.1.3 Tyler Project Manager........................................................................................................... 46 5.1.4 Tyler Implementation Consultant..........................................................................................47 5.1.5 Tyler Sales.............................................................................................................................. 48 5.1.6 Tyler Software Support .......................................................................................................... 48 5.2 COUNTY ROLES AND RESPONSIBILITIES.................................................................................................48 5.2.1 County Executive Sponsor..................................................................................................... 48 5.2.2 County Steering Committee.................................................................................................. 48 5.2.3 County Project Manager.......................................................................................................49 5.2.4 County Functional Leads....................................................................................................... 50 5.2.5 County Power Users..............................................................................................................51 3/68 `yl re►1 • a#ice i Exhibit E 5.2.6 County End Users...................................................................................................................51 5.2.7 County Technical Support......................................................................................................51 5.2.8 County Upgrade Coordinator................................................................................................52 5.2.9 County project Toolset Coordinator...................................................................................... 52 5.2.10 County Change Management Lead.......................................................................................52 6 GLOSSARY....................................................................... 7 DATA CONVERSION PROCESS FOR ENERGOV ENTERPRISE SERVER ................53 ................56 7.1 OVERVIEW: ...................................................................................................................................... 56 7.2 MODULARIZED DESIGN: ..................................................................................................................... 56 7.3 REQUIRED FIELDS: ............................................................................................................................. 56 7.4 CUSTOM FIELDS (ANY FIELDS NOT AVAILABLE IN THE MASTER TABLE FOR THE MODULE IN QUESTION): ............. 56 7.5 GAP HANDLING (WHERE LEGACY DATA DOESN'T FIT ANYWHERE WITHIN EG—TEMPLATE): ............................. 57 7.6 CONTACTS: ...................................................................................................................................... 57 7.7 MULTIPLE LEGACY DATA SOURCES: ...................................................................................................... 57 7.8 OVERALL ARCHITECTURE OF CONVERSION: ................... I ........................................................................ 57 7.9 PROGRESSION OF CONVERSION DEVELOPMENT PROCESS: ....................................................................... 59 7.10 PROGRESSION OF FINAL CONVERSION CUTOVER PROCESS (GO -LIVE): .................................................... 60 7.11 DATA IMPORT AREAS: .................................................................................................................... 60 7.12 BUSINESS AND PROFESSIONAL LICENSING.......................................................................................... 60 7.13 CODE CASE MANAGEMENT............................................................................................................. 60 7.14 PERMITTING.................................................................................................................................61 7.15 PLAN MANAGEMENT..................................................................................................................... 61 8 TYLER RESOURCES PURCHASED.................................................................................................63 8.1 8.2 8.3 8.4 8.5 8.6 8.7 8.8 8.9 8.10 BILLABLE HOURSE AND EXPENSES IN SCOPE...........................................................................................63 BUSINESS SCOPE (TRANSACTIONS AND AUTOMATION)............................................................................ 63 "BUSINESS TRANSACTION" IS DEFINED BY: ..................................................................... "BMP TEMPLATE TRANSACTION" IS DEFINED BY: ........................................................... "GEO-RULE" IS DEFINED BY: ....................................................................................... "INTELLIGENT OBJECT (10)" IS DEFINED BY: ................................................................... "INTELLIGENT AUTOMATION AGENT (IAA)" IS DEFINED BY: ............................................. "ENERGOV SDK API (TOOLKITS" ARE DEFINED BY: ........................................................ ESTIMATEDTIMELINE................................................................................................ PROJECT METHODOLOGY OVERVIEW........................................................................ 9 STAGE ACCEPTANCE FORM .................................................... 10 JEFFERSON COUNTY - CHANGE ORDER [X] ........................... 4/68 ........................ 63 ........................ 63 ........................ 63 ........................ 64 ........................ 64 ........................ 64 ........................ 65 ........................ 65 ....66 ................................................67 tyle1 Exhibit E 1 Executive Summary 1.1 Project Overview The Statement of Work (SOW) documents the Project Scope, methodology, roles and responsibilities, implementation stages, and deliverables for the implementation of Tyler products. The Project goals are to offer Jefferson County the opportunity to make the County more accessible and responsive to external and internal customer needs and more efficient in its operations through: • Streamlining, automating, and integrating business processes and practices • Providing tools to produce and access information in a real-time environment • Enabling and empowering users to become more efficient, productive and responsive • Successfully overcoming current challenges and meeting future goals 1.2 Product Summary Below is a summary of the products included in this Project, as well as reference to the County's functional area utilizing the Tyler product(s). Refer to the Implementation Stages section of this SOW for information containing detailed service components. [PRODUCT] [APPLICATION] EnerGov Permitting & Land Management EnerGov Citizen Self Service EnerGov iG Workforce Tyler Tyler GIS 1.3 Project Timeline The Project Timeline establishes a start and end date for each Stage of the Project. Developed during the Initiate & Plan Stage and revised as mutually agreed to, if needed, the timeline accounts for resource availability, business goals, size and complexity of the Project, and task duration requirements. 1.4 Project Methodology Overview Tyler bases its implementation methodology on the Project Management Institute's (PMI) Process Groups (Initiating, Planning, Executing, Monitoring & Controlling, and Closing). Using this model, Tyler developed a 6 -stage process specifically designed to focus on critical project success measurement factors. 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 County's complexity, and organizational needs. 5/68 i yler iiia Exhibit E 2 Project Governance The purpose of this section is to define the resources required to adequately establish 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 also defines the structure for issue escalation and resolution, Change Control review and authority, and organizational Change Management activities. The preliminary governance structure establishes a clear escalation path when issues and risks require escalation above the Project Manager level. Further refinement of the governance structure, related processes, and specific roles and responsibilities occurs during the Initiate & Plan Stage. The path below illustrates an overall team perspective where Tyler and the County collaborate to resolve project challenges according to defined escalation paths. In the event Project Managers do not possess authority to determine a solution, resolve an issue, or mitigate a risk, Tyler implementation management and the County steering committee become the escalation points to triage responses prior to escalation to the County 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. The County and Tyler executive sponsors serve as the final escalation point. 2.1 Client Governance Depending on the County's organizational structure and size, the following governance roles may be filled by one or more people: 2.1.1 Client Project Manager The County's Project Manager(s) coordinate project team members, subject matter experts, and the overall implementation schedule and serves as the primary point of contact with Tyler. The County Project Manager(s) will be responsible for reporting to the County steering committee and determining appropriate escalation points. 2.1.2 Steering Committee The County steering committee understands and supports the cultural change necessary for the Project and fosters an appreciation of the Project's value throughout the organization. Oversees the County Project Manager(s) and the Project as a whole and through participation in regular internal meetings, the County steering committee remains updated on all project progress, project decisions, and achievement of project milestones. The County steering committee also provides support to the County Project Manager(s) by communicating the importance of the Project to all impacted departments. The County steering committee is responsible for ensuring the Project has appropriate resources, provides strategic direction to the project team, for making timely decisions on critical project issues or policy decisions. The County steering committee also serves as primary level of issue resolution for the Project. 6/68 •00. ty'e1 s Exhibit E 2.1.3 Executive Sponsor(s) The County's executive sponsor provides support to the Project by allocating resources, providing strategic direction, and communicating key issues about the Project and the Project's 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 County steering committee, Project Manager(s), and Functional Leads to make critical business decisions for the County. 2.2 Tyler Governance 2.2.1 Tyler Project Manager The Tyler Project Manager(s) have direct involvement with the Project and coordinates Tyler project team members, subject matter experts, the overall implementation schedule, and serves as the primary point of contact with the County. As requested by the County, the Tyler Project Manager(s) provide regular updates to the County's steering committee and other Tyler governance members. 2.2.2 Tyler Implementation Management Tyler implementation management has indirect involvement with the Project and is part of the Tyler escalation process. Tyler Project Manager(s) consult implementation management on issues and outstanding decisions critical to the Project. Implementation management works toward a solution with the Tyler Project Manager(s) or with the County management, as appropriate. Tyler executive management is the escalation point for any issues not resolved at this level. The name(s) and contact information for this resource will be provided and available to the project team. 2.2.3 Tyler Executive Management 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. The name(s) and contact information for this resource will be provided and available to the project team. 2.3 Acceptance and Acknowledgment Process All Deliverables and Control Points must be accepted or acknowledged following the process below. Acceptance requires a formal sign -off while acknowledgement may be provided without formal sign -off at the time of delivery. The following process will be used for accepting or acknowledging Deliverables and Control Points: • The County shall have five (5) business days from the date of delivery, or as otherwise mutually agreed upon by the parties in writing, to accept or acknowledge each Deliverable or Control Point. If the County does not provide acceptance or acknowledgement within five (5) business 7/68 tyier Exhibit E days, or the otherwise agreed upon timeframe, not to be unreasonably withheld, Tyler deems the Deliverable or Control Point as accepted. If the County does not agree the particular Deliverable or Control Point meets requirements, the County 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 County 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 County does not provide acceptance or acknowledgement 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. 8/68 �.,. tyler Exhibit E 3 Overall Project Assumptions 3.1 Project, Resources and Scheduling • Project activities will begin, as mutually agreed to, after the Agreement has been fully executed. • The County and Tyler can allocate additional internal resources if needed. The County also ensures the alignment of their budget and Scope expectations. • The County and Tyler ensure that the assigned resources are available, they buy -into the change process, and they 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, buy -in, and knowledge. • Tyler and the County provide adequate resources to support the efforts to complete the Project as scheduled and within the constraints of the project budget. • Abbreviated timelines and overlapped Phases can result in project delays if there are not sufficient resources assigned to complete all required work as scheduled. • Changes to Project Plan, availability of resources or changes in Scope may result in schedule delays, which may result in additional charges to the Project. • Tyler provides a written agenda and notice of any prerequisites to the County Project Manager(s) ten (10) business days prior to any scheduled on site or remote sessions. • Tyler provides notice of any prerequisites to the County Project Manager(s) a minimum of ten (10) business days prior to any key deliverable due dates. • County users complete prerequisites prior to applicable scheduled activities. • Tyler provides guidance for configuration and processing options available within the Tyler software. The County is responsible for making decisions based on the options available. • In the event the County may elect to add and/or modify current business policies during the course of this Project, such policy changes are solely the County's responsibility to define, document, and implement. • The County makes timely Project related decisions in order to achieve scheduled due dates on tasks and prepare for subsequent training sessions. Decisions left unmade may affect the schedule, as each analysis and implementation session builds on the decisions made in prior sessions. • Tyler considers additional services out of Scope and requires additional time and costs be requested via Change Request approved through the Change Control process. • The County will respond to information requests in a comprehensive and timely manner, in accordance with the Project Plan. 3.2 Data Conversion • The County is readily able to produce the needed data files from a static database for conversion from the Legacy System to provide them to Tyler on the specified due date(s). At the time the Legacy System data file is extracted, the County will produce reports and detail screen captures to reconcile the converted data. • Each Legacy System data file submitted for conversion includes all associated records in a single approved file layout. • The County will grant Tyler access to the Legacy System to assist with understanding data relationships to improve the accuracy and quality of the converted data. 9/68 ty'Gr ��•� i Exhibit E The County understands the Legacy System data file must be in the same format each time 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. During this process, the County may need to correct data scenarios in their Legacy System prior to the final data pull. This is a complex activity and requires due diligence by the County to ensure all data pulled includes all required data and the Tyler system contains properly mapped data. During Production Cutover, the County may need to manually add or correct data after data has been loaded into the production database as mutually agreed to prior to the load. 3.3 Data Exchanges, Modifications, Forms and Reports • The County ensures the 3rd party data received conforms to a Tyler standard format. • The 3rd party possesses the knowledge of how to program their portion of the interaction and understands how to manipulate the data received. • Client is on a supported, compatible version of the P party software or Tyler Standard Data Exchange tools may not be available. • The County is willing to make reasonable business process changes rather than expecting the product to conform to every aspect of their current system/process. • Any Modification requests not expressly stated in the contract are out of Scope. Modifications requested after contract signing have the potential to change cost, Scope, schedule, and production dates for project Phases. Modification requests not in Scope must follow the Project Change Control process. • The County's testing environment contains the Tyler software version required for delivery of the Modification prior to the scheduled delivery date for testing • The County is responsible for verifying the performance of the Modification as defined by the specification 3.4 Hardware and Software • Tyler will initially install the most current generally available version of the purchased Tyler software. • The County will provide network access for Tyler modules, printers, and Internet access to all applicable County and Tyler project staff. • The County has in place all hardware, software, and technical infrastructure necessary to support the Project. • The County's system hardware and software meet Tyler standards to ensure sufficient speed and operability of Tyler software. Tyler will not support use of software if the County does not meet minimum standards of Tyler's published specifications. 3.5 Environments and Databases Tyler will establish three (3) software environments and three (3) databases for the Project. The environments will be production, train and test. Each environment will have a corresponding database named the same as the environments; production database, train database and test database The test environment will be used by Tyler to build the solution. Tyler will use the test database for testing and reviewing converted data. Tyler will also use the test database to present 10/68 •ty'e1 0 Exhibit E completed Deliverables to the County for acceptance. Once Deliverables have been accepted, they will be moved to the production and train environments The train database will be used by the County for reviewing the converted data, testing, and training At Production Cutover the production database will be used for processing daily functions 3.6 Education • Throughout the Project lifecycle, the County provides a training room for Tyler staff to transfer knowledge to the County's resources, for both onsite and remote sessions. The County will provide staff with a location to practice what they have learned without distraction. If Phases overlap, the County will provide multiple training facilities to allow for independent sessions scheduling without conflict. • The training room is set up in a classroom setting. The County determines the number of workstations in the room. Tyler recommends every person attending a scheduled session with a Tyler Consultant or Trainer have their own workstation. However, Tyler requires there be no more than two (2) people at a given workstation. • The County provides a workstation which connects to the Tyler system for the Tyler trainer conducting the session. The computer connects to a County provided projector, allowing all attendees the ability to actively engage in the training session. • Tyler is responsible for providing formal training on all functional areas of the software to the County's designated Power Users. The County will designate up to fifteen (15) Power Users for any specific class. The Power Users will vary based on agenda topics and area of the assessment office that the class pertains to. Power Users will then be empowered with the knowledge to conduct training to County End Users. In addition, informal education will occur leading up to the formal training sessions. Every time Tyler resources work with County staff to demonstrate a specific function/feature/executable with the County is an opportunity to better understand and appreciate the Tyler solution • Tyler will conduct one (1) formal training session for each of the functional areas of the software. The functional areas covered will allow the County to utilize the software. The County is responsible for assigning the appropriate Power Users to attend these sessions • Tyler follows a train -the -trainer approach to allow County Power Users attending the sessions to disseminate the knowledge being learned during Tyler lead sessions to other County users • Users performing User Acceptance Testing (UAT) have attended all applicable training sessions prior to performing UAT. 3.7 Assumption Mitigation • In the event that any assumptions are not met or prove to be invalid the parties agree to work in good faith to mitigate any resulting issues 11/68 •• tyler Exhibit E 4 Implementation Stages 4.1 Work Breakdown Structure (WBS) The Work Breakdown Structure (WBS) is a hierarchical representation of a Project or Stage 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 Plan, developed during Initiate & Plan and finalized during Assess & Define, will list 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. 12/68 tyle1 Exhibit E 1.1.0 1.2.0 1.3.0 1.4.0 1.5.0 1.6.0 Initiate & Plan Assess & Build & Final Testing & Production Phase/Project Define Validate Training Cutover Closure 11 1 l.z.l 13.3 1A.1 Is.l 1 6 1 Tyler Internal Fundamentals Configuration & Final Data Close Phase/ Coordination & Review Power User Cutover Planning Conversion Project Planning ----- �, Training --- r.-. 1.61 1.4.2 1.52 i �_-_`1-2.2 __ -_ !� L3.2 '-- CONTROL POINT 1'1'2 ----" .User Acceptance Production Current/Future 6: Phase(Project Data Conversion Testing Processing & Closure Stage e System j State Analysis g !, infrastructure __. &Validation "_ Assistance Acceptance Planning -- 1..3 _ 1.33 5 3 Data Conversion - ----- End User Training - - - - - �L13 Standard 3r° - Transitionto --- -- - Planning & Project/Phase Mapping Pa Data - Tyler Support Party i 1.4.4 Planning "- -" Exchange t— _ - Validation I CONTROL POINT-- - 4: Final Training is a - - -� Standard 3'd 13A & Testing Stage Schedule Post Protect Schedule [ Party Data - _ - Acceptance Live Services, if ����"`` Modification ---- ---- Exchange Delivery& applicable Planning Validation* - 1.1.5-_- _.. _. L55 Stakeholder z s 1.3.5 CONTROL POINT Presentation Modification 5: Production ---- ---- Analysis & Forms & Reports Cutover Stage Specification' Validation Acceptance CONTROL POINT 1: Initiate & Plan 1.2.6 JBuIld Stage Acceptance Forms &Reports+ j Planning POINT '< ..._ System Deployment_ 2.2.& CONTROL POINT 2: Assess & Define Stage Acceptance iii * - If included in project scope 13/68 *00. tyl r 40 Exhibit E 4.2 Initiate & Plan (Stage 1) The Initiate & Plan Stage creates a foundation for the Project through identification of County and Tyler Project management teams, development of implementation management plans, and the provision and discussion of system infrastructure requirements. County participation in gathering information is critical. Tyler Project management teams present initial plans to stakeholder teams at Stage end. 4.2.1 Tyler Internal Coordination & Planning Prior to Project commencement, Tyler management staff assigns Project Manager(s). Tyler provides the County with initial Project documents used in gathering basic information, which aids in preliminary planning and scheduling. County participation in gathering requested information by provided deadlines ensures the Project moves 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 the County's team. During this step, Tyler will work with the Client to establish the date(s) for the Project/Phase Planning session. RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed STAGE 1 Tyler Internal Coordination & Planning TYLER CLIENT N C L a 6 M O � aJ Cp C y vi C v a! CL i Q F ro a) C O N C O 41 U X w x w on O �-+ O O r; ,n O U ca C [O C Q1 C C O Y O d C O Q C E a! UO l0 (d _ -O rd .� ca fo C cu '� ro vi Q O N O_ v) O_ U C ra C ra vi ,� C W vi w _ O O U j a) QJ O U N C O aJ E 'Q 2 aI C O� O a X w_ O Q E m O N 7 U W M X W Y (n d 7 LL U O d O 0 W a) F d D TASKS v `va}c _ _ _a w a c w c W c a) c W c a c v c v Cv T c a, T T TI U U I U I U I U U I U I U I U U lu Assign Tyler Project Manager A R I I I Provide initial Project documents to A I R C I Client Sales to Implementation knowledge A I R C transfer Internal planning and phase A R C coordination 14/68 }yler • Exhibit E 4.2.2 System Infrastructure Planning The County provides, purchases or acquires hardware according to hardware specifications provided by Tyler and ensures it is available at the County's site. The County completes the system infrastructure audit, ensuring vital system infrastructure information is available to the Tyler implementation team, and verifies all hardware compatibility with Tyler solutions. RACI MATRIX KEY: R= Responsible A= Accountable C= Consulted I= Informed STAGE 1 Tyler Internal Coordination & Planning TYLER CLIENT C c v na `o NEtf Gp y - J c B c CU Q a) X a1 C N O O LU c LU -+ 0 O !_ E y M.0 w 0 O O_ c O Q O E. ra v J @ L = co J O O ca c C ra c > ria � O N a O U oa ca C E O O ~ U != V v i= o _Y E: 'C � o UD a� Q) U E c t O v v c cca 3 Q. C u to ao TASKS W E2 — 2 >_ — Om U LU N LL LL U d W d iv v v v v iv v v v c v c v c v c v v c v c v c v c v c a� c v U I U I U I U U I U I U Provide system hardware specifications I R A I C Make hardware available for I C A R Installation Install system hardware, if applicable I C A R Complete system infrastructure audit I C A R 15/68 ••,. tyler Exhibit E 4.2.3 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. The Tyler Project Manager(s) deliver an Implementation Management Plan, which is mutually agreeable by County and Tyler. RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed STAGE 1 Tyler Internal Coordination & Planning TYLER CLIENT c C o C Y Q Q E M O J C a c �6 ° O U1 (9 ° U X w w dD O +� 0 O ,"., ,n E CU _6 ca U C. @ OW 7- O ry 2 8 Q C ° O- Q' O O a E O N J W ra 0 Z:M C v O O O a ccc G a C C�-yy N (d i UO A-+ ° DJ -O v a a U a 'o a a+ ° U M W �n E ° v Ui-+ C t '^ a C C a E a-' c OCA a ra 3 y (p fl a C U v rL a X w a E (B O LL U U a v, n a) w V) LL c LL r o U LL a c w d Q 0 TASKS a _ a N _ a a a a a a C a C a C N C a C C N N C N y C a _ C AJ _ C a _ C Al Perform Project/Phase Planning A R I C C I Deliver implementation A R C C I management plan 16/68 tyles Exhibit E 4.2.4 Project Schedule Client and Tyler will mutually develop an initial Project schedule. The initial schedule includes, at minimum, enough detail to begin Project activities while the detailed Project Plan/schedule is being developed and refined. RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed STAGE 1 Tyler Internal Coordination & Planning TYLER CLIENT c —° c Q O E E O c c O iv U w W 2 O � v, 'aro E O N U O C C O .O N d O OEQ E 0) 'J`n a 'OO@ !CO C fCB O OOQ O U J m mt> cN O, O U .y a E E O O E "j U O U = a� U 'O N ac fl O 'o Q° U E c v v X W a 'o c c c o s a 3 o a 0- a, o c U W a 'o CL TASKS W E — d E — O U M W — (n — d — LL — U — d — 0 — W — I- d Y D c a`� a� a a` `v a` v a` v c v c v c a c c a c v c v c v c a c v v U I U I U I U U U U U I U I U I U Develop initial Project schedule A R I C I I Deliver Project Plan and schedule for A R I I I C C I I I Project Phase Client reviews Project Plan & initial C I A R C C C schedule Client approves Project Plan & initial I I A R C C I I I I I schedule 17/68 tyle 0 Exhibit E 4.2.5 Stakeholder Presentation County stakeholders join Tyler Project Management to communicate successful Project criteria, Project goals, Deliverables, a high-level milestone schedule, and roles and responsibilities of Project participants. RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed STAGE 1 Tyler Internal Coordination & Planning TYLER CLIENT C N c0 N C CQ N N E E QJ J C '� O NmC C u C Lu C d I U — 'OQ 6 @ O C O co O N 0 Q C fl- O n O J m m =_ C m � O O O > C C 41 > C O CC cn Vl �° U Q1 U 90 C co O W 5 N E vi 41 _ U O �, U '6 Y L) v C C °' c 1-� U v o E v U N N E !_ Yo = U v v x— v U 'p ._ r_ c c b0 m t 3 o - Q- v -C c c u U 'p (O n TASKS X w_ a_ E o O LL U ld n W In d LL c U c d c 0 c W - d c v c v c v v a� v a c aD c a c v c a — _ _ — — _ — _ _ — — Present overview of Project Deliverables, project schedule and A R I I I I C I I I I I I I roles and responsibilities Communicate successful Project I R C A C I I C I I criteria and goals 18/68 tyle1 • • Exhibit E 4.2.6 Control Point 1: Initiate & Plan Stage Acceptance Acceptance criteria for this Stage includes completion of all criteria listed below. Advancement to the Assess & Define Stage is dependent upon Tyler's receipt of the Stage Acceptance. 4.2.6.1 Initiate & Plan Stage Deliverables • Implementation Management Plan o Objective: Update and deliver baseline management plans to reflect the approach to the County's Project. o Scope: The Implementation Management addresses how communication, quality control, risks/issues, resources and schedules, and Software Upgrades (if applicable) will be managed throughout the lifecycle of the Project. o Acceptance criteria: County reviews and acknowledges Implementation Management Plan • Project Plan/Schedule o Objective: Provide a comprehensive list of tasks, timelines and assignments related to the Deliverables of the Project. o Scope: Task list, assignments and due dates o Acceptance criteria: County acceptance of schedule based on County resource availability and Project budget and goals. 4.2.6.2 Initiate & Plan Stage Acceptance Criteria • Hardware Installed • System infrastructure audit complete and verified • Implementation Management Plan delivered • Project Plan/Schedule delivered; dates confirmed • Stakeholder Presentation complete 19/68 • I tyles • Exhibit E 4.3 Assess & Define (Stage 2) The primary objective of Assess & Define is to gather information about current County business processes and translate the material into future business processes using Tyler Applications. Tyler uses a variety of methods for obtaining the information, all requiring County collaboration. The County shall provide complete and accurate information to Tyler staff for analysis and understanding of current workflows and business processes. 4.3.1 Fundamentals Review Fundamentals Review provides functional leads and Power Users an overall understanding of software capabilities prior to beginning current and future state analysis. The primary goal is to provide a basic understanding of system functionality, which provides a foundation for upcoming conversations regarding future state processing. Tyler utilizes a variety of methods for completing fundamentals training including the use of eLearning, videos, documentation, and walkthroughs. RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed STAGE 2 Tyler Internal Coordination & Planning TYLER CLIENT 4J Op ate., �n `E i E c '6 fd U CL X W X W UO O N 6 E (O O U (O c C c O w 6 O C d O O Na) ria N � to N = 6 a� v6i '6 O 6 C cyo L fl_ 6 Q N OJ ca N UJ C O O U N 4J 6 oil 6 .� M O N E N U v ,uEO 'p U N O .0 v O U X 4 CU .0 j L O @ L U 4J MO O- W a d Q — O U W M W v N W W U d � W d " D TASKS — _ _ _ c N c aJ c N c 2) c N c O c d1 c N c Q1 c 4J c 4J _ _ _ _ _ U U U U U U U U U Schedule fundamentals review & provide fundamentals materials & A R I C I I I prerequisites, if applicable Complete fundamentals materials I A R I C review and prerequisites Ensure all scheduled attendees are I I A R C I present Facilitate fundamentals review A R I I I 20/68 yle Exhibit E 4.3.2 Current/Future State Analysis County and Tyler evaluate current state processes, options within the new software, pros and cons of each option based on current or desired state, and make decisions about future state configuration and processing. RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed STAGE 2 Tyler Internal Coordination & Planning TYLER CLIENT c a`� 0 _0 `o UO E J C CQ C N 00 (moo C C O (li tl0 UU c O C 0 Lu 2 d O Q O p Y 4J aJ _ � U a) cYo .0 co C C r6 t > Q. a) C O — M 0- 7 N Q .n W O U C M —I _ c0 C M i^ N C N vi ra J `n O O O O U 'zEtEU v C v CO �= o2S � FO > c O O i= aJ u +-' ..a d '0 Y Vl O in U N v U X — N a)Zoo O L O O !_ O (Q Q TASKS W E — W CQ C — Q U M LLA N d LL U d. W � d D a` v a` a` iv a c a) c a) c Q) c a) C a) c a) c a) a, c a c a) U U I U I U I U U I U I U I U I U U Provide Current/Future State analysis materials to the County, as A R I C I I applicable Conduct Current & Future State analysis A R I C I C Provide pros and cons of Tyler software options A R I C I C Make Future State Decisions according to due date in the Project I I C A R I C I Plan Record Future State decisions I A I R I C I C 21/68 • tyler Exhibit E 4.3.3 Data Conversion Planning & Mapping* This entails the activities performed to prepare to convert data from the County's Legacy System Applications to the Tyler system. Tyler staff and the County work together to complete Data Mapping for each piece of data (as outlined in the Agreement) from the Legacy System to a location in the Tyler system. RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed STAGE 2 Tyler Internal Coordination & Planning TYLER CLIENT C N cd @ t Y L E: J �_ � O U X w X W l]0 O ,-� O �n E -O O U (d O M0m C O c O O O a�-� O d O O CL O_ v C C Q � N v '6 v� O c L Y m N c 4J Q 4J O Y to O (n Q N O U w fO V) O 4% L N J — O O O U O .� N c U coN .0 > OD O N vOi v Y W '6 CU a U p O. N O in v O X .� 4 O` U 7 L O @ a) c Q)fl_ — X 1 — (O O 7 u d1 - (6 W cn d LL U d 0 W D TASKS — c v Y c a) c QJ c O c 4J c N c 41 c O c O c 41 c N — — — — — — — — — — Review contracted data A R I C C C C conversion(s) options Map data from Legacy System to I A R I C C Tyler system Pull conversion data extract I I A C C R Run balancing Reports for data I I A C R I pulled and provide to Tyler Review and approve initial data A I C R I I extract Correct issues with data extract, if I C C A C C L R needed I I I I I *Data Conversion may not be included. Please review this SOW for the Data Conversion Section, often found after the Glossary. 22,68 tyle! Exhibit E 4.3.4 Standard 3rd Party Data Exchange Planning Standard Data Exchange tools are available to allow clients to get data in and out of the Tyler system with external systems. Data exchange tools can take the form of Imports and Exports, and Interfaces. A Standard Interface is a real-time or automated exchange of data between two systems. This could be done programmatically or through an API. It is Tyler's responsibility to ensure the Tyler programs operate correctly. It is the County's responsibility to ensure the third party program operates or accesses the data correctly. The County and Tyler Project Manager(s) will work together to define/confirm which Data Exchanges are needed (if not outlined in the Agreement). Tyler will provide a file layout for each Standard Data Exchange. RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed STAGE 2 Tyler Internal Coordination & Planning TYLER CLIENT E -6 (O ro C C) 41 Q `O N v O a` 2i U w C w ` O 2 O CE to E 4J O a--� o -2 co O ro COA ram C O co O Q O .Y '0 O_ = O_c cn E O c m �n C �° _� O O O O > C N @ C N O > C 41 c9 L,! N U 41 > U b0 M a _ C O � O W v i J U O Q1 -O :D O O '0 Q1 O N E _ C L '^ U 41 O O U C W l0 t N O_ � 'O U U M b! TASKS a) IJ.J O_ — n- a — O to U U f- 2 N x W v V) 2O d = LL L U Y O O C w W " C v L31 v O a v c 11 c v c v c v C v Review Standard or contracted Data Exchanges A R C I I C Define or confirm needed Data Exchanges I C A C C R 23/68 40 00. tyler Exhibit E 4.3.5 Customization Analysis & Specification, if contracted Tyler staff conducts additional analysis and develops specifications based on information discovered during this Stage. The County reviews the specifications and confirms they meet County's needs prior to acceptance. Out of Scope items or changes to specifications after acceptance may require a Change Request. Tyler's intention is to minimize Customizations by using Standard functionality within the Application, which may require a County business process change. It is the responsibility of the County to detail all of their needs during the Assess and Define Stage. Tyler will write up specifications (for County approval) for contracted program Customizations. Upon approval, Tyler will make the agreed upon Customizations to the respective program(s). Once the Customizations have been delivered, the County will test and approve those changes during the Build and Validate Stage. RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed STAGE 2 Tyler Internal Coordination & Planning TYLER CLIENT N N C a Q EO E � C 0 C O O N C O 4J 0 C O w O W Y O` d i' O 0' O C O E 000 ,n (�9 E = U M C C c0 r6 C OD c0 C t0 i^ fl_ 01 C O +� fl_ C vl 0- N O U (p C M O) J _ c0 C c0 i Y C N 1p 0 - O O O O U 0 0 E C 0! E > > C (B ^i — cco o OJ .> OD C E 0 [0 U F- 0 U° 0 Q U v O °J Q U E O C s U v _ ° o U cD o 3 a U O Q TASKS W E a E o U Ln W c N c 2 W U d c W c H c d Z) 2 01 a � W � a� a v v c v c v c v c v v a) v c v c W 12 U .— U ._ U .0 U ._ U .— U .— U .— U I ._ U .— U ._ U Analyze contracted custom program A C R C C I C C requirements Develop specification document(s) A I C R I I I Review specification document(s); provide changes to Tyler, if I C C A R I C C applicable Sign -off on specification I I A R C I I C document(s) and authorize work 24/68 • t „\j/`'er • Exhibit E 4.3.6 Forms & Reports Planning County and Tyler Project Manager(s) review Forms and Reporting needs. Items that may be included in the Agreement are either Standard Forms and Reports or known/included Customization(s). Items not included in the Agreement could be either County -developed Reports or a newly discovered Customization that will require a Change Request. RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed STAGE 2 Tyler Internal Coordination & Planning TYLER CLIENT c c Cl Y Q E v o 0 N @ C U C w C O w O a y O O_ E cn E o O U C C r6 O co CO (O c O ra ` O Q C O a Q C O Q cn E O rho C N J m C ra `^ = *' C N J00 O) � O C v C v > c K o� (d 'E N O) > U n0 m_ C N E co U 0 U a) U O) E O_ c 4J '� E O_ v ra E vi L U _ (U X c C O a°o (6 L O Q O -6 C 'c U 4J O Q TASKS X w_ E a_ E O O w C U N F ro Ln w cn d w U d D w 1— w a`� - - - - - a` > T > — > > > a a = _ _ _ U U _ _ _ _ _ _ Review required Forms output A R C I C I Review and complete Forms options I I A R C and submit to Tyler Review in Scope Reports A R I C C Identify additional Report needs I C A R C Add applicable tasks to Project A R I C C I I I schedule 25/68 tyle/ Exhibit E 4.3.7 System Deployment The Tyler Technical Services team installs Tyler Applications on the server (hosted or client -based) and ensures the platform operates as expected. RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed STAGE 2 Tyler Internal Coordination & Planning TYLER CLIENT c a� ra Y C C CO N C X Q W O O C O E N O O C O U C O C O '--' i d O Q O ff O E vi v M = m UUO C C c0 +-� ro W co C Y co O C Q O Q C Q Ln O C C M i a-� C Q1 vOi O O O N v N > C aC M Vl N c0 O U > OD ro OJ vi O U O C,6 OC O N U4J Q. O Q Y E — L U v _ v N 41 '� C 3 Q '6 V .Q Q TASKS w . a _go - v U N 'n W (n d W U — — d 0 W — Y f— d O O O O O O O 4J C C QJ 4J C QJ C C 4J Q1 C C C 41 N N C v C 4J C Q1 Install contracted software on server A I R I C Ensure platform operates as A I R I :t C expected 26/68 tiler • Exhibit E 4.3.8 Control Point 2: Assess & Define Stage Acceptance Acceptance criteria for this Stage includes completion of all criteria listed below. Advancement to the Build & Validate Stage is dependent upon Tyler's receipt of the Stage Acceptance. 4.3.8.1 Assess & Define Stage Deliverables • Completed analysis Questionnaire o Objective: Gather and document information related to County business processes for current/future state analysis as it relates to Tyler approach/solution. o Scope: Provide comprehensive answers to all questions on Questionnaire(s). o Acceptance criteria: County acceptance of completed Questionnaire based on thoroughness of capturing all County business practices to be achieved through Tyler solution. • Data conversion summary and specification documents o Objective: Define data conversion approach and strategy o Scope: Data conversion approach defined, data extract strategy, conversion and reconciliation strategy. o Acceptance criteria: Data conversion documents) delivered to the County, reflecting complete and accurate conversion decisions. • Customization specification documents, if contracted o Objective: Provide comprehensive outline of identified gaps, and how the custom program meets the County's needs o Scope: Design solution for Customization o Acceptance criteria: County accepts Custom Specification Document(s) and agrees that the proposed solution meets their requirements • Completed Forms options and/or packages o Objective: Provide specifications for each County in Scope form, Report and output requirements o Scope: Complete Forms package(s) included in agreement and identify Reporting needs. o Acceptance criteria: Identify Forms choices and receive supporting documentation • Installation checklist o Objective: Installation of purchased Tyler software o Scope: Tyler will conduct an initial coordination call, perform an installation of the software included in the Agreement, conduct follow up to ensure all tasks are complete, and complete server system administration training, unless the County is hosted. o Acceptance criteria: Tyler software is successfully installed and available to authorized users, County team members are trained on applicable system administration tasks. 4.3.8.2 Assess & Define Stage Acceptance Criteria • Tyler software is installed 27/68 • tyler Exhibit E • Fundamentals review is complete • Required Form information complete and provided to Tyler • Current/Future state analysis completed; Questionnaires delivered and reviewed • Data conversion mapping and extractions completed and provided to Tyler 28/68 • Lyle1 •••• • Exhibit E 4.4 Build & Validate (Stage 3) The objective of the Build & Validate Stage is to prepare the software for use in accordance with the County's needs identified during the Assess and Define Stage, preparing the County for Final Testing and Training. 4.4.1 Configuration & Power User Training Tyler staff collaborates with the County to complete software configuration based on the outputs of the future state analysis performed during the Assess and Define Stage. Tyler staff will train the County Power Users to prepare them for the Validation of the software. The County collaborates with Tyler staff iteratively to Validate software configuration. RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed STAGE 3 Tyler Internal Coordination & Planning TYLER CLIENT i co +� :3 E E c c a` oQ- a ° O o is N Op a c c o a`� do U c 0 w o w �n o O +� a O �n o t E°0a `^ >_ v "O c6 = U cu C:O_ M O fl' N Q V) i= U C M C �n �, 41 M J �^ O O U � .�, C a C v > O o c0 o U Q1 > on C O E i L U Q .O Q r° E —O X v 'Q � L 03 -O U .O Q TAS KS LU — a — D U W Ln w in a � U a 0 w a 4J 41 4J N 4J N 4J 4! a1 a1 a) al W a) a) aJ a1 aJ aJ _ _ _ '— U Perform configuration A R I R I Power User process and Validation training A R I C I C I Validate configuration I C A C R C 29/68 tyler i Exhibit E 4.4.2 Data Conversion & Validation Tyler completes an initial review of the converted data for errors. With assistance from the County, the Tyler Data Conversion Team addresses items within the conversion program to provide the most efficient data conversion possible. With guidance from Tyler, the County reviews specific data elements within the system and identifies and Reports discrepancies in writing. Iteratively, Tyler collaborates with the County to address conversion discrepancies prior to acceptance. RACI MATRIX KEY: R= Responsible A= Accountable C= Consulted I = Informed STAGE 3 Tyler Internal Coordination & Planning TYLER CLIENT c v coo � E C C QQ @ N C 4J v O O s 4J C O U W w i O C _ E: tl0 co E U —(J) C C O GD O C O- O v co = m O C cc C > (d NNC _ 4J U 2 C 2 4J � S_ N J (d 00 H U CU .y E G V 1_ C U �y W C C -, C 1--� U O - U .� J--� U U W °1 v a E O L U v aU o c m 3 0 a W s C U p ao TASKS U _ E _ fU O C v ) w — N — d Li U c c c H c d - a - - - - - - c v c v c c a c a v a (3)v C v c a a > a F-- a a . U U I U I U I U U I U I U I U U IU Write and run data conversion A I C R C program against Client data Complete initial review of data A I C R I I C errors Review data conversion and submit I C I A C R C needed corrections Revise conversion program(s) to A I C R I I C C correct error(s) 30/68 tyle • • Exhibit E 4.4.3 Standard 3rd Party Data Exchange Validation Tyler provides training on Data Exchange(s) and the County tests each Data Exchange. RACI MATRIX KEY: R= Responsible A= Accountable C = Consulted I = Informed STAGE 3 Tyler Internal Coordination & Planning TYLER CLIENT d N Y E E c C Q a bo o aj E o cU U 0 c0 C CC Q1 CC O C O CL 0 MON —NO -O M > � CL U ULj O O O2-C—MNv U j Y Q1 E Q1 E C U- N E ns -E > c OD 'E O - Q1 m D y- E Q1 cum u XO_ Q' v Q M N E° s U U v U x v QJ 'o c c a t 3 O a W C u W 'o Q TASKS X E _ a- E o o c U I- N w v) y d y U — - d 0 - w — — a — D — v c a c v c v c v c a c v c v c v c v c v c Q) U U U U U U U U U U U Train Data Exchange(s) processing in A R C I I I C I Tyler software Coordinate 3rd Party Data Exchange I I A C C R activities Test all Standard 3rd party Data I C A C I R C Exchange(s) 31/68 per • t yl e • Exhibit E 4.4.4 Customization Delivery & Validation, if contracted Tyler delivers in Scope Customization(s) to the County for preliminary testing. Final acceptance will occur during the Final Testing and Training Stage. RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed STAGE 3 Tyler Internal Coordination & Planning TYLER CLIENT C 4J c0 � c L O L CL E J O N C O O N U E w w O O_ ,� Qj a O U c c O r6 CD c O c0 LDQ c L5 O CO Lo vl O a a ro = c a LL O O O) 4J 00 C7S U �p ra O N N E O) U O ~ ++ U O -O v E ° u Q E ° U n3 E E ° U .c t c v c c o v 3 a a o c U 'p ° X Q E O a Q E a-+ (6 o �n O U U N F— — �, n W _ V) LL LL U d 0 W LL Q D TASKS � � � � � ' Y U U U U U U U U Develop and deliver contracted A I C I R I C I C I C custom program(s) Test contracted custom program(s) I C C A C R C in isolated database Report discrepancies between specification and delivered I I I A R C C contracted custom program(s) Make corrections to contracted A I C I R I C C I custom program(s) as required 32/68 • t Y`ler • Exhibit E 4.4.5 Forms & Reports Validation Tyler provides training on Standard Forms/Reports and the County tests each Standard Form/Report. RACI MATRIX KEY: R= Responsible A = Accountable C = Consulted I = Informed STAGE 3 Tyler Internal Coordination & Planning TYLER CLIENT C N W E v J m C � C 0 U Q w ca - w 2 y N 2 C E -a n Q O U O co O C c O N w c O O .� Y O d C O c ra N _ M i ra M c m c ra c > O- Q _ CL Ln O U � C � m C v v J CU O 0 O O U > .= 0) ccO L a O _y n v O W Q U W Q U N O— N v op TASKS O x w_ O a_ g O LL N = U co H n X w in w L O U a v O w } N a } Q v v v v v i? v a`� 2 c � c v v c v c c v a� U v C v c v c v c v U U U U I U I U I U I U U I U lu Standard Forms & Report Training A R I C C I Test Standard Forms & Reports I C C A C R C 33/68 000tyler Exhibit E 4.4.6 Control Point 3: Build & Validate Stage Acceptance Acceptance criteria for this Stage includes all criteria listed below. Advancement to the Final Testing & Training Stage is dependent upon Tyler's receipt of the Stage Acceptance. 4.4.6.1 Build & Validate Stage Deliverables • Initial data conversion • Objective: Convert Legacy System data into Tyler system o Scope: Data conversion program complete; deliver converted data for review o Acceptance criteria: Initial error log available for review • Data conversion verification document o Objective: Provide instructions to the County to verify converted data for accuracy • Scope: Provide self -guided instructions to verify specific data components in Tyler system o Acceptance criteria: County accepts data conversion delivery; County completes data issues log • Installation of Customizations on the County's server(s) *except for hosted Clients o Objective: Deliver Customization(s) in Tyler software o Scope: Program for Customization is complete and available in Tyler software, Customization testing o Acceptance criteria: Delivery of Customization(s) results in objectives described in the County -signed specification. • Standard Forms & Reports Delivered o Objective: Provide Standard Forms & Reports for review o Scope: Installation of all Standard Forms & Reports included in the Agreement o Acceptance criteria: Standard Forms & Reports available in Tyler software for testing in Stage 4 4.4.6.2 Build & Validate Stage Acceptance Criteria • Application configuration completed • Standard Forms & Reports delivered and available for testing in Stage 4 • Data conversions (except final pass) delivered • Standard Y6 party Data Exchange training provided • Customizations delivered and available for testing in Stage 4 • The County and Tyler have done a review of primary configuration areas to Validate completeness and readiness for testing and acceptance in Stage 4. 34/68 `yle1 • • Exhibit E 4.5 Final Testing & Training (Stage 4) During Final Testing and Training, Tyler and the County review the final Cutover plan. A critical Project success factor is the County understanding the importance of Final Testing and Training and dedicating the resources required for testing and training efforts in order to ensure a successful Production Cutover. 4.5.1 Cutover Planning County and Tyler Project Manager(s) discuss final preparations and critical dates for Production Cutover. Tyler delivers a Production Cutover Checklist to outline Cutover tasks to help prepare the County for success. RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed STAGE 4 Tyler Internal Coordination & Planning TYLER CLIENT C a o v 55 -2 `o v pX U w X w O s'' O Y N E o O c O O C ate• OC: d O N (3) Q OCL EJC Uc_� o C N 4 N 00v1 0 0OO U > E— C o N_ E u O U C ,� i N ro U O O_ v '� C O_ U o vi E 0 s `^ C W X 4J ° E .� c Co 3 fl v 2 @ m 4J "' 2 o U ~ �' w V) n. 0 t o U O OW C w a O- D TASKS c c c c c c c c c c c v T a`) v a`2 2? a`1 LV Lu ai v v v v v a; v aj v v U I U I U I U U I U I U IU IU U I U Cutover Planning SessionA R I C C C C C C Develop Production Cutover tC I I C C I I C Checklist 35/68 • tyler Exhibit E 4.5.2 User Acceptance Testing (UAT) The County performs User Acceptance Testing to verify software readiness for day-to-day business processing. Tyler provides a Test Plan for users to follow to ensure proper Validation of the system. RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed STAGE 4 Tyler Internal Coordination & Planning TYLER CLIENT pip C 9 C ��., QJ O_ +--� 4J a E � J C O C O O CIOco U w w O� �, 5 E O M ro O 2 Q O Q C Q N E O C C ro �n C _� O O > > C C > O W = o2S _ N 2 'to u N > 'U U to c C L }+ _ f6 O W 4J to J _ m O N U Qj "6 U E o c N a) .� TASKS XE — a E U n LU N a LL U a a v v v c c c c L c v c v c aU c aU c v c v c v U lu lu U I U Deliver Test Plan for User Acceptance Testing A R C I I Perform User Acceptance Testing I C A R C C C I I C I Accept custom program(s), if applicable I I I A R C I C C Validate Report performance I C C A CR C 36/68 • tyler Exhibit E 4.5.3 End User Training End Users attend training sessions to learn how to utilize Tyler software. Training focuses primarily on day-to-day County processes that will be delivered via group training, webinar, el -earnings and/or live training sessions. Unless stated otherwise in the Agreement, Tyler provides one occurrence of each scheduled training or implementation topic with up to the maximum number of users as defined in the Agreement, or as otherwise mutually agreed. County users who attended the Tyler sessions may train any County users not able to attend the Tyler sessions or additional sessions may be contracted at the applicable rates for training. RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed STAGE 4 Tyler Internal Coordination & Planning TYLER CLIENT -a o v ° Y i E J Y c Q v� Q a14J is w X n1 v C Q) E Vf Q Q A-= N c o v U O o W `Q O +' n O v� E u �a a1 @ QJ _ o U —a a O `Q co h0 m O .� , O Q O E O co O M M t '— W � to n Q M M O iy E J ° O H U a > .� a a Q o2S v > .0 oa c .O N .0 v pp v ^ 'M Qy1 U E E 0 r-+ C L QJ Q L CU Q Q X X E O 2 E — D 7 U Q) n W (./) O_ W U d 0 W I- d D TASKS v — v v v a` v v v v c v c a c c v c v c v c v c v c 11 c v c v Conduct user training sessions A R C I I I I I Conduct additional End User training I I A C I R I I I I sessions 37/68 `yle1 • (aryl Exhibit E 4.5.4 Control Point 4: Final Testing & Training Stage Acceptance Acceptance criteria for this Stage includes all criteria listed below. Advancement to the Production Cutover Stage is dependent upon Tyler's receipt of the Stage Acceptance. 4.5.4.1 Final Testing & Training Stage Deliverables • Production Cutover checklist o Objective: Provide a detailed checklist outlining tasks necessary for production Cutover o Scope: Dates for final conversion, date(s) to cease system processing in Legacy System, date(s) for first processing in Tyler system, contingency plan for processing o Acceptance criteria: Definition of all pre -production tasks, assignment of owners and establishment of due dates • User Acceptance Test Plan o Objective: Provide testing steps to guide users through testing business processes in Tyler software. o Scope: Testing steps for Standard business processes. o Acceptance criteria: Testing steps have been provided for Standard business processes. 4.5.4.2 Final Testing & Training Stage Acceptance Criteria • Production Cutover Checklist delivered and reviewed • Customization(s) tested and accepted, if applicable • Standard V party Data Exchange programs tested and accepted • Standard Forms & Reports tested and accepted • User acceptance testing completed • End User training completed 38/68 ••.,. tyler Exhibit E 4.6 Production Cutover (Stage S) County and Tyler resources complete tasks as outlined in the Production Cutover Plan and the County begins processing day-to-day business transactions in the Tyler software. Following production Cutover, the County transitions to the Tyler support team for ongoing support of the Application. 4.6.1 Final Data Conversion, if applicable The County provides final data extract and Reports from the Legacy System for data conversion and Tyler executes final data conversion. The County may need to manually enter into the Tyler system any data added to the Legacy System after final data extract. RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed STAGE 5 Tyler Internal Coordination & Planning TYLER CLIENT v 04 °Y c a v E � � c a c � `o o aJ U w w O O E @ U m C C O t Cp C O O O +� n" c O O- C O E E b0 m t6 v to 41 = r-+ O c� M m O - M c C ;^ N > a N 0 '� (6 CL O N a N 4J O U c_' m _ c Cm G i O Y C O i a � O O U O N E 2 E C O. ni E to v .? 7 U O OD E N ~ u N v ,u ° a u 'o a a U S v E ° c s u v v x a� 'o c c c o L 3 O o a W -a c O U v a 'p c0 a TASKS w E a` E o LL° U N W c .- vn c a c c U c a c 0 c w c H c a c T v a` LU a) v LU a� 2 W W v v v v LU v v a v v U U I U I U U I U I U I U U U U Provide final data extract C I I A C I I I I R Provide final extract balancing I I A C R I Reports Convert and deliver final pass of A I I R I I I C data 11 Validate final pass of data I C C I A C R C Load final conversion pass to I I I A C I C R Production environment 39/68 tyler • • Exhibit E 4.6.2 Production Processing & Assistance Tyler staff collaborates with the County during Production Cutover activities. The County transitions to Tyler software for day -to day business processing. RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed STAGE 5 Tyler Internal Coordination & Planning TYLER CLIENT C 4J cv Y to �B !_ -6 vOiQ1 0 0 Q x U! fl_ CO C 0) N on ty U C w 0 W ` O O !_ -0 O co C C O to O O Q a 0- tl�0 C cep J C 'n _ �, Q �^ 0 C N C N > c c-0 _N (O N > U W — C 41 E L N J 00 ~ U N .Y u N W W O o2S.� 0 U t� 0 4J m D -0 O YO L W V1 d LL U d in L d a- TAS KS W — LL — U I- N Y 4 v v v c v v v c v c c v v c a c a c v c v c a Production processing C C I I A R R R R R R I I Provide production assistance A R -444 1 C C C C C C 40/68 tyler i Exhibit E 4.6.3 Transition to Tyler Support Tyler Project Manager(s) introduce the County to the Tyler Support team, who provides the County with day-to-day assistance following Production Cutover. RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed STAGE 5 Tyler Internal Coordination & Planning TYLER CLIENT N E C_ cd Y m C O 00 U LU 2 st,aJ E U coo C N C O w C O C C O- E O i� to m m w a) _ v _O O z C M ra O_ O Q O -� C v' C a) v� J —0 O O U W a) 2i aJ C _ma�yy O W N � C O Q1 E Vt = ~QJ J .� E U U aJ E m E O .0 N U O a1 � c m @ Q D -a .0 U U M p ou O a p E Q E O '^ U a a) X Y o O � U O O 141' - C W v Q d TASKS TASKS W d a� v a` v c c c c c c > a > a > a = = U Develop internal support plan I A R C C C C C C C Conduct transfer to Support A 1 C RC C C C 1 1 C 1 meeting 41/68 • tyle1 • Exhibit E 4.6.4 Schedule Post -production Services, if applicable Tyler provides post -production services if included in the Agreement. Prior to scheduling services, the Tyler Project Manager(s) collaborate with County Project Manager(s) to identify needs. RACI MATRIX KEY: R= Responsible A= Accountable C= Consulted I= Informed STAGE 5 Tyler Internal Coordination & Planning TYLER CLIENT c `v rho L E J C N C a Q 4 O N O a` U w W O O m U ru C c cc O W O C O Y O LL C O O C O E -O ru N __ CU 'O M M c tv Z M G �n > Q QJ O co Q C N O_ Ln O U C J C co `^ �' c 4J J O O U > N N C O Oti N _ r0 U 4J >D Z' C + C O O E L N U E u E O U c0 n E E y0 L N � U hA @ c U o X E E O O N ca x W (n LL O LL s U O d v 0 C W v F- O_ D TAS KS W W LL U N v a� a`� v 2 W a T LD c a) c v 0) a) c (U a) a) a) a) c v c v c v c v c v U I U U I U I U I U U I U Identify topics for post -production C C A R I C I services Schedule services for post A R I C C I C I production topics 42/68 tyles Exhibit E 4.6.5 Control Point 5: Production Cutover Stage Acceptance Acceptance criteria for this Stage includes all criteria listed below. Advancement to the Phase/Project Closure Stage is dependent upon Tyler's receipt of this Stage Acceptance. 4.6.5.1 Production Cutover Stage Deliverables • Final data conversion, if applicable o Objective: Ensure (in Scope) Legacy System data is available in Tyler software in preparation for production processing. o Scope: Final passes of all conversions completed in this Phase o Acceptance criteria: Data is available in production environment • Support transition documents o Objective: Define strategy for on-going Tyler support o Scope: Define support strategy for day-to-day processing, conference call with County Project Manager(s) and Tyler support team, define roles and responsibilities, define methods for contacting support o Acceptance criteria: the County receives tools to contact support and understands proper support procedures. 4.6.5.2 Production Cutover Stage Acceptance Criteria • Final data conversion(s) delivered • Processing is being done in Tyler production • Transition to Tyler support is completed • Post -live services have been scheduled, if applicable 43/68 tyle/ • • Exhibit E 4.7 Phase/Project Closure (Stage 6) Project or Phase closure signifies full implementation of all products purchased and encompassed in the Phase or Project. The County moves into the next cycle of their relationship with Tyler (next Phase of implementation or long-term relationship with Tyler Support). 4.7.1 Close Phase/Project The County and Tyler Project Manager(s) review the list of outstanding Project activities and develop a plan to address them. The Tyler Project Manager(s) review the Project budget and status of each contract Deliverable with the County Project Manager(s) prior to closing the Phase or Project. RACI MATRIX KEY: R= Responsible A= Accountable C= Consulted I = Informed STAGE 6 Tyler Internal Coordination & Planning TYLER CLIENT c i v 0 "a (a `o Y UA E J C O Q a OD ip a1 vi O @ C v U C Ui w O d ,_, O 0 Y �+ M E M ca v -0�,. 0U M � M ra a O Q Q E to M J C i M W-60 O 2 j m C C N m C > C K _Z5 n1 c/1 N a) O U 2 _ M C co 2 N D C O E L _OU N aJ U N O EO (O U "E _ C: C O i a vi U a~ -O C OU N v 6, 7am U vi E '^ 7 v v U C � M QJ 3 � a D -O C U N 2 � TAS KS wE — a`. E — D �° U W cn w v) CLii U a O w a D v v a v a v a v c a c v c a) c a) ) a c v c W c W c a) c v U - U - U - U - U - U - U - U - U - U - U Review outstanding Project activities and develop action plan A R C C C I C I C Review Project budget and status of contract Deliverables A R I I C 44/68 } • yler •••• • Exhibit E 4.7.2 Control Point 6: Phase/Project Closure Stage Acceptance Acceptance criteria for this Stage includes all criteria listed below. This is the final acceptance for the Phase/Project. 4.7.2.1 Phase/Project Closure Stage Deliverables • Phase/Project reconciliation report o Objective: Provide comparison of contract Scope and Project budget o Scope: Contract Scope versus actual, analysis of services provided and remaining budget, identify any necessary Change Requests or Project activity. o Acceptance criteria: Acceptance of services and budget analysis and plan for changes, if needed. 4.7.2.2 Phase/Project Closure Stage Acceptance Criteria • Outstanding Phase or Project activities have been documented and assigned • Phase/final Project budget has been reconciled • Tyler Deliverables for the Phase/Project are complete 45/68 tyie1 i Exhibit E S Roles and Responsibilities 5.1 Tyler Roles and Responsibilities Tyler assigns Project Manager(s) prior to the start of each Phase of the project. The Project Manager assigns additional Tyler resources as the schedule develops and as needs arise. One person may fill multiple project roles. 5.1.1 Tyler Executive Management • Provides clear direction for Tyler staff on executing on the project deliverables to align with satisfying the County'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 • Offers additional support to the project team and is able to work with other Tyler department managers in order to escalate and facilitate implementation project tasks and decisions • Acts as the counterpart to the County's executive sponsor 5.1.2 Tyler Implementation Management • Acts as the counterpart to the County steering committee. • Assigns initial Tyler project personnel • Works to resolve all decisions and/or issues not resolved at the project Management level as part of the escalation process • Attends County steering committee meetings as necessary • 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 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. • Contract Management o Validates contract compliance throughout the project o Ensures Deliverables meet contract requirements o Acts as primary point of contact for all contract and invoicing questions o Prepares and presents contract milestone sign -offs for acceptance by County Project Manager(s) o Coordinates Change Requests, if needed, to ensure proper Scope and budgetary compliance • Planning 46/68 • tyler •••• • Exhibit E o Update and deliver Implementation Management Plan o Defines project tasks and resource requirements o Develops initial project schedule and full scale Project Plan o Collaborates with County Project Manager(s) to plan and schedule project timelines to achieve on-time implementation • Implementation Management o Tightly manages Scope and budget of project; establishes process and approval matrix with the County to ensure Scope changes and budget planned versus actual are transparent and handled effectively and efficiently o Establishes and manages a schedule and resource plan that properly supports the project Plan as a whole that is also in balance with Scope/budget o Establishes risk/issue tracking/reporting process between the County and Tyler and takes all necessary steps to proactively mitigate these items or communicates with transparency to the County any items that may negatively impact the outcomes of the project o Collaborates with the County'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 o Sets a routine communication plan that will aide all project team members, of both the County and Tyler, in understanding the goals, objectives, current status and health of the project • Team Management o Acts as liaison between project team and Tyler manager(s) o Identifies and coordinates all Tyler resources across all modules, Phases, and activities including development, conversions, forms, installation, reports, implementation, and billing o Provides direction and support to project team o Builds partnerships among the various stakeholders, negotiating authority to move the project forward o Manages the appropriate assignment and timely completion of tasks as defined in the project Plan, task list, and Production Cutover checklist o Assesses team performance and adjusts as necessary o Interfaces closely with Tyler developers to coordinate program Modification activities o Coordinates with in Scope 3`d 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) • Performs problem solving and troubleshooting • Follows up on issues identified during sessions • Documents activities for on site services performed by Tyler • Provides conversion Validation and error resolution assistance • Recommends guidance for testing Forms and Reports • Tests software functionality with the County following configuration • Assists during Production Cutover process and provides production support until the County transitions to Tyler Support • Provides product related education 47/68 • tyler • Exhibit E • Effectively facilitates training sessions and discussions with County and Tyler staff to ensure adequate discussion of the appropriate agenda topics during the allotted time • Conducts training (configuration, process, conversion Validation) for Power Users and the County's designated trainers for End Users • Clearly documents homework tasks with specific due dates and owners, supporting and reconciling with the final project plan • Keeps Tyler Project Manager(s) proactively apprised of any and all issues which may result in the need for additional training, change in schedule, change in process decisions, or which have the potential to adversely impact the success of the project prior to taking action 5.1.5 Tyler Sales • Provide Sales background information to Implementation during Project Initiation • Support Sales transition to Implementation • Provide historical information, as needed, throughout implementation S. 1.6 Tyler Software Support • Manages incoming client issues via phone, email, and online customer incident portal • Documents and prioritizes issues in Tyler's Customer Relationship Management (CRM) system • Provides issue analysis and general product guidance • Tracks issues and tickets to timely and effective resolution • Identifies options for resolving reported issues • Reports and escalates defects to Tyler Development • Communicates with the County on the status and resolution of reported issues 5.2 County Roles and Responsibilities County 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 County Executive Sponsor • Provides clear direction for the Project and how the Project applies to the organization's overall strategy • Champions the project at the executive level to secure buy -in • Authorizes required project resources • Resolves all decisions and/or issues not resolved at the County steering committee level as part of the escalation process • Actively participates in organizational change communications 5.2.2 County Steering Committee • 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 48/68 tyler • Exhibit E • Assists with communicating key project messages throughout the organization • Prioritizes the project within the organization • 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 • Has the authority to approve or deny changes impacting the following areas: o Cost o Scope o Schedule o project Goals o County Policies 5.2.3 County Project Manager The County 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, and communicates decisions and commitments to the Tyler Project Manager(s) in a timely and efficient manner. When the County Project Manager(s) do not have the knowledge or authority to make decisions, he or she engages the correct resources from County to participate in discussions and make decisions in a timely fashion to avoid project delays. • Contract Management o Validates contract compliance throughout the project o Ensures invoicing and Deliverables meet contract requirements o Acts as primary point of contact for all contract and invoicing questions o Signs off on contract milestone acknowledgment documents o Collaborates on and approves Change Requests, if needed, to ensure proper Scope and budgetary compliance • Planning o Review and acknowledge Implementation Management Plan o Defines project tasks and resource requirements for County project team o Collaborates in the development and approval of the initial Project Plan and Project Plan o Collaborates with Tyler Project Manager(s) to plan and schedule project timelines to achieve on-time implementation • Implementation Management o Tightly manages project budget and Scope and collaborates with Tyler Project Manager(s) to establish a process and approval matrix to ensure Scope changes and budget planned versus actual are transparent and handled effectively and efficiently o Collaborates with Tyler Project Manager to establish and manage a schedule and resource plan that properly supports the project Plan, as a whole, that is also in balance with Scope/budget o Collaborates with Tyler Project Manager(s) to establishes risk/issue tracking/reporting process between the County and Tyler and takes all necessary steps to proactively mitigate 49/68 ��i `y'er Exhibit E these items or communicates with transparency to Tyler any items that may impact the outcomes of the project o 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 o Routinely communicates with both County staff and Tyler, aiding in the understanding of goals, objectives, current status, and health of the project by all team members • Team Management o Acts as liaison between project team and stakeholders o Identifies and coordinates all County resources across all modules, Phases, and activities including data conversions, forms design, hardware and software installation, reports building, and satisfying invoices o Provides direction and support to project team o Builds partnerships among the various stakeholders, negotiating authority to move the project forward o Manages the appropriate assignment and timely completion of tasks as defined in the project plan, task list, and production cutover checklist o Assesses team performance and takes corrective action, if needed o Provides guidance to County technical teams to ensure appropriate response and collaboration with Tyler technical support teams to ensure timely response and appropriate resolution o Coordinates in Scope 3rd party providers to align activities with ongoing project tasks 5.2.4 County 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 • Attends and contributes business process expertise for current/future state analysis sessions • Identifies and includes additional subject matter experts to participate in current/future state analysis sessions • Provides business process change support during Power User and End User training • Completes performance tracking review with client project team on End User competency on trained topics • Provides Power and End Users with dedicated time to complete required homework tasks • Act as an ambassador/champion of change for the new process. • Identifies and communicates any additional training needs or scheduling conflicts to County Project Manager • Prepares and Validates Forms • Actively participates in all aspects of the implementation, including, but not limited to, the following key activities: o Task completion o Stakeholder Presentation o Implementation Management Plan development o Schedule development o Maintenance and monitoring of risk register 50/68 • tyfer Exhibit E o Escalation of issues o Communication with Tyler project team o Coordination of County resources o Attendance at scheduled sessions o Change Management activities o Customization specification, demonstrations, testing and approval assistance o Conversion Analysis and Verification Assistance o Decentralized End User Training o Process Testing o User Acceptance Testing 5.2.5 County Power Users • Participate in project activities as required by the project team and Project Manager(s) • Provide subject matter expertise on County business processes and requirements • Act as subject matter experts and attend current/future state and validation sessions as needed • Attend all scheduled training sessions • Participate in all required post -training processes as needed throughout project • Participate in conversion Validation • Test all Application configuration to ensure it satisfies business process requirements • Become Application experts • Participate in User Acceptance Testing • Adopt and support changed procedures • Complete all Deliverables by the due dates defined in the Project Plan • Demonstrate competency with Tyler products processing prior to Production Cutover • Provide knowledge transfer to County staff during and after implementation 5.2.6 County 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 Plan • Utilize software to perform job functions at and beyond Production Cutover 5.2.7 County Technical Support • Coordinates updates and releases with Tyler as needed • Coordinates the copying of source databases to training/testing databases as needed for training days • Extracts and transmits conversion data and control reports from County's Legacy System per the conversion schedule set forth in the Project Plan • Coordinates and adds new users and printers and other Peripherals as needed • Validates all users understand log -on process and have necessary permission for all training sessions • Coordinates Interface development for County 3rd party Data Exchanges. • Develops or assists in creating Reports as needed 51/68 tyle! • • Exhibit E • Ensures onsite system hardware meets specifications provided by Tyler • Assists with software deployment as needed 5.2.8 County Upgrade Coordinator • Becomes familiar with the Software Upgrade process and required steps • Becomes familiar with Tyler's releases and updates • Utilizes Tyler Community to stay abreast of the latest Tyler releases and updates, as well as the latest helpful tools to manage the County'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 County and Tyler resources • Communicates changes affecting users and department stakeholders • Obtains department stakeholder sign -offs to upgrade production environment 5.2.9 County project Toolset Coordinator • Ensures users have appropriate access to Tyler project toolsets such as Tyler University, Tyler Community, Tyler Product Knowledgebase, SharePoint, etc. • Conducts training on proper use of toolsets • Validates completion of required assignments using toolsets 5.2.10 County Change Management Lead • Validates 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 52/68 tyler • Exhibit E 6 G I ossa ry ,,... implemented and that the lasting benefits of change are achieved. The Accountable The person who is ultimately accountable for decisions being made on a task. Application A computer program designed to perform a group of coordinated Change Request functions, tasks or activities for the benefit of the user. Build Blueprint A document recording future state decisions intended to allow Tyler to satisfy business needs/requirements during the Build & Validate Stage Consulted through configuration and setups to develop the final solution. A means for the County to Validate what was agreed to be in Scope has been Consumables Delivered. Business Requirements A specification document used to describe County requirements not Document available through Tyler software functionality, which will lead to a Modification with County acceptance. Change Control A systematic approach for managing change governing how Change Requests will be received, assessed and acted on. Change Management An approach for ensuring that changes are thoroughly and smoothly 53/68 tyler • • implemented and that the lasting benefits of change are achieved. The focus is on the global impact of change with an intense focus on people and how individuals and teams move from the current situation to the new one. 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 revised and agreed upon by participating parties. Consulted Anyone who must be consulted with prior to a decision being made and/or the task being completed Consumables Items that are used on a recurring basis, usually by Peripherals. Examples: paper stock or scanner cleaning kits. Control Point Occurring at the end of each Stage, the Control Point serves as a formal client review point. Project progress cannot continue until the client acknowledges the agreed upon Deliverables of the Stage have been met, or agree on an action plan to make the Deliverable acceptable and move to next Stage while executing final steps of current Stage. Data Exchange A term used to reference Imports and Exports, and Interfaces which allow data to be exchanged between an external system and Tyler software. Data Mapping The process of mapping fields from the Legacy System to the appropriate location in the new system from one or more sources. Deliverable A tangible or intangible object/document produced as a result of the Project that is intended to be delivered to a client (either internal or external) or vendor at a specific time. End User The person for whom the software is designed to use on a day-to-day basis. 53/68 tyler • • Exhibit E Forms A document which is typically printed on a template background and only captures data for one record per page. Forms are provided to Peripherals entity customers whether internal (employees) or external (citizens). Imports and Exports A process within the system that a user is expected to run to consume (Import) or produce (Export) a specifically defined file format/layout. Informed Anyone who will be updated when decisions are made or a task is completed. Install References the initial Installation of software files on client servers and preparing the software for use during configuration. The version currently available for general release will always be used during the initial Install. Interface A real-time or automated exchange of data between two systems. Legacy System The system from which a client is converting. Modification Modification of software program package to provide individual client requirements documented within the Scope of the Agreement. Peripherals An auxiliary device that connects to and works with the computer in some way. Examples: mouse, keyboard, scanner, external drive, microphone, speaker, webcam, and digital camera. Phase A portion of the Project in which specific set of related products are typically implemented. Phases each have an independent start, Production Cutover and closure dates but use the same Implementation Plans as other Phases within the Project. Phases may overlap or be sequential and may have the same Tyler Project Manager and Tyler project team or different individuals assigned. Power User An experienced client person or group who is (are) an expert(s) in the client business processes, as well as knowledgeable in the requirements and acceptance criteria. Production Cutover The County is using the Tyler software to conduct daily operations. Project The Project includes all implementation activity from Plan & Initiate to Closure for all products, Applications and functionality included in a single Agreement. The Project may be broken down into multiple Phases. Project Plan The Project Plan serves as the master roadmap for the Project. The Project Plan will be the detailed task list of the essential activities to be performed to complete the Project. Each activity will have owner(s), participant(s) if applicable, start date, and due dates. The Project Plan is a living document and will be updated quarterly with the detailed tasks for the next future quarter, only high level tasks with rough timeframes will be plotted out beyond this. 54/68 • tyler w Exhibit E Project Planning Meeting Occurs during the Plan & Initiate Stage to coordinate with the Client Statement of Work (SOW) Document which will provide supporting detail to the Agreement defining project -specific activities and Deliverables Tyler will provide to the client. 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 A hierarchical representation of a Project or Phase broken down into (WBS) smaller, more manageable components. 55/68 tyler i i Project Manager to discuss Scope, information needed for project scheduling and resources. RACI A chart describing level of participation by various roles in completing tasks or Deliverables for a Project or process. Also known as a responsibility assignment matrix (RAM) or linear responsibility chart (LRC). Reports Formatted to return information related to multiple records in a structured format. Information is typically presented in both detail and summary form for a user to consume. Responsible The person who will be completing the task. Scope Products and services that are included in the Agreement. Software Upgrade References the act of updating software files to a newer software release. Stage The top-level components of the WBS. Each Stage is repeated for individual Phases of the Project and requires acknowledgement before continuing to the next Stage. Some tasks in the next Stage may begin before the prior Stage is complete. Stakeholder Presentation Representatives of the Tyler implementation team will meet with key client representatives to present high level project expectations and outline how Tyler and the Client can successfully partner to create an environment for a successful implementation. Standard Included in the base software (out of the box) package. Statement of Work (SOW) Document which will provide supporting detail to the Agreement defining project -specific activities and Deliverables Tyler will provide to the client. 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 A hierarchical representation of a Project or Phase broken down into (WBS) smaller, more manageable components. 55/68 tyler i i Exhibit E 7 Data Conversion Process for EnerGov Enterprise Server 7.1 Overview: This document is an introduction to the SQL Server EG Template database and how to populate it. The Full Conversion is the same process, as the Templated. However, with the Full Conversion option, Tyler is responsible for the data import instead of the client. 7.2 Modularized Design: As with the EnerGov software, the EG—Template db is sectioned into modules. Each contains one master table at the top of the chain (ex. 'permit' for the Permit module). Within each module, various child tables branch below the master table for the associated module (ex. 'permit_address', 'permit—note', etc.). Some tables cross multiple modules. The most notable of these involve inspections and payment transactions. The EG—Template database includes database diagrams, which indicate the tables and their relationships to each module. 7.3 Required Fields: In the EnerGov software, some fields are "Required Fields," and the associated columns must be populated for records to be written to the EnerGov db. On occasion, these required fields will not be available in the legacy source data, so a simple default value can be written to the EG Template db to fulfill any NOT NULL constraint. Dropdown picklist columns restrict the user from entering certain values in the EnerGov db. Conversely, drop-down fields do not have a restriction on values written to the EG—Template db. Therefore, exact spelling or careful matching to the EnerGov configured values is not a requirement for fields intended for EnerGov drop-down fields. Tyler maps the values through a separate table to translate the values to the appropriate EnerGov value during conversion and collaborates with the client to validate the resulting mappings during the development phase of the conversion. 7.4 Custom Fields (any fields not available in the master table for the module in question): Most legacy systems have some attribute fields that are not specified in the corresponding master table within EG—Template. Tyler refers to these as custom fields. Within each module exists a child table for such custom fields. Since these fields are specific to the legacy system(s), the client may add columns to these tables in EG—Template to accommodate any needed custom fields in the migration. For example, 'permit—additional—fields' is the table for extra fields relating to the 'permit' records. 56,68 tyler Exhibit E 7.5 Gap Handling (where legacy data doesn't fit anywhere within EG Template): On occasion, legacy systems contain special features for which EnerGov does not account in the EG Template db. As a result, the need may arise to develop a custom solution to address special cases. 7.6 Contacts: Contacts generally fall into two categories: 1. Those managed with each person/company having one contact record, kept up to date over time. With this model, there is generally no duplication of contact records (except when created by mistake). Contacts where the user enters the contact attribute info on each permit, case, license, etc. With this model, there is no single master record representing the contact itself and there is likely considerable duplication of contacts. EnerGov stores contacts as in category 1 above. Tyler migrates contacts put into EG Template without a master 'contact' record link (category 2 above) into custom field memo boxes to avoid duplication of contacts within the EnerGov contact repository. For example, when populating the permit contacts, for contacts in category 1, input the record into the 'permit contact' table. Input contacts for category 2 into the 'permit_contact_no_key' table. 7.7 Multiple Legacy Data Sources: When presenting multiple data sources, ensure population of EG—Template for all data sources. At the main table level, an optional column exists for the legacy data source. Tyler provides this column to easily count or research records originating from a particular legacy data source. 7.8 Overall Architecture of Conversion: There are 3 SQL Server databases involved in the conversion process. 1. EG—Template (for legacy data) 2. EnerGov (the production EnerGov db) 3. A database containing all conversion processes and mapping tables; maintained by Tyler's data conversion team. This db translates the data from EG Tempate into the EnerGov db. 57/68 tyle1 • • • All legacy data sources populated into one db within the templated table structure. • Db used to map/translate data before passing into EnerGov. Stored procedures and functions exist in this db, which becomes the conversion source code. • EnerGov db used by the EnerGov software. Exhibit E 58/68 tyler Exhibit E 7.9 Progression of Conversion Development Process: 59/68 `yler Provide empty EG—Template Tyler Database format will be SQL Server database to client Load legacy data into template Client If there are multiple legacy data sources, all database should be loaded into the one template SQL database. Mapping process Tyler /Client Dependent on completed EnerGov configuration Spreadsheets will be used to communicate mapping values. Mapping questions may arise and both parties may need to discuss these until answers are agreed upon. Import -specific configuration Tyler Certain fields or values may need to exist for hanges to EnerGov imported records only. These usually require some minor EnerGov configuration changes. Customize conversion scripts Tyler Minor customization can be expected for many conversions, based on special requests from client. Any special requests would also be added into he conversion scripts at this time. Conversion execution Tyler Resulting EnerGov database will be provided o client team for review. Review and either sign -off or Client Client team will review the data and the request changes interaction with it in the EnerGov software. If it meets the client's needs, sign -off will occur. If not, certain steps above may need to be repeated until client signs off on the conversion. 59/68 `yler Exhibit E 7.10 Progression of Final Conversion Cutover Process (Go -Live): ® ' • • • . " _ Load legacy data into Client This should just be an up-to-date extract of emplate database the legacy data into the template db. Conversion execution Tyler Resulting EnerGov database will be provided o client team. This will be the production EnerGov db. o Live Tyler /Client Verification of EnerGov db and site functionality - Data Conversion sign -off Move to production phase 7.11 Data Import Areas: 7.12 Business and Professional Licensing • Business entity (Only for Business Licensing) • License master basic information • License Contacts • Contacts — Unique (keyed) contacts converted to global contacts • Non -keyed contacts converted to a Memo Custom Field or a standard note Parcel and Addresses • Reviews and Approvals — Converted to Activity • Fees • Bonds and Escrow • Activities and Actions • Conditions • Notes • Holds • Initialized Workflows • Attachments • Contractors • Business Types & NAICS codes • Payment and Fee History 7.13 Code Case Management • Code Case master basic information • Code Case Contacts and Properties • Contacts — Unique (keyed) contacts converted to global contacts • Non -keyed contacts converted to a Memo Custom Field or a standard note • Parcels and Addresses • Reviews and Approvals — Converted to Activity Active Fees • Activities and Actions 60/68 • tyfer Exhibit E • Notes • Holds • Initialized Workflows • Attachments • Violations o Fees o Payments o Notes • Meetings and Hearings • Zones • Requests • Payment and Fee history 7.14 Permitting • Permit master basic information • Permit Contacts • Contacts — Unique (keyed) contacts converted to global contacts • Non -keyed contacts converted to a Memo Custom Field or a standard note • Parcels and Addresses • Reviews and Approvals — Converted to Activity • Inspections and Inspection Cases • Sub -Permit Associations —Visible in workflow and attached records section • Fees • Meetings and Hearings • Bonds and Escrow • Activities and Actions • Conditions • Notes • Zones • Holds • Renewals • Initialized Workflows • Attachments • Contractors • Projects • Payment and Fee History 7.15 Plan Management • Plan master basic information • Plan Contacts • Contacts — Unique (keyed) contacts converted to global contacts • Non -keyed contacts converted to a Memo Custom Field or a standard note • Parcels and Addresses 61/68 • L tyler Exhibit E • Reviews and Approvals — Converted to Activity • Inspections and Inspection Cases • Fees • Meetings and Hearings • Bonds and Escrow • Activities and Actions • Conditions • Notes • Zones • Holds • Initialized Workflows • Attachments • Projects • Payment and Fee history 62/68 } i ylep i Exhibit E 8 Tyler Resources Purchased The total professional services hours set forth in the Investment Summary have been allocated to the project as follows: 8.1 Billable Hours and Expenses in Scope • Project Management Services = 299 PMS resource hours • Professional Implementation Services = 1,075 SmallGov PIS resource hours • Fundamentals & System Administration Training = 40 SA/FT resource hours • Training and Production Support = 120 EUT&PS resource hours • Report Development Services = EnerGov Dynamic Reports Modifications (10 pack) • Data Conversion Services = 0 DCS resource hours (to perform a standard full conversion of the Tidemark system at no charge) • Including up to 4 NoDT data transfers (passes) from the DCT -DB to EnerGov 8.2 Business Scope (Transactions and Automation) • 3 Complex UBTiS unique Business Transaction Types • 21 Average UBTiS unique Business Transaction Types • 9 BMPTT Best Management Practice Transaction Types (BMP Template) • 5 GRwS unique GeoRules • 10 UAE unique Automation Events (Intelligent Object —10 & Intelligent Automation Agent — IAA) 8.3 "Business transaction" is defined by: • Unique workflow or business process steps & actions (including output actions) • Unique Automation logic (10 logic etc) • Unique Fee assessment/configuration definition • Unique Custom fields/forms definition Uniqueness of any of these mentioned parameters regulates the need for a unique business case 8.4 "BMP Template transaction" is defined by: • A pre -defined and pre -configured EnerGov best management business process. 8.5 "Geo -Rule" is defined by: • An automation event that is triggered by a condition configured around the source Esri geodatabase. Current geo-rule events are: • Alert • Displays a pop-up with a custom message to the user, notifying them of certain spatial data (i.e. noise abatement zones; flood zones; etc.). 63/68 tyle • Exhibit E • Block • Places a block on the case and prevents any progress or updates from occurring on the record (i.e. no status changes can be completed, no fees can be paid, the workflow cannot be managed, etc.) • Block with Override • Places a block on the case and prevents any progress or updates from occurring on the record (i.e. no status changes can be completed, no fees can be paid, the workflow cannot be managed, etc.) However, the block can be overridden by end-users who have been given the proper securities. • Fee Date • Populates the CPI vesting date on the record if vesting maps are used by the jurisdiction. • Filed Mapping • A custom field or any field inherent in the EnerGov application can automatically populate with information based on spatial data. • Required Action • A workflow action can automatically populate in the workflow details for the particular record (i.e. plan, permit, code case, etc.) that requires the action based on certain spatial data related to the case. • Required Step • A workflow step can automatically populate in the workflow details for the particular record (i.e. plan, permit, code case, etc.) that requires the step based on certain spatial data related to the case. • Zone Mapping • The zone(s) automatically populate on the "Zones" tab of the record (i.e. plan, permit, code case, etc.). 8.6 "Intelligent Object (10)" is defined by: • Key components for automatically and reactively triggering geo-rules, computing fees, and generating emails, alerts and other notifications. 8.7 "Intelligent Automation Agent (IAA)" is defined by: • A tool designed to automate task in a proactive manner by setting values and generating emails and other tasks. On a nightly basis, a Windows service sweeps the EnerGov system looking for IAA conditions that have been met, and the associated actions are then performed. The IAA does not generate alerts or errors. 8.8 "EnerGov SDK API (Toolkits)" are defined by: • API's developed by Tyler Technologies for the purpose of extending the EnerGov Framework and functionality to external agencies and systems. Full documentation is available for each toolkit upon request. 64/68 tyler Exhibit E Note: The EnerGov toolkits and related documentation are simply tools that allow clients to create applications and integrations. The purchase of a toolkit does not imply any development related services from Tyler Technologies. The client is responsible for working with their IT staff and VAR's to develop any necessary applications and integrations except as otherwise noted in the Investment Summary for any "in -scope" integrations. 8.9 Estimated Timeline Timelines will be updated during the project planning process and adjusted, as necessary, over the course of the project. The estimated timeline is currently projected to be between 16-18 months assuming a continuous single project phase rollout. 8.10 Project Methodology Overview Tyler bases its implementation methodology on the Project Management Institute's (PMI) Process Groups (Initiating, Planning Executing, Monitoring & Controlling, and Closing). Using this model, Tyler developed a 6 -Stage process specifically designed to focus on critical project success measurement factors. Tailored specifically for Tyler's public sector clients, the implementation methodology contains Control Points throughout each Phase to ensure adherence to Scope, budget, and schedule controls, as well as effective communications and quality standards. Clearly defined, the implementation methodology repeats consistently across Phases, and is scaled to meet the County's complexity and organizational needs. For the County's Project, Tyler is suggesting an iterative approach to the implementation rather than a traditional waterfall approach. Under this approach, Tyler will work with the County to finalize a comprehensive list of all business transactions to be implemented. The parties will then organize those business transactions into smaller groupings. The groupings will be logically organized around impacted County department(s), business units, and applications and documented in a Configuration Plan. Tyler will then follow a repeating cycle for each grouping of transactions. In each such cycle, Tyler will define the process, configure the application, train the County on the configured processes for testing, and resolve any issues the County identifies through testing. 65/68 jyy'er Exhibit E 9 Stage Acceptance Form Control Point [X]: [Stage Name] Stage Acceptance Date: Client: Client Project Manager: Tyler Project Manager: Project Phase: This memo indicates that the following activities have been satisfactorily completed and that the client authorizes Tyler to proceed to stage [X], [Stage Name], as scheduled for this phase of the project. • [Completed deliverables itemized here] Please return this sign off to your Project Manager. If we do not receive it within 5 business days, we will consider the sign off complete. Client Project Manager: 66/68 Date: tyler • 10 Jefferson County - Change Order [X] Tyler Technologies Client: Requested By: Client Project Manager: Expiration Date: PROPOSED CHANGE IMPACT OF CHANGE Date: Tyler Project Manager: Change Req. Number: Exhibit E Resources 67/68 tyle) • • Schedule Task Original Start Date Original Finish Date Proposed Start Date Proposed Finish Date Resources 67/68 tyle) • • Exhibit E ACCEPTANCE NOTE: No changes may be made to this project without the agreement of the Project Manager(s), and must be approved by the Project Director. Submit endorsed Change Order to the Tyler Technologies Project Manager. 68/68 `y'e1• •