ACTION REQUESTED:
Title
Communication from the City Manager and Director of Information Systems to APPROVE the Virtualization of the Tyler ERP System (Munis and Energov) and Associated Security and Business Recover Services and Expansion of Implementation, Management, Training and Other Support Services.
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BACKGROUND: Tyler has stopped offering an on-premise solution to new customers as part of its corporate road map. The City is currently using an on-premise solution and anticipate a need to move to a virtual solution in the near term. This means that we had already planned to budget and migrate to a virtual solution in 2022 to continue to have a fully supported product (in terms of upgrades to security and usability of the software).
Due to recent (and impending) departures and staff reductions we propose that we speed up that migration to 2021. In addition, we are proposing comprehensive engagement from Tyler to support our implementation, configuration, and training across departments.
While the migration work would occur in 2021, Tyler has offered serious concessions to help our budget challenges. While we will need to pay to migrate our data ($17,000), the larger payment for the virtual product will be delayed until 2022, and Tyler has offered a significant reduction in their standard fee to provide us with comprehensive technical, training and management resources.
Tyler has offered to expedite our project and we are asking that we be given authority to negotiate the final agreement within the cost parameters below.
FINANCIAL IMPACT: The ongoing cost of the product will increase from $227,000 to an annual cost of $415,000 for the virtual product, on-going upgrades, and security / business recovery programs. In addition, Tyler has agreed to forgo payment on the migration until January 2022. They will immediately implement our virtualization program.
In 2021, we will need to pay for a one-time project management fee ($17,000) for migration i...
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