HomeMy WebLinkAboutEnergov Software Tyler Technologies 615 Sheridan Street
Port Townsend, WA 98368
arson www.JeffersonCountyPublicHealth.org
Consent Agenda
Public Healt
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Mark McCauley, County Administrator
FROM: Pinky Feria Mingo, Environmental Health and Water Quality Director
DATE: M OITC K � 1 ( )D a-3
SUBJECT: Agenda item — Amendment No. 2 to the License and Service Agreement with
Tyler Technologies for Energov Software; Upon Signature — Until Terminated; to
increase contract amount by $3,700 and add Scope of Work for support of
third-party integration development with previously purchased API.
STATEMENT OF ISSUE:
Jefferson County Public Health (JCPH) requests Board approval of Amendment No. 2 to the License and
Service Agreement with Tyler Technologies for Energov Software; Upon Signature — Until Terminated;
additional $3,700.
ANALYSIS/STRATEGIC GOALS/PROS and CONS:
This amendment is necessary to support the third-parry integration development with the previously
purchased Application Programming Interface (API) with the objective of correcting data transfer to and from
the third-party software known as "Online RME".
FISCAL IMPACT/COST BENEFIT ANALYSIS:
The "Septic - Other On-Site /Wastewater Management" (Program Code: HEH548) funding source from the
Washington State Department of Health will be used to cover this expense.
RECOMMENDATION:
JCPH management requests approval of Amendment No. 2 to the License and Service Agreement with
Tyler Technologies for Energov Software; Upon Signature — Until Terminated; additional $3,700.
REVIEWED BY:
L A-3;
Mark McCauley! ounty Administrator Date
Community Health Environmental Public Health
Developmental Disabilities 360-385-9444
360-385-9400 (f)360-379-4487
360-385-9401 (f) Always working for a safer and healthier community
EH-18-176-A2
CONTRACT REVIEW FORM Clear Form
(INSTRUCTIONS ARE ON THE NEXT PAGE)
CONTRACT WITH: Tyler Technologies Contract No: EH-18-176-A2
Contract For: Energov integration Term: 7/17/2018 until terminated
COUNTY DEPARTMENT: Environmental Health
Contact Person: Pinky Mingo
Contact Phone: #476
Contact email: pmingo@co.jefferson.wa.us
AMOUNT: $3,700 PROCESS: Exempt from Bid Process
Revenue: Cooperative Purchase
Expenditure: $3,700 Competitive Sealed Bid
Matching Funds Required: Small Works Roster
Sources(s) of Matching Funds Vendor List Bid
Fund# 127 RFP or RFQ
Munis Org/Obj 12756210 Other:
APPROVAL STEPS:
STEP 1: DEPARTMENT CERTIFIES CO1V) AA-' CE WIT - .55.080 AND CHAPTER 42.23 RCW.
March 13
CERTIFIED: F N/A:® CiCG -
A 2023
Signature Date
STEP 2: DEPARTMENT CERTIFIES THE PERSON PROPOSED FOR CONTRACTING WITH THE
COUNTY (CONTRACTOR) HAS NOT BEEN DEBARRED BY ANY FEDERAL, STATE, OR LOCAL
AGENCY.
CERTIFIED: O N/A: ® (=r_L - March 13, 2023
Signature Date
STEP 3: RISK MANAGEMENT REVIEW(will be added electronically through Laserfiche):
Electronically approved by Risk Management on 3/16/2023.
STEP 4: PROSECUTING ATTORNEY REVIEW (will be added electronically through Laserfiche):
Electronically approved as to form by PAO on 3/16/2023.
Contract amendment.
STEP 5: DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANAGEMENT AND
PROSECUTING ATTORNEY(IF REQUIRED).
STEP 6: CONTRACTOR SIGNS
STEP 7: SUBMIT TO BOCC FOR APPROVAL
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AMENDMENT
This amendment("Amendment") is effective as of the date of signature of the last party to sign as
indicated below("Amendment Effective Date"), by and between Tyler Technologies, Inc.with offices at
One Tyler Drive,Yarmouth, Maine 04096("Tyler")and Jefferson County,Washington,with offices at
1820 Jefferson Street, Port Townsend,Washington 98368 ("Client").
WHEREAS,Tyler and Client are parties to an agreement dated July 17, 2018 ("Agreement"); and
WHEREAS,Tyler and Client desire to amend the terms of the Agreement as provided herein.
NOW THEREFORE, in consideration of the mutual promises hereinafter contained,Tyler and Client agree
as follows:
1. The services set forth in the Investment Summary attached hereto as Exhibit 1 are hereby added
to the Agreement. Services added to the Agreement pursuant to this Amendment, along with
applicable expenses, shall be invoiced as provided and/or incurred.
2. The scope of utilization of the service hours quoted shall be allocated for and limited to:
a. Consulting services to support the Client's third-party integration development with the
previously purchased Application Programming Interface. Services are provided with the
objective of correcting data transfer to and from the third-party software with no
guarantee of success.
b. Project Management services to coordinate the consulting services.
3. This Amendment shall be governed by and construed in accordance with the terms and
conditions of the Agreement.
4. Except as expressly indicated in this Amendment,all other terms and conditions of the
Agreement shall remain in full force and effect.
IN WITNESS WHEREOF,the parties hereto have executed this Amendment as of the dates set forth
below.
Tyler Technologies, Inc. Jefferson County,Washington
By: By:
Name: Name:
Title: Title:
Date: Date:
APPROVED AS TO FORM ONLY
r March 16,2023
J
Philip C.Hunsucker, Date •.�"�sH tyler
Chief Civil Deputy Prosecuting Attorney
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EH-18-176-A2
Exhibit 1
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Exhibit 1
Amendment Investment Summary
The following Amendment Investment Summary details the software and services to be delivered by us
to you under this Amendment. This Amendment Investment Summary is effective as of the Amendment
Effective Date. Capitalized terms not otherwise defined will have the meaning assigned to such terms in
the Agreement.
In the event a comment in the following sales quotation conflicts with a provision of this Amendment,
the provision in this Amendment shall control.
REMAINDER OF PAGE INTENTIONALLY LEFT BLANK
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Exhibit 1
•• Quoted By: Christina Young
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Quote Expiration: 09/03/23
Quote Name: Jefferson County-ERP-EPL Add'I
lo�ie
Service Hours
Quote Description: EPL-Add1 Service Hours
Sales Quotation For:
Jefferson County
1820 Jefferson St
Port Townsend WA 98368-6951
Phone:+1(360)385-9171
Professional Services
ExtendedDescription Quantity Unit Price Ext Discount Price Maintenance
API Consulting 10 $300.00 $0.00 $3,000.00 $0.00
Project Management 4 $175.00 $0.00 $700.00 $0.00
TOTAL $3,700.00 $0.00
Summary One Time Fees Recurring Fees
Total Tyler License Fees $0.00 $0.00
Total SaaS $0.00 $0.00
2023-391732-K3T4X0 CONFIDENTIAL Page 1
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Exhibit 1
Total Tyler Services $3,700.00 $0.00
Total Third-Party Hardware,Software,Services $0.00 $0.00
Summary Total $3,700.00 $0.00
Contract Total $3,700.00
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
Comments
Client agrees that items in this sales quotation are,upon Client's signature or approval of same,hereby added to the existing agreement("Agreement")
between the parties and subject to its terms.Additionally,payment for said items,as applicable but Subject to any listed assumptions herein,shall
conform to the following terms:
• License fees for Tyler and third party software are invoiced upon the earlier of(i)deliver of the license key or(ii)when Tyler makes such
software available for download by the Client;
• Fees for hardware are invoiced upon delivery;
• Fees for year one of hardware maintenance are invoiced upon delivery of the hardware;
• Annual Maintenance and Support fees,SaaS fees,Hosting fees,and Subscription fees are first payable when Tyler makes the software available
for download by the Client(for Maintenance)or on the first day of the month following the date this quotation was signed(for SaaS,Hosting,
and Subscription),and any Such fees are prorated to align with the applicable tern under the Agreement,with renewals invoiced annually
thereafter in accord with the Agreement.
2023-391732-K3T4X0 CONFIDENTIAL Page 2
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Exhibit 1
• Fees for services included in this sales quotation shall be invoiced as indicated below.
• Implementation and other professional services fees shall be invoiced as delivered.
• Fixed-fee Business Process Consulting services shall be invoiced 50%upon delivery of the Best Practice Recommendations,by module,
and SMA upon delivery of custom desktop procedures,by module.
• Fixed-fee conversions are invoiced 5(rA upon initial delivery of the converted data,by conversion module,and 50%upon Client
acceptance to load the converted data into Live/Production environment,by conversion module.
• Except as otherwise provided,other fixed price services are invoiced upon complete delivery of the service.For the avoidance of doubt,
where"Project Planning Services"are provided,payment shall be invoiced upon delivery of the Implementation Planning document.
Dedicated Project Management services,if any,will be invoiced monthly in arrears,beginning on the first day of the month immediately
following initiation of project planning.
• If Client has purchased any change management services,those services will be invoiced in accordance with the Agreement.
• Notwithstanding anything to the contrary stated above,the following payment terms shall apply to services fees specifically for
migrations:Tyler will invoice Client 50%of any Migration Fees listed above upon Client approval of the product suite migration
schedule.The remaining 50%,by line item,will be billed upon the go-live of the applicable product suite.Tyler will invoice Client for any
Project Management Fees listed above upon the go-live of the first product suite.Unless otherwise indicated on this Sales quotation,
annual services will be invoiced in advance,for annual terms commencing on the date this sales quotation is signed by the Client.If
listed annual service(s)is an addition to the same service presently existing under the Agreement,the first term of the added annual
service will be prorated to expire coterminous with the existing annual term for the service,with renewals to occur as indicated in the
Agreement.
• Expenses associated with onsite services are invoiced as incurred.
Tyler's quote contains estimates of the amount of services needed,based on our preliminary understanding of the scope,level of engagement,
and timeline as defined in the Statement of Work(SOW)for your project.The actual amount of services required may vary,based on these
factors.
Tyler's pricing is based on the scope of proposed products and services contracted from Tyler.Should portions of the scope of products or
services be altered by the Client,Tyler reserves the right to adjust prices for the remaining scope accordingly.
Unless otherwise noted,prices submitted in the quote do not include travel expenses incurred in accordance with Tyler's then-current Business
Travel Policy.
Tyler's prices do not include applicable local,city or federal sales,use excise,personal property or other similar taxes or duties,which you are
responsible for determining and remitting.Installations are completed remotely but can be done onsite upon request at an additional cost.
In the event Client cancels services less than two(2)weeks in advance,Client is liable to Tyler for(i)all non-refundable expenses incurred by
Tyler on Client's behalf,and(ii)daily fees associated with the cancelled services if Tyler is unable to re-assign its personnel.
The Implementation Hours included in this quote assume a work split effort of 70%Client and 30•.6 Tyler.
2023-391732-K3T4X0 CONFIDENTIAL Page 3
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Exhibit 1
Implementation Hours are scheduled and delivered in four(4)or eight(8)hour increments.
Tyler provides onsite training for a maximum of 12 people per class.In the event that more than 12 users wish to participate in a training class or
more than one occurrence of a class is needed,Tyler will either provide additional days at then-current rates for training or Tyler will utilize a
Train-the-Trainer approach whereby the client designated attendees of the initial training can thereafter train the remaining users.
Standard Project Management responsibilities include project plan creation,initial stakeholder presentation,bi-weekly status calls,updating of
project plan task statuses,and go-live planning activities.
2023-391732-K3T4X0 CONFIDENTIAL Page 4
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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
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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", 'bur"and similar terms mean Tyler.
• "you" 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.
2. 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.
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3. 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.
2. Professional Services Fees. You agree to pay us the professional services fees in the amounts set
forth in the Investment Summary. Those amounts are payable in accordance with our Invoicing and
Payment Policy. You acknowledge that the fees stated in the Investment Summary are good-faith
estimates of the amount of time and materials required for your implementation. We will bill you
the actual fees incurred based on the in-scope services provided to you. Any discrepancies in the
total values set forth in the Investment Summary will be resolved by multiplying the applicable
hourly rate by the quoted hours. 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.
4. 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
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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.
7. 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:
1. Third Party Hardware. We will sell,deliver, and install onsite the Third Party Hardware,if you have
purchased any,for the price set forth in the Investment Summary. Those amounts are payable in
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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
Parry 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
Softwa re.
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 Parry Products. We do not
warrantor guarantee the performance of the Third Party Products. However,we grant and pass
through to you any warranty that we may receive from the Developer or supplier of the Third
Party Products.
4. 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
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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
1. 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.
3. Force Maieure. 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
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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.
„a'
3. DISCLAIMER. EXCEPT FOR THE EXPRESS WARRANTIES PROVIDED IN THIS AGREEMENT AND TO
THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW,WE HEREBY DISCLAIM ALL OTHER
WARRANTIES AND CONDITIONS,WHETHER EXPRESS, IMPLIED,OR STATUTORY,INCLUDING,BUT
NOT LIMITED TO,ANY IMPLIED WARRANTIES,DUTIES,OR CONDITIONS OF MERCHANTABILITY OR
FITNESS FOR A PARTICULAR PURPOSE.
4. LIMITATION OF LIABILITY. EXCEPT AS OTHERWISE EXPRESSLY SET FORTH IN THIS AGREEMENT,
OUR LIABILITY FOR DAMAGES ARISING OUT OF THIS AGREEMENT,WHETHER BASED ON A THEORY
OF CONTRACT OR TORT,INCLUDING NEGLIGENCE AND STRICT LIABILITY,SHALL BE LIMITED TO
YOUR ACTUAL DIRECT DAMAGES,NOT TO EXCEED(A) 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).
S. 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
1. 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.
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3. Dispute Resolution. You agree to provide us with written notice within thirty(30)days of becoming
aware of a dispute. You agree to cooperate with us in trying to reasonably resolve all disputes,
including, if requested by either party,appointing a senior representative to meet and engage in
good faith negotiations with our appointed senior representative. Senior representatives will
convene within thirty(30)days of the written dispute notice, unless otherwise agreed. All meetings
and discussions between senior representatives will be deemed confidential settlement discussions
not subject to disclosure under Federal Rule of Evidence 408 or any similar applicable state rule. If
we fail to resolve the dispute, either of us may assert our respective rights and remedies in a court
of competent jurisdiction. Nothing in this section shall prevent you or us from seeking necessary
injunctive relief during the dispute resolution procedures.
4. Taxes. The fees in the Investment Summary do not include any taxes, including,without limitation,
sales, use,or excise tax. If you are a tax-exempt entity,you agree to provide us with a tax-exempt
certificate. Otherwise, we will pay all applicable taxes to the proper authorities and you will
reimburse us for such taxes. If you have a valid direct-pay permit, you agree to provide us with a
copy. For clarity, we are responsible for paying our income taxes, both federal and state,as
applicable,arising from our performance of this Agreement.
5. Nondiscrimination. We will not discriminate against any person employed or applying for
employment concerning the performance of our responsibilities under this Agreement. This
discrimination prohibition will apply to all matters of initial employment,tenure, and terms of
employment, or otherwise with respect to any matter directly or indirectly relating to employment
concerning race,color, 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
project.
7. Subcontractors. We will not subcontract any services under this Agreement without your prior
written consent, not to be unreasonably withheld.
8. Binding Effect: No Assignment. This Agreement shall be binding on,and shall be forthe 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
9
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 parry 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. Jefferson County,WA
One Tyler Drive 1820 Jefferson Street
Yarmouth, ME 04096 Port Townsend,WA 98368
Attention: Chief Legal Officer 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
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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 parry'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
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. Jefferson County,WA
Name: 1 Name:
Title: Title: LJI(A ff a "Ukrh,, gL�CC
Date: Date:
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12
Exhibit A
tyler
a techn.ologie
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
i
Exhibit A
.[ ) Quoted By: Woody Jackson
aoa a i� 3 1 Date: 513012018
0
a Quote Expiration: 7/7/2018
Quote Name: Jefferson County-LGD-EG-PLM
Quote Number: 2018-42170
Quote Description: budget Fstimatc 5-30-18 Contract Final
Sala Quotation For
Jefferson County
1920 Jefferson St
Port Townsend,WA 9 836 8-695 1
Phone+l(360)385-9171
EnerGov Software
ModuleTotal
Maintenance
Core Software:
EnerGov Permitting&Land Management Suite(PLM) $2,907.00 30 $87,210.00 $17,430.00
Extensions:
EnerGov Citizen Self Service-Permitting&Land Mgmt(PLM) $15,999.00 1 $15,999.00 $3,200.00
EnerGov IG Workforce Apps $999.00 5 $4,995.00 $1,000.00
Tyler GIS $500.00 30 $15,000.00 $3,000.00
Sub-Total: $123,204.00 $24,630.00
TOTAL: $86,244.00 $24,630.00
201 BA2170-budget Estimate 5-30-18 Contract Final CONFIDENTLAL 1 of 5
ExMbil A
EnerGov Professional Services
ExtendedDescription Hours Unit Price Price Year One
EnerGov Dynamic Reports Modifications(10 pack) 1 $5,000.00 $5,000.00 $0.00
EnerGov Fundamentals Training ap $175.00 $7,000.00 $0.00
EnerGov Onsite Tralning&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
ModuleDescription Llcenz, Users/Units
Maintenance
Extensions:
EnerGov Adv Server Extensions Bundle $15,999.00 1 $15,999.00 $3,200.00
2018-42170-budget Estimate 530-13 Contract Final CONFIDENTIAL 2 of 5
Exhibit A
Optional EnerGov Software
Description . • Year
Maintenance
EnerGov e-Reviews $19,999.00 1 $19,999.00 $4,000.00
TOTAL: $35,998.00 $7,200.00
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: PO.#:
All primary values quoted in US Dollars
EnerGov Discount Detail
Description L�,.c-nse License DlsCOUnt License Net r.'.aintenance Year One Year One
CLI�is Maintenance Maintenance
Discount Net
EnerGov Citizen Self Service-Permitting& $15,999.00 $4,800.00 $11,199.00 $3,200.00 $0.00 $3,200.00
Land Mgmt(PLM)
EnerGov IG Workforce Apps $4,995.00 $1500.00 $3,495.00 $1,000.00 $0.00 $1,000.00
EnerGov Permitting&Land Management $87,210.00 $26,160.00 $61,050.00 $17,430.00 $0.00 $17,430.00
Suite(PLM)
Tyler GIS $15,000.00 $4,500.00 $10,500.00 $3,000.00 $0.00 $3,000.00
TOTAL: $123,204.00 $36,960.00 $86,244.00 $24,630.00 $0.00 $24,630.00
201842170-budget Estimate 530-18 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
0 33 Total unique Business Transaction Types consisting of the following:
0 3 complex transaction types
0 21 average transaction types
0 9 Best Management Practice Transaction Types(BMP Template)
0 5 unique GeoRules
o l0 unique Automation Events(Intelligent Object-40&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-defincd 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 Esri 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
V �
0 ° iechrc)logles
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.
• Year4: 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.
2. 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.
=o
i
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
2
Exhibit B
Schedule 1
080 ty I er
* technologicxs
Exhibit B
Schedule 1
Business Travel Policy
1. Air Travel
A. Reservations&Tickets
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.
2. Ground Transportation
A. Private Automobile
Mileage Allowance—Business use of an employee's private automobile will be reimbursed at the
current IRS allowable rate, plus out of pocket costs fortolls and parking. Mileage will be calculated by using
1
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.
3. Lodging
Tyler's TMC will select hotel chains that are well established,reasonable in price,and conveniently
located in relation to the traveler's work assignment. Typical hotel chains include Courtyard, Fairfield Inn,
Hampton Inn,and Holiday Inn Express. If the employee has a discount rate with a local hotel,the hotel
reservation should note that discount and the employee should confirm the lower rate with the hotel upon
arrival. Employee memberships in travel clubs such as AAA should be noted in their travel profiles so that
the employee can take advantage of any lower club rates.
"No shows"or cancellation fees are not reimbursable if the employee does not comply with the
hotel's cancellation policy.
Tips for maids and other hotel staff are included in the per diem rate and are not reimbursed
separately.
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
2
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.ssa.,goviperdiem.
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.
5. Internet Access—Hotels and Airports
Employees who travel may need to access their e-mail at night. Many hotels provide free high speed
internet access and Tyler employees are encouraged to use such hotels whenever possible. If an
employee's hotel charges for internet access it is reimbursable up to$10.00 per day. Charges for internet
access at airports are not reimbursable.
3
Exhibit B
Schedule 1
6. International Travel
All international flights with the exception of flights between the U.S.and Canada should be reserved
through TMC using the"lowest practical coach fare"with the exception of flights that are six(6)or more
consecutive hours in length. In such event,the next available seating class above coach shall be reimbursed.
When required to travel internationally for business,employees shall be reimbursed for photo fees,
application fees,and execution fees when obtaining a new passport book,but fees related to passport
renewals are not reimbursable.Visa application and legal fees,entry taxes and departure taxes are
reimbursable.
The cost of vaccinations that are either required for travel to specific countries or suggested by the U.S.
Department of Health&Human Services for travel to specific countries,is reimbursable.
Section 4, Meals&Incidental Expenses,and Section 2.b., Rental Car,shall apply to this section.
0
4
Exhibit C
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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.
1. 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.
2. 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
1
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.
S. 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.
6. 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.
2
r
Exhibit C
Schedule 1
tyler
0 techndogies
Exhibit C
Schedule 1
Support Call Process
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.
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.
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
1
Exhibit C
Schedule 1
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.
Each incident is assigned a priority number,which corresponds to the client's needs and deadlines.The
client is responsible for reasonably setting the priority of the incident per the chart below.This chart is
not intended to address every type of support incident, and certain "characteristics" may or may not
apply depending on whether the Tyler software has been deployed on customer infrastructure or the
Tyler cloud.The goal is to help guide the client towards clearly understanding and communicating the
importance of the issue and to describe generally expected responses and resolutions.
Priority Characteristics of Support Incident Resolution Targets
Level
Support incident that causes(a) Tyler shall provide an initial response to Priority Level 1
complete application failure or incidents within one(1)business hour of receipt of the
application unavailability;(b) support incident. Tyler shall use commercially
1 application failure or unavailability in reasonable efforts to resolve such support incidents or
Critical one or more of the client's remote provide a circumvention procedure within one(1)
location;or(c)systemic loss of 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
2 than one user or(b)loss or corruption reasonable efforts to resolve such support incidents or
High of data. provide a circumvention procedure within ten(10)
business days. For non-hosted customers,Tyler's
responsibility for loss or corrupted data is limited to
assisting the client in restoring its last available
i
database.
2
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
3 only one user or for which there is an reasonable efforts to resolve such support incidents
Medium existing circumvention procedure. without the need for a circumvention procedure with
the next published maintenance update or service
pack. For non-hosted customers,Tyler's responsibility
for lost or corrupted data is limited to assisting the
client in restoring its last available database.
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.
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.
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.
3
Exhibit D
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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
Customer's services with a credit or other payment card on the Customer's citizen-facing web portal.
"Persolvent"means Persolvent,formerly BankCard Services Worldwide,a Payment Card Industry(PCI)
compliant processing agent through which the EnerGov Software passes credit card transactions.
"Use Fees"means the Technology Fees,Authorization Fees and Program/Convenience Fees as listed in Use
Fees Table in Section 2,titled MyGovPay/VirtualPay.
'VirtualPay'means the Product of Tyler Technologies that allows the Customer to accept and process
citizen user's credit or other payment card using the EnerGov Software.
(b) Conditions of Use. If customer elects to use MyGovPay and/or VirtualPay the following terms apply:
(1) Customer must apply for and agree to a Merchant Agreement with Persolvent.
(2) Customer agrees that Citizen Users will be subject to Use Fees as listed in Use Fees table in Section
2.
(3) Customer agrees that Use Fees are separate from and independent of Merchant Fees.
(4) Customer agrees that this Agreement does not represent any modification to Customer's Merchant
Agreement with Persolvent.
(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
i
Exhibit D
Use Fees
EnerGov's MyGovPay(Online/card-not-present payments)**
MyGovPay(Online Payments) MyGovPay(Online
Payments)
Percentage Based Fee +Transaction Fee
Option 1:
Government Entity Paid 2.799'0 $0.20
Option 2: 3.29% N/A
Patron Paid
**ACH processing is available for o fee of$20 per month and$0.30 per transaction.
EnerGov's VirtualPay(retail card present)
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-parry 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 forthe 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.
a°
2
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
9
Revised:6/26/2017 �a�t°
Exhibit E
Table of Contents
1 EXECUTIVE SUMMARY.................................................................................................................5
1.1 PROJECT OVERVIEW............................................................................................................................5
1.2 PRODUCT SUMMARY...........................................................................................................................5
1.3 PROJECTTIMELINE..............................................................................................................................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.............................................................................................IS
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
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Exhibit E
4.3.3 Data Conversion Planning& Mapping*................................................................................22
4.3.4 Standard 3rd Party Data Exchange Planning........................................................................23
4.3.5 Customization Analysis&Specification, if contracted..........................................................24
4.3.6 Forms& Reports Planning.....................................................................................................25
4.3.7 System Deployment...............................................................................................................26
4.3.8 Control Point 2:Assess& Define Stage Acceptance..............................................................27
4.4 BUILD&VALIDATE(STAGE 3).............................................................................................................29
4.4.1 Configuration& Power User Training...................................................................................29
4.4.2 Data Conversion& Validation...............................................................................................30
4.4.3 Standard 3rd Party Data Exchange Validation.....................................................................31
4.4.4 Customization Delivery& Validation,if contracted..............................................................32
4.4.5 Forms& Reports Validation..................................................................................................33
4.4.5 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
4.6.2 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
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5.2.6 County End Users.--__._—.—_.--'---.-------___---.---_-5l
5.2'7 County Technical Support--.----.---------.------.-----'--_--..f2
5.2.8 County Upgrade Coordinator................................................................................................5J
5.2.9 County project 7ombet Coordinator----'--.-----------------.----.SJ
5.2.10 County Change Management Lead.......................................................................................52
6 GLOSSARY.................................................................................................................................53
7 DATA CONVERSION PROCESS FOR ENE0GOV ENTERPRISE SERVER..............................................SG
7.1 OVERVIEW:......................................................................................................................................S6
72 MODULARIZED DESIGN:.....................................................................................................................5G
7.3 REQUIRED FIELDS:...................................... ......................................................................................56
7.4 CUSTOM FIELDS(ANY FIELDS wOrAvmuABLE/w THE MASTER TABLE FOR THE MODULE xxuossnom):.............S6
7.5 GAP HANDLING(WHERE LEGACY DATA DOESN'T FITANYWHERE WITHIN EG—TEMPLATE):.............................57
7.6 CONTACTS:......................................................................................................................................S7
7.7 MULTIPLE LEGACY DATA SOURCES:......................................................................................................S7
lO OVERALL ARCHITECTURE op CONVERSION:............................................................................................S7
7.9 PROGRESSION op CONVERSION DEVELOPMENT PROCESS: .......................................................................5g
7.10 PROGRESSION OF FINAL CONVERSION CUTOVER PROCESS(Go-LIVE):....................................................60
7.11 DATA IMPORT AREAS:....................................................................................................................6O
7.12 BUSINESS AND PROFESSIONAL LICENSING..........................................................................................6O
7.13 CODE CASE MANAGEMENT.............................................................................................................8D
7.14 PERMITTING.................................................................................................................................61
7.15 PLAN MANAGEMENT.....................................................................................................................61
@ TYLER RESOURCES PURCHASED.................................................................................................63
8.1 BILLABLE Hoonsc AND ExrcwnES/m SCOPE...........................................................................................63
8.2 BUSINESS SCOPE(TRANSACTIONS AND AUTOMATION)............................................................................63
8i3 "BUSINESS TRANSACTION"m DEFINED BY:.............................................................................................G3
8.4 ^@MP TEMPLATE rnAmsAcnnm"/s DEFINED BY:...................................................................................63
8.5 ^Gen-RuLE"o DEFINED BY: ...............................................................................................................63
8.6 "INTELLIGENT OBJECT(|O) o DEFINED BY:...........................................................................................G4
8.7 "INTELLIGENT AUTOMATION AGENT(huA)" u DEFINED BY: .....................................................................64
8.8 ^EwcxGov SDK API(TlxOLmrs) ARE DEFINED BY:................................................................................54
8.9 ESTIMATED 7imcumc........................................................................................................................65
8.10 PROJECT METHODOLOGY OVERVIEW................................................................................................65
9 STAGE ACCEPTANCE FORM........................................................................................................66
lO ]EFFERSON COUNTY-CHANGE ORDER[XI...............................................................................67
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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.
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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.
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° Eyler
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Exhibit E
2.1.3 Executive Sponsor(s)
The County's executive sponsor provides support to the Project by aliocat ng 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 commAtee, 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 p r
e
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
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9 ,
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.
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m
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 3'd 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 t
s".gym
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 atterding 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
• Tyle,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
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•
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
oo+0 er
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
1.6.1
Tyler Internal Fundamentals Configuration Final Data Close Phi/
& _Cutover Planning Project
Coordination& Review Power User Conversion
Planning Training
1.62
1.2.2 1'+'3 1.5.2
13.2 1.3.1 CONTROL POINT
Current/Future User Acceptance Production 6:Phase/Project
Data Conversion Testing Processing& Closure Stage
Infrastructure State Analysis &Validation Assistance Accepts race
Planning 1A.3
11.3
1.3-3 1.5.3
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s1.3 Planning& Standard 3i' TranakfaSl m
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Manning Validation CONTROL POINT
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].1.6
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13/68 A ��
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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
dates) for the Project/Phase Planning session.
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14/68
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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.
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15/68 ^,
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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.
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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
Objective: Update and deliver baseline management plans to reflect the approach to the
County's Project.
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.
Acceptance criteria: County reviews and acknowledges Implementation Management
Plan
• Project Plan/Schedule
Objective: Provide a comprehensive list of tasks,timelines and assignments related to the
Deliverables of the Project.
Scope:Task list, assignments and due dates
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
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Exhibit E
4.3 Assess & Define (Stage Z)
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.
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20/68
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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.
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STAGE 2 Tyler Internal Coordination&Planning
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Record Future State decisions A I R I I C C
21/68
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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.
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*Data Conversion may not be included. Please review this SOW for the Data Conversion Section,often
found after the Glossary.
22/68
tyler
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 def'ne/confirm which Data Exchanges are
needed (if not outlined in the Agreement).Tyler will provide a file layout for each Standard Data
Exchange.
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_ _ _ v v v o) w v v CV v v a)
i- I U J
Review Standard or contracted Data
A R C I C
Exchanges
Define or confirm needed Data I C A C I R
Exchanges
23/68
ors
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
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Analyze contracted custom program A C 4 R C C I C C
requirements
Develop specification document(s) A I t RReview specification document(s);
provide changes to Tyler,if I C A R I C C
applicable
Sign-off on specification ITI I A R C I I C
document(s)and authorize work
24/68
W"I w,
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 o-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
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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
T A R I C I
schedule
25/68 a ler
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yler Forms&Reports Experts S ^
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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-eceipt of the Stage Acceptance.
4.3.8.1 Assess&Define Stage Deliverables
• Completed analysis Questionnaire
Objective:Gather and document information related to County business processes for
current/future state analysis as it relates to Tyler approach/solution.
Scope: Provide comprehensive answers to all questions on Question naire(s).
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
Objective: Define data conversion approach and strategy
Scope: Data conversion approach defined, data extract strategy,conversion and
reconciliation strategy.
Acceptance criteria: Data conversion document(s) delivered to the County,
reflecting complete and accurate conversion decisions.
• Customization specification documents, if contracted
Objective: Provide comprehensive outline of identified gaps, and how the custom
program meets the County's needs
Scope: Design solution for Customization
Acceptance criteria: County accepts Custom Specification Document(s) and agrees that
the proposed solution meets their requirements
• Completed Forms options and/or packages
Objective: Provide specifications for each County in Scope form, Report and output
requirements
Scope: Complete Forms package(s) included in agreement and identify Reporting needs.
Acceptance criteria: Identify Forms choices and receive supporting documentation
• Installation checklist
Objective: Installation of purchased Tyler software
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.
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 v
t • 1 #
0
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
00
tyler
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 Ty;er 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
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Power User process and Validation A R I C I C I
training _
Validate configuration I C A C R C
29/68
0
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
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Complete initial review of data
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Review data conversion and submit
needed corrections I C I A C R C
Revise conversion program(s)to
A I ( C R �— I 1 C C
correct error(s) �
30/68
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yler Data Conversion Experts „ n n 3
yler Forms& Reports Experts
yler Customization Programmers o W
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yler Sales °—' n LA
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Exhibit E
4.4.4 Customization Delivery &Validation, if contracted
Tyler delivers in Scope Customizations) 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
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custom program(s)
Test contracted custom program(s)
I C C A C R C.isolated database
Report discrepancies between
specification and delivered I I I A R C
contracted custom program(s)
Make corrections to contracted
A I C I R I I C C I
custom program(s)as required
32/68
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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
Scope: Data conversion program complete; deliver converted data for review
Acceptance criteria: Initial error log available for review
• Data conversion verification document
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
Acceptance criteria: County accepts data conversion delivery; County completes data
issues log
Lw Installation of Customizations on the County's server(s) *except for hosted Clients
Objective: Deliver Customization(s) in Tyler software
Scope: Program for Customization is complete and available in Tyler software,
Customization testing
Acceptance criteria: Delivery of Customization(s) results in objectives described in the
County-signed specification.
• Standard Forms& Reports Delivered
Objective: Provide Standard Forms&Reports for review
Scope: Installation of all Standard Forms& Reports included in the Agreement
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 3`d 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
o•
y
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 Mar.ager(s) discuss final preparations and critica, 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
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Cutover Planning Session A R C I C C C C C C
Develop Production Cutover A R C I I C C I I rV Checklist
35/68
%
0
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
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Deliver Test Plan for User
A R C I I
Acceptance Testing
Perform User Acceptance Testing I C A R C C C i I C I
Accept custom program(s),if I I I A R C I C I C
applicable
Validate Report performance I C C A C R C
36/68 fi
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, eLearnings 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
TYLE R CLIENT
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Conduct user training sessions A R I C I I I I I
Conduct additional End User training
I I A C I R I I I I
sessions
37/68
m
e
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
Objective: Provide a detailed checklist outlining tasks necessary for production Cutover
Scope: Dates for final conversion, dates)to cease system processing in Legacy System,
date(s) for first processing in Tyler system, contingency plan for processing
Acceptance criteria: Definition of all pre-production tasks, assignment of owners and
establishment of due dates
• User Acceptance Test Plan
Objective: Provide testing steps to guide users through testing business processes in Tyler
software.
Scope:Testing steps for Standard business processes.
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 3"party Data Exchange programs tested and accepted
• Standard Forms& Reports tested and accepted
• User acceptance testing completed
• End User training completed
38/68
�••� Yler,
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Exhibit E
4.6 Production Cutover (Stage 5)
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
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Provide final extract balancing '
I I A C R I
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Convert and deliver final pass of A I I R I I I C
data
Validate final pass of data I C C I A C R C
Load final conversion pass to
I I 1 A C � I C R
Production environment
39/68
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yler Sales O1 fD m
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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
Objective: Ensure(in Scope) Legacy System data is available in Tyler software in
preparation for production processing.
Scope: Final passes of all conversions completed in this Phase
Acceptance criteria: Data is available in production environment
• Support transition documents
Objective: Define strategy for on-going Tyler support
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
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 °a + tyler
a° 1
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
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T ? T T T >, T >� >, ._ ._ ._ ._ _ _ _ _ _ .-
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Review outstanding Project activities
A R C C C I C I C
and develop action plan
Review Project budget and status of
contract Deliverables A R I I C —
44/68 #yler
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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
Objective: Provide comparison of contract Scope and Project budget
Scope:Contract Scope versus actual, analysis of services prov'ded and remaining budget,
identify any necessary Change Requests or Project activity.
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
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Exhibit E
5 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
Validates contract compliance throughout the project
Ensures Deliverables meet contract requirements
Acts as primary point of contact for all contract and invoicing questions
Prepares and presents contract milestone sign-offs for acceptance by County Project
Manager(s)
Coordinates Change Requests, if needed,to ensure proper Scope and budgetary compliance
• Planning
46/68
Exhibit E
Update and deliver Implementation Management Plan
Defines project tasks and resource requirements
Develops initial project schedule and full scale Project Plan
Collaborates with County Project Manager(s) to plan and schedule project timelines to
achieve on-time implementation
• Implementation Management
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
Establishes and manages a schedule and resource plan that proper'y supports the project
Plan as a whole that is also in balance with Scope/budget
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
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
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
Acts as liaison between project team and Tyler manager(s)
Identifies and coordinates all Tyler resources across all modules, Phases, and activities
including development, conversions, forms, installation, reports, implementation,and billing
Provides direction and support to project team
Builds partnerships among the various stakeholders, negotiating authority to move the
project forward
Manages the appropriate assignment and timely completion of tasks as defined in the project
Plan, task list, and Production Cutover checklist
Assesses team performance and adjusts as necessary
Interfaces closely with Tyler developers to coordinate program Modification activities
Coordinates with in Scope 3rd party providers to align activities with ongoing project tasks
• 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 ZAY
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8
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
5.1.6 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
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Exhibit E
• Assists with communicating key project messages throughout the organizatior
• 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:
Cost
Scope
Schedule
project Goals
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
Validates contract compliance throughout the project
Ensures invoicing and Deliverables meet contract requirements
Acts as primary point of contact for all contract and invoicing questions
Signs off on contract milestone acknowledgment documents
Collaborates on and approves Change Requests, if needed, to ensure proper Scope and
budgetary compliance
• Planning
Review and acknowledge Implementation Management Plan
Defines project tasks and resource requirements for County project team
Collaborates in the development and approval of the initial Project Plan and Project Plan
Collaborates with Tyler Project Manager(s)to plan and schedule project timelines to achieve
on-time implementation
• Implementation Management
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
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
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
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0
Exhibit E
these items or communicates with transparency to Tyler any items that may impact the
outcomes of the project
Collaborates with Tyler Project Manager(s)to establish key business drivers and success
indicators that will help to govern project activities and key decisions to ensure a quality
outcome of the project
Routinely communicates with both County staff and Tyler, aiding in the understanding of
goals, objectives, current status, and health of the project by all team members
• Team Management
Acts as liaison between project team and stakeholders
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
Provides direction and support to project team
Builds partnerships among the various stakeholders, negotiating authority to move the
project forward
Manages the appropriate assignment and timely completion of tasks as defined in the project
plan,task list, and production cutover checklist
Assesses team performance and takes corrective action, if needed
Provides guidance to County technical teams to ensure appropriate response and
collaboration with Tyler technical support teams to ensure timely response and appropriate
resolution
Coordinates in Scope V 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:
Task completion
Stakeholder Presentation
Implementation Management Plan development
Schedule development
Maintenance and monitoring of risk register
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t y I e r
Exhibit E
Escalation of issues
Communication with Tyler project team
Coordination of County resources
Attendance at scheduled sessions
Change Management activities
Customization specification, demonstrations, testing and approval assistance
Conversion Analysis and Verification Assistance
Decentralized End User Training
Process Testing
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
• 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 Yd party Data Exchanges.
• Develops or assists in creating Reports as needed
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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
r Ensures users have appropriate access to Tyler project toolsets such as Tyler University,Tyler
Community,Tyler Product Knowledgebase,Share Point,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
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Exhibit E
6 Glossary
Accountable The person who is ultimately accountable for decisions being made on
a task.
Application A computer program designed to oerform a group of coordinated
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
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
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
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.
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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
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.
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Exhibit E
Project Planning Meeting Occurs during the Plan & Initiate Stage to coordinate with the Client
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.
5S/68 c
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.
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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_Tempiate 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).
2. 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 'perm;t_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.
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Exhibit E
-- • All legacy data • Db used to • EnerGov db
sources I map/translate used by the
populated data before EnerGov i
into one db passing into software.
within the EnerGov.
templated Stored
table I I procedures
structure. and functions
exist in this
db, which
becomes the
conversion
source code. I
58'68 tyier
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Exhibit E
7.9 Progression of Conversion Development Process:
Provide empty EG Template Tylr Database format will be SQL Server
,1atabase to client
Load legacy data into template Client If there are multiple legacy data sources, all
(:atabase should be loaded into the one template SQL
database.
Napping process Fyler/Client Dependent on completed EnerGov
onfiguration
spreadsheets will be used to communicate
mapping values.
Mapping questions may arise and both parties
may need to discuss these until answers are
a-reed u:.on.
Import-specific configuration Tyler ertain fields or values may need to exist for
changes to EnerGov imported records only. These usually require
some minor EnerGov configuration changes.
ustomize conversion scripts i yler Minor customization can be expected for
1 many conversions, based on special requests
`rom client.
Any special requests would also be added into
the conversion scripts at this time.
-onversion 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
ccur. if not, certain steps above may need to
be repeated until client signs off on the
conversion.
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Exhibit E
7.10 Progression of Final Conversion Cutover Process (Go-Live):
Load legacy data into Client his should just be an up-to-date extract of
11template database the legacy data into the template db.
Conversion execution Tyler Resulting EnerGov database will be provided
io client team. This will be the production
„I EnerGov db.
o Live Tyler/Client verification of EnerGov db and site
ffunctionality- data Conversion sign-off
Move to production phase _ —I
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
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Exhibit E
• Notes
• Holds
• initialized Workflows
• Attachments
• Violations
Fees
Payments
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 Fie!d 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
0 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
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E)hbit 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
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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 rescirce 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 fuli 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.).
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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.
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■tee
Exhibit E
• Note:The EnerGov toolkits and related documentation are simpiy 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 Timekrl'e
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.
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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 S business days, we will
consider the sign off complete.
Client Project Date:
Manager:
tyler
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Exhibit E
10 Jefferson County - Change Order [X]
Tyler Technologies
Client:
Requested By: Date:
Tyler Project
Client Project Manager: Manager:
Expiration Date: Change Req. Number-
PROPOSED CHANGE
DescriptionChange
IMPACT OF CHANGE
Task Original Original Proposed Proposed
Start Date Finish Date Start Date Finish Date
1
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ae A
x
4
Exhibk E
•
Task Estimated Hours Rate/hr Total Task Category
Total — - - - - - -- --� - - --
E7777
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
Date Title Approved By S�gnature
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AMENDMENT
This amendment("Amendment") is effective as of the date of signature of the last party to sign as
indicated below("Amendment Effective Date"), by and between Tyler Technologies, Inc.with offices at
One Tyler Drive, Yarmouth, Maine 04096 ("Tyler") and the Jefferson County,Washington,with offices at
1820 Jefferson Street, Port Townsend,Washington 98368("Client").
WHEREAS,Tyler and the Client are parties to an agreement dated July 17, 2018 ("Agreement");and
WHEREAS,Tyler and Client desire to amend the terms of the Agreement as provided herein.
NOW THEREFORE, in consideration of the mutual promises hereinafter contained,Tyler and the Client
agree as follows:
1. The items set forth in the sales quotation attached as Exhibit 1 to this Amendment are hereby
added to the Agreement as of the Amendment Effective Date. Payment of fees and costs for
such items shall conform to the following terms:
a. License Fees. License fees will be invoiced when Tyler makes the software added to the
Agreement pursuant to this Amendment available for download (for the purpose of this
Amendment,the "Available Download Date").
b. Maintenance Fees.Year 1 annual maintenance and support fees, prorated for a time
period commencing on the Available Download Date and ending at the same time as the
end of the then-current annual maintenance term for the Tyler Software already
licensed under the Agreement, are due on the Available Download Date. Subsequent
annual maintenance fees will be invoiced in accord with the Agreement.
c. Services Fees& Expenses. Services added to the Agreement pursuant to this
Amendment,along with applicable expenses,shall be invoiced as provided and/or
incurred.
d. Hardware Fees. Fees for Hardware are due on delivery of the respective Hardware.
2. This Amendment shall be governed by and construed in accordance with the terms and
conditions of the Agreement.
3. Except as expressly indicated in this Amendment, all other terms and conditions of the
Agreement shall remain in full force and effect.
SIGNATURE PAGE FOLLOWS
tyler
IN WITNESS WHEREOF,the parties hereto have executed this Amendment as of the dates set forth
below.
Tyler Technologies, Inc. Jefferson County, WA
2e c --
Name: Name:
Title: 1)t vr,<-e— ty - c l Title:.
Date: I �'l ?.-D I Date: ,Z" L
A roved t form only:
�• �] � --Date /
Philip C. Hunsucker,Chief Civil Deputy Prose tin Attorney
Jefferson County Prosecuting Attorney's Office
tyler
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• tyler
Exhibit 1
Investment Summary
The following Investment Summary details the software and services to be delivered by us to you under
the Agreement. This Investment Summary is effective as of the Effective Date. Capitalized terms not
otherwise defined will have the meaning assigned to such terms in the Agreement.
In the event a comment in the following sales quotation conflicts with a provision of this Amendment,
the provision in this Amendment shall control.
REMAINDER OF PAGE INTENTIONALLY LEFT BLANK
Quoted By: Woody Jackson
'*Oe• t y l e r Date: 10/30/2019
s Quote Expiration: 1 212 7/20 1 9
Quote Name: Jefferson County LGD-EG-PLM License Additions
Quote Number: 2019-56558
Quote Description: Additional 3 User Licenses+I Read Only License
Sales Quotation For
Jefferson County
1820 Jefferson St
Port Townsend,WA 99368-6951
Phone+1(360)385-9171
EnerGov Software
Core Software:
EnerGov PL.M Additional Users $2,907.00 4 $11,628.00 $2,324.00
EnerGov View Only Licenses(All Suites) $899.00 2 $1,398.00 $280:00
Extensions:
EnerGov Special Bundle including:EnerGov Content Management API,Report $10,000.00 1 $10.000.00 $2,000.00
Toolkit&Community Development SDK&
Sub-Total: $23,026.00 S4.15W.00
$3,908.00 $0.00
TOTAL: $19,118.00 ii4,604.00
Summary One Time Fees Recurring Fees
Total Tyler Software $19,118.00 $4,604.00
Total Tyler Services $0.00 $0.00
Total 3rd Party Hardware,Software and $0.00 $0.00
Services
2018-56558-Addthonal 3 User Licenses t 1 Read Only License CONFIDENTIAL 1 of 2
Summary One Time Fees Recurring Fees
Summary Total $19,118.00 $4,604.00
Contract Total $23,722.00
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
J-escir iption License Licen%e Discount License Net Maintenance Year One Year One
Basis Mainlenanre Maintenance
I Discount Net
EnerGov PLM Additional Users $11.628 00 $3,488.00 $8,140.00 $2,324.00 $0.00 $2,324 00
EnerGov Special Bundle including:EnerGov $10,000.00 $0.00 $10,000.00 $2,000.00 $0.00 $2,000.00
Content Management API,Report Toolkit&
Community Development SDK&
EnerGov View Only Licenses(All Suites) $1,398.00 $420 00 $978.00 $280.00 $0.00 $280.00
TOTAL: $23,026.00 $3,908.00 $19,118.00 $4,604.00 $0.00 $4,604.00
2018-5655B-Additional 3 User I icenses+1 Read Only I icense CONFIDENTIAL 2 of 2