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ITEM: AUTHORIZATION TO RENEW AN EXISTING CONTRACT FOR ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM MAINTENANCE AND SUPPORT SERVICES
REQUEST: Authorization to renew an existing contract for Enterprise Resource Planning (ERP) System Maintenance and Support Services with Tyler Technologies, in the amount of approximately $664,875.32.
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EXPLANATION: On November 14, 2017, Council awarded RFP# 001-17/DZ to Tyler Technologies, Inc. for the Purchase, Implementation, and Maintenance of an Enterprise Resource Planning (ERP) System. The current term is set to expire on December 31, 2025 and provides for two (2) remaining one-year renewal options. The two remaining renewal increases are limited to no more than five percent (5%) per year. After the remaining renewals, the successive one-year renewal terms are available upon mutual agreement of the parties which would be billed at Tyler’s then-current Saas fee rates. The renewal of this contract entitles the Village to receive regular software enhancements, current user and system documentation, reporting, and maintenance and support. Staff requests authorization to exercise the annual renewal effective for January 1, 2026 through December 31, 2026.
The Village has been using Tyler Technology’s ERP System, Munis, for over eight (8) years for its general ledger, budget, accounts receivable, utility billing, purchasing & contracts, inventory management, fixed assets, bank reconciliation, accounts payable, human resources, payroll, land parcel management, business licenses, building permits, code enforcement, engineering permits, planning & zoning, and facility work orders. Over the course of the contract, there have been multiple amendments to the agreement including, but not limited to, the addition, removal, and modification of the original software modules and components. This renewal contains the continuation of the following software segments with exception to EERP Customer Care/Strategic Account Management, which was currently trialed for a six-month period and staff recommends continuing with it as a new service. Tyler Service components added via separate amendments result in various expiration dates.
• Saas
o Financial Management
o Human Resources Management
o Enterprise Permitting & Licensing Extensions
o Revenue Management
o Civic Services
o Enterprise Asset Management
o Content Management
o Data Insights
o Additional Services & Reoccurring Integrations
• Tyler Services
o PACE 3 Training
o Energov Assist Advanced
o EERP Customer Care/Strategic Account Management
|
Saas |
$585,043.32 |
|
Energov Assist Advanced |
$ 42,000.00 |
|
EERP Customer Care/Strategic Account Management (New) |
$ 32,000.00 |
|
PACE 3 - Tyler Connect Registration/Training |
$ 5,832.00 |
|
|
$664,875.32 |
Staff requests authorization to renew an existing contract for Enterprise Resource Planning (ERP) System Maintenance and Support Services with Tyler Technologies, in the amount of approximately $664,875.32.
BUDGET AMENDMENT REQUIRED: NO
PUBLIC HEARING: NO QUASI-JUDICIAL:
FIRST READING: SECOND READING:
LEGAL SUFFICIENCY: YES
FISCAL IMPACT: Funds are budgeted in the General, Building, Capital and Utilities Funds for Fiscal Year 2026.
WELLINGTON FUNDAMENTAL: Protecting Our Investment
RECOMMENDATION: Authorization to renew an existing contract for Enterprise Resource Planning (ERP) System Maintenance and Support Services, with Tyler Technologies in the amount of approximately $664,875.32.