Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
Home
My WebLink
About
2019-10-15 City Council Regular Meeting Packet
Agenda City Council Meeting City of Edina, Minnesota Edina City Hall Council Chambers Tuesday, October 15, 2019 7:00 PM I.Call To Order II.Roll Call III.Pledge of Allegiance IV.Approval Of Meeting Agenda V.Community Comment During "Community Comment," the City Council will invite residents to share new issues or concerns that haven't been considered in the past 30 days by the Council or which aren't slated for future consideration. Individuals must limit their comments to three minutes. The Mayor may limit the number of speakers on the same issue in the interest of time and topic. Generally speaking, items that are elsewhere on tonight's agenda may not be addressed during Community Comment. Individuals should not expect the Mayor or Council to respond to their comments tonight. Instead the Council might refer the matter to sta* for consideration at a future meeting. A.Handout at Meeting B.City Manager's Response to Community Comment VI.Adoption Of Consent Agenda All agenda items listed on the consent agenda are considered routine and will be enacted by one motion. There will be no separate discussion of such items unless requested to be removed from the Consent Agenda by a Member of the City Council. In such cases the item will be removed from the Consent Agenda and considered immediately following the adoption of the Consent Agenda. (Favorable rollcall vote of majority of Council Members present to approve.) A.Approve Minutes: Work Session and Regular Meeting, October 1, 2019 B.Approve Payment of Claims C.Approve Small Wireless Facility Collocation Agreement with Verizon D.Request for Purchase: Emergency Repair of Well No. 10 E.Request for Purchase: Custodial Cleaning Services for Public Works F.Approve Lighting Encroachment Agreement with Edina Market Street, LLC G.Approve Modi<cation to Trash Room Easement H.Resolution No. 2019-88: Authorizing Master Grant Contract Between Edina Community Health Board and Minnesota Department of Health I.Request for Purchase: Tyler Technologies' Munis Enterprise Resource Planning Software System J.Request for Purchase: Project Management Services for Enterprise Resource Planning System Implementation K.Waive Building Permit Fees for Fred Richards Park Phase I Picnic Shelter L.Request for Purchase: Storage Network Area Replacement M.Request for Purchase: Lake Cornelia Bu*er Improvements and Approve Cost Share Agreement with Nine Mile Creek Watershed District N.Request for Purchase: Braemar Boulevard Shoulder Improvements O.Approve Street Realignment and Sidewalk at Creek Valley Road and Valley View Road P.Resolution No. 2019-89: Setting Public Hearing Date for Amundson Avenue Tax Increment Financing District Q.Resolution 2019-94: Authorizing Applications for Tax Base Revitalization and Environmental Response Fund for 7075-7079 Amundson Avenue R.Resolution No. 2019-95: Accepting Donations VII.Special Recognitions And Presentations A.Annual Presentation and Approval of Edina Chamber of Commerce 2020 Budget B.Proclamation: Extra Mile Day 2019 VIII.Public Hearings During "Public Hearings," the Mayor will ask for public testimony after City sta* members make their presentations. If you wish to testify on the topic, you are welcome to do so as long as your testimony is relevant to the discussion. To ensure fairness to all speakers and to allow the eEcient conduct of a public hearing, speakers must observe the following guidelines: Individuals must limit their testimony to three minutes. The Mayor may modify times, as deemed necessary. Try not to repeat remarks or points of view made by prior speakers and limit testimony to the matter under consideration. In order to maintain a respectful environment for all those in attendance, the use of signs, clapping, cheering or booing or any other form of verbal or nonverbal communication is not allowed. A.CONTINUE PUBLIC HEARING TO NOVEMBER 19, 2019: Preliminary & Final Plat for Southdale OEce Center, 6600 France Avenue B.CONTINUE PUBLIC HEARING TO DECEMBER 3, 2019: Preliminary & Final Plat; Platting an Existing Outlot and Development Contract at Oak Lane C.PUBLIC HEARING: Resolution No. 2019-84, Certi<cation of Delinquent Utilities Improvement No. DU-19 D.PUBLIC HEARING: Resolution No. 2019-90, Preliminary & Final Plat for Lifetime Fitness, 200 Southdale Center E.PUBLIC HEARING: Resolution No. 2019-92, Appealling Administrative Decision for 5712 Woodland Lane IX.Correspondence And Petitions A.Correspondence B.Minutes 1.Minutes: Human Rights & Relations Commission, Aug. 27, 2019 2.Minutes: Parks & Recreation Commission Sept. 10, 2019 X.Aviation Noise Update XI.Mayor And Council Comments XII.Manager's Comments A.Virtual Town Hall XIII.City Council Upcoming Meetings and Events XIV.Adjournment The City of Edina wants all residents to be comfortable being part of the public process. If you need assistance in the way of hearing ampli<cation, an interpreter, large-print documents or something else, please call 952-927-8861 72 hours in advance of the meeting. Date: October 15, 2019 Agenda Item #: V.A. To:Mayor and City Council Item Type: From: Item Activity: Subject:Handout at Meeting CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: INTRODUCTION: ATTACHMENTS: Description Handout at Meeting Read during Community Comment at the Tuesday, October 15, 2019 Edina City Council Regular Meeting, with hard copy given to City Clerk October 15, 2019 Mayor and Council, Request: Please provide online and fully accessible to the public, a complete list of changes in Density and in Land Use categories that are incorporated in Table 3.5 [ATT-1] in the Draft 2018 Comp Plan for the recent Small Area Plans that have not yet been submitted to the Met Council: 70th & Cahill, 50th & France, and Southdale. Additionally, please separately identify Density and Land Use category changes that the City is intending to incorporate into the Draft 2018 Comp Plan separate from the Small Area Plans. A few specific questions regarding the Draft 2018 Comp Plan: Is the City reclassifying any portion of the backyards of some R-1 homes on Maple Road to MXC- Mixed Use Center? Is the City reclassifying any portion of the properties of some R-1 homes on Hankerson up in Grandview to MXC- Mixed Use Center? Has the City added acreage to the MXC category for the purpose of developing the Grandview Green, aka The Lid? Request regarding the section on Sanitary Sewer in the Water Resources Chapter 7: On Page 7-8 [ATT-2], it is stated that "The reference section links to plans and studies", but there are no links to these four documents listed on Page 7-23 [ATT-3]. Please provide these links so that the public can access these documents: (1) Grandview System Analysis (2018 Barr), (2) Southeast Edina Capacity and Preliminary Engineering (2017 Barr), (3) Edina South Sanitary Sewer Capacity Evaluation (2018 Barr), (4) Pentagon AUAR (2018 Update) Thank you. Sincerely, Roberta Castellano 4854 France Ave S Edina, MN 55410-1756 With 3 attachments, 1 page each Edina Comprehensive Plan Land Use and Community Design hapter Draft 09-30-19 ) • Land Use Plan The future land use plan is the guide for the allowed type and intensity of development citywide. It does not provide the full level of detail shown in the zoning code — rather, it is overarching guidance for the patterns, to ensure decisions made through the city's regulatory and enforcement process are consistent with a comprehensive approach and strategy. As a developed community, the future land use plan does not tend to change dramatically from year to year. The boundaries of Edina are not expected to be altered and many of the overall patterns have been established for decades. Despite this, the city has capacity to accommodate growth and change through the redevelopment and renewal of sites in targeted areas. Figure 3.12 shows the planned land use for all property within Edina. Table 3.5 summarizes the planned land uses by category shown on the map. The planned future land uses shown on this map reflect previous community planning efforts as well as desired updates identified as part of the 2018 Comprehensive Plan Update process. The following section provides definitions of the future land use categories shown. By way of comparison, the table also includes the range of housing units per acre for land uses that include residential. 1 ., ,1 Low Density Residential 1-5 4,613 45.1% Low Density Attached Residential 4-8 126 1.2% Medium Density Residential 5-20 225 2.2% High Density Residential 20-60 179 I .7% Greater Southdale District Residential 50-100 68 0.7% Office Residential 20-75 315 3.1% Office 69 0.7% Neighborhood Node* 10-50 26 0.3% Mixed-use Center* 12-100 69 0.7% Community Activity Center 90-150 228 2.2% Industrial 279 2.7% Open Space and Parks 1,312 12.8% Public/Semi Public 561 5.5% Regional Medical 50-100 45 0.4% Right-of-Way 2,111 20.6% Total 10,224 100.0% *Density within these categories varies by subarea. See Table 3.6 for details Source: City of Edina ICA Tr- j 3-25 Edina Comprehens Water Resources Chap r Draft 09-30-19Th, e Plan Sanitary Sewer 6>f( lingre. adt it° /14k$ '--4-roduction This section of the water resources chapter focuses on the Sanitary Utility. The introduction discusses the purpose of the utility, describes technical service levels and related customer service expectations. A high-level overview describes the people, equipment, and infrastructure used to provide the service, and the asset management statement puts programs and infrastructure into a generational context of lifecycle service delivery. The current and future conditions section provides an overview of existing conditions, demand, and more detail on the parts that make up the public utility and how it relates private systems, organizations, and partners and the overall water industry. The goals and policies section describes the governance structure, policies, and relationships and sets goals to guide the utility in the next 10 years. The implementation section describes the framework for im•lementation using principles of lifec cle mana•ement of assets and management of ca acit and risk. The reference section links to plans and studies that provide the body of understanding at the foundation of the utility and useful tools from the water industry. Purpose of Plan: The purpose of this section is to guide the Sanitary Utility by defining the service, detailing goals and policies, and framing the resources and methods of implementation used to provide for the citywide removal of wastewater. The plan: • Defines service levels and relation to citywide policy goals such conservation, resilience, procurement, and others. • Provides a framework for the procurement and maintenance of services while managing risk, and supporting growth. • Summarizes demand and demand growth with ongoing development and potential redevelopment within the city and describes how land use impacts the sanitary sewer infrastructure in the city. • Describes how the provision of service is provided and how it relates and coordinates with regional services such as the trunk sewer system operated by Metropolitan Council Environmental Services (MCES). • The scope of this plan is the local collection system. The regional collection and treatment system is owned by the MCES and funded by fees based on percent of system flow. Because of the interrelation of local and regional systems, the Comprehensive Plan is a tool to make sure local and regional systems are aligned. This plan has been prepared in accordance with the current requirements of the Metropolitan Land Planning Act and the content of the sewer element included in the Local Planning Handbook including data and descriptions specifically required in the city's system statement. Service Levels The core service of the Sanitary Utility is the removal of domestic, commercial, and industrial wastewaters to promote sanitary conditions and public health. The service is provided citywide with minimal risk of interruption. In the 2017 Quality of Life Survey, Edina residents rated sewer service as 31% Excellent, 57% Good, I I% Fair, and 14% Poor. The percent positive ranked as 37th among 298 comparable communities by survey firm Decision Resources. While this is a satisfactory rating, there may be opportunities to increase the overall rating through improved customer service or facility upgrades. 7-8 LAT-r-- Edina Comprehensiv Ian Water Resources Chapte Draft 09-30-19 Grandview System Analysis (2018 Barr) Southeast Edina Capacity and Preliminary Engineering (2017 Barr) Edina South Sanitary Sewer Capacity Evaluation (2018 Barr) Pentagon AUAR (2018 Update) ait 1-z• doetsffe413 MT; 7-23 Date: October 15, 2019 Agenda Item #: V.B. To:Mayor and City Council Item Type: Other From:Sharon Allison, City Clerk Item Activity: Subject:City Manager's Response to Community Comment Information CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: None. INTRODUCTION: City Manager Neal will respond to community comment from the previous week's meeting. Date: October 15, 2019 Agenda Item #: VI.A. To:Mayor and City Council Item Type: Minutes From:Sharon Allison, City Clerk Item Activity: Subject:Approve Minutes: Work Session and Regular Meeting, October 1, 2019 Action CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: Approve minutes as presented. INTRODUCTION: ATTACHMENTS: Description Draft Minutes: Work Session Meeting, October 1, 2019 Draft Minutes: Regular Meeting, October 1, 2019 MINUTES OF THE WORK SESSION OF THE EDINA CITY COUNCIL TUESDAY, OCTOBER 1, 2019 5:30 P.M. Mayor Hovland called the meeting to order at 5:37 p.m. ROLLCALL Answering roll call were Members Anderson, Brindle, Staunton and Mayor Hovland. Member Fischer arrived at 5:45 p.m. Staff in Attendance: Scott Neal, City Manager; Lisa Schaefer, Assistant City Manager; Cary Teague, Community Development Director; Perry Vetter, Parks & Recreation Director; Emily Bodeker, Assistant City Planner; Heidi Lee, Race & Equity Coordinator; MJ Lamon, Community Engagement Coordinator; Andrew Scipioni, Transportation Planner; Tara Brown, Sustainability Manager; Susan Tarnowski, Art Center Manager; Casey Casella, City Management Fellow; Katie Bisek, I.T. Specialist; and Sharon Allison, City Clerk. 2020 Commission Proposed Work Plans Commission Chairs presented their 2020 proposed work plans to the City Council. Each commission presented five to ten initiatives with their action being to review and recommend, review and decide, review and comment, or study and report. Their work plan initiatives were: Planning Commission (PC) The PC’s work plan initiatives were Land Use applications, Comprehensive Plan follow-up, planning study of the Edina Business Park, Zoning Ordinance amendments, and Greater Southdale Design Experience Guidelines. Transportation Commission (ETC) The ETC work plan initiatives were evaluate performance of CloverRide, traffic impact studies associated with proposed developments as requested by the Planning Commission, prepare standards and best practices for traffic impact studies, develop and coordinate educational activities to inform the community about transportation safety, capital improvement projects including roadway reconstruction and projects funded by the Pedestrian and Cyclist Safety Fund. Heritage Preservation Commission (HPC) The HPC’s initiatives were Certificate of Appropriateness applications, invite property owners to designate eligible properties as Edina Heritage Landmarks, evaluate potential properties to be added to the Heritage Preservation eligible landmark list, serve on cross-commission committee to make City facilities artwork and décor reflects diversity of race and culture, award the 2020 Heritage Award, create interactive bike/pedestrian map for Historical Property tour, hold May’s HPC meeting as a community meeting, and study and report on archeology sites in Edina. Human Rights & Relations Commission (HRRC) The HRRC initiatives were Days of Remembrance Event, 2020 Tom Oye Award, Sharing Values, Sharing Communities Event, cross-commission committee to make City facility artwork and décor reflect diversity of race and culture, cross-commission in partnership with communities of color to identify barriers for participation in programming, Bias Offense Response Plan review to determine if the plan should be broadened to include offenses outside of the state statute’s definition of bias offense, cross-commission committee to complete requirements for Edina to receive the AARP City Designation, and celebrate 50th anniversary of HRRC in Edina. Parks & Recreation Commission (PARC) The PARC initiatives were assessing existing conditions, quality and sustainability of parks and green spaces, cross- commission in partnership with communities of color to identify barriers for participation in programming, develop approach to building community by proactively connecting with neighborhood groups, community athletic groups and underserved members of the community, prioritize park capital infrastructures needs, implement Braemar and Edina City Council Work Session/October 1, 2019 Fred Richards Park Master Plan and pursue funding opportunities, and review commitment to and execution of strategic goal of 15% of Edina land dedicated to parks and green spaces. Energy & Environment Commission (EEC) The EEC initiatives were Climate Action Plan, organics and recycling re-education at City events, business recognition program outreach and review, enhanced tree ordinance, event on Climate Change and Adaption with HRRC’s initiative “Sharing values. Sharing communities.” Community Health Commission (CHC) The CHC initiatives were benefits of social connectedness, regulating sale of flavored tobacco and tobacco-related products, including e-cigarettes, cross-commission committee to complete requirements for Edina to receive the AARP City Designation, and smoke-free multi-unit property policies. Arts & Culture Commission (ACC) The ACC’s initiatives were 3-year Public Art Plan, next generation Art Center, inventory existing art collection, partner with PC and PARC to advance arts and culture. The work plans approval timeline is Nov. 19, staff will review the work plans with the City Council, Dec. 3, City Council will approve work plans, and Jan. 1, 2020, work officially begins. ADJOURNMENT Mayor Hovland adjourned the meeting at 6:50 p.m. Respectfully submitted, ____________________________________________ Sharon Allison, City Clerk Minutes approved by the Edina City Council, October 15, 2019. ___________________________________________ James Hovland, Mayor Page 1 MINUTES OF THE REGULAR MEETING OF THE EDINA CITY COUNCIL HELD AT CITY HALL OCTOBER 1, 2019 7:00 P.M. I. CALL TO ORDER Mayor Hovland called the meeting to order at 7:00 p.m. II. PLEDGE OF ALLEGIANCE III. ROLLCALL Answering rollcall were Members Anderson, Brindle, Fischer, Staunton, Hovland. Absent: None. IV. MEETING AGENDA APPROVED AS PRESENTED Member Fischer made a motion, seconded by Member Brindle, to approve the meeting agenda as presented. Ayes: Anderson, Brindle, Fischer, Staunton, Hovland Motion carried. V. COMMUNITY COMMENT Char Blanche, Richfield, addressed the Council. Jeff Hayward, 6709 Rosemary Lane, addressed the Council. Julie Risser, 6112 Ashcroft Avenue, addressed the Council. Frank Lorenz, 7151 York Avenue South, addressed the Council. Floyd Grabiel, 7510 Cahill Road, addressed the Council. V.A. CITY MANAGER’S RESPONSE TO COMMUNITY COMMENTS Manager Neal responded to past Community Comments. VI. CONSENT AGENDA ADOPTED AS PRESENTED Member Staunton made a motion, seconded by Member Brindle, approving the consent agenda as presented: VI.A. Approve minutes of the September 17, 2019, Work Session and Regular Meeting VI.B. Approve payment claims for Check Register Claims Pre-List Dated September 19-26, 2019 Total $4,110,095.17 and Electronic Payment Register Dated September 19-26, 2019 Total $207,710.38 VI.C. Adopt Resolution No. 2019-86; Establishing Parking Time Limits for Municipal Parking Facilities VI.D. Approve Modification to Permit Parking Policy at 50th and France Commercial Area VI.E. Approve Request for Purchase, awarding the bid to the recommended low bidder, Tyler Technologies’ Munis Enterprise Resource Planning Software System, $957,874 VI.F. Approve Request for Purchase, awarding the bid to the recommended low bidder, Project Management Services for Enterprise Resource Planning System Implementation, BerryDunn, $203,776.00 VI.G. Approve Public Improvement and Special Assessment Agreements Minutes/Edina City Council/October 1, 2019 Page 2 VI.H. Approve Request for Purchase, awarding the bid to the recommended low bidder, Highlands Park Water Level Study, Barr Engineering, $68,000 VI.I. Approve Traffic Safety Report of August 27, 2019 VI.J. Adopt Resolution No. 2019-85; Accepting Donations Rollcall: Anderson, Anderson, Brindle, Fischer, Staunton, Hovland Motion carried. VII. SPECIAL RECOGNITIONS AND PRESENTATIONS VII.A. RESOLUTION OF APPRECIATION FOR REPRESENTATIVE STEVE ELKINS - ADOPTED The Council recognized Rep. Steve Elkins, District 49B, as a League of Minnesota Cities (LMC) Legislator of Distinction as part of the 91st Minnesota Legislature in 2019 and expressed their thanks and appreciation for Rep. Elkins. Member Fischer introduced and moved adoption of a Resolution of Appreciation for Representative Steven Elkins, October 1, 2019. Member Brindle seconded the motion. Rollcall: Ayes: Anderson, Brindle, Fischer, Staunton, Hovland Motion carried. Rep. Elkins thanked the Council for the honor and said he was pleased to work with the League of Minnesota Cities and Metro Cities on proposed bills, especially transportation, and looked forward to continuing to work as a partner with cities in Minnesota. VII.B. INTRODUCTION OF MN GREENCORPS MEMBER - INTRODUCED Sustainability Manager Brown said for the second time, MPCA had chosen Edina to be a host site to one of its 42 GreenCorps members and for the next 11 months, GreenCorps member Chloe Weld would serve the Edina community. She said the projects would range from auditing all facilities for energy efficiency, reviewing energy savings, and community solar garden subscriptions. Ms. Weld described her background in energy conservation and said she was excited to be working on energy-saving projects for Edina. VIII. PUBLIC HEARINGS HELD – Affidavits of Notice presented and ordered placed on file. VIII.A. RESOLUTION NO. 2019-73 AQUATIC VEGETATION SPECIAL ASSESSMENT - ADOPTED Water Resources Coordinator Wilson summarized the contracts for aeration and aquatic vegetation management services in Arrowhead Lake, Indianhead Lake, Lake Nancy, and Minnehaha Creek Mill Pond as requested by groups eligible for the service according to the Comprehensive Water Resources Management Plan. She summarized the project areas, described existing conditions, and shared the proposed improvements costs for Arrowhead Lake that consisted of 36 assessable units with an annual assessment per unit of $127.38 or $4,585.62 total; Indianhead Lake that contained 33 assessable units with a 2019 rate of $1,213.79 or total of $40,055.04; Lake Nancy with 20 assessable units and an annual per unit rate of $100.26 or total of $2,005.14; and Mill Pond annual assessments for the past three years with a 1.00 REU of $338.42 or a total of $16,989.36. Mayor Hovland opened the public hearing at 7:40 p.m. Public Testimony No one appeared. Member Brindle made a motion, seconded by Member Fischer, to close the public hearing. Ayes: Anderson, Brindle, Fischer, Staunton, Hovland Motion carried. Minutes/Edina City Council/October 1, 2019 Page 3 Member Brindle introduced and moved adoption of Resolution No. 2019-74 levying special assessment for public improvements, Aquatic Vegetation Special Assessment. Member Staunton seconded the motion. Rollcall: Ayes: Anderson, Brindle, Fischer, Staunton, Hovland Motion carried. VIII.B. RESOLUTION NO. 2019-74 WEED MOWING SPECIAL ASSESSMENT – ADOPTED Assistant Director Parks & Natural Resources Swenson stated this summer the Parks & Recreation Maintenance Department cut weeds on nine properties as allowed by City Code weed maintenance standards. Mayor Hovland opened the public hearing at 7:44 p.m. Public Testimony No one appeared. Member Staunton made a motion, seconded by Member Brindle, to close the public hearing. Ayes: Anderson, Brindle, Fischer, Staunton, Hovland Motion carried. Member Staunton introduced and moved adoption of Resolution No. 2019-74 levying special assessments for Improvement No. WD-19 Weed Mowing. Member Brindle seconded the motion. Rollcall: Ayes: Anderson, Brindle, Fischer, Staunton, Hovland Motion carried. VIII.C. RESOLUTION NO. 2019-75 TREE REMOVAL SPECIAL ASSESSMENT – ADOPTED Mr. Swenson presented the list of properties with diseased elms that were removed in accordance with City Code Chapter 30. Mayor Hovland opened the public hearing at 7:47 p.m. Public Testimony No one appeared. Member Brindle made a motion, seconded by Member Fischer, to close the public hearing. Ayes: Anderson, Brindle, Fischer, Staunton, Hovland Motion carried. Member Staunton introduced and moved adoption of Resolution No. 2019-75 levying special assessments for Improvement No. TR-19 Tree Removal. Member Brindle seconded the motion. Rollcall: Ayes: Anderson, Brindle, Fischer, Staunton, Hovland Motion carried. VIII.D. RESOLUTION NO. 2019-76 50TH AND FRANCE MAINTENANCE DISTRICT SPECIAL ASSESSMENT – ADOPTED City Facility Manager Barnes presented the proposed assessment and commented on the methodology for assessing maintenance expenses for the 50th & France business district for measuring assessable area for each of the businesses that resulted in an increase to the adjusted assessable area to 424,504 square feet. Mayor Hovland opened the public hearing at 7:50 p.m. Public Testimony Minutes/Edina City Council/October 1, 2019 Page 4 No one appeared. Member Fischer made a motion, seconded by Member Brindle, to close the public hearing. Ayes: Anderson, Brindle, Fischer, Staunton, Hovland Motion carried. Member Anderson introduced and moved adoption of Resolution No. 2019-76, levying special assessments for public improvements, 50th and France Maintenance District Special Assessment. Member Brindle seconded the motion. Rollcall: Ayes: Anderson, Brindle, Fischer, Staunton, Hovland Motion carried. VIII.E. RESOLUTION NO. 2019-77 GRANDVIEW BUSINESS DISTRICT SPECIAL ASSESSMENT – ADOPTED Mr. Barnes presented proposed assessment for the Grandview Business District maintenance assessment which changed from $0.0039 cents in 2018 to $.0.0019 cents in 2019. Mayor Hovland opened the public hearing at 7:52 p.m. Public Testimony No one appeared. Member Fischer made a motion, seconded by Member Brindle, to close the public hearing. Ayes: Anderson, Brindle, Fischer, Staunton, Hovland Motion carried. Member Fischer introduced and moved adoption of Resolution No. 2019-77 levying special assessments for public improvements, Grandview Business District Special Assessment. Member Staunton seconded the motion. Rollcall: Ayes: Anderson, Brindle, Fischer, Staunton, Hovland Motion carried. VIII.F. RESOLUTION NO. 2019-78 CHOWEN PARK D NEIGHBORHOOD ROADWAY RECONSTRUCTION SPECIAL ASSESSMENT – ADOPTED Engineering Director Millner reviewed the 2018 street reconstruction survey results for several project areas then stated the Council was asked to consider special assessments as proposed for the Chowen Park D Neighborhood Roadway Reconstruction, Improvement No. BA-439. He reviewed the project and noted an objection letter had been received from the property owner at 5405 York Avenue. He said the CIP estimate was $187,155.00 with a final contract cost of $184,098.57 or a 1% decrease from estimates then reviewed the proposed Residential Equivalent Unit (REU) costs that ranged from $11,383.23 per REU for the street, $2,995.32 for the Zenith-York alley, and $2,177.98 for the York alley cost. Mayor Hovland opened the public hearing at 8:05 p.m. Public Testimony No one appeared. Member Fischer made a motion, seconded by Member Brindle, to close the public hearing. Ayes: Anderson, Brindle, Fischer, Staunton, Hovland Motion carried. Minutes/Edina City Council/October 1, 2019 Page 5 Member Brindle introduced and moved adoption of Resolution No. 2019-78, levying special assessments for public improvements, Chowen Park D Neighborhood Roadway Reconstruction. Member Anderson seconded the motion. Rollcall: Ayes: Anderson, Brindle, Fischer, Staunton, Hovland Motion carried. VIII.G. RESOLUTION NO. 2019-79 WEST 62ND STREET NEIGHBORHOOD ROADWAY RECONSTRUCTION SPECIAL ASSESSMENT – ADOPTED Mr. Millner stated the Council was requesting approval of the special assessment as proposed for the West 62nd Street Neighborhood Roadway Reconstruction, Improvement No. BA-445. He reviewed funding and the project and stated the CIP was $1,541,276.00 with a final contract cost of $1,244,486.60 or a 19% decrease from the original estimate. He said assessable costs were $157,442.12 with $7,329.71 per REU or an 8.5% increase over the estimated assessment of $6,700.00 which was due to more soils and necessary subgrade corrections. Mayor Hovland opened the public hearing at 8:13 p.m. Public Testimony No one appeared. Member Brindle made a motion, seconded by Member Fischer, to close the public hearing. Ayes: Anderson, Brindle, Fischer, Staunton, Hovland Motion carried. Member Staunton introduced and moved adoption of Resolution No. 2019-79, levying special assessments for public improvements, West 62nd Street Neighborhood Roadway Reconstruction. Member Brindle seconded the motion. Rollcall: Ayes: Anderson, Brindle, Fischer, Staunton, Hovland Motion carried. VIII.H. RESOLUTION NO. 2019-80 NORMANDALE PARK D NEIGHBORHOOD ROADWAY RECONSTRUCTION SPECIAL ASSESSMENT – ADOPTED Mr. Millner reviewed the proposed special assessment for the Normandale Park D Neighborhood Roadway Reconstruction, Improvement No. BA-446. He outlined the CIP estimate of $3,350,420.00 with a final cost of $2,559,026.31 and then reviewed the assessment of $10,197.21 per REU, a 31% decrease. Mayor Hovland opened the public hearing at 8:15 p.m. Public Testimony No one appeared. Member Anderson made a motion, seconded by Member Brindle, to close the public hearing. Ayes: Anderson, Brindle, Fischer, Staunton, Hovland Motion carried. Member Brindle introduced and moved adoption of Resolution No. 2019-80, levying special assessments for public improvements, Normandale Park D Neighborhood Roadway Reconstruction. Member Fischer seconded the motion. Rollcall: Ayes: Anderson, Brindle, Fischer, Staunton, Hovland Motion carried. Minutes/Edina City Council/October 1, 2019 Page 6 VIII.I. RESOLUTION NO. 2019-81 CONCORD A & G NEIGHBORHOOD ROADWAY RECONSTRUCTION SPECIAL ASSESSMENT – ADOPTED Mr. Millner reviewed the proposed special assessment for the Concord A & G Neighborhood Roadway Reconstruction, Improvement No. BA-447. He noted two objections were received from 6216 Virginia Avenue and 4816 62nd Street then reviewed the CIP estimate of $4,419,772.00 with a final cost of $3,306,899.60 and then reviewed the assessment of $12,858.96 per REU, a 19% decrease. Mayor Hovland opened the public hearing at 8:18 p.m. Public Testimony Melissa Oszustowicz, 6309 Virginia Avenue South, addressed the Council. Frank Lorenz, 7151 York Avenue South, addressed the Council. Member Brindle made a motion, seconded by Member Fischer, to close the public hearing. Ayes: Anderson, Brindle, Fischer, Staunton, Hovland Motion carried. Member Anderson introduced and moved adoption of Resolution No. 2019-81 levying special assessments for public improvements, Concord A & G Neighborhood Roadway Reconstruction. Member Fischer seconded the motion. Rollcall: Ayes: Anderson, Brindle, Fischer, Staunton, Hovland Motion carried. VIII.J. RESOLUTION NO. 2019-82 COUNTRY CLUB C NEIGHBORHOOD ROADWAY RECONSTRUCTION SPECIAL ASSESSMENT – ADOPTED Mr. Millner shared the proposed special assessment for the Country Club C Neighborhood Roadway Reconstruction, Improvement No. BA-448. He said the CIP estimate was $140,530.00 with a final cost of $187,812.52 or 25% increase due to additional utility work needed and shared the proposed assessment of $10,026.30 per REU. Mayor Hovland opened the public hearing at 8:34 p.m. Public Testimony No one appeared. Member Brindle made a motion, seconded by Member Fischer, to close the public hearing. Ayes: Anderson, Brindle, Fischer, Staunton, Hovland Motion carried. Member Brindle introduced and moved adoption of Resolution No. 2019-82 levying special assessments for public improvements, Country Club C Neighborhood Roadway Reconstruction. Member Fischer seconded the motion. Rollcall: Ayes: Anderson, Brindle, Fischer, Staunton, Hovland Motion carried. VIII.K. RESOLUTION NO. 2019-83 BREDESEN PARK A NEIGHBORHOOD ROADWAY RECONSTRUCTION SPECIAL ASSESSMENT – ADOPTED Mr. Millner shared the proposed special assessment for the Bredesen Park A Neighborhood Roadway Reconstruction, Improvement No. BA-450 CIP estimate was $206,010.00 with a final cost of $196,032.73 and then reviewed the assessment of $5,510.03, a 6% decrease. Minutes/Edina City Council/October 1, 2019 Page 7 Mayor Hovland opened the public hearing at 8:37 p.m. Public Testimony No one appeared. Member Brindle made a motion, seconded by Member Staunton, to close the public hearing. Ayes: Anderson, Brindle, Fischer, Staunton, Hovland Motion carried. Member Anderson introduced and moved adoption of Resolution No. 2019-83 levying special assessments for public improvements, Bredesen Park A Neighborhood Roadway Reconstruction. Member Brindle seconded the motion. Rollcall: Ayes: Anderson, Brindle, Fischer, Staunton, Hovland Motion carried. IX. REPORTS/RECOMMENDATIONS IX.A. ADOPT RESOLUTION NO. 2019-87; ACCEPTING STAFFING FOR ADEQUATE FIRE AND EMERGENCY RESPONSE GRANT - ADOPTED Mr. Neal said the City was awarded a SAFER grant by Assistance to Firefighters Grant Program through the Department of Homeland Security/Federal Emergency Management Agency. The purpose of the grant was to provide financial assistance directly to fire departments to hire new firefighters to help communities meet industry minimum standards and attain 24-hour staffing for adequate personnel to respond safely to perform at incident scenes, provide protection from fire and fire-related hazards, and to fulfill traditional missions of fire departments. This three-year grant would provide funding for six paramedic/firefighters to offset portions of the salaries and benefits of the SAFER-funded positions with years one and two funding at 75% of the costs and year three at 35%. Mr. Neal explained the total grant amount for the three-year period was $911,821 for a total of six firefighters and staff for Medic 3 ambulance then commented on the City’s continued increase in calls for service. He noted the preliminary budget included funding for two firefighters and explained how they would cover the balance going forward through Cahill project funding, cost reductions in the fire department, and a small pledge from the 2019 surplus. Member Staunton introduced and moved adoption of Resolution No. 2019-87, Accepting the 2019 Staffing for Adequate Fire and Emergency Response Grant Administered by The U.S. Department of Homeland Security’s Federal Emergency Management Agency. Member Fischer seconded the motion. Rollcall: Ayes: Anderson, Brindle, Fischer, Staunton, Hovland Motion carried. IX.B. INITIATIVE 5: STUDY AND REPORT ON CLIMATE ACTION PLAN PARAMETERS – RECEIVED Energy and Environment Commission Chair Jackson introduced their team and said this item completed Initiative 5 on the EEC's 2019 Work Plan. She explained it was a study and report about timeline and parameters for a Climate Action Plan supported by residents and included a staff introduction on climate action plan and recommended next steps that focused on electricity, 30% greenhouse gas reductions by 2025, and 80% by 2050 from the 2005 baseline and other initiatives. Vice Chair Satterlee said the community continued to be concerned about climate change and a recent survey said 75% of residents agreed the City should invest in programs. She referred to students request for a climate inheritance resolution and climate action plan and said the plan could include inventory and assessment data that established indicators. Minutes/Edina City Council/October 1, 2019 Page 8 Ms. Brown said the EEC was submitting a report to build a case for a climate action plan, prioritize and structure changes, and community engagement on these goals. She noted the scope and approach in the plan and impacts such as flooding and outcome-based goals and how they could create equitable community benefits that reduced carbon emissions. Ms. Brown suggested the Council receive the report and direct staff to meet and identify data needs for creation of process and scope of work for any climate action plan. The Council commented on resident education and the importance of involving the entire community in this plan to make them comfortable and included. The Council complimented the EEC on the report and their work to engage students then referred to mobility hubs and the need to challenge residents to use transit options. The Council commented on how those who did not support the thoughts around climate change could still help by utilizing alternative transportation methods and noted climate change focused more on efficiencies around energy loss and transportation. The Council noted the Traffic Commission was working on a Travel and Demand ordinance that would assist their work on the climate action plan as well. Ms. Brown said work on relationship building would be included in the scope. Member Staunton made a motion, seconded by Member Anderson, to Receive Initiative 5: Study and Report on Climate Action Plan Parameters and direct staff to analyze and create plan for approval in future. Member Brindle seconded the motion. Ayes: Anderson, Brindle, Fischer, Staunton, Hovland Motion carried. X. CORRESPONDENCE AND PETITIONS X.A. CORRESPONDENCE - Received Mayor Hovland acknowledged the Council’s receipt of various correspondence. IX.B. MINUTES – Received 1. ENERGY AND ENVIRONMENT COMMISSION, AUGUST 8, 2019 2. TRANSPORTATION COMMISSION, AUGUST 15, 2019 Informational; no action required. XI. AVIATION NOISE UPDATE – Received XII. MAYOR AND COUNCIL COMMENTS – Received XIII. MANAGER’S COMMENTS – Received XIII.A. VIRTUAL TOWN HALL – Update postponed to the Oct. 15 meeting XIV. CITY COUNCIL UPCOMING MEETINGS AND EVENTS – Received XV. ADJOURNMENT There being no further business on the Council Agenda, Mayor Hovland declared the meeting adjourned at 9:25 p.m. Respectfully submitted, Sharon Allison, City Clerk Minutes approved by Edina City Council, October 15, 2019. James B. Hovland, Mayor Video Copy of the October 1, 2019, meeting available. Date: October 15, 2019 Agenda Item #: VI.B. To:Mayor and City Council Item Type: Claims From:Don Uram, Finance Director Item Activity: Subject:Approve Payment of Claims Action CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: Approve claims for payment: Check Register Claims Pre-List Dated 10.03.19-10.10.19 TOTAL $2,487,040.18 Electronic Payment Register Dated 10.03.19-10.10.19 TOTAL $335,754.31 Credit Card Transactions 07.26.2019-08.26.2019 TOTAL $50,675.25 INTRODUCTION: Claim information for approval is attached. ATTACHMENTS: Description Check Register Claims Pre-List Dated 10.03.19-10.10.19 TOTAL $2,487,040.18 Electronic Payment Register Dated 10.03.19-10.10.19 TOTAL $335,754.31 Credit Card Transactions 07.26.2019-08.26.2019 TOTAL $50,675.25 10/9/2019CITY OF EDINA 12:55:25R55CKS2LOGIS100 1Page -Council Check SummaryNote: Payment amount may not reflect the actual amount due to data sequencing and/or data selection. 10/10/201910/3/2019 - Company Amount 655,788.8301000GENERAL FUND 82.8902300POLICE SPECIAL REVENUE 1,314.0502500PEDESTRIAN AND CYCLIST SAFETY 139,352.5204000WORKING CAPITAL FUND 350,642.5504100PIR CONSTRUCTION FUND 244,261.0004200EQUIPMENT REPLACEMENT FUND 4,583.7005100ART CENTER FUND 367.1705200GOLF DOME FUND 271.72-05300 AQUATIC CENTER FUND 10,693.4405400GOLF COURSE FUND 28,785.0605500ICE ARENA FUND 158.0005550SPORTS DOME FUND 9,122.5505700EDINBOROUGH PARK FUND 1,079.8505750CENTENNIAL LAKES PARK FUND 316,001.7605800LIQUOR FUND 300,981.1405900UTILITY FUND 300,297.8605930STORM SEWER FUND 40,461.4805950RECYCLING FUND 755.1206000RISK MGMT ISF 11,760.8607400PSTF AGENCY FUND 13,747.2407500MN TASK FORCE 1 FUND 2,083.5609232CENTENNIAL TIF DISTRICT 50,921.8009235VALLEY VIEW/WOODDALE TIF DIST 929.020924350TH AND FRANCE 2 TIF DISTRICT 3,140.4509900PAYROLL FUND Report Totals 2,487,040.18 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 1Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 439731 10/3/2019 142327 56 BREWING, LLC 76.00 16735 502724 5607340 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 140.00 17251 502723 5607341 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 152.00 17257 502721 5607342 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 128.00 17167 502725 5607447 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 128.00 17166 502722 5607449 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 624.00 439732 10/3/2019 146004 ACCRUENT, LLC 3,517.30 VFA TOOL 502753 537541 1552.6103 PROFESSIONAL SERVICES CENT SVC PW BUILDING 3,517.30 VFA TOOL 502753 537541 1551.6103 PROFESSIONAL SERVICES CITY HALL GENERAL 3,517.30 VFA TOOL 502753 537541 1646.6103 PROFESSIONAL SERVICES BUILDING MAINTENANCE 3,517.30 VFA TOOL 502753 537541 5913.6103 PROFESSIONAL SERVICES DISTRIBUTION 14,069.20 439733 10/3/2019 135922 ACUSHNET COMPANY 985.20 MERCHANDISE 502477 908122559 5400.1356 INVENTORY SUPPLIES GOLF BALANCE SHEET 88.00 MERCHANDISE 502606 908128753 5400.1356 INVENTORY SUPPLIES GOLF BALANCE SHEET 1,073.20 439734 10/3/2019 145996 ADAMS, TED 160.00 502351 00093580-020049 1002 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 160.00 439735 10/3/2019 133504 AID ELECTRIC CORPORATION 720.56 502758 59857 1500.6406 GENERAL SUPPLIES CONTINGENCIES 720.56 439736 10/3/2019 145999 ALCALA, CHRISTOPHER 180.00 502353 00123714-029026 0002 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 180.00 439737 10/3/2019 139129 ALERUS RETIREMENT AND BENEFITS 180.00 JULY COBRA INVOICE 502760 C82920 1556.6160 DATA PROCESSING EMPLOYEE SHARED SERVICES 180.00 439738 10/3/2019 141960 AMAZON CAPITAL SERVICES 107.51 STOOLS FOR GOLF DOME 502681 1DCM-19KG-3PYD 5210.6406 GENERAL SUPPLIES GOLF DOME PROGRAM 15.56 502688 1DWN-TCCY-194M 5840.6406 GENERAL SUPPLIES LIQUOR YORK GENERAL 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 2Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 439738 10/3/2019 141960 AMAZON CAPITAL SERVICES Continued... 1,224.80 STOCK SSD'S 502435 1DWN-TCCY-XTXH 1554.6710 EQUIPMENT REPLACEMENT CENT SERV GEN - MIS 52.68 KEY STORAGE ORGINIZER 502704 1YYN-WG64-9KWC 5913.6406 GENERAL SUPPLIES DISTRIBUTION 408.39 CAMERA AND DRIVES FOR INVESTIG 502770 1YYN-WG64-PRMN 1400.6406 GENERAL SUPPLIES POLICE DEPT. GENERAL 1,808.94 439739 10/3/2019 100630 ANCHOR PAPER COMPANY 825.00 COPY PAPER 502438 10601054-00 1130.6406 GENERAL SUPPLIES COMMUNICATIONS 825.00 439740 10/3/2019 132031 ARTISAN BEER COMPANY 1,070.50 502478 3375137 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 2,359.20 17242 502525 3375138 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 3,144.00 502589 3375139 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 6,573.70 439741 10/3/2019 145977 ASPNES, MIKE 431.34 502469 MN-TFL 7510.6406 GENERAL SUPPLIES MN TF 1 ADMINISTRATION 63.84 502480 MN-TFL #2 7510.6406 GENERAL SUPPLIES MN TF 1 ADMINISTRATION 495.18 439742 10/3/2019 118758 ASTLEFORD INTERNATIONAL 491.91 VALVE ASY 502533 T464281 1553.6530 REPAIR PARTS EQUIPMENT OPERATION GEN 100.00-CREDIT MEMO 502788 T464526 1553.6530 REPAIR PARTS EQUIPMENT OPERATION GEN 391.91 439743 10/3/2019 101718 AUTO PLUS - FORMERLY PARTS PLUS 71.97 FILTERS 502532 038008734 1553.6530 REPAIR PARTS EQUIPMENT OPERATION GEN 50.56 FILTERS 502790 038009586 1553.6530 REPAIR PARTS EQUIPMENT OPERATION GEN 13.96 FILTERS 502789 038009587 1553.6530 REPAIR PARTS EQUIPMENT OPERATION GEN 136.49 439744 10/3/2019 136687 BALLANTINE PAINTING 412.00 BREDESEN PARK GRAFFITI 474570 1016 1646.6406 GENERAL SUPPLIES BUILDING MAINTENANCE 5,655.00 EAST ARENA WALL AND DOORS 502641 5004 5511.6103 PROFESSIONAL SERVICES ARENA BLDG/GROUNDS 6,067.00 439745 10/3/2019 120517 BEITEL, DAWN 369.87 DAWN JAN-APRIL MILEAGE 502405 09202019 5710.6107 MILEAGE OR ALLOWANCE EDINBOROUGH ADMINISTRATION 369.87 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 3Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 439746 10/3/2019 145969 BENJAMIN, STEPHANIE Continued... 94.87 502330 00121348-012069 2009 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 94.87 439747 10/3/2019 131191 BERNATELLO'S PIZZA INC. 390.00 PIZZA 502401 4842686 5730.5510 COST OF GOODS SOLD EDINBOROUGH CONCESSIONS 390.00 439748 10/3/2019 144122 BISHOP, KYLIE 200.00 UTILITY REFUND 480584 01-08-2019 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 200.00 439749 10/3/2019 100653 BITUMINOUS ROADWAYS INC. 8,568.09 PAY #5 502689 ENG 19-2 #5 01454.1705.30 CONTRACTOR PAYMENTS Todd Park E 26,874.31 PAY #5 502689 ENG 19-2 #5 01279.1705.30 CONTRACTOR PAYMENTS Chowen Park A/B Alley 277,791.19 PAY #5 502689 ENG 19-2 #5 01451.1705.30 CONTRACTOR PAYMENTS Chowen A/B 138.70 PAY #5 502689 ENG 19-2 #5 03513.1705.30 CONTRACTOR PAYMENTS Todd Park E 11,174.37 PAY #5 502689 ENG 19-2 #5 03512.1705.30 CONTRACTOR PAYMENTS Chowen Park A/B 19,685.38 PAY #5 502689 ENG 19-2 #5 05580.1705.30 CONTRACTOR PAYMENTS Chowen Park A/B 37,157.64 PAY #5 502689 ENG 19-2 #5 05581.1705.30 CONTRACTOR PAYMENTS Todd Park E 36,088.48 PAY #5 502689 ENG 19-2 #5 04443.1705.30 CONTRACTOR PAYMENTS Todd Park E 232,081.52 PAY #5 502689 ENG 19-2 #5 04442.1705.30 CONTRACTOR PAYMENTS Chowen Park A/B 649,559.68 439750 10/3/2019 142153 BLACK STACK BREWING INC. 162.00 17253 502483 5376 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 162.00 17250 502497 5377 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 162.00 17252 502584 5378 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 486.00 439751 10/3/2019 145975 BLACK, PHILIP 379.24 502338 00106778-033190 5005 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 379.24 439752 10/3/2019 141351 BODEKER, EMILY 176.32 APA MILEAGE 502643 09302019 1140.6107 MILEAGE OR ALLOWANCE PLANNING 176.32 439753 10/3/2019 101010 BORDER STATES ELECTRIC SUPPLY 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 4Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 439753 10/3/2019 101010 BORDER STATES ELECTRIC SUPPLY Continued... 13.50 CABLE TIES 502679 918589522 1551.6406 GENERAL SUPPLIES CITY HALL GENERAL 13.50 439754 10/3/2019 105367 BOUND TREE MEDICAL LLC 40.00 AMBULANCE SUPPLIES 502428 83357169 1470.6510 FIRST AID SUPPLIES FIRE DEPT. GENERAL 40.00 439755 10/3/2019 119351 BOURGET IMPORTS 15.75 17092 502439 164609 5822.5513 COST OF GOODS SOLD WINE 50TH ST SELLING 955.95 17092 502439 164609 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 15.75 17139 502499 164714 5842.5513 COST OF GOODS SOLD WINE YORK SELLING 1,126.88 502499 164714 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 2,114.33 439756 10/3/2019 117040 BOYER TRUCKS 182.11 MUFFLER PIPE 502791 875161X2 1553.6530 REPAIR PARTS EQUIPMENT OPERATION GEN 182.11 439757 10/3/2019 124291 BREAKTHRU BEVERAGE MINNESOTA 3.45 17207 502569 1081033570 5862.5514 COST OF GOODS SOLD BEER VERNON SELLING 216.00 17207 502569 1081033570 5800.1355 INVENTORY MIX & MISC LIQUOR BALANCE SHEET 63.35 17113 502567 1081033571 5862.5513 COST OF GOODS SOLD WINE VERNON SELLING 6,128.13 17113 502567 1081033571 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 1.15 17224 502570 1081033572 5862.5515 COST OF GOODS SOLD MIX VERNON SELLING 53.00 17224 502570 1081033572 5800.1355 INVENTORY MIX & MISC LIQUOR BALANCE SHEET 36.90 17194 502571 1081033573 5862.5512 COST OF GOODS SOLD LIQUOR VERNON SELLING 5,286.26 17194 502571 1081033573 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 13.22 17097 502445 1081033634 5822.5513 COST OF GOODS SOLD WINE 50TH ST SELLING 1,503.82 17097 502445 1081033634 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 5.85 17170 502472 1081033635 5822.5512 COST OF GOODS SOLD LIQUOR 50TH ST SELLING 795.45 17170 502472 1081033635 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 50.31 17132 502409 1081033636 5842.5513 COST OF GOODS SOLD WINE YORK SELLING 4,967.80 17132 502409 1081033636 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 4.60 17223 502408 1081033637 5842.5515 COST OF GOODS SOLD MIX YORK SELLING 136.60 17223 502408 1081033637 5800.1355 INVENTORY MIX & MISC LIQUOR BALANCE SHEET 63.74 17183 502410 1081033638 5842.5512 COST OF GOODS SOLD LIQUOR YORK SELLING 8,574.41 17183 502410 1081033638 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 3.45 17254 502581 1081035152 5862.5512 COST OF GOODS SOLD LIQUOR VERNON SELLING 715.50 17254 502581 1081035152 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 28,622.99 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 5Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 439757 10/3/2019 124291 BREAKTHRU BEVERAGE MINNESOTA Continued... 439758 10/3/2019 124529 BREAKTHRU BEVERAGE MINNESOTA BEER LLC 83.10 17160 502726 1091059238 5800.1355 INVENTORY MIX & MISC LIQUOR BALANCE SHEET 83.10 439759 10/3/2019 103244 BURTIS, ROBERT 200.00 PERFORMER AT E.P.502672 NOV 7 5710.6136 PROFESSIONAL SVC - OTHER EDINBOROUGH ADMINISTRATION 200.00 439760 10/3/2019 120768 CD PRO-POWER CORDS INC. 166.20 POWER EXTENSION CORDS 502485 22931 4090.6406 GENERAL SUPPLIES 50TH&FRANCE MAINTENANCE 166.20 439761 10/3/2019 101515 CEMSTONE PRODUCTS CO. 2,240.00 REDIE MIX CONCRETE 502656 C2098619 1314.6520 CONCRETE STREET RENOVATION 2,500.00 REDIE MIX CONCRETE 502657 C2099463 1314.6520 CONCRETE STREET RENOVATION 1,960.00 REDIE MIX CONCRETE 502659 C2100338 1314.6520 CONCRETE STREET RENOVATION 2,030.00 REDIE MIX CONCRETE 502696 C2101261 1314.6520 CONCRETE STREET RENOVATION 8,730.00 439762 10/3/2019 142533 CES IMAGING 69.75 CANON LEASE 502750 INV105816 1552.6406 GENERAL SUPPLIES CENT SVC PW BUILDING 209.25 CANON LEASE 502750 INV105816 1260.6406 GENERAL SUPPLIES ENGINEERING GENERAL 279.00 439763 10/3/2019 142028 CINTAS CORPORATION 72.56 LAUNDRY 502474 4030692972 5421.6102 CONTRACTUAL SERVICES GRILL 39.69 LAUNDRY 502475 4030763524 5422.6201 LAUNDRY MAINT OF COURSE & GROUNDS 41.06 LAUNDRY 502538 4030875205 1552.6511 CLEANING SUPPLIES CENT SVC PW BUILDING 15.26 UNIFORM RENTAL 502535 4030875214 1646.6201 LAUNDRY BUILDING MAINTENANCE 34.70 UNIFORM RENTAL 502537 4030875241 5913.6201 LAUNDRY DISTRIBUTION 57.10 UNIFORM RENTAL 502536 4030875280 1301.6201 LAUNDRY GENERAL MAINTENANCE 46.32 UNIFORM RENTAL 502539 4030875402 1553.6201 LAUNDRY EQUIPMENT OPERATION GEN 37.20 RUG LAUNDERING 502785 4031296815 7411.6103 PROFESSIONAL SERVICES PSTF OCCUPANCY 343.89 439764 10/3/2019 104800 CITY OF COON RAPIDS 421.65 502467 MN-TFL OT 7510.6406 GENERAL SUPPLIES MN TF 1 ADMINISTRATION 421.65 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 6Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 439765 10/3/2019 101838 CLUTCH & U-JOINT / PROVEN FORCE Continued... 50.00 FLYWHEEL 502541 855609 1553.6530 REPAIR PARTS EQUIPMENT OPERATION GEN 50.00 439766 10/3/2019 100692 COCA-COLA DISTRIBUTION 363.92 17025 502727 3638209407 5800.1355 INVENTORY MIX & MISC LIQUOR BALANCE SHEET 363.92 439767 10/3/2019 100695 CONTINENTAL CLAY CO. 516.91 502416 INV000138187 5110.6564 CRAFT SUPPLIES ART CENTER ADMINISTRATION 516.91 439768 10/3/2019 117052 CORNELIUS, TODD 120.00 MODEL 396760 031816 5110.6103 PROFESSIONAL SERVICES ART CENTER ADMINISTRATION 120.00 439769 10/3/2019 101832 CORNERHOUSE 4,646.27 DEFERRED REVENUE 2020 CONTRACT 502771 2020PD07 1400.6103 PROFESSIONAL SERVICES POLICE DEPT. GENERAL 4,646.27 439770 10/3/2019 145990 CORNERSTONE COMMERICAL CONSULTANTS, INC 63.73 502345 00125299-016056 0228 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 63.73 439771 10/3/2019 130169 CUSTOM BUSINESS FORMS 1,259.00 OCTOBER NEWSLETTER 502629 319887 1628.6575 PRINTING SENIOR CITIZENS 1,259.00 439772 10/3/2019 133169 DAIKIN APPLIED 425.75 DESERT AIRE CIRCUIT TRIPPED 502399 3237560 5720.6180 CONTRACTED REPAIRS EDINBOROUGH OPERATIONS 1,072.68 POOL PUMP SEAL/GASKET LEAK 502400 3238161 5720.6180 CONTRACTED REPAIRS EDINBOROUGH OPERATIONS 1,021.54 DESERT AIR SHORTED TO GROUND 502402 3238179 5720.6180 CONTRACTED REPAIRS EDINBOROUGH OPERATIONS 2,519.97 439773 10/3/2019 129884 DEARBORN NATIONAL LIFE INSURANCE CO. 3,140.45 STD OCTOBER INVOICE 502568 18342-1091019 9900.2033.16 LTD - 99 PAYROLL CLEARING 3,140.45 439774 10/3/2019 100718 DELEGARD TOOL CO. 151.09 WORK LIGHTS 502526 155506 5913.6406 GENERAL SUPPLIES DISTRIBUTION 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 7Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 439774 10/3/2019 100718 DELEGARD TOOL CO.Continued... 151.09 439775 10/3/2019 145991 DESROCHERS, JULIE 85.27 502346 00122748-034275 8000 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 85.27 439776 10/3/2019 123995 DICK'S/LAKEVILLE SANITATION INC. 2,695.16 502327 DT0002789930 4095.6103 PROFESSIONAL SERVICES 50TH STREET RUBBISH 2,695.16 439777 10/3/2019 138285 DIGITAL INTELLIGENCE INC. 97.77 DRIVE ADAPTERS 502769 40527 1400.6160 DATA PROCESSING POLICE DEPT. GENERAL 97.77 439778 10/3/2019 124438 DONNAY HOMES 10,000.00 ESCROE REFUND FROM NEW SFD 502573 ED165242-REFUND 1495.4109 CONSTRUCTION DEPOSIT INSPECTIONS 10,000.00 439779 10/3/2019 146019 DOW, GRACE 300.00 502372 00079127-015373 3001 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 300.00 439780 10/3/2019 146008 DRAKE INVESTMENTS, LLC 30.07 502361 00124708-012030 4009 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 30.07 439781 10/3/2019 145994 DUNNING, ANTHONY 125.00 502350 00120600-020003 3007 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 125.00 439782 10/3/2019 146036 EGERTSON, MICHELLE 100.00 502692 1021674-REFUND 1000.2065 DEPOSITS PAYABLE GENERAL FUND BALANCE SHEET 100.00 439783 10/3/2019 143422 ENEBERG, GERALD 167.45 UTILITY REFUND 472330 09272018 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 8Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 439783 10/3/2019 143422 ENEBERG, GERALD Continued... 167.45 439784 10/3/2019 104004 ESSIG, CRAIG 109.00 REFUND 502717 REIMBURSEMENT 7414.4390 REGISTRATION FEES PUBLIC PROGRAMS 109.00 439785 10/3/2019 100146 FACTORY MOTOR PARTS COMPANY 64.47-CREDIT MEMO 502783 69-363101 1553.6530 REPAIR PARTS EQUIPMENT OPERATION GEN 228.71 ROTORS, PADS 502540 69-363452 1553.6530 REPAIR PARTS EQUIPMENT OPERATION GEN 165.54 DISC BRAKES 502542 69-363475 1553.6530 REPAIR PARTS EQUIPMENT OPERATION GEN 251.71 HUB ASY, LINING 502544 69-363493 1553.6530 REPAIR PARTS EQUIPMENT OPERATION GEN 146.25 CALIPERS 502543 69-363497 1553.6530 REPAIR PARTS EQUIPMENT OPERATION GEN 12.28 WHEEL SEAL 502773 69-363506 1553.6530 REPAIR PARTS EQUIPMENT OPERATION GEN 111.34 BRAKE LINING 502772 69-363604 1553.6530 REPAIR PARTS EQUIPMENT OPERATION GEN 74.65 BATTERY 502780 69-363720 1553.6530 REPAIR PARTS EQUIPMENT OPERATION GEN 109.76 ROD ENDS 502781 75-357872 1553.6530 REPAIR PARTS EQUIPMENT OPERATION GEN 1,035.77 439786 10/3/2019 106035 FASTENAL COMPANY 169.99 RINK HARDWARE 502627 MNTC2159561 1648.6406 GENERAL SUPPLIES SKATING RINK MAINTENANCE 169.99 439787 10/3/2019 145987 FISCHER, BARBARA 43.16 502342 00090148-011039 0005 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 43.16 439788 10/3/2019 140809 FLAGSHIP RECREATION 15,970.00 BENCHES 502608 F4001 47106.6710 EQUIPMENT REPLACEMENT Arden Park Shelter and Imp 15,970.00 439789 10/3/2019 130699 FLEETPRIDE 52.34 ELBOW 502787 36639945 1553.6530 REPAIR PARTS EQUIPMENT OPERATION GEN 52.34 439790 10/3/2019 100759 FLOYD TOTAL SECURITY, INC. 337.50 SPARE KEYS FOR BUILDINGS 502705 1322843 5913.6406 GENERAL SUPPLIES DISTRIBUTION 337.50 439791 10/3/2019 143301 FONTAINE, TODD 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 9Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 439791 10/3/2019 143301 FONTAINE, TODD Continued... 51.99 TODD FONTAINE UNIFORM 502406 08212019 5720.6201 LAUNDRY EDINBOROUGH OPERATIONS 51.99 439792 10/3/2019 137685 FORTERRA PIPE & PRECAST 1,131.00 PRE-CAST CONCRETE STRUCTURE 502653 ST00016345 5932.6406 GENERAL SUPPLIES GENERAL STORM SEWER 1,131.00 439793 10/3/2019 126725 FORTNER, NOLA 3.25 ART WORK SOLD 391348 010616 5101.4413 ART WORK SOLD ART CENTER REVENUES 3.25 439794 10/3/2019 142334 FURTHER 970.50 SEPT FURTHER INVOICE 502762 008816-9/19 1556.6160 DATA PROCESSING EMPLOYEE SHARED SERVICES 970.50 439795 10/3/2019 145989 GALARNEAU, KATHLEEN 50.64 502344 00109141-020387 1006 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 50.64 439796 10/3/2019 102456 GALLS INC. 280.76 UNIFORMS 502718 BC0935632 1400.6203 UNIFORM ALLOWANCE POLICE DEPT. GENERAL 280.76 439797 10/3/2019 146002 GEBHARD, DENNIS 250.00 502356 00076550-011075 3006 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 250.00 439798 10/3/2019 145974 GEIGER-MCCRACKEN, DEB 250.00 502337 00092026-011015 6009 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 250.00 439799 10/3/2019 146039 GENESIS6 COUNSTRUCTION 10,000.00 ESCROW REFUND FOR NEW SFD 502636 ED169418-REFUND 1495.4109 CONSTRUCTION DEPOSIT INSPECTIONS 10,000.00 439800 10/3/2019 144982 GERTEN GREENHOUSES & GARDEN CENTER, INC 127.62 MUMS AT CLUBHOUSE 502389 13418/W 5422.6541 PLANTINGS & TREES MAINT OF COURSE & GROUNDS 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 10Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 439800 10/3/2019 144982 GERTEN GREENHOUSES & GARDEN CENTER, INC Continued... 127.62 439801 10/3/2019 145988 GNOS, REED 47.19 502343 00104576-011130 7005 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 47.19 439802 10/3/2019 141102 GOFF, ELIZABETH 38.70 CLASS REFUND 438545 080717 5101.4607 CLASS REGISTRATION ART CENTER REVENUES 38.70 439803 10/3/2019 146001 GOLDSMID, TIMOTHY 250.00 502355 00119011-030489 2007 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 250.00 439804 10/3/2019 145984 GOUDREAU, ZOE 27.04 502339 00122510-015160 8007 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 27.04 439805 10/3/2019 101103 GRAINGER 4.20 BATTERIES 502507 9295743448 1641.6406 GENERAL SUPPLIES MOWING 93.76 DOME SUPPLIES 502684 9302753919 5210.6406 GENERAL SUPPLIES GOLF DOME PROGRAM 192.71 POWER DRIVE 502665 9304546782 7413.6215 EQUIPMENT MAINTENANCE PSTF FIRE TOWER 14.63 EXTENSION CORD 502777 9305737422 1553.6530 REPAIR PARTS EQUIPMENT OPERATION GEN 139.84 ABSORBANTS 502776 9305985203 1552.6406 GENERAL SUPPLIES CENT SVC PW BUILDING 445.14 439806 10/3/2019 124711 GRANDVIEW TIRE & AUTO - CAHILL 354.33 CONTRACTED REPAIR 502782 156429 1553.6180 CONTRACTED REPAIRS EQUIPMENT OPERATION GEN 354.33 439807 10/3/2019 132968 GREAT NEIGHBORHOOD HOMES INC. 2,500.00 ESCROW FROM DEMO OF HOME 502574 ED166839-REFUND 1495.4109 CONSTRUCTION DEPOSIT INSPECTIONS 2,500.00 439808 10/3/2019 101350 GREEN ACRES SPRINKLER CO., INC. 130.00 IRRIGATION MAINTENANCE 502427 194138 1470.6215 EQUIPMENT MAINTENANCE FIRE DEPT. GENERAL 130.00 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 11Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 439808 10/3/2019 101350 GREEN ACRES SPRINKLER CO., INC.Continued... 439809 10/3/2019 146005 GUNDERSON, VICTORIA 5.16 502358 00125077-019100 0025 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 5.16 439810 10/3/2019 101504 HADZIMA, DOMINIC 179.95 WORK BOOTS 502425 092319 1470.6558 DEPT UNIFORMS FIRE DEPT. GENERAL 179.95 439811 10/3/2019 106431 HALL, MARY 250.00 PERFORMER AT E.P.502674 OCT 31 5710.6136 PROFESSIONAL SVC - OTHER EDINBOROUGH ADMINISTRATION 250.00 439812 10/3/2019 145967 HAMMERSCHMIDT, RICK 173.62 ER TRAINING 502429 09182019 1470.6104 CONFERENCES & SCHOOLS FIRE DEPT. GENERAL 173.62 439813 10/3/2019 145993 HANSEN, BRETT 95.67 502349 00119794-012101 7005 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 95.67 439814 10/3/2019 145986 HANSON, KENNETH 35.99 502341 00078098-012071 8009 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 35.99 439815 10/3/2019 141531 HASTINGS FIRE DEPARTMENT 835.43 502682 MN-TFL OT/BF 7510.6406 GENERAL SUPPLIES MN TF 1 ADMINISTRATION 835.43 439816 10/3/2019 100797 HAWKINS INC. 5,313.93 WATER TREATMENT PLANT CHEMICAL 502655 4585777 5915.6586 WATER TREATMENT SUPPLIES WATER TREATMENT 5,313.93 439817 10/3/2019 100798 HAYDEN-MURPHY EQUIPMENT 7,900.00 502661 R38384 1301.6151 EQUIPMENT RENTAL GENERAL MAINTENANCE 7,900.00 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 12Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 439818 10/3/2019 100801 HENNEPIN COUNTY TREASURER Continued... 27,336.61 2ND HALF TAXES & ASSESSMENTS 502707 092719 1503.6915 SPECIAL ASSESSMENTS SPECIAL ASSESSMENTS 15,585.53 2ND HALF TAXES & ASSESSMENTS 502707 092719 5510.6103 PROFESSIONAL SERVICES ARENA ADMINISTRATION 5,265.36 2ND HALF TAXES & ASSESSMENTS 502707 092719 5820.6103 PROFESSIONAL SERVICES 50TH STREET GENERAL 929.02 2ND HALF TAXES & ASSESSMENTS 502707 092719 9243.6136 PROFESSIONAL SVC - OTHER 50TH AND FRANCE 2 TIF DISTRICT 49,116.52 439819 10/3/2019 141059 HERSEY, LAUREL 76.24 AMBULANCE OVERPAYMENT 438071 073117 1470.4329 AMBULANCE FEES FIRE DEPT. GENERAL 76.24 439820 10/3/2019 111546 HILL, MIRIAM 409.20 EDINA ART CENTER GALLERY SALES 473628 10.10.18 5101.4413 ART WORK SOLD ART CENTER REVENUES 409.20 439821 10/3/2019 126816 HOME DEPOT CREDIT SERVICES 93.16 CONCRETE 502494 1034409 1646.6406 GENERAL SUPPLIES BUILDING MAINTENANCE 93.16 439822 10/3/2019 146050 HOMESERVICES RELOCATION 234.03 499464 121970-11175000 7 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET Supplier 102693 GALLERY 3916 234.03 439823 10/3/2019 142744 HP INC. 683.72 PC REPL COMPUTER 502395 9009380168 1554.6710 EQUIPMENT REPLACEMENT CENT SERV GEN - MIS 156.00 REPL PC WARRANTY 502348 9009380169 1554.6710 EQUIPMENT REPLACEMENT CENT SERV GEN - MIS 839.72 439824 10/3/2019 131544 INDEED BREWING COMPANY 277.60 502461 82643 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 207.50 17212 502504 82644 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 159.80 502548 82645 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 644.90 439825 10/3/2019 104572 INVISIBLE FENCE CO. OF MN 165.20 6804 SALLY INVIS. FENCE 502645 257508 01452.1705.21 CONSULTING INSPECTION Indian Trails B/C 165.20 439826 10/3/2019 146034 JANDA, DANIELLE 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 13Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 439826 10/3/2019 146034 JANDA, DANIELLE Continued... 7.00 502693 1121953-REFUND 1000.2039 SALES & USE TAX PAYABLE GENERAL FUND BALANCE SHEET 93.00 502693 1121953-REFUND 1000.2065 DEPOSITS PAYABLE GENERAL FUND BALANCE SHEET 100.00 439827 10/3/2019 100828 JERRY'S FOODS 62.36 502747 8861-8/2019 1400.6406 GENERAL SUPPLIES POLICE DEPT. GENERAL 62.36 439828 10/3/2019 100829 JERRY'S HARDWARE 2.56 HANG FDC SIGN 502678 9/19-ELECTRICAL 1552.6406 GENERAL SUPPLIES CENT SVC PW BUILDING 6.13 PW HIMID 502678 9/19-ELECTRICAL 1552.6406 GENERAL SUPPLIES CENT SVC PW BUILDING 14.62 NEW SHELVING MOVE 502678 9/19-ELECTRICAL 5820.6406 GENERAL SUPPLIES 50TH STREET GENERAL 15.86 CEILING REPAIR 502678 9/19-ELECTRICAL 5860.6406 GENERAL SUPPLIES VERNON LIQUOR GENERAL 14.38 TSP CLEANER 502779 9/19-EQUIP OPERATIONS 1553.6406 GENERAL SUPPLIES EQUIPMENT OPERATION GEN 51.81 502749 9/19-POLICE 1400.6406 GENERAL SUPPLIES POLICE DEPT. GENERAL 105.36 439829 10/3/2019 136980 JET-BLACK 1,065.00 6832 SALLY DRIVEWAY 502635 928516 01452.1705.21 CONSULTING INSPECTION Indian Trails B/C 1,065.00 439830 10/3/2019 100741 JJ TAYLOR DIST. OF MINN 1,522.85 17221 502441 3021216 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 5,965.65 17225 502506 3021217 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 25.55 17226 502505 3021218 5800.1355 INVENTORY MIX & MISC LIQUOR BALANCE SHEET 6,105.44 17222 502559 3021219 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 649.60 17237 502572 3021220 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 14,269.09 439831 10/3/2019 143612 JOHN E. DENNEHEY LIVING TRUST 23.60 UTILITY REFUND 475060 10-29-2018 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 23.60 439832 10/3/2019 100835 JOHNSON BROTHERS LIQUOR CO. 2.38 17235 502515 1393981 5842.5512 COST OF GOODS SOLD LIQUOR YORK SELLING 474.00 502515 1393981 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 13.09 17103 502456 1393982 5822.5513 COST OF GOODS SOLD WINE 50TH ST SELLING 1,150.17 17103 502456 1393982 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 4.76 17174 502457 1393983 5822.5512 COST OF GOODS SOLD LIQUOR 50TH ST SELLING 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 14Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 439832 10/3/2019 100835 JOHNSON BROTHERS LIQUOR CO.Continued... 408.00 17174 502457 1393983 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 5.45 17169 502459 1393985 5822.5512 COST OF GOODS SOLD LIQUOR 50TH ST SELLING 870.86 17169 502459 1393985 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 3.57 17233 502516 1393986 5842.5512 COST OF GOODS SOLD LIQUOR YORK SELLING 593.00 502516 1393986 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 2.38 17234 502592 1393987 5862.5512 COST OF GOODS SOLD LIQUOR VERNON SELLING 314.00 17234 502592 1393987 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 4.76 17094 502460 1393988 5822.5513 COST OF GOODS SOLD WINE 50TH ST SELLING 588.40 17094 502460 1393988 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 1.19 17168 502462 1393989 5822.5512 COST OF GOODS SOLD LIQUOR 50TH ST SELLING 132.13 17168 502462 1393989 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 58.57 17131 502513 1393990 5842.5513 COST OF GOODS SOLD WINE YORK SELLING 3,719.74 502513 1393990 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 54.74 17182 502520 1393991 5842.5512 COST OF GOODS SOLD LIQUOR YORK SELLING 3,775.35 502520 1393991 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 74.37 17129 502524 1393992 5842.5513 COST OF GOODS SOLD WINE YORK SELLING 4,959.35 502524 1393992 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 8.43 17181 502518 1393993 5842.5512 COST OF GOODS SOLD LIQUOR YORK SELLING 939.30 502518 1393993 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 38.94 17133 502523 1393994 5842.5513 COST OF GOODS SOLD WINE YORK SELLING 1,949.79 502523 1393994 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 22.25 17179 502519 1393995 5842.5512 COST OF GOODS SOLD LIQUOR YORK SELLING 1,786.72 502519 1393995 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 32.71 17180 502514 1393996 5842.5512 COST OF GOODS SOLD LIQUOR YORK SELLING 3,808.90 502514 1393996 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 22.61 17112 502602 1394001 5862.5513 COST OF GOODS SOLD WINE VERNON SELLING 1,583.55 17112 502602 1394001 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 3.57 17199 502601 1394002 5862.5512 COST OF GOODS SOLD LIQUOR VERNON SELLING 457.00 17199 502601 1394002 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 44.63 17110 502600 1394003 5862.5513 COST OF GOODS SOLD WINE VERNON SELLING 2,901.10 17110 502600 1394003 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 2.38 17201 502590 1394004 5862.5512 COST OF GOODS SOLD LIQUOR VERNON SELLING 369.00 502590 1394004 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 11.40 17193 502591 1394005 5862.5512 COST OF GOODS SOLD LIQUOR VERNON SELLING 1,823.03 17193 502591 1394005 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 21.45 17114 502599 1394006 5862.5513 COST OF GOODS SOLD WINE VERNON SELLING 1,569.34 17114 502599 1394006 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 4.76 17177 502728 1396321 5822.5512 COST OF GOODS SOLD LIQUOR 50TH ST SELLING 274.00 17177 502728 1396321 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 15Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 439832 10/3/2019 100835 JOHNSON BROTHERS LIQUOR CO.Continued... 14.00-1937 502468 567896 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 31.72-1938 502470 567897 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 34,839.40 439833 10/3/2019 100835 JOHNSON BROTHERS LIQUOR CO. 12.44 17091 502458 1393984 5822.5513 COST OF GOODS SOLD WINE 50TH ST SELLING 707.35 17091 502458 1393984 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET Supplier 132031 ARTISAN BEER COMPANY 719.79 439834 10/3/2019 142504 JOHNSON CONTROLS FIRE PROTECTION LP 1,396.24 FIRE/SPRINKLER INSPECTION 502398 21175935 5710.6230 SERVICE CONTRACTS EQUIPMENT EDINBOROUGH ADMINISTRATION 1,396.24 439835 10/3/2019 146037 JOHNSON, RAYMOND 200.00 PERFORMER AT E.P.502675 11/9/18 5710.6136 PROFESSIONAL SVC - OTHER EDINBOROUGH ADMINISTRATION 200.00 439836 10/3/2019 145978 JOHNSON, STEPHANIE 870.09 502471 MN-TFL 7510.6406 GENERAL SUPPLIES MN TF 1 ADMINISTRATION 870.09 439837 10/3/2019 141353 JOLLY POPS LLC, THE 275.00 PERFORMER AT E.P.502673 OCT 17 5710.6136 PROFESSIONAL SVC - OTHER EDINBOROUGH ADMINISTRATION 275.00 439838 10/3/2019 146014 KARPA, LYNN 135.00 502367 00124186-011036 6005 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 135.00 439839 10/3/2019 146020 KATARIA, NANDINI 308.99 502373 00106428-033022 9006 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 308.99 439840 10/3/2019 138279 KFT FIRE TRAINER LLC 208.00 REPAIR PARTS 502667 160.00002955 7413.6215 EQUIPMENT MAINTENANCE PSTF FIRE TOWER 64.00 REPAIR PARTS 502677 160.00002956 7413.6215 EQUIPMENT MAINTENANCE PSTF FIRE TOWER 292.00 REPAIR PARTS 502666 160.0002950 7413.6215 EQUIPMENT MAINTENANCE PSTF FIRE TOWER 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 16Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 439840 10/3/2019 138279 KFT FIRE TRAINER LLC Continued... 564.00 439841 10/3/2019 124002 KIMLEY-HORN AND ASSOCIATES INC. 2,096.15 PROFESSIONAL SERVICES 502792 14591341 47102.6710 EQUIPMENT REPLACEMENT CENTENNIAL LAKES BRIDGE RPLCMT 2,096.15 439842 10/3/2019 145972 KLASSEN, BENJAMIN 166.79 502333 00122321-033125 2004 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 166.79 439843 10/3/2019 144983 KLEIN UNDERGROUND, LLC 3,650.00 INTERLACHEN BLVD SANITARY MH R 502654 79399 5923.6180 CONTRACTED REPAIRS COLLECTION SYSTEMS 3,650.00 INTER BLVD GV MH REPAIR 502654 79399 5913.6180 CONTRACTED REPAIRS DISTRIBUTION 8,600.00 BENTON AVE SANMH REPAIR 502757 79556 5923.6180 CONTRACTED REPAIRS COLLECTION SYSTEMS 8,950.00 BENTON AVE SANMH REPAIR 502756 79557 5923.6180 CONTRACTED REPAIRS COLLECTION SYSTEMS 24,850.00 439844 10/3/2019 143544 LADY A LITERARY 402.50 AD SALES COMM. THE TIMES 502566 #20 1628.6103 PROFESSIONAL SERVICES SENIOR CITIZENS 402.50 439845 10/3/2019 145973 LARSEN, RONALD 185.65 502334 114199-03317370 54 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 185.65 439846 10/3/2019 100852 LAWSON PRODUCTS INC. 981.95 HOLE SAW BLADES, TAPS 502778 9307049922 1553.6530 REPAIR PARTS EQUIPMENT OPERATION GEN 981.95 439847 10/3/2019 101552 LEAGUE OF MINNESOTA CITIES 30.00 LMC MAYOR 502489 2019 ANNUAL DUES 1120.6105 DUES & SUBSCRIPTIONS ADMINISTRATION 30.00 439848 10/3/2019 138211 LEAGUE OF MINNESOTA CITIES 755.12 PD CLAIM ON 7-8-19 502761 5138 6002.6200 INSURANCE RISK MGMT EMP SHARED SERVICE 755.12 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 17Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 439849 10/3/2019 117026 LIFE-ASSIST INC.Continued... 339.84 AMBULANCE SUPPLIES 502426 944314 1470.6510 FIRST AID SUPPLIES FIRE DEPT. GENERAL 339.84 439850 10/3/2019 144446 LILLIE, HEIDI 80.04 502552 09122019.1 1130.6107 MILEAGE OR ALLOWANCE COMMUNICATIONS 107.88 502551 09122019.2 1130.6107 MILEAGE OR ALLOWANCE COMMUNICATIONS 80.04 502550 09122019.3 1130.6107 MILEAGE OR ALLOWANCE COMMUNICATIONS 267.96 439851 10/3/2019 101146 LINGO - FORMERLY IMPACT 236.90 LONG DISTANCE 502768 5203192164-0000 -9/19 1554.6188 TELEPHONE CENT SERV GEN - MIS 236.90 439852 10/3/2019 146006 LOVE, TOM 19.52 502359 00076492-011069 4008 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 19.52 439853 10/3/2019 141916 LUPULIN BREWING 60.00 17213 502603 23923 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 180.00 17215 502423 23924 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 60.00 17214 502446 23925 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 300.00 439854 10/3/2019 102722 LYNN PEAVEY COMPANY 181.50 502719 361915 1400.6406 GENERAL SUPPLIES POLICE DEPT. GENERAL 181.50 439855 10/3/2019 127698 MADD - MN 250.00 MOCK CRASH SPEAKER 502748 1 1400.4760 DONATIONS - GOVT FUND POLICE DEPT. GENERAL 250.00 439856 10/3/2019 131685 MAILFINANCE INC. 209.22 POSTAL MACHINE RENT 502742 N7893428 1400.6151 EQUIPMENT RENTAL POLICE DEPT. GENERAL 45.41 MAIL METER 502644 N7928667 1646.6406 GENERAL SUPPLIES BUILDING MAINTENANCE 181.62 MAIL METER 502644 N7928667 1280.6406 GENERAL SUPPLIES SUPERVISION & OVERHEAD 227.02 MAIL METER 502644 N7928667 1260.6406 GENERAL SUPPLIES ENGINEERING GENERAL 663.27 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 18Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 439857 10/3/2019 101254 MCCORMICK, CAROL Continued... 200.00 PERFORMER AT E.P.502671 OCT 10 5710.6136 PROFESSIONAL SVC - OTHER EDINBOROUGH ADMINISTRATION 200.00 439858 10/3/2019 137555 MCELRATH, KAREN 211.15 502430 ENG 19-7 03511.1705 CONSTR. IN PROGRESS Minnehaha Trunk Sewer Rehab 211.15 439859 10/3/2019 105603 MEDICINE LAKE TOURS 850.00 STATE CAPITOL TRIP 502546 CAPITOL TOUR 1628.6103.07 TRIPS PROF SERVICES SENIOR CITIZENS 850.00 439860 10/3/2019 146012 MEENAN, PATRICK 73.63 502365 00121774-020005 5000 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 73.63 439861 10/3/2019 146031 MEHAN, CARIN 110.00 REIMBURSE INVISIBLE FENCE EXP 502575 092719 01452.1705.21 CONSULTING INSPECTION Indian Trails B/C 110.00 439862 10/3/2019 137002 MELTWATER NEWS US INC. 1,500.00 MELTWATER ENGAGE LICENSE 502699 IN-S151-492402 1554.6124 WEB DEVELOPMENT CENT SERV GEN - MIS 1,500.00 439863 10/3/2019 101987 MENARDS 36.46 NUTS AND BOLTS 502397 80494 5720.6406 GENERAL SUPPLIES EDINBOROUGH OPERATIONS 36.46 439864 10/3/2019 145395 MILK AND HONEY, LLC 216.00 16926 502729 5746 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 216.00 439865 10/3/2019 100913 MINNEAPOLIS & SUBURBAN SEWER & WATER 1,950.00 7301 GLOUCHESTER DR SL REPAIR 502418 35925 5913.6180 CONTRACTED REPAIRS DISTRIBUTION 2,730.00 6500 WILRYAN AVE SL REPAIR 502755 35926 5913.6180 CONTRACTED REPAIRS DISTRIBUTION 3,120.00 7000 LYNMAR LN SL REPAIR 502752 35929 5913.6180 CONTRACTED REPAIRS DISTRIBUTION 7,800.00 439866 10/3/2019 103216 MINNEAPOLIS FINANCE DEPARTMENT 19,028.10 502326 431-0005.300-9/5913.6601 WATER PURCHASED DISTRIBUTION 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 19Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 439866 10/3/2019 103216 MINNEAPOLIS FINANCE DEPARTMENT Continued... 19 19,028.10 439867 10/3/2019 101537 MINNESOTA POLLUTION CONTROL AGENCY 93.75 502751 10000084145 03519.1705.21 CONSULTING INSPECTION De-Watering Computer Ave 93.75 439868 10/3/2019 112908 MINNESOTA ROADWAYS CO. 385.50 502628 82352 1301.6519 ROAD OIL GENERAL MAINTENANCE 385.50 439869 10/3/2019 128914 MINUTEMAN PRESS 9.50 NAMEPLATE FOR CHAMBERS 502637 28287 1100.6406 GENERAL SUPPLIES CITY COUNCIL 65.00 GARSKE NAMEPLATE FOR HRA 502487 28321 1100.6406 GENERAL SUPPLIES CITY COUNCIL 43.00 VIRTUAL TOWN HALL POSTERS 502640 28376 1100.6406 GENERAL SUPPLIES CITY COUNCIL 33.04 TOM OYE FOR OPEN STREETS 502638 28377 1504.6218 EDUCATION PROGRAMS EQUITY 47.00 OPEN STREETS 502766 28378 1627.6406 GENERAL SUPPLIES SPECIAL ACTIVITIES 197.54 439870 10/3/2019 100899 MN DEPT OF LABOR & INDUSTRY 80.00 FALL ARTS ELEC. INSPECTOR 502482 PE001640261 5760.6230 SERVICE CONTRACTS EQUIPMENT CENTENNIAL LAKES ADMIN EXPENSE 80.00 439871 10/3/2019 140948 MOHAGEN / HANSEN ARCHITECTURAL GROUP 2,083.56 NORTH RAMP EXP - LANDSCAPEARCH 502687 45404 9232.6710 EQUIPMENT REPLACEMENT CENTENNIAL TIF DISTRICT 2,083.56 439872 10/3/2019 106606 MONTEZ, PATRICIA 140.00 REFUND 466949 0110898002 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 140.00 439873 10/3/2019 146009 MORAN, NORBERTO 42.23 502362 00107215-020282 7003 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 42.23 439874 10/3/2019 145998 MOREHOUSE, CRAIG 178.95 502352 00124050-016056 2546 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 178.95 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 20Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 439874 10/3/2019 145998 MOREHOUSE, CRAIG Continued... 439875 10/3/2019 108668 MORRIS, GRAYLYN 250.00 PERFORMER AT E.P.502670 OCT 20 5710.6136 PROFESSIONAL SVC - OTHER EDINBOROUGH ADMINISTRATION 250.00 439876 10/3/2019 146003 MOSES, KESSEA 310.81 502357 00121347-020094 9000 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 310.81 439877 10/3/2019 146016 MULLIS, LORRAINE 187.00 502369 00098466-020076 5001 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 187.00 439878 10/3/2019 145968 MULTIQUIP INC 33,034.70 GENERATOR 502496 93281190 05570.1705 CONSTR. IN PROGRESS General Rehab - Water 33,034.70 439879 10/3/2019 141215 NEGOCE LLC 10.50 17036 502730 INV354436 5862.5512 COST OF GOODS SOLD LIQUOR VERNON SELLING 1,325.76 17036 502730 INV354436 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 1.50 17200 502554 INV356551 5862.5512 COST OF GOODS SOLD LIQUOR VERNON SELLING 216.00 17200 502554 INV356551 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 1,553.76 439880 10/3/2019 100076 NEW FRANCE WINE CO. 14.00 17102 502448 148599 5822.5513 COST OF GOODS SOLD WINE 50TH ST SELLING 832.00 17102 502448 148599 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 18.00 17119 502557 148600 5862.5513 COST OF GOODS SOLD WINE VERNON SELLING 1,068.00 502557 148600 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 16.00 17140 502510 148601 5842.5513 COST OF GOODS SOLD WINE YORK SELLING 904.00 502510 148601 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 2,852.00 439881 10/3/2019 100922 NEWMAN TRAFFIC SIGNS 1,332.85 NO PARKING SIGNS 502658 TRFINV015209 1325.6531 SIGNS & POSTS STREET NAME SIGNS 1,332.85 439882 10/3/2019 146021 NKP LLC 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 21Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 439882 10/3/2019 146021 NKP LLC Continued... 335.81 502374 00125166-033013 9005 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 335.81 439883 10/3/2019 128356 NORGREN, JULIE 7.00 502481 09/24/2019 1400.6107 MILEAGE OR ALLOWANCE POLICE DEPT. GENERAL 9.00 502481 09/24/2019 1490.6107 MILEAGE OR ALLOWANCE PUBLIC HEALTH 26.75 502481 09/24/2019 1400.6406 GENERAL SUPPLIES POLICE DEPT. GENERAL 117.64 502481 09/24/2019 1400.6106 MEETING EXPENSE POLICE DEPT. GENERAL 238.68 502481 09/24/2019 1400.6104 CONFERENCES & SCHOOLS POLICE DEPT. GENERAL 38.94 502481 09/24/2019 2310.6104 CONFERENCES & SCHOOLS E911 438.01 439884 10/3/2019 104232 NORTHERN SAFETY TECHNOLOGY INC 548.98 COMPUTER SLIDE OUT, POLE 502775 48939 1553.6530 REPAIR PARTS EQUIPMENT OPERATION GEN 173.67 STROBES 502784 48946 1553.6530 REPAIR PARTS EQUIPMENT OPERATION GEN 81.78-CREDIT MEMO 502664 CREDIT MEMO 1553.6530 REPAIR PARTS EQUIPMENT OPERATION GEN 640.87 439885 10/3/2019 146013 NOVA, VILLA 109.02 502366 00123496-033163 4003 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 109.02 439886 10/3/2019 145970 O'BRIEN, DAVID 130.29 502331 00100498-015797 8006 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 130.29 439887 10/3/2019 103578 OFFICE DEPOT 90.67 OFFICE SUPPLIES 502578 381088716001 5510.6513 OFFICE SUPPLIES ARENA ADMINISTRATION 90.67 439888 10/3/2019 102712 OFFICE OF MN.IT SERVICES 45.87 LANGUAGE LINE 502432 W19080649 1400.6204 TELETYPE SERVICE POLICE DEPT. GENERAL 45.87 439889 10/3/2019 100936 OLSEN CHAIN & CABLE, INC. 113.58 CHAIN 502493 644453 1643.6406 GENERAL SUPPLIES Greenhouse and horticulture 113.58 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 22Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 439889 10/3/2019 100936 OLSEN CHAIN & CABLE, INC.Continued... 439890 10/3/2019 102265 OLSON, TIM 125.97 UNIFORM REIMBURSEMENT 502385 09202019 1400.6203 UNIFORM ALLOWANCE POLICE DEPT. GENERAL 125.97 439891 10/3/2019 123786 OLSON, VICKI 18.00 ARTWORK SOLD 462060 060118 5101.4413 ART WORK SOLD ART CENTER REVENUES 18.00 439892 10/3/2019 101659 ORKIN 32.10 PAMELA ATHLETIC PEST 502746 184468712 1646.6103 PROFESSIONAL SERVICES BUILDING MAINTENANCE 32.10 439893 10/3/2019 100347 PAUSTIS WINE COMPANY 13.75 17096 502442 64883 5822.5513 COST OF GOODS SOLD WINE 50TH ST SELLING 1,349.00 17096 502442 64883 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 20.00 17135 502509 64885 5842.5513 COST OF GOODS SOLD WINE YORK SELLING 1,491.10 502509 64885 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 10.00 17118 502553 64888 5862.5513 COST OF GOODS SOLD WINE VERNON SELLING 991.20 17118 502553 64888 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 4.50 17190 502508 64897 5842.5512 COST OF GOODS SOLD LIQUOR YORK SELLING 174.00 502508 64897 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 4,053.55 439894 10/3/2019 146010 PEPPER, TOM 50.67 502363 00115120-012094 8001 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 50.67 439895 10/3/2019 100743 PHILLIPS WINE & SPIRITS 16.86 17034 502733 2623833 5862.5512 COST OF GOODS SOLD LIQUOR VERNON SELLING 1,829.87 17034 502733 2623833 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 2.38 17073 502732 2623834 5862.5515 COST OF GOODS SOLD MIX VERNON SELLING 182.40 17073 502732 2623834 5800.1355 INVENTORY MIX & MISC LIQUOR BALANCE SHEET 3.57 17176 502463 2627620 5822.5512 COST OF GOODS SOLD LIQUOR 50TH ST SELLING 582.00 17176 502463 2627620 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 8.33 17090 502464 2627621 5822.5513 COST OF GOODS SOLD WINE 50TH ST SELLING 415.50 17090 502464 2627621 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 19.04 17230 502734 2627622, 2629375 5822.5513 COST OF GOODS SOLD WINE 50TH ST SELLING 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 23Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 439895 10/3/2019 100743 PHILLIPS WINE & SPIRITS Continued... 1,726.34 17230 502734 2627622, 2629375 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 74.98 17128 502521 2627623 5842.5513 COST OF GOODS SOLD WINE YORK SELLING 4,362.75 502521 2627623 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 28.76 17185 502517 2627624 5842.5512 COST OF GOODS SOLD LIQUOR YORK SELLING 2,482.30 502517 2627624 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 7.34 17197 502598 2627625 5862.5512 COST OF GOODS SOLD LIQUOR VERNON SELLING 960.16 17197 502598 2627625 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 54.75 17109 502597 2627626 5862.5513 COST OF GOODS SOLD WINE VERNON SELLING 4,176.00 17109 502597 2627626 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 4.76 17231 502596 2627627 5862.5515 COST OF GOODS SOLD MIX VERNON SELLING 280.08 17231 502596 2627627 5800.1355 INVENTORY MIX & MISC LIQUOR BALANCE SHEET 4.76 17244 502595 2627631 5862.5512 COST OF GOODS SOLD LIQUOR VERNON SELLING 233.84 17244 502595 2627631 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 17,456.77 439896 10/3/2019 100957 PLANT & FLANGED EQUIPMENT 449.40 CAPPED FLANGE FOR FILTERS 3 502716 0075137-IN 5912.6406 GENERAL SUPPLIES WELL HOUSES 449.40 439897 10/3/2019 100958 PLUNKETT'S PEST CONTROL 62.40 502415 6407844 5111.6103 PROFESSIONAL SERVICES ART CENTER BLDG/MAINT 62.40 439898 10/3/2019 116853 POINT OF FRANCE 5,620.07 502711 5620.07 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 5,620.07 439899 10/3/2019 143645 POPKO, PHYLLIS M. 90.04 AMBULANCE REFUND 46137737 475513 11052018 1470.4329 AMBULANCE FEES FIRE DEPT. GENERAL 90.04 439900 10/3/2019 143618 PRYES BREWING COMPANY 530.00 I-7895 502394 1-7895 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 530.00 439901 10/3/2019 135833 QUALITY FORKLIFT 137.55 CARBURETOR, GASKETS 502529 I46975 1553.6530 REPAIR PARTS EQUIPMENT OPERATION GEN 137.55 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 24Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 439902 10/3/2019 145980 RAE MACKENZLE GROUP, INC.Continued... 5,009.95 POC CAREER FAIR 502431 0272 1556.6121 ADVERTISING PERSONNEL EMPLOYEE SHARED SERVICES 5,009.95 439903 10/3/2019 104642 RCM SPECIALTIES INC. 1,044.12 502660 7254 1301.6519 ROAD OIL GENERAL MAINTENANCE 1,044.12 439904 10/3/2019 138298 RED BULL DISTRIBUTION COMPANY INC. 180.00 17238 502549 K99170243 5800.1355 INVENTORY MIX & MISC LIQUOR BALANCE SHEET 291.00 17229 502421 K-99170245 5800.1355 INVENTORY MIX & MISC LIQUOR BALANCE SHEET 8.17-1935 502420 K-99170246 5800.1355 INVENTORY MIX & MISC LIQUOR BALANCE SHEET 462.83 439905 10/3/2019 142802 REEVES, ELISABETH 53.00 CHEER CAMP REFUND 464678 062618 1600.4390.69 PARTNERSHIP PROGRAMS PARK ADMIN. GENERAL 53.00 439906 10/3/2019 133627 REPUBLIC SERVICES #894 40,461.48 502328 0894-004994295 5952.6183 RECYCLING CHARGES RECYCLING 40,461.48 439907 10/3/2019 146022 REVITALIZE OCC LLC 2,333.13 502329 00109918-034500 9028 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 2,333.13 439908 10/3/2019 144557 ROCHE, KEVIN 175.59 502336 00099529-016344 4000.2 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 175.59 439909 10/3/2019 139927 ROCHESTER FIRE DEPARTMENT 97.70 502683 MN-TF1 7510.6406 GENERAL SUPPLIES MN TF 1 ADMINISTRATION 97.70 439910 10/3/2019 139927 ROCHESTER FIRE DEPARTMENT 691.96 502686 MN-TFL OT/BF 7510.6406 GENERAL SUPPLIES MN TF 1 ADMINISTRATION 691.96 439911 10/3/2019 103461 ROSEVILLE BIG BAND 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 25Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 439911 10/3/2019 103461 ROSEVILLE BIG BAND Continued... 150.00 PERFORMER AT E.P.502668 9/27/19 5710.6136 PROFESSIONAL SVC - OTHER EDINBOROUGH ADMINISTRATION 150.00 439912 10/3/2019 139439 RUE 38 LLC 323.00 481997 4842 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 323.00 439913 10/3/2019 101682 S & S WORLDWIDE INC. 286.32 GREAT HALL EQUIPMENT 502407 IN100263778 5720.6406 GENERAL SUPPLIES EDINBOROUGH OPERATIONS 286.32 439914 10/3/2019 146011 SALSBURY, MARK 52.65 502364 00118217-011077 7008 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 52.65 439915 10/3/2019 146007 SCHNEIDERHAN, JOSEPH 22.22 502360 00121470-034507 0059 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 22.22 439916 10/3/2019 146049 SCHULTZ, CRAIG 13.69 501117 00098192-034194 6005 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET Supplier 136189 P&W GOLF SUPPLY LLC 13.69 439917 10/3/2019 143406 SCHWIND, ERIN 188.81 UTILITY REFUND 472312 09272018 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 188.81 439918 10/3/2019 144371 SENTEXT 299.00 SENTEXT SUBSCRIPTION 502437 103295 1554.6124 WEB DEVELOPMENT CENT SERV GEN - MIS 299.00 439919 10/3/2019 101106 SERVICEMASTER 755.00 RAMP TRASH ROOM CLEANING 502743 63468 4090.6103 PROFESSIONAL SERVICES 50TH&FRANCE MAINTENANCE 755.00 439920 10/3/2019 137092 SHAKOPEE GRAVEL 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 26Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 439920 10/3/2019 137092 SHAKOPEE GRAVEL Continued... 221.50 ROCK 502714 370595 5913.6517 SAND GRAVEL & ROCK DISTRIBUTION 243.22 ROCK 502712 371850 5913.6517 SAND GRAVEL & ROCK DISTRIBUTION 80.76 RIP RAP 502713 371851 5913.6517 SAND GRAVEL & ROCK DISTRIBUTION 545.48 439921 10/3/2019 120784 SIGN PRO 364.84 BETTER TOG FOR OPEN STREETS 502639 14507 1100.6406 GENERAL SUPPLIES CITY COUNCIL 185.00 DASHERBOARD 502605 14529 5510.6103 PROFESSIONAL SERVICES ARENA ADMINISTRATION 163.74 OPEN STREETS 502631 14542 1600.6103 PROFESSIONAL SERVICES PARK ADMIN. GENERAL 185.00 DASHERBOARD FABRICATION 502701 14545 5510.6103 PROFESSIONAL SERVICES ARENA ADMINISTRATION 185.00 DASHERBOARD FABRICATION 502702 14546 5510.6103 PROFESSIONAL SERVICES ARENA ADMINISTRATION 185.00 DASHERBOARD FABRICATION 502703 14578 5510.6103 PROFESSIONAL SERVICES ARENA ADMINISTRATION 1,268.58 439922 10/3/2019 100999 SIGNAL SYSTEMS INC. 397.95 TIMECLOCK RENTAL 502396 13089928 5310.6105 DUES & SUBSCRIPTIONS POOL ADMINISTRATION 397.95 439923 10/3/2019 131885 SISINNI FOOD SERVICES INC. 115.47 CONCESSIONS FOOD 468655 340841 5520.5510 COST OF GOODS SOLD ARENA CONCESSIONS 115.47 CONCESSIONS FOOD 468938 341312 5520.5510 COST OF GOODS SOLD ARENA CONCESSIONS 48.59 CONCESSIONS FOOD 469515 341754 5520.5510 COST OF GOODS SOLD ARENA CONCESSIONS 279.53 439924 10/3/2019 137482 SITEONE LANDSCAPE SUPPLY LLC 33.20 HAND PUMP FOR IRRIGATION 502476 94600810-001 5422.6611 IRRIGATION EQUIPMENT MAINT OF COURSE & GROUNDS 44.14 IRRIGATION PARTS 502495 94742654-001 1643.6406 GENERAL SUPPLIES Greenhouse and horticulture 11.95 ARNESON IRRIGATION 502623 94786391-001 1643.6406 GENERAL SUPPLIES Greenhouse and horticulture 3.06 ARNESON IRRIGATION 502624 94788566-001 1643.6406 GENERAL SUPPLIES Greenhouse and horticulture 92.35 439925 10/3/2019 132195 SMALL LOT MN 5.00 17147 502500 31818 5842.5513 COST OF GOODS SOLD WINE YORK SELLING 87.96 502500 31818 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 5.00 16991 502735 MN31624 5862.5513 COST OF GOODS SOLD WINE VERNON SELLING 160.08 16991 502735 MN31624 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 5.00 17124 502585 MN31819 5862.5513 COST OF GOODS SOLD WINE VERNON SELLING 80.04 502585 MN31819 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 343.08 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 27Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 439926 10/3/2019 146018 SMITH, BRADLEY Continued... 288.89 502371 00121357-020023 5003 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 288.89 439927 10/3/2019 129587 SOLBERG, DAVID 25.00 SAFETY GLASSES 502417 092419DS 1301.6610 SAFETY EQUIPMENT GENERAL MAINTENANCE 25.00 439928 10/3/2019 127878 SOUTHERN WINE AND SPIRITS .80 17236 502560 18639915 5862.5513 COST OF GOODS SOLD WINE VERNON SELLING 128.00 17236 502560 18639915 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 29.20 17178 502411 1866910 5842.5512 COST OF GOODS SOLD LIQUOR YORK SELLING 4,863.99 17178 502411 1866910 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 6.66 16979 502556 1867089 5862.5513 COST OF GOODS SOLD WINE VERNON SELLING 1,433.33 16979 502556 1867089 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 12.80 17100 502450 1869899 5822.5513 COST OF GOODS SOLD WINE 50TH ST SELLING 1,813.00 17100 502450 1869899 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET .80 17101 502449 1869900 5822.5513 COST OF GOODS SOLD WINE 50TH ST SELLING 144.00 17101 502449 1869900 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET .80 17172 502455 1869901 5822.5512 COST OF GOODS SOLD LIQUOR 50TH ST SELLING 264.00 17172 502455 1869901 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 4.04 17171 502454 1869902 5822.5512 COST OF GOODS SOLD LIQUOR 50TH ST SELLING 846.02 17171 502454 1869902 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 2.40 17107 502452 1869903 5822.5513 COST OF GOODS SOLD WINE 50TH ST SELLING 240.00 17107 502452 1869903 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET .80 17240 502453 1869904 5822.5513 COST OF GOODS SOLD WINE 50TH ST SELLING 128.00 17240 502453 1869904 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET .80 17106 502451 1869905 5822.5513 COST OF GOODS SOLD WINE 50TH ST SELLING 36.00 17106 502451 1869905 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET .20 17260 502736 1869906 5842.5512 COST OF GOODS SOLD LIQUOR YORK SELLING 15.20 17137 502414 1869907 5842.5513 COST OF GOODS SOLD WINE YORK SELLING 4,088.00 17137 502414 1869907 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 5.82 17186 502413 1869908 5842.5512 COST OF GOODS SOLD LIQUOR YORK SELLING 1,548.90 17186 502413 1869908 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 28.00 17130 502412 1869909 5842.5513 COST OF GOODS SOLD WINE YORK SELLING 2,748.00 17130 502412 1869909 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 7.27 17117 502565 1869911 5862.5514 COST OF GOODS SOLD BEER VERNON SELLING 3,758.00 17117 502565 1869911 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 20.00 17111 502564 1869912 5862.5513 COST OF GOODS SOLD WINE VERNON SELLING 2,490.00 17111 502564 1869912 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 28Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 439928 10/3/2019 127878 SOUTHERN WINE AND SPIRITS Continued... 1.67 17195 502562 1869913 5862.5512 COST OF GOODS SOLD LIQUOR VERNON SELLING 353.95 17195 502562 1869913 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 28.13 17191 502561 1869914 5862.5512 COST OF GOODS SOLD LIQUOR VERNON SELLING 4,042.41 17191 502561 1869914 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 1.60 17123 502563 1869916 5862.5513 COST OF GOODS SOLD WINE VERNON SELLING 118.00 17123 502563 1869916 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 29,210.59 439929 10/3/2019 134700 SPOK INC. 143.80 502740 C0319246U 1400.6151 EQUIPMENT RENTAL POLICE DEPT. GENERAL 143.80 439930 10/3/2019 101016 SRF CONSULTING GROUP INC 176.48 TRAFFIC STUDY 502632 12857.00-3 4422.6710 EQUIPMENT REPLACEMENT TRAFFIC STUDIES 176.48 439931 10/3/2019 118090 SRIXON SPORTS USA INC. 998.32 MERCHANDISE 502607 5750623 SO 5400.1356 INVENTORY SUPPLIES GOLF BALANCE SHEET 998.32 439932 10/3/2019 123629 ST PAUL POLICE BAND 200.00 PERFORMER AT E.P.502669 OCT 20 5710.6136 PROFESSIONAL SVC - OTHER EDINBOROUGH ADMINISTRATION 200.00 439933 10/3/2019 145985 STASSEN, ANNA 27.41 502340 00124104-030617 4001 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 27.41 439934 10/3/2019 133068 STEEL TOE BREWING LLC 441.00 17155 502555 30069 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 180.00 17157 502391 30070 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 231.00 17156 502444 30071 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 852.00 439935 10/3/2019 129409 STEEN, BARB 2.10 DECEMBER GALLERY SALES 481879 1.23.19 5101.4413 ART WORK SOLD ART CENTER REVENUES 2.10 439936 10/3/2019 128371 STEINMETZ, ROBERT 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 29Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 439936 10/3/2019 128371 STEINMETZ, ROBERT Continued... 8.00 PARKING 455616 03/14/2018 1281.6104 CONFERENCES & SCHOOLS TRAINING 8.00 439937 10/3/2019 146017 STENSON, NICHOLAS 200.00 502370 00122685-030413 9000 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 200.00 439938 10/3/2019 142468 STEPHEN DONNELLY COMPANY INC 2,850.00 WEST STUCCO 502577 463 5511.6180 CONTRACTED REPAIRS ARENA BLDG/GROUNDS 2,850.00 439939 10/3/2019 105874 SUBURBAN TIRE WHOLESALE INC. 37.05 TIRE DISPOSAL 502786 10164488 1553.6583 TIRES & TUBES EQUIPMENT OPERATION GEN 188.82 TIRES 502530 10164502 1553.6583 TIRES & TUBES EQUIPMENT OPERATION GEN 225.87 439940 10/3/2019 145992 SWENSEN, LESLIE 91.97 502347 00092755-020326 7008 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 91.97 439941 10/3/2019 119864 SYSCO MINNESOTA 781.68 CONCESSION PRODUCT 502404 247664856 5730.5510 COST OF GOODS SOLD EDINBOROUGH CONCESSIONS 781.68 439942 10/3/2019 137993 TALKPOINT TECHNOLOGIES INC. 43.95 SPARE CORD TO REMOTE 502434 0014764 2310.6406 GENERAL SUPPLIES E911 43.95 439943 10/3/2019 146015 TARVESTAD, ANTHONY 176.78 502368 00118837-035002 5085 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 176.78 439944 10/3/2019 120602 TEAGUE, CARY 288.26 MILEAGE 4-10-19 TO 9-25-19 502763 10012019 1140.6107 MILEAGE OR ALLOWANCE PLANNING 288.26 439945 10/3/2019 101326 TERMINAL SUPPLY CO 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 30Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 439945 10/3/2019 101326 TERMINAL SUPPLY CO Continued... 121.66 SWITCHES 502484 68034-00 1553.6530 REPAIR PARTS EQUIPMENT OPERATION GEN 121.66 439946 10/3/2019 146038 THE JAZZ STANDARDS 240.00 PERFORMER AT E.P.502676 NOV 3 5710.6136 PROFESSIONAL SVC - OTHER EDINBOROUGH ADMINISTRATION 240.00 439947 10/3/2019 143246 THE REC CENTER 874.00 PROS FIELD TRIPS (SLP POOL)502767 770 1624.6406 GENERAL SUPPLIES PLAYGROUND & THEATER 874.00 439948 10/3/2019 138732 TRADITION WINE & SPIRITS LLC 5.00 17175 502447 20316 5822.5512 COST OF GOODS SOLD LIQUOR 50TH ST SELLING 240.00 17175 502447 20316 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 245.00 439949 10/3/2019 142845 TROFIMOV, YURY 560.00 502709 AMBULANCE REFUND 1470.4329 AMBULANCE FEES FIRE DEPT. GENERAL 560.00 439950 10/3/2019 139024 TRUE SEED & SUPPLY 391.00 SEED 502622 1947 1643.6547 SEED Greenhouse and horticulture 391.00 439951 10/3/2019 143910 TRUST IN US 115.00 3RD Q DOT COLLECTION 502759 83911 1556.6175 PHYSICAL EXAMINATIONS EMPLOYEE SHARED SERVICES 115.00 439952 10/3/2019 136104 TRYSTAR INC. 804.53 CABLES FOR NEW GENERATOR 502706 151673 5921.6406 GENERAL SUPPLIES SANITARY LIFT STATION MAINT 804.53 439953 10/3/2019 145971 TUCKER, TIM 145.98 502332 00090407-016065 0005 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 145.98 439954 10/3/2019 101046 TWIN CITY FILTER SERVICE INC. 1,032.72 AIR FILTERS 502576 0665929-IN 5521.6406 GENERAL SUPPLIES ARENA ICE MAINT 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 31Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 439954 10/3/2019 101046 TWIN CITY FILTER SERVICE INC.Continued... 1,032.72 439955 10/3/2019 101360 TWIN CITY HARDWARE CO. 227.85 DEAD BOLT 502491 PS10049131 1646.6530 REPAIR PARTS BUILDING MAINTENANCE 227.85 439956 10/3/2019 112118 U.S. BANK 3,140.78 3RD QTR. ADMIN FEE 502710 11742157 1001.4706 INCOME ON INVESTMENTS GENERAL FUND REVENUES 3,140.78 439957 10/3/2019 140382 UNITED FARMERS COOP 81.96 BELT 502490 79198 1641.6530 REPAIR PARTS MOWING 81.96 439958 10/3/2019 103590 VALLEY-RICH CO. INC. 7,100.14 2 CIRCLE EAST STORM PIPE REPA 502754 7/22/2019 5932.6180 CONTRACTED REPAIRS GENERAL STORM SEWER 7,100.14 439959 10/3/2019 144209 VENN BREWING COMPANY LLC 175.50 502582 1310 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 175.50 439960 10/3/2019 102970 VERIZON WIRELESS 51.44 502698 9835235180 1470.6188 TELEPHONE FIRE DEPT. GENERAL 51.44 502698 9835235180 1322.6185 LIGHT & POWER STREET LIGHTING ORNAMENTAL 83.32 502698 9835235180 1640.6188 TELEPHONE PARK MAINTENANCE GENERAL 991.96 502698 9835235180 1400.6406 GENERAL SUPPLIES POLICE DEPT. GENERAL 247.64 502698 9835235180 5910.6188 TELEPHONE GENERAL (BILLING) 41.88 502698 9835235180 7411.6188 TELEPHONE PSTF OCCUPANCY 35.01 502697 9837177090 1100.6160 DATA PROCESSING CITY COUNCIL 35.01 502697 9837177090 1160.6406 GENERAL SUPPLIES FINANCE 35.01 502697 9837177090 1600.6105 DUES & SUBSCRIPTIONS PARK ADMIN. GENERAL 40.01 502697 9837177090 1140.6188 TELEPHONE PLANNING 70.02 502697 9837177090 1120.6188 TELEPHONE ADMINISTRATION 105.03 502697 9837177090 1130.6160 DATA PROCESSING COMMUNICATIONS 140.04 502697 9837177090 1646.6188 TELEPHONE BUILDING MAINTENANCE 140.04 502697 9837177090 1190.6188 TELEPHONE ASSESSING 183.05 502697 9837177090 1554.6188 TELEPHONE CENT SERV GEN - MIS 245.07 502697 9837177090 1260.6188 TELEPHONE ENGINEERING GENERAL 455.13 502697 9837177090 1495.6188 TELEPHONE INSPECTIONS 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 32Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 439960 10/3/2019 102970 VERIZON WIRELESS Continued... 1,190.38 502697 9837177090 1400.6160 DATA PROCESSING POLICE DEPT. GENERAL 3,990.32 502697 9837177090 1470.6188 TELEPHONE FIRE DEPT. GENERAL 70.02 502697 9837177090 5422.6230 SERVICE CONTRACTS EQUIPMENT MAINT OF COURSE & GROUNDS 35.01 502697 9837177090 5760.6188 TELEPHONE CENTENNIAL LAKES ADMIN EXPENSE 70.02 502697 9837177090 5861.6188 TELEPHONE VERNON OCCUPANCY 70.02 502697 9837177090 5841.6188 TELEPHONE YORK OCCUPANCY 70.02 502697 9837177090 5821.6188 TELEPHONE 50TH ST OCCUPANCY 40.01 502697 9837177090 5902.6188 TELEPHONE UTILITY BILLING - FINANCE 875.25 502697 9837177090 5910.6188 TELEPHONE GENERAL (BILLING) 9,362.15 439961 10/3/2019 101066 VIKING ELECTRIC SUPPLY INC. 273.00 REPLACEMENT LENS 502680 S002883615.001 1322.6530 REPAIR PARTS STREET LIGHTING ORNAMENTAL 216.00 GREENHOUSE LIGHTS 502621 S002970970.001 1643.6406 GENERAL SUPPLIES Greenhouse and horticulture 199.00 ELECTRICAL PD CUBES 502547 S002974759.001 1551.6406 GENERAL SUPPLIES CITY HALL GENERAL 32.19 ZAM BATTERY CHARGER 502579 S002982331.001 5521.6406 GENERAL SUPPLIES ARENA ICE MAINT 720.19 439962 10/3/2019 132751 WARNING LITES OF MN 2,217.50 502700 213626 1600.6103 PROFESSIONAL SERVICES PARK ADMIN. GENERAL 2,217.50 439963 10/3/2019 135181 WATERFORD OIL COMPANY INC. 133.59 OIL TEST KITS FOR MOWERS 502390 83024 5422.6406 GENERAL SUPPLIES MAINT OF COURSE & GROUNDS 133.59 439964 10/3/2019 120816 WEST COAST TRENDS INC. 225.06 MERCHANDISE 502386 40556495 5400.1356 INVENTORY SUPPLIES GOLF BALANCE SHEET 225.06 439965 10/3/2019 101312 WINE MERCHANTS 1.19 17055 502737 7252401 5862.5512 COST OF GOODS SOLD LIQUOR VERNON SELLING 153.00 17055 502737 7252401 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 9.52 17099 502465 7253383 5822.5513 COST OF GOODS SOLD WINE 50TH ST SELLING 831.00 17099 502465 7253383 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 34.45 17134 502522 7253384 5842.5513 COST OF GOODS SOLD WINE YORK SELLING 2,866.00 502522 7253384 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 18.87 17116 502594 7253385 5862.5513 COST OF GOODS SOLD WINE VERNON SELLING 2,275.00 17116 502594 7253385 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 8.33 17245 502738 7253754 5822.5513 COST OF GOODS SOLD WINE 50TH ST SELLING 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 33Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 439965 10/3/2019 101312 WINE MERCHANTS Continued... 1,392.00 17245 502738 7253754 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 8.33 17255 502580 7253755 5862.5513 COST OF GOODS SOLD WINE VERNON SELLING 648.00 17255 502580 7253755 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 8,245.69 439966 10/3/2019 144412 WINEBOW 8.75 17098 502440 MN00066448 5822.5513 COST OF GOODS SOLD WINE 50TH ST SELLING 1,050.00 17098 502440 MN00066448 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 8.75 17142 502424 MN00066461 5842.5513 COST OF GOODS SOLD WINE YORK SELLING 1,242.00 17142 502424 MN00066461 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 8.75 17121 502604 MN00066462 5862.5513 COST OF GOODS SOLD WINE VERNON SELLING 1,276.00 17121 502604 MN00066462 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 153.00 17198 502739 MN00066641 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 3,747.25 439967 10/3/2019 145983 WOLD, WILLIAM 18.69 502335 00085322-030471 8009 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 18.69 439968 10/3/2019 142220 WOODEN HILL BREWING COMPANY 186.00 17158 502498 1834 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 186.00 439969 10/3/2019 120099 Z WINES USA LLC 5.00 17145 502422 22746 5842.5515 COST OF GOODS SOLD MIX YORK SELLING 80.00 17145 502422 22746 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 85.00 439970 10/3/2019 146000 ZELLMER, TIM 196.11 502354 00091431-020020 4000 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 196.11 439971 10/10/2019 142327 56 BREWING, LLC 96.00 503180 5604933-D 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 96.00 439972 10/10/2019 140086 ABLE SEEDHOUSE AND BREWERY 168.00 503181 10742 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 34Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 439972 10/10/2019 140086 ABLE SEEDHOUSE AND BREWERY Continued... 168.00 439973 10/10/2019 146053 ABSOLUTE MECHANICAL, LLC 50.48 80% PERMIT FEE REFUND 502890 ED168141 1495.4115 MECHANICAL PERMITS INSPECTIONS 50.48 439974 10/10/2019 140269 ACTIVE NETWORK LLC 750.00 503062 1014050 5110.6104 CONFERENCES & SCHOOLS ART CENTER ADMINISTRATION 750.00 439975 10/10/2019 141768 ALTEC INDUSTRIES INC. 195.48 PUMP 502875 16-SEP-19 1642.6544 LINE MARKING POWDER FIELD MAINTENANCE 195.48 439976 10/10/2019 101115 AMERIPRIDE SERVICES INC. 159.41 503028 1004592963 5841.6162 SERVICES CUSTODIANS YORK OCCUPANCY 159.41 439977 10/10/2019 141414 AMF SOUTHTOWN 67.60 FALL BOWLING 503232 00291 1629.6406 GENERAL SUPPLIES ADAPTIVE RECREATION 67.60 439978 10/10/2019 118491 APPLE INC. 159.00 BLUETOOTH 503129 AA42904726 1644.6556 TOOLS TREES & MAINTENANCE 159.00 439979 10/10/2019 100632 AQUA ENGINEERING 135.00 WINTERIZED IRRIGATION SYSTEM 502971 93421 5720.6103 PROFESSIONAL SERVICES EDINBOROUGH OPERATIONS 135.00 439980 10/10/2019 132031 ARTISAN BEER COMPANY 98.00 503184 3375347 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 990.00 503183 3376646 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 447.50 17408 503010 3376647 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 675.55 17409 503056 3376648 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 2,211.05 439981 10/10/2019 102195 BATTERIES PLUS 189.99 BATTERY FOR SAFETY LIGHT 503233 P19268689 5912.6406 GENERAL SUPPLIES WELL HOUSES 189.99 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 35Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 439981 10/10/2019 102195 BATTERIES PLUS Continued... 439982 10/10/2019 102346 BEARCOM 108.00 OPEN STREETS 503234 4896388 1627.6406 GENERAL SUPPLIES SPECIAL ACTIVITIES 108.00 439983 10/10/2019 145976 BOHAN, JANET 50.00 PURCHASE USED LAWN BOWLS 502864 9/19/2019 5761.6406 GENERAL SUPPLIES CENTENNIAL LAKES OPERATING 50.00 439984 10/10/2019 105367 BOUND TREE MEDICAL LLC 395.80 AMBULANCE SUPPLIES 502969 83360449 1470.6510 FIRST AID SUPPLIES FIRE DEPT. GENERAL 395.80 439985 10/10/2019 119351 BOURGET IMPORTS 10.50 503189 164630 5862.5513 COST OF GOODS SOLD WINE VERNON SELLING 618.58 503189 164630 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 29.75 17270 502838 164821 5822.5513 COST OF GOODS SOLD WINE 50TH ST SELLING 1,668.39 17270 502838 164821 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 22.75 503188 164851 5862.5513 COST OF GOODS SOLD WINE VERNON SELLING 1,543.65 503188 164851 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 17.50 17289 502910 164860 5842.5513 COST OF GOODS SOLD WINE YORK SELLING 942.40 17289 502910 164860 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 4,853.52 439986 10/10/2019 117040 BOYER TRUCKS 30.96 CLAMP 502981 882419 1553.6530 REPAIR PARTS EQUIPMENT OPERATION GEN 30.96 439987 10/10/2019 120798 BOYER TRUCKS LAUDERDALE 90,772.00 WESTERN STAR 503130 DE-02224 5900.1735 AUTOMOBILES & TRUCKS UTILITY BALANCE SHEET 90,772.00 439988 10/10/2019 124291 BREAKTHRU BEVERAGE MINNESOTA 51.00 17029 502944 1081030288 5862.5512 COST OF GOODS SOLD LIQUOR VERNON SELLING 7,816.20 17029 502944 1081030288 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 18.40 17264 503057 1081036988 5822.5513 COST OF GOODS SOLD WINE 50TH ST SELLING 1,708.56 17264 503057 1081036988 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 7.09 17342 502893 1081036989 5822.5512 COST OF GOODS SOLD LIQUOR 50TH ST SELLING 697.84 17342 502893 1081036989 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 30.19 17282 502915 1081036990 5842.5513 COST OF GOODS SOLD WINE YORK SELLING 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 36Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 439988 10/10/2019 124291 BREAKTHRU BEVERAGE MINNESOTA Continued... 2,643.82 17282 502915 1081036990 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 28.85 17354 502914 1081036991 5842.5512 COST OF GOODS SOLD LIQUOR YORK SELLING 3,078.04 17354 502914 1081036991 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 1.25 503190 1081038044 5862.5512 COST OF GOODS SOLD LIQUOR VERNON SELLING 180.00 503190 1081038044 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 16,261.24 439989 10/10/2019 124529 BREAKTHRU BEVERAGE MINNESOTA BEER LLC 5,651.15 503192 1091059235 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 79.50 503193 1091059236 5800.1355 INVENTORY MIX & MISC LIQUOR BALANCE SHEET 2,764.50 503191 1091062293 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 704.70 17336 502839 1091062294 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 3,118.35 17340 502840 1091062295 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 12,318.20 439990 10/10/2019 146043 BRINKS INC 135.00 503038 4475440 5821.6103 PROFESSIONAL SERVICES 50TH ST OCCUPANCY 135.00 503038 4475440 5841.6103 PROFESSIONAL SERVICES YORK OCCUPANCY 135.00 503038 4475440 5861.6103 PROFESSIONAL SERVICES VERNON OCCUPANCY 405.00 439991 10/10/2019 119455 CAPITOL BEVERAGE SALES 3,989.05 503196 3448814 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 2,257.40 17327 502842 3448846 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 14.00 17328 502841 3448847 5800.1355 INVENTORY MIX & MISC LIQUOR BALANCE SHEET 4,630.60 17333 502843 3448848 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 42.00 17335 502845 3448849 5800.1355 INVENTORY MIX & MISC LIQUOR BALANCE SHEET 3,382.45 503194 3448850 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 14.00 503195 3448851 5800.1355 INVENTORY MIX & MISC LIQUOR BALANCE SHEET 7.68-503197 3448854 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 16.85-1942 502844 625-00501 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 14,304.97 439992 10/10/2019 142028 CINTAS CORPORATION 69.69 TOWELS 502997 4031207223 5421.6201 LAUNDRY GRILL 13.44 SHOP TOWELS 502998 4031296823 5422.6201 LAUNDRY MAINT OF COURSE & GROUNDS 83.13 439993 10/10/2019 100684 CITY OF BLOOMINGTON 12,264.00 502886 17341 1492.6103 PROFESSIONAL SERVICES PH EMERGENCY PREPARDNESS 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 37Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 439993 10/10/2019 100684 CITY OF BLOOMINGTON Continued... 12,264.00 439994 10/10/2019 114548 CIZEK, DARIN 65.92 FUEL REIMBURSEMENT 503132 100719 1400.6104 CONFERENCES & SCHOOLS POLICE DEPT. GENERAL 65.92 439995 10/10/2019 100692 COCA-COLA DISTRIBUTION 381.84 17227 502846 3641208804 5800.1355 INVENTORY MIX & MISC LIQUOR BALANCE SHEET 381.84 439996 10/10/2019 129820 COLLIERS INTERNATIONAL 1,107.47 503030 OCTOBER-19 5841.6102 CONTRACTUAL SERVICES YORK OCCUPANCY 1,107.47 439997 10/10/2019 120433 COMCAST 131.79 CABLE 502999 877210614017744 9-9/19 5420.6188 TELEPHONE CLUB HOUSE 131.79 439998 10/10/2019 143187 CONQUER NINJA WARRIOR 705.50 TRAVELIN' TEENS 503235 1791 1624.6406 GENERAL SUPPLIES PLAYGROUND & THEATER 498.00 TRAVLIN' TEENS 503236 1793 1624.6406 GENERAL SUPPLIES PLAYGROUND & THEATER 643.25 TRAVELIN' TEENS 503237 1794 1624.6406 GENERAL SUPPLIES PLAYGROUND & THEATER 830.00 TRAVELIN' TEENS 503238 1795 1624.6406 GENERAL SUPPLIES PLAYGROUND & THEATER 2,676.75 439999 10/10/2019 101329 CONSTRUCTION MATERIALS INC. 139.11 HUDSON SPRAYER/CAUTION TAPE 502946 0189107-IN 1301.6556 TOOLS GENERAL MAINTENANCE 139.11 440000 10/10/2019 146046 CRITICAL INCIDENT STRESS CONSULTANTS 1,026.39 9/23-9/24 REIMBURSEMENT 502887 10022019 1400.6103 PROFESSIONAL SERVICES POLICE DEPT. GENERAL 1,026.39 440001 10/10/2019 101924 CRYSTEEL TRUCK EQUIPMENT 128,265.00 NEW PLOW TRUCK SET-UP 503134 LC00060395 421305.6710 EQUIPMENT REPLACEMENT STREET EQUIPMENT 115,996.00 NEW PLOW SET-UP 503133 LC00060396 421305.6710 EQUIPMENT REPLACEMENT STREET EQUIPMENT 244,261.00 440002 10/10/2019 100699 CULLIGAN BOTTLED WATER 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 38Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 440002 10/10/2019 100699 CULLIGAN BOTTLED WATER Continued... 111.47 503135 114X72455203 7411.6406 GENERAL SUPPLIES PSTF OCCUPANCY 111.47 440003 10/10/2019 146058 DAHMEN, DALE 1,200.00 OKTOBERFEST BAND 502976 10/5/2019 1627.6103 PROFESSIONAL SERVICES SPECIAL ACTIVITIES 1,200.00 440004 10/10/2019 118063 DC MANAGEMENT & ENVIRONMENTAL SERVICES 10,535.00 LEAD ABATEMENT 502970 19-26-01 7412.6103 PROFESSIONAL SERVICES PSTF RANGE 10,535.00 440005 10/10/2019 120327 DELUXE 134.53 DEPOSIT SLIPS 502959 02045876945 5710.6406 GENERAL SUPPLIES EDINBOROUGH ADMINISTRATION 134.53 440006 10/10/2019 146030 DOLAN CONSULTING GROUP, LLC 4,975.00 9.17.19 502924 C2273-12072019- 2363-2480 1500.6136 PROFESSIONAL SVC - OTHER CONTINGENCIES 4,975.00 440007 10/10/2019 146052 DRASKOVICH, OLIVIA 150.00 AMPHITHEATER REFUND 502873 REFUND 5751.4555 CENTENNIAL LAKES PARK CENTENNIAL LAKES REVENUE 150.00 440008 10/10/2019 140501 EAGAN FIRE DEPARTMENT 597.24 502987 MN-TFL OT/BF 7510.6406 GENERAL SUPPLIES MN TF 1 ADMINISTRATION 597.24 440009 10/10/2019 101341 EDINA FIREFIGHTER'S RELIEF ASSOCIATION 460,081.32 FIRE STATE AID 503156 100719 1470.6039 PENSION 49ERS FIRE DEPT. GENERAL 460,081.32 440010 10/10/2019 123619 GENE'S WATER & SEWER INC. 234.25 S&W PERMIT REFUND 502955 10012019 1495.4116 WATER CONNECTION PERMITS INSPECTIONS 234.25 440011 10/10/2019 118941 GLOBALSTAR USA 47.94 R-91 PHONE 502945 100000001065059 8 1470.6188 TELEPHONE FIRE DEPT. GENERAL 47.94 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 39Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 440011 10/10/2019 118941 GLOBALSTAR USA Continued... 440012 10/10/2019 100780 GOPHER STATE ONE-CALL INC. 1,310.85 SEPT GSOC TIX 503239 9090358 5913.6103 PROFESSIONAL SERVICES DISTRIBUTION 1,310.85 440013 10/10/2019 101103 GRAINGER 39.03 V-BELT, PULLEY 502982 9308374058 1553.6530 REPAIR PARTS EQUIPMENT OPERATION GEN 39.03 440014 10/10/2019 102060 HALLOCK COMPANY INC 21.84 ELECT MATERIAL - PD GARAGE 503136 215527-1 1551.6406 GENERAL SUPPLIES CITY HALL GENERAL 21.84 440015 10/10/2019 139501 HCT 18.25 TE PLATES 502973 100319HCT 1553.6260 LICENSES & PERMITS EQUIPMENT OPERATION GEN 18.25 440016 10/10/2019 122093 HEALTH PARTNERS 390.00 AUG EAP INVOICE 502862 W816327 1556.6103 PROFESSIONAL SERVICES EMPLOYEE SHARED SERVICES 390.00 440017 10/10/2019 143409 HEDBLOM, JON 207.23 UTILITY REFUND 472315 09272018 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 207.23 440018 10/10/2019 143585 HENNEPIN HEALTHCARE 2,786.42 MEDICAL DIRECTOR FEES 502968 62914 1470.6103 PROFESSIONAL SERVICES FIRE DEPT. GENERAL 2,786.42 440019 10/10/2019 104375 HOHENSTEINS INC. 1,404.70 17320 502847 166464 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 1,444.50 503201 166465 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 50.40 503200 166466 5800.1355 INVENTORY MIX & MISC LIQUOR BALANCE SHEET 1,395.00 17322 502848 166467 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 4,294.60 440020 10/10/2019 124290 INT'L CHEMTEX CORP LLC 540.54 HEAT/COOL LOOP CHEM TREATMENT 502863 32649 1552.6406 GENERAL SUPPLIES CENT SVC PW BUILDING 540.54 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 40Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 440021 10/10/2019 100829 JERRY'S HARDWARE Continued... 55.53 STATION SUPPLIES 502958 9/19-FIRE 1470.6406 GENERAL SUPPLIES FIRE DEPT. GENERAL 436.56 HARDWARE 502871 9/19-PARKS MAINTENANCE 1646.6406 GENERAL SUPPLIES BUILDING MAINTENANCE 492.09 440022 10/10/2019 100741 JJ TAYLOR DIST. OF MINN 5,790.46 17383 502922 3021260 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 1,363.90 17379 503037 3021261 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 7,154.36 440023 10/10/2019 100835 JOHNSON BROTHERS LIQUOR CO. 5.95 503210 1388739 5862.5512 COST OF GOODS SOLD LIQUOR VERNON SELLING 1,185.00 503210 1388739 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 4.76 17264 503024 1399813 5822.5513 COST OF GOODS SOLD WINE 50TH ST SELLING 275.93 17264 503024 1399813 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 1.19 17349 503035 1399814 5822.5512 COST OF GOODS SOLD LIQUOR 50TH ST SELLING 166.50 17349 503035 1399814 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 16.66 17262 503022 1399815 5822.5513 COST OF GOODS SOLD WINE 50TH ST SELLING 1,294.50 17262 503022 1399815 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 3.57 17348 503034 1399816 5822.5512 COST OF GOODS SOLD LIQUOR 50TH ST SELLING 261.00 17348 503034 1399816 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 28.77 17279 503045 1399817 5842.5513 COST OF GOODS SOLD WINE YORK SELLING 2,093.35 17279 503045 1399817 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 16.23 17355 503044 1399818 5842.5512 COST OF GOODS SOLD LIQUOR YORK SELLING 1,148.60 17355 503044 1399818 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 28.55 503206 1399819 5862.5513 COST OF GOODS SOLD WINE VERNON SELLING 2,136.72 503206 1399819 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 3.57 503207 1399820 5862.5512 COST OF GOODS SOLD LIQUOR VERNON SELLING 234.75 503207 1399820 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 8.33 17266 503031 1399821 5822.5513 COST OF GOODS SOLD WINE 50TH ST SELLING 908.40 17266 503031 1399821 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 2.38 17341 503032 1399822 5822.5512 COST OF GOODS SOLD LIQUOR 50TH ST SELLING 195.19 17341 503032 1399822 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 5.95 17343 503033 1399823 5822.5512 COST OF GOODS SOLD LIQUOR 50TH ST SELLING 1,037.00 17343 503033 1399823 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 33.33 17281 503061 1399824 5842.5513 COST OF GOODS SOLD WINE YORK SELLING 1,756.16 17281 503061 1399824 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 22.03 17356 503042 1399825 5842.5512 COST OF GOODS SOLD LIQUOR YORK SELLING 1,650.50 17356 503042 1399825 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 33.33 17286 503043 1399826 5842.5513 COST OF GOODS SOLD WINE YORK SELLING 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 41Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 440023 10/10/2019 100835 JOHNSON BROTHERS LIQUOR CO.Continued... 2,662.69 17286 503043 1399826 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 11.90 17352 503055 1399827 5842.5512 COST OF GOODS SOLD LIQUOR YORK SELLING 946.27 17352 503055 1399827 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 20.40 17353 503053 1399828 5842.5512 COST OF GOODS SOLD LIQUOR YORK SELLING 2,759.94 17353 503053 1399828 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 2.77 17400 503054 1399829 5842.5512 COST OF GOODS SOLD LIQUOR YORK SELLING 630.00 17400 503054 1399829 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 15.45 503208 1399833 5862.5513 COST OF GOODS SOLD WINE VERNON SELLING 809.38 503208 1399833 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 3.57 503202 1399834 5862.5515 COST OF GOODS SOLD MIX VERNON SELLING 123.53 503202 1399834 5800.1355 INVENTORY MIX & MISC LIQUOR BALANCE SHEET 24.98 503205 1399836 5862.5513 COST OF GOODS SOLD WINE VERNON SELLING 1,566.94 503205 1399836 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 3.57 503203 1399837 5862.5512 COST OF GOODS SOLD LIQUOR VERNON SELLING 314.68 503203 1399837 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 10.95 503204 1399838 5862.5512 COST OF GOODS SOLD LIQUOR VERNON SELLING 2,114.91 503204 1399838 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 1,800.00 17423 503005 1401273 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 144.00 17424 503004 1401275 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 2,688.50 503209 165018 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 31,212.63 440024 10/10/2019 142504 JOHNSON CONTROLS FIRE PROTECTION LP 916.18 ALARM/DETECTION REPAIR 502966 86190329 5720.6180 CONTRACTED REPAIRS EDINBOROUGH OPERATIONS 916.18 440025 10/10/2019 146026 KRUPNICK, BRUCE 400.00 ENTERTAINMENT OPEN STREETS 502990 OPEN STREETS 1600.6103 PROFESSIONAL SERVICES PARK ADMIN. GENERAL 400.00 440026 10/10/2019 127146 LANDSCAPE STRUCTURES INC. 117,305.20 ARDEN PLAYGROUND 502988 INV-077589 47106.6710 EQUIPMENT REPLACEMENT Arden Park Shelter and Imp 117,305.20 440027 10/10/2019 146051 LETTERING, DEPAUL 83.75 EDINA PUBLIC HEALTH PAYMENT 502872 092519 1490.6406 GENERAL SUPPLIES PUBLIC HEALTH 83.75 440028 10/10/2019 146060 LEWIS, ADDISON 175.16 MILEAGE REIMBURSEMENT 503138 144550 1495.6107 MILEAGE OR ALLOWANCE INSPECTIONS 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 42Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 440028 10/10/2019 146060 LEWIS, ADDISON Continued... 175.16 440029 10/10/2019 135867 LIBATION PROJECT 1.50 17277 502849 24933 5822.5513 COST OF GOODS SOLD WINE 50TH ST SELLING 120.00 17277 502849 24933 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 121.50 440030 10/10/2019 141916 LUPULIN BREWING 120.00 17411 503006 24172 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 120.00 440031 10/10/2019 129657 M.S. INDUSTRIES INC. 1,211.00 503240 305176 1314.6518 BLACKTOP STREET RENOVATION 1,211.00 440032 10/10/2019 134063 MANSFIELD OIL COMPANY 8,308.00 FUEL 503140 600385 1553.6581 GASOLINE EQUIPMENT OPERATION GEN 8,996.03 FUEL 503139 600386 1553.6581 GASOLINE EQUIPMENT OPERATION GEN 17,304.03 440033 10/10/2019 137819 MCCONNACH, COREY 223.88 MILEAGE 503141 10012019 5510.6107 MILEAGE OR ALLOWANCE ARENA ADMINISTRATION 223.88 440034 10/10/2019 134336 MCNAMARA CONTRACTING INC. 1,314.05 FINAL PAY 503142 ENG 18-3 PAYMENT 8 07149.1705.30 CONTRACTOR PAYMENTS Concord A/G 74.22 FINAL PAY 503142 ENG 18-3 PAYMENT 8 01277.1705.30 CONTRACTOR PAYMENTS Zenith/York Alley 95.95 FINAL PAY 503142 ENG 18-3 PAYMENT 8 01278.1705.30 CONTRACTOR PAYMENTS York Alley 317.11 FINAL PAY 503142 ENG 18-3 PAYMENT 8 01439.1705.30 CONTRACTOR PAYMENTS Chowen Park D 1,146.35 FINAL PAY 503142 ENG 18-3 PAYMENT 8 01448.1705.30 CONTRACTOR PAYMENTS Country Club C 7,651.68 FINAL PAY 503142 ENG 18-3 PAYMENT 8 01439.1705.30 CONTRACTOR PAYMENTS Chowen Park D 26,783.45 FINAL PAY 503142 ENG 18-3 PAYMENT 8 01447.1705.30 CONTRACTOR PAYMENTS Concord A & G 402.54 FINAL PAY 503142 ENG 18-3 03502.1705.30 CONTRACTOR PAYMENTS Chowen Park D 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 43Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 440034 10/10/2019 134336 MCNAMARA CONTRACTING INC.Continued... PAYMENT 8 581.11 FINAL PAY 503142 ENG 18-3 PAYMENT 8 03507.1705.30 CONTRACTOR PAYMENTS Country Club C 1,159.12 FINAL PAY 503142 ENG 18-3 PAYMENT 8 05575.1705.30 CONTRACTOR PAYMENTS Country Club C 1,252.01 FINAL PAY 503142 ENG 18-3 PAYMENT 8 05568.1705.30 CONTRACTOR PAYMENTS Chowen Park D 4,973.13 FINAL PAY 503142 ENG 18-3 PAYMENT 8 03506.1705.30 CONTRACTOR PAYMENTS Concord A/G 17,954.29 FINAL PAY 503142 ENG 18-3 PAYMENT 8 05574.1705.30 CONTRACTOR PAYMENTS Concord A/G 615.43 FINAL PAY 503142 ENG 18-3 PAYMENT 8 04433.1705.30 CONTRACTOR PAYMENTS Country Club C 887.11 FINAL PAY 503142 ENG 18-3 PAYMENT 8 04424.1705.30 CONTRACTOR PAYMENTS Chowen Park D 9,006.11 FINAL PAY 503142 ENG 18-3 PAYMENT 8 04424.1705.30 CONTRACTOR PAYMENTS Chowen Park D 12,313.07 FINAL PAY 503142 ENG 18-3 PAYMENT 8 04432.1705.30 CONTRACTOR PAYMENTS Concord A/G 86,526.73 440035 10/10/2019 146040 MEGA BEER LLC 570.00 17258 502900 1028 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 788.00 17312 502921 1032 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 1,358.00 440036 10/10/2019 101987 MENARDS 9.98 SWITCH STARTER CABLE 502965 80625 5720.6406 GENERAL SUPPLIES EDINBOROUGH OPERATIONS 9.98 440037 10/10/2019 102174 MINNEAPOLIS OXYGEN COMPANY 60.60 503143 00049428 7413.6545 CHEMICALS PSTF FIRE TOWER 60.60 440038 10/10/2019 127062 MINNEHAHA BLDG. MAINT. INC. 5.38 503025 180141527 5821.6162 SERVICES CUSTODIANS 50TH ST OCCUPANCY 21.51 503027 180141528 5841.6162 SERVICES CUSTODIANS YORK OCCUPANCY 16.13 503026 180141529 5861.6162 SERVICES CUSTODIANS VERNON OCCUPANCY 43.02 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 44Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 440039 10/10/2019 101746 MINNESOTA COUNTY ATTORNEYS ASSOCIATION Continued... 55.00 SUPPLIES 503144 200005698 1400.6513 OFFICE SUPPLIES POLICE DEPT. GENERAL 55.00 440040 10/10/2019 142003 MN CLN SERVICES INC. 1,984.67 503145 1019JJ06 5110.6103 PROFESSIONAL SERVICES ART CENTER ADMINISTRATION 1,984.67 440041 10/10/2019 140955 MODIST BREWING LLC 112.50 503211 8271 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 238.50 17315 502851 8272 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 103.12 17314 502850 E-8270 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 454.12 440042 10/10/2019 100916 MOOD MEDIA 140.00 503029 54921900 5822.6122 ADVERTISING OTHER 50TH ST SELLING 140.00 503029 54921900 5842.6122 ADVERTISING OTHER YORK SELLING 140.00 503029 54921900 5862.6122 ADVERTISING OTHER VERNON SELLING 420.00 440043 10/10/2019 122019 MOORE CREATIVE TALENT, INC. 488.75 ACTOR FOR PSA 502960 145706 1130.6410 VIDEO PRODUCTION SUPPLIES COMMUNICATIONS 488.75 440044 10/10/2019 145539 MORSE, LINDA 52.09 503014 REIMBURSEMENT 5110.6406 GENERAL SUPPLIES ART CENTER ADMINISTRATION 52.09 440045 10/10/2019 146054 MORTON, NANCY 322.16 503066 00111237-033106 8008 5900.2015 CUSTOMER REFUND UTILITY BALANCE SHEET 322.16 440046 10/10/2019 127547 NEAL, SCOTT H. 120.00 ICMA EVENT (NEAL, CASELLA)502876 ICMA CONFERENCE 1120.6104 CONFERENCES & SCHOOLS ADMINISTRATION 120.00 440047 10/10/2019 141215 NEGOCE LLC 1.50 17276 502852 INV358249 5822.5513 COST OF GOODS SOLD WINE 50TH ST SELLING 127.92 17276 502852 INV358249 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 129.42 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 45Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 440047 10/10/2019 141215 NEGOCE LLC Continued... 440048 10/10/2019 146094 NELSON, ANN 150.00 JUMP & SPIN REFUND 503245 100319 5510.6103 PROFESSIONAL SERVICES ARENA ADMINISTRATION 150.00 440049 10/10/2019 100076 NEW FRANCE WINE CO. 10.00 17272 503060 148885 5822.5513 COST OF GOODS SOLD WINE 50TH ST SELLING 636.00 17272 503060 148885 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 14.00 17283 502918 148887 5842.5513 COST OF GOODS SOLD WINE YORK SELLING 916.00 17283 502918 148887 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 1,576.00 440050 10/10/2019 146055 OCC PROPERTY 2, LLC 123.00 REFUND 502889 ED171728-REFUND 1495.4111 BUILDING PERMITS INSPECTIONS 123.00 440051 10/10/2019 102712 OFFICE OF MN.IT SERVICES 28.74 502942 W19080570 1646.6188 TELEPHONE BUILDING MAINTENANCE 28.74 502942 W19080570 1554.6188 TELEPHONE CENT SERV GEN - MIS 57.48 502942 W19080570 1646.6188 TELEPHONE BUILDING MAINTENANCE 86.22 502942 W19080570 1481.6188 TELEPHONE YORK FIRE STATION 86.22 502942 W19080570 1554.6188 TELEPHONE CENT SERV GEN - MIS 201.18 502942 W19080570 1646.6188 TELEPHONE BUILDING MAINTENANCE 316.14 502942 W19080570 1622.6188 TELEPHONE SKATING & HOCKEY 57.48 502942 W19080570 5111.6188 TELEPHONE ART CENTER BLDG/MAINT 28.74 502942 W19080570 5311.6188 TELEPHONE POOL OPERATION 114.96 502942 W19080570 5410.6188 TELEPHONE GOLF ADMINISTRATION 129.33 502942 W19080570 5710.6188 TELEPHONE EDINBOROUGH ADMINISTRATION 129.33 502942 W19080570 5760.6188 TELEPHONE CENTENNIAL LAKES ADMIN EXPENSE 57.48 502942 W19080570 5821.6188 TELEPHONE 50TH ST OCCUPANCY 86.22 502942 W19080570 5841.6188 TELEPHONE YORK OCCUPANCY 86.22 502942 W19080570 5861.6188 TELEPHONE VERNON OCCUPANCY 57.48 502942 W19080570 5913.6188 TELEPHONE DISTRIBUTION 299.40 502941 W19080574 5420.6188 TELEPHONE CLUB HOUSE 1,851.36 440052 10/10/2019 144452 OLSON, ELIZABETH 23.63 PLANNER FOR KRIS AAKER 502902 10022019 1140.6406 GENERAL SUPPLIES PLANNING 23.63 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 46Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 440053 10/10/2019 141965 OMNI BREWING COMPANY LLC Continued... 156.00 17337 503050 E-5652 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 156.00 503212 E-5653 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 78.00 17338 503009 E-5654 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 390.00 440054 10/10/2019 101659 ORKIN 30.00 WELL 2 PEST CONTROL 502926 184919549 5913.6103 PROFESSIONAL SERVICES DISTRIBUTION 30.00 WELL 3 PEST CONTROL 502925 184919594 5913.6103 PROFESSIONAL SERVICES DISTRIBUTION 30.00 WELL 5 PEST 502929 184919632 5913.6103 PROFESSIONAL SERVICES DISTRIBUTION 30.00 WELL 7 PEST 502927 184919677 5913.6103 PROFESSIONAL SERVICES DISTRIBUTION 30.00 WELL 8 PEST 502931 184932084 5913.6103 PROFESSIONAL SERVICES DISTRIBUTION 60.00 WELL 9 PEST 502928 184932141 5913.6103 PROFESSIONAL SERVICES DISTRIBUTION 30.00 WELL 15 PEST 502932 184932190 5913.6103 PROFESSIONAL SERVICES DISTRIBUTION 30.00 WELL 16 PEST 502930 184932263 5913.6103 PROFESSIONAL SERVICES DISTRIBUTION 60.00 WELL 17 PEST 502934 184932330 5913.6103 PROFESSIONAL SERVICES DISTRIBUTION 60.00 WELL 18 PEST 502933 184932372 5913.6103 PROFESSIONAL SERVICES DISTRIBUTION 60.00 WELL 19 PEST 502937 184932474 5913.6103 PROFESSIONAL SERVICES DISTRIBUTION 30.00 WELL 20 PEST 502935 184932593 5913.6103 PROFESSIONAL SERVICES DISTRIBUTION 45.00 TREATMENT PLANT 2 PEST 502936 184932651 5913.6103 PROFESSIONAL SERVICES DISTRIBUTION 45.00 TREATMENT PLANR 3 PEST 502938 184932723 5913.6103 PROFESSIONAL SERVICES DISTRIBUTION 45.00 TREAT PLANE 4 PEST 502951 184932756 5913.6103 PROFESSIONAL SERVICES DISTRIBUTION 60.00 TREATMENT PLANT 6 502950 184932813 5913.6103 PROFESSIONAL SERVICES DISTRIBUTION 60.00 DUBLIN PEST 502939 188915999 5913.6103 PROFESSIONAL SERVICES DISTRIBUTION 60.00 WELL 4 PEST 502949 188916153 5913.6103 PROFESSIONAL SERVICES DISTRIBUTION 795.00 440055 10/10/2019 146061 OUTDOOR LIGHTING PERSPECTIVES OF MPLS 1,075.00 503147 08232019 - DAMAGE REPAIR 04447.1705 CONSTR. IN PROGRESS Stormwater BMP Maintenance 1,075.00 440056 10/10/2019 104895 OVERHEAD DOOR CO. 165.90 FIX OUTSIDE GARAGE DOOR/DOME 502978 113099 5210.6103 PROFESSIONAL SERVICES GOLF DOME PROGRAM 165.90 440057 10/10/2019 100347 PAUSTIS WINE COMPANY 7.00 17284 502920 65769 5842.5513 COST OF GOODS SOLD WINE YORK SELLING 334.70 17284 502920 65769 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 5.25 17267 502894 65772 5822.5513 COST OF GOODS SOLD WINE 50TH ST SELLING 339.70 17267 502894 65772 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 47Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 440057 10/10/2019 100347 PAUSTIS WINE COMPANY Continued... 686.65 440058 10/10/2019 100945 PEPSI-COLA COMPANY 271.10 503214 52887504 5800.1355 INVENTORY MIX & MISC LIQUOR BALANCE SHEET 215.50 503213 53980209 5800.1355 INVENTORY MIX & MISC LIQUOR BALANCE SHEET 572.35 17228 502731 55809008 5800.1355 INVENTORY MIX & MISC LIQUOR BALANCE SHEET 723.54 CONCESSIONS FOOD 503148 57028353 5520.5510 COST OF GOODS SOLD ARENA CONCESSIONS 698.41-RETURN PRODUCT CREDIT 502403 69774092 5320.5510 COST OF GOODS SOLD POOL CONCESSIONS 1,084.08 440059 10/10/2019 138081 PETERSON SALT & WATER TREATMENT 92.95 SALT - ST. 1 502967 171410 1470.6406 GENERAL SUPPLIES FIRE DEPT. GENERAL 92.95 440060 10/10/2019 100743 PHILLIPS WINE & SPIRITS 32.13 17261 503016 2631714 5822.5513 COST OF GOODS SOLD WINE 50TH ST SELLING 2,309.92 17261 503016 2631714 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 5.95 17345 503023 2631715 5822.5512 COST OF GOODS SOLD LIQUOR 50TH ST SELLING 292.20 17345 503023 2631715 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 1.19 17262 503021 2631716 5822.5515 COST OF GOODS SOLD MIX 50TH ST SELLING 84.00 17262 503021 2631716 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 4.76 503216 2631717 5862.5515 COST OF GOODS SOLD MIX VERNON SELLING 179.65 503216 2631717 5800.1355 INVENTORY MIX & MISC LIQUOR BALANCE SHEET 28.55 503217 2631718 5862.5513 COST OF GOODS SOLD WINE VERNON SELLING 1,103.50 503217 2631718 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 8.33 503215 2631719 5862.5512 COST OF GOODS SOLD LIQUOR VERNON SELLING 858.28 503215 2631719 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 13.29 17357 503064 2631720 5842.5512 COST OF GOODS SOLD LIQUOR YORK SELLING 1,588.37 17357 503064 2631720 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 2.38 17389 503018 2631721 5842.5515 COST OF GOODS SOLD MIX YORK SELLING 64.90 17389 503018 2631721 5800.1355 INVENTORY MIX & MISC LIQUOR BALANCE SHEET 57.13 17278 503019 2631722 5842.5513 COST OF GOODS SOLD WINE YORK SELLING 3,402.25 17278 503019 2631722 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 384.00 17425 503003 2632844 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 10,420.78 440061 10/10/2019 102423 PLAISTED COMPANIES INC 635.51 SOIL 503149 27840 5761.6540 FERTILIZER CENTENNIAL LAKES OPERATING 635.51 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 48Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 440062 10/10/2019 125979 PRECISE MRM LLC Continued... 1,050.00 503241 200-1022795 1318.6406 GENERAL SUPPLIES SNOW & ICE REMOVAL 1,050.00 440063 10/10/2019 143618 PRYES BREWING COMPANY 265.00 17372 502917 I-7965 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 265.00 440064 10/10/2019 138267 QUALITY LOCKSMITH SERVICE 188.33 EDINA PARKING RAMP DOOR ISSUE 502961 QLS15920 4090.6103 PROFESSIONAL SERVICES 50TH&FRANCE MAINTENANCE 188.33 440065 10/10/2019 144351 REHDER FORESTRY CONSULTING 1,642.97 OAK WILT INSPECTIONS 502877 50 1644.6103 PROFESSIONAL SERVICES TREES & MAINTENANCE 1,642.97 440066 10/10/2019 125936 REINDERS INC. 2,043.00 FERTILIZER 502884 3066595-00 1642.6540 FERTILIZER FIELD MAINTENANCE 2,043.00 440067 10/10/2019 146047 RIVER BOTTOM PRODUCTIONS, LLC 500.00 503242 8-26-2019 1400.4760 DONATIONS - GOVT FUND POLICE DEPT. GENERAL 500.00 440068 10/10/2019 139927 ROCHESTER FIRE DEPARTMENT 776.49 502983 MN-TFL OT/BF #2 7510.6406 GENERAL SUPPLIES MN TF 1 ADMINISTRATION 776.49 440069 10/10/2019 139927 ROCHESTER FIRE DEPARTMENT 1,491.29 502984 MN-TFL OT/BF #3 7510.6406 GENERAL SUPPLIES MN TF 1 ADMINISTRATION 1,491.29 440070 10/10/2019 139927 ROCHESTER FIRE DEPARTMENT 3,475.48 502985 MN-TFL OT/BF #4 7510.6406 GENERAL SUPPLIES MN TF 1 ADMINISTRATION 3,475.48 440071 10/10/2019 139927 ROCHESTER FIRE DEPARTMENT 3,994.73 502986 MN-TFL OT/BF #5 7510.6406 GENERAL SUPPLIES MN TF 1 ADMINISTRATION 3,994.73 440072 10/10/2019 127774 ROOTSTOCK WINE COMPANY 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 49Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 440072 10/10/2019 127774 ROOTSTOCK WINE COMPANY Continued... 3.75 17271 502853 19-15641 5822.5513 COST OF GOODS SOLD WINE 50TH ST SELLING 294.06 17271 502853 19-15641 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 1.50 17293 502854 19-15643 5842.5513 COST OF GOODS SOLD WINE YORK SELLING 72.00 502854 19-15643 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 371.31 440073 10/10/2019 139439 RUE 38 LLC 3.00 17274 502855 6597 5822.5513 COST OF GOODS SOLD WINE 50TH ST SELLING 352.00 17274 502855 6597 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 355.00 440074 10/10/2019 101431 SCAN AIR FILTER INC. 372.34 FILTERS 502865 146939 1646.6406 GENERAL SUPPLIES BUILDING MAINTENANCE 372.34 440075 10/10/2019 146056 SCHWEITER, JOHN 43.89 WORK STEEL BOOTS 503244 22002 1495.6558 DEPT UNIFORMS INSPECTIONS 43.89 440076 10/10/2019 101556 SHRED-IT USA 440.86 SHRED-IT SERVICES 503150 8128227025 1554.6103 PROFESSIONAL SERVICES CENT SERV GEN - MIS 440.86 440077 10/10/2019 127878 SOUTHERN WINE AND SPIRITS .80 17406 502899 1872679 5822.5513 COST OF GOODS SOLD WINE 50TH ST SELLING 1.60 17347 502896 1872680 5822.5512 COST OF GOODS SOLD LIQUOR 50TH ST SELLING 356.90 17347 502896 1872680 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 2.40 17268 502895 1872681 5822.5513 COST OF GOODS SOLD WINE 50TH ST SELLING 1,206.00 17268 502895 1872681 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 4.07 17344 502892 1872682 5822.5512 COST OF GOODS SOLD LIQUOR 50TH ST SELLING 847.33 17344 502892 1872682 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 19.20 17263 503039 1872683 5822.5513 COST OF GOODS SOLD WINE 50TH ST SELLING 2,459.99 17263 503039 1872683 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 1.60 17386 502912 1872684 5842.5513 COST OF GOODS SOLD WINE YORK SELLING 28.80 17280 502911 1872685 5842.5513 COST OF GOODS SOLD WINE YORK SELLING 3,402.28 17280 502911 1872685 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 1.60 17290 502861 1872686 5842.5513 COST OF GOODS SOLD WINE YORK SELLING 284.00 17290 502861 1872686 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 9.96 17358 502901 1872687 5842.5512 COST OF GOODS SOLD LIQUOR YORK SELLING 2,206.50 502901 1872687 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 50Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 440077 10/10/2019 127878 SOUTHERN WINE AND SPIRITS Continued... 17.27 17351 502923 1872688 5842.5512 COST OF GOODS SOLD LIQUOR YORK SELLING 2,938.44 17351 502923 1872688 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 3.20 503224 1872689 5862.5513 COST OF GOODS SOLD WINE VERNON SELLING 1,476.00 503224 1872689 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 42.40 503223 1872690 5862.5513 COST OF GOODS SOLD WINE VERNON SELLING 3,884.07 503223 1872690 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 11.62 503220 1872691 5862.5512 COST OF GOODS SOLD LIQUOR VERNON SELLING 1,976.23 503220 1872691 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 1.60 503221 1872692 5862.5512 COST OF GOODS SOLD LIQUOR VERNON SELLING 528.50 503221 1872692 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET .80 503222 1872693 5862.5513 COST OF GOODS SOLD WINE VERNON SELLING 36.00 503222 1872693 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET .40 503225 5046797 5862.5512 COST OF GOODS SOLD LIQUOR VERNON SELLING 459.00 503225 5046797 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET .80 503218 5046798 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET .34 17404 502897 5047522 5822.5512 COST OF GOODS SOLD LIQUOR 50TH ST SELLING 76.89 17404 502897 5047522 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET .80 17402 502898 5047946 5822.5513 COST OF GOODS SOLD WINE 50TH ST SELLING 544.00 17402 502898 5047946 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET .80 17398 502913 5047949 5842.5513 COST OF GOODS SOLD WINE YORK SELLING 152.00 17398 502913 5047949 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET .80 503219 5047951 5862.5513 COST OF GOODS SOLD WINE VERNON SELLING 156.00 503219 5047951 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 23,140.99 440078 10/10/2019 141066 SOUTHWEST LAWN & SNOW 1,422.00 LAWN SERVICE 502948 1493 5511.6103 PROFESSIONAL SERVICES ARENA BLDG/GROUNDS 158.00 LAWN SERVICE 502948 1493 5553.6103 PROFESSIONAL SERVICES SPORTS DOME BLDG&GROUNDS 1,580.00 440079 10/10/2019 103283 ST. CROIX RECREATION CO INC 1,496.16 GARBAGE CANS 502867 20353 1645.6406 GENERAL SUPPLIES LITTER REMOVAL 498.72 GARBAGE CANS 502868 20354 1645.6406 GENERAL SUPPLIES LITTER REMOVAL 500.96 GARBAGE CANS 502866 20355 1645.6406 GENERAL SUPPLIES LITTER REMOVAL 2,495.84 440080 10/10/2019 133068 STEEL TOE BREWING LLC 285.00 503226 28162-2 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 285.00 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 51Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 440081 10/10/2019 143712 TARNOWSKI, SUSAN Continued... 98.90 503013 REIMBURSEMENT 5110.6406 GENERAL SUPPLIES ART CENTER ADMINISTRATION 98.90 440082 10/10/2019 103982 TRAFFIC CONTROL CORPORATION 50,921.80 WDALE/VV SIGNAL MATERIALS 503020 116204 9235.6710 EQUIPMENT REPLACEMENT VALLEY VIEW/WOODDALE TIF DIST 50,921.80 440083 10/10/2019 139024 TRUE SEED & SUPPLY 2,735.00 SEED 502885 1949 5422.6406 GENERAL SUPPLIES MAINT OF COURSE & GROUNDS 2,735.00 440084 10/10/2019 103875 UCARE 835.12 503243 273AR-18-2721 1470.4329 AMBULANCE FEES FIRE DEPT. GENERAL 835.12 440085 10/10/2019 103973 ULINE 436.47 RUBBER GLOVES 502975 112557226 5913.6406 GENERAL SUPPLIES DISTRIBUTION 436.47 440086 10/10/2019 122321 ULTIMATE DRAIN SERVICES INC. 470.00 503063 61855 5111.6180 CONTRACTED REPAIRS ART CENTER BLDG/MAINT 470.00 440087 10/10/2019 102212 UPBEAT INC 6,742.10 GARBAGE CANS, BENCHES 503153 615916 1645.6406 GENERAL SUPPLIES LITTER REMOVAL 4,348.43 PICNIC TABLES 503154 615917 1647.6406 GENERAL SUPPLIES PATHS & HARD SURFACE 11,090.53 440088 10/10/2019 135181 WATERFORD OIL COMPANY INC. 2,184.12 GAS AND DIESEL AT MAINTENANCE 503000 82510 5422.6581 GASOLINE MAINT OF COURSE & GROUNDS 2,184.12 440089 10/10/2019 146057 WEST, MARY 109.00 COURSE REFUND 502962 REIMBURSEMENT 7414.4390 REGISTRATION FEES PUBLIC PROGRAMS 109.00 440090 10/10/2019 101312 WINE MERCHANTS 11.90 17269 503015 7254376 5822.5513 COST OF GOODS SOLD WINE 50TH ST SELLING 1,796.00 17269 503015 7254376 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 17.85 17287 503065 7254377 5842.5513 COST OF GOODS SOLD WINE YORK SELLING 10/9/2019CITY OF EDINA 12:55:17R55CKR2LOGIS101 52Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 440090 10/10/2019 101312 WINE MERCHANTS Continued... 2,818.00 17287 503065 7254377 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 4.76 503017 7254378 5842.5515 COST OF GOODS SOLD MIX YORK SELLING 79.00 503017 7254378 5800.1355 INVENTORY MIX & MISC LIQUOR BALANCE SHEET 36.80 503230 7254379 5862.5513 COST OF GOODS SOLD WINE VERNON SELLING 6,548.00 503230 7254379 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 2.38 503229 7254380 5862.5515 COST OF GOODS SOLD MIX VERNON SELLING 40.75 503229 7254380 5800.1355 INVENTORY MIX & MISC LIQUOR BALANCE SHEET 21.42 503231 7254753 5862.5513 COST OF GOODS SOLD WINE VERNON SELLING 1,620.00 503231 7254753 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 12,996.86 440091 10/10/2019 144412 WINEBOW 6.75 17285 502916 MN00066863 5842.5513 COST OF GOODS SOLD WINE YORK SELLING 312.00 17285 502916 MN00066863 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 13.50 17273 503058 MN00066890 5822.5513 COST OF GOODS SOLD WINE 50TH ST SELLING 618.00 17273 503058 MN00066890 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 950.25 440092 10/10/2019 130471 WINFIELD SOLUTIONS LLC 2,371.78 FALL PREVENTATIVE FUNGICIDE 502979 63451965 5422.6545 CHEMICALS MAINT OF COURSE & GROUNDS 2,371.78 440093 10/10/2019 124503 WINSUPPLY OF EDEN PRAIRIE 43.14 ELEC MATERIAL - PD GARAGE 503155 184731 01 1551.6406 GENERAL SUPPLIES CITY HALL GENERAL 43.14 440094 10/10/2019 101089 ZEE MEDICAL SERVICE 119.70 SUPPLIES FOR MED CABINET 502957 54082185 1120.6513 OFFICE SUPPLIES ADMINISTRATION 119.70 2,487,040.18 Grand Total Payment Instrument Totals Checks 2,487,040.18 Total Payments 2,487,040.18 10/9/2019CITY OF EDINA 12:51:00R55CKS2LOGIS100 1Page -Council Check SummaryNote: Payment amount may not reflect the actual amount due to data sequencing and/or data selection. 10/10/201910/3/2019 - Company Amount 78,991.9901000GENERAL FUND 72.3304100PIR CONSTRUCTION FUND 112,960.7204200EQUIPMENT REPLACEMENT FUND 68.7505100ART CENTER FUND 6,269.3405400GOLF COURSE FUND 28,147.6705500ICE ARENA FUND 26,115.3905700EDINBOROUGH PARK FUND 1,799.8505750CENTENNIAL LAKES PARK FUND 36,304.8605800LIQUOR FUND 40,145.3305900UTILITY FUND 4,878.0805930STORM SEWER FUND Report Totals 335,754.31 10/9/2019CITY OF EDINA 12:50:59R55CKR2LOGIS101 1Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 8726 10/3/2019 102971 ACE ICE COMPANY 135.30 17248 502501 2423915 5800.1355 INVENTORY MIX & MISC LIQUOR BALANCE SHEET 135.30 8727 10/3/2019 100575 ALL SAFE INC. 134.14 MONTHLY FIRE EXTINGUISHER INSP 502690 173487 5511.6103 PROFESSIONAL SERVICES ARENA BLDG/GROUNDS 134.14 8728 10/3/2019 100643 BARR ENGINEERING CO. 6,767.50 502720 23271708.00-6 5925.6103 PROFESSIONAL SERVICES ENGINEER SERVICES - SEWER 2,790.50 502663 23271728.00-3 04438.1705 CONSTR. IN PROGRESS Flood Risk Reduction Strategy 9,558.00 8729 10/3/2019 101355 BELLBOY CORPORATION 17.05 0080804500 502593 30504500 5862.5512 COST OF GOODS SOLD LIQUOR VERNON SELLING 1,617.00 0080804500 502593 30504500 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 4.65 17144 502502 80766200 5842.5513 COST OF GOODS SOLD WINE YORK SELLING 236.00 502502 80766200 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 51.15 17184 502503 80804600 5842.5512 COST OF GOODS SOLD LIQUOR YORK SELLING 5,272.80 502503 80804600 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 6.20 17173 502466 80804700 5822.5512 COST OF GOODS SOLD LIQUOR 50TH ST SELLING 610.75 17173 502466 80804700 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 7,815.60 8730 10/3/2019 100664 BRAUN INTERTEC 4,639.50 7711 COMPUTER 502433 B185693 03519.1705.21 CONSULTING INSPECTION De-Watering Computer Ave 4,639.50 8731 10/3/2019 100648 BUSINESS ESSENTIALS 91.89 SUPPLIES 502545 WO-1024735-1 1400.6513 OFFICE SUPPLIES POLICE DEPT. GENERAL 91.89 8732 10/3/2019 130477 CLEAR RIVER BEVERAGE CO 394.30 502479 42142561 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 1,265.80 17209 502512 78592566 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 1,031.50 17208 502583 8492549 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 2,691.60 8733 10/3/2019 104020 DALCO 220.00 PARKS SUPPLIES 502744 3500534 1646.6406 GENERAL SUPPLIES BUILDING MAINTENANCE 806.38 PARK SUPPLIES 502745 3500863 1646.6406 GENERAL SUPPLIES BUILDING MAINTENANCE 10/9/2019CITY OF EDINA 12:50:59R55CKR2LOGIS101 2Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 8733 10/3/2019 104020 DALCO Continued... 1,026.38 8734 10/3/2019 132810 ECM PUBLISHERS INC. 371.00 OPEN STREETS 502630 724191 1600.6103 PROFESSIONAL SERVICES PARK ADMIN. GENERAL 371.00 CLOVERRIDE 502694 724192 1262.6103 PROFESSIONAL SERVICES TRANSPORTATION 371.00 CLOVERRIDE 502695 725716 1262.6103 PROFESSIONAL SERVICES TRANSPORTATION 1,113.00 8735 10/3/2019 134730 EXPLORE EDINA 15,882.98 AUGUST LODGING TAX 502793 100119 1001.4030 LODGING TAX GENERAL FUND REVENUES 30,461.35 AUGUST LODGING TAX 502793 100119 1001.4030 LODGING TAX GENERAL FUND REVENUES 12,304.31 AUGUST LODGING TAX 502793 100119 5701.4030 LODGING TAX EDINBOROUGH PARK REVENUES 58,648.64 8736 10/3/2019 129508 IMPACT 3,555.10 502708 142809 5902.6103 PROFESSIONAL SERVICES UTILITY BILLING - FINANCE 827.01 502633 142811 5902.6103 PROFESSIONAL SERVICES UTILITY BILLING - FINANCE 4,382.11 8737 10/3/2019 108618 JEFFERSON FIRE & SAFETY INC. 212.13 PPP ALTERATIONS 502662 IN110319 1470.6552 PROTECTIVE CLOTHING FIRE DEPT. GENERAL 212.13 8738 10/3/2019 121075 JIMMY'S JOHNNYS INC. 160.00 OPEN STREETS 502764 154924 1627.6406 GENERAL SUPPLIES SPECIAL ACTIVITIES 160.00 OPEN STREETS 502765 154925 1627.6406 GENERAL SUPPLIES SPECIAL ACTIVITIES 320.00 8739 10/3/2019 101483 MENARDS 49.03 MAILBOX REPAIRS 502642 1048 01452.1705.21 CONSULTING INSPECTION Indian Trails B/C 52.55 GENERAL SUPPLIES 502691 1210 5511.6406 GENERAL SUPPLIES ARENA BLDG/GROUNDS 394.88 RINK HARDWARE 502625 1304 1648.6530 REPAIR PARTS SKATING RINK MAINTENANCE 97.00 RINK BOARDS 502626 1313 1648.6530 REPAIR PARTS SKATING RINK MAINTENANCE 103.05 BOARDS 502492 974 1648.6530 REPAIR PARTS SKATING RINK MAINTENANCE 696.51 8740 10/3/2019 100906 MTI DISTRIBUTING INC. 2,423.93 2 PUSH MOWERS 502685 1233830-00 5422.6556 TOOLS MAINT OF COURSE & GROUNDS 160.24 AXLE, O RINGS, PLUGS 502534 1235463-00 1553.6530 REPAIR PARTS EQUIPMENT OPERATION GEN 2,584.17 10/9/2019CITY OF EDINA 12:50:59R55CKR2LOGIS101 3Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 8740 10/3/2019 100906 MTI DISTRIBUTING INC.Continued... 8741 10/3/2019 115616 NORTH IMAGE APPAREL INC. 203.00 UNIFORM SHIRTS, JACKET 502741 NIA13612 5913.6201 LAUNDRY DISTRIBUTION 203.00 8742 10/3/2019 119620 POMP'S TIRE SERVICE INC. 179.40 TIRES 502528 210432057 1553.6583 TIRES & TUBES EQUIPMENT OPERATION GEN 297.25 TIRES 502527 210432083 1553.6583 TIRES & TUBES EQUIPMENT OPERATION GEN 476.65 8743 10/3/2019 106322 PROSOURCE SUPPLY 560.81 LINERS, TOWELS, ETC.502634 158216 5761.6511 CLEANING SUPPLIES CENTENNIAL LAKES OPERATING 560.81 8744 10/3/2019 122455 SPRING LAKE ENGINEERING 3,650.00 SCADA PROGRAMMING 502419 2227 5913.6103 PROFESSIONAL SERVICES DISTRIBUTION 3,650.00 8745 10/3/2019 102390 STRAND MANUFACTURING CO INC 690.08 STORM STRUCTURE GRATE 502715 30923 5932.6530 REPAIR PARTS GENERAL STORM SEWER 690.08 8746 10/3/2019 101015 STREICHERS 3,990.00 223 PRACTICE AMMO 502436 I1389075 1400.6551 AMMUNITION POLICE DEPT. GENERAL 15.99 EQUIPMENT 502384 I1389084 1400.6203 UNIFORM ALLOWANCE POLICE DEPT. GENERAL 4,005.99 8747 10/3/2019 101017 SUBURBAN CHEVROLET 50.39 SWITCH 502774 104672 1553.6530 REPAIR PARTS EQUIPMENT OPERATION GEN 841.50 CLUSTER 502531 105184 1553.6530 REPAIR PARTS EQUIPMENT OPERATION GEN 891.89 8748 10/3/2019 118190 TURFWERKS LLC 683.30 PARTS 502488 EI10196 1641.6530 REPAIR PARTS MOWING 683.30 8749 10/3/2019 119454 VINOCOPIA 6.25 17122 502588 0241459-IN 5862.5513 COST OF GOODS SOLD WINE VERNON SELLING 520.00 17122 502588 0241459-IN 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 5.00 17202 502587 0241460-IN 5862.5512 COST OF GOODS SOLD LIQUOR VERNON SELLING 10/9/2019CITY OF EDINA 12:50:59R55CKR2LOGIS101 4Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 8749 10/3/2019 119454 VINOCOPIA Continued... 306.75 17202 502587 0241460-IN 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 7.50 17246 502586 0241461-IN 5862.5515 COST OF GOODS SOLD MIX VERNON SELLING 120.00 17246 502586 0241461-IN 5800.1355 INVENTORY MIX & MISC LIQUOR BALANCE SHEET 6.25 17104 502473 241458-IN 5822.5513 COST OF GOODS SOLD WINE 50TH ST SELLING 520.00 17104 502473 241458-IN 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 1.25 17188 502511 241463 5842.5512 COST OF GOODS SOLD LIQUOR YORK SELLING 126.75 502511 241463 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 1,619.75 8750 10/3/2019 101033 WINE COMPANY, THE 14.85 17093 502443 120285 5822.5513 COST OF GOODS SOLD WINE 50TH ST SELLING 1,490.67 17093 502443 120285 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 4.20 17189 502393 120286 5842.5512 COST OF GOODS SOLD LIQUOR YORK SELLING 98.00 502393 120286 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 21.45 17136 502392 120287 5842.5513 COST OF GOODS SOLD WINE YORK SELLING 1,525.86 502392 120287 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 14.85 17115 502558 120289 5862.5513 COST OF GOODS SOLD WINE VERNON SELLING 957.34 17115 502558 120289 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 4,127.22 8751 10/10/2019 101304 ABM EQUIPMENT & SUPPLY 1,804.78 WELDMENTS, PAINT 503128 161279 1553.6530 REPAIR PARTS EQUIPMENT OPERATION GEN 1,804.78 8752 10/10/2019 102971 ACE ICE COMPANY 2.00 503182 2426102 5862.5515 COST OF GOODS SOLD MIX VERNON SELLING 124.18 503182 2426102 5800.1355 INVENTORY MIX & MISC LIQUOR BALANCE SHEET 2.00 17421 503036 2426103 5822.5515 COST OF GOODS SOLD MIX 50TH ST SELLING 33.40 17421 503036 2426103 5800.1355 INVENTORY MIX & MISC LIQUOR BALANCE SHEET 36.80 17414 503051 2426189 5800.1355 INVENTORY MIX & MISC LIQUOR BALANCE SHEET 198.38 8753 10/10/2019 101355 BELLBOY CORPORATION 1.55 503186 0080911200 5862.5513 COST OF GOODS SOLD WINE VERNON SELLING 122.00 503186 0080911200 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 24.80 503187 0080911400 5862.5512 COST OF GOODS SOLD LIQUOR VERNON SELLING 2,915.25 503187 0080911400 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 5.03 503185 0100242900 5862.5515 COST OF GOODS SOLD MIX VERNON SELLING 220.65 503185 0100242900 5800.1355 INVENTORY MIX & MISC LIQUOR BALANCE SHEET 2.37 17416 503012 100242800 5822.5515 COST OF GOODS SOLD MIX 50TH ST SELLING 10/9/2019CITY OF EDINA 12:50:59R55CKR2LOGIS101 5Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 8753 10/10/2019 101355 BELLBOY CORPORATION Continued... 79.00 17416 503012 100242800 5800.1355 INVENTORY MIX & MISC LIQUOR BALANCE SHEET 3.10 17288 503046 80910500 5842.5513 COST OF GOODS SOLD WINE YORK SELLING 200.00 17288 503046 80910500 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 9.30 17346 503011 80910900 5822.5512 COST OF GOODS SOLD LIQUOR 50TH ST SELLING 1,470.75 17346 503011 80910900 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 5,053.80 8754 10/10/2019 122688 BMK SOLUTIONS 24.64 OFFICE SUPPLIES 502977 153200 1552.6406 GENERAL SUPPLIES CENT SVC PW BUILDING 24.64 8755 10/10/2019 132444 BOLTON & MENK INC. 11,783.30 CIP #17-047 503041 0239403 5700.1705 CONSTR. IN PROGRESS EDINBOROUGH BALANCE SHEET 20,457.50 MHAHA TRUNK SEWER REHAB 502888 0239404 03511.1705.21 CONSULTING INSPECTION Minnehaha Trunk Sewer Rehab 32,240.80 8756 10/10/2019 102648 BOOSALIS, DAVID 99.98 SWAT GAS FOR RIPLEY 502874 092619 1400.6104 CONFERENCES & SCHOOLS POLICE DEPT. GENERAL 99.98 8757 10/10/2019 100648 BUSINESS ESSENTIALS 34.53 SUPPLIES 503131 WO-1026354-1 1400.6513 OFFICE SUPPLIES POLICE DEPT. GENERAL 34.53 8758 10/10/2019 130477 CLEAR RIVER BEVERAGE CO 591.10 503198 11072610 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 823.00 503199 37412520 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 554.10 17376 503008 87172609 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 605.80 17375 503052 90352611 5800.1354 INVENTORY BEER LIQUOR BALANCE SHEET 2,574.00 8759 10/10/2019 102484 HIRSHFIELD'S PAINT MANUFACTURING 772.08 FIELD PAINT 502869 0002845-IN 1642.6544 LINE MARKING POWDER FIELD MAINTENANCE 42.38 MISC. PAINT 502964 2649385000 5720.6532 PAINT EDINBOROUGH OPERATIONS 814.46 8760 10/10/2019 102146 JESSEN PRESS INC. 2,668.00 503137 683302 1130.6575 PRINTING COMMUNICATIONS 2,668.00 10/9/2019CITY OF EDINA 12:50:59R55CKR2LOGIS101 6Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 8761 10/10/2019 121075 JIMMY'S JOHNNYS INC.Continued... 68.00 CREEK VALLEY TOILET 502878 155274 1645.6182 RUBBISH REMOVAL LITTER REMOVAL 68.00 PAMELA TOILET 502879 155275 1645.6182 RUBBISH REMOVAL LITTER REMOVAL 68.00 ALDEN TOILET 502880 155276 1645.6182 RUBBISH REMOVAL LITTER REMOVAL 68.00 ROSLAND TOILET 502881 155277 1645.6182 RUBBISH REMOVAL LITTER REMOVAL 68.00 HIGHLANDS TOILET 502882 155278 1645.6182 RUBBISH REMOVAL LITTER REMOVAL 68.00 LEWIS TOILET 502883 155279 1645.6182 RUBBISH REMOVAL LITTER REMOVAL 408.00 8762 10/10/2019 101483 MENARDS 10.83 EAST BOARDS 502947 1397 5521.6406 GENERAL SUPPLIES ARENA ICE MAINT 23.30 MAILBOXES 502974 1504 01452.1705.21 CONSULTING INSPECTION Indian Trails B/C 34.13 8763 10/10/2019 100886 METROPOLITAN COUNCIL 12,300.75 SAC SEPT REPORT 502891 10022019SAC 1495.4307 SAC CHARGES INSPECTIONS 12,300.75 8764 10/10/2019 100906 MTI DISTRIBUTING INC. 112,960.72 MOWER 502989 1233019-00 421650.6710 EQUIPMENT REPLACEMENT PARK MAINT EQUIPMENT 112,960.72 8765 10/10/2019 105066 NATURAL REFLECTIONS LLC 1,397.50 INDIANHEAD ICE VENTS 503146 2832 5937.6103 PROFESSIONAL SERVICES INDIANHEAD LK VEGETATION CONTR 1,397.50 8766 10/10/2019 106322 PROSOURCE SUPPLY 103.50 FOAMY CLEANER, SQUEEGEE KIT 502953 158206 5720.6511 CLEANING SUPPLIES EDINBOROUGH OPERATIONS 153.77 PAPER TOWELS, PURELL 502953 158206 5720.6406 GENERAL SUPPLIES EDINBOROUGH OPERATIONS 68.75 503059 158208 5111.6406 GENERAL SUPPLIES ART CENTER BLDG/MAINT 147.83 TISSUE 502972 158214 5720.6406 GENERAL SUPPLIES EDINBOROUGH OPERATIONS 328.40 LINERS, FOAMY CLEANER, GLOVES 502972 158214 5720.6511 CLEANING SUPPLIES EDINBOROUGH OPERATIONS 1,071.78 PLATES, CUPS, LIDS 502954 158215 5730.5510 COST OF GOODS SOLD EDINBOROUGH CONCESSIONS 180.12 SQUEEGEE KIT, WHEELS 502952 158218 5720.6511 CLEANING SUPPLIES EDINBOROUGH OPERATIONS 2,054.15 8767 10/10/2019 105690 PRO-TEC DESIGN INC. 3,897.53 502956 93366 1600.6103 PROFESSIONAL SERVICES PARK ADMIN. GENERAL 3,897.53 8768 10/10/2019 104672 SPRINT 10/9/2019CITY OF EDINA 12:50:59R55CKR2LOGIS101 7Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 8768 10/10/2019 104672 SPRINT Continued... 17.28 502943 873184124-202 1552.6188 TELEPHONE CENT SVC PW BUILDING 34.56 502943 873184124-202 1640.6188 TELEPHONE PARK MAINTENANCE GENERAL 51.84 502943 873184124-202 1400.6188 TELEPHONE POLICE DEPT. GENERAL 86.40 502943 873184124-202 1301.6188 TELEPHONE GENERAL MAINTENANCE 45.72 502943 873184124-202 5910.6188 TELEPHONE GENERAL (BILLING) 235.80 8769 10/10/2019 145599 SSI MN TRANCHE 1, LLC 1,600.19 502940 2019000214 5420.6185 LIGHT & POWER CLUB HOUSE 2,228.88 502940 2019000214 5430.6185 LIGHT & POWER RICHARDS GOLF COURSE 27,950.15 502940 2019000214 5511.6185 LIGHT & POWER ARENA BLDG/GROUNDS 271.76 502940 2019000214 5761.6185 LIGHT & POWER CENTENNIAL LAKES OPERATING 358.42 502940 2019000214 5761.6185 LIGHT & POWER CENTENNIAL LAKES OPERATING 608.86 502940 2019000214 5761.6185 LIGHT & POWER CENTENNIAL LAKES OPERATING 1,899.93 502940 2019000214 5861.6185 LIGHT & POWER VERNON OCCUPANCY 2,018.32 502940 2019000214 5861.6185 LIGHT & POWER VERNON OCCUPANCY 2,250.46 502940 2019000214 5861.6185 LIGHT & POWER VERNON OCCUPANCY 39,186.97 8770 10/10/2019 118190 TURFWERKS LLC 16.34 ROLLER PARTS FOR SEAT 502980 EI10298 5422.6530 REPAIR PARTS MAINT OF COURSE & GROUNDS 870.89 HYDRAULIC MOTOR 503152 OI48768 1641.6530 REPAIR PARTS MOWING 887.23 8771 10/10/2019 119454 VINOCOPIA 3.75 503007 242026 5822.5513 COST OF GOODS SOLD WINE 50TH ST SELLING 312.00 503007 242026 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 3.75 17392 503047 242033 5842.5513 COST OF GOODS SOLD WINE YORK SELLING 312.00 17392 503047 242033 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 1.25 17360 503048 242034 5842.5512 COST OF GOODS SOLD LIQUOR YORK SELLING 112.75 17360 503048 242034 5800.1352 LIQUOR INVENTORY LIQUOR BALANCE SHEET 7.50 17396 503049 242035 5842.5515 COST OF GOODS SOLD MIX YORK SELLING 120.00 503049 242035 5800.1355 INVENTORY MIX & MISC LIQUOR BALANCE SHEET 7.50 503227 242036 5862.5513 COST OF GOODS SOLD WINE VERNON SELLING 304.00 503227 242036 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 1,184.50 8772 10/10/2019 101033 WINE COMPANY, THE 6.30 17291 502919 121074 5842.5513 COST OF GOODS SOLD WINE YORK SELLING 444.00 17291 502919 121074 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 10/9/2019CITY OF EDINA 12:50:59R55CKR2LOGIS101 8Page -Council Check Register by GL Council Check Register by Invoice & Summary 10/10/201910/3/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 8772 10/10/2019 101033 WINE COMPANY, THE Continued... 36.30 503228 121077 5862.5513 COST OF GOODS SOLD WINE VERNON SELLING 3,636.00 503228 121077 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 8.40 17275 503040 5800 5822.5513 COST OF GOODS SOLD WINE 50TH ST SELLING 605.00 17275 503040 5800 5800.1353 INVENTORY WINE LIQUOR BALANCE SHEET 4,736.00 335,754.31 Grand Total Payment Instrument Totals Checks 335,754.31A/P ACH Payment Total Payments 335,754.31 10/3/2019CITY OF EDINA 9:40:30R55CKS2LOGIS100 1Page -Council Check SummaryNote: Payment amount may not reflect the actual amount due to data sequencing and/or data selection. 9/9/20199/9/2019 - Company Amount 28,049.1701000GENERAL FUND 495.0002300POLICE SPECIAL REVENUE 160.0804000WORKING CAPITAL FUND 4,704.1504200EQUIPMENT REPLACEMENT FUND 568.6305100ART CENTER FUND 256.5905200GOLF DOME FUND 695.5505300AQUATIC CENTER FUND 2,585.6905400GOLF COURSE FUND 1,625.1105500ICE ARENA FUND 1,059.8205700EDINBOROUGH PARK FUND 1,623.4905750CENTENNIAL LAKES PARK FUND 2,180.1105800LIQUOR FUND 3,953.2505900UTILITY FUND 280.4805930STORM SEWER FUND 1,095.8207400PSTF AGENCY FUND 1,342.3107500MN TASK FORCE 1 FUND Report Totals 50,675.25 10/3/2019CITY OF EDINA 9:40:26R55CKR2LOGIS101 1Page -Council Check Register by GL Council Check Register by Invoice & Summary 9/9/20199/9/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 20190909 9/9/2019 129962 US BANK - CREDIT CARD 169.26 TT FIELD TRIP 501293 AMANDA 7/24/2019 181 1624.6103 PROFESSIONAL SERVICES PLAYGROUND & THEATER Supplier 141122 291 - AMF - EC SOUTHTO - PCARD 16.11 TT NATURE CENTER TRIP 500800 AMANDA 7/29/2019 182 1624.6406 GENERAL SUPPLIES PLAYGROUND & THEATER Supplier 131611 JERRYS DO IT BEST HARDWARE - PCARD 196.00 SCHEDULING APP 501295 AMANDA 7/29/2019 183 1624.6103 PROFESSIONAL SERVICES PLAYGROUND & THEATER Supplier 135907 WHENIWORK.COM - PCARD 6.74 STAFF MEETING 500801 AMANDA 7/31/2019 184 1624.6406 GENERAL SUPPLIES PLAYGROUND & THEATER Supplier 130411 JERRY'S FOODS - PCARD 68.17 FAM JAM 500802 AMANDA 8/1/2019 185 1624.6406 GENERAL SUPPLIES PLAYGROUND & THEATER Supplier 131611 JERRYS DO IT BEST HARDWARE - PCARD 214.18 FAM JAM 500803 AMANDA 8/1/2019 186 1624.6406 GENERAL SUPPLIES PLAYGROUND & THEATER Supplier 130411 JERRY'S FOODS - PCARD 522.00 PROS 2.0 FIELD TRIP 500804 AMANDA 8/1/2019 187 1624.6103 PROFESSIONAL SERVICES PLAYGROUND & THEATER Supplier 140735 VERTICAL ENDEAVORS-BLO - PCARD 28.27 SAFETY CAMP 501294 AMANDA 8/14/2019 188 1630.6406 GENERAL SUPPLIES PARTNERSHIP PROGRAMS Supplier 130411 JERRY'S FOODS - PCARD 650.19 SAFETY CAMP LUNCH 501292 AMANDA 8/14/2019 189 1630.6103 PROFESSIONAL SERVICES PARTNERSHIP PROGRAMS Supplier 130523 DAVANNI'S - PCARD 780.78 MLK DAY RESERVATION 500805 AMANDA 8/23/2019 191 1627.6103 PROFESSIONAL SERVICES SPECIAL ACTIVITIES Supplier 141123 USA INFLATABLES - PCARD 53.78 OKTOBERFESTSUPPLIES 501291 AMANDA 8/24/2019 190 1627.6406 GENERAL SUPPLIES SPECIAL ACTIVITIES Supplier 130389 MICHAELS - PCARD 32.39 DRILL BIT; POST CAP 500711 AMY 7/30/2019 160 5420.6530 REPAIR PARTS CLUB HOUSE Supplier 130404 MENARDS - PCARD 135.28 LIGHTS 500712 AMY 7/30/2019 161 5420.6406 GENERAL SUPPLIES CLUB HOUSE Supplier 130421 THE HOME DEPOT - PCARD 10/3/2019CITY OF EDINA 9:40:26R55CKR2LOGIS101 2Page -Council Check Register by GL Council Check Register by Invoice & Summary 9/9/20199/9/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 20190909 9/9/2019 129962 US BANK - CREDIT CARD Continued... 57.25 CARPET CLEANER 500713 AMY 8/1/2019 162 5420.6511 CLEANING SUPPLIES CLUB HOUSE Supplier 131611 JERRYS DO IT BEST HARDWARE - PCARD 435.00 MOVIE 501316 AMY 8/14/2019 166 5420.6136 PROFESSIONAL SVC - OTHER CLUB HOUSE Supplier 136321 SWANK MOTION PICTURES - PCARD 110.70 SCHEDULING APP 501317 AMY 8/17/2019 167 5410.6230 SERVICE CONTRACTS EQUIPMENT GOLF ADMINISTRATION Supplier 135907 WHENIWORK.COM - PCARD 25.00-CARPET CLEANER CREDIT 500714 AMY 8/2/2019 163 5420.6511 CLEANING SUPPLIES CLUB HOUSE 18.23 EPOXY; SCREWS 500715 AMY 8/2/2019 164 5420.6406 GENERAL SUPPLIES CLUB HOUSE Supplier 131611 JERRYS DO IT BEST HARDWARE - PCARD 265.00-PRIZES REFUND 500717 AMY 8/21/2019 168 5420.6136 PROFESSIONAL SVC - OTHER CLUB HOUSE Supplier 145691 O'REILLY @RED RIVER BRAE - PCARD 8.04 CLEANERS 500716 AMY 8/6/2019 165 5424.6406 GENERAL SUPPLIES RANGE Supplier 130362 TARGET - PCARD 145.00 PESTICIDE RECERT 500667 BRIAN 7/29/2019 131 1640.6104 CONFERENCES & SCHOOLS PARK MAINTENANCE GENERAL Supplier 145855 UNIUS00042 - PCARD 140.00 WINDOW REPLACEMENT 500666 BRIAN 8/14/2019 132 1646.6530 REPAIR PARTS BUILDING MAINTENANCE Supplier 145856 IN *CITY WIDE GLASS INC - PCARD 40.00 NTOA MEMBERSHIP 500794 BRIAN 8/14/2019 144 1400.6105 DUES & SUBSCRIPTIONS POLICE DEPT. GENERAL Supplier 130422 PAYPAL - PCARD 149.00 500793 BRIAN 8/15/2019 115 1280.6406 GENERAL SUPPLIES SUPERVISION & OVERHEAD Supplier 135907 WHENIWORK.COM - PCARD 16.86 502812 BRIAN 8/16/2019 116 1280.6406 GENERAL SUPPLIES SUPERVISION & OVERHEAD Supplier 131004 BARNES & NOBLES - PCARD 112.59 MICROWAVE / PD LUNCHROOM 500795 BRIAN 8/22/2019 145 1400.6406 GENERAL SUPPLIES POLICE DEPT. GENERAL Supplier 134733 AMAZON.COM - PCARD 138.00 ASSOCIATION DUES 500799 BRIAN 8/23/2019 1640.6104 CONFERENCES & SCHOOLS PARK MAINTENANCE GENERAL 10/3/2019CITY OF EDINA 9:40:26R55CKR2LOGIS101 3Page -Council Check Register by GL Council Check Register by Invoice & Summary 9/9/20199/9/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 20190909 9/9/2019 129962 US BANK - CREDIT CARD Continued... 133 Supplier 131264 MN NURSERY & LANDSCAPE - PCARD 127.78 EMILY BODEKER DEPOSIT HOTEL 500930 CARY 8/14/2019 232 1140.6104 CONFERENCES & SCHOOLS PLANNING Supplier 131009 BREEZY POINT RESORT - PCARD 81.02 PLANNING WORK SESSION PIZZA 500926 CARY 8/14/2019 233 1140.6106 MEETING EXPENSE PLANNING Supplier 130523 DAVANNI'S - PCARD 300.00 EMILY AT APA CONFERENCE 500929 CARY 8/15/2019 234 1140.6104 CONFERENCES & SCHOOLS PLANNING Supplier 134075 AMERICAN PLANNING ASSOC - PCARD 255.55 DEPOSIT FOR APA CONFERENCE 500928 CARY 8/22/2019 235 1140.6104 CONFERENCES & SCHOOLS PLANNING Supplier 131009 BREEZY POINT RESORT - PCARD 300.00 APA CONFERENCE IN BREEZY POINT 500927 CARY 8/23/2019 236 1140.6104 CONFERENCES & SCHOOLS PLANNING Supplier 134075 AMERICAN PLANNING ASSOC - PCARD 383.29 MIAMA LODGING 500626 CHAD 7/27/2019 230 5510.6104 CONFERENCES & SCHOOLS ARENA ADMINISTRATION 574.94 MIAMA LODGING 500592 CHAD 7/27/2019 231 5510.6104 CONFERENCES & SCHOOLS ARENA ADMINISTRATION Supplier 132903 LODGE AT SUGAR LAKE - PCARD 258.47 EMERGENCY STOP, LOCK OUT 500621 CHRISTOPHER 8/12/2019 197 5521.6406 GENERAL SUPPLIES ARENA ICE MAINT Supplier 130690 WW GRAINGER - PCARD 14.98 TAPE 500622 CHRISTOPHER 8/19/2019 198 5510.6406 GENERAL SUPPLIES ARENA ADMINISTRATION Supplier 131619 OFFICE DEPOT - PCARD 352.80 BLOWERS 500623 CHRISTOPHER 8/20/2019 199 5511.6406 GENERAL SUPPLIES ARENA BLDG/GROUNDS Supplier 131472 MILWAUKEE ELECTRIC TOOL - PCARD 13.20 DRILL BITS 500624 CHRISTOPHER 8/22/2019 200 5511.6406 GENERAL SUPPLIES ARENA BLDG/GROUNDS Supplier 130736 DEWALT - PCARD 24.72 PIZZA TRAYS AND BOXES 500625 CHRISTOPHER 8/22/2019 201 5520.6406 GENERAL SUPPLIES ARENA CONCESSIONS Supplier 139350 RESTAURANT DEPOT - PCARD 250.00 PUVERIZED DIRT 500580 CRAIG 8/20/2019 252 7411.6406 GENERAL SUPPLIES PSTF OCCUPANCY Supplier 10/3/2019CITY OF EDINA 9:40:26R55CKR2LOGIS101 4Page -Council Check Register by GL Council Check Register by Invoice & Summary 9/9/20199/9/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 20190909 9/9/2019 129962 US BANK - CREDIT CARD Continued... 145861 HERMAN'S LANDSCAPE SUPPL - PCARD 182.37 NATIONAL NIGHT OUT FOOD 500611 DANIEL 8/6/2019 172 1400.6406 GENERAL SUPPLIES POLICE DEPT. GENERAL Supplier 130523 DAVANNI'S - PCARD 330.56 HAND TOOLS 500570 DAVE 8/6/2019 171 5913.6406 GENERAL SUPPLIES DISTRIBUTION Supplier 134893 LOWES - PCARD .25-TEST 500566 DAVID 7/23/2019 221 1495.4111 BUILDING PERMITS INSPECTIONS 57.43-TEST 500567 DAVID 7/23/2019 222 1495.4111 BUILDING PERMITS INSPECTIONS Supplier 140174 EDINA INSPECTIONS DEPT - PCARD 19.22 500594 DAVID 7/24/2019 10 1400.6104 CONFERENCES & SCHOOLS POLICE DEPT. GENERAL Supplier 145843 SAN TAN PHX - PCARD 15.62 500593 DAVID 7/24/2019 9 1400.6104 CONFERENCES & SCHOOLS POLICE DEPT. GENERAL Supplier 145842 GROWLER USA-PHOENIX - PCARD 1,232.65 500595 DAVID 7/25/2019 11 1400.6107 MILEAGE OR ALLOWANCE POLICE DEPT. GENERAL 23.14 500596 DAVID 7/25/2019 12 1400.6104 CONFERENCES & SCHOOLS POLICE DEPT. GENERAL 1,232.65 500596 DAVID 7/25/2019 12 1400.6107 MILEAGE OR ALLOWANCE POLICE DEPT. GENERAL Supplier 130396 MARRIOTT - PCARD 225.24 10-K CONFERENCE 500564 DAVID 7/25/2019 219 1495.6104 CONFERENCES & SCHOOLS INSPECTIONS 15.89 10-K CONFERENCE 500565 DAVID 7/27/2019 220 1495.6104 CONFERENCES & SCHOOLS INSPECTIONS Supplier 132903 LODGE AT SUGAR LAKE - PCARD 21.49 CELL PHONE CORD 500568 DAVID 8/11/2019 223 1495.6406 GENERAL SUPPLIES INSPECTIONS Supplier 130394 BEST BUY - PCARD 150.00 AP CONFERENCE ADDISON 500569 DAVID 8/14/2019 224 1495.6104 CONFERENCES & SCHOOLS INSPECTIONS Supplier 134075 AMERICAN PLANNING ASSOC - PCARD 495.00 500605 DAVID 8/20/2019 13 2310.6406 GENERAL SUPPLIES E911 Supplier 145844 NOTEPAGE INC - PCARD 10/3/2019CITY OF EDINA 9:40:26R55CKR2LOGIS101 5Page -Council Check Register by GL Council Check Register by Invoice & Summary 9/9/20199/9/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 20190909 9/9/2019 129962 US BANK - CREDIT CARD Continued... 58.02 500608 DAVID 8/20/2019 14 1400.6104 CONFERENCES & SCHOOLS POLICE DEPT. GENERAL Supplier 131029 DOMINOS - PCARD 12.99 CAKE 500796 DAWN 7/26/2019 146 5310.5510 COST OF GOODS SOLD POOL ADMINISTRATION Supplier 130692 CUB FOODS - PCARD 415.64 SOCKS 500797 DAWN 7/30/2019 147 5720.5510 COST OF GOODS SOLD EDINBOROUGH OPERATIONS Supplier 130362 TARGET - PCARD 12.99 CAKE 500798 DAWN 8/1/2019 148 5310.5510 COST OF GOODS SOLD POOL ADMINISTRATION Supplier 130692 CUB FOODS - PCARD 39.00 WIW E.P.500830 DAWN 8/11/2019 154 5710.6105 DUES & SUBSCRIPTIONS EDINBOROUGH ADMINISTRATION Supplier 135907 WHENIWORK.COM - PCARD 514.43 SOCKS 500831 DAWN 8/14/2019 155 5720.5510 COST OF GOODS SOLD EDINBOROUGH OPERATIONS Supplier 130362 TARGET - PCARD 12.99 CAKE 500832 DAWN 8/15/2019 156 5310.5510 COST OF GOODS SOLD POOL ADMINISTRATION 49.96 CAKE 500825 DAWN 8/2/2019 149 5310.5510 COST OF GOODS SOLD POOL ADMINISTRATION Supplier 130692 CUB FOODS - PCARD 9.00 CHIPS 500833 DAWN 8/22/2019 157 5730.5510 COST OF GOODS SOLD EDINBOROUGH CONCESSIONS Supplier 130362 TARGET - PCARD 12.99 CAKE 500826 DAWN 8/5/2019 150 5310.5510 COST OF GOODS SOLD POOL ADMINISTRATION 12.99 CAKE 500827 DAWN 8/7/2019 151 5310.5510 COST OF GOODS SOLD POOL ADMINISTRATION 62.95 CAKE 500828 DAWN 8/9/2019 152 5310.5510 COST OF GOODS SOLD POOL ADMINISTRATION Supplier 130692 CUB FOODS - PCARD 99.00 WIW A.C.500829 DAWN 8/9/2019 153 5310.6105 DUES & SUBSCRIPTIONS POOL ADMINISTRATION Supplier 135907 WHENIWORK.COM - PCARD 95.00 EMAIL MARKETING SUBSCRIPTION 500581 DEB 7/25/2019 256 7410.6122 ADVERTISING OTHER PSTF ADMINISTRATION Supplier 137757 CTC*CONSTANTCONTACT.COM - PCARD 10/3/2019CITY OF EDINA 9:40:26R55CKR2LOGIS101 6Page -Council Check Register by GL Council Check Register by Invoice & Summary 9/9/20199/9/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 20190909 9/9/2019 129962 US BANK - CREDIT CARD Continued... 79.00 WORK ORDER SUBSCRIPTION 500584 DEB 8/16/2019 259 7410.6105 DUES & SUBSCRIPTIONS PSTF ADMINISTRATION Supplier 145263 WORKSTRAIGHT.COM - PCARD 95.00 EMAIL MARKETING SUBSCRIPTION 500585 DEB 8/25/2019 260 7410.6105 DUES & SUBSCRIPTIONS PSTF ADMINISTRATION Supplier 137757 CTC*CONSTANTCONTACT.COM - PCARD 11.82 GARDA MEETING EXPENSE 500582 DEB 8/8/2019 257 7410.6122 ADVERTISING OTHER PSTF ADMINISTRATION Supplier 140694 DUNKIN #354000 Q35 - PCARD 38.99 DVD PLAYER 500583 DEB 8/8/2019 258 7411.6406 GENERAL SUPPLIES PSTF OCCUPANCY Supplier 130358 AMAZON MARKETPLACE - PCARD 32.00 THIS IS FOR FACEBOOK ADVERTISE 500816 DIETRICH 7/31/2019 130 1132.6122 ADVERTISING OTHER CABLE COMMISSION Supplier 132896 FACEBOOK - PCARD 17.65 RANGE BRAKE CLEANER 500576 GREG 7/30/2019 86 7412.6406 GENERAL SUPPLIES PSTF RANGE Supplier 131611 JERRYS DO IT BEST HARDWARE - PCARD 109.12 PLYWOOD 500577 GREG 8/13/2019 87 7411.6406 GENERAL SUPPLIES PSTF OCCUPANCY 136.04 RANGE BATTERY 500578 GREG 8/15/2019 88 7412.6406 GENERAL SUPPLIES PSTF RANGE Supplier 130421 THE HOME DEPOT - PCARD 7.19 RANGE HINGE 500579 GREG 8/21/2019 89 7412.6406 GENERAL SUPPLIES PSTF RANGE Supplier 131611 JERRYS DO IT BEST HARDWARE - PCARD 53.32 GEAR FOR GATE 500668 GUNNAR 7/26/2019 79 1552.6530 REPAIR PARTS CENT SVC PW BUILDING Supplier 145847 CUTTER SALES INC - PCARD 1,600.00 TRAINING 500669 GUNNAR 7/26/2019 80 1281.6104 CONFERENCES & SCHOOLS TRAINING Supplier 145848 HAMLINE UNIV - PCARD 44.00 TRAINING FEE 500670 GUNNAR 7/26/2019 81 1281.6104 CONFERENCES & SCHOOLS TRAINING Supplier 145849 CASHNET*SERVICE FEE - PCARD 650.00 TRAINING 500671 GUNNAR 8/1/2019 82 1281.6104 CONFERENCES & SCHOOLS TRAINING Supplier 139922 U OF M CONTLEARNING - PCARD 19.99 BACK RELIEF 501329 GUNNAR 1553.6406 GENERAL SUPPLIES EQUIPMENT OPERATION GEN 10/3/2019CITY OF EDINA 9:40:26R55CKR2LOGIS101 7Page -Council Check Register by GL Council Check Register by Invoice & Summary 9/9/20199/9/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 20190909 9/9/2019 129962 US BANK - CREDIT CARD Continued... 8/25/2019 85 Supplier 130358 AMAZON MARKETPLACE - PCARD 113.78 BRAKE LINES 501328 GUNNAR 8/7/2019 83 1553.6530 REPAIR PARTS EQUIPMENT OPERATION GEN Supplier 134143 ROCK AUTO - PCARD 309.87 REPLACEMENT RADIO 500672 GUNNAR 8/9/2019 84 1553.6530 REPAIR PARTS EQUIPMENT OPERATION GEN Supplier 139899 CRUTCHFIELD - PCARD 1,080.72 HOOPER HOTEL MOTOR SCHOOL 500673 JACOB 7/27/2019 27 1400.6104 CONFERENCES & SCHOOLS POLICE DEPT. GENERAL Supplier 131228 SHERATON - PCARD 375.00 LUDGATE PROPERTY CLASS 500610 JACOB 7/30/2019 28 1400.6104 CONFERENCES & SCHOOLS POLICE DEPT. GENERAL 443.97 HOOPER MOTORCYCLE BOOTS 500604 JACOB 8/12/2019 34 1400.6203 UNIFORM ALLOWANCE POLICE DEPT. GENERAL Supplier 130422 PAYPAL - PCARD 250.00 OLSON IA CLASS 500603 JACOB 8/15/2019 35 1400.6104 CONFERENCES & SCHOOLS POLICE DEPT. GENERAL Supplier 145845 WAV*ONTARGET SOLUTIONS GR - PCARD 750.00 LEE CIT 500601 JACOB 8/20/2019 36 1400.6104 CONFERENCES & SCHOOLS POLICE DEPT. GENERAL Supplier 144851 IN *MINNESOTA CIT OFFICER - PCARD 150.00 MCNAMARA REGISTRATION 500599 JACOB 8/20/2019 37 1400.6104 CONFERENCES & SCHOOLS POLICE DEPT. GENERAL Supplier 136308 MINNESOTA SHERIFFS ASSN - PCARD 93.41 SNIPER GUN CLEANING 500598 JACOB 8/20/2019 38 1400.6610 SAFETY EQUIPMENT POLICE DEPT. GENERAL Supplier 133575 BROWNELLS INC - PCARD 150.00-MCNAMARA REFUND 500597 JACOB 8/22/2019 39 1400.6104 CONFERENCES & SCHOOLS POLICE DEPT. GENERAL Supplier 136308 MINNESOTA SHERIFFS ASSN - PCARD 1,500.00 MN CIT X'S 2 500600 JACOB 8/5/2019 29 1400.6104 CONFERENCES & SCHOOLS POLICE DEPT. GENERAL Supplier 144851 IN *MINNESOTA CIT OFFICER - PCARD 150.00 KRAMER ADVANCED CLASS 500609 JACOB 8/5/2019 30 1400.6104 CONFERENCES & SCHOOLS POLICE DEPT. GENERAL Supplier 136308 MINNESOTA SHERIFFS ASSN - PCARD 250.00 KUSKE IA CLASS 500602 JACOB 8/5/2019 31 1400.6104 CONFERENCES & SCHOOLS POLICE DEPT. GENERAL Supplier 10/3/2019CITY OF EDINA 9:40:26R55CKR2LOGIS101 8Page -Council Check Register by GL Council Check Register by Invoice & Summary 9/9/20199/9/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 20190909 9/9/2019 129962 US BANK - CREDIT CARD Continued... 145845 WAV*ONTARGET SOLUTIONS GR - PCARD 495.00 NORDHUS FORCE SCIENCE CLASS 500607 JACOB 8/5/2019 32 1400.6104 CONFERENCES & SCHOOLS POLICE DEPT. GENERAL Supplier 145846 FORCE SCIENCE INSTITUT - PCARD 68.00 NEW CRIMINAL CODE BOOKS 500606 JACOB 8/6/2019 33 1400.6405 BOOKS & PAMPHLETS POLICE DEPT. GENERAL Supplier 140962 MINNESOTA COUNTY ATTORNEY - PCARD 20.26 500674 JEFF 8/9/2019 203 1490.6406 GENERAL SUPPLIES PUBLIC HEALTH Supplier 137190 THE WEBSTAURANT STORE - PCARD 236.86 SUPPLIES FOR PATIO UPGRADE 500718 JEFFREY 7/29/2019 50 5420.6406 GENERAL SUPPLIES CLUB HOUSE 12.69 FERT FOR ANNUAL FLOWERS 500701 JEFFREY 7/30/2019 51 5422.6540 FERTILIZER MAINT OF COURSE & GROUNDS 25.98 POCKET KNIVES FOR TRIMMING 500701 JEFFREY 7/30/2019 51 5422.6556 TOOLS MAINT OF COURSE & GROUNDS Supplier 130404 MENARDS - PCARD 34.46 MEETING 500811 JEFFREY 7/31/2019 202 1470.6106 MEETING EXPENSE FIRE DEPT. GENERAL Supplier 130411 JERRY'S FOODS - PCARD 76.49 CLUBHOUSE SUPPLIES 500705 JEFFREY 8/13/2019 57 5420.6406 GENERAL SUPPLIES CLUB HOUSE 107.48-SUPPLIES FOR PATIO 500702 JEFFREY 8/2/2019 52 5420.6406 GENERAL SUPPLIES CLUB HOUSE 63.01 UPGRADES TO PATIO 500703 JEFFREY 8/2/2019 53 5420.6406 GENERAL SUPPLIES CLUB HOUSE 256.59 SUPPLIES FOR NEW DIVIDERS 500699 JEFFREY 8/23/2019 58 5210.6406 GENERAL SUPPLIES GOLF DOME PROGRAM Supplier 130404 MENARDS - PCARD 49.42 CLUBHOUSE SUPPLIES 500706 JEFFREY 8/23/2019 59 5420.6406 GENERAL SUPPLIES CLUB HOUSE Supplier 130421 THE HOME DEPOT - PCARD 43.00 BOB'S LOW VOLTAGE LICENSE 500707 JEFFREY 8/6/2019 54 5410.6105 DUES & SUBSCRIPTIONS GOLF ADMINISTRATION Supplier 131007 DEPARTMENT OF LABOR - PCARD 204.50 CLUBHOUSE SUPPLIES 500700 JEFFREY 8/7/2019 55 5420.6406 GENERAL SUPPLIES CLUB HOUSE 98.83 CLUBHOUSE SUPPLIES 500704 JEFFREY 8/8/2019 56 5420.6406 GENERAL SUPPLIES CLUB HOUSE Supplier 10/3/2019CITY OF EDINA 9:40:26R55CKR2LOGIS101 9Page -Council Check Register by GL Council Check Register by Invoice & Summary 9/9/20199/9/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 20190909 9/9/2019 129962 US BANK - CREDIT CARD Continued... 130404 MENARDS - PCARD 323.67 COUNCIL MEMBER PHOTOS 502377 JENNIFER 7/24/2019 90 1130.6408 PHOTOGRAPHIC SUPPLIES COMMUNICATIONS 34.41 K9 PHOTO 502376 JENNIFER 7/24/2019 91 1400.6408 PHOTOGRAPHIC SUPPLIES POLICE DEPT. GENERAL Supplier 145484 FASTFOTO DIGITAL - NEW - PCARD 10.48 LUNCH - CPC PROGRAM 502803 JENNIFER 7/25/2019 92 1130.6104 CONFERENCES & SCHOOLS COMMUNICATIONS Supplier 145850 PIZZA SNOB FORT WORTH - PCARD 7.99 PICMONKEY SUBSCRIPTION 502620 JENNIFER 7/25/2019 93 1130.6103 PROFESSIONAL SERVICES COMMUNICATIONS Supplier 144859 PICMONKEY LLC - PCARD 25.60 DINNER - CPC PROGRAM 502375 JENNIFER 7/25/2019 96 1130.6104 CONFERENCES & SCHOOLS COMMUNICATIONS Supplier 145851 HOFFBRAU STEAKS - PCARD 40.00 3CMA CONFERENCE 502379 JENNIFER 7/25/2019 97 1130.6104 CONFERENCES & SCHOOLS COMMUNICATIONS Supplier 138366 AGENT FEE 0067787909691 - PCARD 30.00 LUGGAGE FOR CPC PROGRAM 502610 JENNIFER 7/25/2019 98 1130.6104 CONFERENCES & SCHOOLS COMMUNICATIONS 380.60 3CMA CONFERENCE - FLIGHT 502380 JENNIFER 7/25/2019 99 1130.6104 CONFERENCES & SCHOOLS COMMUNICATIONS Supplier 130386 DELTA AIR - PCARD 156.00 AIRPORT PARKING - CPC 502383 JENNIFER 7/26/2019 94 1130.6104 CONFERENCES & SCHOOLS COMMUNICATIONS Supplier 130520 MSP AIRPORT PARKING - PCARD 170.00 VOLGISTICS 502801 JENNIFER 7/27/2019 204 1120.6160 DATA PROCESSING ADMINISTRATION Supplier 134155 VOLGISTICS INC - PCARD 439.00 ARCHIVE SOCIAL SUBSCRIPTION 502378 JENNIFER 7/27/2019 95 1554.6124 WEB DEVELOPMENT CENT SERV GEN - MIS Supplier 136288 ARCHIVESOCIAL.COM - PCARD 135.48 FOAM CORE MOUNTING 502618 JENNIFER 7/31/2019 100 1130.6406 GENERAL SUPPLIES COMMUNICATIONS Supplier 130389 MICHAELS - PCARD 94.50 502805 JENNIFER 8/1/2019 101 5410.6122 ADVERTISING OTHER GOLF ADMINISTRATION Supplier 145852 VALIDITY INC. - BRITEVERI - PCARD 100.00 MAGC CONFERENCE - EIDSNESS 502382 JENNIFER 1130.6104 CONFERENCES & SCHOOLS COMMUNICATIONS 10/3/2019CITY OF EDINA 9:40:26R55CKR2LOGIS101 10Page -Council Check Register by GL Council Check Register by Invoice & Summary 9/9/20199/9/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 20190909 9/9/2019 129962 US BANK - CREDIT CARD Continued... 8/12/2019 103 Supplier 145246 MINNESOTA ASSOC OF GOVERN - PCARD 35.00 CHAMBER MEETING - EIDSNESS 502619 JENNIFER 8/13/2019 104 1130.6106 MEETING EXPENSE COMMUNICATIONS Supplier 133399 EDINA CHAMBER OF COMMERCE - PCARD 4.03 501312 JENNIFER 8/14/2019 105 1627.6406 GENERAL SUPPLIES SPECIAL ACTIVITIES Supplier 130362 TARGET - PCARD 229.50 MAILCHIMP SUBSCRIPTION 502613 JENNIFER 8/14/2019 106 1554.6124 WEB DEVELOPMENT CENT SERV GEN - MIS Supplier 135752 MAILCHIMP - PCARD 36.82 SUSTAINABLE CLEANING PRODUCTS 502795 JENNIFER 8/16/2019 207 1120.6513 OFFICE SUPPLIES ADMINISTRATION Supplier 134578 OFFICESUPPLY.COM - PCARD 50.00 FRESHBOOKS SUBSCRIPTION 502609 JENNIFER 8/17/2019 107 1130.6103 PROFESSIONAL SERVICES COMMUNICATIONS Supplier 132480 2NDSITE FRESHBOOKS - PCARD 14.12 SUSTAINABLE CLEANING PRODUCTS 502796 JENNIFER 8/17/2019 208 1120.6513 OFFICE SUPPLIES ADMINISTRATION Supplier 145859 JON DON ECOMM #999 - PCARD 19.03 IMAGES OF EDINA, COUNCIL PHOTO 502612 JENNIFER 8/19/2019 108 1130.6408 PHOTOGRAPHIC SUPPLIES COMMUNICATIONS 2.71 BRAEMAR ARENA PHOTO 502612 JENNIFER 8/19/2019 108 5510.6575 PRINTING ARENA ADMINISTRATION Supplier 140077 MERIDIAN PROFESSIONAL IMA - PCARD 25.16 SUSTAINABLE CLEANING PRODUCTS 502797 JENNIFER 8/19/2019 210 1120.6513 OFFICE SUPPLIES ADMINISTRATION Supplier 130421 THE HOME DEPOT - PCARD 306.48 WORK SESSION FOOD 502798 JENNIFER 8/20/2019 209 1100.6106 MEETING EXPENSE CITY COUNCIL Supplier 130373 D'AMICO & SONS - PCARD 466.60 USCM FALL MEETING AIRFARE 502799 JENNIFER 8/22/2019 211 1100.6104 CONFERENCES & SCHOOLS CITY COUNCIL Supplier 130386 DELTA AIR - PCARD 7.99 PICMONKEY SUBSCRIPTION 502617 JENNIFER 8/25/2019 109 1130.6103 PROFESSIONAL SERVICES COMMUNICATIONS Supplier 144859 PICMONKEY LLC - PCARD .37 WEATHER WIDGET 502381 JENNIFER 8/3/2019 102 5410.6103 PROFESSIONAL SERVICES GOLF ADMINISTRATION Supplier 10/3/2019CITY OF EDINA 9:40:26R55CKR2LOGIS101 11Page -Council Check Register by GL Council Check Register by Invoice & Summary 9/9/20199/9/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 20190909 9/9/2019 129962 US BANK - CREDIT CARD Continued... 130358 AMAZON MARKETPLACE - PCARD 10.00 YOU CAN BOOK ME 502802 JENNIFER 8/3/2019 205 1120.6160 DATA PROCESSING ADMINISTRATION Supplier 138626 YOUCANBOOKME - PCARD 202.56 WORK SESSION FOOD 502794 JENNIFER 8/8/2019 206 1100.6106 MEETING EXPENSE CITY COUNCIL Supplier 130551 JASONS DELI - PCARD 17.94 LAUNDRY DET AND PINE SOL 500562 JOHN 8/14/2019 60 7411.6511 CLEANING SUPPLIES PSTF OCCUPANCY Supplier 130421 THE HOME DEPOT - PCARD 150.00 501318 JOSHUA 7/27/2019 177 5822.6105 DUES & SUBSCRIPTIONS 50TH ST SELLING 150.00 501318 JOSHUA 7/27/2019 177 5842.6105 DUES & SUBSCRIPTIONS YORK SELLING 150.00 501318 JOSHUA 7/27/2019 177 5862.6105 DUES & SUBSCRIPTIONS VERNON SELLING 29.99 501319 JOSHUA 7/29/2019 178 5822.6105 DUES & SUBSCRIPTIONS 50TH ST SELLING Supplier 141664 LIGHTSPEED RETAIL INC. - PCARD 270.00 501326 JOSHUA 8/15/2019 179 5822.6105 DUES & SUBSCRIPTIONS 50TH ST SELLING Supplier 142905 LIQUID RETAILER - PCARD 26.36 501320 JOSHUA 8/21/2019 180 5822.6105 DUES & SUBSCRIPTIONS 50TH ST SELLING 26.37 501320 JOSHUA 8/21/2019 180 5842.6105 DUES & SUBSCRIPTIONS YORK SELLING 26.37 501320 JOSHUA 8/21/2019 180 5862.6105 DUES & SUBSCRIPTIONS VERNON SELLING Supplier 135907 WHENIWORK.COM - PCARD 9.00 500815 KATHARINE 7/30/2019 173 1130.6107 MILEAGE OR ALLOWANCE COMMUNICATIONS Supplier 141460 INTERSTATE PARKING 2056 - PCARD 49.39 IMAGES FOR PARKS & REC ADS 500814 KATHARINE 8/12/2019 175 1627.6103 PROFESSIONAL SERVICES SPECIAL ACTIVITIES Supplier 144168 CKO*WWW.ISTOCKPHOTO.COM - PCARD 75.71 PHOTO AWARD CANVAS 500813 KATHARINE 8/23/2019 176 1130.6103 PROFESSIONAL SERVICES COMMUNICATIONS Supplier 143235 EZ PRINTS HOLDINGS INC. - PCARD 9.99 ICONS 500812 KATHARINE 1130.6103 PROFESSIONAL SERVICES COMMUNICATIONS 10/3/2019CITY OF EDINA 9:40:26R55CKR2LOGIS101 12Page -Council Check Register by GL Council Check Register by Invoice & Summary 9/9/20199/9/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 20190909 9/9/2019 129962 US BANK - CREDIT CARD Continued... 8/5/2019 174 Supplier 138384 NOUNPROJECT.COM - PCARD 110.12 EAR PLUGS 500563 KATHRYN 7/30/2019 61 7412.6406 GENERAL SUPPLIES PSTF RANGE Supplier 134733 AMAZON.COM - PCARD 127.95 SUBSCRIPTION OFFICE SUPPLIES 500575 KATHRYN 8/23/2019 62 7410.6105 DUES & SUBSCRIPTIONS PSTF ADMINISTRATION Supplier 134881 AMAZONRPIME MEMBERSHIP - PCARD 276.42 SC MPELRA 500809 KELLY 8/13/2019 142 1170.6104 CONFERENCES & SCHOOLS HUMAN RESOURCES 276.42 CM- MPELRA LODGING 500808 KELLY 8/13/2019 143 1170.6104 CONFERENCES & SCHOOLS HUMAN RESOURCES Supplier 132302 ARROWWOOD RESORT - PCARD 46.47 HRM BOOK 500806 KELLY 8/5/2019 140 1170.6405 BOOKS & PAMPHLETS HUMAN RESOURCES 15.99 HRM BOOK 500807 KELLY 8/6/2019 141 1170.6405 BOOKS & PAMPHLETS HUMAN RESOURCES Supplier 134733 AMAZON.COM - PCARD 41.66 502808 KERSTEN 7/26/2019 243 5822.6122 ADVERTISING OTHER 50TH ST SELLING 41.66 502808 KERSTEN 7/26/2019 243 5842.6122 ADVERTISING OTHER YORK SELLING 41.68 502808 KERSTEN 7/26/2019 243 5862.6122 ADVERTISING OTHER VERNON SELLING Supplier 131243 ULTIMATE EVENTS - PCARD 101.93 502811 KERSTEN 7/31/2019 244 5822.6122 ADVERTISING OTHER 50TH ST SELLING 101.93 502811 KERSTEN 7/31/2019 244 5842.6122 ADVERTISING OTHER YORK SELLING 101.94 502811 KERSTEN 7/31/2019 244 5862.6122 ADVERTISING OTHER VERNON SELLING Supplier 132896 FACEBOOK - PCARD 41.51 502809 KERSTEN 8/1/2019 245 5822.6122 ADVERTISING OTHER 50TH ST SELLING 41.51 502809 KERSTEN 8/1/2019 245 5842.6122 ADVERTISING OTHER YORK SELLING 41.52 502809 KERSTEN 8/1/2019 245 5862.6122 ADVERTISING OTHER VERNON SELLING Supplier 131243 ULTIMATE EVENTS - PCARD 10/3/2019CITY OF EDINA 9:40:26R55CKR2LOGIS101 13Page -Council Check Register by GL Council Check Register by Invoice & Summary 9/9/20199/9/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 20190909 9/9/2019 129962 US BANK - CREDIT CARD Continued... 140.04 502804 KERSTEN 8/21/2019 249 5822.6122 ADVERTISING OTHER 50TH ST SELLING 140.04 502804 KERSTEN 8/21/2019 249 5842.6122 ADVERTISING OTHER YORK SELLING 140.04 502804 KERSTEN 8/21/2019 249 5862.6122 ADVERTISING OTHER VERNON SELLING Supplier 130739 DISPLAYS2GOCOM - PCARD 15.84 502810 KERSTEN 8/5/2019 246 5822.6122 ADVERTISING OTHER 50TH ST SELLING 15.84 502810 KERSTEN 8/5/2019 246 5842.6122 ADVERTISING OTHER YORK SELLING 15.85 502810 KERSTEN 8/5/2019 246 5862.6122 ADVERTISING OTHER VERNON SELLING 34.75 502807 KERSTEN 8/7/2019 247 5862.6122 ADVERTISING OTHER VERNON SELLING 34.76 502807 KERSTEN 8/7/2019 247 5822.6122 ADVERTISING OTHER 50TH ST SELLING 34.76 502807 KERSTEN 8/7/2019 247 5842.6122 ADVERTISING OTHER YORK SELLING .89 502806 KERSTEN 8/7/2019 248 5822.6122 ADVERTISING OTHER 50TH ST SELLING .89 502806 KERSTEN 8/7/2019 248 5842.6122 ADVERTISING OTHER YORK SELLING .90 502806 KERSTEN 8/7/2019 248 5862.6122 ADVERTISING OTHER VERNON SELLING Supplier 131243 ULTIMATE EVENTS - PCARD 7.52 MASKS - REVIEWING OLD FILES 500572 KYLE 7/25/2019 136 1160.6406 GENERAL SUPPLIES FINANCE Supplier 130750 WALGREENS - PCARD 29.99 IDENTITY MONITORING 500571 KYLE 8/1/2019 137 1160.6105 DUES & SUBSCRIPTIONS FINANCE Supplier 138122 IDENTITY GUARD - PCARD 48.15 PAYPAL - EPERMITS 500574 KYLE 8/2/2019 138 1495.6155 BANK SERVICES CHARGES INSPECTIONS Supplier 130375 PAY FLOW PRO - PCARD 610.00 CAFR APPLICATION 500573 KYLE 8/7/2019 139 1160.6103 PROFESSIONAL SERVICES FINANCE Supplier 133585 GOVERNMENT FINANCE OFFICE - PCARD 145.00 TURF CLASS 501645 LUTHER 1644.6104 CONFERENCES & SCHOOLS TREES & MAINTENANCE 10/3/2019CITY OF EDINA 9:40:26R55CKR2LOGIS101 14Page -Council Check Register by GL Council Check Register by Invoice & Summary 9/9/20199/9/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 20190909 9/9/2019 129962 US BANK - CREDIT CARD Continued... 8/20/2019 253 Supplier 145862 UMN-EXTENSION - PCARD 547.17 TOOLS 501646 LUTHER 8/23/2019 254 1644.6556 TOOLS TREES & MAINTENANCE Supplier 144509 UPROOTER - PCARD 17.10 SHIPPING 501315 MARY 8/13/2019 227 5440.6122 ADVERTISING OTHER PRO SHOP RETAIL SALES Supplier 130687 FEDEXOFFICE - PCARD 10.63 BREAKROOM SUPPLY-FORKS 500708 MARY 8/18/2019 228 5410.6406 GENERAL SUPPLIES GOLF ADMINISTRATION Supplier 130760 COSTCO.COM - PCARD 97.86 HANGERS 500709 MARY 8/19/2019 229 5440.6406 GENERAL SUPPLIES PRO SHOP RETAIL SALES Supplier 131620 PALAY DISPLAY IND - PCARD 213.98 A9 PENCILS 500710 MARY 8/4/2019 225 5424.6406 GENERAL SUPPLIES RANGE 499.30 C18 PENCILS 500710 MARY 8/4/2019 225 5410.6406 GENERAL SUPPLIES GOLF ADMINISTRATION Supplier 142412 NATIONAL PEN CO LLC - PCARD 441.76 GLOW GOLF SUPPLIES 501314 MARY 8/6/2019 226 5410.6136 PROFESSIONAL SVC - OTHER GOLF ADMINISTRATION Supplier 134378 THE GLOW STORE - PCARD 122.96 501324 MEGAN 8/11/2019 134 5822.6406 GENERAL SUPPLIES 50TH ST SELLING Supplier 130362 TARGET - PCARD 26.78 501325 MEGAN 8/11/2019 135 5820.6106 MEETING EXPENSE 50TH STREET GENERAL Supplier 130523 DAVANNI'S - PCARD 12.28 502652 MICHAEL 7/26/2019 212 5800.1355 INVENTORY MIX & MISC LIQUOR BALANCE SHEET 8.21 502651 MICHAEL 7/31/2019 213 5800.1355 INVENTORY MIX & MISC LIQUOR BALANCE SHEET 10.17 502648 MICHAEL 8/14/2019 216 5800.1355 INVENTORY MIX & MISC LIQUOR BALANCE SHEET 9.26 502647 MICHAEL 8/17/2019 217 5800.1355 INVENTORY MIX & MISC LIQUOR BALANCE SHEET 10.19 502646 MICHAEL 8/23/2019 218 5800.1355 INVENTORY MIX & MISC LIQUOR BALANCE SHEET 10.70 502650 MICHAEL 5800.1355 INVENTORY MIX & MISC LIQUOR BALANCE SHEET 10/3/2019CITY OF EDINA 9:40:26R55CKR2LOGIS101 15Page -Council Check Register by GL Council Check Register by Invoice & Summary 9/9/20199/9/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 20190909 9/9/2019 129962 US BANK - CREDIT CARD Continued... 8/3/2019 214 10.53 502649 MICHAEL 8/9/2019 215 5800.1355 INVENTORY MIX & MISC LIQUOR BALANCE SHEET Supplier 130411 JERRY'S FOODS - PCARD 78.85 501728 MILLNER 7/26/2019 237 1260.6406 GENERAL SUPPLIES ENGINEERING GENERAL Supplier 132003 PAPA JOHNS - PCARD 50.00 MN UTILITY WS 500821 MILLNER 8/1/2019 238 1263.6104 CONFERENCES & SCHOOLS ENVIRONMENT 50.00 MN UTILITY WS 500821 MILLNER 8/1/2019 238 5919.6104 CONFERENCES & SCHOOLS TRAINING Supplier 145860 CSWEA - PCARD 5.48 SWMT 500823 MILLNER 8/13/2019 240 04438.1705 CONSTR. IN PROGRESS Flood Risk Reduction Strategy Supplier 134381 TRADER JOE'S - PCARD 633.74 DATA COLLECTORS 500822 MILLNER 8/2/2019 239 1262.6406 GENERAL SUPPLIES TRANSPORTATION Supplier 138042 IN *TIMEMARK INC - PCARD 275.00 LANDSCAPING 501729 MILLNER 8/21/2019 241 04430.1705.21 CONSULTING INSPECTION MS4 Maintenance Repairs Supplier 130560 BACHMANS INC - PCARD 160.08 IRRIGATION TESTING SUPPLIES 500824 MILLNER 8/21/2019 242 01284.1705 CONSTR. IN PROGRESS Roadside Irrigation Testing Supplier 130421 THE HOME DEPOT - PCARD 1,311.35 CHLORINE DETECTION EQUIP.500590 NATHAN 7/31/2019 195 5912.6406 GENERAL SUPPLIES WELL HOUSES Supplier 145858 FOXCROFT EQUIPMENT & - PCARD 2,261.34 HIP BOOTS FOR WMB'S 500591 NATHAN 8/9/2019 196 5913.6406 GENERAL SUPPLIES DISTRIBUTION Supplier 143125 FIREPENNY - PCARD 210.29 PROPERTY ROOM OFFICE LIGHTING 500589 NOAH 8/14/2019 194 1551.6406 GENERAL SUPPLIES CITY HALL GENERAL Supplier 136752 E-CONOLIGHT - PCARD 42.52 HEAT/COOL LOOPS 500588 NOAH 8/2/2019 192 1552.6530 REPAIR PARTS CENT SVC PW BUILDING Supplier 134902 RAY CAMP CO. MOTO - PCARD 40.77 FIRE 1 BOILER LOOP 500810 NOAH 8/3/2019 193 1470.6215 EQUIPMENT MAINTENANCE FIRE DEPT. GENERAL Supplier 145857 PALL CORPORATION - PCARD 10/3/2019CITY OF EDINA 9:40:26R55CKR2LOGIS101 16Page -Council Check Register by GL Council Check Register by Invoice & Summary 9/9/20199/9/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 20190909 9/9/2019 129962 US BANK - CREDIT CARD Continued... 12.99 BDAY CAKE - 1 500613 PATRICIA 8/12/2019 126 5310.5510 COST OF GOODS SOLD POOL ADMINISTRATION Supplier 130692 CUB FOODS - PCARD 27.49 METER RENTAL 500614 PATRICIA 8/13/2019 127 5720.6235 POSTAGE EDINBOROUGH OPERATIONS Supplier 130400 PITNEY BOWES - PCARD 147.00 BDAY SLIDE TUBES 500615 PATRICIA 8/17/2019 128 5311.6406 GENERAL SUPPLIES POOL OPERATION Supplier 143991 TUBE PRO INC - PCARD 1.05 CHANGE OF ADDRESS 500616 PATRICIA 8/21/2019 129 5310.6235 POSTAGE POOL ADMINISTRATION Supplier 130548 USPS - PCARD 257.65 CHEESE SAUCE 500612 PATRICIA 8/6/2019 125 5320.5510 COST OF GOODS SOLD POOL CONCESSIONS Supplier 137190 THE WEBSTAURANT STORE - PCARD 176.35 AUGUST PARC MEETING 502614 PERRY 8/12/2019 122 1600.6104 CONFERENCES & SCHOOLS PARK ADMIN. GENERAL Supplier 130679 PINSTRIPES - PCARD 26.66 AUGUST PARC MEETING 502616 PERRY 8/13/2019 123 1600.6104 CONFERENCES & SCHOOLS PARK ADMIN. GENERAL Supplier 130362 TARGET - PCARD 30.00 AUGUST PARC MEETING 502615 PERRY 8/14/2019 124 1600.6104 CONFERENCES & SCHOOLS PARK ADMIN. GENERAL Supplier 130679 PINSTRIPES - PCARD 1,265.78 PERMIT - FRED RICHARDS PHASE I 502813 PERRY 8/5/2019 121 1600.6103 PROFESSIONAL SERVICES PARK ADMIN. GENERAL Supplier 133103 CITY OF EDINA - PCARD 41.73 501302 PETER 7/30/2019 40 7510.6406 GENERAL SUPPLIES MN TF 1 ADMINISTRATION Supplier 130358 AMAZON MARKETPLACE - PCARD 132.90 501305 PETER 7/30/2019 42 7510.6406 GENERAL SUPPLIES MN TF 1 ADMINISTRATION Supplier 140194 VZWRLSS*IVR VB - PCARD 13.81 501297 PETER 7/30/2019 43 7510.6406 GENERAL SUPPLIES MN TF 1 ADMINISTRATION 27.62 501298 PETER 7/30/2019 44 7510.6406 GENERAL SUPPLIES MN TF 1 ADMINISTRATION 202.34 501303 PETER 7/30/2019 45 7510.6406 GENERAL SUPPLIES MN TF 1 ADMINISTRATION Supplier 10/3/2019CITY OF EDINA 9:40:26R55CKR2LOGIS101 17Page -Council Check Register by GL Council Check Register by Invoice & Summary 9/9/20199/9/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 20190909 9/9/2019 129962 US BANK - CREDIT CARD Continued... 130358 AMAZON MARKETPLACE - PCARD 652.68 501313 PETER 7/31/2019 41 7510.6406 GENERAL SUPPLIES MN TF 1 ADMINISTRATION Supplier 134733 AMAZON.COM - PCARD 12.33 501301 PETER 7/31/2019 46 7510.6406 GENERAL SUPPLIES MN TF 1 ADMINISTRATION 116.47 501300 PETER 7/31/2019 47 7510.6406 GENERAL SUPPLIES MN TF 1 ADMINISTRATION 58.98 501299 PETER 7/31/2019 48 7510.6406 GENERAL SUPPLIES MN TF 1 ADMINISTRATION Supplier 130358 AMAZON MARKETPLACE - PCARD 83.45 501304 PETER 8/7/2019 49 7510.6406 GENERAL SUPPLIES MN TF 1 ADMINISTRATION Supplier 131002 JIMMY JOHNS - PCARD 539.88 WALL ST JOURNAL 500556 ROBERT 7/25/2019 3 1190.6105 DUES & SUBSCRIPTIONS ASSESSING Supplier 130738 WALL STREET JOURNAL - PCARD 412.78 COSTAR 500557 ROBERT 7/30/2019 4 1190.6105 DUES & SUBSCRIPTIONS ASSESSING Supplier 142891 COSTAR GROUP INC - PCARD 36.15 PLANNER PAGES 500558 ROBERT 7/31/2019 5 1190.6406 GENERAL SUPPLIES ASSESSING Supplier 130655 FRANKLINCOVEYPRODUCTS - PCARD 178.00 REAL ESTATE SUMMIT 500560 ROBERT 8/23/2019 8 1190.6104 CONFERENCES & SCHOOLS ASSESSING Supplier 140298 REAL ESTATE SUMMITS - PCARD 29.71 PACE 2 COURSE 500561 ROBERT 8/5/2019 6 1190.6104 CONFERENCES & SCHOOLS ASSESSING Supplier 145840 #6 CLADDAGH MAPLE GRV - PCARD 37.53 PACE 2 COURSE 500559 ROBERT 8/6/2019 7 1190.6104 CONFERENCES & SCHOOLS ASSESSING Supplier 145841 3 SQUARES RESTAURANT - PCARD 14.28 GAS FOR MOWER 500847 ROGER 8/15/2019 159 5720.6406 GENERAL SUPPLIES EDINBOROUGH OPERATIONS Supplier 130733 HOLIDAY STATION - PCARD 39.98 12V BATTERY 500846 ROGER 8/7/2019 158 5720.6406 GENERAL SUPPLIES EDINBOROUGH OPERATIONS Supplier 130367 BATTERIES PLUS - PCARD 30.72 GIS SOFTWARE 501323 RYAN 8/12/2019 1554.6160 DATA PROCESSING CENT SERV GEN - MIS 10/3/2019CITY OF EDINA 9:40:26R55CKR2LOGIS101 18Page -Council Check Register by GL Council Check Register by Invoice & Summary 9/9/20199/9/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 20190909 9/9/2019 129962 US BANK - CREDIT CARD Continued... 110 Supplier 145853 ESRI - PCARD 62.44 IT SOFTWARE 501322 RYAN 8/13/2019 111 1554.6160 DATA PROCESSING CENT SERV GEN - MIS Supplier 133134 TECHSMITH CORPORATION - PCARD 649.55 IT SOFTWARE 501321 RYAN 8/15/2019 112 1554.6160 DATA PROCESSING CENT SERV GEN - MIS Supplier 143225 LASTPASS.COM - PCARD 110.00 501296 RYAN 8/18/2019 113 1554.6160 DATA PROCESSING CENT SERV GEN - MIS Supplier 141645 NINITE.COM - PCARD 87.50 FIRE INSP IPAD MOUNTS 501643 RYAN 8/19/2019 114 1470.6406 GENERAL SUPPLIES FIRE DEPT. GENERAL Supplier 145854 ARKON RESOURCES - PCARD 29.30 SHIPPING 500834 RYAN 8/21/2019 250 1470.6103 PROFESSIONAL SERVICES FIRE DEPT. GENERAL Supplier 130687 FEDEXOFFICE - PCARD 350.00 EMS DIRECTOR CONFERENCE 500835 RYAN 8/23/2019 251 1470.6104 CONFERENCES & SCHOOLS FIRE DEPT. GENERAL Supplier 130422 PAYPAL - PCARD 85.70 MEETING WITH HOPKINS OFFICIALS 502800 SCOTT 7/31/2019 1 1120.6106 MEETING EXPENSE ADMINISTRATION Supplier 145839 CKE*THIRTY BALES HOPKINS - PCARD 42.87 FACEBOOK BOOSTS 500817 SCOTT 7/31/2019 117 1130.6410 VIDEO PRODUCTION SUPPLIES COMMUNICATIONS Supplier 132896 FACEBOOK - PCARD 3,506.15 SONY A7 CAMERA AND PARTS 500818 SCOTT 8/22/2019 119 421130.6710 EQUIPMENT REPLACEMENT COMMUNICATION EQUIPMENT 1,198.00 SONY A7 CAMERA AND PARTS 500819 SCOTT 8/23/2019 120 421130.6710 EQUIPMENT REPLACEMENT COMMUNICATION EQUIPMENT Supplier 131597 B & H PHOTO-VIDEO.COM - PCARD 399.00 CAMERA SLIDER 500820 SCOTT 8/5/2019 118 1130.6410 VIDEO PRODUCTION SUPPLIES COMMUNICATIONS Supplier 130422 PAYPAL - PCARD 37.31 CITY MANAGER AND MAYOR MEETING 502611 SCOTT 8/7/2019 2 1120.6106 MEETING EXPENSE ADMINISTRATION Supplier 130368 EDINA GRILL - PCARD 13.98 500836 SUSAN 7/24/2019 15 5110.6406 GENERAL SUPPLIES ART CENTER ADMINISTRATION Supplier 10/3/2019CITY OF EDINA 9:40:26R55CKR2LOGIS101 19Page -Council Check Register by GL Council Check Register by Invoice & Summary 9/9/20199/9/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 20190909 9/9/2019 129962 US BANK - CREDIT CARD Continued... 131250 LUNDS - PCARD 3.59 500837 SUSAN 7/24/2019 16 5111.6406 GENERAL SUPPLIES ART CENTER BLDG/MAINT Supplier 130421 THE HOME DEPOT - PCARD 112.08 500845 SUSAN 7/26/2019 17 5111.6406 GENERAL SUPPLIES ART CENTER BLDG/MAINT Supplier 137190 THE WEBSTAURANT STORE - PCARD 49.83 501767 SUSAN 7/29/2019 18 5110.6406 GENERAL SUPPLIES ART CENTER ADMINISTRATION Supplier 130760 COSTCO.COM - PCARD 35.79 501768 SUSAN 7/30/2019 19 5110.6406 GENERAL SUPPLIES ART CENTER ADMINISTRATION 36.15 500841 SUSAN 8/12/2019 23 5110.6406 GENERAL SUPPLIES ART CENTER ADMINISTRATION 15.33 500842 SUSAN 8/12/2019 24 5110.6406 GENERAL SUPPLIES ART CENTER ADMINISTRATION Supplier 130692 CUB FOODS - PCARD 100.00 ABANDONED APPLIANCES 501327 SUSAN 8/13/2019 255 1280.6271 HAZ. WASTE DISPOSAL SUPERVISION & OVERHEAD Supplier 136940 S HENN REC DROP OFF CTZN - PCARD 177.61 500843 SUSAN 8/14/2019 25 5111.6532 PAINT ART CENTER BLDG/MAINT 57.43 500838 SUSAN 8/2/2019 20 5111.6532 PAINT ART CENTER BLDG/MAINT Supplier 132714 SHERWIN WILLIAMS - PCARD 26.91 500844 SUSAN 8/20/2019 26 5110.6406 GENERAL SUPPLIES ART CENTER ADMINISTRATION Supplier 130692 CUB FOODS - PCARD 11.98 500839 SUSAN 8/5/2019 21 5110.6406 GENERAL SUPPLIES ART CENTER ADMINISTRATION Supplier 139342 HY VEE - PCARD 27.95 500840 SUSAN 8/8/2019 22 5110.6406 GENERAL SUPPLIES ART CENTER ADMINISTRATION Supplier 130753 DAIRY QUEEN - PCARD 220.00 ROLLER GARDEN 500617 TIFFANY 7/25/2019 74 1624.6406 GENERAL SUPPLIES PLAYGROUND & THEATER Supplier 141121 ROLLER GARDEN - PCARD 287.42 FAM JAM SUPPLIES 500618 TIFFANY 7/31/2019 75 1624.6406 GENERAL SUPPLIES PLAYGROUND & THEATER 10/3/2019CITY OF EDINA 9:40:26R55CKR2LOGIS101 20Page -Council Check Register by GL Council Check Register by Invoice & Summary 9/9/20199/9/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 20190909 9/9/2019 129962 US BANK - CREDIT CARD Continued... 139.86 FAM JAM SUPPLIES 500619 TIFFANY 7/31/2019 76 1624.6406 GENERAL SUPPLIES PLAYGROUND & THEATER Supplier 130760 COSTCO.COM - PCARD 55.85 FAM JAM SUPPLIES 500620 TIFFANY 8/1/2019 77 1624.6406 GENERAL SUPPLIES PLAYGROUND & THEATER Supplier 130389 MICHAELS - PCARD 119.00 AMAZON MEMBERSHIP- WILL REFUND 500627 TIFFANY 8/24/2019 78 1621.6406 GENERAL SUPPLIES ATHLETIC ACTIVITIES Supplier 134881 AMAZONRPIME MEMBERSHIP - PCARD 529.77 GENERAL SUPPLIES 501306 TOM 7/30/2019 63 5761.6406 GENERAL SUPPLIES CENTENNIAL LAKES OPERATING 119.82 LAWN BAGS 501310 TOM 8/13/2019 69 5761.6511 CLEANING SUPPLIES CENTENNIAL LAKES OPERATING 31.92 SKIMMER NET 501311 TOM 8/14/2019 70 5761.6511 CLEANING SUPPLIES CENTENNIAL LAKES OPERATING Supplier 130421 THE HOME DEPOT - PCARD 29.00 SCHEDULING APP 501287 TOM 8/17/2019 71 5760.6105 DUES & SUBSCRIPTIONS CENTENNIAL LAKES ADMIN EXPENSE Supplier 135907 WHENIWORK.COM - PCARD 19.97-RETURN CREDIT 501289 TOM 8/20/2019 72 5761.6406 GENERAL SUPPLIES CENTENNIAL LAKES OPERATING 31.92-RETURN CREDIT 501290 TOM 8/20/2019 73 5761.6406 GENERAL SUPPLIES CENTENNIAL LAKES OPERATING Supplier 130421 THE HOME DEPOT - PCARD 19.31 MOVIE 501288 TOM 8/5/2019 64 5760.6406 GENERAL SUPPLIES CENTENNIAL LAKES ADMIN EXPENSE Supplier 134733 AMAZON.COM - PCARD 45.98 AMBULANCE SUPPLIES 500586 TOM 8/6/2019 169 1470.6510 FIRST AID SUPPLIES FIRE DEPT. GENERAL Supplier 130750 WALGREENS - PCARD 136.66 GENERAL SUPPLIES 501307 TOM 8/6/2019 65 5761.6406 GENERAL SUPPLIES CENTENNIAL LAKES OPERATING Supplier 130404 MENARDS - PCARD 36.25 SAFETY CAMP SUNBLOCK/BUG SPR 500587 TOM 8/7/2019 170 1630.6406 GENERAL SUPPLIES PARTNERSHIP PROGRAMS Supplier 130750 WALGREENS - PCARD 546.47 GENERAL SUPPLIES 501308 TOM 8/7/2019 66 5761.6406 GENERAL SUPPLIES CENTENNIAL LAKES OPERATING Supplier 130421 THE HOME DEPOT - PCARD 37.62 GENERAL SUPPLIES 501644 TOM 8/8/2019 67 5761.6406 GENERAL SUPPLIES CENTENNIAL LAKES OPERATING Supplier 130358 AMAZON MARKETPLACE - PCARD 224.81 GENERAL SUPPLIES 501309 TOM 8/9/2019 68 5761.6406 GENERAL SUPPLIES CENTENNIAL LAKES OPERATING Supplier 10/3/2019CITY OF EDINA 9:40:26R55CKR2LOGIS101 21Page -Council Check Register by GL Council Check Register by Invoice & Summary 9/9/20199/9/2019 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 20190909 9/9/2019 129962 US BANK - CREDIT CARD Continued... 130421 THE HOME DEPOT - PCARD 50,675.25 50,675.25 Grand Total Payment Instrument Totals Checks EFT Payments 50,675.25 Total Payments 50,675.25 Date: October 15, 2019 Agenda Item #: VI.C. To:Mayor and City Council Item Type: Report / Recommendation From:Tim Barnes, City Facilities Manager Item Activity: Subject:Approve Small Wireless Facility Collocation Agreement with Verizon Action CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: Approve Small Wireless Facility Collocation Agreement with Verizon. INTRODUCTION: The City entered into an agreement with Verizon on October 6, 2016, to allow Verizon to place small cell sites within the City of Edina right-of-way (ROW). Verizon placed seven such small cell sites within the ROW mainly in the Southdale area. In 2018, the City had to amend the ordinance governing the ROW and small cell sites because of State Statutes. Please see staff report for more details. ATTACHMENTS: Description Staff Report: Small Wireless Facility Collocation Agreement with Verizon Small Wireless Facility Collocation Agreement with Verizon October 15, 2019 Mayor and City Council Tim Barnes, City Facility Manager Approve Small Wireless Facility Collocation Agreement with Verizon Information / Background: The City entered into an agreement with Verizon on October 6, 2016 called the Small Cell master license agreement. This License is governed under Chapter 24 of the City Code. Under this agreement in 2017 Verizon placed seven small cell sites around the City focusing mainly in the Southdale area. These sites were the beginning of the build out for the 5G network roll out and to enhance the Verizon coverage for the Super Bowl in February 2018. In January 2018, the state legislature enacted MN Statutes 237.162 and 237.163 regulating the use of the public ROW. The City enacted the Small Wireless Facility Collocation Agreement under Chapter 24 to reflect the changes that were affected by the new laws. City staff and attorney Campbell Knutson evaluated the new laws and enacted changes to the original master license agreement and drafted a Small Cell Wireless Facility Agreement to comply. We have since approved agreements with Zayo (September 2018), Mobilitie (September 2019), and AT&T (June 2019). This agreement with Verizon will now bring the existing and all future Verizon small cell sites under the same set of rules and compliances as with the other carriers within the City’s ROW. Staff recommends approval of this agreement. 1 CITY OF EDINA SMALL WIRELESS FACILITY COLLOCATION AGREEMENT This Small Wireless Facility Collocation Agreement (the "Agreement") made this _______day of _______, 20_______, between the CITY OF EDINA, MINNESOTA, with its principal offices located at 4801 W 50th Street, Edina, Minnesota 55424 (“CITY”) and Verizon Wireless (VAW) LLC d/b/a Verizon Wireless with its principal offices located at One Verizon Way, Mail Stop 4AW100, Basking Ridge, New Jersey 07920 (telephone number 866-862- 4404), (“USER”). CITY and USER are at times collectively referred to hereinafter as the "Parties" or individually as a "Party”. WITNESSETH: WHEREAS, the Federal Communications Act of 1934, as amended, authorizes CITY to manage and control access to and use of Public Right-Of-Way within CITY limits; and WHEREAS, CITY has elected to manage its Right-Of-Way as authorized by Minnesota Statutes, Sections 237.162-.163 and CITY’S municipal code of ordinances (the “Code”); and WHEREAS, CITY is the owner of, or holds a leasehold or other possessory interest in, certain structures/facilities located within the Public Right-Of-Way (“ROW”) that are designed to support or determined by the City to be capable of supporting Small Wireless Facilities; and WHEREAS, USER desires to Collocate Small Wireless Facilities in and/or upon certain CITY Wireless Support Structures/Facilities located within the ROW and/or install, construct, and maintain New Wireless Support Structures in the ROW; and WHEREAS, CITY and USER desire to enter into this Agreement to define the terms, covenants, and conditions which govern their relationship with respect to particular sites at which USER may Collocate the Small Wireless Facilities as hereinafter set forth; and WHEREAS, CITY and USER acknowledge that they may enter into a supplement to this Agreement, in the form attached hereto as Exhibit “A” ("Supplement"), with respect to each particular location or site which CITY agrees to permit Collocation; and WHEREAS, this Agreement is not exclusive and City reserves the right to grant permission to other eligible and qualified entities to Collocate Small Wireless Facilities in City’s Right-Of-Way. NOW, THEREFORE, in consideration of the mutual covenants contained herein, the adequacy and sufficiency of which is hereby acknowledged, the Parties hereto, for themselves, their successors and assigns, do hereby covenant and agree as follows: 2 I. DEFINITIONS. For purposes of this Agreement, the following terms, phrases, words, and their derivations, shall have the meaning given below, unless more specifically defined within a specific Article or Paragraph of this Agreement. When not inconsistent with the context, words used in the present tense include the future and past tense, and words in the singular number include the plural number. The words “shall” and “will” are mandatory and “may” is permissive. Words not defined shall be given their common and ordinary meaning. “Applicable Standards”: all applicable engineering and safety standards governing the installation, maintenance, and operation of facilities and the performance of all work in or around CITY’S Wireless Support Structures and CITY’S Facilities, as required by this Agreement, including, but not limited to, the most current versions of the National Electric Safety Code (“NESC”), the National Electrical Code (“NEC”), and the regulations of the Occupational Safety and Health Administration (“OSHA”), each of which is incorporated by reference in this Agreement, and/or other reasonable safety and engineering requirements of CITY or other federal, state, or local authority with jurisdiction over CITY Facilities. “CITY’S Facilities”: all personal property and real property owned or controlled by CITY, including Wireless Support Structures and related facilities used in connection therewith. "Collocate" or "Collocation": to install, mount, maintain, modify, operate, or replace a Small Wireless Facility on, under, within, or adjacent to an existing Wireless Support Structure that is owned privately or by a local government unit. Notwithstanding the foregoing, for purposes of this Agreement, Collocate or Collocation does not pertain to use of a Small Wireless Facility on any Wireless Support Structure owned by USER or any third party. “Communications Facilities”: wireline or Wireless Facilities, including but not limited to, strands of dark fiber, copper, and/or coaxial cables, wireless antennas, receivers or transceivers, including any and all associated equipment, utilized to provide Communications Service. “Communications Service”: the transmission or receipt of voice, video, data, or other forms of digital or analog signals over USER’S Facilities, to be used by USER to service USER’S customers. “Make-Ready Work”: all work that CITY reasonably determines to be required to accommodate USER’S Facilities and/or to comply with Applicable Standards, which Make- Ready Work shall be performed by the CITY or CITY contractor unless CITY authorizes USER to perform the Make-Ready Work and shall be done at the sole cost and expense of USER. Such work includes but is not limited to, the rearrangement and/or transfer of CITY’S Facilities or existing attachments, inspections, engineering work, permitting work, tree trimming (other than tree trimming performed for normal maintenance purposes), Wireless Support Structure replacement and construction, clearing, but does not include USER’S routine maintenance. 3 "Management Costs" the actual costs the CITY incurs in managing its Public Rights- Of-Way, and includes such costs, if incurred, as those associated with registering applicants; issuing, processing, and verifying Right-Of-Way or Small Wireless Facility Permit applications; inspecting job sites and restoration projects; maintaining, supporting, protecting, or moving user equipment during Public Right-Of-Way work; determining the adequacy of Right-Of-Way restoration; restoring work inadequately performed after providing notice and the opportunity to correct the work; and revoking Right-Of-Way or Small Wireless Facility Permits. (b) Management Costs do not include: (1) payment by a telecommunications right-of-way user for the use of the Public Right- Of-Way; (2) unreasonable fees of a third-party contractor used by a local government unit as part of managing its Public Rights-Of-Way, including but not limited to any third-party contractor fee tied to or based upon customer counts, access lines, revenue generated by the telecommunications right-of-way user, or revenue generated for a local government unit; or (3) the fees and cost of litigation relating to the interpretation of Minnesota Statutes Sections 237.162-.163 or any ordinance enacted under those Sections, or the CITY’S fees and costs related to appeals taken pursuant to Minnesota Statutes Section 237.163, Subdivision 5. "Micro Wireless Facility": a Small Wireless Facility that is no larger than 24 inches long, 15 inches wide, and 12 inches high, and whose exterior antenna, if any, is no longer than 11 inches. “Plans”: the Construction Plans and Specifications prepared by USER and approved by CITY for the collocation, construction, installation, maintenance and operations of a Wireless Support Structure, and Premises by USER pursuant to the terms of this Agreement which shall, when applicable, comply with the CITY’S specifications. “Permit”: a permit to collocate, install, or construct a Small Wireless Facility and/or Wireless Support Structure in the Public Right-of-Way. “Post-Construction Inspection”: the inspection by CITY and/or USER or some combination of both to verify that the Small Wireless Facility and/or Wireless Support Structure have been installed and constructed by USER, or its agents, in accordance with this Agreement, Applicable Standards, Plans, and the Permit. “Pre-Construction Survey”: all work or operations required by this Agreement, Applicable Standards and CITY to determine the Make-Ready Work necessary to accommodate USER’S Small Wireless Facilities on a Wireless Support Structure. Such work includes but is not limited to, field inspection and administrative processing. “Public Right-Of-Way” or “Right-Of-Way” or “ROW”: the area on, below, or above a public roadway, highway, street, cartway, bicycle lane, and public sidewalk in which the local 4 government unit has an interest, including other dedicated Rights-Of-Way for travel purposes and utility easements of local government units. A Public Right-Of-Way does not include the airwaves above a Public Right-Of-Way with regard to cellular or other nonwire telecommunications or broadcast service. "Small Wireless Facility": (1) a Wireless Facility that meets both of the following qualifications: (i) each antenna is located inside an enclosure of no more than six cubic feet in volume or, in the case of an antenna that has exposed elements, the antenna and all its exposed elements could fit within an enclosure of no more than six cubic feet; and (ii) all other wireless equipment associated with the Small Wireless Facility, excluding electric meters, concealment elements, telecommunications demarcation boxes, battery backup power systems, grounding equipment, power transfer switches, cutoff switches, cable, conduit, vertical cable runs for the connection of power and other services, and any equipment concealed from public view within or behind an existing structure or concealment, is in aggregate no more than 28 cubic feet in volume; or (2) a micro wireless facility. “Supplement”: the Supplement Agreement to be executed by CITY and USER pursuant to the terms of this Agreement which shall be in the form attached hereto as Exhibit “A”. "Utility pole": a pole that is in whole or in part to facilitate telecommunications or electric service. "Wireless Facility": (1) equipment at a fixed location that enables the provision of Wireless Services between user equipment and a Wireless Service network, including: (i) equipment associated with Wireless Service; (ii) a radio transceiver, antenna, coaxial or fiber-optic cable, regular and backup power supplies, and comparable equipment, regardless of technological configuration; and (iii) a Small Wireless Facility. (2) "Wireless Facility" does not include: 5 (i) Wireless Support Structures; (ii) Wireline Backhaul Facilities; or (iii) coaxial or fiber-optic cables (i) between Utility Poles or Wireless Support Structures, or (ii) that are not otherwise immediately adjacent to or directly associated with a specific antenna. "Wireless Service": means any service using licensed or unlicensed wireless spectrum, including the use of Wi-Fi, whether at a fixed location or by means of a mobile device, that is provided using Wireless Facilities. Wireless Service does not include services regulated under Title VI of the Communications Act of 1934, as amended, including a cable service under United States Code, title 47, section 522, clause (6). "Wireless Support Structure": a new or existing structure in a Public Right-Of-Way designed to support or capable of supporting Small Wireless Facilities, as reasonably determined by a local government unit. i. "Wireline Backhaul Facility": a facility used to transport communications data by wire from a Wireless Facility to a communications network. II. USER’S USE OF PREMISES. a. Permitted Uses. Subject to the terms, covenants, and conditions of this Agreement, USER’S Small Wireless Facility may be used solely for the following purposes: (i) the transmission and reception of wireless communication signals, including, but not limited to, wireless and internet services and uses incidental thereto (“USER’S Wireless Services”); and (ii) for the purpose of installing, repairing, maintaining, removing and operating USER’S Small Wireless Facility in accordance with this Agreement and in accordance with the transmission and reception of wireless communications signals authorized for use by USER by the Federal Communications Commission (“FCC”) (“Permitted Uses”). The use of CITY’S Wireless Support Structures and ROW by USER is nonexclusive, and CITY reserves the right to all CITY’S Wireless Support Structures and ROW to be used by others, provided they do not interfere with USER’S use of USER’S Small Wireless Facility. USER shall Collocate and use each Premises (as hereinafter defined) only in accordance with the terms, covenants, and conditions of this Agreement, good engineering practices and in compliance with all applicable Federal Communications Commission (“FCC”), and other federal, state, and local ordinances, statutes, laws, and regulations. Notwithstanding the foregoing, the scope of this Agreement does not include applications for Small Wireless Facilities made by USER for use of third- party Wireless Support Structures. b. Before USER shall Collocate any Small Wireless Facility on CITY'S Wireless Support Structures or install a new Wireless Support Structure, as shall be more fully described in each Supplement to be executed by the Parties, and shall hereinafter be referred to as the "Premises". USER shall submit an application for a Small Wireless Facility Permit (the 6 “Application”) along with a proposed draft Supplement for each proposed Premises, and shall comply with all the terms, covenants, and conditions of this Agreement. c. The CITY Council shall approve this Agreement. Following said approval of this Agreement, each individual Supplement may be approved by the Director of Public Works or his/her designee. d. USER shall have the non-exclusive right, at its sole cost and expense, to use each Premises, as identified in each individual Supplement, for the purpose of Collocating Small Wireless Facilities on CITY'S Wireless Support Structure(s) or constructing and installing new Wireless Support Structure(s) and uses incidental thereto, in a manner consistent with this Agreement. e. Regarding USER'S Application: If, in the judgment of CITY, USER'S proposed use of CITY’S Wireless Support Structure or ROW is inconsistent with the CITY’S use thereof and does not comply with the terms, covenants, or conditions of this Agreement, or any of CITY’S ordinances, rules, or regulations, CITY in its sole discretion shall have the right to deny the Application of USER. CITY shall within ninety (90) days after receipt of a fully completed and executed Application by USER, notify USER in writing whether the Application is approved or denied, unless the ninety (90) day period has been tolled as provided by state law. If CITY does not notify USER within ninety (90) days from the date that the Application was submitted, the Application shall be deemed approved, unless the ninety (90) day period has been tolled as provided by state law. f. With each Application, USER shall furnish CITY detailed Construction Plans and Specifications for each individual Premises (“Plans”), together with necessary maps, indicating specifically the Wireless Support Structures and ROW of CITY USER proposes to be used for USER’S Small Wireless Facility, the number and character of the Small Wireless Facilities to be placed on such structures, equipment necessary for USER'S use, replacements of existing Wireless Support Structures (“Replacement Wireless Support Structures”), any additional Wireless Support Structures which may be required (“New Wireless Support Structures”), and any new installations for utility transmission conduit, pull boxes, and appurtenances (the "Work"). Upon execution of a Supplement by CITY for each Premises, USER shall have the right to use the Premises for USER’S Small Wireless Facility and may proceed with the Work in accordance with the terms of the Application, Plans, Supplement, and this Agreement. USER and its contractors and employees shall perform all Work at its own expense and in such manner as to not interfere with CITY's use of the Property or the Premises. g. Any expenses necessary to make the Premises ready for USER’S construction of its improvements (“Make-Ready Work”) shall be the responsibility of USER. USER must obtain and submit to CITY a structural engineering study carried out by a qualified structural engineer showing the Wireless Support Structure and foundation is able to support the proposed Small Wireless Facility. CITY makes no warranties or representations, express or implied, including warranties of merchantability or fitness for a particular use, except those expressly set forth in this Agreement. 7 h. All Wireless Support Structures used by USER under this Agreement, including any Replacement Wireless Support Structure or New Wireless Support Structure installed by USER, shall remain and/or become the property of CITY, and any cost and/or expense incurred by the USER for changes to existing Wireless Support Structures, conduits, conductor pull boxes, facilities, and appurtenances, or related equipment, or installation of any Replacement Wireless Support Structures, or New Wireless Support Structures, conduits, conductor pull boxes, facilities, or appurtenances, or related equipment under this Agreement shall not entitle USER to ownership of any of said Wireless Support Structures, conduits, conductor pull boxes, facilities, appurtenances, or related equipment. Upon the completion of the installation of a Replacement Wireless Support Structure or New Wireless Support Structure and the accompanying Post-Construction Inspection, the City shall retain ownership of such structures. No further documentation evidencing City ownership shall be necessary. i. CITY may deny an application for use of any of CITY'S Wireless Support Structures, conduits, conductor pull boxes, appurtenances, ROW and/or real property by USER if CITY determines that denial is necessary to protect the health, safety and welfare or when necessary to protect the public right-of-way and its current use. III. PREMISES. Pursuant to all of the terms, covenants, and conditions of this Agreement, and the applicable Application and Supplement executed by CITY, CITY may approve USER'S application for a particular Premises described in the Supplement, for the collocation, installation, operation and maintenance of Small Wireless Facilities; together with the non-exclusive right of ingress and egress over the applicable ROW, seven (7) days a week, twenty-four (24) hours a day to and from the Premises. The entirety of CITY'S ROW and property is referred to herein as the "Property". The primary use and purpose of the Property, inclusive of the Premises, is to provide for traffic control, street lighting and the health, safety, and welfare of the citizens of CITY and the general public ("Primary Use"). CITY'S operations and use of the Property take priority over USER'S operations. USER agrees that the following priorities of use, in descending order, shall apply in the event of interference with CITY’S property for emergency public safety needs, Premises repair or reconditioning, or other conflict while this Agreement is in effect, and USER'S use shall be subordinate accordingly: (1) CITY’S use; (2) Public safety agencies, including law enforcement, fire, and ambulance services that are not related to CITY; (3) Other governmental agencies where use is not related to public safety; (4) Pre-existing licensees or permittees of CITY (if any); 8 (5) USER’S Permitted Use. In the event there poses an immediate threat of substantial harm or damage to the health, safety, and welfare of the public and/or the Property/Premises, as reasonably determined by CITY ("Public Threat"), the CITY may take any and all actions the CITY determines are required to address such Public Threat. CITY will make all reasonable attempts to provide as much advanced notice as is reasonably possible under the circumstances by calling USER’s Network Monitoring Center (“NMC”) emergency number (800) 264-6620; provided, however, that in the event City must take immediate action to eliminate a Public Threat such notice can occur promptly after such actions that affect the Premises are taken, but in no event later than twenty-four (24) hours after such actions, CITY gives written and telephone notice to USER of CITY'S emergency actions. If CITY determines that the conditions of a Public Threat would be benefited by cessation of USER'S operations of the applicable USER’S equipment, USER shall, within twenty-four (24) hours of receiving telephone notice from CITY to USER’s NMC emergency number (800) 264-6620, immediately cease its operations on the Premises upon notice from CITY to do so. Thereafter, USER may only commence operations when the Public Threat is eliminated. In the event such Public Threat cannot be eliminated within thirty (30) days after CITY provides notice of such issue, USER may terminate the applicable Supplement upon notice to CITY. In the event there are not sufficient electric, telephone, cable, or fiber utility sources located at the Premises or on the Property, USER may request approval from the CITY, by submitting to CITY a written plan for installation, to install such utilities on, over, and/or under the Property and to the Premises as necessary for USER to operate its Approved Use (“Utility Plan”). All electric, telephone, cable, fiber, or other utility necessary for operation of USER’S Small Wireless Facility, hereinafter referred to jointly as “Utilities” shall be installed underground by use of directional boring or within the applicable Wireless Support Structure. CITY shall, in its sole discretion, notify USER that it approves, denies, or modifies the plan within ninety (90) days of receipt of the Utility Plan, and in the case of any denial or modification of the Utility Plan, CITY shall state the reasons therefor. USER must, at the time of Application, obtain and submit to CITY a structural engineering study carried out by a qualified structural engineer, showing that the Wireless Support Structure(s) is (are) able to support USER’S Small Wireless Facility (“Structural Study”). Said study must be signed by an engineer licensed in Minnesota per Minnesota Rule 1800.4200 and Minnesota Statutes Chapter 326. If the Structural Study finds that any proposed structure is inadequate to support the proposed loads of USER’S equipment, USER shall not install the Small Wireless Facility and the Application shall be denied. 9 IV. INSTALLATION OF EQUIPMENT. a. Construction Plans For the initial installation of all USER’S Small Wireless Facility and for any and all subsequent revisions and/or modifications thereof, or additions thereto, at the time of Application for each individual Supplement, USER shall provide CITY with two (2) sets of construction plans ("Construction Plans") consisting of the following: Drawings showing the location and materials of all planned installations of USER’S equipment and an Engineer's Estimate of all materials and construction methods; Specifications and pictures of the applicable USER’s equipment; A complete and detailed inventory of all USER’s antennas, cables, and other personal property of USER’S Small Wireless Facility to be installed on the Premises. CITY retains the right to survey the installed Small Wireless Facility. All Plans shall be easily readable and subject to prior written approval by CITY, prior to installation of the applicable USER’S Small Wireless Facility, which approval shall not be withheld, conditioned or delayed without cause. CITY shall have ninety (90) days to review and comment on the Plans, unless the ninety (90) day period is tolled as provided by state law. Should the Plans need to be revised based on the comments provided by CITY and/or the CITY’S structural engineer, no construction of the applicable USER’S Small Wireless Facility shall commence until final approval has been granted by CITY. The Plans shall have affixed to them the signature of USER'S engineer who shall be licensed in the State of Minnesota pursuant to Minnesota Rule 1800.4200 and Minnesota Statutes Chapter 326. b. Construction Scheduling At least ten (10) business days prior to USER'S construction mobilization for installation of USER’S Small Wireless Facility for the applicable Premises, USER shall conduct a meeting with CITY and all the applicable contractors at the Premises or other location as agreed upon and at a minimum the meeting shall be attended by a representative of CITY and USER’S contractors and all of the parties involved in the installation of USER’S Small Wireless Facility. c. Construction Inspection All construction activity shall be subject to inspection and approval by CITY. Inspection may be performed at any time during the course of the construction activity reasonably determined by CITY, at USER'S expense. Construction work performed without approval of CITY will not be accepted and shall be removed or uninstalled at USER'S sole expense. USER shall be solely responsible for all costs associated with said inspection and approval of the installation of USER’S Small Wireless Facility by CITY and/or its engineers. 10 d. USER’S Exposed Small Wireless Facility All of USER’S Small Wireless Facility that is to be affixed to a Wireless Support Structure which has exterior exposure shall be as close to the color of the Wireless Support Structure as is commercially available to the USER. For exposed cables, wires or appurtenances, CITY reserves the right to require USER to provide cables, wires or appurtenances in manufactured colors which are commercially available, in lieu of painting. e. Damage by USER Any damage to the Property, the Premises, or equipment thereon, or other infrastructure caused by USER in any manner shall be repaired or replaced at USER's sole cost and expense and to CITY'S satisfaction within thirty (30) days of written notice by CITY to USER setting forth the required repairs. If USER does not repair the applicable Premises or Property to a safe condition in accordance with applicable laws, and this Agreement, the City shall have the option to perform or cause to be performed such reasonable and necessary work and to charge USER for the reasonable and necessary cost incurred by the CITY including, but not limited to, the CITY’S standard rates for its employees whom assisted in the repair of the applicable Premises or Property. f. As-Built Drawings Within thirty (30) days after USER activates the USER’S Small Wireless Facility, USER shall provide CITY with an “As-Built” drawing in electronic file format compatible with CITY'S record file system consisting of As-Built drawings of the Small Wireless Facility installed at the applicable Premises or Property, which shall show the actual location of all USER’S Small Wireless Facility equipment. Said drawings shall be accompanied by a complete and detailed site survey of the Property and an inventory of all USER’S Small Wireless Facility equipment. g. Permits for Installation USER is required to obtain from CITY, or any other applicable governing agency, any and all permits required for a complete installation of USER’S Small Wireless Facility or any utilities necessary for the operation of USER’S Small Wireless Facility, at USER’S sole cost and expense. Said permits shall include, but not be limited to: ROW Permits Obstruction/Excavation, Small Wireless Facility, Meter Hooding, Storm Water, etc. permits (“Permits”). Applicable fees shall be assessed in accordance with Minnesota Statutes 237.163 and FCC regulations. Fees for any Permit shall be borne by USER and USER shall be bound by the requirements of said Permits. h. New Wireless Support Structures If CITY permits USER to install a New Wireless Support Structure in the ROW, such Wireless Support Structure shall not exceed fifty (50) feet above ground level, where applicable, subject to local zoning regulations, and shall be separated from other Wireless Support Structures by a minimum of 150 feet. If CITY permits USER to install a New Wireless Support Structure 11 that replaces an existing Wireless Support Structure that is higher than fifty (50) feet above ground level, the Replacement Wireless Support Structure may be placed at the height of the existing Wireless Support Structure but no higher. i. Alteration or Modifications USER may not add, change, modify or alter any of USER’S Small Wireless Facilities from that set forth and/or shown on the applicable Plan or as then currently constructed, without the prior written approval of the CITY, which approval shall not be unreasonably withheld, conditioned or delayed; provided, however, USER may repair and maintain the USER’S equipment and may replace USER’S existing equipment with equipment that is substantially similar in appearance, without CITY’S approval, provided the replacement equipment meets all of the conditions of this Agreement including all applicable Ordinances of CITY. USER agrees to reimburse CITY for all reasonable costs incurred by the CITY in connection with any alteration, modification, or addition to USER’S Small Wireless Facility pursuant to this paragraph, including but not limited to plan review, structural review, site meetings, inspection time, and as-built updating because of USER’S changes, and attorney’s fees for drafting and/or reviewing documents. All such reasonable costs that may be reimbursed to CITY shall be assessed and governed in accordance with FCC guidelines. V. MAINTENANCE AND REPAIR OF WIRELESS SUPPORT STRUCTURES, PROPERTY, AND PERMITTEE’S COMMUNICATION FACILITIES. a. Wireless Support Structures and Property CITY reserves the right to take any and all action CITY deems necessary, in its sole discretion, to repair, maintain, alter, or improve CITY’S Wireless Support Structures, Premises, and Property. b. Structure Reconditioning and Repair (1) From time to time, CITY paints, reconditions, or otherwise improves or repairs the Wireless Support Structures, Premises and Property or improvements thereon ("Reconditioning Work"). USER shall cooperate with CITY to allow CITY to carry out Reconditioning Work in a manner that minimizes interference with CITY’S Reconditioning Work. (2) Except in cases of emergency, prior to commencing Reconditioning Work, CITY shall provide USER with not less than sixty (60) days prior written notice of the Reconditioning Work CITY intends to perform. Upon receiving such notice, it shall be the sole responsibility of USER to take adequate measures to cover or otherwise protect the applicable USER’S Small Wireless Facility from the consequences of such activities, including but not limited to paint, splatter and/or debris fallout. CITY reserves the right to require USER to remove all USER’S Small Wireless Facility during CITY’S Reconditioning Work. 12 (3) During CITY'S Reconditioning Work, and with written approval of CITY in CITY’S sole discretion, USER may maintain a mobile site on the Premises or on any land owned or controlled by CITY in the immediate area of the Premises determined suitable by CITY. If the Premises will not accommodate mobile equipment, it shall be USER'S responsibility to locate auxiliary sites for USER’S Small Wireless Facility during the Reconditioning Work. (4) USER may request a modification of CITY'S procedures for carrying out Reconditioning Work in order to reduce the interference with USER'S approved use. If CITY agrees to the modification, USER shall be responsible for all incremental cost and expense related to the modification of CITY’S procedures for Reconditioning Work. (5) If CITY intends to replace a Wireless Support Structure (“Replacement Work”), CITY shall provide USER with at least sixty (60) days' written notice to remove its equipment. CITY shall also promptly notify USER when the Wireless Support Structure has been replaced and USER may re-install its equipment. During CITY’S Replacement Work, USER may maintain a temporary communications facility on the Property, or after approval by CITY, on any land owned or controlled by CITY in the vicinity of the Property. If the Property will not accommodate USER’S temporary communications facility or if the Parties cannot agree on a temporary location, the USER, at its sole option, shall have the right to terminate the applicable Supplement upon thirty (30) days written notice to CITY. (6) If CITY intends to repair a Wireless Support Structure due to storm or other damage (“Repair Work”), CITY shall notify USER to remove its equipment as soon as possible. In the event of an emergency, CITY shall contact USER by telephone prior to removing USER’S equipment. Once the Wireless Support Structure has been replaced or repaired, CITY will promptly notify USER it can reinstall its equipment. During CITY’S Repair Work, USER may maintain a temporary communications facility on the Property, or after approval by CITY, on any land owned or controlled by CITY in the vicinity of the Property. If the Property will not accommodate USER’S temporary communications facility, or if the Parties cannot agree on a temporary location, or if the Wireless Support Structure(s) cannot be repaired or replaced within thirty (30) days, USER, at its sole discretion, shall have the right to terminate the applicable Supplement upon thirty (30) days’ written notice to CITY. However, at USER’S sole option, within thirty (30) days after the casualty damage, CITY must provide USER with a replacement Supplement to lease space at a new location upon which the Parties mutually agree. The monthly rental payable under the new replacement Supplement will not be greater than the monthly rental payable under the terminated Supplement. (7) If USER’S installation requires a new Wireless Support Structure to be constructed or an existing Wireless Support Structure to be replaced by USER (the “Replacement Wireless Support Structure”) then, any such Replacement Wireless Support Structure, shall be deemed to be a fixture on the Property and the Replacement Wireless Support Structure shall be and remain the property of CITY, without further consideration to or from CITY. Upon completion of USER’S installation, CITY shall be responsible for any and all costs relating to the operation, maintenance, repair and disposal of the Replacement Wireless Support Structure, unless such costs are due to the improper or negligent installation by USER or contractor hired by USER. If the Replacement Wireless Support Structure replaces an existing 13 structure, then also as part of USER’S installation, USER shall remove, dispose, salvage and or discard the existing structure at USER’S sole discretion. c. Premises USER shall, at its own cost and expense, maintain the USER’S Small Wireless Facility in good and safe condition, and in compliance with applicable fire, health, building, and other life safety codes. USER shall obtain from CITY any and all Permits required for the purposes of maintaining the USER’s Small Wireless Facility and pay all applicable fees for any Permits required by the CITY. d. Notice of completion of Maintenance and Repair CITY shall provide notice to USER when the Reconditioning Work has been completed, after which USER may, at its own cost, remove any measures installed to cover or protect the equipment. Within ten (10) days of said notice, USER shall remove any mobile site placed on the Premises or any other land owned by CITY or any auxiliary site within the CITY. VI. CONDITION OF PREMISES. Where the Premises and/or Property includes one or more Wireless Support Structures, CITY will keep and maintain the Wireless Support Structures in good repair and condition as CITY deems necessary for their primary use and in the ordinary course of business of CITY. CITY makes no warranty or guarantee as to the condition of any Premises with regard to USER'S intended use of the same. VII. TERM, RENT, AND FEES. a. Term. (i) This Agreement shall remain in effect for five (5) years from the Agreement Effective Date (the “Initial Term”). This Agreement shall be renewed for three (3) additional terms of five (5) years each (each a “Renewal Term”), unless USER provides CITY notification of its intent not to renew this Agreement not less than one hundred eighty (180) days prior to the scheduled termination of the Initial Term or the current Renewal Term, as the case may be. The Initial Term and Renewal Terms are herein referred to as the “Agreement Term.” Notwithstanding anything herein, after the expiration of this Agreement, its terms and conditions shall survive and govern with respect to any remaining Supplements in effect until their expiration and termination. (ii) Each Supplement shall be effective as of the date of execution of the applicable Supplement by both Parties (the "Effective Date"). Consistent with Minnesota Statutes Sections 237.162-.163, the term of each Supplement shall be equal to the length of time that the Small Wireless 14 Facility is in use (the “Term”), unless the Supplement is terminated pursuant to this Agreement. b. Rent. Rental payments shall commence on the Effective Date of each Supplement and be due at a total annual rental of $175.00 (the “Annual Rental”), representing $150.00 per year for rent to occupy space on a Wireless Support Structure and $25.00 per year for maintenance associated with the space occupied on a Wireless Support Structure, or the maximum annual rental amount allowed by law. The Annual Rental for each Supplement shall be set forth in the Supplement and shall be paid in advance annually on each anniversary of the Effective Date to the payee designated by CITY in the Supplement, or to such other person, firm or place as CITY may, from time to time, designate in writing. Upon agreement of the Parties, USER may pay rent by electronic funds transfer. CITY hereby agrees to provide to USER the reasonable documentation required for USER to pay all rent payments due to CITY. c. Electrical. CITY shall, at all times during the Term of each Supplement, provide electrical service access within the Premises. As provided by Minnesota Statutes Sections 237.162-.163, CITY may charge a monthly fee for electricity used to operate the Small Wireless Facility, if not purchased directly from a utility, at the rate of: i. $73.00 per radio node less than or equal to 100 max watts; ii. $182.00 per radio node over 100 max watts; or iii. The actual costs of electricity, if the actual costs exceed the amount in item (i) or (ii). The amount of any such monthly fee shall be set forth in each Supplement. USER shall be permitted at any time during the Term of each Supplement, to install, maintain, and/or provide access to and use of, as necessary (during any power interruption at the Premises), a temporary power source and a temporary installation of any other services and equipment required to keep USER’S Communications Facility operational, along with all related equipment and appurtenances within the Premises, or elsewhere on the Property in such locations as reasonably approved by CITY. USER shall have the right to install conduits connecting the temporary power source, and the temporary installation of any other services and equipment required to keep USER’S Communications Facility operational, and related appurtenances to the Premises. Alternatively, Lessee may purchase electricity directly from a utility provider. d. Engineering costs. The Parties acknowledge and agree that, pursuant to Minnesota Statutes, Sections 237.162-.163, CITY may charge the actual costs of the initial engineering and preparatory construction work associated with USER’S Collocation in the form of a onetime, nonrecurring, commercially reasonable, nondiscriminatory, and competitively neutral charge. USER shall pay such reasonable costs within sixty (60) days of receipt of an invoice that itemizes the costs. 15 VIII. USE; GOVERNMENTAL APPROVALS. USER shall use the Premises only for the Approved Use. It is understood and agreed that USER'S permission to use the Premises is contingent upon its obtaining and maintaining all of the certificates, permits and other approvals (collectively the "Governmental Approvals") that may be required by any Federal, State or other governmental authorities as well as a satisfactory structural analysis, and a radio frequency analysis as stated in this Agreement. In the event that (i) any application for such Governmental Approvals should be finally rejected; (ii) any Governmental Approval issued to USER is canceled, expires, lapses, or is otherwise withdrawn or terminated; (iii) USER determines that such Governmental Approvals may not be obtained in a timely manner; (iv) USER determines the Premises is no longer technically compatible for its use; or (v) USER, in its sole discretion, determines that the use of the Premises is obsolete or unnecessary, USER shall have the right to terminate the applicable Supplement. Notice of USER's exercise of its right to terminate shall be given to CITY in accordance with the notice provisions set forth herein and shall be effective upon the later of: (a) the receipt of such notice as set forth in the NOTICE section of this Agreement; (b) upon such later date as designated by USER; or (c) upon USER's removal of USER’S Small Wireless Facility as required under the terms and conditions of this Agreement. All rentals paid to said termination date shall be retained by CITY. Upon such termination, the applicable Supplement shall be of no further force or effect except to the extent of the representations, warranties and indemnities made by each Party to the other thereunder. Otherwise, the USER shall have no further obligations for the payment of rent to CITY for the terminated Supplement. IX. INDEMNIFICATION. To the fullest extent permitted by law, USER agrees to defend, indemnify and hold harmless CITY, and its employees, officials, and agents from and against all claims, actions, damages, losses and expenses, including reasonable attorney fees, arising out of USER’S negligence, misconduct, or USER’S failure to perform its obligations under this Agreement. USER’S indemnification obligation shall apply to USER’S contractors, subcontractors, or anyone directly or indirectly employed or hired by USER, or anyone for whose acts USER may be liable. CITY will provide USER with prompt, written notice of any written claim covered by this indemnification provision; provided that any failure of CITY to provide any such notice, or to provide it promptly, shall not relieve USER from its indemnification obligations in respect of such claim, except to the extent USER can establish actual prejudice and direct damages as a result thereof. CITY will cooperate with USER in connection with USER’S defense of such claim. USER shall not settle or compromise any such claim or consent to the entry of any judgment without the prior written consent of CITY and without an unconditional release of all claims by each claimant or plaintiff in favor of CITY. The indemnity obligation shall survive the completion or termination of this Agreement. X. INSURANCE. a. Waiver of Subrogation. The Parties hereby waive and release any and all rights of action for negligence against the other, its officers, directors, employees, and agents which may 16 hereafter arise on account of damage to the Wireless Support Structure, the Premise or Property resulting from any fire, or other casualty of the kind covered by standard fire insurance policies with extended coverage, regardless of whether or not, or in what amounts, such insurance is now or hereafter carried by the Parties, or either of them. These waivers and releases shall apply between the Parties and they shall also apply to any claims under or through either Party as a result of any asserted right of subrogation. All such policies of insurance obtained by either Party concerning the Premises or the Property shall waive the insurer’s right of subrogation against the other Party. b. General Liability. USER agrees that at its own cost and expense, it will maintain commercial general liability insurance with limits of $4,000,000 per occurrence for bodily injury (including death) and property damage and; $4,000,000 general aggregate including premises, operations, products-completed operations, personal injury and advertising injury, and contractual liability. User shall include the CITY as an additional insured as their interest may appear under this Agreement. c. Automobile Liability. USER shall maintain Commercial Automobile Liability Insurance, covering all owned, hired, and non-owned automobiles, with a combined single liability limit of $2,000,000 each accident for bodily injury and property damage. d. Workers’ Compensation. USER shall maintain worker's compensation insurance in compliance with the statutory requirements of the State of Minnesota and Employer's Liability Insurance with limits as follows: $1,000,000 for bodily injury by disease per employee; $1,000,000 for bodily injury by disease policy limit; and $1,000,000 for bodily injury by accident. e. Additional Insurance conditions. (i) USER shall deliver to CITY a certificate of insurance as evidence that the above coverages are in full force and effect including CITY as an additional insured as its interest may appear under this Agreement. The insurance policies shall be issued by a company (rated A minus: VII or better by Best Insurance Guide) licensed, authorized, or permitted to do business in the State of Minnesota. (ii) USER’S policies shall be primary insurance and non-contributory to any other valid and collectible insurance available to CITY with respect to any claim arising under this Agreement. The policies shall also insure the indemnification obligation(s) contained in this Agreement and any Supplement. (iii) Upon receipt of notice from its insurer(s) USER provide the City with thirty (30) days’ advanced written notice to CITY cancellation of any required coverage. 17 XI. LIMITATION OF LIABILITY. CITY shall not be liable to the USER, or any of its respective agents, representatives, or employees for any lost revenue, lost profits, loss of technology, rights or services, incidental, punitive, indirect, special or consequential damages, loss of data, or interruption or loss of use of service, even if advised of the possibility of such damages, whether under theory of contract, tort (including negligence), strict liability or otherwise. XII. ANNUAL TERMINATION. Notwithstanding anything to the contrary contained herein, provided USER is not in default hereunder beyond applicable notice and cure periods, USER shall have the right to terminate each Supplement upon the annual anniversary of the Commencement Date provided that USER gives the City three (3) months prior written notice. XIII. INTERFERENCE. a. USER shall obtain and provide CITY, at USER’S sole cost and expense, a radio frequency interference study (“RF Report”) carried out by an independent professional radio frequency engineer (“USER’S RF Engineer”) showing that the use of USER’S proposed “radio frequency,” as shown on any Application will not interfere with any existing, licensed communications facilities on the Premises, or CITY’S communications facilities (“CITY’S Communication System”). The USER’S RF Engineer shall provide the applicable RF Report to CITY on or before thirty (30) days of the applicable Application. b. As part of the Application package, USER shall provide a FCC compliance letter indicating that USER’s Small Wireless Facility complies with FCC standards for RF emissions. The letter shall also contain information regarding location of RF caution signage in relation to the Small Wireless Facility equipment. Upon request by CITY and in conjunction with the first Application made pursuant to this Agreement, USER shall provide CITY with a radiation study of USER'S proposed Communication Facility equipment, to be used in any of the USER'S Communication Facilities, showing that the operation of USER'S proposed Communication Facility equipment shall comply FCC guidelines ("Radiation Report"). CITY may have the Radiation Report reviewed by CITY'S radiation engineer ("Radiation Engineer") to determine if USER is not in compliance with FCC requirements. In the event USER'S proposed Communication Equipment will not comply with FCC requirements, USER shall not use said equipment in any of USER'S Communication Facilities. USER shall be responsible for all cost relating to the Radiation Report and the review of the Radiation Report by CITY'S Radiation Engineer. This study is only required for the first Application made pursuant to this Agreement. c. USER shall implement all measures at the transmission site required by FCC regulations, including but not limited to posting signs and markings. CITY shall cooperate with and permit USER to implement all reasonable measures in order for USER to fulfill FCC 18 obligations. CITY agrees that in the event any future party causes an applicable Premises to exceed FCC Radio Frequency radiation limits, as measured on the Premises, CITY shall hold such future party liable for all such later-arising non-compliance. d. USER agrees to install USER’S Small Wireless Facility in compliance with all terms and conditions of this Agreement and all FCC rules and regulations, and good engineering practices and according to the Plans, Application, applicable Supplement and this Agreement. USER further agrees that the USER’S use of the USER’S Small Wireless Facility will not cause radio frequency interference to CITY’S Communication Systems, provided such systems are lawfully installed and operated. In the event of interference with CITY’S Communications System, USER shall, within twenty-four (24) hours after USER’S receipt of notice of such interference from CITY, as provided in this Section eliminate the interference or cease using USER’S interfering equipment, except for short tests necessary for the elimination of the interference, until the interference is cured to the reasonable satisfaction of the CITY. If USER, in the event of interference with CITY’S Communication Systems, fails to correct the interference within twenty-four (24) hours or cease using the interfering equipment within said time, except for testing purposes, or demonstrate that USER’S Small Wireless Facility is not the cause of the interference, USER shall cease operation of its Small Wireless Facility or provide CITY with evidence the USER’S Small Wireless Facility is not the cause of the interference. It is further agreed that CITY does not guarantee to USER non-interference to the operation of USER’S Small Wireless Facility by CITY’S Communication Systems or other current users of the Premises or Property (if any). CITY will use its best efforts to notify other users of the Premises or Property of the interference among USER and other users of the Premises or Property. The Parties agree that such reasonable evidence of interference that is likely caused by USER’S use or operation of USER’S Small Wireless Facility warrants an emergency response and the Notice provision of this Agreement shall not apply. Rather, CITY shall provide USER reasonable evidence that the interference is likely caused by the USER’S use or operation of USER’S equipment verbally by telephone to USER’S NMC at (800) 264-6620. Upon CITY providing USER notice of reasonable evidence that any interference is likely caused by USER’S use or operation of USER’S equipment USER shall send a qualified technician or representative to the Premises within twenty-four (24) hours from the time that the notice of reasonable evidence is provided by CITY. The required twenty-four (24) hour emergency response time under these circumstances is applicable 24 hours a day, 7 days a week. The qualified technician or representative shall be capable of assessing the situation and eliciting the necessary response, including any repairs, alterations, or modifications to USER’S Small Wireless Facility. Prior to adding and/or modifying USER’S Small Wireless Facility or any frequencies on a Wireless Support Structure or the Premises, as permitted under this Agreement, USER agrees to notify the CITY of the modified frequencies so that CITY can determine whether or not the modified frequencies will cause radio interference to CITY’S Communication Systems, or other licensees and/or occupants on the applicable Wireless Support Structure or Premises. Upon 19 request of CITY, USER shall, at USER’S cost and expense, provide CITY with an interference study showing there is not any interference with CITY’S Communication Systems as a result of the modification of the frequencies. The CITY, in its sole discretion, shall retain the right provided herein to submit the interference study results to CITY’S RF Engineer for review. If the USER fails to perform an interference study requested by CITY and submit the results to the CITY, the CITY may have an interference study performed and the USER shall pay the CITY the cost of said interference study. XIV. REMOVAL AT END OF TERM. USER shall, prior to expiration of the applicable Term, or within ninety (90) days after any earlier termination of a Supplement, remove USER’S Small Wireless Facility, conduits, fixtures, and all personal property and restore the Premises to its original condition, reasonable wear and tear excepted at USER’s sole expense. CITY agrees and acknowledges that all of USER’S Small Wireless Facilities, equipment, conduits, fixtures, and personal property of USER shall remain the personal property of USER and USER shall have the right to remove the same at any time during the Term. All Wireless Support Structures, conduit, and pole boxes are and shall remain property of CITY. If USER fails to remove USER’S Small Wireless Facility, USER shall pay rent at the then-existing monthly rate until such time as the removal of the equipment, fixtures, and all personal property are completed. If USER fails to remove its facilities within the required time period, CITY reserves the right to remove the facilities and charge USER for the full cost of the removal and storage charges. Contemporaneously with the delivery to CITY of the first Application required by this Agreement USER shall at its cost and expense deliver to CITY an irrevocable letter of credit ("Letter of Credit") or cash in favor of CITY in the principal amount of Five Thousand and No/100 Dollars ($5,000.00) to secure USER'S obligation to remove USER’S Small Wireless Facilities according to the terms and conditions of this Agreement. In the event USER fails to remove USER’S Small Wireless Facilities and restore the Property, reasonable wear and tear and casualty damage excepted, CITY may do so and USER shall reimburse CITY for all costs incurred by CITY in removing the USER’S Small Wireless Facility and restoring the Property. CITY may draw upon the Letter of Credit in an amount that will reimburse CITY for its actual costs to remove any of USER’S Small Wireless Facilities and any amount remaining of the Letter of Credit after the removal of USER’S Small Wireless Facilities by CITY will be refunded to USER. If the Letter of Credit is insufficient to cover CITY's costs of removing any of USER’S Small Wireless Facilities, USER shall pay to CITY the deficiency within thirty (30) days of written notice of the amount of the deficiency. XV. NO REPRESENTATION OR WARRANTY - CONDITIONAL GRANT CITY makes no representation or warranty regarding the condition of its title to the Property or its right to grant to USER use or occupation thereof under this Agreement. The approval granted herein is "as is" and “where is.” USER is entering into this Agreement and USER'S use of the Property is subject to USER'S own investigation and acceptance. USER'S rights granted pursuant to this Agreement are subject and subordinate to all limitations, 20 restrictions, and encumbrances relating to CITY'S interest in the Property that may affect or limit CITY'S right to grant those rights to USER. XVI. ASSIGNMENT This Agreement and each Supplement under it may be sold, assigned or transferred by USER without any approval or consent of CITY to the USER'S principal, affiliates, subsidiaries of its principal or to any entity which acquires all or substantially all of USER'S assets in the market defined by the FCC in which the Property is located by reason of a merger, acquisition, or other business reorganization. No change of stock ownership, partnership interest, or control of USER shall constitute an assignment hereunder. Except as stated above, this Agreement and each Supplement may not be sold, assigned, or transferred without the express written consent of CITY. USER shall provide written notice of all sales, assignments, or transfers within 60 days thereof. In the event CITY approves any sale, assignment, or transfer, USER shall not be relieved of any of its obligations under this Agreement or any of the Supplements whose term has not expired or otherwise terminated at the time of such sale, assignment, or transfer. The USER may not sublet any space on a Wireless Support Structure or allow any other party to Collocate on any Wireless Support Structure without the express written consent of CITY. XVII. NOTICES All notices hereunder must be in writing and shall be deemed validly given if sent by certified mail, return receipt requested or by commercial courier, provided the courier's regular business is delivery service and provided further that it guarantees delivery to the addressee by the end of the next business day following the courier's receipt from the sender, addressed as follows (or any other address that the Party to be notified may have designated to the sender by like notice): CITY: City of Edina Attn: Director of Public Works 4801 W 50th Street Edina, MN 55424 USER: Verizon Wireless (VAW) LLC d/b/a Verizon Wireless 180 Washington Valley Road Bedminster, New Jersey 07921 Attention: Network Real Estate Notice shall be effective upon actual receipt or refusal as shown on the receipt obtained pursuant to the foregoing. XVIII. DEFAULT In the event there is a breach by a Party with respect to any of the provisions of this Agreement, or under the provisions of an individual Supplement or its obligations hereunder, the non-breaching Party shall give the breaching Party written notice of such breach. After receipt of such written notice, the breaching Party shall have thirty (30) days in which to cure the breach, 21 provided the breaching Party shall have such extended period as may be required beyond the thirty (30) days if the breaching Party commences the cure within the thirty (30) day period and thereafter continuously and diligently pursues the cure to completion. A Party's failure to cure a breach within the time period set forth herein shall constitute a "Default". XIX. REMEDIES In the event of a Default by either Party, without limiting the non-defaulting Party in the exercise of any right or remedy which the non-defaulting Party may have by reason of such Default, the non-defaulting Party may terminate this Agreement and/or the applicable Supplement and/or may pursue any remedy now or hereafter available to the non-defaulting Party under the law of the State of Minnesota provided, however, the USER’S sole remedy is to terminate this Agreement or any Supplement and remove the applicable USER’S Small Wireless Facility pursuant to the terms hereof. Further, upon a Default, CITY may at its option (but without obligation to do so), perform USER'S duty or obligation on USER'S behalf, including but not limited to the obtaining of reasonably required insurance policies. The costs and expenses of any such performance by CITY shall be due and payable by USER upon invoice therefor. XX. CASUALTY In the event of damage by fire or other casualty to the Wireless Support Structure or Premises that cannot reasonably be expected to be repaired within forty-five (45) days following same or which CITY elects not to repair, or if the Wireless Support Structure or Premises is damaged by fire or other casualty so that such damage may reasonably be expected to disrupt USER'S operations at the Premises for more than forty-five (45) days, then USER may, at any time following such fire or other casualty, provided CITY has not completed the restoration required to permit USER to resume its operation at the Premises, terminate the Supplement upon fifteen (15) days prior written notice to CITY. Any such notice of termination shall cause the Supplement to expire with the same force and effect as though the date set forth in such notice were the date originally set as the expiration date of the Supplement, and the Parties shall make an appropriate adjustment, as of such termination date, with respect to payments due under the Supplement. Notwithstanding the foregoing, the rent shall abate during the period of repair following such fire or other casualty in proportion to the degree to which USER'S use of the Premises is impaired. XXI. APPLICABLE LAWS “Laws” means any and all laws, regulations, ordinances, resolutions, judicial decisions, rules, permits and approvals applicable to the subject of this Agreement or USER’S use that are in force during the term of this Agreement, as lawfully amended including, without limitation, the CITY’S Code. USER and CITY shall comply with all applicable Laws. This Agreement does not limit any rights USER may have in accordance with Laws to install its own poles in the right of way or to attach USER’S equipment to third-party poles located in the Right-Of-Way. This Agreement shall in no way limit or waive either Party’s present or future rights under Laws. If, after the date of this Agreement, the rights or obligations of either Party are materially altered, 22 preempted, or superseded by changes in Laws, the Parties agree to amend the Agreement and/or Supplement to reflect the change in Laws. XXII. CONDEMNATION. If the whole or any part of the Property shall be taken by any public authority under the power of eminent domain, or is sold to any entity having the power of eminent domain under threat of condemnation, then the term of this Agreement or the applicable Supplements shall cease as of the date of the granting of the petition or date of the closing. All rentals paid to said termination date shall be retained by CITY. Any award, compensation, or damages, shall be paid to and be the sole property of CITY, but nothing herein shall preclude USER from claiming against the condemning authority with respect to moving expenses and loss of personal property, and receiving an award therefor. XXIII. DATA PRACTICES. The Parties acknowledge and agree that this Agreement is considered public data not on individuals and is accessible to the public under Minnesota Statues Section 13.03. CITY and USER agree to abide by the applicable provisions of the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, and all other applicable state and federal rules, regulations, or orders pertaining to privacy or confidentiality. XXIV. MISCELLANEOUS a. Approval of Supplement. Each Supplement to this Agreement shall be executed by the City Director of Public Works after the USER has complied with all of the terms, covenants, and conditions of this Agreement and the applicable Application has been approved. b. Authority. Each of the Parties hereto warrants to the other that the person or persons executing this Agreement on behalf of that Party has the full right, power, and authority to enter into and execute this Agreement on that Party’s behalf and that no consent from any other person or entity is necessary as a condition precedent to the legal effect of this Agreement. c. Complete Agreement; Amendments. This Agreement supersedes all prior discussions and negotiations and contains all agreements and understandings between the CITY and the USER. This Agreement may only be amended in writing signed by all Parties. All Exhibits are incorporated into this Agreement by reference. d. Captions. Captions contained in this Agreement are for reference only, and therefore, have no effect in construing this Agreement. e. Ambiguities. If any term of this Agreement is ambiguous, it shall not be construed for or against any Party on the basis that the Party did or did not write it. f. Amendments. Any modification or amendment to this Agreement shall require a written agreement signed by both Parties. 23 g. Third Party Rights. This Agreement is not a third party beneficiary contract and shall not in any respect whatsoever create any rights on behalf of any person or entity not expressly a party to this Agreement. h. Nondiscrimination. In the hiring of employees or contractors to perform work under this Agreement, USER shall not discriminate against any person by reason of any characteristic or classification protected by State or Federal law. i. Governing Law. This Agreement shall be governed by and interpreted in accordance with the laws of the State of Minnesota. The venue for all proceedings related to this Agreement shall be in Hennepin County, Minnesota. j. Binding Effect. The terms and conditions of this Agreement shall run with the Premises and Property, inure to the benefit of and be binding on the respective Parties and their respective successors and permitted assignees. k. Enforcement and Attorneys’ Fees. The prevailing Party in any action or proceeding in court to enforce the terms of this Agreement including any appeals shall be entitled to receive its reasonable attorney’s fees and other reasonable costs and expenses from the non-prevailing party. l. Severability. If any term of this Agreement is found to be void or invalid, such invalidity shall not affect the remaining terms of this Agreement, which shall continue in full force and effect. m. Estoppel Information. Each Party shall from time to time, within sixty (60) days after written request from the other Party, execute, acknowledge and deliver an estoppel certificate indicating that this Agreement and any amendments hereto are in full force and effect, setting out the current annual rental amount, date rent is paid through, expiration date of the then current term, and acknowledging that there are not, to such Party’s knowledge, any uncured defaults, or specifying such defaults, if any, are claimed. n. Brokers. If either Party is represented by a real estate broker in this transaction, that Party shall be fully responsible for any fee due such broker in this transaction, and shall hold the other Party harmless from any claims for commission by such broker. o. No Waiver. No provision of this Agreement will be deemed waived by either Party unless expressly waived in writing by the waiving Party. No waiver shall be implied by delay or any other act or omission of either Party. No waiver by either Party of any provisions of this Agreement shall be deemed a waiver of such provision with respect to any subsequent matter relating to such provision. p. Recitals. The Recitals set forth above in this Agreement are hereby incorporated in this Agreement as though they were set forth in the body hereof. 24 IN WITNESS WHEREOF, the Parties hereto have set their hands and affixed their respective seals the day and year first above written. CITY: City of Edina, Minnesota By___________________________ James Hovland Title: Mayor Date: _________________________ AND By: __________________________ Scott Neal Title: City Manager Date: ________________________ USER: Verizon Wireless (VAW) LLC d/b/a Verizon Wireless By: __________________________ Name:________________________ Title:_________________________ Date: ________________________ 25 EXHIBIT "A" SUPPLEMENT TO SMALL WIRELESS FACILITY COLLOCATION AGREEMENT 1. This Supplement to Small Wireless Facility Collocation Agreement ("Supplement") is made this _______ day of _______, 20__ between the City of Edina, Minnesota, with its principal offices located at 4801 W 50th St. Edina, Minnesota 55424 ("CITY"), and Verizon Wireless (VAW) LLC d/b/a Verizon Wireless with its principal offices located at One Verizon Way, Mail Stop 4AW100, Basking Ridge, New Jersey 07920 (telephone number 866-862- 4404), (“USER”). CITY and USER are at times collectively referred to hereinafter as the "Parties" or individually as a "Party”. (“USER”). 2. Small Wireless Facility Collocation Agreement. This Supplement is a Supplement as referenced in that certain Small Wireless Facility Collocation Agreement between CITY and USER, dated the _______day of _______, 20__, (the "Agreement"). The CITY and USER agree that all of the terms and conditions of the Agreement are incorporated herein by reference and made a part hereof without the necessity of repeating or attaching the Agreement and are in full force and effect except as they may be modified by this Supplement. In the event of a conflict, contradiction, modification, or inconsistency between any term of the Agreement and this Supplement, the terms of this Supplement shall govern. Capitalized terms used in this Supplement shall have the same meaning described for them in the Agreement unless otherwise indicated herein. 3. Premises. The Property owned by CITY is located at _______, _______, Minnesota _______; the Premises approved by the CITY for USER'S use hereunder is described on Exhibit "l" attached hereto and made a part hereof. 4. Term. The Commencement Date and the Term of this Supplement shall be as set forth in the Agreement. 5. Consideration. Annual rent for this Supplement shall be One Hundred Seventy-Five and No/100 Dollars ($175.00) and shall be payable as set forth in the Agreement. If the CITY is providing electricity pursuant to Paragraph VII of the Agreement, a monthly electrical service fee shall be added to the annual rent due under this Supplement. 6. Site Specific Terms. (Include any site-specific terms) Any Replacement Wireless Support Structure or New Wireless Support Structure installed by USER pursuant to the Plans at the location shown on Exhibit “1” attached hereto upon completion of the installation of the Wireless Support Structure shall become property of the CITY without consideration to or from CITY. CITY will thereafter be responsible for the Wireless Support Structure as provided in the Agreement. USER shall at USER’S sole cost and 26 expense, remove, dispose and/or discard any Wireless Support Structure that USER removed and installed a Replacement Wireless Support Structure in place thereof. IN WITNESS WHEREOF, the Parties hereto have set their hands and affixed their respective seals the day and year first above written. CITY: City of Edina, Minnesota By: [EXHIBIT ONLY - NOT FOR EXECUTION] Brian Olson Title: Public Works Director Date: ____________________________________ USER: Verizon Wireless (VAW) LLC d/b/a Verizon Wireless By: [EXHIBIT ONLY - NOT FOR EXECUTION] Name: ______________________________________ Title: _______________________________________ Date: _______________________________________ 27 EXHIBIT “1” TO SUPPLEMENT SMALL WIRELESS FACILITY COLLOCATION AGREEMENT Premises (Include Map, Wireless Support Structure Diagram, Site Plan and Table Listing All Wireless Support Structure Locations) 28 Date: October 15, 2019 Agenda Item #: VI.D. To:Mayor and City Council Item Type: Request For Purchase From:Brian E. Olson, Public Works Director Item Activity: Subject:Request for Purchase: Emergency Repair of Well No. 10 Action CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: Approve Request for Purchase for Emergency Repair of Well No. 10 with E.H. Renner for $74,605.00. INTRODUCTION: This purchase is for the inspection and repair of Well No. 10. See attached Request for Purchase. ATTACHMENTS: Description Request for Purchase: Emergency Repair of Well No. 10 City of Edina • 4801 W. 50th St. • Edina, MN 55424 Request for Purchase Date: October 15, 2019 To: Mayor and City Council From: Brian Olson, Director of Public Works Subject: Request for Purchase: Emergency Repair of Well No. 10 Purchase Subject to: ☒List Quote/Bid ☐State Contract ☐Service Contract The Recommended Bid is: ☒Within Budget ☐Not Within Budget E.H. Renner & Sons, Inc. $74,605.00 Well No. 10 is a primary well located at Water Treatment Plant No. 3. In late Spring, the well pump seized and stopped pumping. An emergency investigation and repair were completed by E.H. Renner. Worn and damaged parts were replaced. The well was video inspected, and test pumped to ensure structural integrity. Date Bid Opened or Quote Received: Bid or expiration Date: May 23, 2019 Oct. 23, 2019 Company: Amount of Quote or Bid: E.H. Renner & Sons, Inc. $74,605.00 Recommended Quote or Bid: Page 2 City of Edina • 4801 W. 50th St. • Edina, MN 55424 Request for Purchase Department Director Authorization: ________________________________________ City Council Authorization Date: ______________________ (for purchases over $20,000 only) Budget Impact • Funding Source – Utility Fund: Water • Replacement of existing pump and components Environmental Impact • N/A Community Impact • Well No. 10 is a primary well providing clean, safe filtered water to the southwest area of Edina. Date: October 15, 2019 Agenda Item #: VI.E. To:Mayor and City Council Item Type: Request For Purchase From:Tim Barnes, City Facility Manager Item Activity: Subject:Request for Purchase: Custodial Cleaning Services for Public Works Action CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: Approve Request for Purchase for custodial cleaning services for Public Works with City Wide Maintenance of Minnesota for $39,480. INTRODUCTION: The P ublic Works building custodian retired after 36 years of service to the City. Staff has decided to use a contracted cleaning service to replace the most of the custodial responsibilities. Several companies were contacted and three responded with bids. Please see Request for Purchase for more details. Staff recommends approval of this annual contract to City Wide Maintenance of Minnesota. ATTACHMENTS: Description request for Purchase City Wide Maintenance Cleaning Contract City of Edina • 4801 W. 50th St. • Edina, MN 55424 Request for Purchase Date: October 15, 2019 To: Mayor and City Council From: Tim Barnes, City Facility Manager Subject: Request for Purchase: Custodial Cleaning Services for Public Works Purchase Subject to: ☒List Quote/Bid ☐State Contract ☐Service Contract The Recommended Bid is: ☒Within Budget ☐Not Within Budget The Public Works building custodian retired after 36 years of service to the City. Staff has decided to use a contracted cleaning service to replace most of the custodial responsibilities. Several companies were contacted and three responded with bids. Staff recommends approval of this annual contract to City Wide Maintenance of Minnesota. Date Bid Opened or Quote Received: Bid or expiration Date: September 1, 2019 October 31, 2019 Company: City Wide Maintenance of Minnesota Anago Cleanining Services of Minneapolis Coverall of the Twin Cities Amount of Quote or Bid: $39,480.00 $41,112.00 $44,400.00 Recommended Quote or Bid: City Wide Maintenance Of Minnesota $39,480.00 Page 2 City of Edina • 4801 W. 50th St. • Edina, MN 55424 Request for Purchase Department Director Authorization: ________________________________________ City Council Authorization Date: ______________________ (for purchases over $20,000 only) Budget Impact The service will be paid for out of 1552-6103 budget line item. Environmental Impact This service will not have any environmental impacts. Community Impact This service will have no community impact. Date: October 15, 2019 Agenda Item #: VI.F. To:Mayor and City Council Item Type: Report / Recommendation From:Bill Neuendorf, Economic Development Manager Item Activity: Subject:Approve Lighting Encroachment Agreement with Edina Market Street, LLC Action CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: Approve Lighting Encroachment Agreement with Edina Market Street, LLC. INTRODUCTION: This item pertains to the redevelopment of the properties on Market Street. The development approvals envisioned decorative lighting over portions of the public street. Both the North Parking Ramp and Nolan Mains apartment buildings were constructed to accommodate this type of lighting. An encroachment agreement was prepared by the City Attorney to allow the installation of privately owned decorative lighting over the public street. Staff recommends that this lighting encroachment agreement be approved. ATTACHMENTS: Description Lighting Encroachment Agreement 1 204469v3 AGREEMENT FOR LIGHTING ENCROACHMENT OVER PUBLIC RIGHT-OF-WAY This Lighting Encroachment Agreement (the “Agreement”) is made this _____ day of _____________, 2019 (the “Effective Date”), by and among the CITY OF EDINA, a Minnesota municipal corporation, with a principal office located at 4801 W. 50th St. Edina, Minnesota, 55424 (“City”), the EDINA HOUSING AND REDEVELOPMENT AUTHORITY, a public body corporate and politic under the laws of the State of Minnesota , with a principal office located at 4801 W. 50th St. Edina, Minnesota, 55424 (“HRA”) and EDINA MARKET STREET LLC, a Minnesota limited liability company, with a principal office located at 5100 Eden Avenue, Suite 317, Edina, Minnesota 55436 (“Developer”). RECITALS A. Developer is the fee owner of certain real property located in the City of Edina, Minnesota which is located at 3925 Market Street and legally described in Exhibit A (“South Site Developer Property”); and B. Developer is also the fee owner of certain real property located in the City of Edina, Minnesota which is located at [3930 and 3944] Market Street and legally described in Exhibit A (“North Site Developer Property”, and collectively with the South Site Developer Property, the “Developer Property”); and C. The HRA is the fee owner of certain real property located in the City of Edina, Minnesota located at [3940] Market Street and legally described in Exhibit B (“HRA Property”); and D. The South Site Developer Property is separated from the North Site Developer Property and the HRA Property by Market Street and public sidewalks located within right-of-way dedicated to the public (collectively referred to herein as the “Right of Way”); and E. Developer proposes to install and maintain decorative lights connected to brackets (“Lighting”) installed on (a) the North Site Developer Property and HRA Property on the north side of the Right of Way, and (b) the South Site Developer Parcel on the south side of the Right of Way, and extending over the Right of Way between such parcels, as described and depicted on Exhibit C attached hereto (“Lighting Encroachment Area”); and E. The City is the road authority for the Right of Way located within the City of Edina. NOW, THEREFORE, in consideration of the foregoing recitals and other good and valuable consideration, the receipt of which is hereby acknowledged the Parties agree as follows: 2 204469v3 1. City hereby grants Developer, and its successors and assigns, the right to encroach over the public right of way, in the Lighting Encroachment Area for the purposes of installing, operating, and maintaining the Lighting, subject to the following terms and conditions: A. Developer may install the decorative lighting within the Lighting Encroachment Area at its sole cost. For the purpose of this agreement, the Lighting shall include the bulbs, wiring, guidewires, connecting clips, timers, sensors and other equipment necessary for the Lighting to be fully functional. B. The Lighting shall be installed in accordance with City approved plans, specifications and permits and, once installed, shall not obstruct or interfere with the public’s use of the Right of Way, subject to the terms hereof. C. The Lighting must be at least 16 feet clear above the Public Street and public sidewalk within the Right of Way and must be attached to guidewires mounted to the building(s) located on Developer Property and the North Parking Ramp located on the HRA Property. Installation of Lighting within or over the Right of Way shall not begin without the prior written approval of the City’s Director of Public Works or his or her designee (“Director”), such approval not to be unreasonably withheld, conditioned or delayed, and once approved shall occur only in conformance with a City approved traffic management plan and any other reasonable conditions set by the Director for such activities, which conditions may be modified as reasonably deemed necessary by the Director during the period of construction. Disruption of the normal use of Right of Way during construction shall be minimized as much as is reasonably feasible. D. Developer shall be responsible for the cost of modifying, repairing, relocating, restoring, reinstalling and providing electricity for the lights, in a City approved fashion and location. E. After installation, the Lighting must remain in operable condition with non- functional bulbs promptly replaced until such time that the Lighting is removed in its entirety. Developer shall be responsible for maintaining the appearance and safety of the Lighting in top quality condition. Developer shall also be solely responsible for the cost of all maintenance, repairs or alterations to the Lighting. F. Pursuant to and in accordance with the provisions of this Section F, the City reserves the right under this Agreement, or under any applicable laws, to terminate this Agreement in the event of an uncured material default by Developer and to abate or remove any hazardous conditions which may occur with respect to the Lighting and to recover the costs of such abatement or removal, including any attorney’s fees incurred in the enforcement or implementation of these rights. 3 204469v3 If the City determines that the health or safety of persons are materially and adversely affected by the condition of the Lighting (a “Safety Default”), Developer shall, upon receipt of written notice of such condition from the City, immediately take the necessary corrective actions to abate or remove the unsafe conditions, and, if unable to do so, shall remove the Lighting if reasonably directed to do so by the City. In the event that Developer shall fail to correct the conditions as directed by the City within a reasonable time, the City may, upon not less than three (3) business day prior written notice to Developer (or such notice as is reasonably possible under the conditions in the event of imminent threat to the health or safety of persons) enter upon the Developer Property and so abate or remove such unsafe conditions, or, if unable to do so, remove the Lighting. If the City determines that any default other than a Safety Default has occurred, Developer shall, within thirty (30) days of receipt of written notice of such default from the City, take the necessary corrective actions to cure the default (or if such cure is not reasonably feasible to be cured within said thirty (30) day period, Developer shall commence said cure within said thirty (30) day period and thereafter diligently pursue to completion), and, if unable to do so, shall remove the Lighting if reasonably directed to do so by the City. In the event that Developer shall fail to cure the default within the periods so provided, the City may, upon not less than three (3) business day prior written notice to Developer, enter upon the Developer Property and cure such default, or, if unable to do so, remove the Lighting. The City shall thereafter be entitled to collect the costs incurred in such corrective action, including any attorneys’ fees incurred in the enforcement or implementation of these rights. It is agreed that these costs shall be lien against the Developer Property and that the costs may be collected alternatively by foreclosure of this lien, by assessment of the costs against the Developer Property, by action on this Agreement against the owner of the Developer Property, or by any or all of the above, or by any other method available to the City. Nothing herein shall require or obligate the City to make any repairs or modifications to the Lighting. G. Developer shall, at all times during the installation of the Lighting and for so long as the Lighting remains in place, maintain commercial general liability insurance coverage of the Lighting and Lighting Encroachment in amounts, equivalent, at a minimum, to the municipal liability limits in effect at any given time under Minnesota Statutes, Section 466.04, as the same may be amended or replaced. Developer’s insurance shall be in a form acceptable to the City and HRA, written by insurers licensed or certified to do business in the State of Minnesota and acceptable to Developer, sufficient to reasonably protect the Developer, the City, and the HRA for the work covered by this Agreement and Developer’s use of the 4 204469v3 Lighting Encroachment Area, including workers’ compensation claims and property damage, bodily and personal injury which may arise from operations and use under this Agreement, whether such operations and use are by Developer or anyone directly or indirectly employed by Developer. Developer’s insurance must be “Primary and Non-Contributory” with respect to the liability of Developer or anyone directly or indirectly employed by Developer. The insurance policy shall include the City and HRA as additional insureds by endorsement. A copy of the endorsement shall be submitted upon request of the City or HRA. Developer shall provide a certificate of insurance prior to commencement of work within the Lighting Encroachment Area. Developer’s policies and Certificate of Insurance shall contain a provision that coverage afforded under the policies shall not be cancelled without at least thirty (30) days’ advanced written notice to the City and HRA, or ten (10) days’ notice for non-payment of premium. Developer shall maintain a current certificate of insurance coverages on file with the City’s Risk Manager. H. Developer shall have the Lighting and connection brackets attached to the buildings located on Developer Property and HRA Property inspected for structural integrity by a qualified third party at least annually. The Developer shall be solely responsible for any corrective or preventative action recommended for immediate action or otherwise required by this inspection. A copy of the inspection report shall be provided to the City or HRA upon request. 2. The HRA grants Developer the right to connect the Lights to the brackets that have been (or will be) installed on the southern face of the North Parking Ramp located on the HRA Property for this purpose in accordance with Exhibit C. Connection of the Lighting to any other element of the North Parking Ramp shall only be permitted if approved in writing in advance by the Director, such approval not to be unreasonably withheld, conditioned or delayed. 3. Miscellaneous. A. The respective rights and obligations of the parties under this Agreement shall run with the Developer Property, the HRA Property and the Right of Way and shall be binding upon and inure to the benefit of the respective parties, their successors and assigns, and shall continue in force until such time as the Lighting (or its replacement) is permanently removed and this Agreement is terminated. This Agreement shall be recorded against the Developer Property, HRA Property and Right of Way prior to any work by Developer within the Lighting Encroachment Area. 5 204469v3 B. Developer shall comply with all applicable federal, state and local laws and regulations in the installation, repair, maintenance, operation, removal and use of the Lighting. C. If Developer shall not complete the inspections required by Section 1(H) above, Developer shall be responsible for any and all costs incurred by the City for reasonable and necessary inspection of the Lighting, including the costs of any consultants contracted by the City in connection with such inspections. D. This Agreement shall be governed by Minnesota law. E. The failure by any party to enforce against another party any term of this Agreement shall not be deemed a waiver of such party’s right to enforce against the other parties the same or any other term in the future. F. Developer agrees to hold harmless, defend, and indemnify the City and the HRA, and their officers, employees, agents, contractors, and assigns, from and against any and all claims, liabilities, losses, damages, cost, and expenses (including attorneys’ fees) for property damage or personal injury or death to the extent the same are caused by the Lighting, its construction, repair, maintenance, use or removal, unless caused by the negligence or willful misconduct of the City or the HRA, or their officers, agents, employees, contractors, or assigns. G. Notices required to be given under this Agreement shall be hand delivered or mailed to the respective parties at their addresses first described above, or to such other address as a party may direct by notice similarly given. H. Developer shall have the right to terminate this Agreement at any time upon not less than thirty (30) days advance written notice to the other parties. Unless earlier terminated as provided herein, effective as of the fifth (5th) anniversary of the Effective Date, this Agreement may be terminated by the City upon not less than 60 days advance written notice to Developer. Upon termination of this Agreement, the Developer shall remove the Lighting prior to the termination date. Upon the termination of this Agreement, the parties shall execute and record such reasonable documents as are necessary to terminate this Agreement of record. [remainder of page intentionally left blank] [signature pages to follow] 6 204469v3 IN WITNESS to this Agreement, the parties have caused this instrument to be executed as of the day and year fist above written. CITY OF EDINA BY: ___________________________________ James B. Hovland, Mayor (SEAL) AND _____________________________________ Scott Neal, City Manager STATE OF MINNESOTA ) ) ss. COUNTY OF HENNEPIN ) The foregoing instrument was acknowledged before me this ________ day of ___________, 2019, by James B. Hovland and Scott Neal, respectively the Mayor and City Manager of the City of Edina, a Minnesota municipal corporation, on behalf of the corporation and pursuant to the authority granted by its City Council. __________________________________________ NOTARY PUBLIC 7 204469v3 EDINA HOUSING AND REDEVELOPMENT AUTHORITY By: ____________________________________ James B. Hovland Its President By: ____________________________________ Michael Fischer Its Secretary ATTESTED: BY: _______________________________ Scott Neal Its Executive Director STATE OF MINNESOTA ) ) ss. COUNTY OF HENNEPIN ) The foregoing instrument was acknowledged before me this _____ day of ___________, 2019, by James B. Hovland and Michael Fischer, respectively, the President and Secretary, of the Edina Housing and Redevelopment Authority, a public body corporate and politic under the laws of the State of Minnesota, on behalf of the public body corporate and politic. _____________________________________ NOTARY PUBLIC 8 204469v3 EDINA MARKET STREET LLC By: EDINA MARKET STREET MANAGER LLC, a Minnesota limited liability company, its Managing Member By: Name: Its: STATE OF MINNESOTA ) ) ss. COUNTY OF HENNEPIN ) The foregoing instrument was acknowledged before me this _____ day of ______________, 2019, by ______________________________ the ___________________ of Edina Market Street Manager LLC, a Minnesota limited liability company, the Managing Member of Edina Market Street LLC, a Minnesota limited liability company, on behalf of the limited liability company. __________________________________________ NOTARY PUBLIC DRAFTED BY: CAMPBELL, KNUTSON, P.A. 860 Blue Gentian Road, Suite 290 Eagan, MN 55121 Telephone: (651) 452-5000 [RNK] 9 204469v3 EXHIBIT A LEGAL DESCRIPTION OF SOUTH SITE DEVELOPER PROPERTY Lot 1, Block 2, Edina Market Street, according to the recorded plat thereof, Hennepin County, Minnesota. LEGAL DESCRIPTION OF NORTH SITE DEVELOPER PROPERTY Tracts B and C, Registered Land Survey 1872, Hennepin County, Minnesota. 10 204469v3 EXHIBIT B LEGAL DESCRIPTION OF HRA PROPERTY Tract A, Registered Land Survey 1872, Hennepin County, Minnesota. 11 204469v3 EXHIBIT C DEPICTION OF LIGHTING ENCROACHMENT AREA AND ATTACHMENT LOCATIONS See attached page 12 204469v3 Date: October 15, 2019 Agenda Item #: VI.G. To:Mayor and City Council Item Type: Report / Recommendation From:Bill Neuendorf, Economic Development Manager Item Activity: Subject:Approve Modification to Trash Room Easement Action CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: Approve the modification to the trash room easement. INTRODUCTION: This item pertains to the Trash Room Easement with Edina Market Street, LLC. The project is on schedule to deliver the shared trash rooms and other public spaces on November 1, 2019. T he developer will provide perpetual easements so that the businesses and public can use the common areas. The Trash Room Easement is recommended to be modified so that flexibility can be provided to City staff and the property manager regarding the billing method related to trash hauling from the shared trash rooms. The HRA's special legal counsel has prepared the modification. Staff recommends that the modified easement be approved. ATTACHMENTS: Description Trash Facility Easement 1 4845-4067-6681\5 EASEMENT AND MAINTENANCE AGREEMENT (Market Street Trash Facility) THIS EASEMENT AND MAINTENANCE AGREEMENT (this “Agreement”) is made and entered into _________________, 2019 (“Effective Date”), by and between the CITY OF EDINA, MINNESOTA, a Minnesota statutory city (the “City”), and EDINA MARKET STREET LLC, a Minnesota limited liability company (the “Developer”). RECITALS WHEREAS, the Housing and Redevelopment Authority of the City of Edina, Minnesota, a public body corporate and politic organized and existing under the laws of the State of Minnesota (the “Authority”), the City, and Developer have entered into a Redevelopment Agreement (the “Contract”) dated June 27, 2017, as amended; and WHEREAS, such Contract is intended to provide for the redevelopment of certain land within the City’s 50th & France District located on Market Street (formerly known as 49 1/2 Street) by the Developer in coordination with the Authority and with the cooperation and assistance of City, and WHEREAS, the Contract provides for the expenditure of public and other funds for certain Minimum Improvements to assist in the redevelopment of the Market Street Project; and WHEREAS, the South Site Vertical Improvements, located on that portion of the Market Street Project legally described on Exhibit A attached hereto (the “South Site”), include two shared trash facilities (the “Market Street Trash Facility”; defined in the Contract as the Shared Trash Facility), which such Market Street Trash Facility is located on those portions of the South Site depicted in Exhibit B attached hereto; and WHEREAS, the City and the Developer have agreed in the Contract that the Developer will grant an easement to the City pursuant to which the City may access and use the Market Street Trash Facility and grant licenses for access to and use of the Market Street Trash Facility to the owners, tenant and subtenants of certain buildings within the 50th & France District pursuant to the terms and conditions of this Agreement; and WHEREAS, the Developer has agreed to operate, manage, and maintain the Market Street Trash Facility pursuant and subject to the terms and conditions of the Contract and this Agreement, and WHEREAS, the City and Developer deem it to be in their interest and in furtherance of the economic development and redevelopment plan for Market Street Project to enter into this this Agreement with respect to the Market Street Trash Facility; and WHEREAS, all capitalized terms used herein without definition shall have the respective meanings ascribed to them in the Contract. NOW, THEREFORE, in consideration of the premises and the mutual obligations of the parties hereto, each of them does hereby covenant and agree with the others as follows: 2 4845-4067-6681\5 GRANT OF EASEMENTS Section 1.1. Easement Premises. Developer hereby grants and conveys to the City, for the benefit of the City, its employees, contractors, and agents, (i) a non-exclusive, perpetual easement over, across and upon those portions of the real property depicted on Exhibit B attached hereto situate in the City of Edina, County of Hennepin, State of Minnesota (the “Trash Facility Premises”) for the purpose of disposing of, collecting, storing, and facilitating the removal of trash, refuse, debris, filth, recyclable materials (including organic recycling materials) and such other ordinary waste products generated by the “Licensed Parties” (as defined below) within the “Serviced Buildings” (collectively “Waste”), in accordance with and subject to the terms and conditions of this Agreement and (b) a non-exclusive, perpetual easement over, across, upon and through all exterior means of pedestrian and vehicular access to and from public rights of way, streets, alleys, public spaces, and easements appurtenant and/or used in connection with the Trash Facility Premises immediately adjoining or contiguous to the Trash Facility Premises, which such driveways, exterior sidewalks, alley ways, woonerfs and corridors providing such means of access to the Trash Facility Premises from the Serviced Building are as depicted on Exhibit B attached hereto (collectively, the “Access Premises”, and together with the Trash Facility Premises, collectively the “Easement Premises”), all in accordance with and subject to the terms and conditions of this Agreement. Subject to the terms of this Agreement, the City may grant licenses for the use of the Easement Premises to the owners, tenants, and subtenants of the UG Parking Element, the North Ramp (including the North Ramp Improvements), the Shared Plaza Element, the North Site Commercial Elements, the South Site Commercial Elements and, subject to Section 2.2 below, the existing buildings located on the city block bordered by 50th Street, Halifax Avenue, Market Street and France Avenue (collectively, the “Serviced Buildings”) (each a “Licensed Party”, and collectively, the “Licensed Parties”). Before any Licensed Party is given the means to access the Easement Premises and use Market Street Trash Facility, the Licensed Party must sign a reasonable license agreement which shall obligate such Licensed Party to use the Market Street Trash Facility in accordance with the terms and conditions of this Agreement and shall include reasonable indemnification provisions by which such Licensed Party will be responsible for all claims, demands, actions, damages, costs, expenses, attorneys’ fees, and liability (including costs of “Maintenance Work”) arising from the negligence, willful misconduct, or violation of the requirements of this Agreement or the license agreement by such Licensed Party, its employees, agents, and invitees in connection with the use of the Easement Premises. TERM Section 2.1. Term. The easements granted hereby, and each reservation, covenant, condition and restriction contained in this Agreement, shall be effective as of the date hereof, shall be perpetual, and shall remain in effect until affirmatively released by the City. Such release shall be evidenced by the recording of a release or termination of this Agreement in the real estate records of Hennepin County, Minnesota, at which time this Agreement shall terminate, subject to reconciliation of expenses and obligations incurred through the date of release or termination and the continuation of those provisions that specifically survive termination of this Agreement, and the Market Street Trash Facility and any other areas of the Easement Premises shall thereafter belong to and be under the sole control of Developer. Section 2.2. Partial Release of Adjoining Properties. Notwithstanding anything to the contrary contained herein, the easements granted herein shall terminate (and corresponding licenses shall be revoked) with respect to any of the Serviced Buildings located on the city block bordered by 50th Street, Halifax Avenue, Market Street and France Avenue in the event such property is demolished or 3 4845-4067-6681\5 otherwise redeveloped in a manner sufficient to support its own trash facility, or otherwise redeveloped or repurposed in such a manner that materially increases the volume or intensity of such property’s Waste or use of the Easement Premises hereunder. Upon such change in building or use, the Developer and City shall jointly execute and record a partial termination of this Agreement with respect to such parcel. USE OF EASEMENT PREMISES Section 3.1. Operation and Control of the Market Street Trash Facility. During the term of this Agreement, the Developer shall operate the Market Street Trash Facility, in accordance with this Agreement and all applicable governmental laws, ordinances, regulations and orders, subject to the reimbursement provisions contained herein. Subject to the terms of this Agreement, the Developer shall have full authority and control over the management, operation, and use of the Market Street Trash Facility. Except as specifically set forth herein, the Developer shall be entitled to make all decisions and to execute all agreements, in its sole discretion, with respect to the Market Street Trash Facility so long as such decisions and agreements do not violate the provisions of this Agreement, the Contract, the approved Final Development Plan, or any applicable governmental laws, ordinances, regulations or orders, as each of the foregoing may be amended and so long as each of the foregoing remains in effect. The Developer shall establish (and modify from time to time) such hours of operation, rules, and regulations as it deems advisable, necessary, or appropriate in the Developer’s reasonable discretion for the safe, efficient, and orderly use and operation of the Market Street Trash Facility, including maintenance and management of (a) a system of secured, controlled access to the Market Street Trash Facility by the Licensed Parties only by key, key card, key fob or other secured means as authorized and issued by or through the City (“Secured Access System”) and (b) a security system with cameras and related recording equipment to reasonably monitor the use and access of the Market Street Trash Facility (“Security System”). Section 3.2. Waste; Nuisance. Neither the City nor the Developer shall knowingly or willfully commit or suffer to be committed any waste or damage in or upon the Easement Premises, or any disfigurement or injury to any improvements hereafter erected or located upon the Easement Premises, or any part thereof, or the fixtures and/or equipment thereof. The City in its use and occupancy of the Easement Premises, shall not knowingly and willfully commit or suffer to be committed any act or thing which constitutes a nuisance. Usual and normal wear and tear, storage of trash, recycling or organic recycling materials (provided organic recycling is provided at the Market Street Trash Facility), damage by the elements, unavoidable casualty or depreciation and diminution over time shall not be considered “waste,” “nuisance,” “damage,” “disfigurement,” or “injury.” CONSTRUCTION AND MAINTENANCE OF THE EASEMENT PREMISES Section 4.1. Construction of Market Street Trash Facility. In accordance with the provisions of the Contract and this Agreement, the Developer is responsible, at its sole cost and expense, to initially build, construct, and install the Market Street Trash Facility, consisting of (a) all walls, floors, curbs, ceilings, vents, and all other structural and finish elements required to create a fully enclosed space and (b) all components and fixtures located thereon, including, without limitation, the Secured Access System, the Security System, all lighting, doors, gates, locks, shelving, and required electrical, plumbing, and mechanical systems and signage. The size, location, and design of the Market Street Trash Facility must be as approved in the Final Development Plans. In addition, the Developer is responsible for initial construction and ongoing maintenance for the term of this Agreement of a subsurface structural support 4 4845-4067-6681\5 system capable of supporting the Market Street Trash Facility and the ongoing operation, maintenance, and repair thereof. Section 4.2. Developer Maintenance. The Developer shall, at all times during the term hereof, at its initial cost and expense, subject to the reimbursement provisions hereof, keep, maintain, and repair the Market Street Trash Facility (including the Access Premises) in good condition and repair in a first-class manner. Such maintenance and repair work shall include the following (collectively “Maintenance Work”): (a) all interior and exterior non-structural repairs, replacements, renewals, alterations, additions and betterments thereto, ordinary and extraordinary, and foreseen and unforeseen, all as may be necessary to keep the Market Street Trash Facility in the condition and repair required by this Agreement; (b) maintenance, repair or replacement of all structural elements of the Market Street Trash Facility, including structural components of all walls, ceilings, and roofs, and foundations, foundation walls, floor slabs, support walls, and waterproofing systems; and (c) replacement, repair, or correction of any structural or other construction defects; (d) maintaining in good working order (including cleaning and painting as necessary), repairing, and replacing as necessary all Access Facilities; and (e) maintaining in good working order, repairing, and replacing as necessary all domestic water, sewer, storm water, gas, electricity, power, heat, telephone, other communications service and any and all other utility or similar services used, rendered, or supplied, upon, at, from, or in connection with the Market Street Trash Facility. (f) the inspection, repair, replacement, and maintenance of all interior finish surfaces to a smooth and evenly covered condition; (g) the inspection, repair, replacement, maintenance, and management of the Secured Access System, the Security System and any required ventilation system; (h) periodic janitorial, cleaning and pest control services necessary to keep the Market Street Trash Facility in a clean, orderly and sanitary condition; (i) providing or arranging for the provision of all necessary and proper containers for the storage of all Waste (e.g., trash cans, dumpsters, compactors, etc.) (“Waste Containers”); and (j) periodic removal or causing the periodic removal of all Waste deposited by the Licensed Parties in the Market Street Trash Facility at such intervals necessary to prevent the accumulation such Waste beyond the capacity of the Waste Containers. Section 4.3. Manner of Performance. All Maintenance Work shall be done: (i) in such manner as to not unreasonably interfere with the normal use and enjoyment of the area on which such work is being done; (ii) in full compliance with the provisions of this Agreement and the Contract; (iv) in full compliance with all applicable statutes, codes, ordinances, rules and regulations; (v) with respect to reconstruction, maintenance, repair, alterations or modifications, the Maintenance Work shall use materials, equipment and design and engineering standards, equal to or better than those originally used; (vi) in a good and workmanlike manner; (vii) in such manner as not to unreasonably adversely affect, impair or destroy the structural soundness or integrity, aesthetic appearance or functional utility of the 5 4845-4067-6681\5 Market Street Trash Facility; (viii) with all due diligence; and (ix) in such a manner so as to clean the area and restore the affected portion of the area on which the Maintenance Work was done to a condition equal to or better, to the extent practical, than the condition which existed prior to the commencement of such Maintenance Work. The Developer may, from time to time, select and hire one or more third parties to perform the Maintenance Work, provided that the Developer shall remain responsible at all times for the performance of each such Maintenance Work. Notwithstanding anything to the contrary contained herein, to the extent that any Maintenance Work is required due to damage or destruction caused by the negligence or willful misconduct of the City, the Developer, or their respective employees, agents, or invitees, including the Licensed Parties as licensees of the City, the cost and responsibility for the repair of such damage or destruction shall be borne by the party whose negligence or willful misconduct (or whose employee, agent or invitee’s negligence or willful misconduct) caused such damage or destruction.50th & France District Maintenance Assessments. The Developer acknowledges and agrees that nothing in this Agreement will be deemed to limit the City’s right to recoup its share of the Maintenance Costs hereunder by including such costs in the 50th & France District commercial area maintenance assessments, including assessments levied upon property owned by the Developer, all as specified and in accordance with the City Code. Section 4.5. Liens. The Developer will not permit any mechanic’s or materialmen’s liens to stand against the Easement Premises on account of improvements authorized by Developer (and will promptly discharge (by payment, bonding over or otherwise) the same upon their occurrence); provided, however, the Developer may in good faith and at its expense contest any such lien in which event such lien may remain undischarged and unsatisfied during the contest and any appeal, provided the Developer shall file a bond or deposit cash or other reasonable security in the amount of such lien with the court or with a mortgagee of the Market Street Trash Facility to secure the payment of such lien if finally determined to be valid. Section 4.6. Third Party Maintenance Providers. The Developer shall have the right, from time to time, to select and hire a third party to perform the Maintenance Work, provided that the Developer shall remain responsible at all times for the performance of the Maintenance Work. If the Developer selects such third party to perform, supervise or coordinate the Maintenance Work (the “Property Manager”), such Property Manager must be a recognized professional commercial property management company. The Developer may hire companies affiliated with it to perform the Maintenance Work, but only if the rates charged by such companies are competitive with those of other companies furnishing similar service in the Minneapolis-St. Paul metropolitan area, it being agreed that this provision regarding affiliated companies shall be construed strictly against the Developer. Any contract with a Property Manager, and the amounts to be paid such Property Manager under such contract, shall be subject to the City’s prior review and approval, which approval shall not be unreasonably withheld, conditioned or delayed. All such contracts shall be no longer than one (1) year in duration (but may provide for automatic renewal). Section 4.7. Maintenance Costs; Budget. (a) Subject to the Excluded Costs set forth in Section 4.8 below, all costs and expenses in connection with the Maintenance Work (“Maintenance Costs”) shall be the responsibility of the City (subject to reimbursement under Section 4.4 above or such other reimbursement as the City may obtain from the Licensed Parties). Maintenance Costs shall also include an administrative or overhead fee of the Developer or the Property Manager (if applicable), but not both (“Administrative Fee”) to cover arranging such maintenance and billing, but such Administrative Fee shall not exceed three percent (3%) of the Maintenance Costs exclusive of such Administrative Fee. 6 4845-4067-6681\5 (b) Unless the parties agree to a different budgeting process, no later than September 1 of each year, the Developer shall submit to the City an estimated annual budget of the Maintenance Costs for the following calendar year, and the parties will cooperate in good faith to finalize such budget no later than October 1 of each year (“Annual Budget”). The Developer shall submit the first Annual Budget to the City, covering the initial partial year of operation of the Market Street Trash Facility, no later than sixty (60) days prior to the anticipated date the Market Street Trash Facility will available for use by the Licensed Parties. Each Annual Budget shall be subject to the City’s review and prior written approval, which approval shall not be unreasonably withheld, conditioned or delayed. City and Developer agree that Maintenance Work that is included in the applicable Annual Budget, including any allowances therein, and any Maintenance Work that is otherwise considered necessary or prudent under industry standards for the safe operation and long-term preservation of first-class indoor trash collection facilities (collectively “Nondiscretionary Maintenance Work”) shall be performed by Developer in accordance with the terms hereof and the cost thereof included in Maintenance Costs. All Maintenance Work other than Nondiscretionary Maintenance Work is referred to herein as “Discretionary Maintenance Work”. The City shall be entitled to reject or approve, in whole or in part (if partial rejection is feasible in Developer’s reasonable opinion), in its sole and absolute discretion, and the City may modify the Annual Budget to account for any Discretionary Maintenance Work so rejected by the City. (c) Unless the parties agree to a different payment and reimbursement process, the City shall pay to the Developer one twelfth (l/12) of the City’s pro rata share of Maintenance Costs as set forth in the approved Annual Budget in monthly installments no later than thirty (30) days following invoice thereof from the Developer (and paid in arrears if required by City policy). If the Effective Date is a day other than the first day of a calendar month, the City’s share of the costs for this month shall be a prorated portion of the monthly estimation, based upon a thirty (30) day month, and shall be due and payable on the Effective Date. Any payment not received when due hereunder shall accrue interest at a rate of twelve percent (12%) per annum. (d) Within sixty (60) days after the end of each calendar year, the Developer shall provide the City with a certified statement, together with supporting material upon request of the City, as to the actual Maintenance Costs paid by it during the preceding calendar year, together with an accounting of the Administrative Fee. If the amount paid by City for such calendar year shall have exceeded its share, the Developer shall promptly refund the excess to the City at the time such certified statement is delivered, or if the amount paid by the City for such calendar year is less than its share, the City shall pay the balance of its share to Developer within sixty (60) days after receipt of such certified statement. (e) Within one (1) year after receipt of any such certified statement, the City shall have the right to inspect the Developer’s books and records pertaining to Maintenance Costs for the calendar year covered by such statement. The Developer shall provide a complete copy of such books and records to the City in electronic form In the event that such inspection shall disclose any error in the determination of Maintenance Costs or in calculating the City’s share of such costs, an appropriate adjustment shall be made forthwith. Alternatively, the City may cause a third-party auditor to conduct such inspection, provided as a condition of any third-party audit, City and Developer agree that only auditors compensated on an hourly or fixed fee basis (expressly excluding any auditors compensated on a contingent basis) shall be permitted and prior to any such audit City shall provide evidence of same by delivery to Developer of a copy of the City’s engagement letter with the auditor. In the event that such audit shall disclose any error in the determination of Maintenance Costs or in calculating the City’s share of such costs, an appropriate adjustment shall be made forthwith. The cost of any such audit shall be assumed by the City unless the City shall be entitled to a refund in excess of ten (10%) percent of the amount calculated by the Developer as its share of such costs for such calendar year, in which case the Developer shall pay the cost of such audit, without reimbursement, not to exceed $2,000.00. The Developer shall keep, and present, 7 4845-4067-6681\5 upon request, all invoices, bills or statements of costs or expenses incurred in connection with the Maintenance Costs for a period of two (2) years. Section 4.8. Exclusions to Maintenance Costs. Notwithstanding anything in this Agreement to the contrary, the City shall not be obligated to pay any portion of Maintenance Costs expended by Developer with respect to the following items, which such Maintenance Costs shall be the Developer’s sole cost and expense and not subject to reimbursement from the City (collectively “Excluded Costs”): (a) The repair or replacement of any structural element of the Market Street Trash Facility, including the foundation, foundation walls, floor slabs, exterior walls, and waterproofing systems related to the foregoing; (b) replacement, repair, or correction of any structural or other construction defect; (c) Taxes, except Separate Taxes, if any, pursuant to Section 6.1 below; (d) Policies of insurance required to be carried by the Developer pursuant to Article VII, except the City’s Property Insurance Contribution pursuant to Section 7.1 below; (e) Maintenance Work related to the repair of any damage caused by the Developer, its contractors and agents (provided, however, the City will pay one hundred percent (100%) of the cost of repair of any damage caused by the City or the Licensed Parties (other than Developer), or employees or agents thereof; (f) With respect to Maintenance Work performed by a party related to Developer, then any cost therefor in excess of what would be chargeable in an arms-length transaction; (g) Discretionary Maintenance Costs not approved by the City in writing; and (h) Maintenance Costs which are extraordinary costs and which are not reasonably necessary for the operation, maintenance and insurance of the Market Street Trash Facility, including, without limitation, (i) any late charges or fees; (ii) any entertainment, transportation, meals or lodging charges, of anyone; or (iii) any profit, administrative and overhead costs (other than the Administrative Fee), such as rent, legal, supplies, utilities and wages or salaries paid to management or supervisory personnel, except as otherwise provided in this Agreement. UTILITIES Section 5.1. Utility Charges. Developer shall cause the utilities serving the Market Street Trash Facility to be separately metered (together with the utilities for the Shared Plaza Element) and the City will pay, or cause to be paid, when the same become due, all charges for water, sewer usage, storm water, gas, electricity, power, heat, telephone, or other communications service and any and all other utility or similar services used, rendered, supplied, or consumed in, upon, at, from, or in connection with the Easement Premises, or any part thereof. 8 4845-4067-6681\5 TAXES AND ASSESSMENTS Section 6.1. Payment of Taxes and Assessments. Developer shall pay, or cause to be paid, before becoming delinquent, all real estate taxes, charges, assessments, and levies (collectively “Taxes”), assessed and levied by any governmental taxing authority during the term of this Agreement against the Market Street Trash Facility. Notwithstanding the foregoing, if (i) the Market Street Trash Facility is ever subdivided such that it becomes a separate tax parcel and such parcel is deemed to be subject to Taxes, or (ii) records of the tax assessor provide reasonable evidence that the Market Street Trash Facility is deemed to be subject to Taxes, the City shall pay directly to the relevant taxing authority any such Taxes (“Separate Taxes”). INDEMNIFICATION, INSURANCE, IMMUNITIES Section 7.1. Property Insurance. At all times during the term hereof, the Developer shall keep the South Site Vertical Improvements (including the Market Street Trash Facility), and all alterations, extensions, and improvements thereto and replacements thereof, insured, in the amount of the full replacement cost thereof and with such deductibles as the Developer deems appropriate, against loss or damage by fire and against those casualties covered by extended coverage insurance and against vandalism and malicious mischief and against such other risks, of a similar or dissimilar nature, as are customarily covered with respect to buildings and improvements similar in construction, general location, use, and occupancy to the South Site Vertical Improvements. The City shall pay with its first monthly installment of its pro rata share of Maintenance Costs following the approval of each Annual Budget an amount equal to the cost of such insurance which is directly attributable to the Market Street Trash Facility, taking into account the use, nature, and/or value of the Market Street Trash Facility (and not merely as a percentage of the total of such insurance costs) as reasonably determined by the parties and the applicable insurer prior to the City’s approval of each Annual Budget (the “City’s Property Insurance Contribution”). Section 7.2. Indemnification of Developer. Except to the extent caused by the willful misconduct or negligence of the Developer or its employees or agents, or arising out of the default by Developer of its obligations hereunder, the City hereby covenants and agrees to assume and to permanently indemnify and save harmless Developer and its employees and agents, from, and against any and all claims, demands, actions, damages, costs, expenses, attorneys’ fees, and liability in connection with the loss of life, personal injury and/or damage to property arising from or out of any occurrence in, at, upon, or from the use or occupancy of the Easement Premises by any party other than Developer and its employees or agents. Section 7.3. Indemnification of the City. Except to the extent caused by the willful misconduct or negligence of the Licensed Parties or arising out of the default by the City and its officers, employees or agents of obligations made pursuant to a contract with Developer, including this Agreement, Developer hereby covenants and agrees to assume and to permanently indemnify and save harmless the City and its employees and agents from and against any and all claims, demands, actions, damages, costs, expenses, attorneys’ fees, and liability in connection with the loss of life, personal injury and/or damage to property arising from or out of any occurrence in, at, upon, or from the Easement Premises or to the extent arising from or out of the design, construction, maintenance and operation of the Easement Premises by the Developer, or in connection with the use or occupancy of the Easement 9 4845-4067-6681\5 Premises, or any part thereof, by the Developer, or to the extent arising out of the breach of Developer’s obligations hereunder Section 7.4. Liability Insurance. The Developer and the City shall procure and maintain continuously in effect (or shall cause the same to occur), policies of insurance of the kind and minimum amounts as are customarily maintained with respect to facilities and improvements similar to the Market Street Trash Facility, to be reviewed from time to time by the parties and adjusted in accordance with the requirements of Minnesota Statutes Section 466.04, as follows: (a) Insurance against liability (including passenger elevator liability) for injuries to or death of any person or damage to or loss of property arising out of or in any way relating to the condition of the Market Street Trash Facility. Developer (and Developer’s lender and property manager) shall be named as additional insureds on the City’s such policy of insurance and the City shall be named as additional insured on the Developer’s such policy of insurance. (b) Liability insurance including coverage for: (i) fire and explosion; (ii) theft (of entire vehicle); and (iii) riot, civil commotion, malicious mischief, and vandalism. (c) To the extent reasonably available, insuring the indemnifications expressed in 7.2 and 7.3 hereof (as applicable). Section 7.5. General Insurance Requirement. All insurance required in this Agreement shall be placed with financially sound and reputable insurers licensed to transact business in the State of Minnesota. The Developer shall, within a commercially reasonable time following the City’s request therefor, furnish the City with copies of policies evidencing all such insurance or a certificate or certificates of the respective insurers stating that such insurance is in force and effect. Each policy of insurance herein required shall contain a provision that the insurer shall not cancel it without giving written notice to the City at least thirty (30) days before the cancellation becomes effective. The insurance coverage herein required may be provided by a blanket insurance policy or policies. Section 7.6. Immunities. Nothing herein shall be deemed or constitute a waiver by the City of any statutory limitations on liability, statutory or common law immunities or any defenses that would otherwise be available to it in claims by third parties, including specifically the maximum liability amount contained in Minnesota Statutes Section 466.04. To the extent that the Developer performs construction, operation, maintenance, repair, or replacement of any part of the Market Street Trash Facility, pursuant to the terms of this Agreement, it is the intention of the parties that the Developer is entitled to the immunities provided pursuant to Minnesota Statutes Section 466.03, or any successor statute. ASSIGNMENT Section 8.1. General. Due to the public nature of the easement granted herein, the City may not assign or transfer its interest under this Agreement without the prior written consent of Developer, which consent shall be granted, conditioned or withheld in Developer’s sole discretion. During the term of the Contract, the Developer may not assign or otherwise transfer its interest under this Agreement, 10 4845-4067-6681\5 except as provided in the Contract. The City shall recognize and approve any successors or assigns of Developer in accordance with the terms and provisions of the Contract. Following the expiration or earlier termination of the Contract, Developer may freely assign or transfer its interest under this Agreement without the consent of the City. Notwithstanding anything to the contrary contained herein, the parties acknowledge and agree that the rights and easements established, granted, conveyed, reserved and consented to by this Agreement will run with the land and will inure to the benefit of and be binding on all present and future owners of any applicable portion of the South Site and their respective successors and assigns. CASUALTY Section 9.1. Destruction. Promptly upon any casualty loss or damage to all or any part of the Market Street Trash Facility (including subsurface structural support elements), the Developer shall proceed with diligence to restore the Market Street Trash Facility to the condition prior to the casualty with the insurance proceeds obtained with respect to the loss or damage to the extent the insurance proceeds recovered allow for such rebuilding; provided, however, the Developer shall not be obligated to rebuild the Market Street Trash Facility if any of the Developer’s lenders or loan agreements (whether executed before or after the date hereof) do not permit such rebuilding or require that insurance amounts recovered with respect to any loss or damage to the Market Street Trash Facility be paid directly to the lender. EMINENT DOMAIN Section 10.1. Major Condemnation. If all of the Market Street Trash Facility shall be taken, acquired, or condemned by eminent domain for any public or quasi-public use or purpose, this Agreement shall terminate as of the date of vesting of title in the condemning authority. Each party shall make its own claim in the condemnation proceeding based upon the value of its respective interest in the Market Street Trash Facility. Section 10.2. Partial Condemnation. If any portion of the Market Street Trash Facility shall be taken, acquired, or condemned by eminent domain for any public or quasi-public use or purpose, the absence of which materially and adversely affects the conduct of business by the City or the Developer, then either the City or the Developer, at any time within sixty (60) days after it has actual notice of such proposed acquisition or condemnation, shall have the option to cancel and terminate this Agreement as of the date of vesting of title in the condemning authority of the acquired or condemned property; provided, if neither party so terminates the Agreement will continue as to the remaining part of the Easement Premises not so taken or threatened to be taken. The terminating party, if any, shall exercise its termination option by giving the other party written notice of the exercise thereof within the foregoing sixty (60) days’ period, and in the event neither party furnishes the other party written notice of the exercise thereof within the time and in the manner herein provided, then this Agreement shall continue in full force and effect. Each party shall make its own claim in the condemnation proceeding based upon the value of its respective interest in that part of the Market Street Trash Facility subject to the acquisition or condemnation, provided, however, that no award to the City based on its easement interest shall be permitted to the extent such award reduces Developer’s award based on its fee interest. 11 4845-4067-6681\5 DEFAULT AND REMEDIES Section 11.1. General. It shall be an “Event of Default” hereunder if (a) either party defaults in any obligation of this Agreement requiring the payment of money and fails to cure such default within ten (10) days after receipt of written notice of such default from the other party or (b) if a party defaults in any of its other obligations under this Agreement and fails to cure such default within thirty (30) days after receipt of written notice of such default from the other party (or, if such default reasonably requires more than thirty (30) days to cure, fails to commence such action as is necessary to cure such default within such 30-day period and to proceed diligently thereafter to cure such default). Section 11.2. Remedies. Following an Event of Default hereunder, the non-defaulting party may: (a) exercise its self-help rights in accordance with Section 11.3 with respect to a default in the performance of Maintenance Work; (b) pay all or any part of such obligations and charge the amount of such payment, together with reasonable attorneys’ fees and interest at a rate of twelve percent (12%) per annum, to the defaulting party; (c) bring an action for injunctive relief; or (d) enforce the obligations of the defaulting party by an action at law or in equity. In an emergency, any such payment or performance may be undertaken or action brought by the non-defaulting party prior to the giving of any notice or expiration of any notice period, but the party curing the default will provide such notice as soon as may be reasonable under the circumstances. If the Developer has failed to cure a default requiring the payment of money in accordance this section, the City shall have the right to assess the costs incurred by the City to all or any portion of the South Site as a service charge pursuant to Minnesota Statutes, Section 429.101, or any successor statute. Section 11.3. Self Help; Failure to Maintain. In the event the Developer defaults in its obligation to perform the Maintenance Work as required by this Agreement, then the City, after compliance with the notice provisions of Section 11.1 (except in an emergency, in which case the applicable Maintenance Work may be initiated with whatever notice is reasonable under the circumstances), shall have the right to enter any portion of the Easement Premises (including subsurface structural support elements) and perform such Maintenance Work as required herein and charge the costs of such performance plus ten percent (10%) of such costs for overhead, together with reasonable attorneys’ fees, to the Developer. The Developer shall promptly pay to the City any and all such costs as are due and owing on account thereof. The City shall submit a statement to the Developer evidencing the costs incurred for such Maintenance Work. If the Developer has failed to make payment in accordance with the statement within sixty (60) days after receipt thereof, the City shall have the right to assess the costs incurred by the City to all or any portion of the South Site as a service charge pursuant to Minnesota Statutes, Section 429.101, or any successor statute. The Developer hereby agrees to such an assessment for maintenance and repair costs, agrees that the South Site assessed for such service charges is benefited thereby, and waives any rights the Developer or a third party may have to object to an assessment of such service charges, including any rights of appeal under Minnesota Statutes, Chapter 429. Notwithstanding anything to the contrary contained herein, the City shall have no obligation of any kind, expressed or implied, to perform the Maintenance Work or any part thereof. Section 11.4. Remedies Cumulative. Each right, power and remedy provided under this Agreement will be cumulative and concurrent and will be in addition to every other right, power or remedy provided for under this Agreement or at law or in equity. The exercise or beginning of exercise of any one or more rights, powers or remedies will not preclude the concurrent or later exercise of any other rights, powers or remedies. Failure to enforce any covenant under this Agreement will not be deemed a waiver of the right to do so thereafter. 12 4845-4067-6681\5 Section 11.5. Easements Survive. The Developer may not terminate any of the easements created by this Agreement or discontinue performance of its obligations with respect to maintenance, repair or replacement of any easement due to a default by the City under this Agreement. MISCELLANEOUS Section 12.1. Titles of Articles and Sections. Any titles of the several parts, Articles and Sections of the Agreement are inserted for convenience of reference only and shall be disregarded in construing or interpreting any of its provisions. Section 12.2. Amendments. Except as otherwise herein provided, and not otherwise, no subsequent alteration, amendment, change, waiver, discharge, termination, deletion, or addition to this Agreement shall be binding upon the parties to this Agreement unless in writing and signed by such parties. Developer and the City agree to join in and consent to amendments to this Agreement, to the extent such amendments are reasonably required by the Developer’s construction lender and/or permanent lender for the Market Street Project, provided, however, that the Developer and the City shall not be required to enter into such amendments if the amendments are not consistent with the approved Final Development Plan, as the same may be amended and so long as the same remains in effect, or materially and adversely affect the interest and security of the City with respect to the Market Street Project, including any increase in obligations or diminution of rights hereunder. Section 12.3. Notices and Demands. Except as otherwise expressly provided in this Agreement, a notice, demand or other communication under this Agreement by any party to any other shall be sufficiently given or delivered if it is dispatched by registered or certified mail, postage prepaid, return receipt requested, or delivered personally, and in the case of the Developer, is addressed to or delivered personally to the Developer at: Edina Market Street LLC Attention: Peter Deanovic 5100 Eden Ave., Suite 317 Edina, MN 55424 with a copy to: Brent Rogers Saturday Properties 1400 Van Buren St. NE, Suite 200 Minneapolis, MN 55413 with a copy to: Daniel J. Van Dyk Briggs and Morgan, P.A. 2200 IDS Center 80 South Eighth Street Minneapolis, MN 55402 In the case of the City, is addressed to or delivered personally to the City at: City of Edina Attention: City Manager 4801 W. 50th ST. Edina, MN 55424 13 4845-4067-6681\5 with a copy to: Edina Housing and Redevelopment Authority Attention: Executive Director 4801 W. 50th ST. Edina, MN 55424 with a copy to: Jay R. Lindgren Dorsey & Whitney LLP 50 South Sixth Street, Suite 1500 Minneapolis, MN 55402 or at such other address with respect to any such party as that party may, from time to time, designate in writing and forward to the other, as provided in this Section. Section 12.4. Counterparts. This Agreement may be executed in any number of counterparts, each of which shall constitute one and the same instrument. Section 12.5. Law Governing. This Agreement will be governed and construed in accordance with the laws of the State of Minnesota. Section 12.6. Consents and Approvals. In all cases where consents or approvals are required hereunder, such consents or approvals shall not be unreasonably conditioned, delayed or withheld. All consents or approvals shall be in writing in order to be effective. Section 12.7. No Additional Waiver Implied by One Waiver. If any agreement contained in this Agreement should be breached by any party and thereafter waived by another party, such waiver shall be limited to the particular breach so waived and shall not be deemed to waive any other concurrent, previous or subsequent breach hereunder. Section 12.8. Joinder; Permitted Encumbrance. Except for the consent attached hereto, this Agreement does not require the joinder or approval of any other person and each of the parties respectfully has the full, unrestricted and exclusive legal right and power to enter into this Agreement for the term and upon the provisions herein recited and for the use and purposes hereinabove set forth. This Agreement shall constitute a permitted encumbrance under any loan agreement heretofore or hereafter entered into between the Developer and any construction lender or permanent lender. Section 12.9. Survival. The easements granted hereby and each reservation, covenant, condition and restriction contained in this Agreement will run with the land and will be binding upon, and inure to the benefit of, as the case may be, the Developer and the City and their respective successors and assigns. Section 12.10. Estoppel Certificate. Each party shall, within fifteen (15) days after request from the other party hereto, deliver a written statement which may be relied upon by the requesting party, or any lender or transferee of the requesting party, setting forth (a) whether the requesting party has fully complied with the provisions hereof, and if not, setting forth in reasonable detail the nature of any violations; and (b) any other matter reasonably requested by the requesting party. [SIGNATURES APPEAR ON FOLLOWING PAGES] [Signature Page to Easement and Maintenance Agreement (Market Street Trash Facility)] IN WITNESS WHEREOF, the City and the Developer have caused this Agreement to be duly executed in their names and on their behalf, all on or as of the date first above written. CITY OF EDINA, MINNESOTA By: _____________________________ James B. Hovland, Mayor By: _____________________________ Scott Neal, City Manager STATE OF MINNESOTA ) ) ss. COUNTY OF HENNEPIN ) The foregoing instrument was acknowledged before me this ____ day of ____________, 2019, by James B. Hovland and Scott Neal, the Mayor and City Manager respectively, of the City of Edina, Minnesota, on behalf of the City of Edina. Notary Public [Signature Page to Easement and Maintenance Agreement (Market Street Trash Facility)] EDINA MARKET STREET LLC, a Minnesota limited liability company By: EDINA MARKET STREET MANAGER LLC, a Minnesota limited liability company, its Managing Member By: Name: Its: STATE OF MINNESOTA ) ) SS. COUNTY OF HENNEPIN ) This instrument was acknowledged before me as of this ____ day of ____________, 2019, by __________________________, the _________________________ of Edina Market Street Manager LLC, a Minnesota limited liability company, the Managing Member of Edina Market Street LLC, a Minnesota limited liability company, on behalf of such limited liability company. Notary Public THIS DOCUMENT WAS DRAFTED BY: Dorsey & Whitney LLP 50 South Sixth Street, Suite 1500 Minneapolis, MN 55402-1498 Exhibit A to Easement and Maintenance Agreement (Market Street Trash Facility) 4845-4067-6681\5 EXHIBIT A LEGAL DESCRIPTION OF THE SOUTH SITE Exhibit B to Easement and Maintenance Agreement (Market Street Trash Facility) 4845-4067-6681\5 EXHIBIT B DEPICTION OF THE TRASH FACILITY PREMISES AND ACCESS PREMISES 4845-4067-6681\5 CONSENT AND SUBORDINATION The undersigned, ___________________, a ___________________, holder of that certain [Mortgage] executed by Edina Market Street LLC, a Minnesota limited liability company, dated ________________, 201__, filed ________________, 201__, as Document No. ___________, in the office of the County Recorder in and for Hennepin County, Minnesota, and filed ________________, 201__, as Document No. ___________, in the office of the Registrar of Titles in and for Hennepin County, Minnesota, in favor of ________________ (the “Mortgage”), hereby consents to the foregoing Easement and Maintenance Agreement (Market Street Trash Facility) (the “Easement Agreement”), and hereby subordinates the Mortgage and all of its right, title and interest in the Easement Premises to the Easement Agreement. ___________________________________, a ___________________ By: Printed Name: Title: STATE OF ______________ ) ) ss. COUNTY OF ) The foregoing instrument was acknowledged before me this ____ day of ____________, 201___, by ____________________, the _________________ of ___________________, a ___________________, on behalf of the ___________________. (Signature of Person Taking Acknowledgment) Date: October 15, 2019 Agenda Item #: VI.H. To:Mayor and City Council Item Type: Other From:Jeff Brown, Community Health Administrator Item Activity: Subject:Resolution No. 2019-88: Authorizing Master Grant Contract Between Edina Community Health Board and Minnesota Department of Health Action CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: Adopt Resolution No. 2019-88 Authorizing Master Grant Contract with Minnesota Department of Health for 2020-2024. INTRODUCTION: The Master Grant Contract administratively simplifies the review of individual grant agreements between the Minnesota Department of Health and local public health agencies. This contract applies to all public health grants that MDH distributes to the Edina Community Health Board. The current master grant contract expires at the end of 2019. The new contract will be effective for 2020- 2024. ATTACHMENTS: Description Resolution No. 2019-88: Authorizing Master Grant Contract Master Grant Contract RESOLUTION NO 2019-88 AUTHORIZING THE CITY OF EDINA TO ENTER INTO A MASTER GRANT CONTRACT AGREEMENT WITH THE MINNESOTA DEPARTMENT OF HEALTH WHEREAS, the STATE, pursuant to Minnesota Statutes 144.0742, is empowered to enter into a contractual agreement for the provision of statutorily prescribed public health services; and WHEREAS, the STATE and the GRANTEE anticipate entering into project agreements with respect to one or more individual grant projects; and WHEREAS, the STATE and the GRANTEE wish to streamline project agreements for individual grant projects by incorporating by reference the provisions of this master grant contract; NOW, THEREFORE, BE IT RESOLVED, by the Edina City Council that the Mayor and the City Manager enter into Master Grant Contract with the Minnesota Department of Health to administratively simplify the review of all grant agreements from January 1, 2020 to December 31, 2024 for the City of Edina. Passed and adopted by the City Council on October 15, 2019. ATTEST: Sharon Allison, City Clerk James B. Hovland, Mayor STATE OF MINNESOTA ) COUNTY OF HENNEPIN )SS CITY OF EDINA ) CERTIFICATE OF CITY CLERK I, the undersigned duly appointed and acting City Clerk for the City of Edina do hereby certify that the attached and foregoing Resolution was duly adopted by the Edina City Council at its Regular Meeting of October 15, 2019 and as recorded in the Minutes of said Regular Meeting. WITNESS my hand and seal of said City this ____ day of __________________, 2019. _________________________________ City Clerk Master Grant Contract # 12-700-00078 Page 1 between the Minnesota Department of Health and City of Edina Community Health Board 9/2019 MASTER GRANT CONTRACT FOR COMMUNITY HEALTH BOARDS THIS MASTER GRANT CONTRACT, and amendments and supplements thereto, is between the State of Minnesota, acting through its Minnesota Department of Health (“MDH”) and City of Edina Community Health Board (“GRANTEE”), an independent organization, not an employee of the State of Minnesota, address: 4801 W 50th Street, Edina, MN 55424. Master Grant Contract Number: 12-700-00078. 1.Under Minnesota Statute §144.0742, MDH is empowered to enter into a contractual agreement for the provision of statutorily prescribed public health services; 2. MDH and GRANTEE anticipate entering into project agreements with respect to one or more individual grant projects. 3. MDH and GRANTEE wish to streamline the project agreements for individual grant projects by incorporating by reference the provisions of this master grant contract. NOW, THEREFORE, it is agreed: 1.TERM OF AGREEMENT. 1.1. Effective Date. This master grant contract shall be effective on January 1, 2020, or the date MDH obtains all required signatures under Minnesota Statutes, section 16C.05, subdivision 2, whichever is later. GRANTEE must not begin work until MDH'S Authorized Representative has notified GRANTEE that work may commence. 1.2 Expiration Date. December 31, 2024. MDH will enter into project agreements with GRANTEE for individual grant programs and responsibilities within this aforementioned time frame. The expiration of this master grant contract is not subject to appeal. 1.3 Survival of Terms. The following clauses survive the expiration or cancellation of this master grant contract: 8. Liability, 9. State Audits, 10. Government Data Practices and Data Disclosure, 11. Ownership of Materials and Intellectual Property Rights, 13. Jurisdiction and Venue, and 14. Disputes. 1.4 Conflict of Terminology: If any term, condition, or provision of this master grant contract is contradictory to or in conflict with any similar term, condition, or provision of a project grant agreement, then the term, condition, or provision of the project grant agreement shall take precedent and control. 2.GRANT REQUIREMENTS. Requirements of receiving grant funds may include, but are not limited to: financial reconciliations of payments to GRANTEE, site visits of GRANTEE, programmatic monitoring of work performed by GRANTEE and program evaluation. GRANTEE will not be paid for work that MDH deems unsatisfactory, or performed in violation of federal, state or local law, ordinance, rule or regulation. 3.TRAVEL EXPENSES. GRANTEE will be reimbursed for travel and subsistence expenses in the same manner and in no greater amount than provided in the current “Commissioner's Plan” promulgated by the Commissioner of Minnesota Management and Budget (“MMB”). The Grantee will not be reimbursed for travel and subsistence expenses incurred outside Minnesota unless it has received the MDH’S prior written approval for out of state travel. Minnesota will be considered the home state for determining whether travel is out of state. 4.CONTRACTING AND BIDDING REQUIREMENTS. Per Minnesota Statutes, section 471.345, subdivision 1, GRANTEES that are municipalities must follow the law. Master Grant Contract # 12-700-00078 Page 2 between the Minnesota Department of Health and City of Edina Community Health Board 9/2019 For projects that include construction work of $25,000 or more, prevailing wage rules apply per Minnesota Statutes, sections 177.41 through 177.44. These rules require that the wages of laborers and workers should be comparable to wages paid for similar work in the community as a whole. 5.TERMINATION. 5.1 Termination by the State or Grantee. MDH or GRANTEE may cancel this master grant contract at any time, with or without cause, upon thirty (30) days written notice to the other party. 5.2 Termination for Cause. If GRANTEE fails to comply with the provisions of this master grant contract, MDH may terminate this grant contract without prejudice to the right of MDH to recover any money previously paid. The termination shall be effective five business days after MDH mails, by certified mail, return receipt requested, written notice of termination to GRANTEE at its last known address. 5.3 Effect of Termination. If either GRANTEE or MDH exercises it respective right to terminate this master grant contract, with or without cause, or if this master grant contract is otherwise terminated, any individual project grant agreement which incorporates the terms and conditions of this master grant contract shall also be terminated as of the date this master grant contract terminates. 6.ASSIGNMENT. GRANTEE shall not assign or transfer any rights or obligations under this master grant contract without the prior written consent of MDH. 7.AMENDMENTS. Any amendments to this master grant contract shall be in writing, and will not be effective until the amendment has been fully executed by the same parties who executed the original of this master grant contract, or their successors in office. 8.LIABILITY. Each party shall be responsible for its own acts and behaviors and the results thereof. The liability of GRANTEE is governed by Minnesota Statutes, chapter 466 and other applicable laws. The Minnesota Tort Claims Act, Minnesota Statues, section 3.736, and other applicable laws govern MDH’S liability. 9.STATE AUDITS. Under Minnesota Statutes, section 16B.98, subdivision 8, GRANTEE'S books, records, documents, and accounting procedures and practices of GRANTEE, or any other relevant party or transaction, are subject to examination by MDH, the State Auditor, and the Legislative Auditor, as appropriate, for a minimum of six (6) years from the end of this master grant contract, receipt and approval of all final reports, or the required period of time to satisfy all state and program retention requirements, whichever is later. 10.GOVERNMENT DATA PRACTICES AND DATA DISCLOSURE. 10.1 Government Data Practices. GRANTEE and MDH must comply with the Minnesota Government Data Practices Act as it applies to all data provided by the MDH under individual grant project agreements, and as it applies to all data created, collected, received, stored, used, maintained, or disseminated by GRANTEE under individual grant project agreements. The civil remedies of Minnesota Statutes Section 13.08 apply to the release of the data referred to in this clause by either GRANTEE or MDH. If GRANTEE receives a request to release the data referred to in this clause, the GRANTEE must immediately notify MDH. MDH will give GRANTEE instructions concerning the release of the data to the requesting party before any data is released. GRANTEE's response to the request must comply with the applicable law. 10.2 Data Disclosure. Pursuant to Minnesota Statutes, section 270C.65, subdivision 3, and all other applicable laws, GRANTEE consents to disclosure of its social security number, federal employee tax identification number, and Minnesota tax identification number, all of which have already been provided Master Grant Contract # 12-700-00078 Page 3 between the Minnesota Department of Health and City of Edina Community Health Board 9/2019 to MDH, to federal and state tax agencies and state personnel involved in the payment of state obligations. These identification numbers may be used in the enforcement of federal and state tax laws which could result in action requiring the Grantee to file state tax returns and pay delinquent state tax liabilities, if any. 11.OWNERSHIP OF MATERIALS AND INTELLECTUAL PROPERTY RIGHTS This clause 11 shall not apply to any grant projects involving the Special Supplemental Nutrition Program for Women, Infants and Children (WIC) Program and the Title V Maternal and Child Block Grant. 11.1. Except as otherwise required by Minnesota or Federal law, GRANTEE shall own all rights, title and interest in all of the materials conceived or created by GRANTEE, or its employees or subgrantees, either individually or jointly with others and which arise out of the performance of individual grant project agreements, including any inventions, reports, studies, designs, drawings, specifications, notes, documents, software and documentation, computer based training modules, electronically, magnetically or digitally recorded material, and other work in whatever form ("MATERIALS"). MDH agrees to, and hereby does, assign all rights, title and interest it may have in the MATERIALS to theGRANTEE. MDH shall, upon request of GRANTEE, execute all papers and perform all other acts necessary to transfer or record GRANTEE’S ownership interest in the MATERIALS. 11.2. GRANTEE represents and warrants that MATERIALS produced or used under individual grant project agreements do not and will not infringe upon any intellectual property rights of another, including but not limited to patents, copyrights, trade secrets, trade names, and service marks and names. GRANTEE shall indemnify and defend MDH, at GRANTEE'S expense, from any action or claim brought against MDH to the extent that it is based on a claim that all or parts of the MATERIALS infringe upon the intellectual property rights of another. GRANTEE shall be responsible for payment of any and all such claims, demands, obligations, liabilities, costs, and damages including, but not limited to, reasonable attorney fees arising out of this master grant contract, individual grant project agreements and amendments and supplements thereto, which are attributable to such claims or actions. If such a claim or action arises, or in GRANTEE'S or MDH'S opinion is likely to arise, GRANTEE shall at MDH'S discretion either procure for MDH the right or license to continue using the MATERIALS at issue or replace or modify the allegedly infringing MATERIALS as necessary and appropriate to obviate the infringement claim. This remedy of MDH shall be in addition to and shall not be exclusive of other remedies provided by law. 11.3. GRANTEE hereby grants to MDH a perpetual, irrevocable, no-fee right and license to make, have made, reproduce, modify, distribute, perform, and otherwise use the MATERIALS for any and all purposes, in all forms and manners that MDH, in its sole discretion, deems appropriate. GRANTEE shall, upon the request of MDH, execute all papers and perform all other acts necessary, to document and secure said right and license to the MATERIALS by MDH. At the request of MDH, GRANTEE shall permit MDH to inspect the original MATERIALS and provide a copy of any of the MATERIALS to MDH, without cost, for use by MDH in any manner MDH, in its sole discretion, deems appropriate. 12.WORKER’S COMPENSATION. GRANTEE certifies that it is in compliance with Minnesota Statutes, section 176.181, subdivision 2, pertaining to workers’ compensation insurance coverage. GRANTEE’S employees and agents will not be considered STATE employees. Any claims that may arise under the Minnesota Workers’ Compensation Act on behalf of these employees and any claims made by any third party as a consequence of any act or omission on the part of these employees are in no way MDH’S obligation or responsibility. 13.JURISDICTION AND VENUE. This master grant contract and the project grant agreements, and amendments and supplements thereto, shall be governed by the laws of the State of Minnesota. To the extent litigation is not prohibited by section 14 of this master grant contract, venue for all legal Master Grant Contract # 12-700-00078 Page 4 between the Minnesota Department of Health and City of Edina Community Health Board 9/2019 proceedings arising out of this master grant contract, or breach thereof, shall be in the state or federal court with competent jurisdiction in Ramsey County, Minnesota. 14.DISPUTES. Any dispute shall be decided by MDH’S Authorized Representative for the particular grant project agreement that the dispute concerns. MDH’S Authorized Representative will be identified in each grant project agreement between MDH and GRANTEE. If GRANTEE is dissatisfied with the decision of MDH’S Authorized Representative, GRANTEE’S sole and exclusive remedy is an administrative hearing before an administrative law judge under the contested case procedures of the Minnesota Administrative Procedure Act, Chapter 14 of the Minnesota Statutes. Pursuant to Chapter 14, the administrative law judge shall make a report to the Minnesota Commissioner of Health, who shall make the final decision on the contested case. If GRANTEE wishes to request an administrative hearing, GRANTEE must request a hearing in a writing received by MDH within 30 calendar days after GRANTEE’S receipt of the decision of MDH’S Authorized Representative. The decision of the Minnesota Commissioner of Health shall be subject to judicial review as provided in the Minnesota Administrative Procedure Act at Minnesota Statutes, sections 14.63 to 14.69. 15.OTHER PROVISIONS A.Contractor Debarment, Suspension And Responsibility Certification Federal Regulation 45 CFR 92.35 prohibits MDH from purchasing goods or services with federal money from parties who have been suspended or debarred by the federal government. A party may be suspended or debarred when it is determined, through a duly authorized hearing process, that they have abused the public trust in a serious manner. In particular, the federal government expects MDH to have a process in place for determining whether a vendor has been suspended or debarred, and to prevent such vendors from receiving federal funds. By signing this master grant contract, GRANTEE certifies that it and its principals: 1.Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from transacting business by or with any federal, state or local government department or agency; and 2.Have not within a three-year period preceding this grant contract: a) been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain or performing a public (federal, state or local) transaction or contract; b) violated any federal or state antitrust statutes; or c) committed embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements or receiving stolen property; and 3.Are not presently indicted or otherwise criminally or civilly charged by a government entity for: a) commission of fraud or a criminal offense in connection with obtaining, attempting to obtain or performing a public (federal, state or local) transaction; b) violating any federal or state antitrust statutes; or c) committing embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements or receiving stolen property; and 4.Are not aware of any information and possess no knowledge that any subcontractor(s) that will perform work pursuant to this grant contract are in violation of any of the certifications set forth above. B.Audit Requirements 1.If the Grantee expends total federal assistance of $750,000 or more per year, the Grantee agrees to: a) obtain either a single audit or a program-specific audit made for the fiscal year in accordance with the terms of the Single Audit Act of 1984, as amended (31 U.S. Code Chapter 75) and 2 CFR 200; and, b) to comply with the Single Audit Act of 1984, as amended (31 U.S. Code Chapter 75) and 2 CFR 200. Master Grant Contract # 12-700-00078 Page 5 between the Minnesota Department of Health and City of Edina Community Health Board 9/2019 Audits shall be made annually unless the grantee is a state or local government that has, by January 1, 1987, a constitutional or statutory requirement for less frequent audits. For those governments, the federal cognizant agency shall permit biennial audits, covering both years, if the government so requests. It shall also honor requests for biennial audits by state or local governments that have an administrative policy calling for audits less frequent than annual, but only audits prior to 1987 or administrative policies in place prior to January 1, 1987. 2.The audit shall be made by an independent auditor. An independent auditor is a state or local government auditor or a public accountant who meets the independence standards specified in the General Accounting Office's “Standards for Audit of Governmental Organizations, Programs, Activities, and Functions.” 3.The audit report shall state that the audit was performed in accordance with the provisions of 2 CFR 200. The reporting requirements for audit reports shall be in accordance with the American Institute of Certified Public Accountants’ (AICPA) audit guide, “Audits of State and Local Governmental Units,” issued in 1986. The Federal Government has approved the use of the audit guide. In addition to the audit report, the Grantee shall provide comments on the findings and recommendations in the report, including a plan for corrective action taken or planned and comments on the status of corrective action taken on prior findings. If corrective action is not necessary, a statement describing the reason it is not should accompany the audit report. 4.The Grantee agrees that the grantor, the Legislative Auditor, the State Auditor, and any independent auditor designated by the grantor shall have such access to Grantee's records and financial statements as may be necessary for the grantor to comply with the Single Audit Act Amendments of 1984, as amended (31 U.S. Code Chapter 75) and 2 CFR 200. 5.If payments under this grant agreement will be made from federal funds obtained by the State through the American Recovery and Reinvestment Act of 2009 (Public Law 111-5), the Grantee is responsible for compliance with all federal requirements imposed on these funds. The Grantee must identify these funds separately on the schedule of expenditures of federal awards (SEFA), and must also accept full financial responsibility if it fails to comply with federal requirements. These requirements include, but are not limited to, Title III, part D, of the Energy Policy and Conservation Act (42 U.S.C. 6321 et seq. and amendments thereto); U.S. Department of Energy Financial Assistance Rules (10CFR600); and Title 2 of the Code of Federal Regulations. 6.Grantees of federal financial assistance from subrecipients are also required to comply with the Single Audit Act Amendments of 1984, as amended (31 U.S. Code Chapter 75) and 2 CFR 200. 7.The Statement of Expenditures form can be used for the schedule of federal assistance. 8.The Grantee agrees to retain documentation to support the schedule of federal assistance for at least four (4) years. 9.The Grantee agrees to file required audit reports within nine (9) months of the Grantee's fiscal year end. 2 CFR 200 requires recipients of more than $750,000 in federal funds to submit one copy of the audit report within 30 days after issuance to the central clearinghouse at the following address: Bureau of the Census Data Preparation Division 1201 East 10th Street Jeffersonville, Indiana 47132 Attn: Single Audit Clearinghouse Master Grant Contract # 12-700-00078 Page 6 between the Minnesota Department of Health and City of Edina Community Health Board 9/2019 C.Drug Free Workplace GRANTEE agrees to comply with the Drug-Free Workplace Act of 1988, as implemented at 34 CFR Part 85, Subpart F. D.Lobbying GRANTEE agrees to comply with the provisions of United States Code, Title 31, Section 1352. GRANTEE must not use any federal funds to pay any person for influencing or attempting to influence an officer or employee of a federal agency, a member of Congress, an officer or employee of Congress, or any employee of a member of Congress in connection with the awarding of any federal contract, the making of any federal grant, the making of any federal loan, the entering into of any cooperative agreement, or the extension, continuation, renewal, amendment, or modification of any federal contract, grant, loan or cooperative agreement. E.Equal Employment Opportunity GRANTEE agrees to comply with the Executive Order 11246 “Equal Employment Opportunity” as amended by Executive Order 11375 and supplemented by regulations at 41 CFR Part 60. F.Cost Principles GRANTEE agrees to comply with the provisions of OMB Circular A-21, A-87 or A-122 regarding cost principles for administration of this grant award. G.Rights to Inventions – Experimental, Developmental or Research Work GRANTEE agrees to comply with 37 CFR, Part 401, “Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements” and any implementing regulations issued by the awarding agency. H.Clean Air Act GRANTEE agrees to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act as amended (42 U.S.C. 7401 et seq.) and the Federal Water Pollution Control Act as amended (33 U.S.C. 1251 et seq.). Violations shall be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA). I.No Smoking With respect to facilities over which GRANTEE has control, GRANTEE shall comply with the Minnesota Clean Indoor Air Act. J.No Conflict of Interest GRANTEE hereby assures that no interest exists, directly or indirectly, which could conflict in any manner or degree with GRANTEE’S performance of services required to be performed under this master grant contract or individual project grant agreements. 16.AUTHORIZED REPRESENTATIVES. 16.1 MDH'S Authorized Representative. MDH’S Authorized Representative for purposes of administering this master grant contract is DeeAnn Finley, Planning Director State, Community Health Division, PO Box 64975, St. Paul, MN 55164, 651-201-4551, deeann.finley@state.mn.us or their successor. 16.2 GRANTEE’S Authorized Representative. GRANTEE’S Authorized Representative is Jeffrey Brown, CHS Administrator, 4801 West 50th Street, Edina, MN 55424, 952-826-0466, jbrown@EdinaMN.gov, or their successor. GRANTEE’S Authorized Representative has full authority to represent GRANTEE in fulfillment of the terms, conditions, and requirements of this master grant contract. If GRANTEE selects a new Authorized Representative, GRANTEE must immediately notify the MDH. Master Grant Contract # 12-700-00078 Page 7 between the Minnesota Department of Health and City of Edina Community Health Board 9/2019 IN WITNESS WHEREOF, the parties have caused this master grant contract to be duly executed intending to be bound thereby. APPROVED: 1. GRANTEE: GRANTEE certifies that the appropriate person(s) have executed this master grant contract on behalf of the GRANTEE as required by applicable articles, by-laws, resolutions, or ordinances. By (authorized signature) Title: Date: By (authorized signature) Title: Date: 2.STATE AGENCY: Master grant contract approval as required by Minnesota Statutes §§16A.15 and 16C.05. By (authorized signature) Title: Date: Date: October 15, 2019 Agenda Item #: VI.I. To:Mayor and City Council Item Type: Request For Purchase From:Don Uram, Finance Director and Kelly Curtin, Human Resources Director Item Activity: Subject:Request for Purchase: Tyler Technologies' Munis Enterprise Resource Planning Software System Action CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: Approve Request for Purchase for Tyler Technologies' Munis Enterprise Resource Planning (ERP) Software System. INTRODUCTION: This purchase is for the acquisition of MUNIS which is an integrated ERP system from Tyler Technologies. This system will combine core financial functionality (general ledger, budgeting, accounts payable and receivable, payroll, and purchasing), but also utility billing and Human Resources. This project is identified in the City's 2019 -2023 Capital Improvement Plan as project 18-001. ATTACHMENTS: Description Request for Purchase: Tyler Technologies' Munis Enterprise Resource Planning Software System License and Services Agreement Exhibit A - Investment Summary Exhibit B - Invoicing and Payment Policy Exhibit C - Maintenance and Support Agreement Exhibit D - DocOrigin End User License Agreement Exhibit E - Statement of Work Exhibit F - Response to Request for Clarification Exhibit G - Tyler's Proposal Tabs 1 - 15 Exhibit G.1 - Tyler's Proposal Other Information Exhibit H - City of Edina's Request for Proposals City of Edina • 4801 W. 50th St. • Edina, MN 55424 Request for Purchase Date: October 15, 2019 To: Mayor and City Council From: Don Uram, Finance Director Kelly Curtin, Human Resources Director Subject: Request for Purchase: Tyler Technologies’ Munis Enterprise Resource Planning Software System Purchase Subject to: ☐List Quote/Bid ☐State Contract ☒Service Contract The Recommended Bid is: ☒Within Budget ☐Not Within Budget The City has selected Tyler Technologies’ Munis Software System as its new joint Finance/Human Resources Enterprise Resource Planning (ERP) System. Background In 2011, the City Council authorized staff to reserve funds for a new Human Resource Information System (HRIS) but did not move forward due to a lack of staff resources. With the development of the 2017-2021 CIP, the HRIS was given a high priority ranking by the prioritization committee. Additionally, staff concluded significant financial and operational benefits could be achieved by integrating the HRIS with a new financial software system. The two departments currently use five different applications hosted by LOGIS, in addition to other third- party software programs. The decision was then made by staff to move forward in pursuing a joint Finance/Human Resources ERP System. In March of 2018, the City began a formal Request for Proposal (RFP) process to select the most qualified consultant to assist in the selection of the ERP system. The City received responses from 25 consultants and after interviews and reference checks, BerryDunn was selected and a contract was executed June 2018. Date Bid Opened or Quote Received: Bid or expiration Date: July 17, 2019 September 27, 2019 Company: Amount of Quote or Bid: Tyler Technologies, Inc. 5101 Tennyson Parkway Plano, Texas 75024 $943,547 Recommended Quote or Bid: Tyler Technologies, Inc. $943,547 Page 2 City of Edina • 4801 W. 50th St. • Edina, MN 55424 Request for Purchase In July 2018, BerryDunn kicked off the project with the City’s project team and 75 staff representatives completing 15 Fact-Finding and Needs Assessment sessions to understand current processes and procedures, and 15 Joint Requirements Planning to determine the importance of over 2,300 ERP system requirement. A Request for Proposal (RFP) was developed for Software and Implementation Services for an Enterprise Resource Planning, Human Capital Management, and Utility Billing Software Systems Environment and six proposals were received. Following a review of each proposal, three finalists were selected to perform 15 sessions of scripted system module demonstrations for the project team and staff representatives. The three vendors were narrowed down to two and based on feedback, and site visits to local cities who are currently using the ERP system, Tyler Technologies’ Munis System was selected as the vendor. Contract negotiations began in spring 2018 and have recently concluded. Benefits to the City A joint Finance/Human Resources ERP System will benefit the City in several ways, including: • Lower IT Costs • Improved Access to Information • Improved Reporting and Planning • Complete Customization • Improved Efficiency • Improved Customer Service • Improved Collaboration and Workflows • Improved Data Quality and Accessibility • Standardized Business Processes This initiative supports the 2018-2019 Budget Goal #2 to “Maintain Service-Levels That Best Meet the Needs of The Community”, and the Budget Objective of “Investing in technology upgrades to improve data collection, data management, and staff efficiency”. Investing in technology is critical because it allows staff to more efficiently maintain and locate data for the public, provide better data and analysis for informed decision-making by elected officials and staff, and reduces the risk of lost data and human error. Next Steps Implementation of the Munis System is expected to start November 2019. The Finance modules will be implemented first, followed by the Human Resources modules. The full implementation cycle should be 18-24 months, with a planned go-live date January 1, 2021. Page 3 City of Edina • 4801 W. 50th St. • Edina, MN 55424 Request for Purchase Budget Impact Environmental Impact • Effective use of office space (gain work space by reducing storage space of physical/paper files and documents). • Reduce trips to and from City Hall for information. • Potential for significant energy savings and material waste savings through a reduction in the use of paper, toner, and electricity due to a substantial decrease in the amount of printing required daily. Social Impact • Investing in this technology allows staff to more efficiently maintain and locate data for the public and provide better data and analysis for informed decision-making by Council and staff. • Improve accuracy and reduce loss due to human error. • Increase efficiency (managers’ accessibility/time spent obtaining and maintaining data). Department Director Authorization: __________________________________ City Council Authorization Date: _______________ (for purchases over $20,000 only) Currently, the City pays LOGIS and other software vendors approximately $300,000 annually for HR, Finance, and Utility Billing. The Munis ERP system would be a replacing these software systems. On August 20, the City Council approved Resolution No. 2019 – 60 authorizing $1.4 million of the 2018 unassigned fund balance to be used for this project. Going forward, operational expenses are projected to be less than $200,000 annually. Quoted By:Alban Michaud Date:10/10/2019 Quote Expiration:12/27/2019 Quote Name:City of Edina-ERP-Munis Quote Number:2018-58128-4 Quote Description:Tyler Contract Pricing 10/1/19 Sales Quotation For City of Edina 4801 W 50th St Edina, MN 55424-1394 Phone +1 (952) 927-8861 Tyler Software and Related Services Description License Impl. Hours Impl. Cost Data Conversion Module Total Year One Maintenance Financials: Accounting/GL $53,550.00 112 $19,600.00 $10,600.00 $83,750.00 $9,639.00 Accounts Payable $14,900.00 32 $5,600.00 $0.00 $20,500.00 $2,682.00 Budgeting $14,900.00 48 $8,400.00 $0.00 $23,300.00 $2,682.00 Capital Assets $12,300.00 40 $7,000.00 $3,000.00 $22,300.00 $2,214.00 Cash Management $10,250.00 32 $5,600.00 $0.00 $15,850.00 $1,845.00 Contract Management $6,050.00 24 $4,200.00 $0.00 $10,250.00 $1,089.00 Employee Expense Reimbursement $6,150.00 32 $5,600.00 $0.00 $11,750.00 $1,107.00 Project & Grant Accounting $10,250.00 48 $8,400.00 $5,000.00 $23,650.00 $1,845.00 Purchasing $22,550.00 80 $14,000.00 $0.00 $36,550.00 $4,059.00 Human Capital Management: ExecuTime Advanced Scheduling (800)$43,360.00 80 $14,000.00 $0.00 $57,360.00 $8,672.00 ExecuTime Advanced Scheduling Mobile Access $4,375.00 0 $0.00 $0.00 $4,375.00 $875.00 ExecuTime Time & Attendance (1000)$37,170.00 176 $30,800.00 $0.00 $67,970.00 $7,434.00 ExecuTime Time & Attendance Mobile Access $5,585.00 0 $0.00 $0.00 $5,585.00 $1,117.00 Human Resources & Talent Management $18,100.00 112 $19,600.00 $0.00 $37,700.00 $3,258.00 Payroll w/ESS $23,500.00 192 $33,600.00 $11,800.00 $68,900.00 $4,230.00 2018-58128-4 - Tyler Contract Pricing 10/1/19 CONFIDENTIAL 1 of 12 Tyler Software and Related Services Description License Impl. Hours Impl. Cost Data Conversion Module Total Year One Maintenance Recruiting $5,500.00 32 $5,600.00 $0.00 $11,100.00 $990.00 Risk Management $6,000.00 24 $4,200.00 $0.00 $10,200.00 $1,080.00 Revenue: Accounts Receivable $11,000.00 64 $11,200.00 $0.00 $22,200.00 $1,980.00 General Billing $5,000.00 32 $5,600.00 $0.00 $10,600.00 $900.00 UB Interface $8,250.00 24 $4,200.00 $0.00 $12,450.00 $1,485.00 Utility Billing CIS $26,500.00 192 $33,600.00 $16,800.00 $76,900.00 $4,770.00 Productivity: Tyler ReadyForms Processing (including Common Form Set) $10,500.00 0 $0.00 $0.00 $10,500.00 $2,100.00 Tyler Content Manager SE $20,000.00 32 $5,600.00 $0.00 $25,600.00 $3,600.00 Munis Analytics & Reporting $15,400.00 80 $14,000.00 $0.00 $29,400.00 $2,772.00 Citizen Self Service $11,000.00 8 $1,400.00 $0.00 $12,400.00 $1,980.00 Additional: Tyler GIS (10)$5,000.00 0 $0.00 $0.00 $5,000.00 $1,000.00 Sub-Total:$407,140.00 $261,800.00 $47,200.00 $716,140.00 $75,405.00 Less Discount:$40,715.00 $0.00 $0.00 $40,715.00 $75,405.00 TOTAL:$366,425.00 1496 $261,800.00 $47,200.00 $675,425.00 $0.00 Other Services Description Quantity Unit Price Unit Discount Extended Price Install Fee - New Server Install-WIN 1 $6,000.00 $0.00 $6,000.00 End User Training 440 $175.00 $0.00 $77,000.00 Not-To-Exceeds - Additional Implementation Hours 176 $175.00 $0.00 $30,800.00 Project Planning Services 1 $6,000.00 $0.00 $6,000.00 Tyler ReadyForms Processing Configuration 1 $2,000.00 $0.00 $2,000.00 TOTAL: $121,800.00 2018-58128-4 - Tyler Contract Pricing 10/1/19 CONFIDENTIAL 2 of 12 3rd Party Hardware, Software and Services Description Quantity Unit Price Unit Discount Total Price Unit Maintenance Unit Maintenance Discount Total Year One Maintenance Tyler Secure Signature System with 2 Keys 1 $1,650.00 $0.00 $1,650.00 $0.00 $0.00 $0.00 3rd Party Hardware Sub-Total: $0.00 $1,650.00 $0.00 TOTAL: $1,650.00 $0.00 Summary One Time Fees Recurring Fees Total Tyler Software $366,425.00 $0.00 Total Tyler Services $430,800.00 $0.00 Total 3rd Party Hardware, Software and Services $1,650.00 $0.00 Summary Total $798,875.00 $0.00 Contract Total (Excluding Estimated Travel Expenses) $798,875.00 Estimated Travel Expenses $144,672.00 2018-58128-4 - Tyler Contract Pricing 10/1/19 CONFIDENTIAL 3 of 12 Detailed Breakdown of Conversions (included in Contract Total) Description Unit Price Unit Discount Extended Price Accounting - Actuals up to 3 years $1,500.00 $0.00 $1,500.00 Accounting - Budgets up to 3 years $1,500.00 $0.00 $1,500.00 Accounting Standard COA $2,000.00 $0.00 $2,000.00 Accounts Payable - Checks up to 5 years $1,600.00 $0.00 $1,600.00 Accounts Payable - Invoice up to 5 years $2,400.00 $0.00 $2,400.00 Accounts Payable Standard Master $1,600.00 $0.00 $1,600.00 Capital Assets Std Master $3,000.00 $0.00 $3,000.00 Payroll - Accrual Balances $1,500.00 $0.00 $1,500.00 Payroll - Accumulators up to 5 years $1,400.00 $0.00 $1,400.00 Payroll - Check History up to 5 years $1,200.00 $0.00 $1,200.00 Payroll - Deductions $1,800.00 $0.00 $1,800.00 Payroll - Earning/Deduction Hist up to 5 years $2,500.00 $0.00 $2,500.00 Payroll - Recruiting $1,400.00 $0.00 $1,400.00 Payroll - Standard $2,000.00 $0.00 $2,000.00 Project Grant Accounting - Actuals up to 3 years $1,500.00 $0.00 $1,500.00 Project Grant Accounting - Budgets up to 3 years $1,500.00 $0.00 $1,500.00 Project Grant Accounting Standard $2,000.00 $0.00 $2,000.00 Utility Billing - Balance Forward AR $5,100.00 $0.00 $5,100.00 Utility Billing - Consumption History up to 5 years $3,000.00 $0.00 $3,000.00 Utility Billing - Services $4,100.00 $0.00 $4,100.00 Utility Billing - Standard $4,600.00 $0.00 $4,600.00 TOTAL: $47,200.00 2018-58128-4 - Tyler Contract Pricing 10/1/19 CONFIDENTIAL 4 of 12 Optional SaaS One Time Fees Description # Years Annual Fee Impl. Hours Impl. Cost Data Conversion Productivity: Postal XPress (Lorton) Annual Subscription 1 $1,649.00 0 $0.00 $0.00 Additional: Payroll Tax Table Updates 0 $1,000.00 0 $0.00 $0.00 Socrata Open Finance 0 $16,000.00 0 $0.00 $0.00 Optional Tyler Software & Related Services Description License Impl. Hours Impl. Cost Data Conversion Module Total Year One Maintenance Financials: Bid Management $6,150.00 24 $4,200.00 $0.00 $10,350.00 $1,107.00 Inventory $11,300.00 40 $7,000.00 $4,700.00 $23,000.00 $2,034.00 Performance Based Budgeting $16,400.00 80 $14,000.00 $0.00 $30,400.00 $2,952.00 Quatred Asset Scanning Interface $3,900.00 16 $2,800.00 $0.00 $6,700.00 $702.00 Quatred Inventory Scanning Interface $3,900.00 16 $2,800.00 $0.00 $6,700.00 $702.00 Revenue: Animal License $5,000.00 16 $2,800.00 $0.00 $7,800.00 $1,250.00 Tyler Cashiering $21,000.00 40 $7,000.00 $0.00 $28,000.00 $3,780.00 Productivity: eProcurement $10,000.00 8 $1,400.00 $0.00 $11,400.00 $1,800.00 IVR Gateway $6,000.00 24 $4,200.00 $0.00 $10,200.00 $1,080.00 Tyler Content Manager Auto Indexing and Redaction (SE) $5,000.00 16 $2,800.00 $0.00 $7,800.00 $900.00 Additional: Asset Maintenance (20)$42,000.00 176 $30,800.00 $0.00 $72,800.00 $8,400.00 Asset Performance (5)$3,000.00 104 $18,200.00 $0.00 $21,200.00 $600.00 CAFR Statement Builder $13,750.00 32 $5,600.00 $0.00 $19,350.00 $2,475.00 Contracts - D $0.00 0 $0.00 $4,000.00 $4,000.00 $0.00 2018-58128-4 - Tyler Contract Pricing 10/1/19 CONFIDENTIAL 5 of 12 Optional Tyler Software & Related Services Description License Impl. Hours Impl. Cost Data Conversion Module Total Year One Maintenance General Billing - Bills up to 5 years - D $0.00 0 $0.00 $4,000.00 $4,000.00 $0.00 General Billing - Recurring Invoices - D $0.00 0 $0.00 $2,700.00 $2,700.00 $0.00 General Billing Std CID - D $0.00 0 $0.00 $1,500.00 $1,500.00 $0.00 Parks and Recreation $17,600.00 80 $14,000.00 $0.00 $31,600.00 $3,168.00 Payroll - Certifications - C $0.00 0 $0.00 $1,400.00 $1,400.00 $0.00 Payroll - Education - C $0.00 0 $0.00 $1,400.00 $1,400.00 $0.00 Payroll - PM Action History up to 5 years - C $0.00 0 $0.00 $1,400.00 $1,400.00 $0.00 Payroll - Position Control - C $0.00 0 $0.00 $1,400.00 $1,400.00 $0.00 Payroll - State Retirement Tables - C $0.00 0 $0.00 $1,400.00 $1,400.00 $0.00 Purchasing - Purchase Orders - Standard Open PO's only - D $0.00 0 $0.00 $2,700.00 $2,700.00 $0.00 Requestor Access License $3,200.00 0 $0.00 $0.00 $3,200.00 $640.00 Tyler 311/Incident Management $8,500.00 56 $9,800.00 $0.00 $18,300.00 $1,700.00 Tyler Disaster Recovery Service $0.00 0 $0.00 $0.00 $0.00 $14,327.00 Tyler System Management Services Contract $0.00 0 $0.00 $0.00 $0.00 $14,327.00 Utility Billing - Assessments - D $0.00 0 $0.00 $1,800.00 $1,800.00 $0.00 Utility Billing - Backflow - D $0.00 0 $0.00 $2,000.00 $2,000.00 $0.00 Utility Billing - Budget Billing - D $0.00 0 $0.00 $4,100.00 $4,100.00 $0.00 Utility Billing - Flat Inventory/Containers - D $0.00 0 $0.00 $4,100.00 $4,100.00 $0.00 Utility Billing - Service Orders - D $0.00 0 $0.00 $3,100.00 $3,100.00 $0.00 TOTAL:$176,700.00 728 $127,400.00 $41,700.00 $345,800.00 $61,944.00 Optional Other Services Description Quantity Unit Price Discount Extended Price Configuration Postal Xpress (Lorton) 1 $1,275.00 $0.00 $1,275.00 Install Fee - Socrata Open Finance 1 $5,600.00 $0.00 $5,600.00 Post-Production Services 72 $175.00 $0.00 $12,600.00 TOTAL: $19,475.00 2018-58128-4 - Tyler Contract Pricing 10/1/19 CONFIDENTIAL 6 of 12 Optional Conversion Details (Prices Reflected Above) Description Unit Price Unit Discount Extended Price Contracts $4,000.00 $0.00 $4,000.00 General Billing - Bills up to 5 years $4,000.00 $0.00 $4,000.00 General Billing - Recurring Invoices $2,700.00 $0.00 $2,700.00 General Billing Std CID $1,500.00 $0.00 $1,500.00 Inventory - Commodity Codes $1,200.00 $0.00 $1,200.00 Inventory Std Master $3,500.00 $0.00 $3,500.00 Payroll - Certifications $1,400.00 $0.00 $1,400.00 Payroll - Education $1,400.00 $0.00 $1,400.00 Payroll - PM Action History up to 5 years $1,400.00 $0.00 $1,400.00 Payroll - Position Control $1,400.00 $0.00 $1,400.00 Payroll - State Retirement Tables $1,400.00 $0.00 $1,400.00 Purchasing - Purchase Orders - Standard Open PO's only $2,700.00 $0.00 $2,700.00 Utility Billing - Assessments $1,800.00 $0.00 $1,800.00 Utility Billing - Backflow $2,000.00 $0.00 $2,000.00 Utility Billing - Budget Billing $4,100.00 $0.00 $4,100.00 Utility Billing - Flat Inventory/Containers $4,100.00 $0.00 $4,100.00 Utility Billing - Service Orders $3,100.00 $0.00 $3,100.00 TOTAL:$41,700.00 Optional 3rd Party Hardware, Software and Services Description Quantity Unit Price Unit Discount Total Price Unit Maintenance Unit Maintenance Discount Total Year One Maintenance Cash Drawer 1 $230.00 $0.00 $230.00 $0.00 $0.00 $0.00 Hand Held Scanner - Model 1950GSR 1 $400.00 $0.00 $400.00 $0.00 $0.00 $0.00 Hand Held Scanner Stand 1 $30.00 $0.00 $30.00 $0.00 $0.00 $0.00 ID Tech MiniMag USB Reader 1 $62.00 $0.00 $62.00 $0.00 $0.00 $0.00 Printer (TM-S9000) 1 $1,600.00 $0.00 $1,600.00 $0.00 $0.00 $0.00 Quatred Bar Code Printer Kit 1 $995.00 $0.00 $995.00 $0.00 $0.00 $0.00 Quatred Barcode Reader - FA - Extended Maintenance 1 $0.00 $0.00 $0.00 $299.00 $0.00 $299.00 2018-58128-4 - Tyler Contract Pricing 10/1/19 CONFIDENTIAL 7 of 12 Quatred Barcode Reader - Inventory - Extended Maintenance 1 $0.00 $0.00 $0.00 $299.00 $0.00 $299.00 Quatred Barcode Reader - QUICK Fixed Asset 1 $3,003.00 $0.00 $3,003.00 $0.00 $0.00 $0.00 Quatred Barcode Reader - QUICK Inventory 1 $3,003.00 $0.00 $3,003.00 $0.00 $0.00 $0.00 Quatred Professional Services 1 $5,000.00 $0.00 $5,000.00 $0.00 $0.00 $0.00 Quatred QUICK Fixed Asset Starter Kit 1 $6,998.00 $0.00 $6,998.00 $0.00 $0.00 $0.00 Quatred QUICK Inventory Starter Kit 1 $6,998.00 $0.00 $6,998.00 $0.00 $0.00 $0.00 Quatred QUICK RFID Fixed Asset Starter Kit 1 $8,425.00 $0.00 $8,425.00 $0.00 $0.00 $0.00 Quatred RFID Reader - QUICK Fixed Asset 1 $3,997.00 $0.00 $3,997.00 $0.00 $0.00 $0.00 3rd Party Hardware Sub-Total: $0.00 $35,741.00 $0.00 3rd Party Software Sub-Total: $0.00 $0.00 $0.00 $598.00 3rd Party Services Sub-Total: $0.00 $5,000.00 $0.00 TOTAL: $40,741.00 $598.00 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 Tyler Discount Detail Description License License Discount License Net Maintenance Basis Year One Maint Discount Year One Maint Net Financials: Accounting/GL $53,550.00 $5,355.00 $48,195.00 $9,639.00 $9,639.00 $0.00 Accounts Payable $14,900.00 $1,490.00 $13,410.00 $2,682.00 $2,682.00 $0.00 Budgeting $14,900.00 $1,490.00 $13,410.00 $2,682.00 $2,682.00 $0.00 Capital Assets $12,300.00 $1,230.00 $11,070.00 $2,214.00 $2,214.00 $0.00 Cash Management $10,250.00 $1,025.00 $9,225.00 $1,845.00 $1,845.00 $0.00 Contract Management $6,050.00 $605.00 $5,445.00 $1,089.00 $1,089.00 $0.00 Employee Expense Reimbursement $6,150.00 $615.00 $5,535.00 $1,107.00 $1,107.00 $0.00 2018-58128-4 - Tyler Contract Pricing 10/1/19 CONFIDENTIAL 8 of 12 Tyler Discount Detail Description License License Discount License Net Maintenance Basis Year One Maint Discount Year One Maint Net Project & Grant Accounting $10,250.00 $1,025.00 $9,225.00 $1,845.00 $1,845.00 $0.00 Purchasing $22,550.00 $2,255.00 $20,295.00 $4,059.00 $4,059.00 $0.00 Payroll/HR: ExecuTime Advanced Scheduling (800)$43,360.00 $4,336.00 $39,024.00 $8,672.00 $8,672.00 $0.00 ExecuTime Advanced Scheduling Mobile Access $4,375.00 $438.00 $3,937.00 $875.00 $875.00 $0.00 ExecuTime Time & Attendance (1000)$37,170.00 $3,717.00 $33,453.00 $7,434.00 $7,434.00 $0.00 ExecuTime Time & Attendance Mobile Access $5,585.00 $559.00 $5,026.00 $1,117.00 $1,117.00 $0.00 Human Resources & Talent Management $18,100.00 $1,810.00 $16,290.00 $3,258.00 $3,258.00 $0.00 Payroll w/ESS $23,500.00 $2,350.00 $21,150.00 $4,230.00 $4,230.00 $0.00 Recruiting $5,500.00 $550.00 $4,950.00 $990.00 $990.00 $0.00 Risk Management $6,000.00 $600.00 $5,400.00 $1,080.00 $1,080.00 $0.00 Revenue: Accounts Receivable $11,000.00 $1,100.00 $9,900.00 $1,980.00 $1,980.00 $0.00 General Billing $5,000.00 $500.00 $4,500.00 $900.00 $900.00 $0.00 UB Interface $8,250.00 $825.00 $7,425.00 $1,485.00 $1,485.00 $0.00 Utility Billing CIS $26,500.00 $2,650.00 $23,850.00 $4,770.00 $4,770.00 $0.00 Productivity: Citizen Self Service $11,000.00 $1,100.00 $9,900.00 $1,980.00 $1,980.00 $0.00 Munis Analytics & Reporting $15,400.00 $1,540.00 $13,860.00 $2,772.00 $2,772.00 $0.00 Tyler Content Manager SE $20,000.00 $2,000.00 $18,000.00 $3,600.00 $3,600.00 $0.00 Tyler ReadyForms Processing (including Common Form Set) $10,500.00 $1,050.00 $9,450.00 $2,100.00 $2,100.00 $0.00 Additional: Tyler GIS (10)$5,000.00 $500.00 $4,500.00 $1,000.00 $1,000.00 $0.00 TOTAL:$407,140.00 $40,715.00 $366,425.00 $75,405.00 $75,405.00 $0.00 2018-58128-4 - Tyler Contract Pricing 10/1/19 CONFIDENTIAL 9 of 12 Comments Tyler System Management Services is calculated at 25% of the Munis annual maintenance. There is a $2,500 minimum annual fee. Tyler's Disaster Recovery Service is calculated at 25% of the Munis annual maintenance. There is a $5,000 minimum annual fee for Disaster Recovery service. The Disaster Recovery fees are applicable only to one Live Munis database and excludes all test and training databases. Tyler recommends the use of a 128-bit SSL Security Certificate for any Internet Web Applications, such as the Munis Web Client and the MUNIS Self Service applications if hosted by the Client. This certificate is required to encrypt the highly sensitive payroll and financial information as it travels across the public internet. There are various vendors who sell SSL Certificates, with all ranges of prices. Conversion prices are based on a single occurrence of the database. If additional databases need to be converted, these will need to be quoted. Tyler's quote contains estimates of the amount of services needed, based on our preliminary understanding of the size and scope of your project. The actual amount of services depends on such factors as your level of involvement in the project and the speed of knowledge transfer. 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. 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. The Tyler Software Product Tyler ReadyForms Processing must be used in conjunction with a Hewlett Packard printer supported by Tyler for printing checks. Any forms included in this quote are based on the standard form templates provided. Custom forms, additional forms and any custom programming are subject to additional fees not included in this quote. The additional fees would be quoted at the time of request, generally during the implementation of the forms. Please note that the form solution provided requires the use of approved printers. You may contact Tyler's support team for the most current list of approved printers. In the event Client acquires from Tyler any edition of Tyler Content Manager software other than Enterprise Edition, the license for Content Manager is restricted to use with Tyler applications only. If Client wishes to use Tyler Content Manager software with non-Tyler applications, Client must purchase or upgrade to Tyler Content Manager Enterprise Edition. Payroll library includes: 1 PR check, 1 direct deposit, 1 vendor from payroll check, 1 vendor from payroll direct deposit, W2, W2c, ACA 1095B, ACA 1095C and 1099 R. General Billing library includes: 1 invoice, 1 statement, 1 general billing receipt and 1 miscellaneous receipt. 2018-58128-4 - Tyler Contract Pricing 10/1/19 CONFIDENTIAL 10 of 12 Comments Includes digitizing two signatures, additional charges will apply for additional signatures. Project Management includes project planning, kickoff meeting, status calls, task monitoring, verification and transition to support. Personnel Actions Forms Library includes: 1 Personnel Action form - New and 1 Personnel Action Form - Change. Tyler's cost is based on all of the proposed products and services being obtained from Tyler. Should significant portions of the products or services be deleted, Tyler reserves the right to adjust prices accordingly. Financial library includes: 1 A/P check, 1 EFT/ACH, 1 Purchase order, 1099M, 1099INT, 1099S, and 1099G. Utility billing library includes: 1 Utility bill, 1 UB receipt, 1 UB delinquent notice, 1 door hanger and 1 final utility bill. Utility Billing CIS includes the Graphing Agent. Quatred QUICK Inventory Starter Kit: QUICK Inventory Software, NX4 Rugged Mobile Scanning Device with 1D Imager, CDMA, WLAN, Bluetooth, GPS, Camera, Numeric Keypad, WEH 6.5 OS, Cradle, Spare battery, Power supply. Standard 1 year manufacturer's warranty. Includes: 1 year phone support & softwaree upgrades, up to 4 hours of remote install/training via TeamViewer. Software support and upgrades renewal for QUICK Inventory - after the first year, billed by Quatred. Quatred QUICK Fixed Asset Starter Kit: QUICK Fixed Asset Software, NX4 Rugged Mobile Scanning Device with 1D Imager, CDMA, WLAN, Bluetooth, GPS, Camera, Numeric Keypad, WEH 6.5 OS, Cradle, Spare battery, Power supply, with Standard 1 year manufacturer's warranty. Includes: 1 year phone support & software upgrades, up to 4 hours of remote install/training via TeamViewer. Software support and upgrades renewal for QUICK Fixed Asset - after the first year, billed by Quatred. Quatred QUICK RFID Fixed Asset Starter Kit: QUICK Fixed Asset Software, MC9190Z RFID Rugged Handheld Reader with 1D Scanner, 53 Keypad, WM 6.5 OS, Cradle, Spare battery, Power supply, and communication cable, with 3 yrs comprehensive extended maintenance. Includes: 1 year phone support & software upgrades, up to 4 hours of remote install/training via TeamViewer. Software support and upgrades renewal for QUICK RFID Fixed Asset - after the first year, billed by Quatred. RFID Reader - QUICK Fixed Asset: QUICK Fixed Asset Software, MC9190Z RFID Rugged Handheld Reader with 1D Scanner, 53 Keypad, WM 6.5 OS, Cradle, Spare battery, Power supply, and communication cable, with 3 yrs comprehensive extended maintenance. Quatred Professional Services: 2 days onsite installation, configuration and training. Includes travel and living. Quatred Barcode Reader - QUICK Fixed Asset: QUICK Fixed Asset Software, NX4 Rugged Mobile Scanning Device with 1D Imager, CDMA, WLAN, Bluetooth, GPS, Camera, Numeric Keypad, WEH 6.5 OS, Cradle, Spare battery, Power supply, with Standard 1 year manufacturer's warranty. Quatred Barcode Reader - QUICK Fixed Asset Extended Maintenance: 3 Year All-Inclusive depot repair/replace coverage per unit. Quatred Barcode Reader - QUICK Inventory: QUICK Inventory Software, NX4 Rugged Mobile Scanning Device with 1D Imager, CDMA, WLAN, Bluetooth, GPS, Camera, Numeric Keypad, WEH 6.5 OS, Cradle, Spare battery, Power supply, with Standard 1 year manufacturer's warranty. 2018-58128-4 - Tyler Contract Pricing 10/1/19 CONFIDENTIAL 11 of 12 Comments Quatred Barcode Reader - QUICK Inventory Extended Maintenance: 3 Year All-Inclusive depot repair/replace coverage per unit. Additional required hardware will be purchased by the client directly through Quatred. Development modifications, interfaces and services, where applicable, shall be invoiced to the client in the following manner: 50% of total upon authorized signature to proceed on program specifications and the remaining 50% of total upon delivery of modifications, interface and services. 2018-58128-4 - Tyler Contract Pricing 10/1/19 CONFIDENTIAL 12 of 12 Revised: 10/11/2019 Statement of WorkStatement of WorkStatement of WorkStatement of Work Tyler TechnologiesTyler TechnologiesTyler TechnologiesTyler Technologies Prepared for:Prepared for:Prepared for:Prepared for: City of EdinaCity of EdinaCity of EdinaCity of Edina 4801 W 50th St, Edina, MN 55424-1394 Prepared by:Prepared by:Prepared by:Prepared by: AlbanAlbanAlbanAlban MichaudMichaudMichaudMichaud One Tyler Drive, Yarmouth, ME 04096 Tyler Technologies, Inc. www.tylertech.com 2 / 89 TABLE OF CONTENTSTABLE OF CONTENTSTABLE OF CONTENTSTABLE OF CONTENTS 1. Executive Summary ................................................................................................................................... 6 1.1. Project Overview ................................................................................................................. 6 1.2. Project Objectives ............................................................................................................... 6 1.3. Project Timeline .................................................................................................................. 7 1.4. Project Methodology Overview .......................................................................................... 8 1.5. Project Criteria for Success ................................................................................................. 9 2. Project Governance................................................................................................................................. 10 2.1. Client Governance............................................................................................................. 10 2.1.1 Client Project Manager ........................................................................................ 10 2.1.2 Steering Committee ............................................................................................. 11 2.1.3 Executive Sponsor(s) ............................................................................................ 11 2.2. Tyler Governance .............................................................................................................. 11 2.2.1 Tyler Project Manager ......................................................................................... 11 2.2.2 Tyler Implementation Management .................................................................... 11 2.2.3 Tyler Executive Management .............................................................................. 12 2.3. Acceptance and Acknowledgment Processes ................................................................... 12 3. Overall Project Obligations ..................................................................................................................... 13 3.1. Project, Resources and Scheduling ................................................................................... 13 3.2. Data Conversion ................................................................................................................ 15 3.3. Data Exchanges, Modifications, Forms and Reports ........................................................ 16 3.4. Hardware and Software .................................................................................................... 16 3.5. Education .......................................................................................................................... 16 3 / 89 4. Implementation Stages ........................................................................................................................... 17 4.1. Work Breakdown Structure (WBS) ................................................................................... 17 4.2. Initiate & Plan (Stage 1) .................................................................................................... 19 4.2.1 Tyler Internal Coordination & Planning ............................................................... 19 4.2.2 System Infrastructure Planning ........................................................................... 21 4.2.3 Project/Phase Planning ........................................................................................ 22 4.2.4 Project Schedule .................................................................................................. 24 4.2.5 Stakeholder Presentation .................................................................................... 26 4.2.6 Control Point 1: Initiate & Plan Stage Acceptance .............................................. 27 4.3. Assess & Define (Stage 2) ................................................................................................. 28 4.3.1 Fundamentals Review .......................................................................................... 28 4.3.2 Current/Future State Analysis ............................................................................. 30 4.3.3 Data Conversion Planning & Mapping ................................................................. 32 4.3.4 Standard 3rd Party Data Exchange Planning ....................................................... 34 4.3.5 Modification Analysis & Specification, if contracted ........................................... 36 4.3.6 Forms & Reports Planning ................................................................................... 38 4.3.7 System Deployment ............................................................................................. 40 4.3.8 Control Point 2: Assess & Define Stage Acceptance ............................................ 41 4.4. Build & Validate (Stage 3) ................................................................................................. 43 4.4.1 Configuration & Power User Training .................................................................. 43 4.4.2 Data Conversion & Validation .............................................................................. 44 4.4.3 Standard 3rd Party Data Exchange Validation ..................................................... 46 4.4.4 Modification Delivery & Validation, if contracted ............................................... 47 4.4.5 Forms & Reports Validation ................................................................................. 49 4 / 89 4.4.6 Control Point 3: Build & Validate Stage Acceptance ........................................... 50 4.5. Final Testing & Training (Stage 4) ..................................................................................... 51 4.5.1 Cutover Planning .................................................................................................. 51 4.5.2 User Acceptance Testing (UAT) ........................................................................... 53 4.5.3 End User Training ................................................................................................. 55 4.5.4 Control Point 4: Final Testing & Training Stage Acceptance ................................ 57 4.6. Production Cutover (Stage 5) ............................................................................................ 58 4.6.1 Final Data Conversion .......................................................................................... 58 4.6.2 Production Processing & Assistance .................................................................... 60 4.6.3 Transition to Tyler Support .................................................................................. 61 4.6.4 Schedule Post-Production Services, if applicable ................................................ 62 4.6.5 Control Point 5: Production Cutover Stage Acceptance ...................................... 63 4.7. Phase/Project Closure (Stage 6) ....................................................................................... 64 4.7.1 Close Phase/Project ............................................................................................. 64 4.7.2 Control Point 6: Phase/Project Closure Stage Acceptance .................................. 65 5. Roles and Responsibilities ....................................................................................................................... 66 5.1. Tyler Roles and Responsibilities ........................................................................................ 66 5.1.1 Tyler Executive Management .............................................................................. 66 5.1.2 Tyler Implementation Management .................................................................... 66 5.1.3 Tyler Project Manager ......................................................................................... 66 5.1.4 Tyler Implementation Consultant ........................................................................ 67 5.1.5 Tyler Sales ............................................................................................................ 68 5.1.6 Tyler Software Support ........................................................................................ 68 5.2. City of Edina Roles and Responsibilities ........................................................................... 68 5 / 89 5.2.1 City of Edina Executive Sponsor ........................................................................... 69 5.2.2 City of Edina Steering Committee ........................................................................ 69 5.2.3 City of Edina Project Manager ............................................................................. 69 5.2.4 City of Edina Functional Leads ............................................................................. 71 5.2.5 City of Edina Power Users .................................................................................... 71 5.2.6 City of Edina End Users ........................................................................................ 72 5.2.7 City of Edina Technical Support ........................................................................... 72 5.2.8 City of Edina Upgrade Coordinator ...................................................................... 72 5.2.9 City of Edina Project Toolset Coordinator ........................................................... 73 5.2.10 City of Edina Change Management Lead ............................................................. 73 6. Glossary ................................................................................................................................................... 73 7. Munis Conversion Summary ................................................................................................................... 76 7.1. Accounting COA ................................................................................................................ 76 7.2. Accounting - Actuals ......................................................................................................... 76 7.3. Accounting - Budgets ........................................................................................................ 76 7.4. Accounts Payable Master ................................................................................................. 76 7.5. Accounts Payable - Checks ................................................................................................ 76 7.6. Accounts Payable - Invoices .............................................................................................. 77 7.7. Capital Assets Master ....................................................................................................... 77 7.8. Payroll ............................................................................................................................... 77 7.9. Payroll – Accrual Balances ................................................................................................ 77 7.10. Payroll – Accumulators ..................................................................................................... 77 7.11. Payroll – Check History ..................................................................................................... 78 7.12. Payroll - Deductions .......................................................................................................... 78 6 / 89 7.13. Payroll – Earning/Deduction Hist. ..................................................................................... 78 7.14. Payroll – Recruiting ........................................................................................................... 78 7.15. Project Grant Accounting .................................................................................................. 78 7.16. Project Grant Accounting - Actuals ................................................................................... 78 7.17. Project Grant Accounting – Budget .................................................................................. 78 8. Planned Data Exchanges ......................................................................................................................... 79 9. Change Control ....................................................................................................................................... 87 Scope Change ................................................................................................................................. 87 Attachment A - Edina Staffing Chart ........................................................................................................... 89 This Statement of Work ("SOW"), effective as of October __, 2019, is made under the Licensing and Services Agreement (“Agreement”) made between Tyler Technologies, Inc. and City of Edina as of October __, 2019 and is the Initial SOW referenced therein. The Agreement and each applicable Exhibit is incorporated into this SOW by this reference as if fully set forth herein. 1.1.1.1. EXECUTIVE SUMMAEXECUTIVE SUMMAEXECUTIVE SUMMAEXECUTIVE SUMMARYRYRYRY 1.1.1.1.1.1.1.1. Project OverviewProject OverviewProject OverviewProject Overview The Statement of Work (SOW) documents the Project Scope, methodology (including the process for getting to agreement on the Project Plans), roles and responsibilities, implementation Stages, and Project Timeline and Deliverables for the implementation of the Products and Services described in the Investment Summary attached as Exhibit A-1 to the Agreement (“ProjectProjectProjectProject”). All changes to the Project Plans must be mutually agreed by the parties. Each Project Plan forms part of this SOW and is incorporated herein by reference. 1.2.1.2.1.2.1.2. Project ObjectivesProject ObjectivesProject ObjectivesProject Objectives The objectives of the Project are to configure, integrate and implement the Products and Services identified in the Investment Summary attached as Exhibit A-1 to the Agreement, which Products and Services offer City of Edina the opportunity to make the City of Edina 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. 7 / 89 • 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 stated in the RFP. • Moving to a centralized electronic HR system that is integrated with the financial system. • Providing employee and manager self-service including the ability to view and access information such as W4s and direct deposit. • Providing tools to automate calculations and business in the future environment to reduce manual intervention and external calculations required to run payroll. • The capability to utilize exception-based time entry for exempt employees, and to implement electronic time capture for all employees. • Streamlining the new hire and onboarding process through the seamless flow of information from the ESS portal into the Employee Master File, and the elimination of dual-entry of information. • Use of an accounts receivable and billing module that is easily and widely used throughout the City of Edina. • Use of a system with integrated project accounting functionality. 1.3.1.3.1.3.1.3. Project Timeline Project Timeline Project Timeline Project Timeline The “Project TimelineProject TimelineProject TimelineProject Timeline” establishes a start and end date for each Phase of the Project, and the Go-Live dates. The Project Timeline will be developed during the Initiate & Plan Stage and, upon agreement of the parties, delivered as a Deliverable, and thereafter revised only as mutually agreed to, if needed. The timeline accounts for resource availability, business goals, size and complexity of the Project, and task duration requirements. The following schedule will become part of the detailed Project Plans. In addition, the initial draft of the Project Plan for Phase 1 will be delivered to City of Edina within 30 days of the date of this SOW and such Project Plan will be completed and executed by the parties by the date falling thirty (30) days after the date of this SOW, and the Project Plans for each other Phase specified below will be completed and executed by the parties by the date falling within thirty (30) days after the Start Date for such Phase specified below. Phase Functional Areas Modules Start Date Go-Live Date 1 Financials & Revenue • Accounting General Ledger • Cash Management • Project & Grant Accounting • Budgeting • Purchasing • Contract Management • Accounts Payable • Capital Assets Oct. 2019 January 1, 2021 8 / 89 Phase Functional Areas Modules Start Date Go-Live Date • Accounts Receivable • General Billing System Wide • Munis Analytics & Reporting o Tyler Reporting Services o Munis Office o Role Tailored Dashboard / HUB • Tyler ReadyForms Processing • Tyler Content Manager SE 2 Human Capital Management • Payroll w/Employee Self Service • Human Resources & Talent Management • Recruiting • Risk Management • Employee Expense Reimbursement • ExecuTime Time & Attendance • Mar 2020 January 1, 2021 3 Human Capital Management • ExecuTime Advanced Scheduling Jan 2021 Apr 2021 4 Revenues • Utility Billing CIS Sept 2020 Sept 2021 1.4.1.4.1.4.1.4. Project Methodology Overview Project Methodology Overview Project Methodology Overview 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 9 / 89 across Phases, and is scaled to meet the City of Edina’s complexity, and organizational needs. This methodology is described in this SOW. 1.5.1.5.1.5.1.5. Project CProject CProject CProject Criteria for Successriteria for Successriteria for Successriteria for Success In order to successfully execute the Professional Services described herein and implement the Products and Services in the Investment Summary attached to the Agreement as Exhibit A-1, there are several critical success factors for the Project that must be met and closely monitored. • Knowledge Transfer Knowledge Transfer Knowledge Transfer Knowledge Transfer - Tyler shall make all reasonable efforts to transfer knowledge to the City of Edina and to gain an understanding of current and contemplated future City of Edina business processes relevant to the Products and Services being implemented. Tyler resources assigned to the Project shall have the ability to deliver the Tyler Products and Services being implemented, including configuration options, and shall remain timely and responsive to the City of Edina through the Project duration. City of Edina Personnel will participate in the analysis, configuration, and deployment of the Tyler Products and Services, per the Edina Staffing Chart attached to this SOW as Attachment A (“Edina Staffing ChartEdina Staffing ChartEdina Staffing ChartEdina Staffing Chart”). • Dedicated Project Participant Participation Dedicated Project Participant Participation Dedicated Project Participant Participation Dedicated Project Participant Participation – Tyler understands that City of Edina staff members have daily responsibilities that compete with the amount of time that can be dedicated to this Project. The Edina Staffing Chart identifies the qualifications, role and timing for when Client Personnel need to be available for this Project. Client shall not be asked to perform outside of the Edina Staffing Chart. Any changes to the Edina Staffing Chart must be mutually agreed by the parties to be effective. If Client fails to make Client Personnel available per the Edina Staffing Chart, Tyler will communicate insufficient participation immediately by phone and in Project Status Reports. Tyler acknowledges that its Personnel must be actively involved and responsive in a timely manner throughout the entire duration of the Project. “Project Status ReportProject Status ReportProject Status ReportProject Status Report” means a detailed report on the status of the Project. • Managing Project Scope Managing Project Scope Managing Project Scope Managing Project Scope - The City of Edina shall not be charged for any Services outside of the Scope of work identified in this Statement of Work or the Agreement without amendment to the Agreement. • A Focus on Business Process Analysis and Redesign A Focus on Business Process Analysis and Redesign A Focus on Business Process Analysis and Redesign A Focus on Business Process Analysis and Redesign –––– Tyler, through the implementation process, shall identify and recommend opportunities for business process redesign based on best practices and functionality available within the scope of the Project. Tyler shall also provide input on City of Edina decision making processes to inform the City of Edina of outcomes related to configuration decisions, and any possible complications or efficiencies that might be made available. • Reports Reports Reports Reports –––– Tyler will deliver a bi-weekly Project Status Report to Client’s project manager. • Meetings Meetings Meetings Meetings –––– the parties’ project managers will meet bi-weekly, the Steering Committee will meet monthly and the executives will meet as necessary. 10 / 89 2.2.2.2. PROJECT GOVERNANCEPROJECT GOVERNANCEPROJECT GOVERNANCEPROJECT 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 timing of meetings and the format of exchanging information for the governance structure occurs during the Initiate & Plan Stage. The path below illustrates an overall team perspective where Tyler and the City of Edina 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 City of Edina steering committee become the escalation points to triage responses prior to escalation to the City of Edina 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 City of Edina and Tyler executive sponsors serve as the final escalation point. 2.1.2.1.2.1.2.1. Client GovernanceClient GovernanceClient GovernanceClient Governance Depending on the City of Edina’s organizational structure and size, the following governance roles may be filled by one or more people and will be available as set forth in the Edina Staffing Chart. 2.1.12.1.12.1.12.1.1 Client Project ManagerClient Project ManagerClient Project ManagerClient Project Manager The City of Edina’s project manager(s) coordinate project team members and subject matter experts, and the overall implementation schedule and serves as the primary point of contact with Tyler. The City of 11 / 89 Edina project manager(s) will be responsible for reporting to the City of Edina steering committee and determining appropriate escalation points. 2.1.22.1.22.1.22.1.2 Steering Committee Steering Committee Steering Committee Steering Committee The City of Edina steering committee understands and supports the cultural change necessary for the Project and fosters an appreciation of the Project’s value throughout the organization. Overseeing the City of Edina project manager(s) and the Project and through participation in regular internal meetings, the City of Edina steering committee remains updated on all project progress, project decisions, and achievement of project milestones. The City of Edina steering committee also provides support to the City of Edina project manager(s) by communicating the importance of the Project to all impacted departments. The City of Edina steering committee is responsible for staffing the City of Edina Personnel per the Edina Staffing Chart, provides strategic direction to the project team, for making timely decisions on critical project issues or policy decisions. The City of Edina steering committee also serves as primary level of issue resolution for the Project. 2.1.32.1.32.1.32.1.3 Executive Sponsor(s)Executive Sponsor(s)Executive Sponsor(s)Executive Sponsor(s) The City of Edina’s executive sponsor provides support to the Project by providing strategic direction overall, 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, per the Edina Staffing Chart, 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 City of Edina steering committee, project manager(s), and project team members and subject matter experts to make critical business decisions for the City of Edina. 2.2.2.2.2.2.2.2. Tyler Tyler Tyler Tyler GovernanceGovernanceGovernanceGovernance 2.2.12.2.12.2.12.2.1 Tyler Project ManagerTyler Project ManagerTyler Project ManagerTyler 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 City of Edina throughout the entire project timeline. 2.2.22.2.22.2.22.2.2 Tyler Implementation ManagementTyler Implementation ManagementTyler Implementation ManagementTyler 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 City of Edina management, as appropriate. Tyler executive 12 / 89 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 City of Edina project team as set forth below. The Tyler implementation managers are: - Lisa Chaisson, PMP - Implementation Director - Carrie Giesy, PMP – Senior Director of Implementation 2.2.32.2.32.2.32.2.3 Tyler Executive ManagementTyler Executive ManagementTyler Executive ManagementTyler 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 Tyler executive managers are: - Jen Turgeon, VP of Implementation 2.3.2.3.2.3.2.3. Acceptance and AcknowAcceptance and AcknowAcceptance and AcknowAcceptance and Acknowledgment Processledgment Processledgment Processledgment Processeseseses 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 City of Edina shall have thirty (30) days from the date of delivery, or as otherwise mutually agreed upon by the parties in writing, to accept each Deliverable or Control Point. If the City of Edina does not provide acceptance or rejection within thirty (30) days, or the otherwise agreed upon timeframe, not to be unreasonably withheld, Tyler deems the Deliverable or Control Point as accepted. • Certain Deliverables developed throughout the Project will not be static, and will be updated as needed throughout the process. As an example, the Implementation Management Plan will be delivered as a baseline document and developed collaboratively with the City of Edina. For these types of Deliverables that will be revised or otherwise maintained throughout the Project, Tyler requires City of Edina acknowledgement of receipt of the Deliverable, and not formal Acceptance. The City of Edina shall have thirty (30) days from the date of receipt, or as otherwise mutually agreed upon in writing by the parties, to acknowledge receipt of such Deliverable and conformance to the stated scope and objectives of said Deliverable. 13 / 89 • If the City of Edina does not agree the particular Deliverable or Control Point meets the outlined requirements, the City of Edina shall notify Tyler project manager(s), in writing, with reasoning within the 30-days period, 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 within a mutually agreed upon timeframe, not more than ten (10) business days from rejection, based upon the complexity of the deficiency. The City of Edina shall then have fifteen (15) business days from receipt of the redelivered Deliverable or Control Point to accept or again submit written notification of reasons for rejecting the Deliverable or Control Point. If the City of Edina does not provide acceptance or rejection within such 15-business day period, or the otherwise agreed upon timeframe, not to be unreasonably withheld, Tyler deems the Deliverable or Control Point as accepted. • Notwithstanding the foregoing, Acceptance of the Deliverable or Control Point must be initiated from either the City of Edina Project Manager or City of Edina Executive Sponsor and must be in writing. Acknowledgement, acceptance, or other communication from a Subject Matter Expert (SME), Functional Lead, or other Project Team member will not suffice as Acceptance or acknowledgement on Deliverables or Control Points. • When possible to ensure an efficient response process, the Tyler Project Manager will notify the City of Edina Project Manager of an upcoming Deliverable or Control Point to allow the City of Edina Project Manager adequate time to align resources for review and effectively use the review timeline window, in order to meet mutually agreed upon response timelines. 3.3.3.3. OVERALL PROJECT OVERALL PROJECT OVERALL PROJECT OVERALL PROJECT OBLIGATIONSOBLIGATIONSOBLIGATIONSOBLIGATIONS 3.1.3.1.3.1.3.1. Project, Resources and SchedulingProject, Resources and SchedulingProject, Resources and SchedulingProject, Resources and Scheduling • Project activities will begin after the Agreement and this SOW have been fully executed. • The City of Edina will provide its Personnel pursuant to the Edina Staffing Chart. • Except as expressly set forth in the table below and per the Edina Staffing Chart, City of Edina is not required to provide any facilities, personnel, equipment, software, materials, technical knowledge, expertise or other resources necessary for Tyler to provide the Services. The following table represents the non-Personnel resources to be provided by Client to Tyler for use in performing under this SOW: Resource Description Period of Availability 14 / 89 Workspace Workspace for onsite resources with network and internet access For the entire project duration - Oct 2019 thru Sept 2021 Phones For onsite resources and training rooms, phones with conference call capabilities (speaker phone) will be available, but not dedicated For the entire project duration – Oct 2019 thru Sept 2021 Number of Workstations (up to 24 workstations) Based on number of training participants (Tyler limits class size to 12 users for Tyler conducted trainings) For the entire project duration - Oct 2019 thru Sept 2021 Any Peripheral devices Printers, Copier, Flip charts, White board, Projector and Screen, for onsite resources For the entire project duration - Oct 2019 thru Sept 2021 Security badges Badges to allow access to City offices, for onsite resources For the entire project duration – Oct 2019 thru Sept 2021 Training Room (2 training rooms available at a minimum) Room(s) for training City of Edina resources (additional room to be provided during Phase overlap periods as specified in the Project Plan) For the entire project duration – October 2019 thru Sept 2021 Parking Tyler resources will need parking when they are onsite For the entire project duration – October 2019 thru Sept 2021 Network and Power accessibility needs Internet access and power for Tyler resources is needed For the entire project duration – Oct 2019 thru Sept 2021 • • Tyler will provide a written agenda and notice of any prerequisites in alignment with the agreed- upon Project Plan to the City of Edina project manager(s) ten (10) business days prior to any scheduled on site or remote sessions requiring Client involvement. • Tyler will provide notice of any prerequisites in alignment with the agreed-upon Project Plan to the City of Edina project manager(s) a minimum of ten (10) business days prior to any key Deliverable due dates. • Tyler will provide complete and thorough implementation site reports to the City of Edina within one week following scheduled sessions. • City of Edina users’ will complete prerequisites in alignment with the agreed-upon Project Plan. • Tyler will provide guidance for all applicable configuration and processing options available within the Tyler Products and Services and present the factors to be considered when deciding among 15 / 89 options including best practices, internal controls, and suitability of the configuration. The City of Edina is responsible for making decisions based on the options presented by Tyler in a timely manner consistent with the mutually agreed-upon Project Plan. • In the event the City of Edina may elect to add and/or modify current business policies during the course of this Project (which is expected as the City of Edina refines its policies to best practices), such policy changes are the City of Edina’s responsibility to define, document, and implement with Tyler’s guidance on best practices. • The City of Edina will make timely Project related decisions, in alignment with the agreed-upon Project Plan, 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 build on the decisions made in prior sessions. • Tyler considers additional services not specified in the Investment Summary attached as Exhibit A-1 to the Agreement or this Statement of Work as out of Scope and requires additional time and costs be requested via Change Request approved through the Change Control process. • The City of Edina will respond to information requests in a comprehensive and timely manner, in accordance with the Project Plan. 3.2.3.2.3.2.3.2. Data ConversionData ConversionData ConversionData Conversion • The City of Edina will produce the data files needed for conversion of the Data from the Legacy System in order to provide them to Tyler on the specified due date(s) stated in the Project Plan. • Each Legacy System data file submitted for conversion will include all associated records in a single approved file layout. • The City of Edina understands the Legacy System data extract(s) must be provided to Tyler 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 Products and Services may be incorrect. • During this process, the City of Edina may need to correct Data scenarios in the Legacy System prior to the final Data pull. This is a complex activity and requires due diligence by the City of Edina to identify whether all Data pulled includes all required Data and the Tyler Software contains properly mapped Data. • The City of Edina and Tyler will work in an iterative process through multiple data conversions to validate Data as displayed in the Munis application and correct Data until the Data is accurate. This process will include a complete test at each iteration performed by the City of Edina, and not testing or validating exclusively for a single correction. 16 / 89 3.3.3.3.3.3.3.3. Data ExchangesData ExchangesData ExchangesData Exchanges, Modifications, Forms and Reports, Modifications, Forms and Reports, Modifications, Forms and Reports, Modifications, Forms and Reports • The City of Edina will work with the 3rd party software providers identified in Section 8 of this SOW as necessary to provide the 3rd party data in a manner that conforms to a Tyler standard format. • The City of Edina is willing, based on the described configuration options presented by Tyler, to make, at its discretion, reasonable business process changes rather than expecting the Product to conform to every aspect of their current system/process. Such process changes will be supported by Tyler and will not cause a delay in the Project Plan. • Any Modification requests not expressly stated in this SOW 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 Change Control process in Section 9 of this SOW. For clarity UB 89 and 90 in the RFP are considered in Scope and are not a Modification. 3.4.3.4.3.4.3.4. Hardware and SoftwareHardware and SoftwareHardware and SoftwareHardware and Software • Tyler will initially Install the most current generally available version of the Products ordered. • Tyler will initially establish four (4) software environments and four (4) databases for the Project. The environments will be Implementation, Prod (pristine), Train, and Test. Due to potential cross phase overlap, a 5th environment may be determined as necessary and will be established at no cost for the use throughout the remainder of the Project timeline only. • The City of Edina will provide network access to Tyler modules, printers, and Internet access to all applicable City of Edina and Tyler project staff per the City of Edina’s policies. • The City of Edina has in place all hardware, software, and technical infrastructure as required by Tyler’s published specifications to access the Tyler Software. • The City of Edina’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 City of Edina does not meet minimum standards of Tyler’s published specifications. 3.5.3.5.3.5.3.5. EducationEducationEducationEducation • Throughout the Project lifecycle, the City of Edina will provide a training room for Tyler staff to transfer knowledge to the City of Edina’s resources, for both onsite and remote sessions. The City of Edina will provide staff with a location to practice what they have learned without distraction. If Phases overlap, the City of Edina will provide two training rooms during the period of overlap to allow for independent sessions scheduling without conflict. 17 / 89 • The training room will be set up in a classroom setting. The City of Edina will determine the number of workstations in the room. Tyler recommends every person attending a scheduled session with a Tyler consultant or trainer have their own workstation. However, Tyler requires there be no more than two (2) people at a given workstation. • The City of Edina will provide a workstation which connects to the Tyler system for the Tyler trainer conducting the session. The computer will connect to a City of Edina provided projector, allowing all attendees the ability to actively engage in the training session. • Users performing user acceptance testing (UAT) will attend all applicable training sessions prior to performing UAT. UAT will occur prior to the End User Training sessions. 4.4.4.4. IMPLEMENTATION STAGEIMPLEMENTATION STAGEIMPLEMENTATION STAGEIMPLEMENTATION STAGESSSS 4.1.4.1.4.1.4.1. Work Breakdown Structure (WBS)Work Breakdown Structure (WBS)Work Breakdown Structure (WBS)Work Breakdown Structure (WBS) The Work Breakdown Structure (WBS) is a hierarchical representation of a Project or Phase 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 PControl PControl PControl Pointointointoint”, confirming the Acceptance of the work performed during that Stage of the Project. 18 / 89 19 / 89 4.2.4.2.4.2.4.2. Initiate & Plan (Stage 1)Initiate & Plan (Stage 1)Initiate & Plan (Stage 1)Initiate & Plan (Stage 1) The Initiate & Plan Stage creates a foundation for the Project through identification of City of Edina and Tyler Project Management teams, and development of implementation management plans, and the provision and discussion of system infrastructure requirements. City of Edina participation in gathering information is critical. Tyler Project Management teams present initial plans to stakeholder teams at Stage end. 4.2.14.2.14.2.14.2.1 Tyler Internal Coordination & PlanningTyler Internal Coordination & PlanningTyler Internal Coordination & PlanningTyler Internal Coordination & Planning Prior to Project commencement, Tyler management staff assigns project manager(s). Tyler provides the City of Edina with initial Project documents used in gathering basic information, which aids in preliminary planning and scheduling. City of Edina 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 City of Edina’s team. During this step, Tyler will work with the City of Edina to establish the date(s) for the Project/Phase Planning session, which in any event shall occur no later than 30 days after the execution of this SOW. RACI MATRIX KEY: RRRR = Responsible AAAA = Accountable CCCC = Consulted IIII = Informed STAGE 1STAGE 1STAGE 1STAGE 1 Tyler Internal Coordination & PlanningTyler Internal Coordination & PlanningTyler Internal Coordination & PlanningTyler Internal Coordination & Planning TYLER CLIENT TASKS Tyler Executive Manager Tyler Implementation Manager Tyler Project Manager Tyler Implementation Consultant Tyler Data Conversion Experts Tyler Forms & Reports Experts Tyler Modification Programmers Tyler Technical Support Tyler Sales Client Executive Sponsor Client Steering Committee Client Project Manager Client Functional Leads Client Change Management Leads Client Power Users Client Department Heads Client End Users Client Technical Leads Client Project Toolset Coordinator Client Upgrade Coordinator Assign Tyler project manager A R I I I Provide initial Project A I R C I 20 / 89 documents to Client Sales to Implementa tion knowledge transfer A I R C Internal planning and phase coordination A R C 21 / 89 4.2.24.2.24.2.24.2.2 System Infrastructure PlanningSystem Infrastructure PlanningSystem Infrastructure PlanningSystem Infrastructure Planning The City of Edina provides, purchases or acquires hardware according to hardware specifications provided by Tyler and ensures it is available at the City of Edina’s site. The City of Edina completes the system infrastructure audit, ensuring vital system infrastructure information is available to the Tyler implementation team, and verifies all hardware compatibility with Tyler solutions. RACI MATRIX KEY: RRRR = Responsible AAAA = Accountable CCCC = Consulted IIII = Informed STAGE 1STAGE 1STAGE 1STAGE 1 System Infrastructure PlanningSystem Infrastructure PlanningSystem Infrastructure PlanningSystem Infrastructure Planning TYLER CLIENT TASKS Tyler Executive Manager Tyler Implementation Manager Tyler Project Manager Tyler Implementation Consultant Tyler Data Conversion Experts Tyler Forms & Reports Experts Tyler Modification Programmers Tyler Technical Support Tyler Sales Client Executive Sponsor Client Steering Committee Client Project Manager Client Functional Leads Client Change Management Leads Client Power Users Client Department Heads Client End Users Client Technical Leads Client Project Toolset Coordinator Client Upgrade Coordinator Provide system hardware specificati ons I R A I C Make hardware available for Installation I C A R Install system hardware, if applicable I C A R Complete system infrastruct ure audit I C A R 22 / 89 4.2.34.2.34.2.34.2.3 Project/Phase PlanningProject/Phase PlanningProject/Phase PlanningProject/Phase Planning Project and Phase planning provides an opportunity to review the Agreement and Products and Services purchased, identify Products and Services to implement in each Phase (if applicable), and discuss implementation timeframes in conformance with the Project Timeline. The Tyler project manager will deliver an Implementation Management Plan, which is reviewed and updated as necessary to be mutually agreeable by City of Edina and Tyler. RACI MATRIX KEY: RRRR = Responsible AAAA = Accountable CCCC = Consulted IIII = Informed STAGE 1STAGE 1STAGE 1STAGE 1 Project/Phase Project/Phase Project/Phase Project/Phase PlanningPlanningPlanningPlanning TYLER CLIENT TASKS Tyler Executive Manager Tyler Implementation Manager Tyler Project Manager Tyler Implementation Consultant Tyler Data Conversion Experts Tyler Forms & Reports Experts Tyler Modification Programmers Tyler Technical Support Tyler Sales Client Executive Sponsor Client Steering Committee Client Project Manager Client Functional Leads Client Change Management Leads Client Power Users Client Department Heads Client End Users Client Technical Leads Client Project Toolset Coordinator Client Upgrade Coordinator Perform Project/Phas e Planning A R I C C I Deliver and facilitate review of implementa tion managemen t plan A R C C I Update implementa tion managemen t plan A R C I I Review updated implementa tion I I A R C C I I I I I 23 / 89 managemen t plan 24 / 89 4.2.44.2.44.2.44.2.4 Project ScheduleProject ScheduleProject ScheduleProject Schedule Client and Tyler will mutually develop an initial Project schedule. The initial schedule includes, at minimum, enough detail to begin Project activities while the detailed Project Plan/schedule is being developed and refined, and will reflect the Project Timeline and Go Live dates specified herein. RACI MATRIX KEY: RRRR = Responsible AAAA = Accountable CCCC = Consulted IIII = Informed STAGE STAGE STAGE STAGE 1111 Project ScheduleProject ScheduleProject ScheduleProject Schedule TYLER CLIENT TASKS Tyler Executive Manager Tyler Implementation Manager Tyler Project Manager Tyler Implementation Consultant Tyler Data Conversion Experts Tyler Forms & Reports Experts Tyler Modification Programmers Tyler Technical Support Tyler Sales Client Executive Sponsor Client Steering Committee Client Project Manager Client Functional Leads Client Change Management Leads Client Power Users Client Department Heads Client End Users Client Technical Leads Client Project Toolset Coordinator Client Upgrade Coordinator Develo p initial Project schedul e A R I C I I Deliver Project Plan and schedul e for Project Phases A R I I I C C I I I Client reviews Project Plan & initial C I A R C C C 25 / 89 schedul e Client approv es Project Plan & initial schedul e I I A R C C I I I I I 26 / 89 4.2.54.2.54.2.54.2.5 Stakeholder PresentationStakeholder PresentationStakeholder PresentationStakeholder Presentation City of Edina stakeholders join Tyler project manager during an onsite presentation to communicate successful Project criteria, Project goals, Deliverables, the initial Project schedule, and roles and responsibilities of Project participants. RACI MATRIX KEY: RRRR = Responsible AAAA = Accountable CCCC = Consulted IIII = Informed STAGE 1STAGE 1STAGE 1STAGE 1 Stakeholder PresentationStakeholder PresentationStakeholder PresentationStakeholder Presentation TYLER CLIENT TASKS Tyler Executive Manager Tyler Implementation Manager Tyler Project Manager Tyler Implementation Consultant Tyler Data Conversion Experts Tyler Forms & Reports Experts Tyler Modification Programmers Tyler Technical Support Tyler Sales Client Executive Sponsor Client Steering Committee Client Project Manager Client Functional Leads Client Change Management Leads Client Power Users Client Department Heads Client End Users Client Technical Leads Client Project Toolset Coordinator Client Upgrade Coordinator Present overview of Project Deliverable s, Project schedule and roles and responsibili ties A R I I I I C I I I I I I I Communica te successful Project criteria and goals I R C A C I I C I I 27 / 89 4.2.64.2.64.2.64.2.6 Control Point 1: Initiate & Plan Control Point 1: Initiate & Plan Control Point 1: Initiate & Plan Control Point 1: Initiate & Plan Stage AcceptanceStage AcceptanceStage AcceptanceStage 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. a. Initiate & Plan Stage Deliverables • Implementation Management Plan o Objective: Update and deliver baseline implementation management plans to reflect the approach to the City of Edina’s Project. o Scope: The Implementation Management Plan addresses how communication, quality control, risks/issues, resources and schedules, and Software Upgrades (if applicable) will be managed throughout the lifecycle of the Project. The Implementation Management Plan also includes the refined timing of meetings and format of exchanging information for the governance structure. o Acceptance Criteria: City of Edina reviews updated and finalized Implementation Management Plan and Accepts it. • Project Plan/Schedule o Objective: Provide a comprehensive list of tasks, timelines and assignments related to the Deliverables of the Project. o Scope: Task list, assignments and due dates o Acceptance Criteria: City of Edina acceptance of Project Plan and schedule based on City of Edina resource availability and Project budget and goals. b. Initiate & Plan Stage Acceptance Criteria • Hardware Installed • System infrastructure audit complete and verified • Implementation Management Plan delivered and reviewed and Accepted by City of Edina • Project Plan/Schedule delivered; dates confirmed; • Stakeholder Presentation complete 28 / 89 4.3.4.3.4.3.4.3. Assess Assess Assess Assess & Define (Stage 2)& Define (Stage 2)& Define (Stage 2)& Define (Stage 2) The primary objective of Assess & Define is to gather information about current City of Edina business processes and translate the material into future business processes using the Products and Services. Tyler uses a variety of methods for obtaining the information, all requiring City of Edina collaboration. The City of Edina shall provide complete and accurate information to Tyler staff, in response to requests made by Tyler, for analysis and understanding of current workflows and business processes applicable to the Products. Tyler will in turn educate the City of Edina on options available in the Products and Services that may be used to meet City of Edina requirements, and advise on best practices, proper internal controls, and workflow and permissions. 4.3.14.3.14.3.14.3.1 Fundamentals ReviewFundamentals ReviewFundamentals ReviewFundamentals Review Fundamentals Review provides functional leads and Power Users an overall understanding of Tyler Software capabilities prior to beginning current and future state analysis. The primary goal is to provide a basic understanding of system functionality, which provides a foundation for upcoming conversations regarding future state processing. Tyler utilizes a variety of methods for completing fundamentals training including the use of eLearning, videos, documentation, and walkthroughs. RACI MATRIX KEY: RRRR = Responsible AAAA = Accountable CCCC = Consulted IIII = Informed STAGE 2STAGE 2STAGE 2STAGE 2 Assess & DefineAssess & DefineAssess & DefineAssess & Define TYLER CLIENT TASKS Tyler Executive Manager Tyler Implementation Manager Tyler Project Manager Tyler Implementation Consultant Tyler Data Conversion Experts Tyler Forms & Reports Experts Tyler Modification Programmers Tyler Technical Support Tyler Sales Client Executive Sponsor Client Steering Committee Client Project Manager Client Functional Leads Client Change Management Leads Client Power Users Client Department Heads Client End Users Client Technical Leads Client Project Toolset Coordinator Client Upgrade Coordinator Schedule fundament als review & provide fundament als materials & A R I C I I I 29 / 89 prerequisit es, if applicable Complete fundament als materials review and prerequisit es I A R I C Ensure all scheduled attendees are present I I A R C I Facilitate fundament als review A R I I I 30 / 89 4.3.24.3.24.3.24.3.2 Current/Future State AnalysisCurrent/Future State AnalysisCurrent/Future State AnalysisCurrent/Future State Analysis City of Edina and Tyler evaluate current state processes, options within the Tyler Software, pros and cons of each option based on current or desired state, and make decisions about future state configuration and processing. RACI MATRIX KEY: RRRR = Responsible AAAA = Accountable CCCC = Consulted IIII = Informed STAGE 2STAGE 2STAGE 2STAGE 2 Current/Future State AnalysisCurrent/Future State AnalysisCurrent/Future State AnalysisCurrent/Future State Analysis TYLER CLIENT TASKS Tyler Executive Manager Tyler Implementation Manager Tyler Project Manager Tyler Implementation Consultant Tyler Data Conversion Experts Tyler Forms & Reports Experts Tyler Modification Programmers Tyler Technical Support Tyler Sales Client Executive Sponsor Client Steering Committee Client Project Manager Client Functional Leads Client Change Management Leads Client Power Users Client Department Heads Client End Users Client Technical Leads Client Project Toolset Coordinator Client Upgrade Coordinator Provide Current/Fut ure State analysis materials to the City of Edina, as applicable A R I C I I Conduct Current & Future State analysis A R I C I C Provide pros and cons of Tyler Software options A R I C I C 31 / 89 Make Future State Decisions according to due date in the Project Plan I I C A R I C I Record Future State decisions A R I C I C 32 / 89 4.3.34.3.34.3.34.3.3 Data Conversion Planning & MappingData Conversion Planning & MappingData Conversion Planning & MappingData Conversion Planning & Mapping This entails the activities performed to prepare to convert Data from the City of Edina’s Legacy System to the Tyler Software. Tyler Personnel and the City of Edina and its Personnel 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 Software. RACI MATRIX KEY: RRRR = Responsible AAAA = Accountable CCCC = Consulted IIII = Informed STAGE 2STAGE 2STAGE 2STAGE 2 Data Data Data Data Conversion Planning & MappingConversion Planning & MappingConversion Planning & MappingConversion Planning & Mapping TYLER CLIENT TASKS Tyler Executive Manager Tyler Implementation Manager Tyler Project Manager Tyler Implementation Consultant Tyler Data Conversion Experts Tyler Forms & Reports Experts Tyler Modification Programmers Tyler Technical Support Tyler Sales Client Executive Sponsor Client Steering Committee Client Project Manager Client Functional Leads Client Change Management Leads Client Power Users Client Department Heads Client End Users Client Technical Leads Client Project Toolset Coordinator Client Upgrade Coordinator Review contracted data conversio n(s) options A R I C C C C Map Data from Legacy System to Tyler Software I C I A C C R Pull conversio n Data extract I I A C C R Run balancing I I A C R I 33 / 89 reports for Data pulled and provide to Tyler Review and approve initial Data extract A I C R I I Correct issues with Data extract, if needed I C C A C C R 34 / 89 4.3.44.3.44.3.44.3.4 Standard 3rd Party Data Exchange PlanningStandard 3rd Party Data Exchange PlanningStandard 3rd Party Data Exchange PlanningStandard 3rd Party Data Exchange Planning Standard Data Exchange tools are available to allow clients to get data in and out of the Tyler Software with external 3rd party 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 Software operate correctly. Section 8 of this SOW identifies the Data Exchanges included in the Scope. The City of Edina and Tyler project manager(s) will work together to define/confirm which Data Exchanges are needed. Tyler will provide a file layout for each Standard Data Exchange. RACI MATRIX KEY: RRRR = Responsible AAAA = Accountable CCCC = Consulted IIII = Informed STAGE 2STAGE 2STAGE 2STAGE 2 Standard 3Standard 3Standard 3Standard 3rdrdrdrd Party Data Exchange PlanningParty Data Exchange PlanningParty Data Exchange PlanningParty Data Exchange Planning TYLER CLIENT TASKS Tyler Executive Manager Tyler Implementation Manager Tyler Project Manager Tyler Implementation Consultant Tyler Data Conversion Experts Tyler Forms & Reports Experts Tyler Modification Programmers Tyler Technical Support Tyler Sales Client Executive Sponsor Client Steering Committee Client Project Manager Client Functional Leads Client Change Management Leads Client Power Users Client Department Heads Client End Users Client Technical Leads Client Project Toolset Coordinator Client Upgrade Coordinator Review Standard or contract ed Data Exchang es A R C I I C Define or confirm needed Data I C A C C R 35 / 89 Exchang es 36 / 89 4.3.54.3.54.3.54.3.5 ModificationModificationModificationModification Analysis & Specification, if contractedAnalysis & Specification, if contractedAnalysis & Specification, if contractedAnalysis & Specification, if contracted As of the date of this SOW, no Modifications are anticipated or contracted for. If that changes through Change Control this Section will apply. Tyler Personnel will conduct additional analysis and develops specifications based on information discovered during this Stage. The City of Edina reviews the specifications and confirms they meet City of Edina’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 Modifications by using Standard functionality within the Tyler Software, which may require a City of Edina business process change. It is the responsibility of the City of Edina to detail all of their needs during the Assess and Define Stage. Tyler will write up specifications (for City of Edina approval) for contracted program Modifications. Upon approval, Tyler will make the agreed upon Modifications to the respective program(s). Once the Modifications have been delivered, the City of Edina will test and approve those changes during the Build and Validate Stage. RACI MATRIX KEY: RRRR = Responsible AAAA = Accountable CCCC = Consulted IIII = Informed STAGE 2STAGE 2STAGE 2STAGE 2 ModificationModificationModificationModification Analysis & Specification, if contractedAnalysis & Specification, if contractedAnalysis & Specification, if contractedAnalysis & Specification, if contracted TYLER CLIENT TASKS Tyler Executive Manager Tyler Implementation Manager Tyler Project Manager Tyler Implementation Consultant Tyler Data Conversion Experts Tyler Forms & Reports Experts Tyler Modification Programmers Tyler Technical Support Tyler Sales Client Executive Sponsor Client Steering Committee Client Project Manager Client Functional Leads Client Change Management Leads Client Power Users Client Department Heads Client End Users Client Technical Leads Client Project Toolset Coordinator Client Upgrade Coordinator Analyze contracted modified program requireme nts A C R C C I C C Develop specificati on A I C R I I I I 37 / 89 document( s) Review specificati on document( s); provide changes to Tyler, if applicable I C C A R I C C Sign-off on specificati on document( s) and authorize work I I A R C I I C 38 / 89 4.3.64.3.64.3.64.3.6 Forms & Reports PlanningForms & Reports PlanningForms & Reports PlanningForms & Reports Planning City of Edina and Tyler project manager(s) review Forms and Report needs. Items that are included in the Agreement are either Standard Forms and Reports or known/included Modification(s). Items not included in the Agreement could be either City of Edina-developed Reports or a newly discovered Modification that will require a Change Request. RACI MATRIX KEY: RRRR = Responsible AAAA = Accountable CCCC = Consulted IIII = Informed STAGE 2STAGE 2STAGE 2STAGE 2 Forms & Reports PlanningForms & Reports PlanningForms & Reports PlanningForms & Reports Planning TYLER CLIENT TASKS Tyler Executive Manager Tyler Implementation Manager Tyler Project Manager Tyler Implementation Consultant Tyler Data Conversion Experts Tyler Forms & Reports Experts Tyler Modification Programmers Tyler Technical Support Tyler Sales Client Executive Sponsor Client Steering Committee Client Project Manager Client Functional Leads Client Change Management Leads Client Power Users Client Department Heads Client End Users Client Technical Leads Client Project Toolset Coordinator Client Upgrade Coordinator Review require d Forms output A R C I C I Review and complet e Forms options and submit to Tyler I I A R C Review in Scope Reports A R I C C Identify addition al I C A R C 39 / 89 Report needs Add applicab le tasks to Project schedul e A R I C C I I I 40 / 89 4.3.74.3.74.3.74.3.7 System DeploymentSystem DeploymentSystem DeploymentSystem Deployment The Tyler Technical Services team Installs Tyler Software on the client hosted server and ensures the platform operates as expected and pursuant to the Agreement. RACI MATRIX KEY: RRRR = Responsible AAAA = Accountable CCCC = Consulted IIII = Informed STAGE 2STAGE 2STAGE 2STAGE 2 System DeploymentSystem DeploymentSystem DeploymentSystem Deployment TYLER CLIENT TASKS Tyler Executive Manager Tyler Implementation Manager Tyler Project Manager Tyler Implementation Consultant Tyler Data Conversion Experts Tyler Forms & Reports Experts Tyler Modification Programmers Tyler Technical Support Tyler Sales Client Executive Sponsor Client Steering Committee Client Project Manager Client Functional Leads Client Change Management Leads Client Power Users Client Department Heads Client End Users Client Technical Leads Client Project Toolset Coordinator Client Upgrade Coordinator Install contract ed software on server A I R I C Ensure platform operates as expected and pursuant to the Agreeme nt A I R I C 41 / 89 4.3.84.3.84.3.84.3.8 Control Point 2: Assess & Define Stage AcceptanceControl Point 2: Assess & Define Stage AcceptanceControl Point 2: Assess & Define Stage AcceptanceControl Point 2: Assess & Define Stage Acceptance Acceptance Criteria for this Stage includes completion of all criteria listed below. Advancement to the Build & Validate Stage is dependent upon Tyler’s receipt of the Stage Acceptance. a. Assess & Define Stage Deliverables • Completed analysis Questionnaire o Objective: Gather and document information related to City of Edina business processes for current/future state analysis as it relates to Tyler approach/solution. o Scope: Provide comprehensive answers to all questions on Questionnaire(s). o Acceptance criteria: City of Edina Acceptance of completed Questionnaire based on thoroughness of capturing all City of Edina business practices to be achieved through Tyler solution. • Data conversion summary and specification documents o Objective: Define data conversion approach and strategy. o Scope: Data conversion approach defined, data extract strategy, conversion and reconciliation strategy. o Acceptance criteria: Data conversion document(s) delivered to the City of Edina, reflecting complete and accurate conversion decisions. • Modification specification documents, if contracted o Objective: Provide comprehensive outline of identified gaps, and how the modified program meets the City of Edina’s needs. o Scope: Design solution for Modification. o Acceptance criteria: City of Edina accepts Modified Specification Document(s) and agrees that the proposed solution meets their requirements. • Completed Forms options and/or packages o Objective: Provide specifications for each City of Edina in Scope Form, Report and output requirements. o Scope: Complete Forms package(s) included in agreement and identify Report needs. o Acceptance criteria: Identify Forms and Report choices and receive supporting documentation. • Installation checklist o Objective: Installation of purchased Tyler Software. 42 / 89 o Scope: Tyler will conduct an initial coordination call, perform an installation of the Tyler Software included in the Agreement, conduct follow up to ensure all tasks are complete, and complete server system administration trainings. o Acceptance criteria: Tyler Software is successfully installed and available to authorized users, City of Edina team members are trained on applicable system administration tasks. b. Assess & Define Stage Acceptance Criteria • Tyler Software is installed. • Fundamentals review is complete. • Required Form and Report 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. 43 / 89 4.4.4.4.4.4.4.4. Build & Validate (Stage 3)Build & Validate (Stage 3)Build & Validate (Stage 3)Build & Validate (Stage 3) The objective of the Build & Validate Stage is to prepare the Tyler Software for use in accordance with the City of Edina’s Required Functionality and procedural decisions identified during the Assess and Define Stage, preparing the City of Edina for Final Testing and Training. 4.4.14.4.14.4.14.4.1 Configuration & Power User TrainingConfiguration & Power User TrainingConfiguration & Power User TrainingConfiguration & Power User Training Tyler staff collaborates with the City of Edina to complete Tyler Software configuration based on the outputs of the future state analysis performed during the Assess and Define Stage. Tyler staff will train the City of Edina Power Users to prepare them for the Validation of the Tyler Software. The City of Edina collaborates with Tyler staff iteratively to Validate Tyler Software configuration. RACI MATRIX KEY: RRRR = Responsible AAAA = Accountable CCCC = Consulted IIII = Informed STAGE 3STAGE 3STAGE 3STAGE 3 Build & ValidateBuild & ValidateBuild & ValidateBuild & Validate TYLER CLIENT TASKS Tyler Executive Manager Tyler Implementation Manager Tyler Project Manager Tyler Implementation Consultant Tyler Data Conversion Experts Tyler Forms & Reports Experts Tyler Modification Programmers Tyler Technical Support Tyler Sales Client Executive Sponsor Client Steering Committee Client Project Manager Client Functional Leads Client Change Management Leads Client Power Users Client Department Heads Client End Users Client Technical Leads Client Project Toolset Coordinator Client Upgrade Coordinator Perform configurati on A R I R I Power User process and Validation training A R I C I C I Validate configurati on I C A C R C 44 / 89 4.4.24.4.24.4.24.4.2 Data Conversion & Validation Data Conversion & Validation Data Conversion & Validation Data Conversion & Validation Tyler completes an initial review of the converted Data for errors. With assistance from the City of Edina, the Tyler Data Conversion Team addresses items within the conversion program to provide the most efficient data conversion possible. With guidance from Tyler, the City of Edina reviews specific Data elements within the system and identifies and Reports discrepancies in writing. Iteratively, Tyler collaborates with the City of Edina to address conversion discrepancies prior to acceptance. RACI MATRIX KEY: RRRR = Responsible AAAA = Accountable CCCC = Consulted IIII = Informed STAGE 3STAGE 3STAGE 3STAGE 3 Data Conversion & ValidationData Conversion & ValidationData Conversion & ValidationData Conversion & Validation TYLER CLIENT TASKS Tyler Executive Manager Tyler Implementation Manager Tyler Project Manager Tyler Implementation Consultant Tyler Data Conversion Experts Tyler Forms & Reports Experts Tyler Modification Programmers Tyler Technical Support Tyler Sales Client Executive Sponsor Client Steering Committee Client Project Manager Client Functional Leads Client Change Management Leads Client Power Users Client Department Heads Client End Users Client Technical Leads Client Project Toolset Coordinator Client Upgrade Coordinator Write and run data conversi on program against Client Data A I C R C Complet e initial review of Data errors A I C R I I C Review specific Data elements I C I A C R C 45 / 89 • within Data conversi on and submit needed correctio ns Revise conversi on program( s) to correct error(s) A I C R I I C C 46 / 89 4.4.34.4.34.4.34.4.3 Standard 3rd Party Data Exchange ValidationStandard 3rd Party Data Exchange ValidationStandard 3rd Party Data Exchange ValidationStandard 3rd Party Data Exchange Validation Tyler provides training on Data Exchange(s) and the City of Edina tests each Data Exchange. RACI MATRIX KEY: RRRR = Responsible AAAA = Accountable CCCC = Consulted IIII = Informed STAGE 3STAGE 3STAGE 3STAGE 3 Standard 3Standard 3Standard 3Standard 3rdrdrdrd Party Data Exchange ValidationParty Data Exchange ValidationParty Data Exchange ValidationParty Data Exchange Validation TYLER CLIENT TASKS Tyler Executive Manager Tyler Implementation Manager Tyler Project Manager Tyler Implementation Consultant Tyler Data Conversion Experts Tyler Forms & Reports Experts Tyler Modification Programmers Tyler Technical Support Tyler Sales Client Executive Sponsor Client Steering Committee Client Project Manager Client Functional Leads Client Change Management Leads Client Power Users Client Department Heads Client End Users Client Technical Leads Client Project Toolset Coordinator Client Upgrade Coordinator Train Data Exchange (s) processin g in Tyler Software A R C I I I C I Coordina te 3rd Party Data Exchange activities I I A C C R Test all Standard 3rd party Data Exchange (s) I C A C I R C 47 / 89 4.4.44.4.44.4.44.4.4 ModificationModificationModificationModification Delivery & Validation, if contractedDelivery & Validation, if contractedDelivery & Validation, if contractedDelivery & Validation, if contracted Tyler delivers in Scope Modification(s) to the City of Edina for preliminary testing. Final acceptance will occur during the Final Testing and Training Stage. RACI MATRIX KEY: RRRR = Responsible AAAA = Accountable CCCC = Consulted IIII = Informed STAGE 3STAGE 3STAGE 3STAGE 3 ModificationModificationModificationModification Delivery & Validation, if contractedDelivery & Validation, if contractedDelivery & Validation, if contractedDelivery & Validation, if contracted TYLER CLIENT TASKS Tyler Executive Manager Tyler Implementation Manager Tyler Project Manager Tyler Implementation Consultant Tyler Data Conversion Experts Tyler Forms & Reports Experts Tyler Modification Programmers Tyler Technical Support Tyler Sales Client Executive Sponsor Client Steering Committee Client Project Manager Client Functional Leads Client Change Management Leads Client Power Users Client Department Heads Client End Users Client Technical Leads Client Project Toolset Coordinator Client Upgrade Coordinator Develop and deliver contracted Modificati ons A I C I R I C I C I C Test contracted Modificati ons in isolated database I C C A C R C Report discrepanc ies between specificati on and delivered contracted I I I A R C C 48 / 89 Modificati ons Make correction s to contracted Modificati ons as required A I C I R I C C I 49 / 89 4.4.54.4.54.4.54.4.5 Forms & Reports ValidationForms & Reports ValidationForms & Reports ValidationForms & Reports Validation Tyler provides training on Standard Forms/Reports and the City of Edina tests each Standard Form/Report. RACI MATRIX KEY: RRRR = Responsible AAAA = Accountable CCCC = Consulted IIII = Informed STAGE STAGE STAGE STAGE 3333 Forms & Reports ValidationForms & Reports ValidationForms & Reports ValidationForms & Reports Validation TYLER CLIENT TASKS Tyler Executive Manager Tyler Implementation Manager Tyler Project Manager Tyler Implementation Consultant Tyler Data Conversion Experts Tyler Forms & Reports Experts Tyler Modification Programmers Tyler Technical Support Tyler Sales Client Executive Sponsor Client Steering Committee Client Project Manager Client Functional Leads Client Change Management Leads Client Power Users Client Department Heads Client End Users Client Technical Leads Client Project Toolset Coordinator Client Upgrade Coordinator Standa rd Forms & Report trainin g A R I C C I Test Standa rd Forms & Report s I C C A C R C 50 / 89 4.4.64.4.64.4.64.4.6 Control Point 3: Build & Validate Stage AcceptanceControl Point 3: Build & Validate Stage AcceptanceControl Point 3: Build & Validate Stage AcceptanceControl 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. a. Build & Validate Stage Deliverables • Initial Data conversion o Objective: Convert Legacy System Data into Tyler Software. o Scope: Data conversion program complete; deliver converted Data for review. o Acceptance criteria: Initial error log available for review. • Data conversion verification document o Objective: Provide instructions to the City of Edina to verify certain Data elements for converted Data for accuracy. o Scope: Provide self-guided instructions to verify specific Data components in Tyler system. o Acceptance criteria: City of Edina accepts Data conversion delivery; City of Edina completes Data issues log. • Installation of Modifications on the City of Edina’s server(s) o Objective: Deliver Modification(s) in Tyler Software. o Scope: Program for Modification is complete and available in Tyler Software, Modification testing. o Acceptance criteria: Delivery of Modification(s) results in objectives described in the City of Edina-signed specification. • Standard Forms & Reports Delivered o Objective: Provide Standard Forms & Reports for review. o Scope: Installation of all Standard Forms & Reports included in the Agreement. o Acceptance criteria: Standard Forms & Reports available in Tyler Software for testing in Stage 4. b. Build & Validate Stage Acceptance Criteria • Tyler Software configuration completed. • Standard Forms & Reports delivered and available for testing in Stage 4. • Data conversions (except final pass) delivered. • Standard 3rd party Data Exchange training provided. • Modifications delivered and available for testing in Stage 4. 51 / 89 • The City of Edina and Tyler have done a review of primary configuration areas to Validate completeness and readiness for testing and acceptance in Stage 4. 4.5.4.5.4.5.4.5. Final Testing & Training (Stage 4)Final Testing & Training (Stage 4)Final Testing & Training (Stage 4)Final Testing & Training (Stage 4) During Final Testing and Training, Tyler and the City of Edina review the final Cutover plan. A critical Project success factor is the City of Edina understanding the importance of Final Testing and Training and dedicating the resources set forth in the Edina Staffing Plan required for testing and training efforts in order to ensure a successful Production Cutover. 4.5.14.5.14.5.14.5.1 Cutover PlanningCutover PlanningCutover PlanningCutover Planning City of Edina and Tyler project manager(s) discuss final preparations and critical dates for Production Cutover. Tyler delivers a Production Cutover Checklist to outline Cutover tasks to help prepare the City of Edina for success. RACI MATRIX KEY: RRRR = Responsible AAAA = Accountable CCCC = Consulted IIII = Informed STAGE 4STAGE 4STAGE 4STAGE 4 CutoverCutoverCutoverCutover PlanningPlanningPlanningPlanning TYLER CLIENT TASKS Tyler Executive Manager Tyler Implementation Manager Tyler Project Manager Tyler Implementation Consultant Tyler Data Conversion Experts Tyler Forms & Reports Experts Tyler Modification Programmers Tyler Technical Support Tyler Sales Client Executive Sponsor Client Steering Committee Client Project Manager Client Functional Leads Client Change Management Leads Client Power Users Client Department Heads Client End Users Client Technical Leads Client Project Toolset Coordinator Client Upgrade Coordinator Cutover Planning Session A R C I C C C C C C Develop Producti on Cutover Checklist A R C I I C C I I C 52 / 89 Approve Checklist R 53 / 89 4.5.24.5.24.5.24.5.2 User Acceptance Testing (UAT)User Acceptance Testing (UAT)User Acceptance Testing (UAT)User Acceptance Testing (UAT) The City of Edina 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: RRRR = Responsible AAAA = Accountable CCCC = Consulted IIII = Informed SSSSTAGE 4TAGE 4TAGE 4TAGE 4 User Acceptance Testing (UAT)User Acceptance Testing (UAT)User Acceptance Testing (UAT)User Acceptance Testing (UAT) TYLER CLIENT TASKS Tyler Executive Manager Tyler Implementation Manager Tyler Project Manager Tyler Implementation Consultant Tyler Data Conversion Experts Tyler Forms & Reports Experts Tyler Modification Programmers Tyler Technical Support Tyler Sales Client Executive Sponsor Client Steering Committee Client Project Manager Client Functional Leads Client Change Management Leads Client Power Users Client Department Heads Client End Users Client Technical Leads Client Project Toolset Coordinator Client Upgrade Coordinator Deliver Test Plan for User Acceptanc e Testing A R C I I Perform User Acceptanc e Testing I C A A R C R I I C I Regression Testing I C A R C C C I I C I Accept Tyler Software (as configured) and Modificatio I I I A R C I C C 54 / 89 ns, if applicable Test Standard 3rd party Data Exchange programs I C A A R C Validate and test Standard Forms and Report performan ce I C C A C R C 55 / 89 4.5.34.5.34.5.34.5.3 End User TrainingEnd User TrainingEnd User TrainingEnd User Training End Users attend training sessions to learn how to utilize Tyler Software. Training focuses primarily on day-to-day City of Edina processes that will be delivered via group training, webinar, eLearnings and/or live training sessions. End User training hours may be used for end user training or train the trainer training, at City of Edina’s election. Unless stated otherwise in the Agreement, Tyler provides two offerings 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. City of Edina users who attended the Tyler sessions may train any City of Edina users not able to attend the Tyler sessions or additional sessions may be contracted at the applicable rates for training. RACI MATRIX KEY: RRRR = Responsible AAAA = Accountable CCCC = Consulted IIII = Informed STAGE 4STAGE 4STAGE 4STAGE 4 End User TrainingEnd User TrainingEnd User TrainingEnd User Training TYLER CLIENT TASKS Tyler Executive Manager Tyler Implementation Manager Tyler Project Manager Tyler Implementation Consultant Tyler Data Conversion Experts Tyler Forms & Reports Experts Tyler Modification Programmers Tyler Technical Support Tyler Sales Client Executive Sponsor Client Steering Committee Client Project Manager Client Functional Leads Client Change Management Leads Client Power Users Client Department Heads Client End Users Client Technical Leads Client Project Toolset Coordinator Client Upgrade Coordinator Conduc t user training sessions or “train the trainer” sessions as elected by City of Edina A R C I I I I I 56 / 89 Conduc t addition al End User training sessions I I A C I R I I I I 57 / 89 4.5.44.5.44.5.44.5.4 Control Point 4: Final Testing & Training Stage AcceptanceControl Point 4: Final Testing & Training Stage AcceptanceControl Point 4: Final Testing & Training Stage AcceptanceControl 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. a. Final Testing & Training Stage Deliverables • Production Cutover checklist o Objective: Provide a detailed checklist outlining tasks necessary for Production Cutover. o Scope: Dates for final conversion, date(s) to cease system processing in Legacy System, date(s) for first processing in Tyler system, contingency plan for processing. o Acceptance criteria: Definition of all pre-production tasks, assignment of owners and establishment of due dates. • User Acceptance Test Plan o Objective: Provide testing steps to guide users through testing business processes in Tyler Software. o Scope: Testing steps for Standard and modified business processes, configurations and Modifications. o Acceptance criteria: Testing steps have been provided for Standard and modified business processes, configurations and Modifications. b. Final Testing & Training Stage Acceptance Criteria • Production Cutover Checklist delivered and reviewed. • Tyler Software (as configured) and Modification(s) tested and accepted, if applicable. • Standard 3rd party Data Exchange programs tested and accepted. • Standard Forms & Reports tested and accepted. • User Acceptance Testing completed and necessary configuration changes and Modifications applied and re-tested. • End User and “train the trainer” training completed. 58 / 89 4.6.4.6.4.6.4.6. Production Cutover (Stage 5)Production Cutover (Stage 5)Production Cutover (Stage 5)Production Cutover (Stage 5) City of Edina and Tyler resources complete tasks as outlined in the Production Cutover Plan and the City of Edina begins processing day-to-day business transactions in the Tyler Software. Following Production Cutover, the City of Edina transitions to the Tyler support team for ongoing support of the Tyler Software. 4.6.14.6.14.6.14.6.1 Final Data ConversionFinal Data ConversionFinal Data ConversionFinal Data Conversion The City of Edina provides final data extract and Reports from the Legacy System for Data conversion and Tyler executes final Data conversion. The City of Edina may need to manually enter into the Tyler Software any Data added to the Legacy System after final data extract. RACI MATRIX KEY: RRRR = Responsible AAAA = Accountable CCCC = Consulted IIII = Informed STAGE 5STAGE 5STAGE 5STAGE 5 Final Data Conversion, if applicableFinal Data Conversion, if applicableFinal Data Conversion, if applicableFinal Data Conversion, if applicable TYLER CLIENT TASKS Tyler Executive Manager Tyler Implementation Manager Tyler Project Manager Tyler Implementation Consultant Tyler Data Conversion Experts Tyler Forms & Reports Experts Tyler Modification Programmers Tyler Technical Support Tyler Sales Client Executive Sponsor Client Steering Committee Client Project Manager Client Functional Leads Client Change Management Leads Client Power Users Client Department Heads Client End Users Client Technical Leads Client Project Toolset Coordinator Client Upgrade Coordinator Provide final Data extract C I I A C I I I I R Provide final extract balancing Reports I I A C R I Convert and deliver final pass of Data A I I R I I I C 59 / 89 Validate final pass of Data I C C I A C R C Load final conversio n pass to Productio n environm ent I I I A C I C R 60 / 89 4.6.24.6.24.6.24.6.2 Production Processing & AssistanceProduction Processing & AssistanceProduction Processing & AssistanceProduction Processing & Assistance Tyler staff collaborates with the City of Edina during Production Cutover activities. The City of Edina transitions to Tyler Software for day-to day business processing. RACI MATRIX KEY: RRRR = Responsible AAAA = Accountable CCCC = Consulted IIII = Informed STAGE 5STAGE 5STAGE 5STAGE 5 Production Processing & AssistanceProduction Processing & AssistanceProduction Processing & AssistanceProduction Processing & Assistance TYLER CLIENT TASKS Tyler Executive Manager Tyler Implementation Manager Tyler Project Manager Tyler Implementation Consultant Tyler Data Conversion Experts Tyler Forms & Reports Experts Tyler Modification Programmers Tyler Technical Support Tyler Sales Client Executive Sponsor Client Steering Committee Client Project Manager Client Functional Leads Client Change Management Leads Client Power Users Client Department Heads Client End Users Client Technical Leads Client Project Toolset Coordinator Client Upgrade Coordinator Producti on processi ng C C I I A R R R R R R I I Provide producti on assistanc e A R C I C C C C C C 61 / 89 4.6.34.6.34.6.34.6.3 Transition to Tyler SupportTransition to Tyler SupportTransition to Tyler SupportTransition to Tyler Support Tyler project manager(s) introduce the City of Edina to the Tyler Support team, who provides the City of Edina with day-to-day assistance following Production Cutover. RACI MATRIX KEY: RRRR = Responsible AAAA = Accountable CCCC = Consulted IIII = Informed STAGE STAGE STAGE STAGE 5555 Transition to Tyler SupportTransition to Tyler SupportTransition to Tyler SupportTransition to Tyler Support TYLER CLIENT TASKS Tyler Executive Manager Tyler Implementation Manager Tyler Project Manager Tyler Implementation Consultant Tyler Data Conversion Experts Tyler Forms & Reports Experts Tyler Modification Programmers Tyler Technical Support Tyler Sales Client Executive Sponsor Client Steering Committee Client Project Manager Client Functional Leads Client Change Management Leads Client Power Users Client Department Heads Client End Users Client Technical Leads Client Project Toolset Coordinator Client Upgrade Coordinator Develo p intern al suppor t plan I A R C C C C C C C Condu ct transfe r to Suppo rt meetin g A I C R C C C C I I C I I 62 / 89 4.6.44.6.44.6.44.6.4 Schedule PostSchedule PostSchedule PostSchedule Post----PPPProduction Services, if applicableroduction Services, if applicableroduction Services, if applicableroduction Services, if applicable Tyler provides post-production services if included in an Investment Summary. Prior to scheduling services, the Tyler project manager(s) collaborate with City of Edina project manager(s) to identify needs. RACI MATRIX KEY: RRRR = Responsible AAAA = Accountable CCCC = Consulted IIII = Informed STAGE 5STAGE 5STAGE 5STAGE 5 Schedule PostSchedule PostSchedule PostSchedule Post----Production Production Production Production Services, if applicableServices, if applicableServices, if applicableServices, if applicable TYLER CLIENT TASKS Tyler Executive Manager Tyler Implementation Manager Tyler Project Manager Tyler Implementation Consultant Tyler Data Conversion Experts Tyler Forms & Reports Experts Tyler Modification Programmers Tyler Technical Support Tyler Sales Client Executive Sponsor Client Steering Committee Client Project Manager Client Functional Leads Client Change Management Leads Client Power Users Client Department Heads Client End Users Client Technical Leads Client Project Toolset Coordinator Client Upgrade Coordinator Identify topics for post- producti on services C C A R I C I Schedule services for post- producti on topics A R I C C I C I 63 / 89 4.6.54.6.54.6.54.6.5 Control Point 5: Production Cutover Stage AcceptanceControl Point 5: Production Cutover Stage AcceptanceControl Point 5: Production Cutover Stage AcceptanceControl 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. a. Production Cutover Stage Deliverables • Final Data conversion o Objective: Ensure (in Scope) Legacy System Data is available in Tyler Software in preparation for production processing. o Scope: Final passes of all conversions completed in this Phase. o Acceptance criteria: Data is available in production environment. • Support transition documents o Objective: Define strategy for on-going Tyler support. o Scope: Define support strategy for day-to-day processing, conference call with City of Edina Project Manager(s) and Tyler support team, define roles and responsibilities, define methods for contacting support. o Acceptance criteria: the City of Edina receives tools to contact support and understands proper support procedures. b. 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. 64 / 89 4.7.4.7.4.7.4.7. Phase/Project Closure (Stage 6)Phase/Project Closure (Stage 6)Phase/Project Closure (Stage 6)Phase/Project Closure (Stage 6) Project or Phase closure signifies full implementation of all Products purchased and encompassed in the Phase or Project. The City of Edina moves into the next cycle of their relationship with Tyler (next Phase of implementation or long-term relationship with Tyler Support). 4.7.14.7.14.7.14.7.1 Close Phase/ProjectClose Phase/ProjectClose Phase/ProjectClose Phase/Project The City of Edina 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 City of Edina project manager(s) prior to closing the Phase or Project. RACI MATRIX KEY: RRRR = Responsible AAAA = Accountable CCCC = Consulted IIII = Informed STAGE 6STAGE 6STAGE 6STAGE 6 Close Phase/ProjectClose Phase/ProjectClose Phase/ProjectClose Phase/Project TYLER CLIENT TASKS Tyler Executive Manager Tyler Implementation Manager Tyler Project Manager Tyler Implementation Consultant Tyler Data Conversion Experts Tyler Forms & Reports Experts Tyler Modification Programmers Tyler Technical Support Tyler Sales Client Executive Sponsor Client Steering Committee Client Project Manager Client Functional Leads Client Change Management Leads Client Power Users Client Department Heads Client End Users Client Technical Leads Client Project Toolset Coordinator Client Upgrade Coordinator Review outstandi ng Project activities and develop action plan A R C C C I C I C Review Project budget and status of contract A R I I C 65 / 89 4.7.24.7.24.7.24.7.2 Control Point 6: Phase/Project Closure Stage AcceptanceControl Point 6: Phase/Project Closure Stage AcceptanceControl Point 6: Phase/Project Closure Stage AcceptanceControl 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. a. Phase/Project Closure Stage Deliverables • Phase/Project reconciliation report o Objective: Provide comparison of contract Scope and Project budget. o Scope: Contract Scope versus actual, analysis of services provided and remaining budget, identify any necessary Change Requests or Project activity. o Acceptance Criteria: Acceptance of services and budget analysis and plan for changes, if needed. b. 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. Deliverabl es 66 / 89 5.5.5.5. ROLES AND RESPONSIBIROLES AND RESPONSIBIROLES AND RESPONSIBIROLES AND RESPONSIBILITIESLITIESLITIESLITIES 5.1.5.1.5.1.5.1. Tyler Roles and ResponsibilitiesTyler Roles and ResponsibilitiesTyler Roles and ResponsibilitiesTyler Roles and Responsibilities Tyler will assign a project manager 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 5.1.15.1.15.1.15.1.1 Tyler Executive ManagementTyler Executive ManagementTyler Executive ManagementTyler Executive Management • Provides clear direction for Tyler staff on executing on the Project Deliverables to align with satisfying the City of Edina’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 City of Edina’s executive sponsor. 5.1.25.1.25.1.25.1.2 Tyler Implementation ManagementTyler Implementation ManagementTyler Implementation ManagementTyler Implementation Management • Acts as the counterpart to the City of Edina 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 City of Edina 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. 5.1.35.1.35.1.35.1.3 Tyler Tyler Tyler Tyler Project ManagerProject ManagerProject ManagerProject Manager The Tyler project manager(s) provides oversight of the Project, coordination of resources between departments, management of the project budget and schedule, effective risk and issue management, and is the primary point of contact for all Project related items. • Contract Management o Validates contract compliance throughout the Project. o Ensures Deliverables meet contract requirements. o Acts as primary point of contact for all contract and invoicing questions. 67 / 89 o Prepares and presents contract milestone sign-offs for acceptance by City of Edina project manager(s). o Coordinates Change Requests, if needed, to ensure proper Scope and budgetary compliance. • Planning o Update and deliver Implementation Management Plan. o Defines project tasks and resource requirements. o Develops initial project schedule and full scale Project Plans. o Collaborates with City of Edina project manager(s) to plan and schedule project timelines to achieve on-time implementation. • Implementation Management o Tightly manages Scope and budget of Project; establishes process and approval matrix with the City of Edina to ensure Scope changes and budget planned versus actual are transparent and handled effectively and efficiently. o Establishes and manages a schedule and resource plan that properly supports the Project Plan that is also in balance with Scope/budget. o Establishes risk/issue tracking/reporting process between the City of Edina and Tyler and takes all necessary steps to proactively mitigate these items or communicates with transparency to the City of Edina any items that may impact the outcomes of the Project. o Collaborates with the City of Edina’s project manager(s) to establish key business drivers and success indicators that will help to govern project activities and key decisions to ensure a quality outcome of the project. o Sets a routine communication plan that will aide all project team members, of both the City of Edina and Tyler, in understanding the goals, objectives, current status and health of the project. • Team Management o Acts as liaison between project team and Tyler manager(s). o Identifies and coordinates all Tyler resources across all applications, Phases, and activities including development, forms, installation, reports, implementation, and billing. o Provides direction and support to project team. o Builds partnerships among the various stakeholders, negotiating authority to move the Project forward. o Manages the appropriate assignment and timely completion of tasks as defined in the Project Plan, task list, and Production Cutover Checklist. o Assesses team performance and adjusts as necessary. o Interfaces closely with Tyler developers to coordinate program Modification activities. o Coordinates with in Scope 3rd party providers to align activities with ongoing project tasks. 5.1.45.1.45.1.45.1.4 Tyler Implementation ConsultantTyler Implementation ConsultantTyler Implementation ConsultantTyler Implementation Consultant 68 / 89 • 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 City of Edina following configuration. • Assists during Production Cutover process and provides production support until the City of Edina transitions to Tyler Support. • Provides product related education. • Effectively facilitates training sessions and discussions with City of Edina 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 City of Edina’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. 5.1.55.1.55.1.55.1.5 Tyler SalesTyler SalesTyler SalesTyler Sales • Provide sales background information to Implementation during Project initiation. • Support Sales transition to Implementation. • Provide historical information, as needed, throughout implementation. 5.1.65.1.65.1.65.1.6 Tyler Software SupportTyler Software SupportTyler Software SupportTyler 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 City of Edina on the status and resolution of reported issues. 5.2.5.2.5.2.5.2. City of EdinaCity of EdinaCity of EdinaCity of Edina Roles and ResponsibilitiesRoles and ResponsibilitiesRoles and ResponsibilitiesRoles and Responsibilities City of Edina resources will be assigned prior to the start of each Phase of the Project but will not be required to perform outside of the Edina Staffing Chart. One person may be assigned to multiple Project roles. 69 / 89 5.2.15.2.15.2.15.2.1 City of EdinaCity of EdinaCity of EdinaCity of Edina Executive SponsorExecutive SponsorExecutive SponsorExecutive 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 City of Edina steering committee level as part of the escalation process. • Actively participates in organizational change communications. 5.2.25.2.25.2.25.2.2 City of EdinaCity of EdinaCity of EdinaCity of Edina Steering CommitteeSteering CommitteeSteering CommitteeSteering 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. • Assists with communicating key project messages throughout the organization. • Prioritizes the project within the organization. • Provides management support for the project to ensure it is staffed appropriately and staff have necessary resources. • Monitors project progress including progress towards agreed upon goals and objectives. • Has the authority to approve or deny changes impacting the following areas: o Cost o Scope o Schedule o Project Goals o City of Edina Policies 5.2.35.2.35.2.35.2.3 City of EdinaCity of EdinaCity of EdinaCity of Edina Project ManagerProject ManagerProject ManagerProject Manager The City of Edina 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 City of Edina project manager(s) do not have the knowledge or authority to make decisions, he or she engages the correct resources from City of Edina to participate in discussions and make decisions in a timely fashion to avoid Project delays. • Contract Management o Validates contract compliance throughout the Project. o Ensures invoicing and Deliverables meet contract requirements. o Acts as primary point of contact for all contract and invoicing questions. 70 / 89 o Signs off on contract milestone acknowledgment documents. o Collaborates on and approves Change Requests, if needed, to ensure proper Scope and budgetary compliance. • Planning o Review and acknowledge Implementation Management Plan. o Defines project tasks and resource requirements for City of Edina project team. o Collaborates in the development and approval of the Project Plans. o Collaborates with Tyler project manager(s) to plan and schedule Project timelines to achieve on-time implementation. • Implementation Management o Tightly manages Project budget and Scope and collaborates with Tyler project manager(s) to establish a process and approval matrix to ensure Scope changes and budget planned versus actual are transparent and handled effectively and efficiently. o Collaborates with Tyler project manager to establish and manage a schedule and resource plan that properly supports the Project Plan, as a whole, that is also in balance with Scope/budget. o Collaborates with Tyler Project manager(s) to establishes risk/issue tracking/reporting process between the City of Edina and Tyler and takes all necessary steps to proactively mitigate these items or communicates with transparency to Tyler any items that may impact the outcomes of the Project. o Collaborates with Tyler Project manager(s) to establish key business drivers and success indicators that will help to govern Project activities and key decisions to ensure a quality outcome of the Project. o Routinely communicates with both City of Edina staff and Tyler, aiding in the understanding of goals, objectives, current status, and health of the Project by all team members. • Team Management o Acts as liaison between project team and stakeholders. o Identifies and coordinates all City of Edina resources across all modules, Phases, and activities including data conversions, forms design, hardware and software installation, reports building, and satisfying invoices. o Provides direction and support to project team. o Builds partnerships among the various stakeholders, negotiating authority to move the Project forward. o Manages the appropriate assignment and timely completion of tasks as defined in the Project Plan, task list, and Production Cutover Checklist. o Assesses team performance and takes corrective action, if needed. 71 / 89 o Provides guidance to City of Edina technical teams to ensure appropriate response and collaboration with Tyler Technical Support Teams to ensure timely response and appropriate resolution. o Coordinates in Scope 3rd party providers to align activities with ongoing Project tasks. 5.2.45.2.45.2.45.2.4 City of EdinaCity of EdinaCity of EdinaCity of Edina Functional LeadsFunctional LeadsFunctional LeadsFunctional Leads • Makes business process change decisions per the schedule in the Project Plan or as otherwise agreed by the parties. • 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 City of Edina project manager. • Prepares and Validates Forms. • Actively participates in all aspects of the implementation, including, but not limited to, the following key activities: o Task completion o Stakeholder Presentation o Implementation Management Plan development o Schedule development o Maintenance and monitoring of risk register o Escalation of issues o Communication with Tyler project team o Coordination of City of Edina resources o Attendance at scheduled sessions o Change Management activities o Modification specification, demonstrations, testing and approval assistance o Conversion Analysis and Verification Assistance o Decentralized End User Training o Process Testing o User Acceptance Testing 5.2.55.2.55.2.55.2.5 City of EdinaCity of EdinaCity of EdinaCity of Edina Power UsersPower UsersPower UsersPower Users 72 / 89 • Participate in Project activities as required by the project team and project manager(s). • Provide subject matter expertise on City of Edina 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 Data Conversion Validation. • Test all Tyler Software configuration to ensure it satisfies business process requirements. • Become Tyler Software 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 Software processing prior to Production Cutover. • Provide knowledge transfer to City of Edina staff during and after implementation. 5.2.65.2.65.2.65.2.6 City of EdinaCity of EdinaCity of EdinaCity of Edina End UsersEnd UsersEnd UsersEnd Users • Attend all scheduled training sessions. • Become proficient in Tyler Software functions related to job duties. • Adopt and utilize changed procedures. • Complete all Deliverables by the due dates defined in the Project Plan. • Utilize software to perform job functions at and beyond Production Cutover. 5.2.75.2.75.2.75.2.7 City of EdinaCity of EdinaCity of EdinaCity of Edina Technical SupportTechnical SupportTechnical SupportTechnical Support • Coordinates updates and releases with Tyler as needed. • Coordinates the copying of source databases to training/testing databases as needed for training days. • Extracts and transmits conversion data and control reports from City of Edina’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 City of Edina third party Data Exchanges. • Develops or assists in creating Reports as needed. • Ensures onsite system hardware meets specifications provided by Tyler. • Assists with software Installation as needed. 5.2.85.2.85.2.85.2.8 City of EdinaCity of EdinaCity of EdinaCity of Edina Upgrade CoordinatorUpgrade CoordinatorUpgrade CoordinatorUpgrade Coordinator • Becomes familiar with the Software Upgrade process and required steps. 73 / 89 • 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 City of Edina’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 City of Edina and Tyler resources. • Communicates changes affecting users and department stakeholders. • Obtains department stakeholder sign-offs to upgrade production environment. 5.2.95.2.95.2.95.2.9 City of EdinaCity of EdinaCity of EdinaCity of Edina Project Toolset CoordinatorProject Toolset CoordinatorProject Toolset CoordinatorProject Toolset Coordinator • Ensures users have appropriate access to Tyler project toolsets (made available by Tyler) such as Tyler University, Tyler Community, Tyler Product Knowledgebase, SharePoint, etc. • Conducts training on proper use of toolsets. • Validates completion of required assignments using toolsets. 5.2.105.2.105.2.105.2.10 City of EdinaCity of EdinaCity of EdinaCity of Edina Change Management LeadChange Management LeadChange Management LeadChange 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. 6.6.6.6. GLOSSARYGLOSSARYGLOSSARYGLOSSARY Word or TermWord or TermWord or TermWord or Term DefinitionDefinitionDefinitionDefinition ApplicationApplicationApplicationApplication A computer program designed to perform a group of coordinated functions, tasks or activities for the benefit of the user, and that is a Product. Change ControlChange ControlChange ControlChange Control A systematic approach for managing change governing how Change Requests will be received, assessed, agreed and acted on, as noted in the Section 9 of this SOW. Change ManagementChange ManagementChange ManagementChange Management An approach for ensuring that changes are thoroughly and smoothly implemented and that the lasting benefits of change are achieved after a Change Request has been agreed by the parties. 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. 74 / 89 Change RequestChange RequestChange RequestChange 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 the parties. ConsumablesConsumablesConsumablesConsumables Items that are used on a recurring basis, usually by Peripherals. Examples: paper stock or scanner cleaning kits. Control PointControl PointControl PointControl Point Occurring at the end of each Stage, the Control Point serves as a formal Client review point. Project progress cannot continue until 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. CutoverCutoverCutoverCutover or Production or Production or Production or Production CutoverCutoverCutoverCutover The point when a client begins using Tyler Software in production. Data ExchangeData ExchangeData ExchangeData 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 MappingData MappingData MappingData Mapping The process of mapping fields from the Legacy System to the appropriate location in the Tyler Software from one or more sources. End UserEnd UserEnd UserEnd User The person for whom the software is designed to use on a day-to-day basis. FormsFormsFormsForms 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 ExportsImports and ExportsImports and ExportsImports 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. InterfaceInterfaceInterfaceInterface A real-time or automated exchange of data between two systems. InstallInstallInstallInstall References the initial installation of software files on client services and preparing the software for use during configuration. The version currently available for general release will always be used during the initial install. Legacy SystemLegacy SystemLegacy SystemLegacy System The system from which Client is converting. ModificationModificationModificationModification Modification of Product to provide Client requirements documented within the Scope. PeripheralsPeripheralsPeripheralsPeripherals 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. PhasePhasePhasePhase 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. 75 / 89 Power UserPower UserPower UserPower User An experienced Client person or group who is (are) an expert(s) in the Client business processes, as well as knowledgeable in the Required Functionality and Acceptance Criteria. ProjectProjectProjectProject The Project includes all implementation activity from Plan & Initiate to Closure for all Products and Services including all Applications and functionality included in the Investment Summary attached as Exhibit A-1 to the Agreement (as may be amended or augmented by additional Investment Summaries by the parties). The Project may be broken down into multiple Phases. Project PlanProject PlanProject PlanProject Plan The Project Plan serves as the master blueprint for the Project or Phase of a Project. As developed, the Project schedule including the Project Timeline in Section 1.3 of this SOW will become a part of the applicable Project Plan and outline specific details regarding tasks included in the Project Plan. Project Planning MeetingProject Planning MeetingProject Planning MeetingProject 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. QuestionnaireQuestionnaireQuestionnaireQuestionnaire A document containing a list of questions to be answered by the Client for the purpose of gathering information needed by Tyler to complete the implementation. RACIRACIRACIRACI 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). ReportsReportsReportsReports 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. ScopeScopeScopeScope Products and Services that are included in the Agreement. Software UpgradeSoftware UpgradeSoftware UpgradeSoftware Upgrade References the act of updating Tyler Software files to a newer software release. StageStageStageStage 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 PresentationStakeholder PresentationStakeholder PresentationStakeholder 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. StandardStandardStandardStandard Included in the base software (out of the box) package. Test PlanTest PlanTest PlanTest Plan Describes the testing process. Includes “Test Cases” to guide the users through the testing process. Test cases are meant to be a baseline for 76 / 89 core processes; the Client is expected to supplement with Client specific scenarios and processes. User Acceptance TestingUser Acceptance TestingUser Acceptance TestingUser Acceptance Testing Testing performed by the Client to verify the Tyler Software meets the needs of their day to day business processing. Validation (or to validate)Validation (or to validate)Validation (or to validate)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 Work Breakdown Structure Work Breakdown Structure Work Breakdown Structure (WBS)(WBS)(WBS)(WBS) A hierarchical representation of a Project or Phase broken down into smaller, more manageable components. 7.7.7.7. MUNIS MUNIS MUNIS MUNIS CONVERSION SUMMARYCONVERSION SUMMARYCONVERSION SUMMARYCONVERSION SUMMARY Where a number of years is used below to refer to scope for Data conversion it means the number of full calendar years stated plus any stub year in which the applicable implementation is occurring. For example, “up to 3 years” for an implementation in June 2020 would mean all Data for 2017, 2018, 2019 and 2020 to date. 7.1.7.1.7.1.7.1. Accounting COAAccounting COAAccounting COAAccounting COA • Chart of Accounts segments, objects, character codes, project codes (if applicable), organization codes (if applicable), control accounts budget rollups, fund attributes, due to/due from accounts • Requires the use of a Tyler provided spreadsheet for design and entry of the data to be converted 7.2.7.2.7.2.7.2. Accounting Accounting Accounting Accounting ---- ActualsActualsActualsActuals • Summary account balances • up to 3 years of records 7.3.7.3.7.3.7.3. Accounting Accounting Accounting Accounting ---- BudgetsBudgetsBudgetsBudgets • Original budget, budget adjustments, revised budget summaries for accounts • up to 3 years of records 7.4.7.4.7.4.7.4. Accounts Payable MasterAccounts Payable MasterAccounts Payable MasterAccounts Payable Master • Vendor Master file including names, addresses, SSN/FID, contacts, phone numbers • Multiple remittance addresses • Year-to-date 1099 amounts 7.5.7.5.7.5.7.5. Accounts Payable Accounts Payable Accounts Payable Accounts Payable ---- CCCCheckshecksheckshecks 77 / 89 • Check header data including vendor, warrant, check number, check date, overall check amount, GL cash account and clearing information • Check detail data including related document and invoice numbers for each check • up to 5 years of records 7.6.7.6.7.6.7.6. Accounts PaAccounts PaAccounts PaAccounts Payable yable yable yable ---- InvoicesInvoicesInvoicesInvoices • Invoice header data containing general information for the invoice • Invoice detail data containing line-specific information for the invoice • up to 5 years of records 7.7.7.7.7.7.7.7. Capital Assets MasterCapital Assets MasterCapital Assets MasterCapital Assets Master • Asset description, status, acquisition quantity, date and amount, codes for asset class, subclass, department, custodian, flags for capitalization and depreciation, estimated life, serial number, model, model year, depreciation method, life-to-date depreciation amount, last depreciation date, disposal information (if any), purchase information, if any (vendor, PO, Invoice) 7.8.7.8.7.8.7.8. Payroll Payroll Payroll Payroll • Payroll Employee Master data including data such as name, address, SSN, legacy employee ID, date of birth, hire date, activity status (such as active/inactive), leave/termination code and date, phone(s), e-address, marital status, gender, race, personnel status (such as full- time, part-time, etc.), highest degree, advice-delivery (print/email/both) and check location, plus primary group, job, location, and account information. Other HR and payroll related information such as pay rate/salary, supervisor, department, performance review date, benefit elections, union, PERA status/exclusions, compensation/rate change history, position job history and benefit elections history are included as part of the Payroll Standard conversion. 7.9.7.9.7.9.7.9. Payroll Payroll Payroll Payroll –––– Accrual BalancesAccrual BalancesAccrual BalancesAccrual Balances • Employee Accrual Balances including Vacation, Holiday, and other Leave balances • Start of year balance, earned to date, used to date 7.10.7.10.7.10.7.10. Payroll Payroll Payroll Payroll –––– AccumulatorsAccumulatorsAccumulatorsAccumulators • YTD, QTD, MTD amounts for employee pay and deductions • Needed for mid-calendar-year go-live 78 / 89 • May not be needed if converting earnings/deductions history • up to 5 years of records 7.11.7.11.7.11.7.11. Payroll Payroll Payroll Payroll –––– Check HistoryCheck HistoryCheck HistoryCheck History • Up to 5 years, additional years must be quoted. We convert amounts for earnings and deductions in employee check history, check number and date. 7.12.7.12.7.12.7.12. Payroll Payroll Payroll Payroll ---- DeductionsDeductionsDeductionsDeductions • Employee Deductions - including employee ID, deduction codes, tax information, and direct deposit information 7.13.7.13.7.13.7.13. PayrollPayrollPayrollPayroll –––– Earning/Deduction Hist.Earning/Deduction Hist.Earning/Deduction Hist.Earning/Deduction Hist. • Up to 5 years, additional years must be quoted. Earning and deduction history broken down my individual codes (earnings and deduction) and amounts per pay period, the detail of these lines, sums the check history in opt 4. 7.14.7.14.7.14.7.14. PayroPayroPayroPayroll ll ll ll –––– RecruitingRecruitingRecruitingRecruiting • Application requisition applicant master data, plus applicant references, certifications, education, skills, tests, work history, and interviews 7.15.7.15.7.15.7.15. Project Grant Accounting Project Grant Accounting Project Grant Accounting Project Grant Accounting • Segments, account strings and fund string allocation table • Requires the use of a Tyler provided (Chart of Accounts) spreadsheet for design and entry of the data to be converted 7.16.7.16.7.16.7.16. Project Grant Accounting Project Grant Accounting Project Grant Accounting Project Grant Accounting ---- ActualsActualsActualsActuals • Summary project ledger string balances • Up to 3 years 7.17.7.17.7.17.7.17. Project Grant Accounting Project Grant Accounting Project Grant Accounting Project Grant Accounting –––– BudgetBudgetBudgetBudget • Original project ledger budget amounts • Up to 3 years 79 / 89 8.8.8.8. PLANNED DATA EXCHANGPLANNED DATA EXCHANGPLANNED DATA EXCHANGPLANNED DATA EXCHANGESESESES The following table identifies the possible data exchanges from 3rd party software providers that have been identified by the City of Edina and included in the Scope of this Project. Additional planning and analysis will be performed to confirm, reduce, and further define the data exchanges listed in the SOW. .... Req #Req #Req #Req # System/InterfaSystem/InterfaSystem/InterfaSystem/Interfacececece VendorVendorVendorVendor VersionVersionVersionVersion Database Database Database Database PlatformPlatformPlatformPlatform Type of Type of Type of Type of IntegrationIntegrationIntegrationIntegration Reason for Reason for Reason for Reason for IntegrationIntegrationIntegrationIntegration CriticalityCriticalityCriticalityCriticality City CommentsCity CommentsCity CommentsCity Comments Vendor Vendor Vendor Vendor ResponseResponseResponseResponse Method of Method of Method of Method of Integration (flatIntegration (flatIntegration (flatIntegration (flat----file,API, XML, file,API, XML, file,API, XML, file,API, XML, HTTP, etc.)HTTP, etc.)HTTP, etc.)HTTP, etc.) Vendor Vendor Vendor Vendor CommentsCommentsCommentsComments Cost Cost Cost Cost to to to to DevelDevelDevelDevelopopopop CCCCiiiittttyyyy CCCCoooonnnnttttrrrraaaacccctttt Review Review Review Review ---- SSSSOOOOWWWW INT.1 ERP System JD Edwards 9.2.2.3 Oracle RECEIVE Receive: Receive: Receive: Receive: The ERP system should receive information from the current legacy system during the implementation period. CRITICAL S Import INT.2 Utility billing Advanced CIS Infinity 3.1.27_LGS MS SQL RECEIVE Receive: Receive: Receive: Receive: The future ERP system should receive financial data from CIS Infinity during the during the during the during the implementation implementation implementation implementation period.period.period.period. CRITICAL The City would like to replace this system with the new ERP system as long as the functionality in the new ERP system meets City requirements. S Replace System replaced by proposed Munis UB-CIS solution City will require a temporary import until Munis CIS is live, and then Advanced will be replaced and import is not anticipated as being needed – edit applied in bold to reason 80 / 89 for integration column. INT.3 Building permitting PIMS 2018.08.21.2 MS SQL RECEIVE ReceiveReceiveReceiveReceive: The future ERP system should receive financial data from PIMS. CRITICAL S Import Import options available assuming compatible format INT.4 Benefits open enrollment Apprize NA NA BOTH Receive: Receive: Receive: Receive: The future ERP system should receive benefits information from Apprize. The future ERP system should send employee demographic information to Apprize. CRITICAL The City would like to replace this system with the new ERP system as long as the functionality in the new ERP system meets City requirements. S Replace System replaced by proposed Munis Payroll w/ ESS and HR & Talent Management solutions INT.5 Electronic bill presentment and payment solution Invoice Cloud Cloud based Cloud based BOTH Send:Send:Send:Send: The future ERP system utility billing module will need to send billing data to Invoice Cloud and receive payment data from Invoice Cloud. CRITICAL N This will not be needed as an import/exchange. INT.6 Bill printing Impact NA NA SEND Send:Send:Send:Send: The future ERP system utility billing module will need to send bill print information to Impact. CRITICAL S File Assuming a standard XML export file is consumed 81 / 89 INT.7 Meter reading Neptune/N_SIGHT R900-V4 NA BOTH Both:Both:Both:Both: The future ERP system utility billing module will need to send and receive meter read data to and from Neptune. CRITICAL S Import/Export Assuming import/export formats are compatible INT.8 Bank payment processing VANCO NA NA RECEIVE Receive: Receive: Receive: Receive: The future ERP system utility billing module will need to receive financial information from VANCO. CRITICAL S Import Import options available assuming compatible format INT.9 Bank payment processing metavante NA NA RECEIVE Receive: Receive: Receive: Receive: The future ERP system utility billing module will need to receive financial information from metavante. CRITICAL S Import Import options available assuming compatible format INT.10 Police scheduling and time entry Workforce Director NA NA BOTH Both: Both: Both: Both: The future ERP system will need to send employee data to Workforce Director and receive hours worked from Workforce Director. CRITICAL The City would like to replace this system with the new ERP system as long as the functionality in the new ERP system meets City requirements. S Replace System replaced by proposed Munis Payroll w/ ESS, HR & Talent Management, ExecuTime & Attendance and Advanced Scheduling solutions 82 / 89 INT.11 Scheduling and time entry WhenIWork Cloud based Cloud based BOTH Both:Both:Both:Both: The future ERP system will need to send employee data to WhenIWork and receive hours worked from WhenIWork. CRITICAL The City would like to replace this system with the new ERP system as long as the functionality in the new ERP system meets City requirements. S Replace System replaced by proposed Munis Payroll w/ ESS, HR & Talent Management, ExecuTime & Attendance and Advanced Scheduling solutions INT.12 Applicant tracking and onboarding NEOGOV Cloud based Cloud based RECEIVE Receive: Receive: Receive: Receive: The future ERP system will need to receive applicant/employee data from NEOGOV. CRITICAL The City would like to replace this system with the new ERP system as long as the functionality in the new ERP system meets City requirements. S Replace System replaced by proposed Munis Recruiting solutions INT.13 Document management Laserfiche Avante 10.3 MS SQL BOTH Send:Send:Send:Send: The future ERP system will need to send supporting documents to Laserfiche. The future ERP system will need to retrieve the supporting documents from Laserfiche. CRITICAL N Replace/Import/integrate Munis does not include direct integration with third party Enterprise Content Management (ECM) solutions. Tyler has proposed Tyler Content Manager Standard Edition (TCM SE), an integrated content management City has confirmed this exchange is not needed. 83 / 89 solution, to electronically capture, manage, and retrieve all documents related to Tyler applications. Tyler Content Manager includes a document extract utility to automate document and metadata export to a file system that clients can use to import to a separate third party ECM solution. Retrieval of content stored in third-party ECM solutions directly from Munis applications is not supported. INT.14 Document management Laserfiche Avante 10.3 MS SQL RECEIVE Send:Send:Send:Send: The future ERP system will need to receive form data from Laserfiche. DESIRED N Replace/Import/integrate City has confirmed this exchange is not needed. INT.15 Police learning management system L.E.A. Data Technologies NA NA RECEIVE Receive:Receive:Receive:Receive: The future ERP system will need to receive learning management data from L.E.A. DESIRED S Import Assuming use of compatible import 84 / 89 INT.16 Fire learning management system NA NA NA RECEIVE Receive:Receive:Receive:Receive: The future ERP system will need to receive learning management data from fire LMS. DESIRED S Import Assuming use of compatible import files INT.17 Liquor point-of-sale, inventory, and time entry system Lightspeed Cloud based Cloud based RECEIVE Receive:Receive:Receive:Receive: The future ERP system will need to receive financial and time entry data from LightSpeed. CRITICAL S Import Assuming use of compatible imports INT.18 Aquatics time clock Novatime Cloud based Cloud based BOTH Both: Both: Both: Both: The future ERP system will need to send employee data and receive time entry data from Novatime. CRITICAL The City would like to replace this system with the new ERP system as long as the functionality in the new ERP system meets City requirements. S Replace System replaced by proposed Munis Payroll w/ ESS, HR & Talent Management, ExecuTime & Attendance and Advanced Scheduling solutions INT.19 Communications billing Freshbooks Cloud based Cloud based RECEIVE Receive: Receive: Receive: Receive: The future ERP system will need to receive billing information from Freshbooks. CRITICAL The City would like to replace this system with the new ERP system as long as the functionality in the new ERP system meets City requirements. S Replace Potentially replaced with Munis General Billing - may need more information 85 / 89 INT.20 Point-of-sale MaxGalaxy Cloud based Cloud based RECEIVE Receive: Receive: Receive: Receive: The future ERP system will need to receive financial data from MaxGalaxy. CRITICAL S Import Assuming use of compatible import files INT.21 Golf point-of-sale and inventory GolfNow 19.8.59.0 MS SQL RECEIVE Receive:Receive:Receive:Receive: The future ERP system will need to receive financial data from GolfNow. CRITICAL S Import Assuming use of compatible import files INT.22 OSHA reporting MyWave Cloud based Cloud based RECEIVE Receive: Receive: Receive: Receive: The future ERP system will need to receive OSHA reporting information from MyWave. CRITICAL The City would like to replace this system with the new ERP system as long as the functionality in the new ERP system has the available functionality. S Replace System replaced by proposed Munis Payroll w/ ESS and HR & Talent Management solutions INT.23 Work orders CityWorks 2015 MS SQL SEND Send: Send: Send: Send: The future ERP system will need to send service requests from the utility billing module to Cityworks. DESIRED S Export Data can be exported - assuming exports are compatible INT.24 Vehicle, equipment, and inventory management CFA v.8.1.1185 MS SQL RECEIVE Receive: Receive: Receive: Receive: The future ERP system needs to receive asset information from CFA. DESIRED S Import Assuming use of compatible import files INT.25 Building manager VFA NA NA RECEIVE Receive: Receive: Receive: Receive: The future ERP system still need to receive asset information from VFA. DESIRED S Import Assuming use of compatible import files 86 / 89 INT.26 Investment management Tracker NA NA RECEIVE Receive:Receive:Receive:Receive: The future ERP system will need to receive financial information from Tracker. DESIRED S Import Assuming use of compatible import files The City will be replacing Tracker with the Clearwater product, and an import to Munis from Clearwater will be needed in place of Tracker. INT.27 Capital Improvement Plan (CIP) PlanIt NA MS Access RECEIVE Receive:Receive:Receive:Receive: The future ERP system will need to receive project budget data from CIP. DESIRED The City would like to replace this system with the new ERP system as long as the functionality in the new ERP system meets City requirements. S Replace Replaced by Munis Project & Grant Management solution The City intends to keep PlanIt, and will need an import into Munis from this system. INT.28 GIS ESRI 10.4.1 MS SQL SEND BOTH:BOTH:BOTH:BOTH: the future ERP system will need to send utility billing data, risk data, fixed assets data. DESIRED S Tyler GIS integration included in pricing INT.29 Online Sales Paypal Cloud based Cloud based RECEIVE RECEIVE:RECEIVE:RECEIVE:RECEIVE: the future ERP system will need to receive sales data from Paypal. CRITICAL S Standard integration exists INT.30 Purchasing card (p-card) US Bank NA NA RECEIVE RECEIVE:RECEIVE:RECEIVE:RECEIVE: the future ERP system will need to receive p-card transaction details. CRITICAL S Import Standar p-card import available 87 / 89 INT.31 Accounts Payable Processing Tungsten Workflow v4.5.1.15 MS SQL BOTH BOTH:BOTH:BOTH:BOTH: the future ERP system will need to receive the invoice information from Tunsgsten and send the payment information to Tungsten. CRITICAL S Import/Export Assuming import/export formats are compatible - process could be replaced entirely with Munis AP INT.32 Help Desk Support Ticketing System Spiceworks 7.5 NA SEND BOTH:BOTH:BOTH:BOTH: the future ERP system will need to send new hire and terminated data to Spiceworks. DESIRED S Export Assuming export files are compatible INT.33 Bank for ACH processing Wells Fargo NA NA SEND SEND:SEND:SEND:SEND: The future ERP system needs to send an ACH file to Wells Fargo. CRITICAL S Export File can be created INT.34 Positive pay US Bank NA NA SEND SEND:SEND:SEND:SEND: The future ERP system needs to send a positive file to US Bank. CRITICAL S Export File can be created INT.35 Cleared check file US Bank NA NA RECEIVE RECEIVE:RECEIVE:RECEIVE:RECEIVE: The future ERP system needs to receive the cleared check file from US Bank. CRITICAL S Import Assuming use of compatible import files 9.9.9.9. CHANGE CONTROLCHANGE CONTROLCHANGE CONTROLCHANGE CONTROL Scope Change 88 / 89 If a change to Project Scope is needed, the process for recommending and estimating changes to the Scope of the Project must be carried out. Any City Project team member can request changes to the Project Scope. All Change Requests must be submitted to the City Project Manager in the form of a Project Change Request document. The City Project Manager will then review the suggested change to the Scope of the Project. The City Project Manager will then either reject the Change Request, or convene a Change Control meeting with the City’s Project team and Steering Committee to review the Change Request further and determine if the City is ready to submit a Change Request to Tyler to gather cost and schedule information, so a full impact assessment of the change can be performed. Upon receipt of a Change Request document, Tyler Project Manager will acknowledge the Change Request in writing and promptly review the request with the appropriate Tyler resources to determine if the Scope change can be accomplished and/or meets the Products’ requirements, depending on whether the change is one requiring implementation services or Product change. The Tyler Project Manager will prepare a Project Change Request form, including any budgetary or schedule impacts, and a description of the services and/or product change, and deliver it to Client within ten (10) business days from receipt of the Change Request document from Client, or such other period as agreed by the parties in writing. The Change Request Form will be provided to the City Project Manager for review with the Project team and Steering Committee. On receipt of such response from Tyler, Client shall have a period of up to ten (10) business days to review the response and (a) reject it, (b) request modifications to it, or (c) approve it, each in writing. Tyler shall review and respond to any modifications within five (5) business days of receipt thereof from Client. The foregoing procedure will be repeated until Client rejects or accepts the applicable change. Tyler will cooperate with Client in discussing all such changes so that Client can make decisions in a timely and informed manner. If the City Project Manager and Steering Committee approve the Scope Change Request Form, the parties will execute the approved Change Request Form, which will then be considered an amendment to this SOW (each numbered accordingly). Thereafter, the City and Tyler Project Managers will update all Project Plan documents and communicate the scope change to all Project team members’ stakeholders. Throughout the Scope change review process, scheduled Project services and scheduled work will continue to proceed as outlined in the SOW unless Client requests them to cease in writing either through a Change Request or on City letterhead. 89 / 89 Attachment A Attachment A Attachment A Attachment A ---- Edina Staffing ChartEdina Staffing ChartEdina Staffing ChartEdina Staffing Chart City of Edina ERP Software Selection Project PROJECT MEMORANDUM TO: Tyler Technologies FROM: City of Edina Evaluation Committee SUBJECT: Request for Clarification DATE: December 31, 2018 CC: BerryDunn Project Team __________________________________________________________________________________________________________________ Thank you again for submitting a proposal in response to the City’s RFP (Request for Proposal) for an Enterprise Resource Planning (ERP) system and for your participation in the recent on-site software demonstrations. The City is in the process of analyzing the information provided during these demonstrations and has identified the need to request clarification on several items. The City currently utilizes Tungsten to support the accounts payable process, which provides for streamlined and automated processes. The City is, at this time, exploring the continuation of Tungsten in a future software systems environment. To help provide context on the use of Tungsten in the current environment the City is providing the information below: Accounts payable invoices are either received by each department or they are received by the Finance department. If the department receives a paper invoice, in most instances staff will scan the invoice and it is automatically emailed to finance staff. In other more limited instances, staff are scanning and then manually emailing the invoice to finance. Once the invoices are electronically received by Finance, all invoices are sent to the DocuScan system. The DocuScan system uses OCR (Optical Character Recognition) functionality in order to populate the invoice information in the Tungsten system. Prior to invoices being made available in Tungsten, Finance staff will review the invoices in DocuScan as updates may be needed to OCR populated invoice information. Once the invoices have been reviewed by Finance staff, the invoices are electronically sent to the appropriate employee in their Tungsten inbox. Once the invoices are available in the employee’s Tungsten inbox they are responsible for providing a general ledger code and electronic approval for the invoice. Once the general ledger coding and initial approval is complete, the invoices are released for any further approval needed based on the City’s purchasing policy, using the workflow process in Tungsten. Once the invoices have been fully coded and approved they go through a final electronic review by Finance, and the invoices are then automatically uploaded into a voucher batch in JD Edwards. Since the invoices have already gone through an approval process prior to the upload to JD Edwards, a second approval process in JD Edwards is not required. The invoice batches are posted in JD Edwards which allows Finance staff to begin the check printing process. Once payment has been made Tungsten is updated with the payment information. Finally, the images of the invoice, check summary and Tungsten audit information are exported to a shared directory and a Laserfiche workflow picks them up and imports them to Laserfiche for retention and staff access. The software is fully integrated with JD Edwards, both from the areas mentioned above, but also for vendor and account number lookup. In addition, users can drill-down from a transaction in Hubble, which takes them into the appropriate workflow item in Tungsten so any attached documents can be viewed. 1.In what ways will the proposed implementation approach consider and take into account the City’s use of a third-party accounts payable system? Response: Tyler’s implementation methodology includes an extensive analysis stage in which both current state and future state policies and procedures are examined. During this stage, Tyler consultants will meet with key City representatives and review all third-party systems, including the City’s third-party AP system. The third-party system will be reviewed and discussed, along with all available options for integrating with Munis. The City and Tyler will then determine the best policy and procedures for implementation. 2.The City wishes to better understand the ability of your product to integrate/interface/exchange data with Tungsten. How timely would the exchange of information be, and through what means would the data be shared? Response: Tyler will support the continued use of Tungsten by providing the following integration. •The city will utilize current file or web-service based imports to import approved invoice payment records from Tungsten to Munis – No development is required •The city will post and print checks for the imported invoice payment. Check images can be archived to a shared directory to be picked up and stored by the current Laserfiche processes – No development is required •The city will export check information to tie a Munis check number to an approved Tungsten invoice payment record. Existing file-based exports exist for this. This file-based process is batch driven and can be scheduled to run off hours. – No development is required •Tungsten will utilize existing APIs for GL Account and GL Account Balance look-ups. •The city can export vendors from Munis to Tungsten utilizing existing file-based exports. – Only possible development would be to make this a web-service based real-time interface. Cost to develop - $7,000; priced as optional. 3.What other considerations might there be related to the use of Tungsten as opposed to your product (impacts to process flows, reports, purchasing processing, etc.)? Response: By not having a single AP system for entering, approving, and printing invoice payments, there ultimately will be data that exists in one system and not the other. Thus, based on needs, reporting and auditing may need to be performed across both systems however this may be no different than your current Tungsten/JD Edwards solution. Additionally, the full power and efficiencies of an integrated AP/GL solution will not be able to be leveraged. This is not only the case for the core applications but also for additional add on features such as TCM and Vendor Self-Service. Finally, Tyler’s largest concern would be the integration and system of record for Purchasing should the City ever pursue a Procurement solution. 4.In addition to providing the above clarifications, the City is offering an opportunity to revise cost proposals and the scope of modules/services based on any new information learned through interacting with the City during the demonstration process. This is not a request for a best and final offer, but rather a request for any pricing and scope clarifications that may necessary. These revised cost proposals should utilize the enclosed cost worksheets. Please supplement any changes by providing a narrative explanation of those changes below (e.g. what changed and why, what the before/after costs are): Response: Please find attached, Tyler’s revised cost proposal worksheets and supporting Investment Summaries. The following changes were made: •Added API services to manage the Tungsten interface as described above. o General Ledger API Toolkit (On-Premise) - $10,500 (discounted to $9,450); $2,100 annual maintenance; 24 hours of Implementation - $4,200. o General Ledger API Toolkit (SaaS) - $2,352 (discounted to $2,187); 24 hours of Implementation - $4,200. o Vendor Export Web Service (optional) - $7,000 It is our understanding the city hasn’t made decisions to replace or have a need for the following applications; Recruiting, Inventory and Tyler Cashiering. The cost of these modules remains in our pricing and can be adjusted/revised when those decisions are made. The City is requesting that you respond to this Request for Clarification with a detailed narrative response to each of the above questions. Vendors shall return responses by 5:00 pm (Central Time) on Friday, January 16, 2019. Responses shall be submitted to Ryan Doil, with the City’s consulting partner BerryDunn (rdoil@berrydunn.com). All questions and inquiries related to this request shall also be directed to Ryan Doil via the above email address. The subject line of the email must be “Edina Request for Clarification Question.” Licensing and Hosting Notes: Vendors are instructed to include notes in the field to the right related to the licensing methodology (site/enterprise, named user, concurrent, subscription); the hosting or deployment model; as well as other detail that will help the City to understand the cost totals: Named User Concurre nt User Site/Enter prise Other (specify above) Cost Area (Tab No. from Attachment B - Functional and Technical Requirements) #2 General Ledger and Financial Reporting, CAFR, TCM SE. Tyler Forms, GL API Tool Kit #3 Budget #4 Purchasing; eProcurement; Contract Management #5 Accounts Payable, Employee Expense , Cash Management #6 Accounts Receivable, Billing, Citizen Self Service, Cashiering #7 Project Accounting and Grant Management #8 Fixed Assets and Inventory , GIS #9 Time Entry, Scheduling #10 Payroll #11 Utility Billing #12 Applicant Tracking and Onboarding #13 Workforce Management #14 Benefits #15 Risk Management Total Software License Costs $ 110,430.00 $ 13,410.00 $ 34,740.00 $ 28,170.00 $ 43,200.00 $ 9,225.00 $ 25,740.00 $ 43,621.00 $ 21,150.00 $ 31,275.00 $ 4,950.00 $ 16,290.00 inc. w/ #13 $ 5,400.00 $ 387,601.00 Software Customization Costs $ - Interfaces/Integration Costs $ 5,500.00 $ 5,500.00 Data Conversion Costs $ 10,600.00 $ 5,000.00 $ 3,000.00 $ 11,800.00 $ 16,800.00 $ 47,200.00 Professional Service Costs (not including training, integration and interfaces) $ 30,800.00 $ 4,900.00 $ 11,900.00 $ 11,200.00 $ 15,400.00 $ 4,900.00 $ 8,400.00 $ 18,200.00 $ 20,300.00 $ 22,400.00 $ 2,100.00 $ 8,400.00 $ 2,100.00 $ 161,000.00 Training Costs $ 18,200.00 $ 3,500.00 $ 7,700.00 $ 5,600.00 $ 9,800.00 $ 3,500.00 $ 5,600.00 $ 12,600.00 $ 13,300.00 $ 15,400.00 $ 2,100.00 $ 5,600.00 $ 2,100.00 $ 105,000.00 Server Hardware Costs $ - Third-Party Hardware Costs $ 1,650.00 $ 1,650.00 Third-Party Software Costs $ - Third-Party Professional Services Costs $ - Expenses (miscellaneous) $ - Installation $ 6,000.00 $ 6,000.00 Project Planning Services $ 6,000.00 $ 6,000.00 Tyler Forms Libraries $ 1,800.00 $ 2,000.00 $ 1,400.00 $ 4,500.00 $ 1,200.00 $ 10,900.00 Tyler Forms Configurartion $ 2,000.00 $ 2,000.00 Total One-Time Costs (Without Discounts) $ 187,480.00 $ 21,810.00 $ 54,340.00 $ 50,470.00 $ 70,400.00 $ 22,625.00 $ 42,740.00 $ 74,421.00 $ 67,950.00 $ 90,375.00 $ 9,150.00 $ 31,490.00 $ - $ 9,600.00 $ 732,851.00 Discounts $ - Total Discounted One-Time Costs (Total One-Time Cost less Discounts) $ 187,480.00 $ 21,810.00 $ 54,340.00 $ 50,470.00 $ 70,400.00 $ 22,625.00 $ 42,740.00 $ 74,421.00 $ 67,950.00 $ 90,375.00 $ 9,150.00 $ 31,490.00 $ - $ 9,600.00 $ 732,851.00 Total Not to Exceed Travel Costs $ 98,200.00 City Hosted Cost Worksheet Cost Worksheet Instructions: Provide a cost response for each cost area, based upon system modules for a City-hosted application. The pricing should be based on the detailed functionality that the City requires for each functional area. When a single price may be provided for a group of modules, please provide that cost with a notation. All additional costs should be captured in the respective areas. Vendors are responsible for completing all fields highlighted orange where applicable, and reviewing totals prior to submission. On-Premise Pricing: site license - Munis modules; named users- ExecuTime Time & Attendance and Scheduling, GIS Please Indicate the Licensing Model Other (specify above)One-Time Costs City Hosted Cost Worksheet Cost Worksheet Instructions: Provide a cost response for each cost area, based upon system modules for a City-hosted application. The pricing should be based on the detailed functionality that the City requires for each functional area. When a single price may be provided for a group of modules, please provide that cost with a notation. All additional costs should be captured in the respective areas. Vendors are responsible for completing all fields highlighted orange where applicable, and reviewing totals prior to submission. Cost Area (Tab No. from Attachment B - Functional and Technical Requirements) #2 General Ledger and Financial Reporting, CAFR, TCM SE. Tyler Forms, GL API Tool Kit #3 Budget #4 Purchasing; eProcurement; Contract Management #5 Accounts Payable, Employee Expense , Cash Management #6 Accounts Receivable, Billing, Citizen Self Service, Cashiering #7 Project Accounting and Grant Management #8 Fixed Assets and Inventory , GIS #9 Time Entry, Scheduling #10 Payroll #11 Utility Billing #12 Applicant Tracking and Onboarding #13 Workforce Management #14 Benefits #15 Risk Management Total Annual Maintenance (per functional area)$ 22,486.00 $ 2,682.00 $ 6,948.00 $ 5,634.00 $ 8,640.00 $ 1,845.00 $ 5,248.00 $ 9,694.00 $ 4,230.00 $ 6,255.00 $ 990.00 $ 3,258.00 Inc. w/ #13 $ 1,080.00 $ 78,990.00 Custom Modification Maintenance (if applicable)$- Additional Maintenance Fees $- Total Recurring Maintenance Costs by Module $ 22,486.00 $ 2,682.00 $ 6,948.00 $ 5,634.00 $ 8,640.00 $ 1,845.00 $ 5,248.00 $ 9,694.00 $ 4,230.00 $ 6,255.00 $ 990.00 $ 3,258.00 $-$ 1,080.00 $ 78,990.00 Maintenance Schedule: Rate of Increase over Prior Year (as a percentage) Maintenance Costs (as a dollar amount) Maintenance Schedule: Rate of Increase over Prior Year (as a percentage) Maintenance Costs (as a dollar amount) Year 1 0%$-Year 6 6%$ 101,773.61 Year 2 5%$ 82,939.50 Year 7 6%$ 107,880.03 Year 3 5%$ 87,086.48 Year 8 7%$ 115,431.63 Year 4 5%$ 91,440.80 Year 9 8%$ 124,666.16 Year 5 5%$ 96,012.84 Year 10 8%$ 134,639.45 Ten Year Maintenance Cost Escrow Costs (if applicable) Optional - Disaster Recovery Cost (annual basis) Optional - Enhanced Maintenance & Support Services Recurring Maintenance Costs $941,870.48 $16,338.00 Vendor Comments: priced as optional; 25% of annual maintenance $16,338.00 Vendor Comments: priced as optional; 25% of annual maintenance $1,500.00 Vendor Comments: priced as optional City Hosted Cost Worksheet Cost Worksheet Instructions: Provide a cost response for each cost area, based upon system modules for a City-hosted application. The pricing should be based on the detailed functionality that the City requires for each functional area. When a single price may be provided for a group of modules, please provide that cost with a notation. All additional costs should be captured in the respective areas. Vendors are responsible for completing all fields highlighted orange where applicable, and reviewing totals prior to submission. Total Discounted One-Time Costs (Cell P20) Recurring Maintenance Years 1-10 (Cell B36) Total Estimated Travel Costs (Cell B21) Other Costs TOTAL TEN YEAR INVESTMENT Cost Estimated Professional Services Costs for Future Upgrades the City would likely make within the next 10 years $0.00 Estimated Software Licensing Costs for Future Upgrades the City would likely make within the next 10 years $0.00 Other Cost Areas - Description Cost Hourly Rate for Professional Services 175.00$ Hourly Rate for Custom Programming $ 175.00 Notes Tyler University, our continuing education platform, gives you 24/7/365 access to Tyler product courses. It is an online resource for improving your skills, learning new software and keeping up with the latest technology or procedures. With hundreds of courses to choose from, there is something for everyone to learn at Tyler U. When you purchase software solutions from Tyler, you aren’t just getting the latest software as of the date you sign your contract. You are also getting the benefit of perpetual upgrades as they happen. We deliver this without additional license fees. Notes $ - $ 1,772,921.48 TOTAL TEN YEAR INVESTMENT Hourly Rates Other Costs (if applicable; please specify the nature of these costs, and whether such costs are presented as optional, included at no cost/bundled, etc.) $ 732,851.00 $ 941,870.48 $ 98,200.00 Licensing and Hosting Notes: Vendors are instructed to include notes in the field to the right related to the licensing methodology (site/enterprise, named user, concurrent, subscription); the hosting or deployment model; as well as other detail that will help the City to understand the cost totals: One-Time Costs Named User Concurre nt User Site/Enter prise Other (specify above) Cost Area (Tab No. from Attachment B - Functional and Technical Requirements) #2 General Ledger and Financial Reporting, CAFR, TCM SE. Tyler Forms, #3 Budget #4 Purchasing; eProcurement ; Contract Management #5 Accounts Payable, Employee Expense , Cash Management #6 Accounts Receivable, Billing, Citizen Self Service, Cashiering #7 Project Accounting and Grant Management #8 Fixed Assets and Inventory , GIS #9 Time Entry, Scheduling #10 Payroll #11 Utility Billing #12 Applicant Tracking and Onboarding #13 Workforce Management #14 Benefits #15 Risk Management Total Software License Costs $ - Software Customization Costs $ - Interfaces/Integration Costs $ - Data Conversion Costs $ - Professional Service Costs (not including training, integration and interfaces) $ - Training Costs $ - Server Hardware Costs $ - Third-Party Hardware Costs $ - Third-Party Software Costs $ - Third-Party Professional Services Costs $ - Expenses (miscellaneous) $ - Total One-Time Costs (Without Discounts) $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Discounts $ - Total Discounted One-Time Costs (Total One-Time Cost less Discounts) $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Total Not to Exceed Travel Costs Escrow Costs (if applicable) Vendor Hosted Cost Worksheet Cost Worksheet Instructions: Provide a cost response for each cost area, based upon system modules for a Vendor-hosted (e.g. "Managed Services") application. The pricing should be based on the detailed functionality that the City requires for each functional area. When a single price may be provided for a group of modules, please provide that cost with a notation. All additional costs should be captured in the respective areas. Vendors are responsible for completing all fields highlighted orange where applicable, and reviewing totals prior to submission. Please Indicate the Licensing Model Vendor Comments: Vendor Hosted Cost Worksheet Cost Worksheet Instructions: Provide a cost response for each cost area, based upon system modules for a Vendor-hosted (e.g. "Managed Services") application. The pricing should be based on the detailed functionality that the City requires for each functional area. When a single price may be provided for a group of modules, please provide that cost with a notation. All additional costs should be captured in the respective areas. Vendors are responsible for completing all fields highlighted orange where applicable, and reviewing totals prior to submission. Cost Area (Tab No. from Attachment B - Functional and Technical Requirements) #2 General Ledger and Financial Reporting, CAFR, TCM SE. Tyler Forms, GL API Tool Kit #3 Budget #4 Purchasing; eProcurement ; Contract Management #5 Accounts Payable, Employee Expense , Cash Management #6 Accounts Receivable, Billing, Citizen Self Service, Cashiering #7 Project Accounting and Grant Management #8 Fixed Assets and Inventory , GIS #9 Time Entry, Scheduling #10 Payroll #11 Utility Billing #12 Applicant Tracking and Onboarding #13 Workforce Management #14 Benefits #15 Risk Management Total Annual Maintenance (per functional area) $ - Custom Modification Maintenance (if applicable) $ - Additional Maintenance Fees $ - Total Recurring Maintenance Costs by Module $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Maintenance Schedule: Rate of Increase over Prior Year (as a percentage) Maintenance Costs (as a dollar amount) Maintenance Schedule: Rate of Increase over Prior Year (as a percentage) Maintenance Costs (as a dollar amount) Year 1 (Cell P28) $ - Year 6 Year 2 Year 7 Year 3 Year 8 Year 4 Year 9 Year 5 Year 10 Ten Year Maintenance Cost Optional - Enhanced Maintenance & Support Services Cost Area (Tab No. from Attachment B - Functional and Technical Requirements) #2 General Ledger and Financial Reporting, CAFR, TCM SE. Tyler Forms, GL API Tool Kit #3 Budget #4 Purchasing; eProcurement ; Contract Management #5 Accounts Payable, Employee Expense , Cash Management #6 Accounts Receivable, Billing, Citizen Self Service, Cashiering #7 Project Accounting and Grant Management #8 Fixed Assets and Inventory , GIS #9 Time Entry, Scheduling #10 Payroll #11 Utility Billing #12 Applicant Tracking and Onboarding #13 Workforce Management #14 Benefits #15 Risk Management Total Annual Hosting/Services (per module) $ - Other Annual Services/Hosting Costs (if applicable, such as disaster recovery) $ - Total Annual Recurring Hosting Costs $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Hosting Schedule: Rate of Increase over Prior Year (as a percentage) Hosting Costs (as a dollar amount) Hosting Schedule: Rate of Increase over Prior Year (as a percentage) Hosting Costs (as a dollar amount) Year 1 (Cell P42) $ - Year 6 Year 2 Year 7 Year 3 Year 8 Year 4 Year 9 Year 5 Year 10 Ten Year Hosting Cost Optional - Disaster Recovery Cost (annual basis) Recurring Hosting/Managed Services Costs $ - Recurring Maintenance Costs $ - Vendor Comments: Vendor Comments: Vendor Hosted Cost Worksheet Cost Worksheet Instructions: Provide a cost response for each cost area, based upon system modules for a Vendor-hosted (e.g. "Managed Services") application. The pricing should be based on the detailed functionality that the City requires for each functional area. When a single price may be provided for a group of modules, please provide that cost with a notation. All additional costs should be captured in the respective areas. Vendors are responsible for completing all fields highlighted orange where applicable, and reviewing totals prior to submission. Total Discounted One-Time Costs (Cell P20) Recurring Maintenance Years 1-10 (Cell B36) Recurring Hosting/Managed Services Costs Years 1-10 (Cell B50) Total Estimated Travel Costs (Cell B21) Other Costs TOTAL TEN YEAR INVESTMENT Cost Estimated Professional Services Costs for Future Upgrades the City would likely make within the next 10 years Estimated Software Licensing Costs for Future Upgrades the City would likely make within the next 10 years Disaster Recovery Costs (Annual basis) Estimated Future Costs for Hosting Center Hardware/Software Upgrades Other Cost Areas - Description Cost Hourly Rate for Professional Services Hourly Rate for Custom Programming Hourly Rates $ - Other Costs (if applicable; please specify the nature of these costs, and whether such costs are presented as optional, included at no cost/bundled, etc.) Notes Notes TOTAL TEN YEAR INVESTMENT $ - $ - $ - $ - $ - Licensing and Hosting Notes: Vendors are instructed to include notes in the field to the right related to the licensing methodology (site/enterprise, named user, concurrent, subscription); the hosting or deployment model; as well as other detail that will help the City to understand the cost totals: One-Time Costs Named User Concurre nt User Site/Enter prise Other (specify above) #2 General Ledger and Financial Reporting, CAFR, TCM SE. Tyler Forms, GL API Tool Kit #3 Budget #4 Purchasing; eProcurement; Contract Management #5 Accounts Payable, Employee Expense , Cash Management #6 Accounts Receivable, Billing, Citizen Self Service, Cashiering #7 Project Accounting and Grant Management #8 Fixed Assets and Inventory , GIS #9 Time Entry, Scheduling #10 Payroll #11 Utility Billing #12 Applicant Tracking and Onboarding #13 Workforce Management #14 Benefits #15 Risk Management Total Software License Costs (if applicable)Inc. w/#13 $- Software Customization Costs $- Interfaces/Integration Costs $ 5,500.00 $ 5,500.00 Data Conversion Costs $ 10,600.00 $ 5,000.00 $ 3,000.00 $ 11,800.00 $ 16,800.00 $ 47,200.00 Professional Service Costs (not including training, integration and interfaces)$ 30,800.00 $ 4,900.00 $ 11,900.00 $ 11,200.00 $ 15,400.00 $ 4,900.00 $ 8,400.00 $ 18,200.00 $ 20,300.00 $ 22,400.00 $ 2,100.00 $ 8,400.00 $ 2,100.00 $ 161,000.00 Training Costs $ 18,200.00 $ 3,500.00 $ 7,700.00 $ 5,600.00 $ 9,800.00 $ 3,500.00 $ 5,600.00 $ 12,600.00 $ 13,300.00 $ 15,400.00 $ 2,100.00 $ 5,600.00 $ 2,100.00 $ 105,000.00 Server Hardware Costs $- Third-Party Hardware Costs $ 1,650.00 $ 1,650.00 Third-Party Software Costs $- Third-Party Professional Services Costs $- Expenses (miscellaneous)$- Project Planning Services $ 6,000.00 $ 6,000.00 Tyler Forms Libraries $ 1,800.00 $ 2,000.00 $ 1,400.00 $ 4,500.00 $ 1,200.00 $ 10,900.00 Tyler Forms Configurartion $ 2,000.00 $ 2,000.00 VPN Device $ 4,000.00 $ 4,000.00 Total One-Time Costs (Without Discounts)$ 75,050.00 $ 8,400.00 $ 19,600.00 $ 22,300.00 $ 27,200.00 $ 13,400.00 $ 17,000.00 $ 30,800.00 $ 46,800.00 $ 59,100.00 $ 4,200.00 $ 15,200.00 $-$ 4,200.00 $ 343,250.00 Discounts $- Total Discounted One-Time Costs (Total One-Time Cost less Discounts)$ 75,050.00 $ 8,400.00 $ 19,600.00 $ 22,300.00 $ 27,200.00 $ 13,400.00 $ 17,000.00 $ 30,800.00 $ 46,800.00 $ 59,100.00 $ 4,200.00 $ 15,200.00 $-$ 4,200.00 $ 343,250.00 Total Not to Exceed Travel Costs Escrow Costs (if applicable) Subscription (SaaS) Cost Worksheet $98,200.00 Please Indicate the Licensing Model Other (specify above) Cost Worksheet Instructions: Provide a cost response for each cost area, based upon system modules for a software as a service (SaaS) based application. The pricing should be based on the detailed functionality that the City requires for each functional area. When a single price may be provided for a group of modules, please provide that cost with a notation. All additional costs should be captured in the respective areas. Vendors are responsible for completing all fields highlighted orange where applicable, and reviewing totals prior to submission. On-Premise Pricing: site license - Munis modules; named users- ExecuTime Time & Attendance and Scheduling, GIS Vendor Comments: Not applicable for SaaS Subscription (SaaS) Cost Worksheet Cost Worksheet Instructions: Provide a cost response for each cost area, based upon system modules for a software as a service (SaaS) based application. The pricing should be based on the detailed functionality that the City requires for each functional area. When a single price may be provided for a group of modules, please provide that cost with a notation. All additional costs should be captured in the respective areas. Vendors are responsible for completing all fields highlighted orange where applicable, and reviewing totals prior to submission. Cost Area (Tab No. from Attachment B - Functional and Technical Requirements) #2 General Ledger and Financial Reporting, CAFR, TCM SE. Tyler Forms, GL API Tool Kit #3 Budget #4 Purchasing; eProcurement; Contract Management #5 Accounts Payable, Employee Expense , Cash Management #6 Accounts Receivable, Billing, Citizen Self Service, Cashiering #7 Project Accounting and Grant Management #8 Fixed Assets and Inventory , GIS #9 Time Entry, Scheduling #10 Payroll #11 Utility Billing #12 Applicant Tracking and Onboarding #13 Workforce Management #14 Benefits #15 Risk Management Total Annual Maintenance $- Custom Modification Maintenance (if applicable)$- Additional Maintenance Fees $- Total Recurring Maintenance Costs by Module $-$-$-$-$-$-$-$-$-$-$-$-$-$-$- Maintenance Schedule: Rate of Increase over Prior Year (as a percentage) Maintenance Costs (as a dollar amount) Maintenance Schedule: Rate of Increase over Prior Year (as a percentage) Maintenance Costs (as a dollar amount) Year 1 (Cell P28)$-Year 6 Year 2 Year 7 Year 3 Year 8 Year 4 Year 9 Year 5 Year 10 TEN Year Maintenance Cost Cost Area (Tab No. from Attachment B - Functional and Technical Requirements) #2 General Ledger and Financial Reporting, CAFR, TCM SE. Tyler Forms, GL API Tool Kit #3 Budget #4 Purchasing; eProcurement; Contract Management #5 Accounts Payable, Employee Expense , Cash Management #6 Accounts Receivable, Billing, Citizen Self Service, Cashiering #7 Project Accounting and Grant Management #8 Fixed Assets and Inventory , GIS #9 Time Entry, Scheduling #10 Payroll #11 Utility Billing #12 Applicant Tracking and Onboarding #13 Workforce Management #14 Benefits #15 Risk Management Total Subscription Cost per Functional Area $ 77,541.00 $ 10,490.00 $ 27,174.00 $ 22,036.00 $ 33,792.00 $ 7,216.00 $ 20,214.00 $ 34,898.00 $ 16,544.00 $ 24,464.00 $ 3,872.00 $ 12,742.00 inc. w/#13 $ 4,224.00 $ 295,207.00 Subscription - Discounted Cost per Functional Area (Pricing after applicable discounts)$ 72,114.00 $ 9,756.00 $ 25,272.00 $ 20,494.00 $ 31,427.00 $ 6,711.00 $ 18,799.00 $ 32,455.00 $ 15,386.00 $ 22,752.00 $ 3,601.00 $ 11,850.00 $ 3,928.00 $ 274,545.00 Subscription Frequency (Indicate whether monthly, quarterly, or annual basis)annual Subscription Cost Schedule: Rate of Increase over Prior Year (as a percentage) Subscription Costs (as a dollar amount) Subscription Cost Schedule: Rate of Increase over Prior Year (as a percentage) Subscription Costs (as a dollar amount) Year 1 (cell P41)$ 274,545.00 Year 6 5%$288,272.00 Year 2 0%$ 274,545.00 Year 7 0%$ 288,272.00 Year 3 0%$ 274,545.00 Year 8 0%$ 288,272.00 Year 4 0%$ 274,545.00 Year 9 0%$ 288,272.00 Year 5 0%$ 274,545.00 Year 10 0%$ 288,272.00 Ten Year Subscription Cost $2,814,085.00 Recurring Maintenance Costs (If Applicable) $- Recurring Subscription Costs Subscription (SaaS) Cost Worksheet Cost Worksheet Instructions: Provide a cost response for each cost area, based upon system modules for a software as a service (SaaS) based application. The pricing should be based on the detailed functionality that the City requires for each functional area. When a single price may be provided for a group of modules, please provide that cost with a notation. All additional costs should be captured in the respective areas. Vendors are responsible for completing all fields highlighted orange where applicable, and reviewing totals prior to submission. Total Discounted One-Time Costs (Cell P20) Recurring Maintenance Years 1-10 (Cell B36) Recurring Subscription Costs Years 1-10 (Cell B49) Total Estimated Travel Costs (Cell B21) Other Costs TOTAL TEN YEAR INVESTMENT Cost Estimated Professional Services Costs for Future Upgrades the City would likely make within the next 10 years $0.00 Estimated Software Licensing Costs for Future Upgrades the City would likely make within the next 10 years $0.00 Disaster Recovery Costs (Annual basis)$0.00 Estimated Future Costs for Hosting Center Hardware/Software Upgrades $0.00 Other Cost Areas - Description Cost Hourly Rate for Professional Services 175.00$ Hourly Rate for Custom Programming $ 175.00 Notes Tyler University, our continuing education platform, gives you 24/7/365 access to Tyler product courses. It is an online resource for improving your skills, learning new software and keeping up with the latest technology or procedures. With hundreds of courses to choose from, there is something for everyone to learn at Tyler U. When you purchase software solutions from Tyler, you aren’t just getting the latest software as of the date you sign your contract. You are also getting the benefit of perpetual upgrades as they happen. We deliver this without additional license fees. Notes included as part of SaaS TOTAL TEN YEAR INVESTMENT $ 343,250.00 Hourly Rates $ - $ 3,255,535.00 Other Costs (if applicable; please specify the nature of these costs, and whether such costs are presented as optional, included at no cost/bundled, etc.) $ - $ 2,814,085.00 $ 98,200.00 Quoted By:Alban Michaud Quote Expiration: 3/25/2019 Quote Name:City of Edina-ERP-Munis Quote Number: 2018-58128 Quote Description: Tyler/Munis On-Premise Pricing Sales Quotation For City of Edina 4801 W 50th St Edina, MN 55424-1394 Phone +1 (952) 927-8861 Tyler Software and Related Services Description License Impl. Hours Impl. Cost Data Conversion Module Total Year One Maintenance Financials: Accounting/GL $53,550.00 112 $19,600.00 $10,600.00 $83,750.00 $9,639.00 Accounts Payable $14,900.00 32 $5,600.00 $0.00 $20,500.00 $2,682.00 Budgeting $14,900.00 48 $8,400.00 $0.00 $23,300.00 $2,682.00 Capital Assets $12,300.00 40 $7,000.00 $3,000.00 $22,300.00 $2,214.00 Cash Management $10,250.00 32 $5,600.00 $0.00 $15,850.00 $1,845.00 Contract Management $6,050.00 24 $4,200.00 $0.00 $10,250.00 $1,089.00 Employee Expense Reimbursement $6,150.00 32 $5,600.00 $0.00 $11,750.00 $1,107.00 Inventory $11,300.00 40 $7,000.00 $0.00 $18,300.00 $2,034.00 Project & Grant Accounting $10,250.00 48 $8,400.00 $5,000.00 $23,650.00 $1,845.00 Purchasing $22,550.00 80 $14,000.00 $0.00 $36,550.00 $4,059.00 Human Capital Management: ExecuTime Advanced Scheduling (200)$16,895.00 48 $8,400.00 $0.00 $25,295.00 $3,379.00 ExecuTime Advanced Scheduling Mobile Access $3,975.00 0 $0.00 $0.00 $3,975.00 $795.00 ExecuTime Time & Attendance (500)$22,525.00 128 $22,400.00 $0.00 $44,925.00 $4,505.00 ExecuTime Time & Attendance Mobile Access $5,075.00 0 $0.00 $0.00 $5,075.00 $1,015.00 2018-58128 - Tyler/Munis On-Premise Pricing CONFIDENTIAL 1 of 12 Tyler Software and Related Services Description License Impl. Hours Impl. Cost Data Conversion Module Total Year One Maintenance Human Resources & Talent Management $18,100.00 80 $14,000.00 $0.00 $32,100.00 $3,258.00 Payroll w/ESS $23,500.00 192 $33,600.00 $11,800.00 $68,900.00 $4,230.00 Recruiting $5,500.00 24 $4,200.00 $0.00 $9,700.00 $990.00 Risk Management $6,000.00 24 $4,200.00 $0.00 $10,200.00 $1,080.00 Revenue: Accounts Receivable $11,000.00 64 $11,200.00 $0.00 $22,200.00 $1,980.00 General Billing $5,000.00 32 $5,600.00 $0.00 $10,600.00 $900.00 Tyler Cashiering $21,000.00 40 $7,000.00 $0.00 $28,000.00 $3,780.00 UB Interface $8,250.00 24 $4,200.00 $0.00 $12,450.00 $1,485.00 Utility Billing CIS $26,500.00 192 $33,600.00 $16,800.00 $76,900.00 $4,770.00 Productivity: Tyler Forms Processing $9,500.00 0 $0.00 $0.00 $9,500.00 $1,900.00 Tyler Content Manager SE $20,000.00 32 $5,600.00 $0.00 $25,600.00 $3,600.00 Munis Analytics & Reporting $15,400.00 80 $14,000.00 $0.00 $29,400.00 $2,772.00 eProcurement $10,000.00 8 $1,400.00 $0.00 $11,400.00 $1,800.00 Citizen Self Service $11,000.00 8 $1,400.00 $0.00 $12,400.00 $1,980.00 Additional: CAFR Statement Builder $13,750.00 32 $5,600.00 $0.00 $19,350.00 $2,475.00 General Ledger API Toolkit $10,500.00 24 $4,200.00 $0.00 $14,700.00 $2,100.00 Tyler GIS (10)$5,000.00 0 $0.00 $0.00 $5,000.00 $1,000.00 Sub-Total: $430,670.00 $266,000.00 $47,200.00 $743,870.00 $78,990.00 Less Discount:$43,069.00 $0.00 $0.00 $43,069.00 $78,990.00 TOTAL: $387,601.00 1520 $266,000.00 $47,200.00 $700,801.00 $0.00 Other Services Description Quantity Unit Price Unit Discount Extended Price Install Fee - New Server Install-WIN 1 $6,000.00 $0.00 $6,000.00 P-Card Import Format 1 $5,500.00 $0.00 $5,500.00 Project Planning Services 1 $6,000.00 $0.00 $6,000.00 2018-58128 - Tyler/Munis On-Premise Pricing CONFIDENTIAL 2 of 12 Other Services Description Quantity Unit Price Unit Discount Extended Price Tyler Forms Library - Financial 1 $1,800.00 $0.00 $1,800.00 Tyler Forms Library - General Billing 1 $2,000.00 $0.00 $2,000.00 Tyler Forms Library - Payroll 1 $1,400.00 $0.00 $1,400.00 Tyler Forms Library - Personnel Action 1 $1,200.00 $0.00 $1,200.00 Tyler Forms Processing Configuration 1 $2,000.00 $0.00 $2,000.00 Tyler Forms Library - Utility Billing 1 $4,500.00 $0.00 $4,500.00 TOTAL:$30,400.00 3rd Party Hardware, Software and Services Description Quantity Unit Price Unit Discount Total Price Unit Maintenance Unit Maintenance Discount Total Year One Maintenance Tyler Secure Signature System with 2 Keys 1 $1,650.00 $0.00 $1,650.00 $0.00 $0.00 $0.00 3rd Party Hardware Sub-Total:$0.00 $1,650.00 $0.00 TOTAL:$1,650.00 $0.00 Summary One Time Fees Recurring Fees Total Tyler Software $387,601.00 $0.00 Total Tyler Services $343,600.00 $0.00 Total 3rd Party Hardware, Software and Services $1,650.00 $0.00 Summary Total $732,851.00 $0.00 Contract Total (Excluding Estimated Travel Expenses) $732,851.00 Estimated Travel Expenses $98,200.00 2018-58128 - Tyler/Munis On-Premise Pricing CONFIDENTIAL 3 of 12 Detailed Breakdown of Conversions (included in Contract Total) Description Unit Price Unit Discount Extended Price Accounting - Actuals up to 3 years $1,500.00 $0.00 $1,500.00 Accounting - Budgets up to 3 years $1,500.00 $0.00 $1,500.00 Accounting Standard COA $2,000.00 $0.00 $2,000.00 Accounts Payable - Checks up to 5 years $1,600.00 $0.00 $1,600.00 Accounts Payable - Invoice up to 5 years $2,400.00 $0.00 $2,400.00 Accounts Payable Standard Master $1,600.00 $0.00 $1,600.00 Capital Assets Std Master $3,000.00 $0.00 $3,000.00 Payroll - Accrual Balances $1,500.00 $0.00 $1,500.00 Payroll - Accumulators up to 5 years $1,400.00 $0.00 $1,400.00 Payroll - Check History up to 5 years $1,200.00 $0.00 $1,200.00 Payroll - Deductions $1,800.00 $0.00 $1,800.00 Payroll - Earning/Deduction Hist up to 5 years $2,500.00 $0.00 $2,500.00 Payroll - Recruiting $1,400.00 $0.00 $1,400.00 Payroll - Standard $2,000.00 $0.00 $2,000.00 Project Grant Accounting - Actuals up to 3 years $1,500.00 $0.00 $1,500.00 Project Grant Accounting - Budgets up to 3 years $1,500.00 $0.00 $1,500.00 Project Grant Accounting Standard $2,000.00 $0.00 $2,000.00 Utility Billing - Balance Forward AR $5,100.00 $0.00 $5,100.00 Utility Billing - Consumption History up to 5 years $3,000.00 $0.00 $3,000.00 Utility Billing - Services $4,100.00 $0.00 $4,100.00 Utility Billing - Standard $4,600.00 $0.00 $4,600.00 TOTAL: $47,200.00 2018-58128 - Tyler/Munis On-Premise Pricing CONFIDENTIAL 4 of 12 Optional SaaS One Time Fees Description # Years Annual Fee Impl. Hours Impl. Cost Data Conversion Productivity: Postal XPress (Lorton) Annual Subscription 1 $1,649.00 0 $0.00 $0.00 Additional: Socrata Open Finance 0 $16,000.00 0 $0.00 $0.00 Optional Tyler Software & Related Services Description License Impl. Hours Impl. Cost Data Conversion Module Total Year One Maintenance Financials: Bid Management $6,150.00 24 $4,200.00 $0.00 $10,350.00 $1,107.00 Performance Based Budgeting $16,400.00 80 $14,000.00 $0.00 $30,400.00 $2,952.00 Quatred Asset Scanning Interface $3,900.00 16 $2,800.00 $0.00 $6,700.00 $702.00 Quatred Inventory Scanning Interface $3,900.00 16 $2,800.00 $0.00 $6,700.00 $702.00 Revenue: Animal License $5,000.00 16 $2,800.00 $0.00 $7,800.00 $1,250.00 Productivity: IVR Gateway $6,000.00 24 $4,200.00 $0.00 $10,200.00 $1,080.00 Additional: Asset Maintenance (20)$42,000.00 176 $30,800.00 $0.00 $72,800.00 $8,400.00 Asset Performance (5)$3,000.00 104 $18,200.00 $0.00 $21,200.00 $600.00 General Billing - Bills up to 5 years - D $0.00 0 $0.00 $4,000.00 $4,000.00 $0.00 General Billing - Recurring Invoices - D $0.00 0 $0.00 $2,700.00 $2,700.00 $0.00 General Billing Std CID - D $0.00 0 $0.00 $1,500.00 $1,500.00 $0.00 Inventory Std Master - D $0.00 0 $0.00 $3,500.00 $3,500.00 $0.00 Parks and Recreation $17,600.00 80 $14,000.00 $0.00 $31,600.00 $3,168.00 Payroll - Certifications - C $0.00 0 $0.00 $1,400.00 $1,400.00 $0.00 2018-58128 - Tyler/Munis On-Premise Pricing CONFIDENTIAL 5 of 12 Optional Tyler Software & Related Services Description License Impl. Hours Impl. Cost Data Conversion Module Total Year One Maintenance Payroll - Education - C $0.00 0 $0.00 $1,400.00 $1,400.00 $0.00 Payroll - PM Action History up to 5 years - C $0.00 0 $0.00 $1,400.00 $1,400.00 $0.00 Payroll - Position Control - C $0.00 0 $0.00 $1,400.00 $1,400.00 $0.00 Payroll - State Retirement Tables - C $0.00 0 $0.00 $1,400.00 $1,400.00 $0.00 Purchasing - Purchase Orders - Standard Open PO's only - D $0.00 0 $0.00 $2,700.00 $2,700.00 $0.00 Requestor Access License $3,200.00 0 $0.00 $0.00 $3,200.00 $640.00 Tyler 311/Incident Management $8,500.00 56 $9,800.00 $0.00 $18,300.00 $1,700.00 Tyler Disaster Recovery Service $0.00 0 $0.00 $0.00 $0.00 $17,324.00 Tyler System Management Services Contract $0.00 0 $0.00 $0.00 $0.00 $17,324.00 Utility Billing - Assessments - D $0.00 0 $0.00 $1,800.00 $1,800.00 $0.00 Utility Billing - Backflow - D $0.00 0 $0.00 $2,000.00 $2,000.00 $0.00 Utility Billing - Service Orders - D $0.00 0 $0.00 $3,100.00 $3,100.00 $0.00 TOTAL: $115,650.00 592 $103,600.00 $28,300.00 $247,550.00 $56,949.00 Optional Other Services Description Quantity Unit Price Discount Extended Price Configuration Postal Xpress (Lorton) 1 $1,275.00 $0.00 $1,275.00 End User Training 440 $175.00 $0.00 $77,000.00 Install Fee - Socrata Open Finance 1 $5,600.00 $0.00 $5,600.00 Source Code Escrow 1 $1,500.00 $0.00 $1,500.00 Vendor Export Web Service 1 $7,000.00 $0.00 $7,000.00 TOTAL: $92,375.00 Optional Conversion Details (Prices Reflected Above) Description Unit Price Unit Discount Extended Price General Billing - Bills up to 5 years $4,000.00 $0.00 $4,000.00 General Billing - Recurring Invoices $2,700.00 $0.00 $2,700.00 General Billing Std CID $1,500.00 $0.00 $1,500.00 2018-58128 - Tyler/Munis On-Premise Pricing CONFIDENTIAL 6 of 12 Optional Conversion Details (Prices Reflected Above) Description Unit Price Unit Discount Extended Price Inventory Std Master $3,500.00 $0.00 $3,500.00 Payroll - Certifications $1,400.00 $0.00 $1,400.00 Payroll - Education $1,400.00 $0.00 $1,400.00 Payroll - PM Action History up to 5 years $1,400.00 $0.00 $1,400.00 Payroll - Position Control $1,400.00 $0.00 $1,400.00 Payroll - State Retirement Tables $1,400.00 $0.00 $1,400.00 Purchasing - Purchase Orders - Standard Open PO's only $2,700.00 $0.00 $2,700.00 Utility Billing - Assessments $1,800.00 $0.00 $1,800.00 Utility Billing - Backflow $2,000.00 $0.00 $2,000.00 Utility Billing - Service Orders $3,100.00 $0.00 $3,100.00 TOTAL:$28,300.00 Optional 3rd Party Hardware, Software and Services Description Quantity Unit Price Unit Discount Total Price Unit Maintenance Unit Maintenance Discount Total Year One Maintenance Cash Drawer 1 $230.00 $0.00 $230.00 $0.00 $0.00 $0.00 Hand Held Scanner - Model 1900GSR 1 $400.00 $0.00 $400.00 $0.00 $0.00 $0.00 Hand Held Scanner Stand 1 $30.00 $0.00 $30.00 $0.00 $0.00 $0.00 ID Tech MiniMag USB Reader 1 $62.00 $0.00 $62.00 $0.00 $0.00 $0.00 Printer (TM-S9000) 1 $1,600.00 $0.00 $1,600.00 $0.00 $0.00 $0.00 Quatred Bar Code Printer Kit 1 $995.00 $0.00 $995.00 $0.00 $0.00 $0.00 Quatred Barcode Reader - FA - Extended Maintenance 1 $0.00 $0.00 $0.00 $299.00 $0.00 $299.00 Quatred Barcode Reader - Inventory - Extended Maintenance 1 $0.00 $0.00 $0.00 $299.00 $0.00 $299.00 Quatred Barcode Reader - QUICK Fixed Asset 1 $3,003.00 $0.00 $3,003.00 $0.00 $0.00 $0.00 Quatred Barcode Reader - QUICK Inventory 1 $3,003.00 $0.00 $3,003.00 $0.00 $0.00 $0.00 Quatred QUICK Fixed Asset Starter Kit 1 $6,998.00 $0.00 $6,998.00 $0.00 $0.00 $0.00 2018-58128 - Tyler/Munis On-Premise Pricing CONFIDENTIAL 7 of 12 Quatred QUICK Inventory Starter Kit 1 $6,998.00 $0.00 $6,998.00 $0.00 $0.00 $0.00 Quatred QUICK RFID Fixed Asset Starter Kit 1 $8,425.00 $0.00 $8,425.00 $0.00 $0.00 $0.00 Quatred RFID Reader - QUICK Fixed Asset 1 $3,997.00 $0.00 $3,997.00 $0.00 $0.00 $0.00 3rd Party Hardware Sub-Total: $0.00 $35,741.00 $0.00 3rd Party Software Sub-Total: $0.00 $0.00 $0.00 $598.00 TOTAL: $35,741.00 $598.00 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 Tyler Discount Detail Description License License Discount License Net Maintenance Basis Year One Maint Discount Year One Maint Net Financials: Accounting/GL $53,550.00 $5,355.00 $48,195.00 $9,639.00 $9,639.00 $0.00 Accounts Payable $14,900.00 $1,490.00 $13,410.00 $2,682.00 $2,682.00 $0.00 Budgeting $14,900.00 $1,490.00 $13,410.00 $2,682.00 $2,682.00 $0.00 Capital Assets $12,300.00 $1,230.00 $11,070.00 $2,214.00 $2,214.00 $0.00 Cash Management $10,250.00 $1,025.00 $9,225.00 $1,845.00 $1,845.00 $0.00 Contract Management $6,050.00 $605.00 $5,445.00 $1,089.00 $1,089.00 $0.00 Employee Expense Reimbursement $6,150.00 $615.00 $5,535.00 $1,107.00 $1,107.00 $0.00 Inventory $11,300.00 $1,130.00 $10,170.00 $2,034.00 $2,034.00 $0.00 Project & Grant Accounting $10,250.00 $1,025.00 $9,225.00 $1,845.00 $1,845.00 $0.00 Purchasing $22,550.00 $2,255.00 $20,295.00 $4,059.00 $4,059.00 $0.00 Payroll/HR: ExecuTime Advanced Scheduling (200)$16,895.00 $1,690.00 $15,205.00 $3,379.00 $3,379.00 $0.00 2018-58128 - Tyler/Munis On-Premise Pricing CONFIDENTIAL 8 of 12 Tyler Discount Detail Description License License Discount License Net Maintenance Basis Year One Maint Discount Year One Maint Net ExecuTime Advanced Scheduling Mobile Access $3,975.00 $398.00 $3,577.00 $795.00 $795.00 $0.00 ExecuTime Time & Attendance (500)$22,525.00 $2,253.00 $20,272.00 $4,505.00 $4,505.00 $0.00 ExecuTime Time & Attendance Mobile Access $5,075.00 $508.00 $4,567.00 $1,015.00 $1,015.00 $0.00 Human Resources & Talent Management $18,100.00 $1,810.00 $16,290.00 $3,258.00 $3,258.00 $0.00 Payroll w/ESS $23,500.00 $2,350.00 $21,150.00 $4,230.00 $4,230.00 $0.00 Recruiting $5,500.00 $550.00 $4,950.00 $990.00 $990.00 $0.00 Risk Management $6,000.00 $600.00 $5,400.00 $1,080.00 $1,080.00 $0.00 Revenue: Accounts Receivable $11,000.00 $1,100.00 $9,900.00 $1,980.00 $1,980.00 $0.00 General Billing $5,000.00 $500.00 $4,500.00 $900.00 $900.00 $0.00 Tyler Cashiering $21,000.00 $2,100.00 $18,900.00 $3,780.00 $3,780.00 $0.00 UB Interface $8,250.00 $825.00 $7,425.00 $1,485.00 $1,485.00 $0.00 Utility Billing CIS $26,500.00 $2,650.00 $23,850.00 $4,770.00 $4,770.00 $0.00 Productivity: Citizen Self Service $11,000.00 $1,100.00 $9,900.00 $1,980.00 $1,980.00 $0.00 eProcurement $10,000.00 $1,000.00 $9,000.00 $1,800.00 $1,800.00 $0.00 Munis Analytics & Reporting $15,400.00 $1,540.00 $13,860.00 $2,772.00 $2,772.00 $0.00 Tyler Content Manager SE $20,000.00 $2,000.00 $18,000.00 $3,600.00 $3,600.00 $0.00 Tyler Forms Processing $9,500.00 $950.00 $8,550.00 $1,900.00 $1,900.00 $0.00 Additional: CAFR Statement Builder $13,750.00 $1,375.00 $12,375.00 $2,475.00 $2,475.00 $0.00 General Ledger API Toolkit $10,500.00 $1,050.00 $9,450.00 $2,100.00 $2,100.00 $0.00 Tyler GIS (10)$5,000.00 $500.00 $4,500.00 $1,000.00 $1,000.00 $0.00 TOTAL: $430,670.00 $43,069.00 $387,601.00 $78,990.00 $78,990.00 $0.00 2018-58128 - Tyler/Munis On-Premise Pricing CONFIDENTIAL 9 of 12 Comments Tyler's OSDBA Service/Tyler System Management Services is calculated at 25% of the Munis annual maintenance. There is a $2,500 minimum annual fee. Tyler's Disaster Recovery Service is calculated at 25% of the Munis annual maintenance. There is a $5,000 minimum annual fee for Disaster Recovery service. The Disaster Recovery fees are applicable only to one Live Munis database and excludes all test and training databases. Tyler recommends the use of a 128-bit SSL Security Certificate for any Internet Web Applications, such as the Munis Web Client and the MUNIS Self Service applications if hosted by the Client. This certificate is required to encrypt the highly sensitive payroll and financial information as it travels across the public internet. There are various vendors who sell SSL Certificates, with all ranges of prices. Conversion prices are based on a single occurrence of the database. If additional databases need to be converted, these will need to be quoted. Tyler's quote contains estimates of the amount of services needed, based on our preliminary understanding of the size and scope of your project. The actual amount of services depends on such factors as your level of involvement in the project and the speed of knowledge transfer. 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. 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. 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. In the event Client acquires from Tyler any edition of Tyler Content Manager software other than Enterprise Edition, the license for Content Manager is restricted to use with Tyler applications only. If Client wishes to use Tyler Content Manager software with non-Tyler applications, Client must purchase or upgrade to Tyler Content Manager Enterprise Edition. Payroll library includes: 1 PR check, 1 direct deposit, 1 vendor from payroll check, 1 vendor from payroll direct deposit, W2, W2c, ACA 1095B, ACA 1095C and 1099 R. Financial library includes: 1 A/P check, 1 EFT/ACH, 1 Purchase order, 1 Contract, 1099M, 1099INT, 1099S, and 1099G. General Billing library includes: 1 invoice, 1 statement, 1 general billing receipt and 1 miscellaneous receipt. Utility billing library includes: 1 Utility bill, 1 assessment, 1 UB receipt, 1 Lien letter, 1 UB delinquent notice, 1 door hanger and 1 final utility bill. Includes digitizing two signatures, additional charges will apply for additional signatures. 2018-58128 - Tyler/Munis On-Premise Pricing CONFIDENTIAL 10 of 12 Comments Project Management includes project planning, kickoff meeting, status calls, task monitoring, verification and transition to support. Tyler Forms Payroll Core library includes: 1 PR check, 1 direct deposit, 1 vendor from payroll check, 1 vendor from payroll direct deposit, W2, W2c, 1099 R, ACA 1095B and ACA 1095C. Personnel Actions Forms Library includes: 1 Personnel Action form - New and 1 Personnel Action Form - Change. Tyler's cost is based on all of the proposed products and services being obtained from Tyler. Should significant portions of the products or services be deleted, Tyler reserves the right to adjust prices accordingly. Financial library includes: 1 A/P check, 1 EFT/ACH, 1 Purchase order, 1099M, 1099INT, 1099S, and 1099G. Utility billing library includes: 1 Utility bill, 1 UB receipt, 1 UB delinquent notice, 1 door hanger and 1 final utility bill. In the event a self-hosted customer opts to enroll as a beneficiary under Tyler's source code escrow agreement, Tyler will provide the paperwork required for enrollment. That self- hosted customer will be billed, on an annual basis, directly by Tyler's escrow agent, and all such fees must be paid directly to that escrow agent. Rates for subsequent years are subject to change at the discretion of Tyler's escrow agent. Utility Billing CIS includes the Graphing Agent. Quatred QUICK Inventory Starter Kit: QUICK Inventory Software, NX4 Rugged Mobile Scanning Device with 1D Imager, CDMA, WLAN, Bluetooth, GPS, Camera, Numeric Keypad, WEH 6.5 OS, Cradle, Spare battery, Power supply. Standard 1 year manufacturer's warranty. Includes: 1 year phone support & softwaree upgrades, up to 4 hours of remote install/training via TeamViewer. Software support and upgrades renewal for QUICK Inventory - after the first year, billed by Quatred. Quatred QUICK Fixed Asset Starter Kit: QUICK Fixed Asset Software, NX4 Rugged Mobile Scanning Device with 1D Imager, CDMA, WLAN, Bluetooth, GPS, Camera, Numeric Keypad, WEH 6.5 OS, Cradle, Spare battery, Power supply, with Standard 1 year manufacturer's warranty. Includes: 1 year phone support & software upgrades, up to 4 hours of remote install/training via TeamViewer. Software support and upgrades renewal for QUICK Fixed Asset - after the first year, billed by Quatred. Quatred QUICK RFID Fixed Asset Starter Kit: QUICK Fixed Asset Software, MC9190Z RFID Rugged Handheld Reader with 1D Scanner, 53 Keypad, WM 6.5 OS, Cradle, Spare battery, Power supply, and communication cable, with 3 yrs comprehensive extended maintenance. Includes: 1 year phone support & software upgrades, up to 4 hours of remote install/training via TeamViewer. Software support and upgrades renewal for QUICK RFID Fixed Asset - after the first year, billed by Quatred. RFID Reader - QUICK Fixed Asset: QUICK Fixed Asset Software, MC9190Z RFID Rugged Handheld Reader with 1D Scanner, 53 Keypad, WM 6.5 OS, Cradle, Spare battery, Power supply, and communication cable, with 3 yrs comprehensive extended maintenance. Quatred Barcode Reader - QUICK Fixed Asset: QUICK Fixed Asset Software, NX4 Rugged Mobile Scanning Device with 1D Imager, CDMA, WLAN, Bluetooth, GPS, Camera, Numeric Keypad, WEH 6.5 OS, Cradle, Spare battery, Power supply, with Standard 1 year manufacturer's warranty. Quatred Barcode Reader - QUICK Fixed Asset Extended Maintenance: 3 Year All-Inclusive depot repair/replace coverage per unit. 2018-58128 - Tyler/Munis On-Premise Pricing CONFIDENTIAL 11 of 12 Comments Quatred Barcode Reader - QUICK Inventory: QUICK Inventory Software, NX4 Rugged Mobile Scanning Device with 1D Imager, CDMA, WLAN, Bluetooth, GPS, Camera, Numeric Keypad, WEH 6.5 OS, Cradle, Spare battery, Power supply, with Standard 1 year manufacturer's warranty. Quatred Barcode Reader - QUICK Inventory Extended Maintenance: 3 Year All-Inclusive depot repair/replace coverage per unit. Additional required hardware will be purchased by the client directly through Quatred. 2018-58128 - Tyler/Munis On-Premise Pricing CONFIDENTIAL 12 of 12 Quoted By:Alban Michaud Quote Expiration: 3/25/2019 Quote Name:City of Edina-ERP-Munis Quote Number: 2018-58128-2 Quote Description: Tyler/Munis SaaS Pricing Sales Quotation For City of Edina 4801 W 50th St Edina, MN 55424-1394 Phone +1 (952) 927-8861 SaaS One Time Fees Description # Years Annual Fee Impl. Hours Impl. Cost Data Conversion Financial: Accounting/GL 5.0 $37,699.00 112 $19,600.00 $10,600.00 Accounts Payable 5.0 $10,490.00 32 $5,600.00 $0.00 Budgeting 5.0 $10,490.00 48 $8,400.00 $0.00 Capital Assets 5.0 $8,659.00 40 $7,000.00 $3,000.00 Cash Management 5.0 $7,216.00 32 $5,600.00 $0.00 Contract Management 5.0 $4,259.00 24 $4,200.00 $0.00 Employee Expense Reimbursement 5.0 $4,330.00 32 $5,600.00 $0.00 Inventory 5.0 $7,955.00 40 $7,000.00 $0.00 Project & Grant Accounting 5.0 $7,216.00 48 $8,400.00 $5,000.00 Purchasing 5.0 $15,875.00 80 $14,000.00 $0.00 Human Capital Management: ExecuTime Advanced Scheduling (200)5.0 $12,164.00 48 $8,400.00 $0.00 ExecuTime Advanced Scheduling Mobile Access 5.0 $2,862.00 0 $0.00 $0.00 ExecuTime Time & Attendance (500)5.0 $16,218.00 128 $22,400.00 $0.00 ExecuTime Time & Attendance Mobile Access 5.0 $3,654.00 0 $0.00 $0.00 Human Resources & Talent Management 5.0 $12,742.00 80 $14,000.00 $0.00 2018-58128-2 - Tyler/Munis SaaS Pricing CONFIDENTIAL 1 of 11 SaaS One Time Fees Description # Years Annual Fee Impl. Hours Impl. Cost Data Conversion Payroll w/ESS 5.0 $16,544.00 192 $33,600.00 $11,800.00 Recruiting 5.0 $3,872.00 24 $4,200.00 $0.00 Risk Management 5.0 $4,224.00 24 $4,200.00 $0.00 Revenue: Accounts Receivable 5.0 $7,744.00 64 $11,200.00 $0.00 General Billing 5.0 $3,520.00 32 $5,600.00 $0.00 Tyler Cashiering 5.0 $14,784.00 40 $7,000.00 $0.00 UB Interface 5.0 $5,808.00 24 $4,200.00 $0.00 Utility Billing CIS 5.0 $18,656.00 192 $33,600.00 $16,800.00 Productivity: Citizen Self Service 5.0 $7,744.00 8 $1,400.00 $0.00 eProcurement 5.0 $7,040.00 8 $1,400.00 $0.00 Munis Analytics & Reporting (SaaS)5.0 $6,890.00 80 $14,000.00 $0.00 Tyler Content Manager SE 5.0 $14,080.00 32 $5,600.00 $0.00 Tyler Forms Processing 5.0 $6,840.00 0 $0.00 $0.00 Additional: CAFR Statement Builder 5.0 $9,680.00 32 $5,600.00 $0.00 General Ledger API Toolkit 5.0 $2,352.00 24 $4,200.00 $0.00 Tyler GIS (10)5.0 $3,600.00 0 $0.00 $0.00 Sub-Total: $295,207.00 $266,000.00 $47,200.00 Less Discount: $20,662.00 $0.00 $0.00 TOTAL: $274,545.00 1520 $266,000.00 $47,200.00 Other Services Description Quantity Unit Price Unit Discount Extended Price P-Card Import Format 1 $5,500.00 $0.00 $5,500.00 Project Planning Services 1 $6,000.00 $0.00 $6,000.00 Tyler Forms Library - Financial 1 $1,800.00 $0.00 $1,800.00 2018-58128-2 - Tyler/Munis SaaS Pricing CONFIDENTIAL 2 of 11 Other Services Description Quantity Unit Price Unit Discount Extended Price Tyler Forms Library - General Billing 1 $2,000.00 $0.00 $2,000.00 Tyler Forms Library - Payroll 1 $1,400.00 $0.00 $1,400.00 Tyler Forms Library - Personnel Action 1 $1,200.00 $0.00 $1,200.00 Tyler Forms Processing Configuration 1 $2,000.00 $0.00 $2,000.00 Tyler Forms Library - Utility Billing 1 $4,500.00 $0.00 $4,500.00 VPN Device 1 $4,000.00 $0.00 $4,000.00 TOTAL: $28,400.00 3rd Party Hardware, Software and Services Description Quantity Unit Price Unit Discount Total Price Unit Maintenance Unit Maintenance Discount Total Year One Maintenance Tyler Secure Signature System with 2 Keys 1 $1,650.00 $0.00 $1,650.00 $0.00 $0.00 $0.00 3rd Party Hardware Sub-Total: $0.00 $1,650.00 $0.00 TOTAL: $1,650.00 $0.00 Summary One Time Fees Recurring Fees Total SaaS $0.00 $274,545.00 Total Tyler Software $0.00 $0.00 Total Tyler Services $341,600.00 $0.00 Total 3rd Party Hardware, Software and Services $1,650.00 $0.00 Summary Total $343,250.00 $274,545.00 Contract Total (Excluding Estimated Travel Expenses) $1,715,975.00 Estimated Travel Expenses $98,200.00 2018-58128-2 - Tyler/Munis SaaS Pricing CONFIDENTIAL 3 of 11 Detailed Breakdown of Conversions (included in Contract Total) Description Unit Price Unit Discount Extended Price Accounting - Actuals up to 3 years $1,500.00 $0.00 $1,500.00 Accounting - Budgets up to 3 years $1,500.00 $0.00 $1,500.00 Accounting Standard COA $2,000.00 $0.00 $2,000.00 Accounts Payable - Checks up to 5 years $1,600.00 $0.00 $1,600.00 Accounts Payable - Invoice up to 5 years $2,400.00 $0.00 $2,400.00 Accounts Payable Standard Master $1,600.00 $0.00 $1,600.00 Capital Assets Std Master $3,000.00 $0.00 $3,000.00 Payroll - Accrual Balances $1,500.00 $0.00 $1,500.00 Payroll - Accumulators up to 5 years $1,400.00 $0.00 $1,400.00 Payroll - Check History up to 5 years $1,200.00 $0.00 $1,200.00 Payroll - Deductions $1,800.00 $0.00 $1,800.00 Payroll - Earning/Deduction Hist up to 5 years $2,500.00 $0.00 $2,500.00 Payroll - Recruiting $1,400.00 $0.00 $1,400.00 Payroll - Standard $2,000.00 $0.00 $2,000.00 Project Grant Accounting - Actuals up to 3 years $1,500.00 $0.00 $1,500.00 Project Grant Accounting - Budgets up to 3 years $1,500.00 $0.00 $1,500.00 Project Grant Accounting Standard $2,000.00 $0.00 $2,000.00 Utility Billing - Balance Forward AR $5,100.00 $0.00 $5,100.00 Utility Billing - Consumption History up to 5 years $3,000.00 $0.00 $3,000.00 Utility Billing - Services $4,100.00 $0.00 $4,100.00 Utility Billing - Standard $4,600.00 $0.00 $4,600.00 TOTAL: $47,200.00 2018-58128-2 - Tyler/Munis SaaS Pricing CONFIDENTIAL 4 of 11 Optional SaaS One Time Fees Description # Years Annual Fee Impl. Hours Impl. Cost Data Conversion Financial: Bid Management 5.0 $4,330.00 24 $4,200.00 $0.00 Performance Based Budgeting 5.0 $11,546.00 80 $14,000.00 $0.00 Quatred Asset Scanning Interface 5.0 $2,746.00 16 $2,800.00 $0.00 Quatred Inventory Scanning Interface 5.0 $2,746.00 16 $2,800.00 $0.00 Revenue: Animal License 5.0 $3,800.00 16 $2,800.00 $0.00 Productivity: IVR Gateway 5.0 $4,224.00 24 $4,200.00 $0.00 Postal XPress (Lorton) Annual Subscription 5.0 $1,649.00 0 $0.00 $0.00 Additional: Asset Maintenance (20)5.0 $30,240.00 176 $30,800.00 $0.00 Asset Performance (5)5.0 $2,160.00 104 $18,200.00 $0.00 Parks and Recreation 5.0 $12,390.00 80 $14,000.00 $0.00 Requestor Access License xx 5.0 $2,304.00 0 $0.00 $0.00 Socrata Open Finance 5.0 $8,960.00 0 $0.00 $0.00 Tyler 311/Incident Management xx 5.0 $6,120.00 56 $9,800.00 $0.00 TOTAL:$93,215.00 592 $103,600.00 $0.00 Optional Tyler Software & Related Services Description License Impl. Hours Impl. Cost Data Conversion Module Total Year One Maintenance Additional: General Billing - Bills up to 5 years - D $0.00 0 $0.00 $4,000.00 $4,000.00 $0.00 General Billing - Recurring Invoices - D $0.00 0 $0.00 $2,700.00 $2,700.00 $0.00 General Billing Std CID - D $0.00 0 $0.00 $1,500.00 $1,500.00 $0.00 2018-58128-2 - Tyler/Munis SaaS Pricing CONFIDENTIAL 5 of 11 Optional Tyler Software & Related Services Description License Impl. Hours Impl. Cost Data Conversion Module Total Year One Maintenance Inventory Std Master - D $0.00 0 $0.00 $3,500.00 $3,500.00 $0.00 Payroll - Certifications - C $0.00 0 $0.00 $1,400.00 $1,400.00 $0.00 Payroll - Education - C $0.00 0 $0.00 $1,400.00 $1,400.00 $0.00 Payroll - PM Action History up to 5 years - C $0.00 0 $0.00 $1,400.00 $1,400.00 $0.00 Payroll - Position Control - C $0.00 0 $0.00 $1,400.00 $1,400.00 $0.00 Payroll - State Retirement Tables - C $0.00 0 $0.00 $1,400.00 $1,400.00 $0.00 Purchasing - Purchase Orders - Standard Open PO's only - D $0.00 0 $0.00 $2,700.00 $2,700.00 $0.00 Utility Billing - Assessments - D $0.00 0 $0.00 $1,800.00 $1,800.00 $0.00 Utility Billing - Backflow - D $0.00 0 $0.00 $2,000.00 $2,000.00 $0.00 Utility Billing - Service Orders - D $0.00 0 $0.00 $3,100.00 $3,100.00 $0.00 TOTAL: $0.00 0 $0.00 $28,300.00 $28,300.00 $0.00 Optional Other Services Description Quantity Unit Price Discount Extended Price Configuration Postal Xpress (Lorton) 1 $1,275.00 $0.00 $1,275.00 End User Training 440 $175.00 $0.00 $77,000.00 Install Fee - Socrata Open Finance 1 $5,600.00 $0.00 $5,600.00 Vendor Export Web Service 1 $7,000.00 $0.00 $7,000.00 TOTAL: $90,875.00 Optional Conversion Details (Prices Reflected Above) Description Unit Price Unit Discount Extended Price General Billing - Bills up to 5 years $4,000.00 $0.00 $4,000.00 General Billing - Recurring Invoices $2,700.00 $0.00 $2,700.00 General Billing Std CID $1,500.00 $0.00 $1,500.00 Inventory Std Master $3,500.00 $0.00 $3,500.00 Payroll - Certifications $1,400.00 $0.00 $1,400.00 Payroll - Education $1,400.00 $0.00 $1,400.00 2018-58128-2 - Tyler/Munis SaaS Pricing CONFIDENTIAL 6 of 11 Optional Conversion Details (Prices Reflected Above) Description Unit Price Unit Discount Extended Price Payroll - PM Action History up to 5 years $1,400.00 $0.00 $1,400.00 Payroll - Position Control $1,400.00 $0.00 $1,400.00 Payroll - State Retirement Tables $1,400.00 $0.00 $1,400.00 Purchasing - Purchase Orders - Standard Open PO's only $2,700.00 $0.00 $2,700.00 Utility Billing - Assessments $1,800.00 $0.00 $1,800.00 Utility Billing - Backflow $2,000.00 $0.00 $2,000.00 Utility Billing - Service Orders $3,100.00 $0.00 $3,100.00 TOTAL:$28,300.00 Optional 3rd Party Hardware, Software and Services Description Quantity Unit Price Unit Discount Total Price Unit Maintenance Unit Maintenance Discount Total Year One Maintenance Cash Drawer 1 $230.00 $0.00 $230.00 $0.00 $0.00 $0.00 Hand Held Scanner - Model 1900GSR 1 $400.00 $0.00 $400.00 $0.00 $0.00 $0.00 Hand Held Scanner Stand 1 $30.00 $0.00 $30.00 $0.00 $0.00 $0.00 ID Tech MiniMag USB Reader 1 $62.00 $0.00 $62.00 $0.00 $0.00 $0.00 Printer (TM-S9000) 1 $1,600.00 $0.00 $1,600.00 $0.00 $0.00 $0.00 Quatred Bar Code Printer Kit 1 $995.00 $0.00 $995.00 $0.00 $0.00 $0.00 Quatred Barcode Reader - FA - Extended Maintenance 1 $0.00 $0.00 $0.00 $299.00 $0.00 $299.00 Quatred Barcode Reader - Inventory - Extended Maintenance 1 $0.00 $0.00 $0.00 $299.00 $0.00 $299.00 Quatred Barcode Reader - QUICK Fixed Asset 1 $3,003.00 $0.00 $3,003.00 $0.00 $0.00 $0.00 Quatred Barcode Reader - QUICK Inventory 1 $3,003.00 $0.00 $3,003.00 $0.00 $0.00 $0.00 Quatred QUICK Fixed Asset Starter Kit 1 $6,998.00 $0.00 $6,998.00 $0.00 $0.00 $0.00 Quatred QUICK Inventory Starter Kit 1 $6,998.00 $0.00 $6,998.00 $0.00 $0.00 $0.00 Quatred QUICK RFID Fixed Asset Starter Kit 1 $8,425.00 $0.00 $8,425.00 $0.00 $0.00 $0.00 2018-58128-2 - Tyler/Munis SaaS Pricing CONFIDENTIAL 7 of 11 Quatred RFID Reader - QUICK Fixed Asset 1 $3,997.00 $0.00 $3,997.00 $0.00 $0.00 $0.00 3rd Party Hardware Sub-Total: $0.00 $35,741.00 $0.00 3rd Party Software Sub-Total: $0.00 $0.00 $0.00 $598.00 TOTAL: $35,741.00 $598.00 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 2018-58128-2 - Tyler/Munis SaaS Pricing CONFIDENTIAL 8 of 11 Comments Tyler recommends the use of a 128-bit SSL Security Certificate for any Internet Web Applications, such as the Munis Web Client and the MUNIS Self Service applications if hosted by the Client. This certificate is required to encrypt the highly sensitive payroll and financial information as it travels across the public internet. There are various vendors who sell SSL Certificates, with all ranges of prices. Conversion prices are based on a single occurrence of the database. If additional databases need to be converted, these will need to be quoted. Tyler's quote contains estimates of the amount of services needed, based on our preliminary understanding of the size and scope of your project. The actual amount of services depends on such factors as your level of involvement in the project and the speed of knowledge transfer. 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. 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. 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. In the event Client acquires from Tyler any edition of Tyler Content Manager software other than Enterprise Edition, the license for Content Manager is restricted to use with Tyler applications only. If Client wishes to use Tyler Content Manager software with non-Tyler applications, Client must purchase or upgrade to Tyler Content Manager Enterprise Edition. Payroll library includes: 1 PR check, 1 direct deposit, 1 vendor from payroll check, 1 vendor from payroll direct deposit, W2, W2c, ACA 1095B, ACA 1095C and 1099 R. Financial library includes: 1 A/P check, 1 EFT/ACH, 1 Purchase order, 1 Contract, 1099M, 1099INT, 1099S, and 1099G. General Billing library includes: 1 invoice, 1 statement, 1 general billing receipt and 1 miscellaneous receipt. Utility billing library includes: 1 Utility bill, 1 assessment, 1 UB receipt, 1 Lien letter, 1 UB delinquent notice, 1 door hanger and 1 final utility bill. Includes digitizing two signatures, additional charges will apply for additional signatures. Project Management includes project planning, kickoff meeting, status calls, task monitoring, verification and transition to support. Tyler Forms Payroll Core library includes: 1 PR check, 1 direct deposit, 1 vendor from payroll check, 1 vendor from payroll direct deposit, W2, W2c, 1099 R, ACA 1095B and ACA 1095C. 2018-58128-2 - Tyler/Munis SaaS Pricing CONFIDENTIAL 9 of 11 Comments Personnel Actions Forms Library includes: 1 Personnel Action form - New and 1 Personnel Action Form - Change. Tyler's cost is based on all of the proposed products and services being obtained from Tyler. Should significant portions of the products or services be deleted, Tyler reserves the right to adjust prices accordingly. Tyler Content Manager SE includes up to 150GB of storage. Should additional storage be needed it may be purchased as needed at an annual fee of $2,500 per TB. Financial library includes: 1 A/P check, 1 EFT/ACH, 1 Purchase order, 1099M, 1099INT, 1099S, and 1099G. Utility billing library includes: 1 Utility bill, 1 UB receipt, 1 UB delinquent notice, 1 door hanger and 1 final utility bill. The Munis SaaS fees are based on 50 concurrent users. Should the number of concurrent users be exceeded, Tyler reserves the right to re-negotiate the SaaS fees based upon any resulting changes in the pricing categories. Utility Billing CIS includes the Graphing Agent. Quatred QUICK Inventory Starter Kit: QUICK Inventory Software, NX4 Rugged Mobile Scanning Device with 1D Imager, CDMA, WLAN, Bluetooth, GPS, Camera, Numeric Keypad, WEH 6.5 OS, Cradle, Spare battery, Power supply. Standard 1 year manufacturer's warranty. Includes: 1 year phone support & softwaree upgrades, up to 4 hours of remote install/training via TeamViewer. Software support and upgrades renewal for QUICK Inventory - after the first year, billed by Quatred. Quatred QUICK Fixed Asset Starter Kit: QUICK Fixed Asset Software, NX4 Rugged Mobile Scanning Device with 1D Imager, CDMA, WLAN, Bluetooth, GPS, Camera, Numeric Keypad, WEH 6.5 OS, Cradle, Spare battery, Power supply, with Standard 1 year manufacturer's warranty. Includes: 1 year phone support & software upgrades, up to 4 hours of remote install/training via TeamViewer. Software support and upgrades renewal for QUICK Fixed Asset - after the first year, billed by Quatred. Quatred QUICK RFID Fixed Asset Starter Kit: QUICK Fixed Asset Software, MC9190Z RFID Rugged Handheld Reader with 1D Scanner, 53 Keypad, WM 6.5 OS, Cradle, Spare battery, Power supply, and communication cable, with 3 yrs comprehensive extended maintenance. Includes: 1 year phone support & software upgrades, up to 4 hours of remote install/training via TeamViewer. Software support and upgrades renewal for QUICK RFID Fixed Asset - after the first year, billed by Quatred. RFID Reader - QUICK Fixed Asset: QUICK Fixed Asset Software, MC9190Z RFID Rugged Handheld Reader with 1D Scanner, 53 Keypad, WM 6.5 OS, Cradle, Spare battery, Power supply, and communication cable, with 3 yrs comprehensive extended maintenance. Quatred Barcode Reader - QUICK Fixed Asset: QUICK Fixed Asset Software, NX4 Rugged Mobile Scanning Device with 1D Imager, CDMA, WLAN, Bluetooth, GPS, Camera, Numeric Keypad, WEH 6.5 OS, Cradle, Spare battery, Power supply, with Standard 1 year manufacturer's warranty. Quatred Barcode Reader - QUICK Fixed Asset Extended Maintenance: 3 Year All-Inclusive depot repair/replace coverage per unit. Quatred Barcode Reader - QUICK Inventory: QUICK Inventory Software, NX4 Rugged Mobile Scanning Device with 1D Imager, CDMA, WLAN, Bluetooth, GPS, Camera, Numeric Keypad, WEH 6.5 OS, Cradle, Spare battery, Power supply, with Standard 1 year manufacturer's warranty. Quatred Barcode Reader - QUICK Inventory Extended Maintenance: 3 Year All-Inclusive depot repair/replace coverage per unit. 2018-58128-2 - Tyler/Munis SaaS Pricing CONFIDENTIAL 10 of 11 Comments Additional required hardware will be purchased by the client directly through Quatred. 2018-58128-2 - Tyler/Munis SaaS Pricing CONFIDENTIAL 11 of 11 CITY OF EDINA, MN RFP SOFTWARE AND IMPLEMENTATION SERVICES FOR AN ENTERPRISE RESOURCE PLANNING (ERP), HUMAN CAPITAL MANAGEMENT, AND UTILITY BILLING SOFTWARE SYSTEMS ENVIRONMENT TECHNICAL PROPOSAL OCTOBER 31, 2018 Subject to restrictions on disclosure identified on following page RESTRICTIONS ON DISCLOSURE This proposal from Tyler Technologies, Inc. (“Tyler”) contains proprietary and confidential information, including trade secrets, belonging to Tyler or Tyler’s partners. Tyler is submitting this proposal on the express condition that the following portions, if included, will not be duplicated, disclosed, or otherwise made available, except for internal evaluation purposes: Response to the Functional Requirements, or “Checklist” Line‐item pricing (total proposed contract amount may be disclosed) Screen shots Customized Statement of Work/Implementation Plan Each of these sections, if included, has separately been labeled “Proprietary and Confidential – Subject to Restrictions on Disclosure.” To the extent disclosure of those portions is requested or ordered, Tyler requires written notice of the request or order. If disclosure is subject to Tyler’s permission, Tyler will grant that permission in writing, in Tyler’s sole discretion. If disclosure is subject to a court or other legal order, Tyler will take whatever action Tyler deems necessary to protect its proprietary and confidential information and will assume all responsibility and liability associated with that action. Tyler agrees that any portions not listed above and marked accordingly are to be made available for public disclosure, as required under applicable public records laws and procurement processes. TRADEMARKS DISCLAIMER Because of the nature of this proposal, third‐party hardware and software products may be mentioned by name. These names may be trademarked by the companies that manufacture the products. It is not Tyler’s intent to claim these names or trademarks as our own. 4 Table of Contents Tab 1 Company Introduction ........................................................................................................... 6 1.1 Transmittal Letter .................................................................................................................. 6 1.2 Company Background ............................................................................................................ 7 1.3 Attachment A / Tab 1 ........................................................................................................... 10 1.4 Addendums .......................................................................................................................... 11 Tab 2 Software Solution ................................................................................................................. 12 2.1 Attachment A / Tab 2 ........................................................................................................... 12 2.2 Exhibit 1 / Munis Overview .................................................................................................. 13 Tab 3 Project Approach & Implementation Methodology ............................................................ 19 3.1 Attachment A / Tab 3 ........................................................................................................... 19 3.2 Supplemental Information ................................................................................................... 20 3.2.1 Service Level Agreement .............................................................................................. 20 3.2.2 Sample License Agreement / On Premise .................................................................... 21 3.2.3 Sample License Agreement / SaaS ............................................................................... 22 3.2.4 Master Escrow Agreement .......................................................................................... 23 3.3 Implementation Project Plan ............................................................................................... 24 3.3.1 Project Objectives ........................................................................................................ 24 3.3.2 Project Deliverables and Milestones ........................................................................... 24 3.3.3 Project Schedule .......................................................................................................... 25 3.3.4 Status Reporting ........................................................................................................... 26 3.3.5 Project Management Process ...................................................................................... 26 Tab 4 Key Proposed Personnel & Team Organization ................................................................... 33 4.1 Attachment A / Tab 4 ........................................................................................................... 33 4.2 Supplemental Information ................................................................................................... 34 4.2.1 I: Organizational Chart ................................................................................................. 35 Tab 5 Project Schedule .................................................................................................................. 36 5.1 Attachment A / Tab 5 ........................................................................................................... 36 5.2 Supplemental Information ................................................................................................... 37 Tab 6 Functional & Technical Requirements Response ................................................................. 39 5 6.1 Attachment B / Functional and Technical Requirements .................................................... 40 Tab 7 System & Application Architecture ...................................................................................... 41 7.1 Attachment A / Tab 7 ........................................................................................................... 41 7.2 Supplemental Information ................................................................................................... 42 7.2.1 Exhibit I / System Specifications .................................................................................. 43 Tab 8 Data Conversion Plan ........................................................................................................... 56 8.1 Attachment A / Tab 8 ........................................................................................................... 56 8.2 Supplemental Information ................................................................................................... 57 Tab 9 Software Hosting .................................................................................................................. 58 9.1 Attachment A / Tab 9 ........................................................................................................... 58 Tab 10 Testing & Quality Assurance Plan ........................................................................................ 59 10.1 Attachment A / Tab 10 ......................................................................................................... 59 Tab 11 Training Plan ........................................................................................................................ 60 11.1 Attachment A / Tab 11 ......................................................................................................... 60 Tab 12 Ownership of Deliverables ................................................................................................... 61 12.1 attachment A / Tab 12 ......................................................................................................... 61 Tab 13 References ........................................................................................................................... 62 13.1 Attachment A / Tab 13 ......................................................................................................... 62 Tab 14 Response to Narrative Questions ........................................................................................ 63 14.1 Attachment A / Tab 14 ......................................................................................................... 63 Tab 15 Exceptions to the RFP Requirements and Terms & Conditions ........................................... 64 15.1 Attachment A / Tab 15 ......................................................................................................... 64 15.2 Supplemental Information ................................................................................................... 65 15.2.1 Certificate of Insurance ................................................................................................ 65 15.2.2 Corporate Resolution ................................................................................................... 66 6 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services Tab 1 COMPANY INTRODUCTION 4.3 Tab 1 – Company Introduction The first tab of the Proposal shall contain a Transmittal Letter, Company Background, and information on the use of any proposed subcontractors. 1.1 TRANSMITTAL LETTER Please reference the Transmittal Letter on the following pages. 7 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services 1.2 COMPANY BACKGROUND Tyler Technologies, headquartered in Plano, Texas, is a leading provider of end‐to‐end information management solutions and services for local governments. Tyler partners with clients to empower the public sector — cities, counties, schools and other government entities — to become more efficient, more accessible and more responsive to the needs of citizens. Tyler’s client base includes more than 15,000 local government offices and school districts throughout the U.S. and its territories, Canada, the Caribbean, the United Kingdom and other international locations. These mission‐critical applications provide the public sector with the ability to streamline and automate operations resulting in improved productivity and reduced costs. PUBLIC SECTOR FOCUS Tyler’s business units have provided software and services to customers for more than fifty years and have long‐standing reputations in the local government market for quality products and customer service. Tyler is the largest company in the United States focused solely on providing software solutions to the public sector. While many of our competitors compete in multiple vertical markets, Tyler is singularly focused on the public sector. It’s 100 percent of our business. Tyler recognizes that the public sector is generally stable, risk averse, and craves community accessibility, security, and transparency. That is why local government and school entities seek reliable and efficient software and services from Tyler—a vendor who is professional, reputable, dedicated, and achieves results. Tyler has the experience to understand the unique requirements of the public sector, the necessary resources to invest in its products, and the ability to deliver quality services. ABOUT TYLER TECHNOLOGIES Headquartered in Plano, Texas with 27 office locations across the U.S. Munis office located in Maine for nearly 40 years 8 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services Publicly traded on the NYSE under the symbol “TYL” Founded in 1966 Exclusively focused on local government since 1997 Providing License Management software since 2001 15,000+ clients across every U.S. state, Canada, Puerto Rico and the United Kingdom 4,100+ employees Annual revenues of $841 million (2017) Reinvestment of $48M into Research & Development Scalable products with the smallest jurisdiction (Loving County, TX with a Population of 82) to the largest (Los Angeles County, CA with a population of 10.1M) FINANCIAL STABILITY Tyler consistently maintains strong cash flow, low, or no debt, and quarter over quarter of revenue growth, and a total revenue for 2017 of $841 million. While experiencing significant growth, an average of 13% year over year since 2002, Tyler has reinvested our revenue into an increase in staff, expanding territories, and reinvesting in the products with $48 million into research and development for 2017. No other company has the size or experience to address the needs of local government across all major solutions areas. All of this leads to our having a footprint of market share that no other company can match. The size of our market wouldn’t mean anything if we didn’t have real partnerships with every client. Our client partnerships are the differentiator we are most proud of. For additional revenue information please visit www.tylertech.com INDUSTRY LEADERSHIP Tyler strives to provide the best client services in the industry. Our products undergo testing by trained quality assurance and certified usability analysts, therefore our clients benefit from products that work logically based upon user experience and input. We also focus our implementation and support professionals on specific groups of applications, so they can offer more specialized services. Our commitment at Tyler is to ensure the highest level of client satisfaction through the efforts of Tyler’s most valued resource: its people. We challenge our employees to pursue new initiatives 9 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services aggressively and become industry leaders in their respective fields. Tyler employs more than 4,100 individuals, many of whom are seasoned professionals with unique and proprietary skills and years of industry experience. In fact, our employee turnover rate is very low—in recent years, about half of the industry average. COMPANY RECOGNITION Tyler Technologies has earned the reputation as an industry leader based on our products and commitment to our clients. These factors, along with our financial strength and industry partnerships, have resulted in numerous accolades. "The recognition emphasizes Tyler's consistently strong growth, which is a direct result of our commitment to supporting our more than 15,000 clients and the development of best‐in‐class software and services to serve the needs of the public sector" said John S. Marr Jr., executive chairman of the board of Tyler Technologies. INNOVATIVE AND STRONG Dallas Business Journal ranked Tyler’s Plano office #8 in its “North Texas Fastest‐Growing Public Companies” list (2017) Forbes’ “Most Innovative Growth Companies” list (2016, 2017) Forbes’ “America’s Best Small Companies” list (eight times) Barron’s 400 Index ranking, a measure of the most promising companies in America (six times) Software Magazine’s “Software 500” ranking of the world’s largest software and service suppliers (seven times) Audit Integrity’s “America’s Most Trustworthy Companies” list (2007) EMPLOYER OF CHOICE “Best Places to Work in Maine” recognized Tyler’s three Maine offices (nine times since 2007) Dallas Morning News’ “Best in DFW: Top Workplaces” recognized Tyler’s Plano, Texas, office (five times) Dayton Daily News’ “Top Workplaces in the Dayton Metro Area” recognized Tyler’s Moraine, Ohio, office Tyler’s Lubbock, Texas, office named to the “Best of Lubbock” list by the Lubbock Avalanche‐ Journal (2016 and 2017) Detroit Free Press named Tyler’s Troy, Michigan, office a top workplace (2017) Phoenix Business Journal named Tyler’s Tempe, AZ, office on Best Places to Work list (2017) OUR EXPERIENCE Tyler Technologies’ Solutions offer the widest breadth of products in the industry, the latest technology available, and an integrated system that can operate in diverse offices throughout a jurisdiction. More importantly, Tyler’s vision and skill in executing that vision is what ultimately leads to a successful implementation and long-term solution for our customers. Our experienced team consists of industry leaders that keep our team moving and making sure we can give you the tools to succeed. 1.3 ATTACHMENT A / TAB 1 A. A completed response to the Tab 1 information contained in Attachment A. Please reference the completed responses to the Tab 1 information contained in Attachment A on the following pages. II.TRANSMITTAL LETTER A Transmittal Letter, printed on letterhead, shall be submitted and signed by an authorized representative of the Respondent, such as the owner, partner, or in the case of a corporation, the President, Vice President, Secretary, or other corporate officer(s). A transmittal letter has been included in the proposal response document under Tab 1. III.COMPANY BACKGROUND AND HISTORY i.Respondents shall include a comprehensive narrative history of the firm, including the development of its experience in providing services similar to those described in Section 2.0 – Project Scope, in the RFP. No applicable corporate changes during the last 10 years. Tyler has made several acquisitions during that period. Founded in 1966, Tyler operated as a holding company with operations in many industrial, retail and distribution businesses through 1998. During this time, the company acquired and sold many businesses and by 1987 had annual sales of $1.1 billion and 10,000 employees. In 1997, Tyler began a multi-phase plan that changed the company’s focus to serving the unique information management software needs of local governments nationwide. Changing its name to Tyler Technologies to reflect this growth strategy, the company entered the local government software market in 1998 and 1999 through a series of strategic acquisitions of companies. Today, Tyler Technologies is the largest company in the country solely dedicated to providing software and services to the public sector, including solutions for state, county and local governments and schools. For a look at Tyler’s corporate history timeline, please follow this link: https://www.tylertech.com/about-us/corporate-history ii.Respondents shall complete the Company Background and History Table in accordance with Section 4.3 of the RFP. If a partnership with third-party companies is a part of a Proposal, the Company Background and History table shall be provided for all third-party companies. It is expected that all of the points shall be addressed for each company involved in a Proposal, prime or third party. Table 1-02: Company Background and History Metric Response Total number of employees 4,100 Type and number of employees committed to the product and support being proposed ERP employees – 1,378 Office locations (City and State) Tyler is headquartered in Plano, TX. Munis support offices are located in both Yarmouth and Falmouth, ME. For a complete listing of our office locations, please visit www.tylertech.com/about-us/office-locations Total number of active clients More than 15,000 Total number of active government clients More than 15,000 Total number of active ERP clients 1,600+ Munis Only Total years offering ERP systems 38+ years Total number of active HCM clients 1,600+ Total years offering HCM systems 38+ years Total number of active Utility Billing clients Tyler: 2,000+ Munis: 580+ Total years offering Utility Billing systems 20 Total number of Minnesota City/Town clients Munis: 6 Total number of City clients 774 municipal clients (cities, towns, villages, et.) Total number of completed implementations of the proposed product and version 1,642 Total number of active government clients using the proposed product version 1,642 Total number of clients converted to the proposed product from legacy systems Advanced Infinity CIS: unknown JD Edwards: 19 Largest active government installation, including population Munis: San Bernardino County, CA – 2,104,291 Smallest active government installation, including population Munis: Town of Manalapan, FL – 406 Other products offered by the company Tyler offers solutions for all aspects of the public sector including: Appraisal & Tax, Metric Response Courts & Justice, ERP & Financial, Planning, Regulatory & Maintenance; Public Safety, Records & Documents, and Schools. For a full listing of Tyler products please visit www.tylertech.com/solutions- products/products IV. USE OF SUBCONTRACTORS The Proposal shall identify any of the required services that are proposed to be subcontracted, if any. Table 1-03: Subcontractor Questions Does your firm complete the implementations of the product being proposed or is this effort outsourced? Not applicable Has or will any portion of the proposed work be completed by subcontractors? Not applicable If subcontractors will be used, please provide the following: Not applicable Summary of service Not applicable Reasons for subcontracting Not applicable Proposed subcontractor (name, location, experience) Not applicable Detailed subcontractor responsibilities Not applicable Previous use of subcontractor Not applicable Any additional relevant information Not applicable If a Proposal with subcontractors is selected, the Respondent must provide the following information concerning each prospective subcontractor within five (5) working days from the date of the City’s request: •Complete name of the subcontractor •Complete address of the subcontractor •Type of work the subcontractor will be performing •Percentage of work the subcontractor will be providing •A copy of the prime contractor/subcontractor contract verifying the prime contractor has the sole responsibility for any and all Services under this RFP and is financially liable, without exception, to the City for all Services contracted by the Respondent and the subcontractor under this RFP The Respondent’s failure to provide this information, within the time set, may cause the City to consider its Proposal nonresponsive and reject it. The substitution of one subcontractor for another may be made only at the discretion and prior written approval of the City Project Manager. V. PENDING AND RECENT LITIGATION Respondents must disclose any pending or recent litigation they are involved in as a company. Recent is defined as the past three (3) years. Information provided should include the timeline of the litigation history, the subject of the litigation, and the current status of the litigation. Proposals must also disclose any pending litigation of any third-party partners in the Proposal. Table 1-04: Pending and Recent Litigation Questions Does your firm have any pending litigation? Please describe the timeline, subject, and status. There are no lawsuits pending against the company that involve the proposed software and services, nor have there been within the last three years. Lawsuits responsive to the request that involve other products or services at Tyler, or that Tyler is pursing itself against third-parties, are set forth below: •Von Lossberg v. Tyler Technologies, Inc. et al. (4th Judicial District, Ada County, Idaho, No. CV01-18-12607): On July 15, 2018, plaintiffs filed a lawsuit against Tyler, the State of Idaho, the Idaho State Police, Ada County and John/Jane Does 1-10. The lawsuit alleges that Bryan von Lossberg committed suicide using a handgun he should not have been allowed to purchase because anOrder of Commitment had been entered against him. The county he resided in – Ada County – uses Odyssey and integrates from Odyssey with the Idaho State Police (“ISP”) to share information such as Orders of Commitment. Tyler did not develop, implement or maintain that integration. Moreover, the complaint acknowledges that “the Ada County clerk’s office was sending Commitment Orders and the ISP was receiving them, but ISP’s system was not processing any of the information.” Tyler also did not develop, implement or maintain the ISP’s system. The lawsuit asserts five claims relating to negligence and wrongful death. The allegations against Tyler are without merit, and on August 31, 2018, Tyler moved to dismiss the lawsuit. •Sacramento Regional Public Safety Communications Center (“SacFire”) v. Tyler Technologies, Inc. (E.D. Cal. No. 2:18-cv-01111): On June 22, 2018, SacFire filed a lawsuit against Tyler relating to a proposal submitted by Tyler’s predecessor-in-interest, New World Systems Corporation, and a contract arising out of that proposal that SacFire and Tyler executed soon after Tyler acquired New World. The lawsuit asserts four claims relating to the proposal and the parties’ resulting contract. The lawsuit is baseless, and Tyler looks forward to a prompt resolution. Tyler has filed a motion to dismiss the lawsuit. •Class Actions in the Western District of Tennessee: On January 9, 2017, a lawsuit was filed against Tyler, Shelby County, Tennessee, and various Shelby County officials in a federal district court in Tennessee. That lawsuit was consolidated with a November 2016 lawsuit that had been filed against the Shelby County Sheriff alone. The consolidated complaint, filed March 24, 2017, alleges that Shelby County and officials in the County unlawfully detained certain inmates in the County jail. Tyler implemented its Odyssey case management system in Shelby County courts, but the lawsuit tries to claim that Tyler’s software was somehow connected to the allegedly unlawful detentions in the County jail. On October 31, 2017, another class action lawsuit, alleging almost identical facts and claims against the same group of defendants, was filed by a second set of plaintiffs’ lawyers on behalf of a second set of alleged class action plaintiffs. Tyler successfully moved for the second-filed suit be consolidated with the first. The consolidated plaintiffs were required to file a Third Amended Complaint, which they did on July 30, 2018. Tyler moved to dismiss the lawsuit, and that motion was granted in part, leaving only one claim pending against Tyler. Tyler is confident in its defense against that claim. •Tyler Technologies, Inc. v. Force Multiplier Solutions, Inc. et al.: On August 8, 2017, Tyler sued Force Multiplier Solutions, Inc. and affiliated entities in a Texas state court for breach of contract and related equitable claims. FMS is a reseller of certain Tyler school products. Despite Tyler’s various attempts to secure payment, the FMS entities have refused to satisfy an outstanding receivable in excess of $200,000. Tyler brought the lawsuit to enforce its contractual right to payment. Does your firm have any recent litigation (within 3 years)? Please describe the timeline, subject, and status. •Muranelli v. Town of Ossining et al. (State of New York): An individual property owner sued the Town of Ossining, NY and the Town’s Assessor for the 2016 assessment of the individual’s real property seeking declaratory relief based on an alleged error in that assessment. The property owner served Tyler with the lawsuit in April 2018, apparently because Tyler performed a revaluation for the Town; however, there is no claim against Tyler and the relief sought cannot be provided by Tyler. As Tyler was preparing its motion to dismiss, the parties were able to resolve the litigation on mutually agreeable terms. •Vision Appraisal Technology Holdings, LLC v. Tyler Technologies, Inc.: On November 3, 2017, Vision sued Tyler in a Massachusetts Superior Court. Vision claims Tyler violated a non- disclosure agreement relating to Tyler’s appraisal services business by hiring employees who had been employed by Vision. Tyler filed a motion to dismiss, and while that motion was pending, the parties agreed to a resolution of the dispute. That agreed resolution was filed with the Court on June 29, 2018. •Munetrix, LLC v. Socrata, Inc. (E.D. Mich. No. 2:17-cv-12598): Prior to its acquisition by Tyler, Socrata was sued by a Michigan company on claims relating to a contract award to Socrata by the State of Michigan. The lawsuit was resolved by the parties through a mutually agreeable resolution, which resolution was also finalized prior to the acquisition. Do the proposed third-parties have any pending or recent litigation (within 3 years)? Please describe the timeline, subject, and status. Not applicable VI. ACKNOWLEDGEMENT OF ADDENDUMS Respondents shall submit signed acknowledgements of any Addenda issued, per Section 1.11 of the RFP. Tyler acknowledges receipt of Addendums 1 and 2 and has provided signed documents in Tab 1.4. 11 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services 1.4 ADDENDUMS B. Respondents shall also submit signed acknowledgements of any Addenda issued, per Section 1.11. Please reference signed Addendums 1 and 2 on the following pages. City of Edina, Minnesota Addendum No. 1 – October 11, 2018 Request for Proposal for Software and Implementation Services for an Enterprise Resource Planning (ERP), Human Capital Management, and Utility Billing Software Systems Environment Due Date and Time: October 31, 2018, 3:30 PM Central Time City of Edina ERP Proposal Response 4801 W. 50th St. Edina, MN 55424 ___________________________________________________________________________________________ A Pre-Proposal Vendor Teleconference was held on October 1, 2018 at 1pm CST. The Pre-Proposal Teleconference was facilitated by the City and the City’s consulting partner, BerryDunn, and included participation by key City staff. Attendance at the Pre-Proposal Vendor Teleconference was not mandatory. The following vendors identified themselves on the teleconference: - Agilyx - Alpha Sirius - BS&A - Central Square - Cogsdale - Continental Utility Solutions, Inc. - Denovo - Enterprise Solutions Consulting - GovSense - Infor - Itineris - JK Seva - Professional Computer Systems, Co. - Tyler Technologies, Inc. - Ultimate Software Questions and answers provided below include those questions received prior to and during the Pre- Proposal Vendor Teleconference. 1.Question: Would the City please clarify the total number of users for a future software system? It would appear that there is overlap in the user count table presented in the RFP. City Response: The City estimates the total number of future users of a systems environment to be around 100 distinct users on a regular (daily) basis. The number of self- service users would be greater than this figure (see response to question #2 in this addendum). 2.Question: In terms of the number of self-service users for expense reimbursement, time/leave entry, and so forth, can the City please clarify the number of occasional users of the system? Would this number include election judges in the user count? City Response: The City has not included election judges in the user counts presented in the RFP. The City estimates that the total number of employees (including part-time and seasonal workers) that would access self-service to be around 1,000. 3. Question: Is there a published budget for this initiative? City Response: The City will not be disclosing the budgeted amount for this RFP initiative at this time, suffice to say that the City is committed to fully funding the one-time and recurring annual costs for the acquisition of the software. The City is sensitive to the total costs, and has listed cost as one of the several evaluation criteria in the RFP. This RFP opportunity is being presented as a best value solicitation, and not a lowest priced bid, opportunity. 4. Question: The RFP states that the City has not participated in a formal demonstration process as part of this initiative. Has the City participated in informal demonstrations, such as webinars or at tradeshows? City Response: City staff regularly attend conferences and tradeshows where software may be demonstrated, so it is challenging to identify if staff have observed software demonstrations in this context. Prior to making the decision to develop this RFP, the City did participate in informal, 45 minute question and answer sessions with Superion and Tyler Technologies in an educational effort to see the type of functionality that is available in the marketplace. The City has not maintained any ongoing conversations or relationships with vendors leading up to or through this process. 5. Question: Does the City have, or plan to have, a separate but related project conducted that is focused on change management? City Response: The City does not have any planned initiatives that are focused on change management. The City does expect that change management (e.g. organizational change management) to be a contributing factor in the implementation process as many of the City staff have worked with only the legacy software systems. 6. Question: The City has cited a number of shortfalls in the current ERP system - with regard to the utility billing solution, what are the primary driving factors behind looking to replace the system. Has the City outgrown the system? Does the City consider the system to be “broken”? City Response: The City has been using the existing utility billing solution as a result of the relationship with LOGIS, so the City does not know what other capabilities exist in other commercially available solutions. The City would not classify the system as “broken” at this time. As the City considers moving from LOGIS for the ERP product, the City is also considering transitioning from LOGIS for support of the CIS product. 7. Question: Whether companies from outside USA can apply for this? (Kindly confirm if this is an international bid or limited to United States registered companies only). Response: All companies, not dependent on location, are welcome to submit a proposal. 8. Question: Whether we need to come over there for meetings? Response: The City has an expectation that vendors on the Vendor Short List will appear in-person at City offices for scripted demonstrations (Page 16, Section 3.1, part (b). The City further has the expectation that the selected vendor(s) will include onsite activities at City offices as part of the system implementation activities. Vendors are encouraged to describe the proposed approach to onsite and remote activities as part of the response to Tab 3 of the proposal (Project Approach and Implementation Methodology) 9. Question: Can we perform the tasks (related to RFP) outside USA? Response: Please see the response to Question 8 above. 10. Question: Can we submit the proposals via email? Response: No. Per Section 4.1 (3) of the RFP, emailed proposals will not be accepted. 11. There is a whole section on “Scheduling” under the Time Entry & Payroll Tab of the Functional Requirements - Attachment B; how many employees will be using the Scheduling functionality? Response: The City anticipates that as many as 575 employees across five (5) departments will possibly be using scheduling functionality in varying capacities. These potential departments include Parks and Recreation, Administration- Liquor, Police, Fire, and Public Works. 12. There were a few comments about GIS integration in the Functional Checklist; how many employees will be utilizing GIS within the ERP solution? Response: The City anticipates that 15 employees would actively use functionality in the ERP system that leverages GIS functionality for utility billing and fixed assets. 13. Including full time, part time, and seasonal staff how many employees will need to be tracked on the system in any one given month? (please consider the City’s busiest month of the year when answering) Response: The busiest month of the year could include as many as 900 employees/election judges to be paid. 14. How many supervisors, managers, administrators will need access to the system to make approvals, edits or run reports? Response: The City anticipates that 50 supervisors, managers, or administrators would need access to the system to make approvals, edits, or run reports. 15. How many time clocks should we include in our proposal? Response: The City would prefer a time clock system in which employees can use an existing computer, smart phone, or tablet to clock-in and out, replacing the need for a stand-alone time clock. It would be preferred if GPS parameters could be in place within the time clock system, restricting the location(s) where employees can clock-in and out. 16. Is it desired for the time clocks to be HID proximity? Or Biometric? Response: N/A (see response to Question 15 above) 17. If proximity is preferred are the current HID cards Indala, iCLASS, or standard Proximity? Response: N/A (see response to Question 15 above) 18. Will Advanced Scheduling be part of this scope of work? Advanced Scheduling is defined as employees performing shift swaps, or the system suggesting to managers who is the most qualified/available staff to fill a shift when a shift opens up. City of Edina, Minnesota Addendum No. 2 – October 17, 2018 Request for Proposal for Software and Implementation Services for an Enterprise Resource Planning (ERP), Human Capital Management, and Utility Billing Software Systems Environment Due Date and Time: October 31, 2018, 3:30 PM Central Time City of Edina ERP Proposal Response 4801 W. 50th St. Edina, MN 55424 ___________________________________________________________________________________________ 1. Question: General and Technical tab, question GT182 – does SSRS refer to SQL Server Reporting Service? City Response: Yes. 2.Question: The City included information on the number of employees in the RFP, under Table 05. Based on the information below, how many employees are paid on average? We assume the Seasonal Employees could fall into either category; Full-Time or Part-Time. •Number of Full-Time Employees 300 •Number of Part-Time Employees 395 •Number of Seasonal Employees 546 (including 269 election judges) City Response: On average, the City pays 630 employees on a biweekly basis. This number increases to 800 - 900 employees during periods of peak seasonal employment. 3.Question: Would the City please provide clarification on the type(s) or specific reports that are requested as part of requirement BF.97 of the Benefits tab to Attachment B? •Requirement BF.97: “The system has the ability to generate a GASB report (i.e., dependent information) City Response: Currently, the GASB report requires the City to provide the following information on both active and inactive employees, in a specified report format: •Employee Information (Last name, first name, SSN, Gender, PERA Plan, birthdate, hire date, salary from 1 year ago) •Medical information (which medical plan enrolled and which medical coverage tier (i.e. single, employee+spouse, etc.) •Birth date of Spouse if covered 12 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services Tab 2 SOFTWARE SOLUTION 2.1 ATTACHMENT A / TAB 2 4.4 Tab 2 – Software Solution The second tab of the Proposal should include: A. A completed response to the Tab 2 information contained in Attachment A. Please reference completed response to the Tab 2 information contained in Attachment A on the following pages. Tab 2 – Software Solution I. SUMMARY DESCRIPTION OF EACH FUNCTIONAL AREA Respondent to provide a summary description, using Respondent’s preferred formatting, of the capabilities for each functional area contained in Table 04 of the RFP, in narrative format. The purpose of this summary is so that the City has a high-level understanding of the proposed solution. The narrative should be written for an audience of the end-user community. Descriptions should be included for any products proposed by third parties to meet the capabilities described in the Functional and Technical Requirements in Attachment B. Marketing materials should not be submitted on the proposed functionality. MUNIS FINANCIAL OVERVIEW Munis general ledger and budgeting applications are the core of our Munis ERP solution, designed to streamline the management of critical financial processes organization-wide. A web-based multi-fund accounting system, Munis provides the tools to easily comply with regulatory requirements and highly structured accounting and budgeting processes, while integrating fully with the human capital management, procurement, revenue, and citizen services processes and software. Finance employees have access to detailed fund and budget information in a seamless, real-time, and intuitive manner, increasing transparency across state and local government. BENEFITS OF Munis FUND ACCOUNTING AND BUDGETING State & Local Government & Schools Reduces overall financial costs through a strategic management of resources Increases organization flexibility to address business & legislative changes Ensures accountability, transparency, & Finance Administrators Increases organization-wide visibility into budget compliance & financial status Provides real-time insight into business processes for strategic decision making Reduces planning and budgeting cycle times Finance Employees Reduces redundant data entry & creates a “single version of the truth” Improves productivity, efficiency & responsiveness to citizens Decreases process time & enhances workflow for day- Citizens Improves understanding of state & local government mission and goals Increases satisfaction in state & local government programs & services Provides transparency into state & local government compliance with local, state, & federal requirements Enables collaboration across organization boundaries Optimizes cash flow through performance measurement, analysis & forecasting to-day tasks operations & processes MUNIS GENERAL LEDGER Munis General Ledger is a true multi-fund budgeting and accounting system designed to meet all GAAFR and GAAP standards. Munis General Ledger maintains account balances for both balance sheet and subsidiary ledgers and offers a flexible chart of account structure (45 alpha numeric code with 10 segments available) to fit your specific reporting needs. Role-based permissions and workflow can be configured by chart of account segments and accounts allowing processes to be decentralized to improve productivity without sacrificing security. It offers a comprehensive journal processing system that automates journal reversal, retrieves unlimited years of journal history, and adds as much descriptive text to each journal entry as needed. The true beauty of the module is its tight integration with all other modules Munis offers. It provides quick, online access to account information, including the ability to “drill down and around” to transaction detail such as purchase orders, invoices, payroll data, and cash receipts. Quick data access and efficient reporting improves responsiveness and decision making. If corrections are necessary, accountants can easily go to the source (i.e. payroll check, AP invoice, purchase order) to enter what the account or amount should have been, and the system will correct the journal entry without additional manual journal entries. If third-party systems are used, the system is very flexible and allows users to build their own formats for import or export of journals. Reporting is a critical piece of the General Ledger. Munis GL includes the following reporting features and tools: •Dozens of ready-to-use reports which allow the user to sort and summarize by their chart of account segments with hyperlinks which allow the user to drill down to the data •Customizable report templates with user definable columns and saved find and sort options •A built-in scheduler tool to automate the processing and distribution of standard reports allowing users to schedule reports to be generated as they wish on a daily, weekly, or monthly basis •Flexible reporting for multi-year funds and grants, as well as staggered fiscal years •Excel data cubes allow the average user to start in Excel and create ad-hoc reports to retrieve and analyze any segment level across multiple years •Optional, customizable report generation through Tyler Reporting Services allows your IT staff, or a Munis TRS representative, to build the report to the exact specifications required by the end user Example of GL Account Central MUNIS BUDGETING The Munis Budgeting module provides industry-leading tools designed to help you plan, manage, and monitor your budget-related activities throughout the year and forecast future years, so your community operates from a strong foundation. Simplified financial planning and budgeting tools in Munis provide you with everything necessary to keep tabs on today’s budget while planning for tomorrow. When users enter requisitions, purchase orders, or AP invoices the system displays the available budget for that account, group of accounts or department total based on user setup. Workflow rules can be configured to handle over-budget requests. Budget transfer and amendment requests can be decentralized because they are intuitive and user friendly – instead of selecting “debit” or “credit” the user is choosing “decrease” or “increase”. For Budget development, budget directors can generate, compare, and analyze an unlimited number of projections or “what if” scenarios. For ease of use, budget amount requests and changes can be entered using a familiar tool – Excel. Simply click an icon on the Excel ribbon to download the accounts to be budgeted, crunch the numbers, and, with a single click, upload the new numbers into Munis Budgeting. Salary and benefit planning can be done through direct integration with the Munis Payroll/HR module reducing the need for complex Excel spreadsheets to be created outside of the system. The integration provides accurate forecasting for all employee-related costs including step raises, vacancies, and benefits. Direct integration into the Munis Capital Assets can auto-create records for assets due to be replaced. Budgeting for projects can be done in the Munis Project Accounting module and pushed to the GL budget via another direct integration. Specific benefits include: • Budget amounts can be entered at the account or detail level which roll up to the account level and details can be moved forward from year to year • Workflow allows projections to be shared between departments, reviewed, and then merged into a single final budget • Ability to project budgets up to 10 years in the future using user-defined inflation rates • Unlimited text per line or detail can be entered for justification and printed on reports • Budget process has five levels so original department “wish list” amounts can be compared to final approved numbers • Biannual budgets can be implemented Munis Central Budget Entry MUNIS PROJECT AND GRANT ACCOUNTING Munis Project and Grant Accounting tracks multi-year budgets, expenditures, and revenues for user-defined projects such as capital improvements and special programs. It provides the option to manage projects as part of the general ledger or in a separate project ledger with additional segments to track the project phase, tasks, and subtasks. Grants can be tracked from application through conversion to a project. With full integration any detailed purchasing, payables, payroll or cash receipts, transactions can be posted to projects as well as to general ledger accounts. Munis Project and Grant Accounting also provides: • Control of revenue allocation by defining the rules and priorities of sources that will fund each project • Real-time tracking of funding received for grants • Project cubes for a multi-dimensional look at data sets • Milestone tracking with familiar Gantt charts • Automatic creation of a project from a grant • Workflow to streamline approvals and notifications, monitor efficiency, and provide audit history • Grant Manager tool to show available budget, funding received, yearly, quarterly, and monthly expenditures, along with drill down capabilities to individual transactions Project Central provides a 360-degree view of your project expenses. Grant Manager allows you to track all grant-related information in one place MUNIS CAPITAL ASSETS Munis Capital Assets manages record-keeping of all capital assets such as land, buildings, machinery and equipment, construction in progress, and infrastructure. Asset information can automatically flow from purchasing. Simplify record maintenance and reporting by tying an unlimited number of individual assets to master assets, and track items transferred, missing, not in use, or due for maintenance or replacement. Munis Capital Assets also calculates depreciation by selective methods such as straight line, composite rate, 6-month convention and reports on the depreciation schedule. For a complete 360-degree process, Munis Capital Assets provides a complete set of financial statements that fully reflects your organization’s investments. Integration with other Munis programs provides additional benefits: • Direct posting of Capital Assets to the general ledger facilitates data export to the Tyler CAFR Statement Builder to create GASB reports • With Payroll integration, Munis Capital Assets not only records true capitalized assets but also property signed out to individual employees • With Purchasing, data flows seamlessly from Purchase Orders into Capital Assets • Direct integration to and from the Work Order system allows you to see maintenance history on a fixed asset • Records true capitalized assets and who has what fixed asset via integration with Munis Payroll MUNIS CASH MANAGEMENT Munis Cash Management automates all treasurer office functions from bank reconciliation to interest allocation and cash flow utilization. Other benefits include: • Automatic processing of AP and payroll checks utilizing files from the bank as they clear, simplifies reconciliation of cash accounts (book balance) with corresponding bank accounts (bank balance) • Allocates interest to cash accounts based on average daily balance by month or quarter • Provides easy access to cash flow and project cash flow fluctuations • Projected cash flow records can be used for actual vs. budget analysis • Use forecast feature to anticipate cash flow for any date range • Standard reports include: Cash Fund Position, Daily Treasurer’s Total, Cash Flow (Summary and Detail), Investment, and Debt Service TYLER CAFR STATEMENT BUILDER The Tyler CAFR Statement Builder simplifies development of the financial statements presented in the Comprehensive Annual Financial Report (CAFR). This easy-to-use tool allows you to upload your financial data, prepare adjusting entries, equity classifications, and generate statements and schedules. The Governmental Accounting Standards Board (GASB) defines the reporting model which is embedded in the CAFR statement builder. When GASB requirements change, the CAFR statement builder is updated, so you can rest assured that your statements will comply. The Tyler CAFR Statement Builder increases efficiency, minimizes errors, and simplifies reporting. Features include: • Intuitive user-interface to get you quickly into building your statements • Customized account coding, templates and reconciliation notes carry forward year after year • Statement drill downs provide a complete audit trail • Microsoft Excel reporting engine increases flexibility • Optional cloud-based data hosting service available to reduce hardware investments and IT maintenance burden MUNIS PROCUREMENT Munis Procurement provides you with an enhanced, fully integrated electronic purchasing system for managing the processes associated with requesting, reviewing, contracting, and purchasing from vendors. From requisition to purchase, Munis streamlines the entire procurement lifecycle. Munis Procurement increases efficiencies by streamlining the purchasing process, resulting in shorter processing times. The easy flow of information and the ability to customize processes ensure that all your purchasing requirements and needs are met, while improving the purchasing power of your organization. Munis provides the tools to efficiently and effectively comply with regulatory requirements or highly structured procurement processes, while integrating fully with your budget and general ledger. Purchasing employees have access to detailed supply chain information in a seamless, real-time and intuitive manner. Proven strategic sourcing techniques such as spend analysis, competitive sourcing and contract negotiation mean your organization gets the right value for its purchases and can provide full accountability for its purchasing decisions. Easily communicate with vendors using Munis eProcurement, which integrates with vendor websites providing you the ability to shop online without leaving Munis. Plus, Munis Vendor Self Service empowers your vendors by providing a place to view bids, submit required forms, review invoices and check information. Munis delivers the right tools, functionality, and access to data to help you make the best purchasing decisions for your organization. Benefits of Munis Procurement State & Local Government & Schools Reduces financial costs— paper, administrative, warehouse, supply & third-party Allows organizations to utilize budgets more effectively Ensures accountability, auditability, & compliance with local, state & federal Procurement Administrators Increases organization-wide visibility into procurement expenditures, minimizing risk Provides real-time insight into business processes for strategic decision-making Simplifies the management of & eliminates redundant supplier relationships Procurement Employees Eliminates unnecessary paperwork & reduces data entry time & errors Decreases “req to check” process time & Procurement Administrative Lead Time (PALT), reducing time & costs Improves customer service by ensuring the right product is procured at the Employees - Requestors Provides easy access to products or services when needed Improves understanding and ability to conform to internal business rules, policies & contracts Increases access to answers regarding product availability & reimbursement requirements Increases the public’s confidence in state and local government Improves communication with employees & vendors right time at the best value Tyler Hub above provides a quick summary of invoices as well as access to details. MUNIS PURCHASING Munis Purchasing includes requisitions and purchase orders to automate and decentralize the procurement processes across your organization. Departments can enter their own requests, and site-specific business rules route the request for approval. Real-time general ledger budget checks ensure availability of funds. Munis Procurement enables a direct conversion of an approved requisition to a purchase order. Using Tyler Content Manager, the purchase order can be automatically imaged and archived, allowing for optional e-mail delivery. Additionally, the PO image can be accessed by the vendor at any time through the e-Procurement module. The purchasing process ensures employee compliance with business rules and eliminates purchasing fraud and abuse. Other benefits include: • Customizable requisition screens provide only essential information, enabling other non-finance staff to enter requisitions with ease • Requisitions can be created directly from a vendor’s online shopping cart using the e-Procurement solution • Workflow rules based on dollar amount, commodity code and/or chart of account segments route requisitions for approval and then to a buyer to be sourced • Preset procurement rules are referenced to determine whether phone quotes or formal bids required — the latter can be auto-created from the requisition • Supports blanket purchase orders • Once awarded, the requisition is updated with the chosen vendor information, converted to a purchase order, printed and sent to a vendor via mail, fax or email; an image of the purchase order is auto-archived to Tyler Content Manager • Changes can be submitted via a PO change order, and then routed through workflow for approvals • Updates to general ledger are automatically performed with no interaction from end users • Interface with e-Procurement, P-Cards and Tyler Content Manager offers significant savings by streamlining approval process, reducing paperwork, storage and costs • Purchasing is integrated with Munis Inventory, Work Orders, Payroll, Capital Assets, General Ledger, e- Procurements, Contract Management, and Budgeting MUNIS ACCOUNTS PAYABLE Munis Accounts Payable manages and maintains all aspects of vendor invoices, payments, delivery performance, and history. It provides a comprehensive view of all activity related to a vendor through Munis Vendor Central. Additionally, Munis Accounts Payable offers the ability to extend select vendor information for online vendor access using e-Procurement, including vendor check images, invoices, and bid information. Accounts Payable also incorporates a web-based card management program that imports transaction details incurred on purchasing cards (P-Cards). It can split individual transactions to multiple accounting codes and create accounts payable invoices. Purchase card administrators can monitor card transactions in real time and create and analyze custom reports to improve spend tracking and anticipate problems with a transaction before they occur. Other benefits include: • Flexibility to liquidate purchase orders in full or in part, and view detailed information online • Decentralized workflow saves central AP employee time by allowing individual departments to enter invoices • Automated 3-way PO matching function expedites processing in distributed arrangements • Flexible scheduling of invoices for payment helps maximizes cash flow • P-Card reconciliation processing such as coding and attachment of receipts, tracks against actual vendor for complete year-end transactional reporting • Integrated workflow allows users to route and approve invoices online without logging into Munis • Configurable checking printing • Provides positive pay processing security • Utilize Tyler Content Manager to upload, organize and easily retrieve document images for improved efficiency • Assets to the General Ledger facilitates data export to CAFR to create GASB reports MUNIS CONTRACT MANAGEMENT Munis Contract Management supports the entire lifecycle of a contract from inception to expiration. Create and approve contracts, including multi-year contracts, for purchases—and encumber the appropriate funds in advance. Allocate contracts by account or account segment and define milestones and key dates that trigger optional Munis Dashboard alerts to notify appropriate staff. Track and withhold contract sliding scale retainage based off percentage complete. Also provides ability to track other activity such as pending payments, open purchase orders and requisitions and contract change orders. Contract Management is fully integrated with General Ledger, Purchasing and Accounts Payable. Other benefits include: • Defining contractors by size, performance, minority or women ownership, or other criteria • Documenting vendor performance including past due deliveries, fill percentage and returns • Maintain insurance information and policies • Sliding scale retainage tracking • Tracking multiple subcontractors for a given contract • Routing contract change orders for approval through Workflow • Maintaining history of contact changes with complete audit trail • Interface with optional Tyler Content Manager for document management and attachments MUNIS EPROCUREMENT Munis eProcurement provides a secure location for vendors to search for, or submit a bid, check a current or past PO status; access an invoice, check or bid details; or create and update their vendor profile. Munis eProcurement provides vendors access to the key information and business records they need. Information is reflected in real- time because it is extracted directly from the Munis database. Additionally, eProcurement provides Punch-Out capabilities to vendor hosted websites. It allows users to initiate a requisition in Munis, then Punch-Out to vendor-hosted websites for online shopping. Once shopping is complete the virtual shopping cart of items is instantly transferred to Munis and automatically populates a Munis requisition which then flows through the existing Workflow process. Munis eProcurement can reduce off-contract spending, gain advantageous pricing, and condense requisition to PO cycles while electronically managing the entire life-cycle of a purchase. For vendors that cannot support Punch-Out catalogs, you use hosted catalogs in Munis. In this way, you can view, import and purchase a vendor’s items via the Munis Items program. The eProcurement process translates to both soft and hard-cost savings for your organization: • Web-based process — save staff time to prepare and distribute bid information • Meets green initiatives — save paper and shipping materials • Vendor response — reduce staff time responding to questions and requests for information • Vendor 24/7 access — view and submit bid information online • Vendor Punch-Out catalogues — establish an unlimited number MUNIS INVENTORY Munis Inventory tracks inventory such as office supplies and public works equipment across an organization and in multiple locations, eliminating unnecessary purchases and wasteful spending. When used with Munis Purchasing one can choose the item cost method, select by average (over all lots received), or FIFO (first in, first out) or buy items in bulk and issue them to departmental users as needed. Munis Inventory automates all inventory accounting including on-hand balances, month-to-date (MTD) and year-to-date (YTD) values. Other benefits include: • Auto notifications indicate when inventory levels are low in multiple locations, and prompts reordering • Schedules pick tickets and routes to maximize delivery efficiency • Integrates with hand-held devices (BMI) to conveniently scan products and track inventory movement (Hand-held devices, purchased separately) • Integrates with Work Orders, Purchasing and Human Resources (to track asset assignment by employee) • Users can request inventory items through decentralized requisition process Munis Inventory Central MUNIS HUMAN CAPITAL MANAGEMENT By integrating all the tools and processes associated with people and performance in a strategic and organized manner, Munis Human Capital Management provides a complete view of your organization. When you employ a “hire to retire” strategy that integrates all the information, tools and processes associated with people and performance, you align your employees’ goals with the goals of your organization to meet specific, measurable and realistic objectives. BENEFITS OF Munis HUMAN CAPITAL MANAGEMENT Local Government & Schools Reduce costs & do more with existing resources Achieve organizational goals & objectives Enhance workforce performance & increase agency adaptability Human Resources Strategic rather than administrative role Mange workforce from a single source Lower HR costs & deliver better services Address workforce demands Managers Better-informed decision making Actively plan for business change Find & retain the right talent Reduce paperwork & overhead costs Employees Online enrollment in benefits & instant access to pay and paid time off history Greater control over personal information and career paths Instant answers to HR questions MUNIS RECRUITING Munis Recruiting streamlines the entire application review and hiring process. Users can create custom job application forms to post online with unlimited customized conditions for each position. Candidates and recruiters can easily manage attachments such as resumes, references, certifications, writing samples and which are immediately and securely accessible by the HR department. Reports can be generated for the top scoring candidates to compare skills and qualifications. Interview results, certifications, skills, training, education and work history references can all be tracked to identify the best candidate. Our Hiring Central and Applicant Central programs make management and analysis of applicants easy from a single screen. Once a candidate is chosen to be hired onboarding tasks can be managed and applicant data automatically populates the Human Resources Management and Payroll module, so no rekeying of information is required. Simply use the Employee Add Wizard and draw from all the data stored in Recruiting. Other benefits include: • Applicants are able to self-schedule interviews, pre-employment tests, pre-employment orientation, and training through ESS • Easily score applicants using an intuitive interface and tie scoring results to automatic applicant status changes • Ability to post job openings on website, sort by job type or location, and limit access to internal applicants only, if so desired. • Allows candidates to create one online profile for streamlining the application process for multiple positions • Workflow helps manage all requests for new job openings as they travel through the approval process • Employee Tasks program allows for customized employee onboarding tasks to be established and managed MUNIS HUMAN RESOURCES AND TALENT MANAGEMENT Munis Human Resources and Talent Management centralizes all employment data for an organization -- from an organized hierarchy of jobs with position controls, pay and benefits scales to a confidential repository for employee information such as education, wages, promotions, benefit elections and performance evaluations. It provides all the tools needed by an HR department. Munis Human Resources and Talent Management solutions integrate enterprise employee data, from hire to retire. This means your compensation, retention, training and development plans work together to promote your goals. Munis HR helps streamline workflow and processes. Confidential employee information is centralized and accessible only to those with designated access. Munis Workflow allows you to set up business rules for personnel actions including inquiries, leave, termination, civil service, attendance, reinstatement, and so forth. Full integration with Munis Recruiting, Payroll and Budget eliminates duplicate data entry. Integration with ESS provides an employees’ enterprise wide the ability to easily access info, initiate requests, collect benefit information and more. Our Talent Management solutions provide staff and management with tools that enhance succession planning and career development processes. Supervisors can better track staff certifications and skills and evaluate employee performance to align employee goals with strategic organization goals. They can analyze their talent to decide who best to target for leadership positions. Employees can utilize career planning tools to help structure their career track and robust training program can be development to enrich and strengthen personnel. Other advantages include: • Advanced position and budget control: − Forecast future salary and benefit costs, including step and contract increases, and simulate changes to positions during a specified time period − Identify valid and authorized positions, both filled and vacant − Restrict the addition of new employees to a valid and authorized position − Provide a history of employees who have held a certain position, for turnover and analysis − Identify and allow updates to budget and FTE allocations − Provide current year budget/actual/projected figures, by position − Automatically create job postings in Applicant Tracking module from position control information • Integration with Employee Self Service allows employees to use their password protected account to access updated sick and vacation accruals • Track an employee’s full employment history including certifications, training, promotions and raises • Integrates Tyler Content Manager for document management of all HR related documents (i.e. resume, grievance letters, certifications) • Supports a paperless online benefits enrollment process using Employee Self Service • Supports a paperless onboarding process using the On-Boarding Codes program and Personnel Actions. You can create different On-Boarding Code Steps, Subject Text, and Body Header. Emails can be sent to employees, to a group of new employees or they can be sent based on the On-Boarding Code chosen when hiring a new employee in the Personnel Actions program. Munis Employee Central MUNIS PAYROLL Munis Payroll allows you to implement paperless payroll processes, streamline timesheet entry and ensure all local, state and federal requirements are met. With Tyler Content Manager integration, Munis Payroll provides an image- based history of all payroll documentation, allowing staff and employees to access old paystubs, W-2 forms, benefit elections and more. Standard payroll functions include, but are not limited to, reconciliation of employee insurance reports to monthly premium statements; manual or automatic check reconciliation; support of electronic timesheet entry; and verification and tracking of employee performance data, earning and withholding information, training and more. Munis Payroll also integrates fully with Munis Employee Self Service, providing W- 2, tax, benefit and accrual information to employees when they sign in to your Employee Self Service Website. Changes made by the employee, such as accrual requests and benefit selections, are transmitted directly to the payroll system for approval and will then reflect in employee pay. Other benefits include: • Generates retro pay for scenarios such as extended contract negotiations or delayed promotion or salary increase decisions • Enables direct deposits and positive pay validation • Supports mass pay changes, “pay bands”, step increases, and retro-pay calculations • Supports a wide range of calculation and accrual types • Supports daily time and attendance entry, including entry from Employee Self Service, once approved the information is automatically moved into Payroll without re-keying information • Integrates with Munis General Ledger for increased efficiency and time savings • Integrates with Munis Budgeting for salary and benefits projections • Integrates with General Billing for extra duty pay and COBRA/insurance billing • Integrates with Munis Accounts Payable for vendor payments • Integrates with any third-party time-tracking systems for streamlined payroll processing • Integrates with Employee Expense reimbursement • Integrates with GoDocs, Tyler Forms and Tyler Content Manager for seamless document management, output options (i.e., emailing direct deposit advices) and data storage Munis HR Command Center Munis Employee Self Service allows employees to view paystubs and W2 information online. MUNIS EMPLOYEE SELF SERVICE Munis Employee Self Service improves employee access to key information and services and reduces staff time spent responding to routine requests. Employees are able to update personal information, request leave, or check compensation quickly, confidentially, and securely over the Web from any computer, and at any time that's convenient for them. Employees log in using a unique username to view and update information. Accurate is assured because Employee Self Service extracts information from the Munis database and is reflected in real-time. Employee Self Service reduces Human Resources workload by allowing employees to: • Use the calendar interface to request vacation time, enter sick time and view up-to-date accruals • Log work hours against projects and activities • Use the Net Pay Simulator to see how deductions, withholdings and pay rates would affect paychecks • Receive HR messages and benefits updates • Register for training classes (Separate log in available for non-employee registration, as well) • Review their performance evaluations • See overview of compensation and benefits, W-2, W-4, direct deposit changes • Sign up for benefits during open enrollment • Access paperless images of W-2 forms, payroll stubs and other employment documentation stored by Tyler Content Manager Munis Employee Self Service employee view welcome screen MUNIS RISK MANAGEMENT Munis Risk Management allows an organization to manage risks such as job-related injuries and property damage with the tools necessary to effectively track, manage and pay property and causality claims. Risk Management enables you to handle these claims quickly and easily, from initial claim to related expenditures. Other benefits include: • Easily maintain data, track claim activity and record expenses with recoveries and estimated costs via integration with Munis Procurement and Accounts Payables • Links claims to employee records via integration with Munis Human Resources Management • Evaluate injury-related compensation via integration with Munis Payroll • Powerful analysis via interface with Microsoft Excel MUNIS EMPLOYEE EXPENSE REIMBURSEMENT Munis Employee Expense Reimbursement is an easy-to-use application that fully integrates with Munis General Ledger, Payroll and Accounts Payable for complete electronic expense report filing—thereby increasing office efficiency, saving employees’ time, and reducing paper trails. Once expense types are defined, Munis Employee Expense Reimbursement offers many times saving system defaults such as: quick expense report creation, system- generated travel requests, invoice reimbursement numbers and general ledger account codes. For ease of use, your office can create an unlimited number of expense claim form templates; determine whether employees submit reports before or after expenses are incurred; and decide whether to reimburse through payroll or by cutting an AP check. When submitting expense reports, employees simply log into the application—anytime and from anywhere over the Internet—and enter his or her employee number. The system automatically populates the expense report fields with data pulled from Munis Payroll, and the employee simply fills out the remaining required fields and submits. The claim is automatically entered into the workflow process, where it can be preset to direct expense reports to different approvers based on user-defined account codes, amount and department codes. Other benefits include: • Minimizes time-consuming documentation process • Eliminates messy paper receipt storage • Reduces service issues by letting employees file reports and check on pending or past requests using Employee Self Service • Allows management to quickly review expenses by type, employee, time frame or other category using a range of reporting options EXECUTIME TIME & ATTENDANCE ExecuTime Time & Attendance™ provides small and large organizations with incredible cost savings and increased efficiency. In most local government entities, payroll processing, time tracking and benefits accrual tracking places an unnecessary strain on staff efficiency and limited budgets. ExecuTime™ fixes those issues and keeps them fixed while providing the highest ROI on the market. How do we do that? • Effortlessly handle complex time tracking rules and pay codes • Seamless, automated integration and synchronization with your IT environment and payroll software • Powerful and user-friendly web-based interface for supervisors and staff • Solid integration with numerous time collecting interfaces (web browsers, time clocks, phone, text messaging, IVR, proximity readers, biometrics and more) • Dedicated technical and training support Simplify Complex Time, Attendance and Benefit Tracking By incorporating complex time tracking procedures that usually exist within public safety, public works and education, ExecuTime makes it easy for managers and staff of every department to enter and track time types, manage time-off requests and apply job costing all while handling multiple pay periods and FLSA guidelines. Reduce Costly Errors ExecuTime Time & Attendance drastically reduces errors and oversights by eliminating several of the manual tasks associated with collecting time and entering data into the payroll system. Electronic capture of employee time offers a more accurate account of actual time worked and automates the process of collecting, calculating and entering employee hours each pay period. You generate precise timesheets for both hourly and salaried personnel and have access to historical data through audit trails and reports to ensure secure and effective management. Time Efficiency and Cost Effectiveness ExecuTime Time & Attendance automates the most labor-intensive tasks associated with timekeeping and gives that time back to your staff. Payroll clerks that spend days sorting through timecards will now complete the same duties in a fraction of the time. Many public-sector organizations have already discovered that ExecuTime offers the most rapid ROI along with the most critical product features. Supported Solutions ExecuTime offers budget friendly systems that fit seamlessly into your current infrastructure and will grow with you for years to come. Our project management team will guide you through an implementation plan catered toward your personnel environment, conduct training and support your internal rollout. And you will have added assurance knowing an experienced and responsive technical team is only a phone call or email away. EXECUTIME ADVANCED SCHEDULING ExecuTime Advanced Scheduling™ automates, simplifies and streamlines your staff scheduling process while minimizing labor costs and overtime expenses. The Advanced Scheduling solution makes sure you have the right people working the right job at the right time through a fully-integrated, easy-to-use solution that easily scales to suit the needs of small, medium and large organizations. Reduce Labor Costs Labor costs are a big part of your organization’s budget. And those costs escalate through human error, manual processes and requests, and scheduling conflicts. ExecuTime scheduling allows you to cut labor costs while drastically reducing human error and manual processes. Even better, ExecuTime can be configured to easily handle the complex scheduling in public safety, public works and parks and recreation. With ExecuTime, you’ll effectively manage complex costs while incorporating union agreements, overtime and premium pay into your workforce management strategy. Increase Workforce Productivity You’re being told to do more with fewer resources. In these challenging economic times, decreasing budgets and increasing expectations go hand-in-hand. ExecuTime Advanced Scheduling allows your staff and supervisors to securely access customized and insightful data to eliminate unnecessary confusion and scheduling errors while enhancing employee accountability. Self-service tools allow your staff to request schedule changes and shift swaps, leave requests, bid for days off and vacation requests, and more. It’s centralized, 24x7x365, real-time scheduling and management across departments, teams and locations. Seamless Integrations The ExecuTime Advanced Scheduling solution integrates seamlessly with third-party applications (HR, payroll, CAD and more) and eliminates manually running scripts, passing files back and forth, and the wasteful production of paperwork. Of course, you can also integrate the scheduling solution with the ExecuTime Time & Attendance solution to create a powerful, automated and fully-integrated workforce management solution. Easy to Use and Implement If you can use a web browser, then you can learn to use ExecuTime Advanced Scheduling in a snap. This solution is entirely web-based and requires no software to install or maintain on workstations. The user interface is extremely intuitive and user-friendly to make adoption easy even for users with little or no experience with computers. Key Features • • Unlimited schedules/shifts • • View and print daily roster reports • • Schedule grid and calendar view • • Post open positions for sign-up or bidding • • Time exchange feature for shift swaps and shift trades • • Automated time-off request and approval process • • Overtime eligibility management • • Track certifications and work limits • • Cloud-based and on-premises options • • Holiday and events calendar • • Reporting and auditing • • Employee self-service MUNIS CITIZEN SERVICES & REVENUE From community development and clerks’ offices to utilities and tax billing and collections departments, Tyler's Citizen Services and Revenue solutions help you deliver all the critical citizen services that the public wants. This dynamic suite of applications helps to streamline a broad range of revenue and development services, such as issuing permits and licenses, tax collection, general billing, parking tickets, and animal licenses. Tyler’s outward facing applications empower citizens to help themselves – to report potholes, to request municipal email and text alerts, process payments online and much more. BENEFITS OF Munis FUND ACCOUNTING AND BUDGETING Local Governments • Enables a paperless organization • Streamlines processes Employees • Reduces time spent on repetitive inquiries or requests • Increases insight into data for Citizens • Improves understanding of state and local government mission and goals • Provides transparency into Local Governments • Enables a paperless organization • Streamlines processes • Accelerates revenue collection • Increases citizen payment compliance and revenue collection amount better decision making • Enhances the ability to process payments from multiple channels • Improves productivity, efficiency and responsiveness to citizens how government uses generated revenue • Increases citizen satisfaction of state and local government services • Accelerates revenue collection • Increases citizen payment compliance and revenue collection amount MUNIS ACCOUNTS RECEIVABLE Munis Accounts Receivable provides two major functions: collections of miscellaneous cash and the collection of billed receivables. Processing over-the-counter or mailed payments for non-billed items such as licenses, permits, and registrations is easy using Munis AR, and you have the option to print a receipt if necessary. You can set charge codes to facilitate data entry and provide detailed or summary analysis (daily, weekly, monthly) by type, and pre-set General Ledger revenue accounts to these codes so data entry personnel do not need to enter account numbers— creating efficiencies and saving your organization critical time and resources. Notable highlights include: • Single Customer Identification Number (CID) provides a complete view of all outstanding balances across revenues which improves collections • Cross department utilization improves efficiency and reduces training burden • Supports validation, check endorsement, OCR scanning and receipt printing • Utilize workflow approval processes to better regulate payment, reversal and refund processes • Supports various hardware devices; see Tyler’s recommended hardware listing MUNIS GENERAL BILLING Munis General Billing creates invoices and bills for miscellaneous charges, such as facility rentals, hangar fees, tuition, vandalism and false alarm billing. It eliminates handwritten bills and manual calculations, totals invoice lines and provides accurate payment information. General Billing works with Munis Payment Entry (Accounts Receivable), Work Orders, General Ledger, and provides accurate and up-to-the-minute accountability. Other benefits include: • Can aggregate services provided such as multiple days billed monthly • Supports automatic interdepartmental billing • Manages escalating fees associated with multiple incidents • Provides loan tracking and amortization for HUD housing •Integrates with Grant Management for reimbursement requests •Integrates with Payroll for extra duty pay and COBRA billing •Integrates with Work Orders for billing repairs and other services MUNIS CITIZEN SELF SERVICE Munis Citizen Self Service provides secure online access to account information anytime and from anywhere. Citizens can inquire and pay outstanding balances for Munis generated bills, including animal licenses, business licenses, general/miscellaneous bills, permits and code fees, taxes and utility bills. Citizen Self Service also allows the users to submit information, such as business license applications or renewals and requests for service. Accuracy is assured because information is accessed from the Munis database in real-time. When used in conjunction with Tyler Content Manager, citizens are able to view actual images of past invoices and statements. Other benefits include: •A secure log in for access to real-time account information for a full range of bills and services •Ability to pay invoices online as individual bills or combined using the shopping cart feature •Opportunity to request services such as filling potholes, and Utility Billing Service Requests •Efficient 24/7 self-service without leaving home or the office •Reduction of customer service workload Citizen Central provides 24/7 citizen access to all account information TYLER CASHIERING Tyler Cashiering streamlines cash management by creating a single point of entry for data from multiple applications. Cashiering features a versatile, easy-to-navigate interface developed in the Microsoft® .NET platform. This scalable application has a familiar Microsoft Windows® look and feel and was designed with user experience in mind. Tyler Cashiering allows for a wide range of customization based on payment type—and it integrates with local resources such as OCR and handheld bar code scanners, printers, validators and MICR devices, making it an essential addition to any agency’s collection process. Other benefits include: • On-screen running batch and transaction totals displays • Unlimited, user-defined tender types. • Various user permission and controls over POS actions – such as voids, cash drawer opening, and more. • Robust reporting on batch totals, user activity, and overall collection totals/trends • Compliant with PCI/PA-DSS security standards • Full Check-21 compliance which allows for creation of an electronic cash letter containing images of checks to be submitted to a bank in lieu of a traditional deposit with paper checks • Standard interface to other Tyler products and may be configured to connect to third party modules as well • Support for EMV chip credit card processing TYLER GIS Tyler GIS provides general mapping and spatial analysis tools for your entity. It serves as an interface between applicable Munis modules and your existing Geographic Information System (GIS), and is based on Esri’s ArcGIS™ Server. Tyler GIS offers dynamic maps and GIS data and services via the Web, allowing city and local government to publish, discover, and share this information. For ease of use, Tyler GIS is accessible from the Munis Property Master File, or any other property-oriented Munis file such as Business Licenses or Utility Billing account files— making it easy for you to map your capital assets and infrastructure such as water lines, sewer lines, telephone poles, and so on. Tyler GIS is easy-to-use. Simply click the GIS icon on the Munis toolbar to begin—thereby allowing them to manipulate the active set in a number of useful ways: • Functionality includes both manual selection and automatic spatial queries, including finding a parcel’s abutters or determining in what district a business is located • Active sets can be saved back to Munis, and any maps generated can be saved as image files • Additionally, Tyler GIS can perform map-based queries that can be merged with standard Munis queries MUNIS UTILITY BILLING CIS Munis Utility Billing Customer Information System (CIS) streamlines the complex procedures associated with billing, scheduling and reporting utilities, and puts the focus on the customers. Munis provides the tools to easily maintain customer accounts, track service orders, generate utility bills, and collect fees. Billing clerks, service managers and utility directors have access to detailed information in a seamless, real-time and intuitive manner. And local governments increase transparency and improve customer service. BENEFITS OF Munis UTILITY BILLING CIS Local Governments • Enables a paperless organization • Simplifies the utility billing process • Accelerates revenue collection • Puts the focus on the citizen to improve customer service Employees • Improves productivity, efficiency & responsiveness to citizens • Reduces redundant data entry and creates a “single version of the truth” • Automates repetitive tasks & enhances workflow • Enables fast, informed decision-making Citizens • Improves access to utility, account & payment information • Enables easy bill payment • Increases confidence & support in utility services MUNIS UTILITY BILLING CIS Utility Billing CIS processes all billing functions easily, quickly and accurately. With it your staff can perform expected tasks such as billing water, sewer, electric and gas; and maintain multiple billing cycles active at the same time. Robust functionality enables users to manage all aspects of utility billing with features including easy account setup to view past, current and pending customers, easy access to all service deposits, assessments, and installments; as well as unlimited user defined fields for account location master, account customer, and services in a variety of areas. With centralized accounts Utility Billing CIS simplifies property management. Integration with other Munis programs provides additional benefits: • Access usage and billing details, enter service requests, and pay online via Citizen Self Service • View billing history with images of past invoices through Tyler Content Manager (TCM) • Online payments flow directly into general ledger through integration with Tyler Cashiering and Accounts Receivable • Track site access and repairs through built in Service Order tool • Verify address through MapLink integration • Set rules for bill adjustments and service requests using Workflow • Option to deliver bills via e-billing • Manage cut off selections, lien collections, and all notifications out of the account management screen • Interface with Tyler Notify provides reliable customer notification regarding late notices, service interruptions and other account notifications • Schedule service visits and inspection through Scheduler Central OPTIONAL MODULES & SERVICES MUNIS BID MANAGEMENT Munis Bid Management provides structure and framework to effectively manage the bid process and to analyze and compare vendor responses to bids. Create an unlimited number of bids for items routinely purchased and route to specific departments or individuals for review. Track an unlimited number of vendor responses and response deadlines. Vendors can mail their bids to the requested site or enter their bid information using Munis e- Procurement which facilitates sealed bid processing. From the responses, Munis determines the best vendor based on each site’s unique criteria. Once a bid is awarded it is converted to a purchase order or can be turned into a vendor contract. Munis Bid Management also allows you to: • Track an unlimited number of addenda to bids • Fully supports NIGP and custom commodity code formats • Decentralize requests, allowing departments to enter requested quantities • Supports addenda tracking and vendor notifications • Post questions to vendors and score the responses to assess a weighted vendor ranking • Easily generate reports by departments, vendor response and ranking, budget versus award amounts, and more Bid Central provides a 360-degree view of all your organization’s bids TYLER EAM Tyler EAM™ is an enterprise solution designed to help public sector organizations achieve tactical, short-term goals through Asset Maintenance, and strategic, long-term goals with Asset Performance. Together, these modules leverage connections to financial, planning, and customer-based data throughout an organization to streamline work processes and quantify the value clients receive from their assets. Tyler EAM is equipped with Esri ArcGIS technology and offers dynamic maps and geographic information system (GIS) data and services. These GIS- enabled applications allow clients to view GIS data on assets like permits and work orders and is designed to integrate with their existing ArcGIS server. Fully integrated with Tyler enterprise solutions, Tyler EAM works seamlessly with Munis, as well as our community development solution, EnerGov®, and Tyler Incident Management™. to increase productivity, enhance reporting and analytics, and streamline decision making, connecting communities across the country. ASSET MAINTENANCE Asset Maintenance enables organizations to track and maintain assets effectively, increasing reliability of physical assets, enhancing predictive maintenance, and providing configurability to address the most important asset management challenges. Asset Maintenance delivers robust software allowing you to track, rate and manage your assets throughout their life cycle with detailed inventory, preventative maintenance, inspections, on-demand work orders, condition assessments, and more. It also allows you to make informed decisions on whether to repair or replace an asset and provides tools to streamline the maintenance process from design through construction. Asset Maintenance fully leverages the advantages of Esri® with an embedded mapping environment that allows for a seamless, GIS-centric solution to work management. Whether selecting data on the map or through Asset Maintenance, users will be able to interact dynamically with their data. Asset Maintenance maximizes your field-focused workforce using web-enabled programs as well as mobile apps, allowing workers in the field to easily see their work, complete work orders on assets, manage inventory, and allocate resources from anywhere at any time. Filed Work displays a list of open work orders and their location on a map ASSET PERFORMANCE Asset Performance provides insight into the health of your assets and helps asset managers plan, prioritize, and budget for future work that will maximize the ROI from those assets. Asset Performance is designed to help management plan for future expenses related to assets, forecast budgets five to ten years into the future, and make decisions on how to best use resources. This application empowers your organization by intuitively surfacing key asset-related data and provides robust analytical tools to support informed asset management decision making. TYLER INCIDENT MANAGEMENT Tyler Incident Management is Web-based application to handle non-emergency inquiries, complaints and service requests from the public, and free up local 911 lines for real emergencies. Tyler Incident Management allows citizens to report a range of issues such as: loss of water service, stray animals, roadway potholes, and questionable activity in their neighborhood. Once an issue is logged, assigned a priority level, service category, and department responsibility, the information automatically flows into the appropriate Munis program such as Munis Work Orders and Munis Permits - Complaints/Violations. Any subsequent change relayed to Munis regarding the incident's status is automatically reflected in Tyler Incident Management. What's more, this module is compatible and seamlessly integrated with Tyler’s Citizen Self Service for online incident reporting. Other benefits include: • Provides single point of contact for all citizen requests • Manages unlimited photos, contacts and notes, and links them by incident, location, or person(s) • Seamlessly integrated with Munis Utility Billing, Work Orders & Complaints/violations • Provides customizable call scripts for improved and consistent service handling. One or more call scripts can be in place for a given call type; call scripts can be marked as effective thru a certain period of time. • Is accessible via a mobile device for improved responsiveness • Supports and reports on Service Level Agreements • Provide a knowledge-base of documents and references particular to the specific call type. • Automatically retrieves and presents related calls (by type, person, or location) • Provides complex task creation for multiple steps and assignments to be tracked relative to an incident • SSRS reporting provides quick access to incidents sorted by category, type, department, frequency, status, and much more • Configurable dashboard gadgets for focused listings, charting and tracking of groups of incidents. • Integrates with Tyler Versatrans to document issues on school buses such as bullying or accidents • Interfaces with School Information Systems to link incidents to the student records • Tyler Incident Management documents and routes all complaints for prompt handling. MUNIS PERFORMANCE BASED BUDGETING Munis Performance Based Budgeting allows one to manage results, accountability, key performance indicators and alignment with citizen-driven goals. It supports strategic and comprehensive planning, establishing program objectives, measuring results against those objectives, matching resources to action plans such as Budgeting and reporting results. Full integration with Munis General Ledger balances and payroll hourly rates updates the costs and time spent on specific activities. Munis Performance Based Budgeting provides the means for linking dollars to results and improves public visibility into operations, demonstrating the value of improving overall efficiency. Other benefits include: • Ability to measure project success by comparing project costs with output • Option to view statistical data by month or year to measure incremental progress, budget status, and efficiency • Allows direct import of third-party statistical data • Integration with the Munis Project Ledger to access project balances SOCRATA OPEN FINANCE Socrata Open Finance™ provides unparalleled data access and analysis tools to help public sector entities implement principles of transparency, participation, and collaboration. Local governments are increasingly expected to provide high value information to help citizens understand how their tax dollars are being used and engage the public in the civic process. Financial transparency is a key component in a government’s efforts to establish and maintain trust with their constituency. Governments critically need a cost-effective, publicly-consumable way to understand share all aspects of their finances. Open Finance solves this through a proactive approach to government transparency. It is capable of informing the public of how and where tax dollars are being spent in an easily consumed, engaging, and insightful way that encourages greater citizen involvement. Additionally, Open Finance will significantly reduce the backlog of Freedom of Information Act requests which burden public sector agencies across the country. Beyond Transparency Tyler has responded to these challenges by offering Open Finance, a suite of government focused applications that allow agencies to effectively and powerfully communicate how tax dollars are being collected and spent. Open Finance organizes your Tyler ERP financial data into a highly consumable, interactive, contextualized visual interface as a way to meet the public’s need to understand government finances. Accessible Data Citizens and policy makers alike, can access the Open Finance portal directly from a school district or municipal website on their desktops, tablets, or smart phones. As a cloud-based service, Open Finance does not require an additional hardware investment or on-site technical support. With seamless integration with Tyler’s ERP applications it yields the highest ROI on a government’s open data initiatives while eliminating the barriers to data and the technical problems encountered with other data analysis products. Effective Communication Tools Open Finance searches across all financial data and to provide intuitive results with familiar Google-like search capabilities. The highly engaging visual interface is easy-to-navigate and the graphics are organized by category, department, function, and vendor which provides insightful information for internal stakeholders and makes it hugely popular with citizens. It has been designed to automatically answer the most commonly asked questions and is compliant with public record laws in 50 states. Open Finance ensures simplicity in deployment of data which allows clients ease in communicating information both internally and to the public. It proactively identifies issues, fraud, and trends by updating datasets frequently utilizing current data. Easily review total spending to date and understand how funds are appropriated by department, which vendors receive payments, or research spending for health care and benefits. Interactive charts and graphs allow for easy analysis and understanding. A Suite of Focused Applications Open Finance is your single source to give constituents transparency as well as to educate, inform, and engage the public and local government employees around financial data. Our three ready-to-deploy applications include: Budget: A ready-to-deploy application that publishes the details of your operating revenues and operating expenses onto your branded website. Clients can keep the experience entirely up-to-date by showing their budget vs. actuals throughout the year and replacing static reports. Citizens will learn about the priorities of their government and how it impacts them and their neighborhoods on mobile phones, desktops, or tablets. Expenditures is a tool that publishes the transaction level details of a government’s expenditures. This tool allows the public and internal stakeholders to easily understand complex financial information, including checkbook-level details of spending. Clients can keep the experience entirely up-to-date by automatically publishing new data to the platform. Constituents will be able to learn about the spending and contracting of their cities and find specific, detailed answers to a wide variety of questions. Expenditures provides a consistent experience to navigate, analyze, and download the underlying data and provides easy navigation and understanding of the financial data that is accessible to a layperson and valuable for internal staff. Payroll: Receive instant answers to common questions, including total size of the payroll, top employees, top departments, median pay, and more. It has a summary page that encompasses all the employees in a department or job title as well as at the individual level. Open Finance will be available in three bundles • Socrata Open Finance: Includes operating budgets, expenditure, and payroll • Socrata Open Capital Projects Explorer: Includes capital budgets and projects • Socrata Open Data: Includes additional datasets from other systems Tyler Open Finance a Win-Win Tyler’s team will work with you to translate your complex chart of account structure into constituent-friendly visualizations that are easily to navigate and understand. Open Finance serves you and your citizens by putting information at your fingertips while reducing your IT and data retrieval burdens. Tyler’s Open Finance — a solution that can have an immediate impact. TYLER SYSTEMS MANAGEMENT SERVICES Tyler Systems Management service provides operating system and database administration services, such as installations, upgrades, routine maintenance, and database tuning. These services are available to all customers on a contract basis Tyler Systems Management staff is trained specifically for Tyler products and the range of technology standards critical to Tyler applications. We know you rely on your system data and by partnering with Tyler Systems Management Services you effectively broaden the available range of technical experts available to ensure smooth day-to-day operations. Tyler Systems Management specializes in Microsoft Operating Systems (server and workstation), SQL database engines and network configuration. Tyler Systems Management experts excel at bridging the gap between proprietary Tyler technology products and integrated third party standards. • Cost Effective. Price is often a fraction of the cost of hiring/training in-house personnel. • Reliability and Performance. Proactive server analysis and regular maintenance reduces downtime and ensures reliable and consistent performance. • Better Utilize Internal Personnel. Frees your staff to focus on other higher value tasks in your organization. • Extended Support Hours. Monday — Friday: 8:00am-9:00pm EST. • Weekend Support for Live Upgrades. Available on the second Saturday of every month to minimize or eliminate production downtime. Server Support • Server tuning • New user setup & Active Directory integration • Printer installation & configuration • Service pack & security patch installations • Microsoft IIS configuration & troubleshooting Database Software Support • Database administration • Software upgrade & installation assistance • Data recovery • Database tuning • Database refreshes, imports and exports • Database mirroring and high availability solutions PC Support • Windows OS • Macintosh OS • Client installations • Microsoft Business Intelligence Development Studio installations Installation Services • Free Tyler application release upgrades (e.g. Munis, Dashboard, Content Manager, Self Service, Cashiering, CAFR Statement Builder, Tyler Pulse, Tyler Reporting Services, Tyler Incident Management) • Free server transfers available every two years System Maintenance • Tyler Systems Management Check Script. With installation of the Tyler Systems Management check script we monitor vital information on your Tyler servers (disk space, database backups, server uptime and database engine availability and disk integrity via Microsoft Check Disk). If the check script detects a problem, it automatically opens a Priority 1 support call for Tyler to address. • General System Maintenance: − Operating system review and maintenance (O/S patches & service packs) − File system cleanup − Database refreshes − Printer & user cleanup − Database analysis − Database backup verifications Remote system administration training • System review and analysis • Adding printers and users • Printing custom forms, duplex printing, tray selection • Database refreshes • LDAP Synchronization • What and how-to backup critical data • Client installation, configuration and troubleshooting TYLER DISASTER RECOVERY Disasters happen. When one strikes, having a viable recovery plan to implement makes all the difference as you work to get back on your feet. Many Tyler customers have found a simple solution to planning for the unexpected—Tyler Disaster Recovery Services. The high cost of replication has inhibited widespread data protection and left risk of slow or failed recovery from a disaster. Most IT departments have been forced to rely on tape-based disaster recovery. Tyler Disaster Recovery Services enables a rapid return to normal business operations. This is because the data and images are recovered from high speed disk rather than being dictated by the pace of the slow tape based recovery. Getting data and images restored quickly enables all other aspects of recovery to be complete sooner. Recovery refers to the restoration of Tyler application data. Our dedicated disaster recovery team helps you identify critical business processes. They help you define and document recovery procedures to create an overall response plan that meets your organization’s unique needs. So, when a disaster strikes, your organization—and our response team—has the right policies and procedures in place to quickly restore your data. With your data’s security our priority, your IT personnel are free to focus on other strategic initiatives and employees can focus on what’s really important— meeting the needs of citizens. Using an efficient and secure “sync” process, your encrypted archive log files are transferred to our servers within minutes, without the time- consuming manual involvement of your employees. How It Works Utilizing our state-of-the-art Data Center, Tyler can transparently retrieve a copy of your data every night, thereby ensuring your critical users can always process work via internet or by traveling to one of two Tyler locations. • The Disaster Recovery team helps you identify critical business processes and users, define and document recovery procedures, printing solutions, etc. • Tyler provides disaster recovery services for your Tyler applications, including: off-site backup, recovery server, alternate processing location & remote access • A database export is transferred every night to a server in Maine using a network efficient ‘sync’ process that enables the transfer to be completed in minutes, even for extremely large databases • In the event of a disaster your live database is loaded into a Tyler application environment on the Recovery Server and your critical users are setup to access that server • You can access your Tyler Disaster Recovery Environment using an SSL (Secure Sockets Layer) VPN client from any remote location with an Internet connection or come to one of our offices and utilize our facilities. Backup Process Tyler uses a utility to perform a differential transfer of the database and critical files, meaning that only the differences between one night’s snapshot and the previous night’s snapshot actually go over the wire. There is not a minimum bandwidth requirement. Even for sites with large databases the transfers are very small. The process typically yields a 10-1 compression ratio meaning most differential transfers only consist of a few megabytes. Not to be confused with a traditional differential backup, in which a ‘full’ backup is required followed by many ‘differential’ backups to re-establish the data; the net result of our transfer utility is that every night a full backup is obtained. Only the differences between the current night’s full backup and the previous night’s full back up are transferred over the wire. Disaster Declaration • A disaster is an unplanned event that shuts down your system, threatening your financial standing or public image. It does not include hardware or network failures that are covered by standard service agreements, or repairs that can be made within 24 hours. Provided we have your data, we guarantee you'll be back in business within 12 business hours. • A disaster may be declared between the hours of 8AM and 6PM, EST Monday-Friday Post-Disaster Services • Tyler delivers an export of your database Our Tyler Systems Management Department provides on-site installation services free of charge to customers with a current Tyler System Management contract. Otherwise, this is a billable service. II. SOFTWARE DOCUMENTATION FEATURES AND FUNCTIONS Respondent to provide, using Respondent’s preferred formatting, a summary of their software documentation that describes the features and function of the proposed application software. Identify what makes your documentation user friendly and useful to the end user and technical user of the software. Munis Help & Documentation The Munis ERP application has an integrated electronic help and documentation system. Munis programs include context-sensitive help (CSH) that provides task-related information for screens and fields. This online documentation helps you navigate through programs, providing the procedures and details needed to complete tasks. When a user clicks Help on the toolbar or press F1 on the keyboard, online help provides details that are relevant to the task that you are currently trying to accomplish. The help for each program screen is formatted to provide you with background information about the selected program (What do I need to know?), as well as with procedures on how to complete a task (What can I do?) which also includes step through tutorials for popular processes. In addition to screen-level help, our CSH provides details for the individual fields on each screen. As with screen-level help, the field level help is formatted to provide you with a description of the field, as well as with information on what you can do in that field. Tyler Hub provides an easy-to-use, simplified Dashboard to find, access and share information by aggregating important, real-time data you deem important into customizable views. Tyler provides several Munis specific cards to display information real-time to the end user without the need for them to drill into multiple client programs. This data can be displayed in several formats such as a standard table, or various chart formats. Each user can personalize his or her dashboard views, tailoring it to the information that’s critical for their role and security setup. Tyler Consultants will train users on the use of Tyler Hub and how to customize it to meet their daily business needs. Microsoft SharePoint document libraries can also be leveraged for collaborative document storage, which can be integrated alongside ERP web parts and SRS reports providing an integrated platform where documentation are stored with management and collaboration tools. Tyler also maintains a complete ERP knowledgebase. The Munis Knowledgebase provides users with a single, easily accessible location to find all existing documentation on the Munis product and other widely used technology products that integrate with Munis. A user-friendly search screen is located on the www.tylertech.com website. Included are procedure documents, file layouts, user guides, installation manuals, setup documents, system administrator documents, data schemas, training exercises and much more. Munis Release Administration Console The Munis Release Administration Console provides status information for Munis releases by application. This advanced program integrates into Tyler’s work ticket system enabling authorized users to see status information on enhancements and software defects (open and closed), providing real transparency to all. In addition to the status of an item, the Munis Release Administration Console provides information on configuration, requirements and considerations. Administrators can now make informed decisions on what new features are available with new Munis release, the support status, and its maturity. Tyler Community Tyler Community provides a secure, online setting where clients can go to find answers to common problems, connect with other Tyler users to share ideas, answer posted questions, and communicate information that is available anytime. Based on a social networking platform, Tyler Community includes blogs, forums, files, and wikis where both clients and Tyler employees can contribute. Clients and employees use Tyler Community as a dynamic way to troubleshoot problems and share best practices with Tyler's vast Munis community. Additional benefits include: •State user groups create an environment for clients to easily communicate legislative changes and state- specific subject matter •Easy access to current information on critical issues •Helpful technical tips from subject matter experts •Powerful search capabilities across forums, wikis, files and people Tyler University Tyler University is an eLearning solution to enhance support and training of your employees. Through this learning management system developed by Tyler Technologies, new and existing employees are provided an on-demand solution to acquire and refresh the skills needed to successfully implement and use Munis day-to-day. Tyler University’s core modules include: financials, human resources, payroll and technology. Employees in the finance department can train on a wide range of topics from req-to-check, including requisition entry, creating a change order for a purchase order and purchase order receiving. For the human resources and payroll staff, Tyler University offers courses on the complete payroll process, the power of employee building and applicant tracking. For system administrators, courses include topics on role-based security design, administering the dashboard and role synchronization from Munis into Tyler Content Manager. Courses are being added continuously into Tyler University, making it a vital resource for new employees and cross training your team. III.PROPOSED SOFTWARE MODULES TABLE Proposed modules that are required to satisfy the requirements associated with the functional areas identified in Table 2-01 cannot be proposed complementary or optional. Table 2-01: Proposed Functional Areas/Modules Proposed Software Information Product Component/Suite (Name and Version of the Proposed Software Solution) Tyler Munis ERP Suite version 2018 Total Product Time on Market 4 months Release Date of Most Current Version April 2018 Next Major Release Date April 2019 Next Minor Release Date N/A Named User Licensing Concurrent User Licensing Enterprise/Site Licensing ☒☐☒ Deployment Models Proposed to the City (Corresponding Attachment C Worksheets Shall Be Completed) City-Hosted Vendor-Hosted SaaS (subscription) ☒ ☐☒ How often are releases provided, and what is the process to test each release? Would the City be able to test releases in a test environment prior to pushing updates to a live environment? Does the system have the ability to roll back updates should challenges or bugs be encountered? Tyler deploys industry leading technology and features that are continually enhanced through a process of perpetual upgrades as part of our Evergreen Philosophy. This includes a continuous stream of significant, yet manageable updates deployed over the life of the application with minimal disruption to our clients. Application updates are provided in the following formats: Technology Releases (e.g. XXXX.X V12, XXXX.X V13) are typically released every 3-4 years and represent the baseline for product release, integrating technological advances, and system-wide user-interface improvements. The Release Life-Cycle for Technology Releases is condensed to Early Adoption, Next Release Planning, and Product Retirement. Product Releases (e.g. 2017.1 V12, 2018.1 V12) are released annually after the initial Technology Release. Enhancements and defect fixes (priorities 0-3) are included, as well as database updates. The full Release Life-Cycle applies to each release. Two Year- End releases are provided as the product release typically reaches the Product Retired phase approximately one-and-a-half (Fall) to two years (Spring) after General Availability. Year-end packages are deployed for the initial year only for Technology Releases and the initial and subsequent years of Product Releases. This update includes updates required for year-end W2 and 1099 processing and are available via Managed Internet Update (MIU). Individual software corrections are deployed on a daily basis via Managed Internet Update (MIU) for any version not in the Product Retired Life-Cycle phase. The MIU is an internet update utility that facilitates the downloading of software corrections, custom packages, and Year-End releases. Updates can be installed on-demand incrementally or scheduled to have all available updates installed automatically. Tyler deploys all updates, software fixes and custom modifications using a utility that is developed and maintained by our staff called the “Munis Internet Update” (MIU). Written in Microsoft.NET Framework 3.5 SP1, the MIU is an Internet update utility that facilitates the downloading of software to your existing system. System Administrators are able to periodically check for, and download, updates for our ERP software. This robust process performs a series of comprehensive validation tests behind the scenes. Such tests help to protect your server’s current files from erroneous or redundant overwrites. The MIU utility displays a screen containing all of the available updates that may benefit your selected environment. We encourage a minimum of three environments (Live, Test and Training) In fact, with the MIU clients can view installed programs, check for and update custom code, review their installation history, restore updates and “roll” their environment. If a server encounters a problem during an upgrade, the MIU will automatically restore back to the older version and notify both the client and Tyler. Additionally, the MIU has the ability to automatically scheduled updates as well as apply updates to multiple application servers. What strategic decisions or direction is your firm taking or making related to the product being proposed today? Tyler is investing heavily in enhanced citizen self-service functionality as well as continued innovation in the realm of mobile computing. Additionally, Tyler continues to invest millions of dollars into further expanding its industry-leading cloud-based delivery and infrastructure List applications that the product being proposed will integrate with or has integrated with in the past. Munis offers a variety of methods of interfacing with external third-party systems, including file-based import and exports and real-time web service integration through plug-and-play App Connectors. Tyler’s Munis Open API initiative will also eventually provide a suite of module API’s for custom interface development. Full Integrated ERP Solution When evaluating a new ERP system, it is very common clients are looking to replace several disparate systems with a single, integrated ERP solution. Since every Munis application is integrated with one another, sharing a single database, many existing interfaces are commonly eliminated when moving from several disparate systems. For example with Munis, an employee raise initiated by a Human Resources personnel action, automatically updates Payroll and the General Ledger. File-based integration Munis includes several file-based interfaces provided through integrated Munis applications and designed for end users. Unlike many legacy systems that require a database administrator to import or export data with their system, users can easily import or export data with Munis through point-and- click user interface. User-defined templates specify the data layout for a specific system, so users can quickly choose the appropriate template at the time of import/export. Munis also includes interface templates for commonly used third-party systems out of the box. File-based interfaces can also be scheduled for one-time or recurring, automated processing. Munis imports can be configured with Munis Workflow to send automated notifications or approval requests before the data updates production records. Workflow business rules can be set on a variety of data conditions specific to the imported data. This includes if data causes an account to go over budget, is over a certain dollar amount, or effects a specific segment of your general ledger. After all workflow rules are been approved, imported data is moved to production records. Depending on the process, imports can also be rejected at the item or file level; rejected imports can be resubmitted at any time. Microsoft Office Integration Tyler applications are designed to easily integrate with the Microsoft Office suite. Data can be exported to Microsoft Word directly from many Tyler applications. Some applications even leverage Word's mail merge functionality allowing users to easily create and maintain form templates for completely customized presentation of application data. Word Mail Merge exports are also automatically archived in Tyler Content Manager for quick retrieval at any time. Applications include a variety of integrations with Microsoft Excel. Users can easily export application data directly to Microsoft Excel from most applications. Excel exports aren’t just raw data dumps; exported data maintains the same formatting as the application including dates and currency data. Many exports include a link back to the corresponding record in application. Microsoft Excel is also one of many formats supported for bulk data exports and imports, which can also be scheduled for automated processing. Munis also includes an add-in to process Next Year Budget Entry directly in Excel using web services, saving from having to retrain users on basic application navigation each budget season. Finally, many Tyler applications include integration with Microsoft Exchange calendars for appointments, meetings, and vacation requests. Email notifications and alerts can be sent using most email servers, including Microsoft Exchange. App Connectors Munis includes a variety of App Connectors; pre-packaged web service integrations providing plug-and-play support with specific third-party applications. Tyler develops and maintains all App Connectors, requiring no development expertise from the client to configure. Munis API Suite Tyler has extensive experience utilizing web services and APIs for application integrations. Historically, Munis APIs were provided to individual clients as part of their contract or statement of work. In 2018, Tyler’s Munis Open API initiative was created to provide consistent, developer friendly, well documented, integration points through industry best practices. The Munis Open API Suite will include a library of exposable application programming interfaces (APIs), and API Recipes for integrating external applications with Munis. Comprehensive developer API documentation and resources will also be provided through Tyler’s Developer Portal. Munis APIs are a collection of API resources (or endpoints) packaged together per product module, e.g., General Ledger, Accounts Receivable. All Munis APIs conform to OpenAPI 3.0 specifications for Representational State Transfer (RESTful) based architecture and use OAuth2 protocol for user authorization. REST is the industry preferred standard for API development and scales very well since the client and server are loosely coupled. With REST, the server is free to change the exposed resources without breaking existing resources. Data can be exchanged in a flexible format using either JSON (default) or XML. API recipes included with Munis APIs are designed to make integrations more accessible. Recipes provide an aide to developers creating their own integrations. While Munis APIs are specific to a single module, an API Recipe includes a combination of API resources commonly used to accomplish a specific integration. Tyler’s web-based Developer Portal provides developers with documentation and testing resources for APIs and API Recipes through an industry standard experience built on Swagger UI and API framework. Documentation includes an explanation of all resources available within each module API, including associated operations and data elements. Developers can view examples of API calls and responses and test calls in an interactive manner. No. Functional Area Identify the Name of Proposed Module(s) to Address Requested Functional Area Identify Any Third-Party Partnerships and/or Solutions Successfully Integrated* With 1 General Ledger and Financial Reporting Tyler/Munis Modules Include: Accounting/GL, Munis Analytics & Reporting, Tyler Content Manager SE, Tyler Forms Processing and CAFR Statement Builder. 2 Budget Tyler / Munis Budgeting 3 Purchasing Tyler / Munis Purchasing, eProcurement, Contract Management 4 Accounts Payable Tyler/Munis Accounts Payable, Cash Management, Employee Expense Reimbursement 5 Accounts Receivable, Billing, and Cash Receipts Tyler Munis Accounts Receivable and General Billing, Tyler Cashiering and Tyler Citizen Self Service 6 Project Accounting and Grant Management Tyler Project & Grant Accounting 7 Fixed Assets and Inventory Tyler/Munis Capital Assets, Tyler / Munis Inventory, Tyler GIS 8 Time Entry and Payroll Tyler’s ExecuTime products to include: Advance Scheduling, Advance Scheduling Mobile Access, Time and Attendance, Time and Attendance Mobile Access Tyler/Munis Payroll with Employee Self Service 9 Utility Billing Tyler Munis Utility Billing 10 Applicant Tracking and Onboarding Tyler Munis Recruiting 11 Workforce Management Tyler Munis Human Resources & Talent Management 12 Benefits Tyler Munis Human Resources & Talent Management 13 Risk Management Tyler / Munis Risk Management *Successful integration should include only those instances where both the software and the client are in production environments. IV. OPTIONAL AND COMPLEMENTARY MODULES What other system modules or products would the Respondent recommend to be complementary to the Project Scope as described in Section 2.0 of the RFP? Table 2-02: Optional and Complementary Modules No. Module Name Brief Narrative Description of Functionality Provided 1 Tyler Munis Bid Management See Section 2.7 for Product Description 2 Tyler EAM See Section 2.7 for Product Description 3 Tyler Incident Management See Section 2.7 for Product Description 4 Socrata Open Finance See Section 2.7 for Product Description 5 Tyler Munis Performance Based Budgeting See Section 2.7 for Product Description 6 Tyler Disaster Recovery See Section 2.7 for Product Description 7 Tyler Systems Management See Section 2.7 for Product Description 13 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services 2.2 EXHIBIT 1 / MUNIS OVERVIEW B. Any other information that may be relevant and useful to the City. Munis is an Enterprise Resource Planning (ERP) solution designed specifically for local governments and schools. Simply put, Munis enables and empowers users to become more efficient, productive, and responsive to the needs of their constituents. Munis integrates your finances, payroll, human resources, purchasing, fixed assets, revenue streams, and more. It breaks down departmental silos, streamlines processes, and eliminates duplicate data entry. Munis helps you work more efficiently with role‐based dashboards, automated workflow, wizards, and integration with Microsoft productivity tools, providing you the tools and business intelligence you need to be more responsive to your constituency. Available through a traditional site purchase or as a cloud‐based solution operating through Tyler’s data centers, Munis is a dynamic system that evolves with new features, technology, and expanded services to ensure that our clients are never left behind. In addition to the expansive scope of public sector‐oriented features and functions, the real power of Munis is the built‐in workflow and productivity tools. Designed exclusively for the public sector, these tools provide your staff unrivaled operational efficiency, seamless real‐time processing, elimination of duplicate entry, and the assurance that your data is secure and up‐to‐date. Our clients get industry leading technology that is continually enhanced through a perpetual upgrade process we refer to as evergreen. It is a steady stream of significant, yet manageable, changes deployed with minimal disruption to our clients’ operations — with no re‐licensing fees. We add the newest technologies while maintaining the integrity of our core business logic. This incremental introduction of new technologies results in a product that always has functional innovation with the practical application of technology that is in line with client needs. Our commitment to the total client experience means that we invest heavily in a user‐centric design process. We continually maximize end‐user productivity by listening to our clients and assessing what is important to their business. We involve clients in usability testing conducted by analysts certified by Human Factors International to ensure that Munis works the way they do. PRODUCTIVITY TOOLS COMMAND CENTERS AND CENTRAL PROGRAMS Throughout Munis you will find command centers and central programs that are tailored to specific functional areas such as purchasing or human resources. These tools are designed to provide one‐ click access to relevant data from multiple applications and screens. They provide efficient access to information – everything you need is easily available from a single screen. Central programs are for the user who needs inquiry and operational access, while command centers provide additional access to the user responsible for administrative actions such as code and table set up. 14 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services Munis HR Command Center Example of a Munis General Ledger Account Central Program 15 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services WORKFLOW Munis Workflow helps you automate the flow of approvals, notifications, and tasks throughout your organization, ensuring the right tasks are carried out by the right people at the right time. You may tailor business rule templates to work the way your organization does and set up dynamic alerts to notify appropriate staff when a deadline is approaching, or a process has run. Workflow approvals can be set for multiple levels, so you can rest assured that the appropriate team is signing off on all tasks. Example of a Requisition Approval chain in Munis Workflow INTEGRATION WITH MICROSOFT You use Microsoft products every day‐‐from Word to Excel to Outlook®‐‐so we designed Munis to easily integrate with these familiar programs. In fact, Munis was one of the first ERP applications to provide “single‐click” integration with Microsoft Office. Calendars in Munis don’t just work like Microsoft Outlook—they are Microsoft Outlook. Full integration with Microsoft Exchange means calendar appointments and meetings, vacation requests, and workflow are fully synced with users’ daily schedules. Users can email records and reports using their Outlook email right from the Munis ribbon. Munis integrates fully with Microsoft Skype to enable easy communication with other application users. Need to know if an employee is available? Skype’s advanced “presence” functionality indicates an employee status, such as available, busy or out of office. Users can save time by initiating an email, IM, or phone or video chat directly from the Munis screen. 16 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services MOBILE APPLICATIONS Tablets and smart phones are quickly replacing desktops and laptops as the devices of choice to access information and conduct business. Munis not only runs on tablets and smart phones, but actually recognizes the device and displays a user interface designed for touch. Apps designed for tablets and smartphones include functions that require use of the device’s camera, GPS or voice recognition functionality. They may also be designed for employees who require limited access to functions or for parent and student use. Our current apps include Munis My Work for workflow, Munis Field Inspector for permitting and licensing, Tyler eTimekeeper for remote time and attendance entry, and Munis Citizen Self Service and Munis Employee Self Service for 24/7 access to information and password protected data. Tyler continues to develop new apps to meet evolving needs. TYLER HUB Tyler Hub is a powerful platform that can improve the efficiency of all Munis ERP users. By connecting diverse data sources, Tyler Hub enables you to monitor key processes, quickly execute routine tasks, and eliminate time‐consuming data searches. Tyler Hub is built on a series of preconfigured cards designed to visualize standard sets of data for various job functions and tasks. Select from the sets of cards – or content packs – for accounts payable, asset management, payroll, utility billing, human resources, purchasing, inventory, and more. Users have the option to adjust the data as needed and specify how it is presented – or simply to use the cards as they are. A Tyler Hub page can be assembled to focus on a specific process such as hiring or cost benefit tasks or can be configured to reach across Munis solutions to combine cards from utility billing, accounts receivable, and the general ledger. A page can combine data analytics, reporting, and task functions, and users can add modify and add pages to their platform stack as their job functions evolve. Real‐time data analytics and active links give you an advantage. Instead of taking the time to open multiple programs to find data, Tyler Hub centralizes the data you need and makes it instantly accessible and allows you to access transactional details, locate a site on a map, approve or reject a transaction, plus a variety of other actions. By having everything visible and accessible, Tyler Hub gives you more time to analyze your data rather than searching for it. CONTENT MANAGEMENT Tyler Content Manager includes all the critical components of an enterprise content management suite — back file scanning, indexing and redaction, optical character recognition, web interface, micrographics conversion, disaster recovery, and highly secure off‐site document storage. It also works with third‐party applications, using Batch Print Capture to print multiple documents directly into Tyler Content Manager. 17 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services Additionally, the Application Connector provides seamless integration between applications and Tyler Content Manager. You’ll improve accuracy and have quick access to related documents without leaving an application — saving valuable time navigating throughout multiple applications to find vital, related files. More than “document management”, Tyler Content Manager supports multiple file types ranging across multiple departments in distributed locations. Electronic files include scanned images (TIFF, PDF, etc.), photos (JPEG), office documents (Microsoft® Word, Excel®, PowerPoint®, etc.), drawings (DWF, DWG, etc.), or any other file you want to store and manage. ANALYTICS AND REPORTING Munis Analytics and Reporting includes several tools that help you improve data management, analysis, information sharing, and report delivery. Dashboards and central program applications provide immediate, out‐of‐the‐box views of key information that can be configured by user based on role and preference. Robust Microsoft Office integration provides seamless data exports to Excel for further analysis. Support for industry‐leading business intelligence and ad hoc reporting tools offer even further flexibility and customization while still using existing application permissions. Munis database cubes, built on Microsoft SQL Server Analysis Services, allow you to make better business decisions by easily viewing comparisons, patterns, and trends with Microsoft Excel PivotTable and PivotChart reports. Using SQL Server Reporting Services, you can create and manage complex, interactive reports and deliver them in a range of formats. Additionally, Tyler employs a dedicated Munis state reporting team responsible for ensuring you maintain compliance with state and federal reporting mandates. BUSINESS INTELLIGENCE The right business intelligence solution is crucial for effective data analysis and strategic decision‐ making. That’s why we created the Munis Business Intelligence Toolkit specifically for our clients’ needs, leveraging the decades of experience we have serving only the public sector. With Microsoft SQL Server Analysis Services and OLAP cubes provided with the Munis system, this advanced toolkit provides administrators with tools for “what if” scenario analysis, monitoring of key performance indicators based on business rules, and reporting, charting and publishing. TYLER FORMS Tyler Forms provides customized form delivery across your organization with output options such as print, e‐mail and archive. Utilize custom form designs to print purchase orders, invoices, checks, work orders, tax documents, and much more. The advanced processor eliminates the need for preprinted forms, and incorporates bar codes, OCR and postal fonts, logos and other date driven elements using standard blank paper. Eliminate form printing costs and deliver documents that meet your organization’s branding, service and regulatory requirements. Tyler Forms also: Supports electronic delivery of payroll, invoices and purchase orders 18 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services Provides seamless integration with Tyler Content Manager for an end‐to‐end paperless solution Reduces print material inventory, saving money and supporting green practices Streamlines document creation, control and storage GIS MAP INTEGRATION Tyler’s GIS functionality seamlessly integrates your transactional and spatial data by integrating Munis with the Esri® ArcGIS® Server. Users can view assets and properties on a map, spatially analyze data, perform spatial functions such as buffer searches and even assist with worker or inspector routing by placing locations on a map. 19 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services Tab 3 PROJECT APPROACH & IMPLEMENTATION METHODOLOGY 3.1 ATTACHMENT A / TAB 3 4.5 Tab 3 – Project Approach and Implementation Methodology The third tab of the Proposal should include: A. A completed response to the Tab 3 information contained in Attachment A. Please reference the completed response to the Tab 3 information contained in attachment A on the following pages. Tab 3 – Project Approach and Implementation Methodology I. PROJECT APPROACH i.Respondent to provide a description of the proposed approach for providing the Servicesdescribed in Section 2.0 – Project Scope, including a comprehensive description of theproposed implementation methodology for the Project. The description should include how theRespondent has developed this methodology to both incorporate lessons learned fromexperiences as well as to meet the needs described in Section 2.0 – Project Scope. Tyler’s implementation process demonstrates our long-term commitment to our public sector clients. Our implementation process is a project roadmap that takes you from software installation up to the daily, normal use of the new software system. Tyler’s goal is to provide the best software, services and support to you, our clients. Your organization benefits from the fact that we perform our own implementations and know our software better than anyone. As a Tyler client, you receive guidance throughout implementation from experienced Tyler professionals who have implemented Tyler products in more than 8,000 public sector implementation projects. PROVEN APPROACH Tyler utilizes a proven stage-driven implementation approach. An approach of this nature is preferable because it allows for ongoing validation of system decisions throughout the project as improved knowledge is learned and shared during each stage. The stages build on one another, allowing the project to progress with the goal of delivering a refined and mature solution which meets your policies and procedures, while taking into account best practices recognized in the industry. Moreover, this approach ensures that process-specific details are mastered prior to moving to each subsequent stage. A formalized sign off process, defined by major objectives, deliverables and outcomes, is the key to a successful implementation. IMPLEMENTATION METHODOLOGY Tyler’s methodology is straightforward and based on three vital foundations: industry experience, expert resources, and a globally-recognized project management approach. We combine our in-house expertise in successful implementations and integrate it with the principles of the Project Management Institute® (PMI), a globally recognized organization dedicated to the project management profession. Utilizing the five process groups outlined in the PMI’s PMBOK® (Project Management Body of Knowledge) Guide — Initiating, Planning, Executing, Monitoring and Controlling, and Closing — we deliver a tested and proven approach to every project. We have integrated industry tools and technologies from PMI with Tyler’s implementation experience, to yield a proven approach that is tailored specifically to the public sector. Our project managers are trained to maintain the professional standards of PMI. Tyler’s trained personnel perform and guide all aspects of an implementation. Our staff consists of seasoned professionals with years of experience, and unique and proprietary skills, specialized in managing and delivering projects focusing on your business processes. Our implementation process also emphasizes the importance of cultural change management. This is how we guide you through the changes that accompany implementation of a new software system and help to ensure a smooth transition. Our implementation staff is experienced in analyzing policies, procedures, and organizational needs. The proof of our approach is in the outcome — a successful implementation. Throughout a project, we establish control points (critical review points) to ensure your organization fully understands and accepts the project progress. It is at these check points that your stakeholders monitoring the overall project must formally accept the project to date. Once there is formal acceptance, the project will proceed to the next stage. Tyler takes pride in our implementation process and deliverables. We focus on you and setting you up for success. Our product experts strive to gain understanding of your needs and current business practices, while recommending best practices to best leverage your new technology. Our implementation process positions you to successfully utilize Tyler products at go-live and to consume the new technology developments delivered through our software releases and upgrades. IMPLEMENTATION METHODOLOGY OVERVIEW The Tyler approach, built upon PMI process groups and our industry expertise, is depicted on the following high- level illustration. WORK BREAKDOWN STRUCTURE PMI utilizes a Work Breakdown Structure, or WBS, to depict overall project work. Tyler uses this key PMI tool to show our implementation approach in greater detail. STAGE 41.1.0 Initiate & Plan 1.1.1 Tyler Internal Coordination & Planning 1.1.2 System Infrastructure Planning 1.1.3 Project/Phase Planning 1.1.4 Project Schedule 1.1.5 Stakeholder Presentation 1.1.6 CONTROL POINT 1: Initiate & Plan Stage Acceptance 1.2.0 Assess & Define 1.2.2 Current/Future State Analysis 1.2.3 Data Conversion Planning & Mapping 1.2.4 Standard 3rd Party Data Exchange Planning 1.2.5 Customization Analysis & Specification* 1.2.6 Forms & Reports Planning 1.2.7 System Deployment 1.2.8 CONTROL POINT 2: Assess & Define Stage Acceptance 1.3.0 Build & Validate 1.3.1 Configuration & Power User Training 1.3.2 Data Conversion & Validation 1.3.3 Standard 3rd Party Data Exchange Validation 1.3.4 Customization Delivery & Validation*STAGE 31.3.5 Forms & Reports Validation 1.3.6 CONTROL POINT 3: Build & Validate Stage Acceptance 1.4.0 Final Testing & Training 1.4.1 Cutover Planning 1.4.2 User Acceptance Testing 1.4.3 End User Training 1.4.4 CONTROL POINT 4: Final Training & Testing Stage Acceptance 1.5.0 Production Cutover 1.5.1 Final Data Conversion 1.5.2 Production Processing & Assistance 1.5.3 Transition to Tyler Support 1.5.5 CONTROL POINT 5: Production Cutover Stage Acceptance 1.5.4 Schedule Post Live Services, if applicable 1.6.0 Phase/Project Closure 1.6.1 Close Phase/ Project 1.6.2 CONTROL POINT 6: Phase/Project Closure Stage Acceptance STAGE 1STAGE 5STAGE 6* - If included in project scopeSTAGE 21.2.1 Fundamentals Review STAGE 1: INITIATE & PLAN This stage of the implementation process commences once a contract has been signed. The project starts with the implementation team comprised of your executive sponsor, project leader and the Tyler project manager, who work together to define project expectations and establish a baseline project plan and schedule. During the Initiation stage, the Tyler team leads discussions with you to begin system infrastructure planning, outline goals and timelines, and finalize processes for the implementation of all products in the scope of the project. As part of the Planning step of this stage, project stakeholders within your organization are identified. These stakeholders monitor the overall project and are essential to a successful implementation. They ensure that the project is aligned with your larger goals. This group, in conjunction with Tyler’s project manager, is responsible for monitoring the project and providing formal acceptance of each stage. Once stakeholders are determined, functional leaders are chosen for the project to provide expertise on your business processes. Implementation Management Plans are provided to all, which outline the management of scope, schedule, quality/testing, resources, communication, upgrades and risk. These plans may be updated in cooperation with the project team. The Planning and Initiation stage concludes with a high-level project schedule Stakeholder Presentation to all of your key project stakeholders. STAGE 2: ASSESS & DEFINE The Assess and Define stage starts with a fundamental review to provide your project team with a preliminary knowledge transfer of how the system functions. The goal of this stage is to examine and analyze your unique business needs and to translate the findings into a system design plan as an output. Tyler’s consultants and your subject matter experts perform a Current/Future State Analysis of your current and required future business processes. The system design plan addresses key business drivers, which ensures that all requirements for a successful implementation are presented and accepted. Additional outputs of this stage consist of a plan addressing and identifying data conversions, standard data exchanges to third party systems, and forms and reports. The Assess and Define stage concludes with a formal acceptance of the defined deliverables and project outcomes. STAGE 3: BUILD & VALIDATE After the system is built, your internal team will work with the Tyler team to establish and validate the system configuration and complete due diligence for systems readiness during the Build & Validate stage. Your project staff validate the system design, converted data, standard third party data exchanges, forms and reports. A strategic component of this stage ensures the key individuals are trained and enabled for self-sufficient system operations. Once trained, validation and testing procedures commence in an iterative fashion for data conversions, third party data exchanges, employee and citizen-facing forms, and key stakeholder reports. This stage is considered completed when the primary/key users have reviewed the system configuration to ensure that they are in alignment with the business processes, goals and objectives of the project. STAGE 4: FINAL TESTING & TRAINING The Final Testing & Training stage is designed to facilitate maximum knowledge transfer. Together with the Tyler project manager and implementation consultants, we will develop a cutover plan which will detail the critical items that need to be completed in order to go live, such as: final trainings, interface testing and validation, conversion cutover schedule and timing, User Acceptance Testing (UAT) and the training schedule to roll-out the system. Prior to end-user training, your users will follow detailed test scripts through a UAT process to ensure proper validation of the system is performed. UAT ensures that all data and configuration needs have been met and that the software is ready for day-to-day business processing. This stage concludes with final training for your end users and formal approval of the system’s readiness to support your business processes prior to moving forward to go-live. STAGE 5: PRODUCTION CUTOVER The vital stage of Production Cutover is comprised of production and post production support. Final data conversion is completed as necessary. All the prior training and planning now culminates as your organization is self-sufficient within the new Tyler environment. Now you are operating in the production environment with the support of the Tyler project team. If required or planned upon during the initial stages, post-live education and training is implemented. The phase closes with a transition to the product support team. STAGE 6: PHASE/PROJECT CLOSURE The final stage of implementation, Phase/Project Closure, is to bring a formal closure to the project phases, or to the whole Tyler implementation if no additional phases are required. Through a formal project close-out meeting and acceptance from stakeholders, both teams formalize the completion of a successful Tyler implementation. The deliverables completed through the project close-out meeting may include such topics as lessons learned, a review of accomplishments and final acceptance of the project work completed. LESSONS LEARNED Our implementation methodology is a custom approach that we have developed based on our 35 years of experience implementing public sector projects such as yours and combined with the principles of the Project Management Institute® (PMI). Utilizing the five process groups outlined in the PMI’s PMBOK® (Project Management Body of Knowledge) Guide — Initiating, Planning, Executing, Monitoring and Controlling, and Closing — we deliver a tested and proven approach to every project. Based on our experience, we have incorporated several steps into our approach that are based on lessons learned on past projects. Our approach includes a Fundamentals Review paired with a Current/Future State Analysis. The vital steps set up your team for success through a knowledgebase core team prior to the analysis stage. We have tested and proven that incorporating a Fundamentals Review prior to analysis, your team can make more informed decisions for a software set up that best supports your business processes. In conjunction with a strongly recommended phased implementation approach, we also strongly recommend phasing that corresponds to your fiscal year for Financials. Additionally, Payroll should only go live at the start of quarter. This is vital for data conversions and key information exchange. Lastly, our approach helps to minimize project delays and often can overcome significant issues while still ensuring a successful outcome. The Testing Phase is a shared responsibility and must be recognized as such. Tyler’s Testing Plan is custom designed for each project and decided upon during the initial planning sessions depending several factors including custom modifications and modules purchased. For example, the payroll product typically involves more testing and our testing plan accurately reflects this. Below are lessons learned: • Rather than running a complete payroll, groups of accounts or employees should be tested, allowing the users to manage their time more effectively. • Ensure adequate employee sampling for payroll testing. An adequate sample is required to ensure all new pay codes, deductions, tax tables etc. are properly tested and vetted prior to go-live. • All appropriate users have correct security access to preform daily duties and testing while maintaining data integrity. PROJECT MANAGEMENT Major projects, such as implementing a new software system, are generally one-time operations. Many organizations cannot justify hiring a full-time expert or training someone to manage the overall project. Fortunately, Tyler has managed thousands of these implementations and has the resources, expertise and experience to properly manage all aspects of the project. Tyler employs a custom Project Management Methodology based upon the principals set forth by PMI, the globally acknowledged leader in the field of project management. Our approach to project governance has been continuously improved during Tyler’s more than 35 years of experience implementing software exclusively with public sector clients. No one knows the Munis system better than Tyler staff. That’s exactly why we don’t contract third parties to do our implementation for us. We do it best. Your primary point of contact throughout the project is the Tyler Project Manager. The Tyler Project Manager will guide the implementation from start to finish, following our custom methodology and work breakdown structure. Our staff consists of seasoned professionals with unique and proprietary skills and years of experience, focused into dedicated departments. Many of our project managers have already earned their PMP credentials through PMI, while others are in the process of acquiring their certification. Our proposed project team consists of Tyler Project Management. The assigned PM will be tasked with providing oversight of the project, coordinating resources between departments, managing of the project budget and schedule, effective risk and issue management, and is the primary point of contact for all project related items. ii. Respondent to include a sample Implementation Plan, per the detailed instructions in Section 4.5 of the RFP. Exhibit submitted Yes X No Please reference the Sample Implementation Plan provided on the electronic copy of this proposal response. II. DEPLOYMENT Respondent to provide a detailed narrative description of how the implementation approach will vary between the deployment methods proposed (i.e. a traditional City-hosted model, a Respondent-hosted and/or a subscription-based solution, etc.) Many clients elect to divest ERP administration (software and hardware) to Tyler by subscribing to our SaaS (Software as a Service) offering. With the Munis SaaS solution, Tyler will host and manage the Munis applications from our state-of-the-art data center. We will provide the ongoing support, maintenance, and upgrades of the applications, hardware, and operating system. This eliminates the need for you to dedicate resources to the administration and support of the ERP solution, allowing IT resources to focus on other mission-critical initiatives. During the implementation, the City will see difference in the approach on subtle instances. For example, on client- hosted implementation, the client is responsible for running the MIU (Managed Internet Update), loading data conversions, and refreshing the database. In a SaaS environment, our dedicated team handles these items. III. GO-LIVE AND ONGOING SUPPORT Respondent to describe what level of pre- and post-go-live support is available under the proposed fee structure. If varying levels of support are available, this section of the RFP response should clarify these potential support services and highlight the level of support that has been proposed. Respondent shall use Attachment C, Cost Worksheets, to clearly identify the varying fees based on the varying levels of support that are available. GO-LIVE SUPPORT Tyler believes that a smooth transition from implementation to the production environment is critical to the success of our project and our clients. To ensure that your team is as supported as possible during this critical time in the project, resources from the Tyler Project Team will be on-site to provide guidance and assistance as needed. To assist with identified critical processing that occurs during the first 30 days of production, Tyler Project Team resources will be on-site for the first go-live week to manage issues and actions as needed, and after this period, the work is scheduled remotely. During the planning stage of the project, a decision will be made about the number of project days that will be set aside for Go Live and Post Live Support. We are committed to ensuring that you are successful in production with Munis and are always willing to provide assistance at our standard billable rate should your team request additional service days. SUPPORT ACCOUNT MANAGEMENT At the beginning of the Go Live Preparation stage of the project, approximately 30 to 60 days prior to Go Live, you are introduced to a new project team member, the Munis Support Account Manager. The Support Account Manager is a resource within Tyler’s Technical Support department who will work with your team to transition from Implementation activities to Support and Production. This new resource will be brought up to speed on all project activities, issues, and concerns through their involvement in conference calls, access to the Project SharePoint Site, and all email correspondence. The Support Account Manager will work with you for the remainder of the Implementation and for the first year of Live Processing after Go Live. Following Implementation, our clients are faced with a year of many Tyler firsts. The Support Account Manager utilizes existing tools such as the Project SharePoint site to document and develop a detailed plan to navigate critical processing. They also assist with any challenges that arise during these processes, ensuring successful and productive use of Munis. Tyler’s Support Account Manager Program is a free service and is designed to assist our clients learn about the services and tools that are available to our clients, and how best to resolve issues before they reach a critical point. To ensure a successful client experience, the Support Account Manager uses proven Project Management methodologies to develop a transition plan focused on helping clients navigate all critical processing in the first year of production. This service is not intended to replace Support, TSM, Implementation, Sales or Development, but serves to enhance these and other services as well as help your resources become self-sufficient. MUNIS TECHNICAL SUPPORT Tyler knows that satisfied clients — more than any other single factor — determine a company’s ongoing success. We also recognize that superior technical and operational support is critical to our client’s satisfaction. That’s why we provide a variety of resources and tools to support all aspects of your use of Munis. We want you to receive the best return on your investment in Tyler possible and our approach to technical support is designed to ensure that you have everything you need to maximize your use of Munis. Unlike some companies who outsource their application support to a third party, Tyler offers a complete solution of customer support services provided by our in-house experts. Our mission is to deliver superior service by providing a timely response, issue resolution and operational support, resulting in a high-level of client satisfaction. Our technical support teams are certified by HDI, a global certification body dedicated to the technical software support and service industry. All support technicians undergo rigorous internal training on the Munis application and must work toward earning their HDI Customer Service Representative certification to demonstrate the highest level of service and expertise. Munis technical support has earned HDI’s Team Certification Award which demonstrates our commitment to offering the highest level of service to you. SUPPORT TECHNOLOGY Munis Technical Support uses a variety of products and tools to assist with issue resolution and to answer functionality questions. In order to provide the highest level of service to our clients, Tyler utilizes Citrix’s® GoToAssist™ as its remote support solution. GoToAssist is a powerful collaboration and communication tool which allows Munis Support Technicians to remotely access any of your servers or desktops. Using this technology our Munis Support can take keyboard and mouse control, transfer data files, and monitor processes, all of which are critical to a timely and accurate resolution of your issue. GoToAssist technology is a fast, easy-to-use tool that provides a highly secure connection with 128 bit, end-to-end AES encryption which is critical to maintain the security of your data and network. To provide an audit trail of all work performed, every GoToAssist session is recorded and stored for 90 days. At the completion of each session, a survey is provided so that Tyler may solicit feedback on the quality of resolution provided and the Munis Support Technician. PHONE SUPPORT Tyler provides a dedicated 800 number for our clients to contact Munis Technical Support. We place no limits on who from your team that may contact Support, the number of calls placed, or our time required to resolve your incidents. We are focused on providing the highest level of support to all of our clients and will work every incident with the same level of dedication to finding a timely resolution to your concerns. Customer support’s goal is to return all calls within one business hour. ONLINE SUPPORT In addition to phone support, you can log new and manage open incidents through our online support tool. The Munis Support Portal will provide 24/7 access for resources to submit and update incidents, including the ability to attach documentation and screenshots if needed. All account and incident data are available in real time, providing the ability for you to communicate with Munis Support Representatives directly without the need to be on the phone. The Munis Support Portal is not the only option for you to access critical information, communicate with system experts, utilize applications, or access tools. Tyler Community, the Munis Release Management Console, the Munis KnowledgeBase, and many other tools, including the Portal can be accessed through Tyler’s website, www.tylertech.com. Through Tyler Community, users can view and reply to discussions on trending topics such as state reporting, year-end close, and upcoming releases. The Release Management Console provides information about the life cycle of all current and future Munis releases, so you can plan when to adopt new versions of Munis. Users have access to the Munis KnowledgeBase which includes procedure documents, frequently asked questions, user conference documents, e-learning materials and more. INCIDENT TRACKING Tyler records all your contacts and incidents in a customer relationship management system. This system tracks the history of each incident, including the contact, time, priority level, case description, correspondence, attached files, support recommendations, your feedback, and the resolution. The priority is assigned to each case as it is logged based upon the initial information provided. The priority of a given case may be modified as more information about the circumstances surrounding an issue are uncovered. For example, a lower priority case may become higher priority if further research reveals a more critical issue or a previously unknown deadline or penalty. You can also request an escalation if the priority originally assigned does not match the importance or impact of the issue to your organization. The below call priority chart contains a description of the criteria that are used to classify each case. Priority Description Resolution 1 - Critical Application or Program is Down, no Work Around Exists 1 day or less 2 - High Program or Process is Severely Affected, a Work Around Exists 10 days or less 3 - Medium Program or Process is Affected, a Work Around Exists 30 days or less 4 - Non-critical Issue is Non-Critical in Nature, Support Assistance Requested 60 days or less TYLER SYSTEMS MANAGEMENT Many public sector clients are looking for an additional layer of technical support to assist in managing their technical infrastructure, database, and maintenance needs. Tyler offers an optional level service through our Tyler Systems Management support team. Tyler Systems Management provides expert assistance for all your Munis database and system maintenance needs as well as provide select hardware peripherals via Tyler’s Hardware Loaner Maintenance program. The services offered through Tyler Systems Management include assistance with: installations, routine maintenance, system administrator software training, database tuning, server support, remote system monitoring, data recovery and upgrade services. In addition to specializing in Microsoft operating systems (server and workstation), SQL database engines and network configuration, our team holds industry specific certifications such as Microsoft Certified Solutions Expert (MCSE) and Microsoft Certified IT Professional (MCITP). Tyler Systems Management is a contract service, much like the Munis Maintenance Agreement, which is billed on an annual basis and renewed each year. Many of the services provided by Tyler Systems Management are available on a fee-per-incident basis to whom are not currently under an existing contract. TYLER COMMUNITY Tyler Community provides a secure, online setting where you can go to find answers to common problems, connect with other Tyler users to share ideas, answer posted questions, and access information that is available 24/7. Based on a social networking platform, Tyler Community includes blogs, forums, files, and wikis where both clients and Tyler employees can contribute. Clients and employees use Tyler Community as a dynamic way to troubleshoot problems and share best practices with Tyler's vast Munis community. Additional benefits include: • State user groups create an environment for you to easily communicate legislative changes and state- specific subject matter • Easy access to current information on critical issues • Helpful technical tips from subject matter experts • Powerful search capabilities across forums, wikis, files and people TYLER UNIVERSITY Tyler University is an e-learning solution to enhance support and training of your employees. Through this learning management system developed by Tyler Technologies, new and existing employees are provided an on-demand solution to acquire and refresh the skills needed to successfully implement and use Munis day-to-day. Tyler University’s core modules include: financials, human resources, payroll and technology. Employees in the finance department can train on a wide range of topics from req-to-check, including requisition entry, creating a change order for a purchase order and purchase order receiving. For the human resources and payroll staff, Tyler University offers courses on the complete payroll process, the power of employee building and applicant tracking. For system administrators, courses include topics on role based security design, administering the dashboard and role synchronization from Munis into Tyler Content Manager. Courses are being added continuously into Tyler University, making it a vital resource for new employees and cross training your team. ONLINE HELP Munis applications include a context sensitive online help function that provides field level and procedural information to assist you and your team in completing program tasks. When you are in a program and select the help function, the program displays a field level description of all data elements on the screen, as well as processing options for that program. It is formatted to provide you with a general overview of the program or the selected program screen, descriptions of the fields on the screen, and procedures for completing the tasks within the program. The online help function also includes a table of contents, from which you can select help for other programs within a product. This tool is linked to the Munis KnowledgeBase allowing for immediate access to additional information and resources directly from the Help screen. There are also links to Munis Technical Support for ease in requesting assistance from a Munis expert. RELEASE NOTES Munis release notes are provided in advance of every new version of the Munis to provide the important information to our clients. Release notes provide a brief description of each product change, along with a list of programs affected by the changes. Release notes are organized by product, so you can easily find the changes that affect their organization. By accessing the release administration program within Munis, you can review enhancements, open issues and fixes for a specific release by module and program in real time detail. MUNIS KNOWLEDGEBASE The Munis KnowledgeBase provides users with a single, easily accessible location to find all available documentation related to Munis. This tool uses a user-friendly search screen which can be accessed through the Munis Support website. Search criteria include the ability to filter by Munis version, search for key words, include only certain types of documentation, or perform system wide searches. Provided through the Munis KnowledgeBase are process documents, file layouts, user guides, installation manuals, setup documents, system administrator documents, data schemas, training exercises, e-learning classes and much more. More than 90% of the documents available are in MS Word format so that they can be easily customized for use in training materials, custom documentation or process checklists. STATE USER GROUPS As a client, you benefit from networking and peer-to-peer collaboration through state Munis user groups. A dedicated team schedules, manages and conducts Munis user group meetings, along with other Tyler staff invited to share their expertise. Agendas are created with input from clients. Following our EverGuide continuous improvement initiative, we demonstrate new functionality and provide continuing education on existing features. Tyler Technologies is registered with the National Association of State Board of Accountancy (NASBA) as a sponsor of continuing professional education on the National Registry of CPE Sponsors. Breakout sessions may include formal education with CPE credit, peer knowledge sharing, and forums with State Reporting or other development resources for product input. In 2017, Munis held 90 meetings and our clients earned 3,288 CPE credits. Meetings are typically scheduled annually; in large states, there may be several user groups or different sessions planned. Unless otherwise indicated by local state law, meetings are offered at no cost when hosted at a client site and include lunch. A nominal fee is charged if the meeting is hosted at a hotel/convention center. Attendees are surveyed for continuous improvement of meeting location, session content, CPE credits, and online education webinar suggestions. Tyler Technologies offers Tyler Community, a social support site that fosters collaboration between clients and staff. Tyler Community is used extensively in the state user group process. Meetings are announced and agenda items solicited through this site; presentations are posted on the site and discussions begun during the meeting are continued after the meeting on the site. ANNUAL USER CONFERENCE Each year Tyler hosts an annual user conference, which brings together staff and clients from across all Tyler products, including Munis. Tyler has appropriately named our conference Connect, and each year thousands of clients come to learn about Tyler, our products, and to connect with peers and staff. This premier event helps you get the maximum use of their Tyler software. You learn more about existing or proposed functionality through dozens of classes over several days. Development product managers attend the event to share their plans for the next upgrade and to solicit feedback from clients. Our clients’ input from past conferences continues to impact significantly the direction of software enhancements and changes. Client attendance each year ensures that appropriate needs are reflected in product development strategies. Connect is held in different locations every year to accommodate our geographically diverse client base and to provide fresh and exciting activities for our clients outside of the classes and labs. SOFTWARE UPDATES & MAINTENANCE Tyler has proven history of providing upgrades and enhancement releases on a continual basis, which are available to all clients. Our evergreen philosophy ensures that those upgrades and enhancements are provided at no cost to those current with their annual software maintenance contract. Enhancement releases take place every year and are scheduled with the client to provide the best possible timeframe for both the client and Tyler. Upgrades, however, occur periodically and are initiated by the client at any time via the Internet through a process called Live Update, making the process as convenient as possible for our clients. Patches and fixes are provided to the client through Live Update as well. Our professional team has successfully migrated many of our customers through three generations of software. Tyler views this software development and migration as a stewardship of your annual maintenance dollars. Those dollars are invested on behalf of our customers into new products and features, continually taking advantage of current technology. Our evergreen development philosophy has been a strong differentiator that separates us from our competitors and provides a significant cost savings to our family of clients. Through evergreen, our clients receive the latest technology developments, releases and updates without paying additional license fees – for the life of their Tyler product. While this has provided our clients with a return on investment that is unrivaled in our industry, the frequency and complexity of software releases can sometimes create a consumption gap for our clients. The gap exists when new features are released and over time, users don’t learn and apply these features to their work environments. In these instances, this consumption gap increases, causing the user to fall further and further behind on optimally using the product. Clients facing this situation are no longer benefiting from the full functionality of the product, or from the latest technology enhancements. EverGuide® is a Tyler-wide continuous improvement initiative to address these issues. EverGuide is an extension of our evergreen philosophy and will offer services and consulting to help clients maximize, protect and get the most from their software investment. • Through our EverGuide initiative, we will: • Help clients better leverage product enhancements • Provide a workflow “maturity model” for clients to follow • Offer strategic planning services and training resources • Offer a client executive program to help clients build and implement a continuous • improvement plan • Provide domain expertise, with defined integration points and common support methodology As every Tyler product is different, EverGuide will be customized by product group and client type to ensure we are delivering the right level of services and support to meet the unique needs of our clients. With EverGuide, our goal is to help our clients continue to grow and evolve their use of the functionality and enhancements of their Tyler product over a long period of time. It’s also our hope that this initiative is a catalyst for our clients’ organizations to embrace change, commit to training and developing their staff, and fully use the wide ranges of Tyler’s service and support offerings available to them. i. What are the standard hours that support is offered, and through what means (telephone, web ticket submission, etc.)? SUPPORT CHANNELS Tyler Technologies, Inc. provides the following channels of software support: • 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. • 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. • Email – for less urgent situations, users may submit unlimited emails directly to the software support group. • Telephone – for urgent or complex questions, users receive toll-free, unlimited telephone software support. SUPPORT RESOURCES A number of additional resources are available to provide a comprehensive and complete support experience: • Tyler Website – www.tylertech.com – for accessing client tools and other information including support contact information. • Tyler Community – available through login, Tyler Community provides a venue for clients to support one another and share best practices and resources. • Knowledgebase – A fully searchable depository of thousands of documents related to procedures, best practices, release information, and job aides. • Program Updates – where development activity is made available for your consumption FOCUSED BY APPLICATION Regardless of how your team contact us, Munis Technical Support is divided into application specific teams to enable product specialization and provide timely resolution of support incidents. Munis provides technical support for additional aspects of our clients’ operations such as Tyler Forms, Tyler Reporting Services, Tyler Content Manager and advanced technical assistance through our Tyler Systems Management team. This application specific approach allows our Technical Support Representatives to focus on a small group of applications and therefore offer a high level of product expertise to our clients. Our application specific teams with their standard hours of operation are shown in the below chart. Support Team Standard Days Standard Hours Munis Financials Monday - Friday 8:00 AM - 9:00 PM EST Munis Payroll/HR Monday - Friday 8:00 AM - 9:00 PM EST Payroll State Reporting Monday - Friday 8:00 AM - 6:00 PM EST Munis Other Revenue & Collections Monday - Friday 8:00 AM - 6:00 PM EST Munis Tax Billing & Collections Monday - Friday 8:00 AM - 6:00 PM EST Munis Utility Billing &Collections Monday - Friday 8:00 AM - 8:00 PM EST Tyler Forms, Content Manager & Reporting Services Monday - Friday 8:00 AM - 9:00 PM EST Tyler Systems Management Monday - Friday * 8:00 AM - 9:00 PM EST *Tyler Systems Management is available One Saturday per month in addition to the days shown ii. Is product support offered by Respondent, through the software developer/provider, or sub-contracted? Unlike some companies who outsource their application support to a third party, Tyler offers a complete solution of customer support services provided by our in-house experts. Our mission is to deliver superior service by providing a timely response, issue resolution and operational support, resulting in a high-level of client satisfaction. As partners with us in the business, our customers have a direct impact on the evolution of the software itself, as well as the policies and procedures for implementing and supporting it. Support services have been expanded to incorporate a variety of options. iii. Sample Service Level Agreement/Maintenance Agreement: Respondents are encouraged to submit a sample Service Level Agreement and/or Support/Maintenance Agreement that would be applicable for this project based on the proposed service levels. Exhibit submitted Yes X No This document has been submitted as an exhibit in Tab 3.2.1. IV. RESOURCE HOURS AND MANAGEMENT A. Vendors shall include the proposed resource levels for the City Implementation Project Team and Selected Vendor Project Teams by completing the tables below. Table 3-01: Vendor Project Team Resource Hours Vendor Project Team Instructions: The Vendor is asked to provide the amount of resources that will be committed to the Project in terms of number of hours. These amounts should be based on the functionality the City desires, included in the detailed Functional and Technical Requirements (Attachment B). Functional Area Requirements and Design Data Conversion Configuration and Setup Implementation Testing Training Total General Ledger and Financial Reporting 58 39 39 70 47 136 390 Budget 11 7 7 13 9 26 73 Purchasing 26 17 17 31 20 60 171 Accounts Payable 15 10 10 18 12 34 97 Accounts Receivable, Billing, and Cash Receipts 33 22 22 39 26 77 219 Project Accounting and Grant Management 11 7 7 13 9 26 73 Fixed Assets and Inventory 18 12 12 22 15 43 122 Time Entry and Payroll 84 56 56 101 67 196 560 Utility Billing 49 33 33 59 39 115 329 Applicant Tracking and Onboarding 5 4 4 7 4 13 37 Workforce Management 18 12 12 22 15 43 122 Benefits 0 0 0 0 0 0 0 Risk Management 5 4 4 7 4 13 37 Interfaces Total Hours by Project Phase: 334 223 223 401 268 780 2230 Table 3-02: City Project Team Resource Hours City Project Team Instructions: The Vendor is asked to provide the amount of resources that will be required from the City in terms of number of hours. These amounts should be based on the functionality the City desires, included in the detailed Functional and Technical Requirements (Attachment B). Vendors are also asked to include detailed assumptions in the field that follows. Assumptions: Any assumptions related to the number of City Implementation Project Team staff, roles of City staff, and duration of involvement used in the development of the resource hour estimates should be included here: Functional Area Total Users (Estimated Per Functional Area) Requirements and Design Data Conversion Configuration and Setup Implementation Testing Training Total General Ledger and Financial Reporting 97 65 65 116 78 226 647 Budget 18 12 12 22 15 42 121 Purchasing 42 28 28 51 34 99 283 Accounts Payable 24 16 16 29 19 57 162 Accounts Receivable, Billing, and Cash Receipts 55 36 36 65 44 127 364 Project Accounting and Grant Management 18 12 12 22 15 42 121 Fixed Assets and Inventory 30 20 20 36 24 71 202 Time Entry and Payroll 139 93 93 167 112 325 930 Utility Billing 82 55 55 98 65 191 546 Applicant Tracking and Onboarding 9 6 6 11 7 21 61 Workforce Management 30 20 20 36 24 71 202 Benefits 0 0 0 0 0 0 0 Risk Management 9 6 6 11 7 21 61 Interfaces - Total Hours by Project Phase: 555 370 370 666 444 1294 3698 B. Sample Resource Management Plan: Respondents are encouraged to submit a sample as part of the response to this tab. Exhibit submitted Yes X No Please reference the provided Sample Implementation Plan for our Resource Management Plan example. The Sample Implementation Plan has been provided on the electronic copy of the proposal response. V. SAMPLE CONTRACT: Respondents shall include a sample software and licensing agreement and/or professional services agreement. Exhibit submitted Yes X No The Sample License Agreements have been provided in Tab 3.2.2 – 3.3.4. VI. PROJECT APPROACH QUESTIONS i.Based on information provided in this RFP and experience in working with other Minnesota localities, what is the Respondent’s perspective on the most significant risks to this Project andhow do you plan to mitigate these risks? As with any major project, there are risks both large and small inherent to implementing a new software system. That is why you need experts to guide you through the process from start to finish. Tyler has been delivering software solutions to the public sector since 1966. Our vast experience and adherence to the industry-leading Project Management Institute (PMI) approach to project management give Tyler the knowledge to measure risk and to implement procedures, which mitigate and minimize risk to our clients. During the planning stage of the project potential risks and mitigation techniques are discussed to limit impact in a successful project. The largest project risks inherent with a software implementation of this size are in the adoption of change and the follow through on meeting your stated goals. In every project, there are people and departments that are resistant to the change needed to fully utilize a new system. It is important that these individuals and groups be identified early in the project, and a communication and coaching plan be put in place to minimize their impact on the project and the intended results. Stakeholders can assist by communicating management’s commitment to the project, establishing clear internal expectations for the staff, supporting change management efforts, enforcing changed business practices and holding resources accountable for completion of tasks necessary for project deadlines. Implementing a new software solution is a commitment that requires full buy-in from all levels and properly allocated resources for both time and effort. Ensuring that tasks are monitored and prioritized accordingly helps ensure a successful, on-time project completion. The best way to minimize any risk and maximize the benefits of a Tyler implementation is to communicate and document decisions as thoroughly as possible during the planning stage of the project. A Risk Management Plan, Communication Management Plan, Change Management Plan, and Risk Register will all be part of the overall Project Plan. These documents will provide a list of the potential project risks, identify ways to mitigate the risk that each brings and describe what to do in the case of a risk impacting the project and how to compensate for that change. Communication and planning can help to prepare for risks and minimize the impact they have on the overall implementation. ii.What is your process for monitoring, escalating, and resolving issues that will arise during theProject? The Tyler Project Manager, along with the Tyler Implementation Team will communicate regularly with your project team throughout the project. All implementation deliverables generate reports, which contain detailed assessments of task completion, staff participation and material absorption. The Tyler Project Manager will be charged with the task of evaluating and measuring the results, communicating the gaps and adjusting the plan accordingly. Should issues arise during the project, there are several escalation paths that are appropriate which will follow the established communication plan developed during the planning stage of the project as part of the larger custom project plan. This plan will be evaluated throughout the project to ensure that it is meeting the project’s needs, and adjusted as necessary to improve project communication. By defining the escalation path prior to issues arising, both the project teams are prepared for any issues that arise during the project and will work together to resolve the issues in a collaborative manner. PROGRESS, SCHEDULE AND BUDGET MONITORING AND REPORTING Our approach to project management involves continuous oversight and evaluation of the project against the project plan and schedule. Constant communication between your Tyler PM and City PM and project teams is designed to ensure that all project resources are up to date and informed. By constantly monitoring project activities, issues or concerns that might evolve into an impact to the cost, schedule or scope of the project are discussed and mitigated immediately. Project decisions will impact the cost, scope or project schedule will be discussed by the Project Managers and the project steering committee to determine the best course of action for the project. iii.Provide a clear description of Project management responsibilities between the City and theSelected Contractor. Please reference the included RACI and Resource Role details within the SOW for details on each PM role and responsibility in detail. iv.With what frequency will Vendor Project Team staff be on-site at the City duringimplementation? Will staff be on-site for full or partial weeks? Tyler’s methodology believes in the value of face-to-face training and individual interaction with our professionals. Tyler will conduct roughly 80% of all project days on-site in your facilities. A typical onsite trip consists of three days onsite with your Consultant, allowing for travel to and from the client site and consultant home office. A typical day of training is from 9:00 to 4:30 (or 8:30 to 4:00), allowing for a break for lunch and short breaks in the morning and afternoon as needed. We’ve found that allowing users time to visit their desks before and after classes or sessions allows for more productivity during the session. It also allows the Tyler Implementation staff time to prepare upon arrival and follow-up afterward. The start and stop times for the training will be discussed and agreed upon by Project Management during the planning portion of the project and will be published as standard session times throughout the project. For the Tyler Implementation, your proposed Tyler Project Manager will onsite for the kick off meeting. All other PM work will be conducted remotely. The assigned Project Manager is responsible for providing oversight of the project, coordinating resources between departments, managing of the project budget and schedule, effective risk and issue management, and is the primary point of contact for all project related items. v.Describe any assumptions made in the Proposal in detail. These should include anyassumptions related to the current City technical environment, staffing, project management approach, and City resources available during implementation and support phases. Tyler’s experience in working with public sector clients has enabled us to limit the assumptions we make in our proposals. Most details of the actual project will be worked out during contract and statement of work negotiations should Tyler be selected. One assumption is that you will provide a Project Manager for the project with a 50% dedication to the software implementation. During the project planning phase, the project teams will review the HR Requirement Matrix within the Implementation Management Plan. During this step, a mutually agreed upon plan and assessment of your staff current and needed skills are reviewed to ensure a successful project. The following assumptions apply to staff resource assignments for the project: •Identified project staff resources will be available for project work in accordance with the schedule defined by the project teams during contract negotiation. •Project staff shall be knowledgeable and experience within their assigned functional area. •Additional subject matter experts shall be made available as necessary to address specific functional and procedural issues that might arise and require expertise beyond the immediate project staff. •To ensure knowledge and performance continuity, project staff shall be assigned to the project for the entire duration of the project phase. Please reference the “Overall Project Assumptions” section within the provided SOW. vi.Provide detailed information on the anticipated level of effort required of the City Team duringthe implementation process. This shall include any assumptions surrounding the number ofstaff involved in the project on a day-to-day basis, as well as the amount of time staff mayexpect to spend committed to the implementation effort Tyler Implementation Methodology groups your team and Tyler resources based on their functional role within the project. This allows for easier staffing and communication both within and between the project teams. Please reference the Project Resource Roles and RACI sections in the SOW for more information about the typical roles and responsibilities of both the project teams. The amount of time each resource will actually spend working on the project will vary greatly, but the Table 3-02 previously provided shows the estimated hours associated with each module and the amount of time by function. 20 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services 3.2 SUPPLEMENTAL INFORMATION B. Any other information that may be relevant and useful to the City. 3.2.1 SERVICE LEVEL AGREEMENT Please reference the Service Level Agreement on the following pages. SERVICE LEVEL AGREEMENT I. Agreement Overview This SLA operates in conjunction with, and does not supersede or replace any part of, the Agreement. It outlines the information technology service levels that we will provide to you to ensure the availability of the application services that you have requested us to provide. All other support services are documented in the Support Call Process. II.Definitions. Except as defined below, all defined terms have the meaning set forth in the Agreement. Attainment: The percentage of time the Tyler Software is available during a calendar quarter, with percentages rounded to the nearest whole number. Client Error Incident: Any service unavailability resulting from your applications, content or equipment, or the acts or omissions of any of your service users or third‐party providers over whom we exercise no control. Downtime: Those minutes during which the Tyler Software is not available for your use. Downtime does not include those instances in which only a Defect is present. Service Availability: The total number of minutes in a calendar quarter that the Tyler Software is capable of receiving, processing, and responding to requests, excluding maintenance windows, Client Error Incidents and Force Majeure. III.Service Availability The Service Availability of the Tyler Software is intended to be 24/7/365. We set Service Availability goals and measures whether we have met those goals by tracking Attainment. a.Your Responsibilities Whenever you experience Downtime, you must make a support call according to the procedures outlined in the Support Call Process. You will receive a support incident number. You must document, in writing, all Downtime that you have experienced during a calendar quarter. You must deliver such documentation to us within 30 days of a quarter’s end. The documentation you provide must evidence the Downtime clearly and convincingly. It must include, for example, the support incident number(s) and the date, time and duration of the Downtime(s). b.Our Responsibilities When our support team receives a call from you that Downtime has occurred or is occurring, we will work with you to identify the cause of the Downtime (including whether it may be the result of a Client Error Incident or Force Majeure). We will also work with you to resume normal operations. Upon timely receipt of your Downtime report, we will compare that report to our own outage logs and support tickets to confirm that Downtime for which we were responsible indeed occurred. We will respond to your Downtime report within 30 day(s) of receipt. To the extent we have confirmed Downtime for which we are responsible, we will provide you with the relief set forth below. c. Client Relief When a Service Availability goal is not met due to confirmed Downtime, we will provide you with relief that corresponds to the percentage amount by which that goal was not achieved, as set forth in the Client Relief Schedule below. Notwithstanding the above, the total amount of all relief that would be due under this SLA per quarter will not exceed 5% of one quarter of the then‐current SaaS Fee. The total credits confirmed by us in one or more quarters of a billing cycle will be applied to the SaaS Fee for the next billing cycle. Issuing of such credit does not relieve us of our obligations under the Agreement to correct the problem which created the service interruption. Every quarter, we will compare confirmed Downtime to Service Availability. In the event actual Attainment does not meet the targeted Attainment, the following Client relief will apply, on a quarterly basis: Targeted Attainment Actual Attainment Client Relief 100% 98‐99% Remedial action will be taken. 100% 95‐97% 4% credit of fee for affected calendar quarter will be posted to next billing cycle 100% <95% 5% credit of fee for affected calendar quarter will be posted to next billing cycle You may request a report from us that documents the preceding quarter’s Service Availability, Downtime, any remedial actions that have been/will be taken, and any credits that may be issued. IV. Applicability The commitments set forth in this SLA do not apply during maintenance windows, Client Error Incidents, and Force Majeure. We perform maintenance during limited windows that are historically known to be reliably low‐traffic times. If and when maintenance is predicted to occur during periods of higher traffic, we will provide advance notice of those windows and will coordinate to the greatest extent possible with you. V. Force Majeure You will not hold us responsible for not meeting service levels outlined in this SLA to the extent any failure to do so is caused by Force Majeure. In the event of Force Majeure, we will file with you a signed request that said failure be excused. That writing will at least include the essential details and circumstances supporting our request for relief pursuant to this Section. You will not unreasonably withhold its acceptance of such a request. 21 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services 3.2.2 SAMPLE LICENSE AGREEMENT / ON PREMISE Please reference the Sample License Agreement / On Premise on the following pages. 1 LICENSE AND SERVICES AGREEMENT1 This License and Services Agreement is made between Tyler Technologies, Inc. and Client. WHEREAS, Client selected Tyler to license the software products and perform the services set forth in the Investment Summary and Tyler desires to perform such actions under the terms of this Agreement; NOW THEREFORE, in consideration of the foregoing and of the mutual covenants and promises set forth in this Agreement, Tyler and Client agree as follows: 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” means [INSERT CLIENT NAME]. “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. “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 1 HIGHLIGHTED PROVISIONS INDICATE PROVISIONS THAT MAY OR MAY NOT APPLY TO THE PARTICULAR CLIENT/CONTRACT. DURING CONTRACT NEGOTIATIONS, THOSE PROVISIONS WILL BE ADJUSTED AS NECESSARY. 2 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 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” means Tyler Technologies, Inc., a Delaware corporation. “Tyler Software” means our proprietary software, including any integrations, custom modifications, and/or other related interfaces identified in the Investment Summary and licensed by us to you through this Agreement. “we”, “us”, “our” and similar terms mean Tyler. “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. 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. 1.2 Without limiting the terms of Section 1.1, you understand and agree that the Postal Xpress, Transparency Portal and Tyler Notify modules set forth in the Investment Summary are licensed to you on a subscription basis. If you do not pay the required annual fee in accordance with the Invoicing and Payment Policy, your license to use the associated module will be suspended unless and until payment in full has been made. 1.3 The Documentation is licensed to you and may be used and copied by your employees for internal, non‐ commercial reference purposes only. 1.4 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. 1.5 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. 1.6 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. 1.7 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 3 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. 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/our industry standard implementation plan. We will finalize that documentation with you upon execution of this Agreement. 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. 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 4 personnel, facilities, and equipment as may be reasonably necessary for us to provide 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. 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 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 5 purposes only. Your license rights to the Third Party Software will be governed by the Third Party Terms. 2.1 We will install onsite the Third Party Software. The installation cost is included in the installation fee in the Investment Summary. 2.2 If the Developer charges a fee for future updates, releases, or other enhancements to the Third Party Software, you will be required to pay such additional future fee. 2.3 The right to transfer the Third Party Software to a replacement hardware system is governed by the Developer. You will give us advance written notice of any such transfer and will pay us for any required or requested technical assistance from us associated with such transfer. 3. Third Party Products Warranties. 3.1 We are authorized by each Developer to grant or transfer the licenses to the Third Party Software. 3.2 The Third Party Hardware will be new and unused, and upon payment in full, you will receive free and clear title to the Third Party Hardware. 3.3 You acknowledge that we are not the manufacturer of the Third Party Products. We do not warrant or guarantee the performance of the Third Party Products. However, we grant and pass through to you any warranty that we may receive from the Developer or supplier of the Third Party Products. 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 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 6 1. For Cause. If you believe we have materially breached this Agreement, you will invoke the Dispute Resolution clause set forth in Section I(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 I(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 Majeure. Except for your payment obligations, either you or we may terminate this Agreement if a Force Majeure event suspends performance of scheduled tasks for a period of forty‐five (45) days or more. In the event of termination due to Force Majeure, you will pay us for all undisputed fees and expenses related to the software and/or services you have received, or we have incurred or delivered, prior to the effective date of termination. Any disputed fees and expenses must have been submitted to the Invoice Dispute process set forth in Section F(2) at the time of termination in order to be withheld at termination. You will not be entitled to a refund or offset of previously paid license and other fees. SECTION H – INDEMNIFICATION, LIMITATION OF LIABILITY AND INSURANCE 1. Intellectual Property Infringement Indemnification. 1.1 We will defend you against any third party claim(s) that the Tyler Software or Documentation infringes that third party’s patent, copyright, or trademark, or misappropriates its trade secrets, and will pay the amount of any resulting adverse final judgment (or settlement to which we consent). You must notify us promptly in writing of the claim and give us sole control over its defense or settlement. You agree to provide us with reasonable assistance, cooperation, and information in defending the claim at our expense. 1.2 Our obligations under this Section H(1) will not apply to the extent the claim or adverse final judgment is based on your: (a) use of a previous version of the Tyler Software and the claim would have been avoided had you installed and used the current version of the Tyler Software, and we provided notice of that requirement to you; (b) combining the Tyler Software with any product or device not provided, contemplated, or approved by us; (c) altering or modifying the Tyler Software, including any modification by third parties at your direction or otherwise permitted by you; (d) use of the Tyler Software in contradiction of this Agreement, including with non‐licensed third parties; or (e) willful infringement, including use of the Tyler Software after we notify you to discontinue use due to such a claim. 1.3 If we receive information concerning an infringement or misappropriation claim related to the Tyler 7 Software, we may, at our expense and without obligation to do so, either: (a) procure for you the right to continue its use; (b) modify it to make it non‐infringing; or (c) replace it with a functional equivalent, in which case you will stop running the allegedly infringing Tyler Software immediately. Alternatively, we may decide to litigate the claim to judgment, in which case you may continue to use the Tyler Software consistent with the terms of this Agreement. 1.4 If an infringement or misappropriation claim is fully litigated and your use of the Tyler Software is enjoined by a court of competent jurisdiction, in addition to paying any adverse final judgment (or settlement to which we consent), we will, at our option, either: (a) procure the right to continue its use; (b) modify it to make it non‐infringing; (c) replace it with a functional equivalent; or (d) terminate your license and refund the license fees paid for the infringing Tyler Software, as depreciated on a straight‐ line basis measured over seven (7) years from the Effective Date. We will pursue those options in the order listed herein. This section provides your exclusive remedy for third party copyright, patent, or trademark infringement and trade secret misappropriation claims. 2. General Indemnification. 2.1 We will indemnify and hold harmless you and your agents, officials, and employees from and against any and all third‐party claims, losses, liabilities, damages, costs, and expenses (including reasonable attorney's fees and costs) for (a) personal injury or property damage to the extent caused by our negligence or willful misconduct; or (b) our violation of a law applicable to our performance under this Agreement. You must notify us promptly in writing of the claim and give us sole control over its defense or settlement. You agree to provide us with reasonable assistance, cooperation, and information in defending the claim at our expense. 2.2 To the extent permitted by applicable law, you will indemnify and hold harmless us and our agents, officials, and employees from and against any and all third‐party claims, losses, liabilities, damages, costs, and expenses (including reasonable attorney's fees and costs) for personal injury or property damage to the extent caused by your negligence or willful misconduct; or (b) your violation of a law applicable to your performance under this Agreement. We will notify you promptly in writing of the claim and will give you sole control over its defense or settlement. We agree to provide you with reasonable assistance, cooperation, and information in defending the claim at your expense. 3. DISCLAIMER. EXCEPT FOR THE EXPRESS WARRANTIES PROVIDED IN THIS AGREEMENT AND TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, WE HEREBY DISCLAIM ALL OTHER WARRANTIES AND CONDITIONS, WHETHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING, BUT NOT LIMITED TO, ANY IMPLIED WARRANTIES, DUTIES, OR CONDITIONS OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. 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). 8 5. EXCLUSION OF CERTAIN DAMAGES. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL WE BE LIABLE FOR ANY SPECIAL, INCIDENTAL, PUNITIVE, INDIRECT, OR CONSEQUENTIAL DAMAGES WHATSOEVER, EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. 6. Insurance. During the course of performing services under this Agreement, we agree to maintain the following levels of insurance: (a) Commercial General Liability of at least $1,000,000; (b) Automobile Liability of at least $1,000,000; (c) Professional Liability of at least $1,000,000; (d) Workers Compensation complying with applicable statutory requirements; and (e) Excess/Umbrella Liability of at least $5,000,000. We will add you as an additional insured to our Commercial General Liability and Automobile Liability policies, which will automatically add you as an additional insured to our Excess/Umbrella Liability policy as well. We will provide you with copies of certificates of insurance upon your written request. 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 twelve (12) 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 twelve (12) 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 twelve (12) months from the Effective Date. 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, 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, or political affiliation. We will post, where appropriate, all notices related to nondiscrimination as may be required by applicable law. 9 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 for the benefit of, either your or our successor(s) or permitted assign(s). Neither party may assign this Agreement without the prior written consent of the other party; provided, however, your consent is not required for an assignment by us as a result of a corporate reorganization, merger, acquisition, or purchase of substantially all of our assets. 9. Force Majeure. Except for your payment obligations, neither party will be liable for delays in performing its obligations under this Agreement to the extent that the delay is caused by Force Majeure; provided, however, that within ten (10) business days of the Force Majeure event, the party whose performance is delayed provides the other party with written notice explaining the cause and extent thereof, as well as a request for a reasonable time extension equal to the estimated duration of the Force Majeure event. 10. No Intended Third Party Beneficiaries. This Agreement is entered into solely for the benefit of you and us. No third party will be deemed a beneficiary of this Agreement, and no third party will have the right to make any claim or assert any right under this Agreement. This provision does not affect the rights of third parties under any Third Party Terms. 11. Entire Agreement; Amendment. This Agreement represents the entire agreement between you and us with respect to the subject matter hereof, and supersedes any prior agreements, understandings, and representations, whether written, oral, expressed, implied, or statutory. Purchase orders submitted by you, if any, are for your internal administrative purposes only, and the terms and conditions contained in those purchase orders will have no force or effect. This Agreement may only be modified by a written amendment signed by an authorized representative of each party. 12. Severability. If any term or provision of this Agreement is held invalid or unenforceable, the remainder of this Agreement will be considered valid and enforceable to the fullest extent permitted by law. 13. No Waiver. In the event that the terms and conditions of this Agreement are not strictly enforced by either party, such non‐enforcement will not act as or be deemed to act as a waiver or modification of this Agreement, nor will such non‐enforcement prevent such party from enforcing each and every term of this Agreement thereafter. 14. Independent Contractor. We are an independent contractor for all purposes under this Agreement. 15. Notices. All notices or communications required or permitted as a part of this Agreement, such as notice of an alleged material breach for a termination for cause or a dispute that must be submitted to dispute resolution, must be in writing and will be deemed delivered upon the earlier of the following: (a) actual receipt by the receiving party; (b) upon receipt by sender of a certified mail, return receipt signed by an employee or agent of the receiving party; (c) upon receipt by sender of proof of email delivery; or (d) if not actually received, five (5) days after deposit with the United States Postal Service authorized mail center with proper postage (certified mail, return receipt requested) affixed and addressed to the other party at the address set forth on the signature page hereto or such other address as the party may have designated by proper notice. The consequences for the failure to receive a notice due to improper notification by the intended receiving party of a change in address will be borne by the intended receiving party. 10 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 numbers) and trade secrets, each as defined by applicable state law. Each party agrees that it will not disclose any confidential information of the other party and further agrees to take all reasonable and appropriate action to prevent such disclosure by its employees or agents. The confidentiality covenants contained herein will survive the termination or cancellation of this Agreement. This obligation of confidentiality will not apply to information that: (a) is in the public domain, either at the time of disclosure or afterwards, except by breach of this Agreement by a party or its employees or agents; (b) a party can establish by reasonable proof was in that party's possession at the time of initial disclosure; (c) a party receives from a third party who has a right to disclose it to the receiving party; or (d) is the subject of a legitimate disclosure request under the open records laws or similar applicable public disclosure laws governing this Agreement; provided, however, that in the event you receive an open records or other similar applicable request, you will give us prompt notice and otherwise perform the functions required by applicable law. 18. Business License. In the event a local business license is required for us to perform services hereunder, you will promptly notify us and provide us with the necessary paperwork and/or contact information so that we may timely obtain such license. 19. Governing Law. This Agreement will be governed by and construed in accordance with the laws of your state of domicile, without regard to its rules on conflicts of law. 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. To the maximum extent permitted by applicable law, we agree that this Agreement may be used as a cooperative procurement vehicle by eligible jurisdictions. We reserve 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. 22. Performance Bond. Within ten (10) days of the Effective Date, we will secure a performance bond for the fee set forth in the Investment Summary, which is payable according to the Invoicing and Payment Policy. The bond will have an initial term of twenty‐four (24) months. In the event you desire to extend or renew that term, you will provide timely notice of your request to us. You will be responsible for the cost of the extended or renewed bond, and any such extension or renewal is subject to surety approval. 11 23. 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 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. [INSERT CLIENT NAME] By: By: Name: Name: Title: Title: Date: Date: Address for Notices: Address for Notices: Tyler Technologies, Inc. [INSERT CLIENT NAME] One Tyler Drive [INSERT CLIENT ADDRESS] Yarmouth, ME 04096 [INSERT CLIENT ADDRESS] Attention: Associate General Counsel [INSERT CLIENT TITLE] 12 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. TO BE INSERTED 13 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 Subscription Fees: Your initial subscription fees for Postal Xpress, Tyler Transparency and Tyler Notify are invoiced when we make the product available to you. Subsequent subscription fees are due annually in advance on the anniversary of that date at our then‐current rates. 1.2 Maintenance and Support Fees: Year 1 maintenance and support fees are waived through the earlier of (a) availability of the Tyler Software for use in a live production environment; or (b) one (1) year from the Effective Date. Year 2 maintenance and support fees, at our then‐current rates, are payable on that earlier‐of date, and subsequent maintenance and support fees are invoiced annually in advance of each anniversary thereof. Your fees for each subsequent year will be set at our then‐ current rates. 2. Professional Services. 2.1 Implementation and Other Professional Services (including training): Implementation and other professional services (including training) are billed and invoiced as delivered, at the rates set forth in the Investment Summary. 2.2 Consulting Services: If you have purchased any Business Process Consulting services, if they have been quoted as fixed‐fee services, they will be invoiced 50% upon your acceptance of the Business System Design document, by module, and 50% upon your acceptance of custom desktop procedures, by module. If you have purchased any Business Process Consulting services and they are quoted as an estimate, then we will bill you the actual services delivered on a time and materials basis. 2.3 Conversions: Fixed‐fee conversions are invoiced 50% upon initial delivery of the converted data, by conversion option, and 50% upon Client acceptance to load the converted data into Live/Production environment, by conversion option. Where conversions are quoted as estimated, we will bill you 14 the actual services delivered on a time and materials basis. 2.4 Requested Modifications to the Tyler Software: Requested modifications to the Tyler Software are invoiced 50% upon delivery of specifications and 50% upon delivery of the applicable modification. You must report any failure of the modification to conform to the specifications within thirty (30) days of delivery; otherwise, the modification will be deemed to be in compliance with the specifications after the 30‐day window has passed. You may still report Defects to us as set forth in the Maintenance and Support Agreement. 2.5 Other Fixed Price Services: 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 will be due upon delivery of the Implementation Planning document. Dedicated Project Management services, if any, will be billed monthly in arrears, beginning on the first day of the month immediately following the project kick‐off meeting. 2.6 Change Management Services: If you have purchased any change management services, those services will be invoiced in the following amounts and upon the following milestones: Acceptance of Change Management Discovery Analysis 15% Delivery of Change Management Plan and Strategy Presentation 10% Acceptance of Executive Playbook 15% Acceptance of Resistance Management Plan 15% Acceptance of Procedural Change Communications Plan 10% Change Management Coach Training 20% Change Management After‐Action Review 15% 3. Other Services and Fees. [Include as applicable] 3.1 Systems Management: Systems Management Services are invoiced on the Available Download Date. Systems Management Services will renew automatically for additional one (1) year terms at our then‐current Systems Management Services fee, unless terminated in writing by either party at least thirty (30) days prior to the end of the then‐current term. 3.2 Disaster Recovery Services: Disaster Recovery Services are invoiced annually in advance upon our receipt of your data. Disaster Recovery services will renew automatically for additional one (1) year terms at our then‐current Disaster Recovery fee, unless terminated in writing by either party at least thirty (30) days prior to the end of the then‐current term. 3.3 Payroll Tax Table Update Fee: The first year Payroll Tax Table Update Fee for the one‐year period commencing on the Available Download Date is waived. Subsequent annual Payroll Tax Table Update fees will be due on the anniversary of the Available Download Date. Annual Payroll Tax Table Update services will renew automatically for additional one‐year terms at our then‐current Annual Payroll Tax Table Update service fee, unless terminated in writing by either party at least thirty (30) days prior to the end of the then‐current term. 3.4 Performance Bond: We will invoice you the fees for the performance bond, set forth in the 15 Investment Summary, within ten (10) days of the Effective Date. 3.5 Brazos Hosting Fees: Hosting fees for the Brazos software are invoiced annually in advance, beginning on the Effective Date. Year 1 fees are at the rates set forth in the Investment Summary. Subsequent annual fees will be at our then‐current rates. 4. Third Party Products. 4.1 Third Party Software License Fees: License fees for Third Party Software, if any, are invoiced when we make it available to you for downloading. 4.2 Third Party Software Maintenance: The first year maintenance fees for the Third Party Software, if any, is invoiced when we make that Third Party Software available to you for downloading. 4.3 Third Party Hardware: Third Party Hardware costs, if any, are invoiced upon delivery. 4.4 Tyler Notify Minutes and Messages: Tyler Notify Minutes and Messages are invoiced when we make Tyler Notify available to you. Subsequent fees for minutes and messages, at our then‐current rates, will be due when you request additional minutes and messages and they are made available to you. 5. 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 16 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 day advance booking requirement is mandatory. When booking less than seven days in advance, management approval will be required. Except in the case of international travel where a segment of continuous air travel is scheduled to exceed six hours, only economy or coach class seating is reimbursable. B. Baggage Fees Reimbursement of personal baggage charges are based on trip duration as follows: Up to five days = one checked bag Six or more days = two 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 for tolls and parking. Mileage will be calculated by using 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. 17 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; 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. 4. Meals and Incidental Expenses Employee meals and incidental expenses while on travel status are in accordance with the federal per diem rates published by the General Services Administration. Incidental expenses include tips to maids, hotel staff, and shuttle drivers and other minor travel expenses. Per diem rates are available at www.gsa.gov/perdiem. 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 18 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. 19 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 services 20 remotely. Currently, we use a third‐party secure unattended connectivity tool called Bomgar, as well as GotoAssist by Citrix. 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 as we may reasonably require to perform remote services. We will, at our option, use the secure connection to assist with proper diagnosis and resolution, subject to any reasonably applicable security protocols. If we cannot resolve a support issue remotely, we may be required to provide onsite services. In such event, we will be responsible for our travel expenses, unless it is determined that the reason onsite support was required was a reason outside our control. Either way, you agree to provide us with full and free access to the Tyler Software, working space, adequate facilities within a reasonable distance from the equipment, and use of machines, attachments, features, or other equipment reasonably necessary for us to provide the maintenance and support services, all at no charge to us. We strongly recommend that you also maintain a VPN for backup connectivity purposes. 5. Hardware and Other Systems. If you are a self‐hosted customer and, in the process of diagnosing a software support issue, it is discovered that one of your peripheral systems or other software is the cause of the issue, we will notify you so that you may contact the support agency for that peripheral system. We cannot support or maintain Third Party Products except as expressly set forth in the Agreement. In order for us to provide the highest level of software support, you bear the following responsibility related to hardware and software: (a) All infrastructure executing Tyler Software shall be managed by you; (b) You will maintain support contracts for all non‐Tyler software associated with Tyler Software (including operating systems and database management systems, but excluding Third‐Party Software, if any); and (c) You will perform daily database backups and verify that those backups are successful. 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. 21 Exhibit C Schedule 1 Support Call Process Support Channels Tyler Technologies, Inc. provides the following channels of software support: (1) Tyler Community – an on‐line resource, Tyler Community provides a venue for all Tyler clients with current maintenance agreements to collaborate with one another, share best practices and resources, and access documentation. (2) On‐line submission (portal) – for less urgent and functionality‐based questions, users may create unlimited support incidents through the customer relationship management portal available at the Tyler Technologies website. (3) Email – for less urgent situations, users may submit unlimited emails directly to the software support group. (4) Telephone – for urgent or complex questions, users receive toll‐free, unlimited telephone software support. Support Resources A number of additional resources are available to provide a comprehensive and complete support experience: (1) Tyler Website – www.tylertech.com – for accessing client tools and other information including support contact information. (2) Tyler Community – available through login, Tyler Community provides a venue for clients to support one another and share best practices and resources. (3) Knowledgebase – A fully searchable depository of thousands of documents related to procedures, best practices, release information, and job aides. (4) Program Updates – where development activity is made available for client consumption Support Availability Tyler Technologies support is available during the local business hours of 8 AM to 5 PM (Monday – Friday) across four US time zones (Pacific, Mountain, Central and Eastern). Clients may receive coverage across these time zones. Tyler’s holiday schedule is outlined below. There will be no support coverage on these days. New Year’s Day Thanksgiving Day Memorial Day Day after Thanksgiving Independence Day Christmas Day Labor Day 22 Issue Handling Incident Tracking Every support incident is logged into Tyler’s Customer Relationship Management System and given a unique incident number. This system tracks the history of each incident. The incident tracking number is used to track and reference open issues when clients contact support. Clients may track incidents, using the incident number, through the portal at Tyler’s website or by calling software support directly. Incident Priority Each incident is assigned a priority number, which corresponds to the client’s needs and deadlines. The client is responsible for reasonably setting the priority of the incident per the chart below. This chart is not intended to address every type of support incident, and certain “characteristics” may or may not apply depending on whether the Tyler software has been deployed on customer infrastructure or the Tyler cloud. The goal is to help guide the client towards clearly understanding and communicating the importance of the issue and to describe generally expected responses and resolutions. Priority Level Characteristics of Support Incident Resolution Targets 1 Critical Support incident that causes (a) complete application failure or application unavailability; (b) application failure or unavailability in one or more of the client’s remote location; or (c) systemic loss of multiple essential system functions. Tyler shall provide an initial response to Priority Level 1 incidents within one (1) business hour of receipt of the support incident. Tyler shall use commercially reasonable efforts to resolve such support incidents or provide a circumvention procedure within one (1) business day. For non‐hosted customers, Tyler’s responsibility for lost or corrupted data is limited to assisting the client in restoring its last available database. 2 High Support incident that causes (a) repeated, consistent failure of essential functionality affecting more than one user or (b) loss or corruption of data. Tyler shall provide an initial response to Priority Level 2 incidents within four (4) business hours of receipt of the support incident. Tyler shall use commercially reasonable efforts to resolve such support incidents or 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 database. 3 Medium Priority Level 1 incident with an existing circumvention procedure, or a Priority Level 2 incident that affects only one user or for which there is an existing circumvention procedure. Tyler shall provide an initial response to Priority Level 3 incidents within one (1) business day of receipt of the support incident. Tyler shall use commercially reasonable efforts to resolve such support incidents 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. 23 Priority Level Characteristics of Support Incident Resolution Targets 4 Non‐ critical Support incident that causes failure of non‐essential functionality or a cosmetic or other issue that does not qualify as any other Priority Level. Tyler shall provide an initial response to Priority Level 4 incidents within two (2) business days. Tyler shall use commercially reasonable efforts to resolve such support incidents, as well as cosmetic issues, with a future version release. Incident Escalation Tyler Technology’s software support consists of four levels of personnel: (1) Level 1: front‐line representatives (2) Level 2: more senior in their support role, they assist front‐line representatives and take on escalated issues (3) Level 3: assist in incident escalations and specialized client issues (4) Level 4: responsible for the management of support teams for either a single product or a product group If a client feels they are not receiving the service needed, they may contact the appropriate Software Support Manager. After receiving the incident tracking number, the manager will follow up on the open issue and determine the necessary action to meet the client’s needs. On occasion, the priority or immediacy of a software support incident may change after initiation. Tyler encourages clients to communicate the level of urgency or priority of software support issues so that we can respond appropriately. A software support incident can be escalated by any of the following methods: (1) Telephone – for immediate response, call toll‐free to either escalate an incident’s priority or to escalate an issue through management channels as described above. (2) Email – clients can send an email to software support in order to escalate the priority of an issue (3) On‐line Support Incident Portal – clients can also escalate the priority of an issue by logging into the client incident portal and referencing the appropriate incident tracking number. Remote Support Tool Some support calls require further analysis of the client’s database, process or setup to diagnose a problem or to assist with a question. Tyler will, at its discretion, use an industry‐standard remote support tool. Support is able to quickly connect to the client’s desktop and view the site’s setup, diagnose problems, or assist with screen navigation. More information about the remote support tool Tyler uses is available upon request. 24 Exhibit D DocOrigin End User License Agreement REMAINDER OF PAGE INTENTIONALLY LEFT BLANK 25 26 27 28 29 30 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 31 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 2.79% $0.20 Option 2: Patron Paid 3.29% N/A **ACH processing is available for a 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: Government Entity Paid 2.59% $0.15 Option 2: Patron Paid 2.99% N/A Patron Paid fees will be communicated as "Service Fees" to the cardholder, at the time of transaction. In the event that the average monthly transaction amount is below $30, Contractor reserves the right to apply an additional $0.20 service fee above the quoted rates above. 3. Interactive Voice Response (“IVR”). If IVR is selected by Customer and included in the pricing, the following additional terms and conditions shall apply of this Agreement: (a) Network Security. Customer acknowledges that a third‐party is used by Tyler Technologies to process IVR data. Customer’s content will pass through and be stored on the third‐party servers and will not be segregated or in a separate physical location from servers on which other customers’ content is or will be transmitted or stored. (b) Content. Customer is responsible for the creation, editorial content, control, and all other aspects of content to be used solely in conjunction with the EnerGov Software. (c) Lawful Purposes. Customer shall not use the IVR system for any unlawful purpose. (d) Critical Application. Customer will not use the IVR system for any life‐support application or other critical application where failure or potential failure of the IVR system can cause injury, harm, death, or other grave problems, including, without limitation, loss of aircraft control, hospital life‐support system, and delays in getting medicate care or other emergency services. (e) No Harmful Code. Customer represents and warrants that no content designed to delete, disable, deactivate, interfere with or otherwise harm any aspect of the IVR system now or in the future, shall be knowingly transmitted by Customer or Users. (f) IVR WARRANTY. Except as expressly set forth in this Agreement, TYLER TECHNOLOGIES MAKES NO REPRESENTATION AND EXTENDS NO WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF TITLE, NON‐INFRINGEMENT, MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE FOR IVR. 32 Exhibit E Statement of Work TO BE INSERTED 22 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services 3.2.3 SAMPLE LICENSE AGREEMENT / SAAS Please reference the Sample License Agreement / SaaS on the following pages. SOFTWARE AS A SERVICE AGREEMENT1 This Software as a Service Agreement is made between Tyler Technologies, Inc. and Client. WHEREAS, Client selected Tyler to provide certain products and services set forth in the Investment Summary, including providing Client with access to Tyler’s proprietary software products, and Tyler desires to provide such products and services under the terms of this Agreement; NOW THEREFORE, in consideration of the foregoing and of the mutual covenants and promises set forth in this Agreement, Tyler and Client agree as follows: SECTION A – DEFINITIONS •“Agreement” means this Software as a 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” means [INSERT CLIENT NAME]. •“Data” means your data necessary to utilize the Tyler Software. •“Data Storage Capacity” means the contracted amount of storage capacity for your Data identified in the Investment Summary. •“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 Users” means the number of users that are authorized to use the SaaS Services. The Defined Users for the Agreement are as identified 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 products and services attached as Exhibit A. 1 HIGHLIGHTED PROVISIONS INDICATE PROVISIONS THAT MAY OR MAY NOT APPLY TO THE PARTICULAR CLIENT/CONTRACT. DURING CONTRACT NEGOTIATIONS, THOSE PROVISIONS WILL BE ADJUSTED AS NECESSARY. • “Invoicing and Payment Policy” means the invoicing and payment policy. A copy of our current Invoicing and Payment Policy is attached as Exhibit B. • “SaaS Fees” means the fees for the SaaS Services identified in the Investment Summary. • “SaaS Services” means software as a service consisting of system administration, system management, and system monitoring activities that Tyler performs for the Tyler Software, and includes the right to access and use the Tyler Software, receive maintenance and support on the Tyler Software, including Downtime resolution under the terms of the SLA, and Data storage and archiving. SaaS Services do not include support of an operating system or hardware, support outside of our normal business hours, or training, consulting or other professional services. • “SLA” means the service level agreement. A copy of our current SLA is attached hereto 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 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” means Tyler Technologies, Inc., a Delaware corporation. • “Tyler Software” means our proprietary software, including any integrations, custom modifications, and/or other related interfaces identified in the Investment Summary and licensed by us to you through this Agreement. • “we”, “us”, “our” and similar terms mean Tyler. • “you” and similar terms mean Client. SECTION B – SAAS SERVICES 1. Rights Granted. We grant to you the non-exclusive, non-assignable limited right to use the SaaS Services solely for your internal business purposes for the number of Defined Users only. The Tyler Software will be made available to you according to the terms of the SLA. You acknowledge that we have no delivery obligations and we will not ship copies of the Tyler Software as part of the SaaS Services. You may use the SaaS Services to access updates and enhancements to the Tyler Software, as further described in Section C(8). 2. SaaS Fees. You agree to pay us the SaaS Fees. Those amounts are payable in accordance with our Invoicing and Payment Policy. The SaaS Fees are based on the number of Defined Users and amount of Data Storage Capacity. You may add additional users or additional data storage capacity on the terms set forth in Section H(1). In the event you regularly and/or meaningfully exceed the Defined Users or Data Storage Capacity, we reserve the right to charge you additional fees commensurate with the overage(s). 3. Ownership. 3.1 We retain all ownership and intellectual property rights to the SaaS Services, the Tyler Software, and anything developed by us under this Agreement. You do not acquire under this Agreement any license to use the Tyler Software in excess of the scope and/or duration of the SaaS Services. 3.2 The Documentation is licensed to you and may be used and copied by your employees for internal, non-commercial reference purposes only. 3.3 You retain all ownership and intellectual property rights to the Data. You expressly recognize that except to the extent necessary to carry out our obligations contained in this Agreement, we do not create or endorse any Data used in connection with the SaaS Services. 4. Restrictions. You may not: (a) make the Tyler Software or Documentation resulting from the SaaS Services available in any manner to any third party for use in the third party’s business operations; (b) modify, make derivative works of, disassemble, reverse compile, or reverse engineer any part of the SaaS Services; (c) access or use the SaaS Services in order to build or support, and/or assist a third party in building or supporting, products or services competitive to us; or (d) license, sell, rent, lease, transfer, assign, distribute, display, host, outsource, disclose, permit timesharing or service bureau use, or otherwise commercially exploit or make the SaaS Services, Tyler Software, or Documentation available to any third party other than as expressly permitted by this Agreement. 5. Software Warranty. We warrant that the Tyler Software will perform without Defects during the term of this Agreement. If the Tyler Software does not perform as warranted, we will use all reasonable efforts, consistent with industry standards, to cure the Defect in accordance with the maintenance and support process set forth in Section C(8), below, the SLA and our then current Support Call Process. 6. SaaS Services. 6.1 Our SaaS Services are audited at least yearly in accordance with the AICPA’s Statement on Standards for Attestation Engagements (“SSAE”) No. 18. We have attained, and will maintain, SOC 1 and SOC 2 compliance, or its equivalent, for so long as you are timely paying for SaaS Services. Upon execution of a mutually agreeable Non-Disclosure Agreement (“NDA”), we will provide you with a summary of our compliance report(s) or its equivalent. Every year thereafter, for so long as the NDA is in effect and in which you make a written request, we will provide that same information. 6.2 You will be hosted on shared hardware in a Tyler data center, but in a database dedicated to you, which is inaccessible to our other customers. 6.3 We have fully-redundant telecommunications access, electrical power, and the required hardware to provide access to the Tyler Software in the event of a disaster or component failure. In the event any of your Data has been lost or damaged due to an act or omission of Tyler or its subcontractors or due to a defect in Tyler’s software, we will use best commercial efforts to restore all the Data on servers in accordance with the architectural design’s capabilities and with the goal of minimizing any Data loss as greatly as possible. In no case shall the recovery point objective (“RPO”) exceed a maximum of twenty-four (24) hours from declaration of disaster. For purposes of this subsection, RPO represents the maximum tolerable period during which your Data may be lost, measured in relation to a disaster we declare, said declaration will not be unreasonably withheld. 6.4 In the event we declare a disaster, our Recovery Time Objective (“RTO”) is twenty-four (24) hours. For purposes of this subsection, RTO represents the amount of time, after we declare a disaster, within which your access to the Tyler Software must be restored. 6.5 We conduct annual penetration testing of either the production network and/or web application to be performed. We will maintain industry standard intrusion detection and prevention systems to monitor malicious activity in the network and to log and block any such activity. We will provide you with a written or electronic record of the actions taken by us in the event that any unauthorized access to your database(s) is detected as a result of our security protocols. We will undertake an additional security audit, on terms and timing to be mutually agreed to by the parties, at your written request. You may not attempt to bypass or subvert security restrictions in the SaaS Services or environments related to the Tyler Software. Unauthorized attempts to access files, passwords or other confidential information, and unauthorized vulnerability and penetration test scanning of our network and systems (hosted or otherwise) is prohibited without the prior written approval of our IT Security Officer. 6.6 We test our disaster recovery plan on an annual basis. Our standard test is not client-specific. Should you request a client-specific disaster recovery test, we will work with you to schedule and execute such a test on a mutually agreeable schedule. At your written request, we will provide test results to you within a commercially reasonable timeframe after receipt of the request. 6.7 We will be responsible for importing back-up and verifying that you can log-in. You will be responsible for running reports and testing critical processes to verify the returned Data. 6.8 We provide secure Data transmission paths between each of your workstations and our servers. 6.9 For at least the past twelve (12) years, all of our employees have undergone criminal background checks prior to hire. All employees sign our confidentiality agreement and security policies. Our data centers are accessible only by authorized personnel with a unique key entry. All other visitors must be signed in and accompanied by authorized personnel. Entry attempts to the data center are regularly audited by internal staff and external auditors to ensure no unauthorized access. 6.10 Where applicable with respect to our applications that take or process card payment data, we are responsible for the security of cardholder data that we possess, including functions relating to storing, processing, and transmitting of the cardholder data and affirm that, as of the Effective Date, we comply with applicable requirements to be considered PCI DSS compliant and have performed the necessary steps to validate compliance with the PCI DSS. We agree to supply the current status of our PCI DSS compliance program in the form of an official Attestation of Compliance, which can be found at https://www.tylertech.com/about- us/compliance, and in the event of any change in our status, will comply with applicable notice requirements. SECTION C – OTHER PROFESSIONAL SERVICES 1. Other Professional Services. We will provide you the various implementation-related services itemized in the Investment Summary and described in the Statement of Work/our industry standard implementation plan. We will finalize that documentation with you upon execution of this Agreement. 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. 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. If travel is required, we will make all reasonable efforts to schedule travel for our personnel, 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 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. 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). 8. Maintenance and Support. For so long as you timely pay your SaaS Fees according to the Invoicing and Payment Policy, then in addition to the terms set forth in the SLA and the Support Call Process, we will: 8.1 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); 8.2 provide telephone support during our established support hours; 8.3 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; 8.4 make available to you 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 8.5 provide non-Defect resolution support of prior releases of the Tyler Software in accordance with our then-current release life cycle policy. We will use all reasonable efforts to perform support services remotely. Currently, we use a third-party secure unattended connectivity tool called Bomgar, as well as GotoAssist by Citrix. 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 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 your VPN for backup connectivity purposes. For the avoidance of doubt, SaaS Fees do not include the following services: (a) onsite support (unless Tyler cannot remotely correct a Defect in the Tyler Software, as set forth above); (b) application design; (c) other consulting services; or (d) support outside our normal business hours as listed in our then- current Support Call Process. Requested 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. SECTION D – THIRD PARTY PRODUCTS 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 accordance with our Invoicing and Payment Policy. 2. Third Party Software. As part of the SaaS Services, you will receive access to the Third Party Software and related documentation for internal business purposes only. Your rights to the Third Party Software will be governed by the Third Party Terms. 3. Third Party Products Warranties. 3.1 We are authorized by each Developer to grant access to the Third Party Software. 3.2 The Third Party Hardware will be new and unused, and upon payment in full, you will receive free and clear title to the Third Party Hardware. 3.3 You acknowledge that we are not the manufacturer of the Third Party Products. We do not warrant or guarantee the performance of the Third Party Products. However, we grant and pass through to you any warranty that we may receive from the Developer or supplier of the Third Party Products. SECTION E - INVOICING AND PAYMENT; INVOICE DISPUTES 1. Invoicing and Payment. We will invoice you the SaaS Fees and fees for other professional services in the Investment Summary per our Invoicing and Payment Policy, subject to Section E(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 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 SaaS 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 F – TERM AND TERMINATION 1. Term. The initial term of this Agreement is three (3) years from the first day of the first month following the Effective Date, unless earlier terminated as set forth below. Upon expiration of the initial term, this Agreement will renew automatically for additional one (1) year renewal terms at our then-current SaaS Fees unless terminated in writing by either party at least sixty (60) days prior to the end of the then-current renewal term. Your right to access or use the Tyler Software and the SaaS Services will terminate at the end of this Agreement. 2. Termination. This Agreement may be terminated as set forth below. In the event of termination, 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. Disputed fees and expenses in all terminations other than your termination for cause must have been submitted as invoice disputes in accordance with Section E(2). 2.1 Failure to Pay SaaS Fees. You acknowledge that continued access to the SaaS Services is contingent upon your timely payment of SaaS Fees. If you fail to timely pay the SaaS Fees, we may discontinue the SaaS Services and deny your access to the Tyler Software. We may also terminate this Agreement if you don’t cure such failure to pay within forty-five (45) days of receiving written notice of our intent to terminate. 2.2 For Cause. If you believe we have materially breached this Agreement, you will invoke the Dispute Resolution clause set forth in Section H(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 H(3). 2.3 Force Majeure. Either party has the right to terminate this Agreement if a Force Majeure event suspends performance of the SaaS Services for a period of forty-five (45) days or more. 2.4 Lack of Appropriations. If you should not appropriate or otherwise make available funds sufficient to utilize the SaaS Services, you may unilaterally terminate this Agreement upon thirty (30) days written notice to us. You will not be entitled to a refund or offset of previously paid, but unused SaaS Fees. You agree not to use termination for lack of appropriations as a substitute for termination for convenience. 2.5 Fees for Termination without Cause during Initial Term.2 If you terminate this Agreement during the initial term for any reason other than cause, Force Majeure, or lack of appropriations, or if we terminate this Agreement during the initial term for your failure to pay SaaS Fees, you shall pay us the following early termination fees: a. if you terminate during the first year of the initial term, 100% of the SaaS Fees through the date of termination plus 75% of the SaaS Fees then due for the remainder of the initial term; b. if you terminate during the second year of the initial term, 100% of the SaaS Fees through the date of termination plus 50% of the SaaS Fees then due for the remainder of the initial term; and c. if you terminate after the second year of the initial term, 100% of the SaaS Fees through the date of termination plus 25% of the SaaS Fees then due for the remainder of the initial term. SECTION G – INDEMNIFICATION, LIMITATION OF LIABILITY AND INSURANCE 1. Intellectual Property Infringement Indemnification. 1.1 We will defend you against any third party claim(s) that the Tyler Software or Documentation infringes that third party’s patent, copyright, or trademark, or misappropriates its trade secrets, and will pay the amount of any resulting adverse final judgment (or settlement to which we consent). You must notify us promptly in writing of the claim and give us sole control over its defense or settlement. You agree to provide us with reasonable assistance, cooperation, and information in defending the claim at our expense. 1.2 Our obligations under this Section G(1) will not apply to the extent the claim or adverse final judgment is based on your use of the Tyler Software in contradiction of this Agreement, including with non-licensed third parties, or your willful infringement. 1.3 If we receive information concerning an infringement or misappropriation claim related to the 2 IF SERVICES HAVE BEEN PRICED SEPARATELY FROM SAAS FEES, THEN THE APPLICABLE PERCENTAGES ARE 25%, 15% AND 10%. 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; or (c) replace it with a functional equivalent. 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 PCI-DSS requirements or a law applicable to our performance under this Agreement. You must notify us promptly in writing of the claim and give us sole control over its defense or settlement. You agree to provide us with reasonable assistance, cooperation, and information in defending the claim at our expense. 2.2 To the extent permitted by applicable law, you will indemnify and hold harmless us and our agents, officials, and employees from and against any and all third-party claims, losses, liabilities, damages, costs, and expenses (including reasonable attorney's fees and costs) for personal injury or property damage to the extent caused by your negligence or willful misconduct; or (b) your violation of a law applicable to your performance under this Agreement. We will notify you promptly in writing of the claim and will give you sole control over its defense or settlement. We agree to provide you with reasonable assistance, cooperation, and information in defending the claim at your expense. 3.DISCLAIMER. EXCEPT FOR THE EXPRESS WARRANTIES PROVIDED IN THIS AGREEMENT AND TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, WE HEREBY DISCLAIM ALL OTHER WARRANTIES AND CONDITIONS, WHETHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING, BUT NOT LIMITED TO, ANY IMPLIED WARRANTIES, DUTIES, OR CONDITIONS OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. 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) DURING THE INITIAL TERM, AS SET FORTH IN SECTION F(2), TOTAL FEES PAID AS OF THE TIME OF THE CLAIM; OR (B) DURING ANY RENEWAL TERM, THE THEN-CURRENT ANNUAL SAAS FEES PAYABLE IN THAT RENEWAL TERM. THE PARTIES ACKNOWLEDGE AND AGREE THAT THE PRICES SET FORTH IN THIS AGREEMENT ARE SET IN RELIANCE UPON THIS LIMITATION OF LIABILITY AND TO THE MAXIMUM EXTENT ALLOWED UNDER APPLICABLE LAW, THE EXCLUSION OF CERTAIN DAMAGES, AND EACH SHALL APPLY REGARDLESS OF THE FAILURE OF AN ESSENTIAL PURPOSE OF ANY REMEDY. THE FOREGOING LIMITATION OF LIABILITY SHALL NOT APPLY TO CLAIMS THAT ARE SUBJECT TO SECTIONS G(1) AND G(2). 5. EXCLUSION OF CERTAIN DAMAGES. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL WE BE LIABLE FOR ANY SPECIAL, INCIDENTAL, PUNITIVE, INDIRECT, OR CONSEQUENTIAL DAMAGES WHATSOEVER, EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. 6. Insurance. During the course of performing services under this Agreement, we agree to maintain the following levels of insurance: (a) Commercial General Liability of at least $1,000,000; (b) Automobile Liability of at least $1,000,000; (c) Professional Liability of at least $1,000,000; (d) Workers Compensation complying with applicable statutory requirements; and (e) Excess/Umbrella Liability of at least $5,000,000. We will add you as an additional insured to our Commercial General Liability and Automobile Liability policies, which will automatically add you as an additional insured to our Excess/Umbrella Liability policy as well. We will provide you with copies of certificates of insurance upon your written request. SECTION H – 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 twelve (12) months from the Effective Date by executing a mutually agreed addendum. If no rate is provided in the Investment Summary, or those twelve (12) 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 twelve (12) months from the Effective Date. 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, 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, 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 for the benefit of, either your or our successor(s) or permitted assign(s). Neither party may assign this Agreement without the prior written consent of the other party; provided, however, your consent is not required for an assignment by us as a result of a corporate reorganization, merger, acquisition, or purchase of substantially all of our assets. 9. Force Majeure. Except for your payment obligations, neither party will be liable for delays in performing its obligations under this Agreement to the extent that the delay is caused by Force Majeure; provided, however, that within ten (10) business days of the Force Majeure event, the party whose performance is delayed provides the other party with written notice explaining the cause and extent thereof, as well as a request for a reasonable time extension equal to the estimated duration of the Force Majeure event. 10. No Intended Third Party Beneficiaries. This Agreement is entered into solely for the benefit of you and us. No third party will be deemed a beneficiary of this Agreement, and no third party will have the right to make any claim or assert any right under this Agreement. This provision does not affect the rights of third parties under any Third Party Terms. 11. Entire Agreement; Amendment. This Agreement represents the entire agreement between you and us with respect to the subject matter hereof, and supersedes any prior agreements, understandings, and representations, whether written, oral, expressed, implied, or statutory. Purchase orders submitted by you, if any, are for your internal administrative purposes only, and the terms and conditions contained in those purchase orders will have no force or effect. This Agreement may only be modified by a written amendment signed by an authorized representative of each party. 12. Severability. If any term or provision of this Agreement is held invalid or unenforceable, the remainder of this Agreement will be considered valid and enforceable to the fullest extent permitted by law. 13. No Waiver. In the event that the terms and conditions of this Agreement are not strictly enforced by either party, such non-enforcement will not act as or be deemed to act as a waiver or modification of this Agreement, nor will such non-enforcement prevent such party from enforcing each and every term of this Agreement thereafter. 14. Independent Contractor. We are an independent contractor for all purposes under this Agreement. 15. Notices. All notices or communications required or permitted as a part of this Agreement, such as notice of an alleged material breach for a termination for cause or a dispute that must be submitted to dispute resolution, must be in writing and will be deemed delivered upon the earlier of the following: (a) actual receipt by the receiving party; (b) upon receipt by sender of a certified mail, return receipt signed by an employee or agent of the receiving party; (c) upon receipt by sender of proof of email delivery; or (d) if not actually received, five (5) days after deposit with the United States Postal Service authorized mail center with proper postage (certified mail, return receipt requested) affixed and addressed to the other party at the address set forth on the signature page hereto or such other address as the party may have designated by proper notice. The consequences for the failure to receive a notice due to improper notification by the intended receiving party of a change in address will be borne by the intended receiving party. 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 numbers) and trade secrets, each as defined by applicable state law. Each party agrees that it will not disclose any confidential information of the other party and further agrees to take all reasonable and appropriate action to prevent such disclosure by its employees or agents. The confidentiality covenants contained herein will survive the termination or cancellation of this Agreement. This obligation of confidentiality will not apply to information that: (a) is in the public domain, either at the time of disclosure or afterwards, except by breach of this Agreement by a party or its employees or agents; (b) a party can establish by reasonable proof was in that party's possession at the time of initial disclosure; (c) a party receives from a third party who has a right to disclose it to the receiving party; or (d) is the subject of a legitimate disclosure request under the open records laws or similar applicable public disclosure laws governing this Agreement; provided, however, that in the event you receive an open records or other similar applicable request, you will give us prompt notice and otherwise perform the functions required by applicable law. 18. Business License. In the event a local business license is required for us to perform services hereunder, you will promptly notify us and provide us with the necessary paperwork and/or contact information so that we may timely obtain such license. 19. Governing Law. This Agreement will be governed by and construed in accordance with the laws of your state of domicile, without regard to its rules on conflicts of law. 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. To the maximum extent permitted by applicable law, we agree that this Agreement may be used as a cooperative procurement vehicle by eligible jurisdictions. We reserve 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. 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 Service Level Agreement Schedule 1: Support Call Process 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. [INSERT CLIENT NAME] By: By: Name: Name: Title: Title: Date: Date: Address for Notices: Address for Notices: Tyler Technologies, Inc. INSERT CLIENT NAME One Tyler Drive INSERT Yarmouth, ME 04096 INSERT Attention: Chief Legal Officer Attn: Exhibit A 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. Tyler sales quotation to be inserted prior to Agreement execution. REMAINDER OF PAGE INTENTIONALLY LEFT BLANK Exhibit B Invoicing and Payment Policy We will provide you with the software and services set forth in the Investment Summary of the Agreement. Capitalized terms not otherwise defined will have the meaning assigned to such terms in the Agreement. Invoicing: We will invoice you for the applicable software and services in the Investment Summary as set forth below. Your rights to dispute any invoice are set forth in the Agreement. 1. SaaS Fees. SaaS Fees are invoiced on an annual basis, beginning on the commencement of the initial term as set forth in Section F (1) of this Agreement. Your annual SaaS fees for the initial term are set forth in the Investment Summary. Upon expiration of the initial term, your annual SaaS fees will be at our then-current rates. 2. Other Tyler Software and Services. 2.1 Project Planning Services: Project planning services are invoiced upon delivery of the implementation planning document. 2.2 VPN Device: The fee for the VPN device will be invoiced upon installation of the VPN. 2.3 Implementation and Other Professional Services (including training): Implementation and other professional services (including training) are billed and invoiced as delivered, at the rates set forth in the Investment Summary.3 2.4 Consulting Services: If you have purchased any Business Process Consulting services, if they have been quoted as fixed-fee services, they will be invoiced 50% upon your acceptance of the Best Practice Recommendations, by module, and 50% upon your acceptance of custom desktop procedures, by module. If you have purchased any Business Process Consulting services and they are quoted as an estimate, then we will bill you the actual services delivered on a time and materials basis. 2.5 Conversions: Fixed-fee conversions are invoiced 50% upon initial delivery of the converted Data, by conversion option, and 50% upon Client acceptance to load the converted Data into Live/Production environment, by conversion option. Where conversions are quoted as estimated, we will bill you the actual services delivered on a time and materials basis.4 3 IF IMPLEMENTATION SERVICES, ETC. ARE QUOTED AS PART OF SAAS FEES, REPLACE THIS TEXT WITH: “IMPLEMENTATION AND CONVERSION SERVICES ARE QUOTED AS PART OF YOUR SAAS FEES, AND WILL BE INVOICED AS SET FORTH ABOVE.” 4 REMOVE IF IMPLEMENTATION AND CONVERSION SERVICES FEES ROLLED INTO SAAS FEES. 2.6 Requested Modifications to the Tyler Software: Requested modifications to the Tyler Software are invoiced 50% upon delivery of specifications and 50% upon delivery of the applicable modification. You must report any failure of the modification to conform to the specifications within thirty (30) days of delivery; otherwise, the modification will be deemed to be in compliance with the specifications after the 30-day window has passed. You may still report Defects to us as set forth in this Agreement. 2.7 Other Fixed Price Services: Other fixed price services are invoiced upon complete delivery of the service. For the avoidance of doubt, where “Project Planning Services” are provided, payment will be due upon delivery of the Implementation Planning document. Dedicated Project Management services, if any, will be billed monthly in arrears, beginning on the first day of the month immediately following the project kick-off meeting. 2.8 Change Management Services: If you have purchased any change management services, those services will be invoiced in the following amounts and upon the following milestones: Acceptance of Change Management Discovery Analysis 15% Delivery of Change Management Plan and Strategy Presentation 10% Acceptance of Executive Playbook 15% Acceptance of Resistance Management Plan 15% Acceptance of Procedural Change Communications Plan 10% Change Management Coach Training 20% Change Management After-Action Review 15% 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. 5. Credit for Prepaid Maintenance and Support Fees for Tyler Software. Client will receive a credit for the maintenance and support fees prepaid for the Tyler Software for the time period commencing on the first day of the SaaS Term.5 Payment. Payment for undisputed invoices is due within forty-five (45) days of the invoice date. We 5 USE FOR FLIP CONTRACTS WHERE THE SAAS TERM BEGINS BEFORE THE END OF THE ANNUAL MAINTENANCE TERM. 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 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 for tolls and parking. Mileage will be calculated by using 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 expenses include tips to maids, hotel staff, and shuttle drivers and other minor travel expenses. Per diem rates are available at www.gsa.gov/perdiem. Per diem for Alaska, Hawaii, U.S. protectorates and international destinations are provided separately by the Department of Defense and will be determined as required. A. Overnight Travel For each full day of travel, all three meals are reimbursable. Per diems on the first and last day of a trip are governed as set forth below. Departure Day Depart before 12:00 noon Lunch and dinner Depart after 12:00 noon Return Day Dinner 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. 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. Exhibit C SERVICE LEVEL AGREEMENT I. Agreement Overview This SLA operates in conjunction with, and does not supersede or replace any part of, the Agreement. It outlines the information technology service levels that we will provide to you to ensure the availability of the application services that you have requested us to provide. All other support services are documented in the Support Call Process. II. Definitions. Except as defined below, all defined terms have the meaning set forth in the Agreement. Attainment: The percentage of time the Tyler Software is available during a calendar quarter, with percentages rounded to the nearest whole number. Client Error Incident: Any service unavailability resulting from your applications, content or equipment, or the acts or omissions of any of your service users or third-party providers over whom we exercise no control. Downtime: Those minutes during which the Tyler Software is not available for your use. Downtime does not include those instances in which only a Defect is present. Service Availability: The total number of minutes in a calendar quarter that the Tyler Software is capable of receiving, processing, and responding to requests, excluding maintenance windows, Client Error Incidents and Force Majeure. III. Service Availability The Service Availability of the Tyler Software is intended to be 24/7/365. We set Service Availability goals and measures whether we have met those goals by tracking Attainment. a. Your Responsibilities Whenever you experience Downtime, you must make a support call according to the procedures outlined in the Support Call Process. You will receive a support incident number. You must document, in writing, all Downtime that you have experienced during a calendar quarter. You must deliver such documentation to us within 30 days of a quarter’s end. The documentation you provide must evidence the Downtime clearly and convincingly. It must include, for example, the support incident number(s) and the date, time and duration of the Downtime(s). b. Our Responsibilities When our support team receives a call from you that Downtime has occurred or is occurring, we will work with you to identify the cause of the Downtime (including whether it may be the result of a Client Error Incident or Force Majeure). We will also work with you to resume normal operations. Upon timely receipt of your Downtime report, we will compare that report to our own outage logs and support tickets to confirm that Downtime for which we were responsible indeed occurred. We will respond to your Downtime report within 30 day(s) of receipt. To the extent we have confirmed Downtime for which we are responsible, we will provide you with the relief set forth below. c. Client Relief When a Service Availability goal is not met due to confirmed Downtime, we will provide you with relief that corresponds to the percentage amount by which that goal was not achieved, as set forth in the Client Relief Schedule below. Notwithstanding the above, the total amount of all relief that would be due under this SLA per quarter will not exceed 5% of one quarter of the then-current SaaS Fee. The total credits confirmed by us in one or more quarters of a billing cycle will be applied to the SaaS Fee for the next billing cycle. Issuing of such credit does not relieve us of our obligations under the Agreement to correct the problem which created the service interruption. Every quarter, we will compare confirmed Downtime to Service Availability. In the event actual Attainment does not meet the targeted Attainment, the following Client relief will apply, on a quarterly basis: Targeted Attainment Actual Attainment Client Relief 100% 98-99% Remedial action will be taken. 100% 95-97% 4% credit of fee for affected calendar quarter will be posted to next billing cycle 100% <95% 5% credit of fee for affected calendar quarter will be posted to next billing cycle You may request a report from us that documents the preceding quarter’s Service Availability, Downtime, any remedial actions that have been/will be taken, and any credits that may be issued. IV. Applicability The commitments set forth in this SLA do not apply during maintenance windows, Client Error Incidents, and Force Majeure. We perform maintenance during limited windows that are historically known to be reliably low-traffic times. If and when maintenance is predicted to occur during periods of higher traffic, we will provide advance notice of those windows and will coordinate to the greatest extent possible with you. V. Force Majeure You will not hold us responsible for not meeting service levels outlined in this SLA to the extent any failure to do so is caused by Force Majeure. In the event of Force Majeure, we will file with you a signed request that said failure be excused. That writing will at least include the essential details and circumstances supporting our request for relief pursuant to this Section. You will not unreasonably withhold its acceptance of such a request. Exhibit C Schedule 1 Support Call Process Support Channels Tyler Technologies, Inc. provides the following channels of software support: (1) Tyler Community – an on-line resource, Tyler Community provides a venue for all Tyler clients with current maintenance agreements to collaborate with one another, share best practices and resources, and access documentation. (2) On-line submission (portal) – for less urgent and functionality-based questions, users may create unlimited support incidents through the customer relationship management portal available at the Tyler Technologies website. (3) Email – for less urgent situations, users may submit unlimited emails directly to the software support group. (4) Telephone – for urgent or complex questions, users receive toll-free, unlimited telephone software support. Support Resources A number of additional resources are available to provide a comprehensive and complete support experience: (1) Tyler Website – www.tylertech.com – for accessing client tools and other information including support contact information. (2) Tyler Community – available through login, Tyler Community provides a venue for clients to support one another and share best practices and resources. (3) Knowledgebase – A fully searchable depository of thousands of documents related to procedures, best practices, release information, and job aides. (4) Program Updates – where development activity is made available for client consumption Support Availability Tyler Technologies support is available during the local business hours of 8 AM to 5 PM (Monday – Friday) across four US time zones (Pacific, Mountain, Central and Eastern). Clients may receive coverage across these time zones. Tyler’s holiday schedule is outlined below. There will be no support coverage on these days. New Year’s Day Thanksgiving Day Memorial Day Day after Thanksgiving Independence Day Christmas Day Labor Day Issue Handling Incident Tracking Every support incident is logged into Tyler’s Customer Relationship Management System and given a unique incident number. This system tracks the history of each incident. The incident tracking number is used to track and reference open issues when clients contact support. Clients may track incidents, using the incident number, through the portal at Tyler’s website or by calling software support directly. Incident Priority Each incident is assigned a priority number, which corresponds to the client’s needs and deadlines. The client is responsible for reasonably setting the priority of the incident per the chart below. This chart is not intended to address every type of support incident, and certain “characteristics” may or may not apply depending on whether the Tyler software has been deployed on customer infrastructure or the Tyler cloud. The goal is to help guide the client towards clearly understanding and communicating the importance of the issue and to describe generally expected responses and resolutions. Priority Level Characteristics of Support Incident Resolution Targets 1 Critical Support incident that causes (a) complete application failure or application unavailability; (b) application failure or unavailability in one or more of the client’s remote location; or (c) systemic loss of multiple essential system functions. Tyler shall provide an initial response to Priority Level 1 incidents within one (1) business hour of receipt of the support incident. Tyler shall use commercially reasonable efforts to resolve such support incidents or provide a circumvention procedure within one (1) business day. For non-hosted customers, Tyler’s responsibility for lost or corrupted Data is limited to assisting the client in restoring its last available database. 2 High Support incident that causes (a) repeated, consistent failure of essential functionality affecting more than one user or (b) loss or corruption of Data. Tyler shall provide an initial response to Priority Level 2 incidents within four (4) business hours of receipt of the support incident. Tyler shall use commercially reasonable efforts to resolve such support incidents or 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 database. 3 Medium Priority Level 1 incident with an existing circumvention procedure, or a Priority Level 2 incident that affects only one user or for which there is an existing circumvention procedure. Tyler shall provide an initial response to Priority Level 3 incidents within one (1) business day of receipt of the support incident. Tyler shall use commercially reasonable efforts to resolve such support incidents 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. 4 Non- critical Support incident that causes failure of non-essential functionality or a cosmetic or other issue that does not qualify as any other Priority Level. Tyler shall provide an initial response to Priority Level 4 incidents within two (2) business days. Tyler shall use commercially reasonable efforts to resolve such support incidents, as well as cosmetic issues, with a future version release. Incident Escalation Tyler Technology’s software support consists of four levels of personnel: (1) Level 1: front-line representatives (2) Level 2: more senior in their support role, they assist front-line representatives and take on escalated issues (3) Level 3: assist in incident escalations and specialized client issues (4) Level 4: responsible for the management of support teams for either a single product or a product group If a client feels they are not receiving the service needed, they may contact the appropriate Software Support Manager. After receiving the incident tracking number, the manager will follow up on the open issue and determine the necessary action to meet the client’s needs. On occasion, the priority or immediacy of a software support incident may change after initiation. Tyler encourages clients to communicate the level of urgency or priority of software support issues so that we can respond appropriately. A software support incident can be escalated by any of the following methods: (1) Telephone – for immediate response, call toll-free to either escalate an incident’s priority or to escalate an issue through management channels as described above. (2) Email – clients can send an email to software support in order to escalate the priority of an issue (3) On-line Support Incident Portal – clients can also escalate the priority of an issue by logging into the client incident portal and referencing the appropriate incident tracking number. Remote Support Tool Some support calls require further analysis of the client’s database, process or setup to diagnose a problem or to assist with a question. Tyler will, at its discretion, use an industry-standard remote support tool. Support is able to quickly connect to the client’s desktop and view the site’s setup, diagnose problems, or assist with screen navigation. More information about the remote support tool Tyler uses is available upon request. Exhibit D End User License Agreement6 REMAINDER OF PAGE INTENTIONALLY LEFT BLANK 6 INCLUDE ONLY WHERE TYLERFORMS ARE PART OF LICENSED MODULES. 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 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 2.79% $0.20 Option 2: Patron Paid 3.29% N/A **ACH processing is available for a 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: Government Entity Paid 2.59% $0.15 Option 2: Patron Paid 2.99% N/A Patron Paid fees will be communicated as "Service Fees" to the cardholder, at the time of transaction. In the event that the average monthly transaction amount is below $30, Contractor reserves the right to apply an additional $0.20 service fee above the quoted rates above. 3. Interactive Voice Response (“IVR”). If IVR is selected by Customer and included in the pricing, the following additional terms and conditions shall apply of this Agreement: (a) Network Security. Customer acknowledges that a third-party is used by Tyler Technologies to process IVR Data. Customer’s content will pass through and be stored on the third-party servers and will not be segregated or in a separate physical location from servers on which other customers’ content is or will be transmitted or stored. (b) Content. Customer is responsible for the creation, editorial content, control, and all other aspects of content to be used solely in conjunction with the EnerGov Software. (c) Lawful Purposes. Customer shall not use the IVR system for any unlawful purpose. (d) Critical Application. Customer will not use the IVR system for any life-support application or other critical application where failure or potential failure of the IVR system can cause injury, harm, death, or other grave problems, including, without limitation, loss of aircraft control, hospital life-support system, and delays in getting medicate care or other emergency services. (e) No Harmful Code. Customer represents and warrants that no content designed to delete, disable, deactivate, interfere with or otherwise harm any aspect of the IVR system now or in the future, shall be knowingly transmitted by Customer or Users. (f) IVR WARRANTY. Except as expressly set forth in this Agreement, TYLER TECHNOLOGIES MAKES NO REPRESENTATION AND EXTENDS NO WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF TITLE, NON-INFRINGEMENT, MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE FOR IVR. Exhibit E Statement of Work Statement of Work, if applicable, to be inserted prior to Agreement execution. 23 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services 3.2.4 MASTER ESCROW AGREEMENT Please reference the Master Escrow Agreement on the following pages. PREFERRED BENEFICIARY ACCEPTANCE FORM Depositor, Preferred Beneficiary and Iron Mountain Intellectual Property Management, Inc. (“IMIPM”), hereby acknowledge that __________________________________ is the Preferred Beneficiary referred to in the Master Preferred Escrow Agreement effective___________, 20_____ with IMIPM as the escrow agent and ___________________________ as the Depositor. Preferred Beneficiary hereby agrees to be bound by all provisions of such Agreement. SERVICE Check box(es) to order service SERVICE DESCRIPTION-MASTER THREE PARTY ESCROW AGREEMENT - DEPOSITOR All services are listed below. Services in shaded tables are required for every new escrow account set up. Some services may not be available under the Agreement. ONE- TIME FEES ANNUAL FEES PAYING PARTY Check box to identify the Paying Party Add Additional Beneficiary Iron Mountain will fulfill a Work Request to add a new Beneficiary to an escrow deposit account in accordance with the service description above and the Agreement $1500 Depositor - OR - Beneficiary Add Additional Deposit Account Iron Mountain will set up one additional deposit account to manage and administrate access to new Deposit Material that will be securely stored in controlled media vaults in accordance with the service description above and the Agreement that governs the Initial Deposit Account. $1,000 Depositor - OR - Beneficiary File List Test Iron Mountain will fulfill a Work Request to perform a File List Test, which includes analyzing deposit media readability, file listing, creation of file classification table, virus scan, and assurance of completed deposit questionnaire. A final report will be sent to the Paying Party regarding the Deposit Material to ensure consistency between Depositor’s representations (i.e., Exhibit B and Supplementary Questionnaire) and stored Deposit Material. Deposit must be provided on CD, DVD-R, or deposited by FTP. $2,500 N/A Depositor - OR - Beneficiary Add Level 1 - Inventory and Analysis Test Iron Mountain will perform an Inventory Test on the initial deposit, which includes Analyzing deposit media readability, virus scanning, developing file classification tables, identifying the presence/absence of build instructions, and identifying materials required to recreate the Depositor's software development environment. Output includes a report which will include build instructions, file classification tables and listings. In addition, the report will list required software development materials, including, without limitation, required source code languages and compilers, third-party software, libraries, operating systems, and hardware, as well as Iron Mountain’s analysis of the deposit. $5,000 or based on SOW if custom work required N/A Depositor - OR - Beneficiary Add Deposit Tracking Notification At least semi-annually, Iron Mountain will send an update reminder to Depositor. Thereafter, Beneficiary will be notified of last deposit. N/A $375 Depositor - OR - Beneficiary Custom Contract Fee Custom contracts are subject to the Custom Contract Fee, which covers the review and processing of custom or modified contracts. $750 N/A Depositor Beneficiary Depositor hereby enrolls Preferred Beneficiary to the following account(s): Account Name Deposit Account Number Notices and communications to Preferred Beneficiary should be addressed to: Invoices should be addressed to: Company Name: Address: ________ ________ Designated Contact: Telephone: Contact: ______ ____________________________________ Facsimile:____________________________ E-mail: _____________________________ P.O.#, if required:______________________ ____________________________________ Preferred Beneficiary ____________________________________ Depositor By: _______________________________________________ By: __________________________________ Name:_______________________________ Name:________________________________ Title:________________________________ Title:_________________________________ Date: Date:_________________________________ IMIPM By: __________________________________ ______________________________________ _______________________________ Name:________________________________ Title: _________________________________ Date: _________________________________ 24 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services 3.3 IMPLEMENTATION PROJECT PLAN C. Sample Implementation Project Plan: Respondents shall also include a sample Project Plan that details the approach. The following information provides an expectation on the organization and content of the Project Plan that will be developed as part of the Project with the selected Respondent: 3.3.1 PROJECT OBJECTIVES o Project Objectives: This section of the Implementation Project Plan should include overall Project objectives. 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 City of Edina the opportunity to make the City more accessible and responsive to external and internal customer needs and more efficient in its operations through: Centralized electronic HR systems that is integrated with the financials system Enabling and empowering users to become more efficient, productive and responsive Reducing manual workflows and calculations Providing tools to produce and access information in a real‐time environment Streamlining, automating, and integrating business processes and practices Successfully overcoming current challenges and meeting future goals 3.3.2 PROJECT DELIVERABLES AND MILESTONES o Project Deliverables and Milestones: This section of the Implementation Project Plan should include a list of deliverables and milestones of the Project and should describe exactly how and what will be provided to meet the needs of the City. A sample list of project deliverables is included in the attached Project Deliverables section within the SOW, which is representative of the items that will be created during the project planning stage. All project deliverables are custom to the specific project they are created for and are a joint effort by both project teams. 25 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services 3.3.3 PROJECT SCHEDULE o Project Schedule (Project Management Software): This section of the Implementation Project Plan should identify the dates associated with deliverables and milestones described in Section 2.0. In addition, this section should reflect Project predecessors, successors, and dependencies. The City requires the use of Project management software (such as Microsoft Project) to develop and maintain the Project schedule, Resource Plan, and Gantt chart. Our proposed project approach delivers a holistic approach to our professional services, including Project Management, Implementation Services, Data Conversions, Testing Plan, Training Approach and Technical Support. Tyler’s approach to the project is designed to maximize the benefit to you of this opportunity for transformational change in software, technology, and processing. By implementing a robust ERP software solution, embracing industry and Munis best business practices, and managing the changes within the organization, you will be poised to provide the highest level of service to your constituents. Our successful approach to implementation is one that we’ve developed through our extensive background focusing solely on the public sector market and integrated it with the principles of the Project Management Institute (PMI). It is our believe that this model and approach allows us to ensure the quality of your implementation by providing you with resources at all points in your organization that have deep domain understanding of how public sector organizations perform their daily job functions today and in the future. We have developed a plan to address your Implementation Scope (project management, system design, testing, and training), Project Planning, and Training for resource development, and on‐site training. Fundamental Review and Current/Future State Analysis are absolutely critical to adopting the goals for this project outlined. By linking Analysis with Fundamental Review we can have a small, highly educated group make process decisions that will best leverage your new Munis ERP system and provide the biggest benefit in terms of efficiency and improved data access. Documentation of all decisions and process in a System Design Document helps to formalize the results and allow it to be incorporated into all project documentation. Once decisions have been made and are documented, your team will perform a System Design Validation to ensure that the new business processes will work in the real world. This test will be performed using System Design Validation Scripts. These scripts will be used during system and user acceptance testing as well, providing a clear measurement tool throughout the project. Our proposed project plan is outlined in Tab 5 of this response document. We have proposed a three‐ phased approach. We have proposed a complete implementation, including Munis Financials, Munis Utility Billing, and Munis Human Capital Management, of 18 months. To kick off the project, we will initiate the project with a Chart of Accounts needed to support the rest of your implementation. Our approach includes overlapped phases among the functionality. Staring with a 9‐month Munis Financials, and a 9‐month Munis Human Capital Management, we move into the final phase‐ a 9‐ month Munis Utility Billing phase for a total project of 18 months. 26 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services 3.3.4 STATUS REPORTING o Status Reporting: This section of the Implementation Project Plan should describe the approach the Contractor will use to provide status reports throughout the course of the Project. This section should include an example of the biweekly or weekly status report and identify the expected delivery mechanism that will be used to provide the report to the City. Tyler understands that current, accurate information that is easily accessible is a key component in an ERP Implementation Project. As part of Implementation, each new Tyler client will be provided a Project SharePoint Web site. The purpose of this site is to furnish the project teams with a central location to plan, store and access pertinent documentation and information relating to your Implementation project. The Tyler Implementation SharePoint site will ensure that all project stakeholders have an easy‐to‐use tool that will provide an integrated location to inquire, review and update any and all project information. Your assigned Tyler Project Manager will conduct bi‐weekly status reports and meetings between the Tyler and Client Project Teams are held with the frequency increasing to weekly based on the stage of the project that is underway. 3.3.5 PROJECT MANAGEMENT PROCESS o Project Management Processes, including: RESOURCE MANAGEMENT Resource Management: This section should describe City resources, Contractor resources, and the overall Project team structure, including an organizational chart. The defined roles identified for the Contractor, its subcontractors, and the City, should also include a detailed description of the responsibilities related to the identified role, as well as the communication process for each party. The project team roles shown in the below chart correspond with the expected project team resources which are described in more detail in the Project Resource Roles section within the SOW which is included with Tyler’s proposal response. Tyler’s Project Managers are empowered to make almost all project decisions and will serve as the main point of contact throughout the implementation project. Please reference the provided Sample Implemenation Plan for examples of the Resource Management Plan including requirements. 27 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services Project Governance The purpose of project governance 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 illustrates an overall team perspective where Tyler and your resource 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 your Steering Committee become the escalation points to triage responses prior to escalation to your 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. All Executive Sponsors serve as the final escalation point. 28 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services SCOPE MANAGEMENT Scope Management: This section should describe the approach the Contractor will use in order to manage Project Scope and the process used to request changes to Project Scope. It is the City’s desire to use the proposed software system “as is” and, as such, any changes must be reviewed and approved by the City’s Implementation Project Team. Controlling project scope is required to keeping a project on track and to ensuring a successful, on time and on budget Go Live. Tyler’s Implementation Methodology places a strong emphasis on project planning, defining the project scope, setting expectations, and managing the project from the project plan. By defining the entire project up front, documenting all decisions and then managing to the plan, Tyler’s project manager will assist you in keeping the project on scope. If changes in scope are suggested or needed during the implementation, both Project Manager will review the project plan to determine the impact of the change to the overall project, the cost, and the schedule. Once the impact has been determined, the communication plan will be used and the project governance committee will determine if the change will be accepted and the project plan updated. Please reference the provided Sample Implemenation Plan for examples of the Scope Management Plan including scope statement, verification, control and change protocols. SCHEDULE MANAGEMENT Schedule Management: This section should describe the approach the Contractor will use in order to manage the Project schedule and the process used to submit requested changes to the schedule. The Contractor must ensure that the Project schedule is kept current and report any missed milestones to the City. Upon finalizing the work and creating the plan, Project Managers will manage the schedule and any budgetary constraints and adjustments throughout the lifecycle of the project. The Project Manager’s goal is to ensure all previously communicated project deliverables and timelines are either adhered to, or that all exceptions are clearly communicated, analyzed, and properly adjusted with your Project Managers or stakeholders. All projects have periodically scheduled Project Manager meetings to ensure proper communication throughout the project progression. 29 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services RISK MANAGEMENT Risk Management: This section should describe the approach the Contractor will use to document existing Project risks, provide recommendations for mitigating the risk, and how this will be communicated to the City Implementation Team. As part of the Project Scope, the Contractor(s) will develop and maintain a documented Risk Register. Such Risk Register will be maintained in a centrally accessible location (e.g., Project portal) and be regularly updated. For each risk identified, the Contractor shall be responsible to develop an impact summary and a mitigation strategy in a timely fashion. As with any major project, there are risks both large and small inherent to implementing a new software system. That is why you need experts to guide you through the process from start to finish. Tyler has been delivering software solutions to the public sector since 1966. Our vast experience and adherence to the industry‐leading Project Management Institute (PMI) approach to project management give Tyler the knowledge to measure risk and to implement procedures which mitigate and minimize risk to our clients. During the planning stage of the project potential risks and mitigation techniques are discussed to limit impact in a successful project. The largest project risks inherent with a software implementation of this size are in the adoption of change and the follow through on meeting your stated goals. In every project, there are people and departments that are resistant to the change needed to fully utilize a new system. It is important that these individuals and groups be identified early in the project, and a communication and coaching plan be put in place to minimize their impact on the project and the intended results. Stakeholders can assist by communicating management’s commitment to the project, establishing clear internal expectations for the staff, supporting change management efforts, enforcing changed business practices and holding resources accountable for completion of tasks necessary for project deadlines. Implementing a new software solution is a commitment that requires full buy‐in from all levels and properly allocated resources for both time and effort. Ensuring that tasks are monitored and prioritized accordingly helps ensure a successful, on‐time project completion. The best way to minimize any risk and maximize the benefits of a Tyler implementation is to communicate and document decisions as thoroughly as possible during the planning stage of the project. A Risk Management Plan, Communication Management Plan, Change Management Plan, and Risk Register will all be part of the overall Project Plan. These documents will provide a list of the potential project risks, identify ways to mitigate the risk that each brings and describe what to do in the case of a risk impacting the project and how to compensate for that change. Communication and planning can help to prepare for risks and minimize the impact they have on the overall implementation. Please reference the provided Sample Implemenation Plan for examples of the Risk Management Plan including assesment, measure and control procedures. 30 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services QUALITY MANAGEMENT Quality Management: This section should describe the approach the Selected Vendor will use to assure that all written deliverables have received appropriate reviews for quality before being submitted to the City. Tyler’s Implementation Methodology (outlined above and detailed in the attached Munis Sample Implementation Plan) builds Quality Assurance into the entire project plan. PMI’s PMBOK believes that there are three stages of the project that are running concurrently; Planning, Executing, and Controlling. Controlling is where Quality Assurance and Quality Control are conducted repeatedly, seeking to qualify and quantify the results of the project task, to ensure that it is completed to the City’s satisfaction. This is accomplished through several mechanisms, not limited to Project Control Points, User Acceptance Testing, Training Feedback Forms, and Questionnaires. At any point in the project, the City not accepting the results of training, parallel test, or calculation will result in a review by both project teams, to plan how to correct the situation, execute the new method, and a review of the results to ensure accuracy. For examples of these procedures and control points, please refer to the Work Breakdown Structure and the provided Sample Implementation Plan for Control Checklist. COMMUNICATION MANAGEMENT Communication Management: This section should describe the approach the Selected Vendor will use to provide a detailed communication plan that includes discussion of key implementation metrics that will be used to track progress; types of communication methods (e.g., memo, email, one‐on‐one meetings, Project team meetings, stakeholder group meetings, online web progress reporting tools) that the Vendor will use; frequency of these communications; and key Vendor points of contact with overall responsibility for ensuring these communications are provided as scheduled. The City also expects that the Selected Vendor will make key personnel and staff available for certain meetings, either on‐site or via teleconference or web‐conference, which may be required should major issues arise during the implementation that significantly impact the schedule, or budget, of the selected system. Tyler understands that current, accurate information that is easily accessible is a key component in an ERP Implementation Project. As part of Implementation, each new Tyler client will be provided a Project SharePoint Web site. The purpose of this site is to furnish the City and Tyler Project Teams with a central location to plan, store and access pertinent documentation and information relating to your Implementation project. The Tyler ERP Implementation SharePoint site will ensure that all project stakeholders have an easy‐to‐use tool that will provide an integrated location to inquire, review and update all project information. The Implementation Management Plan includes Communication Plan with roles, responsibilities, plan matrix and more. 31 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services It is Tyler’s goal to have the site available for introduction to the City during the Project Manager’s on‐ site Kick‐Off meeting. At this meeting, the PM will provide an overview of the site and distribute a brief video that further explains the site and its available tools. This site will be jointly maintained by the Tyler and City Project Teams for the duration of the implementation. Once the client has gone live, the site will be maintained by Tyler’s assigned Support Account Manager for the first year of live processing. Each Project SharePoint site will utilize standards and defaults set by Microsoft SharePoint software. The site will be easy to navigate and provide text “breadcrumbs” for backtracking and/or return to the home page. Tools of the site will include, but are not limited to: Documents & Links; Announcements; Calendar; Project Task List; Issues & Action Items; Project Schedule; Modifications& Enhancements; Versioning; Client Alerts. As a client, you have access to your assigned team through email, phone and meetings. We strive to ensure a clear and open communication channel while working through your implementation project. ORGANIZATIONAL CHANGE MANAGEMENT Organizational Change Management: This section should describe the process, tools, and techniques the Selected Vendor will use to manage the people side of change. Public sector organizations of all sizes find it challenging to adopt new approaches and processes even when given the opportunity to do so through the implementation of a new software system. To realize the benefits our software can provide to our clients, it is necessary to adopt business practices and approaches that leverage the features and tools provided by Tyler. It is only through enterprise‐ wide adoption of new technology, processes and business practices, that the biggest improvements to key areas such as efficiency, data access and cost savings are realized as an organization. Organizational change management practices and principals are designed to help our clients through the change process, achieving a higher level of adoption and reaping the benefits of changes required by the implementation of a new software system. Tyler’s Project Managers are trained in change management and assist during the implementation process with the human side of change. Effective communication is one of the core components of change management: identifying who to communicate with, the proper communication methods and determining the timing, tone and content of the messaging. A communication plan encompassing these critical decisions will be updated during the planning stage of the project by both project teams. Tyler believes that for your project to be successful, change management must be sponsored from top down in your organization, because it requires a high level of adoption of desired changes. In addition, leveraging our extensive past experience, our project team will do everything possible to advise you in this process throughout implementation. As a company, we embrace the following principles and utilize each in an effort to mitigate potential change management issues: 32 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services Start to Finish: Change management must begin early on and extend through and beyond the transition to the new system. Creating ownership early on is absolutely essential to a successful implementation. Integrated and Holistic Approach: Change management strategies must be integrated into overall project management and not treated as a separate and distinct effort. Additionally, since most agencies are experiencing multiple changes at any given time during the project, change strategies and efforts should be managed in a holistic way. Collaborate and Leverage Strengths, Experience: Working collaboratively with you ensures that the implementation process leverages internal capabilities, organizational knowledge and relationships, as well as Tyler’s experience and expertise in navigating change. Moreover, collaboration and engagement are essential to building support, establishing ownership and gaining buy‐in from all affected users. Engage and Rely Upon Key Stakeholders: Identifying and empowering representatives from primary stakeholder groups is fundamental to an effective change program, allowing the project team to obtain critical feedback on your needs and change acceptance at key milestones. Build on Established Change Methodology: Tyler builds on your established change methodology, if and where it exists, advising you on practices we have seen as effective in other projects similar to yours. Our intent is to supplement and strengthen it where possible. Create Frameworks and Build Capability: The most successful projects are those that build lasting capability within the organization, allowing internal resources to support and engender lasting change. 33 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services Tab 4 KEY PROPOSED PERSONNEL & TEAM ORGANIZATION 4.6 Tab 4 – Key Proposed Personnel and Team Organization The fourth tab of the Proposal should include: A. A completed response to the Tab 4 information contained in Attachment A. 4.1 ATTACHMENT A / TAB 4 Please reference the completed response to the Tab 4 information contained in attachment A on the following pages. Tab 4 – Key Proposed Personnel and Team Organization I. ORGANIZATIONAL CHART i.Respondent to submit as an Exhibit, labeled as I: Organizational Chart and insert in Tab 4. ii.The Organizational Chart is to include subcontractors and reporting structure of the entire team. Please reference the Organizational chart provided in the Technical Response in Tab 3. II.PROJECT TEAM RESUMES i.Using Table 4-01, resumes shall be provided for the implementation team, as well as for any additional personnel involved in live operation and ongoing support and maintenance. Resumes shall be specific to the actual personnel to be assigned to this Project for all primary roles (e.g., Project Manager, Trainer, Conversion Lead). •Resumes to include listing of past software implementation projects and certifications held for each team member including third-parties proposed. ii.The City anticipates that any staff assigned to the Project will remain assigned to the Project, unless the City deems the services to not meet expectations at which point the Contractor and City will work together to remedy such non-conforming services. Table 4-01: Project Team Resumes Name and Title Sunshine D. Project Manager Description of Project Roles and Responsibilities See Resource Role and Responsibility document Role on the Project Project Manager Home Office Location Phoenix, AZ Listing of Past Projects Where Resource Implemented the Proposed Product West Jordan, UT- Implementation Consultant Lompoc, CA - Project Manager El Paso County, TX - Implementation Consultant Burien, WA - Project Manager Lewis County, WA - Project Manager Educational Background Arizona State University (Masters in Educational Technology) Professional Registrations and Memberships Listing of Past Projects Where Resource Professional References (from previous implementations) Implemented Other Software Products Technology Training Supervisor – Dysart USD, AZ – 10 years Medical Instructor– United States Army Reserve– 21 years Additional Relevant Information Tyler Tenure: 5 Years Name and Title Hope M. Project Manager Description of Project Roles and Responsibilities See Resource Role and Responsibility document Role on the Project Project Manager Home Office Location Homosassa, FL Listing of Past Projects Where Resource Implemented the Proposed Product Mobile, AL - Project Manager Opelika, AL - Project Manager Newark, DE - Project Manager Bulloch County, GA - Project Manager Plant City, FL - Project Manager Queen Anne's County - Project Manager Gaston County, NC - Project Manager Clarke County, VA - Project Manager Columbia, MO - Project Manager Manassas, VA - Project Manager Educational Background Professional Registrations and Memberships Project Management Professional (PMP)® Listing of Past Projects Where Resource Implemented Other Software Products Implementation Consultant – Tyler Technologies – 3 years Professional References (from previous implementations) Additional Relevant Information Tyler Tenure: 15 years Name and Title Kimberly M. Implementation Consultant Description of Project Roles and Responsibilities See Resource Role and Responsibility document Role on the Project Implementation Consultant Home Office Location Pittsburgh, PA Listing of Past Projects Where Resource Implemented the Proposed Product Bristol Township, PA City of Florence, SC City of Lafayette, IN City of Monrovia, CA Prince George County, VA City of Lancaster, PA Educational Background University of Pittsburgh BS-Computer Science BS-Accounting Professional Registrations and Memberships Microsoft Certified Trainer (MCT) Microsoft Certified Technology Specialist (MCTS) Microsoft Certified IT Professional (MCITP) Listing of Past Projects Where Resource Implemented Other Software Products IT Manager of a contract packaging company 27 years -Adjunct Instructor for Penn State Continuing Education Program -Adjunct Instructor for Allegheny Valley Institute of Technology Professional References (from previous implementations) Additional Relevant Information Tyler Tenure: 3 years Name and Title Shelley G. Implementation Consultant Description of Project Roles and Responsibilities See Resource Role and Responsibility document Role on the Project Implementation Consultant Home Office Location Sumner, WA Listing of Past Projects Where Resource Implemented the Proposed Product City of Goodyear, AZ Deschutes County, OR City of Bend, OR City of Glendale, AZ City of Odessa, TX City of Perris, CA Educational Background Professional Registrations and Memberships Listing of Past Projects Where Resource Implemented Other Software Products Training Specialist/Dev Team– Kronos– 2 years Learning Specialist III– ADP– 15 years Professional References (from previous implementations) Additional Relevant Information Tyler Tenure: 1 years 34 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services 4.2 SUPPLEMENTAL INFORMATION B. Any other information that may be relevant and useful to the City. The City reserves the right to require that background checks be conducted on any and all individuals conducting work as either employees or independent contractors of the Respondent, or who are otherwise providing services on the Respondent’s behalf in connection with the Project, including— without limitation—employees and independent contractors of any third‐party companies or firms included in a Respondent’s Proposal. With more than 35 years of public sector implementation projects being delivered on time and on budget, Tyler differentiates ourselves through our Tyler‐personnel implementation staff. Instead of relying on third party implementers that may not be completely focused on the project and may have disconnected interests in its outcome, we use Tyler personnel that have implemented Munis in other public sector entities. Tyler is 100% public sector focused and our employees develop, implement and support more than 1,600 public sector clients. Your primary point of contact throughout the project is the Tyler Project Manager. The Tyler Project Manager will guide the implementation from start to finish, following our custom methodology and work breakdown structure. Tyler is a nation‐wide company serving our clients with a depth of internal talent. Our implementation teams are regional‐focused creating specialized knowledge and local resources. Our approach ensures the best functional fit and availability to assign the best staff to your project with resources who are most requalified to meet your specific requirements. Our priority is selecting your team is to ensure the appropriate fit to ensure a successful project. We believe in providing superior, experienced and focused management resources to our clients and are committed to doing so. Tyler's ERP public sector focused staff of more than 370 Implementation Consultants and Project Managers have on average tenure 3.5 years for Implementation Consultants and 9.5 years for Project Managers. TYLER RESOURCES Tyler actively seeks the best talent to help us develop, implement and support our solutions for our clients. Our staff consists of seasoned professionals with unique and proprietary skills, and years of industry experience, who are focused into dedicated departments. Our product expertise is strengthened by the fact that many of our employees have years of experience working at public sector agencies prior to joining Tyler. These professionals bring a unique perspective to Tyler’s mission because they truly understand what our clients need to operate at their best. We recognize that our ability to hire the best candidates ultimately impacts our clients. We hire exceptional people who become part of the project team for the duration of the project. 35 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services Upon award of contract, Tyler Technologies assigns a Project Manager and quality project team to ensure your implementation success. In reviewing and understanding your goals and requirements, we provide an implementation team best suited to deliver services to achieve your needs. We believe this is an important step in the implementation process and appreciate your patience as we make arrangements for resources to be allocated to your project. Tyler staff perform services in a professional, workman‐like manner, consistent with industry standards. 4.2.1 I: ORGANIZATIONAL CHART Please reference the Organizational Chart above under 3.3.5. 36 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services Tab 5 PROJECT SCHEDULE 4.7 Tab 5 – Project Schedule As part of the fifth tab of the proposal, Respondents shall include: A. A completed response to the Tab 5 information contained in Attachment A. 5.1 ATTACHMENT A / TAB 5 Please reference the completed response to the Tab 5 information contained in attachment A on the following pages. Tab 5 – Project Schedule I. PROJECT SCHEDULE i.Respondent shall submit a proposed Project Schedule with the major milestones, activities, and timing of deliverables for the Scope of Work described in Section 2.0 of the RFP. In addition, the response should reflect Project predecessors, successors, and dependencies. •The City requests that the sample Project Schedule be in a Gantt chart format developed in Microsoft Project. •The City endeavors to have all functionality implemented by January 1, 2021. •Respondent to submit as an Exhibit, labeled as I. Project Schedule and insert in Tab 5 Exhibit submitted Yes X No II.PROJECT DELIVERABLES, MILESTONES, AND PAYMENT APPLICATIONS i.Respondent to include a list of deliverables and milestones of the Project and should describe exactly how and what will be provided to meet the needs of the City. ii.Respondent to submit their payment schedule, tied to the deliverables and milestones for review by the City. This schedule shall be consistent with the terms provided in Section 4.18. iii.Respondent to submit as an Exhibit, labeled as II. Project Deliverables, Milestones, and Payment Applications and insert in Tab 5 Exhibit submitted Yes X No III.PROJECT SCHEDULE QUESTIONS Table 5-01: Project Schedule Questions Based on current obligations, what is the earliest you can begin implementation after contract signing? The implementation officially begins with the Initiate and Plan stage. This stage of the implementation process commences once a contract has been signed. The project starts with the implementation team comprised of your executive sponsor, project leader and the Tyler project manager, who work together to define project expectations and establish a baseline project plan and schedule. During the Initiation stage, the Tyler team leads discussions with you to begin system infrastructure planning, outline goals and timelines, and finalize processes for the implementation of all products in the scope of the project. Tyler will commit to scheduling a planning session no later than 60- 75 days after contract signing. We are anticipating this project to kick off in beginning Q2/end Q1 2019 based on the procurement schedule. We also commit to delivering the Implementation Plan and detailed project plan for the first phase within 30 days of stage. What activities would the Respondent expect to occur within the first 30 days of contract signing? Tyler believes that a smooth transition from the Sales cycle to implementation is an important first step toward a successful project outcome. Tyler will work with the City to conduct a project “kick off” meeting within 60-75 days of contract signing. At this meeting, the primary participants from both sides are introduced to each other by Tyler’s Sales Account Executive. This is the formal “hand off” from sales to implementation. Prior to this meeting, specifics that were raised during the sales process are given to the implementation team. During the kick-off meeting, the implementation team will go over the Tyler implementation process with the City. It is an excellent way in which to set expectations for the City’s project. In the following response section, Tyler outlines our implementation methodology including our pre-implementation phase of Initiating and Planning where the two teams will identify stakeholders, define the project scope, set project expectations and policies, and review the statement of work. During the pre-implementation phase, City and Tyler work to develop customized project plans and implementation management plans that document key project management processes and policies. The project management plans will establish project policies for the duration of the project and be consistent across all phases of the project. How long does the typical implementation of the product being proposed take for an organization of similar size to the City? Each implementation timeline is a mutually developed plan according to the specific site requirements. Each client has unique needs and resources available that we take into account while conducting project planning and phasing. Tyler modifies our timeline to best fit our clients. The mutually developed project timeline takes your project team resources, district resources, blackout dates, and more into account. What is the total project duration (by months) that you are proposing? We have proposed a complete implementation, including Munis Financials, Munis Utility Billing, and Munis Human Capital Management of 18 months. We have aligned our approach with the requested project go live prior to 1/1/21 for all functionality. To kick off the project, we will initiate the project with a Chart of Accounts needed to support the rest of your implementation. Our approach includes overlapped phases among the functionality. Staring with a 9-month Munis Financials, and a 9-month Munis Human Capital Management, we move into the final phase- a 9-month Munis Utility Billing phase for a total project of 18 months. The City endeavors to have all functionality implemented by January 1, 2021, subject to further planning with Respondents. Respondents are encouraged to indicate the ability to meet this target implementation milestone, and propose phasing and timelines that best align with the Respondents implementation approach Table 5-02: Potential Phasing and Target Live Dates Phase Functional Areas Potential Start Date Target Go-Live Date 1 Munis Financials (Beginning Q2 2019) Month 1 Month 9 2 Munis Human Capital Management Month 7 Month 15 3 Munis Utility Billing Month 10 Month 18 If Respondents are not able to meet these anticipated go-live dates, Respondents should discuss suggested implementation timelines. Similarly, if Respondents are proposing alternative phasing or grouping of modules, this should be clearly specified. We have reviewed the requested grouping and phasing presented by the City. After reviewing the scope and proposed project, we can propose the requested project timeline. Our proposed project includes three phases for Financials, Utility Billing, and Human Capital Management timeframe for a total of 18 months to be live prior to 1/1/21. 37 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services 5.2 SUPPLEMENTAL INFORMATION B. Any other information that may be relevant and useful to the City. PROJECT PLANNING Tyler takes a custom approach to every implementation project we lead as every client and business case is unique. During project planning, the project teams will discuss all aspects of the project. The discussion and the decisions made will be documented and included in the custom project plan. This document will govern all project activities, including the deliverable for each stage of the project. This document contains typical project deliverables for each stage of the project, and is tied to our custom Tyler Work Breakdown Structure. During the Planning Stage of the project, a project plan will be created by the project teams that will serve as a working document throughout the entire project. These teams will meet regularly throughout the project to foster communication and ensure that all tasks are on schedule. In addition, periodic reviews and project meetings will be scheduled where changes in scope, project length, or cost will be discussed. Any change to the overall plan, and specifically the project plan, will be agreed to by the two project teams. The original project plan, as well as any subsequent versions of the document will be posted on the Project SharePoint Site and available to all project participants. This open access to project documents helps to ensure good communication among all project stakeholders. Attached, please find the Sample Implementation Plan, which will give an example of the documents that, will be created during the planning stage of the project and the Gantt Chart which outlines the tasks and milestones involved in implementation project. An important part of the custom project plan is the project timeline and schedule, which is developed using MS Project and will be displayed through the Project SharePoint site in several different formats. A custom version will be created during the planning stage of the project by the project teams. 5.2.1 PROJECT SCHEDULE DEVELOPMENT The project schedule is developed by your and the Tyler Project Managers in coordination with the project teams in order to meet your needs while keeping in mind Tyler’s guidelines for implementation. Tyler recommends a phased implementation approach, staggering start and live dates for each phase of the project. Live dates will be targets, but should not place unnecessary constraints on the project. The timeline provided assumes that the product will be used as‐is, without any required go‐live customizations. It is recommended that no more than two phases are significantly in process at a time when your resources will be involved in more than one project phase. 38 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services 5.2.2 PROPOSED PROJECT SCHEDULE Taking into account Tyler’s preferred project phasing, our current understanding of your needs, and the included investment summary project guidelines are given below. We have aligned our approach with the requested project go live prior to 1/1/21 for all functionality. Our proposed project is a complete ERP implementation within 18 months from kick off to the final go live from all three phases. In our proposal, we included the functionality to meet the functional checklist alongside our implementation services of Project Management, Training, Testing and more. Further discussion between the Project Managers is necessary to determine resource availability, limits and constraints prior to developing the actual project schedule. Tyler is open to discussing the project schedule in more detail, and working out a mutually agreed upon plan that considers all project risks and requests. 5.2.3 PROPOSED PROJECT PHASES Proprietary and Confidential – Subject to Restrictions on Disclosure 2019 2020 Phase Module Project Plan in Months 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 1 Munis Financials 2 Munis Human Capital Management 3 Munis Utility Billing Duration (Months) 9 9 9 18 IDTask Name1Phase One - Munis Financials1Initiate & Plan2Tyler internal coordination & project planning3System Infrastructure Planning4Project/Phase Planning5Build Project Schedule6Stakeholder Presentation7Control Point 1: Plan & Initiate stage acceptance8Assess & Define9Fundamentals review10Current/future state analysis11Data conversion planning & mapping12Standard 3rd-party data exchange planning13Customization analysis & specification, if contracted14Forms & reports planning15System deployment16Control point 2: Assess & Define stage acceptance17Build & Validate18Configuration and power user training19Data conversion & validation20Standard 3rd-party data exchange validation21Customization delivery & validation, if contracted22Forms & reports validation, as applicable23Control point 3: Build & Validate stage acceptance24Final Testing & Training25Cutover planning26User Acceptance Testing (UAT)27End User Training28Control point 4: Final Testing & Training stage acceptance29Production Cutover30Final data conversion31Production processing & assistance32Transition to Tyler Support33Schedule post-live process training, if applicable34Control point 5: Production cutover stage acceptance35Phase/Project Closure36Close phase/project37Control point 6: Phase/Project closure stage acceptance-11234567891011121314151617181920City of Edina, MN - Gantt ChartPage 1 IDTask Name2Phase Two - Munis Human Capital Management1Initiate & Plan2Tyler internal coordination & project planning3System Infrastructure Planning4Project/Phase Planning5Build Project Schedule6Stakeholder Presentation7Control Point 1: Plan & Initiate stage acceptance8Assess & Define9Fundamentals review10Current/future state analysis11Data conversion planning & mapping12Standard 3rd-party data exchange planning13Customization analysis & specification, if contracted14Forms & reports planning15System deployment16Control point 2: Assess & Define stage acceptance17Build & Validate18Configuration and power user training19Data conversion & validation20Standard 3rd-party data exchange validation21Customization delivery & validation, if contracted22Forms & reports validation, as applicable23Control point 3: Build & Validate stage acceptance24Final Testing & Training25Cutover planning26User Acceptance Testing (UAT)27End User Training28Control point 4: Final Testing & Training stage acceptance29Production Cutover30Final data conversion31Production processing & assistance32Transition to Tyler Support33Schedule post-live process training, if applicable34Control point 5: Production cutover stage acceptance35Phase/Project Closure36Close phase/project37Control point 6: Phase/Project closure stage acceptance-11234567891011121314151617181920City of Edina, MN - Gantt ChartPage 2 IDTask Name3Phase Three - Munis Utility Billing1Initiate & Plan2Tyler internal coordination & project planning3System Infrastructure Planning4Project/Phase Planning5Build Project Schedule6Stakeholder Presentation7Control Point 1: Plan & Initiate stage acceptance8Assess & Define9Fundamentals review10Current/future state analysis11Data conversion planning & mapping12Standard 3rd-party data exchange planning13Customization analysis & specification, if contracted14Forms & reports planning15System deployment16Control point 2: Assess & Define stage acceptance17Build & Validate18Configuration and power user training19Data conversion & validation20Standard 3rd-party data exchange validation21Customization delivery & validation, if contracted22Forms & reports validation, as applicable23Control point 3: Build & Validate stage acceptance24Final Testing & Training25Cutover planning26User Acceptance Testing (UAT)27End User Training28Control point 4: Final Testing & Training stage acceptance29Production Cutover30Final data conversion31Production processing & assistance32Transition to Tyler Support33Schedule post-live process training, if applicable34Control point 5: Production cutover stage acceptance35Phase/Project Closure36Close phase/project37Control point 6: Phase/Project closure stage acceptance-11234567891011121314151617181920City of Edina, MN - Gantt ChartPage 3 1 Tyler Implementation Deliverables Document 1.1 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. 1.1.1 Initiate & Plan Stage Deliverables Implementation Management Plan o Objective: Update and deliver baseline management plans to reflect the approach to the Client’s Project. o Scope: The Implementation Management Plan addresses how communication, quality control, risks/issues, resources and schedules, and Software Upgrades (if applicable) will be managed throughout the lifecycle of the Project. o Acceptance criteria: the Client reviews and acknowledges receipt of Implementation Management Plan Project Plan/Schedule o Objective: Provide a comprehensive list of tasks, timelines and assignments related to the Deliverables of the Project. o Scope: Task list, assignments and due dates o Acceptance criteria: the Client acceptance of schedule based on Client resource availability and Project budget and goals 1.2 Control Point 2: Assess & Define Stage Acceptance Acceptance criteria for this Stage includes completion of all criteria listed below. Advancement to the Build & Validate Stage is dependent upon Tyler’s receipt of the Stage Acceptance. 1.2.1 Assess & Define Stage Deliverables Completed analysis Questionnaire o Objective: Gather and document information related to Client business processes for current/future state analysis as it relates to Tyler approach/solution. o Scope: Provide comprehensive answers to all questions on Questionnaire(s). o Acceptance criteria: Client acceptance of completed Questionnaire based on thoroughness of capturing all Client business practices to be achieved through Tyler solution. Data conversion summary and specification documents o Objective: Define data conversion approach and strategy o Scope: Data conversion approach defined, data extract strategy, conversion and reconciliation strategy. o Acceptance criteria: Data conversion document(s) delivered to the Client, reflecting complete and accurate conversion decisions. Modification specification documents, if contracted o Objective: Provide comprehensive outline of identified gaps, and how the custom program meets the Client’s needs. o Scope: Design solution for Modification. o Acceptance criteria: Client accepts Custom Specification Document(s) and agrees that the proposed solution meets their requirements. Completed Forms options and/or packages o Objective: Provide specifications for each Client in Scope form, Report and output requirements. o Scope: Complete Forms package(s) included in agreement and identify Reporting needs. o Acceptance criteria: Identify Forms choices and receive supporting documentation. Installation checklist o Objective: Installation of purchased Tyler software o Scope: Tyler will conduct an initial coordination call, perform an installation of the software included in the Agreement, conduct follow up to ensure all tasks are complete, and complete server system administration training. o Acceptance criteria: Tyler software is successfully installed and available to authorized users, Client team members are trained on applicable system administration tasks. 1.3 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. 1.3.1 Build & Validate Stage Deliverables Initial data conversion o Objective: Convert Legacy System data into Tyler system. o Scope: Data conversion program complete; deliver converted data for review. o Acceptance criteria: Initial error log available for review. Data conversion verification document o Objective: Provide instructions to the Client to verify converted data for accuracy. o Scope: Provide self-guided instructions to verify specific data components in Tyler system. o Acceptance criteria: the Client acknowledges data conversion delivery; the Client completes data issues log. Installation of Modifications on the Client’s server(s) o Objective: Deliver Modification(s) in Tyler software. o Scope: Program for Modification is complete and available in Tyler software, Modification testing. o Acceptance criteria: the Client acknowledges Delivery of Modification(s) meeting objectives described in the Client-signed specification. Standard Forms & Reports Delivered o Objective: Provide Standard Forms & Reports for review. o Scope: Installation of all Standard Forms & Reports included in the Agreement. o Acceptance criteria: <Client Short> acknowledges that Standard Forms & Reports available in Tyler software for testing in Stage 4. 1.4 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. 1.4.1 Final Testing & Training Stage Deliverables Production Cutover checklist o Objective: Provide a detailed checklist outlining tasks necessary for production Cutover. o Scope: Dates for final conversion, date(s) to cease system processing in Legacy System, date(s) for first processing in Tyler system, contingency plan for processing/ o Acceptance criteria: <Client Short> acknowledges the checklist delivery including definition of all pre-production tasks, assignment of owners and establishment of due dates. User Acceptance Test Plan o Objective: Provide testing steps to guide users through testing business processes in Tyler software. o Scope: Testing steps for Standard business processes. o Acceptance criteria: <Client Short> acknowledges that Testing steps have been provided for Standard business processes. 1.5 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. 1.5.1 Production Cutover Stage Deliverables Final data conversion, if applicable o Objective: Ensure (in Scope) Legacy System data is available in Tyler software in preparation for production processing. o Scope: Final passes of all conversions completed in this Phase o Acceptance criteria: <Client Short> acknowledges that data is available in production environment. Support transition documents o Objective: Define strategy for on-going Tyler support. o Scope: Define support strategy for day-to-day processing, conference call with the Client project manager(s) and Tyler Support team, define roles and responsibilities, define methods for contacting Support. o Acceptance criteria: the Client acknowledges receipt of tools to contact Support and understands proper support procedures. 1.6 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. 1.6.1 Phase/Project Closure Stage Deliverables Phase/Project reconciliation report o Objective: Provide comparison of contract Scope and Project budget. o Scope: Contract Scope versus actual, analysis of services provided and remaining budget, identify any necessary Change Requests or Project activity. o Acceptance criteria: Acceptance of services and budget analysis and plan for changes, if needed. 39 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services Tab 6 FUNCTIONAL & TECHNICAL REQUIREMENTS RESPONSE 4.8 Tab 6 – Functional and Technical Requirements Response The sixth tab of the Proposal should include the proposed capability to provide the City’s requirements as defined in Attachment B – Functional and Technical Requirements. When providing responses to the requirements in Attachment B, Respondents shall use only the response indicators contained in the following table. Respondents are instructed to enter one response indicator in response to each requirement. Responses to an individual requirement that contain more than one indicator (e.g., C/T) will be treated as a response of “N.” NOTES AND ASSUMPTIONS TYLER REPORTING SERVICES Wherever Tyler Technologies, Inc. has responded affirmatively to certain functional checklist questions/requirements/specifications as requiring the use of Tyler Reporting Services, (SSRS), the City is solely responsible for development of the necessary/required report(s), unless specifically indicated otherwise. INTERFACES / CUSTOMIZATIONS Interface requirements agreed to by Tyler within this response will depend on the customer maintaining an active support agreement with the identified third‐party system as well as a current version actively supported by the manufacturer/developer of the product installed. CUSTOM MODIFICATIONS Custom modifications, if quoted with a specific dollar value, are priced based upon the total proposed software package and the requirements set forth in the RFP. To the extent system components and/or requirements change, pricing for custom modifications may also change. If a custom modification is identified without a price, that identification is provided as an alert that the functionality is not available “out of the box,” and additional information is required from the customer before Tyler can price the modification. During the contract negotiation process, Tyler expects to work with the customer to identify the custom modifications that will be considered within the project scope, and to finalize the associated price. Those modifications will be delivered during the project on the schedule the parties mutually agree to during the contracting and/or project planning process(es). Any custom modifications that the customer requests post‐contracting will be subject to an amendment or change order, which will address at least the pricing and schedule impacts of adding the subject modification to the original project scope and schedule. 40 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services FUTURE FUNCTIONALITY Future Functionality, when and if provided, will be released on the same timeline as the functionality is made generally available to customers under a maintenance agreement with Tyler. If a customer requires that such functionality be committed to within the contract, the functionality will be treated as a custom modification, payable by the customer. 6.1 ATTACHMENT B / FUNCTIONAL AND TECHNICAL REQUIREMENTS Please reference Attachment B – Functional and Technical Requirements on the following pages. Tab 6 – Functional and Technical Response Please note Tab 6 does not contain narrative questions. Respondents are instructed to complete and submit Attachment B under the cover of Tab 6. As part of the resulting Project Scope, the Awarded Respondent will develop and provide a detailed System Interface Plan that contains the proposed strategy for interfacing to all applications described in the Interfaces section of Attachment B – Functional and Technical Requirements. Respondents are instructed to enter one response indicator in response to each requirement. Responses to an individual requirement that contain more than one indicator (e.g., C/T) will be treated as a response of “N.” City of Edina Functional and Technical Requirements Tab No.Functional Area Number of Requirements 1 General and Technical 185 2 General Ledger and Financial Reporting 160 3 Budget 162 4 Purchasing 184 5 Accounts Payable 169 6 Accounts Receivable, Billing, and Cash Receipts 162 7 Project Accounting and Grant Management 133 8 Fixed Assets and Inventory 115 9 Time Entry and Payroll 438 10 Utility Billing 244 11 Applicant Tracking and Onboarding 116 12 Workforce Management 131 13 Benefits 98 14 Risk Management 67 15 Interfaces 35 16 Data Conversion 19 Total Functional Requirements:2,418 Table of Contents When providing responses to the requirements in Attachment B, proposers shall use the response indicators contained in the table below. Attachment B Page 1 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Indicator S F C T N Future: Feature/Function will be available in a future software release available to the City by April 1, 2019, at which point it will be implemented in accordance with agreed-upon configuration planning with the City. Customization: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with custom modifications. All related customization costs should be indicated in the Comments column next to the feature/function, and the total cost included in Attachment C – Cost Worksheet. Third Party: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with integration with a third-party system. This system should be specified. No: Feature/Function cannot be provided. Requirements / Capabilities Response Indicators Definition Standard: Feature/Function is included in the current software release and will be implemented by the planned phase go-live date as part of the Proposal from vendors in accordance with agreed-upon configuration planning with the City. Attachment B Page 2 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements S Standard: Feature/Function is included in the current software release and will be implemented by the planned phase go-live date as part of the Proposal from vendors in accordance with agreed-upon configuration planning with the City. N No: Feature/Function cannot be provided. General and Technical Req Description of Capability Criticality Response Comments Technical Environment GT.1 The system has the ability to flow all changes made in the system throughout all proposed system modules without the need for duplicate data entry. CRITICAL S GT.2 PDFs that are text based and searchable;CRITICAL S Export PDF GT.3 .txt;CRITICAL S GT.4 csv;CRITICAL S GT.5 MS Excel (version 2007 or later);CRITICAL S GT.6 MS Word (version 2007 or later);CRITICAL S Export to Word GT.7 MS SQL (2008 R2 or newer);DESIRED S Via SQL Server Manager on premise GT.8 Other City-defined desktop productivity applications.DESIRED N GT.9 The system has the ability to import and export data with web services formats.DESIRED S Response Indicators: When providing responses to the requirements in Attachment B, proposers shall use the following response indicators: The system has the ability to import and export data from (or to) standard file formats including but not limited to: T Third-Party: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with integration with a third-party system. This system should be specified. F Future: Feature/Function will be available in a future software release available to the City by April 1, 2019, at which point it will be implemented in accordance with agreed-upon configuration planning with the City. C Customization: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with custom modifications. All related customization costs should be indicated in the Comments column next to the feature/function, and the total cost included in Attachment C – Cost Worksheet. Instruction Respondents are encouraged, but not required, to provide additional information in the Comments column to further demonstrate the system’s ability to meet the requirement. If a response indicator of “F” is provided for a requirement that will be met in a future software release, the Respondent shall indicate the planned release version as well as the time the release will be generally available. If a response indicator of “C” is provided for a requirement that will be met through a custom modification, the Respondent shall indicate the cost of such a modification. If a response indicator of “T” is provided for a requirement that will be met by integration with a third-party system, the Respondent shall identify this third-party system and include a cost proposal to secure this system. Attachment B Page 3 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements General and Technical Req Description of Capability Criticality Response Comments GT.10 The system has the ability to support API's (Application Programming Interface) for third-party system integration. DESIRED F Tyler is releasing an API library w/ dev portal/testing tools. Future Functionality, when and if provided, will be released on the same timeline as the functionality is made generally available to customers under a maintenance agreement with Tyler. If a customer requires that such functionality be committed to within the contract, the functionality will be treated as a custom modification, payable by the customer. GT.11 The system has the ability to provide a centralized data dictionary, that fully describes table structure and appropriate levels of metadata.CRITICAL S Munis database views only GT.12 The system has the ability to support the City's preferred web browsers (Internet Explorer, Chrome). CRITICAL S Microsoft IE 11 & Apple Safari 8.0+: all web applications Google Chrome for Windows (latest version): HTML applications only Mozilla Firefox (latest version): self service applications only GT.13 The system has the ability to store and apply digital copies of signatures to documents (e.g., checks, notification letters) with appropriate security permissions. CRITICAL S Via Tyler Forms cards/form print GT.14 The system has the ability to support a production, test and development environment including the ability to track software changes applied to each environment and roll back as necessary.CRITICAL S GT.15 The system has the ability to be fully operational without an instance of an installed client on the desktop.DESIRED S Document Management GT.16 The system has the ability to provide "Document Management System" functionality to track electronic files associated with specific system records.CRITICAL S Via Tyler Content Manager GT.17 The system has the ability to use "drag and drop" or file upload functionality to associate documents to transactions within the system.CRITICAL S GT.18 The system has the ability to link imported documents to specific records. CRITICAL S GT.19 The system has the ability to allow a user to scan documents directly into the system.CRITICAL S GT.20 The system has the ability to export a file directly for document storage to a third-party system. CRITICAL S Tyler Content Manager has the capability to export files using the Document Extract Utility which exports the native file and includes a CSV data file with the index information. Attachment B Page 4 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements General and Technical Req Description of Capability Criticality Response Comments GT.21 The system has the ability to email a linked image file to another third-party system (internally or externally). CRITICAL S Tyler Content Manager can gererate a link to view a document. Also, as stated above, Tyler Content Manager has the capability to export files using the Document Extract Utility which exports the native file and includes a CSV data file with the index information. GT.22 The system has the ability to identify records with imaged documentation.CRITICAL S GT.23 The system has the ability to associate electronic files with a system record (e.g., MS Excel, MS Word, PDF, .jpg).CRITICAL S GT.24 The system has the ability to support a hierarchy for archival and purging of data records (e.g., contract should remain active until a project is closed even if the contract has reached a City-defined threshold for archival or purging). DESIRED S GT.25 The system has the ability to support the purging of scanned documents, according to City defined schedules.DESIRED S Security GT.26 The system has the ability to utilize the City's LDAP (Active Directory) for user validation to achieve single-sign-on, regardless of deployment method.CRITICAL S GT.27 The system has the ability to inherit groups from Active Directory for application authentication.CRITICAL S Can sync to GT.28 The system has the ability to store passwords in encrypted form.CRITICAL S GT.29 The system has the ability to encrypt data stored in the database.DESIRED S GT.30 The system has the ability to encrypt data stored in the application.CRITICAL S On premises: SQL Server TDE; SaaS: encrypted data storage arrays GT.31 Department;CRITICAL S GT.32 Division;CRITICAL S GT.33 Role or group;CRITICAL S GT.34 User ID;CRITICAL S GT.35 Screen;CRITICAL S GT.36 Menu;CRITICAL S GT.37 Report;DESIRED S GT.38 Field;DESIRED S In certain cases GT.39 Element in chart of accounts; and CRITICAL S GT.40 Transaction type.CRITICAL S GT.41 The system has the ability to allow the City to determine which fields are visible to roles.CRITICAL S Limited GT.42 The system has the ability to provide role-based security.CRITICAL S GT.43 The system has the ability to provide both read and write access to the system using role based security.CRITICAL S The system has the ability to provide security at the following levels: Attachment B Page 5 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements General and Technical Req Description of Capability Criticality Response Comments GT.44 Date;CRITICAL S GT.45 Time;CRITICAL S GT.46 User;CRITICAL S GT.47 Information prior to change;CRITICAL S GT.48 Changed information; and CRITICAL S GT.49 Other administer-configurable information.DESIRED S GT.50 The system has the ability to allow auditing within modules to be determined by the module, and configured by the administrator.DESIRED S GT.51 The system has the ability to update all security roles automatically (user discretion) when a change in the "master" role is made.CRITICAL S GT.52 The system has the ability to provide functional security to control what processes can be performed by certain users (i.e. view vs. edit benefit CRITICAL S Where applicable GT.53 The system has the ability to allow a City administrator to configure the duration that time audit logs are retained (e.g., 90 days).CRITICAL N In select audits, can query by date and purge GT.54 The system has the ability to provide access to audit trails for only the users with proper security based upon the user’s security profile.CRITICAL S GT.55 The system has the ability to allow the System Administrator to add and change permissions for system access.CRITICAL S GT.56 The system has the ability to log users off the system after an administrator- defined period of inactivity, based on user-defined roles. CRITICAL S GT.57 The system has the ability to allow a System Administrator to log out users.CRITICAL S GT.58 The system has the ability to provide customizable audit reports.DESIRED S GT.59 The system has the ability to provide configurable exception reports.DESIRED S GT.60 The system has the ability to allow authorized users to have access to a log of security activity to determine users that have signed on and off the system, as well as unsuccessful attempts to sign on to the system.CRITICAL S Via program activity log if enabled. Unsuccessful attempts handled by Active Directory. GT.61 The system has the ability to allow the audit trail to have a date/time stamp to the nearest minute. CRITICAL S GT.62 Tax numbers/ID;CRITICAL S GT.63 Date of Birth;CRITICAL S Payroll applications only GT.64 Passwords;CRITICAL S GT.65 Checking and banking account numbers;CRITICAL S GT.66 Social Security numbers;CRITICAL S GT.67 Drivers License numbers;CRITICAL S GT.68 Employee contact information (e.g., address, phone, etc.);CRITICAL S The system has the ability to track audit changes throughout the system that creates a log of all records maintained and includes: The system has the ability to mask fields by user role including but not limited to: Attachment B Page 6 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements General and Technical Req Description of Capability Criticality Response Comments GT.69 Race;DESIRED S GT.70 Email addresses;CRITICAL S GT.71 Pay rates; and CRITICAL S GT.72 Other, user-defined fields.DESIRED N GT.73 The system has the ability to mask a portion of any of the above fields. CRITICAL N Show or not show only GT.74 The system has the ability to be operational on a 24 x 7 scheduled basis.CRITICAL S GT.75 The system has the ability to apply the same security permissions to system queries and reports as it does to data fields/elements, based on user (e.g. data fields masked on a record or transaction are similarly masked on reports run by the user) CRITICAL S GT.76 The system has the ability to ensure that all modules are Payment Card Industry (PCI) compliant.CRITICAL S User Interface GT.77 The system has the ability to provide drop down boxes or other pick list function for data selection.CRITICAL S GT.78 The system has the ability to provide functionality or integrate with third- party products to enlarge the print on computer screens (i.e., screen magnification). DESIRED N Tyler uses industry standards and best business practices throughout the lifecycle of all Tyler applications. Citizen Self Service, Tyler’s primary public ‐ facing module for Munis, has been optimized for use with accessibility tools by providing focused screen contrast, use of color, focus/tab order, text equivalents for non ‐ text content, keyboard usage, labels/instructions, and screen reader compatibility. Other Tyler applications may work with third party screen magnification and screen reader software, but Tyler does not test, support, or guarantee functionality with these types of applications. GT.79 The system has the ability to provide functional online help documentation for system end users.CRITICAL S GT.80 The system has the ability to provide technical online help documentation for system administrators.CRITICAL S GT.81 The system has the ability to provide integration with the Microsoft clipboard, with appropriate security permissions.CRITICAL S GT.82 The system has the ability to provide error messages that appear in a consistent format across all system modules.CRITICAL S GT.83 The system has the ability to provide error messages that are integrated with online help functionality.CRITICAL N GT.84 The system has the ability to create error logs with detail associated with the error.CRITICAL S Attachment B Page 7 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements General and Technical Req Description of Capability Criticality Response Comments GT.85 The system has the ability to provide configuration options with the level of detail that is logged in error logs.DESIRED S GT.86 The system has the ability to allow users to send error reports to the City IT Department.DESIRED S Via integrated error logs GT.87 The system has the ability to provide administrator configurable error messages.DESIRED N GT.88 The system has the ability to provide user-defined fields with appropriate security permissions.CRITICAL S GT.89 The system has the ability to allow the City to determine which fields are required.CRITICAL S User defined fields only GT.90 The system has the ability to provide an administrative messaging system (e.g., a message to alert users of system maintenance activity).CRITICAL S GT.91 The system has the ability to provide customizable screens based on roles and permissions.DESIRED S Select applications only GT.92 The system has the ability to provide contextual help (i.e., field descriptions that are displayed based on the location of the mouse or cursor).CRITICAL S GT.93 The system has the ability to provide contextual help with the ability to turn this feature off (i.e., field descriptions that are displayed based on the location of the mouse or cursor). CRITICAL S GT.94 The system has the ability to provide customizable help.DESIRED S KnowledgeBase documents only GT.95 The system has the ability to provide data validation on entry.CRITICAL S GT.96 The system has the ability to attach files to records in the system with the ability to restrict this functionality.CRITICAL S Via Tyler Content Manager GT.97 The system has the ability to add a new value to a pick list table without having to navigate from the table, with appropriate security permissions.DESIRED S Where applicable GT.98 The system has the ability to provide drill down capability on all screens where applicable.CRITICAL S GT.99 The system has the ability to provide drill down capability to see attachments to records based on security permissions.CRITICAL S GT.100 The system has the ability to provide the user with standard field editing capabilities including but not limited to: navigation forward and backward to complete data entry and the ability to correct spelling mistakes.CRITICAL S GT.101 The system has the ability to spell check on any field with the ability for a user to accept or ignore suggestion.DESIRED S Using standard web browers spell-check functionality GT.102 The system has the ability to provide predictive text capability with the ability to turn this functionality on or off.CRITICAL S Predictive text available select applications; no ability to turn off. GT.103 The system has the ability to search by wild cards, based on security permissions.CRITICAL S GT.104 The system has the ability to search by fragment or portion of a word.CRITICAL S GT.105 The system has the ability to support pre-filled fields in appropriately pre- formatted screens eliminating redundant data entry.CRITICAL S Attachment B Page 8 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements General and Technical Req Description of Capability Criticality Response Comments GT.106 The system has the ability to provide links to associated modules from any CRITICAL S GT.107 The system has the ability to support access from mobile devices (e.g., for City-defined approvals) with appropriate security permissions.CRITICAL S For certain functions (i.e. workflow, etc.) GT.108 The system has the ability for multiple windows to be open at the same time.CRITICAL S GT.109 The system has the ability to warn a user that they are about to execute a process and ask if they want to proceed (i.e., to warn before posting a batch of changes, etc.). CRITICAL S Where applicable GT.110 The system has the ability to allow an administrator to configure which business process are prompted with a warning to proceed, with appropriate security permissions. DESIRED S Select processes only GT.111 The system has the ability to allow the configuration of processes using either the keyboard only, the mouse only, or a combination of the two, depending on a user's preference. CRITICAL S GT.112 The system has the ability to provide the user with integrated application modules that offer a consistent user interface to minimize user training and administration of the system.CRITICAL S GT.113 The system has the ability to allow the system administrator to rename field labels.DESIRED S GT.114 The system has the ability to allow all end user customizations and configurations related directly to the system to be stored in a central database and not stored in files residing on user workstations. CRITICAL S GT.115 The system has the ability to recognize the device that is being used to view the software to make the necessary window adjustments (screen optimization). CRITICAL S Central/Command Center Screens Workflow GT.116 The system has the ability to initiate and track the workflow and approval process.CRITICAL S GT.117 The system has the ability to assign different levels of approval for the same user.CRITICAL S GT.118 The system has the ability to maintain separation of duties related to workflow approval processes.CRITICAL S GT.119 The system has the ability to provide workflow functionality in all applicable system modules.CRITICAL S GT.120 The system has the ability to integrate workflow capability to all applications listed in the Interfaces Tab that have a type of integration of "BOTH." Exceptions should be noted in the comment field.DESIRED S While the Munis workflow engine does not directly integrate with third-party products, the Munis ERP suite offers numerous integration points to import and export data of which can be incorporated in specific workflow business rules. GT.121 User;CRITICAL S GT.122 Role;CRITICAL S The system has the ability to set workflow rules by: Attachment B Page 9 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements General and Technical Req Description of Capability Criticality Response Comments GT.123 Department;DESIRED S GT.124 Account Number;DESIRED S GT.125 Thresholds;CRITICAL S GT.126 Percentage argument;DESIRED S Over Budget by percent GT.127 User-defined criteria.DESIRED S GT.128 The system has the ability to allow temporary status changes of users (e.g., unavailable due to vacation time).CRITICAL S Based on available options within workflow admin GT.129 The system has the ability to re-route workflow assignments based on availability triggered by unavailable status.CRITICAL S GT.130 The system has the ability to re-route workflow assignments based on availability triggered by City-defined periods of no response.CRITICAL S Alternate approver setup GT.131 The system has the ability to notify a system administrator of unsuccessful workflow processes.CRITICAL S GT.132 The system has the ability to provide escalation paths based on user-defined criteria (e.g., minimum period of no response, etc.).CRITICAL S Alternate approver on time only GT.133 The system has the ability to provide event-driven notifications by email that may be configured at any step in any workflow routine.CRITICAL S GT.134 The system has the ability to provide reminder alerts for workflow processes that need to be approved. DESIRED S GT.135 The system has the ability to allow notifications to be configurable by the City.DESIRED S GT.136 The system has the ability to provide flexible workflow configurations allowing the advancement of a process with appropriate security permissions. CRITICAL S Support and Documentation GT.137 The system has the ability to allow properly authorized users to configure and maintain all system settings from any workstation on the local/wide area network. CRITICAL S GT.138 The system has the ability to allow centralized deployment of system updates and system maintenance.CRITICAL S GT.139 The system has the ability to allow remote deployment of system updates and system maintenance.CRITICAL S GT.140 The system has the ability to accommodate deployment of system updates DESIRED S GT.141 The system has the ability to provide release notes that identifies new system functionality and bug fixes descriptions. CRITICAL S GT.142 The vendor must proactively notify the System Administrator regarding which releases of third-party software (JAVA virtual machine, Internet Explorer, Mozilla, Safari, etc.) are known to create problems with the current version of the vendor software. CRITICAL S Via Tyler Community updates GT.143 The system has the ability to support the latest Microsoft SQL and Windows Server updates.CRITICAL S Support typically comes within 3-9 months of RTM/RTW The vendor, at a minimum must adhere to the following standards for issue resolution: Attachment B Page 10 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements General and Technical Req Description of Capability Criticality Response Comments GT.144 Severity Level 1, system is down. Attention required immediately, maximum of 30 minute response time.CRITICAL N Max days open: Call priority #1 - Same business day GT.145 Severity Level 2, major functionality of the system is impacted or parts of the system are down. Maximum of 1 hour response time.CRITICAL N Max days open: Call priority #2 - 10 days GT.146 Severity Level 3, non-mission critical processes are impacted. Maximum of eight hour response time.CRITICAL N Max days open: Call priority #3 - 30 days GT.147 The system has the ability to allow for outage times to be based on a 24x7 basis instead of working hours.CRITICAL S With proper infrastructure configuration GT.148 The system has the ability to allow for severity levels for support as defined by the City.CRITICAL S GT.149 The vendor will provide support during standard City business hours.CRITICAL S 8:00 a.m. to 9:00 p.m. EST GT.150 The vendor will provide web-based support, with a searchable database of common problems, to assist end users in researching error messages.CRITICAL S Tyler Community GT.151 The system has the ability to adhere to the City's security policy, which requires vendors to request for access to the application for trouble shooting.CRITICAL S All vendor access is initiated by client GT.152 The system has the ability to provide online software documentation for all software application modules.CRITICAL S GT.153 The system has the ability to provide an online tutorial to assist users learning the software.CRITICAL S GT.154 The system must have the capability to provide support through remote access to the application in accordance with City procedures. CRITICAL S Citrix GotoAssist is used exclusively for remote assistance GT.155 The vendor offers software application support during planned upgrades outside of typical operating hours, as requested by the City. CRITICAL S Tyler SaaS hosted clients are upgraded during scheduled maintenance timeframe which is usually Sunday a.m. on-premises clients can schedule Saturday upgrade services as part of the Tyler Systems Management support agreement. GT.156 The vendor offers access to an online user group community.DESIRED S Tyler Community GT.157 The vendor offers a suite of online training modules.CRITICAL S GT.158 The vendor offers periodic live webinar training sessions at no cost.CRITICAL S GT.159 The vendor offers recorded training sessions to be viewed at no cost.CRITICAL S Tyler University training videos available GT.160 The vendor offers an implementation project management website, that includes a secure process for file sharing between the vendor and client.CRITICAL S Reporting and Dashboards GT.161 The system has the ability to provide an Executive Information System (EIS) (i.e., a performance dashboard).CRITICAL S Via Tyler Hub GT.162 The system has the ability to customize the information presented on the Executive Information System by user.CRITICAL S GT.163 The system has the ability to customize the information presented on the Executive Information System by group of users.CRITICAL S GT.164 The system has the ability to display information on the Executive Information System in real-time.CRITICAL S Attachment B Page 11 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements General and Technical Req Description of Capability Criticality Response Comments GT.165 The system has the ability to allow a user to manually refresh the Executive Information System.CRITICAL S GT.166 The system has the ability to provide a library of standard reports (i.e., "canned" reports).CRITICAL S GT.167 The system has the ability to allow a user to modify existing reports, with appropriate security permissions.CRITICAL S Ad-hoc SQL Server Reporting Service Reports only GT.168 The system has the ability to provide an integrated report writer.CRITICAL S GT.169 The system has the ability to provide an integrated report writer that has a consistent look and feel across all proposed system modules.CRITICAL S GT.170 The system has the ability to provide an integrated report writer that allows the creation of reports comprised of any discrete data field throughout the system with proper security permissions. CRITICAL S GT.171 The system has the ability to save a report as a new template after a user copies and modifies an existing report, with appropriate security permissions. CRITICAL S Ad-hoc SQL Server Reporting Service Reports only GT.172 The system has the ability to configure and save ad hoc reports by individual user, with the ability to provide access to other users with appropriate security permissions.CRITICAL S GT.173 The system has the ability save favorite reports in a menu or pick-list by individual user.CRITICAL S GT.174 The system has the ability to allow generated reports to be viewed on screen prior to printing.CRITICAL S GT.175 The system has the ability to allow reports to be generated that are searchable.CRITICAL S In PDF format GT.176 The system has the ability to schedule reports to run in the future.CRITICAL S Via Munis Scheduler GT.177 The system has the ability to schedule reports to be run on a recurring basis.CRITICAL S Via Munis Scheduler GT.178 The system has the ability to configure automatic distribution paths for generated reports (i.e., automatically send a report to a particular user).DESIRED S Reports can be scheduled and distributed via Munis Scheduler GT.179 The system has the ability to schedule and to distribute reports via electronic workflow.DESIRED S Reports can be scheduled and distributed via Munis Scheduler GT.180 The system has the ability to display when a report is being run, or in process, so that a user does not run the report again. CRITICAL S GT.181 The system has the ability to allow reports to be generated that have "drill- down" capabilities.CRITICAL S GT.182 The system has the ability to support the creation of reports using SSRS.DESIRED S GT.183 The system has the ability to support the creation of reports using Power BI.DESIRED S PowerBI Service required GT.184 The system has the ability to notify a system administrator of reports that have been running for more than a City-specified period of time.CRITICAL S GT.185 The system has the ability to allow users to add a narrative or comments to reports created using a report writer.DESIRED S Via SQL Server Reporting Services Attachment B Page 12 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements S Standard: Feature/Function is included in the current software release and will be implemented by the planned phase go-live date as part of the Proposal from vendors in accordance with agreed-upon configuration planning with the City. N No: Feature/Function cannot be provided. General Ledger and Financial Reporting Req #Description of Requirement Criticality Response Comments General Requirements GL.1 The system has the ability to provide a General Ledger that is integrated with all other proposed system applications so that reconciliation between applications is user friendly and efficient. CRITICAL S GL.2 The system has the ability to produce statements of revenue and expense at a user defined interval (i.e., daily, weekly, monthly, quarterly, and annually) in summary or detail and can be subtotaled at multiple levels in the chart of accounts. CRITICAL S GL.3 The system has the ability to produce statements at any user defined interval (i.e., daily, weekly, monthly, quarterly, and annually) in summary or detail and can be subtotaled at multiple levels in the chart of accounts.CRITICAL S GL.4 The system has the ability to allow month end closings to occur in a new fiscal year without having to close the previous fiscal year, including producing all month end financial statements.CRITICAL S Reports do not hinge on needing to close the month. Closing the month does not happen in future year, but reports are available to show as such. GL.5 The system has the ability to note on the balance sheet financial statements that the prior fiscal year has not been closed and balances are subject to change. DESIRED S Via SQL Server Reporting Services GL.6 The system has the ability to perform a soft year end close and lock balances in place for balance sheet balances as well as close the revenues and expenditures into the balance sheet zeroing them out for the new year. CRITICAL S This is the funciton of year end close in Munis. Users with permissions may post to last year for audit purposes (period 13). GL.7 The system has the ability to support multi-year funds.CRITICAL S Response Indicators: When providing responses to the requirements in Attachment B, proposers shall use the following response indicators:Instruction Respondents are encouraged, but not required, to provide additional information in the Comments column to further demonstrate the system’s ability to meet the requirement. F Future: Feature/Function will be available in a future software release available to the City by April 1, 2019, at which point it will be implemented in accordance with agreed-upon configuration planning with the City. If a response indicator of “F” is provided for a requirement that will be met in a future software release, the Respondent shall indicate the planned release version as well as the time the release will be generally available. C Customization: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with custom modifications. All related customization costs should be indicated in the Comments column next to the feature/function, and the total cost included in Attachment C – Cost Worksheet. If a response indicator of “C” is provided for a requirement that will be met through a custom modification, the Respondent shall indicate the cost of such a modification. T Third-Party: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with integration with a third-party system. This system should be specified. If a response indicator of “T” is provided for a requirement that will be met by integration with a third-party system, the Respondent shall identify this third-party system and include a cost proposal to secure this system. Attachment B Page 13 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements General Ledger and Financial Reporting Req #Description of Requirement Criticality Response Comments GL.8 The system has the ability to produce balance sheets and other financial reports from a prior closed year and period with an option to include inactive accounts with activity or a balance. CRITICAL S May require SQL Server Reporting Services GL.9 The system has the ability to roll all funds simultaneously from one fiscal year to the next.CRITICAL S Via Year End Processing GL.10 The system has the ability to automatically roll forward balances for balance sheet accounts at year end for a soft close.CRITICAL S Via reporting - roll occurs during hard close GL.11 The system has the ability to automatically roll forward balances for balance sheet accounts at year end for a hard close.CRITICAL S GL.12 The system has the ability to perform "soft closes" on periods so that a period may be opened again with proper permissions for the purposes of posting activity to that period.CRITICAL S GL.13 The system has the ability to store at least seven years of transactional data in a live or transactional environment with the ability for the City to determine when data will be archived based on the number of years. CRITICAL S GL.14 The system has the ability to limit account inquiry access to the balance/summary level.DESIRED S Via user permissions GL.15 The system has the ability to restrict user access to a City defined group of account numbers when entering a journal entry. CRITICAL S Via user permissions GL.16 The system has the ability to flag an account as inactive.CRITICAL S GL.17 The system has the ability to flag an account as inactive based on a specified effective date.DESIRED S GL.18 The system has the ability to carry the entire chart of accounts forward to eliminate the need to manually key these accounts into the system.CRITICAL S GL.19 The system has the ability to carry a range of the chart of accounts forward to eliminate the need to manually key these accounts into the system.CRITICAL S Accounts stored GL.20 The system has the ability to carry forward active and inactive accounts, even if they have zero balances.CRITICAL S GL.21 The system has the ability to record a journal entry type (Document Type) in the general ledger for reconciliation purposes.CRITICAL S GL.22 The system has the ability to restrict one-sided journal entries from being entered, with the ability to override with appropriate security permissions.CRITICAL S Via user permissions GL.23 The system has the ability to perform automatic posting of recurring journal entries.CRITICAL S Via user-initiated process through recurring journal entry GL.24 The system has the ability to automatically balance each journal entry by fund.CRITICAL S GL.25 The system has the ability to flag a journal entry as a reversing journal entry and identify the new journal entry number and date.CRITICAL S GL.26 The system has the ability to perform automatic reversals of month-end accruals at the beginning of the next period.CRITICAL S User initiated Attachment B Page 14 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements General Ledger and Financial Reporting Req #Description of Requirement Criticality Response Comments GL.27 The system has the ability to drill down to see all account activities, to include the related accounts of the source journal. CRITICAL S GL.28 The system has the ability to allow users to retrieve GL related information for the life of the system.CRITICAL S GL.29 The system has the ability to perform basic validation routines before data can be entered (e.g., data type checking, account validation, project numbers).CRITICAL S GL.30 The system has the ability to allow the produced compliance reports to be editable by a user for formatting and final edits.DESIRED S May require SQL Server Reporting Services GL.31 The system has the ability to provide fund accounting capability that complies with GAAP and GASB standards.CRITICAL S GL.32 The system has the ability to provide fund accounting capability that complies with SASB standards.DESIRED N GL.33 The system has the ability to display user defined reasons for rejecting general ledger transactions.DESIRED S Via Workflow GL.34 The system has the ability to provide at least 13 open periods, including one for audit adjustments (per 13).CRITICAL S GL.35 The system has the ability to move a division or project from one department to another and carry over all associated history.CRITICAL S Within the same fund GL.36 The system has the ability to allow selected accounts to be flagged in order to disallow any postings to occur to those accounts.CRITICAL S By close or inactivation GL.37 The system has the ability to flag by account number to require a work order, project number, or grant number to be associated with the posting transaction.DESIRED S A project number may be required. Using proper setup the grant will be part of the chart of accounts or tied to the project. No work order requirement. GL.38 The system has the ability to attach documentation to an account based on account access permissions. DESIRED S Via Tyler Content Manager GL.39 The system has the ability to provide attachment functionality to GL accounts.DESIRED S Via Tyler Content Manager GL.40 The system has the ability to enter comments on the account based on account access permissions.CRITICAL S GL.41 The system has the ability to add user date and time comments per GL account.DESIRED S GL.42 The system has the ability to add user date and time comments per GL account transaction.DESIRED S GL.43 The system has the ability to capture comments added for audit trail purposes.DESIRED S Chart of Accounts GL.44 The system has the ability to provide a single chart of accounts file that is referenced by all other system modules.CRITICAL S GL.45 The system has the ability to either automatically generate or copy chart of account records when creating new funds, departments, and any other reorganizations. CRITICAL S Attachment B Page 15 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements General Ledger and Financial Reporting Req #Description of Requirement Criticality Response Comments GL.46 The system has the ability to inactivate parts of an account so no posting activity can take place against the account.CRITICAL S Inactive status for the entire account GL.47 The system has the ability to provide chart of account number "short cuts" for reducing the number of key strokes when entering or looking up chart of account numbers. DESIRED S Org/Object/Project entry method GL.48 The system has the ability to provide "short-cuts" that are alphanumeric.DESIRED S GL.49 The system has the ability to provide a "suggested text" function for looking up and selecting account numbers.CRITICAL S In select applications without switch capabilities GL.50 The system has the ability to activate new accounts or specific accounts based on dates or date ranges.DESIRED S GL.51 The system has the ability to inactivate new accounts or specific accounts based on dates or date ranges.DESIRED S GL.52 The system has the ability to provide security at a City-determined level in the chart of accounts.CRITICAL S Via user permissions GL.53 The system has the ability to provide a flexible user defined chart of accounts which can be modified as needed by a system administrator with ( f f CRITICAL S GL.54 The system has the ability to set up a fund as non-interest bearing.CRITICAL S GL.55 The system has the ability to track monthly fund balances for distribution of interest.CRITICAL S GL.56 The system has the ability to perform interest projections based on user specifications.DESIRED N GL.57 The system has the ability to allocate interest earnings, including negative interest, based on average balances calculated from user defined to/from dates and accounts. DESIRED S GL.58 The system has the ability to allocate interest earnings, including negative interest, based on a point in time balance and accounts.CRITICAL S GL.59 The system has the ability to create a journal entry for interest distribution to the General Ledger module.CRITICAL S GL.60 The system has the ability to auto-post interest distribution to the General Ledger module.CRITICAL S GL.61 The system has the ability to support at least five segments and 33 alphanumeric characters in the chart of accounts.CRITICAL S GL.62 The system has the ability to change the name of any segment of the account number while leaving the historic description the same.DESIRED S Fund may not change GL.63 "Fund" (at least four digits);CRITICAL S GL.64 "Division" (at least four digits);CRITICAL S GL.65 "Account" (at least four digits);CRITICAL S GL.66 "Subledger" ( at least three digits);CRITICAL S GL.67 "Project" (at least four digits);CRITICAL S GL.68 At least two other City-defined segments/fields.DESIRED S The system has the ability to support the following segments in the chart of accounts: Attachment B Page 16 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements General Ledger and Financial Reporting Req #Description of Requirement Criticality Response Comments GL.69 The system has the ability to not allow duplicate fund numbers. CRITICAL S Duplicate fund numbers are not allowed GL.70 The system has the ability to support at least a 250-character long description field for each of the above fields.CRITICAL S Via user defined field - long description field is 30 characters GL.71 The system has the ability to support at least a 50-character short description field for each of the above fields. CRITICAL S Via user defined field - short description field is 10 characters Journal Entries GL.72 The system has the ability to automatically update the fiscal year and period for each journal entry CRITICAL S GL.73 The system has the ability to import and export journal entries using MS Excel spreadsheets and other user-defined formats.CRITICAL S GL.74 The system has the ability to edit journal entry data that was imported prior to posting to the GL with appropriate security and audit trail information. CRITICAL S GL.75 The system has the ability to post statistical or non-financial data. DESIRED S With optional Performance Based Budgeting GL.76 The system has the ability to use workflow technology to automatically route journal entries, including reversals, with attachments, to approvers prior to posting. CRITICAL S Via Workflow GL.77 The system has the ability to make full entries in the general ledger (inclusive of the case side of the entry) for any defined module tied to the original transaction regardless of originating module or system. CRITICAL S GL.78 The system has the ability to provide standard, recurring, and reversing journal entry capabilities.CRITICAL S GL.79 The system has the ability to maintain at least seven years of detailed journal entry transactions and budget information and provides the ability to CRITICAL S GL.80 The system has the ability to automatically populate fiscal year and period based on transaction type with the ability to override and disable.DESIRED N Fiscal year and period populate based on the Default year and period in the system. GL.81 The system has the ability to automatically populate fiscal year and period based on effective date with the ability to override and disable.DESIRED S Defaults at system level GL.82 The system has the ability to automatically transfer activity from one account to another account with the ability to limit the setup of automatic transfers based on security permissions.CRITICAL S GL.83 The system has the ability to disallow further posting to an account that is closed or inactive.CRITICAL S Via user permissions GL.84 The system has the ability to disallow posting to a closed period. CRITICAL S Via user permissions GL.85 The system has the ability to prevent posting a journal entry to a control account. CRITICAL S Control accounts are hit automatically based on transaction posting. These accounts can be restricted at the user level so they are not manually entered into a transaction. GL.86 The system has the ability to prevent editing a sub-system batch prior to posting to the GL based on security permissions.CRITICAL S Via user permissions GL.87 The system has the ability to generate date-specific reversing entries.DESIRED S Attachment B Page 17 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements General Ledger and Financial Reporting Req #Description of Requirement Criticality Response Comments GL.88 The system has the ability to accommodate free form text associated with a journal entry based on security permissions.DESIRED S Additional description GL.89 The system has the ability to accommodate attachments associated with a journal entry based on security permissions.CRITICAL S Attachments via Tyler Content Manager GL.90 The system has the ability to automatically assign sequential numbers to all journal entry transactions for audit trail purposes.CRITICAL S Reporting GL.91 The system has the ability to provide a financial statement report writer to allow end users to create user-defined financial statement and statistical reports without users needing to know the table structure. CRITICAL S GL.92 The system has the ability to provide a library of "canned" reports to be used by City staff with limited parameter entry.CRITICAL S GL.93 The system has the ability to provide linkage between reportable sections of the CAFR and other generated reports (i.e., Exhibits, Management Discussion and Analysis, Notes to the Financial Statements and Statistics).DESIRED N GL.94 The system has the ability to export to various formats to create a custom designed CAFR document.DESIRED S Via CAFR Statement Builder GL.95 The system has the ability to generate information for multiple periods in one query.CRITICAL S May require SQL Server Reporting Services GL.96 The system has the ability to query on all data fields in the General Ledger module in order to provide a user defined query screen.DESIRED S May require SQL Server Reporting Services GL.97 The system has the ability to support user defined queries and allow these queries to create reports.CRITICAL S May require SQL Server Reporting Services GL.98 The system has the ability to set unique security permissions for each system-generated report.CRITICAL S Role level account permissions can be applied to specific programs/reports GL.99 The system has the ability to export all system-generated reports to .xls, .pdf or .csv format.CRITICAL S GL.100 The system has the ability to support user defined queries and sharing of these in the system with other users.CRITICAL S May require SQL Server Reporting Services GL.101 The system has the ability to provide all query and reporting capabilities by summary or detail.CRITICAL S GL.102 The system has the ability to query on data based on user-defined parameters (e.g., greater than, less than, equal to).CRITICAL S GL.103 The system has the ability to export to various formats to create custom designed reports for presentation (e.g., budget documents, etc.)CRITICAL S May require SQL Server Reporting Services GL.104 The system has the ability to generate a report across any segment or group of segments in the chart of accounts.CRITICAL S GL.105 The system has the ability to warn the user they are about to print a large report (i.e., more than 25 pages) with option to proceed.CRITICAL N Displays how many records are selected, but not how many pages for the report GL.106 The system has the ability to schedule reports to be run during non-business hours on a user defined schedule.CRITICAL S Via Munis Scheduler Attachment B Page 18 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements General Ledger and Financial Reporting Req #Description of Requirement Criticality Response Comments GL.107 The system has the ability to display all reports to the screen with a user- defined option for printing, with the ability to turn this feature on or off.CRITICAL N Can run each report individually with the option to print each one. GL.108 The system has the ability to provide comparison reports (e.g., between different periods, as user-defined).CRITICAL S GL.109 The system has the ability to print financial reports on closed periods.CRITICAL S GL.110 The system has the ability to select active and/or inactive accounts by year for reporting purposes for multiple user defined years. CRITICAL S GL.111 The system has the ability to generate a General Ledger Audit Report based on permissions.CRITICAL S GL.112 The system has the ability to produce monthly, quarterly, and annual financial statements (Income Sheet, Balance Sheet, Budget Comparisons by Department, etc.). CRITICAL S GL.113 The system has the ability to produce monthly, quarterly, and annual financial statements (Cash Flow).CRITICAL S GL.114 The system has the ability to produce monthly, quarterly, and annual financial statements at City-defined levels.CRITICAL S GL.115 The system has the ability to print graphs and charts for presentation style reports.CRITICAL S May require SQL Server Reporting Services GL.116 The system has the ability to export graphs and charts for presentation style reports to common desktop publishing applications.CRITICAL S May require SQL Server Reporting Services GL.117 The system has the ability to report by pay period for personnel expense (i.e., 1 of the 26).CRITICAL S GL.118 The system has the ability to project and report on end of year accruals (e.g., payroll).CRITICAL S GL.119 The system has the ability to perform wildcard searches.CRITICAL S Some may require SQL Server Reporting Services or Cubes GL.120 The system has the ability to print a summary explanation report of every GL account and its description.CRITICAL S GL.121 Available budget by expense, revenue, and job code;CRITICAL S GL.122 Cash balance (i.e., by department, fund, organization, etc.);CRITICAL S GL.123 Inception to date, for total expenditures for all City projects across multiple fiscal years;CRITICAL S GL.124 Expenditures relative to budget;CRITICAL S GL.125 Revenues relative to budget;CRITICAL S GL.126 Year-to-date expenditures;CRITICAL S GL.127 Year-to-date revenues;CRITICAL S GL.128 Month-to-date expenditures;CRITICAL S GL.129 Month-to-date revenues;CRITICAL S GL.130 Budget to actual by all budget line items;CRITICAL S The system, at a minimum, has the ability to produce the following reports (current and previous years and for multi-year funds where applicable): Attachment B Page 19 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements General Ledger and Financial Reporting Req #Description of Requirement Criticality Response Comments GL.131 Multiple budget types to actual (e.g., actual to versions of budget).CRITICAL S GL.132 Open encumbrance report;CRITICAL S GL.133 Pre-encumbrance report;CRITICAL S GL.134 Comparison of expenditures by month;CRITICAL S GL.135 Income statement;CRITICAL S GL.136 Cash flow;CRITICAL S GL.137 Balance sheet;CRITICAL S GL.138 Statement of net positions;CRITICAL S GL.139 Schedule of expenditures and revenues based on type of revenue;CRITICAL S GL.140 Trial balance activity (debits and credits);CRITICAL S GL.141 Statement of revenues and expenditures;CRITICAL S GL.142 WIP construction;CRITICAL S GL.143 Capital projects;CRITICAL S GL.144 Comparison of revenues and expenditures by month;CRITICAL S GL.145 Comparison of revenues and expenditures by quarter;CRITICAL S GL.146 Summary and detail trial balance at any budget level;CRITICAL S GL.147 Detail and summary project report;CRITICAL S GL.148 Summary trial balance across multiple funds;CRITICAL S GL.149 Month-to-date;CRITICAL S GL.150 Year-to-date;CRITICAL S GL.151 Life-to-date;CRITICAL S GL.152 Multi-year grants for revenues and expenses;CRITICAL S GL.153 Multi-year projects for revenues and expenses;CRITICAL S GL.154 Expense Budget at any level;CRITICAL S GL.155 Revenue Budget at any level;CRITICAL S GL.156 Cash Balance by Fund;CRITICAL S GL.157 Cash Balance by Fund with associated detail;CRITICAL S GL.158 Trend Analysis for Expenditures;CRITICAL S GL.159 General Fund Financial Statements; and CRITICAL S GL.160 Internal Service Fund Financial Statements.CRITICAL S Attachment B Page 20 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements N No: Feature/Function cannot be provided. Budgeting Req #Description of Requirement Criticality Response Comments General Requirements BD.1 The system has the ability for the Budgeting module to use the same chart of accounts as the rest of the system.CRITICAL S BD.2 The system has the ability to support a biennial budget process.CRITICAL S BD.3 The system has the ability to provide a framework or model for budgeting, so that once a budget model is built, changes to the budget only require entering variance amounts. CRITICAL S BD.4 The system has the ability to provide payroll and benefit information by position, for budgeting purposes.CRITICAL S Via integrated Munis Payroll/HR BD.5 The system has the ability to provide payroll and benefit information by employee, for budgeting purposes.CRITICAL S Via integrated Munis Payroll/HR BD.6 The system has the ability to budget at the fund level.CRITICAL S BD.7 The system has the ability to enforce the budget at the fund level.DESIRED S BD.8 The system has the ability to budget at the department level.CRITICAL S BD.9 The system has the ability to enforce the budget at the department level.DESIRED S BD.10 The system has the ability to budget at any level in the City's chart of accounts.CRITICAL S BD.11 The system has the ability to enforce the budget at any level in the City's chart of accounts.DESIRED S BD.12 The system has the ability to provide adequate budget monitoring functionality, such as performing budget checks at the account category level. CRITICAL S Can create a budget roll up code to check a group of accounts together Response Indicators: When providing responses to the requirements in Attachment B, proposers shall use the following response indicators:Instruction S Standard: Feature/Function is included in the current software release and will be implemented by the planned phase go-live date as part of the Proposal from vendors in accordance with agreed-upon configuration planning with the City. Respondents are encouraged, but not required, to provide additional information in the Comments column to further demonstrate the system’s ability to meet the requirement. T Third-Party: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with integration with a third-party system. This system should be specified. If a response indicator of “T” is provided for a requirement that will be met by integration with a third-party system, the Respondent shall identify this third-party system and include a cost proposal to secure this system. F Future: Feature/Function will be available in a future software release available to the City by April 1, 2019, at which point it will be implemented in accordance with agreed-upon configuration planning with the City. If a response indicator of “F” is provided for a requirement that will be met in a future software release, the Respondent shall indicate the planned release version as well as the time the release will be generally available. C Customization: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with custom modifications. All related customization costs should be indicated in the Comments column next to the feature/function, and the total cost included in Attachment C – Cost Worksheet. If a response indicator of “C” is provided for a requirement that will be met through a custom modification, the Respondent shall indicate the cost of such a modification. Attachment B Page 21 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Budgeting Req #Description of Requirement Criticality Response Comments BD.13 The system has the ability to compare life of the system historical budget-to- actual at any account level.CRITICAL S BD.14 The system has the ability to provide online budgeting capabilities for individual departments with appropriate security permissions.CRITICAL S BD.15 The system has the ability to provide a memo field of a minimum of 250 characters to store notes for each budgeted account with the ability to rollover to the general ledger. CRITICAL S BD.16 The system has the ability to calculate a total for multiple sub-entries for each budgeted account line to identify the budget line detail.CRITICAL S BD.17 The system has the ability to display budget-to-actual with percentages of available budget for an account or group of accounts at any time.CRITICAL S BD.18 The system has the ability to provide budgetary control at the department level to control spending based on user-defined criteria.DESIRED S BD.19 The system has the ability to "roll" the budget through at least five process levels (e.g., budget entry, City Council review, etc.).CRITICAL S BD.20 Budget to actual;CRITICAL S BD.21 Project completion;CRITICAL S BD.22 Fund type;CRITICAL S BD.23 Fund;CRITICAL S BD.24 Project;CRITICAL S BD.25 Department;CRITICAL S BD.26 Grant;CRITICAL S BD.27 Vendor;CRITICAL S May require SQL Server Reporting Services BD.28 Current year-to-date compared to previous year-to-date;CRITICAL S BD.29 Current year-to-date compared to previous year-to-date with the ability to select by period (i.e., do not want to only show year-to-date total amounts); CRITICAL S BD.30 Current year-to-date compared to multiple previous year-to-dates with the ability to select by year and period; and CRITICAL S BD.31 Other, user-defined.DESIRED S BD.32 MS Word;CRITICAL S Via Tyler Content Manager BD.33 MS Excel;CRITICAL S Via Tyler Content Manager BD.34 Adobe PDF;CRITICAL S Via Tyler Content Manager BD.35 Other, user-defined.DESIRED S Via Tyler Content Manager BD.36 The budget preparation system should at a minimum, contain at least five previous fiscal years, current fiscal year, and at least six future fiscal years.CRITICAL S The system has the ability to provide a user-defined budget dashboard view of key indicators, including but not limited to: The system has the ability to add attachments at the detail level of the budget, including but not limited to: Attachment B Page 22 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Budgeting Req #Description of Requirement Criticality Response Comments Budget Preparation BD.37 The system has the ability to produce a unified, Citywide budget and revenue estimate that are automatically consolidated from electronic inputs of different departments (i.e., debt service funds, CIP funds, all budget components such as statistical information.) CRITICAL S Statistical Budgeting separate. Requires optional Performance Based Budgeting BD.38 The system has the ability to support at least 10 versions of a budget by year with versioning for each.CRITICAL S BD.39 The system has the ability to store reasons (notes/comments) for each budget version.CRITICAL S BD.40 The system has the ability to identify budget details that are one time and/or recurring.CRITICAL S BD.41 The system has the ability to name budget versions.CRITICAL S BD.42 Fund;CRITICAL S BD.43 Organization;CRITICAL S BD.44 Function;CRITICAL S BD.45 Object;CRITICAL S BD.46 Department budget;CRITICAL S BD.47 Division budget;CRITICAL S BD.48 Unit (Cost center) budget;CRITICAL S BD.49 Item budget (i.e., itemized within an object);CRITICAL S BD.50 Project (non-capital) budget;CRITICAL S BD.51 Grant budget;DESIRED S BD.52 Capital project budget; and CRITICAL S BD.53 Other, user-defined.DESIRED S BD.54 Current year's original budget;CRITICAL S BD.55 Current year's amended budget;CRITICAL S BD.56 Previous year's budget;CRITICAL S BD.57 Previous year's budget excluding salary and benefits;CRITICAL N BD.58 Previous year's budget with forecasted salary and benefit information;CRITICAL N BD.59 Previous year's actual (with the ability to select which year and period);CRITICAL N Can select which year (as far as 3 years), but not the period BD.60 A combination of prior complete years and "current" partial year with a normalized 12-month total (i.e., to predict the remaining months in the current year); DESIRED N BD.61 Any previous year budget or actual with percentage increase;CRITICAL S BD.62 Any previous year budget or actual with percentage decrease;CRITICAL S The system has the ability to prepare budgets that can accommodate the following: The system has the ability to load budget amounts based on one or more of the following ranges or subset of ranges: Attachment B Page 23 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Budgeting Req #Description of Requirement Criticality Response Comments BD.63 User-defined percentages to department level above or below baselines;DESIRED S BD.64 User-defined percentages to the account level above or below baselines; and DESIRED S BD.65 For all requirements above, ability to distribute and budget by month (i.e., seasonal budget.)DESIRED S BD.66 For all requirements above, ability for the system to automatically distribute and budget by month based on user-defined criteria. DESIRED S Can set up monthly percentages for the requirements Munis does above. BD.67 The system has the ability to load budget information from third-party software (e.g., MS Excel).DESIRED S BD.68 The system has the ability to create fixed cost budgets based on prior year actual activity, anticipated rate increases, and anticipated capital asset additions (i.e. equipment replacement, fleet maintenance, and fuel). DESIRED S Can incude prior year actual activity and assets to be replaced. BD.69 The system has the ability to create replacement and maintenance budgets based on an items useful life, annual maintenance, and annual replacement contributions. DESIRED S BD.70 The system has the ability to allow administrators to pre-populate fields, allowing individual departments to fill in budget information, with an option by period, easily in a template format. CRITICAL S BD.71 The system has the ability to allow new budgets to be created from historical financial information or past budgets.CRITICAL S BD.72 The system has the ability to identify and provide last fiscal year's outstanding encumbrances as adjustments to new fiscal year's adopted budget, and is able to be incorporated into the general ledger based on user- defined criteria. DESIRED S BD.73 The system has the ability to carry all general ledger accounts forward for budgeting purposes to eliminate the need to manually key these accounts into the system. CRITICAL S BD.74 The system has the ability to build and produce a detailed budget, one that includes revenue sources, detailed expenditures, multi-funding sources, multi-year budget, and matching funds. CRITICAL S BD.75 The system has the ability to view user defined budget detail through the entire process, utilizing multiple filtering capabilities (i.e. use of user-defined queries). CRITICAL S BD.76 The system has the ability to support the workflow of the City's budget process, with different phases and approval processes.CRITICAL S Via workflow BD.77 The system has the ability to support electronic workflow of notifications for reviewing the budget.CRITICAL S Via workflow BD.78 The system has the ability to provide user-defined online budget review capabilities for individual departments.DESIRED S BD.79 The system has the ability to prevent users from making changes to a proposed departmental budget without appropriate approval.CRITICAL S Via user permissions Attachment B Page 24 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Budgeting Req #Description of Requirement Criticality Response Comments Budget Maintenance BD.80 The system has the ability to track budget amounts and associated detail created during budget preparation at any level in the chart of accounts.CRITICAL S BD.81 The system has the ability to track the original budget, amendments made during the year, and distinguish between the two.CRITICAL S BD.82 The system has the ability to provide a department user interface to maintain, modify, monitor, and manage detailed department level budgets with appropriate security permissions. CRITICAL S BD.83 The system has the ability to allow the budget to be amended during the year by authorized personnel and provides an audit trail of those amendments. CRITICAL S BD.84 The system has the ability to allow amendment controls to vary based upon the level in the budget (i.e., more strict controls at higher levels).DESIRED S BD.85 The system has the ability to present, track, and maintain, various budget statuses including: Revised, Adopted, Requested, and Approved.CRITICAL S Some via user defined fields BD.86 Type of change;CRITICAL S BD.87 Reason for change;CRITICAL S BD.88 Original requestor of change;CRITICAL S BD.89 Approvers of change;CRITICAL S BD.90 Tracking of all historical changes;CRITICAL S BD.91 User making change;CRITICAL S BD.92 Date and time of change requested;CRITICAL S BD.93 Date and resolution number and language of Council approval;CRITICAL S BD.94 Comments/notes;CRITICAL S BD.95 Scanned and attached documentation; and CRITICAL S Via Tyler Content Manager BD.96 Other, user-defined.DESIRED S BD.97 The system has the ability to allow user defined interfund or intrafund budget transfers of funding, through workflow, with appropriate permissions and approvals. DESIRED S BD.98 The system has the ability to lockout changes to the budget after user- defined dates and criteria.CRITICAL S BD.99 The system has the ability to provide internal controls for making budget adjustments. CRITICAL S Via user permissions BD.100 The system has the ability to reference and/or document City record information related to budget adjustments/amendments.CRITICAL S Text/notes and/or attachments via Tyler Content Manager Multi-Year and Capital Improvement Budgeting The system has the ability to store the following information when a budget supplement (adjustment/amendment) is made: Attachment B Page 25 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Budgeting Req #Description of Requirement Criticality Response Comments BD.101 The system has the ability to accommodate multi-year projects for budget purposes by year with appropriate detail, to include life-to-date appropriations, adopted budget new appropriations, and be fully integrated with the financial system and other modules. CRITICAL S BD.102 The system has the ability to view the budget for a multi-year project excluding encumbrances and carry-forward amounts of budget balances.CRITICAL S BD.103 The system has the ability to view the budget for a multi-year project including encumbrances and carry-forward amounts of budget balances.CRITICAL S BD.104 The system has the ability to budget for capital projects beyond one year.CRITICAL S BD.105 The system has the ability to budget for revenue sources in the capital budget.CRITICAL S BD.106 The system has the ability to allow for multiple funding sources for multi-year funds.CRITICAL S BD.107 The system has the ability to track budget, expenditures, and funding sources for grants and multi-year funds.CRITICAL S BD.108 The system has the ability to restrict grant expenditures not within grant dates.DESIRED S As long as those dates are defined on the project or GL account as well BD.109 The system has the ability to assign payroll expenses to a grant through integration with payroll.DESIRED S BD.110 The system has the ability to export CIP and other project data to a project management tool (e.g., MS Project).CRITICAL S Assuming current export files comply Outcome Based Budgeting BD.111 The system has the ability to accommodate performance measures and outcome based budgeting, and be fully integrated with the financial system and other modules. DESIRED S With optional Performance Based Budgeting BD.112 The system has the ability to track performance and outcome based measures.DESIRED S With optional Performance Based Budgeting BD.113 The system has the ability to store text that relates to performance and outcome based measures.DESIRED S With optional Performance Based Budgeting BD.114 The system has the ability to track statistical data for a specific GL account. CRITICAL S With optional Performance Based Budgeting Forecasting BD.115 The system has the ability to provide a budget model or framework for forecasting purposes.CRITICAL S BD.116 Straight line projection;CRITICAL S BD.117 Trend analysis;CRITICAL S With optional Performance Based Budgeting BD.118 Percentage based on last year actual;CRITICAL S BD.119 Percentage based on last year budgeted;CRITICAL S BD.120 Monthly budget based on prior year actual trend data for a particular month;CRITICAL N The system has the ability to provide budget trending and forecasting capabilities including: Attachment B Page 26 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Budgeting Req #Description of Requirement Criticality Response Comments BD.121 Last year actual for the remainder of the current fiscal year;DESIRED S BD.122 Any segment in the chart of accounts; and DESIRED S BD.123 Other, user defined.DESIRED S With integrated Munis Payroll/HR BD.124 Number of positions;CRITICAL S BD.125 Number of pay periods;CRITICAL S BD.126 Multiple types of pay;CRITICAL S BD.127 Current salary ranges;CRITICAL S BD.128 Benefits;CRITICAL S BD.129 Mid-year pay adjustments at the individual employee/position level (e.g., anniversary-based step increases);CRITICAL S BD.130 Mid-year pay adjustments that apply universally (e.g., Cost of Living Adjustment increases);CRITICAL S BD.131 Incentives and overtime;CRITICAL S BD.132 Longevity;DESIRED S BD.133 Holiday pay days;DESIRED S BD.134 Shift differential;DESIRED S BD.135 Lead pay;DESIRED S BD.136 Other, user defined.DESIRED S BD.137 The system has the ability to allow budget forecasts/models to be named.CRITICAL S BD.138 The system has the ability to allow at least 99 budget forecasting models to be saved per year, system-wide.CRITICAL S BD.139 The system has the ability to provide forecasting capabilities that use real- time data and information.CRITICAL S BD.140 The system has the ability to provide long-term forecasting capabilities for a minimum of five years in the future.CRITICAL S BD.141 The system has the ability to provide long-term forecasting capabilities for a minimum of ten years in the future.DESIRED S Unlimited future years in Project Ledger module BD.142 The system has the ability to provide "what if" scenario projections for the budget. CRITICAL S Via Budget Scenarios program Reporting BD.143 The system has the ability to allow budget dashboards to be configured and saved for individual users (either by user, super user, or system administrator). CRITICAL S BD.144 The system has the ability to query on all data fields in the budgeting module in order to provide a user-defined query screen.DESIRED S May require SQL Server Reporting Services BD.145 The system has the ability to provide an ad hoc report writing tool.CRITICAL S SQL Server Reporting Services BD.146 The system has the ability to export budget data to MS Excel.CRITICAL S BD.147 The system has the ability to integrate with common desktop publishing applications for producing the final or "presentation" budget document.CRITICAL S Excel and PDF The system has the ability to provide salary and benefit forecasting capabilities based on the import from the payroll application including: Attachment B Page 27 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Budgeting Req #Description of Requirement Criticality Response Comments BD.148 The system has the ability to track and report on adjustments made to the budget during the year. CRITICAL S BD.149 The system has the ability to report on budgets at any level of the chart of account structure.CRITICAL S BD.150 The system has the ability to display budget-to-actual with percentages and actual dollars of available budget for an account or group of accounts at any time. CRITICAL S BD.151 The system has the ability to display budget-to-actual with percentages and actual dollars for an account or group of accounts at any time including future time periods (e.g., projected months). DESIRED S BD.152 The system has the ability to query for specific words in budget line items.CRITICAL S May require SQL Server Reporting Services BD.153 The system has the ability to query for specific words in budget line item comments.DESIRED S May require SQL Server Reporting Services BD.154 The system has the ability to allow "wildcard" searches for a portion of a word.CRITICAL S Where applicable BD.155 The system has the ability to allow "drill-down" from any line item in a system-generated report.CRITICAL S BD.156 The system has the ability to project and report on end of year accruals (e.g., payroll).DESIRED S BD.157 The system has the ability to allow analysis of the current year budget by providing real-time reports that indicate all or any combination of budget-to- actual revisions, invoices, encumbrances, requisitions, and available balance. CRITICAL S BD.158 The system has the ability to generate a report to serve as the City's "Budget Book."DESIRED N Recommend Patternstream (3rd party) for budget publishing. Munis provides all data needed for the publication of a professionally developed budget book. BD.159 The system has the ability to provide real-time reporting on current balances on specified line item accounts and line item account activity.CRITICAL S BD.160 The system has the ability to print original budget plus any changes/amendments to reach the final budget from prior years (i.e., the full lifecycle of a prior year budget). CRITICAL S BD.161 The system has the ability to generate budget report templates that conform to State-mandated requirements.DESIRED S Tyler will commit to providing all state and federal mandated reports or data file submissions required to be submitted to the state that are not already provided through standard reports or inquiry functions. In addition, any changes to mandated State/Federal specified file layouts will be provided for no additional license/maintenance fees to all clients who have a current Maintenance Agreement in place. Attachment B Page 28 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Budgeting Req #Description of Requirement Criticality Response Comments BD.162 The system has the ability to create reports based on user-defined criteria.DESIRED S May require SQL Server Reporting Services Attachment B Page 29 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements N No: Feature/Function cannot be provided. Purchasing Req #Description of Requirement Criticality Response Comments General Requirements PU.1 The system has the ability to provide a Purchasing module that is integrated with all other proposed system modules including (but not limited to) general ledger, fixed assets, contracts, budgeting, accounts payable, and grants.CRITICAL S PU.2 The system has the ability to drill-down to supporting documents or transactions throughout the purchasing application/module.CRITICAL S PU.3 The system has the ability to see all documentation associated with a transaction (i.e., PO, invoices, checks, bids, projects etc.).CRITICAL S PU.4 The system has the ability to attach more than one supporting document to a transaction (e.g. separate quotes).CRITICAL S PU.5 The system has the ability to generate a list of contracts available to departments that would allow the users to click on a vendor or commodity to see the associated contract and pricing. DESIRED S PU.6 The system has the ability to categorize requisitions and purchase orders as user defined types. (i.e., sole source, emergency purchases, sustainability.)CRITICAL S With user defined fields F Future: Feature/Function will be available in a future software release available to the City by April 1, 2019, at which point it will be implemented in accordance with agreed-upon configuration planning with the City. If a response indicator of “F” is provided for a requirement that will be met in a future software release, the Respondent shall indicate the planned release version as well as the time the release will be generally available. C Customization: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with custom modifications. All related customization costs should be indicated in the Comments column next to the feature/function, and the total cost included in Attachment C – Cost Worksheet. If a response indicator of “C” is provided for a requirement that will be met through a custom modification, the Respondent shall indicate the cost of such a modification. Response Indicators: When providing responses to the requirements in Attachment B, proposers shall use the following response indicators:Instruction S Standard: Feature/Function is included in the current software release and will be implemented by the planned phase go-live date as part of the Proposal from vendors in accordance with agreed-upon configuration planning with the City. Respondents are encouraged, but not required, to provide additional information in the Comments column to further demonstrate the system’s ability to meet the requirement. Third-Party: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with integration with a third-party system. This system should be specified. If a response indicator of “T” is provided for a requirement that will be met by integration with a third-party system, the Respondent shall identify this third-party system and include a cost proposal to secure this system. T Attachment B Page 30 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Purchasing Req #Description of Requirement Criticality Response Comments PU.7 The system has the ability to allow buyers to override or modify the purchase type based on system permissions.CRITICAL S PU.8 The system has the ability to give all system users visibility into the status of the procurement and where it is in the workflow and procurement stage at any point in the process. CRITICAL S PU.9 The system has the ability to establish emergency expenditure approval exceeding budget with appropriate permissions; including an audit trail of the emergency budget approval. CRITICAL S PU.10 The system provides authorized personnel with appropriate permissions the ability to bypass the requisition process and get a purchase order number in emergency situations with appropriate audit controls including an audit trail. CRITICAL S PU.11 The system has the ability to flag all emergency purchases until supporting information for the records is updated.CRITICAL S By placing requisition on hold with hold comment PU.12 The system has the ability to enter a requisition as an emergency requisition which will immediately trigger a notification to purchasing staff for review and conversion to a purchase order. CRITICAL S PU.13 The system has the ability to provide real time access to account numbers and available balances at any time during the process.CRITICAL S PU.14 The system has the ability to verify funding availability at the line item, category or group, department, cost center/project, object and fund level from a department's budget at the time of a requisition, purchase order, or modification. CRITICAL S PU.15 The system has the ability to provide electronic notification of needed approval actions.CRITICAL S Via workflow PU.16 The system has the ability to provide electronic notification of completed approval (or rejection) actions.CRITICAL S Via workflow PU.17 The system has the ability to route requisitions and purchase orders using workflow based on account number.CRITICAL S Via workflow PU.18 The system has the ability to route requisitions and purchase orders using workflow based on a range of account numbers.CRITICAL S Via workflow PU.19 The system has the ability to route requisitions and purchase orders using workflow based on dollar amount.CRITICAL S Via workflow PU.20 The system has the ability to route requisitions and purchase orders using workflow based on commodity code.DESIRED S Via workflow PU.21 The system has the ability to route requisitions and purchase orders using workflow based on other City-defined fields or rules.DESIRED S Assuming use of existing workflow business rule settings PU.22 The system has the ability to enforce purchasing competition thresholds (e.g., $50,000).CRITICAL S Attachment B Page 31 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Purchasing Req #Description of Requirement Criticality Response Comments PU.23 The system has the ability to track expenditures against purchasing cards issued to employees. CRITICAL S PU.24 The system has the ability to upload transaction detail from bank's purchasing card applications with detail applied to the general ledger appropriately. CRITICAL S With supported file format PU.25 The system has the ability, during the upload of purchasing card transaction detail, to display the actual transaction vendor (i.e., as opposed to the p-card merchant.). CRITICAL S PU.26 The system has the ability to support a minimum of 30 character transaction descriptions for p-card import details.CRITICAL S PU.27 The system has the ability to associate purchasing card transactions with a vendor record, allowing users to see both purchase orders and purchase card transactions in the vendor history. CRITICAL S PU.28 The system has the ability to support the use of commodity codes (e.g., NIGP).DESIRED S PU.29 The system has the ability to provide five digit NIGP commodity code pick list and search functionality.DESIRED S PU.30 The system has the ability to require the use of commodity codes on requisitions and purchase orders. DESIRED S PU.31 The system has the ability to allow purchase requisitions to be entered without a commodity code. CRITICAL S PU.32 The system has the ability to allow users to view commodity codes and their respective descriptions via drop-down menus.DESIRED S PU.33 The system has ability to encumber funds when a requisition or PO is entered.CRITICAL S Pre-encumber for req, encumber for PO PU.34 The system has the ability to relieve the encumbrances when a requisition or PO is closed or cancelled.CRITICAL S PU.35 The system has the ability to recalculate encumbrances based upon open requisitions and purchase orders.CRITICAL S PU.36 The system has the ability to import purchase orders from third-party systems used by other departments in the City.DESIRED S Assuming use of compatible import format PU.37 The system has the ability to import receiving records from third-party systems used by other departments in the City. DESIRED S PU.38 The system has the ability to require documentation to be attached if purchasing an item over $2,000 related to a grant. DESIRED S Via workflow review Requisitions Attachment B Page 32 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Purchasing Req #Description of Requirement Criticality Response Comments PU.39 The system has the ability to accommodate a decentralized purchase requisition process that allows requisitions to be entered by all City departments.CRITICAL S PU.40 The system has the ability to support electronic workflow to support a paperless requisition approval process of user-defined levels of approval and routing capabilities. CRITICAL S PU.41 The system has the ability to accommodate recurring requisitions.DESIRED S Ability to copy req PU.42 The system has the ability to save requisitions in-progress prior to submission.CRITICAL S PU.43 The system has the ability to import requisitions from a MS Excel template.DESIRED S PU.44 The system has the ability to attach scanned documents to an electronic requisition, for viewing.CRITICAL S Via Tyler Content Manager PU.45 The system has the ability to provide auto-generated requisition numbers on an annual basis.CRITICAL S PU.46 The system has the ability to provide auto-generated requisition numbers on an annual basis with the ability to override, with appropriate security permissions. DESIRED S PU.47 The system has the ability to prevent duplicate requisition numbers.CRITICAL S PU.48 The system has the ability to support at least a nine character requisition number.CRITICAL N Max of 8 digits PU.49 The system has the ability to check available budget by line item and flag for warning if the requisition is over total appropriation with the ability to override. CRITICAL S PU.50 The system has the ability to check available budget by project and flag the requisition if over total appropriation (flag for warning or override based on security permissions). CRITICAL S PU.51 The system has the ability to check available budget by project and flag the requisition at user-defined percentage of budget (flag for warning or override based on security permissions). DESIRED S With proper use of GL/Budget permissions and account setup and/or workflow PU.52 The system has the ability to check available budget by category and flag the requisition if over total appropriation (flag for warning or override based on security permissions). DESIRED S With proper workflow setup PU.53 The system has the ability to pre-encumber budget funds upon entry of the requisition.CRITICAL S PU.54 The system has the ability to flag at pre-encumbrance if budget funds are not available.CRITICAL S Attachment B Page 33 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Purchasing Req #Description of Requirement Criticality Response Comments PU.55 The system has the ability to copy an existing requisition to create a new one.CRITICAL S PU.56 The system has the ability to export the requisition(s) to PDF as needed. CRITICAL S Some via user defined fields PU.57 Origin of request (department);CRITICAL S PU.58 Requestor;CRITICAL S PU.59 Date of request;CRITICAL S PU.60 Scheduled delivery date;CRITICAL S PU.61 Shipping address;CRITICAL S PU.62 Delivery instructions;CRITICAL S PU.63 Delivery contact person (City employee);CRITICAL S PU.64 Delivery contact information;CRITICAL S PU.65 Vendor name;CRITICAL S PU.66 Vendor number;CRITICAL S Stored on vendor PU.67 Vendor contact person;CRITICAL S Stored on vendor PU.68 Vendor email address(s);CRITICAL S PU.69 Comment;CRITICAL S PU.70 Quantity requested;CRITICAL S PU.71 Unit of measure;CRITICAL S PU.72 Unit price;CRITICAL S PU.73 Auto calculate extended price;CRITICAL S PU.74 Description (minimum of 250 characters);CRITICAL S PU.75 Multiple City general ledger account numbers;CRITICAL S PU.76 Project Number;CRITICAL S PU.77 Grant Number;CRITICAL S PU.78 Work Order Number;DESIRED S User defined field PU.79 Contract Number;CRITICAL S PU.80 Bid Number;CRITICAL S PU.81 Sales Tax;CRITICAL S PU.82 Labor Costs;CRITICAL S Via line item PU.83 Freight/shipping charges; and CRITICAL S PU.84 Other, user-defined fields.DESIRED S The system has the ability to maintain the following data points in the Attachment B Page 34 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Purchasing Req #Description of Requirement Criticality Response Comments PU.85 The system has the ability to allow the user to record all quotes or bids received as data elements in the requisition with appropriate attachments.CRITICAL S PU.86 The system has the ability to indicate if the requisition is for an inventory item.DESIRED S PU.87 The system has the ability to indicate the status of a requisition, receipt status, purchase orders, and invoice/payable status at any time.CRITICAL S PU.88 The system has the ability to support entering negative requisition amounts for discounts and/or trade-in amounts.CRITICAL S Discounts/trade-ins can be entered against future purchases, however total requisition line amount cannot be negative PU.89 The system has the ability to cross-reference existing requisitions at the time of requisition entry to determine and provide notification to the user if existing requisitions utilize the same vendor with the ability to override.CRITICAL N PU.90 The system has the ability to cross-reference existing requisitions at the time of requisition entry to determine if existing requisitions utilize the same vendor and enforce purchasing competition thresholds (e.g., an existing requisition for $1,000 would cause a new requisition for $2,000 for the same vendor to prompt the user to seek competition). DESIRED N PU.91 The system has the ability for a batch process to close all requisitions that are open (for end of year processing purposes).CRITICAL N Purchase Orders PU.92 The system has the ability to convert requisitions to a purchase order.CRITICAL S PU.93 The system has the ability for all attached documentation to carry forward when a requisition is converted to a purchase order.CRITICAL S PU.94 The system has the ability to carry description (content the vendor should be able to view) made on the requisition forward to the purchase order.DESIRED S PU.95 The system has the ability to require that the vendor be valid/entered before creating a purchase order.CRITICAL S PU.96 The system has the ability to designate purchase order signature based on dollar amount. CRITICAL S PU.97 The system has the ability to store electronic signatures. CRITICAL S Embedded within documents PU.98 The system has the ability to electronically send purchase orders via email to the vendor.CRITICAL S Via Tyler Forms PU.99 The system has the ability to change the account (GL) number that is assigned to a purchase, with appropriate security permissions.CRITICAL S Attachment B Page 35 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Purchasing Req #Description of Requirement Criticality Response Comments PU.100 The system has the ability to notify the creator of a purchase when the account number has been changed.DESIRED S PU.101 The system has the ability to reprint Purchase Orders, with indication that it is a duplicate/reprint/copy.CRITICAL S PU.102 The system has the ability to allow multiple GL numbers on one purchase order and/or on individual line items by percentage or dollar value.CRITICAL S PU.103 The system has the ability to allow multiple project numbers, work order numbers, contract numbers, bid numbers and grant numbers on one purchase order and/or on individual line items. CRITICAL S User defined field for work order number PU.104 The system has the ability to match accounts payable invoices to purchase orders.CRITICAL S PU.105 The system has the ability to accommodate blanket purchase orders that encumber on approval.CRITICAL S PU.106 The system has the ability to create contracts for purchases that are split between different departmental accounts and establish the start and expiration date of the contract plus a maximum contract amount. DESIRED S PU.107 The system has the ability for authorized users to modify the purchase order without having to void the purchase order.CRITICAL S PU.108 The system has the ability for authorized users to modify a purchase order with the option to reprint or re-email.CRITICAL S PU.109 The system has the ability to automatically accommodate change orders or modifications to purchase orders and track the version number and changes with the date of changes. CRITICAL S PU.110 The system has the ability to add or change commodity codes on purchase orders with the option to retain historical description or specifications.DESIRED S PU.111 The system has the ability to close purchase orders with a user-defined dollar amount or percent remaining available, with ability to override that closing with appropriate security permissions. CRITICAL S PU.112 The system has the ability to carry over purchase orders at year-end into the new year.CRITICAL S PU.113 The system has the ability to store electronically received or scanned documents with every purchase order.CRITICAL S Via Tyler Content Manager PU.114 The system has the ability to allow users to select multiple "ship to" addresses for different facilities.DESIRED S PU.115 The system has the ability to void or cancel purchase orders, with appropriate security permissions.CRITICAL S Cancel PO Attachment B Page 36 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Purchasing Req #Description of Requirement Criticality Response Comments PU.116 The system has the ability to allow a minimum of 500 character description on purchase order.CRITICAL S PU.117 The system has the ability to handle description overflow on a purchase order.DESIRED S PU.118 The system has the ability to change the vendor associated with a purchase order with appropriate security permissions.CRITICAL S PU.119 The system has the ability to split code a purchase order by percentage or dollar value to multiple departments and accounts.CRITICAL S PU.120 The system has the ability to change the vendor on an existing purchase order without having to void or cancel the original purchase order with appropriate security permissions. CRITICAL S PU.121 The system has the ability for a batch process to create individual Purchase Orders from all requisitions that are at approved status.CRITICAL S Receiving PU.122 The system has the ability to allow delivery information to be entered by requisitions and shown on the purchase order.DESIRED S PU.123 The system has the ability to provide a web-based receiving process for all items received at decentralized receiving areas.DESIRED S PU.124 Receiving staff;DESIRED S PU.125 Receiving location;DESIRED S PU.126 Date and time received;DESIRED S PU.127 Complete or partial flag;DESIRED S PU.128 Comments/notes; and DESIRED S PU.129 Other, user-defined fields.DESIRED S Via Comments PU.130 The system has the ability to receive one item at a time. DESIRED S PU.131 The system has the ability to "receive all" goods/services with a single selection.DESIRED S PU.132 The system has the ability to support partial receiving based on quantity.DESIRED S PU.133 The system has the ability to support partial receiving based on dollar amount.DESIRED S PU.134 The system has the ability to allow items to be marked as damaged or incorrect at the time of receiving.DESIRED S The system has the ability to record the following receiving information upon receipt of goods: Attachment B Page 37 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Purchasing Req #Description of Requirement Criticality Response Comments PU.135 The system has the ability to provide workflow functionality related to processing damaged goods or incorrect received (e.g. notification sent to requisitioner in order to contact vendor for refund or reship). DESIRED N PU.136 The system has the ability to automatically send email notifications upon items received being marked damaged or incorrect.DESIRED N PU.137 The system has the ability to electronically scan and attach packing slips and associated documentation to purchase orders.DESIRED S Via Tyler Content Manager PU.138 The system has the ability to attach the proof of receipt electronically to the receiving document in order to verify the three-way match.DESIRED S Contract Management PU.139 The system has the ability to support various contract periods, including multiple year contracts (i.e., those that span fiscal and/or calendar years).DESIRED S PU.140 The system has the ability to control, record, and track contract limits at user- specified levels of detail over the life of the contract.DESIRED S PU.141 The system has the ability to automate the closing and encumbering of contracts from one fiscal year to the next.DESIRED S PU.142 The system has the ability to encumber only a portion of a contract (i.e., encumbering just the first year of a three year contract).DESIRED S PU.143 The system has the ability to generate notifications to vendors and user agencies (in a user-defined format), when milestones or thresholds are met (e.g., tax exempt certification, insurance expiration date).DESIRED S PU.144 The system has the ability to enter a user-defined contract number.DESIRED S PU.145 The system has the ability to trigger alerts based on all user-defined thresholds when a certain dollar amount of the contract is used (e.g., 75%).DESIRED S PU.146 The system has the ability to trigger alerts based on all user-defined thresholds when a certain period of time has elapsed (e.g., 75% of contract period). DESIRED S Via date alerts and milestones PU.147 The system has the ability to trigger alerts based on all user-defined thresholds prior to contract expiration (e.g., 30, 60, 90 days).DESIRED S Via Alerts PU.148 The system has the ability to drill down from contracts to related procurement documents (e.g., requisition, bid, etc.).DESIRED S PU.149 The system has the ability to accommodate user-defined contract alerts for key dates (renewal, expiration, rebid, etc.).DESIRED S Via Alerts PU.150 The system has the ability to include a change-order function that allows the addition, listing, and tracking of change orders.DESIRED S PU.151 The system has the ability to note contract revisions, including date and source.DESIRED S Date and revision number Attachment B Page 38 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Purchasing Req #Description of Requirement Criticality Response Comments PU.152 The system has the ability to track different types of contracts including payments connected with deliverables, close-out, notices to proceed, conditional acceptance, and other administrative management.DESIRED S PU.153 The system has the ability to track different stages of contracts including payments connected with deliverables, close-out, notices to proceed, conditional acceptance, and other administrative management.DESIRED S PU.154 The system has the ability to track certificate of insurance expiration dates.DESIRED S PU.155 The system has the ability to notify internal staff and the vendor of the expired certificate of insurance.DESIRED S PU.156 The system has the ability to maintain contract information (including but not limited to vendor, description, and dates).DESIRED S PU.157 The system has the ability to track deliverables and invoice payments based on a contract or vendor.DESIRED S PU.158 The system has the ability to search by contract number, project file number, CIP number, purchase order number, contract name, buyer and/or commodity. (and any other field, and location) DESIRED S PU.159 The system has the ability to track insurance information for vendors.DESIRED S PU.160 The system provides the ability to allow a user to establish City-defined contract types.DESIRED S PU.161 The system has the ability to track and report on the start date of each contract.DESIRED S PU.162 The system has the ability to track and report on the end date of each DESIRED S PU.163 The system has the ability to store contracts and the contract is linked to the vendor profile.DESIRED S PU.164 The system has the ability to support the workflow process for change orders with digital signature approval.DESIRED S Username of workflow approver serves as digital signature PU.165 The system has the ability to allow multiple contracts per vendor, multiple items per contract, and multiple dates.DESIRED S PU.166 The system has the ability to link single or multiple contract amounts to individual projects or grants.DESIRED S PU.167 The system has the ability to provide user-defined retainage percentage and/or amount for projects and contractors.DESIRED S PU.168 The system has the ability to log requests and amounts for proposed contract amendments (change orders), using workflow by project code (CIP number) as well as by bid line items. DESIRED S Attachment B Page 39 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Purchasing Req #Description of Requirement Criticality Response Comments PU.169 The system has the ability to identify user defined contract amendments (i.e. quantity, rate, schedule, extensions, or scope change).DESIRED S PU.170 The system has the ability to track and report expenditures for each individual contract, including budget to actual comparisons by user-defined period (i.e., monthly, quarterly, daily, contract year, fiscal year, contract term, etc.). DESIRED S May require SQL Server Reporting Services Reporting PU.171 The system has the ability to generate a report of all activity with a vendor.CRITICAL S PU.172 The system has the ability to generate a report of all vendors by status, active or inactive, certification, commodity code, etc.CRITICAL S PU.173 The system has the ability to generate a report of all requisitions, purchase orders, and receiving documents by status, active or inactive, certification, commodity code, etc. CRITICAL S PU.174 The system has the ability to generate purchasing activity reports.CRITICAL S PU.175 The system has the ability to generate all reports by user-defined date ranges that may occur over prior fiscal years.CRITICAL S PU.176 The system has the ability to track and report minority vendors (e.g. DBE/MBE) and associated activity.CRITICAL S PU.177 The system has the ability to track and report local vendor preference.DESIRED S PU.178 The system has the ability to track and report on standard bid items and their average costs.DESIRED S May require SQL Server Reporting Services PU.179 The system has the ability to produce a system generated list of all bids in the order that the user defines.DESIRED S PU.180 The system has the ability to produce a system generated report of bidder history.DESIRED S PU.181 The system has the ability to report bid information associated with a project.DESIRED S PU.182 The system has the ability to create a bid list report that would include project descriptions, pre-bid meeting dates, project number, buyer information, bid opening dates, project manager, awarded bidder, Council approval date and type of project. DESIRED S May require SQL Server Reporting Services PU.183 The system has the ability to track and report on user defined contract milestones.DESIRED S May require SQL Server Reporting Services PU.184 The system has the ability to report on Sustainability purchases. CRITICAL S Via user defined field and SSRS report Attachment B Page 40 of 149 Last Updated: September 21, 2018 City of EdinaFunctional and Technical Requirements N No: Feature/Function cannot be provided. Accounts Payable Req #Description of Requirement Criticality Response Comments General Requirements AP.1 The system has the ability to provide an Accounts Payable module that is integrated with all other proposed system modules including (but not limited to) General Ledger, Accounts Receivable, Contracts, Budgeting, Purchasing, and Grants. CRITICAL S AP.2 The system has the ability to accommodate three-way matching of purchase order, receiving documents, and invoice.CRITICAL S AP.3 The system has the ability to produce a full audit trail on all transactions that includes every field.CRITICAL S AP.4 The system has the ability to transmit 1099 forms electronically, per Federal Government regulations.CRITICAL S AP.5 The system has the ability to set a tolerance at invoice level by department, which can limit the amount of override allowed on an invoice (by either dollar amount or percentage). CRITICAL S AP.6 The system has the ability to attach digital copies of receipts and other supporting documentation to invoice records.CRITICAL S Attachments via Tyler Content Manager F Future: Feature/Function will be available in a future software release available to the City by April 1, 2019, at which point it will be implemented in accordance with agreed-upon configuration planning with the City. If a response indicator of “F” is provided for a requirement that will be met in a future software release, the Respondent shall indicate the planned release version as well as the time the release will be generally available. C Customization: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with custom modifications. All related customization costs should be indicated in the Comments column next to the feature/function, and the total cost included in Attachment C – Cost Worksheet. If a response indicator of “C” is provided for a requirement that will be met through a custom modification, the Respondent shall indicate the cost of such a modification. Response Indicators: When providing responses to the requirements in Attachment B, proposers shall use the following response indicators:Instruction S Standard: Feature/Function is included in the current software release and will be implemented by the planned phase go-live date as part of the Proposal from vendors in accordance with agreed-upon configuration planning with the City. Respondents are encouraged, but not required, to provide additional information in the Comments column to further demonstrate the system’s ability to meet the requirement. If a response indicator of “T” is provided for a requirement that will be met by integration with a third-party system, the Respondent shall identify this third-party system and include a cost proposal to secure this system. T Third-Party: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with integration with a third-party system. This system should be specified. Attachment B Page 41 of 149 Last Updated: September 21, 2018 City of EdinaFunctional and Technical Requirements Accounts Payable Req #Description of Requirement Criticality Response Comments AP.7 The system has the ability to automatically (proactively) notify end users of pending approval actions.CRITICAL S Via workflow AP.8 The system has the ability to support electronic workflow for approvals by dollar amount.CRITICAL S AP.9 The system has the ability to support electronic workflow for approvals by general ledger account number.DESIRED S AP.10 The system has the ability to "add back" percentages or amount discounts previously taken (i.e., returned items) with appropriate system permissions.CRITICAL S AP.11 The system has the ability to import purchasing card transaction detail.CRITICAL S AP.12 The system has the ability to support "positive pay." The system has the ability to send an electronic file of all checks, including system-driven manual checks, to the City's bank for comparison with checks being cashed in order to help reduce opportunities for fraud. CRITICAL S AP.13 The system has the ability to notify specified users when a payment is made based upon a project or grant number.DESIRED S With proper workflow setup AP.14 The system has the ability to accommodate interdepartmental transfers/payments.CRITICAL S AP.15 The system has the ability to distribute journal entries from Accounts Payable to the General Ledger immediately (real-time) or in batch.CRITICAL S Invoice Entry AP.16 The system has the ability to split an invoice into a payment schedule with at least twelve different due dates and due amounts.DESIRED S Via recurring invoices AP.17 The system has the ability to support decentralized invoice entry at the department level.CRITICAL S AP.18 The system has the ability to support batch, multiple, or individual invoice entry.CRITICAL S AP.19 The system has the ability to allow for the electronic submission of invoice from vendors (e.g., e-bills, etc.).CRITICAL S AP.20 The system has the ability to scan invoices using Optical Character Recognition (OCR) functionality.DESIRED S With Tyler Content Manager Invoice Capture AP.21 The system has the ability to automatically create invoices using Optical Character Recognition (OCR) functionality. DESIRED S With Tyler Content Manager Invoice Capture AP.22 The system has the ability to support at least a 25 character invoice number field.CRITICAL N 20 max AP.23 The system has the ability to accommodate partial payments.CRITICAL S Attachment B Page 42 of 149 Last Updated: September 21, 2018 City of EdinaFunctional and Technical Requirements Accounts Payable Req #Description of Requirement Criticality Response Comments AP.24 The system has the ability to support a minimum of a 50 character Short description field.CRITICAL S 50 max AP.25 The system has the ability to support a maximum of a 250 character Long description field.CRITICAL S 50 max description, but 2000 character comment field AP.26 The system has the ability to support alpha numeric invoice numbers.CRITICAL S AP.27 The system has the ability to accept a dollar amount entry for payment against a contract.DESIRED S AP.28 The system has the ability to accept a percentage amount entry for payment against a contract.DESIRED S AP.29 The system has the ability to have an applied date in a fiscal year based on the invoice date with the ability to override (i.e., when receiving an invoice in a new fiscal year dated for a previous fiscal year).CRITICAL S AP.30 Pending;CRITICAL S AP.31 Approved;CRITICAL S Via workflow AP.32 Held;CRITICAL S AP.33 Rejected;CRITICAL S Via workflow AP.34 Cancelled;CRITICAL S AP.35 Deleted; and CRITICAL S Ability to delete invoice but once deleted it is removed from the system AP.36 Other, user-defined.DESIRED N AP.37 The system has the ability to copy existing invoices to new invoices.CRITICAL S AP.38 The system has the ability to accumulate multiple invoices into one vendor check with the ability to turn this function on and off.CRITICAL S AP.39 The system has the ability to electronically attach scanned invoices to the payable entry.CRITICAL S Via Tyler Content Manager AP.40 The system has the ability to flag invoices as reimbursable expenses through the grant process.DESIRED S AP.41 The system has the ability to allow for an invoice to be distributed to (at least) 99 different general ledger accounts.CRITICAL S AP.42 The system has the ability to allow for an invoice to be distributed across Departments with appropriate workflow routines for approval.CRITICAL S AP.43 The system has the ability to automatically split invoices to different accounts based on user-defined rules.CRITICAL S The system has the ability to support multiple status modes for invoices including but not limited to the following: Attachment B Page 43 of 149 Last Updated: September 21, 2018 City of EdinaFunctional and Technical Requirements Accounts Payable Req #Description of Requirement Criticality Response Comments AP.44 The system has the ability to enter invoices upon receipt and select future payment date.CRITICAL S AP.45 The system has the ability to support recurring invoices.CRITICAL S AP.46 The system has the ability to hold credit invoices and apply them to future invoices.CRITICAL S AP.47 The system has the ability to calculate interest for late payments with the ability turn the feature on and off.CRITICAL N AP.48 The system has the ability to calculate the appropriate sales or use tax with the ability to override.CRITICAL S AP.49 The system has the ability to allow City staff to flag invoices for potential sales or use tax.CRITICAL S AP.50 The system has the ability to close out a PO if it is known that it is the final payment being made against a PO and release the encumbered balance.CRITICAL S AP.51 The system has the ability to identify and flag duplicate invoices.CRITICAL S Check Processing, Printing and Reconciliation AP.52 The system has the ability for the City to maintain a minimum of 10 bank accounts.CRITICAL S AP.53 The system has the ability to allow the City to modify the check format.CRITICAL S Via Tyler Forms AP.54 The system has the ability to print a test check with a "void" watermark based on appropriate security permissions.CRITICAL S Via Tyler Forms AP.55 The system has the ability to import a file for bank reconciliation.CRITICAL S Bank reconciliation available via Cash Management AP.56 The system provides the user with reconciliation functions to compare imported data with system data.CRITICAL S AP.57 The system has the ability to reprint checks.CRITICAL S AP.58 The system has the ability to void and re-issue checks.CRITICAL S AP.59 The system has the ability to update the general ledger to account for voided and re-issued checks.CRITICAL S AP.60 The system has the ability to support a workflow approval process for electronic payments.CRITICAL S AP.61 The system has the ability to generate manual or off-cycle checks.CRITICAL S AP.62 The system has the ability to accommodate multiple check runs in a single day.CRITICAL S AP.63 The system has the ability to print checks in numerical order.CRITICAL S AP.64 The system has the ability to void a check and close the invoice completely.CRITICAL S Attachment B Page 44 of 149 Last Updated: September 21, 2018 City of EdinaFunctional and Technical Requirements Accounts Payable Req #Description of Requirement Criticality Response Comments AP.65 The system has the ability to void a check and allow the user to reopen the invoice and the associated purchase order.CRITICAL S AP.66 The system has the ability to provide check reconciliation tools.CRITICAL S AP.67 The system has the ability to print the entire invoice number on the check.CRITICAL S AP.68 The system has the ability to produce digitized electronic signatures as part of the check printing process.CRITICAL S AP.69 The system has the ability to print a check register that includes manual, cleared and voided checks.CRITICAL S AP.70 The system has the ability to print a check register showing individual check numbers and amounts, sorted by vendor name.CRITICAL S AP.71 The system has the ability to process ACH payments, including addendum records.CRITICAL S AP.72 The system has the ability to support the bank draft process. CRITICAL S AP.73 The system has the ability to lock the ACH file between processing and transmittal.CRITICAL S AP.74 The system has the ability to print check register which indicates cleared and/or outstanding checks.CRITICAL S AP.75 The system has the ability to generate a refund check for revenue refunds through a voucher process with approval path.CRITICAL S AP.76 The system provides the ability to drill back to the source module that created the original transaction (i.e., requisition, purchase order, contract and any other supporting documentation). CRITICAL S AP.77 The system has the ability to handle the conversion of outstanding checks to unclaimed property transactions.CRITICAL S AP.78 The system has the ability to provide a file of the unclaimed property transactions to the appropriate state.CRITICAL S AP.79 The system has the ability to handle the associated accounting transactions for unclaimed property.CRITICAL S Vendor File AP.80 The system has the ability to utilize the same vendor file for the purchasing and inventory application/module as all other applications/modules with the ability to update the vendor file based upon the users' security permissions.CRITICAL S AP.81 A vendor number that is not the vendor's EIN, TIN or SSN;CRITICAL S AP.82 At least nine characters for vendor numbers;CRITICAL N 6 digit max AP.83 A minimum of 100 characters for vendor remit addresses; CRITICAL S 4 lines of 50 each The system has the ability to provide a vendor file that supports the following fields: Attachment B Page 45 of 149 Last Updated: September 21, 2018 City of EdinaFunctional and Technical Requirements Accounts Payable Req #Description of Requirement Criticality Response Comments AP.84 A minimum of 100 characters for the vendor name;CRITICAL S AP.85 Doing Business As (DBA) Name;CRITICAL S AP.86 Legal Name;CRITICAL S AP.87 Prior/Historical Name;CRITICAL S AP.88 Misc. vendor indicator; CRITICAL S AP.89 Type of vendor (i.e., corporation 1099, individual);CRITICAL S AP.90 Parent/child relationship;CRITICAL S Via remit addresses AP.91 Vendor tax ID;CRITICAL S AP.92 User-defined vendor fields (minimum of five); CRITICAL S AP.93 Fields for multiple addresses; CRITICAL S AP.94 Fields for multiple email addresses (minimum of five);CRITICAL S AP.95 Designated point of contact;CRITICAL S AP.96 Primary contact information (i.e. email address, phone, fax, etc.)CRITICAL S AP.97 Comment or memo field;CRITICAL S AP.98 Record of vendor performance (performed through user defined drop down menu when receiving is done for vendor performance); DESIRED S Via manual entry AP.99 Commodity code; DESIRED S AP.100 Active or non active vendor, vendor under contract;CRITICAL S Active/inactive status available AP.101 Vendor certifications (i.e. MWMB, HUB, etc.); CRITICAL S AP.102 Flag vendors that are not in City-defined compliance;CRITICAL S AP.103 User-defined special condition codes for vendor flags;CRITICAL S AP.104 Foreign addresses;CRITICAL S AP.105 User defined Vendor withholding for taxes;CRITICAL S AP.106 Vendor retainage based on purchase order;CRITICAL S AP.107 ACH, routing, and bank information;CRITICAL S AP.108 Indicator for which 1099 form the vendor should receive;CRITICAL S AP.109 Indicator for international vendors; and CRITICAL S Foreign Entity flag AP.110 Other user-defined.DESIRED S AP.111 The system has the ability to flag a vendor that has an outstanding bill or balance with the City. DESIRED S AP.112 The system has the ability to configure multiple fields for recording compliance information (e.g., City taxes, expired insurance, debarred).CRITICAL S AP.113 The system has the ability to allow searching the vendor file by any data field.CRITICAL S Attachment B Page 46 of 149 Last Updated: September 21, 2018 City of EdinaFunctional and Technical Requirements Accounts Payable Req #Description of Requirement Criticality Response Comments AP.114 The system has the ability to automatically assign a unique identification number to a vendor sequentially.CRITICAL S AP.115 The system has the ability to merge duplicate vendors. CRITICAL S AP.116 The system has the ability to allow "one-time" vendors to be established with limited required data entry.DESIRED S AP.117 The system has the ability to allow a system administrator to configure "required" fields in the vendor file.CRITICAL N AP.118 The system has the ability to maintain a complete listing of historical vendors (i.e., including those no longer active).CRITICAL S AP.119 The system has the ability to allow a user to query the vendor file by date range to view vendors with no recent activity.CRITICAL S AP.120 The system has the ability to automatically notify City staff when there is no activity (i.e., no purchase orders, invoices, checks, etc.) with a vendor after a user specified period of time. DESIRED S AP.121 The system has the ability to notify vendor(s) when there has not been any activity and that further action is needed to keep file active.DESIRED N AP.122 The system has the ability to allow vendors to maintain City defined CRITICAL S Vendor Self Service (via eProcurement) AP.123 The system has the ability to require all vendor changes to their file to be approved by designated City staff before taking effect.CRITICAL S AP.124 The system has the ability to attach documents to the vendor file.CRITICAL S Via Tyler Content Manager AP.125 The system has the ability to only allow changes to the vendor file based on security permissions.CRITICAL S AP.126 The system has the ability to require approval of all vendor changes via workflow.CRITICAL S AP.127 The system has the ability to maintain an audit log of all changes to the vendor file.CRITICAL S AP.128 The system has the ability to allow the City to identify fields that can be masked including but not limited to Tax ID, checking/banking account numbers, and social security numbers. CRITICAL S Viewing of Tax ID and banking information is controlled via role permissions AP.129 The system has the ability to limit view access of invoices based on security permissions (e.g., confidential invoices).CRITICAL S Vendor Processing AP.130 The system has the ability to automatically assign payment terms for vendors and provides the ability to override the payment terms at the vendor and/or invoice level. CRITICAL S AP.131 The system has the ability to produce 1099 Forms per federal standards.CRITICAL S Attachment B Page 47 of 149 Last Updated: September 21, 2018 City of EdinaFunctional and Technical Requirements Accounts Payable Req #Description of Requirement Criticality Response Comments AP.132 The system has the ability to correct errors made in 1099 boxes and recalculate at year end so the information on the final 1099 form is correct.CRITICAL S AP.133 The system has the ability to produce tentative 1099 lists for review before printing or transmitting final list to the IRS.CRITICAL S AP.134 The system has the ability to specify the box or line on the 1099 form that the dollar amount will be printed in or on.CRITICAL S AP.135 The system has the ability to calculate percentage and amount discounts (i.e., early payment).CRITICAL S Percentage AP.136 The system has the ability to flag invoices (or groups of invoices) so that more than one check may be written to a vendor in any given check run for those transactions or vendors requiring separate checks. CRITICAL S AP.137 The system has the ability to calculate and track retainage for contractor or subcontractor invoices.DESIRED S AP.138 The system has the ability to flag a vendor as being subject to backup withholding at appropriate rates as established by IRS and provides the ability to calculate and report backup withholdings. CRITICAL S AP.139 The system has the ability to flag a vendor as being a check vendor, an ACH vendor, bank draft vendor, or credit card vendor.CRITICAL S AP.140 The system has the ability to override a flag on a vendor to change the payment type.CRITICAL S AP.141 The system has the ability to track date of last activity for vendors.CRITICAL S AP.142 The system has the ability to track calendar year-to-date payments in addition to fiscal year-to-date totals.DESIRED S May require SQL Server Reporting Services AP.143 The system has the ability to provide notification of duplicate invoice number entry of same vendor and provides for authorized user override.CRITICAL S Warnings on duplicates with proper setup AP.144 The system has the ability to show amount retained on each vendor/subcontractor check.DESIRED S AP.145 The system has the ability to view and search using wildcard capabilities through vendor list on-line (alphabetically by vendor name and vendor number) and be able to select vendor from that screen for invoice entry.CRITICAL S AP.146 The system has the ability to attach files to document the change of address in a vendor file.CRITICAL S Via Tyler Content Manager Reporting AP.147 The system has the ability to generate a report of scheduled checks to be written.CRITICAL S Attachment B Page 48 of 149 Last Updated: September 21, 2018 City of EdinaFunctional and Technical Requirements Accounts Payable Req #Description of Requirement Criticality Response Comments AP.148 The system has the ability to generate a report of payments by payment type (ACH, paper check, bank draft, etc.).CRITICAL S May require SQL Server Reporting Services AP.149 The system has the ability to generate a vendor master listing report.CRITICAL S AP.150 The system has the ability to generate a summary payment report by vendor.CRITICAL S AP.151 The system has the ability to generate a report of 1099 vendors by tax category.CRITICAL S May require SQL Server Reporting Services AP.152 The system has the ability to generate an Expenditure Approval List.CRITICAL S AP.153 Payee;CRITICAL S AP.154 Check number;CRITICAL S AP.155 Any component of account structure;CRITICAL S AP.156 Purchase order number;CRITICAL S AP.157 Date or date range;CRITICAL S AP.158 Address;CRITICAL S AP.159 Invoice;CRITICAL S AP.160 Amount; and CRITICAL S AP.161 Other, user-defined (based on any element in the vendor file).DESIRED S May require SQL Server Reporting Services AP.162 The system has the ability to generate a report of checks paid by department.CRITICAL S AP.163 The system has the ability to generate a report of checks paid by fund.CRITICAL S AP.164 The system has the ability to generate a monthly expenditure report by fund.CRITICAL S AP.165 The system has the ability to generate an aging report by fund.CRITICAL S AP.166 The system has the ability to generate an aging report by department.CRITICAL S AP.167 The system has the ability to generate a monthly check reconciliation report of manual/off-cycle checks.CRITICAL S AP.168 The system has the ability to provide a hyperlink to the image of the check that was issued.CRITICAL S AP.169 The system has the ability to report on Sustainability purchases. CRITICAL S Via user defined field and SSRS report The system has the ability to generate a report or allow on-screen inquiry of a variety of vendor information (outstanding checks, volume of checks, etc.): Attachment B Page 49 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements N No: Feature/Function cannot be provided. Accounts Receivable, Billing, and Cash Receipts Req #Description of Requirement Criticality Response Comments General Requirements AR.1 The system has the ability to provide an Accounts Receivable, Billing, and Cash Receipts module that is integrated with all other proposed modules h th l l d h i t h i t bl CRITICAL S AR.2 The system has the ability to allow multiple accounts receivable control accounts.CRITICAL S One control account per AR account AR.3 The system has the ability to identify each transaction by a reference number that is sequentially generated automatically.CRITICAL S AR.4 The system has the ability to validate GL account numbers on import and will either reject or suspend batches not balancing on either item or dollar totals. CRITICAL S AR.5 The system has the ability to allow direct entry of invoices, cash receipts, or adjustment transactions.CRITICAL S AR.6 The system has the ability to allow inter-department receivables (bills) to be processed.CRITICAL S AR.7 The system has the ability to allow inter-department receivables (bills) to be processed that cross funds.CRITICAL S AR.8 The system has the ability to provide workflow approval process to support interdepartmental billing.DESIRED S Response Indicators: When providing responses to the requirements in Attachment B, proposers shall use the following response indicators: C Customization: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with custom modifications. All related customization costs should be indicated in the Comments column next to the feature/function, and the total cost included in Attachment C – Cost Worksheet. Instruction S Standard: Feature/Function is included in the current software release and will be implemented by the planned phase go-live date as part of the Proposal from vendors in accordance with agreed-upon configuration planning with the City. Respondents are encouraged, but not required, to provide additional information in the Comments column to further demonstrate the system’s ability to meet the requirement. F Future: Feature/Function will be available in a future software release available to the City by April 1, 2019, at which point it will be implemented in accordance with agreed-upon configuration planning with the City. If a response indicator of “F” is provided for a requirement that will be met in a future software release, the Respondent shall indicate the planned release version as well as the time the release will be generally available. If a response indicator of “C” is provided for a requirement that will be met through a custom modification, the Respondent shall indicate the cost of such a modification. T Third-Party: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with integration with a third-party system. This system should be specified. If a response indicator of “T” is provided for a requirement that will be met by integration with a third-party system, the Respondent shall identify this third-party system and include a cost proposal to secure this system. Attachment B Page 50 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Accounts Receivable, Billing, and Cash Receipts Req #Description of Requirement Criticality Response Comments AR.9 The system has the ability to support automatic balancing of the accounts receivable master file (i.e., internally balances individual accounts receivable records against the corresponding account balances on the customer master file, as an internal control.). CRITICAL S AR.10 The system has the ability to report any exceptions when it automatically balances the accounts receivable master file.CRITICAL S Errors are surfaced if receipt records are out of balance AR.11 The system has the ability to produce summary and detail general ledger and sub-ledger journals, one for every accounts receivable transaction.CRITICAL S AR.12 The system has the ability to provide for decentralized data entry of billing information and an electronic approval process for submission of bills.CRITICAL S AR.13 The system has the ability to handle NSF check processing and to add user defined fees to an account.CRITICAL S NSF Fees AR.14 The system has the ability to provide user-defined payment terms such as net 30, net 45, and other user-defined due date payment terms.CRITICAL S AR.15 The system has the ability to provide configurable customer statements.CRITICAL S May require Tyler Forms AR.16 The system has the ability to provide recurring billing capabilities such as lease payments, rental payments, retiree health insurance premiums, and other miscellaneous recurring billing. CRITICAL S AR.17 The system has the ability to generate a reimbursement to the appropriate customer if there is a credit standing on the account. CRITICAL S AR.18 The system has the ability to allow approved refunds with workflow approval process.CRITICAL S AR.19 The system has the ability to allow authorized users to query and view receivable information and report by user-defined criteria.CRITICAL S May require SQL Server Reporting Services AR.20 The system has the ability to allow receivable, payment, and deposits to be entered only once into the system and appear in the general ledger and sub ledger in real time. CRITICAL S AR.21 The system has the ability to view customer information by fund, department, or other GL account segments.CRITICAL S AR.22 The system has the ability to view, track, and sort receivables by user- defined criteria, including but not limited to accounting codes, customers, and activities. CRITICAL S AR.23 The system has ability to process ACH and credit card payments.DESIRED S Citizen Self Service - assumes use of supported gateway AR.24 The system has ability to establish customers with an ACH payment preference for purposes of automatic direct debit from bank accounts or via automatic charge to credit card accounts.DESIRED S Bank accounts only Attachment B Page 51 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Accounts Receivable, Billing, and Cash Receipts Req #Description of Requirement Criticality Response Comments Customer Management AR.25 The system has the ability to automatically assign a number to a customer by user-defined rules. CRITICAL S Auto assign AR.26 The system has the ability to allow a specific customer number, type, and/or category to be assigned to a new or existing customer.CRITICAL S AR.27 Name;CRITICAL S AR.28 DBA (Doing Business As)CRITICAL S AR.29 Multiple Addresses (billing);CRITICAL S AR.30 Location (for a property/item billed against);CRITICAL S AR.31 Multiple phone;CRITICAL S AR.32 Multiple email;CRITICAL S AR.33 Last account activity;CRITICAL S AR.34 Tax ID numbers;CRITICAL S AR.35 Current and unpaid late payment penalty and interest charges;CRITICAL S AR.36 Balance due;CRITICAL S AR.37 Last payment amount;CRITICAL S AR.38 Year-to-date payments;CRITICAL S AR.39 Highest past-due balance;CRITICAL S AR.40 Highest outstanding balance;CRITICAL S AR.41 Payment arrangements;CRITICAL S AR.42 Late payment penalty and interest charges, year-to-date;CRITICAL S AR.43 Late payment penalty and interest charges, total;CRITICAL S AR.44 Bad check status;CRITICAL S Via Special Conditions AR.45 Statement cycle;CRITICAL S Via user defined field AR.46 Link to vendor file;CRITICAL S AR.47 Notes/comments; and CRITICAL S AR.48 Other, user-defined.DESIRED S AR.49 The system has the ability to provide a single screen to view all information related to a customer with multiple tabs on the screen (i.e., not requiring the need to go to multiple screens for all information).CRITICAL S AR.50 The system has the ability to attach documents to the customer file.CRITICAL S Via Tyler Content Manager The system has the ability to maintain a customer file with the following information: Attachment B Page 52 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Accounts Receivable, Billing, and Cash Receipts Req #Description of Requirement Criticality Response Comments AR.51 The system has the ability to maintain an audit log of all changes to the customer file.CRITICAL S AR.52 The system has the ability to provide a customer information field allowing entry and maintenance of narrative text that is viewable by all users with permissions. CRITICAL S AR.53 The system has the ability to provide an account performance inquiry screen that shows historical and statistical information about each customer account. Information should be displayed in a user-friendly, consolidated manner, allowing AR users to easily view the status, activity and comprehensive history of a customer account. DESIRED S AR.54 The system has the ability to deactivate a customer and warn if the customer has an outstanding balance, but keep the customer history.CRITICAL S AR.55 The system has the ability to reactivate a deactivated customer, (i.e., not having to create a new customer).CRITICAL S AR.56 The system has the ability to track customers that have a prior NSF check (insufficient funds) and warn counter clerk at time of customer payments.CRITICAL S Special Conditions AR.57 Contact person;CRITICAL S AR.58 Date and time of contact;CRITICAL S Via Special Condition notes AR.59 Means of contact (e.g., phone, email, etc.);CRITICAL S Via Special Condition notes AR.60 Nature of the contact; and CRITICAL S Via Special Condition notes AR.61 Information collected as a result of contact.CRITICAL S AR.62 The system has the ability to set up customers using categories and sub categories.DESIRED S AR.63 The system has the ability to flag customers that have filed bankruptcy.DESIRED S AR.64 The system has the ability to flag customers with City-defined codes (i.e., delinquency, property lien, etc.)DESIRED S AR.65 The system has the ability to allow users to access and search for customer information easily. CRITICAL S AR.66 The system has the ability to produce bills, statements, invoices, NSF notifications, and other user-defined documents for corresponding (i.e. ili d ili ) t t CRITICAL S May require Mail Merge AR.67 The system had the ability to allow for City defined miscellaneous billings. CRITICAL S The system has the ability to maintain a contact log to record conversations and correspondence with customers and maintains, at a minimum, the following information: Attachment B Page 53 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Accounts Receivable, Billing, and Cash Receipts Req #Description of Requirement Criticality Response Comments AR.68 The system has the ability to allow City staff to determine if invoices for the same customer should be combined onto the same invoice or kept as separate invoices.CRITICAL S AR.69 The system has the ability to manage separate billing cycles by department, receivable, and customer type.CRITICAL S AR.70 The system has the ability to allocate payments based upon a user-defined criteria. CRITICAL S AR.71 The system has the ability to prioritize allocation of payments based upon a user-defined criteria. CRITICAL S AR.72 The system has the ability to automatically bill recurring invoices based on user-defined billing schedules. CRITICAL S AR.73 The system has the ability to import invoices (and validate GL account numbers) produced by other billing systems to allow centralized collection and payment processing functions. DESIRED S Assumes use of standard import layouts AR.74 The system has the ability for more than one standard invoice format to allow for invoicing from differing departments (e.g., Parks & Recreation, Communications, Planning, etc.). DESIRED S Assumes use of print vendor or Tyler Forms AR.75 The system has the ability to allow the viewing of all outstanding invoices when applying payments to a customer account.CRITICAL S AR.76 The system provides the ability to apply payments to a customer's forward balance or to specific open items (e.g., unpaid invoices).CRITICAL S AR.77 The system has the ability to allow customers to pre-pay for anticipated future invoices and automatically apply those payments with appropriate security permissions. CRITICAL S AR.78 The system has the ability to produce PDF images of invoices automatically when printing as opposed to scanning the printed version of the invoice image. CRITICAL S Via Tyler Forms AR.79 The system has the ability to allow batch entry of the same charge to multiple customers.CRITICAL S AR.80 The system has the ability to default City-defined fields upon batch entry. (e.g., payment type code, customer type, cash account, etc.)CRITICAL S AR.81 The system has the ability to automatically assign sequential and unique numbers to invoices.CRITICAL S AR.82 The system has the ability to reprint bills, statements, and invoices at any point in time.CRITICAL S AR.83 The system has the ability to monitor paid and outstanding invoices.CRITICAL S AR.84 The system has the ability to provide at least 500 characters for billing description for each item to be billed at time of billing entry.CRITICAL S Attachment B Page 54 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Accounts Receivable, Billing, and Cash Receipts Req #Description of Requirement Criticality Response Comments Delinquency Tracking AR.85 The system has the ability to compute late charges for customers not paying within a designated period of time.CRITICAL S AR.86 The system has the ability to age the receivables according to user-definable time periods.CRITICAL S AR.87 The system has the ability to age receivables according to due date.CRITICAL S AR.88 The system has the ability to age receivables according to invoice date. CRITICAL S AR.89 The system has the ability to support collections in compliance with State of Minnesota laws.CRITICAL S Meets all tangible requirements to the best of our knowledge - custom requirements would need to be reviewed. AR.90 The system has the ability to generate accounts receivable aging reports, showing a line item on the aging report for each invoice posted to the accounts receivable master file. CRITICAL S AR.91 The system has the ability to generate accounts receivable aging reports for both summary by customer and detail within customer by invoice.CRITICAL S AR.92 The system has the ability to generate accounts receivable aging reports by department, account, or location. CRITICAL S AR.93 The system has the ability to provide user-defined calculations for the allowance of un-collectable accounts.DESIRED S Write-off balances AR.94 The system has the ability to automatically prepare general and sub-ledger journal entries by allowance for un-collectable accounts with appropriate workflow routines. CRITICAL S Overshort adjustment AR.95 The system has the ability to produce a listing of late customer accounts, where "late" can be user defined.CRITICAL S AR.96 The system has the ability to provide finance charge program (late fees) with user-defined late periods and percent of interest to be charged for late payment. CRITICAL S AR.97 The system has the ability to set finance charge rates dependent on type of service being billed finance charges.DESIRED S AR.98 The system has the ability to produce user-defined aging reports with at least six aging periods (e.g., current, 30, 60, 90, 120, over 120 days).CRITICAL S AR.99 The system has the ability to automatically compute and assess a user- defined late fee when the invoice is past due with the ability to turn this feature on or off based on security permissions. CRITICAL S Attachment B Page 55 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Accounts Receivable, Billing, and Cash Receipts Req #Description of Requirement Criticality Response Comments AR.100 The system has the ability to reverse finance charges with appropriate security permissions.CRITICAL S AR.101 The system has the ability to generate reminder notices (via mail and/or email) to a customer at user-defined intervals (e.g., 30, 60, and 90 days) when the invoice is past due. CRITICAL S Cash Receipts AR.102 The system has the ability to accept batch entry of invoices, cash receipts or adjustment transactions.CRITICAL S AR.103 The system has the ability to allow direct entry of invoices, cash receipts, or adjustment transactions.CRITICAL S AR.104 The system has the ability to allow approved refunds with workflow approval process.CRITICAL S AR.105 The system has the ability to accommodate multiple payments for multiple bills (e.g., retiree insurance premium and special assessment).CRITICAL S AR.106 The system has the ability to provide cash recording functionality at remote City office locations (i.e., with the goal of recording and tracking payments when made but prior to receipting). CRITICAL S Tyler Cashiering recommended for decentralized payment collections AR.107 The system has the ability to automatically prepare general and sub-ledger journal entries by department for cash receipts with appropriate workflow approvals. CRITICAL S AR.108 The system has the ability to produce a cash receipt when bills are paid in person (at City).CRITICAL S AR.109 The system has the ability to record type of payment (e.g., check, money order, cash, credit card) and a unique reference number.CRITICAL S AR.110 The system has the ability to produce a system generated unique receipt reference number. CRITICAL S AR.111 The system has the ability to produce a receipt when bills are paid (regardless of the payment method).CRITICAL S AR.112 The system has the ability to support online (web-based) payments.CRITICAL S Via Citizen Self Service AR.113 The system has the ability to import returned check detail from electronic bank files.DESIRED S AR.114 Check number;DESIRED S AR.115 Customer number;DESIRED S AR.116 Payer Name;DESIRED S The system has the ability to maintain returned check detail, including (but not limited to) the following: Attachment B Page 56 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Accounts Receivable, Billing, and Cash Receipts Req #Description of Requirement Criticality Response Comments AR.117 Address detail;DESIRED S AR.118 Date of original transaction;DESIRED S AR.119 Penalty and/or fee;DESIRED S AR.120 Remittance amount;DESIRED S AR.121 Remittance date;DESIRED S AR.122 Original receipt number;DESIRED S AR.123 Reason for return;DESIRED S AR.124 Comment field; and DESIRED S AR.125 Other, user-defined variables.DESIRED S Via Special Condition notes AR.126 The system has the ability to indicate whether transactions have been manually adjusted.CRITICAL S AR.127 The system has the ability to flag bills that have been sent to a collection agency for collection.CRITICAL S Via Special Conditions AR.128 The system has the ability to support receipt printing at networked printers.CRITICAL S AR.129 The system has the ability to import payments from third-party cash receipting systems (e.g.,recreation) and validate the appropriate GL account numbers. CRITICAL S AR.130 The system has the ability to schedule the posting of third-party payment transactions (e.g., lockbox payments). CRITICAL S Assumes use of standard formats AR.131 The system must have the ability to accommodate deposits into different bank accounts at different banking institutions.DESIRED S AR.132 The system has the ability to provide a kiosk for citizens to scan their bills and pay through a kiosk using cash and a credit card. DESIRED S Credit Card or E-Check at a kiosk Reconciliation AR.133 The system has the ability to interface with banks to process bank drafting and ACH transactions.CRITICAL S AR.134 The system has the ability to reconcile with bank statements.CRITICAL S AR.135 The system has the ability to provide an automated reconciliation tool for revenue receipts.CRITICAL S Bank Reconciliation available via Cash Mangement AR.136 The system has the ability to provide an automated reconciliation tool for ACH and bank draft transactions.CRITICAL S Bank Reconciliation available via Cash Mangement AR.137 The system has the ability to generate daily cash reports for balancing by payment type.CRITICAL S AR.138 The system has the ability to generate a daily exception report that reflects all payments reversed and any other condition considered outside normal processing. CRITICAL S Attachment B Page 57 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Accounts Receivable, Billing, and Cash Receipts Req #Description of Requirement Criticality Response Comments AR.139 The system has the ability to generate a daily report that reflects all adjustment activity. CRITICAL S AR.140 The system has the ability to generate periodic reports of revenue distribution from external sources' file uploads (e.g., credit card company payments) to reflect batch date, batch total control records and dollar count (available to be run on a daily basis). DESIRED S AR.141 The system has the ability to import credit/debit card transaction reconciliation files from credit card companies.DESIRED S AR.142 The system has the ability to perform reconciliation of transaction data with credit card company data.CRITICAL S AR.143 The system provides the user with reconciliation functions to compare imported data with system data.CRITICAL S Reporting AR.144 The system has the ability to print a batch listing showing every item in a particular batch upon request.CRITICAL S AR.145 The system has the ability to produce an accounts receivable journal listing all activity posted to the accounts receivable master file.CRITICAL S AR.146 The system has the ability to print an accounts receivable exception report listing all accounts with credit balances.CRITICAL S AR.147 The system has the ability to provide a customer contact listing, showing name, phone number, and other contact information by customer.CRITICAL S AR.148 The system has the ability to provide a complete listing of the customer master file by type, which shows each data element in every record.DESIRED S AR.149 The system has the ability to allow user-defined queries such as by customer name, type, and by amount owed.CRITICAL S AR.150 Name;CRITICAL S AR.151 Type of receivable;CRITICAL S AR.152 Tender type;CRITICAL S AR.153 Type of activity;CRITICAL S AR.154 Invoice number;CRITICAL S AR.155 Accounting code information;CRITICAL S AR.156 Amount owed;CRITICAL S AR.157 Dates; and CRITICAL S AR.158 Other, user-defined.DESIRED S May require SQL Server Reporting Services The system has the ability to generate accounts receivable reports or allow on- Attachment B Page 58 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Accounts Receivable, Billing, and Cash Receipts Req #Description of Requirement Criticality Response Comments AR.159 The system has the ability to print customer payment history based on user- defined criteria.CRITICAL S AR.160 The system has the ability to allow queries against all receivable files.CRITICAL S AR.161 The system has the ability to display individual transactions and groups of transactions based on the criteria entered by the user.CRITICAL S AR.162 The system has the ability to produce transaction reports listing all recorded payments.CRITICAL S Attachment B Page 59 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements N No: Feature/Function cannot be provided. Project Accounting and Grant Management Req #Description of Requirement Criticality Response Comments Project Accounting General Requirements PG.1 The system has the ability to provide a Project Accounting module that is integrated with all other proposed system modules including (but not limited to) general ledger, budgeting, accounts receivable, accounts payable, purchasing, grants, and payroll. CRITICAL S PG.2 The system has the ability to provide a subsidiary ledger for tracking detailed transaction data for projects.CRITICAL S PG.3 The system has the ability to support multi-year parent projects, at least 30 years in length.CRITICAL S PG.4 The system has the ability to support parent/child relationships for projects and sub-projects.CRITICAL S PG.5 The system has the ability to allow multiple user defined project status codes (e.g., proposed, active, etc.).CRITICAL S PG.6 The system has the ability to accommodate at least 99 user defined different project types.CRITICAL S May require user defined fields Response Indicators: When providing responses to the requirements in Attachment B, proposers shall use the following response indicators:Instruction S Standard: Feature/Function is included in the current software release and will be implemented by the planned phase go-live date as part of the Proposal from vendors in accordance with agreed-upon configuration planning with the City. Respondents are encouraged, but not required, to provide additional information in the Comments column to further demonstrate the system’s ability to meet the requirement. F Future: Feature/Function will be available in a future software release available to the City by April 1, 2019, at which point it will be implemented in accordance with agreed-upon configuration planning with the City. If a response indicator of “F” is provided for a requirement that will be met in a future software release, the Respondent shall indicate the planned release version as well as the time the release will be generally available. C Customization: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with custom modifications. All related customization costs should be indicated in the Comments column next to the feature/function, and the total cost included in Attachment C – Cost Worksheet. If a response indicator of “C” is provided for a requirement that will be met through a custom modification, the Respondent shall indicate the cost of such a modification. T Third-Party: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with integration with a third-party system. This system should be specified. If a response indicator of “T” is provided for a requirement that will be met by integration with a third-party system, the Respondent shall identify this third-party system and include a cost proposal to secure this system. Attachment B Page 60 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Project Accounting and Grant Management Req #Description of Requirement Criticality Response Comments PG.7 The system has the ability to accommodate user defined project types that integrate with the general ledger as well as those that do not.CRITICAL S PG.8 The system has the ability to allow a user to establish project templates (i.e., "simple" templates; "complex" templates; for common project types).DESIRED S PG.9 The system has the ability to store at least 99 project templates.DESIRED S PG.10 The system has the ability to accommodate projects occurring across multiple funds and departments, down to a specific GL number.CRITICAL S PG.11 The system has the ability to associate different account numbers to different components of a project.CRITICAL S PG.12 The system has the ability to accommodate projects occurring across a minimum of 99 funds and/or third-party funding sources (e.g. grants and debt). CRITICAL S PG.13 The system has the ability to designate a project as a fixed cost or a variable cost.DESIRED S PG.14 The system has the ability to allocate reimbursements across at least 99 entities.DESIRED S PG.15 The system has the ability to provide project forecasting capabilities, for a minimum of 20 years (i.e., current, plus nineteen years).CRITICAL S Via Excel PG.16 The system has the ability to provide free form notes or text fields for project descriptions.CRITICAL S PG.17 The system has the ability to provide a workflow routine to assist in the annual process of determining fiscal year expenses and revenues for each project.DESIRED N PG.18 The system has the ability to provide user-defined cost allocation codes.DESIRED S PG.19 The system has the ability to link projects to grants.CRITICAL S PG.20 The system has the ability to link multiple projects to one another.CRITICAL S Project type or via user defined fields Project Tracking and Closing PG.21 The system has the ability to track city-defined project information (e.g., project schedule, budget). CRITICAL S PG.22 The system has the ability to track project budgets by project receivables/revenues.CRITICAL S PG.23 The system has the ability to store historical budget and actuals data for each year that the project is active.CRITICAL S Attachment B Page 61 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Project Accounting and Grant Management Req #Description of Requirement Criticality Response Comments PG.24 The system has the ability to withhold retainage on a project up to 100 percent.CRITICAL S PG.25 The system has the ability to retrieve and apply labor rates from the payroll module that account for salaries and benefits.CRITICAL S With access to Munis Payroll/HR PG.26 The system has the ability to allow a user to manually edit labor rates and values charged to a project, based on appropriate security permissions.CRITICAL S With proper module access/permissions PG.27 The system has the ability to track project dates (e.g., start date, reporting dates).DESIRED S PG.28 The system has the ability to track and change multiple funding sources with the appropriate security permissions.CRITICAL S PG.29 The system has the ability to track expenditures based on the year the debt was issued.DESIRED S PG.30 The system has the ability to track expenditures based on the debt that was issued.DESIRED S PG.31 The system has the ability to flag capital vs. non capital projects and all associated expenditures.CRITICAL S PG.32 The system has the ability to track multiple funding sources when bonds are issued in multiple years for a project. DESIRED S PG.33 The system has the ability to transfer funding sources from one project to another project if the project is complete and under budget pending workflow approval. CRITICAL S PG.34 The system has the ability to apply overhead to projects.CRITICAL S PG.35 The system has the ability to track the funding sources for each project, the amount of expenditures that have been charged to the project that are to be paid by multiple funding sources, and any budget transfers that have moved the funding sources from one project to another. CRITICAL S PG.36 The system has the ability to carry forward information at year-end for multi- year projects.CRITICAL S PG.37 The system has the ability to accommodate change orders to open contracts.CRITICAL S Attachment B Page 62 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Project Accounting and Grant Management Req #Description of Requirement Criticality Response Comments PG.38 The system has the ability to allow configurable change order forms to be established to capture specific data elements related to the change. DESIRED F Future Functionality, when and if provided, will be released on the same timeline as the functionality is made generally available to customers under a maintenance agreement with Tyler. If a customer requires that such functionality be committed to within the contract, the functionality will be treated as a custom modification, payable by the customer. PG.39 The system has the ability to provide workflow functionality to support the change order process.CRITICAL S PG.40 The system has the ability to retain historical information for all projects for at least 25 years after the project close.CRITICAL S PG.41 The system has the ability to close projects either partially or completely without losing the reporting history.CRITICAL S PG.42 The system has the ability to allow the closing of multiple projects at the same time (i.e., related projects).CRITICAL S PG.43 The system has the ability to allow the closing of a "child" project without having to close the "parent" project, and vice versa.CRITICAL S PG.44 The system has the ability to re-open a closed project, with appropriate security permissions.CRITICAL S Project Reporting PG.45 The system has the ability to produce reports to satisfy local, state, and federal requirements. CRITICAL S Tyler will commit to providing all state and federal mandated reports or data file submissions required to be submitted to the state that are not already provided through standard reports or inquiry functions. In addition, any changes to mandated State/Federal specified file layouts will be provided for no additional license/maintenance fees to all clients who have a current Maintenance Agreement in place. PG.46 The system has the ability to generate user-defined reports by date range. CRITICAL S May require SQL Server Reporting Services PG.47 The system has the ability to generate balance sheet account reports on all of the above criteria by date ranges.CRITICAL S PG.48 The system has the ability to report on contract change orders and contingencies related to the project.CRITICAL S Attachment B Page 63 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Project Accounting and Grant Management Req #Description of Requirement Criticality Response Comments PG.49 The system has the ability to report on resource time towards projects.CRITICAL S Assuming proper HR/PR setup PG.50 The system has the ability to report on the remaining contract balance by fiscal year, life-to-date, or other user-specified date.DESIRED S PG.51 The system has the ability to allow changes to the detail level of report parameters, with appropriate security permissions.CRITICAL N No security for this Grant Management General Requirements PG.52 The system has the ability to provide a Grant Management module that is integrated with all other proposed system modules including (but not limited to) General Ledger, Budgeting, Accounts Receivable, Accounts Payable, Purchasing, Projects, and Payroll. DESIRED S PG.53 The system has the ability to provide for multi-year grants.DESIRED S PG.54 The system has the ability to allow multiple grants to roll into one project, with the ability to track each grant separately.DESIRED S PG.55 The system has the ability to provide unique identifiers to grants.DESIRED S PG.56 The system has the ability to generate an alert when a grant account is used for an expenditure and a grant identifier is not referenced.DESIRED S With proper setup the grant can be required to be entered at point of entry on the expenditure PG.57 The system has the ability to link City-defined grant numbers with issuing agency grant numbers.DESIRED S PG.58 The system has the ability to interface with third-party grant management software systems (e.g., external agency systems).DESIRED S Assuming compatible import/export files PG.59 The system has the ability to duplicate pre-existing grants to establish templates for new grants.DESIRED S Grants can be copied PG.60 The system has the ability to generate a repository/library of all documentation related to a grant that is all accessible from a single location.DESIRED S Via Tyler Content Manager PG.61 The system has the ability to maintain the grantor's closeout date.DESIRED S PG.62 The system has the ability to generate an alert on a user-defined number of days prior to the grantor's closeout date, up to 365 days.DESIRED S Via Alerts PG.63 The system has the ability to retain grant information for at least six years after the close of a grant.DESIRED S PG.64 The system has the ability to export all documentation for a specific grant to electronic format (i.e., during an audit).DESIRED S PG.65 The system has the ability to generate export files (e.g., csv, xlsx, txt) for the purpose of uploading data to third-party applications (e.g., State or Federal).DESIRED S Via Excel Export Attachment B Page 64 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Project Accounting and Grant Management Req #Description of Requirement Criticality Response Comments PG.66 The system has the ability to allow grants to be established with multiple funding sources, with the ability to track funding sources separately. DESIRED S PG.68 The system has the ability to track reimbursements and link to the initial request.DESIRED S PG.69 The system has the ability to track the use of multi-year deferred revenue prior to reimbursement.DESIRED S Grant Tracking PG.71 The system has the ability to track CDBG (Community Development Block Grants).DESIRED S PG.72 The system has the ability to allocate a user defined percentage of the City's annual Community Development Block Grant to fund local public services.DESIRED S PG.73 The system has the ability to track pass-through grants. DESIRED S PG.74 The system has the ability to maintain a grant budget that is different and separate from all other budgets.DESIRED S Information only PG.75 The system has the ability to link individual grant budgets to the City budget based on user preference.DESIRED S PG.76 The system has the ability to generate any indirect costs associated with a grant.DESIRED S PG.77 The system has the ability to support at least 30 different user defined types of grant categories.DESIRED S PG.78 The system has the ability to support the configuration of different requirements by grant category.DESIRED S PG.79 The system has the ability to link grants to projects.DESIRED S PG.80 The system has the ability to link grants to projects in 1-to-1, 1-to-many and many-to-1 relationships.DESIRED S PG.81 The system has the ability to record all grant activity in the general ledger.DESIRED S PG.82 The system has the ability to track compliance of the grant through a City- defined checklist by individual grant.DESIRED S PG.83 The system has the ability to view and track all assets acquired through grant funding as indicated through the capital/fixed asset module.DESIRED S PG.84 The system has the ability to accommodate user defined performance metrics associated with a grant.DESIRED S Via user defined fields, description fields, or attachments in Tyler Content Manager PG.85 The system has the ability to allow grant metrics to be established.DESIRED N Attachment B Page 65 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Project Accounting and Grant Management Req #Description of Requirement Criticality Response Comments PG.86 The system has the ability to track grant metrics associated with a pass- through/sub-grant.DESIRED S PG.87 The system has the ability to track grant activity by active fiscal year and all years within the grant contract (e.g., across multiple fiscal years).DESIRED S PG.88 The system has the ability to track grant activity over the life of the grant.DESIRED S PG.89 The system has the ability to track notes associated with each grant.DESIRED S PG.90 The system has the ability to provide notifications or alerts for remaining grant balances or percent complete.DESIRED N Notifications and alerts can be set up for dates PG.91 The system has the ability to record all grant expenditure and revenue information.DESIRED S May require user defined fields PG.92 The system has the ability to define allowable expenditures.DESIRED S PG.93 The system has the ability to restrict grant expenditures not within grant dates.DESIRED S PG.94 The system has the ability to allow restriction on grant expenditures to be overridden, with appropriate security permissions.DESIRED S PG.95 The system has the ability to suspend a grant prior to completion.DESIRED S PG.96 The system has the ability to assign payroll expenses to a grant through integration with the payroll application.DESIRED S PG.97 The system has the ability to limit the application of payroll expense to grants through security permissions.DESIRED S PG.98 The system has the ability to separate actual expenditures against allowable expenditures.DESIRED S PG.99 The system has the ability to allow remaining funding to be setup as a new grant or grant program.DESIRED S PG.100 The system has the ability to allow the transfer of grant funding between City departments.DESIRED S PG.101 The system has the ability to create a user-defined cost structure by year for each grant (e.g., year one = 100%, year two = 80%, etc.)DESIRED N Grant Reimbursements PG.102 The system has the ability to support the process of reimbursement requests for grants that are initially funded by the City.DESIRED S PG.103 The system has the ability to track all reimbursement requests through the life of the grant.DESIRED S PG.104 The system has the ability to track the number of reimbursement requests to ensure the number does not exceed a grant limit.DESIRED S Attachment B Page 66 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Project Accounting and Grant Management Req #Description of Requirement Criticality Response Comments PG.105 The system has the ability to allow "checklists" to be established to track the necessary documentation related to a reimbursement request.DESIRED S Via attachments in Tyler Content Manager PG.106 The system has the ability to allow established "checklists" to be modified during the life of the grant with appropriate security permissions.DESIRED S Via attachments in Tyler Content Manager PG.107 The system has the ability to trigger notifications based on established timelines associated with the reimbursement request process.DESIRED S PG.108 The system has the ability to limit the reimbursement request to prescribed internal processes based on an established timeline.DESIRED S PG.109 The system has the ability to submit electronic check images as part of the reimbursement request process.DESIRED S PG.110 The system has the ability to submit electronic payment method images (EFT, ACH etc.) as part of the reimbursement request process.DESIRED S With Tyler Forms PG.111 The system has the ability to electronically store the "final" documents associated with a submitted reimbursement request.DESIRED S Via Tyler Content Manager Grant Reporting PG.112 The system has the ability to generate reports for all grant history.DESIRED S PG.113 The system has the ability to generate reports for multiple grants that are not in sequential series (i.e., report by year, category etc.).DESIRED S PG.114 The system has the ability to generate a report of all active and inactive grants.DESIRED S PG.115 The system has the ability to maintain a calendar or scheduling of required grant reports (e.g. schedule a monthly report for submitting to grantor).DESIRED S PG.116 The system has the ability to generate all state and federally required reports. DESIRED S Tyler will commit to providing all state and federal mandated reports or data file submissions required to be submitted to the state that are not already provided through standard reports or inquiry functions. In addition, any changes to mandated State/Federal specified file layouts will be provided for no additional license/maintenance fees to all clients who have a current Maintenance Agreement in place. Attachment B Page 67 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Project Accounting and Grant Management Req #Description of Requirement Criticality Response Comments PG.117 The system has the ability to query on all data fields in the grant management module in order to provide a user defined query screen.DESIRED S May require SQL Server Reporting Services PG.118 Five Year Consolidated Plan;DESIRED S May require SQL Server Reporting Services PG.119 Single Audit Report (SEFA);DESIRED S PG.120 Action Plan; DESIRED S May require SQL Server Reporting Services PG.121 Consolidated Annual Performance and Evaluation Report;DESIRED S May require SQL Server Reporting Services PG.122 Expenditures and revenues;DESIRED S PG.123 Sources of revenues;DESIRED S PG.124 Reimbursed costs;DESIRED S PG.125 Reimbursed costs by percentage detail DESIRED S PG.126 Budget to actual costs;DESIRED S PG.127 Projected vs. actual budget;DESIRED S PG.128 Grants trial balance;DESIRED S PG.129 Pending approval grant funding;DESIRED S May require SQL Server Reporting Services PG.130 Quarterly cash balance; DESIRED S May require SQL Server Reporting Services PG.131 Monthly cash balance; and DESIRED S May require SQL Server Reporting Services PG.132 Calculation of interest based on average daily cash balance.DESIRED S Only if the grant is tracked in the GL PG.133 The system has the ability to report on specific activity of a grant within a user-defined date range.DESIRED S The system has the ability to generate the following Reports: Attachment B Page 68 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements N No: Feature/Function cannot be provided. Fixed Assets and Inventory Req #Description of Requirement Criticality Response Comments Fixed Assets General Requirements FI.1 The system has the ability to provide a Fixed Assets module that is integrated with all other system modules including (but not limited to) General Ledger, Budgeting, Purchasing, and Accounts Payable. CRITICAL S FI.2 The system has the ability to allow the user to select the general ledger account based on the type of asset created. CRITICAL S The asset accounts used are based on the purchasing account used to create the asset FI.3 The system has the ability to allow a review of asset journal entries prior to posting to the general ledger. CRITICAL S FI.4 The system has the ability to transfer the CIP cost in order to create a general ledger journal entry based on asset type. CRITICAL S The general ledger journal entry would be based on the set of asset accounts on the asset which would default from the purchasing account FI.5 The system has the ability to track capitalized assets.CRITICAL S FI.6 The system has the ability to track non-capitalized assets.DESIRED S FI.7 The system has the ability to track assets funded by grants.CRITICAL S FI.8 The system has the ability to modify valuation due to improvements or replacements to the asset. CRITICAL S F Future: Feature/Function will be available in a future software release available to the City by April 1, 2019, at which point it will be implemented in accordance with agreed-upon configuration planning with the City. If a response indicator of “F” is provided for a requirement that will be met in a future software release, the Respondent shall indicate the planned release version as well as the time the release will be generally available. C Customization: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with custom modifications. All related customization costs should be indicated in the Comments column next to the feature/function, and the total cost included in Attachment C – Cost Worksheet. If a response indicator of “C” is provided for a requirement that will be met through a custom modification, the Respondent shall indicate the cost of such a modification. Response Indicators: When providing responses to the requirements in Attachment B, proposers shall use the following response indicators:Instruction S Standard: Feature/Function is included in the current software release and will be implemented by the planned phase go-live date as part of the Proposal from vendors in accordance with agreed-upon configuration planning with the City. Respondents are encouraged, but not required, to provide additional information in the Comments column to further demonstrate the system’s ability to meet the requirement. Third-Party: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with integration with a third-party system. This system should be specified. If a response indicator of “T” is provided for a requirement that will be met by integration with a third-party system, the Respondent shall identify this third-party system and include a cost proposal to secure this system. T Attachment B Page 69 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Fixed Assets and Inventory Req #Description of Requirement Criticality Response Comments FI.9 The system has the ability to automatically account for fixed assets at the time of purchasing or requisition based on account number selected.CRITICAL S FI.10 The system has the ability to allow a user to manually flag a fixed asset at the time of purchasing or requisition.CRITICAL S FI.11 The system has the ability to set a user-defined threshold dollar amount for a purchase to be considered a fixed asset. CRITICAL S FI.12 The system has the ability to transfer data from the purchase order to the fixed asset record.CRITICAL S FI.13 The system has the ability to capitalize and depreciate assets according to user-defined rules. CRITICAL S FI.14 The system has the ability to record, recognize, and capitalize assets that are subsidized by third-party entities for the City, such as the federal or state government. CRITICAL S Split asset ownership is supported FI.15 The system has the ability to calculate valuation for fixed assets based on user-defined rules. CRITICAL N FI.16 The system has the ability to record cost at acquisition.CRITICAL S FI.17 The system has the ability to determine and maintain salvage values for fixed assets.CRITICAL S FI.18 The system has the ability to calculate replacement costs of the fixed assets. CRITICAL S FI.19 The system has the ability to modify assets by user-defined criteria, with proper security permissions.CRITICAL S FI.20 The system has the ability to automatically update the fixed assets system from AP entry with appropriate review and approval.CRITICAL S Through the Work File process to create assets from AP invoices FI.21 The system has the ability to allow authorized users read-only access to fixed asset information via a decentralized interface. CRITICAL S FI.22 The system has the ability to store original purchase order number, invoice number, original check number and original vendor information.CRITICAL S FI.23 The system has the ability to drill-down into linked POs, invoices, checks and vendor file information.CRITICAL S FI.24 The system has the ability to drill-down into asset history (i.e., additions, transfers, adjustments).CRITICAL S FI.25 The system has the ability to support threshold-based alerts and workflows (e.g., assets with a value greater than $50,000 require an alternate disposal workflow approval process). DESIRED S Workflow can be tied to an amount Asset Entry and Tracking Attachment B Page 70 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Fixed Assets and Inventory Req #Description of Requirement Criticality Response Comments FI.26 The system has the ability to be in full compliance with GASB compliance requirements.CRITICAL S FI.27 The system has the ability to provide controls for maintaining unique City generated fixed asset tag numbers.CRITICAL S FI.28 The system has the ability to indicate a parent and/or child asset as "disposed."CRITICAL S FI.29 The system has the ability to allow a user with appropriate security permissions to edit whether an asset should be capitalized.CRITICAL S Separate permissions for capitalzied and non- capitalized assets exist FI.30 The system has the ability to allow the City to set-up work flow routines for at least five different disposal processes (e.g., public auction, online sale).DESIRED S Disposal and Reason codes are site defined but workflow isn't specific to each type FI.31 The system has the ability to record City-defined information at the time of asset disposal related to the asset (e.g., condition of asset, mileage, etc.)CRITICAL S May require user defined fields to capture related information FI.32 The system has the ability to automatically assign unique asset numbers.CRITICAL S FI.33 The system has the ability to copy an existing asset record as a starting point for the entry of a new asset.CRITICAL S FI.34 The system has the ability to set department, division, fund, and type classifications for each asset (i.e., governmental, proprietary, etc.).CRITICAL S FI.35 The system has the ability to establish asset groups (i.e., Government Activities and Business-Type Activities).CRITICAL S FI.36 The system has the ability to accommodate user-defined classes within each asset category.DESIRED S FI.37 The system has the ability to accommodate at least 99 different asset classes within each category.DESIRED S FI.38 The system has the ability to allow an administrator to configure additional asset categories and classes that allow the same functionality of other asset categories and classes. DESIRED S FI.39 The system has the ability to allow the City to establish a minimum of 10 asset categories (e.g., machinery and equipment, land).CRITICAL S FI.40 The system has the ability to allow the City to define asset information that is maintained (e.g., associated fund, cost, status).CRITICAL S May require user defined fields FI.41 The system has the ability to link assets in parent-child relationships.CRITICAL S FI.42 The system has the ability to allow for at least 20,000 different active parent assets.CRITICAL S FI.43 The system has the ability to allow for at least 10,000 different active child assets.CRITICAL S Attachment B Page 71 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Fixed Assets and Inventory Req #Description of Requirement Criticality Response Comments FI.44 The system has the ability to mass transfer assets from one organization/department code to another with appropriate security permissions. CRITICAL S FI.45 The system has the ability to allow the transfer of an asset from one department or fund to another.CRITICAL S FI.46 The system has the ability to automatically flag an asset when it is time to retire it from the system. DESIRED S FI.47 The system has the ability to automatically archive retired and/or sold assets on a scheduled or user-defined basis.CRITICAL N Not automatically FI.48 The system has the ability to integrate with the City's GIS database for the purpose of tracking the geographical location of assets.CRITICAL S With Tyler GIS integration FI.49 The system has the ability to attach any document to an asset record.CRITICAL S Via Tyler Content Manager FI.50 The system has the ability to attach a picture to an asset record.CRITICAL S Depreciation FI.51 The system has the ability to capture depreciation balance at the date of transfer or disposal. CRITICAL S FI.52 The system has the ability to report depreciation, sortable by existing fields such as by asset, type, general ledger account code or any other field in the asset record. CRITICAL S May require the Capital Asset Excel Cube or SQL Server Reporting Services FI.53 The system has the ability to project current year's depreciation by department as well as add multiple years expense, and then project the future years depreciation by department. DESIRED S Not adding multiple years of expense FI.54 The system has the ability to project current year's depreciation by the type of asset as well as add multiple years expense, and then project the future years depreciation by the type of asset. DESIRED S Not adding multiple years of expense FI.55 The system has the ability to default to straight line depreciation.CRITICAL S FI.56 The system has the ability to allow the reversal of changes made based on depreciation, with appropriate security permissions.CRITICAL S FI.57 The system has the ability to allow a user to configure the date of depreciation calculation (i.e., half year in the year of acquisition/disposal, etc.) CRITICAL S FI.58 The system has the ability to set standard and user-controlled depreciation methods.CRITICAL S This is defaulted from the sub-class but can be changed FI.59 The system has the ability to calculate "back" depreciation to original acquisition date.DESIRED S Attachment B Page 72 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Fixed Assets and Inventory Req #Description of Requirement Criticality Response Comments FI.60 The system has the ability to recalculate depreciation based on changes made to asset criteria (including changes made to original acquisition date).DESIRED S FI.61 The system has the ability to update or change depreciation information for a group of assets with appropriate security permissions.CRITICAL S FI.62 The system has the ability to store depreciation expense account.CRITICAL S FI.63 The system has the ability to provide depreciation calculation results for user defined periods of time.CRITICAL S FI.64 The system has the ability to provide an automatic calculation of depreciation changes at period end.CRITICAL S Reporting FI.65 The system has the ability to query information or generate reports on assets by user-defined criteria such as by general ledger account code, location, activity, and asset class. CRITICAL S FI.66 The system has the ability to report asset expenditures against a capital budget.CRITICAL S FI.67 The system has the ability to generate monthly or user-defined frequency reconciliation reports to the GL.CRITICAL S May require SQL Server Reporting Services or Capital Asset Excel Cube FI.68 The system has the ability to monitor, or report on assets based on department, category code, or other descriptions such as serial number or replacement year. CRITICAL S May require SQL Server Reporting Services or Capital Asset Excel Cube FI.69 The system has the ability to report a disposal date and value. CRITICAL S FI.70 The system has the ability to output listings of assets by any system-defined field, such as location, category, department, and value.CRITICAL S FI.71 The system has the ability to report on assets based on funding source.CRITICAL S Via SQL Server Reporting Services FI.72 The system has the ability to report transactions: period additions, transfers, disposals, and depreciation by asset, type, and general ledger account code.CRITICAL S FI.73 The system has the ability to create depreciation reports and other types, both canned and ad-hoc.CRITICAL S FI.74 The system has the ability to provide GASB compliance reports.CRITICAL S FI.75 The system has the ability to report construction-in-progress.CRITICAL S FI.76 The system has the ability to generate valuation report on all of City's assets. CRITICAL S Attachment B Page 73 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Fixed Assets and Inventory Req #Description of Requirement Criticality Response Comments FI.77 The system has the ability to flag an asset as construction in progress.CRITICAL S FI.78 The system has the ability to generate fixed asset exception report (i.e., verification that fixed asset sub ledger and general ledger coincide).CRITICAL S Via Capital Asset Discrepancy Report FI.79 The system has the ability to generate a depreciation expense report (i.e., showing the calculation of how depreciation expense was calculated).CRITICAL S Via SQL Server Reporting Services FI.80 The system has the ability to generate a depreciation schedule report. CRITICAL S Inventory General Requirements FI.81 The system has the ability to support inventory management functions that are integrated with other proposed system modules, including but not limited to; general ledger, purchasing, accounts payable, and project accounting.DESIRED S FI.82 The system has the ability to accommodate at least 999,999 inventory items.DESIRED S FI.83 Establish new items;DESIRED S FI.84 Maintain information related to existing item;DESIRED S FI.85 Adjust inventory counts;DESIRED S FI.86 Remove items from active inventory; and DESIRED S FI.87 Remove items permanently from inventory.DESIRED S FI.88 The system has the ability to convert purchasing units into inventory units (e.g., case of toner drums versus toner drum).DESIRED S FI.89 The system has the ability to limit which inventory items will update to the general ledger.DESIRED S FI.90 The system has the ability to accommodate at least 99 locations for inventory stores.DESIRED S FI.91 The system has the ability to support bar coding of inventory items.DESIRED S FI.92 The system has the ability to produce bin labels with bar codes for inventory items (e.g., box of air filters).DESIRED T Via third-party Quatred (quoted as optional) FI.93 The system has the ability to maintain City defined data points for all inventory items (e.g., item name, location, etc.).DESIRED S FI.94 The system has the ability to merge multiple inventory items to a new or existing inventory item.DESIRED N The system will perform the following functions to the inventory listing in real time, with appropriate permissions: Attachment B Page 74 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Fixed Assets and Inventory Req #Description of Requirement Criticality Response Comments FI.95 The system has the ability to automatically generate notifications of reorder points.DESIRED S FI.96 The system has the ability to automatically generate notifications of upcoming warranty expirations.DESIRED N FI.97 The system has the ability to electronically attach images of inventory items.DESIRED S FI.98 Actual cost;DESIRED S FI.99 Moving average;DESIRED S FI.100 Last in first out (LIFO);DESIRED N FI.101 First in first out (FIFO);DESIRED S FI.102 Replacement; and DESIRED N FI.103 Other, user-defined.DESIRED N FI.104 The system has the ability to accommodate automatic reorder processes for particular items based on any inventory data field (e.g., warranty or minimum quantity). DESIRED S FI.105 The system has the ability to accommodate workflow processes for periodic inventory counts.DESIRED S FI.106 The system has the ability to support shifts, daily, weekly, monthly, quarterly or annual inventory counts by producing inventory worksheets of current inventory levels. DESIRED S FI.107 The system has the ability to automatically generate the invoice or transactional charges to departments for warehouse purchases.DESIRED S FI.108 The system has the ability to accommodate non-stock inventory items, for linking to an asset.DESIRED S FI.109 The system has the ability to accommodate multiple inventory locations and prioritize them for stock picking purposes.DESIRED S Multiple inventory location functionality exists, but no priority for stock picking items FI.110 The system has the ability to add inventory items based on processing of AP invoices. DESIRED N Inventory Reporting FI.111 The system has the ability to generate a master inventory report.DESIRED S FI.112 The system has the ability to generate a report of inventory by user-selected items or groups.DESIRED S FI.113 The system has the ability to generate a report of inventory turnover.DESIRED S The system has the ability to accommodate the following methods of inventory costing: Attachment B Page 75 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Fixed Assets and Inventory Req #Description of Requirement Criticality Response Comments FI.114 The system has the ability to generate inventory usage reports by date range.DESIRED S FI.115 The system has the ability to generate inventory usage reports by department.DESIRED S Attachment B Page 76 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements N No: Feature/Function cannot be provided. Time Entry and Payroll Req #Description of Requirement Criticality Response Comments Time Entry General Requirements TP.1 The system has the ability to provide a Time Entry and Payroll module that is integrated with all other system modules including (but not limited to) General Ledger, Budgeting, Purchasing, and Accounts Payable.CRITICAL S TP.2 The system has the ability to separate exception based and non-exception based time entry in order to accommodate for the varying types of employees at the City. CRITICAL S TP.3 The system has the ability to track time towards grants or projects based upon the specific rate at the time it was worked.CRITICAL S TP.4 The system has the ability to provide a drop-down of project codes/names that an employee is eligible to enter time against, avoiding the need to manually enter each project code/name. CRITICAL S TP.5 The system has the ability to provide favorites for selecting projects and/or grants against which time was worked.DESIRED S TP.6 The system has the ability to support the entry of time by a single employee against a minimum of 20 projects per period.CRITICAL S TP.7 Web-based, employee-self service;CRITICAL S TP.8 Manual entry at a workstation;CRITICAL S TP.9 Batch entry at a workstation;CRITICAL S TP.10 MS Excel import;CRITICAL S Assuming compatible file format The system shall provide the ability to enter time in the following ways: Response Indicators: When providing responses to the requirements in Attachment B, proposers shall use the following response indicators:Instruction S Standard: Feature/Function is included in the current software release and will be implemented by the planned phase go-live date as part of the Proposal from vendors in accordance with agreed-upon configuration planning with the City. Respondents are encouraged, but not required, to provide additional information in the Comments column to further demonstrate the system’s ability to meet the requirement. T Third-Party: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with integration with a third-party system. This system should be specified. If a response indicator of “T” is provided for a requirement that will be met by integration with a third-party system, the Respondent shall identify this third-party system and include a cost proposal to secure this system. F Future: Feature/Function will be available in a future software release available to the City by April 1, 2019, at which point it will be implemented in accordance with agreed-upon configuration planning with the City. If a response indicator of “F” is provided for a requirement that will be met in a future software release, the Respondent shall indicate the planned release version as well as the time the release will be generally available. C Customization: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with custom modifications. All related customization costs should be indicated in the Comments column next to the feature/function, and the total cost included in Attachment C – Cost Worksheet. If a response indicator of “C” is provided for a requirement that will be met through a custom modification, the Respondent shall indicate the cost of such a modification. Attachment B Page 77 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Time Entry and Payroll Req #Description of Requirement Criticality Response Comments TP.11 Time clock entry;CRITICAL S TP.12 Mobile device/app; and DESIRED S TP.13 Other user-defined.DESIRED N TP.14 The system has the ability to support the concurrent use of different types of devices for time collection.CRITICAL S TP.15 The system has the ability to perform data validation upon the completion of all time entries.CRITICAL S TP.16 The system has the ability to display a complete list of error messages for an entry (i.e., not only the first error). CRITICAL S TP.17 The system has the ability to allow corrections to be made to postings suspended due to validation errors. CRITICAL S TP.18 The system has the ability to enforce full edit/validation rules for all updates. CRITICAL S TP.19 The system has the ability to secure the timesheet data from any updates or changes after a designated sign-off.CRITICAL S TP.20 The system has the ability to provide edits to ensure that timesheet entry is completed and required approvals have been received before submitting to payroll processing. CRITICAL S TP.21 The system has the ability to handle schedule/department/job changes retroactive to reported time being entered. CRITICAL S TP.22 The system has the ability to display employee accrual balances on time entry screen to consolidate and simplify time entry.CRITICAL S TP.23 The system has the ability to record employee’s approval of a timesheet.CRITICAL S TP.24 The system has the ability to display State of Minnesota required language prior to approval. CRITICAL S Custom message can be customized prior to releasing time for workflow approval. TP.25 The system has the ability to provide the ability to designate a back up for employees that are unable to enter or approve their time (e.g., due to sick leave). CRITICAL S TP.26 The system has the ability to prevent employees from making duplicate time entries.CRITICAL S This is enforced for those clocking In/Out TP.27 The system has the ability for an employee to record time for multiple positions, whether for concurrently held positions, or as a result of a mid- period transfer. CRITICAL S TP.28 The system has the ability to restrict time reporting codes entered by employees to those selected for the employee’s group.CRITICAL S TP.29 The system has the ability to process and approve time sheets and time reports in a decentralized and electronic format.CRITICAL S TP.30 The system has the ability to allow overtime approval to occur prior to or after the work has been performed.DESIRED S TP.31 The system has the ability to hold data entered on-line in a suspense or pending file until approved electronically and released for processing.CRITICAL S Attachment B Page 78 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Time Entry and Payroll Req #Description of Requirement Criticality Response Comments TP.32 The system has the ability to allow managers to edit employee timecards (with appropriate authorization).CRITICAL S TP.33 The system has the ability to allow managers to perform mass edits on employee timecards (with appropriate authorization).CRITICAL S Via ExecuTime TP.34 The system has the ability to notify employees of any edits to their reported time.DESIRED S Notifications after the employee approves time within ExecuTime TP.35 The system has the ability to process mass absences at the City, DESIRED S TP.36 The system has the ability to store City-defined time and attendance history data.CRITICAL S TP.37 The system has the ability to store time and attendance history for the life of the system.CRITICAL S TP.38 The system has the ability to coordinate usage of City specific absence types with regulated leave types when appropriate. (i.e., when sick time is taken that is also an FMLA event, eligibility for both is reduced either simultaneously or consecutively, as per City policies.) CRITICAL S TP.39 The system has the ability to associate specific letters, forms and other documents to appropriate leave types.DESIRED S Documents can be attached to Employee Accrual records via Tyler Content Manager TP.40 The system has the ability to allow the City to configure time sheet layouts based on employee type.CRITICAL S This can be configured by employee location TP.41 The system has the ability to populate the time sheet based on the employee schedule.DESIRED S TP.42 The system has the ability to notify employees or managers when they have not submitted or approved time sheets. The system must be able to send additional e-mail alerts escalating the issue to higher level individuals or designated backup individuals. CRITICAL N This is not an automatic process. Managers can see who has not submitted time sheets but notification to employee would be a manual process. TP.43 The system has the ability to support the entry of time worked in a "out of position" status. CRITICAL S Manager self service allows for supervisors to see which employees have not submitted their timecards, however email notification to the employee would be a manual process and not system initiated TP.44 The system has the ability to default an employees time to multiple departments. CRITICAL S Via Time Entry Schedules Leave Time Accrual and Use TP.45 The system has the ability to support at a minimum of 99 City-defined leave types.CRITICAL S TP.46 The system has the ability to identify leave sub-types (e.g., military leave with a sub-type of emergency vs. drill). CRITICAL S TP.47 The system has the ability to flag various attendance conditions, including in early, in late, out early, out late, and unexcused absences.DESIRED S Attachment B Page 79 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Time Entry and Payroll Req #Description of Requirement Criticality Response Comments TP.48 The system has the ability to capture and maintain breaks in service.CRITICAL S TP.49 The system has the ability to account for all leave time at varying accrual rates.CRITICAL S TP.50 The system has the ability to track and maintain shared leave detail including (but not limited to) donating employee, receiving employee leave balances. CRITICAL S TP.51 The system has the ability to compare absence time with scheduled work time to detect absence conditions.DESIRED S ExecuTime Advanced Scheduling recommended TP.52 The system has the ability to automatically track FMLA and Military leave based on Federal and State requirements.CRITICAL S Via site defined leave bank rules and usage TP.53 The system has the ability to accommodate partial leave accrual on a temporary and/or permanent basis (e.g., during intermittent FMLA leave).CRITICAL S TP.54 The system has the ability to track FMLA used and FMLA available (based on hire date, length of service, and hours of FMLA previously taken).CRITICAL S TP.55 The system has the ability to track FMLA for intermittent as well as non- intermittent FMLA cases.CRITICAL S TP.56 The system has the ability to track FMLA against any of the four year definitions permitted.CRITICAL S TP.57 The system has the ability to track all FMLA and/or state leave absences that are open at once.CRITICAL S TP.58 The system has the ability to support the reclassification of prior period time off to FMLA, with a full audit trail and automatic update of all balances and applicable pay calculations. CRITICAL S TP.59 The system has the ability to accommodate cumulative (rollover) and non- cumulative (use-it-or-lose-it) leave accruals.CRITICAL S TP.60 The system has the ability to set a maximum for cumulative (rollover) leave accruals.CRITICAL S TP.61 The system has the ability to maintain leave accrual schedules, containing leave type and accrual rates.CRITICAL S TP.62 The system has the ability to temporarily suspend leave accrual (e.g., during unpaid leave).CRITICAL S TP.63 The system has the ability to require accrual balances to automatically transfer between “current year” and “prior year” banks at designated transfer points, with the option for a maximum balance. CRITICAL S TP.64 The system has the ability to require accruals are able to be accrued on any frequency, including, but not limited to, daily, each holiday, weekly, bi- weekly, semi-monthly, monthly, quarterly, semi-annually, annually.CRITICAL S TP.65 The system has the ability to require that accrual balances for the future must be automatically computed for any future dates in real-time, enabling projected balances for a future date to be viewed. DESIRED S TP.66 The system has the ability to calculate liability for unused earned leave at regular intervals and on demand.CRITICAL S Attachment B Page 80 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Time Entry and Payroll Req #Description of Requirement Criticality Response Comments TP.67 The system has the ability to track and calculate the value of lost earned time at regular intervals and on demand.DESIRED S TP.68 The system has the ability to alert managers on leave usage exceptions.DESIRED S SSRS could be used to report this information TP.69 The system has the ability to allow a system generated flag to be configured for the expiration of a certain leave type.CRITICAL S TP.70 The system has the ability to accrue sick leave time every pay period for all qualified employees (on a work status).CRITICAL S TP.71 The system has the ability to provide separate user-defined accrual processes by leave type (such as vacation, comp, sick, and personal time).CRITICAL S TP.72 The system has the ability to define and enforce user-defined rules for holiday accrual for employee groups and types as defined by user.CRITICAL S TP.73 The system has the ability to set and maintain leave and vacation accrual schedules by job class (or other user-defined classification).CRITICAL S TP.74 The system has the ability to accrue sick and vacation time at the end of a user specified period (e.g., day, week, pay period, or month).CRITICAL S Accrual Update can be run at user discretion TP.75 The system has the ability to accommodate partial leave accrual for part- time employees based on actual time worked.DESIRED S TP.76 The system has the ability to deduct military, vacation, and/or personal leave time if not used by year end, with option to override with appropriate security. CRITICAL S TP.77 The system has the ability to define and enforce user-defined rules for sick time and annual leave usage in accordance with City policy. CRITICAL S TP.78 The system has the ability to administer all leave in accordance with City policy.CRITICAL S Leave Requests TP.79 The system provides a web-interface for leave request submittal by employees.CRITICAL S TP.80 The system has the ability to allow employees to submit leave requests.CRITICAL S TP.81 The system has the ability to allow employees to view accrual balances prior to submitting leave requests.CRITICAL S TP.82 The system has the ability to validate leave requested or leave time entered by staff. CRITICAL S TP.83 The system has the ability to notify employees of rejected leave requests.CRITICAL S TP.84 The system provides a set of qualifying questions for Leave Requests that collects information necessary to determine if the leave can be approved under any qualified leave program. DESIRED N This would be part of business process TP.85 The system has the ability to set limits and qualifying conditions on use of leave time.CRITICAL S TP.86 The system has the ability to project an employee’s leave balance, considering any future entitlements and existing requests.CRITICAL S Attachment B Page 81 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Time Entry and Payroll Req #Description of Requirement Criticality Response Comments TP.87 The system has the ability to show the employee and supervisor whether the time off requested will actually be available at the future date, when considering all other approved time off and any other accrued time off in the meantime that is scheduled to occur. CRITICAL S TP.88 The system has the ability to notify user of attempt to submit leave request where accrued time is less than requested time.CRITICAL S TP.89 The system has the ability to allow City-identified supervisor(s) override for leave requests where accrued time is less than requested time based on system security. CRITICAL S Via Workflow TP.90 The system has the ability to generate an alert when shared leave time (sick bank) reaches a user-defined limit or maximum amount.DESIRED S This can be accomplished via SSRS Reporting TP.91 The system has the ability to restrict or allow sick and vacation leave to be used only after it is earned.CRITICAL S TP.92 The system has the ability to send an alert/notification to employee and supervisor when accrual maximum/minimum for leave time/s is approaching.DESIRED S This can be accomplished via SSRS Reporting Scheduling Some via existing ExecuTime functionality TP.93 Group schedules;DESIRED S TP.94 Individual schedules;DESIRED S TP.95 Rotation schedules;DESIRED S TP.96 Shift Schedules;DESIRED S TP.97 Demand-based schedules; and DESIRED S TP.98 Other user defined.DESIRED S TP.99 The system has the ability to accommodate mid-month schedule changes. DESIRED S TP.100 The system has the ability to view schedule up to two years (rolling) in advance.DESIRED S TP.101 The system has the ability to view and maintain all previous schedules.DESIRED S TP.102 The system has the ability to allow schedule shift patterns to be automatically repeated, or rolled forward for future weeks/months/year.DESIRED S ExecuTime Advanced Scheduling recommended TP.103 The system has the ability to maintain schedules by post.DESIRED S TP.104 The system has the ability to accommodate unlimited schedule changes and adjustments on demand. DESIRED S TP.105 Varying hours per shift;DESIRED S TP.106 Start times;DESIRED S TP.107 End times;DESIRED S TP.108 Duration;DESIRED S The system has the ability to accommodate the following types of schedules: The system has the ability to maintain various defined shifts with the following characteristics and information: Attachment B Page 82 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Time Entry and Payroll Req #Description of Requirement Criticality Response Comments TP.109 Multiple shift patterns;DESIRED S TP.110 Multiple employee roles;DESIRED S TP.111 Required certifications of resources for the shift;DESIRED S TP.112 Multiple locations;DESIRED S TP.113 Multiple sub-locations; and DESIRED S TP.114 Multiple skill requirements.DESIRED S With ExecuTime using certification and requirements by shift TP.115 The system has the ability to prohibit resources from being scheduled for a particular shift that do not meet prescribed requirements.DESIRED S ExecuTime Advanced Scheduling recommended TP.116 The system has the ability to override restrictions on employees being scheduled for a particular shift.DESIRED S ExecuTime Advanced Scheduling recommended TP.117 The system has the ability to assign the number of personnel required each day for defined positions.DESIRED S ExecuTime Advanced Scheduling recommended TP.118 The system has the ability to identify variances (both positive and negative) between required number of personnel and actual scheduled for a given position on a given day. DESIRED S ExecuTime Advanced Scheduling recommended TP.119 The system has the ability to assign the number of personnel required at each location for defined positions and days (e.g., minimum clerical staff at a particular office on Mondays). DESIRED S ExecuTime Advanced Scheduling recommended TP.120 The system has the ability to identify variances (both positive and negative) between required number of personnel and actual scheduled for a given location on a given day. DESIRED S ExecuTime Advanced Scheduling recommended TP.121 The system has the ability to create calendars/rosters of projected absences.DESIRED S TP.122 The system has the ability to automatically contact employees via telephone, email, text messaging and web to offer an assignment and update the real- time roster.DESIRED S Via ExecuTime Email and Text Message notifications are available. IVR Interface is also available for telephone notifications. (IVR Gateway quoted as optional) TP.123 The system has the ability to allow the configuration of the order in which employees are contacted based on any data field in the employee master file (e.g., seniority, last shift worked, etc.). DESIRED S Partial "S" - in ExecuTime, the wheel allows custom ordering manually with sorting by seniority TP.124 The system has the ability to maintain a log of all employees who have been contacted.DESIRED S TP.125 The system has the ability to produce a list for each absence by rules and create the call log.DESIRED S Assuming report run for all time off taken will suffice TP.126 Telephone; DESIRED S If IVR system is available, ExecuTime can provide an IVR interface for telephone notifications. (IVR Gateway quoted as optional) The system has the ability to support multiple notification methods including but not limited to: Attachment B Page 83 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Time Entry and Payroll Req #Description of Requirement Criticality Response Comments TP.127 Text Messaging/SMS;DESIRED S TP.128 Cell phone; and DESIRED S If IVR system is available, ExecuTime can provide an IVR interface for telephone notifications. (IVR Gateway quoted as optional) TP.129 Email.DESIRED S TP.130 The system has the ability to accommodate work time trades between employees. DESIRED S ExecuTime Advanced Scheduling recommended TP.131 The system has the ability to allow time to be tracked using either AM/PM or military time.DESIRED S Only Military Time is supported at this time. TP.132 The system has the ability to define split shift rotations. DESIRED S ExecuTime Advanced Scheduling recommended TP.133 The system has the ability to identify employee as unavailable for overtime for a given time period and specify reason. DESIRED S Via ExecuTime TP.134 The system has the ability to schedule shifts that cross multiple days (e.g., start at 6:00 p.m. on one day and complete at 2:00 a.m. on day two).DESIRED S TP.135 The system has the ability to define workload restrictions for each position. These could include number of hours between shifts, maximum hours worked per regular shift, maximum overtime hours per time period. DESIRED S Via ExecuTime - maximum hours per shift and maximum overtime hours can be defined TP.136 Number of hours between shifts;DESIRED S TP.137 Maximum hours worked per regular shift;DESIRED S TP.138 Maximum hours worked per regular week; and DESIRED S TP.139 Maximum overtime hours per time period.DESIRED S Via ExecuTime TP.140 The system has the ability to override workload restrictions.DESIRED S TP.141 The system has the ability to alert when minimum or maximum thresholds aren't met.DESIRED S Via Munis ESS Time Entry Rules TP.142 The system has the ability to implement alternate schedules (e.g., ad-hoc schedules for circumstances of single occurrence).DESIRED S TP.143 The system has the ability to temporarily assign employees.DESIRED S TP.144 The system has the ability to view multiple schedules at once.DESIRED S TP.145 The system has the ability to publish and print an official/final schedule.DESIRED S TP.146 The system has the ability to preserve the schedule in the event the system is unavailable due to planned or unplanned downtime.DESIRED S Schedule is preserved but schedule access is dependent on network connectivity TP.147 The system has the ability to identify an assignment that conflicts with a rule.DESIRED S TP.148 The system has the ability to define a mandatory-overtime backfill list based on prescribed business rules.DESIRED S Via ExecuTime - business rules based on seniority date and least OT accumulated The system has the ability to define workload restrictions for each position including (but not limited to) the following: Attachment B Page 84 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Time Entry and Payroll Req #Description of Requirement Criticality Response Comments TP.149 The system has the ability to alert a shift scheduler when assignment conflicts with a rule.DESIRED S TP.150 The system has the ability to schedule meals and breaks, as well as start and end times.DESIRED S TP.151 The system has the ability to populate City holidays and other closures in the schedule, system-wide.DESIRED S Employee Self-Service TP.152 The system has the ability to provide an employee self-service portal.CRITICAL S TP.153 The system has the ability to update the self-service portal with any changes made in the system in real time.CRITICAL S TP.154 The system has the ability to allow employees the ability to initiate requests and view the status of these requests (e.g., leave requests).CRITICAL S Via Workflow TP.155 The system has the ability to allow employees to submit overtime requests for approval.DESIRED S Via ExecuTime TP.156 The system has the ability to provide the ability to access and view employee calendars and/or schedules to make changes via web access.DESIRED S TP.157 The system has the ability to provide the ability to access and view employee calendars and/or schedules remotely.DESIRED S TP.158 The system has the ability to date and time stamp all requests for changes in schedules.DESIRED S Via ExecuTime TP.159 The system has the ability to allow individual employees independent access to their schedules through a computer or mobile device.DESIRED S Via ExecuTime TP.160 The system has the ability to recalculate all totals immediately after a value is changed in real time, on the screen.CRITICAL S TP.161 The system has the ability for employees to view leave (sick, holiday, vacation) and comp time balances through a secure, self-service portal.CRITICAL S TP.162 The system has the ability to provide the ability to update leave balances based on leave entered in the time entry system in real time on the same screen. CRITICAL S Approvals and Workflow TP.163 The system has the ability to provide workflow functionality that accommodates the City's business processes related to time entry and approval. CRITICAL S TP.164 The system has the ability to route (through workflow) timecards to multiple managers/supervisors for review, edit, and approval (i.e., in instances where employee has worked for multiple locations and/or supervisors).DESIRED S TP.165 The system has the ability to allow management review of timecards on the detail and summary levels.CRITICAL S TP.166 The system has the ability to provide workflow functionality that alerts a user or user group based on pending workflow tasks.CRITICAL S Attachment B Page 85 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Time Entry and Payroll Req #Description of Requirement Criticality Response Comments TP.167 The system has the ability to notify employees and/or a supervisor of rejected timecard (via workflow).CRITICAL S TP.168 The system has the ability to provide the ability to follow escalation paths based on defined period of inactivity (e.g., if no response to an approval, routes to a different user so as not to slow down the process).DESIRED S This can be accomplished with proper business rules setup, however alternate approvers are not based on activity TP.169 The system has the ability to notify an employee of any approvals or denials of requests.CRITICAL S TP.170 The system has the ability to date, time and user stamp all approvals or denials of requests.CRITICAL S TP.171 The system has the ability to maintain a log of all denied requests. CRITICAL S TP.172 The system has the ability to create custom alerts and notification.DESIRED S This can be accomplished with proper business rules setup TP.173 The system has the ability to make all appropriate updates to schedules, time cards and payroll based on decisions made by workflow.DESIRED S TP.174 The system has the ability to designate a back-up for timecard and leave requests approval (e.g., when a typical approving manager is not available).CRITICAL S TP.175 The system has the ability to deliver messages to any staff or group members via telephone, email, text messaging or web.DESIRED S Via ExecuTime Time Entry Query and Reporting TP.176 The system has the ability to provide role-based security on running and viewing reports.CRITICAL S TP.177 The system has the ability to generate a report of all system activity (i.e., a complete audit trail).CRITICAL S TP.178 The system has the ability to generate a report based on City-defined criteria (e.g., location, department, position).CRITICAL S TP.179 The system has the ability to provide a report that details prior period adjustments and corrections. CRITICAL S TP.180 The system has the ability to run a report on hours worked under "out of position" status.CRITICAL S TP.181 The system has the ability to provide an error and warning report, which list discrepancies with time punches for all employees for the pay period as defined by the Payroll Administrator. CRITICAL S TP.182 The system has the ability to preview reports before being printed. CRITICAL S TP.183 The system has the ability to retain generated reports so they can be reprinted. CRITICAL S TP.184 The system has the ability to store report parameters such as frequency, distribution, and content. CRITICAL S TP.185 The system has the ability for a user to schedule a report by different frequencies (e.g., by the time of day, daily, same day weekly).CRITICAL S Via Munis Scheduler Attachment B Page 86 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Time Entry and Payroll Req #Description of Requirement Criticality Response Comments TP.186 The system has the ability to automatically add holidays to an employees time entry based on user-defined criteria with the ability for the employee to override. DESIRED S Payroll General Requirements TP.187 The system has the ability to generate one and only one payroll record per employee.CRITICAL S TP.188 The system has the ability to accommodate user-defined tables of acceptable ranges for time entry according to work groups.CRITICAL S TP.189 The system has the ability to accommodate employees, departments, jobs, shifts, pay rules, and other user-defined variables.CRITICAL S TP.190 The system has the ability to update pay rules and set effective date as desired (including retroactive, immediate/real-time, next payroll, any other future date). CRITICAL S TP.191 The system has the ability to accommodate multiple pay periods, including (but not limited to): weekly; bi-weekly; semi-monthly; and monthly.CRITICAL S TP.192 The system has the ability to accommodate user-defined overtime rules, including start/stop times, scheduled hours, type of duty performed.CRITICAL S Munis allows for various overtime setup and rules, however overtime hours based on start/stop times or time of day would be an existing function of ExecuTime TP.193 The system has the ability to accommodate user-defined rules for shift differentials.CRITICAL S Munis can handle shift differentials, however if shift differentials are determined on time of day worked, this would be an existing function of ExecuTime TP.194 The system has the ability to accommodate user-defined rules for premium pay (overtime, call-back, standby, and "time and a half") calculations, using variables such as scheduled hours, scheduled vs. actual hours.CRITICAL S TP.195 The system has the ability to accommodate rules for comp time for non- exempt employees.CRITICAL S TP.196 The system has the ability to track employee assignments to grants/projects/programs, including the percentage of time spent on those activities. CRITICAL S TP.197 The system has the ability to mask at the field level in the payroll module based on security permissions.DESIRED S Where applicable TP.198 The system has the ability to integrate the payroll and HR modules with the budget module.CRITICAL S Position Control TP.199 The system has the ability to have a position control file to ensure that new employees are linked to authorized pay and position with the ability to override based on security permissions.CRITICAL S TP.200 The system has the ability to add notes for exceptions to budgeted positions.CRITICAL S Via Text on Position Control Attachment B Page 87 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Time Entry and Payroll Req #Description of Requirement Criticality Response Comments TP.201 The system has the ability to associate funding with a position and not the employee holding the position. CRITICAL S TP.202 The system has the ability to establish and track information for each position including historical data.CRITICAL S TP.203 The system has the ability to maintain a minimum of 9,999 positions.CRITICAL S TP.204 The system has the ability to make mass changes on employee data based on reorganizations (reassign departments or divisions.).CRITICAL S TP.205 The system has the ability to designate a specific salary structure (based on pay schedule tables) for each position class including grade, step, and min/max range. CRITICAL S TP.206 The system has the ability to enter position start and end dates for each unique position ID, retain historical data and reason for position begin/end.CRITICAL S Work Start and End Dates on the employee pay record can be used to control assignment to a position TP.207 The system has the ability to define multiple working titles to a position with effective dating (e.g., position title is authorized to change in the next period, staff may enter the change now with effective dating).CRITICAL S TP.208 The system has the ability to add new job codes, define and change job code titles with effective dating.CRITICAL S Effective dating would require customization TP.209 The system has the ability to track City-defined job codes and attributes.CRITICAL S May require User Defined Fields TP.210 The system has the ability to maintain a chronological history of authorized positions and incumbents by position.CRITICAL S TP.211 The system has the ability to provide for history (including audit trail) of all changes to positions.CRITICAL S TP.212 The system has the ability to track position history for each employee.CRITICAL S TP.213 The system has the ability to track City-defined position information.CRITICAL S May require User Defined Fields TP.214 The system has the ability to track positions as contingent positions based on grant funding.CRITICAL S Via Workflow TP.215 The system has the ability to track positions as contingent positions based on approved budget.CRITICAL S TP.216 The system has the ability to track grant start and end dates and tie the information into the position funded status.DESIRED S Via SSRS and Project Accounting TP.217 The system allows the City to establish position statuses (e.g., over hire, under hire, vacant, etc.).CRITICAL S Via Miscellaneous codes TP.218 The system is able to perform a City-defined number of position transactions (e.g., add, delete, transfer, etc.).CRITICAL S TP.219 The system has the ability to track positions by FTE and by dollar level (i.e., budget by FTE or budget by a maximum dollar level).DESIRED S TP.220 The system has the ability to track less than full FTE position control.CRITICAL S TP.221 The system has the ability to assign multiple employees to a single position.CRITICAL S Attachment B Page 88 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Time Entry and Payroll Req #Description of Requirement Criticality Response Comments TP.222 The system has the ability to assign employee to multiple positions including one primary and one or more secondary jobs.CRITICAL S TP.223 The system has the ability to assign employee to multiple positions including one primary and one or more secondary jobs with multiple pay rates.CRITICAL S TP.224 The system has the ability to allow employees to be assigned to and paid from multiple positions in different funds, organizational units, classes, statuses, etc.CRITICAL S TP.225 The system has the ability to drill-down from a filled position to the employee detail.CRITICAL S TP.226 The system has the ability to identify background check requirements at the position level.CRITICAL S Via notes TP.227 The system has the ability to identify drug test and other test requirements at the position level.CRITICAL S Position Budgeting TP.228 The system has the ability to provide tools to budget for workforce by position and related attributes (e.g., budget beginning dates, fund source, etc.). CRITICAL S Via Salary and Benefit Projections TP.229 The system has the ability to project position budgets for a minimum of five years or other user defined parameters.DESIRED S TP.230 The system has the ability to forecast budgets by position total cost (e.g., salary, benefits, PERA, workers compensation, taxes). CRITICAL S TP.231 The system has the ability to forecast payroll costs over various "what if" scenarios by applying individual percentage increases to multiple earnings and benefits categories as defined by the user. CRITICAL S TP.232 The system has the ability to forecast payroll costs over various "what if" scenarios by applying individual dollar increases to multiple earnings and benefits categories as defined by the user. CRITICAL S TP.233 Department;CRITICAL S TP.234 Division;CRITICAL S TP.235 Program;CRITICAL S TP.236 Project;CRITICAL S TP.237 Grant;CRITICAL S TP.238 Fund;CRITICAL S TP.239 Location;CRITICAL S TP.240 Any combination of above; and CRITICAL S TP.241 Other user-defined. DESIRED S Via SSRS TP.242 The system has the ability to include future pay and benefit increases/decreases (i.e., position step increases, contract provisions, etc.) in budget projections based on effective dates. CRITICAL S The system has the ability to show the total number of FTE’s approved by the City within user-defined periods across: Attachment B Page 89 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Time Entry and Payroll Req #Description of Requirement Criticality Response Comments TP.243 The system has the ability to budget premium earnings and other pays (i.e., overtime, shift differential, longevity, hazardous duty, etc.) for each position control number. CRITICAL S TP.244 They system has the ability to budget for vacant positions, including premium earnings, benefits, and other pay.CRITICAL S TP.245 The system has the ability to maintain history on job vacancy (position) information for the life of the system.CRITICAL S TP.246 The system has the ability to track actual vs. budget cost differences by position and/or job classification by user defined periods (e.g. fiscal year and calendar year). CRITICAL S Garnishments TP.247 The system has the ability to withhold garnishments from employee paychecks.CRITICAL S TP.248 The system has the ability to withhold IRS tax levies from employee checks.CRITICAL S TP.249 The system has the ability to define custom disposable earnings definitions for garnishment purposes.CRITICAL S TP.250 The system has the ability to define custom garnishment rules including exemptions variables and frequency.CRITICAL S Exemptions, frequency and other defined options TP.251 The system has the ability to provide pay period calculation of garnishment and support amounts each period based on employee disposable earnings and garnishment rules (priority, proration %, etc.). CRITICAL S TP.252 The system has the ability to flag garnishments nearing end of collection based on user defined end date or dollar threshold.CRITICAL S TP.253 The system has the ability to input, deduct and track a minimum of 99 garnishments per employee.CRITICAL S TP.254 Bankruptcies;CRITICAL S TP.255 Fixed amounts;CRITICAL S TP.256 Student Loans;CRITICAL S TP.257 IRS levies; and CRITICAL S TP.258 Multiple child support orders.CRITICAL S TP.259 The system has the ability to provide a history of employee garnishments.CRITICAL S TP.260 The system has the ability to enforce a minimum payment amount after all garnishments have been taken (e.g., $145/week).CRITICAL S TP.261 The system has the ability to establish caps for garnishments and voluntary deductions so that a certain total amount is not exceeded.CRITICAL S TP.262 The system has the ability to process multiple garnishments per employee and assign user defined priorities.CRITICAL S TP.263 The system has the ability to configure the prioritization of garnishments and support orders based on legal requirements.CRITICAL S Deduction Priorities can be set The system has the ability to track, calculate and deduct employee garnishments, including but not limited to, the following: Attachment B Page 90 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Time Entry and Payroll Req #Description of Requirement Criticality Response Comments Pay Codes TP.264 The system has the ability to include pension eligible earnings flagged by pay type.CRITICAL S TP.265 The system has the ability to separately identify pension eligible earnings from non-pension eligible earnings by pay type.CRITICAL S TP.266 The system has the ability to establish a minimum of 1,000 City-defined pay codes and special pay codes (e.g., Administrative leave, Longevity pay).CRITICAL N Limit of 999 TP.267 The system has the ability to define earnings with maximum amounts.DESIRED S TP.268 The system has the ability to define earnings pay frequencies, including weekly, bi-weekly, semi-monthly and monthly.DESIRED S TP.269 Position;CRITICAL S TP.270 Department;CRITICAL S TP.271 Exempt;CRITICAL S TP.272 Non-exempt;CRITICAL S TP.273 Management group;DESIRED S TP.274 Job class;CRITICAL S TP.275 Labor group;CRITICAL S TP.276 Sick Leave Donation Eligibility;DESIRED S TP.277 By employee (including multiple jobs); and CRITICAL S TP.278 Other user defined rules and controls.DESIRED N TP.279 The system has the ability to establish multiple pay out rules by department or job class for comp and deferred holiday time.CRITICAL S TP.280 The system has the ability to establish multiple pay out rules by Labor Group.CRITICAL S TP.281 The system has the ability to define earnings that are contributable to pension or other accumulators.CRITICAL S TP.282 The system has the ability to charge hours worked without pay, for management tracking and analysis, for exempt employees.CRITICAL S TP.283 The system has the ability to support City defined criteria for overtime eligibility.CRITICAL S TP.284 The system has the ability to limit chargeability to FMLA, if an employee has not worked enough hours for eligibility.CRITICAL S TP.285 The system has the ability to accumulate, store, and maintain creditable service by employee in order to calculate longevity pay.CRITICAL S Longevity is automatically calculated by date. TP.286 The system has the ability to automatically update employee pay rate based on user-defined pay schedules. CRITICAL S Via Pay Imports TP.287 The system has the ability to automatically update employee pay rate based on an employees anniversary date. CRITICAL S Via Pay Imports Deductions The system has the ability to establish employee eligibility controls for pay codes and special pay codes including but not limited to: Attachment B Page 91 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Time Entry and Payroll Req #Description of Requirement Criticality Response Comments TP.288 The system has the ability to support a minimum of 500 general deduction codes for items such as insurance, retirement, child support, etc.CRITICAL S 1000-9999 range TP.289 The system has the ability to support predefined deductions for a designated group of employees.CRITICAL S TP.290 The system has the ability to identify employees who have changed department, position, etc. and adjust deduction rules and payment rules based upon the new role or City rules. CRITICAL S TP.291 The system has the ability to define deduction limits and maximum amounts.CRITICAL S TP.292 The system has the ability to specify the deduction end date or end amount.CRITICAL S TP.293 The system has the ability to specify the number of pay periods for a deduction to be taken.CRITICAL S By Cycle/Date/Limit TP.294 The system has the ability to accommodate both pre- and post-tax deductions.CRITICAL S TP.295 The system has the ability to provide automatic tracking and collection of general deduction arrears amounts distributed over specified period of time.CRITICAL S TP.296 The system has the ability to calculate and store tax withholdings and retirement earnings for non-cash benefits (i.e., excess life insurance, etc.).CRITICAL S TP.297 The system has the ability to calculate and deduct retirement contributions for multiple retirement plans.CRITICAL S TP.298 The system has the ability to record Section 457 and other tax-deferral plan information in conformance with IRS and other regulations.CRITICAL S TP.299 The system has the ability to provide and assign a minimum of 50 deduction codes to each employee.CRITICAL S TP.300 The system has the ability to stop and start a deduction on an employee-by- employee basis. Year-to-date totals should be maintained.CRITICAL S TP.301 The system has the ability to track IRS 125 benefits package by employee.CRITICAL S Tax Administration TP.302 The vendor will ensure software is always updated to be compliant with all State and Federal taxing requirements, at no additional cost to the City (annual or otherwise). CRITICAL S TP.303 The system has the ability to allow for an extra withholding tax deduction in any amount at the option of the employee.CRITICAL S TP.304 The system has the ability to provide options to prevent Federal Tax, FICA Tax, and/or Medicare Tax from being withheld on an employee-by-employee basis. CRITICAL S Attachment B Page 92 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Time Entry and Payroll Req #Description of Requirement Criticality Response Comments TP.305 The system has the ability to allow the option to manually adjust taxable earnings for W-2 processing based on system permissions.CRITICAL S TP.306 The system has the ability to withhold tax for a particular pay check using one-time override, flat rate, federal tax tables or any combination of these.CRITICAL S TP.307 The system has the ability to calculate and store employee and employer contributions to Medicare, Social Security, and retirement.CRITICAL S TP.308 The system has the ability to support separate tax tables for special pay calculations (e.g., flat tax).DESIRED S TP.309 The system has the ability to adjust calendar YTD FICA Taxes withheld based on Calendar YTD Wages paid in regard to current FICA rate less FICA Tax previously withheld if applicable based on system permissions.DESIRED S TP.310 The system has the ability to define special taxation rules by earnings code (e.g., supplemental tax rates, cumulative, annualized, etc.).CRITICAL S Payment Edit and Processing TP.311 The system has the ability to execute a payroll validation process. CRITICAL S TP.312 The system has the ability to process multiple payroll runs.CRITICAL S TP.313 The system has the ability to process multiple payroll runs for verification prior to posting, for each payroll run type.CRITICAL S TP.314 The system has the ability to process fiscal year end when date falls mid payroll period, with accrual to prior year/new year. CRITICAL S TP.315 The system has the ability to process payroll accruals based on a user defined effective date. CRITICAL S TP.316 The system has the ability to allocate costs per fiscal year and funding sources within defined fiscal periods. CRITICAL S TP.317 The system has the ability to support employees in multiple job assignments.CRITICAL S TP.318 The system has the ability to pay an employee at more than one rate based on job assignment.CRITICAL S TP.319 The system has the ability to run pay, deduction, withheld taxes, and net pay calculations as a "proof" run for review prior to final pay run.CRITICAL S TP.320 The system has the ability to validate beginning balances against ending balances from last run, prior to payroll processing.CRITICAL S Via SQL Server Reporting Services TP.321 The system has the ability to produce accounting transactions as a result of all payroll activity.CRITICAL S TP.322 The system has the ability to provide audit trail report of all data entries, changes and deletions by user, date, time and workstation.CRITICAL S TP.323 The system has the ability to generate pre- and post payroll proof reports.CRITICAL S Payment Calculations TP.324 The system has the ability to calculate salary employee effective date step increases, as a result of actions changes (e.g., promotions, demotions, CRITICAL S TP.325 The system has the ability to automatically adjust calculations for mid-pay period salary and employment actions.CRITICAL S Attachment B Page 93 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Time Entry and Payroll Req #Description of Requirement Criticality Response Comments TP.326 The system has the ability for one employee to be paid by more than one position.CRITICAL S TP.327 The system has the ability to calculate pay for multiple positions for one employee that transfers during a pay period.CRITICAL S TP.328 The system has the ability to calculate benefit deductions for an employee in more than one position.CRITICAL S TP.329 The system has the ability to calculate leave accruals on employees in more than one position.CRITICAL S TP.330 The system has the ability to automatically calculate gross pay from multiple user defined components such as base pay, longevity, educational incentive pay, shift differential, etc. CRITICAL S TP.331 The system has the ability to process negative pay amounts that reduce current net pay for both pay and deductions.CRITICAL S TP.332 The system has the ability to re-calculate payroll for changed hours, rates, earnings codes, one-time overrides, etc.CRITICAL S TP.333 The system has the ability to provide multiple formulas for complex earning and deduction codes (i.e., overtime weighted average, premium overtime calculations based on standby pay). CRITICAL S TP.334 The system has the ability to calculate/verify overtime and shift differential consistent with FLSA rules.CRITICAL S TP.335 The system has the ability to calculate overtime on hours worked when employee has worked hours in multiple job classes and/or departments.CRITICAL S TP.336 The system has the ability to compute shift and overtime premium.CRITICAL S TP.337 The system has the ability to provide for multiple methods of calculating overtime pay, such as time-and-a-half, double-time, and premium pay. These calculations are user defined and maintained. CRITICAL S TP.338 The system has the ability to process partial deductions (if an employee's pay is insufficient) and track arrears.CRITICAL S TP.339 The system has the ability to calculate deductions based on net pay.CRITICAL S TP.340 The system has the ability to calculate and track City paid benefits.CRITICAL S TP.341 The system has the ability to update all employee and employer accumulations automatically.CRITICAL S TP.342 The system has the ability for leave to accrue automatically based on defined business rules.CRITICAL S TP.343 The system has the ability for employees to use vacation and sick leave accruals for the current payroll period.CRITICAL S TP.344 The system has the ability to calculate holiday benefit for part time employees by different methods depending on bargain unit.CRITICAL S TP.345 The system has the ability to run initial payroll for review prior to the final pay run.CRITICAL S Detail proof can be run prior to executing Final Proof and proceeding with payroll update/posting/checks, etc. Pay Distribution and Direct Deposit TP.346 The system has the ability to check for minimum check amounts to avoid zero payments.CRITICAL S Attachment B Page 94 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Time Entry and Payroll Req #Description of Requirement Criticality Response Comments TP.347 The system has the ability to print checks from the system without the use of additional software.CRITICAL S TP.348 The system has the ability to print a check on a blank sheet so that print includes watermarks, security features, and signatures.CRITICAL S TP.349 The system has the ability to provide check reprint features (with indication that check is a reprint and/or as a reissue).CRITICAL S TP.350 The system has the ability to reissue a new check number while maintaining details of the old check number.CRITICAL S TP.351 The system has the ability to sort checks by user-defined criteria and print the checks by the same criteria.CRITICAL S Munis offers a variety of hard coded sort sequences TP.352 The system has the ability for the City to configure the information contained on pay check stubs.CRITICAL S Via Tyler Forms TP.353 The system has the ability to print pay codes on the paper check stub or advice.CRITICAL S Via Tyler Forms TP.354 The system has the ability to print leave accrual rate, leave taken in hours and leave remaining on paychecks and advices for all leave categories.CRITICAL S TP.355 The system has the ability to reverse a direct deposit entry in the event of an error, within the federally allowed time period.CRITICAL S TP.356 The system has the ability to generate and track stop payments and reversal requests.CRITICAL S TP.357 The system has the ability to provide the capability for automated check reconciliation.CRITICAL S TP.358 The system has the ability to print user-defined information on employee's pay stub, including free form text messages with defined capacity.DESIRED S TP.359 The system has the ability to edit direct deposit file prior to transmission with security permissions.CRITICAL S TP.360 The system has the ability to define up to eight direct deposit accounts for each employee.CRITICAL S TP.361 The system has the ability to calculate a "net pay" deduction for direct deposit.CRITICAL S TP.362 The system has the ability to set a defined amount for direct deposit.CRITICAL S TP.363 The system has the ability to turn off direct deposit for certain employee payroll checks where the employee usually has direct deposit.CRITICAL S TP.364 The system has the ability to track changes made to direct deposits.CRITICAL S TP.365 The system has the ability to notify payroll administrator that paper checks are included in the payroll (e.g., flag paper checks to be printed).CRITICAL S Option to require printing of payroll checks for designated payroll runs Affordable Care Act Tracking TP.366 The system has the ability to utilize active employee counts during the previous calendar year to determine Applicable Larger Employer (ALE) status for ACA requirements (i.e., currently at least 50 employees on average for a 12-month period). CRITICAL S Attachment B Page 95 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Time Entry and Payroll Req #Description of Requirement Criticality Response Comments TP.367 The system has the ability to include both full-time and full-time-equivalent in determining ALE status.CRITICAL S TP.368 The system has the ability to round down to the nearest whole number if average number of employee counts is not a whole number.CRITICAL S TP.369 Full-time;CRITICAL S TP.370 Seasonal;CRITICAL S TP.371 Variable; and CRITICAL S TP.372 Part-time.CRITICAL S TP.373 The system has the ability to determine full-time employee population subject to ACA requirements by an average of 30 hours per week worked in a 12 month time period. CRITICAL S Via SQL Server Reporting Services TP.374 The system has the ability to determine full-time employee population subject to ACA requirements by an average of 130 hours per month worked in a 12 month time period. CRITICAL S Via SQL Server Reporting Services TP.375 The system has the ability to provide calculation tools to classify employees as seasonal based upon a pattern of work and less than a six months of work at a full-time level, for the purposes of eligibility determinations.CRITICAL S TP.376 The system has the ability to support the "monthly measurement" method of determining ACA requirements.CRITICAL S TP.377 The system has the ability to support the "look back measurement" method of determining ACA requirements.CRITICAL S TP.378 The system has the ability to track breaks in service for employees subject to ACA for the purposes of eligibility determinations.CRITICAL S TP.379 Measurement (initial and standard);CRITICAL S TP.380 Administrative (initial and standard); and CRITICAL S TP.381 Stability (initial and standard).CRITICAL S TP.382 The system has the ability to support a limit for the amount of time of each period (i.e., an eligibility measurement period of up to 12 months).CRITICAL S TP.383 The system has the ability to limit the amount of time of each period based upon a previous period (i.e., stability cannot exceed measurement).CRITICAL S Via SQL Server Reporting Services TP.384 The system has the ability to exclude employees in certain periods from ACA requirements and reporting.CRITICAL S TP.385 The system has the ability to provide notification of expiring periods at user- defined intervals.CRITICAL S Via SQL Server Reporting Services TP.386 The system has the ability to track whether employees have been offered qualifying coverage.CRITICAL S TP.387 The system has the ability to track employee election or decline of qualifying coverage.CRITICAL S The system has the ability to record a ACA status at date of hire including: The system has the ability to support the following periods for ACA eligibility determination: Attachment B Page 96 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Time Entry and Payroll Req #Description of Requirement Criticality Response Comments TP.388 The system has the ability to link supporting documentation to track employee election or decline of qualifying coverage.CRITICAL S Via Tyler Content Manager TP.389 The system has the ability to calculate the percentage of eligible employees that were offered qualifying coverage.CRITICAL S TP.390 The system has the ability to track by month during the year if employee was offered coverage and if employee elected coverage.CRITICAL S TP.391 Cost of single employee coverage as compared to federal poverty line at current calculation (i.e., currently $94/month);CRITICAL S Via SQL Server Reporting Services TP.392 W2 wages (box 1) multiplied by current calculation (i.e., currently 9.66%); and CRITICAL S Via SQL Server Reporting Services TP.393 Rate of pay multiplied by current calculation (i.e., currently 9.66%).CRITICAL S TP.394 The system has the ability to determine and track any employee and dependents covered under self-insurance from the employer.CRITICAL S TP.395 The system has the ability to determine the months any employee and dependents were covered under self-insurance from the employer.CRITICAL S TP.396 The system has the ability to create Form 1094 for transmittal to IRS.CRITICAL S TP.397 The system has the ability to electronically transmit Form 1094.CRITICAL S TP.398 The system has the ability to create Form 1095-C for distribution to employees.CRITICAL S TP.399 The system has the ability to create Form 1095-C for transmittal to IRS.CRITICAL S TP.400 The system has the ability to provide a variety of ad hoc query and reporting capabilities when determining eligibility status.CRITICAL S TP.401 The system has the ability to provide a variety of ad hoc query and reporting capabilities when determining individuals with qualifying coverage.CRITICAL S TP.402 The system has the ability to provide a variety of ad hoc query and reporting capabilities when researching disputes.CRITICAL S Tax Filing, Querying & Reporting TP.403 The system has the ability to comply with Federal payroll tax reporting requirements.CRITICAL S TP.404 The system has the ability to produce W-2 forms in electronic and paper form.CRITICAL S TP.405 The system has the ability to print W-2s via Web Portal by a user with proper security access.CRITICAL S TP.406 The system has the ability to provide history of tax status and W-4 information.CRITICAL S TP.407 The system has the ability to notify employees that claim state exemption to complete new W-4 each year. DESIRED S TP.408 The system has the ability to run a report on employees that claim W-4 exemptions.CRITICAL S May require SQL Server Reporting Services TP.409 The system has the ability to track reportable earnings and deductions for W- 2s.CRITICAL S The system has the ability to provide tools to determine qualifying coverage based on the prescribed affordability "safe harbors" including: Attachment B Page 97 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Time Entry and Payroll Req #Description of Requirement Criticality Response Comments TP.410 The system has the ability to manually adjust taxable earnings for W-2 processing based on system permissions.CRITICAL S TP.411 The system has the ability to provide the W-2 file print sorted by department.CRITICAL S TP.412 The system has the ability to provide the W-2 file print sorted alphabetically by employee last name.CRITICAL S TP.413 The system has the ability to generate Audit Reports of W-2 Data.CRITICAL S TP.414 The system has the ability to generate Audit Report of W-2 Transmission File.CRITICAL S Transmission file is stored in an export directory, therefore record of the file exists TP.415 The system has the ability to generate W-2c File for Transmission to IRS.CRITICAL S TP.416 The system has the ability to print W-2 on blank paper.CRITICAL S TP.417 The system has the ability to provide reprint of W-2 by individual employee.CRITICAL S TP.418 The system has the ability to produce amended W-2 for multiple years.CRITICAL S TP.419 The system has the ability to store W-2 information for the life of the system.CRITICAL S TP.420 The system has the ability to generate Federal and State Tax Summary Report by Pay Period.CRITICAL S TP.421 The system has the ability to generate Worker's Compensation Reports by pay period.CRITICAL S TP.422 The system has the ability to track taxable earnings annually.CRITICAL S TP.423 The system has the ability to track taxable earnings quarterly.CRITICAL S TP.424 The system has the ability to generate Quarterly Federal Tax Summary Reports.CRITICAL S TP.425 The system has the ability to generate Quarterly State Tax Summary Reports.CRITICAL S TP.426 The system has the ability to generate an Annual Worker's Compensation Reports.CRITICAL S TP.427 The system has the ability to generate Quarterly Worker's Compensation Reports.CRITICAL S TP.428 The system has the ability to generate Quarterly Unemployment Reports.CRITICAL S TP.429 The system has the ability to produce a report showing FICA wages, by individual and in total.CRITICAL S TP.430 The system has the ability to generate a report with a user-defined look back date/time for such purposes as average hours per week, benefit eligibility, etc. CRITICAL S Via SQL Server Reporting Services TP.431 The system has the ability to schedule reports at a user-defined date/time and frequency.CRITICAL S Via Munis Scheduler where applicable The system has the ability to produce earnings and withholding earnings, Medicare, and FICA total reports, including associated taxes at a user-defined level (City-wide, department, individual, job classification, job type), for the following periods: Attachment B Page 98 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Time Entry and Payroll Req #Description of Requirement Criticality Response Comments TP.432 Fiscal Year;CRITICAL S TP.433 Calendar Year;CRITICAL S TP.434 Per pay period;CRITICAL S TP.435 Policy Year (e.g., Worker's Compensation); and CRITICAL S Defined by date range TP.436 User-defined.DESIRED S Defined by date range TP.437 The system has the ability to generate total annual compensation letters (including wages paid and all benefits).CRITICAL S Via Mail Merge TP.438 The system has the ability to report on total cost of an employee based on a user-defined period of time. CRITICAL S May require SQL Server Reporting Services Attachment B Page 99 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements N No: Feature/Function cannot be provided. Utility Billing Req #Description of Requirement Criticality Response Comments General Requirements UB.1 The system has the ability to provide a customer resource management module that is integrated with all other system modules.CRITICAL S UB.2 The system has the ability to support a centralized customer profile.CRITICAL S UB.3 The system has the ability to present a single view of each customer, quickly and effectively, to each participating business application and/or operation.CRITICAL S THIS COMMENT IS FOR UB4 (cell was locked from expanding beyond 2 lines) Assuming customer level is acceptable. This can be accomplished at the customer level, but not at the utility account level. Utility accounts are associated with service addresses/locations, and customers are associated underneath. UB.4 The system has the ability to allow duplicate accounts to be merge into a single account.CRITICAL S UB.5 The system has the ability to record citizen contact information where interaction channels require specific citizen information for the effective utilization of communication channel (e.g., email address, cell phone for text messages) and follows the State of Minnesota data practices act. CRITICAL S UB.6 The system has the ability to support quick entry of data via word completion capabilities, with override available, when entering data in system (i.e., predictive text). CRITICAL S Offered in certain areas of the solution but not all UB.7 The system has the ability to restrict options on certain fields to items within a drop-down menu (i.e., address, etc.).CRITICAL S Response Indicators: When providing responses to the requirements in Attachment B, proposers shall use the following response indicators:Instruction S Standard: Feature/Function is included in the current software release and will be implemented by the planned phase go-live date as part of the Proposal from vendors in accordance with agreed-upon configuration planning with the City. Respondents are encouraged, but not required, to provide additional information in the Comments column to further demonstrate the system’s ability to meet the requirement. F Future: Feature/Function will be available in a future software release available to the City by April 1, 2019, at which point it will be implemented in accordance with agreed-upon configuration planning with the City. If a response indicator of “F” is provided for a requirement that will be met in a future software release, the Respondent shall indicate the planned release version as well as the time the release will be generally available. C Customization: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with custom modifications. All related customization costs should be indicated in the Comments column next to the feature/function, and the total cost included in Attachment C – Cost Worksheet. If a response indicator of “C” is provided for a requirement that will be met through a custom modification, the Respondent shall indicate the cost of such a modification. T Third-Party: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with integration with a third-party system. This system should be specified. If a response indicator of “T” is provided for a requirement that will be met by integration with a third-party system, the Respondent shall identify this third-party system and include a cost proposal to secure this system. Attachment B Page 100 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Utility Billing Req #Description of Requirement Criticality Response Comments UB.8 The system has the ability to support utility charges including, but not limited to, water, water meter size, wastewater (sewer), storm water, and solid waste and recycling services. CRITICAL S UB.9 The system has the ability to track an inventory of solid waste containers. DESIRED S UB.10 The system has the ability to integrate addresses from GIS.CRITICAL S Service Orders UB.11 The system has the ability to manage utility service orders associated with the utility customer account.CRITICAL S UB.12 The system has the ability to provide user-defined service order types.CRITICAL S UB.13 The system has the ability to provide a central utility account with service order workflow to various City staff based on customer’s services.CRITICAL S UB.14 The system has the ability to automatically prompt service order generation based on input from meter readers and automated meter reader error codes.CRITICAL S UB.15 The system has the ability to generate an automatic cut/shut-off work/service order, as defined by user, based on the cutoff report.CRITICAL S UB.16 The system has the ability to automatically produce work/service orders containing information such as request date, person or department initiating request, job type, due date and comments. CRITICAL S UB.17 The system has the ability to inquire on all outstanding work/service orders.CRITICAL S UB.18 The system has the ability to establish at least nine different priority codes for service requests.CRITICAL S UB.19 The system has the ability to change the priority of an existing service request or line item on a service request (i.e., standard to emergency).CRITICAL S UB.20 The system has the ability to provide a mobile interface to be used by employees working in the field.CRITICAL S UB.21 The system has the ability to allow updates to service request status and information from a wireless device.CRITICAL S UB.22 The system has the ability to integrate with City GIS resources, such as database engine, mapping engine, web services, and allow for the use of GIS tools in system actions. DESIRED S Using Tyler GIS integration assuming use of ESRI UB.23 The system has the ability to provide a mobile interface with City GIS resources to employees working in the field. CRITICAL S UB.24 The system has the ability to configure workflow-based triggers for actions/activities (e.g., a service order being created due to the existence of a trouble code). CRITICAL S UB.25 The system has the ability to update or close a service order from the meter exchange module.CRITICAL S UB.26 The system has the ability to mass close or update service orders.DESIRED S Attachment B Page 101 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Utility Billing Req #Description of Requirement Criticality Response Comments UB.27 The system has the ability to view service orders by location regardless of customer.CRITICAL S Interaction UB.28 The system has the ability to automatically assign a unique tracking number for each interaction.CRITICAL S Via Tyler Incident Manager/Tyler 311 - quoted as optional UB.29 The system has the ability to automatically assign a date and time stamp for each interaction and all subsequent updates. CRITICAL S Significant system events such as status change, etc. are tracked as a system note linked to the incident. All notes are timestamped. Tyler Incident Manager/Tyler 311 quoted as optional. UB.30 The system has the ability for City staff to create customer service incidents or requests from reoccurring events or common activities (i.e., cut seal, pull meter). CRITICAL S Custom events can be established in Tyler Incident Manager/Tyler 311 (quoted as optional) and can be associated with incidents. UB.31 The system has the ability to capture City-defined contact information and follows the State of Minnesota data practices act.CRITICAL S May need more information on practices act, but city-defined contact information can be captured. UB.32 The system has the ability to alert user(s) of all changes in system that occurred the previous day (e.g., pop-up or scheduled report). DESIRED S Via SQL Server Reporting Services Service Request Routing UB.33 The system has the ability to support City-defined service request routing. CRITICAL S UB.34 The system has the ability to notify multiple departments of a service request (i.e., "FYI").DESIRED S Service Request Status Tracking and Management UB.35 The system has the ability to accommodate City-defined service request status codes. CRITICAL S UB.36 The system has the ability to allow flexible and on-demand sorting of the work queue by fields such as request type, date, priority or any other discrete data element in the service request record.CRITICAL S UB.37 The system has the ability to reference and track multiple service requests by department/division, project/event, request type, or category/classification. CRITICAL S UB.38 The system has the ability to automatically send an email alert for past due service request activities to the responsible department.CRITICAL N UB.39 The system has the ability to allow notes to be entered on a request that describe actions taken by the assigned resources.CRITICAL S Account and Customer Set-Up UB.40 The system has the ability to support a minimum of 20,000 water accounts.CRITICAL S UB.41 The system has the ability to support a minimum of 20,000 wastewater accounts.CRITICAL S Attachment B Page 102 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Utility Billing Req #Description of Requirement Criticality Response Comments UB.42 The system has the ability to support a minimum of 20,000 storm water accounts. CRITICAL S Storm water billing may require Central Property (quoted as optional) UB.43 The system has the ability to support a minimum of 20,000 solid waste accounts.CRITICAL S UB.44 The system has the ability to support at least 99,999 total active accounts.CRITICAL S UB.45 The system has the ability to configure the data fields on customer accounts.CRITICAL S User defined fields UB.46 The system has the ability to provide accounts with multiple billing addresses (winter & summer, Primary and Secondary) that will be used based on date ranges. CRITICAL S UB.47 The system has the ability to allow new service locations to be created without a service address (e.g., lot and block numbers only, for example: median strips). DESIRED S UB.48 The system has the ability to allow future available services to be created in a pending status prior to service activation.DESIRED S UB.49 The system has the ability to support a City-defined master utility account file containing user-defined information.CRITICAL S UB.50 The system has the ability to allow a customer to set up an account profile online that allows the set up of auto payments and credit card or bank account information. CRITICAL S UB.51 The system has the ability to define flexible due dates by billing cycle. CRITICAL S UB.52 The system has the ability to recognize an advance payment when auto payment is set up and not withdraw funds if there is no balance due. DESIRED S UB.53 The system has the ability to recognize an advance partial payment when auto payment is set up and withdraw remaining balance due. DESIRED S UB.54 The system has the ability to identify accounts related to a conservation program or initiative.DESIRED S UB.55 The system has the ability to warn when multiple active accounts exist on the same property.CRITICAL S UB.56 The system has the ability to support issuing a single bill for multiple units (i.e., master billing). CRITICAL S UB.57 The system has the ability to delineate tenant and third-party relationships. Allows user to specify that multiple people to receive the bill and delinquency notices. CRITICAL S UB.58 The system has the ability to reinstate an inactive account.CRITICAL S UB.59 The system has the ability to inactivate all services at once when an account is being closed out rather than having to close each service individually.CRITICAL S UB.60 The system has the ability to allow the addition and reassignment of cycles and routes without affecting the customer or location identification numbers.CRITICAL S Attachment B Page 103 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Utility Billing Req #Description of Requirement Criticality Response Comments UB.61 The system has the ability to provide a customer master screen, with the ability to display multiple utility accounts and multiple addresses per customer account. CRITICAL S UB.62 The system has the ability to support mass changes to accounts due to the deletion of a cycle, the merging of existing cycles, or moving a sub-segment of a cycle to another. CRITICAL S UB.63 The system has the ability to research account details and perform account adjustments (e.g., credit balance refunds, remove fees, etc.).CRITICAL S UB.64 The system has the ability to retain and display (user defined) multiple years of billing and certification history in 'Live' database.CRITICAL S All years of billing and collection history are retained UB.65 The system has the ability to track utility read routes/sequences, including tracking of directions and meter location.CRITICAL S UB.66 The system has the ability to view a "Change History" of records changed by internal staff.CRITICAL S UB.67 The system has the ability to set up credit history criteria with the ability to indicate the credit implications of each type, such as having a delinquent bill prevents a security deposit from being refunded for a specified period of time. DESIRED S An internal credit scroing features is available and used on the UB side for exclusion from shutoff, lien processing, etc. A deposit can be withheld in a final bill run based on this scoring, however if it is a business practice to refund deposits early for customers in good standing in a regular billing cycle, the features that supports this does not look at the internal score. Rather, having a late fee or NSF within a given # of prior months can withold a deposit from being refunded in the regular bill run. UB.68 The system has the ability to support production of and receipting of utility bills using bar code scanning.CRITICAL S UB.69 The system has the ability to provide graphic display of usage history per account.CRITICAL S UB.70 The system has the ability to assess late charges and provide the related customer notices.CRITICAL S UB.71 The system has the ability to attach images and documents, in multiple formats, to a customer and/or account.CRITICAL S Via Tyler Content Manager Deposits UB.72 The system has the ability to apply security deposits to accounts, either after meeting criteria, or when the customer is inactivated from an account.DESIRED S UB.73 The system has the ability to print a detailed receipt for customer deposits.DESIRED S UB.74 The system has the ability to allow customer deposits to default to a City determined rate, which can be over-ridden when the deposit is taken.DESIRED S Attachment B Page 104 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Utility Billing Req #Description of Requirement Criticality Response Comments UB.75 The system has the ability, after a user-configurable trigger, to allow the deposit to be billed in user-defined installments.DESIRED S UB.76 The system has the ability for renters to be billed the deposit on the first month’s bill in one or multiple installments.DESIRED S UB.77 The system has the ability to calculate the deposit amount for all residential accounts to be three times (or another user-configurable multiplier) the estimated average monthly bill. DESIRED S UB.78 The system has the ability for commercial accounts to continue to pay a deposit of three times the estimated average monthly bill amount.DESIRED S Rate Configuration UB.79 The system has the ability to accommodate user-defined utility types/services and associated charges with the ability to add new services, as necessary, without additional programming. CRITICAL S UB.80 The system has the ability to support rate modeling. DESIRED S UB.81 The system has the ability to support service type rate simulation.DESIRED S UB.82 The system has the ability to establish water and waste water fees based on user-defined units in a tiered structure.CRITICAL S UB.83 The system has the ability to manage multiple peak service rates (i.e., water surcharge in the summer, sewer average in the winter).CRITICAL S UB.84 The system has the ability to support component billing capable of supporting multiple charge types, each with a different rate.CRITICAL S UB.85 The system has the ability to add, delete, or suspend (for a user-defined time period) and itemize service charges and/or any miscellaneous fees to a utility bill. CRITICAL S UB.86 The system has the ability to create, edit and revise rate tables, tracking history of prior rate tables.CRITICAL S UB.87 The system has the ability to accommodate user-defined formulas for charge calculations.CRITICAL N Many calculations are supported out of the box through flexible rate setup. UB.88 The system has the ability to support user-defined billing multipliers.CRITICAL S UB.89 The system has the ability to make mass billing rate changes.CRITICAL C Analysis needed to quote UB.90 The system has the ability to make mass tax rate changes.CRITICAL C Analysis needed to quote Meters and Meter Reading UB.91 The system has the ability to have multiple meter accounts associated with the same address.CRITICAL S UB.92 The system has the ability to create/update Meter numbers.CRITICAL S UB.93 The system has the ability to record results of meter inspections into the system.DESIRED S UB.94 The system has the ability to record results of meter inspections into the system on a mobile device.DESIRED S UB.95 The system has the ability to store meter maintenance information.CRITICAL S Attachment B Page 105 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Utility Billing Req #Description of Requirement Criticality Response Comments UB.96 The system has the ability to support multiple asset number conventions by asset type, including alphanumeric and special characters.DESIRED S Assets within Capital Assets module UB.97 The system has the ability to utilize bar code scanning for meter updates.DESIRED S UB.98 The system has the ability to support RFID tags.CRITICAL N Need more information/analysis to consider modification UB.99 The system has the ability to consolidate multiple accounts to create one bill and provide a detailed breakdown for each account (i.e., consumption, location, total usage, etc.). DESIRED S UB.100 The system has the ability to create, distribute electronically, and manage a detailed cycle/route report for meter routes, that details the meter sequence per route and includes location account information. DESIRED S May require SQL Server Reporting Services UB.101 The system has the ability to inquire meter history by meter number, remote ID number, account number, customer number, name, or service address.CRITICAL S UB.102 The system has the ability to handle meter rollovers/turnovers.CRITICAL S UB.103 The system has the ability for users to create reading routes per service.CRITICAL S UB.104 The system has the ability to create a interface file for downloading to an external meter reading system.CRITICAL S UB.105 The system has the ability to receive an interface for uploading from an external meter reading system.CRITICAL S UB.106 The system has the ability to display current and previous meter reading date.CRITICAL S UB.107 The system has the ability to display current and previous meter reading values.CRITICAL S UB.108 The system has the ability to create service orders from meter reading trouble codes.CRITICAL S UB.109 The system has the ability to provide a user-defined criteria for high and low edits.CRITICAL S UB.110 The system has the ability to provide a user-defined criteria for seasonal weighting of estimated usage.DESIRED S UB.111 The system has the ability to allow (with proper security) meter readings to be changed.CRITICAL S UB.112 The system has the ability to upload “free form comments” from a handheld and store the comments in association with a premises in chronological order. CRITICAL C Analysis needed to quote UB.113 The system has the ability to accept and record multiple time-stamped meter readings for the same date.DESIRED S It can, however the system will use the last imported reading for billing. UB.114 The system has the ability for manually entered reads to allow the entry of the read date and time.CRITICAL S Attachment B Page 106 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Utility Billing Req #Description of Requirement Criticality Response Comments UB.115 The system has the ability of changing a cycle and/or route number from the old to the new for all the service addresses in that cycle/route (mass route change). CRITICAL S UB.116 The system has the ability to copy meter information during a meter exchange.CRITICAL S UB.117 The system has the ability to provide route-scheduling feature to warn the user that too many reads are being scheduled for the same day.DESIRED N Billing UB.118 The system has the ability to estimate a utility bill based on criteria established by the City (i.e., on the average consumption over a user defined number of months or cycles, or using last year’s actual for the same period) and shows "Estimate" on the customer's bill. CRITICAL S UB.119 The system has the ability for a user to enter a manual estimate.CRITICAL S UB.120 The system has the ability to automatically apply certain misc. charges of varying amounts against selected accounts based upon meter size.CRITICAL S UB.121 The system has the ability to calculate a credit when previous estimate was more than the actual consumption.CRITICAL S UB.122 The system has the ability to process budget billings.DESIRED S UB.123 The system has the ability to allow eligible customers meeting the following requirements to apply for budget billing: residential customers who have had no disconnections for non-payment, returned checks, or more than two late payments in the previous twelve months. DESIRED N There is no eligibility evaluation for customer enrollment into budget billing. UB.124 The system has the ability to average the last twelve months bills (or other user-configurable billing range), and begin billing the averaged amount plus user-defined percentage of the balance in the accounts reserves.DESIRED N System can support consumption averaging and the billing of average consumption (as opposed to averages charges) however there is no component f f UB.125 The system has the ability to change a read and individually rebill or recalculate the bill on the same day (i.e., cancel and rebill accounts on the same day). CRITICAL S UB.126 The system has the ability to cancel both consumption and billed amount when a rebill is processed. CRITICAL S Via a Bill Adjustment in Munis UB system. UB.127 The system has the ability to create surcharge services based on address.CRITICAL S UB.128 The system has the ability to create a work order for sanitation work that results in a charge being added to the next billing cycle. DESIRED S When a service order is completed, UB can assess miscellaneous charges to the account to be billed on the next bill. UB.129 The system has the ability to allow additional service charges to be added to an account.CRITICAL S UB.130 The system has the ability to provide a mechanism for "holding" bills that are flagged as outside of the City's user-defined exception criteria for billing. CRITICAL S Attachment B Page 107 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Utility Billing Req #Description of Requirement Criticality Response Comments UB.131 The system has the ability to provide a list that details accounts that have an actual read for the current billing cycle and an estimated read the prior billing cycle. CRITICAL S Through the use of SQL Server Reporting Services and Cubes UB.132 The system has the ability to post updates to accounts with new billing information before bills are mailed (e.g., amount due, reads, dates, etc.).CRITICAL S Prior to being printed UB.133 The system has the ability to apply credit and debit adjustments and positive/negative consumption adjustments to accounts anytime during the CRITICAL S UB.134 The system has the ability to report adjustment details including dollar amount, consumption volume (gallons/cubic ft.) and rate/service code.CRITICAL S UB.135 The system has the ability to enter adjustments to customer accounts (dollar amounts and/or consumption used) and reprint single billing statements reflecting the adjustments made. CRITICAL S UB.136 The system has the ability to edit reads at any time, before, during, or after billing with security permissions.CRITICAL S UB.137 The system has the ability to prorate charges for partial billing due to initiation or termination of accounts.CRITICAL S UB.138 The system has the ability to print previous period/last year's comparative period consumption and current period consumption on each bill.CRITICAL S UB.139 The system has the ability to bill various services/charges at differing frequencies (i.e.: monthly, bimonthly, semi-annually or annually).CRITICAL S UB.140 The system has the ability to bill based on multiple components (consumption + flat meter charge per meter size per billing cycle prorated for number of days). CRITICAL S UB.141 The system has the ability to calculate and print all bills by user-defined criteria due in a given month, within a single cycle or for all cycles.CRITICAL S UB.142 The system has the ability to flag accounts for sorting associated bills as “Pulled” for review by staff before printing.CRITICAL S A tag on account combined with print vendor/solution reading the tage date element UB.143 The system has the ability to support automated bill runs based on pre- defined billing date and allows for ability to generate a bill on demand.CRITICAL S UB.144 The system has the ability to bill storm water services (or other user defined services) separately for owner versus renter at same location (separate bills). DESIRED S UB.145 The system should support flexible billing periods (e.g., monthly, bi-monthly, etc.).CRITICAL S UB.146 The system has the ability to support proration of charges during any billing period for single or multiple rate changes. CRITICAL S UB.147 The system has the ability to accommodate proration by rate type.CRITICAL S UB.148 The system has the ability to bill one service based on consumption from separate service. CRITICAL S UB.149 The system has the ability to bill consumption based on a system calculated estimated consumption value.CRITICAL S Attachment B Page 108 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Utility Billing Req #Description of Requirement Criticality Response Comments UB.150 The system has the ability to accommodate billing a flat or fixed charge for a service for each billing period.CRITICAL S UB.151 The system has the ability to accommodate billing a flat or fixed charge for a service multiplied by a fixed quantity figure each billing period.CRITICAL S UB.152 The system has the ability to accommodate billing a flat or fixed charge for a service multiplied by a variable quantity (or Factor) figure each billing period.DESIRED S UB.153 The system has the ability to accommodate billing a fixed charge based on meter size.CRITICAL S Bill Printing UB.154 The system has the ability to support the creation of a customizable utility bill format that includes graphics.CRITICAL S UB.155 The system has the ability to generate bills capable of being read via optical character recognition OCR-A font.DESIRED S UB.156 The system has the ability to create and send a bill print file to a 3rd party bill printing vendor. CRITICAL S UB.157 The system has the ability to use Zip+4 software for sorting of utility bills by zip code to obtain the best postal rate possible.DESIRED S UB.158 The system has the ability to reprint bills from any previous time period.CRITICAL S Via optional Postal Xpress software UB.159 The system has the ability to directly e-mail bills (original, re-bills or reprints) to customers when requested.CRITICAL S UB.160 The system has the ability to view customer's account online and ability to print current and all historical bills.CRITICAL S UB.161 The system has the ability to accommodate multiple dates (due and delinquent) per customer bill.CRITICAL S UB.162 The system has the ability to include total past due on the bills.CRITICAL S UB.163 The system has the ability to provide general system messages (with support for graphics and text) for printing on bills with the ability to modify those messages for each bill run. CRITICAL S UB.164 The system has the ability for accounts that are paying via ACH still generate a bill with a message indicating a user defined message.CRITICAL S UB.165 The system has the ability to identify accounts where bills are generated but not printed (i.e., City facility water bills). CRITICAL S Through use of Internal Billing and Allocation Codes UB.166 The system has the ability to customize the bill print appearance. CRITICAL S ReadyForms available assuming use of existing templates with few static fields available for customizing, but tool to develop customized forms is not available. Full custom development may require additional billable TylerForms services. More informationwould be required to determine cost/scope of project. Attachment B Page 109 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Utility Billing Req #Description of Requirement Criticality Response Comments UB.167 The system has the ability to support graphic images, shading, bolding and other format features for bill formatting.CRITICAL S UB.168 The system has the ability to support City-configured bills containing City- defined information.CRITICAL S UB.169 The system has the ability to support different bill formats that can be defined for different kinds of bills, regular bills, reminder notices, etc.DESIRED S UB.170 The system has the ability to allow user configuration of different bill formats.CRITICAL S Cash Receipting UB.171 Cash;CRITICAL S UB.172 Check;CRITICAL S UB.173 Money order;CRITICAL S UB.174 EFT;CRITICAL S UB.175 Credit Card Payments;CRITICAL S UB.176 Reoccurring Credit Card Payments;CRITICAL S UB.177 Credit/Debit Card Payments taken over the Internet or phone; CRITICAL S UB.178 Electronic check via IVR (Interactive Voice Response);CRITICAL S Via IVR Gateway UB.179 File import from third-party payment organization (i.e. lock box, ACH, etc.) May include remote locations in the City.CRITICAL S UB.180 The system has the ability to indicate date payment was received for penalty calculations.CRITICAL S UB.181 The system has the ability to generate a receipt with payments for multiple accounts.CRITICAL S UB.182 The system has the ability to accept more than one payment in a single day from a single customer.CRITICAL S UB.183 The system has the ability to perform electronic on demand posting to General Ledger after accounting approval step is performed.CRITICAL S UB.184 The system has the ability to automatically split total receipted amount to appropriate General Ledger account.CRITICAL S UB.185 The system has the ability to accept ACH (bank drafted) payments from banks.CRITICAL S UB.186 The system has the ability to post cash receipts to utility billing module automatically from multiple terminals without interfering with other utility transactions. CRITICAL S UB.187 The system has the ability for a user-defined order of payment to be applied.DESIRED S UB.188 The system has the ability to automatically distribute receipt of payments against the individual accounts on a "Master Account Bill" when payments are received. CRITICAL S The system has the ability to accommodate the following payment types for utility payments and applications, either via the utility system or a separate Cash Receipting system which is integrated to the utility system: Attachment B Page 110 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Utility Billing Req #Description of Requirement Criticality Response Comments UB.189 The system has the ability to reverse payment for bad checks and optionally assesses a user-defined NSF charge.CRITICAL S UB.190 The system has the ability to add flags for Cash Only and other customer warnings.CRITICAL S UB.191 The system has the ability to fix accounts and adjust accounts by allowing for transfer of payments between accounts.CRITICAL S UB.192 The system has the ability to provide a kiosk for citizens to scan their bills and pay through a kiosk using cash and a credit card. DESIRED N Final Bill and Penalties UB.193 The system has the ability to generate final bill, once the date and final read is entered, at any point during the billing cycle.CRITICAL S UB.194 The system has the ability to detail unpaid charged amounts and penalties on a Final Bill.CRITICAL S UB.195 The system has the ability to perform write off processing for accounts finalized and uncollectable by final date.CRITICAL S UB.196 The system has the ability to automatically apply a flat rate and/or percentage penalty/interest charge per service.CRITICAL S UB.197 The system has the ability to override and/or credit a penalty based on appropriate security permissions.CRITICAL S UB.198 The system has the ability to generate a certification file based on user- defined criteria.CRITICAL N Need more information regarding certification file Certifications UB.199 The system has the ability to identify and review past due accounts at 30 days;CRITICAL S UB.200 The system has the ability to identify accounts past due by a user-defined length of time with an outstanding balance below a user defined threshold and suspend services. CRITICAL S UB.201 The system has the ability to select and export account information to a preformatted file structure for accounts that are past due by a user-defined length of time that exceed a user defined threshold (i.e., MS Excel export, CSV file). CRITICAL S UB.202 The system has the ability to allow system users with appropriate authority to modify the billing cycle thresholds. DESIRED S UB.203 The system has the ability to establish user-defined payment arrangements (i.e., payment plans, beginning and ending dates, payment amounts, due d t t ) DESIRED S UB.204 The system has the ability to identify when user-defined payment arrangements are delinquent.CRITICAL S UB.205 The system has the ability to produce a Customer Payment Plan Report - show summary of all payment plans that are delinquent, and the ability to generate delinquent payment plan letters as per user defined criteria.CRITICAL S UB.206 The system has the ability to identify accounts in mass and change status (i.e., certification status). CRITICAL S Attachment B Page 111 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Utility Billing Req #Description of Requirement Criticality Response Comments UB.207 The system has the ability to select accounts that have been in certified for a user-defined period of time for consideration for writing off. CRITICAL S UB.208 The system has the ability for cash receipts to be reflected in customer account balance immediately after the transaction is entered into the system or paid online. CRITICAL S Delinquent/Past Due Notices UB.209 The system has the ability to print delinquent notices to customers on a configurable schedule. These are generated based on user defined minimum (based on a single past due bill and/or balance due) and number of days after bill date, including applicable penalty amounts added. CRITICAL S UB.210 The system has the ability to mark Critical Care customers (designated due to medical need) as exempt from discontinuance of services due to delinquency. DESIRED S Using special conditions UB.211 The system has the ability to automatically create a service order when a cut off notice is generated.CRITICAL S UB.212 The system has the ability to automatically apply a cut/shut off charge to the customer balance when the cut/shut off notice is generated.CRITICAL S UB.213 The system has the ability to generate and export a cut off report with customer ID, address information, meter ID, cut off date, notes, and balance due. CRITICAL S UB.214 The system has the ability to generate a flat file that can be used by an outbound calling system.DESIRED S Through Excel integration UB.215 The system has the ability to be able to override the generation of the Delinquent Notice with proper authority.CRITICAL S UB.216 The system has the ability to write off accounts after a user defined period for deceased customers.DESIRED S UB.217 The system has the ability to support bankruptcy processing that may include writing off an existing balance.CRITICAL S Reporting UB.218 The system has the ability to allow a configurable Executive Dashboard to view the status of all service requests.CRITICAL S Via Tyler Hub UB.219 The system has the ability to allow the creation and management of standard reports/templates with pre-defined data elements.CRITICAL S Via SQL Server Reporting Services UB.220 The system has the ability to run pre-defined standard reports on a given schedule.CRITICAL S UB.221 The system has the ability for users to run all reports on demand against the live database.CRITICAL S UB.222 The system has the ability for users to access reports by pre-defined category.CRITICAL S UB.223 The system has the ability to allow a user to run reports against both current data and archived data at the same time.DESIRED S Archived' data may be in the form of a database backup that is loaded into a test environment Attachment B Page 112 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Utility Billing Req #Description of Requirement Criticality Response Comments UB.224 The system has the ability to provide built-in graphical and charting capabilities.CRITICAL S Through Data Cubes and Tyler Launch Analytics UB.225 The system has the ability to generate ad hoc reports.CRITICAL S Via SQL Server Reporting Services UB.226 The system has the ability to draw on information from all modules and compile into custom reports and formats.DESIRED S UB.227 The system has the ability to allow drill-down into any system generated report.CRITICAL S UB.228 The system has the ability to create reports that measure performance and productivity for employee or user defined groups of employees measurement purposes.DESIRED N UB.229 The system has the ability to provide reports on volume of service requests dealt with within specified dates or time frames.CRITICAL S May require SQL Server Reporting Services UB.230 The system has the ability to provide the reports on the number of service requests of a specific type or belonging to a particular service.CRITICAL S May require SQL Server Reporting Services UB.231 The system has the ability to access all master file information with the report writer.CRITICAL S UB.232 The system has the ability to produce a detailed billing register identifying all charges by account.CRITICAL S UB.233 The system has the ability to produce a summary billing register detailing charges by service, rate, company and area.CRITICAL S UB.234 The system has the ability to produce a summary billing register detailing charges by general ledger number.CRITICAL S UB.235 The system has the ability to create a billing edit report.CRITICAL S UB.236 The system has the ability to create Daily Cash Receipts reports by payment source (e.g. Cashiering, Remittance Processing, Lock Box, EFT, Credit Card, etc.). CRITICAL S UB.237 The system has the ability to produce error reports for misapplied cash payments (closed or inactive accounts, bad account number, etc.) by source (e.g., Cashiering, Remittance Processing, Lock Box, EFT, Credit Card, etc.).DESIRED S If after reversal/correction has already been made UB.238 The system has the ability to produce a report of user-defined rate revenues categorized by GL type (e.g., All Service Revenues that shows net revenue after adjustments, consumption and average cost). CRITICAL S Via SQL Server Reporting Services UB.239 The system has the ability to export all reports to multiple readable and editable formats, including .csv, .xls, and .pdf.CRITICAL S UB.240 The system has the ability to calculate cost of internal consumption and net charge to zero (e.g., show internal department cost of consumption).CRITICAL S UB.241 The system has the ability to retain and display (user defined) multiple years of billing and certification history for customers to view online.CRITICAL S Yes to multiple years of billing but need more information as to what certification history consists of UB.242 The system has the ability to allow title companies to submit a request for final billing through self-service portal.CRITICAL S Attachment B Page 113 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Utility Billing Req #Description of Requirement Criticality Response Comments UB.243 The system has the ability to allow customers to submit a request for new service through a self-service portal.CRITICAL S UB.244 The system has the ability to allow customers to submit a request for final billing through self-service portal.CRITICAL S Attachment B Page 114 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements N No: Feature/Function cannot be provided. Applicant Tracking and Onboarding Req #Description of Requirement Criticality Response Comments General Requirements AT.1 The system has the ability to provide an Applicant Tracking and Onboarding module that is integrated with all other system modules including Workforce Management.CRITICAL S AT.2 The system has the ability to accommodate workflow approvals of applicant tracking and onboarding related processes and documents.CRITICAL S Job Requisitions AT.3 The system has the ability to generate electronic requisitions to fill position vacancies.CRITICAL S AT.4 The system has the ability to generate electronic requisitions containing City- defined data.CRITICAL S AT.5 The system has the ability to, upon creation of a job requisition, create a system-generated requisition number and creation date based on the system date (real date). CRITICAL S AT.6 The system has the ability to maintain job requisition templates by job classification. CRITICAL S Req info defaults from postion and/or job class Response Indicators: When providing responses to the requirements in Attachment B, proposers shall use the following response indicators:Instruction S Standard: Feature/Function is included in the current software release and will be implemented by the planned phase go-live date as part of the Proposal from vendors in accordance with agreed-upon configuration planning with the City. Respondents are encouraged, but not required, to provide additional information in the Comments column to further demonstrate the system’s ability to meet the requirement. F Future: Feature/Function will be available in a future software release available to the City by April 1, 2019, at which point it will be implemented in accordance with agreed-upon configuration planning with the City. If a response indicator of “F” is provided for a requirement that will be met in a future software release, the Respondent shall indicate the planned release version as well as the time the release will be generally available. C Customization: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with custom modifications. All related customization costs should be indicated in the Comments column next to the feature/function, and the total cost included in Attachment C – Cost Worksheet. If a response indicator of “C” is provided for a requirement that will be met through a custom modification, the Respondent shall indicate the cost of such a modification. T Third-Party: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with integration with a third-party system. This system should be specified. If a response indicator of “T” is provided for a requirement that will be met by integration with a third-party system, the Respondent shall identify this third-party system and include a cost proposal to secure this system. Attachment B Page 115 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Applicant Tracking and Onboarding Req #Description of Requirement Criticality Response Comments AT.7 The system has the ability to utilize job requisitions created by other agencies.DESIRED N AT.8 The system has the ability to track and maintain single or multiple funding sources for each position.CRITICAL S AT.9 The system has the ability to restrict user access to requisitions according to user-defined authorization rules.CRITICAL S Based on permissions AT.10 The system has the ability to allow authorized users to view and sort all open job requisitions.CRITICAL S Based on permissions AT.11 The system has the ability to ensure appropriate approvals have been received on position requests.CRITICAL S Via Workflow AT.12 The system has the ability to set a user-defined job posting time period.CRITICAL S AT.13 The system has the ability to permit authorized users to close or delete a requisition manually.CRITICAL S Based on permissions AT.14 The system has the ability to automatically close the requisition when the hiring process has been completed.CRITICAL S AT.15 The system has the ability to notify requestor when position has been approved and initiate other related events (e.g., recruitment process).CRITICAL S Job Postings AT. 16 The system has the ability to auto-populate job postings with job description data (as defined by user).CRITICAL S AT. 17 The system has the ability to allow the user to modify job posting with appropriate security.CRITICAL S AT. 18 The system has the ability to forward job postings to managers for review/updates/edits (via workflow).CRITICAL S AT. 19 The system has the ability to indicate job posting type (internal/external recruitment) and post as designated.CRITICAL S AT. 20 The system has the ability to assign job postings to a specific recruiter within HR.CRITICAL S AT. 21 The system has the ability to post a job for multiple locations.DESIRED N AT. 22 The system has the ability to post multiple positions for a single location. DESIRED S AT. 23 The system has the ability to allow the applicant to identify a preferred location.DESIRED S If collected as part of the application AT. 24 The system has the ability to allow the applicant to identify a preferred position. DESIRED S If collected as part of the application AT. 25 The system has the ability to future date job postings.CRITICAL S AT. 26 The system has the ability to automatically close a job posting at a user- defined time to reflect the close of business for the job posting closing date.CRITICAL N Closing date only, not time Attachment B Page 116 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Applicant Tracking and Onboarding Req #Description of Requirement Criticality Response Comments Online Employment Application AT.27 The system has the ability to provide an online employment application portal.CRITICAL S AT.28 The system has the ability to restrict user-access through use of user-ID and password.CRITICAL S AT.29 The system has the ability to allow the applicant to request a new user-ID and password. CRITICAL N Regarding password reset, future functionality, when and if provided, will be released on the same timeline as the functionality is made generally available to customers under a maintenance agreement with Tyler. If a customer requires that such functionality be committed to within the contract, the functionality will be treated as a custom modification, payable by the customer. Username reset is not available. AT.30 The system has the ability to provide online completion of application on any Internet enabled computer or mobile device through a web browser.CRITICAL S AT.31 The system has the ability to provide a chat functionality as part of the online application process. (e.g., providing assistance to the applicant). DESIRED N AT.32 The system has the ability to allow job posting web screens to be customized to match the City website in format, presentation, and other characteristics as defined by the City. CRITICAL S AT.33 The system has the ability to require applicant data entered in a specific format (i.e., not all caps).CRITICAL N Telephone number and SSN formatting available AT.34 The system has the ability to administer password changes and revisions to support applicant needs.CRITICAL S AT.35 The system has the ability to provide an app that can be downloaded in order to allow applicants to apply. DESIRED N AT.36 The system has the ability to allow application templates by position (e.g., full-time, part-time, seasonal). CRITICAL S AT.37 Instructions for system use;CRITICAL S AT.38 Create new employment application;CRITICAL S AT.39 Print job posting;CRITICAL S The system has the ability to provide applicants with an interface with a variety of functions, including but not limited to: Attachment B Page 117 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Applicant Tracking and Onboarding Req #Description of Requirement Criticality Response Comments AT.40 Print application;CRITICAL S AT.41 Save application; and CRITICAL S AT.42 Interview scheduling. DESIRED S AT.43 The system has the ability to allow applicants to save their own application data for future retrieval (using user-ID and password).CRITICAL S AT.44 The system has the ability to allow applicants to submit multiple applications without re-entering information.CRITICAL S AT.45 The system has the ability to allow applicants to update and/or modify an application up until closing date. CRITICAL S AT.46 The system has the ability to flag modifications to applications for continuous or open applications.CRITICAL S AT.47 The system has the ability to require that all applications correspond to an open requisition.CRITICAL S AT.48 The system has the ability to indicate job interest based upon skills with the ability to notify applicants of vacancies when they become available.CRITICAL S AT.49 The system has the ability to allow City staff to define skill attributes for each position.DESIRED S AT.50 The system has the ability to allow online applicants to define certain skill attributes providing for the ability to notify them for specific vacancies. DESIRED C Analysis needed to quote AT.51 The system has the ability to allow applicants to update previously created and saved applications.CRITICAL S AT.52 The system has the ability to allow applicants to review applications prior to submittal.CRITICAL S AT.53 The system has the ability to allow applicants to search posted jobs before and after submitted applications.CRITICAL S AT.54 The system has the ability to allow applicants to save information and return later to complete and/or update their application.CRITICAL S AT.55 The system has the ability to allow customized supplemental questions/sections option as determined by the City.CRITICAL S AT.56 The system has the ability to allow applicants to attach supplemental documentation when applying for positions (via electronic files and/or scanned files). CRITICAL S AT.57 The system has the ability to allow applicants to upload an image of their resume. DESIRED S AT.58 The system has the ability to track, maintain, and notify applicants of application status (e.g., application received, meets/does not meet qualifications, vacancy filled, referred for interview, vacancy cancelled). CRITICAL S Attachment B Page 118 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Applicant Tracking and Onboarding Req #Description of Requirement Criticality Response Comments AT.59 The system has the ability to allow applicants to check the status of their application.CRITICAL S AT.60 The system has the ability to text notifications to applicants. DESIRED C Analysis needed to quote AT.61 The system has the ability to allow the applicant to identify if they are a current employee of the City. DESIRED S System can tie employee and applicant record together so EE doesn't have to self-identify Application Data and Screening AT.62 The system has the ability to track EEO data for use in statistical analysis and reporting. CRITICAL S AT.63 The system has the ability to flag EEO data so it may be viewed separate from the applicant record.CRITICAL S AT.64 The system has the ability to populate EEO data by electronic submissions from applicant record and requisition data. CRITICAL S AT.65 The system has the ability to allow the applicants to indicate ADA accommodations as part of the interview process.DESIRED S Via custom codes AT.66 The system has the ability to track applicant exams including but not limited to written, oral, performance, physical agility, training, and experience ratings. CRITICAL S AT.67 The system has the ability to allow examinations to consist of a combination of a variety of types of tests (e.g., both written and oral needed).CRITICAL S AT.68 The system has the ability to allow a user-defined overall passing score or separate passing scores for various parts of the examination.CRITICAL S AT.69 The system has the ability to ensure that candidates who are invited to test must pass each portion of the exam process in order to move forward in the process.CRITICAL S AT.70 The system has the ability to group and categorize candidates (e.g., eligibility lists).CRITICAL S Eligibility List Reporting AT.71 The system has the ability to place the names of eligible candidates on promotional lists and eligibility lists.CRITICAL S Eligibility List Reporting or Applicant Scoring based on setup AT.72 The system has the ability to permit the user to develop a criteria score sheet used to identify applicant qualifications and determine the applicants to be interviewed. CRITICAL S Applicant Scoring AT.73 The system has the ability to permit the creation of a pre-application questionnaire to be completed prior to completing application to advise applicant of qualifying for minimum requirements of the position.DESIRED S A pre-application could be done but there is nothing that would prevent the applicant from applying for the full job opening. Applicant Scoring criteria could immediately reject the candidate. AT.74 The system has the ability to store interview questions for hiring managers.CRITICAL C Analysis needed to quote Attachment B Page 119 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Applicant Tracking and Onboarding Req #Description of Requirement Criticality Response Comments AT.75 The system has the ability to track responses to interview questions. CRITICAL S Via interview notes AT.76 The system has the ability to generate an automatic response for applicants who do not meet the minimum requirements as defined in the pre-application questionnaire (i.e., advising that it does not appear as if he/she meets minimum standards for the position, and providing an option to return to the job posting list or to continue with the completion of the application). DESIRED S Emails can be generated, but it is not automatic in current release. Automatic notifications available in 2019.1 AT.77 The system has the ability to produce a user-defined report listing of applicants and their rankings, based on data recorded in the screening data score sheet (i.e., alphabetical, level of experience, certifications, education, licenses, etc.). CRITICAL S Applicant Scoring allows for a wide array of customized "requirements" and scoring criteria that are then ranked AT.78 The system has the ability to score applicants based on veterans preference. CRITICAL S AT.79 The system has the ability to allow the user to select candidates based on multiple user-defined criteria (e.g., top six candidates, Training and Experience score greater than 100, etc.). CRITICAL S Applicant Scoring allows for a wide array of customized "requirements" and scoring criteria that are then ranked AT.80 The system has the ability to promote the selected applicant to the vacant position, without having to re-enter employee information or attach associated documentation such as resume or certifications. CRITICAL S AT.81 The system has the ability to automatically purge applicant files based on state record retention policies.DESIRED S Retain until date can be used to find 'old appicants' then purge those applicants. (Manual process not done automatically or scheduled.) AT.82 The system has the ability to purge applicant files based on state record retention policies.CRITICAL S Retain until date can be used to find 'old appicants' then purge those applicants. (Manual process not done automatically or scheduled.) AT.83 The system has the ability to archive applicant files based on user-defined archival policies.CRITICAL N AT.84 The system has the ability to retrieve archived applicant files.CRITICAL N AT.85 The system has the ability to produce blind applications for hiring managers (e.g., remove applicant name). CRITICAL S Based on setup New Hire/Onboarding Processing AT.86 The system has the ability to support EEO and ADA analysis.CRITICAL S EEO4/5 Reports available, may require SQL Server Reporting Services for further analysis AT.87 The system has the ability to promote the selected applicant to the vacant position, without having to re-enter employee information or attach associate documentation such as resume or certifications. CRITICAL S Attachment B Page 120 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Applicant Tracking and Onboarding Req #Description of Requirement Criticality Response Comments AT.88 The system has the ability to provide an onboarding interface to allow new and re-hire employees to complete new hire paperwork.CRITICAL S Employee Tasks AT.89 The system has the ability to notify employees of outstanding or incomplete new hire documents. CRITICAL S User initiated AT.90 The system has the ability to provide a checklist to new hire employees of required paperwork needed.CRITICAL S Employee Tasks AT.91 The system has the ability to allow new hires to complete the I9 form. DESIRED S Via attachment, not electronic form AT.92 The system has the ability to allow hiring managers to complete the I9 form. DESIRED S Via attachment, not electronic form AT.93 The system has the ability to, upon new hire, notify all pertinent departments (based on user-defined criteria) and trigger appropriate workflow notifications (e.g., IT sets up workstation, equipment issued, etc.). CRITICAL S AT.94 The system has the ability to provide for a standard Citywide orientation process checklist.CRITICAL S Onboarding checklists AT.95 The system has the ability to provide for an orientation process checklist that can be customized by and for each department.CRITICAL S Onboarding checklists AT.96 The system has the ability to indicate a requirement to collect finger prints for certain employees, prior to starting their first day.DESIRED S Checklist requirement AT.97 The system has the ability to monitor conditional hire requirements and pass/fail information, test scores, drug tests, background checks, and other data. CRITICAL S AT.98 The system has the ability to establish and track multiple methods of hiring (e.g., rehire, interim, promotion, etc.).CRITICAL S Via Action Reason Codes AT.99 The system has the ability to establish and track certification expiration dates and notifications related to job status.DESIRED S AT.100 The system has the ability to notify applicant that additional documentation is needed for hire (e.g., degrees, drivers license, certifications, etc.).CRITICAL S AT.101 The system has the ability to provide an onboarding interface that supports workflow and electronic signature capabilities.CRITICAL S Workflow approval serves as electronic signature AT.102 The system has the ability to route completed new employee forms to appropriate departments, based upon multiple workflows.CRITICAL S AT.103 The system has the ability to list missing documents by each new hire and/or dates.CRITICAL S If listed out as individual tasks on an onboarding tasklist AT.104 The system has the ability to define different escalation factors based upon checklist item (e.g., a required item has a certain time frame that warrants escalation vs. an optional item that may not be escalated at all). CRITICAL N Tasks can be marked required/not required, but due dates are at the task list level Attachment B Page 121 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Applicant Tracking and Onboarding Req #Description of Requirement Criticality Response Comments AT.105 The system has the ability to override missing required checklist items with security permissions.CRITICAL S AT.106 The system has the ability to correct and make adjustments to forms based upon effective date and/or retroactively.CRITICAL S Actions can be effective dated for purposes of posting the action on time but not retroactively but a user can add to action history to denote the retroactive nature of the change AT.107 The system has the ability to produce a user-defined pre-employment checklist of forms that must be completed electronically, etc.CRITICAL S AT.108 The system has the ability to identify training requirements based on multiple factors including the position ID, job code, department, division/service area.CRITICAL S AT.109 The system has the ability to assign and track equipment provided to new employees, employee changes or other criteria such as telecommuters (e.g., cell phone, laptop, tablet, and other equipment). DESIRED S Via User Defined Fields AT.110 The system has the ability to allow multiple departments to assign assets to an employee.DESIRED S AT.111 The system has the ability to flag return of equipment from employee changes (e.g., employee change requires cell phone return from previous position). DESIRED S AT.112 The system has the ability to archive employee files based on user-defined archival policies.CRITICAL N AT.113 The system has the ability to retrieve archived employee files.CRITICAL N AT.114 The system has the ability to receive data from a third-party background check system. DESIRED S Assuming use of existing integration or standard import file. If customization is needed, additional cost may apply. AT.115 The system has to ability to require a final approval for certain positions through workflow. CRITICAL S AT.116 The system has the ability to utilize an employee ID as part of the re-hire process.CRITICAL S Attachment B Page 122 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements N No: Feature/Function cannot be provided. Workforce Management Req #Description of Requirement Criticality Response Comments General Requirements WM.1 The system has the ability to provide a Workforce Management module that is integrated with all other system modules including (but not limited to) General Ledger, Budgeting, Purchasing, and Accounts Payable. CRITICAL S WM.2 The system has the ability to support a system-generated unique employee number with override capabilities.CRITICAL S WM.3 The system has the ability to track various employee information through unique employee identifier.CRITICAL S WM.4 The system has the ability to capture and maintain I9 documentation and track status.CRITICAL S WM.5 The system has the ability to accommodate workflow approvals of human resources-related processes and documents.CRITICAL S WM.6 The system has the ability to provide notification to appropriate users when a new position is approved in the budget, for purposes of creating the position in the HR module. CRITICAL S WM.7 The system has the ability to track the length of time an employee has filled a position.CRITICAL S Response Indicators: When providing responses to the requirements in Attachment B, proposers shall use the following response indicators:Instruction S Standard: Feature/Function is included in the current software release and will be implemented by the planned phase go-live date as part of the Proposal from vendors in accordance with agreed-upon configuration planning with the City. Respondents are encouraged, but not required, to provide additional information in the Comments column to further demonstrate the system’s ability to meet the requirement. F Future: Feature/Function will be available in a future software release available to the City by April 1, 2019, at which point it will be implemented in accordance with agreed-upon configuration planning with the City. If a response indicator of “F” is provided for a requirement that will be met in a future software release, the Respondent shall indicate the planned release version as well as the time the release will be generally available. C Customization: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with custom modifications. All related customization costs should be indicated in the Comments column next to the feature/function, and the total cost included in Attachment C – Cost Worksheet. If a response indicator of “C” is provided for a requirement that will be met through a custom modification, the Respondent shall indicate the cost of such a modification. T Third-Party: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with integration with a third-party system. This system should be specified. If a response indicator of “T” is provided for a requirement that will be met by integration with a third-party system, the Respondent shall identify this third-party system and include a cost proposal to secure this system. Attachment B Page 123 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Workforce Management Req #Description of Requirement Criticality Response Comments WM.8 The system has the ability to record and track items assigned to employees (e.g., cell phone, keys, ID card, parking pass, etc.).DESIRED S WM.9 The system has the ability to set up and establish rules, workflows, and track changes for a minimum of 20 action types (e.g., new hire, promotion, retirement, etc.). CRITICAL S WM.10 The system has the ability to generate electronic personnel action forms.CRITICAL S WM.11 The system has the ability to process personnel transactions for multiple organizational units (mass changes).CRITICAL S Where applicable WM.12 The system has the ability to transfer employees from one position to another.CRITICAL S WM.13 The system has the ability to make mass changes on employee data based on reorganizations (reassign departments or divisions.)CRITICAL S May require Employee Import WM.14 The system has the ability to allow for the tracking of City-defined position data with the ability to track/add new fields.CRITICAL S via User Defined Fields WM.15 The system has the ability to accommodate multiple labor codes.CRITICAL S WM.16 The system has the ability to maintain job descriptions within the system.CRITICAL S WM.17 The system has the ability to allow positions to be budgeted for partial year (e.g., three, six, nine months).CRITICAL S WM.18 The system has the ability to reinstate a separated employee, requiring approval sign-off per user-defined rules (at multiple levels if necessary).CRITICAL S Via Workflow WM.19 The system has the ability to identify at the time of separation if the employee is eligible for rehire. CRITICAL S WM.20 The system has the ability to provide for multiple compensation plans (e.g., police, fire, union groups, general compensation plan, etc.).CRITICAL S WM.21 The system has the ability to accommodate multiple salary tables (e.g., grades and steps) linked to multiple job/description classes.CRITICAL S WM.22 The system has the ability to accommodate tracking shift structure for employees.CRITICAL S WM.23 The system has the ability to capture permanent and temporary job-type CRITICAL S WM.24 The system has the ability to capture the typical hours of a position (e.g., 9am to 5pm).DESIRED S Yes, but only basic shift tracking in Munis WM.25 The system has the ability to assign employees to single or multiple jobs and pay grades (with multiple levels of sign-off approval per user-defined rules). CRITICAL S WM.26 The system has the ability to monitor base salary and additional compensation components by employee.CRITICAL S Attachment B Page 124 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Workforce Management Req #Description of Requirement Criticality Response Comments WM.27 The system has the ability to track temporary alternate duty assignments and restrictions.CRITICAL S WM.28 The system has the ability to support HIPAA compliance.CRITICAL N Tyler's software and services are generally not subject to HIPAA because Tyler is not acting as a Business Associate, as that term is defined under the law. WM.29 The system has the ability to provide drill down capability to see attachments to employee records based on security permissions.CRITICAL S WM.30 The system has the ability to support the management of volunteer positions.DESIRED S WM.31 The system has the ability to automatically calculate an employees FTE based on hours worked. DESIRED N WM.32 The system has the ability to allow the City track an employees FTE. CRITICAL S Employee Central/Master File Data WM.33 The system has the ability to set up an employee master file for each employee.CRITICAL S WM.34 The system has the ability to maintain a unique employee number for each person regardless of their employment status within the system (i.e., termination, reinstatement, retirement). CRITICAL S WM.35 The system has the ability to allow for the tracking of City-defined employee data with the ability to track/add new fields.CRITICAL S via User Defined Fields WM.36 The system has the ability to allow each department to assign assets to an employee.DESIRED S WM.37 The system has the ability to provide internal checklists for employee hire and termination process to ensure all steps are completed (checklist should include acknowledgement of receipt/understanding of policy and agreement documents). CRITICAL S WM.38 The system has the ability to provide workflows for employee hire and termination process to ensure all steps are completed.DESIRED S WM.39 The system has the ability to maintain name change history.CRITICAL S WM.40 The system has the ability to default all employee communications based on the preferred first name.DESIRED S WM.41 The system has the ability to search by credentials, such as license or self- reported skills/abilities for employees (i.e., in the case of a pandemic outbreak a department may need to search for employees with specific credentials such as license to fill a position). DESIRED S WM.42 The system has the ability to provide all personnel transaction processing (new hire, term, etc.) across multiple functional areas so that a single process includes employment, payroll, benefits, etc. CRITICAL S Attachment B Page 125 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Workforce Management Req #Description of Requirement Criticality Response Comments WM.43 The system has the ability to default specified Job Code data (e.g., pay grade & schedule, probation length) to new position and employee record, with ability for default values to be overridden by the user based on appropriate security permissions. CRITICAL S WM.44 The system has the ability to transfer an employee to a different department/division or payroll group without re-entering the entire employee file. CRITICAL S WM.45 The system has the ability to track probationary period and performance review schedule separately by employee/position.CRITICAL S Employee Discipline/Grievances WM.46 The system has the ability to record and track various discipline types that are maintained by the HR department.CRITICAL S WM.47 The system has the ability to record and track disciplinary actions (and maintain history) including information on incidents causing the action, steps taken in resolution, and the personnel involved.CRITICAL S WM.48 The system has the ability to allow a supervisor to view prior discipline action, with appropriate security.DESIRED S WM.49 The system has the ability to capture user-entered narrative for each step of disciplinary process with appropriate security.DESIRED S WM.50 The system has the ability to track City-defined information related to grievances.DESIRED S via Case Management WM.51 The system has the ability to allow for a City-defined multi-step grievance process.DESIRED S via Case Management WM.52 The system has the ability to track all activities associated with the management of the grievance.DESIRED S WM.53 The system has the ability to accommodate planned or immediate terminations.DESIRED S WM.54 The system has the ability to define multiple separation codes (discharged due to misconduct, performance issues, poor attendance, other user- defined; resignation due to mutual agreement, career advancement, career change, relocation, retirement, other user-defined). CRITICAL S WM.55 The system has the ability to provide a termination or other status change processes checklist.DESIRED S WM.56 The system has the ability to record employee's and supervisor's reasons for termination/separation.DESIRED S Performance Evaluations WM.57 The system has the ability to accommodate employee evaluation forms in various formats that can be easily customized by the City.CRITICAL S Attachment B Page 126 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Workforce Management Req #Description of Requirement Criticality Response Comments WM.58 The system has the ability to allow the City to define multiple performance evaluation schedules. CRITICAL S WM.59 The system has the ability to accommodate review schedules and notify employees and supervisors of evaluation due dates.DESIRED S WM.60 The system has the ability to allow authorized users to prepare and submit a non-scheduled performance review.CRITICAL S WM.61 The system has the ability to trigger e-mail notification for an evaluation based on an user-definable amount of time prior to due date.DESIRED N Manager will be notifed of incomplete evaluations via Manager Self-Service WM.62 The system has the ability to track probation periods of differing lengths. CRITICAL S WM.63 The system has the ability to provide supervisors with list of their employees and projected review date.CRITICAL S WM.64 The system has the ability to provide multi-step approval/workflow for review and approval of performance evaluations.DESIRED S WM.65 The system has the ability to provide self-, peer- or “360-“ evaluation functionality.CRITICAL S WM.66 The system has the ability to have finalization of performance review to automatically generate an action to an employee record (i.e., change the next review date). DESIRED S Not automated but supervisor/HR can create next evaluation after completing the current one WM.67 The system has the ability to provide for more than one supervisor to complete evaluation for same time period when employee works in more than one position with multiple supervisors. DESIRED S WM.68 The system has the ability to attach performance evaluations to the employee record.CRITICAL S WM.69 The system has the ability to perform performance evaluation scheduling (including employee, reviewer(s), date).DESIRED N WM.70 The system has the ability to record performance evaluation detail, including narratives.CRITICAL S WM.71 The system has the ability to accommodate electronic performance evaluations, utilizing workflow for approvals. CRITICAL S Training and Certifications WM.72 The system has the ability to record and update City-defined employee training data. CRITICAL S WM.73 The system has the ability to track dates of licensure, certification, training, permits, and other expirations.CRITICAL S WM.74 The system has the ability to provide employee and supervisor notices when expirations are within a user-defined time period.DESIRED S Via Mail Merge/SSRS WM.75 The system has the ability to provide employee and supervisor notices of violation and expirations.DESIRED S Via Mail Merge/SSRS Attachment B Page 127 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Workforce Management Req #Description of Requirement Criticality Response Comments WM.76 The system has the ability to track driver's license requirements for various job classes.CRITICAL S WM.77 The system has the ability to track training attendance/completion by employee, division, and department.CRITICAL S WM.78 The system has the ability to track progress toward and completion of licenses and certifications as required for specific jobs.DESIRED S Completion of training courses/certificaiton tracking WM.79 The system has the ability to attach training and certification documents to the employee file. CRITICAL S Via Tyler Content Manager Learning Management System WM.80 The system has the ability to provide a Learning Management module that is integrated with other system modules, including (but not limited to) Human Resources, Employee Self Service (ESS), and Performance Management. DESIRED N WM.81 The system has the ability to support and manage a blended learning environment (e.g., online, classroom/instructor-led, events, etc.).DESIRED N WM.82 The system has the ability to provide user-friendly templates and workflows for creating, editing, and updating courses and classes (e.g., assign subjects, curriculum, audiences, prerequisites, competencies, completion dates, expiration date). DESIRED N WM.83 The system has the ability to allow for links to third-party courses and learning content, including ability to track participation through the system.DESIRED N WM.84 The system has the ability to support assigning courses to multiple groups that can be defined based on department, role, job titles, functional groups, etc. DESIRED S WM.85 The system has the ability to support classroom management (creating classrooms and assigning courses, instructors if applicable, locations and resources).DESIRED N WM.86 The system has the ability to provide a calendar of City provided training opportunities, which includes descriptions of class, cost, time, date, place, and instructor.DESIRED S WM.87 The system provides the ability to allow online employee enrollment for City- provided course opportunities, including workflow for supervisors' approval or denial. DESIRED S WM.88 The system has the ability to support notification and viewing of certification/course requirements expiring in a configurable timeframe (e.g., 30, 60, 90 days, etc.) as defined by administrator.DESIRED S Attachment B Page 128 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Workforce Management Req #Description of Requirement Criticality Response Comments WM.89 The system has the ability to assign certification and mandatory training to employees and notify supervisor & employee of a need for certification/training though workflow notifications. DESIRED S WM.90 The system has the ability to support making tests or surveys required to complete a course.DESIRED N WM.91 The system has the ability to automatically update employee profile with appropriate training credits, and hours after an employee completes a course/class. DESIRED S WM.92 The system has the ability to store, track and retrieve employee learning profiles, transcripts, and activity/transaction history.DESIRED S Employee and Manager Self Service WM.93 The system has the ability to allow employees to see City-defined personal information. CRITICAL S Where applicable WM.94 The system has the ability to allow employees to view benefit information. CRITICAL S WM.95 The system has the ability to allow employees to make updates that are subject to an internal review process by HR. CRITICAL S WM.96 The system should provide employees the ability to initiate requests and view the status of these requests (e.g., leave requests).CRITICAL S WM.97 The system has the ability to provide notification of changes (as described above) to an employee and a supervisor (or other employee).CRITICAL S In ExecuTime, notifications for shift assignments or shift removal are available WM.98 The system has the ability to display the most recent pay stub for viewing and printing in a secure environment.CRITICAL S WM.99 The system has the ability to display past pay stubs.CRITICAL S WM.100 The system has the ability to allow employees to report an incident/accident. DESIRED C Analysis needed to quote WM.101 The system has the ability to allow employees to view pay stub information including (but not limited to) the following: gross pay; taxes; other deductions; net pay; pay period; and year-to-date totals.CRITICAL S WM.102 The system has the ability to allow employees to review vacation and sick day balances and submit leave requests.CRITICAL S WM.103 The system has the ability to allow employees to submit time/leave online.CRITICAL S WM.104 The system has the ability to allow employees to indicate that the employee is willing to receive only electronic W2's and opt-out of receiving printed W2. CRITICAL S WM.105 The system has the ability to display W2s for viewing and printing in a secure environment.CRITICAL S Attachment B Page 129 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Workforce Management Req #Description of Requirement Criticality Response Comments WM.106 The system has the ability to display all benefit forms for viewing and printing in a secure environment.CRITICAL S WM.107 Employee Information Access;CRITICAL S WM.108 Time Entry review/approvals;CRITICAL S WM.109 Leave Requests review/approvals;CRITICAL S WM.110 Leave Accruals (view only);CRITICAL S WM.111 Personnel Actions;CRITICAL S Via the Munis application WM.112 Performance Reviews;CRITICAL S Via the Munis application WM.113 Recruiting/Application Tracking/Hiring;CRITICAL S WM.114 Training Requests Review/Approvals;DESIRED S WM.115 Education Requests Review/Approvals;DESIRED S Via External training WM.116 Management Dashboard (Executive Information System);CRITICAL S WM.117 Risk management reporting;DESIRED S Via SQL Server Reporting Services WM.118 Other user defined processes.DESIRED S Based on setup and access Reporting and Querying WM.119 The system has the ability to perform ad-hoc reporting on any field or feature for a user defined point in time (i.e., salary as of a user defined date). CRITICAL S Some would require SQL Server Reporting Services WM.120 The system has the ability to provide standard data and reports to meet established State and Federal reporting requirements. CRITICAL S Tyler will commit to providing all state and federal mandated reports or data file submissions required to be submitted to the state that are not already provided through standard reports or inquiry functions. In addition, any changes to mandated State/Federal specified file layouts will be provided for no additional license/maintenance fees to all clients who have a current Maintenance Agreement in place. WM.121 The system has the ability to generate a list of all employees charged to departments other than their home department.CRITICAL S May require SQL Server Reporting Services The system has the ability to provide an interface for manager self-service that includes functionality consistent with the employee self-service interface, and also offers the following functionality: Attachment B Page 130 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Workforce Management Req #Description of Requirement Criticality Response Comments WM.122 The system has the ability to generate a labor utilization report that shows filled and unfilled positions with user-defined dates and position salary information. CRITICAL S May require SQL Server Reporting Services WM.123 The system has the ability to provide positions filled/available reporting.CRITICAL S WM.124 The system has the ability to generate seniority reporting.CRITICAL S WM.125 The system has the ability to track employee seniority. CRITICAL S WM.126 The system has the ability to provide a generate a reporting structure. CRITICAL S Via Org Chart WM.127 The system has the ability to generate an org chart based on user-defined criteria (e.g., citywide, department, manager, etc.) DESIRED S Org Chart available via Microsoft Visio WM.128 The system has the ability to generate a report on the time to fill a position. DESIRED S Via SQL Server Reporting Services WM.129 The system has the ability to report on employee metrics (e.g., time to fill, turnover, number of hires, diversity, number of trainings)DESIRED S Via SQL Server Reporting Services WM.130 The system has the ability track multiple dates per employee (e.g., hire date, full time date, current date, position date, promotion date, anniversary date, etc. CRITICAL S WM.131 The system has the ability to report on effective date changes.CRITICAL S Via SQL Server Reporting Services Attachment B Page 131 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements N No: Feature/Function cannot be provided. Benefits Req #Description of Requirement Criticality Response Comments General BF.1 The system has the ability to provide an Benefits module that is integrated with all other system modules including Workforce Management.CRITICAL S BF.2 The system has the ability to provide a benefits enrollment portal to accommodate open season, qualifying life events, and new hire enrollment processes. CRITICAL S BF.3 The system has the ability to support the management and enrollment in Public Employees Retirement Association of Minnesota (PERA).CRITICAL S Tyler will commit to providing all state and federal mandated reports or data file submissions required to be submitted to the state that are not already provided through standard reports or inquiry functions. In addition, any changes to mandated State/Federal specified file layouts will be provided for no additional license/maintenance fees to all clients who have a current Maintenance Agreement in place. BF.4 The system has the ability to support the management and enrollment in the City's benefit provider benefit plans.CRITICAL S Deduction Management/Enrollment Response Indicators: When providing responses to the requirements in Attachment B, proposers shall use the following response indicators:Instruction S Standard: Feature/Function is included in the current software release and will be implemented by the planned phase go-live date as part of the Proposal from vendors in accordance with agreed-upon configuration planning with the City. Respondents are encouraged, but not required, to provide additional information in the Comments column to further demonstrate the system’s ability to meet the requirement. T Third-Party: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with integration with a third-party system. This system should be specified. If a response indicator of “T” is provided for a requirement that will be met by integration with a third-party system, the Respondent shall identify this third-party system and include a cost proposal to secure this system. F Future: Feature/Function will be available in a future software release available to the City by April 1, 2019, at which point it will be implemented in accordance with agreed-upon configuration planning with the City. If a response indicator of “F” is provided for a requirement that will be met in a future software release, the Respondent shall indicate the planned release version as well as the time the release will be generally available. C Customization: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with custom modifications. All related customization costs should be indicated in the Comments column next to the feature/function, and the total cost included in Attachment C – Cost Worksheet. If a response indicator of “C” is provided for a requirement that will be met through a custom modification, the Respondent shall indicate the cost of such a modification. Attachment B Page 132 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Benefits Req #Description of Requirement Criticality Response Comments BF.5 The system has the ability to automatically send benefit enrollment information to the City's benefit providers.CRITICAL S Via Benefit 834 Export BF.6 The system has the ability to accommodate participant and dependent benefit enrollment processing for benefit options.CRITICAL S BF.7 The system has the ability to establish multiple eligibility rules.CRITICAL S BF.8 The system has the ability to calculate premium amounts based on user- defined tables.CRITICAL S BF.9 The system has the ability to start and stop any deductions at any given time.CRITICAL S BF.10 The system has the ability to support flexible benefit accounts.CRITICAL S BF.11 The system has the ability to support flexible spending accounts enrollment and reimbursement.CRITICAL S BF.12 The system has the ability to identify type of coverage (e.g., single, two- person, family).CRITICAL S BF.13 The system has the ability to track benefits eligibility.CRITICAL S BF.14 The system has the ability to notify employees of benefit eligibility dates.CRITICAL S BF.15 The system has the ability to maintain coverage and deduction detail by date.CRITICAL S BF.16 Coverage effective dates;CRITICAL S BF.17 Coverage history;CRITICAL S BF.18 Name change history;CRITICAL S BF.19 Dependent information;CRITICAL S BF.20 Beneficiary information; and CRITICAL S BF.21 Years of service.CRITICAL S BF.22 The system has the ability to maintain premium and deduction amounts for multiple benefit plans (e.g., health insurance, dental insurance, etc.).CRITICAL S BF.23 The system has the ability to track benefit allowance contributions to insurance other than health insurance. CRITICAL S BF.24 The system has the ability to differentiate, for deferred compensation purposes, any employer match.DESIRED S BF.25 The system has the ability to establish the appropriate tax ramifications for the deferred compensation amounts.CRITICAL S BF.26 The system has the ability to manually adjust benefit withholdings.CRITICAL S BF.27 The system has the ability to maintain the benefit status even in certain user-defined non-paid statuses.CRITICAL S The system has the ability to track the following: Attachment B Page 133 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Benefits Req #Description of Requirement Criticality Response Comments Eligibility and Enrollment BF.28 Length of service;CRITICAL S BF.29 Age;CRITICAL S BF.30 Marital status;CRITICAL S BF.31 Dependent information for multiple dependents (including name, SSN, address, other contact information);CRITICAL S BF.32 Employee status (active, retired, leave of absence, suspension, termination, FMLA, military leave, etc.);CRITICAL S BF.33 Hours worked by various search criteria (e.g., weekly, bi-weekly, pay period, annually); and CRITICAL S BF.34 Other user-defined.DESIRED S BF.35 The system has the ability to allow mass updates of employee plan designation.CRITICAL S BF.36 The system has the ability to allow update of benefits individually and as a group.CRITICAL S BF.37 The system has the ability to generate summary statements by employee.CRITICAL S Via Mail Merge/SSRS BF.38 The system has the ability to integrate COBRA and Retiree Benefits with General Ledger and Accounts Receivable.DESIRED S BF.39 The system has the ability to track and bill health and other benefit payments for retirees.DESIRED S BF.40 The system has the ability to identify leave start and end dates.CRITICAL S BF.41 The system has the ability to identify employee status (e.g., FMLA leave, military leave, retired).CRITICAL S BF.42 The system has the ability to track different leave types which accumulate concurrently as defined by user for each employee (e.g., military annual leave, military leave, workers' compensation). CRITICAL S BF.43 The system has the ability to track leave and place a manual or automatic stop on accruals when contract maximums are reached.CRITICAL S BF.44 The system has the ability to provide notices to employees for Family Medical Leave Act (FMLA) events, based on user-defined criteria.DESIRED S Via Mail Merge/SSRS BF.45 The system has the ability to track FMLA based on user-defined criteria (e.g., length of service, eligibility, previous FMLA use, etc.).CRITICAL S BF.46 The system has the ability to maintain benefit coverage for employees on leave who elect to pay for his or her own coverage.CRITICAL S BF.47 The system has the ability to produce confirmation letters indicating the employee's current participation levels in all benefit plans.DESIRED S Via Mail Merge/SSRS The system has the ability to maintain benefit eligibility data including: Attachment B Page 134 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Benefits Req #Description of Requirement Criticality Response Comments BF.48 The system has the ability to interface with the employee self-service module for benefit plan open enrollment, benefits and other changes, etc., (with verification process). CRITICAL S BF.49 The system has the ability to track current and historical benefit costs including (but not limited to): employer cost; employee cost; and total premiums/contributions. CRITICAL S BF.50 The system has the ability to maintain a record of employee plan history.CRITICAL S BF.51 The system has the ability to validate that the employee is eligible for the plan selected.DESIRED S BF.52 The system has the ability to show only eligible plans based on user- defined criteria in the benefit self-service portal. CRITICAL S Enrollment restrictions can prevent user from seeing plans they are not eligible for BF.53 The system has the ability to determine coverage and deduction amounts for the employee using parameters stored in the benefit plan structure tables. CRITICAL S BF.54 The system has the ability to support pre- and post-tax payroll deductions.CRITICAL S BF.55 The system has the ability to automatically produce payroll deductions based on benefit plan enrollments.CRITICAL S BF.56 The system has the ability to process and pay benefits reimbursement on a payroll check.DESIRED S BF.57 The system has the ability to retroactively enroll employees in plans, and automatically impact payroll to compute the proper pay adjustments and deductions.CRITICAL S BF.58 The system has the ability to retroactively enroll dependents in plans, and automatically impact payroll to compute the proper pay adjustments and deductions. CRITICAL S BF.59 The system has the ability to recalculate life insurance amounts and costs to be recalculated for all employees at any time during the year based on changed salary, coverage, and/or plan cost parameters. DESIRED S Payroll retro calc is manual BF.60 The system has the ability to enter new enrollment data for a future date without changing the current elections until the date of the new enrollment period begins. CRITICAL S Payroll retro calc is manual BF.61 The system has the ability to provide self-service benefit enrollment for COBRA participants. DESIRED S BF.62 The system has the ability to provide open enrollment information to COBRA participants.DESIRED S BF.63 The system has the ability for an employee to view current elections through the self-service portal.CRITICAL S Attachment B Page 135 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Benefits Req #Description of Requirement Criticality Response Comments BF.64 The system has the ability for an employee to view current elections and employee and employer costs through the self-service portal.CRITICAL S BF.65 The system has the ability to provide a "what if" cost estimator for employees to calculate benefit costs based on potential future events or changes. DESIRED S Paycheck simulator BF.66 The system has the ability to provide notification of dependent ineligibility (e.g., dependent reaches age of 26)DESIRED S Vial Mail Merge/SSRS Cobra Administration BF.67 The system has the ability to track COBRA eligibility based upon City- defined criteria.DESIRED S BF.68 Expiration dates;DESIRED S BF.69 Employee cost;DESIRED S BF.70 Elected coverage;DESIRED S BF.71 Payment history;DESIRED S BF.72 Notification and response dates;DESIRED S BF.73 Qualifying event;DESIRED S BF.74 Other, user-defined.DESIRED S BF.75 The system has the ability to track relevant COBRA information by employee.DESIRED S BF.76 The system has the ability to maintain the date an employee goes on COBRA benefit and COBRA code.DESIRED S BF.77 The system has the ability to print the cost of COBRA coverage for active or retired employees.DESIRED S BF.78 The system has the ability to set COBRA termination dates by individual enrollee.DESIRED S BF.79 The system has the ability to automatically send notification to COBRA enrollees when coverage is going to expire.DESIRED S BF.80 The system has the ability to store COBRA dependent history data.DESIRED S BF.81 The system has the ability to notify third party administrator regarding COBRA eligible participants.CRITICAL S BF.82 Maintenance of COBRA qualifying events and event dates;DESIRED S BF.83 Automatic date calculations;DESIRED N BF.84 Forms;DESIRED S BF.85 Correspondence;DESIRED S The system has the ability to support tracking of COBRA related laws, to include, but not limited to: The system has the ability to track and maintain COBRA benefits, including: Attachment B Page 136 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Benefits Req #Description of Requirement Criticality Response Comments BF.86 COBRA reports;DESIRED S BF.87 Notifications;DESIRED S BF.88 Billings (and separate billings by plan);DESIRED S BF.89 Initiation of COBRA processing when an individual’s coverage is terminated due to a COBRA qualifying event.DESIRED S BF.90 The system has the ability to integrate with the City's accounts payable and accounts receivable systems for the purpose of billing for COBRA related expenses. DESIRED S Assuming the use of Munis AR BF.91 The system has the ability to track billing and payment for COBRA related expenses.CRITICAL S Reporting and Querying Tyler will commit to providing all state and federal mandated reports or data file submissions required to be submitted to the state that are not already provided through standard reports or inquiry functions. In addition, any changes to mandated State/Federal specified file layouts will be provided for no additional license/maintenance fees to all clients who have a current Maintenance Agreement in place. BF.92 FMLA;CRITICAL S BF.93 Department of Labor;CRITICAL S BF.94 Military status; and CRITICAL S BF.95 FLSA standards and regulations.CRITICAL S BF.96 The system has the ability to provide all employees and retirees with annual benefit statements (benefits statements shall provide designated beneficiary information and benefits that are available to beneficiaries).CRITICAL S Mail Merge for hard copy statements BF.97 The system has the ability to generate a GASB report (i.e., dependent information).CRITICAL S May require SQL Server Reporting Services BF.98 The system has the ability to generate a plan enrollment report for all employees.CRITICAL S May require SQL Server Reporting Services The system has the ability to generate reports and forms that comply with the following: Attachment B Page 137 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements N No: Feature/Function cannot be provided. Risk Management Req #Description of Requirement Criticality Response Comments General RM.1 The system has the ability to provide an Risk Management module that is integrated with all other system modules including Workforce Management.CRITICAL S RM.2 The system has the ability to maintain medical files for certain employees depending on system security permissions (e.g., public safety/police evaluations). DESIRED S Munis does not track medical information, but can store documents attached to employees via Tyler Content Manager RM.3 The system has the ability to maintain records of physical exams, injuries, illnesses, test results, and other user defined.DESIRED S As an attachment in Tyler Content Manager, non HIPAA RM.4 The system has the ability to accommodate all HIPAA compliance rules and regulations for maintaining health-related data entered into the system. CRITICAL N Tyler's software and services are generally not subject to HIPAA because Tyler is not acting as a Business Associate, as that term is defined under the law. RM.5 The system has the ability to allow the City to define the information that is tracked related to accidents and injuries.CRITICAL S Response Indicators: When providing responses to the requirements in Attachment B, proposers shall use the following response indicators:Instruction S Standard: Feature/Function is included in the current software release and will be implemented by the planned phase go-live date as part of the Proposal from vendors in accordance with agreed-upon configuration planning with the City. Respondents are encouraged, but not required, to provide additional information in the Comments column to further demonstrate the system’s ability to meet the requirement. F Future: Feature/Function will be available in a future software release available to the City by April 1, 2019, at which point it will be implemented in accordance with agreed-upon configuration planning with the City. If a response indicator of “F” is provided for a requirement that will be met in a future software release, the Respondent shall indicate the planned release version as well as the time the release will be generally available. C Customization: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with custom modifications. All related customization costs should be indicated in the Comments column next to the feature/function, and the total cost included in Attachment C – Cost Worksheet. If a response indicator of “C” is provided for a requirement that will be met through a custom modification, the Respondent shall indicate the cost of such a modification. T Third-Party: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with integration with a third-party system. This system should be specified. If a response indicator of “T” is provided for a requirement that will be met by integration with a third-party system, the Respondent shall identify this third-party system and include a cost proposal to secure this system. Attachment B Page 138 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Risk Management Req #Description of Requirement Criticality Response Comments RM.6 The system has the ability to support an automated process for randomly selecting City employees for drug tests.DESIRED S RM.7 The system has the ability to maintain and track information related to drug testing, including (but not limited to): date and time of notification, date and time of test; date and time of arrival; test outcome for alcohol and drug separately (P/F); date pass/fail; reason for test (e.g., reasonable suspicion, random selection, new employee, etc.); classification of employee (user- defined). CRITICAL S Cannot track arrival date/time explicitly, but a comment field could be used. RM.8 The system has the ability to integrate with GIS to track location associated with claims.DESIRED N RM.9 The system has the ability to integrate with building/equipment management systems to track property damage.DESIRED S RM.10 The system has the ability to export incident reports to send to third-party organizations (e.g., League of Minnesota Cities).DESIRED S Via SSRS report or Excel Export Accident/Injury/Property Liability RM.11 The system has the ability to maintain property and casualty insurance information.CRITICAL S RM.12 The system has the ability to maintain certificate of insurance information.CRITICAL S RM.13 The system has the ability to maintain vehicle insurance information.CRITICAL S RM.14 The system has the ability to link the insurance information to the related fixed assets information. CRITICAL S Asset can be linked to claim RM.15 The system has the ability to track accidents and injuries and follow-up for all employees.CRITICAL S RM.16 The system has the ability to track timelines and conditions related to incidents, injuries, and restrictions.CRITICAL S RM.17 The system has the ability to allow for the input of unlimited history on accidents and injuries.CRITICAL S Via notes RM.18 The system has the ability to allow staff to complete a form in a self-service portal to report the incident. DESIRED C Analysis needed to quote RM.19 The system has the ability to route the form for approval through a workflow process. DESIRED N RM.20 The system has the ability to generate the first report of injury form. CRITICAL S Could be created as custom form through Tyler Forms or via mail merge/SSRS - further analysis may be needed based on requirements Some may require use of user-defined fieldsThe system has the ability to track accidents/incidents, third-party injuries, and property damage by the following: Attachment B Page 139 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Risk Management Req #Description of Requirement Criticality Response Comments RM.21 Type;CRITICAL S RM.22 Cause;CRITICAL S RM.23 Third-Party Administrator (TPA) claim number;CRITICAL S RM.24 Department;CRITICAL S RM.25 Division; CRITICAL S RM.26 Individual;CRITICAL S RM.27 Position control number;CRITICAL S RM.28 Equipment unit number;CRITICAL S RM.29 Equipment damage cost;CRITICAL S RM.30 Date of incident;CRITICAL S RM.31 Day of incident;CRITICAL S RM.32 Time of incident;CRITICAL S RM.33 Location of incident;CRITICAL S RM.34 Investigator's name;CRITICAL S RM.35 Investigation type;CRITICAL S RM.36 Injury type;CRITICAL S RM.37 Estimated legal cost;CRITICAL S RM.38 Actual legal cost;CRITICAL S RM.39 Estimated lost time;CRITICAL S RM.40 Disposition; DESIRED S RM.41 Adjudication; and DESIRED S RM.42 Other User-defined.DESIRED S RM.43 The system has the ability to allow text descriptions for accident and injury reporting.CRITICAL S RM.44 The system has the ability to attach associated documentation to accident or injury reports (e.g., scanning and imaging).CRITICAL S RM.45 The system has the ability to record physical restrictions.CRITICAL S RM.46 The system has the ability to track timelines and conditions related to incidents and injuries.CRITICAL S RM.47 The system has the ability to receive/suspend reminders for required timelines regarding follow-ups; return to work; light duty; lost time; and other user-defined criteria. DESIRED S RM.48 The system has the ability to estimate payroll liability for workers' compensation for each job classification code.DESIRED S Attachment B Page 140 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Risk Management Req #Description of Requirement Criticality Response Comments RM.49 The system has the ability to track incidents, injuries, and follow-ups in all employees including workers compensation.CRITICAL S RM.50 The system has the ability to track incident recommendations and preventive measures.CRITICAL N RM.51 The system has the ability to track accidents on either employees or non- employees injured or involved in an accident on City property.CRITICAL S RM.52 The system has the ability to store and/or generate an employee statement and an employer statement.CRITICAL S RM.53 The system has the ability to maintain tables of accident types, injury types, and OSHA types, and verify real-time during entry to assure consistent usage and reporting. CRITICAL S RM.54 The system has the ability to track timelines and conditions related to permitting return to work.CRITICAL S RM.55 The system has the ability to import historical workers' compensation and risk management information from past third-party vendors or systems.DESIRED N RM.56 The system has the ability to provide contact management and documentation capability to capture information like phone calls from claimers', time for issue resolution, etc. DESIRED S RM.57 The system has the ability to access and import data related to motor vehicle driving history from a third-party and update the employee record with a driving eligibility status. DESIRED N RM.58 The system has the ability to generate OSHA forms from an incident.CRITICAL S RM.59 The system has the ability to dispose of a fixed asset as a result of an accident. DESIRED N Reporting and Analysis RM.60 The system has the ability to generate reports and forms that comply with OSHA standards and regulations.CRITICAL S RM.61 The system has the ability to provide OSHA specific reporting requirements including but not limited to OSHA 300 log reports. CRITICAL S Attachment B Page 141 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Risk Management Req #Description of Requirement Criticality Response Comments RM.62 The system has the ability to provide standard data and reports to meet established State and Federal reporting requirements. CRITICAL S Tyler will commit to providing all state and federal mandated reports or data file submissions required to be submitted to the state that are not already provided through standard reports or inquiry functions. In addition, any changes to mandated State/Federal specified file layouts will be provided for no additional license/maintenance fees to all clients who have a current Maintenance Agreement in place. RM.63 The system has the ability to analyze trends Citywide related to accidents/incidents/injuries.CRITICAL N RM.64 The system has the ability to calculate total loss by department.DESIRED N RM.65 The system has the ability to integrate with the budget module to analyze trends and forecast based on liability/loss data.DESIRED N RM.66 The system has the ability to create trend reports based on claims (e.g., report on trends for Safety Committee). CRITICAL N RM.67 The system has the ability to report on the history of claims, lost time, medical only, totals, paid and incurred claims.CRITICAL N Attachment B Page 142 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Req #System/Interface Vendor Version Database Platform Type of Integration Reason for Integration Criticality City Comments Vendor Response Method of Integration (flat- file,API, XML, HTTP, etc.) Vendor Comments Cost to Develop INT.1 ERP System JD Edwards 9.2.2.3 Oracle RECEIVE Receive: The ERP system should receive information from the current legacy system during the implementation period. CRITICAL S Import INT.2 Utility billing Advanced CIS Infinity 3.1.27_LGS MS SQL RECEIVE Receive: The future ERP system should receive financial data from CIS Infinity. CRITICAL The City would like to replace this system with the new ERP system as long as the functionality in the new ERP system meets City requirements. S Replace System replaced by proposed Munis UB-CIS solution INT.3 Building permitting PIMS 2018.08.21.2 MS SQL RECEIVE Receive: The future ERP system should receive financial data from PIMS. CRITICAL S Import Import options available assuming compatible format INT.4 Benefits open enrollment Apprize NA NA BOTH Receive: The future ERP system should receive benefits information from Apprize. The future ERP system should send employee demographic information to Apprize. CRITICAL The City would like to replace this system with the new ERP system as long as the functionality in the new ERP system meets City requirements. S Replace System replaced by proposed Munis Payroll w/ ESS and HR & Talent Management solutions INT.5 Electronic bill presentment and payment solution Invoice Cloud Cloud based Cloud based BOTH Send: The future ERP system utility billing module will need to send billing data to Invoice Cloud and receive payment data from Invoice Cloud. CRITICAL N INT.6 Bill printing Impact NA NA SEND Send: The future ERP system utility billing module will need to send bill print information to Impact. CRITICAL S File Assuming a standard XML export file is consumed INT.7 Meter reading Neptune/N_SIG HT R900-V4 NA BOTH Both: The future ERP system utility billing module will need to send and receive meter read data to and from Neptune. CRITICAL S Import/Expo rt Assuming import/export formats are compatible INT.8 Bank payment processing VANCO NA NA RECEIVE Receive: The future ERP system utility billing module will need to receive financial information from VANCO. CRITICAL S Import Import options available assuming compatible format Potential Interfaces The City has developed a list of potential interfaces for the future Enterprise Resource Planning (ERP) System. For the purpose of this procurement, a "system interface" involves the exchange of data, in real-time or batch mode to and/or from the external system and the ERP System with automation and/or workflow without the need for manual manipulation of the data format. In special cases, where technically feasible, an interface may involve real time interaction with external system software to invoke processing on that external system for real-time viewing in the ERP System. In several instances, interfaces in this list may not be required if the future ERP System can provide needed functionality. Conversely intended replacements of existing third-party systems may be adjusted if functionality in the future ERP System is not adequate. As a result, the City has developed a list of potential interfaces for vendors to respond to so that the City may consider its future applications environment. The types of integration are: SEND: The ERP system will only need to SEND data to the third party application. RECEIVE: The ERP system will only need to RECEIVE date from the third party application. BOTH: The ERP system will need to both SEND and RECEIVE information to/from the third party application. Attachment B Page 143 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Req #System/Interface Vendor Version Database Platform Type of Integration Reason for Integration Criticality City Comments Vendor Response Method of Integration (flat- file,API, XML, HTTP, etc.) Vendor Comments Cost to Develop INT.9 Bank payment processing metavante NA NA RECEIVE Receive: The future ERP system utility billing module will need to receive financial information from metavante. CRITICAL S Import Import options available assuming compatible format INT.10 Police scheduling and time entry Workforce Director NA NA BOTH Both: The future ERP system will need to send employee data to Workforce Director and receive hours worked from Workforce Director. CRITICAL The City would like to replace this system with the new ERP system as long as the functionality in the new ERP system meets City requirements. S Replace System replaced by proposed Munis Payroll w/ ESS, HR & Talent Management, ExecuTime & Attendance and Advanced Scheduling solutions INT.11 Scheduling and time entry WhenIWork Cloud based Cloud based BOTH Both: The future ERP system will need to send employee data to WhenIWork and receive hours worked from WhenIWork. CRITICAL The City would like to replace this system with the new ERP system as long as the functionality in the new ERP system meets City requirements. S Replace System replaced by proposed Munis Payroll w/ ESS, HR & Talent Management, ExecuTime & Attendance and Advanced Scheduling solutions INT.12 Applicant tracking and onboarding NEOGOV Cloud based Cloud based RECEIVE Receive: The future ERP system will need to receive applicant/employee data from NEOGOV. CRITICAL The City would like to replace this system with the new ERP system as long as the functionality in the new ERP system meets City requirements. S Replace System replaced by proposed Munis Recruiting solutions Attachment B Page 144 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Req #System/Interface Vendor Version Database Platform Type of Integration Reason for Integration Criticality City Comments Vendor Response Method of Integration (flat- file,API, XML, HTTP, etc.) Vendor Comments Cost to Develop INT.13 Document management Laserfiche Avante 10.3 MS SQL BOTH Send: The future ERP system will need to send supporting documents to Laserfiche. The future ERP system will need to retrieve the supporting documents from Laserfiche. CRITICAL N Replace/Im port/integrat e Munis does not include direct integration with third party Enterprise Content Management (ECM) solutions. Tyler has proposed Tyler Content Manager Standard Edition (TCM SE), an integrated content management solution, to electronically capture, manage, and retrieve all documents related to Tyler applications. Tyler Content Manager includes a document extract utility to automate document and metadata export to a file system that clients can use to import to a separate third party ECM solution. Retrieval of content stored in third-party ECM solutions directly from Munis applications is not supported. INT.14 Document management Laserfiche Avante 10.3 MS SQL RECEIVE Send: The future ERP system will need to receive form data from Laserfiche. DESIRED N Replace/Im port/integrat e INT.15 Police learning management system L.E.A. Data Technologies NA NA RECEIVE Receive: The future ERP system will need to receive learning management data from L.E.A. DESIRED S Import Assuming use of compatible import INT.16 Fire learning management system NA NA NA RECEIVE Receive: The future ERP system will need to receive learning management data from fire LMS. DESIRED S Import Assuming use of compatible import files INT.17 Liquor point-of- sale, inventory, and time entry system Lightspeed Cloud based Cloud based RECEIVE Receive: The future ERP system will need to receive financial and time entry data from LightSpeed. CRITICAL S Import Assuming use of compatible imports INT.18 Aquatics time clock Novatime Cloud based Cloud based BOTH Both: The future ERP system will need to send employee data and receive time entry data from Novatime. CRITICAL The City would like to replace this system with the new ERP system as long as the functionality in the new ERP system meets City requirements. S Replace System replaced by proposed Munis Payroll w/ ESS, HR & Talent Management, ExecuTime & Attendance and Advanced Scheduling solutions Attachment B Page 145 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Req #System/Interface Vendor Version Database Platform Type of Integration Reason for Integration Criticality City Comments Vendor Response Method of Integration (flat- file,API, XML, HTTP, etc.) Vendor Comments Cost to Develop INT.19 Communications billing Freshbooks Cloud based Cloud based RECEIVE Receive: The future ERP system will need to receive billing information from Freshbooks. CRITICAL The City would like to replace this system with the new ERP system as long as the functionality in the new ERP system meets City requirements. S Replace Potentially replaced with Munis General Billing - may need more information INT.20 Point-of-sale MaxGalaxy Cloud based Cloud based RECEIVE Receive: The future ERP system will need to receive financial data from MaxGalaxy. CRITICAL S Import Assuming use of compatible import files INT.21 Golf point-of-sale and inventory GolfNow 19.8.59.0 MS SQL RECEIVE Receive: The future ERP system will need to receive financial data from GolfNow. CRITICAL S Import Assuming use of compatible import files INT.22 OSHA reporting MyWave Cloud based Cloud based RECEIVE Receive: The future ERP system will need to receive OSHA reporting information from MyWave. CRITICAL The City would like to replace this system with the new ERP system as long as the functionality in the new ERP system has the available functionality. S Replace System replaced by proposed Munis Payroll w/ ESS and HR & Talent Management solutions INT.23 Work orders CityWorks 2015 MS SQL SEND Send: The future ERP system will need to send service requests from the utility billing module to Cityworks. DESIRED S Export Data can be exported - assuming exports are compatible INT.24 Vehicle, equipment, and inventory management CFA v.8.1.1185 MS SQL RECEIVE Receive: The future ERP system needs to receive asset information from CFA. DESIRED S Import Assuming use of compatible import files INT.25 Building manager VFA NA NA RECEIVE Receive: The future ERP system still need to receive asset information from VFA. DESIRED S Import Assuming use of compatible import files INT.26 Investment management Tracker NA NA RECEIVE Receive: The future ERP system will need to receive financial information from Tracker. DESIRED S Import Assuming use of compatible import files INT.27 Capital Improvement Plan (CIP) PlanIt NA MS Access RECEIVE Receive: The future ERP system will need to receive project budget data from CIP. DESIRED The City would like to replace this system with the new ERP system as long as the functionality in the new ERP system meets City requirements. S Replace Replaced by Munis Project & Grant Management solution INT.28 GIS ESRI 10.4.1 MS SQL SEND BOTH: the future ERP system will need to send utility billing data, risk data, fixed assets data. DESIRED S Tyler GIS integration included in pricing INT.29 Online Sales Paypal Cloud based Cloud based RECEIVE RECEIVE: the future ERP system will need to receive sales data from Paypal. CRITICAL S Standard integration exists INT.30 Purchasing card (p- card)US Bank NA NA RECEIVE RECEIVE: the future ERP system will need to receive p- card transaction details. CRITICAL S Import Standar p-card import available Attachment B Page 146 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Req #System/Interface Vendor Version Database Platform Type of Integration Reason for Integration Criticality City Comments Vendor Response Method of Integration (flat- file,API, XML, HTTP, etc.) Vendor Comments Cost to Develop INT.31 Accounts Payable Processing Tungsten Workflow v4.5.1.15 MS SQL BOTH BOTH: the future ERP system will need to receive the invoice information from Tunsgsten and send the payment information to Tungsten. CRITICAL S Import/Expo rt Assuming import/export formats are compatible - process could be replaced entirely with Munis AP INT.32 Help Desk Support Ticketing System Spiceworks 7.5 NA SEND BOTH: the future ERP system will need to send new hire and terminated data to Spiceworks. DESIRED S Export Assuming export files are compatible INT.33 Bank for ACH processing Wells Fargo NA NA SEND SEND: The future ERP system needs to send an ACH file to Wells Fargo. CRITICAL S Export File can be created INT.34 Positive pay US Bank NA NA SEND SEND: The future ERP system needs to send a positive file to US Bank. CRITICAL S Export File can be created INT.35 Cleared check file US Bank NA NA RECEIVE RECEIVE: The future ERP system needs to receive the cleared check file from US Bank. CRITICAL S Import Assuming use of compatible import files Attachment B Page 147 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Req #Data Conversion Object Source Quantity of Data Available Quantity of Data Needed in Future System City Criticality Included in Standard Implementation (Yes/No) Vendor Response Cost to Convert Vendor Standard Conversion Scope (Please outline standard scope of conversions for the objects identified) Vendor Comments DC.1 GL Account Balances JD Edwards 15 Years Current, Plus 2 Years Historical CRITICAL Yes S $1,500 GL Opt 1 Actuals - covers up to 3 years DC.2 GL Account Balances JD Edwards 15 Years Current, Plus 5 Years Historical DESIRED Yes S $3,000 DC.3 GL Account Transaction Data JD Edwards 15 Years Current, Plus 2 Years Historical DESIRED No DC.4 GL Account Summary Data JD Edwards 15 Years Current, Plus 2 Years Historical CRITICAL Yes S $3,500 Chart of Accounts; Budgets up to 3 years DC.5 Vendor File (Active Vendors)JD Edwards 23,000 Vendors All Vendors paid over the past 2 years CRITICAL Yes S $1,600 Accounts Payable Standard Master DC.6 AP History JD Edwards 15 Years Current, Plus 1 Years Historical CRITICAL Yes S $4,000 Accounts Payable Invoices & Checks up to 5 years DC.7 Budget History JD Edwards 15 Years Current, Plus 2 Years Historical CRITICAL Yes S $1,500 GL Opt 2 Budgets - covers up to 3 years Not transactional data DC.8 Project History JD Edwards 15 Years Current, Plus 2 Years Historical DESIRED Yes S $5,000 Proj/Grant Accounting Standard, Actuals and Budgets up to 3 years Balances only DC.9 Fixed Asset Information JD Edwards 15 Years All active fixed assets CRITICAL Yes S $3,000 Capital Assets Standard Master DC.10 Applicant Information NeoGov 6 Years Current/active applicants CRITICAL Yes S $1,400 Recruiting and application data DC.11 Employee Pay History JD Edwards 15 Years Current, Plus 3 Years Historical CRITICAL No S $2,500 DC.12 Employee Pay History JD Edwards 15 Years Current, Plus 5 Years Historical DESIRED Yes S $2,500 Earnings/Deduction s History up to 5 years Potential Data Conversions Directions: The City has developed a list of potential data conversion objects as part of the future system(s) implementation. For each object, proposers should indicated the proposed approach to data conversion includes the object or not. Additional information about each source can be found on the preceding interfaces tab. The cost to convert each object should be proposed on a line item basis and totaled in Attachment C - Cost Worksheet both by Criticial and Desired data conversion objects. Attachment B Page 148 of 149 Last Updated: September 21, 2018 City of Edina Functional and Technical Requirements Req #Data Conversion Object Source Quantity of Data Available Quantity of Data Needed in Future System City Criticality Included in Standard Implementation (Yes/No) Vendor Response Cost to Convert Vendor Standard Conversion Scope (Please outline standard scope of conversions for the objects identified) Vendor Comments DC.13 Employee Pay History JD Edwards 15 Years Current, Plus 15 Years Historical DESIRED No S $7,500 Current pricing for accumulators, check history, earnings/deductions up to 5 years DC.14 Employee Information JD Edwards 1200 (Active); Terminated Employee History Consistent with Pay History (approx. 3600 terminated employees) Current, Plus 3 Years Historical CRITICAL Yes S $7,900 DC.15 Employee Information JD Edwards 1200 (Active); Terminated Employee History Consistent with Pay History (approx. 3600 terminated employees) Current, Plus 5 Years Historical DESIRED Yes S $7,900 Payroll Accumalators up to 5 years; Accrual Balances; Check History up to 5 years; Deductions; standard employee file DC.16 Employee Information JD Edwards 1200 (Active); Terminated Employee History Consistent with Pay History (approx. 3600 terminated employees) Current, Plus 15 Years Historical DESIRED Yes S $11,300 DC.17 Customer File (Utilities) Advanced CIS Infinity 15,000 Active Accounts All active accounts CRITICAL Yes S $4,600 Utility Billing Standard DC.18 Customer Transaction History (Utilities) Advanced CIS Infinity 15,000 Active Accounts Current, Plus 2 Years Historical for Active Customers CRITICAL Yes S $12,200 Utility Billing Balance Forward AR, Consumption History, Services AR is balance forward, ar detail is converted as an attachment DC.19 Customer Transaction History (Utilities) Advanced CIS Infinity 15,000 Active Accounts Current, Plus 5 Years Historical for Active Customers DESIRED Yes S $12,200 Utility Billing Balance Forward AR, Consumption History, Services AR is balance forward, ar detail is converted as an attachment Attachment B Page 149 of 149 Last Updated: September 21, 2018 41 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services Tab 7 SYSTEM & APPLICATION ARCHITECTURE 7.1 ATTACHMENT A / TAB 7 4.9 Tab 7 – System and Application Architecture The seventh tab of the Proposal shall include: A. A completed response to the Tab 7 information contained in Attachment A. Please reference the completed response to the Tab 7 information contained in attachment A on the following pages. Tab 7 – System and Application Architecture I. GENERAL OVERVIEW Respondent to provide a description of the proposed system and application architecture for the proposed application. Tyler applications are multi-tiered, typically consisting of a 3-tier architecture; web, application, and database tiers. Tyler applications are deployed exclusively on industry leading Microsoft stack of technologies, utilizing Windows Server, SQL Server, Active Directory, Internet Information Services, Office, SQL Server Reporting Services, and SQL Server Analysis Services. Most industry standard server deployments are supported including bare-metal and virtualized environments, high availability configurations, and dedicated testing environments. All Tyler applications can also be hosted in the cloud by leveraging Tyler’s SaaS hosting service. II.SYSTEM AND APPLICATION ARCHITECTURE QUESTIONS Table 7-01: System and Application Architecture Questions What is the source language(s) of the product? Tyler uses industry leading development tools for our solutions, including Four Js Genero, Microsoft C#, ASP.NET, and HTML5. The core application framework is developed in Microsoft .NET and Four Js Genero Business Development Language. These tools provide Tyler clients with a business application infrastructure that enables the rapid and cost-effective creation of highly responsive enterprise-class software. The user interface is built on an XML-based model controlled dynamically at runtime. How many environments are available with your proposed solution at no additional cost (e.g., test, training, production)? Tyler’s standard application deployment includes production and test environments. Select Tyler application deployments may also include additional Train and/or Implementation environments. Traditionally these environments co- exist on the same server environment, however clients can choose to split them out to separate server environments. The test environment is typically utilized by clients to test new versions of application software prior to installing into production. While it's not required, some clients opt to host this environment on a separate server host. This provides the ability to also test platform updates such as operating system and RDBMS updates without effecting the production environment. For application deployments including a train environment, this environment typically mirrors production and is used as a sandbox for users to test or train on processes. Tools are provided to easily "refresh" application data and code from one environment to another. This can be performed on-demand or automated to occur on a schedule. Tyler will work with every client to discuss their current and desired business practices to determine the best configuration that will meet their infrastructure needs. Describe how often major and minor software updates are provided, as well as the level of City resources required for a major update, and the level of resources required for a minor update. Tyler deploys industry leading technology and features that are continually enhanced through a process of perpetual upgrades as part of our Evergreen Philosophy. This includes a continuous stream of significant, yet manageable updates deployed over the life of the application with minimal disruption to our clients. Application updates are provided in the following formats: •Technology Releases (e.g. XXXX.X V12, XXXX.X V13) are typically released every 3-4 years and represent the baseline for product release, integrating technological advances, and system-wide user-interface improvements. The Release Life-Cycle for Technology Releases is condensed to Early Adoption, Next Release Planning, and Product Retirement. •Product Releases (e.g. 2017.1 V12, 2018.1 V12) are released annually after the initial Technology Release. Enhancements and defect fixes (priorities 0-3) are included, as well as database updates. The full Release Life-Cycle applies to each release. Two Year-End releases are provided as the product release typically reaches the Product Retired phase approximately one-and-a-half (Fall) to two years (Spring) after General Availability. •Year-end packages are deployed for the initial year only for Technology Releases and the initial and subsequent years of Product Releases. This update includes updates required for year-end W2 and 1099 processing and are available via Managed Internet Update (MIU). Individual software corrections are deployed on a daily basis via Managed Internet Update (MIU) for any version not in the Product Retired Life-Cycle phase. The MIU is an internet update utility that facilitates the downloading of software corrections, custom packages, and Year-End releases. Updates can be installed on-demand incrementally or scheduled to have all available updates installed automatically. Please describe the major/minor upgrade process that is required if the solution requires a client based installation. There are two primary ways in which clients receive new updates to the Munis application suite; Technology and Product Upgrades installed by Tyler resources, and incremental updates installed by client resources. Installation of Technology and Product upgrades for on-premises hosted are handled Tyler Systems Management support services. Tyler SaaS support performs Technology and Product upgrades for Tyler SaaS hosted clients. All releases are cumulative, so clients can always upgrade to the latest application version directly. End-users must be out of the entire Munis system for Technology Upgrades and Product Releases. The time it takes to apply these upgrades can vary significantly depending on number variables such as modules owned, and database size and can range anywhere between 1 hour to an entire business day. Incremental software corrections are downloaded and installed using Tyler’s’ Managed Internet Update (MIU) application. Clients are responsible for installing incremental updates via the MIU, though these updates can also be scheduled for installation on a defined schedule. Software correction updates installed using the MIU typically do not require users off of the system, however they may be required to restart their session for new updates to take effect. The typical install time can vary depending on the number updates applied, but typically ranges from 2 to 30 minutes. Tyler highly recommends installing all updates in the dedicated Munis Test environment, prior to installing to the Production environment. This allows clients the opportunity to familiarize themselves with new enhancements and test updates with their specific business processes. List all browsers that are certified for use with the application, and describe any required browser add- ons, function enablement, etc. •Microsoft Internet Explorer 11 – Supported with all Tyler applications. •Google Chrome (latest version) – Supported with Munis and Self-Service applications. •Microsoft Edge (latest version) – Supported with Munis and ExecuTime applications. •Mozilla Firefox (latest version) – Supported with EnerGov and Self- Service applications. The underlying architecture of the application design is important to the City. Please describe your system architecture model and explain the capabilities and features of this model that led to your use of it in developing this system. Tyler applications are multi-tiered, typically consisting of a 3-tier architecture; web, application, and database tiers. Tyler applications are deployed exclusively on industry leading Microsoft stack of technologies, utilizing Windows Server, SQL Server, Active Directory, Internet Information Services, Office, SQL Server Reporting Services, and SQL Server Analysis Services. Most industry standard server deployments are supported including bare-metal and virtualized environments, high availability configurations, and dedicated testing environments. All Tyler applications can also be hosted in the cloud by leveraging Tyler’s SaaS hosting service. Please describe how PCI compliance is supported within your proposed software solution. Please also include information about merchants supported by your proposed solution. Tyler Cashiering has been validated according to PA-DSS v3.0 to meet PCI Compliance. Additional Tyler payment collection applications can use payment gateway provider redirect. Using one of several certified redirect payment providers ensures these applications have no interaction with payment information and do not store credit card information in application databases. This eliminates the need for these applications to be PA-DSS validated for PCI compliance. Tyler’s preferred payment gateway providers are BridgeBay and OpenEdg Please describe how your proposed solutions can support transparency of information to the public (e.g., inquiry into salaries, spending). Tyler Citizen Transparency provides unparalleled data access and analysis tools to help public sector entities “implement principles of transparency, participation and collaboration” as set forth by the 2009 Open Government Directive.1 Local governments are increasingly expected to provide high value information to help citizens understand how their tax dollars are being used, build trust and engage the public in the civic process. Municipalities are struggling to find efficient ways to meet these demands which means citizens often have to navigate segmented and out-of-date information and the backlog of FOIA requests continues to grow. Tyler has responded to these challenges by creating Citizen Transparency, a hosted service that organizes your Tyler ERP financial data into graphs and charts to meet the public’s need for real numbers and clarity. Citizens can access the Transparency portal directly from the municipal website. It features easy-to- navigate graphics with data organized by category, department, function, fund and vendor. Unlike some programs that rely on a static data snapshot, Citizen Transparency is updated periodically based on your business processing needs. Citizens can review total spending to date or dive in to see how funds are appropriated by department, which vendors receive payments in a given year, or research spending for health care and benefits. Interactive charts and graphs allow citizens to easily analyze your Tyler ERP financial data. Citizen Transparency is fully integrated with all Tyler solutions. This means that you can access any data point within your system to deliver meaningful information to the public. Tyler’s implementation resources will work with your staff to establish the data perimeters and align your chart of accounts and spending categories for public consumption. Citizen Transparency features a set of standard Web pages and graphs that make data easier to interpret. These tools have been developed in collaboration with our public-sector partners and help answer frequently asked questions, so you don’t have to. Citizen Transparency also goes beyond data snapshots: it provides all transactional details for a broad range of inquiries. Information that might have taken weeks to gather now takes minutes, and can be quickly exported to Microsoft Excel® for further analysis. As a cloud-based service, Citizen Transparency is easily implemented with any of Tyler’s ERP solutions. It does not require any additional hardware investment, on- site technical support, processing fees or training. Tyler’s team will work with you to align your chart of accounts with the Citizen Transparency Web sheets. You will be up and running once you have completed your review. Citizen Transparency helps you serve your citizens by putting information at their fingertips while reducing your IT and data retrieval burdens. Citizen Transparency — a solution that you can implement today. Describe your approach to ensure scalability of the product. This includes transaction growth, upgrades, and replacements of components of the architecture, technology, and application Tyler provides fully scalable solutions to meet the requirements of all organizations, regardless of size, and can grow to meet increasing demands. Tyler’s applications perform well on modest networks with a handful of users—or on large, distributed networks with hundreds of users. Tyler applications have features to ensure large organizations run effectively. And smaller clients don’t outgrow Tyler solutions—they easily expand to meet clients changing needs. Tyler applications are based on an n tier architecture and can scale both vertically or horizontally eliminating limitations for user growth. Based on client feedback and experience, internal testing and running our own SaaS hosting service, we have learned to tailor Tyler applications specific to a client based on their size and needs. List all hardware/operating system/database platforms upon which the product is supported. Provide specifications in terms of processors, processor speed, memory requirements, and other sizing and capacity factors to assist the City in budgeting for and acquiring hardware. List which industry standard benchmarks or guidelines measures are used to establish this recommendation Refer to Tyler System Specifications attachment provided as Exhibit I to Tab 7 Describe the design philosophy of your application. Include in your response the degree to which there is a common design philosophy across all modules, common programming languages and tools, and the extent of shared software code across all applications Munis is an Enterprise Resource Planning (ERP) system solely designed for the public sector. ERP is application software that integrates information across all facets of an organization, including finance, operations, and human resources. In the public sector market, specific areas of integration include: • Finance/Accounting • Budgeting • Procurement/Contracts • Asset management • Projects • Inventory • Payroll/Personnel • Billing • Accounts Receivable • Other related operations Master records are shared across multiple products throughout the system. This ensures a single data record is maintained across multiple applications, eliminating the need to “sync” or manually entering duplicate data in multiple areas. For example, an Employee Master record is accessible from Payroll, HR and Financials modules. With integration information, users can “drill down” from summary to details, and “drill across” to related information in other applications. With Munis, users can even access directly any program from the menu by specifying its name. Finally, integrated applications have the same “look and feel” across programs—so users learn just one set of conventions that apply everywhere. The Munis screens are logically organized and visually appealing, making it easier to enter information and find it quickly. 42 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services 7.2 SUPPLEMENTAL INFORMATION B. Any other information that may be relevant and useful to the City. Tyler provides fully scalable solutions to meet the requirements of all organizations, regardless of size, and can grow to meet increasing demands. Tyler’s applications perform well on modest networks with a handful of users—or on large, distributed networks with hundreds of users. Tyler applications have features to ensure large organizations run effectively. And smaller clients don’t outgrow Tyler solutions—they easily expand to meet clients changing needs. Tyler applications are multi‐tiered, typically consisting of a 3‐tier architecture; web, application, and database tiers. Tyler applications are deployed exclusively on industry leading Microsoft stack of technologies, utilizing Windows Server, SQL Server, Active Directory, Internet Information Services, Office, SQL Server Reporting Services, and SQL Server Analysis Services. Most industry standard server deployments are supported including bare‐metal and virtualized environments, high availability configurations, and dedicated testing environments. All Tyler applications can also be hosted in the cloud by leveraging Tyler’s SaaS hosting service. 43 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services 7.2.1 EXHIBIT I / SYSTEM SPECIFICATIONS Tyler Technologies applications are designed to operate on systems that meet specific requirements. Systems that do not meet the required specifications may not provide reliable or adequate performance, and Tyler cannot guarantee acceptable results. Tyler SaaS clients should disregard any references of “on‐premises” specific requirements. ON‐PREMISES SERVER REQUIREMENTS Overview Tyler supports several server environment deployment types including bare‐metal and virtualized environments, high availability configurations, and dedicated testing environments. Production and non‐production application environments (e.g. train, test) are deployed to the same servers unless otherwise noted or desired by the client. Operating system, database, and application software is included for reference only. It is the client’s responsibility to properly license all third‐party software, including OS and RDBMS, and procure required infrastructure. The following server specifications are provided as general guidance only. Clients should contact their sales representative or Tyler’s Deployment Department for approval of desired configuration prior to procurement or configuration of production infrastructure. General Server Requirements COMPONENT REQUIREMENT General Requirements Servers / VM’s dedicated to Tyler products Microsoft Windows Certified Server (nationally recognized brand) External backup solution Gigabit Ethernet RAID storage Dedicated partitions for OS, Tyler applications, and databases Operating System Microsoft Windows Server 2012 R2 or 2016 Standard Database Software Microsoft SQL Server 2012, 2014, 2016, 2017 Standard or Enterprise [1] Additional System Software Microsoft components including Microsoft VCSASP, Visual C++ Runtime Libraries Java Runtime Environment (JRE), Java Development Kit (JDK) [2] Network Environment Microsoft Active Directory [3] and DNS services GIS Environment [3] Esri ArcGIS for Server 10+ [1] All Tyler applications except iasWorld. SQL Server Enterprise Edition is only required for clients who wish to use advanced RDBMS functionality including SQL AlwaysOn Availability Groups for high‐availability, and SQL Server TDE for at‐rest data encryption. [2] JRE required on TCM and ExecuTime application servers only. JDK required on TCM application servers only. 44 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services [3] Microsoft ADFS or Azure AD required for on‐premises clients with complex Active Directory environments such those as multiple domains, or Tyler SaaS hosted clients who wish to use their AD with supported Tyler apps. Microsoft ADFS for OpenID with Windows Server 2016 forest functional level recommended when using ADFS; ADFS WS‐Federation with Windows Server 2012 forest functional level also supported. Setup and maintenance of client Active Directory, Azure AD, and/or ADFS environment is the responsibility of the client. [4] Dedicated GIS environment is only required for use with Munis MapLink, Tyler EAM, or EnerGov. ArcGIS Online is also supported with EnerGov. Installation and maintenance of GIS environment is the responsibility of the client. Hardware Requirements Munis – Up to 15 Users The following server infrastructure is required for a Tyler implementation sized up to 15 concurrent Munis users. # of Servers CPU Cores Memory (GB) Storage (GB) Database, Munis Application, & Tyler Infrastructure Server 1 4 48 500 Content Management Server 1 4 24 200 External Web Server 1 1 12 150 TOTAL RESOURCES 3 9 84 850 Munis – Up to 100 Users The following server infrastructure is required for a Tyler implementation sized up to 100 concurrent Munis users. # of Servers CPU Cores Memory (GB) Storage (GB) Database, Munis Application Server 1 4 48 750 Tyler Infrastructure Server 1 4 24 200 Content Management Server 1 4 32 200 External Web Server 1 1 12 150 TOTAL RESOURCES 4 13 116 1300 Munis – Up to 250 Users The following server infrastructure is required for a Tyler implementation sized up to 250 concurrent Munis users. # of Servers CPU Cores Memory (GB) Storage (GB) Database, Munis Application Server 1 6 64 1000 Tyler Infrastructure Server 1 4 24 200 Content Management Server 1 4 32 200 45 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services External Web Server 1 1 12 150 TOTAL RESOURCES 4 15 132 1550 Munis – Up to 350 Users The following server infrastructure is required for a Tyler implementation sized up to 350 concurrent Munis users. # of Servers CPU Cores Memory (GB) Storage (GB) Database Server 1 4 48 1000 Munis Application Server 1 4 48 300 Tyler Infrastructure Server 1 4 32 200 Content Management Server 1 4 32 200 External Web Server 1 1 12 150 TOTAL RESOURCES 5 17 172 1850 Munis – Up to 500 Users The following server infrastructure is required for a Tyler implementation sized up to 500 concurrent Munis users. At this size, Tyler recommends hosting non‐production application environments (e.g. Train, Test) on servers separate from production. Due to the added configuration complexity at this size and larger, clients should contact their Tyler Sales Representative or Tyler’s Deployment Department for further consultation. Production Environment # of Servers CPU Cores Memory (GB) Storage (GB) Database Server 1 6 64 1500 Munis Application Server [1] 2 6 64 300 Tyler Infrastructure Server 1 6 48 200 Content Management Server 1 4 32 400 External Web Server 1 2 18 150 TOTAL RESOURCES 6 30 290 2850 [1] A hardware load balancer device is required for multiple application servers. Non‐Production Environment SERVER # of Servers CPU Cores Memory (GB) Storage (GB) Database Server 1 4 48 1500 46 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services Munis Application Server [1] 1 4 48 300 Tyler Infrastructure Server 1 4 24 200 Content Management Server 1 4 24 200 External Web Server 1 1 12 150 TOTAL RESOURCES 5 17 156 2350 [1] A hardware load balancer device is required for multiple application servers. Server Definitions Database Server (DB) Hosts Microsoft SQL Server for all Tyler application databases. SQL Server Reporting Services, SQL Server Analysis Services, and SQL Server Integration Services may also be installed for use with select Tyler applications. Munis Application Server (MAS) Hosts Munis application server and IIS; accessed via HTTPS. The Munis application framework should be installed on the same server as the SQL Server instance used with Munis, except when multiple Munis application servers are used. Tyler Infrastructure Server (TIS) Hosts Tyler Infrastructure server components such as Tyler Identity and Tyler Hub, and IIS. Additional Tyler applications such as Tyler Parks and Rec, and Tyler Incident Management may also be hosted on this server. All applications are accessed via HTTPS. Content Management Server (CMS) Hosts web and application framework for Tyler Content Manager, and TylerForms. Additional Tyler applications such as ExecuTime may also be hosted on this server. All applications are accessed via HTTPS. External Web Server (EWS) Hosts Tyler self‐service applications, mobile services, and IIS; accessed via HTTPS. IIS ARR may also be configured on this server to provide external access to some internal hosted applications (e.g. ExecuTime mobile). 47 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services Configuration Diagram Storage Enterprise‐level, redundant storage arrays using high‐bandwidth iSCSI or fiber channel backend connection/s should be used for all Tyler servers. Disk input/output (I/O) performance is also important for successful deployment of Tyler applications. Tyler recommends Microsoft’s SQLIO Disk Subsystem Benchmark Tool to measure disk performance and provide minimum IO to run Tyler applications. Recommended I/O The following average I/O measurements from a large sampling of ERP clients with good storage performance and should be used as a guideline when configuring storage subsystems. Random Writing Random Reading 8K ‐ IOPS 18000 27000 8K ‐ MBs/sec 140 210 8K ‐ Avg. Latency (ms) 1.3 1 128K – IOPS 6000 8000 128K ‐ MBs/sec 450 800 128K ‐ Avg. Latency (ms) 7 6.5 48 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services Virtualization Support VMware vSphere and Microsoft Hyper‐V are supported for virtualizing servers. It is a requirement that virtualized guests are given dedicated memory and host virtual CPUs are not over committed. VM provisioning is the responsibility of the client; Tyler Technologies does not offer any training or installation services for VMware or Microsoft Hyper‐V. High Availability Tyler supports a variety of high availability (HA) server configurations. Tyler’s recommended configuration is a virtualized environment used in conjunction with replication products such as VMware Site Recovery Manager or Veeam Backup and Replication. For environments requiring multiple SQL Server servers, SQL Server AlwaysOn Availability Groups is recommended (note, AlwaysOn requires SQL Server Enterprise Edition). A hardware‐based network load balance appliance is required when using multiple application servers. Clients should contact Tyler Installation Services when considering these advanced configurations. Tyler will work with every client to help determine the best configuration to meet their infrastructure needs, however it is typically the responsibility of the client (or their hardware vendor) to configure advanced HA environments. NETWORK AND SECURITY REQUIREMENTS Tyler applications communicate over TCP/IP. On‐premises clients must obtain a 1024‐bit (minimum) SSL certificate from a trusted Certificate Authority for all servers to encrypt application communication over HTTPS. External / Internet Application Access Tyler applications such as mobile apps and self‐service web portals are commonly accessed from outside a client’s network. Tyler supports most industry standard methods of providing external access to on‐premises applications. These options include but are not limited to; hosting web/application framework in a client’s DMZ, or behind a client’s firewall using NAT port mapping, Application Request Routing (ARR) with IIS, and VPN. Deployment and network configuration of on‐ premises Tyler applications is dependent on the client’s preferred method of providing this access. Bandwidth Requirements Bandwidth usage can vary depending on application user type and their daily functions. Based on benchmarks through Tyler’s SaaS data center and Test Lab, Tyler recommends the following bandwidth requirements: Client to Server: Minimum: Mobile broadband connection Recommended: 10/100 Mbps network connection 49 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services 30 Kbps per concurrent user session Server to Server (on‐premises only): 1GBps network connection Tyler highly recommends sites with many anticipated remote users request a bandwidth utilization report for at least 1 month of recent usage from their ISP to ensure they have sufficient bandwidth available to meet these requirements, especially those considering Tyler SaaS Hosting. Microsoft Active Directory Microsoft Active Directory is used and required for authentication with select on‐premises hosted Tyler ERP applications. Tyler SaaS hosted clients can optionally use Active Directory authentication with select Tyler applications. Tyler SaaS hosted applications not supported with client Active Directory use Tyler provided user credentials. [1] [1] Microsoft ADFS or Azure AD required for on‐premises clients with complex Active Directory environments such those as multiple domains, or Tyler SaaS hosted clients who wish to use their AD with supported Tyler apps. Microsoft ADFS for OpenID with Windows Server 2016 forest functional level recommended when using ADFS; ADFS WS‐Federation with Windows Server 2012 forest functional level also supported. Setup and maintenance of client Active Directory, Azure AD, and/or ADFS environment is the responsibility of the client. Email Server Integration An SMTP / IMAP email server is required for sending application notifications. Microsoft Exchange is only required for the following advanced Outlook calendar integration. Sites without Exchange can perform these tasks using an integrated application calendar. Munis Scheduler Central used with Munis Permitting, Munis Work Orders and Munis Utility Service Orders. Munis Work Order Facilities room reservations. Appointment creation on records directly from select Munis applications. EnerGov inspection, meeting, hearing, and task scheduling. 50 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services END‐USER REQUIREMENTS Microsoft Windows Workstation Requirements COMPONENT REQUIREMENT [1] Workstation Microsoft Windows Certified PC (Nationally recognized brand) Processor Intel Core i3 1.8 GHz minimum; Intel Core i3 2.5 GHz+ recommended Operating System Windows 7 and later Memory 4GB RAM Disk Space 500 MB Network Back office workstations: Member of same domain as Tyler application servers Screen Resolution General: 1280 x 800 minimum, 1920 x 1080 recommended EnerGov: 1680 x 1050 minimum, 1920 x 1080 recommended; ePlans Review: 2560 x 1600 Required Software Microsoft .NET Framework 4.5 [2] Microsoft Silverlight 5.1 [3] Java Runtime Environment 8 [4] Productivity Software Microsoft Office 2010, 2013, 2016 Microsoft Office 365 (requires desktop client) Microsoft Office 2007 is supported for Excel and Word exports only; Munis add‐ins are not supported [1] Meeting the minimum PC requirements will ensure the Tyler applications will operate but will not guarantee performance. All performance and benchmark testing are done with PC’s that meet (or exceed) the recommended hardware configuration. [2] Microsoft .NET required for Tyler Cashiering and select SIS functionality only. [3] Microsoft Silverlight required for CAFR Statement Builder, Tyler Incident Management, Tyler Meeting Manager, and select EnerGov applications only. [4] Java is required for advanced Tyler Content Manager functionality only. Browser Compatibility BROWSER APPLICATION SUPPORT Google Chrome (latest version) Recommended with Munis, ExecuTime, select EnerGov applications, SIS (excluding Click‐Once apps), and self‐service applications. Microsoft Edge (latest version) Supported with Munis, ExecuTime, select EnerGov applications, SIS, and self‐service applications. Microsoft Internet Explorer 11 Supported with all Tyler applications. Mozilla Firefox (latest version) Supported with EnerGov, SIS, and all self‐service applications. 51 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services Apple macOS Workstation Requirements For optimal user experience, Tyler recommends all Mac workstations used for back office application access (those excluding self‐service applications) leverage macOS Keychain Access to store credentials or an authentication solution such as Microsoft Web Application Proxy. Refer to macOS Limitations for additional information regarding using Tyler applications with macOS. COMPONENT REQUIREMENT [1] Operating System macOS 10.10 or later Processor Intel Core i3 1.8 GHz minimum; Intel Core i3 2.5 GHz+ recommended Memory 4GB RAM Disk Space 500 MB Screen Resolution General: 1280 x 800 minimum, 1920 x 1080 recommended EnerGov: 1680 x 1050 minimum, 1920 x 1080 recommended, 2560 x 1600 for ePlans Review Required Software Microsoft Silverlight 5.1 [2] Productivity Software Microsoft Office for Mac 2011, 2016 Microsoft Office 365 (requires desktop client) [1] Meeting the minimum PC requirements will ensure the Tyler applications will operate but will not guarantee performance. All performance and benchmark testing are done with PC’s that meet (or exceed) the recommended hardware configuration. [2] Microsoft Silverlight required for CAFR Statement Builder, Tyler Incident Management, Tyler Meeting Manager, and select EnerGov applications only. Browser Compatibility BROWSER APPLICATION SUPPORT Apple Safari 10 Supported with Munis, select EnerGov applications, SIS (excluding Click‐ Once apps), and self‐service applications. Mozilla Firefox (latest version) Supported with EnerGov and all self‐service applications. Limitations with macOS Some Tyler applications or select application functionality are not supported on macOS. This functionality can be obtained using alternative solutions such as RDS to a Windows environment or “Windows on Mac” virtualization solutions such as Parallels Desktop for Mac and VMware Fusion. Munis Munis is fully supported on macOS with the following exceptions: Microsoft Office for Mac does not support connections to SQL OLAP cubes. Due to this Microsoft limitation, Mac users cannot access Munis Cubes. 52 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services Munis Next Year Budget Entry (NYBE) for Excel is a Microsoft Excel add‐on providing one of several ways users can input and maintain next year budget data. This add‐on is only available for Microsoft Excel on Windows platforms. Microsoft SQL Server Reporting Services reports cannot be created or modified. Tyler Content Manager Advanced Tyler Content Manager functionality such as batch document scanning is not supported on macOS. Mobile Device Support Tyler offers many mobile options to access select Tyler applications and functions from a mobile and/or touch‐enabled device. APPLICATION ANY MOBILE DEVICE ANDROID iOS WINDOWS Munis Application Suite Web App Web App Web App Web App Munis Citizen & Vendor Self Service Mobile Web Mobile Web Mobile Web Mobile Web Munis Employee Self Service Mobile Web App App Mobile Web Munis Field Inspector ‐‐ ‐‐ App App Munis Workflow Email App App App Munis Work Orders ‐‐ App App App Tyler Incident Management Click2Report ‐‐ App App ‐‐ App: Native mobile app available for download from respective app store. Mobile Web: Mobile optimized web site. Not all devices validated. Web App: HTML applications only. Not all devices validated. Not all web applications optimized for mobile devices / smaller screens. Some applications may require remote access configuration by client. Email: Munis Workflow can send emails with actionable links to process workflow from any device. PERIPHERALS Printers Most application output can be printed to any printer accessible from an end‐user’s device. Tyler recommends laser printers for universal compatibility for all applications. Workgroup class laser printers are required for select print jobs. PRINTER TYPE Reports Forms Additional Criteria/Notes HP or HP Compatible Laser Printer Yes Yes PCL 5 or above 53 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services TylerForms Output Management Printer Requirements TylerForms merges your application data with electronic form design templates. The results can be printed to your existing network printers, regardless where the hardware is physically located in addition to automatically emailing, faxing and archiving this output to Tyler Content Manager. TylerForms offers several libraries of form templates that are tailored to work specifically with your Tyler applications. The following technical specifications must be met for all printers used with TylerForms Output Management. HP PCL 5e personality or language installed Automatic duplexing included and enabled Minimum memory ‐ 64MB Minimum of 80 internal TrueType scalable fonts (80 HP font set) Minimum of 2 full input trays (manual feed tray not usable) Accommodates letter and legal‐size paper stock Printers must have the latest firmware updates installed Check Printers The following technical specifications must also be met for check printing with TylerForms Output Management. HP brand black/white laser jet networked printer with static IP address High speed USB 2.0 port Note: Tyler does not support HP printers that have been modified with TROY brand or any other 3rd party MICR security features for check printing. Recommended TylerForms Check Printers Please note that some of the following printers may not be available from HP directly as they change printer models often. They are generally available from HP resellers and other retailers even if HP no longer offers them directly. HPLJ M506dn* HPLJ M506x HPLJ M605dn* HPLJ M606dn* HPLJ M607dn*1 HPLJ M608dn*1 HPLJ M608x1 HPLJ M609dn*1 HPLJ M609x1 HPLJ M712dn HPLJ M712xh HPLJ M806dn [*] An additional input tray is required to meet the requirement of two full input trays. [1] Cannot use pressure seal stock. 54 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services Other (Non‐Check) TylerForms Printers Some non‐check form designs required duplexing capabilities. Munis is designed for and guaranteed to work with approved HP black and white laser jet printers meeting the minimum requirements. For non‐check forms Tyler will make every effort to print to other networked printers if they meet the technical requirements. While Tyler routinely and successfully prints other forms to many brands of laser printers, if we are unable to print to a printer on your site, clients may be required to provide an alternate printer. Tyler does not program tray calls or support tray calls. Printing from specific trays can and should be managed and controlled by clients at the printer level. Scanners Tyler Content Manager (TCM) supports two methods of batch scanning documents. Documents can be scanned to a file system (e.g. network share), then batch imported into TCM. Documents can also be scanned directly into TCM using a scanner attached to a workstation. The first method only requires a scanner capable of scanning to a file system. The second method requires a TWAIN compliant scanner, though Tyler highly recommends using an approved scanner referenced in the Scanner Compatibility Chart below for full functionality. Tyler also recommends verifying driver compatibility with your operating system for any scanner considered. 55 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services SCANNER BRAND SCANNER MODEL Canon CR‐190i DR‐2510C DR‐3010C DR‐4010C DR‐5010C DR‐6050C DR‐M140 DR‐M160 DR‐6030C DR‐7550C DR‐7580 DR‐9050C DR‐9080C DR‐M160 DR‐X10C DRC‐125 DR‐C125 Fujitsu Fi‐5750C Fi‐5900C Fi‐5990C Fi‐6040Z Fi‐6110 Fi‐7180 Fi‐6110 Fi‐6240Z Fi‐6670 Fi‐6770 Fi‐7160 Fi‐7260 Fi‐7280 Graphtex CS500 Pro* Hewlett Packard (HP) ScanJet 8250* ScanJet 8350* ScanJet 8390* Panasonic KV‐S7075C KV‐S5046H KV‐S2087 KV‐S1057C KV‐S1027C KV‐S1015C Xerox Documate 152* *Not fully supported. These scanners have not been tested in our lab. They are in use by one or more customers and may have issues that have not been reported. Barcode Label Printer for Invoice Batch Scanning Batch Invoicing using TCM requires a desktop bar code label printer for each workstation that enters invoices. At the time of invoice entry, a placeholder document is created in TCM and the printer prints a barcode label that’s affixed to each invoice. When batch scanning / importing to TCM, the barcode is used to automatically link the invoice to the respective application record. While any label printer capable of printing PDF images will work, Tyler recommends one of the following certified models. MODEL RECOMMENDED LABELS Zebra GX420d Mfg. Part: GX42‐202411‐000 Zebra Z‐Select 4000D 3” x 1” labels. Mfg. Part: 10010043 Brother QL‐700 Brother DK‐1201 standard address labels 56 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services Tab 8 DATA CONVERSION PLAN 8.1 ATTACHMENT A / TAB 8 4.10 Tab 8 – Data Conversion Plan The eighth tab of the Proposal should include: A. A completed response to the Tab 8 information contained in Attachment A. Please reference the completed response to the Tab 8 information contained in attachment A on the following pages. Tab 8 – Data Conversion Plan I. APPROACH Respondent to detail their approach to developing and implementing the data conversion plan, and what processes will be undertaken by the Respondent’s project team to convert existing data, as well as to interface with identified source systems. Include methods of quality control and testing that will be utilized specific to data conversion. DATA CONVERSION The data conversion process can be the most time-critical element of your project plan. And as such, Tyler develops crucial steps in our implementation process to support a successful data conversions plan. Our resources conduct hundreds of data conversions for our implementation projects every year using a process involving data mapping from our clients’ legacy system and programs/scripts written by our conversion programmers. While Tyler’s data conversions team has extensive experience with data mining, conversion and migration, it your responsibility to provide Tyler with readable conversion data and to review the converted data for accuracy and completeness. Your Tyler implementation team guides you through the process, starting with conversion analysis and mapping, followed by interactive data conversions and validations, and ending with final testing and loading into your production environment. Within three implementation stages, critical data conversion work packages outline the steps needed. Our proposed project includes the required conversions outlined in Data Conversions Tab of the Functional Checklist. ASSESS AND DEFINE: DATA MAPPING AND DESIGN At the beginning of the project, data from your legacy application is mapped to the Tyler system. You will be expected to ensure that the data extracted is well defined and conforms to the same format with each extract. The Assess and Define stage sets a path which, when followed precisely, leads to success with subsequent conversion activities in the remaining project stages. This critical step includes, but is not limited to: •Comprehensive mapping and migration of legacy data •Creation of a road map defining conversion approach, data extract strategy, conversion and reconciliation strategy •Outline of migration mandates and best practices governing the layout of the destination storage environment − Such communication will include: o Comprehensive review and evaluation of legacy system data with specific attention to general data quality, viability and identification of overt “scrubbing” necessities BUILD AND VALIDATE: CONVERSIONS AND VALIDATION Tyler’s conversion programmer examines your data files and layouts, and uses the supporting materials to interpret, crosswalk and generally re-arrange the data from the legacy system into the new database. Working collaboratively, the teams address conversion errors and report discrepancies. This iterative data conversion and validation stage includes: • Data loaded, tested, reviewed, and validated • Stakeholder acceptance of data quality, viability and operability Much attention is given to data integrity during the testing phase by the conversion developers. The conversion developer spends time testing to ensure the data conforms to the database definition and standards. Your team and the Tyler implementation team work on testing the balances and output of processes after the conversion to allow you to be confident that the available data was captured accurately. PRODUCTION CUTOVER: FINAL DATA CONVERSIONS The final step in the process is the final data conversion into the production environment. Tyler extracts a final data packet, thus transferring ownership and maintenance of the data to you for all data in the Tyler system. Depending on the scenario and timeframe, you may need to manually create a new record to replace an element that Tyler was unable to convert or was created in the legacy system after the final data extraction. DATA CONVERSION STANDARDS DATA SCRUBBING AND REPORTS Tyler recommends that you conduct due diligence to ensure that your team delivers clean data, as this will make data validation efforts more seamless and result in a higher quality migration. We recommend creating control reports and screenshots for use in proofing the conversion later in the process. Your team and the Tyler Project Managers decide which reports are required. For verification purposes, it is imperative that reports for proofing be run at the same time that data is created for transfer to Tyler. There should be no intervening transactions posted between the data transfer and the reporting. We emphasize this point as it is difficult to match the data to the output on the report if these standards are not met. II. ROLES AND RESPONSIBILITIES The Awarded Respondent will assist the City in the conversion of electronic data to the new system. The Data Conversion Plan shall include estimated work levels as well as roles and responsibilities related to data conversion, for both the City and the Selected Vendor, organized by module. The City expectation is that data conversion shall occur when migrating to the new application. The Respondent is expected to assist the City in the conversion of data to the new system. It is expected that the City will be responsible for data extraction from current systems and data scrubbing, and that the Selected Respondent shall be responsible for overall data conversion coordination, definition of file layouts, and data import and validation into the new system(s). Respondents should plan to have converted data ready for the User Acceptance Testing phase of the Project. As part of the resulting Project, the Selected Vendor shall develop and provide a detailed Data Conversion Plan that describes how files will be converted to the proposed system (e.g., through software conversion aids/utility programs or special programs that must be written, the actual conversion procedures). A conversion schedule should identify planned conversion steps, estimated hours, and what resources will be required (by City or Selected Respondent) for all pertinent legacy data. Data conversion shall occur when migrating to the new application. Respondent to confirm their proposal includes providing the services identified in this Section (Item II Roles and Responsibilities) and provide any additional services that are also provided as part of your Data Conversion Plan/Program. Data Conversions is an iterative process. The Tyler project team works with your team in each step to ensure accurate and timely results. What may be unique to most Munis data conversion is that there are few requirements for entry criteria points beyond the Chart of Accounts, a limited number of set up tables, and having a basic understanding of future state process flow. Once these steps have been achieved, Tyler Consultants perform thorough data conversion analysis, including cross walking field values and helping to design new codes that may organizations maximize their reporting capabilities and organize data presentation. Your team is responsible for extracting your legacy system data and providing this raw data to our conversions team in the formally agreed/outlined formats. Our goal is to get data extracted and submitted to our programmers, along with balancing reports, as early in the project as possible. We believe that by doing so, eliminating data conversion concerns late in the project is of significant value. In addition, it allows us to use real, validated, and accurate data during, Process Testing, UAT, and End User Training. Conversion program and data validation is typically completed a minimum of 3 – 4 months prior to Production Cutover, with a final pass run immediately prior to cutover. Our expert conversions teams write custom conversions programs that align your data to the new source and conduct preliminary data clean up. Once the first pass is received back from the conversions team, the data is loaded into the Test Environment system where Tyler helps your team with proofing, validation, running reports, and checking for errors. All the issues/errors are documented and provided back to the conversions programmers who adjust the custom program or data file as needed. The project teams go through this iterative process with new passes throughout the course of the project until the data is validated and free of errors. Tyler does create a test environment, which is one of several environments established for use during implementation and is designated for conversion testing and validation. If there are multiple phases overlapping, Tyler will establish multiple test environments in order to keep conversion validation and testing isolated. III. RESPONSIBILITY OF DATA CONVERSION ACTIVITIES Respondents shall complete the table below based on whether or not the roles identified are supported by the proposed data conversion methodology and approach. The roles defined in Table 8-01 and Table 8- 02 contain the indicators that Respondents shall use to report their support of the identified roles. Any conflicts shall be noted with a comment. In the event additional activities are proposed, the Respondent shall identify the roles for both City and Implementation Vendor Project Teams. Table 8-01: Definition of Roles Role Summary Lead The party ultimately responsible for the activity. Assist The party provides active assistance for the activity. Participate The party provides passive assistance for the activity. Share Both parties share equal responsibility for the activity None The party has no role in the activity. Table 8-02: Summary of Response Indicators Indicator Response Description S Supports The proposal supports the prescribed responsibility roles with its proposed data conversion methodology and approach. C Conflict The proposal has a conflict with the prescribed responsibility roles and proposes alternate responsibility in its proposed data conversion methodology and approach. Table 8-03: Responsibility of Deliverables No Data Conversion Activity Vendor Role City Role Response Other Comments 1 Perform Conversion Analysis of Existing Legacy Data Lead Participate S 2 Perform Crosswalk Development of Legacy Data From Legacy System to New System Lead Participate C Tyler will guide the City on developing crosswalks, certain crosswalks will be created by the vendor as homework No Data Conversion Activity Vendor Role City Role Response Other Comments 3 Provide Conversion Data None Lead C Client is responsible for extracting and providing data from legacy system 4 Provide File Layouts/Data Maps of Existing System None Lead C Client is responsible for providing file layouts of legacy system. 5 Proof Data Provided Assist Lead S 6 Analysis of Data to Be Converted Lead Assist S 7 Developing and Testing Conversions Lead None S 8 Review and Correct Errors Share Share S 9 Load Converted Data Into Training Database Lead Participate S Loading conversions are an automated process. Client will kick off the process 10 Confirmation of Converted Data in Training Database None Lead S 11 Approval/Sign-Off of Converted Data in Training Database None Lead S 12 Load Converted Data Into Live Database Lead Participate S 13 Confirmation of Converted Data Into Live Database None Lead S 14 Approval/Sign-Off of Converted Data in Live Database None Lead S 15 Other: 57 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services 8.2 SUPPLEMENTAL INFORMATION B. Any other information that may be relevant and useful to the City. Based on our understanding of the RFP and your current needs outlined in Attachment B tab 16, we included the necessary conversions for your project. At this time, we did not included a few selections until further details and analysis are performed to understand your exact needs; this included DC.3 and DC.16. For DC.3, there are several factors that must be taken into account. The level of reconciliation required that your team must perform is a significant work effort. The labor cost and time involvement for your internal resources are in addition to the straight cost that we can quote. Based on our experience, most of our clients do not select the GL Detail History conversion option in their contract for several concerns related to internal increased level of effort, internal labor cost on top of the contract cost and the lengthened implementation timeframe. For DC.16, our proposed pricing includes this option for up to 5 years. Additional years and scope can be purchased depending on requirements. Our standard options are currently proposed, including 3 years of Accounting Actuals and Budgets, and Project Grant Accounting Actuals and Budgets, with 5 years of Accounts Payable Checks, Accounts Payable Invoices, Payroll Accumulators, Payroll Check History, Payroll Earning/Deduction History, and Utility Billing Consumption History. If additional years are required, we can be adjusted when exact number of years are identified. 58 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services Tab 9 SOFTWARE HOSTING 9.1 ATTACHMENT A / TAB 9 4.11 Tab 9 – Software Hosting The ninth tab of the Proposal shall include: A. A completed response to the Tab 9 information contained in Attachment A. B. Any other information that may be relevant and useful to the City. Please reference the completed response to the Tab 9 information contained in attachment A on the following pages. Tab 9 – Software Hosting I. GENERAL OVERVIEW Respondent to provide a description of the proposed system deployment model if a Respondent- hosted or SaaS model has been proposed for the application, including technical and operational capabilities for software hosting. The Respondent shall provide relevant documentation related to any recent certifications pertaining to their hosting technical and operation capabilities TYLER SAAS (SOFTWARE AS A SERVICE) (OPTIONAL) Overview With the Tyler Software as a Service (SaaS) solution, we will host and manage the Tyler applications from our facilities. We will provide the ongoing support, maintenance, and upgrades of the applications, hardware, and operating system. You receive clear and concise documentation, defining all aspects of the relationship. You will receive a Contract (Commitment to Partner), a Statement of Work (clearly defines Scope, Roles, and Responsibilities of both partners), and a Service Level Agreement (Measurable Expectations of Performance). Features The Tyler SaaS model is reliable, available and secure. There are no code changes to the client or server without proper notification. It offers complete hardware redundancy with no single point of failure. In addition, it utilizes data encryption in transit and Virtual Private Networks (VPN) to transmit all data. • System Administration. Tyler performs daily administrative tasks. We address the installation, upgrade, support and file maintenance of the Tyler application and database servers, operating system, database and application files. • Security Administration. Tyler provides secure data transmission paths from each client workstation to the Tyler servers. User Ids, passwords and application access rights for the VPN and the Tyler application are administered by Tyler with the client’s final approval. • Hardware Performance Maintenance. Tyler supplies and maintains all necessary hardware required to provide workstation access to the Tyler applications at standard industry performance levels. All repairs, upgrades, and replacements to server hardware are the responsibility of Tyler. • Disaster Recovery & Fault Tolerance. Tyler backs up all system & data files and stores them in a secure off- site location. We have fully redundant telecommunications access, electrical power, and required hardware to provide access to the Tyler applications in the event of a disaster or component failure. Benefits • Easy Budgeting. The lease is a set fee, flattening the peaks and valleys associated with the acquisition of software and services. Leasing dramatically lowers initial costs. It provides a consistent quarterly fee that can be easily budgeted for the duration of the agreement. • No Secondary Operational Fees. No additional fees, such as maintenance and support are required. • Expandable. Additional Tyler applications are easily added, as needed. • IT Management Reports. Tyler supplies monthly management reports containing detailed information regarding access, usage, performance and availability for all hosted applications Tyler Data Center The Tyler SaaS data centers are built with no single point of hardware failure. SQL servers and our CISCO UCS equipment are setup for load balancing. Firewalls, VPN management, routers, and storage are all setup in a highly available configuration. Multiple ISPs are present with diverse paths to the Internet. The Data Center utilizes multiple Internet Service Providers for redundancy and also has a diesel generator designed to power the entire data center for multiple days without power. In the case of a complete failure of the primary Data Center, an off-site mirrored center located in Dallas, TX is available. II. SOFTWARE HOSTING QUESTIONS Respondent to respond to the following questions regarding their software hosting platform proposed for the City. Table 9-01: Software Hosting Questions Where are the data center and storage facilities? Yarmouth, ME and Dallas, TX Total number of active clients currently served by hosted solutions provided by your company. We currently have over 1000 hosted clients with approximately 50,000 SaaS users and over 1,000,000 public access Clients. How many years has your company provided hosted solutions? Our first hosting client went live in 2000. How are hosted software applications deployed for use by numerous customers? Each client has its own segregated environment and database. The systems are access by secured credentials and data is encrypted in transit. What availability and response time do you guarantee? Please reference Exhibit 1 Service Level Agreement in the included Sample Application Service Provider Agreement. How many instances of unplanned outages have any of your customers experienced within the past five (5) years? We have had 4 complete datacenter outages in the last 5 years. What has been the duration and scope of such unplanned outages? The outages where related to power system and HVAC failure. Both systems had secondary system failures. These systems where audited by our vendor and mitigation processes were put in place to prevent future failures. What are the standard relief schedules for unplanned system downtime/outages? Please reference the provided SLA. In how many instances has your firm had to pay client relief for unplanned outages? In the entire history of Tyler’s Munis software, there has only been one instance in which Tyler had to pay a client relief for unplanned outages. This occurred around 2002, and the payment was for less than $250. What is your process for notification of standard maintenance and downtime? We send a notification to clients two weeks before we schedule any maintenance. If we have to perform emergency maintenance, we notify our clients as soon as possible What data security and system redundancy capabilities are available at Respondent’s data center and storage facilities? Tyler datacenters are located in Yarmouth, ME and Dallas, TX. Both datacenters are built for redundancy. In the event of a catastrophic disaster that destroys the datacenter, our worst case, current guaranteed recovery point objective is prior night offsite backup. We are currently building capability between the two datacenters that would provide even better RPO and RTO. Our goal for building hosting infrastructure is no single point of failure. SQL servers and our CISCO UCS equipment are setup for load balancing. Firewalls, VPN management, routers, and storage are all setup in a highly available configuration. Multiple ISPs are present with diverse paths to the Internet. How many years has your company provided SaaS solutions? Our first hosting client went live in 2000. Total number of active clients currently utilizing the proposed software as a SaaS deployment provided by your company. We currently have over 1000 hosted clients with approximately 50,000 SaaS users and over 1,000,000 public access Clients. Please detail your disaster recovery services, including whether these services are optional or included in the scope of your standard offering. Disasters happen. When one strikes, having a viable recovery plan to implement makes all the difference as you work to get back on your feet. Many Tyler customers have found a simple solution to planning for the unexpected—Tyler Disaster Recovery Services. The high cost of replication has inhibited widespread data protection and left risk of slow or failed recovery from a disaster. Most IT departments have been forced to rely on tape-based disaster recovery. Tyler Disaster Recovery Services enables a rapid return to normal business operations. This is because the data and images are recovered from high speed disk rather than being dictated by the pace of the slow tape based recovery. Getting data and images restored quickly enables all other aspects of recovery to be complete sooner. Recovery refers to the restoration of Tyler application data. Our dedicated disaster recovery team helps you identify critical business processes. They help you define and document recovery procedures to create an overall response plan that meets your organization’s unique needs. So, when a disaster strikes, your organization—and our response team—has the right policies and procedures in place to quickly restore your data. With your data’s security our priority, your IT personnel are free to focus on other strategic initiatives and employees can focus on what’s really important— meeting the needs of citizens. Using an efficient and secure “sync” process, your encrypted archive log files are transferred to our servers within minutes, without the time-consuming manual involvement of your employees. How It Works Utilizing our state-of-the-art Data Center, Tyler can transparently retrieve a copy of your data every night, thereby ensuring your critical users can always process work via internet or by traveling to one of two Tyler locations. • The Disaster Recovery team helps you identify critical business processes and users, define and document recovery procedures, printing solutions, etc. • Tyler provides disaster recovery services for your Tyler applications, including: off-site backup, recovery server, alternate processing location & remote access • A database export is transferred every night to a server in Maine using a network efficient ‘sync’ process that enables the transfer to be completed in minutes, even for extremely large databases • In the event of a disaster your live database is loaded into a Tyler application environment on the Recovery Server and your critical users are setup to access that server • You can access your Tyler Disaster Recovery Environment using an SSL (Secure Sockets Layer) VPN client from any remote location with an Internet connection or come to one of our offices and utilize our facilities. Backup Process Tyler uses a utility to perform a differential transfer of the database and critical files, meaning that only the differences between one night’s snapshot and the previous night’s snapshot actually go over the wire. There is not a minimum bandwidth requirement. Even for sites with large databases the transfers are very small. The process typically yields a 10-1 compression ratio meaning most differential transfers only consist of a few megabytes. Not to be confused with a traditional differential backup, in which a ‘full’ backup is required followed by many ‘differential’ backups to re-establish the data; the net result of our transfer utility is that every night a full backup is obtained. Only the differences between the current night’s full backup and the previous night’s full back up are transferred over the wire. Disaster Declaration • A disaster is an unplanned event that shuts down your system, threatening your financial standing or public image. It does not include hardware or network failures that are covered by standard service agreements, or repairs that can be made within 24 hours. Provided we have your data, we guarantee you'll be back in business within 12 business hours. • A disaster may be declared between the hours of 8AM and 6PM, EST Monday-Friday Post-Disaster Services • Tyler delivers an export of your database Our Tyler Systems Management Department provides on-site installation services free of charge to customers with a current Tyler System Management contract. Otherwise, this is a billable service. 59 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services Tab 10 TESTING & QUALITY ASSURANCE PLAN 10.1 ATTACHMENT A / TAB 10 4.12 Tab 10 – Testing and Quality Assurance Plan The tenth tab of the Proposal should include: A. A completed response to the Tab 10 information contained in Attachment A. B. Any other information that may be relevant and useful to the City. Please reference the completed response to the Tab 10 information contained in attachment A on the following pages. Tab 10 – Testing and Quality Assurance Plan I. APPROACH Describe your standard approach to testing and quality assurance. A Quality Management / Testing Plan establishes processes and activities to ensure that project objectives outlined within the Implementation Management Plan are successfully implemented. The Quality Management / Testing Plan addresses both the project and the product, meaning that tests are conducted at appropriate times throughout the project and that they test different facets of the product as the future-state system evolves. The tests examine all of the implemented functions and processes to ensure that the goals and requirements for the project are fully satisfied. PURPOSE The Quality Management / Testing Plan defines and monitors critical milestones. Failure to meet critical milestones may negatively impact project timing, which could affect go-live. It also provides a controlled environment for high-level product testing, taking into account full module integration, import and export interface integrity, functional flow and reliability. METHODOLOGY Although potential problems can be exposed using standard quality assurance testing methods, the project teams also conduct testing throughout the life of the project to expose issues that would normally only be revealed in a production environment. A comprehensive testing plan is set in place and may include the following: system infrastructure audit, conversions, third-party data exchange, customization, form/reporting, configuration validation testing, and user acceptance testing. The Quality Management / Testing Plan will be mutually agreed upon prior to executing any of the tests. OVERVIEW SYSTEM INFRASTRUCTURE AUDIT The foundation of the system is fully vetted to ensure that the system hardware meets specifications and vital system infrastructure information is available. CONVERSION VALIDATION AND TESTING Conversion proofing is performed after each pass of converted data is loaded. Control reports, filtering techniques, comparison reports and visual inspection are all part of this process. The purpose is to identify all issues with data, whether due to mapping inconsistencies, source data issues, data submission content or conversion programming errors. The goal is to have acceptance of conversion programming completed prior to the pre-live period so that final conversions have little or no risk of data or conversion programming issues. Final acceptance is necessary prior to live processing as the last step before data is loaded in the live database for live processing to begin. DATA EXCHANGE TESTING Exchange testing involves the observation of inter-module and third-party data flow and effect. Throughout the implementation, special attention is paid to the exchange integrity of the system which is validated via standard training, parallel testing and customization testing. Whether between Tyler applications or third-party exchanges, all aspects of functional integrity are tested thoroughly. Customization testing is performed to verify that contracted custom modifications delivered from Tyler work as specified in the approved product specifications. SYSTEM DESIGN VALIDATION Testing ensures that the system has been built to conform to the design determined during the Assess and Design stage, and that it complies with the business process decisions you have made. The purpose of the test is to provide an opportunity for validation of business process decisions in the actual application. A key part of the test is to conduct a transaction test, during which typical business transactions, specific to a given area of configuration, are duplicated and validated. FORMS AND REPORT TESTING Testing of your constituent-facing output — checks, invoices, bills, permits, report cards, etc. — is an essential component of the testing plan. Each constituent-facing form and report is validated using the data output created during the system design validation. This continues as a repeated and iterative process whereby testing occurs as your users validate processes, print these outputs as part of training sessions and perform User Acceptance Testing (UAT). USER ACCEPTANCE TESTING (UAT) The objective of UAT is to confirm that the system is ready for daily deployment and operational use. During UAT, your functional leads and power users are required to participate by testing the system’s functionality, features and performance. Tyler guides you through this process by assisting in the establishment of a test plan and implementing routine communication protocols to ensure reported issues are prioritized and addressed based on established standards. Thorough end-to-end testing completed by your functional leads and power users sets the tone for the success of the production cutover process, both in system readiness for live transactions and in user proficiency in the software tools prior to go-live. STRESS TESTING Tyler does not provide a plan for Stress Testing. Each version of the software goes through extensive quality assurance and testing parameters before being released. Minimum hardware requirements have been outlined and are consistent with other Tyler clients similar in size and scope. Tyler is confident the software will perform at optimal performance levels based on the minimum hardware requirements outlined for all users. THE BENEFITS OF TESTING Through this process, end-users gain extensive product experience, develop a high level of confidence in Tyler’s products and understand their specific functions within the system. Expected benefits from the completion of these tests also include: • The infrastructure of hardware and network design is thoroughly tested • Customizations and exchanges are fully integrated into the product • A managed issues list is fully quantified SOFTWARE ENVIRONMENTS Customizations, exchanges, conversions and other data and programmatic elements are tested in a non-production environment. This environment also serves as the UAT environment. This environment provides the structure and supporting programs for user testing performed throughout the duration of the project. The desired result of the user testing process is functional goal acceptance achieved through managed issue identification, resolution and testing. MEASUREMENT AND TRACKING Once corrections have been delivered, your Project Manager and the Tyler Project Managers determine if repeat testing can continue from a stopped point or if it must be restarted. Tyler requires a final sign-off prior to going live on any module. This sign-off document will outline the status of any remaining open issues related to the module, confirming the issue status and the associated priority code. Your project team and the Tyler project team will review all items and make a decision as to the ability to begin live processing. The sign-off will signify the end of the system test stage for the module. TESTING CONCLUSION Clear communication, recordkeeping and analysis by your project team, Tyler Project Manager(s) and Tyler implementation teams are critical in order to move through the testing phase both successfully and in a timely manner. A member of these teams will need to identify the issues and then determine what type of issue resolution is necessary. Most issues can be categorized as they relate to the following: • Module design or setup • Best practice re-engineering • Change in scope • Software modification requests Issue tracking, resolution accountability, timely testing and completed issue resolution are absolutely necessary in a successfully completed project. The testing phase is a shared responsibility and must be recognized as such. II. SAMPLE PLAN Submit a Sample Testing and Quality Assurance Plan that would be very similar to the plan utilized for the City’s Project. Respondent to submit as an Exhibit, labeled as II. Sample Plan and insert in Tab 10. Exhibit submitted Yes X No III. PLAN DETAILS Awarded Respondent will be responsible to provide a Testing and Quality Assurance Plan that describes all phases of testing that may be used, which may include: unit, system, interface, integration, regression, parallel, and user acceptance testing (UAT). It is the City’s expectation that the Testing and Quality Assurance Plan govern all phases of the Project and that the Respondent will also provide assistance during each testing phase involving City users. The Awarded Respondent will develop the initial UAT plan, provide templates and guidance for developing test scripts, and in the response identify if the vendor will provide onsite support during UAT. The Awarded Respondent will also provide a plan for stress testing the system, which will occur during or after UAT. Respondent to confirm their proposal includes providing the services identified in this Section (Item III Plan Details) and provide any additional services that are also provided as part of your Testing and Quality Assurance Plan not listed. At the onset of the project, a Quality Management/Testing Plan will be established to ensure that project objectives outlined within the Scope Management Plan are successfully implemented. Any Quality Management/Testing Plan must work to address both the project and the product; meaning tests conducted at appropriate times throughout the project and to test different facets of the product as the To-Be system evolves. During the development of the Quality Management Plan the types of tests to be performed will be determined. The tests should include all of the processes required to ensure that the goals for the project are fully satisfied. The types of tests that may be included during the project are: described above in detail. IV. LEVELS OF SUPPORT What levels of support will be provided by the Respondent during the City testing phases (e.g., parallel and UAT)? Will Respondent resources be onsite during certain testing phases? Are varying service levels offered for testing support? Testing occurs throughout the project, typically in repeated patterns that align closely with other major project activities. This is a shared responsibility between the City and Tyler and will be coordinated, conducted and monitored by both parties. If the City desires a higher service deliverable, Tyler can propose additional implementation resources to provide additional hours and responsibility for testing. •System Infrastructure Audit •Conversion Validation and Testing •Data Exchange Testing •System Design Validation •Forms and Report Testing •User Acceptance Testing (UAT) 60 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services Tab 11 TRAINING PLAN 11.1 ATTACHMENT A / TAB 11 Attachment A / Tab 11 4.13 Tab 11 – Training Plan The eleventh tab of the Proposal should include: A. A completed response to the Tab 11 information contained in Attachment A. B. Any other information that may be relevant and useful to the City. Please reference the completed response to the Tab 11 information contained in attachment A on the following pages. Tab 11 – Training Plan I. PROPOSED TRAINING APPROACH/STRATEGY Respondent to provide their approach to the training plan and what makes their training plan successful and effective for system implementations. Include your approach to when and why you choose to use on-site training versus a webinar or a train-the-trainer format. A key part of any implementation is training users at all levels. Fully trained users understand how to use your new software system to record and report information that helps them to do their jobs better. This is critical to user acceptance of the system and crucial to a successful implementation. Tyler offers several training formats to accommodate our diverse clients’ needs. On-site training by Tyler staff provides hands-on learning in your own labs. Tyler also provides flexible alternatives including remote collaborative training technology and may offer video and software tutorial media. Regardless of the scope or logistics, your resources receive consultative knowledge transfer sessions that are a combination of lecture and hands-on education, using your data. Tyler requests that managers attend training with their employees. This ensures that the managers can confirm the proper transfer of knowledge has occurred. This also allows employees to ask the manager policy-related questions about how the system will work within their department. Tyler has developed a dynamic set of training and education resources and services that are tailored to your needs, the Tyler products you are implementing and the scope of your project budget. TRAINING METHODOLOGY A mutually developed education plan lays out the process of transferring knowledge between you and Tyler. We refer to our plan as an “education plan” as opposed to a “training plan” for several reasons. First, the process of transferring knowledge is vital to the analysis phase of our project. During analysis we review the current environment, provide Tyler demonstrations, review questionnaires and flow charts, and ultimately arrive at a future state model. The future state model becomes the foundation for user training. Second, training denotes a classroom setting with teacher and pupil. While training will occur, it is only a piece of the overall education needed to be a proficient Tyler user. PURPOSE The purpose of the education plan is to: •Communicate the process to stakeholders and functional leaders •Answer specific questions (where will classrooms be established, what database environment will be utilized, etc.) •Establish action items and link project personnel as owners •Define measurement criteria to ensure the plan has been successfully followed FUNDAMENTALS REVIEW In this step, your functional leads and power users become familiar with the new Tyler system and its capabilities, language and processes before the start of the current/future state analysis. This allows users on your team to better engage with the Tyler implementation consultants during regular training hours, empowers your staff with experience and a more complete understanding of the system, and provides a strong foundation for ongoing conversations regarding the future state processing. Fundamentals review eases the transition into implementation and training, garnering better results and a greater understanding of new processes. GOALS •Learn general Tyler Technologies terminology •Experience the basic functionality of your new software solution •Explore the configuration options including data flow, connectivity, etc. •Encourage discussions within your organization of desired configuration for design and future processing •Discover some of the software capabilities available for consideration •Improve communication between you and Tyler through software knowledge CONFIGURATION AND POWER USER TRAINING This stage enables your power users to validate the new software based upon the output from the future state analysis. A high-level exploration of the system results in greater comprehension and retention of system features and functionality. Configuration training may include data conversions validation, configuration validation testing, third-party data exchange validation, forms/reports validation and customization validation. TRAIN THE TRAINER Tyler provides training to functional leads and power users throughout the implementation, as the set-up knowledge is key to a self-sufficient user. Tyler provides training to your internal trainers, who in turn train the end user community. End user training is scheduled during the project and is usually done just prior to, or just after, going live. Training materials will be provided and may be customized prior to this training. BENEFITS •Powers users become immediate stakeholders •Training between the power users and peers creates a comfortable environment •Reduced learning times and more flexible training scheduling TECHNICAL AND SYSTEM ADMINISTRATION TRAINING Technical training begins at the time of software installation. Tyler’s installation team teaches the technical staff how the software is configured within the operating system, as well as basic system maintenance routines such as backups, loading releases, and refreshing training and test databases. System administration training is conducted after software installation to show users how to update users, permissions, menu security, workflow administration, etc. from within Tyler’s software. Your System Administrator necessarily attends these sessions; functional leaders should also attend to have a thorough understanding of the permissions and options available. END USER TRAINING After the functional leaders and power users are trained, the system parameters and tables are set up and/or converted, and processes are defined and tested. End users attend applicable scheduled training. Many agencies conduct this training prior to go-live so that these users may assist in system testing and verification and become familiar with their new processes. SCHEDULING AND ATTENDANCE Tyler prefers a classroom and curriculum approach for on-site training to ensure knowledge transfer, comprehension, and retention. A successful user training session is in a classroom environment with a computer for each user (minimum of one computer for every two users, but ideally one per user), a whiteboard, a printer in the room or nearby, and one computer connected to a projector. The size of the class depends on the classroom size and the available computers for training. Ideally, a class size should be limited to twelve (12) users in order to keep the session controlled and ensure that all users are receiving an appropriate level of personalized attention. The specific course topics are discussed and scheduled after analysis, depending on your agency’s specific training needs. Attendance to the training is critical during implementation. By participating in training courses, your employees gain critical hands-on experience with the system, and learn the Tyler approach. Tyler’s training staff will take attendance during classes, and relay that information back to your Project Manager for review. This ensures that users get the complete benefit of training and reduces support incidents after go-live. RESPONSIBILITIES Both teams collaborate on all aspects of training which will be discussed and documented during the planning stage of the project. The expectation is for Tyler to provide one occurrence of each scheduled training. You will be responsible for the logistics of the training by completing such tasks as scheduling resources and ensuring facilities are available. These sessions are to be attended by your key staff members so that they can then disseminate the information they learn to others in your organization if or when necessary. Tyler knows the value of being prepared for the use of our software in production, so we contribute to an ongoing education effort by recommending functional processes to be presented to specific departments and share training materials used during our sessions. Our goal is to partner with you and lend our expertise and best approaches based on our experiences, in order to allow your resources to be successful at go-live. Changes to these expectations are discussed during project planning and are based upon your specific business environment and resources. ADDITIONAL TRAINING RESOURCES TYLER UNIVERSITY – TYLER U* Tyler offers training through our Learning Management System — Tyler U — to our client base. Tyler U training provides an excellent opportunity for customers to learn introductory, new, or advanced processes at their own pace. STATE USER GROUPS Sound development of the Tyler product is largely driven by existing clients. To that end, we encourage active, client-organized product user groups. User groups typically consist of like-minded customers in geographic proximity of one another and running the same or similar Tyler applications. ONLINE RESOURCES Our knowledgebase and website include hundreds of searchable documents, videos and reports for users to view, download and modify. These include how-to documents, user conference session documents, best practices and more. TYLER CONNECT Tyler hosts an annual education forum, Tyler Connect, which serves our customers’ need for new or refresher information on our software products. Each class is tailored to meet the needs of attendees in order to increase productivity and, ultimately, improve responsiveness to your citizens and clients. Tyler is a nationwide community dedicated to learning, growing, sharing, and connecting every year. *Not available for all Tyler solutions and products. II.PROPOSED TRAINING APPROACH TABLE Respondents shall complete the following Proposed Training Approach Table as part of the submittal as required by Section 4.13 in the RFP. Table 11-01: Proposed Training Approach Table Proposed Training Approach Table What training model is being proposed? Train- the- Trainer End-User Training System Administrator Training Other (Describe): ☒☒☒ How many staff are permitted to attend each training session? Tyler’s training approach and methodology believe in the value of face-to-face training and individual interaction with our training professionals. In order to ensure that this interaction is possible, training classes should be limited to 12 attendees. Certain subject areas and topics, allow for much larger training classes. Does the Respondent have the ability to provide web-based training? Yes No Please provide details related to any web-based training offerings. ☒☐ Tyler incorporates computer based training into our Training and Knowledge Transfer plan through two different tools. Tyler utilizes a Learning Management System (LMS) under the brand Tyler U (University) to deliver prerequisite and baseline information to all project participants. This approach allows Tyler’s Implementation Consultants to focus on more complex subjects and to focus on ensuring that all participants are moving along at the same pace. Tyler’s LMS, Tyler U, is included for all clients at no additional charge. Tyler also has a number of training videos and tutorials on the Munis KnowledgeBase that can be downloaded and viewed by any resource. These items are intended to provide refresher or new employee materials to supplement your internal training program. Both types of computerized training are meant as a supplement to Tyler’s preferred teaching method of in-person classroom training. They are not meant to replace any portion of the training that is conducted by Tyler’s resources. Question #1: Please identify any optional training offerings that have not been listed above. These may include train-the-trainer, end-user training, system administrator training, etc. Response: Tyler’s goal throughout the implementation of Munis is to educate your resources so that they are self-sufficient users of the software. You may contact us at any time for training on future functionality, train new users or refresh knowledge. However, your team will have access to the tools and services designed to support your internal training leads - TylerU, Tyler Community, Technical Support, State User Groups, Annual User Conference, Munis KnowledgeBase and online help and education. Question #2: What provision will the Respondent make for having a system environment available for training exercises, and when? What data (e.g., live, sample) will be used for training City staff on the use of the system? Response: A Training Environment will be created during the initial installation. This environment will be available during Implementation as well as once in production. The train environment shares the same code-base as the production environment but uses a separate database to store information. This mirrored environment of production provides new users learning processes and existing users needing a refresher on existing processes a virtual "sandbox" to play in prior to performing tasks in the production system. Training on maintenance and processes surrounding this environment will be covered with your IT staff during the install and supported throughout the project by the Tyler project team. Question #3: What provision does the Respondent have for providing primary training for the proposed system? Training shall be adequate to the needs of the typical systems user and administrator. Response: A mutually developed education plan lays out the process of transferring knowledge between you and Tyler. The process of transferring knowledge is vital to the analysis phase of our project. During analysis and fundamentals review we review the current environment, provide Tyler demonstrations, review questionnaires and flow charts, and ultimately arrive at a future state model. The future state model becomes the foundation for user training in the configuration and power user training period. Tyler provides training to functional leads and power users throughout the implementation, as the set-up knowledge is key to a self-sufficient user. After the functional leaders and power users are trained, the system parameters and tables are set up and/or converted, and processes are defined and tested; end users attend applicable scheduled training. Question #4: What provision does the Respondent make for training the typical system user to address those issues that will be encountered during day-to-day use? Be sure to include training on all system functionality—including screen and report use—and ad hoc report creation and use. Response: Tyler will train your Functional Leaders and Power Users. Product Documentation, Hands on Training, Assigned Homework, Parallel Processing, and Testing Plans will all be employed to educate your resources. Tyler always training sessions to the participants, offering different levels of detail to users based on their use of the system and role. Your team will be responsible for conducting End User Training through the use of an internal training team. Training materials provided during Power User Training can be employed in the training of End Users. If additional materials are needed for this task, the Tyler Project Team may be able to assist further. Question #5: What provision does the Respondent make for administrator training to address those issues involved with the administration of the system? Should it be a separate training session? Response: Technical training begins at the time of software installation. Tyler’s installation team teaches the technical staff how the software is configured within the operating system, as well as basic system maintenance routines such as backups, loading releases, and refreshing training and test databases. System administration training is conducted after software installation to show users how to update users, permissions, menu security, workflow administration, etc. from within Tyler’s software. Your System Administrator necessarily attends these sessions; functional leaders should also attend to have a thorough understanding of the permissions and options available. Question #6: What provision does the Respondent make to provide technical training to City IT staff, as necessary? Please address how the Respondent will address training on the responsibilities related to system operation and management, security, problem identification, and problem resolution. Response: Technical training begins at the time of software installation. The Deployment Engineer will train the Technical staff how the software is configured as well as basic system maintenance such as backups, loading release updates and refreshing training and test databases. System Administration training is conducted after software installation to show users how to update users, permissions, menu security, workflow administration, etc., from within Tyler’s software. Your System Administrator should attend these sessions, as scheduled. In addition, the Functional Leaders should attend to have a thorough understanding of the permissions and options available. It is your team's decision as to who will perform System Administration tasks. It may be a combination of Functional Leaders and IT staff. Question #7: Describe what training facility configuration and equipment requirements are sufficient to deliver the training being proposed. Response: Number of workstations Based on number of training participants (Tyler limits class size to 12 users for Tyler conducted trainings) Number of desks Based on number of work stations Number and size of dedicated rooms for the project Ideally 2 rooms, one for training and one for conference calls and meetings Parking Tyler resources will need parking when they are on-site Telephones A telephone with conference call (speaker phone) capabilities is needed in each room Network accessibility needs Internet access for Tyler resources is needed throughout the project, as well as connectivity for all work stations White boards A white board or similar resource is needed for all training sessions Flip charts A white board or similar resource is needed for all training sessions Power requirements Tyler resources will require power Other resource needs A projector and screen are needed for the training room, to allow for projection of the training material during training sessions III.SYSTEM DOCUMENTATION Respondent to provide a detailed description of system documentation and resources that will be included as part of the implementation by the Respondent including, but not limited to, detailed system user manuals, “Quick Reference” guides, online support, help desk support, user group community resources, videos, and others as available. Respondent to itemize optional items on the Attachment C Cost Worksheets. Respondent to check off all that are available and included as part of the RFP response. Table 11-02: System Documentation Type of Documentation Included in Scope of Proposal to the City Yes/No Description/Explanation Quick Reference Guide Yes Available to all users on our KnowledgeBase Online Support Yes In addition to phone support, you can log new and manage open incidents through our online support tool. The Munis Support Portal will provide 24/7 access for resources to submit and update incidents, including the ability to attach documentation and screenshots if needed. All account and incident data are available in real time, providing the ability for you to communicate with Munis Support Representatives directly without the need to be on the phone. Help Desk Support Yes Tyler provides a dedicated 800 number for our clients to contact Munis Technical Support. We place no limits on who from your team that may contact Support, the number of calls placed, or our time required to resolve your incidents. We are focused on providing the highest level of support to all of our clients and will work every incident with the same level of dedication to finding a timely resolution to your concerns. Customer support’s goal is to return all calls within one business hour. User Group Community Resources Yes A dedicated team schedules, manages and conducts Munis user group meetings, along with other Tyler staff invited to share their expertise. Annual User Conferences Yes Each year Tyler hosts an annual user conference, which brings together staff and clients from across all Tyler products, including Munis. Tyler has appropriately named our conference Connect, and each year thousands of clients come to learn about Tyler, our products, and to connect with peers and staff. Videos No Other: 61 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services Tab 12 OWNERSHIP OF DELIVERABLES 12.1 ATTACHMENT A / TAB 12 4.14 Tab 12 – Ownership of Deliverables The twelfth tab of the Proposal should include: A. Identification of the ownership of each project deliverable. Ownership should be identified using the roles described in Attachment A. The resource hours provided as part of Tab 3 should be appropriate based on the roles identified for each Project deliverable. B. A completed response to the Tab 12 information contained in Attachment A. C. Any other information that may be relevant and useful to the City. Please reference the completed response to the Tab 12 information contained in attachment A on the following pages. Tab 12 – Ownership of Deliverables Respondents shall complete Table 12-03 below based on whether or not the roles identified are supported by the proposed approach and implementation methodology. The roles defined in Table 12-01 and 12-02 contain the indicators that Respondents shall use to report their support of the identified roles. Any conflicts shall be noted with a comment. In the event additional deliverables are proposed, Respondents shall identify the roles for both City and Respondent Project Teams. Table 12-01: Definition of Roles Role Summary Lead The party ultimately responsible for the development of the deliverable. Assist The party provides active assistance in development of the deliverable Participate The party provides passive assistance in the development of the deliverable. Owns The party is solely responsible for the development of the deliverable. Share Both parties share equal responsibility for the development of the deliverable. None The party has no role in the development of the deliverable. Table 12-02: Summary of Response Indicators Indicator Response Description S Supports The proposed supports the prescribed ownership roles with its proposed implementation methodology and approach. C Conflict The proposed has a conflict with the prescribed ownership roles and proposes alternate ownership in its proposed implementation methodology and approach Table 12-03: Ownership of Deliverables No Deliverable Respondent Role City Role Respondent Response Comments 1 Implementation Project Plan Lead Assist S 2 System Interface Plan Lead Assist S 3 Data Conversion Plan Lead Assist S 4 Testing and Quality Assurance Plan Share Share S 5 Pre- and Post-Implementation Support Plan Share Share S 6 Training Plan Lead Participate S 7 System Documentation Owns None C Documentation is available via our KnowledgeBase. 8 Risk Register Share Share S 9 Other: 62 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services Tab 13 REFERENCES 13.1 ATTACHMENT A / TAB 13 4.15 Tab 13 – References The thirteenth tab of the Proposal should include a completed response to the Tab 13 information in Attachment A, containing identification of the Respondent’s references for the Project.] Please reference the completed response to the Tab 13 information contained in attachment A on the following pages. Tab 13 - References I. RESPONDENT REFERENCE CONSENT Respondents shall provide an affirmative statement that the Respondent grants its consent for the City to contact the Respondent’s references for purposes of evaluating the Respondent for this Project and acknowledges that any information obtained from the Respondent’s references will not be disclosed to the Respondent. Statement of Consent: Tyler Technologies grants its consent for the City to contact provided references for purposes of evaluating Tyler for this project and acknowledge any information obtained from our references will not be disclosed to Tyler. II.RESPONDENT REFERENCE FORM •Respondents shall provide at least five (5) City/municipal government clients with whom the Respondent has worked during the past five (5) years that are of similar size and complexity to the City. o Three (3) references shall be from City/municipal clients that have been live with the proposed software for a minimum of two (2) years, and o Two (2) references that have been live with the current (proposed) software version for less than one (1) year. o The City has a preference for client references that are located within Minnesota. •In the event the Respondent cannot provide the required five references, the Respondent may substitute other organizations to ensure five (5) total references are provided. Respondents shall indicate how these substitute references deviate from the requested characteristics. •If possible, the City prefers references that utilized the same Project Manager as will be used for this Project, and the same scope of functional areas. •Respondents should also include the contact information for three (3) similarly sized City/municipal governments with which the City may conduct site visits. The City prefers sites be located within 150 miles. Reference Form 1. General Background Name of Client: City of Bloomington, MN Address: 1800 W Old Shakopee Rd Bloomington, MN 55431 Number of Employees: 1,500 Operating Budget: $112M Project Manager/Contact: Kari Carlson Title: Asst. Finance Manager Phone Number: 952-563-8725 Email Address: kcarlson@bloomingtonmn.gov Summary of Project and Current Status: Implemented and live on Munis Financials, Payroll/HR. Include as a Site Visit Reference? (yes/no) Yes 2. Project Scope General Ledger and Financial Reporting ☒ Time Entry and Payroll ☒ Budget ☒ Utility Billing ☐ Purchasing ☒ Applicant Tracking and Onboarding ☐ Accounts Payable ☒ Workforce Management ☒ Accounts Receivable, Billing, and Cash Receipts ☒ Benefits ☒ Project Accounting and Grant Management ☒ Risk Management ☐ Fixed Assets and Inventory ☒ 3. Project Information Total Project Budget: $978,440 Software Version Implemented: V11.3 Implementation Start Date: Feb 2014 Deployment Model: On-Premise Go-Live Date: July 2015 System(s) Replaced: SunGard HTE Vendor Project Manager: Chris Kinney 1. General Background Name of Client: City of Chaska, MN Address: Number of Employees: 570 1 City Hall Plaza Chaska, MN 55318 Operating Budget: $59M Project Manager/Contact: Noel Graczyk Title: Administrative Services Director Phone Number: (952) 448-9200 Ext. 7551 Email Address: ngraczyk@chaskamn.com Summary of Project and Current Status: Implemented and live on Munis Financials, Payroll/HR and Utility Billing. Include as a Site Visit Reference? (yes/no) Yes 2. Project Scope General Ledger and Financial Reporting ☒ Time Entry and Payroll ☒ Budget ☒ Utility Billing ☒ Purchasing ☒ Applicant Tracking and Onboarding ☒ Accounts Payable ☒ Workforce Management ☒ Accounts Receivable, Billing, and Cash Receipts ☒ Benefits ☒ Project Accounting and Grant Management ☒ Risk Management ☐ Fixed Assets and Inventory ☒ 3. Project Information Total Project Budget: $1,521,381 Software Version Implemented: V 11.3 Implementation Start Date: April 2013 Deployment Model: SaaS Go-Live Date: July 2014 System(s) Replaced: Incode Pace/GT Vendor Project Manager: Aaron Joyal 1. General Background Name of Client: City of Mankato, MN Address: 10 Civic Center Plaza Mankato, Minn., 56001 Number of Employees: 253 Operating Budget: $95M Project Manager/Contact: Parker Skophammer Title: Senior Management Analyst Phone Number: (507) 387-8739 Email Address: pskophammer@mankatomn.gov Summary of Project and Current Status: Implemented and live on Munis Financials, Payroll/HR and Utility Billing. Include as a Site Visit Reference? (yes/no) Yes 2. Project Scope General Ledger and Financial Reporting ☒ Time Entry and Payroll ☒ Budget ☒ Utility Billing ☒ Purchasing ☒ Applicant Tracking and Onboarding ☐ Accounts Payable ☒ Workforce Management ☒ Accounts Receivable, Billing, and Cash Receipts ☒ Benefits ☒ Project Accounting and Grant Management ☒ Risk Management ☐ Fixed Assets and Inventory ☒ 3. Project Information Total Project Budget: $1,019,545 Software Version Implemented: V 11.1 Implementation Start Date: May 2015 Deployment Model: On-Premise Go-Live Date: April 2016 System(s) Replaced: SunGard HTE Vendor Project Manager: Maureen Carr 1. General Background Name of Client: Blue Earth County, MN Address: 204 S. 5th Street Mankato, MN 56001 Number of Employees: 325 Operating Budget: $84M Project Manager/Contact: Tiffany Ahearn Title: IT Business Analyst Phone Number: 507-304-4207 Email Address: tiffany.ahearn@blueearthcountymn.gov Summary of Project and Current Status: First MN Munis customer. Implemented and live on Munis Financials, Payroll/HR. Include as a Site Visit Reference? (yes/no) Yes 2. Project Scope General Ledger and Financial Reporting ☒ Time Entry and Payroll ☒ Budget ☒ Utility Billing ☐ Purchasing ☒ Applicant Tracking and Onboarding ☐ Accounts Payable ☒ Workforce Management ☒ Accounts Receivable, Billing, and Cash Receipts ☒ Benefits ☒ Project Accounting and Grant Management ☐ Risk Management ☐ Fixed Assets and Inventory ☒ 3. Project Information Total Project Budget: $600,000 Software Version Implemented: V 11.3 Implementation Start Date: Oct 2006 Deployment Model: On-Premise Go-Live Date: Jan 2008 System(s) Replaced: Vendor Project Manager: 1. General Background Name of Client: Crow Wing County, MN Address: 313 Laurel Street Brainerd, MN 56401 Number of Employees: 438 Operating Budget: $75M Project Manager/Contact: Alaina Bundy Title: Business Analyst Phone Number: (218) 824-1048 Email Address: Alaina.bundy@crowwing.us Summary of Project and Current Status: Implemented and live on Munis Financials, Payroll/HR. Include as a Site Visit Reference? (yes/no) Yes 2. Project Scope General Ledger and Financial Reporting ☒ Time Entry and Payroll ☒ Budget ☒ Utility Billing ☐ Purchasing ☒ Applicant Tracking and Onboarding ☒ Accounts Payable ☒ Workforce Management ☒ Accounts Receivable, Billing, and Cash Receipts ☒ Benefits ☒ Project Accounting and Grant Management ☒ Risk Management ☐ Fixed Assets and Inventory ☒ 3. Project Information Total Project Budget: $585,260 Software Version Implemented: V 2018 Implementation Start Date: May 2014 Deployment Model: On-Premise Go-Live Date: June 2015 System(s) Replaced: SunGard Bi-Tech Vendor Project Manager: Chris Kinney 1. General Background Name of Client: City of Sioux Falls, SD Address: 224 W 9th St Sioux Falls, SD 57104 Number of Employees: 1,500 Operating Budget: $307M Project Manager/Contact: Tom Huber Title: Assistant Director of Finance Phone Number: 605-367-8861 Email Address: thuber@siouxfalls.org Summary of Project and Current Status: Implemented and live on Munis Financials, Payroll/HR. Include as a Site Visit Reference? (yes/no) No 2. Project Scope General Ledger and Financial Reporting ☒ Time Entry and Payroll ☒ Budget ☒ Utility Billing ☐ Purchasing ☒ Applicant Tracking and Onboarding ☒ Accounts Payable ☒ Workforce Management ☒ Accounts Receivable, Billing, and Cash Receipts ☒ Benefits ☒ Project Accounting and Grant Management ☒ Risk Management ☒ Fixed Assets and Inventory ☒ 3. Project Information Total Project Budget: $1,699,706 Software Version Implemented: V 11.2 Implementation Start Date: June 2012 Deployment Model: On-Premise Go-Live Date: Dec 2014 System(s) Replaced: SunGard HTE Vendor Project Manager: Jennifer Rivera RECENT SELECTIONS IN THE PAST 24 MONTHS III.FORMER CLIENTS Respondents shall provide the name and contact information of three (3) former clients that have elected to leave the Respondent. The Respondent should describe why the client left, and what steps the Respondent has taken to correct the issues that resulted in the client’s departure. On average, Tyler adds 11 new clients each week, and we have a 97% client retention rate. In the past five years, seven (7) Munis customers have opted to terminate their relationship with Tyler for reasons other than non-appropriation or non-renewal. That decision was mutually agreed to by Tyler without either party admitting liability. Those customers, and the year in which the termination took effect, are: Former Client #1 Name of Client: Springfield Retirement Board/PERA, MA Date of Client Departure: 2017 Reason for Departure: Former Client #2 Name of Client: Northwest Ohio Area Computer Services Cooperative, OH Date of Client Departure: 2016 Reason for Departure: Former Client #3 Name of Client: Rome City School District, GA Date of Client Departure: 2015 Reason for Departure: 63 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services Tab 14 RESPONSE TO NARRATIVE QUESTIONS 14.1 ATTACHMENT A / TAB 14 4.16 Tab 14 – Response to Narrative Questions The fourteenth tab of the Proposal should include the Respondent’s response to the narrative questions contained in Attachment A, Tab 14. Please reference the completed response to the Tab 14 information contained in attachment A on the following pages. Tab 14 – Response to Narrative Questions Narrative Questions Please identify two recent project implementations that are most comparable to the City, and provide a project profile for each, including: scope of modules; project duration; any unique requirements or circumstances that were a part of, or came up during, the project; the legacy system converted from; etc. PLANT CITY, FL 1.Legacy System(s) I. ADG 2.Project Management I. Tyler: Standard II.City: Dedicated PM 3.Phases/Modules I. Financials- II.HR and Payroll – III.UB Go Live 4.Project Duration: I. October 2011 – May 2015 5.Deliverables: Standard I. Implementation Management Plan, Project Plan/Schedule, Documentation, Data Conversion Plan, System Design Document, Interface Design Specifications, Pre-Live Checklist, Lessons Learned Document 6.Other Services I. IVR Integration 8.Unique Requirements, identified either during planning or discovered later in the project I. As part of the implementation, Plant City, wanted to implement an IVR solution with a new vendor. It took considerable amount of time to sign the contract with the vendor, test the connection and make sure the process and reporting would work as expected. Call Prompt scripts had to be created and the system thoroughly tested prior to going live on the new software. They have a bi-lingual community so the caller could pick which language they needed early in the call. II.Florida has a public records law and certain individuals such as Police or Public Officials can request that their information not be shared. This required Munis Development to increase the functionality of our Confidential status available on a customer record. Certain information (Name, Address, Phone etc.) can be hidden based on the security permissions of the user. III.Plant City need a way to store and export customer call or contact notes for management or for use in court proceedings. Development increased the ability for the end user to categorize notes, restrict editing and export the information to a professional looking report or excel document if needed. They previously had to take screenshots of their notes and with our help they are now able to represent professional looking documents that include date, time stamp and the user credentials for the person who took the call. IV.Plant City required a custom meter layout file for their Meter Reading software vendor. Tyler included the custom meter layout as part of implementation. 9.Noteworthy Lessons Learned: I. Plant City had difficulty pulling their data early on. UB Analysis Document should be completed prior to the Kick- Off session. Data should also be pulled prior to the Kick-off. Coordination should be done with Conversions as early as is feasible. II.Plant City highly customized their form and spent a good amount of time in the proofing process. They did a great job testing their forms but it took a couple months to test their various scenarios. The client needs to allow enough time before and after the forms are installed for testing internally. If they have a 3rd party print vendor, the client needs to coordinate any design or changes to the vendor as well. 10.Key reasons for success thus far: I. Plant City hired a full-time Project Manager, focused solely on managing the project. II.Analysis sessions included all core users and took at least 3 days for the UB module allowing us to find setup restrictions or areas where processes could be improved. III.Plant City had two knowledge UB Managers attend all the training sessions. They also did a good job at assigning tasks and dividing the work internally. One or two people were responsible for Conversion Proofing and another was responsible for Tyler Forms proofing. IV.Plant City created their own training materials which reinforced the learning experience. V. The timeframe was elongated for this size client (normally 12 months). The additional time was used to parallel test each cycle thoroughly. It also allowed us time to test forms and the IVR integration completely. VI.Plant City has a very engaged team that understood their processes and their data. VII.Plant City proofed each conversion pass and continued to retest items with each pass. VIII.Plant City has a strong IT team that could assist with end user computer or equipment issues ensuring only Munis related items are submitted to Support. IX.Plant City attends the User Conferences and monitors Tyler Community for information. They also still reach out to their UB Implementation team when they are considering changes or updating a process to see how Munis will best handle the change. WASHTENAW COUNTY, MI 1. Legacy System(s) a. JD Edwards 2. Project Management a. Tyler: 25% Dedicated Project Management Services b. County: Dedicated Project Manager 3. Phases/Modules a. Financials: GL, BG, AP, Purchasing, FA, Project & Grant Accounting, Cash Management, Contract Management, Bid Management, AR, GB, Tyler Cashiering, CAFR Statement Builder b.PRHR: Payroll w/ ESS, HR Management, Applicant Tracking 4. Project Duration: 18 Months (not including post live tasks for final phase) a. Tyler Forms Libraries: Standard a. Financials b.General Billing c. Payroll d.Personnel Actions 6. Deliverables: Standard a. Implementation Management Plan, Project Plan/Schedule, User Manuals, Data Conversion Plan, System Design Document, Interface Design Specifications, Pre-Live Checklist, Lessons Learned Document 7.Other Servicesa. Custom Report Writing Allowance: 20 Days b.Enhanced Go-Live Support: 15 Days 8. Modifications: None, aside from custom interfaces 9. Unique Requirements, identified either during planning or discovered later in the project a. County limits the salary amount on the life insurance table that calculates a percent against the employees’ salaries. 10.Noteworthy Lessons Learned a. In a County environment, it is important to schedule in adequate time and resources to reach out to the outlying departmental areas to gather information on their policy and procedures, reporting needs and import and export needs. It took longer than desired to gather the needed list for import/exports into and out of Munis. 11. Key reasons for success thus far a. Weekly project status meetings - Project Team meetings held internally before the Project Status Meeting between the Client PM (group of 3 project team members and the outside consultant acting as the Client PM) and the Tyler PM. b. Client PM is diligent in reviewing the tasks assigned and providing updates and % completes to the Tyler PM after reviewing the tasks with the project team internally. What sets the product that your firm proposes apart from competitors’ products? With Munis, you'll benefit from a public sector-focused solution that's designed and tested through a working partnership between our usability-trained developers and Munis users alike. Our evergreen approach to perpetual licensing means that clients receive upgrades and updates without paying additional licensing fees. • User-friendly HTML5 and web-based applications • Mobile apps to increase work productivity • GIS integration to simplify property and asset management Munis helps you work more efficiently by providing the business intelligence tools you need to be more responsive to your stakeholders. Powered by Tyler Hub™, the preconfigured cards in your Munis dashboard helps you monitor key processes, quickly execute routine tasks, and eliminate time-consuming data searches. • Drag-and-drop functionality for easy data organization • Simple and advanced search options • Ability to export data to Microsoft Excel® • Easy navigation to connected Tyler applications • Technology that evolves with you No matter the size or complexity of your organization — small town, large county, big city, school district, or special district — Tyler's ERP solutions have you covered. Our systems help you best manage core functions while providing simplified navigation, integration that improves business processes, and apps to increase staff productivity. Please describe your organization’s recommended approach toward retention of legacy data. Please describe what options are available, and supported, within your proposed solution. Also, please provide any relevant references of organizations that have successfully addressed legacy data with your solution. Tyler recognizes the need for our customers to maintain their legacy data and to ensure that they are in compliance with all local and federal data retention rules. Data retention is governed by a number of different entities and differs amongst different data types. As such, the City’s team is responsible for knowing and communicating all data retention needs to the Tyler Project Team during the planning stage of the project. A Data Retention plan will be created during planning and incorporated into the Project Plan to be followed throughout the Implementation Project. Typically, our clients use a number of different methods to maintain the necessary data, including but not limited to: data conversion to Munis, retained access to legacy system, data archiving, existing hard copies, and back‐ups. By combining these different retention methods, the City can meet their data retention needs while making informed decisions about what type of data they will convert into Munis and the associated cost of this work. Please identify any third-party software or hardware that may be required, or suggested for use, in supporting the solution you have proposed. This should include a description of the product and the way in which it supports the use of your system. All third-party software, licenses, and hardware are the responsibility of the client and are not included as part of Tyler solutions. Server Environment Software Requirements • Microsoft Hyper-V or VMware vSphere [1] • Microsoft Windows Server • Microsoft Active Directory environment • Microsoft SQL Server • Microsoft SQL Server Reporting Services [2] • SMTP email server [3] • Esri ArcGIS for Server or Esri ArcGIS Online [4] • Microsoft .NET Framework • Java Development Kit (JDK) and Java Runtime Environment (JRE) [5] • Backup software • Antivirus software [1] Required for virtual server environments only. [2] SQL Server Reporting Services is covered by SQL Server RDBMS licensing if installed on same server as SQL Server. An additional SQL Server license is required if SSRS is installed on a separate operating environment from SQL Server RDBMS. [3] Microsoft Exchange required for advanced Outlook integration only. [4] Required for GIS integration (e.g. Munis MapLink, EnerGov). [5] JRE required on TCM and ExecuTime application servers only. JDK required on TCM application servers only. Workstation Software Requirements • Supported Microsoft Windows or macOS operating system • Microsoft Internet Explorer 11, Google Chrome [1], Microsoft Edge [2], or Apple Safari [3] • Microsoft Office [4] • Microsoft .NET Framework [5] • Microsoft Silverlight [6] • Java Runtime Environment (JRE) [7] • PDF reader (e.g. Adobe Reader) • Antivirus software [1] Google Chrome supported with Munis and EnerGov HTML web applications only. [2] Microsoft Edge supported with Munis, ExecuTime, select EnerGov applications, and self-service applications. [3] Apple Safari supported with Munis and EnerGov web applications only. [4] Microsoft Office required advanced Office integration with Munis. [5] .NET Framework required for Tyler Cashiering only. [6] Microsoft Silverlight required for CAFR Statement Builder, Tyler Incident Management, Tyler Meeting Manager, and select EnerGov applications only. [7] JRE required for advanced Tyler Content Manager functionality only. Please describe any relevant experience assisting a client with migrating from the City’s legacy product to the proposed product. Provide the client name, and the date of the project. This should include a description of the data conversion approach used, as well as any lessons learned. Tyler conducts hundreds of data conversions for our implementation projects every year using a conversion process involving data mapping from your legacy system and custom programs written by our dedicated conversion programmers. The following list represents the projects where we have collected data on the legacy vendor and does not represent every project where we have converted from a JD Edwards software product. For every project listed below, the conversion was done through a custom written program. Over 95% of our implementation projects involve data conversion services, not including any manual conversion done by the client. • Allegany County, MD • Allegany County Public Schools, MD • City of Appleton, WI • Culver City, CA • Fairbanks North Star Borough, AK • Lodi, CA • Santa Barbara, CA • Washtenaw County, MI • Waukesha, WI Please describe the database storage capacity of the proposed solution. - Are there limits on the amount of data that can be stored in the proposed solution? - If applicable, what tiers of storage are offered in the hosted/SaaS environment? (1) Tyler provides fully scalable solutions to meet the requirements of all organizations, regardless of size, and can grow to meet increasing demands. Tyler’s applications perform well on modest networks with a handful of users—or on large, distributed networks with hundreds of users. Tyler applications have features to ensure large organizations run effectively. And smaller clients don’t outgrow Tyler solutions— they easily expand to meet clients changing needs. (2) Tyler’s standard SaaS service includes 150GB of storage for Tyler Content Manager (TCM), and unlimited data storage for all other applications. The proposed storage for TCM is typically enough for any client using TCM Standard Edition. Additional storage for TCM can be purchased for an annual fee of $5,000 per TB. 64 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services Tab 15 EXCEPTIONS TO THE RFP REQUIREMENTS AND TERMS & CONDITIONS 15.1 ATTACHMENT A / TAB 15 4.17 Tab 15 – Exceptions to RFP Requirements and Terms and Conditions The fifteenth tab of the Proposal should include: A. Any exception the Respondent takes to the requirements and conditions of this RFP. The Respondent will describe exceptions and identify their impact to the City, including—but not limited to—workarounds; reductions in performance; capacity; flexibility; accuracy; and ultimately, cost and value. The Respondent should identify the areas where they feel the requested service or product is not available, deviates from the specific requests, or is deemed to be an unwise or unwarranted approach. The City reserves the right to disallow exceptions it finds are not in the best interests of the City. Any and all exceptions must be identified and fully explained in the submitted Proposal. It is the City’s intention to be made aware of any exceptions to terms or conditions prior to contract negotiations. B. Note: Exception to the payment and retainage schedule to be provided with the Pricing Proposal. Please reference Attachment A / Tab 15 on the following pages. Tab 15 – Exceptions to Project Scope and Contract Terms The City reserves the right to disallow exceptions it finds are not in the best interests of the City. Any and all exceptions must be identified and fully explained in the submitted Proposal. It is the City’s intention to be made aware of any exceptions to terms or conditions prior to contract negotiations. Note: Deviations to the payment and retainage schedule to be provided with the Price Proposal. Deviations to functionally to be provided in Tab 6 (Attachment B) through the use of the Requirements Response Indicators. I. DEVIATIONS TO SCOPE OF WORK i. The Respondent is to identify and describe any exceptions/deviations to the Scope of Work and identify their impact to the City, including, but not limited to workarounds; reductions in performance; capacity; flexibility; accuracy; and ultimately, cost and value. Exceptions provided below ii. Respondent to identify the areas where they feel the requested service or product is not available, deviates from the specific requests, or is deemed an unwise or unwarranted approach. Exceptions provided below II. DEVIATIONS TO SECTION 5, TERMS AND CONDITIONS FOR CONTRACT AS PROPOSED BY THE CITY As an Exhibit to Tab 15, Respondent to provide any deviations to the sample contract language proposed by the City in RFP Section 5. Each item to be listed along with the requested alternative language for review by the City. If no deviations taken, state as such. Substantive exceptions to the City’s terms, submitted after the date and time established for the submittal of Proposals, will not be considered. No deviations taken: Exceptions: CITY OF EDINA, MINNESOTA RFP for ERP, HUMAN CAPITAL MANAGEMENT, AND UTILITY BILLING SOFTWARE Tyler Statement Regarding Exceptions to the Aforementioned Procurement Document(s) Tyler’s Proposal is based on the delivery of the requested software and services according to Tyler’s standard implementation methodology and Tyler’s standard contracts. That methodology, and those contracts, have been refined and enhanced over Tyler’s many years of operation in the public-sector information technology market. Tyler’s standard contract is included for your reference. Tyler’s submission of its Proposal does not constitute a waiver of Tyler’s right to negotiate any and all terms to the mutual satisfaction of the parties. Tyler is providing “exceptions” to the procurement terms and conditions for your review. This representative list does not negate any of the expectations Tyler has stated above. •Contract Considerations. (§1.1, p. 1; §5.8, p. 31). Tyler reserves the right to negotiate any and all terms to the mutual satisfaction of the parties. Tyler expects to use the standard Tyler contract as the basis for beginning contract negotiations, as it contains language specific to the software industry, such as license grant and intellectual property infringement provisions. Tyler recognizes that there may be clauses of particular importance to the Client that may not be included in the Tyler contract. Tyler is amendable to accommodating the Client’s contract requests by incorporating mutually agreed clauses into the Tyler contract. Tyler will agree to incorporate the Client’s RFP by reference into the final contract, so long as Tyler’s Proposal is incorporated as well, and the order of priority in the event of any conflict is (1) the Agreement; (2) Tyler’s Proposal; and (3) the RFP. •Source Code Escrow. (§2.11, p. 15). Tyler has an Escrow Agreement in place with Iron Mountain. In the event the Client desires to enroll as a beneficiary, the Client will pay the annual beneficiary fee. Release of the Tyler source code will be in accordance with such Escrow Agreement. Source code escrow is only available to clients purchasing perpetual licenses. •Assignment. (§3.6, p. 20; §5.33, p. 37). Neither party may assign the contract without the prior written consent of the other party, except that Tyler may, without the prior written consent of the client, assign the contract in its entirety to the surviving entity of any merger or consolidation or to any purchaser of substantially all of Tyler’s assets. •Background Checks. (§4.6, p. 25). Tyler conducts routine background checks as party of pre-employment screening. Any additional background checks for Tyler personnel providing onsite services must be mutually agreed to by Tyler and the Client. •Proposal Basis. (§4.17, p. 27). Tyler’s proposal is based on the information provided in the RFP. Tyler has read and understands the RFP terms and conditions, and Tyler’s Proposal is submitted in conformance with those terms and conditions, except as modified by, taken exception to, or as otherwise provided in Tyler’s Proposal. Tyler cannot provide Client with advice regarding the relative costs and benefits of any of Tyler’s exceptions. •Pricing. (§4.18, pp. 28-29; §5.8, p. 31). Tyler’s proposal contains estimates of the amount of services and associated expenses needed, based on the size and scope of the Client’s project. The actual amount of services and expenses depends on such factors as the Client’s level of involvement and the speed of knowledge transfer. Unless expressly noted otherwise, Tyler’s proposal does not include travel expenses, which are estimated separately. Unless expressly noted otherwise, Tyler’s proposal does not include any taxes. If required, Tyler will provide a not-to-exceed quote once the scope of the services has been finalized. If Client refuses to pay Tyler on a time and materials basis, Tyler will agree to a retention schedule or a milestone payment plan. Tyler does not agree to retention in addition to milestone payments. •Payment Terms. (§4.18, pp. 28-29). Tyler’s standard payment terms are set forth in the Invoicing and Payment Policy (Exhibit B) to the standard Tyler contract. Payment is due within forty-five days of invoicing. •Maintenance Fees. (§4.18.3, p. 29). Maintenance fees are payable according to the schedule set forth in the Invoicing and Payment Terms (Exhibit B) of the standard Tyler contract. Tyler will not increase annual maintenance fees on the Tyler software by more than 5% per year in years two through five. Tyler reserves the right to suspend delivery of maintenance services for unpaid fees. •Ownership. (§5.2, p. 30). The Client may use the Tyler Proposal for its internal reference in evaluating proposals. Tyler shall retain ownership of all (i) software products licensed to the Client; and (ii) proprietary information contained in all deliverables. Tyler reserves the right to protest the public disclosure of its confidential and proprietary information, consistent with applicable records laws. •Confidentiality. (§5.3, p. 30). The Client and Tyler will maintain the confidentiality of any information obtained during this course of the contractual relationship in accordance with the relevant confidentiality provision of the standard Tyler contract. •Warranty. (§5.8, p. 32; §5.30, p. 36). Tyler does not provide implied warranties, including the implied warranties of merchantability and fitness for a particular purpose, as they are subjective. Tyler provides a comprehensive, objective warranty tied to functional descriptions of the Tyler software. For as long as the Client has a current Maintenance Agreement in place, Tyler warrants that the Tyler software will substantially conform to the functional descriptions of the Tyler software contained in Tyler’s Proposal, 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. •Venue. (§5.12, p. 33). Tyler reserves the right to remove any litigation to a federal court with jurisdiction over the City of Edina, Minnesota. •Applicable Laws and Regulations. (§§5.13, 5.14, 5.16, p. 33; §5.29, p. 36). Tyler agrees to comply with applicable laws/regulations and mutually agreed to Client policies/procedures. Tyler reserves the right to discuss in good faith which laws/regulations and policies/procedures the Client considers applicable, and to identify those in the contract. •Intellectual Property Ownership. (§§5.18-5.19, p. 34; §5.32, p. 37). Tyler does not agree to work for hire provisions. We retain all intellectual property and confidentiality rights in and to our proprietary and/or confidential information and deliverables, whether developed under the terms of this contract or otherwise. •Disentanglement Services. (§5.19, p. 34). Tyler reserves the right to negotiate the scope and cost of required disentanglement services. •Right to Audit. (§5.20, p. 34). The Client may, at its own expense, audit Tyler’s books and records relating directly to the contract once per year on one week advance written notice. •Personnel. (§5.21, pp. 34-35). Tyler will provide information on representative personnel. We are unable to assign personnel to a project until Tyler is selected and a contract is signed. Tyler reserves the right to assign and reassign personnel. Tyler will use commercially reasonable efforts to not remove personnel providing ongoing services from the Client’s implementation. In the event Tyler personnel provide services that do not conform to Tyler’s services warranty, Tyler will be given an opportunity to correct the deficiency. In the event the deficiency persists, the Client may require the removal of the personnel in question. •Indemnification. (§ 5.23, p. 35; §§5.26-5.27, p. 36; §5.31, pp. 36-37). Tyler shall defend, indemnify and hold harmless the Client from and against any and all direct claims, losses, liabilities, damages, costs and expenses (including reasonable attorney’s fees and costs) for personal injury or property damage arising from Tyler’s negligence or willful misconduct; or Tyler’s violation of a law applicable to Tyler’s performance under the contract. The Client must notify Tyler promptly of the claim, in writing, and give Tyler sole control over its defense or settlement. The Client agrees to provide Tyler with reasonable assistance, cooperation, and information in defending the claim at Tyler’s expense. Tyler will defend, indemnify, and hold harmless the Client from third-party claims that the Tyler software and/or documentation infringes an intellectual property right in accordance with Section H(1) of Tyler’s standard contract. •Insurance. (§5.24, p. 35). Tyler’s insurance program is established at a corporate level and is not subject to change on an individual client basis. Tyler’s insurance company uses a standard Acord form that provides that notice will be given according to the terms of the insurance policy. Tyler will agree to provide notice of cancellation directly to the Client. The Client can be listed as an additional insured on Tyler’s Commercial General Liability (“CGL”) policy and Auto Liability policy, which automatically adds the Client as an additional insured on Tyler’s Excess/Umbrella Liability policy. Tyler’s carrier has issued a blanket endorsement whereby any customer named as additional insured in the contract is afforded such status under the policy. Tyler’s carrier does not issue separate additional insured endorsement specific to the Client. 65 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services 15.2 SUPPLEMENTAL INFORMATION 15.2.1 CERTIFICATE OF INSURANCE Please reference the Certificate of Insurance on the following pages. 3/28/2018 Hays Companies 133 Federal Street, 4th Floor Boston MA 02110 Moira Crosby mcrosby@hayscompanies.com Tyler Technologies, Inc. 5101 Tennyson Parkway Plano TX 75024 Hartford Fire Insurance Company 19682 Hartford Casualty Insurance Company 29424 Lloyds of London Syndicates 048337 & 048945 18-19 GL, Auto A X X X 08UENAY8572 4/1/2018 4/1/2019 1,000,000 1,000,000 10,000 1,000,000 2,000,000 2,000,000 A X X X 08UENAY8572 4/1/2018 4/1/2019 1,000,000 B X X 08RHUAY8122 4/1/2018 4/1/2019 25,000,000 25,000,000 B 08WEEL5271 4/1/2018 4/1/2019 X 1,000,000 1,000,000 1,000,000 C Cyber/Privacy Prof Liab B0621PTYLE000217 12/17/2017 12/17/2018 $20,000,000 C Cyber/Privacy Prof Liab B0621PTYLE000317 12/17/2017 12/17/2018 $20,000,000 James Hays/MCROSB Evidence of Insurance 66 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services 15.2.2 CORPORATE RESOLUTION Please reference the Corporate Resolution on the following pages. City of Edina, Minnesota Addendum No. 2 – October 17, 2018 Request for Proposal for Software and Implementation Services for an Enterprise Resource Planning (ERP), Human Capital Management, and Utility Billing Software Systems Environment Due Date and Time: October 31, 2018, 3:30 PM Central Time City of Edina ERP Proposal Response 4801 W. 50th St. Edina, MN 55424 ___________________________________________________________________________________________ 1. Question: General and Technical tab, question GT182 – does SSRS refer to SQL Server Reporting Service? City Response: Yes. 2. Question: The City included information on the number of employees in the RFP, under Table 05. Based on the information below, how many employees are paid on average? We assume the Seasonal Employees could fall into either category; Full-Time or Part-Time. • Number of Full-Time Employees 300 • Number of Part-Time Employees 395 • Number of Seasonal Employees 546 (including 269 election judges) City Response: On average, the City pays 630 employees on a biweekly basis. This number increases to 800 - 900 employees during periods of peak seasonal employment. 3. Question: Would the City please provide clarification on the type(s) or specific reports that are requested as part of requirement BF.97 of the Benefits tab to Attachment B? • Requirement BF.97: “The system has the ability to generate a GASB report (i.e., dependent information) City Response: Currently, the GASB report requires the City to provide the following information on both active and inactive employees, in a specified report format: • Employee Information (Last name, first name, SSN, Gender, PERA Plan, birthdate, hire date, salary from 1 year ago) • Medical information (which medical plan enrolled and which medical coverage tier (i.e. single, employee+spouse, etc.) • Birth date of Spouse if covered City of Edina, Minnesota Addendum No. 1 – October 11, 2018 Request for Proposal for Software and Implementation Services for an Enterprise Resource Planning (ERP), Human Capital Management, and Utility Billing Software Systems Environment Due Date and Time: October 31, 2018, 3:30 PM Central Time City of Edina ERP Proposal Response 4801 W. 50th St. Edina, MN 55424 ___________________________________________________________________________________________ A Pre-Proposal Vendor Teleconference was held on October 1, 2018 at 1pm CST. The Pre-Proposal Teleconference was facilitated by the City and the City’s consulting partner, BerryDunn, and included participation by key City staff. Attendance at the Pre-Proposal Vendor Teleconference was not mandatory. The following vendors identified themselves on the teleconference: - Agilyx - Alpha Sirius - BS&A - Central Square - Cogsdale - Continental Utility Solutions, Inc. - Denovo - Enterprise Solutions Consulting - GovSense - Infor - Itineris - JK Seva - Professional Computer Systems, Co. - Tyler Technologies, Inc. - Ultimate Software Questions and answers provided below include those questions received prior to and during the Pre- Proposal Vendor Teleconference. 1. Question: Would the City please clarify the total number of users for a future software system? It would appear that there is overlap in the user count table presented in the RFP. City Response: The City estimates the total number of future users of a systems environment to be around 100 distinct users on a regular (daily) basis. The number of self- service users would be greater than this figure (see response to question #2 in this addendum). 2. Question: In terms of the number of self-service users for expense reimbursement, time/leave entry, and so forth, can the City please clarify the number of occasional users of the system? Would this number include election judges in the user count? City Response: The City has not included election judges in the user counts presented in the RFP. The City estimates that the total number of employees (including part-time and seasonal workers) that would access self-service to be around 1,000. 3. Question: Is there a published budget for this initiative? City Response: The City will not be disclosing the budgeted amount for this RFP initiative at this time, suffice to say that the City is committed to fully funding the one-time and recurring annual costs for the acquisition of the software. The City is sensitive to the total costs, and has listed cost as one of the several evaluation criteria in the RFP. This RFP opportunity is being presented as a best value solicitation, and not a lowest priced bid, opportunity. 4. Question: The RFP states that the City has not participated in a formal demonstration process as part of this initiative. Has the City participated in informal demonstrations, such as webinars or at tradeshows? City Response: City staff regularly attend conferences and tradeshows where software may be demonstrated, so it is challenging to identify if staff have observed software demonstrations in this context. Prior to making the decision to develop this RFP, the City did participate in informal, 45 minute question and answer sessions with Superion and Tyler Technologies in an educational effort to see the type of functionality that is available in the marketplace. The City has not maintained any ongoing conversations or relationships with vendors leading up to or through this process. 5. Question: Does the City have, or plan to have, a separate but related project conducted that is focused on change management? City Response: The City does not have any planned initiatives that are focused on change management. The City does expect that change management (e.g. organizational change management) to be a contributing factor in the implementation process as many of the City staff have worked with only the legacy software systems. 6. Question: The City has cited a number of shortfalls in the current ERP system - with regard to the utility billing solution, what are the primary driving factors behind looking to replace the system. Has the City outgrown the system? Does the City consider the system to be “broken”? City Response: The City has been using the existing utility billing solution as a result of the relationship with LOGIS, so the City does not know what other capabilities exist in other commercially available solutions. The City would not classify the system as “broken” at this time. As the City considers moving from LOGIS for the ERP product, the City is also considering transitioning from LOGIS for support of the CIS product. 7. Question: Whether companies from outside USA can apply for this? (Kindly confirm if this is an international bid or limited to United States registered companies only). Response: All companies, not dependent on location, are welcome to submit a proposal. 8. Question: Whether we need to come over there for meetings? Response: The City has an expectation that vendors on the Vendor Short List will appear in-person at City offices for scripted demonstrations (Page 16, Section 3.1, part (b). The City further has the expectation that the selected vendor(s) will include onsite activities at City offices as part of the system implementation activities. Vendors are encouraged to describe the proposed approach to onsite and remote activities as part of the response to Tab 3 of the proposal (Project Approach and Implementation Methodology) 9. Question: Can we perform the tasks (related to RFP) outside USA? Response: Please see the response to Question 8 above. 10. Question: Can we submit the proposals via email? Response: No. Per Section 4.1 (3) of the RFP, emailed proposals will not be accepted. 11. There is a whole section on “Scheduling” under the Time Entry & Payroll Tab of the Functional Requirements - Attachment B; how many employees will be using the Scheduling functionality? Response: The City anticipates that as many as 575 employees across five (5) departments will possibly be using scheduling functionality in varying capacities. These potential departments include Parks and Recreation, Administration- Liquor, Police, Fire, and Public Works. 12. There were a few comments about GIS integration in the Functional Checklist; how many employees will be utilizing GIS within the ERP solution? Response: The City anticipates that 15 employees would actively use functionality in the ERP system that leverages GIS functionality for utility billing and fixed assets. 13. Including full time, part time, and seasonal staff how many employees will need to be tracked on the system in any one given month? (please consider the City’s busiest month of the year when answering) Response: The busiest month of the year could include as many as 900 employees/election judges to be paid. 14. How many supervisors, managers, administrators will need access to the system to make approvals, edits or run reports? Response: The City anticipates that 50 supervisors, managers, or administrators would need access to the system to make approvals, edits, or run reports. 15. How many time clocks should we include in our proposal? Response: The City would prefer a time clock system in which employees can use an existing computer, smart phone, or tablet to clock-in and out, replacing the need for a stand-alone time clock. It would be preferred if GPS parameters could be in place within the time clock system, restricting the location(s) where employees can clock-in and out. 16. Is it desired for the time clocks to be HID proximity? Or Biometric? Response: N/A (see response to Question 15 above) 17. If proximity is preferred are the current HID cards Indala, iCLASS, or standard Proximity? Response: N/A (see response to Question 15 above) 18. Will Advanced Scheduling be part of this scope of work? Advanced Scheduling is defined as employees performing shift swaps, or the system suggesting to managers who is the most qualified/available staff to fill a shift when a shift opens up. Statement of Work Tyler Technologies Prepared for: City of Edina 4801 W 50th St, Edina, MN 55424 Prepared by: Alban Michaud One Tyler Drive, Yarmouth, ME 04096 Tyler Technologies, Inc. www.tylertech.com Table of Contents 1 Executive Summary ............................................................................................................................... 6 1.1 Project Overview ........................................................................................................................... 6 1.2 Product Summary ......................................................................................................................... 6 1.3 Project Timeline ............................................................................................................................ 6 1.4 Project Methodology Overview .................................................................................................... 6 2 Project Governance............................................................................................................................... 8 2.1 Client Governance ......................................................................................................................... 8 2.1.1 Client Project Manager ......................................................................................................... 8 2.1.2 Steering Committee .............................................................................................................. 8 2.2 Tyler Governance .......................................................................................................................... 9 2.2.1 Tyler Project Manager ........................................................................................................... 9 2.2.2 Tyler Implementation Management ..................................................................................... 9 2.2.3 Tyler Executive Management ............................................................................................... 9 2.3 Acceptance and Acknowledgment Process .................................................................................. 9 3 Overall Project Assumptions ............................................................................................................... 11 3.1 Project, Resources and Scheduling ............................................................................................. 11 3.2 Data Conversion .......................................................................................................................... 12 3.3 Data Exchanges, Modifications, Forms and Reports .................................................................. 12 3.4 Hardware and Software .............................................................................................................. 12 3.5 Education .................................................................................................................................... 13 4 Implementation Stages ....................................................................................................................... 14 4.1 Work Breakdown Structure (WBS) ............................................................................................. 14 4.2 Initiate & Plan (Stage 1) .............................................................................................................. 16 4.2.1 Tyler Internal Coordination & Planning .............................................................................. 16 4.2.2 System Infrastructure Planning ........................................................................................... 17 4.2.3 Project/Phase Planning ....................................................................................................... 18 4.2.4 Project Schedule ................................................................................................................. 19 4.2.5 Stakeholder Presentation ................................................................................................... 20 4.2.6 Control Point 1: Initiate & Plan Stage Acceptance .............................................................. 21 4.3 Assess & Define (Stage 2) ............................................................................................................ 22 4.3.1 Fundamentals Review ......................................................................................................... 22 4.3.2 Current/Future State Analysis ............................................................................................. 23 4.3.3 Data Conversion Planning & Mapping ................................................................................ 24 4.3.4 Standard 3rd Party Data Exchange Planning....................................................................... 25 4.3.5 Modification Analysis & Specification, if contracted .......................................................... 26 4.3.6 Forms & Reports Planning .................................................................................................. 27 4.3.7 System Deployment ............................................................................................................ 28 4.3.8 Control Point 2: Assess & Define Stage Acceptance ........................................................... 29 4.4 Build & Validate (Stage 3) ........................................................................................................... 31 4.4.1 Configuration & Power User Training ................................................................................. 31 4.4.2 Data Conversion & Validation ............................................................................................. 32 4.4.3 Standard 3rd Party Data Exchange Validation .................................................................... 33 4.4.4 Modification Delivery & Validation, if contracted .............................................................. 34 4.4.5 Forms & Reports Validation ................................................................................................ 35 4.4.6 Control Point 3: Build & Validate Stage Acceptance ........................................................... 36 4.5 Final Testing & Training (Stage 4) ............................................................................................... 37 4.5.1 Cutover Planning ................................................................................................................. 37 4.5.2 User Acceptance Testing (UAT) ........................................................................................... 38 4.5.3 End User Training ................................................................................................................ 39 4.5.4 Control Point 4: Final Testing & Training Stage Acceptance ............................................... 40 4.6 Production Cutover (Stage 5) ...................................................................................................... 41 4.6.1 Final Data Conversion, if applicable .................................................................................... 41 4.6.2 Production Processing & Assistance ................................................................................... 42 4.6.3 Transition to Tyler Support ................................................................................................. 43 4.6.4 Schedule Post-Production Services, if applicable ............................................................... 44 4.6.5 Control Point 5: Production Cutover Stage Acceptance ..................................................... 45 4.7 Phase/Project Closure (Stage 6) .................................................................................................. 46 4.7.1 Close Phase/Project ............................................................................................................ 46 4.7.2 Control Point 6: Phase/Project Closure Stage Acceptance ................................................. 47 5 Roles and Responsibilities ................................................................................................................... 48 5.1 Tyler Roles and Responsibilities .................................................................................................. 48 5.1.1 Tyler Executive Management ............................................................................................. 48 5.1.2 Tyler Implementation Management ................................................................................... 48 5.1.3 Tyler Project Manager ......................................................................................................... 48 5.1.4 Tyler Implementation Consultant ....................................................................................... 49 5.1.5 Tyler Sales ........................................................................................................................... 50 5.1.6 Tyler Software Support ....................................................................................................... 50 5.2 City Roles and Responsibilities .................................................................................................... 50 5.2.1 City Executive Sponsor ........................................................................................................ 50 5.2.2 City Steering Committee ..................................................................................................... 50 5.2.3 City Project Manager .......................................................................................................... 51 5.2.4 City Functional Leads .......................................................................................................... 52 5.2.5 City Power Users ................................................................................................................. 53 5.2.6 City End Users ..................................................................................................................... 53 5.2.7 City Technical Support ........................................................................................................ 53 5.2.8 City Upgrade Coordinator ................................................................................................... 54 5.2.9 City Project Toolset Coordinator ......................................................................................... 54 5.2.10 City Change Management Lead .......................................................................................... 54 6 Glossary ............................................................................................................................................... 55 7 Munis Conversion Summary ............................................................................................................... 58 7.1 Accounting COA .......................................................................................................................... 58 7.2 Accounting - Actuals ................................................................................................................... 58 7.3 Accounting - Budgets .................................................................................................................. 58 7.4 Accounts Payable Master ............................................................................................................ 58 7.5 Accounts Payable - Checks .......................................................................................................... 58 7.6 Accounts Payable - Invoices ........................................................................................................ 58 7.7 Capital Assets Master .................................................................................................................. 58 7.8 Payroll ......................................................................................................................................... 59 7.9 Payroll – Accrual Balances .......................................................................................................... 59 7.10 Payroll – Accumulators ............................................................................................................... 59 7.11 Payroll – Check History ............................................................................................................... 59 7.12 Payroll – Earning/Deduction Hist. ............................................................................................... 59 7.13 Payroll - Deductions .................................................................................................................... 59 7.14 Payroll – Recruiting ..................................................................................................................... 59 7.15 Project Grant Accounting ............................................................................................................ 59 7.16 Project Grant Accounting - Actuals ............................................................................................. 60 7.17 Project Grant Accounting – Budget ............................................................................................ 60 7.18 Utility Billing ................................................................................................................................ 60 7.19 Utility Billing –Services ................................................................................................................ 60 7.20 Utility Billing –Balance Forward AR ............................................................................................. 60 7.21 Utility Billing –Consumption History ........................................................................................... 60 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 City of Edina the opportunity to make the City 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 City’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] ExecuTime Advance Scheduling ExecuTime Time & Attendance Munis Financial Management Munis Procurement Munis CAFR Reporting Munis Human Capital Management Munis Utility Billing Munis Accounts Receivable and Collections 1.3 Project Timeline The Project Timeline establishes a start and end date for each Phase 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 City’s complexity, and organizational needs. 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 City 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 City steering committee become the escalation points to triage responses prior to escalation to the City 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 City and Tyler executive sponsors serve as the final escalation point. 2.1 Client Governance Depending on the City’s organizational structure and size, the following governance roles may be filled by one or more people: 2.1.1 Client Project Manager The City’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 City project manager(s) will be responsible for reporting to the City steering committee and determining appropriate escalation points. 2.1.2 Steering Committee The City 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 City project manager(s) and the Project as a whole and through participation in regular internal meetings, the City steering committee remains updated on all project progress, project decisions, and achievement of project milestones. The City steering committee also provides support to the City project manager(s) by communicating the importance of the Project to all impacted departments. The City 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 City steering committee also serves as primary level of issue resolution for the Project. 2.1.3 Executive Sponsor(s) The City’s executive sponsor provides support to the Project by allocating resources, providing strategic direction, and communicating key issues about the Project and the Project’s overall importance to the organization. When called upon, the executive sponsor also acts as the final authority on all escalated project issues. The executive sponsor engages in the Project, as needed, in order to provide necessary support, oversight, guidance, and escalation, but does not participate in day-to-day project activities. The executive sponsor empowers the City steering committee, project manager(s), and functional leads to make critical business decisions for the City. 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 City. As requested by the City, the Tyler project manager(s) provide regular updates to the City’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 City 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 City 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 City does not provide acceptance or acknowledgement within five (5) business days, or the otherwise agreed upon timeframe, not to be unreasonably withheld, Tyler deems the Deliverable or Control Point as accepted. If the City does not agree the particular Deliverable or Control Point meets requirements, the City 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 City 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 City 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. 3 Overall Project Assumptions 3.1 Project, Resources and Scheduling Project activities will begin after the Agreement has been fully executed. The City has the ability allocate additional internal resources if needed. The City also ensures the alignment of their budget and Scope expectations. The City 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 City 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 City project manager(s) ten (10) business days prior to any scheduled on site or remote sessions. Tyler provides notice of any prerequisites to the City project manager(s) a minimum of ten (10) business days prior to any key deliverable due dates. City users complete prerequisites prior to applicable scheduled activities. Tyler provides guidance for configuration and processing options available within the Tyler software. The City is responsible for making decisions based on the options available. In the event the City may elect to add and/or modify current business policies during the course of this Project, such policy changes are solely the City’s responsibility to define, document, and implement. The City 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 City will respond to information requests in a comprehensive and timely manner, in accordance with the Project Plan. 3.2 Data Conversion The City is readily able to product the data files needed for conversion from the Legacy System in order to provide them to Tyler on the specified due date(s). Each Legacy System data file submitted for conversion includes all associated records in a single approved file layout. The City understands the Legacy System data extract(s) must be provided to Tyler 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 City may need to correct data scenarios in the Legacy System prior to the final data pull. This is a complex activity and requires due diligence by the City to ensure all data pulled includes all required data and the Tyler system contains properly mapped data. 3.3 Data Exchanges, Modifications, Forms and Reports The City 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 3rd party software or Tyler standard Data Exchange tools may not be available. The City 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 Request process. 3.4 Hardware and Software Tyler will initially Install the most current generally available version of the purchased Tyler software. The City will provide network access for Tyler modules, printers, and Internet access to all applicable City and Tyler project staff. The City has in place all hardware, software, and technical infrastructure necessary to support the Project. The City’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 City does not meet minimum standards of Tyler’s published specifications. 3.5 Education Throughout the Project lifecycle, the City provides a training room for Tyler staff to transfer knowledge to the City’s resources, for both onsite and remote sessions. The City will provide staff with a location to practice what they have learned without distraction. If Phases overlap, the City will provide multiple training facilities to allow for independent sessions scheduling without conflict. The training room is set up in a classroom setting. The City determines the number of workstations in the room. Tyler recommends every person attending a scheduled session with a Tyler Consultant or Trainer have their own workstation. However, Tyler requires there be no more than two (2) people at a given workstation. The City provides a workstation which connects to the Tyler system for the Tyler trainer conducting the session. The computer connects to a City provided projector, allowing all attendees the ability to actively engage in the training session. The City testing database contains the Tyler software version required for delivery of the Modification prior to the scheduled delivery date for testing. The City is responsible for verifying the performance of the Modification as defined by the specification. Users performing user acceptance testing (UAT) have attended all applicable training sessions prior to performing UAT. 4 Implementation Stages 4.1 Work Breakdown Structure (WBS) The Work Breakdown Structure (WBS) is a hierarchical representation of a Project or Phase 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. 4.2 Initiate & Plan (Stage 1) The Initiate & Plan Stage creates a foundation for the Project through identification of City and Tyler Project Management teams, development of implementation management plans, and the provision and discussion of system infrastructure requirements. City 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 City with initial Project documents used in gathering basic information, which aids in preliminary planning and scheduling. City 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 City’s team. During this step, Tyler will work with the City to establish the date(s) for the Project/Phase Planning session. RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed STAGE 1 Tyler Internal Coordination & Planning TYLER CLIENT TASKS Tyler Executive Manager Tyler Implementation Manager Tyler Project Manager Tyler Implementation Consultant Tyler Data Conversion Experts Tyler Forms & Reports Experts Tyler Modification Programmers Tyler Technical Support Tyler Sales Client Executive Sponsor Client Steering Committee Client Project Manager Client Functional Leads Client Change Management Leads Client Power Users Client Department Heads Client End Users Client Technical Leads Client Project Toolset Coordinator Client Upgrade Coordinator Assign Tyler project manager A R I I I Provide initial Project documents to Client A I R C I Sales to Implementation knowledge transfer A I R C Internal planning and phase coordination A R C 4.2.2 System Infrastructure Planning The City provides, purchases or acquires hardware according to hardware specifications provided by Tyler and ensures it is available at the City’s site. The City completes the system infrastructure audit, ensuring vital system infrastructure information is available to the Tyler implementation team, and verifies all hardware compatibility with Tyler solutions. RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed STAGE 1 System Infrastructure Planning TYLER CLIENT TASKS Tyler Executive Manager Tyler Implementation Manager Tyler Project Manager Tyler Implementation Consultant Tyler Data Conversion Experts Tyler Forms & Reports Experts Tyler Modification Programmers Tyler Technical Support Tyler Sales Client Executive Sponsor Client Steering Committee Client Project Manager Client Functional Leads Client Change Management Leads Client Power Users Client Department Heads Client End Users Client Technical Leads Client Project Toolset Coordinator Client Upgrade Coordinator Provide system hardware specifications I R A I C Make hardware available for Installation I C A R Install system hardware, if applicable I C A R Complete system infrastructure audit I C A R 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 City and Tyler. RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed STAGE 1 Project/Phase Planning TYLER CLIENT TASKS Tyler Executive Manager Tyler Implementation Manager Tyler Project Manager Tyler Implementation Consultant Tyler Data Conversion Experts Tyler Forms & Reports Experts Tyler Modification Programmers Tyler Technical Support Tyler Sales Client Executive Sponsor Client Steering Committee Client Project Manager Client Functional Leads Client Change Management Leads Client Power Users Client Department Heads Client End Users Client Technical Leads Client Project Toolset Coordinator Client Upgrade Coordinator Perform Project/Phase Planning A R I C C I Deliver implementation management plan A R C C I 4.2.4 Project Schedule Client and Tyler will mutually develop an initial Project Schedule. The initial schedule includes, at minimum, enough detail to begin Project activities while the detailed Project Plan/schedule is being developed and refined. RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed STAGE 1 Project Schedule TYLER CLIENT TASKS Tyler Executive Manager Tyler Implementation Manager Tyler Project Manager Tyler Implementation Consultant Tyler Data Conversion Experts Tyler Forms & Reports Experts Tyler Modification Programmers Tyler Technical Support Tyler Sales Client Executive Sponsor Client Steering Committee Client Project Manager Client Functional Leads Client Change Management Leads Client Power Users Client Department Heads Client End Users Client Technical Leads Client Project Toolset Coordinator Client Upgrade Coordinator Develop initial Project Schedule A R I C I I Deliver Project Plan and schedule for Project Phase A R I I I C C I I I Client reviews Project Plan & initial schedule C I A R C C C Client approves Project Plan & initial schedule I I A R C C I I I I I 4.2.5 Stakeholder Presentation City stakeholders join Tyler project manager(s) to communicate successful Project criteria, Project goals, Deliverables, a high-level milestone schedule, and roles and responsibilities of Project participants. RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed STAGE 1 Stakeholder Presentation TYLER CLIENT TASKS Tyler Executive Manager Tyler Implementation Manager Tyler Project Manager Tyler Implementation Consultant Tyler Data Conversion Experts Tyler Forms & Reports Experts Tyler Modification Programmers Tyler Technical Support Tyler Sales Client Executive Sponsor Client Steering Committee Client Project Manager Client Functional Leads Client Change Management Leads Client Power Users Client Department Heads Client End Users Client Technical Leads Client Project Toolset Coordinator Client Upgrade Coordinator Present overview of Project Deliverables, Project Schedule and roles and responsibilities A R I I I I C I I I I I I I Communicate successful Project criteria and goals I R C A C I I C I I 4.2.6 Control Point 1: Initiate & Plan Stage Acceptance Acceptance criteria for this Stage includes completion of all criteria listed below. Advancement to the Assess & Define Stage is dependent upon Tyler’s receipt of the Stage Acceptance. 4.2.6.1 Initiate & Plan Stage Deliverables Implementation Management Plan o Objective: Update and deliver baseline management plans to reflect the approach to the City’s Project. o Scope: The Implementation Management addresses how communication, quality control, risks/issues, resources and schedules, and Software Upgrades (if applicable) will be managed throughout the lifecycle of the Project. o Acceptance criteria: City reviews and acknowledges receipt of Implementation Management Plan. Project Plan/Schedule o Objective: Provide a comprehensive list of tasks, timelines and assignments related to the Deliverables of the Project. o Scope: Task list, assignments and due dates o Acceptance criteria: City acceptance of schedule based on City 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 4.3 Assess & Define (Stage 2) The primary objective of Assess & Define is to gather information about current City 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 City collaboration. The City shall provide complete and accurate information to Tyler staff for analysis and understanding of current workflows and business processes. 4.3.1 Fundamentals Review Fundamentals Review provides functional leads and Power Users an overall understanding of software capabilities prior to beginning current and future state analysis. The primary goal is to provide a basic understanding of system functionality, which provides a foundation for upcoming conversations regarding future state processing. Tyler utilizes a variety of methods for completing fundamentals training including the use of eLearning, videos, documentation, and walkthroughs. RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed STAGE 2 Assess & Define TYLER CLIENT TASKS Tyler Executive Manager Tyler Implementation Manager Tyler Project Manager Tyler Implementation Consultant Tyler Data Conversion Experts Tyler Forms & Reports Experts Tyler Modification Programmers Tyler Technical Support Tyler Sales Client Executive Sponsor Client Steering Committee Client Project Manager Client Functional Leads Client Change Management Leads Client Power Users Client Department Heads Client End Users Client Technical Leads Client Project Toolset Coordinator Client Upgrade Coordinator Schedule fundamentals review & provide fundamentals materials & prerequisites, if applicable A R I C I I I Complete fundamentals materials review and prerequisites I A R I C Ensure all scheduled attendees are present I I A R C I Facilitate fundamentals review A R I I I 4.3.2 Current/Future State Analysis City and Tyler evaluate current state processes, options within the new software, pros and cons of each option based on current or desired state, and make decisions about future state configuration and processing. RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed STAGE 2 Current/Future State Analysis TYLER CLIENT TASKS Tyler Executive Manager Tyler Implementation Manager Tyler Project Manager Tyler Implementation Consultant Tyler Data Conversion Experts Tyler Forms & Reports Experts Tyler Modification Programmers Tyler Technical Support Tyler Sales Client Executive Sponsor Client Steering Committee Client Project Manager Client Functional Leads Client Change Management Leads Client Power Users Client Department Heads Client End Users Client Technical Leads Client Project Toolset Coordinator Client Upgrade Coordinator Provide Current/Future State analysis materials to the City, as applicable A R I C I I Conduct Current & Future State analysis A R I C I C Provide pros and cons of Tyler software options A R I C I C Make Future State Decisions according to due date in the Project Plan I I C A R I C I Record Future State decisions A R I C I C 4.3.3 Data Conversion Planning & Mapping This entails the activities performed to prepare to convert data from the City’s Legacy System Applications to the Tyler system. Tyler staff and the City work together to complete Data Mapping for each piece of data (as outlined in the Agreement) from the Legacy System to a location in the Tyler system. RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed STAGE 2 Data Conversion Planning & Mapping TYLER CLIENT TASKS Tyler Executive Manager Tyler Implementation Manager Tyler Project Manager Tyler Implementation Consultant Tyler Data Conversion Experts Tyler Forms & Reports Experts Tyler Modification Programmers Tyler Technical Support Tyler Sales Client Executive Sponsor Client Steering Committee Client Project Manager Client Functional Leads Client Change Management Leads Client Power Users Client Department Heads Client End Users Client Technical Leads Client Project Toolset Coordinator Client Upgrade Coordinator Review contracted data conversion(s) options A R I C C C C Map data from Legacy System to Tyler system I C I A C C R Pull conversion data extract I I A C C R Run balancing Reports for data pulled and provide to Tyler I I A C R I Review and approve initial data extract A I C R I I Correct issues with data extract, if needed I C C A C C R 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 City’s responsibility to ensure the third party program operates or accesses the data correctly. The City and Tyler project manager(s) will work together to define/confirm which Data Exchanges are needed (if not outlined in the Agreement). Tyler will provide a file layout for each Standard Data Exchange. RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed STAGE 2 Standard 3rd Party Data Exchange Planning TYLER CLIENT TASKS Tyler Executive Manager Tyler Implementation Manager Tyler Project Manager Tyler Implementation Consultant Tyler Data Conversion Experts Tyler Forms & Reports Experts Tyler Modification Programmers Tyler Technical Support Tyler Sales Client Executive Sponsor Client Steering Committee Client Project Manager Client Functional Leads Client Change Management Leads Client Power Users Client Department Heads Client End Users Client Technical Leads Client Project Toolset Coordinator Client Upgrade Coordinator Review Standard or contracted Data Exchanges A R C I I C Define or confirm needed Data Exchanges I C A C C R 4.3.5 Modification Analysis & Specification, if contracted Tyler staff conducts additional analysis and develops specifications based on information discovered during this Stage. The City reviews the specifications and confirms they meet City’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 Modifications by using Standard functionality within the Application, which may require a City business process change. It is the responsibility of the City to detail all of their needs during the Assess and Define Stage. Tyler will write up specifications (for City approval) for contracted program Modifications. Upon approval, Tyler will make the agreed upon Modifications to the respective program(s). Once the Modifications have been delivered, the City 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 Modification Analysis & Specification, if contracted TYLER CLIENT TASKS Tyler Executive Manager Tyler Implementation Manager Tyler Project Manager Tyler Implementation Consultant Tyler Data Conversion Experts Tyler Forms & Reports Experts Tyler Modification Programmers Tyler Technical Support Tyler Sales Client Executive Sponsor Client Steering Committee Client Project Manager Client Functional Leads Client Change Management Leads Client Power Users Client Department Heads Client End Users Client Technical Leads Client Project Toolset Coordinator Client Upgrade Coordinator Analyze contracted modified program requirements A C R C C I C C Develop specification document(s) A I C R I I I I Review specification document(s); provide changes to Tyler, if applicable I C C A R I C C Sign-off on specification document(s) and authorize work I I A R C I I C 4.3.6 Forms & Reports Planning City and Tyler project manager(s) review Forms and Report needs. Items that may be included in the Agreement are either Standard Forms and Reports or known/included Modification(s). Items not included in the Agreement could be either City-developed Reports or a newly discovered Modification that will require a Change Request. RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed STAGE 2 Forms & Reports Planning TYLER CLIENT TASKS Tyler Executive Manager Tyler Implementation Manager Tyler Project Manager Tyler Implementation Consultant Tyler Data Conversion Experts Tyler Forms & Reports Experts Tyler Modification Programmers Tyler Technical Support Tyler Sales Client Executive Sponsor Client Steering Committee Client Project Manager Client Functional Leads Client Change Management Leads Client Power Users Client Department Heads Client End Users Client Technical Leads Client Project Toolset Coordinator Client Upgrade Coordinator Review required Forms output A R C I C I Review and complete Forms options and submit to Tyler I I A R C Review in Scope Reports A R I C C Identify additional Report needs I C A R C Add applicable tasks to Project schedule A R I C C I I I 4.3.7 System Deployment The Tyler Technical Services team Installs Tyler Applications on the server (hosted or client-based) and ensures the platform operates as expected. RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed STAGE 2 System Deployment TYLER CLIENT TASKS Tyler Executive Manager Tyler Implementation Manager Tyler Project Manager Tyler Implementation Consultant Tyler Data Conversion Experts Tyler Forms & Reports Experts Tyler Modification Programmers Tyler Technical Support Tyler Sales Client Executive Sponsor Client Steering Committee Client Project Manager Client Functional Leads Client Change Management Leads Client Power Users Client Department Heads Client End Users Client Technical Leads Client Project Toolset Coordinator Client Upgrade Coordinator Install contracted software on server A I R I C Ensure platform operates as expected A I R I C 4.3.8 Control Point 2: Assess & Define Stage Acceptance Acceptance criteria for this Stage includes completion of all criteria listed below. Advancement to the Build & Validate Stage is dependent upon Tyler’s receipt of the Stage Acceptance. 4.3.8.1 Assess & Define Stage Deliverables Completed analysis Questionnaire o Objective: Gather and document information related to City business.processes for current/future state analysis as it relates to Tyler approach/solution. o Scope: Provide comprehensive answers to all questions on Questionnaire(s). o Acceptance criteria: City acceptance of completed Questionnaire based on thoroughness of capturing all City business practices to be achieved through Tyler solution. Data conversion summary and specification documents o Objective: Define data conversion approach and strategy. o Scope: Data conversion approach defined, data extract strategy, conversion and reconciliation strategy. o Acceptance criteria: Data conversion document(s) delivered to the City, reflecting complete and accurate conversion decisions. Modification specification documents, if contracted o Objective: Provide comprehensive outline of identified gaps, and how the modified program meets the City’s needs. o Scope: Design solution for Modification. o Acceptance criteria: City accepts Modified Specification Document(s) and agrees that the proposed solution meets their requirements. Completed Forms options and/or packages o Objective: Provide specifications for each City in Scope form, Report and output requirements. o Scope: Complete Forms package(s) included in agreement and identify Report needs. o Acceptance criteria: Identify Forms choices and receive supporting documentation. Installation checklist o Objective: Installation of purchased Tyler software. o Scope: Tyler will conduct an initial coordination call, perform an installation of the software included in the Agreement, conduct follow up to ensure all tasks are complete, and complete server system administration training, unless the City is hosted. o Acceptance criteria: Tyler software is successfully installed and available to authorized users, City team members are trained on applicable system administration tasks. 4.3.8.2 Assess & Define Stage Acceptance Criteria Tyler software is installed. 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. 4.4 Build & Validate (Stage 3) The objective of the Build & Validate Stage is to prepare the software for use in accordance with the City’s needs identified during the Assess and Define Stage, preparing the City for Final Testing and Training. 4.4.1 Configuration & Power User Training Tyler staff collaborates with the City 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 City Power Users to prepare them for the Validation of the software. The City collaborates with Tyler staff iteratively to Validate software configuration. RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed STAGE 3 Build & Validate TYLER CLIENT TASKS Tyler Executive Manager Tyler Implementation Manager Tyler Project Manager Tyler Implementation Consultant Tyler Data Conversion Experts Tyler Forms & Reports Experts Tyler Modification Programmers Tyler Technical Support Tyler Sales Client Executive Sponsor Client Steering Committee Client Project Manager Client Functional Leads Client Change Management Leads Client Power Users Client Department Heads Client End Users Client Technical Leads Client Project Toolset Coordinator Client Upgrade Coordinator Perform configuration A R I R I Power User process and Validation training A R I C I C I Validate configuration I C A C R C 4.4.2 Data Conversion & Validation Tyler completes an initial review of the converted data for errors. With assistance from the City, the Tyler Data Conversion Team addresses items within the conversion program to provide the most efficient data conversion possible. With guidance from Tyler, the City reviews specific data elements within the system and identifies and Reports discrepancies in writing. Iteratively, Tyler collaborates with the City to address conversion discrepancies prior to acceptance. RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed STAGE 3 Data Conversion & Validation TYLER CLIENT TASKS Tyler Executive Manager Tyler Implementation Manager Tyler Project Manager Tyler Implementation Consultant Tyler Data Conversion Experts Tyler Forms & Reports Experts Tyler Modification Programmers Tyler Technical Support Tyler Sales Client Executive Sponsor Client Steering Committee Client Project Manager Client Functional Leads Client Change Management Leads Client Power Users Client Department Heads Client End Users Client Technical Leads Client Project Toolset Coordinator Client Upgrade Coordinator Write and run data conversion program against Client data A I C R C Complete initial review of data errors A I C R I I C Review data conversion and submit needed corrections I C I A C R C Revise conversion program(s) to correct error(s) A I C R I I C C 4.4.3 Standard 3rd Party Data Exchange Validation Tyler provides training on Data Exchange(s) and the City tests each Data Exchange. RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed STAGE 3 Standard 3rd Party Data Exchange Validation TYLER CLIENT TASKS Tyler Executive Manager Tyler Implementation Manager Tyler Project Manager Tyler Implementation Consultant Tyler Data Conversion Experts Tyler Forms & Reports Experts Tyler Modification Programmers Tyler Technical Support Tyler Sales Client Executive Sponsor Client Steering Committee Client Project Manager Client Functional Leads Client Change Management Leads Client Power Users Client Department Heads Client End Users Client Technical Leads Client Project Toolset Coordinator Client Upgrade Coordinator Train Data Exchange(s) processing in Tyler software A R C I I I C I Coordinate 3rd Party Data Exchange activities I I A C C R Test all Standard 3rd party Data Exchange(s) I C A C I R C 4.4.4 Modification Delivery & Validation, if contracted Tyler delivers in Scope Modification(s) to the City 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 Modification Delivery & Validation, if contracted TYLER CLIENT TASKS Tyler Executive Manager Tyler Implementation Manager Tyler Project Manager Tyler Implementation Consultant Tyler Data Conversion Experts Tyler Forms & Reports Experts Tyler Modification Programmers Tyler Technical Support Tyler Sales Client Executive Sponsor Client Steering Committee Client Project Manager Client Functional Leads Client Change Management Leads Client Power Users Client Department Heads Client End Users Client Technical Leads Client Project Toolset Coordinator Client Upgrade Coordinator Develop and deliver contracted modified program(s) A I C I R I C I C I C Test contracted modified program(s) in isolated database I C C A C R C Report discrepancies between specification and delivered contracted modified program(s) I I I A R C C Make corrections to contracted modified program(s) as required A I C I R I C C I 4.4.5 Forms & Reports Validation Tyler provides training on Standard Forms/Reports and the City tests each Standard Form/Report. RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed STAGE 3 Forms & Reports Validation TYLER CLIENT TASKS Tyler Executive Manager Tyler Implementation Manager Tyler Project Manager Tyler Implementation Consultant Tyler Data Conversion Experts Tyler Forms & Reports Experts Tyler Modification Programmers Tyler Technical Support Tyler Sales Client Executive Sponsor Client Steering Committee Client Project Manager Client Functional Leads Client Change Management Leads Client Power Users Client Department Heads Client End Users Client Technical Leads Client Project Toolset Coordinator Client Upgrade Coordinator Standard Forms & Report training A R I C C I Test Standard Forms & Reports I C C A C R C 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 o Objective: Convert Legacy System data into Tyler system. o Scope: Data conversion program complete; deliver converted data for review. o Acceptance criteria: Initial error log available for review. Data conversion verification document o Objective: Provide instructions to the City to verify converted data for accuracy. o Scope: Provide self-guided instructions to verify specific data components in Tyler system. o Acceptance criteria: City accepts data conversion delivery; City completes data issues log. Installation of Modifications on the City’s server(s) *except for hosted Clients o Objective: Deliver Modification(s) in Tyler software. o Scope: Program for Modification is complete and available in Tyler software, Modification testing. o Acceptance criteria: Delivery of Modification(s) results in objectives described in the City- signed specification. Standard Forms & Reports Delivered o Objective: Provide Standard Forms & Reports for review. o Scope: Installation of all Standard Forms & Reports included in the Agreement. o Acceptance criteria: Standard Forms & Reports available in Tyler software for testing in Stage 4. 4.4.6.2 Build & Validate Stage Acceptance Criteria Application configuration completed. Standard Forms & Reports delivered and available for testing in Stage 4. Data conversions (except final pass) delivered. Standard 3rd party Data Exchange training provided. Modifications delivered and available for testing in Stage 4. The City and Tyler have done a review of primary configuration areas to Validatecompleteness and readiness for testing and acceptance in Stage 4. 4.5 Final Testing & Training (Stage 4) During Final Testing and Training, Tyler and the City review the final Cutover plan. A critical Project success factor is the City 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 City and Tyler project manager(s) discuss final preparations and critical dates for Production Cutover. Tyler delivers a Production Cutover Checklist to outline Cutover tasks to help prepare the City for success. RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed STAGE 4 Cutover Planning TYLER CLIENT TASKS Tyler Executive Manager Tyler Implementation Manager Tyler Project Manager Tyler Implementation Consultant Tyler Data Conversion Experts Tyler Forms & Reports Experts Tyler Modification Programmers Tyler Technical Support Tyler Sales Client Executive Sponsor Client Steering Committee Client Project Manager Client Functional Leads Client Change Management Leads Client Power Users Client Department Heads Client End Users Client Technical Leads Client Project Toolset Coordinator Client Upgrade Coordinator Cutover Planning Session A R C I C C C C C C Develop Production Cutover Checklist A R C I I C C I I C 4.5.2 User Acceptance Testing (UAT) The City 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 User Acceptance Testing (UAT) TYLER CLIENT TASKS Tyler Executive Manager Tyler Implementation Manager Tyler Project Manager Tyler Implementation Consultant Tyler Data Conversion Experts Tyler Forms & Reports Experts Tyler Modification Programmers Tyler Technical Support Tyler Sales Client Executive Sponsor Client Steering Committee Client Project Manager Client Functional Leads Client Change Management Leads Client Power Users Client Department Heads Client End Users Client Technical Leads Client Project Toolset Coordinator Client Upgrade Coordinator Deliver Test Plan for User Acceptance Testing A R C I I Perform User Acceptance Testing I C A R C C C I I C I Accept modified program(s), if applicable I I I A R C I C C Validate Report performance I C C A C R C 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 City 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. City users who attended the Tyler sessions may train any City 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 End User Training TYLER CLIENT TASKS Tyler Executive Manager Tyler Implementation Manager Tyler Project Manager Tyler Implementation Consultant Tyler Data Conversion Experts Tyler Forms & Reports Experts Tyler Modification Programmers Tyler Technical Support Tyler Sales Client Executive Sponsor Client Steering Committee Client Project Manager Client Functional Leads Client Change Management Leads Client Power Users Client Department Heads Client End Users Client Technical Leads Client Project Toolset Coordinator Client Upgrade Coordinator Conduct user training sessions A R C I I I I I Conduct additional End User training sessions I I A C I R I I I I 4.5.4 Control Point 4: Final Testing & Training Stage Acceptance Acceptance criteria for this Stage includes all criteria listed below. Advancement to the Production Cutover Stage is dependent upon Tyler’s receipt of the Stage Acceptance. 4.5.4.1 Final Testing & Training Stage Deliverables Production Cutover checklist o Objective: Provide a detailed checklist outlining tasks necessary for production Cutover. o Scope: Dates for final conversion, date(s) to cease system processing in Legacy System, date(s) for first processing in Tyler system, contingency plan for processing. o Acceptance criteria: Definition of all pre-production tasks, assignment of owners and establishment of due dates. User Acceptance Test Plan o Objective: Provide testing steps to guide users through testing business processes in Tyler software. o Scope: Testing steps for Standard business processes. o Acceptance criteria: Testing steps have been provided for Standard business processes. 4.5.4.2 Final Testing & Training Stage Acceptance Criteria Production Cutover Checklist delivered and reviewed. Modification(s) tested and accepted, if applicable. Standard 3rd party Data Exchange programs tested and accepted. Standard Forms & Reports tested and accepted. User acceptance testing completed. End User training completed. 4.6 Production Cutover (Stage 5) City and Tyler resources complete tasks as outlined in the Production Cutover Plan and the City begins processing day-to-day business transactions in the Tyler software. Following Production Cutover, the City transitions to the Tyler support team for ongoing support of the Application. 4.6.1 Final Data Conversion, if applicable The City provides final data extract and Reports from the Legacy System for data conversion and Tyler executes final data conversion. The City 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 Final Data Conversion, if applicable TYLER CLIENT TASKS Tyler Executive Manager Tyler Implementation Manager Tyler Project Manager Tyler Implementation Consultant Tyler Data Conversion Experts Tyler Forms & Reports Experts Tyler Modification Programmers Tyler Technical Support Tyler Sales Client Executive Sponsor Client Steering Committee Client Project Manager Client Functional Leads Client Change Management Leads Client Power Users Client Department Heads Client End Users Client Technical Leads Client Project Toolset Coordinator Client Upgrade Coordinator Provide final data extract C I I A C I I I I R Provide final extract balancing Reports I I A C R I Convert and deliver final pass of data A I I R I I I C Validate final pass of data I C C I A C R C Load final conversion pass to Production environment I I I A C I C R 4.6.2 Production Processing & Assistance Tyler staff collaborates with the City during Production Cutover activities. The City transitions to Tyler software for day-to day business processing. RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed STAGE 5 Production Processing & Assistance TYLER CLIENT TASKS Tyler Executive Manager Tyler Implementation Manager Tyler Project Manager Tyler Implementation Consultant Tyler Data Conversion Experts Tyler Forms & Reports Experts Tyler Modification Programmers Tyler Technical Support Tyler Sales Client Executive Sponsor Client Steering Committee Client Project Manager Client Functional Leads Client Change Management Leads Client Power Users Client Department Heads Client End Users Client Technical Leads Client Project Toolset Coordinator Client Upgrade Coordinator Production processing C C I I A R R R R R R I I Provide production assistance A R C I C C C C C C 4.6.3 Transition to Tyler Support Tyler project manager(s) introduce the City to the Tyler Support team, who provides the City with day-to- day assistance following Production Cutover. RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed STAGE 5 Transition to Tyler Support TYLER CLIENT TASKS Tyler Executive Manager Tyler Implementation Manager Tyler Project Manager Tyler Implementation Consultant Tyler Data Conversion Experts Tyler Forms & Reports Experts Tyler Modification Programmers Tyler Technical Support Tyler Sales Client Executive Sponsor Client Steering Committee Client Project Manager Client Functional Leads Client Change Management Leads Client Power Users Client Department Heads Client End Users Client Technical Leads Client Project Toolset Coordinator Client Upgrade Coordinator Develop internal support plan I A R C C C C C C C Conduct transfer to Support meeting A I C R C C C C I I C I I 4.6.4 Schedule Post-Production Services, if applicable Tyler provides post-production services if included in the Agreement. Prior to scheduling services, the Tyler project manager(s) collaborate with City project manager(s) to identify needs. RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed STAGE 5 Schedule Post-Production Services, if applicable TYLER CLIENT TASKS Tyler Executive Manager Tyler Implementation Manager Tyler Project Manager Tyler Implementation Consultant Tyler Data Conversion Experts Tyler Forms & Reports Experts Tyler Modification Programmers Tyler Technical Support Tyler Sales Client Executive Sponsor Client Steering Committee Client Project Manager Client Functional Leads Client Change Management Leads Client Power Users Client Department Heads Client End Users Client Technical Leads Client Project Toolset Coordinator Client Upgrade Coordinator Identify topics for post-production services C C A R I C I Schedule services for post- production topics A R I C C I C I 4.6.5 Control Point 5: Production Cutover Stage Acceptance Acceptance criteria for this Stage includes all criteria listed below. Advancement to the Phase/Project Closure Stage is dependent upon Tyler’s receipt of this Stage Acceptance. 4.6.5.1 Production Cutover Stage Deliverables Final data conversion, if applicable o Objective: Ensure (in Scope) Legacy System data is available in Tyler software in preparation for production processing. o Scope: Final passes of all conversions completed in this Phase. o Acceptance criteria: Data is available in production environment. Support transition documents o Objective: Define strategy for on-going Tyler support. o Scope: Define support strategy for day-to-day processing, conference call with City Project Manager(s) and Tyler support team, define roles and responsibilities, define methods for contacting support. o Acceptance criteria: the City 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. 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 City 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 City 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 City project manager(s) prior to closing the Phase or Project. RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed STAGE 6 Close Phase/Project TYLER CLIENT TASKS Tyler Executive Manager Tyler Implementation Manager Tyler Project Manager Tyler Implementation Consultant Tyler Data Conversion Experts Tyler Forms & Reports Experts Tyler Modification Programmers Tyler Technical Support Tyler Sales Client Executive Sponsor Client Steering Committee Client Project Manager Client Functional Leads Client Change Management Leads Client Power Users Client Department Heads Client End Users Client Technical Leads Client Project Toolset Coordinator Client Upgrade Coordinator Review outstanding Project activities and develop action plan A R C C C I C I C Review Project budget and status of contract Deliverables A R I I C 4.7.2 Control Point 6: Phase/Project Closure Stage Acceptance Acceptance criteria for this Stage includes all criteria listed below. This is the final acceptance for the Phase/Project. 4.7.2.1 Phase/Project Closure Stage Deliverables Phase/Project reconciliation report o Objective: Provide comparison of contract Scope and Project budget. o Scope: Contract Scope versus actual, analysis of services provided and remaining budget, identify any necessary Change Requests or Project activity. o Acceptance criteria: Acceptance of services and budget analysis and plan for changes, if needed. 4.7.2.2 Phase/Project Closure Stage Acceptance Criteria Outstanding Phase or Project activities have been documented and assigned. Phase/final Project budget has been reconciled. Tyler Deliverables for the Phase/Project are complete. 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(s) assign 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 City’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 City’s executive sponsor. 5.1.2 Tyler Implementation Management Acts as the counterpart to the City 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 City steering committee meetings as necessary. Provides support for the project team. Provides management support for the Project to ensure it is staffed appropriately and staff have necessary resources. Monitors project progress including progress towards agreed upon goals and objectives. 5.1.3 Tyler Project Manager The Tyler project manager(s) provides oversight of the Project, coordination of resources between departments, management of the project budget and schedule, effective risk and issue management, and is the primary point of contact for all Project related items. Contract Management o Validates contract compliance throughout the Project. o Ensures Deliverables meet contract requirements. o Acts as primary point of contact for all contract and invoicing questions. o Prepares and presents contract milestone sign-offs for acceptance by City project manager(s). o Coordinates Change Requests, if needed, to ensure proper Scope and budgetary compliance. Planning o Update and deliver Implementation Management Plan. o Defines project tasks and resource requirements. o Develops initial project schedule and full scale Project Plan . o Collaborates with City project manager(s) to plan and schedule project timelines to achieve on-time implementation. Implementation Management o Tightly manages Scope and budget of Project; establishes process and approval matrix with the City to ensure Scope changes and budget planned versus actual are transparent and handled effectively and efficiently. o Establishes and manages a schedule and resource plan that properly supports the Project Plan that is also in balance with Scope/budget. o Establishes risk/issue tracking/reporting process between the City and Tyler and takes all necessary steps to proactively mitigate these items or communicates with transparency to the City any items that may impact the outcomes of the Project. o Collaborates with the City’s project manager(s) to establish key business drivers and success indicators that will help to govern project activities and key decisions to ensure a quality outcome of the project. o Sets a routine communication plan that will aide all project team members, of both the City and Tyler, in understanding the goals, objectives, current status and health of the project. Team Management o Acts as liaison between project team and Tyler manager(s). o Identifies and coordinates all Tyler resources across all applications, Phases, and activities including development, forms, installation, reports, implementation, and billing. o Provides direction and support to project team. o Builds partnerships among the various stakeholders, negotiating authority to move the Project forward. o Manages the appropriate assignment and timely completion of tasks as defined in the Project Plan, task list, and Production Cutover Checklist. o Assesses team performance and adjusts as necessary. o Interfaces closely with Tyler developers to coordinate program Modification activities. o Coordinates with in Scope 3rd party providers to align activities with ongoing project tasks. 5.1.4 Tyler Implementation Consultant Completes tasks as assigned by the Tyler project manager(s). Performs problem solving and troubleshooting. Follows up on issues identified during sessions. Documents activities for on site services performed by Tyler. Provides conversion Validation and error resolution assistance. Recommends guidance for testing Forms and Reports. Tests software functionality with the City following configuration. Assists during Production Cutover process and provides production support until the City transitions to Tyler Support. Provides product related education. Effectively facilitates training sessions and discussions with City 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 City’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 City on the status and resolution of reported issues. 5.2 City Roles and Responsibilities City 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 City 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 City steering committee level as part of the escalation process. Actively participates in organizational change communications. 5.2.2 City 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. Assists with communicating key project messages throughout the organization. Prioritizes the project within the organization. Provides management support for the project to ensure it is staffed appropriately and staff have necessary resources. Monitors project progress including progress towards agreed upon goals and objectives. Has the authority to approve or deny changes impacting the following areas: o Cost o Scope o Schedule o Project Goals o City Policies 5.2.3 City Project Manager The City 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 City project manager(s) do not have the knowledge or authority to make decisions, he or she engages the correct resources from City to participate in discussions and make decisions in a timely fashion to avoid Project delays. Contract Management o Validates contract compliance throughout the Project. o Ensures invoicing and Deliverables meet contract requirements. o Acts as primary point of contact for all contract and invoicing questions. o Signs off on contract milestone acknowledgment documents. o Collaborates on and approves Change Requests, if needed, to ensure proper Scope and budgetary compliance. Planning o Review and acknowledge Implementation Management Plan. o Defines project tasks and resource requirements for City project team. o Collaborates in the development and approval of the initial Project Plan and Project Plan. o Collaborates with Tyler project manager(s) to plan and schedule Project timelines to achieve on-time implementation. Implementation Management o Tightly manages Project budget and Scope and collaborates with Tyler project manager(s) to establish a process and approval matrix to ensure Scope changes and budget planned versus actual are transparent and handled effectively and efficiently. o Collaborates with Tyler project manager to establish and manage a schedule and resource plan that properly supports the Project Plan, as a whole, that is also in balance with Scope/budget. o Collaborates with Tyler Project manager(s) to establishes risk/issue tracking/reporting process between the City and Tyler and takes all necessary steps to proactively mitigate these items or communicates with transparency to Tyler any items that may impact the outcomes of the Project. o Collaborates with Tyler Project manager(s) to establish key business drivers and success indicators that will help to govern Project activities and key decisions to ensure a quality outcome of the Project. o Routinely communicates with both City staff and Tyler, aiding in the understanding of goals, objectives, current status, and health of the Project by all team members. Team Management o Acts as liaison between project team and stakeholders. o Identifies and coordinates all City resources across all modules, Phases, and activities including data conversions, forms design, hardware and software installation, reports building, and satisfying invoices. o Provides direction and support to project team. o Builds partnerships among the various stakeholders, negotiating authority to move the Project forward. o Manages the appropriate assignment and timely completion of tasks as defined in the Project Plan, task list, and Production Cutover Checklist. o Assesses team performance and takes corrective action, if needed. o Provides guidance to City technical teams to ensure appropriate response and collaboration with Tyler Technical Support Teams to ensure timely response and appropriate resolution. o Coordinates in Scope 3rd party providers to align activities with ongoing Project tasks. 5.2.4 City 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 City project manager. Prepares and Validates Forms. Actively participates in all aspects of the implementation, including, but not limited to, the following key activities: o Task completion o Stakeholder Presentation o Implementation Management Plan development o Schedule development o Maintenance and monitoring of risk register o Escalation of issues o Communication with Tyler project team o Coordination of City resources o Attendance at scheduled sessions o Change Management activities o Modification specification, demonstrations, testing and approval assistance o Conversion Analysis and Verification Assistance o Decentralized End User Training o Process Testing o User Acceptance Testing 5.2.5 City Power Users Participate in Project activities as required by the project team and project manager(s). Provide subject matter expertise on City 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 City staff during and after implementation. 5.2.6 City End Users Attend all scheduled training sessions. Become proficient in Application functions related to job duties. Adopt and utilize changed procedures. Complete all Deliverables by the due dates defined in the Project Plan. Utilize software to perform job functions at and beyond Production Cutover. 5.2.7 City Technical Support Coordinates updates and releases with Tyler as needed. Coordinates the copying of source databases to training/testing databases as needed for training days. Extracts and transmits conversion data and control reports from City’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 City third party Data Exchanges. Develops or assists in creating Reports as needed. Ensures onsite system hardware meets specifications provided by Tyler. Assists with software Installation as needed. 5.2.8 City 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 City’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 City and Tyler resources. Communicates changes affecting users and department stakeholders. Obtains department stakeholder sign-offs to upgrade production environment. 5.2.9 City Project Toolset Coordinator Ensures users have appropriate access to Tyler project toolsets such as Tyler University, Tyler Community, Tyler Product Knowledgebase, SharePoint, etc. Conducts training on proper use of toolsets. Validates completion of required assignments using toolsets. 5.2.10 City 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. 6 Glossary Word or Term Definition Application A computer program designed to perform a group of coordinated functions, tasks or activities for the benefit of the user. 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. 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. Cutover The point when a client begins using Tyler software in production. 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. 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. Interface A real-time or automated exchange of data between two systems. Install References the initial installation of software files on client services and preparing the software for use during configuration. The version currently available for general release will always be used during the initial install. 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. 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 blueprint for the Project. As developed, the Project schedule will become a part of the Project Plan and outline specific details regarding tasks included in the Project Plan. 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. Questionnaire A document containing a list of questions to be answered by the client for the purpose of gathering information needed by Tyler to complete the implementation. 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. 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. Test Plan Describes the testing process. Includes “Test Cases” to guide the users through the testing process. Test cases are meant to be a baseline for core processes; the client is expected to supplement with client specific scenarios and processes. 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 (WBS) A hierarchical representation of a Project or Phase broken down into smaller, more manageable components. 7 Munis Conversion Summary 7.1 Accounting COA Chart of Accounts segments, objects, character codes, project codes (if applicable), organization codes (if applicable), control accounts budget rollups, fund attributes, due to/due from accounts Requires the use of a Tyler provided spreadsheet for design and entry of the data to be converted 7.2 Accounting - Actuals Summary account balances Up to 3 years 7.3 Accounting - Budgets Original budget, budget adjustments, revised budget summaries for accounts Up to 3 years 7.4 Accounts Payable Master Vendor Master file including names, addresses, SSN/FID, contacts, phone numbers Multiple remittance addresses Year-to-date 1099 amounts Up to 5 years 7.5 Accounts Payable - Checks Check header data including vendor, warrant, check number, check date, overall check amount, GL cash account and clearing information Check detail data including related document and invoice numbers for each check Up to 5 years 7.6 Accounts Payable - Invoices Invoice header data containing general information for the invoice Invoice detail data containing line-specific information for the invoice 7.7 Capital Assets Master Asset description, status, acquisition quantity, date and amount, codes for asset class, subclass, department, custodian, flags for capitalization and depreciation, estimated life, serial number, model, model year, depreciation method, life-to-date depreciation amount, last depreciation date, disposal information (if any), purchase information, if any (vendor, PO, Invoice) 7.8 Payroll Payroll Employee Master data including data such as name, address, SSN, legacy employee ID, date of birth, hire date, activity status (such as active/inactive), leave/termination code and date, phone(s), e-address, marital status, gender, race, personnel status (such as full- time, part-time, etc.), highest degree, advice-delivery (print/email/both) and check location, plus primary group, job, location, and account information 7.9 Payroll – Accrual Balances Employee Accrual Balances including Vacation, Holiday, and other Leave balances Start of year balance, earned to date, used to date 7.10 Payroll – Accumulators YTD, QTD, MTD amounts for employee pay and deductions Needed for mid-calendar-year go-live May not be needed if converting earnings/deductions history Up to 5 years 7.11 Payroll – Check History Up to 5 years, additional years must be quoted. We convert amounts for earnings and deductions in employee check history, check number and date. 7.12 Payroll – Earning/Deduction Hist. Up to 5 years, additional years must be quoted. Earning and deduction history broken down my individual codes (earnings and deduction) and amounts per pay period, the detail of these lines, sums the check history in opt 4. 7.13 Payroll - Deductions Employee Deductions - including employee ID, deduction codes, tax information, and direct deposit information 7.14 Payroll – Recruiting Application requisition applicant master data, plus applicant references, certifications, education, skills, tests, work history, and interviews 7.15 Project Grant Accounting Segments, account strings and fund string allocation table Requires the use of a Tyler provided (Chart of Accounts) spreadsheet for design and entry of the data to be converted 7.16 Project Grant Accounting - Actuals Summary project ledger string balances Up to 3 years 7.17 Project Grant Accounting – Budget Original project ledger budget amounts Up to 3 years 7.18 Utility Billing Account Master data including previous and current customer owner information- address info, phone, fax, SSN number, FID number, account status, parcel number, location street, apartment, city, state, zip, book number, read sequence, account start and end date, EFT bank information 7.19 Utility Billing –Services Service data for each account including service codes, status, type, factor, condo units, bill cycle codes, budget information, winter usage, meter readings( current and previous), meter usage (current and previous), sales tax information 7.20 Utility Billing –Balance Forward AR Total balance due on the account, or by charge code If late penalties will be applied in Munis after the conversion, balance forward amounts must be converted by charge code 7.21 Utility Billing –Consumption History History of meter readings, usage, read dates, usage days, bill amounts, bill dates, read codes SERVICE LEVEL AGREEMENT I. Agreement Overview This SLA operates in conjunction with, and does not supersede or replace any part of, the Agreement. It outlines the information technology service levels that we will provide to you to ensure the availability of the application services that you have requested us to provide. All other support services are documented in the Support Call Process. II. Definitions. Except as defined below, all defined terms have the meaning set forth in the Agreement. Attainment: The percentage of time the Tyler Software is available during a calendar quarter, with percentages rounded to the nearest whole number. Client Error Incident: Any service unavailability resulting from your applications, content or equipment, or the acts or omissions of any of your service users or third‐party providers over whom we exercise no control. Downtime: Those minutes during which the Tyler Software is not available for your use. Downtime does not include those instances in which only a Defect is present. Service Availability: The total number of minutes in a calendar quarter that the Tyler Software is capable of receiving, processing, and responding to requests, excluding maintenance windows, Client Error Incidents and Force Majeure. III. Service Availability The Service Availability of the Tyler Software is intended to be 24/7/365. We set Service Availability goals and measures whether we have met those goals by tracking Attainment. a. Your Responsibilities Whenever you experience Downtime, you must make a support call according to the procedures outlined in the Support Call Process. You will receive a support incident number. You must document, in writing, all Downtime that you have experienced during a calendar quarter. You must deliver such documentation to us within 30 days of a quarter’s end. The documentation you provide must evidence the Downtime clearly and convincingly. It must include, for example, the support incident number(s) and the date, time and duration of the Downtime(s). b. Our Responsibilities When our support team receives a call from you that Downtime has occurred or is occurring, we will work with you to identify the cause of the Downtime (including whether it may be the result of a Client Error Incident or Force Majeure). We will also work with you to resume normal operations. Upon timely receipt of your Downtime report, we will compare that report to our own outage logs and support tickets to confirm that Downtime for which we were responsible indeed occurred. We will respond to your Downtime report within 30 day(s) of receipt. To the extent we have confirmed Downtime for which we are responsible, we will provide you with the relief set forth below. c. Client Relief When a Service Availability goal is not met due to confirmed Downtime, we will provide you with relief that corresponds to the percentage amount by which that goal was not achieved, as set forth in the Client Relief Schedule below. Notwithstanding the above, the total amount of all relief that would be due under this SLA per quarter will not exceed 5% of one quarter of the then‐current SaaS Fee. The total credits confirmed by us in one or more quarters of a billing cycle will be applied to the SaaS Fee for the next billing cycle. Issuing of such credit does not relieve us of our obligations under the Agreement to correct the problem which created the service interruption. Every quarter, we will compare confirmed Downtime to Service Availability. In the event actual Attainment does not meet the targeted Attainment, the following Client relief will apply, on a quarterly basis: Targeted Attainment Actual Attainment Client Relief 100% 98‐99% Remedial action will be taken. 100% 95‐97% 4% credit of fee for affected calendar quarter will be posted to next billing cycle 100% <95% 5% credit of fee for affected calendar quarter will be posted to next billing cycle You may request a report from us that documents the preceding quarter’s Service Availability, Downtime, any remedial actions that have been/will be taken, and any credits that may be issued. IV. Applicability The commitments set forth in this SLA do not apply during maintenance windows, Client Error Incidents, and Force Majeure. We perform maintenance during limited windows that are historically known to be reliably low‐traffic times. If and when maintenance is predicted to occur during periods of higher traffic, we will provide advance notice of those windows and will coordinate to the greatest extent possible with you. V. Force Majeure You will not hold us responsible for not meeting service levels outlined in this SLA to the extent any failure to do so is caused by Force Majeure. In the event of Force Majeure, we will file with you a signed request that said failure be excused. That writing will at least include the essential details and circumstances supporting our request for relief pursuant to this Section. You will not unreasonably withhold its acceptance of such a request. SOFTWARE AS A SERVICE AGREEMENT1 This Software as a Service Agreement is made between Tyler Technologies, Inc. and Client. WHEREAS, Client selected Tyler to provide certain products and services set forth in the Investment Summary, including providing Client with access to Tyler’s proprietary software products, and Tyler desires to provide such products and services under the terms of this Agreement; NOW THEREFORE, in consideration of the foregoing and of the mutual covenants and promises set forth in this Agreement, Tyler and Client agree as follows: SECTION A – DEFINITIONS • “Agreement” means this Software as a 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” means [INSERT CLIENT NAME]. • “Data” means your data necessary to utilize the Tyler Software. • “Data Storage Capacity” means the contracted amount of storage capacity for your Data identified in the Investment Summary. • “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 Users” means the number of users that are authorized to use the SaaS Services. The Defined Users for the Agreement are as identified 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 products and services attached as Exhibit A. 1 HIGHLIGHTED PROVISIONS INDICATE PROVISIONS THAT MAY OR MAY NOT APPLY TO THE PARTICULAR CLIENT/CONTRACT. DURING CONTRACT NEGOTIATIONS, THOSE PROVISIONS WILL BE ADJUSTED AS NECESSARY. • “Invoicing and Payment Policy” means the invoicing and payment policy. A copy of our current Invoicing and Payment Policy is attached as Exhibit B. • “SaaS Fees” means the fees for the SaaS Services identified in the Investment Summary. • “SaaS Services” means software as a service consisting of system administration, system management, and system monitoring activities that Tyler performs for the Tyler Software, and includes the right to access and use the Tyler Software, receive maintenance and support on the Tyler Software, including Downtime resolution under the terms of the SLA, and Data storage and archiving. SaaS Services do not include support of an operating system or hardware, support outside of our normal business hours, or training, consulting or other professional services. • “SLA” means the service level agreement. A copy of our current SLA is attached hereto 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 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” means Tyler Technologies, Inc., a Delaware corporation. • “Tyler Software” means our proprietary software, including any integrations, custom modifications, and/or other related interfaces identified in the Investment Summary and licensed by us to you through this Agreement. • “we”, “us”, “our” and similar terms mean Tyler. • “you” and similar terms mean Client. SECTION B – SAAS SERVICES 1. Rights Granted. We grant to you the non-exclusive, non-assignable limited right to use the SaaS Services solely for your internal business purposes for the number of Defined Users only. The Tyler Software will be made available to you according to the terms of the SLA. You acknowledge that we have no delivery obligations and we will not ship copies of the Tyler Software as part of the SaaS Services. You may use the SaaS Services to access updates and enhancements to the Tyler Software, as further described in Section C(8). 2. SaaS Fees. You agree to pay us the SaaS Fees. Those amounts are payable in accordance with our Invoicing and Payment Policy. The SaaS Fees are based on the number of Defined Users and amount of Data Storage Capacity. You may add additional users or additional data storage capacity on the terms set forth in Section H(1). In the event you regularly and/or meaningfully exceed the Defined Users or Data Storage Capacity, we reserve the right to charge you additional fees commensurate with the overage(s). 3. Ownership. 3.1 We retain all ownership and intellectual property rights to the SaaS Services, the Tyler Software, and anything developed by us under this Agreement. You do not acquire under this Agreement any license to use the Tyler Software in excess of the scope and/or duration of the SaaS Services. 3.2 The Documentation is licensed to you and may be used and copied by your employees for internal, non-commercial reference purposes only. 3.3 You retain all ownership and intellectual property rights to the Data. You expressly recognize that except to the extent necessary to carry out our obligations contained in this Agreement, we do not create or endorse any Data used in connection with the SaaS Services. 4. Restrictions. You may not: (a) make the Tyler Software or Documentation resulting from the SaaS Services available in any manner to any third party for use in the third party’s business operations; (b) modify, make derivative works of, disassemble, reverse compile, or reverse engineer any part of the SaaS Services; (c) access or use the SaaS Services in order to build or support, and/or assist a third party in building or supporting, products or services competitive to us; or (d) license, sell, rent, lease, transfer, assign, distribute, display, host, outsource, disclose, permit timesharing or service bureau use, or otherwise commercially exploit or make the SaaS Services, Tyler Software, or Documentation available to any third party other than as expressly permitted by this Agreement. 5. Software Warranty. We warrant that the Tyler Software will perform without Defects during the term of this Agreement. If the Tyler Software does not perform as warranted, we will use all reasonable efforts, consistent with industry standards, to cure the Defect in accordance with the maintenance and support process set forth in Section C(8), below, the SLA and our then current Support Call Process. 6. SaaS Services. 6.1 Our SaaS Services are audited at least yearly in accordance with the AICPA’s Statement on Standards for Attestation Engagements (“SSAE”) No. 18. We have attained, and will maintain, SOC 1 and SOC 2 compliance, or its equivalent, for so long as you are timely paying for SaaS Services. Upon execution of a mutually agreeable Non-Disclosure Agreement (“NDA”), we will provide you with a summary of our compliance report(s) or its equivalent. Every year thereafter, for so long as the NDA is in effect and in which you make a written request, we will provide that same information. 6.2 You will be hosted on shared hardware in a Tyler data center, but in a database dedicated to you, which is inaccessible to our other customers. 6.3 We have fully-redundant telecommunications access, electrical power, and the required hardware to provide access to the Tyler Software in the event of a disaster or component failure. In the event any of your Data has been lost or damaged due to an act or omission of Tyler or its subcontractors or due to a defect in Tyler’s software, we will use best commercial efforts to restore all the Data on servers in accordance with the architectural design’s capabilities and with the goal of minimizing any Data loss as greatly as possible. In no case shall the recovery point objective (“RPO”) exceed a maximum of twenty-four (24) hours from declaration of disaster. For purposes of this subsection, RPO represents the maximum tolerable period during which your Data may be lost, measured in relation to a disaster we declare, said declaration will not be unreasonably withheld. 6.4 In the event we declare a disaster, our Recovery Time Objective (“RTO”) is twenty-four (24) hours. For purposes of this subsection, RTO represents the amount of time, after we declare a disaster, within which your access to the Tyler Software must be restored. 6.5 We conduct annual penetration testing of either the production network and/or web application to be performed. We will maintain industry standard intrusion detection and prevention systems to monitor malicious activity in the network and to log and block any such activity. We will provide you with a written or electronic record of the actions taken by us in the event that any unauthorized access to your database(s) is detected as a result of our security protocols. We will undertake an additional security audit, on terms and timing to be mutually agreed to by the parties, at your written request. You may not attempt to bypass or subvert security restrictions in the SaaS Services or environments related to the Tyler Software. Unauthorized attempts to access files, passwords or other confidential information, and unauthorized vulnerability and penetration test scanning of our network and systems (hosted or otherwise) is prohibited without the prior written approval of our IT Security Officer. 6.6 We test our disaster recovery plan on an annual basis. Our standard test is not client-specific. Should you request a client-specific disaster recovery test, we will work with you to schedule and execute such a test on a mutually agreeable schedule. At your written request, we will provide test results to you within a commercially reasonable timeframe after receipt of the request. 6.7 We will be responsible for importing back-up and verifying that you can log-in. You will be responsible for running reports and testing critical processes to verify the returned Data. 6.8 We provide secure Data transmission paths between each of your workstations and our servers. 6.9 For at least the past twelve (12) years, all of our employees have undergone criminal background checks prior to hire. All employees sign our confidentiality agreement and security policies. Our data centers are accessible only by authorized personnel with a unique key entry. All other visitors must be signed in and accompanied by authorized personnel. Entry attempts to the data center are regularly audited by internal staff and external auditors to ensure no unauthorized access. 6.10 Where applicable with respect to our applications that take or process card payment data, we are responsible for the security of cardholder data that we possess, including functions relating to storing, processing, and transmitting of the cardholder data and affirm that, as of the Effective Date, we comply with applicable requirements to be considered PCI DSS compliant and have performed the necessary steps to validate compliance with the PCI DSS. We agree to supply the current status of our PCI DSS compliance program in the form of an official Attestation of Compliance, which can be found at https://www.tylertech.com/about- us/compliance, and in the event of any change in our status, will comply with applicable notice requirements. SECTION C – OTHER PROFESSIONAL SERVICES 1. Other Professional Services. We will provide you the various implementation-related services itemized in the Investment Summary and described in the Statement of Work/our industry standard implementation plan. We will finalize that documentation with you upon execution of this Agreement. 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. 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. If travel is required, we will make all reasonable efforts to schedule travel for our personnel, 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 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. 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). 8. Maintenance and Support. For so long as you timely pay your SaaS Fees according to the Invoicing and Payment Policy, then in addition to the terms set forth in the SLA and the Support Call Process, we will: 8.1 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); 8.2 provide telephone support during our established support hours; 8.3 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; 8.4 make available to you 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 8.5 provide non-Defect resolution support of prior releases of the Tyler Software in accordance with our then-current release life cycle policy. We will use all reasonable efforts to perform support services remotely. Currently, we use a third-party secure unattended connectivity tool called Bomgar, as well as GotoAssist by Citrix. 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 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 your VPN for backup connectivity purposes. For the avoidance of doubt, SaaS Fees do not include the following services: (a) onsite support (unless Tyler cannot remotely correct a Defect in the Tyler Software, as set forth above); (b) application design; (c) other consulting services; or (d) support outside our normal business hours as listed in our then- current Support Call Process. Requested 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. SECTION D – THIRD PARTY PRODUCTS 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 accordance with our Invoicing and Payment Policy. 2. Third Party Software. As part of the SaaS Services, you will receive access to the Third Party Software and related documentation for internal business purposes only. Your rights to the Third Party Software will be governed by the Third Party Terms. 3. Third Party Products Warranties. 3.1 We are authorized by each Developer to grant access to the Third Party Software. 3.2 The Third Party Hardware will be new and unused, and upon payment in full, you will receive free and clear title to the Third Party Hardware. 3.3 You acknowledge that we are not the manufacturer of the Third Party Products. We do not warrant or guarantee the performance of the Third Party Products. However, we grant and pass through to you any warranty that we may receive from the Developer or supplier of the Third Party Products. SECTION E - INVOICING AND PAYMENT; INVOICE DISPUTES 1. Invoicing and Payment. We will invoice you the SaaS Fees and fees for other professional services in the Investment Summary per our Invoicing and Payment Policy, subject to Section E(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 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 SaaS 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 F – TERM AND TERMINATION 1. Term. The initial term of this Agreement is three (3) years from the first day of the first month following the Effective Date, unless earlier terminated as set forth below. Upon expiration of the initial term, this Agreement will renew automatically for additional one (1) year renewal terms at our then-current SaaS Fees unless terminated in writing by either party at least sixty (60) days prior to the end of the then-current renewal term. Your right to access or use the Tyler Software and the SaaS Services will terminate at the end of this Agreement. 2. Termination. This Agreement may be terminated as set forth below. In the event of termination, 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. Disputed fees and expenses in all terminations other than your termination for cause must have been submitted as invoice disputes in accordance with Section E(2). 2.1 Failure to Pay SaaS Fees. You acknowledge that continued access to the SaaS Services is contingent upon your timely payment of SaaS Fees. If you fail to timely pay the SaaS Fees, we may discontinue the SaaS Services and deny your access to the Tyler Software. We may also terminate this Agreement if you don’t cure such failure to pay within forty-five (45) days of receiving written notice of our intent to terminate. 2.2 For Cause. If you believe we have materially breached this Agreement, you will invoke the Dispute Resolution clause set forth in Section H(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 H(3). 2.3 Force Majeure. Either party has the right to terminate this Agreement if a Force Majeure event suspends performance of the SaaS Services for a period of forty-five (45) days or more. 2.4 Lack of Appropriations. If you should not appropriate or otherwise make available funds sufficient to utilize the SaaS Services, you may unilaterally terminate this Agreement upon thirty (30) days written notice to us. You will not be entitled to a refund or offset of previously paid, but unused SaaS Fees. You agree not to use termination for lack of appropriations as a substitute for termination for convenience. 2.5 Fees for Termination without Cause during Initial Term.2 If you terminate this Agreement during the initial term for any reason other than cause, Force Majeure, or lack of appropriations, or if we terminate this Agreement during the initial term for your failure to pay SaaS Fees, you shall pay us the following early termination fees: a. if you terminate during the first year of the initial term, 100% of the SaaS Fees through the date of termination plus 75% of the SaaS Fees then due for the remainder of the initial term; b. if you terminate during the second year of the initial term, 100% of the SaaS Fees through the date of termination plus 50% of the SaaS Fees then due for the remainder of the initial term; and c. if you terminate after the second year of the initial term, 100% of the SaaS Fees through the date of termination plus 25% of the SaaS Fees then due for the remainder of the initial term. SECTION G – INDEMNIFICATION, LIMITATION OF LIABILITY AND INSURANCE 1. Intellectual Property Infringement Indemnification. 1.1 We will defend you against any third party claim(s) that the Tyler Software or Documentation infringes that third party’s patent, copyright, or trademark, or misappropriates its trade secrets, and will pay the amount of any resulting adverse final judgment (or settlement to which we consent). You must notify us promptly in writing of the claim and give us sole control over its defense or settlement. You agree to provide us with reasonable assistance, cooperation, and information in defending the claim at our expense. 1.2 Our obligations under this Section G(1) will not apply to the extent the claim or adverse final judgment is based on your use of the Tyler Software in contradiction of this Agreement, including with non-licensed third parties, or your willful infringement. 1.3 If we receive information concerning an infringement or misappropriation claim related to the 2 IF SERVICES HAVE BEEN PRICED SEPARATELY FROM SAAS FEES, THEN THE APPLICABLE PERCENTAGES ARE 25%, 15% AND 10%. 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; or (c) replace it with a functional equivalent. 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 PCI-DSS requirements or a law applicable to our performance under this Agreement. You must notify us promptly in writing of the claim and give us sole control over its defense or settlement. You agree to provide us with reasonable assistance, cooperation, and information in defending the claim at our expense. 2.2 To the extent permitted by applicable law, you will indemnify and hold harmless us and our agents, officials, and employees from and against any and all third-party claims, losses, liabilities, damages, costs, and expenses (including reasonable attorney's fees and costs) for personal injury or property damage to the extent caused by your negligence or willful misconduct; or (b) your violation of a law applicable to your performance under this Agreement. We will notify you promptly in writing of the claim and will give you sole control over its defense or settlement. We agree to provide you with reasonable assistance, cooperation, and information in defending the claim at your expense. 3. DISCLAIMER. EXCEPT FOR THE EXPRESS WARRANTIES PROVIDED IN THIS AGREEMENT AND TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, WE HEREBY DISCLAIM ALL OTHER WARRANTIES AND CONDITIONS, WHETHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING, BUT NOT LIMITED TO, ANY IMPLIED WARRANTIES, DUTIES, OR CONDITIONS OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. 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) DURING THE INITIAL TERM, AS SET FORTH IN SECTION F(2), TOTAL FEES PAID AS OF THE TIME OF THE CLAIM; OR (B) DURING ANY RENEWAL TERM, THE THEN-CURRENT ANNUAL SAAS FEES PAYABLE IN THAT RENEWAL TERM. THE PARTIES ACKNOWLEDGE AND AGREE THAT THE PRICES SET FORTH IN THIS AGREEMENT ARE SET IN RELIANCE UPON THIS LIMITATION OF LIABILITY AND TO THE MAXIMUM EXTENT ALLOWED UNDER APPLICABLE LAW, THE EXCLUSION OF CERTAIN DAMAGES, AND EACH SHALL APPLY REGARDLESS OF THE FAILURE OF AN ESSENTIAL PURPOSE OF ANY REMEDY. THE FOREGOING LIMITATION OF LIABILITY SHALL NOT APPLY TO CLAIMS THAT ARE SUBJECT TO SECTIONS G(1) AND G(2). 5. EXCLUSION OF CERTAIN DAMAGES. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL WE BE LIABLE FOR ANY SPECIAL, INCIDENTAL, PUNITIVE, INDIRECT, OR CONSEQUENTIAL DAMAGES WHATSOEVER, EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. 6. Insurance. During the course of performing services under this Agreement, we agree to maintain the following levels of insurance: (a) Commercial General Liability of at least $1,000,000; (b) Automobile Liability of at least $1,000,000; (c) Professional Liability of at least $1,000,000; (d) Workers Compensation complying with applicable statutory requirements; and (e) Excess/Umbrella Liability of at least $5,000,000. We will add you as an additional insured to our Commercial General Liability and Automobile Liability policies, which will automatically add you as an additional insured to our Excess/Umbrella Liability policy as well. We will provide you with copies of certificates of insurance upon your written request. SECTION H – 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 twelve (12) months from the Effective Date by executing a mutually agreed addendum. If no rate is provided in the Investment Summary, or those twelve (12) 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 twelve (12) months from the Effective Date. 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, 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, 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 for the benefit of, either your or our successor(s) or permitted assign(s). Neither party may assign this Agreement without the prior written consent of the other party; provided, however, your consent is not required for an assignment by us as a result of a corporate reorganization, merger, acquisition, or purchase of substantially all of our assets. 9. Force Majeure. Except for your payment obligations, neither party will be liable for delays in performing its obligations under this Agreement to the extent that the delay is caused by Force Majeure; provided, however, that within ten (10) business days of the Force Majeure event, the party whose performance is delayed provides the other party with written notice explaining the cause and extent thereof, as well as a request for a reasonable time extension equal to the estimated duration of the Force Majeure event. 10. No Intended Third Party Beneficiaries. This Agreement is entered into solely for the benefit of you and us. No third party will be deemed a beneficiary of this Agreement, and no third party will have the right to make any claim or assert any right under this Agreement. This provision does not affect the rights of third parties under any Third Party Terms. 11. Entire Agreement; Amendment. This Agreement represents the entire agreement between you and us with respect to the subject matter hereof, and supersedes any prior agreements, understandings, and representations, whether written, oral, expressed, implied, or statutory. Purchase orders submitted by you, if any, are for your internal administrative purposes only, and the terms and conditions contained in those purchase orders will have no force or effect. This Agreement may only be modified by a written amendment signed by an authorized representative of each party. 12. Severability. If any term or provision of this Agreement is held invalid or unenforceable, the remainder of this Agreement will be considered valid and enforceable to the fullest extent permitted by law. 13. No Waiver. In the event that the terms and conditions of this Agreement are not strictly enforced by either party, such non-enforcement will not act as or be deemed to act as a waiver or modification of this Agreement, nor will such non-enforcement prevent such party from enforcing each and every term of this Agreement thereafter. 14. Independent Contractor. We are an independent contractor for all purposes under this Agreement. 15. Notices. All notices or communications required or permitted as a part of this Agreement, such as notice of an alleged material breach for a termination for cause or a dispute that must be submitted to dispute resolution, must be in writing and will be deemed delivered upon the earlier of the following: (a) actual receipt by the receiving party; (b) upon receipt by sender of a certified mail, return receipt signed by an employee or agent of the receiving party; (c) upon receipt by sender of proof of email delivery; or (d) if not actually received, five (5) days after deposit with the United States Postal Service authorized mail center with proper postage (certified mail, return receipt requested) affixed and addressed to the other party at the address set forth on the signature page hereto or such other address as the party may have designated by proper notice. The consequences for the failure to receive a notice due to improper notification by the intended receiving party of a change in address will be borne by the intended receiving party. 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 numbers) and trade secrets, each as defined by applicable state law. Each party agrees that it will not disclose any confidential information of the other party and further agrees to take all reasonable and appropriate action to prevent such disclosure by its employees or agents. The confidentiality covenants contained herein will survive the termination or cancellation of this Agreement. This obligation of confidentiality will not apply to information that: (a) is in the public domain, either at the time of disclosure or afterwards, except by breach of this Agreement by a party or its employees or agents; (b) a party can establish by reasonable proof was in that party's possession at the time of initial disclosure; (c) a party receives from a third party who has a right to disclose it to the receiving party; or (d) is the subject of a legitimate disclosure request under the open records laws or similar applicable public disclosure laws governing this Agreement; provided, however, that in the event you receive an open records or other similar applicable request, you will give us prompt notice and otherwise perform the functions required by applicable law. 18. Business License. In the event a local business license is required for us to perform services hereunder, you will promptly notify us and provide us with the necessary paperwork and/or contact information so that we may timely obtain such license. 19. Governing Law. This Agreement will be governed by and construed in accordance with the laws of your state of domicile, without regard to its rules on conflicts of law. 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. To the maximum extent permitted by applicable law, we agree that this Agreement may be used as a cooperative procurement vehicle by eligible jurisdictions. We reserve 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. 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 Service Level Agreement Schedule 1: Support Call Process 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. [INSERT CLIENT NAME] By: By: Name: Name: Title: Title: Date: Date: Address for Notices: Address for Notices: Tyler Technologies, Inc. INSERT CLIENT NAME One Tyler Drive INSERT Yarmouth, ME 04096 INSERT Attention: Chief Legal Officer Attn: Exhibit A 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. Tyler sales quotation to be inserted prior to Agreement execution. REMAINDER OF PAGE INTENTIONALLY LEFT BLANK Exhibit B Invoicing and Payment Policy We will provide you with the software and services set forth in the Investment Summary of the Agreement. Capitalized terms not otherwise defined will have the meaning assigned to such terms in the Agreement. Invoicing: We will invoice you for the applicable software and services in the Investment Summary as set forth below. Your rights to dispute any invoice are set forth in the Agreement. 1. SaaS Fees. SaaS Fees are invoiced on an annual basis, beginning on the commencement of the initial term as set forth in Section F (1) of this Agreement. Your annual SaaS fees for the initial term are set forth in the Investment Summary. Upon expiration of the initial term, your annual SaaS fees will be at our then-current rates. 2. Other Tyler Software and Services. 2.1 Project Planning Services: Project planning services are invoiced upon delivery of the implementation planning document. 2.2 VPN Device: The fee for the VPN device will be invoiced upon installation of the VPN. 2.3 Implementation and Other Professional Services (including training): Implementation and other professional services (including training) are billed and invoiced as delivered, at the rates set forth in the Investment Summary.3 2.4 Consulting Services: If you have purchased any Business Process Consulting services, if they have been quoted as fixed-fee services, they will be invoiced 50% upon your acceptance of the Best Practice Recommendations, by module, and 50% upon your acceptance of custom desktop procedures, by module. If you have purchased any Business Process Consulting services and they are quoted as an estimate, then we will bill you the actual services delivered on a time and materials basis. 2.5 Conversions: Fixed-fee conversions are invoiced 50% upon initial delivery of the converted Data, by conversion option, and 50% upon Client acceptance to load the converted Data into Live/Production environment, by conversion option. Where conversions are quoted as estimated, we will bill you the actual services delivered on a time and materials basis.4 3 IF IMPLEMENTATION SERVICES, ETC. ARE QUOTED AS PART OF SAAS FEES, REPLACE THIS TEXT WITH: “IMPLEMENTATION AND CONVERSION SERVICES ARE QUOTED AS PART OF YOUR SAAS FEES, AND WILL BE INVOICED AS SET FORTH ABOVE.” 4 REMOVE IF IMPLEMENTATION AND CONVERSION SERVICES FEES ROLLED INTO SAAS FEES. 2.6 Requested Modifications to the Tyler Software: Requested modifications to the Tyler Software are invoiced 50% upon delivery of specifications and 50% upon delivery of the applicable modification. You must report any failure of the modification to conform to the specifications within thirty (30) days of delivery; otherwise, the modification will be deemed to be in compliance with the specifications after the 30-day window has passed. You may still report Defects to us as set forth in this Agreement. 2.7 Other Fixed Price Services: Other fixed price services are invoiced upon complete delivery of the service. For the avoidance of doubt, where “Project Planning Services” are provided, payment will be due upon delivery of the Implementation Planning document. Dedicated Project Management services, if any, will be billed monthly in arrears, beginning on the first day of the month immediately following the project kick-off meeting. 2.8 Change Management Services: If you have purchased any change management services, those services will be invoiced in the following amounts and upon the following milestones: Acceptance of Change Management Discovery Analysis 15% Delivery of Change Management Plan and Strategy Presentation 10% Acceptance of Executive Playbook 15% Acceptance of Resistance Management Plan 15% Acceptance of Procedural Change Communications Plan 10% Change Management Coach Training 20% Change Management After-Action Review 15% 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. 5. Credit for Prepaid Maintenance and Support Fees for Tyler Software. Client will receive a credit for the maintenance and support fees prepaid for the Tyler Software for the time period commencing on the first day of the SaaS Term.5 Payment. Payment for undisputed invoices is due within forty-five (45) days of the invoice date. We 5 USE FOR FLIP CONTRACTS WHERE THE SAAS TERM BEGINS BEFORE THE END OF THE ANNUAL MAINTENANCE TERM. 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 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 for tolls and parking. Mileage will be calculated by using 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 expenses include tips to maids, hotel staff, and shuttle drivers and other minor travel expenses. Per diem rates are available at www.gsa.gov/perdiem. Per diem for Alaska, Hawaii, U.S. protectorates and international destinations are provided separately by the Department of Defense and will be determined as required. A. Overnight Travel For each full day of travel, all three meals are reimbursable. Per diems on the first and last day of a trip are governed as set forth below. Departure Day Depart before 12:00 noon Lunch and dinner Depart after 12:00 noon Return Day Dinner 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. 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. Exhibit C SERVICE LEVEL AGREEMENT I. Agreement Overview This SLA operates in conjunction with, and does not supersede or replace any part of, the Agreement. It outlines the information technology service levels that we will provide to you to ensure the availability of the application services that you have requested us to provide. All other support services are documented in the Support Call Process. II. Definitions. Except as defined below, all defined terms have the meaning set forth in the Agreement. Attainment: The percentage of time the Tyler Software is available during a calendar quarter, with percentages rounded to the nearest whole number. Client Error Incident: Any service unavailability resulting from your applications, content or equipment, or the acts or omissions of any of your service users or third-party providers over whom we exercise no control. Downtime: Those minutes during which the Tyler Software is not available for your use. Downtime does not include those instances in which only a Defect is present. Service Availability: The total number of minutes in a calendar quarter that the Tyler Software is capable of receiving, processing, and responding to requests, excluding maintenance windows, Client Error Incidents and Force Majeure. III. Service Availability The Service Availability of the Tyler Software is intended to be 24/7/365. We set Service Availability goals and measures whether we have met those goals by tracking Attainment. a. Your Responsibilities Whenever you experience Downtime, you must make a support call according to the procedures outlined in the Support Call Process. You will receive a support incident number. You must document, in writing, all Downtime that you have experienced during a calendar quarter. You must deliver such documentation to us within 30 days of a quarter’s end. The documentation you provide must evidence the Downtime clearly and convincingly. It must include, for example, the support incident number(s) and the date, time and duration of the Downtime(s). b. Our Responsibilities When our support team receives a call from you that Downtime has occurred or is occurring, we will work with you to identify the cause of the Downtime (including whether it may be the result of a Client Error Incident or Force Majeure). We will also work with you to resume normal operations. Upon timely receipt of your Downtime report, we will compare that report to our own outage logs and support tickets to confirm that Downtime for which we were responsible indeed occurred. We will respond to your Downtime report within 30 day(s) of receipt. To the extent we have confirmed Downtime for which we are responsible, we will provide you with the relief set forth below. c. Client Relief When a Service Availability goal is not met due to confirmed Downtime, we will provide you with relief that corresponds to the percentage amount by which that goal was not achieved, as set forth in the Client Relief Schedule below. Notwithstanding the above, the total amount of all relief that would be due under this SLA per quarter will not exceed 5% of one quarter of the then-current SaaS Fee. The total credits confirmed by us in one or more quarters of a billing cycle will be applied to the SaaS Fee for the next billing cycle. Issuing of such credit does not relieve us of our obligations under the Agreement to correct the problem which created the service interruption. Every quarter, we will compare confirmed Downtime to Service Availability. In the event actual Attainment does not meet the targeted Attainment, the following Client relief will apply, on a quarterly basis: Targeted Attainment Actual Attainment Client Relief 100% 98-99% Remedial action will be taken. 100% 95-97% 4% credit of fee for affected calendar quarter will be posted to next billing cycle 100% <95% 5% credit of fee for affected calendar quarter will be posted to next billing cycle You may request a report from us that documents the preceding quarter’s Service Availability, Downtime, any remedial actions that have been/will be taken, and any credits that may be issued. IV. Applicability The commitments set forth in this SLA do not apply during maintenance windows, Client Error Incidents, and Force Majeure. We perform maintenance during limited windows that are historically known to be reliably low-traffic times. If and when maintenance is predicted to occur during periods of higher traffic, we will provide advance notice of those windows and will coordinate to the greatest extent possible with you. V. Force Majeure You will not hold us responsible for not meeting service levels outlined in this SLA to the extent any failure to do so is caused by Force Majeure. In the event of Force Majeure, we will file with you a signed request that said failure be excused. That writing will at least include the essential details and circumstances supporting our request for relief pursuant to this Section. You will not unreasonably withhold its acceptance of such a request. Exhibit C Schedule 1 Support Call Process Support Channels Tyler Technologies, Inc. provides the following channels of software support: (1) Tyler Community – an on-line resource, Tyler Community provides a venue for all Tyler clients with current maintenance agreements to collaborate with one another, share best practices and resources, and access documentation. (2) On-line submission (portal) – for less urgent and functionality-based questions, users may create unlimited support incidents through the customer relationship management portal available at the Tyler Technologies website. (3) Email – for less urgent situations, users may submit unlimited emails directly to the software support group. (4) Telephone – for urgent or complex questions, users receive toll-free, unlimited telephone software support. Support Resources A number of additional resources are available to provide a comprehensive and complete support experience: (1) Tyler Website – www.tylertech.com – for accessing client tools and other information including support contact information. (2) Tyler Community – available through login, Tyler Community provides a venue for clients to support one another and share best practices and resources. (3) Knowledgebase – A fully searchable depository of thousands of documents related to procedures, best practices, release information, and job aides. (4) Program Updates – where development activity is made available for client consumption Support Availability Tyler Technologies support is available during the local business hours of 8 AM to 5 PM (Monday – Friday) across four US time zones (Pacific, Mountain, Central and Eastern). Clients may receive coverage across these time zones. Tyler’s holiday schedule is outlined below. There will be no support coverage on these days. New Year’s Day Thanksgiving Day Memorial Day Day after Thanksgiving Independence Day Christmas Day Labor Day Issue Handling Incident Tracking Every support incident is logged into Tyler’s Customer Relationship Management System and given a unique incident number. This system tracks the history of each incident. The incident tracking number is used to track and reference open issues when clients contact support. Clients may track incidents, using the incident number, through the portal at Tyler’s website or by calling software support directly. Incident Priority Each incident is assigned a priority number, which corresponds to the client’s needs and deadlines. The client is responsible for reasonably setting the priority of the incident per the chart below. This chart is not intended to address every type of support incident, and certain “characteristics” may or may not apply depending on whether the Tyler software has been deployed on customer infrastructure or the Tyler cloud. The goal is to help guide the client towards clearly understanding and communicating the importance of the issue and to describe generally expected responses and resolutions. Priority Level Characteristics of Support Incident Resolution Targets 1 Critical Support incident that causes (a) complete application failure or application unavailability; (b) application failure or unavailability in one or more of the client’s remote location; or (c) systemic loss of multiple essential system functions. Tyler shall provide an initial response to Priority Level 1 incidents within one (1) business hour of receipt of the support incident. Tyler shall use commercially reasonable efforts to resolve such support incidents or provide a circumvention procedure within one (1) business day. For non-hosted customers, Tyler’s responsibility for lost or corrupted Data is limited to assisting the client in restoring its last available database. 2 High Support incident that causes (a) repeated, consistent failure of essential functionality affecting more than one user or (b) loss or corruption of Data. Tyler shall provide an initial response to Priority Level 2 incidents within four (4) business hours of receipt of the support incident. Tyler shall use commercially reasonable efforts to resolve such support incidents or 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 database. 3 Medium Priority Level 1 incident with an existing circumvention procedure, or a Priority Level 2 incident that affects only one user or for which there is an existing circumvention procedure. Tyler shall provide an initial response to Priority Level 3 incidents within one (1) business day of receipt of the support incident. Tyler shall use commercially reasonable efforts to resolve such support incidents 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. 4 Non- critical Support incident that causes failure of non-essential functionality or a cosmetic or other issue that does not qualify as any other Priority Level. Tyler shall provide an initial response to Priority Level 4 incidents within two (2) business days. Tyler shall use commercially reasonable efforts to resolve such support incidents, as well as cosmetic issues, with a future version release. Incident Escalation Tyler Technology’s software support consists of four levels of personnel: (1) Level 1: front-line representatives (2) Level 2: more senior in their support role, they assist front-line representatives and take on escalated issues (3) Level 3: assist in incident escalations and specialized client issues (4) Level 4: responsible for the management of support teams for either a single product or a product group If a client feels they are not receiving the service needed, they may contact the appropriate Software Support Manager. After receiving the incident tracking number, the manager will follow up on the open issue and determine the necessary action to meet the client’s needs. On occasion, the priority or immediacy of a software support incident may change after initiation. Tyler encourages clients to communicate the level of urgency or priority of software support issues so that we can respond appropriately. A software support incident can be escalated by any of the following methods: (1) Telephone – for immediate response, call toll-free to either escalate an incident’s priority or to escalate an issue through management channels as described above. (2) Email – clients can send an email to software support in order to escalate the priority of an issue (3) On-line Support Incident Portal – clients can also escalate the priority of an issue by logging into the client incident portal and referencing the appropriate incident tracking number. Remote Support Tool Some support calls require further analysis of the client’s database, process or setup to diagnose a problem or to assist with a question. Tyler will, at its discretion, use an industry-standard remote support tool. Support is able to quickly connect to the client’s desktop and view the site’s setup, diagnose problems, or assist with screen navigation. More information about the remote support tool Tyler uses is available upon request. Exhibit D End User License Agreement6 REMAINDER OF PAGE INTENTIONALLY LEFT BLANK 6 INCLUDE ONLY WHERE TYLERFORMS ARE PART OF LICENSED MODULES. 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 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 2.79% $0.20 Option 2: Patron Paid 3.29% N/A **ACH processing is available for a 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: Government Entity Paid 2.59% $0.15 Option 2: Patron Paid 2.99% N/A Patron Paid fees will be communicated as "Service Fees" to the cardholder, at the time of transaction. In the event that the average monthly transaction amount is below $30, Contractor reserves the right to apply an additional $0.20 service fee above the quoted rates above. 3. Interactive Voice Response (“IVR”). If IVR is selected by Customer and included in the pricing, the following additional terms and conditions shall apply of this Agreement: (a) Network Security. Customer acknowledges that a third-party is used by Tyler Technologies to process IVR Data. Customer’s content will pass through and be stored on the third-party servers and will not be segregated or in a separate physical location from servers on which other customers’ content is or will be transmitted or stored. (b) Content. Customer is responsible for the creation, editorial content, control, and all other aspects of content to be used solely in conjunction with the EnerGov Software. (c) Lawful Purposes. Customer shall not use the IVR system for any unlawful purpose. (d) Critical Application. Customer will not use the IVR system for any life-support application or other critical application where failure or potential failure of the IVR system can cause injury, harm, death, or other grave problems, including, without limitation, loss of aircraft control, hospital life-support system, and delays in getting medicate care or other emergency services. (e) No Harmful Code. Customer represents and warrants that no content designed to delete, disable, deactivate, interfere with or otherwise harm any aspect of the IVR system now or in the future, shall be knowingly transmitted by Customer or Users. (f) IVR WARRANTY. Except as expressly set forth in this Agreement, TYLER TECHNOLOGIES MAKES NO REPRESENTATION AND EXTENDS NO WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF TITLE, NON-INFRINGEMENT, MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE FOR IVR. Exhibit E Statement of Work Statement of Work, if applicable, to be inserted prior to Agreement execution. 1 LICENSE AND SERVICES AGREEMENT1 This License and Services Agreement is made between Tyler Technologies, Inc. and Client. WHEREAS, Client selected Tyler to license the software products and perform the services set forth in the Investment Summary and Tyler desires to perform such actions under the terms of this Agreement; NOW THEREFORE, in consideration of the foregoing and of the mutual covenants and promises set forth in this Agreement, Tyler and Client agree as follows: 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” means [INSERT CLIENT NAME]. “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. “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 1 HIGHLIGHTED PROVISIONS INDICATE PROVISIONS THAT MAY OR MAY NOT APPLY TO THE PARTICULAR CLIENT/CONTRACT. DURING CONTRACT NEGOTIATIONS, THOSE PROVISIONS WILL BE ADJUSTED AS NECESSARY. 2 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 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” means Tyler Technologies, Inc., a Delaware corporation. “Tyler Software” means our proprietary software, including any integrations, custom modifications, and/or other related interfaces identified in the Investment Summary and licensed by us to you through this Agreement. “we”, “us”, “our” and similar terms mean Tyler. “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. 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. 1.2 Without limiting the terms of Section 1.1, you understand and agree that the Postal Xpress, Transparency Portal and Tyler Notify modules set forth in the Investment Summary are licensed to you on a subscription basis. If you do not pay the required annual fee in accordance with the Invoicing and Payment Policy, your license to use the associated module will be suspended unless and until payment in full has been made. 1.3 The Documentation is licensed to you and may be used and copied by your employees for internal, non‐ commercial reference purposes only. 1.4 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. 1.5 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. 1.6 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. 1.7 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 3 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. 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/our industry standard implementation plan. We will finalize that documentation with you upon execution of this Agreement. 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. 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 4 personnel, facilities, and equipment as may be reasonably necessary for us to provide 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. 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 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 5 purposes only. Your license rights to the Third Party Software will be governed by the Third Party Terms. 2.1 We will install onsite the Third Party Software. The installation cost is included in the installation fee in the Investment Summary. 2.2 If the Developer charges a fee for future updates, releases, or other enhancements to the Third Party Software, you will be required to pay such additional future fee. 2.3 The right to transfer the Third Party Software to a replacement hardware system is governed by the Developer. You will give us advance written notice of any such transfer and will pay us for any required or requested technical assistance from us associated with such transfer. 3. Third Party Products Warranties. 3.1 We are authorized by each Developer to grant or transfer the licenses to the Third Party Software. 3.2 The Third Party Hardware will be new and unused, and upon payment in full, you will receive free and clear title to the Third Party Hardware. 3.3 You acknowledge that we are not the manufacturer of the Third Party Products. We do not warrant or guarantee the performance of the Third Party Products. However, we grant and pass through to you any warranty that we may receive from the Developer or supplier of the Third Party Products. 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 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 6 1. For Cause. If you believe we have materially breached this Agreement, you will invoke the Dispute Resolution clause set forth in Section I(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 I(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 Majeure. Except for your payment obligations, either you or we may terminate this Agreement if a Force Majeure event suspends performance of scheduled tasks for a period of forty‐five (45) days or more. In the event of termination due to Force Majeure, you will pay us for all undisputed fees and expenses related to the software and/or services you have received, or we have incurred or delivered, prior to the effective date of termination. Any disputed fees and expenses must have been submitted to the Invoice Dispute process set forth in Section F(2) at the time of termination in order to be withheld at termination. You will not be entitled to a refund or offset of previously paid license and other fees. SECTION H – INDEMNIFICATION, LIMITATION OF LIABILITY AND INSURANCE 1. Intellectual Property Infringement Indemnification. 1.1 We will defend you against any third party claim(s) that the Tyler Software or Documentation infringes that third party’s patent, copyright, or trademark, or misappropriates its trade secrets, and will pay the amount of any resulting adverse final judgment (or settlement to which we consent). You must notify us promptly in writing of the claim and give us sole control over its defense or settlement. You agree to provide us with reasonable assistance, cooperation, and information in defending the claim at our expense. 1.2 Our obligations under this Section H(1) will not apply to the extent the claim or adverse final judgment is based on your: (a) use of a previous version of the Tyler Software and the claim would have been avoided had you installed and used the current version of the Tyler Software, and we provided notice of that requirement to you; (b) combining the Tyler Software with any product or device not provided, contemplated, or approved by us; (c) altering or modifying the Tyler Software, including any modification by third parties at your direction or otherwise permitted by you; (d) use of the Tyler Software in contradiction of this Agreement, including with non‐licensed third parties; or (e) willful infringement, including use of the Tyler Software after we notify you to discontinue use due to such a claim. 1.3 If we receive information concerning an infringement or misappropriation claim related to the Tyler 7 Software, we may, at our expense and without obligation to do so, either: (a) procure for you the right to continue its use; (b) modify it to make it non‐infringing; or (c) replace it with a functional equivalent, in which case you will stop running the allegedly infringing Tyler Software immediately. Alternatively, we may decide to litigate the claim to judgment, in which case you may continue to use the Tyler Software consistent with the terms of this Agreement. 1.4 If an infringement or misappropriation claim is fully litigated and your use of the Tyler Software is enjoined by a court of competent jurisdiction, in addition to paying any adverse final judgment (or settlement to which we consent), we will, at our option, either: (a) procure the right to continue its use; (b) modify it to make it non‐infringing; (c) replace it with a functional equivalent; or (d) terminate your license and refund the license fees paid for the infringing Tyler Software, as depreciated on a straight‐ line basis measured over seven (7) years from the Effective Date. We will pursue those options in the order listed herein. This section provides your exclusive remedy for third party copyright, patent, or trademark infringement and trade secret misappropriation claims. 2. General Indemnification. 2.1 We will indemnify and hold harmless you and your agents, officials, and employees from and against any and all third‐party claims, losses, liabilities, damages, costs, and expenses (including reasonable attorney's fees and costs) for (a) personal injury or property damage to the extent caused by our negligence or willful misconduct; or (b) our violation of a law applicable to our performance under this Agreement. You must notify us promptly in writing of the claim and give us sole control over its defense or settlement. You agree to provide us with reasonable assistance, cooperation, and information in defending the claim at our expense. 2.2 To the extent permitted by applicable law, you will indemnify and hold harmless us and our agents, officials, and employees from and against any and all third‐party claims, losses, liabilities, damages, costs, and expenses (including reasonable attorney's fees and costs) for personal injury or property damage to the extent caused by your negligence or willful misconduct; or (b) your violation of a law applicable to your performance under this Agreement. We will notify you promptly in writing of the claim and will give you sole control over its defense or settlement. We agree to provide you with reasonable assistance, cooperation, and information in defending the claim at your expense. 3. DISCLAIMER. EXCEPT FOR THE EXPRESS WARRANTIES PROVIDED IN THIS AGREEMENT AND TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, WE HEREBY DISCLAIM ALL OTHER WARRANTIES AND CONDITIONS, WHETHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING, BUT NOT LIMITED TO, ANY IMPLIED WARRANTIES, DUTIES, OR CONDITIONS OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. 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). 8 5. EXCLUSION OF CERTAIN DAMAGES. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL WE BE LIABLE FOR ANY SPECIAL, INCIDENTAL, PUNITIVE, INDIRECT, OR CONSEQUENTIAL DAMAGES WHATSOEVER, EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. 6. Insurance. During the course of performing services under this Agreement, we agree to maintain the following levels of insurance: (a) Commercial General Liability of at least $1,000,000; (b) Automobile Liability of at least $1,000,000; (c) Professional Liability of at least $1,000,000; (d) Workers Compensation complying with applicable statutory requirements; and (e) Excess/Umbrella Liability of at least $5,000,000. We will add you as an additional insured to our Commercial General Liability and Automobile Liability policies, which will automatically add you as an additional insured to our Excess/Umbrella Liability policy as well. We will provide you with copies of certificates of insurance upon your written request. 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 twelve (12) 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 twelve (12) 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 twelve (12) months from the Effective Date. 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, 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, or political affiliation. We will post, where appropriate, all notices related to nondiscrimination as may be required by applicable law. 9 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 for the benefit of, either your or our successor(s) or permitted assign(s). Neither party may assign this Agreement without the prior written consent of the other party; provided, however, your consent is not required for an assignment by us as a result of a corporate reorganization, merger, acquisition, or purchase of substantially all of our assets. 9. Force Majeure. Except for your payment obligations, neither party will be liable for delays in performing its obligations under this Agreement to the extent that the delay is caused by Force Majeure; provided, however, that within ten (10) business days of the Force Majeure event, the party whose performance is delayed provides the other party with written notice explaining the cause and extent thereof, as well as a request for a reasonable time extension equal to the estimated duration of the Force Majeure event. 10. No Intended Third Party Beneficiaries. This Agreement is entered into solely for the benefit of you and us. No third party will be deemed a beneficiary of this Agreement, and no third party will have the right to make any claim or assert any right under this Agreement. This provision does not affect the rights of third parties under any Third Party Terms. 11. Entire Agreement; Amendment. This Agreement represents the entire agreement between you and us with respect to the subject matter hereof, and supersedes any prior agreements, understandings, and representations, whether written, oral, expressed, implied, or statutory. Purchase orders submitted by you, if any, are for your internal administrative purposes only, and the terms and conditions contained in those purchase orders will have no force or effect. This Agreement may only be modified by a written amendment signed by an authorized representative of each party. 12. Severability. If any term or provision of this Agreement is held invalid or unenforceable, the remainder of this Agreement will be considered valid and enforceable to the fullest extent permitted by law. 13. No Waiver. In the event that the terms and conditions of this Agreement are not strictly enforced by either party, such non‐enforcement will not act as or be deemed to act as a waiver or modification of this Agreement, nor will such non‐enforcement prevent such party from enforcing each and every term of this Agreement thereafter. 14. Independent Contractor. We are an independent contractor for all purposes under this Agreement. 15. Notices. All notices or communications required or permitted as a part of this Agreement, such as notice of an alleged material breach for a termination for cause or a dispute that must be submitted to dispute resolution, must be in writing and will be deemed delivered upon the earlier of the following: (a) actual receipt by the receiving party; (b) upon receipt by sender of a certified mail, return receipt signed by an employee or agent of the receiving party; (c) upon receipt by sender of proof of email delivery; or (d) if not actually received, five (5) days after deposit with the United States Postal Service authorized mail center with proper postage (certified mail, return receipt requested) affixed and addressed to the other party at the address set forth on the signature page hereto or such other address as the party may have designated by proper notice. The consequences for the failure to receive a notice due to improper notification by the intended receiving party of a change in address will be borne by the intended receiving party. 10 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 numbers) and trade secrets, each as defined by applicable state law. Each party agrees that it will not disclose any confidential information of the other party and further agrees to take all reasonable and appropriate action to prevent such disclosure by its employees or agents. The confidentiality covenants contained herein will survive the termination or cancellation of this Agreement. This obligation of confidentiality will not apply to information that: (a) is in the public domain, either at the time of disclosure or afterwards, except by breach of this Agreement by a party or its employees or agents; (b) a party can establish by reasonable proof was in that party's possession at the time of initial disclosure; (c) a party receives from a third party who has a right to disclose it to the receiving party; or (d) is the subject of a legitimate disclosure request under the open records laws or similar applicable public disclosure laws governing this Agreement; provided, however, that in the event you receive an open records or other similar applicable request, you will give us prompt notice and otherwise perform the functions required by applicable law. 18. Business License. In the event a local business license is required for us to perform services hereunder, you will promptly notify us and provide us with the necessary paperwork and/or contact information so that we may timely obtain such license. 19. Governing Law. This Agreement will be governed by and construed in accordance with the laws of your state of domicile, without regard to its rules on conflicts of law. 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. To the maximum extent permitted by applicable law, we agree that this Agreement may be used as a cooperative procurement vehicle by eligible jurisdictions. We reserve 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. 22. Performance Bond. Within ten (10) days of the Effective Date, we will secure a performance bond for the fee set forth in the Investment Summary, which is payable according to the Invoicing and Payment Policy. The bond will have an initial term of twenty‐four (24) months. In the event you desire to extend or renew that term, you will provide timely notice of your request to us. You will be responsible for the cost of the extended or renewed bond, and any such extension or renewal is subject to surety approval. 11 23. 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 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. [INSERT CLIENT NAME] By: By: Name: Name: Title: Title: Date: Date: Address for Notices: Address for Notices: Tyler Technologies, Inc. [INSERT CLIENT NAME] One Tyler Drive [INSERT CLIENT ADDRESS] Yarmouth, ME 04096 [INSERT CLIENT ADDRESS] Attention: Associate General Counsel [INSERT CLIENT TITLE] 12 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. TO BE INSERTED 13 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 Subscription Fees: Your initial subscription fees for Postal Xpress, Tyler Transparency and Tyler Notify are invoiced when we make the product available to you. Subsequent subscription fees are due annually in advance on the anniversary of that date at our then‐current rates. 1.2 Maintenance and Support Fees: Year 1 maintenance and support fees are waived through the earlier of (a) availability of the Tyler Software for use in a live production environment; or (b) one (1) year from the Effective Date. Year 2 maintenance and support fees, at our then‐current rates, are payable on that earlier‐of date, and subsequent maintenance and support fees are invoiced annually in advance of each anniversary thereof. Your fees for each subsequent year will be set at our then‐ current rates. 2. Professional Services. 2.1 Implementation and Other Professional Services (including training): Implementation and other professional services (including training) are billed and invoiced as delivered, at the rates set forth in the Investment Summary. 2.2 Consulting Services: If you have purchased any Business Process Consulting services, if they have been quoted as fixed‐fee services, they will be invoiced 50% upon your acceptance of the Business System Design document, by module, and 50% upon your acceptance of custom desktop procedures, by module. If you have purchased any Business Process Consulting services and they are quoted as an estimate, then we will bill you the actual services delivered on a time and materials basis. 2.3 Conversions: Fixed‐fee conversions are invoiced 50% upon initial delivery of the converted data, by conversion option, and 50% upon Client acceptance to load the converted data into Live/Production environment, by conversion option. Where conversions are quoted as estimated, we will bill you 14 the actual services delivered on a time and materials basis. 2.4 Requested Modifications to the Tyler Software: Requested modifications to the Tyler Software are invoiced 50% upon delivery of specifications and 50% upon delivery of the applicable modification. You must report any failure of the modification to conform to the specifications within thirty (30) days of delivery; otherwise, the modification will be deemed to be in compliance with the specifications after the 30‐day window has passed. You may still report Defects to us as set forth in the Maintenance and Support Agreement. 2.5 Other Fixed Price Services: 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 will be due upon delivery of the Implementation Planning document. Dedicated Project Management services, if any, will be billed monthly in arrears, beginning on the first day of the month immediately following the project kick‐off meeting. 2.6 Change Management Services: If you have purchased any change management services, those services will be invoiced in the following amounts and upon the following milestones: Acceptance of Change Management Discovery Analysis 15% Delivery of Change Management Plan and Strategy Presentation 10% Acceptance of Executive Playbook 15% Acceptance of Resistance Management Plan 15% Acceptance of Procedural Change Communications Plan 10% Change Management Coach Training 20% Change Management After‐Action Review 15% 3. Other Services and Fees. [Include as applicable] 3.1 Systems Management: Systems Management Services are invoiced on the Available Download Date. Systems Management Services will renew automatically for additional one (1) year terms at our then‐current Systems Management Services fee, unless terminated in writing by either party at least thirty (30) days prior to the end of the then‐current term. 3.2 Disaster Recovery Services: Disaster Recovery Services are invoiced annually in advance upon our receipt of your data. Disaster Recovery services will renew automatically for additional one (1) year terms at our then‐current Disaster Recovery fee, unless terminated in writing by either party at least thirty (30) days prior to the end of the then‐current term. 3.3 Payroll Tax Table Update Fee: The first year Payroll Tax Table Update Fee for the one‐year period commencing on the Available Download Date is waived. Subsequent annual Payroll Tax Table Update fees will be due on the anniversary of the Available Download Date. Annual Payroll Tax Table Update services will renew automatically for additional one‐year terms at our then‐current Annual Payroll Tax Table Update service fee, unless terminated in writing by either party at least thirty (30) days prior to the end of the then‐current term. 3.4 Performance Bond: We will invoice you the fees for the performance bond, set forth in the 15 Investment Summary, within ten (10) days of the Effective Date. 3.5 Brazos Hosting Fees: Hosting fees for the Brazos software are invoiced annually in advance, beginning on the Effective Date. Year 1 fees are at the rates set forth in the Investment Summary. Subsequent annual fees will be at our then‐current rates. 4. Third Party Products. 4.1 Third Party Software License Fees: License fees for Third Party Software, if any, are invoiced when we make it available to you for downloading. 4.2 Third Party Software Maintenance: The first year maintenance fees for the Third Party Software, if any, is invoiced when we make that Third Party Software available to you for downloading. 4.3 Third Party Hardware: Third Party Hardware costs, if any, are invoiced upon delivery. 4.4 Tyler Notify Minutes and Messages: Tyler Notify Minutes and Messages are invoiced when we make Tyler Notify available to you. Subsequent fees for minutes and messages, at our then‐current rates, will be due when you request additional minutes and messages and they are made available to you. 5. 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 16 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 day advance booking requirement is mandatory. When booking less than seven days in advance, management approval will be required. Except in the case of international travel where a segment of continuous air travel is scheduled to exceed six hours, only economy or coach class seating is reimbursable. B. Baggage Fees Reimbursement of personal baggage charges are based on trip duration as follows: Up to five days = one checked bag Six or more days = two 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 for tolls and parking. Mileage will be calculated by using 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. 17 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; 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. 4. Meals and Incidental Expenses Employee meals and incidental expenses while on travel status are in accordance with the federal per diem rates published by the General Services Administration. Incidental expenses include tips to maids, hotel staff, and shuttle drivers and other minor travel expenses. Per diem rates are available at www.gsa.gov/perdiem. 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 18 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. 19 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 services 20 remotely. Currently, we use a third‐party secure unattended connectivity tool called Bomgar, as well as GotoAssist by Citrix. 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 as we may reasonably require to perform remote services. We will, at our option, use the secure connection to assist with proper diagnosis and resolution, subject to any reasonably applicable security protocols. If we cannot resolve a support issue remotely, we may be required to provide onsite services. In such event, we will be responsible for our travel expenses, unless it is determined that the reason onsite support was required was a reason outside our control. Either way, you agree to provide us with full and free access to the Tyler Software, working space, adequate facilities within a reasonable distance from the equipment, and use of machines, attachments, features, or other equipment reasonably necessary for us to provide the maintenance and support services, all at no charge to us. We strongly recommend that you also maintain a VPN for backup connectivity purposes. 5. Hardware and Other Systems. If you are a self‐hosted customer and, in the process of diagnosing a software support issue, it is discovered that one of your peripheral systems or other software is the cause of the issue, we will notify you so that you may contact the support agency for that peripheral system. We cannot support or maintain Third Party Products except as expressly set forth in the Agreement. In order for us to provide the highest level of software support, you bear the following responsibility related to hardware and software: (a) All infrastructure executing Tyler Software shall be managed by you; (b) You will maintain support contracts for all non‐Tyler software associated with Tyler Software (including operating systems and database management systems, but excluding Third‐Party Software, if any); and (c) You will perform daily database backups and verify that those backups are successful. 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. 21 Exhibit C Schedule 1 Support Call Process Support Channels Tyler Technologies, Inc. provides the following channels of software support: (1) Tyler Community – an on‐line resource, Tyler Community provides a venue for all Tyler clients with current maintenance agreements to collaborate with one another, share best practices and resources, and access documentation. (2) On‐line submission (portal) – for less urgent and functionality‐based questions, users may create unlimited support incidents through the customer relationship management portal available at the Tyler Technologies website. (3) Email – for less urgent situations, users may submit unlimited emails directly to the software support group. (4) Telephone – for urgent or complex questions, users receive toll‐free, unlimited telephone software support. Support Resources A number of additional resources are available to provide a comprehensive and complete support experience: (1) Tyler Website – www.tylertech.com – for accessing client tools and other information including support contact information. (2) Tyler Community – available through login, Tyler Community provides a venue for clients to support one another and share best practices and resources. (3) Knowledgebase – A fully searchable depository of thousands of documents related to procedures, best practices, release information, and job aides. (4) Program Updates – where development activity is made available for client consumption Support Availability Tyler Technologies support is available during the local business hours of 8 AM to 5 PM (Monday – Friday) across four US time zones (Pacific, Mountain, Central and Eastern). Clients may receive coverage across these time zones. Tyler’s holiday schedule is outlined below. There will be no support coverage on these days. New Year’s Day Thanksgiving Day Memorial Day Day after Thanksgiving Independence Day Christmas Day Labor Day 22 Issue Handling Incident Tracking Every support incident is logged into Tyler’s Customer Relationship Management System and given a unique incident number. This system tracks the history of each incident. The incident tracking number is used to track and reference open issues when clients contact support. Clients may track incidents, using the incident number, through the portal at Tyler’s website or by calling software support directly. Incident Priority Each incident is assigned a priority number, which corresponds to the client’s needs and deadlines. The client is responsible for reasonably setting the priority of the incident per the chart below. This chart is not intended to address every type of support incident, and certain “characteristics” may or may not apply depending on whether the Tyler software has been deployed on customer infrastructure or the Tyler cloud. The goal is to help guide the client towards clearly understanding and communicating the importance of the issue and to describe generally expected responses and resolutions. Priority Level Characteristics of Support Incident Resolution Targets 1 Critical Support incident that causes (a) complete application failure or application unavailability; (b) application failure or unavailability in one or more of the client’s remote location; or (c) systemic loss of multiple essential system functions. Tyler shall provide an initial response to Priority Level 1 incidents within one (1) business hour of receipt of the support incident. Tyler shall use commercially reasonable efforts to resolve such support incidents or provide a circumvention procedure within one (1) business day. For non‐hosted customers, Tyler’s responsibility for lost or corrupted data is limited to assisting the client in restoring its last available database. 2 High Support incident that causes (a) repeated, consistent failure of essential functionality affecting more than one user or (b) loss or corruption of data. Tyler shall provide an initial response to Priority Level 2 incidents within four (4) business hours of receipt of the support incident. Tyler shall use commercially reasonable efforts to resolve such support incidents or 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 database. 3 Medium Priority Level 1 incident with an existing circumvention procedure, or a Priority Level 2 incident that affects only one user or for which there is an existing circumvention procedure. Tyler shall provide an initial response to Priority Level 3 incidents within one (1) business day of receipt of the support incident. Tyler shall use commercially reasonable efforts to resolve such support incidents 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. 23 Priority Level Characteristics of Support Incident Resolution Targets 4 Non‐ critical Support incident that causes failure of non‐essential functionality or a cosmetic or other issue that does not qualify as any other Priority Level. Tyler shall provide an initial response to Priority Level 4 incidents within two (2) business days. Tyler shall use commercially reasonable efforts to resolve such support incidents, as well as cosmetic issues, with a future version release. Incident Escalation Tyler Technology’s software support consists of four levels of personnel: (1) Level 1: front‐line representatives (2) Level 2: more senior in their support role, they assist front‐line representatives and take on escalated issues (3) Level 3: assist in incident escalations and specialized client issues (4) Level 4: responsible for the management of support teams for either a single product or a product group If a client feels they are not receiving the service needed, they may contact the appropriate Software Support Manager. After receiving the incident tracking number, the manager will follow up on the open issue and determine the necessary action to meet the client’s needs. On occasion, the priority or immediacy of a software support incident may change after initiation. Tyler encourages clients to communicate the level of urgency or priority of software support issues so that we can respond appropriately. A software support incident can be escalated by any of the following methods: (1) Telephone – for immediate response, call toll‐free to either escalate an incident’s priority or to escalate an issue through management channels as described above. (2) Email – clients can send an email to software support in order to escalate the priority of an issue (3) On‐line Support Incident Portal – clients can also escalate the priority of an issue by logging into the client incident portal and referencing the appropriate incident tracking number. Remote Support Tool Some support calls require further analysis of the client’s database, process or setup to diagnose a problem or to assist with a question. Tyler will, at its discretion, use an industry‐standard remote support tool. Support is able to quickly connect to the client’s desktop and view the site’s setup, diagnose problems, or assist with screen navigation. More information about the remote support tool Tyler uses is available upon request. 24 Exhibit D DocOrigin End User License Agreement REMAINDER OF PAGE INTENTIONALLY LEFT BLANK 25 26 27 28 29 30 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 31 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 2.79% $0.20 Option 2: Patron Paid 3.29% N/A **ACH processing is available for a 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: Government Entity Paid 2.59% $0.15 Option 2: Patron Paid 2.99% N/A Patron Paid fees will be communicated as "Service Fees" to the cardholder, at the time of transaction. In the event that the average monthly transaction amount is below $30, Contractor reserves the right to apply an additional $0.20 service fee above the quoted rates above. 3. Interactive Voice Response (“IVR”). If IVR is selected by Customer and included in the pricing, the following additional terms and conditions shall apply of this Agreement: (a) Network Security. Customer acknowledges that a third‐party is used by Tyler Technologies to process IVR data. Customer’s content will pass through and be stored on the third‐party servers and will not be segregated or in a separate physical location from servers on which other customers’ content is or will be transmitted or stored. (b) Content. Customer is responsible for the creation, editorial content, control, and all other aspects of content to be used solely in conjunction with the EnerGov Software. (c) Lawful Purposes. Customer shall not use the IVR system for any unlawful purpose. (d) Critical Application. Customer will not use the IVR system for any life‐support application or other critical application where failure or potential failure of the IVR system can cause injury, harm, death, or other grave problems, including, without limitation, loss of aircraft control, hospital life‐support system, and delays in getting medicate care or other emergency services. (e) No Harmful Code. Customer represents and warrants that no content designed to delete, disable, deactivate, interfere with or otherwise harm any aspect of the IVR system now or in the future, shall be knowingly transmitted by Customer or Users. (f) IVR WARRANTY. Except as expressly set forth in this Agreement, TYLER TECHNOLOGIES MAKES NO REPRESENTATION AND EXTENDS NO WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF TITLE, NON‐INFRINGEMENT, MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE FOR IVR. 32 Exhibit E Statement of Work TO BE INSERTED PREFERRED BENEFICIARY ACCEPTANCE FORM Depositor, Preferred Beneficiary and Iron Mountain Intellectual Property Management, Inc. (“IMIPM”), hereby acknowledge that __________________________________ is the Preferred Beneficiary referred to in the Master Preferred Escrow Agreement effective___________, 20_____ with IMIPM as the escrow agent and ___________________________ as the Depositor. Preferred Beneficiary hereby agrees to be bound by all provisions of such Agreement. SERVICE Check box(es) to order service SERVICE DESCRIPTION-MASTER THREE PARTY ESCROW AGREEMENT - DEPOSITOR All services are listed below. Services in shaded tables are required for every new escrow account set up. Some services may not be available under the Agreement. ONE- TIME FEES ANNUAL FEES PAYING PARTY Check box to identify the Paying Party Add Additional Beneficiary Iron Mountain will fulfill a Work Request to add a new Beneficiary to an escrow deposit account in accordance with the service description above and the Agreement $1500 Depositor - OR - Beneficiary Add Additional Deposit Account Iron Mountain will set up one additional deposit account to manage and administrate access to new Deposit Material that will be securely stored in controlled media vaults in accordance with the service description above and the Agreement that governs the Initial Deposit Account. $1,000 Depositor - OR - Beneficiary File List Test Iron Mountain will fulfill a Work Request to perform a File List Test, which includes analyzing deposit media readability, file listing, creation of file classification table, virus scan, and assurance of completed deposit questionnaire. A final report will be sent to the Paying Party regarding the Deposit Material to ensure consistency between Depositor’s representations (i.e., Exhibit B and Supplementary Questionnaire) and stored Deposit Material. Deposit must be provided on CD, DVD-R, or deposited by FTP. $2,500 N/A Depositor - OR - Beneficiary Add Level 1 - Inventory and Analysis Test Iron Mountain will perform an Inventory Test on the initial deposit, which includes Analyzing deposit media readability, virus scanning, developing file classification tables, identifying the presence/absence of build instructions, and identifying materials required to recreate the Depositor's software development environment. Output includes a report which will include build instructions, file classification tables and listings. In addition, the report will list required software development materials, including, without limitation, required source code languages and compilers, third-party software, libraries, operating systems, and hardware, as well as Iron Mountain’s analysis of the deposit. $5,000 or based on SOW if custom work required N/A Depositor - OR - Beneficiary Add Deposit Tracking Notification At least semi-annually, Iron Mountain will send an update reminder to Depositor. Thereafter, Beneficiary will be notified of last deposit. N/A $375 Depositor - OR - Beneficiary Custom Contract Fee Custom contracts are subject to the Custom Contract Fee, which covers the review and processing of custom or modified contracts. $750 N/A Depositor Beneficiary Depositor hereby enrolls Preferred Beneficiary to the following account(s): Account Name Deposit Account Number Notices and communications to Preferred Beneficiary should be addressed to: Invoices should be addressed to: Company Name: Address: ________ ________ Designated Contact: Telephone: Contact: ______ ____________________________________ Facsimile:____________________________ E-mail: _____________________________ P.O.#, if required:______________________ ____________________________________ Preferred Beneficiary ____________________________________ Depositor By: _______________________________________________ By: __________________________________ Name:_______________________________ Name:________________________________ Title:________________________________ Title:_________________________________ Date: Date:_________________________________ IMIPM By: __________________________________ ______________________________________ _______________________________ Name:________________________________ Title: _________________________________ Date: _________________________________ IDTask Name1Phase One - Munis Financials1Initiate & Plan2Tyler internal coordination & project planning3System Infrastructure Planning4Project/Phase Planning5Build Project Schedule6Stakeholder Presentation7Control Point 1: Plan & Initiate stage acceptance8Assess & Define9Fundamentals review10Current/future state analysis11Data conversion planning & mapping12Standard 3rd-party data exchange planning13Customization analysis & specification, if contracted14Forms & reports planning15System deployment16Control point 2: Assess & Define stage acceptance17Build & Validate18Configuration and power user training19Data conversion & validation20Standard 3rd-party data exchange validation21Customization delivery & validation, if contracted22Forms & reports validation, as applicable23Control point 3: Build & Validate stage acceptance24Final Testing & Training25Cutover planning26User Acceptance Testing (UAT)27End User Training28Control point 4: Final Testing & Training stage acceptance29Production Cutover30Final data conversion31Production processing & assistance32Transition to Tyler Support33Schedule post-live process training, if applicable34Control point 5: Production cutover stage acceptance35Phase/Project Closure36Close phase/project37Control point 6: Phase/Project closure stage acceptance-11234567891011121314151617181920City of Edina, MN - Gantt ChartPage 1 IDTask Name2Phase Two - Munis Human Capital Management1Initiate & Plan2Tyler internal coordination & project planning3System Infrastructure Planning4Project/Phase Planning5Build Project Schedule6Stakeholder Presentation7Control Point 1: Plan & Initiate stage acceptance8Assess & Define9Fundamentals review10Current/future state analysis11Data conversion planning & mapping12Standard 3rd-party data exchange planning13Customization analysis & specification, if contracted14Forms & reports planning15System deployment16Control point 2: Assess & Define stage acceptance17Build & Validate18Configuration and power user training19Data conversion & validation20Standard 3rd-party data exchange validation21Customization delivery & validation, if contracted22Forms & reports validation, as applicable23Control point 3: Build & Validate stage acceptance24Final Testing & Training25Cutover planning26User Acceptance Testing (UAT)27End User Training28Control point 4: Final Testing & Training stage acceptance29Production Cutover30Final data conversion31Production processing & assistance32Transition to Tyler Support33Schedule post-live process training, if applicable34Control point 5: Production cutover stage acceptance35Phase/Project Closure36Close phase/project37Control point 6: Phase/Project closure stage acceptance-11234567891011121314151617181920City of Edina, MN - Gantt ChartPage 2 IDTask Name3Phase Three - Munis Utility Billing1Initiate & Plan2Tyler internal coordination & project planning3System Infrastructure Planning4Project/Phase Planning5Build Project Schedule6Stakeholder Presentation7Control Point 1: Plan & Initiate stage acceptance8Assess & Define9Fundamentals review10Current/future state analysis11Data conversion planning & mapping12Standard 3rd-party data exchange planning13Customization analysis & specification, if contracted14Forms & reports planning15System deployment16Control point 2: Assess & Define stage acceptance17Build & Validate18Configuration and power user training19Data conversion & validation20Standard 3rd-party data exchange validation21Customization delivery & validation, if contracted22Forms & reports validation, as applicable23Control point 3: Build & Validate stage acceptance24Final Testing & Training25Cutover planning26User Acceptance Testing (UAT)27End User Training28Control point 4: Final Testing & Training stage acceptance29Production Cutover30Final data conversion31Production processing & assistance32Transition to Tyler Support33Schedule post-live process training, if applicable34Control point 5: Production cutover stage acceptance35Phase/Project Closure36Close phase/project37Control point 6: Phase/Project closure stage acceptance-11234567891011121314151617181920City of Edina, MN - Gantt ChartPage 3 1 Tyler Implementation Deliverables Document 1.1 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. 1.1.1 Initiate & Plan Stage Deliverables Implementation Management Plan o Objective: Update and deliver baseline management plans to reflect the approach to the Client’s Project. o Scope: The Implementation Management Plan addresses how communication, quality control, risks/issues, resources and schedules, and Software Upgrades (if applicable) will be managed throughout the lifecycle of the Project. o Acceptance criteria: the Client reviews and acknowledges receipt of Implementation Management Plan Project Plan/Schedule o Objective: Provide a comprehensive list of tasks, timelines and assignments related to the Deliverables of the Project. o Scope: Task list, assignments and due dates o Acceptance criteria: the Client acceptance of schedule based on Client resource availability and Project budget and goals 1.2 Control Point 2: Assess & Define Stage Acceptance Acceptance criteria for this Stage includes completion of all criteria listed below. Advancement to the Build & Validate Stage is dependent upon Tyler’s receipt of the Stage Acceptance. 1.2.1 Assess & Define Stage Deliverables Completed analysis Questionnaire o Objective: Gather and document information related to Client business processes for current/future state analysis as it relates to Tyler approach/solution. o Scope: Provide comprehensive answers to all questions on Questionnaire(s). o Acceptance criteria: Client acceptance of completed Questionnaire based on thoroughness of capturing all Client business practices to be achieved through Tyler solution. Data conversion summary and specification documents o Objective: Define data conversion approach and strategy o Scope: Data conversion approach defined, data extract strategy, conversion and reconciliation strategy. o Acceptance criteria: Data conversion document(s) delivered to the Client, reflecting complete and accurate conversion decisions. Modification specification documents, if contracted o Objective: Provide comprehensive outline of identified gaps, and how the custom program meets the Client’s needs. o Scope: Design solution for Modification. o Acceptance criteria: Client accepts Custom Specification Document(s) and agrees that the proposed solution meets their requirements. Completed Forms options and/or packages o Objective: Provide specifications for each Client in Scope form, Report and output requirements. o Scope: Complete Forms package(s) included in agreement and identify Reporting needs. o Acceptance criteria: Identify Forms choices and receive supporting documentation. Installation checklist o Objective: Installation of purchased Tyler software o Scope: Tyler will conduct an initial coordination call, perform an installation of the software included in the Agreement, conduct follow up to ensure all tasks are complete, and complete server system administration training. o Acceptance criteria: Tyler software is successfully installed and available to authorized users, Client team members are trained on applicable system administration tasks. 1.3 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. 1.3.1 Build & Validate Stage Deliverables Initial data conversion o Objective: Convert Legacy System data into Tyler system. o Scope: Data conversion program complete; deliver converted data for review. o Acceptance criteria: Initial error log available for review. Data conversion verification document o Objective: Provide instructions to the Client to verify converted data for accuracy. o Scope: Provide self-guided instructions to verify specific data components in Tyler system. o Acceptance criteria: the Client acknowledges data conversion delivery; the Client completes data issues log. Installation of Modifications on the Client’s server(s) o Objective: Deliver Modification(s) in Tyler software. o Scope: Program for Modification is complete and available in Tyler software, Modification testing. o Acceptance criteria: the Client acknowledges Delivery of Modification(s) meeting objectives described in the Client-signed specification. Standard Forms & Reports Delivered o Objective: Provide Standard Forms & Reports for review. o Scope: Installation of all Standard Forms & Reports included in the Agreement. o Acceptance criteria: <Client Short> acknowledges that Standard Forms & Reports available in Tyler software for testing in Stage 4. 1.4 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. 1.4.1 Final Testing & Training Stage Deliverables Production Cutover checklist o Objective: Provide a detailed checklist outlining tasks necessary for production Cutover. o Scope: Dates for final conversion, date(s) to cease system processing in Legacy System, date(s) for first processing in Tyler system, contingency plan for processing/ o Acceptance criteria: <Client Short> acknowledges the checklist delivery including definition of all pre-production tasks, assignment of owners and establishment of due dates. User Acceptance Test Plan o Objective: Provide testing steps to guide users through testing business processes in Tyler software. o Scope: Testing steps for Standard business processes. o Acceptance criteria: <Client Short> acknowledges that Testing steps have been provided for Standard business processes. 1.5 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. 1.5.1 Production Cutover Stage Deliverables Final data conversion, if applicable o Objective: Ensure (in Scope) Legacy System data is available in Tyler software in preparation for production processing. o Scope: Final passes of all conversions completed in this Phase o Acceptance criteria: <Client Short> acknowledges that data is available in production environment. Support transition documents o Objective: Define strategy for on-going Tyler support. o Scope: Define support strategy for day-to-day processing, conference call with the Client project manager(s) and Tyler Support team, define roles and responsibilities, define methods for contacting Support. o Acceptance criteria: the Client acknowledges receipt of tools to contact Support and understands proper support procedures. 1.6 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. 1.6.1 Phase/Project Closure Stage Deliverables Phase/Project reconciliation report o Objective: Provide comparison of contract Scope and Project budget. o Scope: Contract Scope versus actual, analysis of services provided and remaining budget, identify any necessary Change Requests or Project activity. o Acceptance criteria: Acceptance of services and budget analysis and plan for changes, if needed. TitleTesting Type AudienceTimingMethodOwnerGuidance/SupportDate Delivered Expected ResultStatusConversion Proofing Conversion ProofingClient Project Manager, Functional Leads, Technical LeadAfter each pass of data is returnedError reports delivered via email; proofing via reports run on Training databaseClient Functional Leads, Technical LeadTyler Implementation Consultant, Tyler PMData will be validated and additional correcting passes made as needed until data is approved by client. Processes will be tested using converted data to ensure accuracy.1.NewForms Proofing Forms ProofingClient Project Manager, Functional LeadsAs forms are approved and loaded on forms serverForm output from Training DatabaseClient Functional Leads, Technical LeadTyler Implementation Consultant, Tyler FormsForm design and distribution are validated. Checks are sent to bank for validation. Design options are tested and finalized.1.NewIntegration/Unit TestingIntegration/Unit TestingClient Project Manager, Functional Leads, Technical LeadOccurs throughout all process training. Specific days scheduled for third-party integrationsStandard training sessions in the Training DatabaseClient PM, Client Functional LeadsTyler PM, Tyler Implementation ConsultantValidation of module integration as well as validation that third-party integrations are operational and returning the expected result.1.NewModification Testing Modification TestingClient Project Manager, Functional Leads, Technical LeadAs delivered by developmentTesting Database using scriptsTyler Development, Tyler PM, Tyler Implementation ConsultantClient Functional LeadsModifications are tested and issues reported to development. This process will continue until the desired result is achieved and the <<Client>> signs-off on the delivery of the modification.1.NewParallel/Trial Run TestingParallel/Trial Run TestingClient Project Manager, Functional Leads90-days prior to go-liveTyler lead sessions in the Training Database.Tyler Implementation Consultant, Client Functional LeadsValidation that there are no discrepancies between Munis and the legacy system before live processing. 1.NewStress TestingStress Testing Organization60-days prior to go-liveCity conducted sessions in the Training Database using scriptsClient PMTyler PMValidation that the system is capable of running under heavy user load as predicted on the network architecture design1.NewUser Acceptance TestingUser Acceptance TestingClient Project Manager, Functional Leads, End UsersOccurs throughout all process training.Standard training sessions in the Training DatabaseClient PM, Client Functional LeadsTyler PM, Tyler Implementation ConsultantFunctional Leads and End Users validate process flow.1.NewUser Competency TestingUser Competency TestingClient Core Users, End UsersAt the end of each training phaseCity conducted sessions in the Training Database sessions using scriptsClient PM, Client Functional LeadsTyler PMFunctional Leads and End Users validate that they can run key processes 1.NewBelow is a sample template of our Testing Plan. This working document is housed on each Client SharePoint to be referenced and updated throughout your implementation. Also included on your SharePoint: Project Calendar, Communication Plan, Risk Register, Issues & Actions Report, project plan, overdue tasks and project documents including Implementation Plan, Status Reports, Agendas and more. As part of implementation, each new Tyler client will be provided a Project SharePoint Web site. The purpose of this site is to furnish the project teams with a central location to plan, store and access pertinent documentation and information relating to your Implementation Management Plan Tyler Technologies Table of Contents Introduction ........................................................................................................................................................ 4 Scope Management Plan .................................................................................................................................... 5 Purpose ........................................................................................................................................................... 5 Scope Management Approach ....................................................................................................................... 5 Scope Roles and Responsibilities .................................................................................................................... 5 Project Scope Statement ................................................................................................................................ 6 Scope Verification ........................................................................................................................................... 6 Scope Control ................................................................................................................................................. 6 Scope Change ................................................................................................................................................. 6 Communication Plan .......................................................................................................................................... 8 Purpose ........................................................................................................................................................... 8 Communications Planning .............................................................................................................................. 8 Information Distribution ................................................................................................................................. 8 Roles and Responsibilities .............................................................................................................................. 8 Sample Communication Plan Matrix .............................................................................................................. 9 Resource Management Plan ............................................................................................................................ 12 Purpose ......................................................................................................................................................... 12 Physical Resource Requirements .................................................................................................................. 12 Facility Resource Matrix ............................................................................................................................... 12 Human Resources Requirements Matrix ...................................................................................................... 14 Quality Management Plan ................................................................................................................................ 15 Purpose ......................................................................................................................................................... 15 Quality Approach .......................................................................................................................................... 15 Quality Planning ........................................................................................................................................... 15 Quality Assurance ......................................................................................................................................... 15 Quality Control ............................................................................................................................................. 16 Risk Management Plan ..................................................................................................................................... 17 Purpose ......................................................................................................................................................... 17 Risk Assessment Procedures ........................................................................................................................ 18 Risk Management Procedures ...................................................................................................................... 18 Risk Measuring and Control Procedures ...................................................................................................... 18 Risk Register ................................................................................................................................................. 19 Risk Assessment ........................................................................................................................................... 20 Risk Evaluation .............................................................................................................................................. 21 Probability and Impact Matrix ...................................................................................................................... 22 Risk Management Planning .......................................................................................................................... 22 Risk Measuring and Control.......................................................................................................................... 24 Quality Control Checklist .................................................................................................................................. 25 Introduction All successful implementations require strategic planning, performed at various stages throughout the project lifecycle. This Implementation Management Plan is a compilation of what Tyler considers to be some of the most important management plans needed during implementation. Please make sure to add the Client’s Change Management Plan to the Project SharePoint, as well as any other relevant management plans that may have been developed. One of the biggest challenges faced with Management Plans is actually putting them to use. Too often, the burdens of day-to-day project activities seem to outweigh the importance of having a plan in place; especially one that is clearly communicated, carefully followed, and revised as needed. Tyler’s implementation methodology carefully establishes a formal placeholder for planning sessions at the onset of each phase and requires acceptance of the Management Plan as a deliverable. Scope Management Plan Purpose The focus of the Scope Management Plan is on managing the scope of the project as it is defined at the onset of the project/phase and determining when changes are to be considered, how requests are to be processed through the organization, and who is involved in authorizing the change to scope. This plan documents the scope management approach, roles and responsibilities as they pertain to scope change control. Any project communication which pertains to the project’s scope should adhere to the Scope Management Plan. Scope Management Approach It is important to clearly define the approach to managing the project’s scope. This section provides a summary of the Scope Management Plan and addresses the following: Authorities and responsibilities for scope management Scope change process (who initiates, who authorizes, etc.) Scope management will be the responsibility of both the Client and Tyler Project Managers. The scope for this project is defined by the Statement of Work and the Agreement. Scope Roles and Responsibilities In order to successfully manage a project’s scope, it is important to clearly define all roles and responsibilities for scope management. This section defines all of the project roles of those who are involved in managing the scope of the project. It should state who is responsible for scope management and who is responsible for accepting the deliverables of the project as defined by the project’s scope. Any other roles in scope management should also be stated in this section. The Project Managers, Sponsor and project team will all play key roles in managing the scope of this project. As such, the Project Sponsor, Project Managers, and team members must be aware of their responsibilities in order to ensure that work performed on the project is within the established scope throughout the entire duration of the project. The table below defines the roles and responsibilities for scope management. Name Role Organization Responsibility Project Manager Client Evaluate Change Request, Prepare Change Request Form Project Manager Tyler Prepare response to Change Request Form, Evaluate impact to schedule, budget Steering Committee Client Evaluate the recommendations from the Project Team, weigh the benefits vs. cost of budget/timeline impact, make decisions on scope changes Project Sponsor Client Project Scope Statement The scope for this project is defined by the Statement of Work and the Agreement. Scope Verification As the project progresses, the Client Project Manager will verify project deliverables and control points against the Project Scope Statement. Once the Client Manager verifies that they meet the requirements, the Client Project Manager complete the acceptance of the deliverable/Control Point. This will ensure that project work remains within the scope of the project on a consistent basis throughout the life of the project. Scope Control The Project Managers and the project team will work together to control of the scope of project. The project team will ensure that they perform only the work described in the project scope statement. The Project Manager will oversee the project team and the progression of the project to ensure that this scope control process is followed and progress is reported through Project Scope measurements tools as defined above in the project scope statement. Scope Change If a change to project scope is needed, the process for recommending and estimating changes to the scope of the project must be carried out. Any Client project team member or Sponsor can request changes to the project scope. All change requests must be submitted to the Client Project Manager in the form of a project change request document. The Client Project Manager will then review the suggested change to the scope of the project. The Client Project Manager will then either reject the change request if it does not apply to the intent of the project, or convene a Change Control meeting with the project team and Steering Committee to review the change request further and determine if the Client is ready to submit a change request to Tyler to gather cost and schedule information, so a full impact assessment of the change can be performed. Upon receipt of a change request document, Tyler Project Manager will review the request with the appropriate Tyler resources to determine if the scope change can be accomplished and/or meets the products’ requirements, depending on whether the change is one requiring implementation services or product change. If Tyler decides to move forward with the scope change, the Tyler Project Manager will prepare a Scope Change Form, including any budgetary or schedule impacts, and a description of the services and/or product change. The Scope Change Form will be provided to the Client Project Manager for review with the project team and Steering Committee. If the Client Project Manager and Steering Committee approve the Scope Change Form, the Tyler Project Manager will determine if further action is required before proceeding with the scope change. The Client and Tyler Project Managers will update all project documents and communicate the scope change to all project team members’ stakeholders. Communication Plan Purpose The purpose of the Communication Plan is to detail how communications will be managed throughout the project life cycle. The plan will include all planned and periodic communications occurring between the project stakeholders, scheduled written and oral communication, the frequency of the scheduled communications and the responsible person(s) for providing the information. A routine communication plan will aid all Project team members, of both the Client and Tyler, in understanding the goals, objectives, current status and health of the Project. Communications Planning Communication Planning determines the information and communications needs of the project. Here we will identify who needs what information, when they will need it, how it will be given to them, and by whom. Identifying the informational needs of the stakeholders and determining a suitable means of meeting those needs is an important factor for project success. In addition to documenting the approach to communications identification and analysis, the plan should cover who is responsible for managing communications, how communications will be tracked throughout the project lifecycle, and how mitigation and contingency plans are developed and implemented. Information Distribution Throughout the project, this plan will be maintained to ensure that necessary information is made available to project stakeholders in a timely manner. This plan will impact the following members: Members Inform Involve Invoke Action Gain Buy-In Project Team √ √ √ User Group √ √ √ Stakeholder Group √ √ √ External / Public Audience √ √ Roles and Responsibilities In order to successfully manage project communication, it is important to clearly define all roles and responsibilities for communication management. This section should define the communication role of the Project Manager, Project Team, Stakeholders and other key persons who are involved in the project. It should state who is responsible for each communication. The participants and stakeholders involved in managing project communications are defined in the Communication Matrix. In some cases, one individual may perform multiple roles in the process. At a minimum, we recommend the items in the Sample Communication Matrix be assigned and implemented. Sample Communication Plan Matrix Message Objective/ goal Target Audience Owner(s) Frequency Medium or method Timing Notes Stakeholder Presentation Reasons for upgrade; WIIFM; overall project timeline; who to contact with questions, high level scope outline Functional Leaders, Project Team, Stakeholders Client PM, Tyler PM Start of overall project Group presentation Early Nov Cover: What, Why, When, Who, Where Do we need anything from end users yet? Project Planning Meetings Roles and responsibilities will be outlined as well as Implementatio n Management Plans and initial schedule development. Client Project Manager, Phase Functional Leaders Tyler PM, Client PM Start of overall project Presentation and Planning Document Early Nov Bring blackout dates to meeting Executive Mandate Organization will understand the purpose and importance of the project as well as the level of commitment required to make it successful. Entire Organization Client Executive Officer Start of overall project Email Early Nov Recognize challenge s and emphasiz e long term value Executive Project Status Updates Provide overall project direction and status. Client Managemen t; Sponsors Client PM Quarterly at Steering Committee meeting Status Reports, Budget Reports Start in Jan Message Objective/ goal Target Audience Owner(s) Frequency Medium or method Timing Notes Client Project Team Meetings Provide key project participants with detailed information regarding project task status, schedules, progress, and budget. Functional Leaders, Project Team Client PM Weekly Status Reports, In Person Meetings Every Tues at 9am in Confere nce Room A Tyler Status Meetings Provide effective and timely communicatio n to the Client PM on the status of the Tyler Project at a detailed level. The goal is to keep the project team abreast of the current project status, project issues, upcoming events, and project milestones at a detailed level. Delivery point will be to Client PM for distribution to the Project Team. Tyler PM and Client PM Tyler PM Bi-Weekly until 90 days from LIVE, then Weekly Status Report Every other Wed at 9am Review schedule, issues and actions, deliverabl es Project Plan Communicate clearly defined tasks, milestones, schedules and dependencies. Client Project Manager, Functional Leaders, Project Team Tyler PM Evolving SharePoint Update d weekly Message Objective/ goal Target Audience Owner(s) Frequency Medium or method Timing Notes Project Sign- Offs Provide clear acceptance and authorization to proceed to next step in implementatio n. Client Project Manager, Functional Leaders, Project Team, Tyler PM Tyler PM Evolving Hardcopy, or Electronic Approval Project Web Space Provide information and support for the project goals to the community and organization Functional Leaders, Project Team, Organization , Community Client PM Evolving Client Intranet and Website FAQ Document Answer frequently asked questions about the project and its benefits Organization Client PM Evolving TBD Resource Management Plan Purpose The purpose of the Resource Management Plan is to identify and define the necessary roles and positions needed to support the project successfully, as well as other types of needed project resources such as training facilities, meeting space, offices, and equipment. Knowing when, and for how long, each resource is needed is critical to planning and controlling project costs, staff backfill requirements, and everyday project management logistics. Physical Resource Requirements Analysis Facility o Conference Room or open meeting space free of interruptions to accommodate all users comfortably o Space for attendees to take notes and organize documents o Internet connection o Projector and screen o White board/smart board or flip chart o Speaker phone Training Facility – Functional Leads, Power Users and End Users o Training environment free of interruptions o Space for trainees to take notes and organize documents o Internet connection o Access to the Tyler system o Projector and screen o A working networked Tyler printer o Speakerphone o White board/smart board or flip chart o Ideally one computer per user being trained and a trainer computer Facility Resource Matrix Analysis 1 Analysis 2 Training 1 Training 2 Room name/number Exact location Purpose (analysis, training, decentralized training, backup) Number of computers Is there a separate station for the instructor? Total capacity Networked printer available? Is there access to the Tyler system? Or estimated date for access. Number of internet connections (or note if wireless) Speakerphone? Whiteboard or flipchart? First date available End date available Is room dedicated to project? If not, who reserves it? Is there a permanent projector & screen? If not, who reserves them? Is the room locked? If so, who will have access? Other room considerations Human Resources Requirements Matrix ID Role When needed? Desired Skill Level Actual Skill Level Skill Development Strategy A B C D A B C D 01 Project Manager Project Initiation through Project Closure X A=proficient, B = well experienced, C = experienced, D = basic Quality Management Plan Purpose The purpose of the quality management plan is to define the responsibilities, activities, and metrics used in measuring and ensuring quality throughout the project. As with all projects, quality crosses various layers of work; implementation, processes, deliverables, software, and management. All layers require scrutiny and continuous adjustment in order to ensure project success, more commonly known as: Plan, Do, Check, Act. Quality Approach The project quality approach for this project involves stakeholders and all other project team members beginning at the inception of project stages. This allows the team to focus on items related to quality in the initial stages so that specific quality activities and standards are incorporated right from the start. The project will also use status reports as a tool to communicate any quality risks or issues that arise. Quality Planning Identify Quality Metrics The Project Team must agree on the metrics by which quality will be measured. For instance, if a process can be achieved in the software “out of the box,” but requires a process change that users are resisting because it represents change, the Project Team should agree to assign a metric of “Pass.” Likewise, if a core software process required for production processing cannot be completed successfully in a test scenario, there are no viable work-arounds available, the Project Team should agree to assign a metric of “Fail,” and submit it for re-testing. Establish Quality Control Checklist The quality management plan identifies the quality control checklist that will be used throughout the project. A baseline quality control checklist has been attached as a starting point for the project but may be modified or added to as needed. Issue Resolution The Client Project Manager will schedule separate meetings, as needed, to discuss project process improvements and determine corrective actions. The results of the meeting activities are then documented and acted on, where possible, so that future project phases are improved by incorporating lessons learned. This approach minimizes issues at the end of the project and facilitates a successful production cutover. These meetings should be addressed as part of the Schedule Management Plan. Quality Assurance Quality assurance is focused on the project’s processes and, when executed properly, provides confidence that quality requirements can be fulfilled. The iterative process for providing quality assurance will include review and completion of the following for each phase of the project: Control Point 1: Initiate & Plan Stage Acceptance Control Point 2: Assess & Define Stage Acceptance Control Point 3: Build & Validate Stage Acceptance Control Point 4: Final Testing & Training Stage Acceptance Control Point 5: Production Cutover Stage Acceptance Control Point 6: Phase/Project Closure Stage Acceptance Quality Control Quality control is focused on the project’s product as opposed to its processes. It involves listing all of the expected deliverables, testing activities, acceptance criteria, and quality control owners. This list may include items that extend beyond Tyler’s involvement, but should be maintained as one, cohesive quality control checklist. The checklist is a document that will likely change over the life of the project as lessons learned influence future quality planning. Risk Management Plan Purpose A Risk Management Plan defines methods and procedures for assessing and dealing with internal or external threats that could potentially undermine the implementation. The following diagram illustrates the key elements of a comprehensive risk management plan and the lifecycle of how risk can be defined and managed during the project. Risk Assessment Procedures The risk assessment process should identify the likelihood of all potential risks and the impact on the organization if that threat occurred. The following tables should be customized for this project, based on the organizational structure and complexity of the Client. Process Owner Time Estimate A meeting with Functional Leads and other identified team members will be held to identify risks using a SWOT analysis. Tyler PM Client PM 1 hour session The Risk Register is updated with the identified risks, and other required information. Client PM enters Client risks; Tyler PM enters Tyler risks, collaborates with Client PM 1 hour effort E-mail: At the end of each of the above activities, the Project Team and other Client attendees will be asked to e-mail the Client PM with any additional opportunities or risks that occur to them after the session. Client PM will update the Risk Register with the identified risks. Stakeholders Client PM 1 hour for responses 1 hour documentation Risk Management Procedures Process Owner Time Estimate Risks with scores higher than 14 will be assigned to the Project Team, Power Users, and Executive Sponsor/Management if necessary. Each risk owner will be assigned to develop strategies avoid, if possible, or mitigate/transfer the risk, or to increase the chance for an opportunity. Risk owners are given 1 week to complete. Project Team Client Executive Sponsor (if needed), Tyler Executive Management (if needed) 4 hours The Project Team will discuss the risk response strategies and agree on the response to be taken should a risk trigger occur, or if it’s about to occur. These responses should be documented in the risk register. Project Team 2 hours Risk Measuring and Control Procedures Process Owner Time Estimate Monitoring: Risk owners are responsible for monitoring their risks and notifying the appropriate PM via e-mail when a trigger occurs and that the response plan has been initiated. Risk Owners 4 hours New Risk Identification: Any stakeholder can identify additional risks. The stakeholder should notify the PM of the new risk (or possible risk) via e-mail. Stakeholders 1 hour Audits: The PM will be responsible for overseeing risk activities and ensuring the risk register is updated. Client PM Tyler PM 2 hours per month Review: The project team will review the project’s high priority risks biweekly and all risks monthly. Project Team Tyler PM Client PM 1 hour per month Reporting: Risks will be reported in two ways. First, the Tyler PM and Client PM maintain a Risk Register in a central location accessible by both parties. The Risk Register will contain a list of risks identified for the project, the priority of the risk, the risk owner, and a current status of any active risks. Second, the status report will contain a summary of the high priority risks and any new risks identified and added to the Risk Register. Client PM Tyler PM Tyler PM 1 hour per month Risk Register The project’s risk register will be created and maintained during the risk management process and will become part of the Implementation Management Plan. All identified risks should be entered in the register. Entered in the risk register during or after Risk Assessment1: Risk ID – A unique identifier for the risk. To be used when referring to risks in meetings and communications. Title – A description of the risk. Description of Impact on Project if Risk Occurs – If the risk occurs, will it impact scope, schedule, cost, user satisfaction, etc.? Possible Triggers – Listing of the triggers of the risk. Date Reported – The date the risk was identified. Status – Identifies whether the risk is a priority, on the watch list, or closed (see risk response section below). Probability – The likelihood that the risk will occur. See the Risk Evaluation section below for possible values. 1 Exact headings may vary. Impact – The effect on project objects if the risk event occurs. Risk Score – Reflects the severity of the risks effect on objectives. The risk score is determined by multiplying the risk probability and risk impact values. The intent is to assign a relative value to the impact on project objectives if the risk in question should occur. Entered in the risk register during or after Risk Management Planning: Current Owner – Person(s) responsible for the risk if it should occur. Response Strategy – The strategy that is most likely to be effective. Risk Response Plan – Specific actions to enhance opportunities and reduce threats to the project’s objectives based on the most likely strategy. Risk Assessment For the purpose of this Implementation Management Plan, Tyler has selected the SWOT Analysis risk assessment technique. While there are other options available, and the Client may augment their Risk Analysis using other techniques, the following outline will be used for the Tyler Implementation. SWOT Analysis A SWOT Analysis is a strategic planning tool used to evaluate the Strengths, Weaknesses, Opportunities, and Threats involved in a project or in a business venture. Strengths and weaknesses are internal to an organization. Opportunities and threats originate from outside the organization. SWOT analysis, usually performed early in the project development process, helps organizations evaluate the environmental factors and internal situations facing a project. Strengths and weaknesses are attributes that measure your internal capability. Opportunities and threats refer to how the external environment affects your team/business/group. Ideally a cross-functional team or a task force that represents a broad range of perspectives should carry out SWOT analyses. SWOT Analysis Template Project Name: Prepared by: Date: Project Manager: SWOT Analysis Facilitator: SWOT Analysis Participants: SWOT Analysis Recorder: Date of SWOT Analysis: Project Strengths: (What potential strengths exist about the project, the project team, the sponsor, the organization structure, the client, the project schedule, the project budget, the product of the project, and so on?) 1. 2. 3. 4. Project Weaknesses: (What potential weaknesses exist about the project, the project team, the sponsor, the organization structure, the client, the project schedule, the project budget, the product of the project, and so on?) 1. 2. 3. 4. Project Opportunities: (What potential opportunities exist in regard to achieving the project requirements, the product requirements, the project schedule, the project resources, the project quality, and so on?) 1. 2. 3. 4. Project Threats: (What potential threats exist in regard to achieving the project requirements, the product requirements, the project schedule, the project resources, the project quality, and so on?) 1. 2. 3. 4. Risk Evaluation Each identified risk should be assigned a probability score and an impact score and these should be recorded on the risk register. The scores may change over the course of the project, so should be reviewed and updated regularly. For instance, a risk may have a low impact at the start of the project, but may have a high impact as the project progresses. Likelihood or Probability of each risk 5 Very likely to occur 4 Probably will occur 3 May occur 2 Unlikely to occur 1 Very unlikely to occur Potential Impact of each risk on the project 5 Event poses very high cost, schedule, or other failure 4 Event poses major cost, schedule, or other increases 3 Event poses moderate increases, but requirements may still be met 2 Event poses small increases, but requirements may still be met 1 Event has little impact on the project Probability and Impact Matrix After determining risk scores for each risk’s probability and impact, use the following scale to determine the risk priority. Risks with ratings (Risk rating = probability score x impact score) of 10 or higher should be evaluated and reviewed regularly, and should appear on the status reports. Medium and Low risks should be monitored and scores should be re-evaluated throughout the project, as impact and probability change. Impact Probability 1 2 3 4 5 5 5 10 15 20 25 4 4 8 12 16 20 3 3 6 9 12 15 2 2 4 6 8 10 1 1 2 3 4 5 After determining the risk ratings for each identified risk, the Risk Register should be updated to reflect the appropriate status for each risk. At this time, each risk will have a status of either “Watch List” for risk scores less than 10, or “Priority” for risk scores of 10 or higher. Risk Management Planning Management of risk should be planned for all high priority risks (risk score of 10 or greater) to plan for what will need to happen if the risk is triggered. Risks will be assigned risk owners who will be responsible for watching the risks and implementing these responses if the causes that trigger the risks have occurred, or are about to occur. The risk owners should also identify secondary risks that occur as a result of implementing the risk response, or risks that remain after the response has been implemented. The following strategies will be used for determining the appropriate response for each risk or opportunity and should be recorded for each high priority risk, along with the chosen response for the risk. Threats: o Avoid – Risk avoidance entails changing the Project Plan to eliminate the risk or condition or to protect the project objectives from its impact. o Transfer – Risk transference is seeking to shift the consequence of a risk to a third party together with ownership of the response. Transferring the risk simply gives another party responsibility for its management; it does not eliminate it. o Mitigate – Risk mitigation seeks to reduce the probability and/or consequences of an adverse risk event to an acceptable threshold. Taking early action to reduce the probability of a risk’s occurring or its impact on the project is more effective than trying to repair the consequences after it occurs. o Accept – This technique indicates that the project team has decided not to change the Project Plan to deal with a risk or is unable to identify any other suitable response strategy. o Opportunities: o Exploit – Exploitation entails taking actions to ensure that the opportunity will occur and that the project will benefit from it. o Share – Sharing the opportunity is seeking to shift the consequence of a risk to a third party in order to gain benefit for the project. Transferring the risk simply gives another party responsibility for its management; it does not eliminate it. o Enhance – Enhancing seeks to increase the probability and/or impact of an opportunity. Taking early action to increase the probability of an opportunity occurring or its impact on the project is more effective than taking no proactive action, yet hoping that it might occur. o Accept – This technique indicates that the project team has decided not to change the Project Plan to deal with an opportunity or is unable to identify any other suitable response strategy. Opportunities: o Exploit – Exploitation entails taking actions to ensure that the opportunity will occur and that the project will benefit from it. o Share – Sharing the opportunity is seeking to shift the consequence of a risk to a third party in order to gain benefit for the project. Transferring the risk simply gives another party responsibility for its management; it does not eliminate it. o Enhance – Enhancing seeks to increase the probability and/or impact of an opportunity. Taking early action to increase the probability of an opportunity occurring or its impact on the project is more effective than taking no proactive action, yet hoping that it might occur. o Accept – This technique indicates that the project team has decided not to change the Project Plan to deal with an opportunity or is unable to identify any other suitable response strategy. The Risk Register should be updated upon completion of risk management planning. If the risk plan is to mitigate, the original probability and impact scores should be updated to reflect the current status, as the scores will likely be lower than before risk management planning. Risk Owners should be assigned to all risks at this time. The Project Plan should be updated to incorporate any activities associated with risk response plans that will be implemented. Risk response activities that will be implemented only if a risk trigger has occurred or is about to occur should not be entered into the Project Plan at this time. Risk Measuring and Control Risks must be continuously measured, monitored and controlled throughout the project. Newly identified risks should be added to the risk registers and the steps performed earlier in the process (risk assessment and risk management planning) should be performed. In addition, identified risks should be monitored and updated, as probability and impact change throughout a project. Risks may also no longer pose a threat or opportunity and may be closed. Risk Owners should review their assigned risks regularly to determine if a trigger is about to occur, or if it has occurred, so they can implement the risk response plan. Regular updates to the Risk Register and the Project Plan are necessary throughout this process. There are many different tools that can be used to create a risk register including MS Word, MS Excel, SharePoint, OneNote etc. Make sure the register is updated frequently and includes the elements discussed earlier in this document and outlined in the sample below. Sample Risk Register: Quality Control Checklist ID TYPE TITLE SCOPE ACCEPTANCE ACCEPTED REVIEWER DATE COMMENTS CRITERIA Yes No N/A 1 D Implementation Management Plan The Implementation Management Plan addresses how communication, quality control, risks/issues, resources and schedules, and Software Upgrades (if applicable) will be managed throughout the lifecycle of the Project. Review and acknowledge receipt of Implementation Management Plan 2 D Project Plan/Schedule Task list, assignments and due dates Acceptance of schedule based on resource availability and Project budget and goals 3 CP Hardware Installed (if applicable) 4 CP System infrastructure audit complete and verified Client complete the system infrastructure audit, ensuring vital system infrastructure information is available to the Tyler implementation team, and verifies all hardware compatibility with Tyler solutions N/A x ID TYPE TITLE SCOPE ACCEPTANCE ACCEPTED REVIEWER DATE COMMENTS CRITERIA Yes No N/A 5 CP Stakeholder Presentation complete Client stakeholders join Tyler Project Management to communicate successful Project criteria, Project goals, Deliverables, a high- level milestone schedule, and roles and responsibilities of Project participants N/A x 6 D Completed analysis Questionnaire (Design Document) Provide comprehensive answers to all questions on Questionnaire(s) Acceptance of completed Questionnaire based on thoroughness of capturing business practices to be achieved through Tyler solution. 7 D Data conversion summary and specification documents Data conversion approach defined, data extract strategy, conversion and reconciliation strategy Data conversion document(s) delivered to the Client, reflecting complete and accurate conversion decisions 8 D Modification specification documents, if contracted Design solution for Modification Client accepts Custom Specification Document(s) and agrees that the proposed solution meets their requirements 9 D Completed Forms options and/or packages Complete Forms package(s) included in agreement and identify Reporting needs Identify Forms choices and receive supporting documentation ID TYPE TITLE SCOPE ACCEPTANCE ACCEPTED REVIEWER DATE COMMENTS CRITERIA Yes No N/A 10 D Installation checklist 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 Tyler software is successfully installed and available to authorized users, Client team members are trained on applicable system administration tasks 11 CP Tyler software is Installed Purchased software and required peripheral software is installed Installation completes successfully and applications can be opened 12 CP Fundamentals review is complete Fundamentals review provided, including the use of eLearning, videos, documentation, and/or walkthroughs Basic understanding of system functionality 13 CP Current/Future state analysis completed Evaluate current state processes, options within the new software, pros and cons of each option based on current or desired state Questionnaires delivered and reviewed 14 CP Data conversion mapping and extractions completed and provided to Tyler x ID TYPE TITLE SCOPE ACCEPTANCE ACCEPTED REVIEWER DATE COMMENTS CRITERIA Yes No N/A 15 CP Standard 3rd Party Data Exchange Planning Define/confirm which Data Exchanges are needed (if not outlined in the Agreement). Tyler will provide a file layout for each Standard Data Exchange x 16 CP Modification Analysis & Specification, if contracted Tyler staff conducts additional analysis and develops specifications Specifications meet Client requirements 17 D Initial data conversion Data conversion program complete; deliver converted data for review Initial error log available for review 18 D Data conversion verification document Provide self-guided instructions to verify specific data components in Tyler system Client acknowledges data conversion delivery; Client completes data issues log. 19 D Installation of Modifications on the Client’s server(s) Program for Modification is complete and available in Tyler software Client acknowledges Delivery of Modification(s) meeting objectives described in the Client-signed specification 20 D Standard Forms & Reports Delivered Installation of all Standard Forms & Reports included in the Agreement Client acknowledges that Standard Forms & Reports available in Tyler software for testing 22 CP Application configuration completed Review of primary configuration areas Configuration complete and ready for testing ID TYPE TITLE SCOPE ACCEPTANCE ACCEPTED REVIEWER DATE COMMENTS CRITERIA Yes No N/A 23 CP Data conversions (except final pass) delivered Subsequent passes of data conversions delivered and validated Conversions are validated and ready for final pass 24 CP Standard 3rd party Data Exchange training provided Use of standard data exchange tools is trained Users have tools and have been trained 25 D Production Cutover checklist Dates for final conversion, date(s) to cease system processing in Legacy System, date(s) for first processing in Tyler system, contingency plan for processing Client acknowledges the checklist delivery including definition of all pre-production tasks, assignment of owners and establishment of due dates 26 D User Acceptance Test Plan Testing steps for Standard business processes Client acknowledges that Testing steps have been provided for Standard business processes 27 CP Modification(s) tested and accepted, if applicable Client performs test of modification Modification performs as outlined in specification 28 CP Standard 3rd party Data Exchange programs tested and accepted Client performs test of 3rd party data exchange 3rd party data exchanges perform as expected 29 CP Standard Forms & Reports tested and accepted Client performs test of Forms & Reports Forms & Reports perform as expected 30 CP User acceptance testing completed Client performs User Acceptance Testing using provided scripts or customized scripts Client to determine ID TYPE TITLE SCOPE ACCEPTANCE ACCEPTED REVIEWER DATE COMMENTS CRITERIA Yes No N/A 31 CP End User training completed End User Training performed according to scope End Users trained 32 D Final data conversion, if applicable Final passes of all conversions completed in this Phase Client acknowledges that data is available in production environment 33 D Support transition documents Define support strategy for day-to-day processing, conference call with Client project manager(s) and Tyler Support team, define roles and responsibilities, define methods for contacting Support Client acknowledges receipt of tools to contact Support and understands proper support procedures. 34 CP Final data conversion(s) delivered Client provides final data extract and Reports from the Legacy System for data conversion and Tyler executes final data conversion, Client reviews final pass Final pass is free of errors, or meets an acceptable level of error that may be fixed manually in Production 35 CP Transition to Tyler Support is completed Tyler project manager(s) introduce the Client to the Tyler Support team Call is completed 36 CP Post-live services have been scheduled, if applicable Prior to scheduling services, the Tyler project manager(s) collaborate with Client project manager(s) to identify needs Remaining services scheduled D – Deliverable CP – Control Point 3/28/2018 Hays Companies 133 Federal Street, 4th Floor Boston MA 02110 Moira Crosby mcrosby@hayscompanies.com Tyler Technologies, Inc. 5101 Tennyson Parkway Plano TX 75024 Hartford Fire Insurance Company 19682 Hartford Casualty Insurance Company 29424 Lloyds of London Syndicates 048337 & 048945 18-19 GL, Auto A X X X 08UENAY8572 4/1/2018 4/1/2019 1,000,000 1,000,000 10,000 1,000,000 2,000,000 2,000,000 A X X X 08UENAY8572 4/1/2018 4/1/2019 1,000,000 B X X 08RHUAY8122 4/1/2018 4/1/2019 25,000,000 25,000,000 B 08WEEL5271 4/1/2018 4/1/2019 X 1,000,000 1,000,000 1,000,000 C Cyber/Privacy Prof Liab B0621PTYLE000217 12/17/2017 12/17/2018 $20,000,000 C Cyber/Privacy Prof Liab B0621PTYLE000317 12/17/2017 12/17/2018 $20,000,000 James Hays/MCROSB Evidence of Insurance A N N U A L R E P O R T 2 0 1 7 T H R I V E 5101 Tennyson Parkway | Plano, TX 75024 972.713.3700 | tylertech.com 2017_Tyler_AR_COVER_r5.indd 1 3/15/18 2:31 PM JUSTICE GROUP D. Bret Dixon President Justice Group Bruce E. Graham President Courts & Justice Division Greg T. Sebastian President Public Safety Division CORPORATE OFFICERS John S. Marr Jr. Chairman of the Board Chief Executive Officer H. Lynn Moore Jr. President Brian K. Miller Executive Vice President Chief Financial Officer and Treasurer Matthew B. Bieri Chief Information Officer S. Brett Cate Chief Sales Officer Samantha B. Crosby Chief Marketing Officer Abigail M. Diaz Chief Legal Officer and Secretary Bruce E. Graham Chief Strategy Officer Jeffrey S. Green Chief Technology Officer Robert J. Sansone Chief Human Resources Officer W. Michael Smith Chief Accounting Officer BOARD OF DIRECTORS John S. Marr Jr.1 Chairman of the Board Chief Executive Officer Tyler Technologies, Inc. H. Lynn Moore Jr.1 President Tyler Technologies, Inc. Donald R. Brattain2, 3, 4 President Brattain and Associates, LLC Glenn A. Carter3, 4 Retired Chief Executive Officer DataProse, Inc. Brenda A. Cline2, 3 Executive Vice President Kimbell Art Foundation J. Luther King Jr.2, 4 Chief Executive Officer Luther King Capital Management Daniel M. Pope Mayor City of Lubbock, Texas Dustin R. Womble1 Retired Executive Vice President Tyler Technologies, Inc. 1Executive Committee 2Audit Committee 3Nominating and Governance Committee 4Compensation Committee CORPORATE HEADQUARTERS 5101 Tennyson Parkway Plano, Texas 75024 972.713.3700 www.tylertech.com TRANSFER AGENT AND REGISTRAR American Stock Transfer & Trust Company 6201 15th Avenue Brooklyn, New York 11219 800.937.5449 718.236.2641 fax help@astfinancial.com INDEPENDENT REGISTERED PUBLIC ACCOUNTING FIRM Ernst & Young LLP Dallas, Texas ANNUAL MEETING OF STOCKHOLDERS Wednesday, May 9, 2018 9:30 a.m. Central Time Renaissance Dallas at Plano Legacy West 6007 Legacy Drive Plano, Texas 75024 CERTIFICATIONS We submitted an unqualified Annual CEO Certification to the New York Stock Exchange (NYSE) as required by the NYSE Listed Company rules. We also filed with the Securities and Exchange Commission the Chief Executive Officer and Chief Financial Officer certifications required under Section 302 of the Sarbanes- Oxley Act as exhibits to our Annual Report on Form 10-K. INVESTOR INFORMATION Our annual report on Form 10-K is available on the company’s website at www.tylertech.com. A copy of the Form 10-K or other information may also be obtained by contacting the Investor Relations Department at corporate headquarters. INVESTOR RELATIONS 972.713.3714 info@tylertech.com COMMON STOCK Listed on the New York Stock Exchange under the symbol “TYL” STOCKHOLDER INFORMATION OPERATIONAL LEADERSHIP ENTERPRISE GROUP Andrew D. Teed President Enterprise Group Appraisal & Tax Division Christopher P. Hepburn President ERP & School Division Dane L. Womble President Local Government Division 81Tyler Technologies Annual Report 2017 2017_Tyler_AR_COVER_r5.indd 2 3/15/18 2:31 PM TYLER TECHNOLOGIES Annual Report 2017 BUILD TOGETHER THRIVE TOGETHER A thriving community is a fertile landscape where people and businesses grow. It budgets responsibly and uses tax dollars wisely. It builds thoughtfully, shares information freely, and listens responsively. A thriving community empowers its citizens, protects its resources and people, and rallies around its neighbors in times of need. And, a thriving community plans intelligently so future generations can have better lives. For decades, Tyler Technologies has been an innovative partner, working to make local government more accessible, responsive, and efficient through fully integrated technology and services. Each year, we measure our success not only by our financial performance, but also by the ways in which we’re working with our clients to create thriving communities. 2017 moved us toward this shared vision of a community in which every citizen thrives. 1 2017_Tyler_AR_r5.indd 1 3/16/18 7:29 AM returns. We completed three relatively small acquisitions during the year, each of which broadens our product offerings and makes our existing solutions more competitive. We also significantly increased our capital expenditures in 2017, investing heavily in assets to support our fast-growing cloud PLANO, TX JOHN S. MARR JR. - CHAIRMAN AND CEO A LETTER TO OUR SHAREHOLDERS 2017 was another successful year for Tyler Technologies as we achieved new highs in virtually every significant financial measure. Tyler’s GAAP revenues grew 11 percent to $841 million, and non-GAAP revenues rose 9 percent to $842 million. Subscription revenues increased 22 percent to $174 million, and comprised 21 percent of our total revenues. We have achieved greater than 20 percent growth in subscription revenues in 44 of the last 48 quarters. GAAP net income for the year was $164 million, or $4.18 per diluted share, up 49 percent. Non-GAAP net income increased 13 percent to $154 million, or $3.92 per diluted share. 2017 also marked a year of increased internal investment, as our spend on research and development (R&D) grew 10 percent to $47 million. With our strong cash flow and a mergers and acquisitions (M&A) market with increasingly high valuation expectations, we believe that investing more of our cash in Tyler’s development initiatives will help us drive revenue growth and generate attractive long-term 2 business and completing a major expansion of our Yarmouth, Maine, office facility. Even with increased R&D expense, we improved our GAAP operating margin 170 basis points to 19.1 percent, and our non-GAAP operating margin expanded 30 basis points to 28 percent. Cash provided from operations grew 2 percent over 2016 to $196 million. Our balance sheet grew even stronger, as we ended 2017 with $250 million in cash and investments, and no debt. The strength of our balance sheet positions us well for continued investment in our business through product development initiatives, while supporting our efforts to seek out strategic acquisitions at reasonable valuations. Our disciplined approach to acquisitions, coupled with discretionary investments in products with high growth potential, solidifies our leadership position across multiple product areas. Investments in product development improve our competitive position as we pursue new business opportunities. They also contribute to our clients’ success by bringing more value to our existing suites of products. Tyler’s breadth of products and depth of expertise in local government, along with our record of consistently investing in our products, gives our clients the benefit of a family of products that is both comprehensive and specialized. Reaching Milestones Along with our exceptional financial performance, Tyler reached several milestones in 2017. Bookings for the year were just over $1 billion, an increase of 15 percent over 2016. As a result, our backlog surpassed $1 billion 3 mobile and field-based reporting solutions will connect the city’s fire and police departments on one enterprise-wide system to provide targeted, timely and relevant information to first responders. The first quarter of 2017 saw two major contracts for appraisal, tax, and related solutions. Tyler signed a $20.4 million joint agreement with the New York State Department of Taxation and Finance and the New York State Office of Information Technology Services to provide our iasWorld® computer-assisted mass appraisal (CAMA) software and related solutions. In March, Tyler signed a $7.2 million, five-year software- as-service (SaaS) agreement with Anoka County, Minnesota, for a unified land and tax record management solution that includes our iasWorld appraisal and tax administration software, Eagle™ land and vital records solution, and Tyler Cashiering™ software. And an $8 million SaaS contract for iasWorld CAMA, signed in the second quarter with the city of Philadelphia, Pennsylvania, means that Tyler systems will now manage assessments for more than half of the parcels in the commonwealth. Tyler’s Munis® product expanded into Arkansas with the signing of its first contract in the state — the city of Fort Smith. In Georgia, Tyler signed a $7.5 million, five- We continued to grow our team of talented professionals — the lifeblood of our business — ending the year with more than 4,000 employees. for the first time in our history during the third quarter, ending the year at more than $1.1 billion, up 18 percent. In addition, we continued to grow our team of talented professionals — the lifeblood of our business — ending the year with more than 4,000 employees. During 2017, Tyler also executed the largest software contract in our history — a $36 million agreement with Cook County, Illinois, for Tyler’s Odyssey Case Manager™ and Brazos™ e-citation solutions. With this agreement, we now serve courts in seven of the 10 most populous counties in the nation with Odyssey®. We also added two new statewide Odyssey contracts in Vermont and Kansas. We’re very pleased with the substantial progress we made in 2017 with our New World™ public safety offering, which we acquired in 2015. Our win rates in the public safety market accelerated as the market embraced our vision for the Tyler Alliance initiative for public safety and courts, advanced with major development projects launched early in the year. Our significant public safety wins included a contract with the city of Orlando, Florida, for Tyler’s New World solution. While the city’s police department had been using a Tyler records management solution, the new agreement for computer-aided dispatch (CAD), 4 year SaaS contract for Munis and ExecuTime™ with the Clayton County Public Schools. This agreement expands our presence in Clayton County, located in the suburban Atlanta area, which also uses our Odyssey court solution and seven other Tyler solutions, including appraisal and tax, public safety, and community development. The Cloud Effect The mix of new business continued to shift to the cloud in 2017, with subscriptions comprising 37 percent of the total contract value of new software deals, compared to 28 percent in 2016. While the increase of subscriptions in the bookings mix creates a short-term headwind to revenue and margin growth, the higher recurring revenues will ultimately drive greater long-term growth. Since we are not forcing a transition to the cloud but, instead, allow clients to choose whether our on-premises or cloud-based model best meets their needs, we expect the mix of license and subscription agreements to vary from quarter to quarter. We are confident that Tyler has a strong position from which to manage any short-term pressures that come with a long-term shift toward the cloud. Thriving by Helping Our Clients Thrive We’re pleased with Tyler’s achievements and results in 2017, which we attribute to our perpetual enhancement of core products and our ongoing exploration of new capabilities to help our clients achieve their goals. Core development and new opportunities support the vision of connected communities that we introduced in 2016 — connecting government organizations to their citizens and other jurisdictions through a thriving digital infrastructure. As our clients thrive, Tyler Technologies will continue to thrive. By staying true to our strategy for growth and executing on our strengths, we look forward to making 2018 another banner year for Tyler Technologies. John S. Marr Jr. Chairman and Chief Executive Officer March 16, 2018 5 2017_Tyler_AR_r5.indd 5 3/15/18 1:22 PM THRIVING TOGETHER $1.29 $1.00 NON-GAAP GAAP per diluted share $1.51 $1.13 NON-GAAP GAAP $2.09 $1.66 NON-GAAP GAAP $2.54 $1.77 NON-GAAP GAAP $3.49 $2.82 NON-GAAP GAAP $3.92 $4.18 NON-GAAP GAAP RECURRING REVENUE ANNUALEARNINGS 15%+ INCREASE OVER 2016 18%+ INCREASE OVER 2016 IN MILLIONS BACKLOG IN MILLIONS 2017 NON-GAAP NET INCOME $153.9 M $3.92 per diluted share 13% FROM 2016 + 2017 GAAP NET INCOME $163.9 M $4.18 per diluted share 49% FROM 2016 + 2012 2013 2014 2015 2016 OVER 2016 11%+ $363.3 $416.6 $493.1 $591.0 $756.0 2017 $840.7 TOTALREVENUES (GAAP)IN MILLIONS 5% SCHOOLS REVENUEMIX CASH AND INVESTMENTS: $250M DEBT: NONE YEAREND SUBSCRIPTIONS37% OF TOTAL NEW SOFTWARECONTRACT VALUE $253.6 $300.5 $357.5 $465.7 $535.1 2013 2014 2015 2016 2017 $1,121.5 $953.3 $551.7 $702.0 $844.5 2013 2014 2015 2016 2017 2012 2013 2014 2015 2016 2017 45% 13% 4% LAND & VITALRECORDS 4% COMMUNITYDEVELOPMENT 5% K-12 SCHOOLS ERP / FINANCIAL19% COURTS &JUSTICE 10% APPRAISAL& TAX PUBLIC SAFETY 13% compound annual total growth in revenues 2002-2017 +22% Subscriptions: Fastest growing revenue stream in 2017 +11% compound annual organic growth in revenues 2002-2017 + $1.29 $1.00 NON-GAAP GAAP per diluted share $1.51 $1.13 NON-GAAP GAAP $2.09 $1.66 NON-GAAP GAAP $2.54 $1.77 NON-GAAP GAAP $3.49 $2.82 NON-GAAP GAAP $3.92 $4.18 NON-GAAP GAAP RECURRING REVENUE ANNUALEARNINGS 15%+ INCREASE OVER 2016 18%+ INCREASE OVER 2016 IN MILLIONS BACKLOG IN MILLIONS 2017 NON-GAAP NET INCOME $153.9 M $3.92 per diluted share 13% FROM 2016 + 2017 GAAP NET INCOME $163.9 M $4.18 per diluted share 49% FROM 2016 + 2012 2013 2014 2015 2016 OVER 2016 11%+ $363.3 $416.6 $493.1 $591.0 $756.0 2017 $840.7 TOTALREVENUES (GAAP)IN MILLIONS 5% SCHOOLS REVENUEMIX CASH AND INVESTMENTS: $250M DEBT: NONE YEAREND SUBSCRIPTIONS37% OF TOTAL NEW SOFTWARECONTRACT VALUE $253.6 $300.5 $357.5 $456.7 $535.1 2013 2014 2015 20162017$1,121.5 $953.3 $551.7 $702.0 $844.5 2013 2014 2015 2016 2017 2012 2013 2014 2015 2016 2017 50% 14% 3% LAND & VITAL RECORDS 5% K-12 SCHOOLS ERP / FINANCIAL 18% COURTS &JUSTICE 10% APPRAISAL& TAX PUBLIC SAFETY 13% compound annual total growth in revenues 2002-2017 +22% Subscriptions: Fastest growing revenue stream in 2017 +11% compound annual organic growth in revenues 2002-2017 + 4 MEASURES OF OUR SUCCESS Our goal each year is to make Tyler a stronger and more valuable company than we were the year before. We do this by balancing short- term objectives with long-term strategic investments and initiatives. We benchmark each year against four factors we believe are the keys to our success: financial performance, competitive advantage, value to our clients, and organizational strength. FINANCIAL PERFORMANCE COMPETITIVE ADVANTAGE VALUE TO OUR CLIENTS ORGANIZATIONAL STRENGTH 6 2017_Tyler_AR_r5.indd 6 3/15/18 1:22 PM 7 Tyler’s financial success in 2017 was not buoyed by a single vertical or product. The individual strength of each solution, along with the synergy of all divisions working together, continues to drive growth and earnings. Balancing Short-Term and Long-Term Objectives Every year, our leadership team has the task of balancing short-term objectives with the long-term strategic investments and initiatives that have made Tyler a leader in the local government marketplace. In recent years, Tyler shareholders have reaped the rewards of our sustained double-digit revenue growth, thanks, in part, to strategic acquisitions that supplemented our organic growth and significantly expanded our market presence. The current M&A environment has made it challenging to acquire quality assets at values we find compelling, and so our focus in 2017 was primarily on making internal investments that can be strong catalysts for future growth. Investing in Our Products Our adherence to a steady and disciplined course of internal reinvestment over several years of strong growth has allowed us to make significant FINANCIAL PERFORMANCE enhancements across each of our core product lines. This strategy to invest internally in products and to nurture the investments already made continues to bear fruit. With the acquisition of New World Systems (NWS) in late 2015, Tyler gained a robust portfolio of software applications that boosted our presence in the public safety market. We launched additional internal investments in these products to integrate them into the Tyler family and to develop expanded features and functionality to enhance the product suite. As evidenced by strong progress in the marketplace in 2017, these investments are driving value. Investments in the public safety organization have led to improved processes and increased client satisfaction, which in turn drove higher win rates in 2017 and solidified Tyler Technologies as an industry leader in public safety. Tyler has also made significant internal investments in justice solutions that are driving subscription revenues from our e-filing and SaaS subscriptions. In the third quarter, we saw our first subscription revenues from an amended contract with the Administrative 8 Office of the Illinois Courts, a current statewide e-filing client, for re:Search®, a paperless solution that provides a more efficient way for attorneys, judges, and other constituents to access important case records and documents. A $15 million investment in our data centers and infrastructure in 2017 has been validated by strong demand for SaaS subscriptions. This investment in infrastructure also supports future growth for our cloud business. Assessing Opportunities In 2016, we undertook an extensive white-space initiative to assess our current solutions, as well as segments of the market we don’t currently serve. Continuing analysis of the competitive landscape assists our senior management team in prioritizing Tyler’s expansion opportunities and determining what we should build internally versus what we should acquire. In 2017, three carefully considered acquisitions added new products to complement our existing lineup. In May 2017, Tyler acquired Modria, an innovative company specializing in online dispute resolution (ODR), and began integrating Modria® with Tyler’s courts and justice solutions. In December, Tyler signed an agreement with Ohio Court of Claims to provide Modria as an enhancement to Odyssey Case Manager™ and Odyssey File & Serve™. While Modria’s operations did not have a material impact on Tyler’s 2017 revenue or earnings, we are optimistic about the opportunity to create a meaningful recurring revenue stream from ODR, as we did with our industry-leading expansion of e-filing for courts. CLIENT STORYMETCOM 911 The devastating series of wildfires that ravaged the western United States in 2017 showed how quickly a small fire incident can grow into a massive disaster. For METCOM 911, the multiagency public dispatch center serving 36 Oregon communities in Marion, Linn, and Clackamas counties, upgrading their computer-aided dispatch (CAD) software to Tyler’s New World™ enterprise CAD system enabled them to enhance the speed and quality of their response to emergencies of all types. The Esri®-powered GIS technology in New World CAD includes robust digital mapping capabilities so dispatchers can send the closest emergency crews to the right location via the quickest route, estimate arrival times, and share other mission-critical information with first responders in real time. When a lightning-sparked house fire necessitated a region-wide response, METCOM 911 dispatchers were able to efficiently coordinate a collaborative response to the fire while continuing to respond dynamically to other emergencies as they unfolded. 9 2017_Tyler_AR_r5.indd 9 3/15/18 2:46 PM In August, Tyler acquired the assets of Digital Health Department (DHD), a company that provides environmental health software for local governments. DHD software extends Tyler’s EnerGov™ enterprise permitting, licensing, and regulatory solution, offering a SaaS solution for public health compliance and inspections processes. Tyler also acquired audio and digital two-way radio communications technology and related assets from Radio 10-33, LLC, in November. Once integrated with Tyler’s public safety solutions, the advanced technology will enable emergency communication centers, law enforcement, fire and EMS crews, and others to monitor, record, instantly play back, and save E-911 transmissions as MP3 or MP4 video files with metadata. By pursuing selective acquisitions and making significant investments in our products and infrastructure, Tyler is strengthening our position for future growth while continuing to deliver favorable returns to our shareholders. DHD Public Health Compliance and Inspections processes EnerGov SaaS Solution 10 2017_Tyler_AR_r5.indd 10 3/19/18 9:34 AM 11 To reinforce Tyler’s competitive position, we invested $47 million in research and development and grew our development team by 6 percent in 2017. The competitive advantage gained by this strategy is evidenced in several ways. Thriving in Multiple Environments Tyler’s versatility and strength in both on-premises and hosted environments provides a unique competitive advantage, allowing Tyler solutions to appeal to a broad segment of the market. Tyler clients have the flexibility to implement technology in the way that works best for them. Building a Digital Infrastructure A second competitive advantage is Tyler’s development of foundational solutions and processes that provide seamless functionality across multiple Tyler solutions, including: • Tyler Identity™, a single sign-on authentication engine • Tyler Atlas™, a map-based location data exchange • Tyler Payments™, a payment solution for Tyler and third party applications. All are cloud-based solutions that enable users to access the right information at the right time COMPETITIVE ADVANTAGE through a user-friendly interface. Although these solutions are in different stages of development and deployment, they are providing the foundation for Tyler Nexus and Tyler Alliance — Tyler’s initiatives to create a digital infrastructure of connected, best-of-breed products built on a common foundation. Together, these solutions provide a seamless, role-based user experience for local jurisdictions and their constituents alike. Continuous Product Innovation A third way in which Tyler advances our competitive position is to continually invest in new products or enhancements such as Tyler EAM™, an enterprise asset management solution. Together, these solutions provide a seamless, role-based user experience. 12 2017_Tyler_AR_r5.indd 12 3/19/18 9:14 AM Tyler EAM enables organizations to track and manage physical assets throughout their life cycle with detailed inventory, preventive maintenance, inspections, on-demand work orders, condition assessments, and more. The first module launched in 2017, providing clients with robust functionality both in the office and in the field, using web-enabled programs and mobile apps that allow personnel on site to easily see their work and manage work orders. This allows for efficient and timely responses to issues like a broken water main or scheduled maintenance on street lights. Tyler EAM integrates with Tyler’s financial and planning, regulatory, and maintenance solutions. CLIENT STORYWAYNE COUNTY, MICHIGAN Choosing a cloud-based solution solved several challenges for Bernard Youngblood, Wayne County, Michigan’s Register of Deeds. He searched for a solution to process, record, and index deeds, land contracts, mortgages, liens, lease agreements, and other vital documents for the county’s almost 2 million citizens. With more than a half-million documents recorded and imaged each year, plus an index of land transactions dating back to 1703, the solution had to be robust enough to process and image new records, protect data, and alleviate the burden of manual complex systems with limited IT staff. Youngblood chose Tyler Technologies and Tyler’s Eagle™ land and vital records cloud-based solution to ensure that the trove of approximately 17 million records is securely backed up, lessening the risk of data loss due to a disaster, while reducing IT costs. Having formed the first Deed Fraud Unit in the nation with the Wayne County sheriff’s and prosecutor’s offices, Youngblood also recognized the value of adding the Eagle Fraud Guard™ online notification system to Eagle’s public access feature, Eagle Self- Service™, to actively protect Wayne County citizens from land record fraud. “At the end of my exhaustive analysis, it became crystal clear I could only entrust my name and reputation to one vendor and one group of professionals, those of Tyler Technologies.” — Bernard Youngblood Register of Deeds, Wayne County, Michigan 13 2017_Tyler_AR_r5.indd 13 3/15/18 2:46 PM An Insider’s View Tyler also enjoys a competitive advantage thanks to the high percentage of our employees who have worked in the public sector. Across the organization, approximately 33 percent of the Tyler workforce has been a local government employee at some point in their career, resulting in firsthand knowledge of what our clients experience on a day-to-day basis. High win rates, investments in our core products, and consistent execution across our business have continued to secure our leadership position in the financial, courts, school, tax, and appraisal arenas. Strategic acquisitions and product development have also bolstered our presence in public safety and justice. additional valuefor our existing clients, Along with creating with every new client relationship,Tyler solidifies our market position and opens new opportunities to widen our competitive advantage. 14 15 2017_Tyler_AR_r5.indd 15 3/20/18 12:01 PM Nothing is more important to Tyler Technologies than building long-term client relationships. We add value for them by gathering feedback and anticipating changing demands for features and functions like mobile technology and paperless processes. And we offer evergreen upgrades and ongoing training to help clients do more with their technology. Value Through Innovation One example of an enhancement that is adding value for our clients is Tyler’s New World CrewForce™ mobile application for first responders, which launched in November 2017. Available to licensed users of Tyler’s New World™ public safety solution, the application uses Google® Street View along with Esri®-powered maps to provide emergency personnel with valuable contextual cues to effectively navigate and coordinate their response to a fire, accident, or other emergency. The app acts like a virtual assistant, understanding spoken commands and responding to users in real time. It also enables emergency response crews to estimate arrival times of all responders and to easily communicate with each other via the chat feature. New World VALUE TO OUR CLIENTS CrewForce supports our commitment to developing leading technology that enhances the ability of our clients to better serve their communities. Another example of adding value through innovation is the deployment of re:Search®. JUDGES LAWYERS OTHERS re:Search® 16 CLIENT STORYHORRY COUNTY, SOUTH CAROLINA The laid-back beach towns and natural beauty of Horry County, South Carolina, are two reasons tourists flock to the region in the summer. But Horry County officials are anything but laid back when it comes to using innovative technology. A thought leader in IT and geographic information system (GIS) technology in the public sector, Timothy Oliver, GIS/IT director for Horry County, is finding new ways to take advantage of Esri® integration with Tyler’s EnerGov™ software. When Hurricane Matthew threatened to devastate the beaches along the Grand Strand, Oliver’s team used a drone to capture high-quality aerial views of before-and-after images of dunes. Esri’s ArcGIS software quickly integrated the GIS data to calculate the amount of sand loss and erosion caused by the hurricane, cutting filing time for recovery from weeks to days. A less dramatic but equally important way Horry County is using drone technology with Tyler’s Esri-enabled EnerGov software is to recover storm water fees for new commercial buildings. When an automatic workflow in EnerGov requests a final inspection, an alert is sent to GIS staff, who then know it’s time to fly the drones and map surface data. By identifying new properties upon final inspection, Horry County can begin billing storm water fees in the first month, instead of months or years later. This has resulted in the recovery of a significant amount of revenue for the county each year. This extension of our statewide e-filing solutions for courts is a web-based portal that allows immediate and secure access to a consolidated database of case information, providing attorneys, judges, and other constituents a simple, consistent way to view and obtain case records and documents from counties across a state. re:Search integrates with Odyssey® as well as other case management systems to access court information and provide an efficient way to share important case records and documents at any time and on any device. This solution also offers courts an increased opportunity for fee revenue while improving access and transparency and reducing the need for paper. Value Through Commitment A prime example of increasing value to clients has long been Tyler’s perpetual licensing approach, which protects and extends our clients’ investments with regular and significant, yet manageable, software enhancements without additional license fees. Building on that evergreen approach, our EverGuide® initiative — Tyler’s continuous improvement commitment to helping our clients maximize the value of their investment — adds training and consulting to help our clients get the most from their software. Value Through Community Tyler’s concern for clients goes beyond business. When hurricanes Harvey, Irma, and Maria barreled toward the Gulf and Atlantic coasts, Puerto Rico, and the U.S. Virgin Islands, Tyler’s disaster recovery team reached out to our 269 clients with contracted disaster recovery services who were in the path of the storms. Our team made sure our clients had 17 2017_Tyler_AR_r5.indd 17 3/15/18 2:47 PM response plans in place and were implementing procedures to secure and recover their critical data with minimal disruption. More than 800 Tyler clients were affected by the hurricanes, and we’ve heard many stories about Tyler software’s dependable performance during and after the storms. In one Texas region, Tyler’s Incode® public safety solutions provided critical functionality to several communities inundated by Harvey’s torrential rains that enabled neighboring jurisdictions to coordinate search and rescue efforts, saving almost 200 lives. After the storms, Tyler employees were quick to aid in relief efforts by volunteering their time and making donations to relief organizations. Through any conditions, Tyler employees go above and beyond to serve our clients. Whenever we have any kind of problem requiring Tyler support, we are treated with respect and a sense of urgency. Each member of your team has always gone above and beyond what is expected to assist us until we reach a solution. I always feel as though I am calling a friend for advice, rather than a call center. Permit Service Representative, Missouri City, Texas 18 19 A final measure of our success is the strength of the operations organization and the quality of our staff. This proved to be another year in which the dedication, professionalism, and expertise of our employees set Tyler Technologies apart from other companies in our market. Tyler strives to maintain our core values and create a nurturing environment where all Tyler employees can thrive. This commitment extends to maintaining the physical environment on our campuses as well as to a vibrant corporate culture that embraces social responsibility and advances individual empowerment. An Environment That Nurtures Tyler has made investments in our local office communities by improving and expanding our campuses and making them more environmentally friendly. At our corporate headquarters in Plano, Texas, Tyler installed solar panels backed with batteries, becoming the first company in North Texas to have a commercial solar and storage project. The solar panels will allow Tyler to reduce reliance on the electrical grid and even store sufficient energy for our headquarters to withstand a power outage of several hours. ORGANIZATIONAL STRENGTH To accommodate the projected addition of 575 new jobs in Maine within the next decade, Tyler completed a major building expansion of our Yarmouth campus that is home to our ERP & School Division. The four-story addition features new amenities that promote employee well- being and professional development as well as a large client training and development lab. Tyler also purchased a building in Latham, New York, to house a growing staff in our transportation group. These expansions demonstrate our desire to be a good corporate citizen and neighbor in the communities in which we operate, and to create an atmosphere where our employees can flourish. FORBES MOST INNOVATIVEGROWTH COMPANIES (for the 2nd time)20 2017_Tyler_AR_r5.indd 20 3/19/18 9:16 AM CLIENT STORYWASHINGTON COUNTY, PA Washington County, Pennsylvania, completed its first property reassessment in 35 years with Tyler’s CLT Appraisal Services™ and iasWorld® property appraisal and tax administration software. The assessment encompassed all classes of real property from residential, commercial, and industrial properties to public utilities and agricultural properties. The time span and shifting market conditions since the last reassessment were cause for major disparities in fair market values across the approximate 117,000 parcels in the county. The value inequities ranged from 10 to 25 percent on the counties existing tax roll, which presented a public relations challenge. Washington County and Tyler embarked on a community outreach campaign, working to be transparent with the county’s residents about how the values were calculated to avoid misunderstandings about adjustments to taxable values. Tyler provided training to county staff and members of the board of appeals so they could educate their constituents and made presentations to various civic groups and school boards so everyone felt included and informed. Helping Our People Grow Ensuring that our employees have the opportunity to grow and thrive is a major measure of success. We believe in the strength of a multigenerational, diverse, and empowered workforce. Tyler’s Leadership Development Program was established to identify and develop leadership talent and create a common developmental experience and process across Tyler. The program works to reinforce our leadership competencies in the culture and will ensure we have leaders ready to rise as opportunities emerge. Leadership candidates were hand selected and have individual leadership development plans in place. Tyler also hosted our first national Tyler Mesh conference in June 2017. The conference brought together product owners, quality assurance analysts, developers, release managers, software developers, and software operations employees from across the Tyler organization. The conference gave them the opportunity to collaborate face to face, share ideas, hear from leaders, recognize outstanding work, and build rapport. Tyler’s investment in this collaborative conference is already generating valuable returns in terms of the energy, camaraderie, and ideas generated among attendees and presenters. Another initiative to champion personal and career development for Tyler employees is the Women’s Leadership Network, launched in early 2017. The network was formed to inspire women across the Tyler organization to recognize their potential as individuals, to share common experiences, 21 2017_Tyler_AR_r5.indd 21 3/15/18 2:47 PM and to connect young talent with mentors. In addition, employees were featured in “Women in Technology,” a yearlong intranet series profiling women who have made significant contributions to Tyler’s success, as nominated and selected by Tyler employees. Tyler has been recognized across the country for providing a supportive, innovative, and healthy work environment across its many campuses. Tyler was named to “Best Places to Work” lists in Dallas, Phoenix, Detroit, Lubbock, and Maine, including ranking No. 10 on the Maine Biz 2017 “Best Places to Work in Maine” list, and No. 19 on the Dallas Morning News “Top 100 Places to Work 2017” list. While it’s gratifying to be recognized externally, Tyler is proudest of our employees’ dedication to client service, keeping relationships strong and enabling us to be bold in our collective vision of transformational government. BESTPLACESTO WORK PLANO, TX LUBBOCK, TX TROY, MI TEMPE, AZ MAINE No. 10 on the Maine Biz 2017“Best Places to Work in Maine” list TYLER TECHNOLOGIESOFFICE LOCATIONS No. 19 on the Dallas Morning News“Top 100 Places to Work 2017” 22 23 IN CONCLUSION Tyler Technologies’ success has always been rooted in the strength of our client relationships and the unmatched level of service every Tyler professional provides. After a significant growth streak in the past several years, we’ve taken full advantage of the current business climate to bring added value to our clients. We’ve also made tremendous progress on developing and implementing technologies that will continue to advance our vision of connected communities in the coming years. During this period, we’ve built on our successes while adding to our capabilities and increasing our industry-leading position in the public sector. By nurturing and developing our employees and client relationships, Tyler remains confident that our strength is steadfast into the future. The fundamentals of our strategy remain sound, and our plans to invest in the company at a high level while remaining opportunistic with respect to external investments leave Tyler in a strong position as we enter 2018. By being a true partner to our clients, Tyler will continue to thrive, our clients will thrive, and our communities will thrive — building a brighter future for our nation and the world. 24 2017 FINANCIAL INFORMATION 2017 2016 2015 2014 2013 Reconciliation of non-GAAP total revenues GAAP total revenues $ 840,662 $ 756,043 $ 591,022 $ 493,101 $ 416,643 Non-GAAP adjustments: Add: Write-downs of acquisition-related deferred revenue 663 15,063 3,186 — — Add: Amortization of acquired leases 444 444 37 — — Non-GAAP total revenues $ 841,769 $ 771,550 $ 594,245 $ 493,101 $ 416,643 Reconciliation of non-GAAP gross profit and margin GAAP gross profit $ 399,140 $ 355,351 $ 277,187 $ 233,371 $ 193,203 Non-GAAP adjustments: Add: Write-downs of acquisition-related deferred revenue 663 15,063 3,186 — — Add: Amortization of acquired leases 444 444 37 — — Add: Share-based compensation expense included in cost of revenues 9,415 6,548 3,380 2,177 1,509 Add: Amortization of acquired software 21,686 22,235 4,440 1,858 2,078 Non-GAAP gross profit $ 431,348 $ 399,641 $ 288,230 $ 237,406 $ 196,790 GAAP gross margin 47.5% 47.0% 46.9% 47.3% 46.4% Non-GAAP gross margin 51.2% 51.8% 48.5% 48.1% 47.2% Reconciliation of non-GAAP operating income and margin GAAP operating income $ 160,930 $ 131,305 $ 108,043 $ 94,822 $ 67,128 Non-GAAP adjustments: Add: Write-downs of acquisition-related deferred revenue 663 15,063 3,186 — — Add: Amortization of acquired leases 444 444 37 — — Add: Share-based compensation expense 37,348 29,747 20,182 14,819 11,653 Add: Employer portion of payroll tax related to employee stock transactions 1,102 1,001 1,506 514 982 Add: Acquisition-related costs — — 5,875 — — Add: Amortization of acquired software 21,686 22,235 4,440 1,858 2,078 Add: Amortization of customer and trade name intangibles 13,912 13,731 5,905 4,546 4,517 Non-GAAP adjustments subtotal $ 75,155 $ 82,221 $ 41,131 $ 21,737 $ 19,230 Non-GAAP operating income $ 236,085 $ 213,526 $ 149,174 $ 116,559 $ 86,358 GAAP operating margin 19.1% 17.4% 18.3% 19.2% 16.1% Non-GAAP operating margin 28.0% 27.7% 25.1% 23.6% 20.7% Reconciliation of non-GAAP net income and earnings per share GAAP net income $ 163,945 $ 109,857 $ 64,869 $ 58,940 $ 39,101 Non-GAAP adjustments: Add: Total non-GAAP adjustments to operating income 75,155 82,221 41,131 21,737 19,230 Less: Tax impact related to non-GAAP adjustments (85,192) (56,230) (13,318) (6,658) (6,014) Non-GAAP net income $ 153,908 $ 135,848 $ 92,682 $ 74,019 $ 52,317 GAAP earnings per diluted share $ 4.18 $ 2.82 $ 1.77 $ 1.66 $ 1.13 Non-GAAP earnings per diluted share $ 3.92 $ 3.49 $ 2.54 $ 2.09 $ 1.51 Detail of share-based compensation expense Cost of software services, maintenance and subscriptions $ 9,415 $ 6,548 $ 3,380 $ 2,177 $ 1,509 Selling, general and administrative expenses 27,933 23,199 16,802 12,642 10,144 Total share-based compensation expense $ 37,348 $ 29,747 $ 20,182 $ 14,819 $ 11,653 Reconciliation of GAAP to NON-GAAP Financial Measures (Unaudited) Tyler TechnologiesAnnual Report 201726 Tyler_2017Financials_02-18_Final.indd 26 3/15/18 2:59 PM Our common stock is traded on the New York Stock Exchange under the symbol “TYL.” At December 31, 2017, we had approximately 1,367 stockholders of record. Most of our stockholders hold their shares in street name; therefore, there are substantially more than 1,367 beneficial owners of our common stock. The following table shows, for the calendar periods indicated, the high and low sales price per share of our common stock as reported on the New York Stock Exchange. High Low 2016 First Quarter $ 172.50 $ 118.16 Second Quarter 168.19 126.70 Third Quarter 175.77 159.24 Fourth Quarter 172.24 139.61 2017 First Quarter $ 166.86 $ 142.75 Second Quarter 178.09 152.00 Third Quarter 182.49 165.14 Fourth Quarter 188.22 168.12 We did not pay any cash dividends in 2017 or 2016. Our bank credit agreement contains restrictions on the payment of cash dividends. We intend to retain earnings for use in the operation and expansion of our business and do not anticipate paying a cash dividend in the foreseeable future. Tyler Technologies Annual Report 2017 27 Stock Market Data Tyler_2017Financials_02-18_Final.indd 27 3/15/18 2:59 PM Tyler TechnologiesAnnual Report 201728 Selected Financial Data For the Years Ended December 31, 2017 (a) 2016 (b) 2015 (c) 2014 2013 (In thousands, except per share data) STATEMENT OF OPERATIONS DATA: Revenues $ 840,662 $ 756,043 $ 591,022 $ 493,101 $ 416,643 Cost and expenses: Cost of revenues 441,522 400,692 313,835 259,730 223,440 Selling, general and administrative expenses 176,974 167,161 133,317 108,260 98,289 Research and development expense 47,324 43,154 29,922 25,743 23,269 Amortization of customer and trade name intangibles 13,912 13,731 5,905 4,546 4,517 Operating income 160,930 131,305 108,043 94,822 67,128 Other income (expense), net 698 (1,998) 381 (355) (1,309) Income before income taxes 161,628 129,307 108,424 94,467 65,819 Income tax (benefit) provision (a) (2,317) 19,450 43,555 35,527 26,718 Net income 163,945 109,857 64,869 58,940 39,101 Net earnings per diluted share $ 4.18 $ 2.82 $ 1.77 $ 1.66 $ 1.13 Weighted average diluted shares (b) 39,246 38,961 36,552 35,401 34,590 STATEMENT OF CASH FLOWS DATA: Cash flows provided by operating activities (b) $ 195,755 $ 191,859 $ 134,327 $ 142,839 $ 94,297 Cash flows used by investing activities (85,395) (50,720) (398,459) (11,555) (25,658) Cash flows provided (used) by financing activities (b) 39,415 (138,075) 91,052 (3,993) 3,831 BALANCE SHEET DATA: Total assets $ 1,589,592 $ 1,357,945 $ 1,356,570 $ 569,812 $ 444,488 Revolving line of credit — 10,000 66,000 — — Shareholders’ equity 1,167,094 915,525 858,857 336,973 246,319 (a) 2017 includes the significant impact of the enactment of the Tax Cuts and Jobs Act (“Tax Act”). The most significant impact of the Tax Act to us is the reduction in the U.S. federal corporate income tax rate from 35% to 21%. The impact of the rate reduction on our 2017 income tax provision is a $21.6 million tax benefit due to the remeasurement of deferred tax assets and liabilities. Refer to Note – 7 “Income Tax” for further discussion on the impact of the Tax Act. (b) During 2016, we early adopted Accounting Standards Update (“ASU”) No. 2016-09 “Improvements to Employee Share-Based Payment Accounting” requiring the recognition of excess tax benefits or tax deficiencies as a component of income tax expense; these benefits or deficiencies were historically recognized in equity. As the standard requires a prospective method of adoption, our net income in 2016 includes a $29.6 million income tax benefit due to the adoption that did not occur in the comparable prior periods presented above. In 2016, ASU No. 2016-09 updated the method of calculating diluted shares resulting in the inclusion of 519,000 additional shares in our diluted earnings per share calculation, which is not comparable to the other prior periods presented. The adoption of ASU No. 2016-09 also required excess tax benefits, previously presented as financing activities, to be classified as operating activities. As retrospective adoption for this component of the standard is allowable, we have adjusted all periods presented above to reflect this change in classification. (c) On November 16, 2015, we completed the acquisition of New World Systems Corporation (“NWS”). Operating results for the twelve months ended December 31, 2015, include $5.9 million for non-recurring financial advisory, legal, accounting, due diligence, valuation and other expenses necessary to complete the NWS acquisition. Tyler_2017Financials_02-18_Final.indd 28 3/15/18 3:00 PM Tyler Technologies Annual Report 2017 29 Forward-Looking Statements In addition to historical information, this Annual Report contains forward-looking statements. The forward-looking statements are made in reliance upon safe harbor provisions of the Private Securities Litigation Reform Act of 1995. The forward-looking statements are subject to certain risks and uncertainties that could cause actual results to differ materially from those reflected in the forward-looking statements. Readers are cautioned not to place undue reliance on these forward-looking statements, which reflect management’s opinion only as of the date hereof. We undertake no obligation to revise or publicly release the results of any revisions to these forward-looking statements. Readers should carefully review the risk factors described in documents we file from time to time with the Securities and Exchange Commission. When used in this Annual Report, the words “believes,” “expects,” “anticipates,” “foresees,” “forecasts,” “estimates,” “plans,” “intends,” “continues,” “may,” “will,” “should,” “projects,” “might,” “could” or other similar words or phrases are intended to identify forward-looking statements. Similarly, statements that describe our business strategy, outlook, objectives, plans, intentions or goals also are forward-looking statements. Overview General We provide integrated information management solutions and services for the public sector, with a focus on local governments. We develop and market a broad line of software products and services to address the IT needs of cities, counties, schools and other local government entities. In addition, we provide professional IT services to our clients, including software and hardware installation, data conversion, training and for certain clients, product modifications, along with continuing maintenance and support for clients using our systems. We also provide subscription-based services such as software as a service (“SaaS”), which utilizes the Tyler private cloud, and electronic document filing solutions (“e-filing”), which simplify the filing and management of court related documents. Revenues for e-filing are derived from transaction fees and, in some cases, fixed fee arrangements. We also provide property appraisal outsourcing services for taxing jurisdictions. Our products generally automate six major functional areas: (1) financial management and education, (2) courts and justice, (3) public safety (4) property appraisal and tax, (5) planning, regulatory and maintenance, and (6) land and vital records management. We report our results in two segments. The Enterprise Software (“ES”) segment provides municipal and county governments and schools with software systems and services to meet their information technology and automation needs for mission-critical “back-office” functions such as: financial management; courts and justice processes; public safety; planning, regulatory and maintenance; and land and vital records management. The Appraisal and Tax (“A&T”) segment provides systems and software that automate the appraisal and assessment of real and personal property as well as property appraisal outsourcing services for local governments and taxing authorities. Property appraisal outsourcing services include: the physical inspection of commercial and residential properties; data collection and processing; computer analysis for property valuation; preparation of tax rolls; community education; and arbitration between taxpayers and the assessing jurisdiction. Total revenues increased 11% in 2017 compared to 2016. Management’s Discussion and Analysis of Financial Condition and Results of Operations Tyler_2017Financials_02-18_Final.indd 29 3/15/18 3:00 PM Tyler Technologies Annual Report 2017Tyler TechnologiesAnnual Report 2017 3130 Management’s Discussion and Analysis of Financial Condition and Results of Operations Recent Acquisitions On November 29, 2017, we acquired audio and digital two-way radio communications technology and related assets from Radio 10-33, LLC an audio and digital two-way radio communications company. The total purchase price was $1.4 million. On August 2, 2017, we acquired substantially all of the assets and assumed certain liabilities of Digital Health Department, Inc. (“DHD”), a company that provides environmental health software, offering a software-as-a-service (SaaS) solution for public health compliance and inspections processes. The total purchase price, net of debt assumed, was $3.9 million. On May 30, 2017, we acquired all of the capital stock of Modria.com, Inc., a company that specializes in online dispute resolution for government and commercial entities. The total purchase price, net of debt assumed, was $7.0 million. The operating results of these acquisitions are included in our results of operations of the Enterprise Software segment from the date of the acquisition. The impact of these acquisitions, individually and in the aggregate, on our operating results is not material. On December 22, 2017, the Tax Act was enacted. The Tax Act amends the Internal Revenue Code to reduce tax rates and modify policies, credits and deductions for individuals and businesses. For businesses, the Tax Act reduces the U.S. corporate federal tax rate from 35% to 21% and transitions from a worldwide tax system to a territorial tax system. The impact of the rate reduction on our 2017 income tax provision is a $21.6 million tax benefit due to the remeasurement of deferred tax assets and liabilities. Refer to Note 7 “Income Tax” for further discussion on the impact of the Tax Act. We monitor and analyze several key performance indicators in order to manage our business and evaluate our financial and operating performance. These indicators include the following: • Revenues – We derive our revenues from five primary sources: sale of software licenses and royalties; subscription-based arrangements; software services; maintenance; and appraisal services. Subscriptions and maintenance are considered recurring revenue sources and comprised approximately 64% of our revenue in 2017. The number of new SaaS clients and the number of existing clients who convert from our traditional software arrangements to our SaaS model are a significant driver to our business, together with new software license sales and maintenance rate increases. In addition, we also monitor our customer base and churn as we historically have experienced very low customer turnover. During 2017, based on our number of customers, turnover was approximately 2%. • Cost of Revenues and Gross Margins – Our primary cost component is personnel expenses in connection with providing software implementation, subscription-based services, maintenance and support, and appraisal services to our clients. We can improve gross margins by controlling headcount and related costs and by expanding our revenue base, especially from those products and services that produce incremental revenue with minimal incremental cost, such as software licenses and royalties, subscription-based services, and maintenance and support. Our appraisal projects are cyclical in nature, and we often employ appraisal personnel on a short-term basis to coincide with the life of a project. As of December 31, 2017, our total employee count increased to 4,069 from 3,831 at December 31, 2016. • Selling, General and Administrative (“SG&A”) Expenses – The primary components of SG&A expenses are administrative and sales personnel salaries and commissions, share-based compensation expense, marketing expense, rent and professional fees. Sales commissions typically fluctuate with revenues and share-based compensation expense generally increases as the market price of our stock increases. Other administrative expenses tend to grow at a slower rate than revenues. Tyler_2017Financials_02-18_Final.indd 30 3/15/18 3:00 PM Tyler Technologies Annual Report 2017Tyler TechnologiesAnnual Report 2017 3130 Management’s Discussion and Analysis of Financial Condition and Results of Operations • Liquidity and Cash Flows – The primary driver of our cash flows is net income. Uses of cash include acquisitions, capital investments in property and equipment and discretionary purchases of treasury stock. Our working capital needs are fairly stable throughout the year with the significant components of cash outflows being payment of personnel expenses offset by cash inflows representing collection of accounts receivable and cash receipts from clients in advance of revenue being earned. In recent years, we have also received significant amounts of cash from employees exercising stock options and contributing to our Employee Stock Purchase Plan. • Balance Sheet – Cash, accounts receivable and days sales outstanding and deferred revenue balances are important indicators of our business. Recent Accounting Guidance not yet Adopted Revenue from Contracts with Customers. On May 28, 2014, the Financial Accounting Standards Board (“FASB”) issued ASU No. 2014-09, “Revenue from Contracts with Customers.” This ASU is the result of a convergence project between the FASB and the International Accounting Standards Board. The core principle behind ASU No. 2014-09 is that an entity should recognize revenue to depict the transfer of promised goods and services to customers in an amount that reflects the consideration to which the entity expects to be entitled in exchange for delivering those goods and services. This model involves a five-step process that includes identifying the contract with the customer, identifying the performance obligations in the contract, determining the transaction price, allocating the transaction price to the performance obligations in the contract and recognizing revenue when (or as) the entity satisfies the performance obligations. The ASU allows two methods of adoption: a full retrospective approach where three years of financial information are presented in accordance with the new standard, and a modified retrospective approach where the ASU is applied to the most current period presented in the financial statements. We have adopted the new standard effective January 1, 2018 using the full retrospective method which will require each prior reporting period presented to be recast in future issuance of our financial statements. In preparation for adoption of the standard, we have implemented internal controls and key system functionality to enable the preparation of financial information and have reached conclusions on key accounting assessments related to the standard. During the fourth quarter of fiscal 2017, we have substantially completed data conversion activities required to recast our prior period results. We continue to perform an in-depth review of our preliminary results; therefore, we are in the process of completing our analysis necessary to recast prior period results. We do not believe there are any remaining significant implementation topics associated with the adoption of this ASU that have not yet been addressed. This standard will have a material impact on our consolidated balance sheets and statement of shareholders’ equity. The impact of the standard on consolidated revenue and costs of revenue will be dependent upon the mix of revenue streams due to our accounting for software license fees, allocation of discounts across all performance obligations and to the incremental costs of obtaining a contract. Specifically, under the new standard software license fees under perpetual agreements will no longer be subject to 100% discount allocations from other elements in the contract. Discounts in arrangements will be allocated across all deliverables increasing license revenues and decreasing revenues allocated to other performance obligations. In addition, in most cases, net license fees (total license fees less any allocated discounts) will be recognized at the point in time that control of the software license transfers to the customer versus our current policy of recognizing revenue only to the extent billable per the contractual terms. Time-based license fees currently recognized over the license term will no longer be recognized over the period of the license and will instead be recognized at the point in time that control of the software license transfers to the customer. Revenue related to our software as a service (“SaaS”) offerings, post-contract customer support (“PCS”) renewals and professional services remain substantially unchanged. Due to the complexity of certain contracts, the actual revenue recognition treatment required under the standard will be dependent on contract-specific terms and may vary in some instances from recognition at the time of billing. Tyler_2017Financials_02-18_Final.indd 31 3/15/18 3:00 PM Tyler Technologies Annual Report 2017Tyler TechnologiesAnnual Report 2017 3332 Management’s Discussion and Analysis of Financial Condition and Results of Operations Application of the new standard requires that incremental costs directly related to obtaining a contract (typically sales commissions plus any associated fringe benefits) must be recognized as an asset and expensed on a systematic basis that is consistent with the transfer to the customer of the goods and services to which the asset relates, unless that life is less than one year. Currently, we defer sales commissions and recognize expense over the relevant initial contractual term. With the adoption of the new standard, amortization periods will extend past the initial term. Leases. On February 25, 2016, the FASB issued its new lease accounting guidance in ASU No. 2016-02, “Leases (Topic 842).” Under the new guidance, lessees will be required to recognize the following for all leases (with the exception of short-term leases) at the commencement date: • A lease liability, which is a lessee‘s obligation to make lease payments arising from a lease, measured on a discounted basis; and • A right-of-use asset, which is an asset that represents the lessee’s right to use, or control the use of, a specified asset for the lease term. Lessees (for capital and operating leases) and lessors (for sales-type, direct financing, and operating leases) must apply a modified retrospective transition approach for leases existing at, or entered into after, the beginning of the earliest comparative period presented in the financial statements. The modified retrospective approach would not require any transition accounting for leases that expired before the earliest comparative period presented. Lessees and lessors may not apply a full retrospective transition approach. The ASU is effective for fiscal years beginning after December 15, 2018, including interim periods therein. Early application is permitted for all business entities upon issuance. We are assessing the financial impact of adopting the new standard; however, we are currently unable to provide a reasonable estimate regarding the financial impact. We will adopt the new standard in fiscal year 2019. Outlook The local government software market continues to be active, and our backlog at December 31, 2017 reached $1.1 billion, a 18% increase from last year. We expect to continue to achieve solid growth in revenue and earnings. With our strong financial position and cash flow, we plan to continue to make significant investments in product development to better position us to continue to expand our competitive position in the public sector software market over the long term. Critical Accounting Policies and Estimates Our discussion and analysis of financial condition and results of operations is based upon our financial statements, which have been prepared in accordance with accounting principles generally accepted in the United States (“GAAP”). The preparation of these financial statements requires us to make estimates and judgments that affect the reported amounts of assets and liabilities at the date of the financial statements, the reported amounts of revenues, cost of revenues and expenses during the reporting period, and related disclosure of contingencies. The Notes to the Financial Statements included as part of this Annual Report describe our significant accounting policies used in the preparation of the financial statements. Significant items subject to such estimates and assumptions include the application of the percentage-of- completion and proportional performance methods of revenue recognition, the carrying amount and estimated useful lives of intangible assets, determination of share-based compensation expense and valuation allowance for receivables. We base our estimates on historical experience and on various other assumptions that we believe to be reasonable under the circumstances, the results of which form the basis for making judgments about the carrying values of assets and liabilities that are not readily apparent from other sources. Actual results may differ from these estimates under different assumptions or conditions. We believe the following critical accounting policies require significant judgments and estimates used in the preparation of our financial statements. Tyler_2017Financials_02-18_Final.indd 32 3/15/18 3:00 PM Tyler Technologies Annual Report 2017Tyler TechnologiesAnnual Report 2017 3332 Management’s Discussion and Analysis of Financial Condition and Results of Operations Revenue Recognition. We recognize revenues in accordance with the provisions of Accounting Standards Codification (“ASC”) 605, Revenue Recognition and ASC 985-605, Software Revenue Recognition. Our revenues are derived from sales of software licenses and royalties, subscription-based services, appraisal services, maintenance and support, and services that typically range from installation, training and basic consulting to software modification and customization to meet specific customer needs. For multiple element software arrangements, which do not entail the performance of services that are considered essential to the functionality of the software, we generally record revenue when the delivered products or performed services result in a legally enforceable and non-refundable claim. We maintain allowances for doubtful accounts and sales adjustments, which are provided at the time the revenue is recognized. Because most of our customers are governmental entities, we rarely incur a loss resulting from the inability of a customer to make required payments. In a limited number of cases, we encounter a customer who is dissatisfied with some aspect of the software product or our service, and we may offer a “concession” to such customer. In those limited situations where we grant a concession, we rarely reduce the contract arrangement fee, but alternatively may perform additional services, such as additional training or creating additional custom reports. These amounts have historically been nominal. In connection with our customer contracts and the adequacy of related allowances and measures of progress towards contract completion, our project managers are charged with the responsibility to continually review the status of each customer on a specific contract basis. Also, we review, on at least a quarterly basis, significant past due accounts receivable and the adequacy of related reserves. Events or changes in circumstances that indicate that the carrying amount for the allowances for doubtful accounts and sales adjustments may require revision, include, but are not limited to, deterioration of a customer’s financial condition, failure to manage our customer’s expectations regarding the scope of the services to be delivered, and defects or errors in new versions or enhancements of our software products. We use contract accounting, primarily the percentage-of-completion method, as discussed in ASC 605-35, Construction – Type and Certain Production – Type Contracts, for those software arrangements that involve significant production, modification or customization of the software, or where our software services are otherwise considered essential to the functionality of the software. We measure progress-to- completion primarily using labor hours incurred, or value added. In addition, we recognize revenue using the proportional performance method for our property appraisal projects, some of which can range up to five years. These methods rely on estimates of total expected contract revenue, billings and collections and expected contract costs, as well as measures of progress toward completion. We believe reasonably dependable estimates of revenue and costs and progress applicable to various stages of a contract can be made. At times, we perform additional and/or non-contractual services for little to no incremental fee to satisfy customer expectations. If changes occur in delivery, productivity or other factors used in developing our estimates of expected costs or revenues, we revise our cost and revenue estimates, and any revisions are charged to income in the period in which the facts that give rise to that revision first become known. In connection with these and certain other contracts, we may perform the work prior to when the services are billable and/or payable pursuant to the contract. The termination clauses in most of our contracts provide for the payment for the value of products delivered and services performed in the event of an early termination. For SaaS arrangements, we evaluate whether the customer has the contractual right to take possession of our software at any time during the hosting period without significant penalty and whether the customer can feasibly maintain the software on the customer’s hardware or enter into another arrangement with a third-party to host the software. If we determine that the customer has the contractual right to take possession of our software at any time during the hosting period without significant penalty and can feasibly maintain the software on the customer’s hardware or enter into another arrangement with a third-party to host the software, we recognize the license, professional services and hosting services revenues pursuant to ASC 985-605, Software Revenue Recognition. For SaaS arrangements that do not meet the criteria for recognition under ASC 985-605, we account for the elements under ASC 605-25, Multiple Element Arrangements using all applicable facts and circumstances, including whether (i) the element has stand-alone value, (ii) there is a general right of return and (iii) the revenue is contingent on delivery of other elements. We allocate the contract value to each element of the arrangement that qualifies for treatment as a separate element based on vendor-specific objective evidence of fair value (“VSOE”), and if VSOE is not available, third-party evidence, and if third-party evidence is unavailable, estimated selling price. For professional services associated with SaaS Tyler_2017Financials_02-18_Final.indd 33 3/15/18 3:01 PM Tyler Technologies Annual Report 2017Tyler TechnologiesAnnual Report 2017 3534 Management’s Discussion and Analysis of Financial Condition and Results of Operations arrangements that we determine do not have stand-alone value to the customer or are contingent on delivery of other elements, we recognize the services revenue ratably over the remaining contractual period once hosting has gone live and we may begin billing for the hosting services. We record amounts that have been invoiced in accounts receivable and in deferred revenue or revenues, depending on whether the revenue recognition criteria have been met. In connection with certain of our contracts, we have recorded retentions receivable or unbilled receivables consisting of costs and estimated profit in excess of billings as of the balance sheet date. Many of the contracts which give rise to unbilled receivables at a given balance sheet date are subject to billings in the subsequent accounting period. We review unbilled receivables and related contract provisions to ensure we are justified in recognizing revenue prior to billing the customer and that we have objective evidence which allows us to recognize such revenue. In addition, we have a sizable amount of deferred revenue, which represents billings in excess of revenue earned. The majority of this liability consists of maintenance billings for which payments are made in advance and the revenue is ratably earned over the maintenance period, generally one year. We also have deferred revenue for those contracts in which we receive a deposit and the conditions in which to record revenue for the service or product have not been met. On a periodic basis, we review by customer the detail components of our deferred revenue to ensure our accounting remains appropriate. Intangible Assets and Goodwill. Our business acquisitions typically result in the creation of goodwill and other intangible asset balances, and these balances affect the amount and timing of future period amortization expense, as well as expense we could possibly incur as a result of an impairment charge. The cost of acquired companies is allocated to identifiable tangible and intangible assets based on estimated fair value, with the excess allocated to goodwill. Accordingly, we have a significant balance of acquisition date intangible assets, including software, customer related intangibles, trade name, leases and goodwill. These intangible assets (other than goodwill) are amortized over their estimated useful lives. We currently have no intangible assets with indefinite lives other than goodwill. When testing goodwill for impairment quantitatively, we first compare the fair value of each reporting unit with its carrying amount. If the carrying amount of a reporting unit exceeds its fair value, a second step is performed to measure the amount of potential impairment. In the second step, we compare the implied fair value of reporting unit goodwill with the carrying amount of the reporting unit’s goodwill. If the carrying amount of reporting unit goodwill exceeds the implied fair value of that goodwill, an impairment loss is recognized. The fair values calculated in our impairment tests are determined using discounted cash flow models involving several assumptions. The assumptions that are used are based upon what we believe a hypothetical marketplace participant would use in estimating fair value. We base our fair value estimates on assumptions we believe to be reasonable but that are unpredictable and inherently uncertain. We evaluate the reasonableness of the fair value calculations of our reporting units by comparing the total of the fair value of all of our reporting units to our total market capitalization. Our annual goodwill impairment analysis, which we performed quantitatively during the second quarter of 2017, did not result in an impairment charge. During 2017, we did not identify any triggering events that would require an update to our annual impairment review. All intangible assets (other than goodwill) are reviewed for impairment whenever events or changes in circumstances indicate that the carrying amount of an asset may not be recoverable. Recoverability of other intangible assets is measured by comparison of the carrying amount to estimated undiscounted future cash flows. The assessment of recoverability or of the estimated useful life for amortization purposes will be affected if the timing or the amount of estimated future operating cash flows is not achieved. Such indicators may include, among others: a significant decline in expected future cash flows; a sustained, significant decline in stock price and market capitalization; a significant adverse change in legal factors or in the business climate; unanticipated competition; and reductions in growth rates. In addition, products, capabilities, or technologies developed by others may render our software products obsolete or non-competitive. Any adverse change in these factors could have a significant impact on the recoverability of goodwill or other intangible assets. Tyler_2017Financials_02-18_Final.indd 34 3/15/18 3:01 PM Tyler Technologies Annual Report 2017Tyler TechnologiesAnnual Report 2017 3534 Management’s Discussion and Analysis of Financial Condition and Results of Operations Share-Based Compensation. We have a stock option plan that provides for the grant of stock options to key employees, directors and non-employee consultants. We estimate the fair value of share-based awards on the date of grant using the Black-Scholes option valuation model. Share-based compensation expense includes the estimated effects of forfeitures, which will be adjusted over the requisite service period to the extent actual forfeitures differ, or are expected to differ from such estimates. Changes in estimated forfeitures are recognized in the period of change and will also impact the amount of expense to be recognized in future periods. Forfeiture rate assumptions are derived from historical data. We estimate stock price volatility at the date of grant based on the historical volatility of our common stock. Estimated option life is determined using the weighted-average period the stock options are expected to be outstanding based primarily on the options’ vesting terms, remaining contractual life and the employees’ expected exercise based on historical patterns. Determining the appropriate fair-value model and calculating the fair value of share-based awards at the grant date requires considerable judgment, including estimating stock price volatility, expected option life and forfeiture rates. Analysis of Results of Operations and Other The following discussion compares the historical results of operations on a basis consistent with GAAP for the years ended December 31, 2017, 2016 and 2015. Percentage of Total Revenues Years Ended December 31, 2017 2016 2015 Revenues: Software licenses and royalties 9.0% 9.8% 10.0% Subscriptions 20.6 18.9 18.9 Software services 22.3 23.1 23.7 Maintenance 43.0 42.7 41.6 Appraisal services 3.0 3.5 4.2 Hardware and other 2.1 2.0 1.6 Total revenues 100.0 100.0 100.0 Operating Expenses: Cost of software licenses, royalties and acquired software 3.0 3.3 1.0 Cost of software services, maintenance and subscriptions 46.1 46.2 48.2 Cost of appraisal services 1.9 2.2 2.7 Cost of hardware and other 1.5 1.3 1.1 Selling, general and administrative expenses 21.1 22.1 22.6 Research and development expense 5.6 5.7 5.1 Amortization of customer and trade name intangibles 1.7 1.8 1.0 Operating income 19.1 17.4 18.3 Other income (expense), net 0.1 (0.3) 0.1 Income before income taxes 19.2 17.1 18.4 Income tax (benefit) provision (0.3) 2.6 7.4 Net income 19.5% 14.5% 11.0% Tyler_2017Financials_02-18_Final.indd 35 3/15/18 3:01 PM Tyler Technologies Annual Report 2017Tyler TechnologiesAnnual Report 2017 3736 Management’s Discussion and Analysis of Financial Condition and Results of Operations 2017 Compared to 2016 Revenues Software licenses and royalties. The following table sets forth a comparison of our software licenses and royalties revenue for the years ended December 31: Change ($ in thousands) 2017 2016 $ % ES $ 67,840 $ 68,844 $ (1,004) (1)% A&T 7,854 5,462 2,392 44 Total software licenses and royalties revenue $ 75,694 $ 74,306 $ 1,388 2% Software license and royalties revenue was flat compared to the prior year. Software license revenue declined as a percentage of the revenue mix due to an increase in the percentage of new software clients choosing our subscription-based option, rather than purchasing the software under a traditional perpetual license arrangement. Although the mix of new contracts between subscription-based and perpetual license arrangements may vary from quarter to quarter and year to year, we expect our longer-term software license growth rate to be negatively impacted by a growing number of customers choosing our subscription-based options, rather than purchasing the software under a traditional perpetual software license arrangement. Subscription-based arrangements result in lower software license revenue in the initial year as compared to perpetual software license arrangements but generate higher overall revenue over the term of the contract. Our new client mix in 2017 was approximately 53% selecting perpetual software license arrangements and approximately 47% selecting subscription-based arrangements compared to a client mix in 2016 of approximately 68% selecting perpetual software license arrangements and approximately 32% selecting subscription- based arrangements. Subscriptions. The following table sets forth a comparison of our subscriptions revenue for the years ended December 31: Change ($ in thousands) 2017 2016 $ % ES $ 165,651 $ 135,516 $ 30,135 22% A&T 7,859 7,188 671 9 Total subscriptions revenue $ 173,510 $ 142,704 $ 30,806 22% Subscription-based revenue primarily consists of revenue derived from our SaaS arrangements, which utilize the Tyler private cloud. As part of our subscription-based services, we also provide electronic document filing solutions (“e-filing”) that simplify the filing and management of court related documents for courts and law offices. E-filing revenue is derived from transaction fees and fixed fee arrangements. Subscription-based revenue increased 22% compared to 2016. New SaaS clients as well as existing clients who converted to our SaaS model provided the majority of the subscriptions revenue increase. In 2017, we added 374 new SaaS clients and 88 existing clients elected to convert to our SaaS model. The average contract sizes in 2017 were 64% and 44% higher than 2016 for new clients and clients converting to our SaaS model, respectively. Also, e-filing services contributed approximately $8.5 million of the subscriptions revenue increase in 2017. The increase in e-filing revenue is attributed to new e-filing clients, as well as increased volumes as the result of several existing clients mandating e-filing. Tyler_2017Financials_02-18_Final.indd 36 3/15/18 3:01 PM Tyler Technologies Annual Report 2017Tyler TechnologiesAnnual Report 2017 3736 Management’s Discussion and Analysis of Financial Condition and Results of Operations Software services. The following table sets forth a comparison of our software services revenue for the years ended December 31: Change ($ in thousands) 2017 2016 $ % ES $ 167,934 $ 158,478 $ 9,456 6% A&T 19,215 16,326 2,889 18 Total software services revenue $ 187,149 $ 174,804 $ 12,345 7% Software services revenue primarily consists of professional services billed in connection with implementing our software, converting client data, training client personnel, custom development activities and consulting. New clients who purchase our proprietary software licenses generally also contract with us to provide for the related software services. Existing clients also periodically purchase additional training, consulting and minor programming services. Software services revenue grew 7% compared to the prior year period. This growth is partly due to additions to our implementation and support staff, which increased our capacity to deliver backlog and partially due to completing recognition of a majority of the acquisition-related deferred service revenue that was fair valued at rates below Tyler’s average service rate in prior periods. Maintenance. The following table sets forth a comparison of our maintenance revenue for the years ended December 31: Change ($ in thousands) 2017 2016 $ % ES $ 339,951 $ 304,380 $ 35,571 12% A&T 21,618 18,589 3,029 16 Total maintenance revenue $ 361,569 $ 322,969 $ 38,600 12% We provide maintenance and support services for our software products and certain third-party software. Maintenance revenue grew 12% compared to the prior year. Maintenance and support revenue increased mainly due to growth in our installed customer base from new software license sales as well as annual maintenance rate increases. In addition, the increase is partially due to completing recognition of a majority of the acquisition-related deferred maintenance revenue that was fair valued at rates below Tyler’s average maintenance rate in prior periods. Tyler_2017Financials_02-18_Final.indd 37 3/15/18 3:01 PM Tyler Technologies Annual Report 2017Tyler TechnologiesAnnual Report 2017 3938 Management’s Discussion and Analysis of Financial Condition and Results of Operations Appraisal services. The following table sets forth a comparison of our appraisal services revenue for the years ended December 31: Change ($ in thousands) 2017 2016 $ % ES $ — $ — $ — —% A&T 25,023 26,287 (1,264) (5) Total appraisal services revenue $ 25,023 $ 26,287 $ (1,264) (5)% In 2017, appraisal services revenue decreased 5% compared to the prior year primarily due to the successful completion of several large revaluation projects in mid-2017. The appraisal services business is somewhat cyclical and driven in part by statutory revaluation cycles in various states. Cost of Revenues and Gross Margins The following table sets forth a comparison of the key components of our cost of revenues for the years ended December 31: Change ($ in thousands) 2017 2016 $ % Software licenses and royalties $ 3,321 $ 2,964 $ 357 12% Acquired software 21,686 22,235 (549) (2) Software services, maintenance and subscriptions 387,634 348,939 38,695 11 Appraisal services 16,286 16,411 (125) (1) Hardware and other 12,595 10,143 2,452 24 Total cost of revenues $ 441,522 $ 400,692 $ 40,830 10% The following table sets forth a comparison of gross margin percentage by revenue type for the years ended December 31: Gross margin percentage 2017 2016 Change Software licenses, royalties and acquired software 67.0% 66.1% 0.9% Software services, maintenance and subscriptions 46.3 45.5 0.8 Appraisal services 34.9 37.6 (2.7) Hardware and other 28.9 32.3 (3.4) Overall gross margin 47.5% 47.0% 0.5% Software licenses, royalties and acquired software. Cost of software licenses, royalties and acquired software is primarily comprised of amortization expense for acquired software and third-party software costs. We do not have any direct costs associated with royalties. The gross margin increase of 0.9% is due to higher incremental margins on software license revenues, in part due to slightly lower amortization expense for acquired software resulting from acquisitions. Software services, maintenance and subscriptions. Cost of software services, maintenance and subscriptions primarily consists of personnel costs related to installation of our software, conversion of client data, training client personnel and support activities and various other services such as custom client development and on-going operation of SaaS and e-filing arrangements. In 2017, the software services, maintenance and subscriptions gross margin increased 0.8% compared to the prior year. Our implementation and support staff has grown by 220 employees since December 31, 2016. Many of these additions occurred in early to mid-2017 and are contributing to revenue Tyler_2017Financials_02-18_Final.indd 38 3/15/18 3:02 PM Tyler Technologies Annual Report 2017Tyler TechnologiesAnnual Report 2017 3938 Management’s Discussion and Analysis of Financial Condition and Results of Operations in 2017. Costs related to maintenance and various other services such as SaaS and e-filing typically grow at a slower rate than related revenue due to leverage in the utilization of support and maintenance staff and economies of scale. Reduced recognition of acquisition- related deferred revenue associated with software services and maintenance obligations completed in prior periods also resulted in higher gross margins. Appraisal services. Appraisal services revenue comprised approximately 3.0% of total revenue. The appraisal services gross margin decreased 2.7% compared to 2016 due to the reduction in higher margin projects substantially complete by early 2017 and lower volume of revenues in the current period to cover relatively fixed costs. Our 2017 blended gross margin increased 0.5% compared to 2016. Our overall gross margin was positively impacted by a product mix that included more higher-margin recurring revenues from subscriptions and maintenance and improved margin on revenues from software licenses offset by the lower-margin revenues from appraisal services as described above. Selling, General and Administrative Expenses Selling, general and administrative (“SG&A”) expenses consist primarily of salaries, employee benefits, travel, share-based compensation expense, commissions and related overhead costs for administrative and sales and marketing employees, as well as, professional fees, trade show activities, advertising costs and other marketing related costs. The following table sets forth a comparison of our SG&A expenses for the years ended December 31: Change ($ in thousands) 2017 2016 $ % Selling, general and administrative expenses $ 176,974 $ 167,161 $ 9,813 6% SG&A as a percentage of revenue was 21.1% in 2017 compared to 22.1% in 2016. SG&A expense increased approximately 6% mainly due to compensation costs related to increased staff levels, merit increases and higher stock compensation expense. We have added 28 employees mainly to our sales and finance teams since December 31, 2016. In addition, our 2017 stock compensation expense rose $4.7 million, mainly due to increases in our stock price over the last few years. Research and Development Expense Research and development expense consists primarily of salaries, employee benefits and related overhead costs associated with new product development. The following table sets forth a comparison of our research and development expense for the years ended December 31: Change ($ in thousands) 2017 2016 $ % Research and development expense $ 47,324 $ 43,154 $ 4,170 10% Research and development expense consists mainly of costs associated with development of new products and technologies from which we do not currently generate revenue, as well as costs related to the ongoing development efforts for Microsoft Dynamics AX. Our contractual research and development commitment to develop public sector functionality for Microsoft Dynamics AX was amended in March 2016, which significantly reduced our development commitment through March 2018. However, we will continue to provide sustained engineering and technical support for the public sector functionality within Dynamics AX. License and maintenance royalties for all applicable domestic and international sales of Dynamics AX to public sector entities will continue under the terms of the contract. Tyler_2017Financials_02-18_Final.indd 39 3/15/18 3:02 PM Tyler Technologies Annual Report 2017Tyler TechnologiesAnnual Report 2017 4140 Management’s Discussion and Analysis of Financial Condition and Results of Operations Research and development expense increased 10% in 2017 compared to the prior year period, mainly due to research and development efforts related to new Tyler product development initiatives, primarily in our public safety solutions, offset by reduced development efforts for Microsoft Dynamics AX. As a result of the Microsoft Dynamics AX amendment, we have redeployed certain development resources to enhance functionality on several existing solutions and these costs are being recorded in cost of revenues – software services, maintenance and subscriptions. Amortization of Customer and Trade Name Intangibles Acquisition intangibles are comprised of the excess of the purchase price over the fair value of net tangible assets acquired that is allocated to acquired software, leases and customer and trade name intangibles. The remaining excess purchase price is allocated to goodwill that is not subject to amortization. Amortization expense related to acquired software is included with cost of revenues, while amortization expense of customer and trade name intangibles is recorded as operating expense. The estimated useful lives of both customer and trade name intangibles range from five to 25 years. The following table sets forth a comparison of amortization of customer and trade name intangibles for the years ended December 31: Change ($ in thousands) 2017 2016 $ % Amortization of customer and trade name intangibles $ 13,912 $ 13,731 $ 181 1% Amortization of customer and trade name intangibles increased due to the impact of intangibles added with several small acquisitions completed in 2016 and 2017. Estimated annual amortization expense relating to customer and trade name acquisition intangibles, excluding acquired software for which the amortization expense is recorded as cost of revenues, for the next five years is as follows (in thousands): 2018 $ 13,819 2019 12,534 2020 11,402 2021 11,282 2022 10,792 Amortization expense relating to acquired leases will be recorded as a reduction to hardware and other revenue and is expected to be $425,000 in 2018, $373,000 in 2019, $313,000 in 2020, $312,000 in 2021, $312,000 in 2022 and $1.0 million thereafter. Other The following table sets forth a comparison of other income (expense), net for the years ended December 31: Change ($ in thousands) 2017 2016 $ % Other income (expense), net $ 698 $ (1,998) $ 2,696 N/M Other income (expense) is comprised of interest expense and non-usage and other fees associated with our revolving credit agreement as well as interest income from invested cash. Other income (expense), net decrease compared to the prior period is attributed to significantly lower debt levels in the current period, as we repaid all borrowings under the revolving line of credit in January 2017, and correspondingly higher levels of cash investments. Tyler_2017Financials_02-18_Final.indd 40 3/15/18 3:02 PM Tyler Technologies Annual Report 2017Tyler TechnologiesAnnual Report 2017 4140 Management’s Discussion and Analysis of Financial Condition and Results of Operations Income Tax (Benefit) Provision The following table sets forth a comparison of our income tax provision for the years ended December 31: Change ($ in thousands) 2017 2016 $ % Income tax (benefit) provision $ (2,317) $ 19,450 $ (21,767) (112)% Effective income tax rate (1.4)% 15.0% The decrease in the income tax provision during 2017 was primarily driven by the enactment of the Tax Act which reduced the statutory U.S. federal corporate income tax rate from 35% to 21%. The impact of the rate reduction on our 2017 income tax provision is a $21.6 million tax benefit due to the remeasurement of deferred tax assets and liabilities. See Note 7 – “Income Tax” for additional information related to the Tax Act. The income tax provision is also lower due to the increase in the excess tax benefits from stock option exercises as compared to prior period. We experienced significant stock option exercise activity in 2017 and 2016 that generated excess tax benefits of $40.6 million and $29.6 million, respectively. The change in the effective income tax rate in 2017 compared to 2016 is also primarily attributable to the impact of the Tax Act and the changes in excess tax benefits related to stock option exercises realized. Excluding the impact of the Tax Act and the excess tax benefits, our income tax provision and effective tax rate in 2017 would have been $59.9 million and 37.1%, respectively. Excluding the excess tax benefits, our income tax provision and effective tax rate in 2016 would have been $49.0 million and 37.9%, respectively. The effective income tax rates in both 20 17 and 2016 differed from the statutory United States federal corporate income tax rate of 35% due to state income taxes, the domestic production activities deduction, the research tax credit, non-deductible share-based compensation expense, disqualifying incentive stock option dispositions, and non-deductible business expenses. 2016 Compared to 2015 Revenues On November 16, 2015, we acquired NWS, which provides public safety and financial solutions for local governments. In May 2015, we acquired a company which provides mobile hand-held solutions primarily to law enforcement agencies for field accident reporting and electronically issuing citations. The results of their operations are included in our ES segment from their respective dates of acquisition. For comparative purposes, we have provided explanations for changes in operations to exclude results of operations for these acquisitions noting the exclusion. Software licenses and royalties. The following table sets forth a comparison of our software licenses and royalties revenue for the years ended December 31: Change ($ in thousands) 2016 2015 $ % ES $ 68,844 $ 54,376 $ 14,468 27% A&T 5,462 4,632 830 18 Total software licenses and royalties revenue $ 74,306 $ 59,008 $ 15,298 26% Tyler_2017Financials_02-18_Final.indd 41 3/15/18 3:02 PM Tyler Technologies Annual Report 2017Tyler TechnologiesAnnual Report 2017 4342 Management’s Discussion and Analysis of Financial Condition and Results of Operations Excluding the results of acquisitions, software license revenue increased 3% compared to the prior year. The majority of this growth was due to a more active marketplace as the result of improvement in local government economic conditions, as well as our increasingly strong competitive position, which we attribute in part to our investment in product development in recent years. This increase was offset somewhat by lower sales to our existing customer base for courts and justice related add-on solutions that assist and support the transition to a paperless environment. By the end of 2015, the majority of our courts and justice clients had implemented these add-on solutions. Although the mix of new contracts between subscription-based and perpetual license arrangements may vary from quarter to quarter and year to year, our longer-term software license growth rate is negatively impacted by a growing number of customers choosing our subscription-based options, rather than purchasing the software under a traditional perpetual software license arrangement. Subscription- based arrangements result in lower software license revenue in the initial year as compared to perpetual software license arrangements but generate higher overall revenue over the term of the contract. Our new client mix in 2016 was approximately 68% selecting perpetual software license arrangements and approximately 32% selecting subscription-based arrangements compared to a client mix in 2015 of approximately 76% selecting perpetual software license arrangements and approximately 24% selecting subscription-based arrangements. 250 new clients entered into subscription-based software arrangements in 2016 compared to 134 new clients in 2015. Subscriptions. The following table sets forth a comparison of our subscriptions revenue for the years ended December 31: Change ($ in thousands) 2016 2015 $ % ES $ 135,516 $ 107,090 $ 28,426 27% A&T 7,188 4,843 2,345 48 Total subscriptions revenue $ 142,704 $ 111,933 $ 30,771 27% Subscription-based revenue primarily consists of revenue derived from our SaaS arrangements, which utilize the Tyler private cloud. As part of our subscription-based services, we also provide electronic document filing solutions (“e-filing”) that simplify the filing and management of court related documents for courts and law offices. E-filing revenue is derived from transaction fees and fixed fee arrangements. Excluding acquisitions, subscription-based revenue increased 24% compared to 2015. E-filing services contributed approximately $4.9 million of the subscriptions revenue increase in 2016. Most of the e-filing revenue increase related to several statewide contracts, several of which implemented mandatory electronic filing during 2015 and throughout 2016. New SaaS clients as well as existing clients who converted to our SaaS model provided the remainder of the subscriptions revenue increase. In 2016, we added 250 new SaaS clients and 53 existing clients elected to convert to our SaaS model. The average contract sizes in 2016 were 1% and 9% higher than 2015 for new clients and clients converting to our SaaS model, respectively. Tyler_2017Financials_02-18_Final.indd 42 3/15/18 3:02 PM Tyler Technologies Annual Report 2017Tyler TechnologiesAnnual Report 2017 4342 Management’s Discussion and Analysis of Financial Condition and Results of Operations Software services. The following table sets forth a comparison of our software services revenue for the years ended December 31: Change ($ in thousands) 2016 2015 $ % ES $ 158,478 $ 129,068 $ 29,410 23% A&T 16,326 10,784 5,542 51 Total software services revenue $ 174,804 $ 139,852 $ 34,952 25% Software services revenue primarily consists of professional services billed in connection with implementing our software, converting client data, training client personnel, custom development activities and consulting. New clients who purchase our proprietary software licenses generally also contract with us to provide for the related software services. Existing clients also periodically purchase additional training, consulting and minor programming services. Excluding the results of acquisitions, software services revenue grew 11% compared to the prior year period. This growth is partly due to additions to our implementation and support staff, which increased our capacity to deliver backlog, and a contract mix that included more custom development and other services. Maintenance. The following table sets forth a comparison of our maintenance revenue for the years ended December 31: Change ($ in thousands) 2016 2015 $ % ES $ 304,380 $ 227,586 $ 76,794 34% A&T 18,589 17,951 638 4 Total maintenance revenue $ 322,969 $ 245,537 $ 77,432 32% We provide maintenance and support services for our software products and certain third-party software. Excluding the results of acquisitions, maintenance revenue grew 9% compared to the prior year. Maintenance and support revenue increased mainly due to growth in our installed customer base from new software license sales as well as annual maintenance rate increases. Appraisal services. The following table sets forth a comparison of our appraisal services revenue for the years ended December 31: Change ($ in thousands) 2016 2015 $ % ES $ — $ — $ — —% A&T 26,287 25,065 1,222 5 Total appraisal services revenue $ 26,287 $ 25,065 $ 1,222 5% The appraisal services business is somewhat cyclical and driven in part by statutory revaluation cycles in various states. In 2016, appraisal services revenue increased 5% compared to prior year primarily due to the Franklin County, Ohio, revaluation project, which began late in the fourth quarter of 2015. Tyler_2017Financials_02-18_Final.indd 43 3/15/18 3:03 PM Tyler Technologies Annual Report 2017Tyler TechnologiesAnnual Report 2017 4544 Management’s Discussion and Analysis of Financial Condition and Results of Operations Cost of Revenues and Gross Margins The following table sets forth a comparison of the key components of our cost of revenues for the years ended December 31: Change ($ in thousands) 2016 2015 $ % Software licenses and royalties $ 2,964 $ 1,632 $ 1,332 82% Acquired software 22,235 4,440 17,795 N/M Software services, maintenance and subscriptions 348,939 285,340 63,599 22 Appraisal services 16,411 15,922 489 3 Hardware and other 10,143 6,501 3,642 56 Total cost of revenues $ 400,692 $ 313,835 $ 86,857 28% The following table sets forth a comparison of gross margin percentage by revenue type for the years ended December 31: Gross margin percentage 2016 2015 Change Software licenses, royalties and acquired software 66.1% 89.7% (23.6)% Software services, maintenance and subscriptions 45.5 42.6 2.9 Appraisal services 37.6 36.5 1.1 Hardware and other 32.3 32.5 (0.2) Overall gross margin 47.0% 46.9% 0.1% Software licenses, royalties and acquired software. Cost of software licenses, royalties and acquired software is primarily comprised of amortization expense for acquired software and third-party software costs. We do not have any direct costs associated with royalties. In 2016, our software licenses, royalties and acquired software gross margin percentage declined compared to the prior year due to much higher amortization expense for acquired software resulting from our acquisition of NWS. Excluding the results of NWS, our software license, royalties and acquired software gross margin was 93.9% in 2016 compared to 93.6% in 2015. Software services, maintenance and subscriptions. Cost of software services, maintenance and subscriptions primarily consists of personnel costs related to installation of our software, conversion of client data, training client personnel and support activities and various other services such as custom client development and on-going operation of SaaS and e-filing arrangements. In 2016, the software services, maintenance and subscriptions gross margin increased 2.9% compared to the prior year. Our implementation and support staff grew by 169 employees in 2016. To support sales growth, we began making significant investments in our implementation and support staff in early 2015. Since December 31, 2014, excluding acquisitions, we added 369 implementation and support employees. These additions contributed to the revenue growth in 2016. In addition, the NWS revenue mix included a lower proportion of software services compared to Tyler’s historical revenue mix, which also benefited the gross margin. Costs related to maintenance and various other services such as SaaS and e-filing typically grow at a slower rate than related revenue due to leverage in the utilization of support and maintenance staff and economies of scale. Maintenance and subscription price increases also resulted in slightly higher gross margins. Appraisal services. Appraisal services revenue comprised approximately 3.5% of total revenue. The appraisal services gross margin increased 1.1% compared to 2015. A high proportion of the costs of appraisal services revenue are variable, as we often hire temporary employees to assist in appraisal projects, whose term of employment generally ends with the projects’ completion. Our 2016 blended gross margin remained consistent compared to 2015. Our overall gross margin was positively impacted by improved utilization of our support and maintenance staff; however, this benefit was offset by amortization expense for acquired software related to the NWS acquisition. Tyler_2017Financials_02-18_Final.indd 44 3/15/18 3:03 PM Tyler Technologies Annual Report 2017Tyler TechnologiesAnnual Report 2017 4544 Management’s Discussion and Analysis of Financial Condition and Results of Operations Selling, General and Administrative Expenses The following table sets forth a comparison of selling, general and administrative expenses for the years ended December 31: Change ($ in thousands) 2016 2015 $ % Selling, general and administrative expenses $ 167,161 $ 133,317 $ 33,844 25% SG&A as a percentage of revenue was 22.1% in 2016 compared to 22.6% in 2015. In 2015, our SG&A expense included approximately $5.9 million for financial advisory, legal, accounting, due diligence, valuation and other various expenses necessary to complete the NWS acquisition. Excluding NWS transaction costs and SG&A from acquisitions, SG&A expense increased approximately 12% mainly due to compensation costs related to increased staff levels, higher stock compensation expense and increased commission expense as a result of higher sales. We added 22 employees mainly to our sales and finance teams in 2016. In addition, our 2016 stock compensation expense rose $6.4 million, mainly due to increases in our stock price over the last few years. Research and Development Expense The following table sets forth a comparison of our research and development expense for the years ended December 31: Change ($ in thousands) 2016 2015 $ % Research and development expense $ 43,154 $ 29,922 $ 13,232 44% Research and development expense consists mainly of costs associated with development of new products and technologies from which we do not currently generate revenue, as well as costs related to the ongoing development efforts for Microsoft Dynamics AX. Our contractual research and development commitment to develop public sector functionality for Microsoft Dynamics AX was amended in March 2016, which significantly reduced our development commitment through March 2018. However, we will continue to provide sustained engineering and technical support for the public sector functionality within Dynamics AX. License and maintenance royalties for all applicable domestic and international sales of Dynamics AX to public sector entities will continue under the terms of the contract. Excluding the results of acquisitions, research and development expense increased 1.5% in 2016 compared to the prior year period, mainly due to research and development efforts related to new Tyler product development initiatives. As a result of the Microsoft Dynamics AX amendment, we also redeployed certain development resources to enhance functionality on several existing solutions and these costs were recorded in cost of sales – software services, maintenance and subscriptions. Amortization of Customer and Trade Name Intangibles The following table sets forth a comparison of amortization of customer and trade name intangibles for the years ended December 31: Change ($ in thousands) 2016 2015 $ % Amortization of customer and trade name intangibles $ 13,731 $ 5,905 $ 7,826 133% Amortization of customer and trade name intangibles increased substantially from the comparable prior year periods due to the acquisition of NWS in November 2015. Tyler_2017Financials_02-18_Final.indd 45 3/15/18 3:03 PM Tyler Technologies Annual Report 2017Tyler TechnologiesAnnual Report 2017 4746 Management’s Discussion and Analysis of Financial Condition and Results of Operations Other The following table sets forth a comparison of other (expense) income, net for the years ended December 31: Change ($ in thousands) 2016 2015 $ % Other (expense) income, net $ (1,998) $ 381 $ (2,379) N/M Other (expense) income is comprised of interest expense and non-usage and other fees associated with our revolving credit agreement as well as interest income from invested cash. In 2015, we had significantly higher invested cash balances and no outstanding debt until we completed the NWS acquisition on November 16, 2015. Income Tax Provision The following table sets forth a comparison of our income tax provision for the years ended December 31: Change ($ in thousands) 2016 2015 $ % Income tax provision $ 19,450 $ 43,555 $ (24,105) (55)% Effective income tax rate 15.0% 40.2% The decrease in the income tax provision during 2016 was primarily driven by the adoption of ASU No. 2016-09, which requires the excess tax benefits from stock option exercises to be recognized as a reduction of the income tax provision, whereas they previously were accounted for as an increase to shareholders’ equity. The adoption of ASU No. 2016-09 resulted in a $29.6 million decrease in our full year 2016 provision for income taxes. Excluding the excess tax benefits, our income tax provision and effective tax rate in 2016 would have been $49.0 million and 37.9%, respectively. The effective income tax rates in both 2016 and 2015 also differed from the statutory United States federal income tax rate of 35% due to state income taxes, the domestic production activities deduction, non-deductible share-based compensation expense, disqualifying incentive stock option dispositions, and non-deductible business expenses. We realized a lower domestic production activities deduction as a result of taxable income limitations and non-deductible transaction costs related to the NWS acquisition negatively impacted our 2015 effective tax rate. In the past few years a relatively high amount of excess tax benefits related to stock option exercises have resulted in a reduction in our qualified manufacturing activities deduction. The qualified manufacturing activities deduction can be limited to a certain level of taxable income on the tax return. Therefore, any significant items that reduce taxable income, such as excess tax benefits on stock options, can reduce the amount of the qualified manufacturing activities deduction. We experienced significant stock option exercise activity in 2016 and 2015 that generated excess tax benefits of $29.6 million and $45.3 million, respectively. Tyler_2017Financials_02-18_Final.indd 46 3/15/18 3:03 PM Tyler Technologies Annual Report 2017Tyler TechnologiesAnnual Report 2017 4746 Management’s Discussion and Analysis of Financial Condition and Results of Operations FINANCIAL CONDITION AND LIQUIDITY As of December 31, 2017, we had cash and cash equivalents of $185.9 million compared to $36.2 million at December 31, 2016. We also had $63.8 million invested in investment grade corporate bonds, municipal bonds and asset-backed securities as of December 31, 2017. These investments mature between 2017 through 2021 and we intend to hold these investments until maturity. Cash and cash equivalents consist of cash on deposit with several domestic banks and money market funds. As of December 31, 2017, we had no outstanding borrowings and one outstanding letter of credit totaling $0.5 million in favor of a client contract. The letter of credit guarantees our performance under the contract and expires in 2018. We believe our revolving line of credit, cash from operating activities, cash on hand and access to the credit markets provide us with sufficient flexibility to meet our long-term financial needs. The following table sets forth a summary of cash flows for the years ended December 31: ($ in thousands) 2017 2016 2015 Cash flows provided (used) by: Operating activities $ 195,755 $ 191,859 $ 134,327 Investing activities (85,395) (50,720) (398,459) Financing activities 39,415 (138,075) 91,052 Net increase (decrease) in cash and cash equivalents $ 149,775 $ 3,064 $ (173,080) Net cash provided by operating activities continues to be our primary source of funds to finance operating needs and capital expenditures. Other potential capital resources include cash on hand, public and private issuances of debt or equity securities, and bank borrowings. It is possible that our ability to access the capital and credit markets in the future may be limited by economic conditions or other factors. We currently believe that cash provided by operating activities, cash on hand and available credit are sufficient to fund our working capital requirements, capital expenditures, income tax obligations, and share repurchases for at least the next twelve months. In 2017, operating activities provided cash of $195.8 million compared to $191.9 million in 2016. Operating activities that provided cash were primarily comprised of net income of $163.9 million, non-cash depreciation and amortization charges of $53.9 million and non-cash share-based compensation expense of $37.3 million. Working capital, excluding cash, increased approximately $63.6 million mainly due to higher accounts receivable related to annual maintenance and subscription billings as well as milestone billings for several contracts, timing of income tax payments, and the deferred taxes associated with stock option activity during the period. These increases were offset slightly by the growth in deferred revenue balances and timing of payments of payroll related taxes and vendor invoices. In general, changes in the balance of deferred revenue are cyclical and primarily driven by the timing of our maintenance renewal billings. Our renewal dates occur throughout the year but our largest renewal cycles occur in the second and fourth quarters. Days sales outstanding in accounts receivable were 94 days at December 31, 2017, compared to 93 days at December 31, 2016. DSO is calculated based on quarter-end accounts receivable (excluding long-term receivables, but including unbilled receivables) divided by the quotient of annualized quarterly revenues divided by 360 days. Investing activities used cash of $85.4 million in 2017 compared to $50.7 million in 2016. We invested $59.8 million and received $28.8 million in proceeds from investment grade corporate bonds, municipal bonds and asset-backed securities with maturity dates ranging from 2017 through 2021. Approximately $43.1 million was invested in property and equipment. We purchased an office building in Latham, New York for approximately $2.9 million and paid $2.1 million for building improvements. We paid $19.4 million for construction to expand our office building in Yarmouth, Maine. We also made three small acquisitions with a combined cash purchase price of $11.3 million. The remaining additions were for computer equipment, furniture and fixtures in support of internal growth, particularly with respect to our cloud-based offerings. These expenditures were funded from cash generated from operations. Tyler_2017Financials_02-18_Final.indd 47 3/15/18 3:03 PM Tyler Technologies Annual Report 2017Tyler TechnologiesAnnual Report 2017 4948 Management’s Discussion and Analysis of Financial Condition and Results of Operations In 2016, we made a small acquisition for approximately $7.4 million and paid $2.0 million related to the working capital holdback in connection with the NWS acquisition. We invested $20.3 million in investment grade corporate and municipal bonds. We purchased an office building in Falmouth, Maine, that was previously leased from an entity owned by an executive’s father and brother, for approximately $9.7 million and paid $8.0 million for construction to expand our office building in Yarmouth, Maine. The remaining use of cash was for capital expenditures related to computer equipment, furniture and fixtures in support of internal growth, particularly with respect to growth in our cloud-based offerings. These expenditures were funded from cash generated from operations. In 2015, we completed the acquisition of NWS for the purchase price of $337.5 million in cash, of which $4.0 million was accrued at December 31, 2015, and 2.1 million shares of Tyler common stock valued at $362.8 million. Also, we completed a small acquisition with a purchase price of $6.1 million in cash and 12,500 shares of Tyler common stock valued at $1.5 million and we made a $15.0 million investment in convertible preferred stock representing a 20% interest in Record Holdings Pty Limited. We also invested $30.9 million in investment grade corporate and municipal bonds. The remaining use of cash was for capital expenditures related to computer equipment, furniture and fixtures in support of internal growth, particularly with respect to growth in our cloud-based offerings. These expenditures were funded from cash generated from operations, cash on hand and bank borrowings. Financing activities provided cash of $39.4 million in 2017 compared to cash used of $138.1 million in 2016. Financing activities in 2017 were comprised of $10.0 million net payments on our revolving line of credit offset by collections of $56.9 million from stock option exercises and employee stock purchase plan activity. We also purchased approximately 44,000 shares of our common stock for an aggregate purchase price of $6.6 million. Financing activities in 2016 were comprised of $56.0 million net payments on our revolving line of credit offset somewhat by collections of $29.8 million from stock option exercises and employee stock purchase plan activity. We also purchased approximately 882,000 shares of our common stock for an aggregate purchase price of $112.7 million, of which $860,000 was accrued at December 31, 2016. Cash provided by financing activities in 2015 resulted from net borrowings of $66.0 million and collections of $27.8 million from stock option exercises and employee stock purchase plan activity. We also purchased approximately 5,400 shares of our common stock for an aggregate purchase price of $645,000 in 2015 and paid $2.1 million in debt issuance costs. On May 11, 2016, our board of directors authorized the repurchase of an additional 1.5 million shares of Tyler common stock. The repurchase program, which was approved by our board of directors, was announced in October 2002, and was amended at various times from 2003 through 2016. As of December 31, 2017, we had remaining authorization to repurchase up to 2.0 million additional shares of our common stock. Our share repurchase program allows us to repurchase shares at our discretion. Market conditions influence the timing of the buybacks and the number of shares repurchased, as well as the volume of employee stock option exercises. Share repurchases are generally funded using our existing cash balances and borrowings under our credit facility and may occur through open market purchases and transactions structured through investment banking institutions, privately negotiated transactions and/or other mechanisms. There is no expiration date specified for the authorization and we intend to repurchase stock under the plan from time to time. On November 16, 2015, we entered into a $300.0 million Credit Agreement (the “Credit Facility”) with the various lenders party thereto and Wells Fargo Bank, National Association, as Administrative Agent. The Credit Facility provides for a revolving credit line of up to $300.0 million, including a $10.0 million sublimit for letters of credit. The Credit Facility matures on November 16, 2020. Borrowings under the Credit Facility may be used for general corporate purposes, including working capital requirements, acquisitions and share repurchases. Borrowings under the Credit Facility bear interest at a rate of either (1) Wells Fargo Bank’s prime rate (subject to certain higher rate determinations) plus a margin of 0.25% to 1.00% or (2) the 30, 60, 90 or 180 day LIBOR rate plus a margin of 1.25% to 2.00%. As of Tyler_2017Financials_02-18_Final.indd 48 3/15/18 3:04 PM Tyler Technologies Annual Report 2017Tyler TechnologiesAnnual Report 2017 4948 Management’s Discussion and Analysis of Financial Condition and Results of Operations December 31, 2017, our interest rate was 4.75% under the prime rate option or approximately 2.78% under the 30-day LIBOR option. The Credit Facility is secured by substantially all of our assets. The Credit Facility requires us to maintain certain financial ratios and other financial conditions and prohibits us from making certain investments, advances, cash dividends or loans, and limits incurrence of additional indebtedness and liens. As of December 31, 2017, we were in compliance with those covenants. As of December 31, 2017, we had no outstanding borrowings and had unused borrowing capacity of $299.5 million under the Credit Facility. We paid interest of $804,000 in 2017, $1.9 million in 2016, and $223,000 in 2015. We paid income taxes, net of refunds received, of $36.0 million in 2017, $30.2 million in 2016, and $27.3 million in 2015. In 2017, we experienced significant stock option exercise activity that generated net tax benefits of $40.6 million and reduced tax payments accordingly. In 2016 and 2015, excess tax benefits were $29.6 million and $45.3 million, respectively. The Tax Act, enacted on December 22, 2017, reduced the U.S. federal corporate income tax rate from 35% to 21% effective January 1, 2018. We expect that the Tax Act will have a positive impact on liquidity in future years due to the decrease in the U.S. corporate income tax rate. We anticipate that 2018 capital spending will be between $22 million and $25 million, including approximately $1 million related to real estate. We expect the majority of the other capital spending will consist of computer equipment and software for infrastructure replacements and expansion. We currently do not expect to capitalize significant amounts related to software development in 2018, but the actual amount and timing of those costs, and whether they are capitalized or expensed may result in additional capitalized software development. Capital spending is expected to be funded from existing cash balances, cash flows from operations and borrowings under our revolving line of credit. From time to time we engage in discussions with potential acquisition candidates. In order to pursue such opportunities, which could require significant commitments of capital, we may be required to incur debt or to issue additional potentially dilutive securities in the future. No assurance can be given as to our future acquisition opportunities and how such opportunities will be financed. We lease office facilities, as well as transportation, computer and other equipment used in our operations under non-cancelable operating lease agreements expiring at various dates through 2025. Most leases contain renewal options and some contain purchase options. Summarized in the table below are our obligations to make future payments under our Credit Facility and lease obligations at December 31, 2017 (in thousands): 2018 2019 2020 2021 2022 Thereafter Total Revolving line of credit $ — $ — $ — $ — $ — $ — $ — Lease obligations 5,428 4,201 3,644 2,366 812 499 16,950 Total future payment obligations $ 5,428 $ 4,201 $ 3,644 $ 2,366 $ 812 $ 499 $ 16,950 As of December 31, 2017, we do not have any off-balance sheet arrangements, guarantees to third-parties or material purchase commitments, except for the operating lease commitments listed above. Tyler_2017Financials_02-18_Final.indd 49 3/15/18 3:04 PM Tyler TechnologiesAnnual Report 201750 Management’s Discussion and Analysis of Financial Condition and Results of Operations Capitalization At December 31, 2017, our capitalization consisted of no outstanding borrowings and $1.2 billion of shareholders’ equity. Quantitative And Qualitative Disclosures About Market Risk. Market risk represents the risk of loss that may affect us due to adverse changes in financial market prices and interest rates. In 2017, our effective average interest rate for borrowings was 2.20%. As of December 31, 2017, our interest rate was 4.75% under the prime rate option or approximately 2.78% under the 30-day LIBOR option. The Credit Facility is secured by substantially all of our assets. Loans under the Credit Facility bear interest, at Tyler’s option, at a per annum rate of either (1) the Wells Fargo Bank prime rate (subject to certain higher rate determinations) plus a margin of 0.25% to 1.00% or (2) the 30, 60, 90 or 180-day LIBOR rate plus a margin of 1.25% to 2.00%. As of December 31, 2017, we had no outstanding borrowings under the Credit Facility and therefore are not subject to any interest risk. Tyler_2017Financials_02-18_Final.indd 50 3/15/18 3:04 PM Tyler Technologies Annual Report 2017 51 Controls and Procedures Controls And Procedures. Evaluation of Disclosure Controls and Procedures – We maintain disclosure controls and procedures (as defined in Rule 13a-15(e) of the Securities Exchange Act) designed to provide reasonable assurance that the information required to be disclosed by us in the reports we file or submit under the Exchange Act is recorded, processed, summarized and reported within the time periods specified in the SEC’s rules and forms. These include controls and procedures designed to ensure that this information is accumulated and communicated to our management, including our chief executive officer and chief financial officer, as appropriate to allow timely decisions regarding required disclosures. Management, with the participation of the chief executive officer and chief financial officer, evaluated the effectiveness of our disclosure controls and procedures as of December 31, 2017. Based on this evaluation, the chief executive officer and chief financial officer have concluded that our disclosure controls and procedures were effective as of December 31, 2017. Management’s Report on Internal Control Over Financial Reporting – Tyler’s management is responsible for establishing and maintaining effective internal control over financial reporting as defined in Securities Exchange Act Rule 13a-15(f). Tyler’s internal control over financial reporting is designed to provide reasonable assurance to Tyler’s management and board of directors regarding the preparation and fair presentation of published financial statements. Because of its inherent limitations, internal control over financial reporting may not prevent or detect misstatements. Therefore, even those systems determined to be effective can provide only reasonable assurance with respect to financial statement preparation and presentation. Management assessed the effectiveness of Tyler’s internal control over financial reporting as of December 31, 2017. In making this assessment, management used the criteria set forth by the Committee of Sponsoring Organizations of the Treadway Commission (2013 framework) (the COSO criteria). Based on our assessment, we concluded that, as of December 31, 2017, Tyler’s internal control over financial reporting was effective based on those criteria. Tyler’s internal control over financial reporting as of December 31, 2017 has been audited by Ernst & Young LLP, the independent registered public accounting firm who also audited Tyler’s financial statements. Ernst & Young’s attestation report on Tyler’s internal control over financial reporting appears on page 44 hereof. Changes in Internal Control Over Financial Reporting – During the quarter ended December 31, 2017, there were no changes in our internal control over financial reporting, as defined in Securities Exchange Act Rule 13a-15(f), that materially affected, or are reasonably likely to materially affect, our internal control over financial reporting. Tyler_2017Financials_02-18_Final.indd 51 3/15/18 3:04 PM Report of Independent Registered Public Accounting Firm To the Shareholders and the Board of Directors of Tyler Technologies, Inc. Opinion on the Financial Statements We have audited the accompanying consolidated balance sheets of Tyler Technologies, Inc. (the Company) as of December 31, 2017 and 2016, the related consolidated statements of comprehensive income, cash flows and shareholders’ equity for each of the three years in the period ended December 31, 2017, and the related notes (collectively referred to as the “consolidated financial statements”). In our opinion, the consolidated financial statements present fairly, in all material respects, the financial position of the Company at December 31, 2017 and 2016, and the results of its operations and its cash flows for each of the three years in the period ended December 31, 2017, in conformity with U.S. generally accepted accounting principles. We also have audited, in accordance with the standards of the Public Company Accounting Oversight Board (United States) (PCAOB), the Company’s internal control over financial reporting as of December 31, 2017, based on criteria established in Internal Control – Integrated Framework issued by the Committee of Sponsoring Organizations of the Treadway Commission (2013 framework) and our report dated February 21, 2018 expressed an unqualified opinion thereon. Basis for Opinion These financial statements are the responsibility of the Company’s management. Our responsibility is to express an opinion on the Company’s financial statements based on our audits. We are a public accounting firm registered with the PCAOB and are required to be independent with respect to the Company in accordance with the U.S. federal securities laws and the applicable rules and regulations of the Securities and Exchange Commission and the PCAOB. We conducted our audits in accordance with the standards of the PCAOB. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the financial statements are free of material misstatement, whether due to error or fraud. Our audits included performing procedures to assess the risks of material misstatement of the financial statements, whether due to error or fraud, and performing procedures that respond to those risks. Such procedures included examining, on a test basis, evidence regarding the amounts and disclosures in the financial statements. Our audits also included evaluating the accounting principles used and significant estimates made by management, as well as evaluating the overall presentation of the financial statements. We believe that our audits provide a reasonable basis for our opinion. We have served as the Company’s auditor since 1966. Dallas, Texas February 21, 2018 Tyler TechnologiesAnnual Report 201752 Report of Independent Registered Public Accounting Firm Tyler_2017Financials_02-18_Final.indd 52 3/15/18 3:04 PM Report of Independent Registered Public Accounting Firm To the Shareholders and the Board of Directors of Tyler Technologies, Inc. Opinion on Internal Control over Financial Reporting We have audited Tyler Technologies, Inc.’s internal control over financial reporting as of December 31, 2017, based on criteria established in Internal Control – Integrated Framework issued by the Committee of Sponsoring Organizations of the Treadway Commission (2013 framework) (the COSO criteria). In our opinion, Tyler Technologies, Inc. (the Company) maintained, in all material respects, effective internal control over financial reporting as of December 31, 2017, based on the COSO criteria. We also have audited, in accordance with the standards of the Public Company Accounting Oversight Board (United States) (PCAOB), consolidated balance sheets of the Company as of December 31, 2017 and 2016, the related consolidated statements of comprehensive income, shareholders’ equity and cash flows for each of the three years in the period ended December 31, 2017, and the related notes and our report dated February 21, 2018 expressed an unqualified opinion thereon. Basis for Opinion The Company’s management is responsible for maintaining effective internal control over financial reporting and for its assessment of the effectiveness of internal control over financial reporting included in the accompanying Management’s Report on Internal Control Over Financial Reporting. Our responsibility is to express an opinion on the Company’s internal control over financial reporting based on our audit. We are a public accounting firm registered with the PCAOB and are required to be independent with respect to the Company in accordance with the U.S. federal securities laws and the applicable rules and regulations of the Securities and Exchange Commission and the PCAOB. We conducted our audit in accordance with the standards of the PCAOB. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether effective internal control over financial reporting was maintained in all material respects. Our audit included obtaining an understanding of internal control over financial reporting, assessing the risk that a material weakness exists, testing and evaluating the design and operating effectiveness of internal control based on the assessed risk, and performing such other procedures as we considered necessary in the circumstances. We believe that our audit provides a reasonable basis for our opinion. Definition and Limitations of Internal Control Over Financial Reporting A company’s internal control over financial reporting is a process designed to provide reasonable assurance regarding the reliability of financial reporting and the preparation of financial statements for external purposes in accordance with generally accepted accounting principles. A company’s internal control over financial reporting includes those policies and procedures that (1) pertain to the maintenance of records that, in reasonable detail, accurately and fairly reflect the transactions and dispositions of the assets of the company; (2) provide reasonable assurance that transactions are recorded as necessary to permit preparation of financial statements in accordance with generally accepted accounting principles, and that receipts and expenditures of the company are being made only in accordance with authorizations of management and directors of the company; and (3) provide reasonable assurance regarding prevention or timely detection of unauthorized acquisition, use, or disposition of the company’s assets that could have a material effect on the financial statements. Because of its inherent limitations, internal control over financial reporting may not prevent or detect misstatements. Also, projections of any evaluation of effectiveness to future periods are subject to the risk that controls may become inadequate because of changes in conditions, or that the degree of compliance with the policies or procedures may deteriorate. Dallas, Texas February 21, 2018 Tyler Technologies Annual Report 2017 53 Report of Independent Registered Public Accounting Firm Tyler_2017Financials_02-18_Final.indd 53 3/15/18 3:04 PM Tyler TechnologiesAnnual Report 201754 Consolidated Statements of Comprehensive Income For the years ended December 31, 2017 2016 2015 (In thousands, except per share amounts) Revenues: Software licenses and royalties $ 75,694 $ 74,306 $ 59,008 Subscriptions 173,510 142,704 111,933 Software services 187,149 174,804 139,852 Maintenance 361,569 322,969 245,537 Appraisal services 25,023 26,287 25,065 Hardware and other 17,717 14,973 9,627 Total revenues 840,662 756,043 591,022 Cost of revenues: Software licenses and royalties 3,321 2,964 1,632 Acquired software 21,686 22,235 4,440 Software services, maintenance and subscriptions 387,634 348,939 285,340 Appraisal services 16,286 16,411 15,922 Hardware and other 12,595 10,143 6,501 Total cost of revenues 441,522 400,692 313,835 Gross profit 399,140 355,351 277,187 Selling, general and administrative expenses 176,974 167,161 133,317 Research and development expense 47,324 43,154 29,922 Amortization of customer and trade name intangibles 13,912 13,731 5,905 Operating income 160,930 131,305 108,043 Other income (expense), net 698 (1,998) 381 Income before income taxes 161,628 129,307 108,424 Income tax (benefit) provision (2,317) 19,450 43,555 Net income $ 163,945 $ 109,857 $ 64,869 Earnings per common share: Basic $ 4.40 $ 3.01 $ 1.90 Diluted $ 4.18 $ 2.82 $ 1.77 See accompanying notes. Tyler_2017Financials_02-18_Final.indd 54 3/15/18 3:05 PM Tyler Technologies Annual Report 2017 55 Consolidated Balance Sheets December 31, 2017 2016 (In thousands, except par value and share amounts) ASSETS Current assets: Cash and cash equivalents $ 185,926 $ 36,151 Accounts receivable (less allowance for losses of $5,427 in 2017 and $3,396 in 2016) 227,127 200,334 Short-term investments 43,159 20,273 Prepaid expenses 27,252 21,039 Income tax receivable 11,339 2,895 Other current assets 1,997 2,268 Total current assets 496,800 282,960 Accounts receivable, long-term 7,536 2,480 Property and equipment, net 152,315 124,268 Other assets: Goodwill 657,987 650,237 Other intangibles, net 236,444 267,259 Non-current investments and other assets 38,510 30,741 $ 1,589,592 $ 1,357,945 LIABILITIES AND SHAREHOLDERS’ EQUITY Current liabilities: Accounts payable $ 8,174 $ 7,295 Accrued liabilities 64,675 55,989 Deferred revenue 309,461 298,217 Total current liabilities 382,310 361,501 Revolving line of credit — 10,000 Deferred revenue, long-term 1,274 2,140 Deferred income taxes 38,914 68,779 Commitments and contingencies Shareholders’ equity: Preferred stock, $10.00 par value; 1,000,000 shares authorized; none issued — — Common stock, $0.01 par value; 100,000,000 shares authorized; 48,147,969 shares issued in 2017 and 2016 481 481 Additional paid-in capital 626,867 556,663 Accumulated other comprehensive loss, net of tax (46) (46) Retained earnings 599,821 435,876 Treasury stock, at cost; 10,262,182 and 11,381,733 shares in 2017 and 2016, respectively (60,029) (77,449) Total shareholders’ equity 1,167,094 915,525 $ 1,589,592 $ 1,357,945 See accompanying notes. Tyler_2017Financials_02-18_Final.indd 55 3/15/18 3:06 PM Tyler TechnologiesAnnual Report 201756 Consolidated Statements of Shareholders’ Equity For the years ended December 31, 2017, 2016 and 2015 Accumulated Additional Other Total Common Stock Paid-in Comprehensive Retained Treasury Stock Shareholders’ Shares Amount Capital Income (Loss) Earnings Shares Amount Equity (In thousands) Balance at December 31, 2014 48,148 $ 481 $ 201,389 $ (46) $ 261,150 (14,679) $ (126,001) $ 336,973 Net income — — — — 64,869 — — 64,869 Issuance of shares pursuant to stock compensation plan — — 4,332 — — 1,118 18,828 23,160 Stock compensation — — 20,182 — — — — 20,182 Issuance of shares pursuant to employee stock purchase plan — — 3,879 — — 43 792 4,671 Federal income tax benefit related to exercise of stock options — — 45,314 — — — — 45,314 Treasury stock purchases — — — — — (5) (645) (645) Issuance of shares for acquisition — — 332,659 — — 2,149 31,674 364,333 Balance at December 31, 2015 48,148 481 607,755 (46) 326,019 (11,374) (75,352) 858,857 Net income — — — — 109,857 — — 109,857 Issuance of shares pursuant to stock compensation plan — — (82,273) — — 827 105,800 23,527 Stock compensation — — 29,747 — — — — 29,747 Issuance of shares pursuant to employee stock purchase plan — — 1,434 — — 47 4,802 6,236 Treasury stock purchases — — — — — (882) (112,699) (112,699) Balance at December 31, 2016 48,148 481 556,663 (46) 435,876 (11,382) (77,449) 915,525 Net income — — — — 163,945 — — 163,945 Issuance of shares pursuant to stock compensation plan — — 28,174 — — 1,113 21,671 49,845 Stock compensation — — 37,348 — — — — 37,348 Issuance of shares pursuant to employee stock purchase plan — — 4,682 — — 51 2,362 7,044 Treasury stock purchases — — — — — (44) (6,613) (6,613) Balance at December 31, 2017 48,148 $ 481 $ 626,867 $ (46) $ 599,821 (10,262) $ (60,029) $ 1,167,094 See accompanying notes. Tyler_2017Financials_02-18_Final.indd 56 3/15/18 3:06 PM Tyler Technologies Annual Report 2017 57 Consolidated Statements of Cash Flows For the years ended December 31, 2017 2016 2015 (In thousands) Cash flows from operating activities: Net income $ 163,945 $ 109,857 $ 64,869 Adjustments to reconcile net income to cash provided by operations: Depreciation and amortization 53,925 50,301 19,574 Share-based compensation expense 37,348 29,747 20,182 Provision for losses – accounts receivable 4,110 4,484 1,756 Deferred income tax benefit (29,865) (28,939) (7,956) Changes in operating assets and liabilities, exclusive of effects of acquired companies: Accounts receivable (35,558) (30,227) (28,172) Income tax receivable (8,444) 18,185 24,255 Prepaid expenses and other current assets (5,897) 2,229 (3,054) Accounts payable 878 387 652 Accrued liabilities 6,050 10,717 490 Deferred revenue 9,263 25,118 41,731 Net cash provided by operating activities 195,755 191,859 134,327 Cash flows from investing activities: Cost of acquisitions, net of cash acquired (11,344) (9,394) (339,961) Purchase of cost method investment — — (15,000) Purchase of marketable security investments (59,779) (20,316) (31,907) Proceeds from marketable security investments 28,786 16,837 900 Additions to property and equipment (43,057) (37,726) (12,501) (Increase) decrease in other (1) (121) 10 Net cash used by investing activities (85,395) (50,720) (398,459) Cash flows from financing activities: (Decrease) increase in net borrowings on revolving line of credit (10,000) (56,000) 66,000 Purchase of treasury shares (7,474) (111,838) (645) Contributions from employee stock purchase plan 7,044 6,236 4,671 Proceeds from exercise of stock options 49,845 23,527 23,160 Debt issuance costs — — (2,134) Net cash provided (used) by financing activities 39,415 (138,075) 91,052 Net increase (decrease) in cash and cash equivalents 149,775 3,064 (173,080) Cash and cash equivalents at beginning of period 36,151 33,087 206,167 Cash and cash equivalents at end of period $ 185,926 $ 36,151 $ 33,087 See accompanying notes. Tyler_2017Financials_02-18_Final.indd 57 3/15/18 3:06 PM Tyler TechnologiesAnnual Report 201758 (Tables in thousands, except per share data) (1) SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES Description Of Business We provide integrated software systems and related services for the public sector, with a focus on local governments. We develop and market a broad line of software solutions and services to address the information technology (“IT”) needs of cities, counties, schools and other local government entities. In addition, we provide professional IT services, including software and hardware installation, data conversion, training, and for certain customers, product modifications, along with continuing maintenance and support for customers using our systems. We also provide subscription-based services such as software as a service (“SaaS”) arrangements, which utilize the Tyler private cloud, and electronic document filing solutions (“e-filing”). In addition, we provide property appraisal outsourcing services for taxing jurisdictions. Principles Of Consolidation The consolidated financial statements include our parent company and two subsidiaries, which are wholly-owned. All significant intercompany balances and transactions have been eliminated in consolidation. Comprehensive income (loss) is defined as the change in equity of a business enterprise during a period from transactions, and other events and circumstances from non-owner sources and includes all components of net income (loss) and other comprehensive income (loss). We had no items of other comprehensive income (loss) during the years ended December 31, 2017, 2016 and 2015. Cash And Cash Equivalents Cash in excess of that necessary for operating requirements is invested in short-term, highly liquid, income-producing investments. Investments with original maturities of three months or less are classified as cash and cash equivalents, which primarily consist of cash on deposit with several banks and money market funds. Cash and cash equivalents are stated at cost, which approximates market value. Revenue Recognition We earn revenue from software licenses, royalties, subscription-based services, software services, post-contract customer support (“PCS” or “maintenance”), hardware, and appraisal services. Software Arrangements: For the majority of our software arrangements, we provide services that range from installation, training, and basic consulting to software modification and customization to meet specific customer needs. If the arrangement does not require significant production, modification or customization or where the software services are not considered essential to the functionality of the software, revenue is recognized when all of the following conditions are met • persuasive evidence of an arrangement exists • delivery has occurred • our fee is fixed or determinable • collectability is probable Notes to Consolidated Financial Statements Tyler_2017Financials_02-18_Final.indd 58 3/15/18 3:06 PM Tyler Technologies Annual Report 2017 59 For multiple element arrangements, each element of the arrangement is analyzed and we allocate a portion of the total arrangement fee to the elements based on the relative fair value of the element using vendor-specific objective evidence of fair value (“VSOE”), regardless of any separate prices stated within the contract for each element. Fair value is considered the price a customer would be required to pay if the element was sold separately based on our historical experience of stand-alone sales of these elements to third-parties. For PCS, we use renewal rates for continued support arrangements to determine fair value. For software services, we use the fair value we charge our customers when those services are sold separately. We monitor our transactions to determine that we maintain and periodically revise VSOE to reflect fair value. In software arrangements in which we have the fair value of all undelivered elements but not of a delivered element, we apply the “residual method,” in compliance with Accounting Standards Codification (“ASC”) 985-605, Software Revenue Recognition. Under the residual method, if the fair value of all undelivered elements is determinable, the fair value of the undelivered elements is deferred and the remaining portion of the arrangement fee is allocated to the delivered element(s) and is recognized as revenue assuming the other revenue recognition criteria are met. In software arrangements in which we do not have VSOE for all undelivered elements, revenue is deferred until fair value is determined or all elements for which we do not have VSOE have been delivered. Alternatively, if sufficient VSOE does not exist and the only undelivered element is services that do not involve significant modification or customization of the software, the entire fee is recognized over the period during which the services are expected to be performed. Software Licenses and Royalties We recognize the revenue allocable to software licenses and specified upgrades upon delivery of the software product or upgrade to the customer, unless the fee is not fixed or determinable or collectability is not probable. If the fee is not fixed or determinable, software license revenue is generally recognized as payments become due from the customer. If collectability is not considered probable, revenue is recognized when the fee is collected. Arrangements that include software services, such as training or installation, are evaluated to determine whether those services are essential to the product’s functionality. A majority of our software arrangements involve “off-the-shelf” software. We consider software to be off-the-shelf software if it can be added to an arrangement with minor changes in the underlying code and it can be used by the customer for the customer’s purpose upon installation. For off-the-shelf software arrangements, we recognize the software license fee as revenue after delivery has occurred, customer acceptance is reasonably assured, that portion of the fee represents a non-refundable enforceable claim and is probable of collection, and the remaining services such as training are not considered essential to the product’s functionality. For arrangements that involve significant production, modification or customization of the software, or where software services are otherwise considered essential, we recognize revenue using contract accounting and apply the provisions of the Construction type and Production type Contracts as discussed in ASC 605-35. We generally use the percentage-of-completion method to recognize revenue from these arrangements. We measure progress-to-completion primarily using labor hours incurred, or value added. The percentage-of-completion method generally results in the recognition of reasonably consistent profit margins over the life of a contract because we have the ability to produce reasonably dependable estimates of contract billings and contract costs. We use the level of profit margin that is most likely to occur on a contract. If the most likely profit margin cannot be precisely determined, the lowest probable level of profit margin in the range of estimates is used until the results can be estimated more precisely. These arrangements are often implemented over an extended time period and occasionally require us to revise total cost estimates. Amounts recognized in revenue are calculated using the progress-to-completion measurement after giving effect to any changes in our cost estimates. Changes to total estimated contract costs, if any, are recorded in the period they are determined. Estimated losses on uncompleted contracts are recorded in the period in which we first determine that a loss is apparent. For arrangements that include new product releases for which it is difficult to estimate final profitability except to assume that no loss will ultimately be incurred, we recognize revenue under the completed contract method. Under the completed contract method, revenue is recognized only when a contract is completed or substantially complete. Historically these amounts have been immaterial. Notes to Consolidated Financial Statements Tyler_2017Financials_02-18_Final.indd 59 3/15/18 3:07 PM Tyler Technologies Annual Report 2017Tyler TechnologiesAnnual Report 2017 6160 Notes to Consolidated Financial Statements We recognize royalty revenue when earned under the terms of our third party royalty arrangements, provided the fees are considered fixed or determinable and realization of payment is probable. Currently, our third party royalties are variable in nature and such amounts are not considered fixed or determinable until we receive notice of amounts earned. Typically, we receive notice of royalty revenues earned on a quarterly basis in the immediate quarter following the royalty reporting period. Software Services Some of our software arrangements include services considered essential for the customer to use the software for the customer’s purposes. For these software arrangements, both the software license revenue and the services revenue are recognized as the services are performed using the percentage-of-completion contract accounting method. When software services are not considered essential, the fee allocable to the service element is recognized as revenue as we perform the services. Computer Hardware Equipment Revenue allocable to computer hardware equipment is recognized when we deliver the equipment and collection is probable. Post-Contract Customer Support Our customers generally enter into PCS agreements when they purchase our software licenses. PCS includes telephone and online support, bug fixes, and rights to upgrades on a when-and-if available basis. Our PCS agreements are typically renewable annually. Revenue allocated to PCS is recognized on a straight-line basis over the period the PCS is provided. All significant costs and expenses associated with PCS are expensed as incurred. Subscription-Based Services: Subscription-based services consist of revenues derived from SaaS arrangements, which utilize the Tyler private cloud, and electronic filing transactions. For SaaS arrangements, we evaluate whether the customer has the contractual right to take possession of our software at any time during the hosting period without significant penalty and whether the customer can feasibly maintain the software on the customer’s hardware or enter into another arrangement with a third-party to host the software. In cases where the customer has the contractual right to take possession of our software at any time during the hosting period without significant penalty and the customer can feasibly maintain the software on the customer’s hardware or enter into another arrangement with a third-party to host the software, we recognize the license, professional services and hosting services revenues pursuant to ASC 985-605, Software Revenue Recognition. For SaaS arrangements that do not meet the criteria for recognition under ASC 985-605, we account for the elements under ASC 605-25, Multiple Element Arrangements, using all applicable facts and circumstances, including whether (i) the element has stand-alone value, (ii) there is a general right of return and (iii) the revenue is contingent on delivery of other elements. We allocate contract value to each element of the arrangement that qualifies for treatment as a separate element based on VSOE, and if VSOE is not available, third-party evidence, and if third-party evidence is unavailable, estimated selling price. We recognize hosting services ratably over the term of the arrangement, which range from one to ten years but are typically for a period of five to seven years. For professional services associated with SaaS arrangements that we determine do not have stand-alone value to the customer or are contingent on delivery of other elements, we recognize the services revenue ratably over the remaining contractual period once we have provided the customer access to the software and we may begin billing for hosting services. We record amounts that have been invoiced in accounts receivable and in deferred revenue or revenues, depending on whether the revenue recognition criteria have been met. Tyler_2017Financials_02-18_Final.indd 60 3/15/18 3:07 PM Tyler Technologies Annual Report 2017Tyler TechnologiesAnnual Report 2017 6160 Notes to Consolidated Financial Statements Electronic filing transaction fees primarily pertain to documents filed with the courts by attorneys and other third-parties via our e-filing services and retrieval of filed documents via our access services. The elements for these arrangements are accounted for under ASC 605-25. For each document filed with a court, the filer generally pays a transaction fee and a court filing fee to us and we remit a portion of the transaction fee and the filing fee to the court. We record as revenue the transaction fee, while the portion of the transaction fee remitted to the courts is recorded as cost of sales as we are acting as a principal in the arrangement. Court filing fees collected on behalf of the courts and remitted to the courts are recorded on a net basis and thus do not affect the statement of comprehensive income. In some cases, we are paid on a fixed fee basis and recognize the revenue ratably over the contractual period. Costs of performing services under subscription-based arrangements are expensed as incurred, except for certain direct and incremental contract origination and set-up costs associated with SaaS arrangements. Such direct and incremental costs are capitalized and amortized ratably over the related SaaS hosting term. Appraisal Services: For our property appraisal projects, we recognize revenue using the proportional performance method of revenue recognition since many of these projects are implemented over one to three year periods and consist of various unique activities. Under this method of revenue recognition, we identify each activity for the appraisal project, with a typical project generally calling for bonding, office set up, training, routing of map information, data entry, data collection, data verification, informal hearings, appeals and project management. Each activity or act is specifically identified and assigned an estimated cost. Costs which are considered to be associated with indirect activities, such as bonding costs and office set up, are expensed as incurred. These costs are typically billed as incurred and are recognized as revenue equal to cost. Direct contract fulfillment activities and related supervisory costs such as data collection, data entry and verification are expensed as incurred. The direct costs for these activities are determined and the total contract value is then allocated to each activity based on a consistent profit margin. Each activity is assigned a consistent unit of measure to determine progress towards completion and revenue is recognized for each activity based upon the percentage complete as applied to the estimated revenue for that activity. Progress for the fulfillment activities is typically based on labor hours or an output measure such as the number of parcel counts completed for that activity. Estimated losses on uncompleted contracts are recorded in the period in which we first determine that a loss is apparent. Allocation of Revenue in Statements of Comprehensive Income In our statements of comprehensive income, we allocate revenue to software licenses, software services, maintenance and hardware and other based on the VSOE of fair value for elements in each revenue arrangement and the application of the residual method for arrangements in which we have established VSOE of fair value for all undelivered elements. In arrangements where we are not able to establish VSOE of fair value for all undelivered elements, revenue is first allocated to any undelivered elements for which VSOE of fair value has been established. We then allocate revenue to any undelivered elements for which VSOE of fair value has not been established based upon management’s best estimate of fair value of those undelivered elements and apply a residual method to determine the license fee. Management’s best estimate of fair value of undelivered elements for which VSOE of fair value has not been established is based upon the VSOE of similar offerings and other objective criteria. Other The majority of deferred revenue consists of unearned maintenance revenue that has been billed based on contractual terms in the underlying arrangement with the remaining balance consisting of payments received in advance of revenue being earned under software licensing, subscription-based services, software and appraisal services and hardware installation. Unbilled revenue is not billable at the balance sheet date but is recoverable over the remaining life of the contract through billings made in accordance with contractual agreements. The termination clauses in our contracts generally provide for the payment for the value of products delivered and services performed in the event of an early termination. Tyler Technologies Annual Report 2017Tyler TechnologiesAnnual Report 2017 6362 Notes to Consolidated Financial Statements Prepaid expenses and other current assets include direct and incremental costs such as commissions associated with arrangements for which revenue recognition has been deferred. Such costs are expensed at the time the related revenue is recognized. Use of Estimates The preparation of our financial statements in conformity with accounting principles generally accepted in the United States (“GAAP”) requires us to make estimates and assumptions that affect the reported amounts of assets and liabilities and disclosure of contingent assets and liabilities at the date of the financial statements and the reported amounts of revenues and expenses during the reporting period. Significant items subject to such estimates and assumptions include the application of the percentage-of-completion and proportional performance methods of revenue recognition, the carrying amount and estimated useful lives of intangible assets, determination of share-based compensation expense and valuation allowance for receivables. Actual results could differ from estimates. Property and Equipment, Net Property, equipment and purchased software are recorded at original cost and increased by the cost of any significant improvements after purchase. We expense maintenance and repairs when incurred. Depreciation and amortization is calculated using the straight-line method over the shorter of the asset’s estimated useful life or the term of the lease in the case of leasehold improvements. For income tax purposes, we use accelerated depreciation methods as allowed by tax laws. Research and Development Costs We expensed research and development costs of $47.3 million during 2017, $43.2 million during 2016, and $29.9 million during 2015. Income Taxes Income taxes are accounted for under the asset and liability method. Deferred taxes arise because of different treatment between financial statement accounting and tax accounting, known as “temporary differences.” We record the tax effect of these temporary differences as “deferred tax assets” (generally items that can be used as a tax deduction or credit in the future periods) and “deferred tax liabilities” (generally items that we received a tax deduction for, which have not yet been recorded in the income statement). The deferred tax assets and liabilities are measured using enacted tax rules and laws that are expected to be in effect when the temporary differences are expected to be recovered or settled. A valuation allowance would be established to reduce deferred tax assets if it is more likely than not that a deferred tax asset will not be “realized.” On December 22, 2017, the Tax Cuts and Jobs Act (the “Tax Act”) was enacted into law. The Tax Act amends the Internal Revenue Code to reduce tax rates and modify policies, credits and deductions for individuals and businesses. For businesses, the Tax Act reduces the corporate U.S. federal tax rate from a maximum of 35% to a flat 21% rate and transitions from a worldwide tax system to a territorial tax system. Under ASC 740 Income Taxes, the effects of changes in tax rates and laws are recognized in the period in which the new legislation is enacted. In the case of U.S. corporate federal income taxes, the enactment date is the date the bill becomes law (i.e., upon presidential signature). See Note 7 – “Income Tax” for further discussion related to the Tax Act. Share-Based Compensation We have a stock option plan that provides for the grant of stock options to key employees, directors and non-employee consultants. Stock options generally vest after three to six years of continuous service from the date of grant and have a contractual term of 10 years. We account for share-based compensation utilizing the fair value recognition pursuant to ASC 718, Stock Compensation. See Note 9 – “Share-Based Compensation” for further information. Tyler_2017Financials_02-18_Final.indd 62 3/15/18 3:07 PM Tyler Technologies Annual Report 2017Tyler TechnologiesAnnual Report 2017 6362 Notes to Consolidated Financial Statements Goodwill and Other Intangible Assets Goodwill Goodwill represents the excess of the purchase price over the fair value of net assets acquired, including identifiable intangible assets, in connection with our business combinations. Upon acquisition, goodwill is assigned to the reporting unit that is expected to benefit from the synergies of the business combination, which is the reporting unit to which the related acquired technology is assigned. A reporting unit is the operating segment, or a business unit one level below that operating segment, for which discrete financial information is prepared and regularly reviewed by executive management. We assess goodwill for impairment annually as of April, or more frequently whenever events or changes in circumstances indicate its carrying value may not be recoverable. When testing goodwill for impairment quantitatively, we first compare the fair value of each reporting unit with its carrying amount. If the carrying amount of a reporting unit exceeds its fair value, a second step is performed to measure the amount of potential impairment. In the second step, we compare the implied fair value of reporting unit goodwill with the carrying amount of the reporting unit’s goodwill. If the carrying amount of reporting unit goodwill exceeds the implied fair value of that goodwill, an impairment loss is recognized. The fair values calculated in our impairment tests are determined using discounted cash flow models involving several assumptions. The assumptions that are used are based upon what we believe a hypothetical marketplace participant would use in estimating fair value. We evaluate the reasonableness of the fair value calculations of our reporting units by comparing the total of the fair value of all of our reporting units to our total market capitalization. Our annual goodwill impairment analysis, which we performed quantitatively during the second quarter of 2017, did not result in an impairment charge. Other Intangible Assets We make judgments about the recoverability of purchased intangible assets other than goodwill whenever events or changes in circumstances indicate that an impairment may exist. Customer base and acquired software each comprise approximately half of our purchased intangible assets other than goodwill. We review our customer turnover each year for indications of impairment. Our customer turnover has historically been very low. There have been no significant impairments of intangible assets in any of the periods presented. If indications of impairment are determined to exist, we measure the recoverability of assets by a comparison of the carrying amount of the asset to the estimated undiscounted future cash flows expected to be generated by the asset. If the carrying amount of the assets exceeds their estimated future cash flows, an impairment charge is recognized for the amount by which the carrying amount of the assets exceeds the fair value of the assets. Impairment of Long-Lived Assets We periodically evaluate whether current facts or circumstances indicate that the carrying value of our property and equipment or other long-lived assets to be held and used may not be recoverable. If such circumstances are determined to exist, we measure the recoverability of assets to be held and used by a comparison of the carrying amount of the asset or appropriate grouping of assets and the estimated undiscounted future cash flows expected to be generated by the assets. If the carrying amount of the assets exceeds their estimated future cash flows, an impairment charge is recognized for the amount by which the carrying amount of the assets exceeds the fair value of the assets. Assets to be disposed of would be separately presented in the balance sheet and reported at the lower of the carrying amount or fair value less costs to sell, and are no longer depreciated. The assets and liabilities of a disposed group classified as held for sale would be presented separately in the appropriate asset and liability sections of the balance sheet. There have been no significant impairments of long-lived assets in any of the periods presented. Tyler_2017Financials_02-18_Final.indd 63 3/15/18 3:07 PM Tyler Technologies Annual Report 2017Tyler TechnologiesAnnual Report 2017 6564 Notes to Consolidated Financial Statements Costs of Computer Software We capitalize software development costs upon the establishment of technological feasibility and prior to the availability of the product for general release to customers. Software development costs primarily consist of personnel costs and rent for related office space. We begin to amortize capitalized costs when a product is available for general release to customers. Amortization expense is determined on a product- by-product basis at a rate not less than straight-line basis over the product’s remaining estimated economic life. We have not capitalized any internal software development costs in any of the periods presented. Fair Value of Financial Instruments Cash and cash equivalents, accounts receivables, accounts payables, short-term obligations and certain other assets at cost approximate fair value because of the short maturity of these instruments. The fair value of our revolving line of credit approximates book value as of December 31, 2017, because our interest rates reset approximately every 30 days or less. See Note 6 – “Revolving Line of Credit” for further discussion. As of December 31, 2017, we have $63.8 million in investment grade corporate bonds, municipal bonds and asset-backed securities with maturity dates ranging from 2017 through 2021. We intend to hold these bonds to maturity and have classified them as such. We believe cost approximates fair value because of the relatively short duration of these investments. The fair values of these securities are considered Level II as they are based on inputs from quoted prices in markets that are not active or from other observable market data. These investments are included in short-term investments and non-current investments and other assets. As of December 31, 2017, we have $15.0 million invested in convertible preferred stock representing a 20% interest in Record Holdings Pty Limited, a privately held Australian company specializing in digitizing the spoken word in court and legal proceedings. The investment in convertible preferred stock is accounted under the cost method because the Company does not have the ability to exercise significant influence over the investee and the securities do not have readily determinable fair values. Our investment is carried at cost less any impairment write-downs. Annually, the Company’s cost method investments are assessed for impairment. The Company does not reassess the fair value of cost method investments if there are no identified events or changes in circumstances that may have a significant adverse effect on the fair value of the investments. This investment is included in non-current investments and other assets in the accompanying consolidated balance sheets. Concentrations of Credit Risk and Unbilled Receivables Financial instruments that potentially subject us to significant concentrations of credit risk consist principally of cash and cash equivalents, accounts receivable from trade customers, and investments in marketable securities. Our cash and cash equivalents primarily consists of operating account balances and money market funds, which are maintained at several major domestic financial institutions and the balances often exceed insured amounts. As of December 31, 2017, we had cash and cash equivalents of $185.9 million. We perform periodic evaluations of the credit standing of these financial institutions. Concentrations of credit risk with respect to receivables are limited due to the size and geographical diversity of our customer base. Historically, our credit losses have not been significant. As a result, we do not believe we have any significant concentrations of credit risk as of December 31, 2017. We maintain allowances for doubtful accounts and sales adjustments, which are provided at the time the revenue is recognized. Since most of our customers are domestic governmental entities, we rarely incur a loss resulting from the inability of a customer to make required payments. Events or changes in circumstances that indicate that the carrying amount for the allowances for doubtful accounts and sales adjustments may require revision, include, but are not limited to, deterioration of a customer’s financial condition, failure to manage our customer’s expectations regarding the scope of the services to be delivered, and defects or errors in new versions or enhancements of our software products. Tyler_2017Financials_02-18_Final.indd 64 3/15/18 3:07 PM Tyler Technologies Annual Report 2017Tyler TechnologiesAnnual Report 2017 6564 Notes to Consolidated Financial Statements The following table summarizes the changes in the allowances for doubtful accounts and sales adjustments: Years Ended December 31, 2017 2016 2015 Balance at beginning of year $ 3,396 $ 1,640 $ 1,725 Provisions for losses – accounts receivable 4,110 4,484 1,756 Collection of accounts previously written off — — 153 Deductions for accounts charged off or credits issued (2,079) (2,728) (1,994) Balance at end of year $ 5,427 $ 3,396 $ 1,640 The termination clauses in most of our contracts provide for the payment for the value of products delivered or services performed in the event of early termination. Our property appraisal outsourcing service contracts can range up to three years and, in a few cases, as long as five years, in duration. In connection with these contracts, as well as certain software service contracts, we may perform work prior to when the software and services are billable and/or payable pursuant to the contract. We have historically recorded such unbilled receivables (costs and estimated profit in excess of billings) in connection with (1) property appraisal services contracts accounted for using proportional performance accounting in which the revenue is earned based upon activities performed in one accounting period but the billing normally occurs subsequently and may span another accounting period; (2) software services contracts accounted for using the percentage-of-completion method of revenue recognition using labor hours as a measure of progress towards completion in which the services are performed in one accounting period but the billing for the software element of the arrangement may be based upon the specific phase of the implementation; (3) software revenue for which we have objective evidence that the customer-specified objective criteria has been met but the billing has not yet been submitted to the customer; (4) some of our contracts provide for an amount to be withheld from a progress billing (generally between 5% and 20% retention) until final and satisfactory project completion is achieved; and (5) in a limited number of cases, we may grant extended payment terms, generally to existing customers with whom we have a long-term relationship and favorable collection history. We have recorded unbilled receivables of $42.6 million and $33.6 million at December 31, 2017 and 2016, respectively. Included in unbilled receivables are retention receivables of $7.2 million and $5.0 million at December 31, 2017 and 2016, respectively, and these retentions become payable upon the completion of the contract or completion of our fieldwork and formal hearings. Unbilled receivables and retention receivables expected to be collected in excess of one year have been included with accounts receivable, long-term portion in the accompanying consolidated balance sheets. Indemnification Most of our software license agreements indemnify our customers in the event that the software sold infringes upon the intellectual property rights of a third-party. These agreements typically provide that in such event we will either modify or replace the software so that it becomes non-infringing or procure for the customer the right to use the software. We have recorded no liability associated with these indemnifications, as we are not aware of any pending or threatened infringement actions that are possible losses. We believe the estimated fair value of these intellectual property indemnification clauses is minimal. We have also agreed to indemnify our officers and board members if they are named or threatened to be named as a party to any proceeding by reason of the fact that they acted in such capacity. We maintain directors’ and officers’ liability insurance coverage to protect against any such losses. We have recorded no liability associated with these indemnifications. Because of our insurance coverage, we believe the estimated fair value of these indemnification agreements is minimal. Tyler_2017Financials_02-18_Final.indd 65 3/15/18 3:08 PM Tyler Technologies Annual Report 2017Tyler TechnologiesAnnual Report 2017 6766 Notes to Consolidated Financial Statements Reclassifications Certain amounts for previous years have been reclassified to conform to the current year presentation. New Accounting Pronouncements Recent Accounting Guidance not yet Adopted Revenue from Contracts with Customers. On May 28, 2014, the Financial Accounting Standards Board (“FASB”) issued ASU No. 2014-09, “Revenue from Contracts with Customers.” This ASU is the result of a convergence project between the FASB and the International Accounting Standards Board. The core principle behind ASU No. 2014-09 is that an entity should recognize revenue to depict the transfer of promised goods and services to customers in an amount that reflects the consideration to which the entity expects to be entitled in exchange for delivering those goods and services. This model involves a five-step process that includes identifying the contract with the customer, identifying the performance obligations in the contract, determining the transaction price, allocating the transaction price to the performance obligations in the contract and recognizing revenue when (or as) the entity satisfies the performance obligations. The ASU allows two methods of adoption: a full retrospective approach where three years of financial information are presented in accordance with the new standard, and a modified retrospective approach where the ASU is applied to the most current period presented in the financial statements. We have adopted the new standard effective January 1, 2018 using the full retrospective method which will require each prior reporting period presented to be recast in future issuance of our financial statements. In preparation for adoption of the standard, we have implemented internal controls and key system functionality to enable the preparation of financial information and have reached conclusions on key accounting assessments related to the standard. During the fourth quarter of fiscal 2017, we have substantially completed data conversion activities required to recast our prior period results. We continue to perform an in-depth review of our preliminary results; therefore, we are in the process of completing our analysis necessary to recast prior period results. We do not believe there are any remaining significant implementation topics associated with the adoption of this ASU that have not yet been addressed. This standard will have a material impact on our consolidated balance sheets and statement of shareholders’ equity. The impact of the standard on consolidated revenue and costs of revenue will be dependent upon the mix of revenue streams due to our accounting for software license fees, allocation of discounts across all performance obligations and to the incremental costs of obtaining a contract. Specifically, under the new standard software license fees under perpetual agreements will no longer be subject to 100% discount allocations from other elements in the contract. Discounts in arrangements will be allocated across all deliverables increasing license revenues and decreasing revenues allocated to other performance obligations. In addition, in most cases, net license fees (total license fees less any allocated discounts) will be recognized at the point in time that control of the software license transfers to the customer versus our current policy of recognizing revenue only to the extent billable per the contractual terms. Time-based license fees currently recognized over the license term will no longer be recognized over the period of the license and will instead be recognized at the point in time that control of the software license transfers to the customer. Revenue related to our software as a service (“SaaS”) offerings, post-contract customer support (“PCS”) renewals and professional services remain substantially unchanged. Due to the complexity of certain contracts, the actual revenue recognition treatment required under the standard will be dependent on contract-specific terms and may vary in some instances from recognition at the time of billing. Application of the new standard requires that incremental costs directly related to obtaining a contract (typically sales commissions plus any associated fringe benefits) must be recognized as an asset and expensed on a systematic basis that is consistent with the transfer to the customer of the goods and services to which the asset relates, unless that life is less than one year. Currently, we defer sales commissions and recognize expense over the relevant initial contractual term. With the adoption of the new standard, amortization periods will extend past the initial term. Tyler_2017Financials_02-18_Final.indd 66 3/15/18 3:08 PM Tyler Technologies Annual Report 2017Tyler TechnologiesAnnual Report 2017 6766 Notes to Consolidated Financial Statements Leases. On February 25, 2016, the FASB issued its new lease accounting guidance in ASU No. 2016-02, “Leases (Topic 842).” Under the new guidance, lessees will be required to recognize the following for all leases (with the exception of short-term leases) at the commencement date: • A lease liability, which is a lessee‘s obligation to make lease payments arising from a lease, measured on a discounted basis; and • A right-of-use asset, which is an asset that represents the lessee’s right to use, or control the use of, a specified asset for the lease term. Lessees (for capital and operating leases) and lessors (for sales-type, direct financing, and operating leases) must apply a modified retrospective transition approach for leases existing at, or entered into after, the beginning of the earliest comparative period presented in the financial statements. The modified retrospective approach would not require any transition accounting for leases that expired before the earliest comparative period presented. Lessees and lessors may not apply a full retrospective transition approach. The ASU is effective for fiscal years beginning after December 15, 2018, including interim periods therein. Early application is permitted for all business entities upon issuance. We are assessing the financial impact of adopting the new standard; however, we are currently unable to provide a reasonable estimate regarding the financial impact. We will adopt the new standard in fiscal year 2019. (2) ACQUISITIONS 2017 On November 29, 2017, we acquired audio and digital two-way radio communications technology and related assets from Radio 10-33, LLC. The total purchase price was $1.4 million, all of which was paid in cash. On August 2, 2017, we acquired substantially all of the assets and assumed certain liabilities of Digital Health Department, Inc. (“DHD”), a company that provides environmental health software, offering a software-as-a-service (SaaS) solution for public health compliance and inspections processes. The total purchase price, net of debt assumed, was $3.9 million, all of which was paid in cash. The purchase price allocations for the acquisitions noted above are not yet complete. As of December 31, 2017, the preliminary estimates of fair values assumed at the acquisition dates for intangibles, liabilities, deferred revenue, and related deferred taxes are subject to change as valuations are finalized. On May 30, 2017, we acquired all of the capital stock of Modria.com, Inc., a company that specializes in online dispute resolution for government and commercial entities. The total purchase price, net of debt assumed, was $7.0 million, of which $6.1 million was paid in cash and $0.9 million was accrued as of December 31, 2017. As of December 31, 2017, the purchase price allocation for this acquisition is complete and our balance sheet reflects the allocation of the purchase price to the assets acquired based on their fair value at the date of acquisition. The fair value of the assets and liabilities acquired are based on valuations using Level III, unobservable inputs that are supported by little or no market activity and that are significant to the fair value of the assets or liabilities. The operating results of these acquisition are included in our results of operations of the Enterprise Software segment from their respective dates of acquisition. The impact of these acquisitions, individually and in the aggregate, on our operating results, assets and liabilities is not material. Tyler_2017Financials_02-18_Final.indd 67 3/15/18 3:08 PM Tyler Technologies Annual Report 2017Tyler TechnologiesAnnual Report 2017 6968 Notes to Consolidated Financial Statements 2016 On May 31, 2016, we acquired all of the capital stock of ExecuTime Software, LLC, a leading provider of time, attendance, and advanced scheduling software solutions. The total purchase price, net of debt assumed, was $7.4 million. The fair value of the assets and liabilities acquired are based on valuations using Level III, unobservable inputs that are supported by little or no market activity and that are significant to the fair value of the assets or liabilities. The operating results of this acquisition are included in our results of operations of the Enterprise Software segment from the date of the acquisition. The impact of this acquisition on our operating results is not material. 2015 On November 16, 2015, we acquired all of the capital stock of New World Systems Corporation (“NWS”), which provides public safety and financial solutions for local governments. The purchase price, net of cash acquired of $22.5 million, was comprised of $337.5 million in cash, of which $4.0 million was accrued at December 31, 2015, and 2.1 million shares of Tyler common stock valued at $362.8 million, based on the closing price on November 16, 2015. We also incurred fees of approximately $5.9 million for financial advisory, legal, accounting, due diligence, valuation and other various services necessary to complete the acquisition. These fees were expensed in 2015 and are included in selling, general and administrative expenses. In 2016, we paid $2.0 million related to the working capital holdback of $4.0 million and reduced the accrued liability. Our final valuation of the fair market value of NWS’ assets and liabilities resulted in adjustments to the preliminary opening balance sheet. These adjustments related to a reduction in deferred revenue and related deferred income taxes and additional reserves for accounts receivable and contingencies resulting in a net decrease to goodwill of approximately $7.4 million. On May 29, 2015, we acquired all of the capital stock of Brazos Technology Corporation (“Brazos”), which provides mobile hand held solutions, primarily to law enforcement agencies, for field accident reporting and electronically issuing citations. The purchase price, net of cash acquired of $312,000 and including debt assumed of $733,000, was $6.1 million in cash and 12,500 shares of Tyler common stock valued at $1.5 million. The operating results of NWS and Brazos are included with the operating results of the Enterprise Software segment from their respective dates of acquisition. The fair value of the assets and liabilities acquired are based on valuations using Level III, unobservable inputs that are supported by little or no market activity and that are significant to the fair value of the assets or liabilities. (3) PROPERTY AND EQUIPMENT, NET Property and equipment, net consists of the following at December 31: Useful Lives (years) 2017 2016 Land — $ 9,958 $ 9,958 Building and leasehold improvements 5-39 116,214 94,924 Computer equipment and purchased software 3-5 72,531 55,627 Furniture and fixtures 5 24,834 19,897 Transportation equipment 5 476 447 224,013 180,853 Accumulated depreciation and amortization (71,698) (56,585) Property and equipment, net $ 152,315 $ 124,268 Depreciation expense was $17.3 million during 2017, $13.4 million during 2016, and $9.1 million during 2015. Tyler_2017Financials_02-18_Final.indd 68 3/15/18 3:09 PM Tyler Technologies Annual Report 2017Tyler TechnologiesAnnual Report 2017 6968 Notes to Consolidated Financial Statements In 2017, we purchased an office building in Latham, New York for approximately $2.9 million and paid $2.1 million for improvements to that building. We also paid $19.4 million for construction to expand our office building in Yarmouth, Maine. In 2016, we purchased an office building in Falmouth, Maine, that was previously leased from an entity owned by an executive’s father and brother, for approximately $9.7 million, and paid $8.0 million for construction to expand our office building in Yarmouth, Maine. We own office buildings in Bangor, Falmouth and Yarmouth, Maine; Lubbock and Plano, Texas; Troy, Michigan; Latham, New York; and Moraine, Ohio. We lease space in some of these buildings to third-party tenants. These leases expire between 2019 and 2025 and are expected to provide rental income of approximately $1.5 million during 2018, $1.4 million during 2019, $1.4 million during 2020, $1.4 million during 2021, $1.5 million during 2022, and $4.3 million thereafter. Rental income from third-party tenants was $1.5 million in 2017, $1.7 million in 2016, and $0.9 million in 2015. (4) GOODWILL AND OTHER INTANGIBLE ASSETS Other intangible assets and related accumulated amortization consists of the following at December 31: 2017 2016 Gross carrying amount of acquisition intangibles: Customer related intangibles $ 187,717 $ 186,231 Acquired software 179,466 176,096 Trade names 11,435 11,065 Leases acquired 3,694 3,694 382,312 377,086 Accumulated amortization (145,868) (109,827) Total intangibles, net $ 236,444 $ 267,259 Total amortization expense for intangibles was $36.0 million in 2017, $36.4 million in 2016, and $10.3 million during 2015. The allocation of acquisition intangible assets is summarized in the following table: December 31, 2017 December 31, 2016 Weighted Weighted Gross Average Gross Average Carrying Amortization Accumulated Carrying Amortization Accumulated Amount Period Amortization Amount Period Amortization Non-amortizable intangibles: Goodwill $ 657,987 — $ — $ 650,237 — $ — Amortizable intangibles: Customer related intangibles 187,717 15 years 64,375 186,231 15 years 51,491 Acquired software 179,466 7 years 76,800 176,096 7 years 55,115 Trade names 11,435 11 years 3,768 11,065 12 years 2,740 Leases acquired 3,694 10 years 925 3,694 9 years 481 Tyler_2017Financials_02-18_Final.indd 69 3/15/18 3:09 PM Tyler Technologies Annual Report 2017Tyler TechnologiesAnnual Report 2017 7170 Notes to Consolidated Financial Statements The changes in the carrying amount of goodwill for the two years ended December 31, 2017 are as follows: Enterprise Appraisal Software and Tax Total Balance as of 12/31/2015 $ 647,109 $ 6,557 $ 653,666 Goodwill acquired with acquisitions 3,943 — 3,943 Purchase price adjustments related to purchase of NWS (7,372) — (7,372) Balance as of 12/31/2016 643,680 6,557 650,237 Goodwill acquired with acquisitions 7,750 — 7,750 Balance as of 12/31/2017 $ 651,430 $ 6,557 $ 657,987 Estimated annual amortization expense related to acquired leases will be recorded as a reduction to hardware and other revenue and is expected to be $425,000 in 2018, $373,000 in 2019, $313,000 in 2020, $312,000 in 2021, $312,000 in 2022 and $1.0 million thereafter. Estimated annual amortization expense related to acquisition intangibles, including acquired software, for which the amortization expense is recorded as cost of revenues, is as follows: 2018 $ 35,278 2019 33,920 2020 32,495 2021 32,136 2022 28,665 (5) ACCRUED LIABILITIES Accrued liabilities consist of the following at December 31: 2017 2016 Accrued wages, bonuses and commissions $ 43,688 $ 38,996 Other accrued liabilities 20,987 16,993 $ 64,675 $ 55,989 (6) REVOLVING LINE OF CREDIT On November 16, 2015, we entered into a $300.0 million Credit Agreement (the “Credit Facility”) with the various lenders party thereto and Wells Fargo Bank, National Association, as Administrative Agent. The Credit Facility provides for a revolving credit line of up to $300.0 million, including a $10.0 million sublimit for letters of credit. The Credit Facility matures on November 16, 2020. Borrowings under the Credit Facility may be used for general corporate purposes, including working capital requirements, acquisitions and share repurchases. Borrowings under the Credit Facility bear interest at a rate of either (1) Wells Fargo Bank’s prime rate (subject to certain higher rate determinations) plus a margin of 0.25% to 1.00% or (2) the 30, 60, 90 or 180-day LIBOR rate plus a margin of 1.25% to 2.00%. As of December 31, 2017, our interest rate was 4.75% under the prime rate option or approximately 2.78% under the 30-day LIBOR option. The Credit Facility is secured by substantially all our assets. The Credit Facility requires us to maintain certain financial ratios and other financial conditions and prohibits us from making certain investments, advances, cash dividends or loans, and limits incurrence of additional indebtedness and liens. As of December 31, 2017, we were in compliance with those covenants. Tyler_2017Financials_02-18_Final.indd 70 3/15/18 3:09 PM Tyler Technologies Annual Report 2017Tyler TechnologiesAnnual Report 2017 7170 Notes to Consolidated Financial Statements As of December 31, 2017, we had no outstanding borrowings and had unused borrowing capacity of $299.5 million under the Credit Facility. In addition, as of December 31, 2017, we had one outstanding letter of credit for $0.5 million in favor of a client contract. The letter of credit guarantees our performance under the contract and expires in 2018. We paid interest of $804,000 in 2017, $1.9 million in 2016, and $223,000 in 2015. (7) INCOME TAX The income tax (benefit) provision on income from operations consists of the following: Years Ended December 31, 2017 2016 2015 Current: Federal $ 22,882 $ 41,366 $ 44,841 State 4,666 7,023 6,670 27,548 48,389 51,511 Deferred (29,865) (28,939) (7,956) $ (2,317) $ 19,450 $ 43,555 Reconciliation of the U.S. statutory income tax rate to our effective income tax expense rate for operations follows: Years Ended December 31, 2017 2016 2015 Federal income tax expense at statutory rate $ 56,570 $ 45,257 $ 37,949 State income tax, net of federal income tax benefit 4,824 4,807 3,715 Domestic production activities deduction (2,617) (3,947) (466) Excess tax benefits related to stock option exercises (40,624) (29,582) — Tax Act adjustments (21,625) — — Tax credits (3,578) — — Non-deductible business expenses 4,573 2,979 2,414 Other, net 160 (64) (57) $ (2,317) $ 19,450 $ 43,555 On December 22, 2017, the Tax Act was enacted into law. The Tax Act amends the Internal Revenue Code to reduce tax rates and modify policies, credits and deductions for individuals and businesses. For businesses, the Tax Act reduces the U.S. corporate federal tax rate from a maximum of 35% to a flat 21% rate and transitions from a worldwide tax system to a territorial tax system. The Tax Act also adds many new provisions including changes to bonus depreciation, the deduction for executive compensation and a tax on global intangible low-taxed income (GILTI). The most significant impact of the Tax Act to us is the reduction in the U.S. federal corporate income tax rate from 35% to 21%. The impact of the rate reduction on our 2017 income tax provision is a $21.6 million tax benefit due to the remeasurement of deferred tax assets and liabilities. We have reported provisional amounts for the income tax effects of the Tax Act for which the accounting is incomplete but a reasonable estimate could be determined. There were no specific impacts of the Tax Act that could not be reasonably estimated which we accounted for under prior tax law. Based on a continued analysis of the estimates and further guidance on the application of the law, it is anticipated that additional revisions may occur throughout the allowable measurement period. Overall, the changes due to the Tax Act will favorably affect income tax expense and future U.S. earnings. Due to the adoption of ASU No. 2016-09 in 2016, federal and state excess tax benefits from stock option exercises for years subsequent to 2015 are reflected as a reduction of the provision for income taxes, whereas they were previously accounted for as an increase to shareholders’ equity. Tyler_2017Financials_02-18_Final.indd 71 3/15/18 3:10 PM Tyler Technologies Annual Report 2017Tyler TechnologiesAnnual Report 2017 7372 Notes to Consolidated Financial Statements The tax effects of the major items recorded as deferred tax assets and liabilities as of December 31 are: 2017 2016 Deferred income tax assets: Operating expenses not currently deductible $ 11,232 $ 18,721 Stock option and other employee benefit plans 15,932 19,665 Total deferred income tax assets 27,164 38,386 Deferred income tax liabilities: Intangible assets (60,189) (103,754) Property and equipment (5,699) (3,207) Other (190) (204) Total deferred income tax liabilities (66,078) (107,165) Net deferred income tax liabilities $ (38,914) $ (68,779) Although realization is not assured, we believe it is more likely than not that all the deferred tax assets will be realized. Accordingly, we believe no valuation allowance is required for the deferred tax assets. However, the amount of the deferred tax asset considered realizable could be adjusted in the future if estimates of reversing taxable temporary differences are revised. There were no unrecognized tax benefits during any of the reported periods. We are subject to U.S. federal tax, as well as income tax of multiple state, local and foreign jurisdictions. We are routinely subject to income tax examinations by these taxing jurisdictions, but we do not have a history of, nor do we expect any, material adjustments to result from these examinations. During 2017, the Internal Revenue Service issued a “no change” letter upon completion of their examination of our 2012 tax year. With few exceptions, major U.S. federal, state and foreign jurisdictions are no longer subject to examinations for years before 2013. As of February 20, 2018, no significant adjustments have been proposed by any taxing jurisdiction. We paid income taxes, net of refunds received, of $36.0 million in 2017, $30.2 million in 2016, and $27.3 million in 2015. (8) SHAREHOLDERS’ EQUITY The following table details activity in our common stock: Years Ended December 31, 2017 2016 2015 Shares Amount Shares Amount Shares Amount Stock option exercises 1,113 $ 49,845 827 $ 23,527 1,118 $ 23,160 Purchases of common stock (44) (6,613) (882) (112,699) (5) (645) Employee stock plan purchases 51 7,044 47 6,236 43 4,671 Shares issued for acquisitions — — — — 2,149 364,333 As of February 20, 2018, we had authorization from our board of directors to repurchase up to 2.0 million additional shares of our common stock. Tyler_2017Financials_02-18_Final.indd 72 3/15/18 3:10 PM Tyler Technologies Annual Report 2017Tyler TechnologiesAnnual Report 2017 7372 Notes to Consolidated Financial Statements (9) SHARE-BASED COMPENSATION Share-Based Compensation Plan We have a stock option plan that provides for the grant of stock options to key employees, directors and non-employee consultants. Stock options generally vest after three to six years of continuous service from the date of grant and have a contractual term of 10 years. Once options become exercisable, the employee can purchase shares of our common stock at the market price on the date we granted the option. We account for share-based compensation utilizing the fair value recognition pursuant to ASC 718, Stock Compensation. As of December 31, 2017, there were 2.1 million shares available for future grants under the plan from the 20.0 million shares previously approved by the shareholders. Determining Fair Value of Stock Compensation Valuation and Amortization Method. We estimate the fair value of share-based awards granted using the Black-Scholes option valuation model. We amortize the fair value of all awards on a straight-line basis over the requisite service periods, which are generally the vesting periods. Expected Life. The expected life of awards granted represents the period of time that they are expected to be outstanding. The expected life represents the weighted-average period the stock options are expected to be outstanding based primarily on the options’ vesting terms, remaining contractual life and the employees’ expected exercise based on historical patterns. Expected Volatility. Using the Black-Scholes option valuation model, we estimate the volatility of our common stock at the date of grant based on the historical volatility of our common stock. Risk-Free Interest Rate. We base the risk-free interest rate used in the Black-Scholes option valuation model on the implied yield currently available on U.S. Treasury zero-coupon issues with an equivalent remaining term equal to the expected life of the award. Expected Dividend Yield. We have not paid any cash dividends on our common stock in more than ten years and we do not anticipate paying any cash dividends in the foreseeable future. Consequently, we use an expected dividend yield of zero in the Black-Scholes option valuation model. Expected Forfeitures. We use historical data to estimate pre-vesting option forfeitures. We record share-based compensation only for those awards that are expected to vest. The following weighted average assumptions were used for options granted: Years Ended December 31, 2017 2016 2015 Expected life (in years) 6.0 6.0 6.0 Expected volatility 28.1% 29.3% 28.3% Risk-free interest rate 2.0% 1.8% 1.7% Expected forfeiture rate —% —% 1.7% Tyler_2017Financials_02-18_Final.indd 73 3/15/18 3:10 PM Tyler Technologies Annual Report 2017Tyler TechnologiesAnnual Report 2017 7574 Notes to Consolidated Financial Statements The following table summarizes share-based compensation expense related to share-based awards which is recorded in the statements of comprehensive income: Years Ended December 31, 2017 2016 2015 Cost of software services, maintenance and subscriptions $ 9,415 $ 6,548 $ 3,380 Selling, general and administrative expenses 27,933 23,199 16,802 Total share-based compensation expenses 37,348 29,747 20,182 Tax benefit (40,624) (30,059) (5,986) Net (increase) decrease in net income $ (3,276) $ (312) $ 14,196 Stock Option Activity Options granted, exercised, forfeited and expired are summarized as follows: Weighted Average Weighted Remaining Aggregate Number of Average Contractual Life Intrinsic Shares Exercise Price (Years) Value Outstanding at December 31, 2014 5,537 $ 44.61 Granted 747 145.71 Exercised (1,118) 20.71 Forfeited (2) 19.61 Outstanding at December 31, 2015 5,164 64.43 Granted 846 147.25 Exercised (827) 28.43 Forfeited (27) 95.33 Outstanding at December 31, 2016 5,156 83.64 Granted 824 176.26 Exercised (1,113) 44.80 Forfeited (50) 134.83 Outstanding at December 31, 2017 4,817 107.91 7 $ 334,940 Exercisable at December 31, 2017 2,355 78.40 6 $ 232,366 We had unvested options to purchase 2.4 million shares with a weighted average grant date exercise price of $136.51 as of December 31, 2017, and unvested options to purchase 2.8 million shares with a weighted average grant date exercise price of $104.91 as of December 31, 2016. As of December 31, 2017, we had $88.2 million of total unrecognized compensation cost related to unvested options, net of expected forfeitures, which is expected to be amortized over a weighted average amortization period of 3.2 years. Other information pertaining to option activity was as follows during the twelve months ended December 31: 2017 2016 2015 Weighted average grant-date fair value of stock options granted $ 55.56 $ 46.89 $ 45.17 Total intrinsic value of stock options exercised 137,699 103,703 149,542 Tyler_2017Financials_02-18_Final.indd 74 3/15/18 3:10 PM Tyler Technologies Annual Report 2017Tyler TechnologiesAnnual Report 2017 7574 Notes to Consolidated Financial Statements Employee Stock Purchase Plan Under our Employee Stock Purchase Plan (“ESPP”) participants may contribute up to 15% of their annual compensation to purchase common shares of Tyler. The purchase price of the shares is equal to 85% of the closing price of Tyler shares on the last day of each quarterly offering period. As of December 31, 2017, there were 797,000 shares available for future grants under the ESPP from the 2.0 million shares previously approved by the stockholders. (10) EARNINGS PER SHARE Basic earnings and diluted earnings per share data were computed as follows: Years Ended December 31, 2017 2016 2015 Numerator for basic and diluted earnings per share: Net income $ 163,945 $ 109,857 $ 64,869 Denominator: Weighted-average basic common shares outstanding 37,273 36,448 34,137 Assumed conversion of dilutive securities: Stock options 1,973 2,513 2,415 Denominator for diluted earnings per share – Adjusted weighted-average shares 39,246 38,961 36,552 Earnings per common share: Basic $ 4.40 $ 3.01 $ 1.90 Diluted $ 4.18 $ 2.82 $ 1.77 Stock options representing the right to purchase common stock of 1,343,000 shares in 2017, 786,000 shares in 2016, and 417,000 shares in 2015 were not included in the computation of diluted earnings per share because their inclusion would have had an anti-dilutive effect. (11) LEASES We lease office facilities for use in our operations, as well as transportation, computer and other equipment. Most of our leases are non-cancelable operating lease agreements and they expire at various dates through 2025. In addition to rent, the leases generally require us to pay taxes, maintenance, insurance and certain other operating expenses. Rent expense was approximately $6.9 million in 2017, $6.7 million in 2016, and $7.2 million in 2015, which included rent expense associated with related party lease agreements of $150,000 in 2017, $330,000 in 2016, and $1.8 million in 2015. Future minimum lease payments under all non-cancelable leases at December 31, 2017 are as follows: Years Ending December 31, 2018 $ 5,428 2019 4,201 2020 3,644 2021 2,366 2022 812 Thereafter 499 Total $ 16,950 Tyler_2017Financials_02-18_Final.indd 75 3/15/18 3:10 PM Tyler Technologies Annual Report 2017Tyler TechnologiesAnnual Report 2017 7776 Notes to Consolidated Financial Statements (12) EMPLOYEE BENEFIT PLANS We provide a defined contribution plan for the majority of our employees meeting minimum service requirements. The employees can contribute up to 30% of their current compensation to the plan subject to certain statutory limitations. We contribute up to a maximum of 3% of an employee’s compensation to the plan. We made contributions to the plan and charged operating results $7.9 million during 2017, $6.9 million during 2016, and $5.3 million during 2015. (13) COMMITMENTS AND CONTINGENCIES Other than routine litigation incidental to our business, there are no material legal proceedings pending to which we are party or to which any of our properties are subject. (14) SEGMENT AND RELATED INFORMATION We are a major provider of integrated information management solutions and services for the public sector, with a focus on local and state governments. We provide our software systems and services and appraisal services through four business units, which focus on the following products: • financial management, education and planning, regulatory and maintenance software solutions; • financial management, municipal courts, and land and vital records management software solutions; • courts and justice and public safety software solutions; and • appraisal and tax software solutions and property appraisal services. In accordance with ASC 280-10, Segment Reporting, the financial management, education and planning, regulatory and maintenance software solutions unit; financial management, municipal courts and land and vital records management software solutions unit; and the courts and justice and public safety software solutions unit meet the criteria for aggregation and are presented in one reportable segment, Enterprise Software (“ES”). The ES segment provides municipal and county governments and schools with software systems and services to meet their information technology and automation needs for mission-critical “back-office” functions such as financial management and courts and justice and public safety processes. The Appraisal and Tax (“A&T”) segment provides systems and software that automate the appraisal and assessment of real and personal property as well as property appraisal outsourcing services for local governments and taxing authorities. Property appraisal outsourcing services include: the physical inspection of commercial and residential properties; data collection and processing; computer analysis for property valuation; preparation of tax rolls; community education; and arbitration between taxpayers and the assessing jurisdiction. We evaluate performance based on several factors, of which the primary financial measure is business segment operating income. We define segment operating income for our business units as income before noncash amortization of intangible assets associated with their acquisition, interest expense and income taxes. Segment operating income includes intercompany transactions. The majority of intercompany transactions relate to contracts involving more than one unit and are valued based on the contractual arrangement. Segment operating income for corporate primarily consists of compensation costs for the executive management team and certain accounting and administrative staff and share-based compensation expense for the entire company. Corporate segment operating income also includes revenues and expenses related to a company-wide user conference. The accounting policies of the reportable segments are the same as those described in Note 1, “Summary of Significant Accounting Policies.” Tyler_2017Financials_02-18_Final.indd 76 3/15/18 3:11 PM Tyler Technologies Annual Report 2017Tyler TechnologiesAnnual Report 2017 7776 Notes to Consolidated Financial Statements Segment assets include net accounts receivable, prepaid expenses and other current assets and net property and equipment. Corporate assets consist of cash and investments, prepaid insurance, intangibles associated with acquisitions, deferred income taxes and net property and equipment mainly related to unallocated information and technology assets. ES segment capital expenditures included $24.4 million in 2017 and $17.7 million in 2016 for the expansion of existing buildings and purchases of buildings and land. Enterprise Appraisal For the year ended December 31, 2017 Software and Tax Corporate Totals Revenues Software licenses and royalties $ 67,840 $ 7,854 $ — $ 75,694 Subscriptions 165,651 7,859 — 173,510 Software services 167,934 19,215 — 187,149 Maintenance 339,951 21,618 — 361,569 Appraisal services — 25,023 — 25,023 Hardware and other 13,094 10 4,613 17,717 Intercompany 10,425 — (10,425) — Total revenues $ 764,895 $ 81,579 $ (5,812) $ 840,662 Depreciation and amortization expense 44,517 760 8,648 53,925 Segment operating income 228,254 20,238 (51,964) 196,528 Capital expenditures 28,096 1,181 16,341 45,618 Segment assets $ 338,965 $ 44,464 $ 1,206,163 $ 1,589,592 Enterprise Appraisal For the year ended December 31, 2016 Software and Tax Corporate Totals Revenues Software licenses and royalties $ 68,844 $ 5,462 $ — $ 74,306 Subscriptions 135,516 7,188 — 142,704 Software services 158,478 16,326 — 174,804 Maintenance 304,380 18,589 — 322,969 Appraisal services — 26,287 — 26,287 Hardware and other 11,942 16 3,015 14,973 Intercompany 6,742 — (6,742) — Total revenues $ 685,902 $ 73,868 $ (3,727) $ 756,043 Depreciation and amortization expense 43,962 984 5,355 50,301 Segment operating income 190,817 18,286 (41,832) 167,271 Capital expenditures 23,843 1,432 11,448 36,723 Segment assets $ 295,260 $ 31,769 $ 1,030,916 $ 1,357,945 Tyler_2017Financials_02-18_Final.indd 77 3/15/18 3:11 PM Notes to Consolidated Financial Statements Tyler TechnologiesAnnual Report 201778 Enterprise Appraisal For the year ended December 31, 2015 Software and Tax Corporate Totals Revenues Software licenses and royalties $ 54,376 $ 4,632 $ — $ 59,008 Subscriptions 107,090 4,843 — 111,933 Software services 129,068 10,784 — 139,852 Maintenance 227,586 17,951 — 245,537 Appraisal services — 25,065 — 25,065 Hardware and other 6,935 12 2,680 9,627 Intercompany 4,025 — (4,025) — Total revenues $ 529,080 $ 63,287 $ (1,345) $ 591,022 Depreciation and amortization expense 15,413 867 3,294 19,574 Segment operating income 141,401 15,477 (38,490) 118,388 Capital expenditures 6,112 646 6,746 13,504 Segment assets $ 265,877 $ 22,283 $ 1,068,410 $ 1,356,570 Years Ended December 31, Reconciliation of reportable segment operating income to the Company’s consolidated totals: 2017 2016 2015 Total segment operating income $ 196,528 $ 167,271 $ 118,388 Amortization of acquired software (21,686) (22,235) (4,440) Amortization of customer and trade name intangibles (13,912) (13,731) (5,905) Other income (expense), net 698 (1,998) 381 Income before income taxes $ 161,628 $ 129,307 $ 108,424 Tyler_2017Financials_02-18_Final.indd 78 3/15/18 3:11 PM Tyler Technologies Annual Report 2017 79 (15) QUARTERLY FINANCIAL INFORMATION (unaudited) The following table contains selected financial information from unaudited statements of income for each quarter of 2017 and 2016: Quarters Ended 2017 2016 Dec. 31(a) Sept. 30 June 30 Mar. 31 Dec. 31 Sept. 30 June 30 Mar. 31 Revenues $ 217,851 $ 214,146 $ 209,123 $ 199,542 $ 193,281 $ 194,497 $ 188,972 $ 179,293 Gross profit 105,500 103,429 95,863 94,348 92,817 93,480 86,936 82,118 Income before income taxes 45,173 43,522 36,974 35,959 35,119 36,419 30,195 27,574 Net income 61,798 38,263 31,578 32,306 31,196 35,430 25,007 18,224 Earnings per diluted share $ 1.56 $ 0.97 $ 0.81 $ 0.83 $ 0.80 $ 0.91 $ 0.65 $ 0.47 Shares used in computing diluted earnings per share 39,499 39,342 39,201 38,932 38,975 39,062 38,738 39,071 (a) Fourth quarter 2017 includes the significant impact of the enactment of the Tax Act. The most significant impact of the Tax Act to us is the reduction in the U.S. federal corporate income tax rate from 35% to 21%. The impact of the rate reduction on our 2017 income tax provision is a $21.6 million tax benefit due to the remeasurement of deferred tax assets and liabilities. Refer to Note 7 – “Income Tax” for further discussion on the impact the Tax Act. Notes to Consolidated Financial Statements Tyler_2017Financials_02-18_Final.indd 79 3/15/18 3:11 PM Tyler TechnologiesAnnual Report 201780 Performance Graph The following table compares total shareholder returns for Tyler over the last five years to the Standard and Poor’s 500 Stock Index and the Standard and Poor’s 600 Information Technology Index assuming a $100 investment made on December 31, 2012. Each of the three measures of cumulative total return assumes reinvestment of dividends. The stock performance shown on the graph below is not necessarily indicative of future price performance. COMPARISON OF CUMULATIVE FIVE YEAR TOTAL RETURN 2012 2013 2014 2015 2016 2017 100 210.84 225.93 359.87 294.74 365.50 100 132.39 150.51 152.59 170.84 208.14 100 144.91 164.17 171.80 229.96 253.61 Tyler Technologies, Inc. S&P 500 Stock Index S&P 600 Information Technology Index $400 $300 $200 $100 $0 Tyler_2017Financials_02-18_Final.indd 80 3/16/18 7:30 AM JUSTICE GROUP D. Bret Dixon President Justice Group Bruce E. Graham President Courts & Justice Division Greg T. Sebastian President Public Safety Division CORPORATE OFFICERS John S. Marr Jr. Chairman of the Board Chief Executive Officer H. Lynn Moore Jr. President Brian K. Miller Executive Vice President Chief Financial Officer and Treasurer Matthew B. Bieri Chief Information Officer S. Brett Cate Chief Sales Officer Samantha B. Crosby Chief Marketing Officer Abigail M. Diaz Chief Legal Officer and Secretary Bruce E. Graham Chief Strategy Officer Jeffrey S. Green Chief Technology Officer Robert J. Sansone Chief Human Resources Officer W. Michael Smith Chief Accounting Officer BOARD OF DIRECTORS John S. Marr Jr.1 Chairman of the Board Chief Executive Officer Tyler Technologies, Inc. H. Lynn Moore Jr.1 President Tyler Technologies, Inc. Donald R. Brattain2, 3, 4 President Brattain and Associates, LLC Glenn A. Carter3, 4 Retired Chief Executive Officer DataProse, Inc. Brenda A. Cline2, 3 Executive Vice President Kimbell Art Foundation J. Luther King Jr.2, 4 Chief Executive Officer Luther King Capital Management Daniel M. Pope Mayor City of Lubbock, Texas Dustin R. Womble1 Retired Executive Vice President Tyler Technologies, Inc. 1Executive Committee 2Audit Committee 3Nominating and Governance Committee 4Compensation Committee CORPORATE HEADQUARTERS 5101 Tennyson Parkway Plano, Texas 75024 972.713.3700 www.tylertech.com TRANSFER AGENT AND REGISTRAR American Stock Transfer & Trust Company 6201 15th Avenue Brooklyn, New York 11219 800.937.5449 718.236.2641 fax help@astfinancial.com INDEPENDENT REGISTERED PUBLIC ACCOUNTING FIRM Ernst & Young LLP Dallas, Texas ANNUAL MEETING OF STOCKHOLDERS Wednesday, May 9, 2018 9:30 a.m. Central Time Renaissance Dallas at Plano Legacy West 6007 Legacy Drive Plano, Texas 75024 CERTIFICATIONS We submitted an unqualified Annual CEO Certification to the New York Stock Exchange (NYSE) as required by the NYSE Listed Company rules. We also filed with the Securities and Exchange Commission the Chief Executive Officer and Chief Financial Officer certifications required under Section 302 of the Sarbanes- Oxley Act as exhibits to our Annual Report on Form 10-K. INVESTOR INFORMATION Our annual report on Form 10-K is available on the company’s website at www.tylertech.com. A copy of the Form 10-K or other information may also be obtained by contacting the Investor Relations Department at corporate headquarters. INVESTOR RELATIONS 972.713.3714 info@tylertech.com COMMON STOCK Listed on the New York Stock Exchange under the symbol “TYL” STOCKHOLDER INFORMATION OPERATIONAL LEADERSHIP ENTERPRISE GROUP Andrew D. Teed President Enterprise Group Appraisal & Tax Division Christopher P. Hepburn President ERP & School Division Dane L. Womble President Local Government Division 81Tyler Technologies Annual Report 2017 2017_Tyler_AR_COVER_r5.indd 2 3/15/18 2:31 PM A N N U A L R E P O R T 2 0 1 7 T H R I V E 5101 Tennyson Parkway | Plano, TX 75024 972.713.3700 | tylertech.com 2017_Tyler_AR_COVER_r5.indd 1 3/15/18 2:31 PM 1 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services CITY OF EDINA, MN RFP SOFTWARE AND IMPLEMENTATION SERVICES FOR AN ENTERPRISE RESOURCE PLANNING (ERP), HUMAN CAPITAL MANAGEMENT, AND UTILITY BILLING SOFTWARE SYSTEMS ENVIRONMENT PRICE PROPOSAL OCTOBER 31, 2018 Subject to restrictions on disclosure identified on following page 2 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services RESTRICTIONS ON DISCLOSURE This proposal from Tyler Technologies, Inc. (“Tyler”) contains proprietary and confidential information, including trade secrets, belonging to Tyler or Tyler’s partners. Tyler is submitting this proposal on the express condition that the following portions, if included, will not be duplicated, disclosed, or otherwise made available, except for internal evaluation purposes: Response to the Functional Requirements, or “Checklist” Line‐item pricing (total proposed contract amount may be disclosed) Screen shots Customized Statement of Work/Implementation Plan Each of these sections, if included, has separately been labeled “Proprietary and Confidential – Subject to Restrictions on Disclosure.” To the extent disclosure of those portions is requested or ordered, Tyler requires written notice of the request or order. If disclosure is subject to Tyler’s permission, Tyler will grant that permission in writing, in Tyler’s sole discretion. If disclosure is subject to a court or other legal order, Tyler will take whatever action Tyler deems necessary to protect its proprietary and confidential information and will assume all responsibility and liability associated with that action. Tyler agrees that any portions not listed above and marked accordingly are to be made available for public disclosure, as required under applicable public records laws and procurement processes. TRADEMARKS DISCLAIMER Because of the nature of this proposal, third‐party hardware and software products may be mentioned by name. These names may be trademarked by the companies that manufacture the products. It is not Tyler’s intent to claim these names or trademarks as our own. 3 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services 4.18 Price Proposal The Respondent’s Price Proposal shall consist of three sections: 1. The completed Cost Worksheets as contained in Attachment C. Respondents shall not modify the worksheets in any way. ATTACHMENT C / COST WORKSHEETS Please reference Attachment C / Cost Worksheets on the following pages. City of Edina, MinnesotaERP, Human Capital Management, and Utility Billing Software System Selection RFPLicensing and Hosting Notes: Vendors are instructed to include notes in the field to the right related to the licensing methodology (site/enterprise, named user, concurrent, subscription); the hosting or deployment model; as well as other detail that will help the City to understand the cost totals:Named UserConcurrent UserSite/EnterpriseOther (specify above)Cost Area (Tab No. from Attachment B - Functional and Technical Requirements) #2General Ledger and Financial Reporting, CAFR, TCM SE. Tyler Forms#3Budget#4Purchasing; eProcurement; Contract Management#5Accounts Payable, Employee Expense , Cash Management#6Accounts Receivable, Billing, Citizen Self Service, Cashiering#7Project Accounting and Grant Management#8Fixed Assets andInventory , GIS#9Time Entry, Scheduling#10 Payroll#11Utility Billing#12Applicant Tracking and Onboarding #13Workforce Management#14Benefits#15Risk ManagementTotalSoftware License Costs $ 100,980.00 $ 13,410.00 $ 34,740.00 $ 28,170.00 $ 43,200.00 $ 9,225.00 $ 25,740.00 $ 43,621.00 $ 21,150.00 $ 31,275.00 $ 4,950.00 $ 16,290.00 inc. $ 5,400.00 $ 378,151.00 Software Customization Costs$ - Interfaces/Integration Costs $ 5,500.00 $ 5,500.00 Data Conversion Costs $ 10,600.00 $ 5,000.00 $ 3,000.00 $ 11,800.00 $ 16,800.00 $ 47,200.00 Professional Service Costs (not including training, integration and interfaces) $ 26,600.00 $ 4,900.00 $ 11,900.00 $ 11,200.00 $ 15,400.00 $ 4,900.00 $ 8,400.00 $ 18,200.00 $ 20,300.00 $ 22,400.00 $ 2,100.00 $ 8,400.00 $ 2,100.00 $ 156,800.00 Training Costs $ 18,200.00 $ 3,500.00 $ 7,700.00 $ 5,600.00 $ 9,800.00 $ 3,500.00 $ 5,600.00 $ 12,600.00 $ 13,300.00 $ 15,400.00 $ 2,100.00 $ 5,600.00 $ 2,100.00 $ 105,000.00 Server Hardware Costs$ - Third-Party Hardware Costs $ 1,650.00 $ 1,650.00 Third-Party Software Costs$ - Third-Party Professional Services Costs$ - Expenses (miscellaneous)$ - Installation $ 6,000.00 $ 6,000.00 Project Planning Services $ 6,000.00 $ 6,000.00 Tyler Forms Libraries $ 1,800.00 $ 2,000.00 $ 1,400.00 $ 4,500.00 $ 1,200.00 $ 10,900.00 Tyler Forms Configurartion $ 2,000.00 $ 2,000.00 Total One-Time Costs (Without Discounts) $ 173,830.00 $ 21,810.00 $ 54,340.00 $ 50,470.00 $ 70,400.00 $ 22,625.00 $ 42,740.00 $ 74,421.00 $ 67,950.00 $ 90,375.00 $ 9,150.00 $ 31,490.00 $ - $ 9,600.00 $ 719,201.00 Discounts$ - Total Discounted One-Time Costs (Total One-Time Cost less Discounts) $ 173,830.00 $ 21,810.00 $ 54,340.00 $ 50,470.00 $ 70,400.00 $ 22,625.00 $ 42,740.00 $ 74,421.00 $ 67,950.00 $ 90,375.00 $ 9,150.00 $ 31,490.00 $ - $ 9,600.00 $ 719,201.00 Total Not to Exceed Travel Costs $ 98,200.00 City Hosted Cost WorksheetCost Worksheet Instructions: Provide a cost response for each cost area, based upon system modules for a City-hosted application. The pricing should be based on the detailed functionality that the City requires for each functional area. When a single price may be provided for a group of modules, please provide that cost with a notation. All additional costs should be captured in the respective areas.Vendors are responsible for completing all fields highlighted orange where applicable, and reviewing totals prior to submission.On-Premise Pricing: site license - Munis modules; named users- ExecuTime Time & Attendance and Scheduling, GISPlease Indicate the Licensing ModelOther (specify above)One-Time CostsAttachment C - Cost WorksheetPage 1 of 9Last Updated: September 21, 2018 City of Edina, MinnesotaERP, Human Capital Management, and Utility Billing Software System Selection RFPCity Hosted Cost WorksheetCost Worksheet Instructions: Provide a cost response for each cost area, based upon system modules for a City-hosted application. The pricing should be based on the detailed functionality that the City requires for each functional area. When a single price may be provided for a group of modules, please provide that cost with a notation. All additional costs should be captured in the respective areas.Vendors are responsible for completing all fields highlighted orange where applicable, and reviewing totals prior to submission.Cost Area (Tab No. from Attachment B - Functional and Technical Requirements) #2General Ledger and Financial Reporting, CAFR, TCM SE. Tyler Forms#3Budget#4Purchasing; eProcurement; Contract Management#5Accounts Payable, Employee Expense , Cash Management#6Accounts Receivable, Billing, Citizen Self Service, Cashiering#7Project Accounting and Grant Management#8Fixed Assets andInventory , GIS#9Time Entry, Scheduling#10 Payroll#11Utility Billing#12Applicant Tracking and Onboarding #13Workforce Management#14Benefits#15Risk ManagementTotalAnnual Maintenance (per functional area) $ 20,386.00 $ 2,682.00 $ 6,948.00 $ 5,634.00 $ 8,640.00 $ 1,845.00 $ 5,248.00 $ 9,694.00 $ 4,230.00 $ 6,255.00 $ 990.00 $ 3,258.00 $ 1,080.00 $ 76,890.00 Custom Modification Maintenance(if applicable)$ - Additional Maintenance Fees$ - Total Recurring Maintenance Costs by Module $ 20,386.00 $ 2,682.00 $ 6,948.00 $ 5,634.00 $ 8,640.00 $ 1,845.00 $ 5,248.00 $ 9,694.00 $ 4,230.00 $ 6,255.00 $ 990.00 $ 3,258.00 $ - $ 1,080.00 $ 76,890.00 Maintenance Schedule:Rate of Increase over Prior Year (as a percentage)Maintenance Costs (as a dollar amount)Maintenance Schedule:Rate of Increase over Prior Year (as a percentage)Maintenance Costs (as a dollar amount)Year 1 0% $ - Year 6 6% $ 99,067.89 Year 2 5% $ 80,734.50 Year 7 6% $ 105,011.97 Year 3 5% $ 84,771.23 Year 8 7% $ 112,362.80 Year 4 5% $ 89,009.79 Year 9 8% $ 121,351.83 Year 5 5% $ 93,460.28 Year 10 8% $ 131,059.97 Ten Year Maintenance CostEscrow Costs (if applicable)Optional - Disaster Recovery Cost (annual basis)Optional - Enhanced Maintenance & Support Services Recurring Maintenance Costs $ 916,830.25 $ 16,338.00 Vendor Comments: $ 16,338.00 Vendor Comments: $ 1,500.00 Vendor Comments: Attachment C - Cost WorksheetPage 2 of 9Last Updated: September 21, 2018 City of Edina, MinnesotaERP, Human Capital Management, and Utility Billing Software System Selection RFPCity Hosted Cost WorksheetCost Worksheet Instructions: Provide a cost response for each cost area, based upon system modules for a City-hosted application. The pricing should be based on the detailed functionality that the City requires for each functional area. When a single price may be provided for a group of modules, please provide that cost with a notation. All additional costs should be captured in the respective areas.Vendors are responsible for completing all fields highlighted orange where applicable, and reviewing totals prior to submission.Total Discounted One-Time Costs(Cell P20)Recurring Maintenance Years 1-10(Cell B36)Total Estimated Travel Costs (Cell B21)Other CostsTOTAL TEN YEAR INVESTMENTCostEstimated Professional Services Costs for Future Upgrades the City would likely make within the next 10 years$0.00Estimated Software Licensing Costs for Future Upgrades the City would likely make within the next 10 years$0.00Other Cost Areas - Description CostHourly Rate for Professional Services175.00$ Hourly Rate for Custom Programming $ 175.00 NotesNotes $ - $ 1,734,231.25 TOTAL TEN YEAR INVESTMENTHourly RatesOther Costs (if applicable; please specify the nature of these costs, and whether such costs are presented as optional, included at no cost/bundled, etc.) $ 719,201.00 $ 916,830.25 $ 98,200.00 Attachment C - Cost WorksheetPage 3 of 9Last Updated: September 21, 2018 City of Edina, MinnesotaERP, Human Capital Management, and Utility Billing Software System Selection RFPLicensing and Hosting Notes: Vendors are instructed to include notes in the field to the right related to the licensing methodology (site/enterprise, named user, concurrent, subscription); the hosting or deployment model; as well as other detail that will help the City to understand the cost totals:One-Time CostsNamed UserConcurrent UserSite/EnterpriseOther (specify above)Cost Area (Tab No. from Attachment B - Functional and Technical Requirements) #2General Ledger and Financial Reporting, CAFR, TCM #3Budget#4Purchasing; eProcurement; Contract Management#5Accounts Payable, Employee Expense , Cash Management#6Accounts Receivable, Billing, Citizen Self Service, Cashiering#7Project Accounting and Grant Management#8Fixed Assets andInventory , GIS#9Time Entry, Scheduling#10 Payroll#11Utility Billing#12Applicant Tracking and Onboarding #13Workforce Management#14Benefits#15Risk ManagementTotalSoftware License Costs$- Software Customization Costs$- Interfaces/Integration Costs $- Data Conversion Costs $- Professional Service Costs (not including training, integrationand interfaces)$- Training Costs$- Server Hardware Costs$- Third-Party Hardware Costs$- Third-Party Software Costs$- Third-Party Professional Services Costs$- Expenses (miscellaneous)$- Total One-Time Costs (Without Discounts) $- $- $ - $- $- $- $- $- $- $- $ - $- $- $- $- Discounts$- Total Discounted One-Time Costs (Total One-Time Cost less Discounts) $- $- $ - $- $- $- $- $- $- $- $ - $- $- $- $- Total Not to Exceed Travel CostsEscrow Costs (if applicable)Vendor Hosted Cost WorksheetCost Worksheet Instructions: Provide a cost response for each cost area, based upon system modules for a Vendor-hosted (e.g. "Managed Services") application. The pricing should be based on the detailed functionality that the City requires for each functional area. When a single price may be provided for a group of modules, please provide that cost with a notation. All additional costs should be captured in the respective areas.Vendors are responsible for completing all fields highlighted orange where applicable, and reviewing totals prior to submission.Please Indicate the Licensing ModelVendor Comments: Attachment C - Cost WorksheetPage 4 of 9Last Updated: September 21, 2018 City of Edina, MinnesotaERP, Human Capital Management, and Utility Billing Software System Selection RFPVendor Hosted Cost WorksheetCost Worksheet Instructions: Provide a cost response for each cost area, based upon system modules for a Vendor-hosted (e.g. "Managed Services") application. The pricing should be based on the detailed functionality that the City requires for each functional area. When a single price may be provided for a group of modules, please provide that cost with a notation. All additional costs should be captured in the respective areas.Vendors are responsible for completing all fields highlighted orange where applicable, and reviewing totals prior to submission.Cost Area (Tab No. from Attachment B - Functional and Technical Requirements) #2General Ledger and Financial Reporting, CAFR, TCM SE Tyler#3Budget#4Purchasing; eProcurement; Contract Management#5Accounts Payable, Employee Expense , Cash Management#6Accounts Receivable, Billing, Citizen Self Service, Cashiering#7Project Accounting and Grant Management#8Fixed Assets andInventory , GIS#9Time Entry, Scheduling#10 Payroll#11Utility Billing#12Applicant Tracking and Onboarding #13Workforce Management#14Benefits#15Risk ManagementTotalAnnual Maintenance (per functional area)$ - Custom Modification Maintenance(if applicable)$ - Additional Maintenance Fees$ - Total Recurring Maintenance Costs by Module $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Maintenance Schedule:Rate of Increase over Prior Year (as a percentage)Maintenance Costs (as a dollar amount)Maintenance Schedule:Rate of Increase over Prior Year (as a percentage)Maintenance Costs (as a dollar amount)Year 1 (Cell P28) $ - Year 6Year 2Year 7Year 3Year 8Year 4Year 9Year 5Year 10Ten Year Maintenance CostOptional - Enhanced Maintenance & Support Services Cost Area (Tab No. from Attachment B - Functional and Technical Requirements) #2General Ledger and Financial Reporting, CAFR, TCM SE Tyler#3Budget#4Purchasing; eProcurement; Contract Management#5Accounts Payable, Employee Expense , Cash Management#6Accounts Receivable, Billing, Citizen Self Service, Cashiering#7Project Accounting and Grant Management#8Fixed Assets andInventory , GIS#9Time Entry, Scheduling#10 Payroll#11Utility Billing#12Applicant Tracking and Onboarding #13Workforce Management#14Benefits#15Risk ManagementTotalAnnual Hosting/Services (per module)$ - Other Annual Services/Hosting Costs(if applicable, such as disaster recovery$ - Total Annual Recurring Hosting Costs $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Hosting Schedule:Rate of Increase over Prior Year (as a percentage)Hosting Costs (as a dollar amount)Hosting Schedule:Rate of Increase over Prior Year (as a percentage)Hosting Costs (as a dollar amount)Year 1 (Cell P42) $ - Year 6Year 2Year 7Year 3Year 8Year 4Year 9Year 5Year 10Ten Year Hosting CostOptional - Disaster Recovery Cost (annual basis)Recurring Hosting/Managed Services Costs $ - Recurring Maintenance Costs $ - Vendor Comments: Vendor Comments: Attachment C - Cost WorksheetPage 5 of 9Last Updated: September 21, 2018 City of Edina, MinnesotaERP, Human Capital Management, and Utility Billing Software System Selection RFPVendor Hosted Cost WorksheetCost Worksheet Instructions: Provide a cost response for each cost area, based upon system modules for a Vendor-hosted (e.g. "Managed Services") application. The pricing should be based on the detailed functionality that the City requires for each functional area. When a single price may be provided for a group of modules, please provide that cost with a notation. All additional costs should be captured in the respective areas.Vendors are responsible for completing all fields highlighted orange where applicable, and reviewing totals prior to submission.Total Discounted One-Time Costs(Cell P20)Recurring Maintenance Years 1-10(Cell B36)Recurring Hosting/Managed Services Costs Years 1-10(Cell B50)Total Estimated Travel Costs (Cell B21)Other CostsTOTAL TEN YEAR INVESTMENTCostEstimated Professional Services Costs for Future Upgrades the City would likely make within the next 10 yearsEstimated Software Licensing Costs for Future Upgrades the City would likely make within the next 10 yearsDisaster Recovery Costs (Annual basis)Estimated Future Costs for Hosting Center Hardware/Software UpgradesOther Cost Areas - Description CostHourly Rate for Professional ServicesHourly Rate for Custom ProgrammingHourly Rates $ - Other Costs (if applicable; please specify the nature of these costs, and whether such costs are presented as optional, included at no cost/bundled, etc.)NotesNotesTOTAL TEN YEAR INVESTMENT $ - $ - $ - $ - $ - Attachment C - Cost WorksheetPage 6 of 9Last Updated: September 21, 2018 City of Edina, MinnesotaERP, Human Capital Management, and Utility Billing Software System Selection RFPLicensing and Hosting Notes: Vendors are instructed to include notes in the field to the right related to the licensing methodology (site/enterprise, named user, concurrent, subscription); the hosting or deployment model; as well as other detail that will help the City to understand the cost totals:One-Time CostsNamed UserConcurrent UserSite/EnterpriseOther (specify above)#2General Ledger and Financial Reporting, CAFR, TCM #3Budget#4Purchasing; eProcurement; Contract Management#5Accounts Payable, Employee Expense , Cash Management#6Accounts Receivable, Billing, Citizen Self Service, Cashiering#7Project Accounting and Grant Management#8Fixed Assets andInventory , GIS#9Time Entry, Scheduling#10 Payroll#11Utility Billing#12Applicant Tracking and Onboarding #13Workforce Management#14Benefits#15Risk ManagementTotalSoftware License Costs (if applicable)$ - Software Customization Costs$ - Interfaces/Integration Costs $ 5,500.00 $ 5,500.00 Data Conversion Costs $ 10,600.00 $ 5,000.00 $ 3,000.00 $ 11,800.00 $ 16,800.00 $ 47,200.00 Professional Service Costs (not including training, integration aninterfaces) $ 26,600.00 $ 4,900.00 $ 11,900.00 $ 11,200.00 $ 15,400.00 $ 4,900.00 $ 8,400.00 $ 18,200.00 $ 20,300.00 $ 22,400.00 $ 2,100.00 $ 8,400.00 $ 2,100.00 $ 156,800.00 Training Costs $ 18,200.00 $ 3,500.00 $ 7,700.00 $ 5,600.00 $ 9,800.00 $ 3,500.00 $ 5,600.00 $ 12,600.00 $ 13,300.00 $ 15,400.00 $ 2,100.00 $ 5,600.00 $ 2,100.00 $ 105,000.00 Server Hardware Costs$ - Third-Party Hardware Costs $ 1,650.00 $ 1,650.00 Third-Party Software Costs$ - Third-Party Professional Services Costs$ - Expenses (miscellaneous)$ - Project Planning Services $ 6,000.00 $ 6,000.00 Tyler Forms Libraries $ 1,800.00 $ 2,000.00 $ 1,400.00 $ 4,500.00 $ 1,200.00 $ 10,900.00 Tyler Forms Configurartion $ 2,000.00 $ 2,000.00 VPN Device $ 4,000.00 $ 4,000.00 Total One-Time Costs (Without Discounts) $ 70,850.00 $ 8,400.00 $ 19,600.00 $ 22,300.00 $ 27,200.00 $ 13,400.00 $ 17,000.00 $ 30,800.00 $ 46,800.00 $ 59,100.00 $ 4,200.00 $ 15,200.00 $ - $ 4,200.00 $ 339,050.00 Discounts$ - Total Discounted One-Time Costs (Total One-Time Cost less Discounts) $ 70,850.00 $ 8,400.00 $ 19,600.00 $ 22,300.00 $ 27,200.00 $ 13,400.00 $ 17,000.00 $ 30,800.00 $ 46,800.00 $ 59,100.00 $ 4,200.00 $ 15,200.00 $ - $ 4,200.00 $ 339,050.00 Total Not to Exceed Travel CostsEscrow Costs (if applicable)Subscription (SaaS) Cost Worksheet $ 98,200.00 Please Indicate the Licensing ModelOther (specify above)Cost Worksheet Instructions: Provide a cost response for each cost area, based upon system modules for a software as a service (SaaS) based application. The pricing should be based on the detailed functionality that the City requires for each functional area. When a single price may be provided for a group of modules, please provide that cost with a notation. All additional costs should be captured in the respective areas.Vendors are responsible for completing all fields highlighted orange where applicable, and reviewing totals prior to submission.On-Premise Pricing: site license - Munis modules; named users- ExecuTime Time & Attendance and Scheduling, GISVendor Comments: Not applicable for SaaS Attachment C - Cost WorksheetPage 7 of 9Last Updated: September 21, 2018 City of Edina, MinnesotaERP, Human Capital Management, and Utility Billing Software System Selection RFPSubscription (SaaS) Cost WorksheetCost Worksheet Instructions: Provide a cost response for each cost area, based upon system modules for a software as a service (SaaS) based application. The pricing should be based on the detailed functionality that the City requires for each functional area. When a single price may be provided for a group of modules, please provide that cost with a notation. All additional costs should be captured in the respective areas.Vendors are responsible for completing all fields highlighted orange where applicable, and reviewing totals prior to submission.Cost Area (Tab No. from Attachment B - Functional and Technical Requirements) #2General Ledger and Financial Reporting, CAFR, TCM #3Budget#4Purchasing; eProcurement; Contract Management#5Accounts Payable, Employee Expense , Cash Management#6Accounts Receivable, Billing, Citizen Self Service, Cashiering#7Project Accounting and Grant Management#8Fixed Assets andInventory , GIS#9Time Entry, Scheduling#10 Payroll#11Utility Billing#12Applicant Tracking and Onboarding #13Workforce Management#14Benefits#15Risk ManagementTotalAnnual Maintenance$ - Custom Modification Maintenance(if applicable)$ - Additional Maintenance Fees$ - Total Recurring Maintenance Costs by Module $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Maintenance Schedule:Rate of Increase over Prior Year (as a percentage)Maintenance Costs (as a dollar amount)Maintenance Schedule:Rate of Increase over Prior Year (as a percentage)Maintenance Costs (as a dollar amount)Year 1 (Cell P28) $ - Year 6Year 2Year 7Year 3Year 8Year 4Year 9Year 5Year 10TEN Year Maintenance CostCost Area (Tab No. from Attachment B - Functional and Technical Requirements) #2General Ledger and Financial Reporting, CAFR, TCM SE Tyler#3Budget#4Purchasing; eProcurement; Contract Management#5Accounts Payable, Employee Expense , Cash Management#6Accounts Receivable, Billing, Citizen Self Service, Cashiering#7Project Accounting and Grant Management#8Fixed Assets andInventory , GIS#9Time Entry, Scheduling#10 Payroll#11Utility Billing#12Applicant Tracking and Onboarding #13Workforce Management#14Benefits#15Risk ManagementTotalSubscription Cost per Functional Area $ 75,189.00 $ 10,490.00 $ 27,174.00 $ 22,036.00 $ 33,792.00 $ 7,216.00 $ 20,214.00 $ 34,898.00 $ 16,544.00 $ 24,464.00 $ 3,872.00 $ 12,742.00 $ 4,224.00 $ 292,855.00 Subscription - Discounted Cost per Functional Area (Pricing after applicable discounts) $ 69,926.00 $ 9,756.00 $ 25,272.00 $ 20,494.00 $ 31,427.00 $ 6,711.00 $ 18,799.00 $ 32,455.00 $ 15,386.00 $ 22,752.00 $ 3,601.00 $ 11,850.00 $ - $ 3,928.00 $ 272,357.00 Subscription Frequency (Indicate whether monthly, quarterly, or annual basis annual Subscription Cost Schedule:Rate of Increase over Prior Year (as a percentage)Subscription Costs (as a dollar amount)Subscription Cost Schedule:Rate of Increase over Prior Year (as a percentage)Subscription Costs (as a dollar amount)Year 1 (cell P41) $ 272,357.00 Year 65% $ 285,975.00 Year 20% $ 272,357.00 Year 70% $ 285,975.00 Year 30% $ 272,357.00 Year 80% $ 285,975.00 Year 40% $ 272,357.00 Year 90% $ 285,975.00 Year 50% $ 272,357.00 Year 100% $ 285,975.00 Ten Year Subscription Cost $ 2,791,660.00 Recurring Maintenance Costs (If Applicable) $ - Recurring Subscription CostsAttachment C - Cost WorksheetPage 8 of 9Last Updated: September 21, 2018 City of Edina, MinnesotaERP, Human Capital Management, and Utility Billing Software System Selection RFPSubscription (SaaS) Cost WorksheetCost Worksheet Instructions: Provide a cost response for each cost area, based upon system modules for a software as a service (SaaS) based application. The pricing should be based on the detailed functionality that the City requires for each functional area. When a single price may be provided for a group of modules, please provide that cost with a notation. All additional costs should be captured in the respective areas.Vendors are responsible for completing all fields highlighted orange where applicable, and reviewing totals prior to submission.Total Discounted One-Time Costs(Cell P20)Recurring Maintenance Years 1-10(Cell B36)Recurring Subscription Costs Years 1-10(Cell B49)Total Estimated Travel Costs (Cell B21)Other CostsTOTAL TEN YEAR INVESTMENTCostEstimated Professional Services Costs for Future Upgrades the City would likely make within the next 10 years$0.00Estimated Software Licensing Costs for Future Upgrades the City would likely make within the next 10 years$0.00Disaster Recovery Costs (Annual basis)$0.00Estimated Future Costs for Hosting Center Hardware/Software Upgrades$0.00Other Cost Areas - DescriptionCostHourly Rate for Professional Services175.00$ Hourly Rate for Custom Programming $ 175.00 NotesNotesTOTAL TEN YEAR INVESTMENT $ 339,050.00 Hourly Rates $ - $ 3,228,910.00 Other Costs (if applicable; please specify the nature of these costs, and whether such costs are presented as optional, included at no cost/bundled, etc.) $ - $ 2,791,660.00 $ 98,200.00 Attachment C - Cost WorksheetPage 9 of 9Last Updated: September 21, 2018 4 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services 2. The Respondent’s standard travel and expense policy. Please reference Tyler’s Standard Travel Policy on the following pages. 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 for tolls and parking. Mileage will be calculated by using 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 expenses include tips to maids, hotel staff, and shuttle drivers and other minor travel expenses. Per diem rates are available at www.gsa.gov/perdiem. Per diem for Alaska, Hawaii, U.S. protectorates and international destinations are provided separately by the Department of Defense and will be determined as required. A.Overnight Travel For each full day of travel, all three meals are reimbursable. Per diems on the first and last day of a trip are governed as set forth below. Departure Day Depart before 12:00 noon Lunch and dinner Depart after 12:00 noon Return Day Dinner 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. 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. 5 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services 3. A brief statement of agreement with the Payment and Retainage terms identified below. If a Respondent does not agree with all items, a description should be provided of those items for which exception is taken. The City understands that there will be potentially four types of costs that are associated with procuring a new system: software licensing, implementation services, annual maintenance costs, and annual subscription costs. In the following subsections, each type of cost is defined and the City’s expectations for payments and retainage associated with these costs are described. 1. Software Licensing Cost: Software licensing costs include all costs related to licensing the software application and include third‐party software license fees, where applicable. In presenting software license fees, the Respondent shall: • Explain all factors that could affect licensing fees in the Comments field of Attachment C. • Make clear the extent of any implementation services that are included in the license fees (e.g., installation, configuration, training). • To the extent possible, the Respondent shall show any applicable discounts separately from the prices for products and Services. • The City requests that the Respondent provide separate prices for each functional area/module in the proposed solution. The City expects an acceptance‐based milestone payment schedule for software licensing. Potential acceptance‐based milestones include Project Kickoff, Initial System Deployment/Installation, System Configuration, Approval of Go‐Live, and Acceptance of System. Vendors shall also describe their typical milestone‐based payment schedule for software licensing as part of their Price Proposal. 2. Implementation Services Cost: Implementation service costs typically include all costs related to implementation, configuration, data conversion, customization, and training. • The City prefers that implementation service costs are proposed as “not to exceed” amounts and that the City will be charged for Services as incurred up to the not‐to‐exceed amounts. Establishment of a not‐to‐exceed amount does not obligate the City to expend the full amount. • The City expects that services be invoiced based on clearly defined acceptance‐based criteria, with a deliverable, phased, or milestone basis. • The City prefers that twenty percent (20%) of the implementation service costs will be retained (as a “holdback”) until successful completion, and the City’s written acceptance, of each project phase. Costs for the proposed solution should be submitted on the Cost Worksheet (Attachment C). It is important to note the following: • The Respondent shall provide price information for each separate component of the proposed solution, as well as the costs of any modifications. • In the event the product or service is provided at no additional cost, the item should be noted as "no charge.” 6 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services •In the event the product or service is not being included in the Proposal, the item should be noted as "No bid.” •Proposer shall make clear the basis of calculation for all fees and costs. All estimated travel expenses and related out‐of‐pocket costs must be included as a separate line item. The City will not pay for travel time spent in connection with services – only reimbursable expenses. The City expects that travel expenses will be listed as a separate not‐to‐exceed amount. The City shall not be liable for additional travel costs or out‐of‐pocket costs incurred for any reason outside the City control. Travel expenses will be paid as incurred on a monthly basis. 3.Annual Maintenance Cost: Annual maintenance costs include the annual maintenance and support fees for the application environment. The City expectation is that it will not pay maintenance fees on functional areas being implemented until formal City acceptance has been provided to approve live processing for the associated Project phase. For example, the annual maintenance fees associated with Payroll will be paid upon City acceptance of the Project phase associated with the Payroll module. Upon final system acceptance, the City expects that maintenance fees will be invoiced on an annual basis for all system modules based on the anniversary of system acceptance. Any modules or system components which have previously gone live should be prorated to allow for billing maintenance for all modules on the same annual basis. The City expects software maintenance costs will not increase in the first five (5) years upon go‐live operation. 4.Ongoing Software Subscription Cost (If SaaS Deployment): Ongoing software subscription costs include the annual payments for access to the software, hosting costs, backup costs, and potentially disaster recovery provisions. The City expects to pre‐negotiate any rates of increase in these costs in the first 10 years and also to prescribe availability and performance metrics. Tyler takes exception to Sections 1 through 4 below. Tyler’s standard payment terms are set forth in the Invoicing and Payment Policy (Exhibit B) to the standard Tyler contract. Payment is due within forty‐five days of invoicing. Tyler’s proposal contains estimates of the amount of services and associated expenses needed, based on the size and scope of the Client’s project. The actual amount of services and expenses depends on such factors as the Client’s level of involvement and the speed of knowledge transfer. Unless expressly noted otherwise, Tyler’s proposal does not include travel expenses, which are estimated separately. Unless expressly noted otherwise, Tyler’s proposal does not include any taxes. Tyler will provide a not‐to‐exceed quote. If Client refuses to pay Tyler on a time and materials basis, Tyler will agree to a retention schedule or a milestone payment plan. Tyler does not agree to retention in addition to milestone payments. 7 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services INVESTMENT SUMMARY / ON‐PREMISE Please reference the Investment Summary / On‐Premise on the following pages. Quoted By:Alban Michaud Date:10/22/2018 Quote Expiration: 3/25/2019 Quote Name:City of Edina-ERP-Munis Quote Number: 2018-58128 Quote Description: Tyler/Munis On-Premise Pricing Sales Quotation For City of Edina 4801 W 50th St Edina, MN 55424-1394 Phone +1 (952) 927-8861 Tyler Software and Related Services Description License Impl. Hours Impl. Cost Data Conversion Module Total Year One Maintenance Financials: Accounting/GL $53,550.00 112 $19,600.00 $10,600.00 $83,750.00 $9,639.00 Accounts Payable $14,900.00 32 $5,600.00 $0.00 $20,500.00 $2,682.00 Budgeting $14,900.00 48 $8,400.00 $0.00 $23,300.00 $2,682.00 Capital Assets $12,300.00 40 $7,000.00 $3,000.00 $22,300.00 $2,214.00 Cash Management $10,250.00 32 $5,600.00 $0.00 $15,850.00 $1,845.00 Contract Management $6,050.00 24 $4,200.00 $0.00 $10,250.00 $1,089.00 Employee Expense Reimbursement $6,150.00 32 $5,600.00 $0.00 $11,750.00 $1,107.00 Inventory $11,300.00 40 $7,000.00 $0.00 $18,300.00 $2,034.00 Project & Grant Accounting $10,250.00 48 $8,400.00 $5,000.00 $23,650.00 $1,845.00 Purchasing $22,550.00 80 $14,000.00 $0.00 $36,550.00 $4,059.00 Human Capital Management: ExecuTime Advanced Scheduling (200)$16,895.00 48 $8,400.00 $0.00 $25,295.00 $3,379.00 ExecuTime Advanced Scheduling Mobile Access $3,975.00 0 $0.00 $0.00 $3,975.00 $795.00 2018-58128 - Tyler/Munis On-Premise Pricing CONFIDENTIAL 1 of 11 Tyler Software and Related Services Description License Impl. Hours Impl. Cost Data Conversion Module Total Year One Maintenance ExecuTime Time & Attendance (500)$22,525.00 128 $22,400.00 $0.00 $44,925.00 $4,505.00 ExecuTime Time & Attendance Mobile Access $5,075.00 0 $0.00 $0.00 $5,075.00 $1,015.00 Human Resources & Talent Management $18,100.00 80 $14,000.00 $0.00 $32,100.00 $3,258.00 Payroll w/ESS $23,500.00 192 $33,600.00 $11,800.00 $68,900.00 $4,230.00 Recruiting $5,500.00 24 $4,200.00 $0.00 $9,700.00 $990.00 Risk Management $6,000.00 24 $4,200.00 $0.00 $10,200.00 $1,080.00 Revenue: Accounts Receivable $11,000.00 64 $11,200.00 $0.00 $22,200.00 $1,980.00 General Billing $5,000.00 32 $5,600.00 $0.00 $10,600.00 $900.00 Tyler Cashiering $21,000.00 40 $7,000.00 $0.00 $28,000.00 $3,780.00 UB Interface $8,250.00 24 $4,200.00 $0.00 $12,450.00 $1,485.00 Utility Billing CIS $26,500.00 192 $33,600.00 $16,800.00 $76,900.00 $4,770.00 Productivity: Tyler Forms Processing $9,500.00 0 $0.00 $0.00 $9,500.00 $1,900.00 Tyler Content Manager SE $20,000.00 32 $5,600.00 $0.00 $25,600.00 $3,600.00 Munis Analytics & Reporting $15,400.00 80 $14,000.00 $0.00 $29,400.00 $2,772.00 eProcurement $10,000.00 8 $1,400.00 $0.00 $11,400.00 $1,800.00 Citizen Self Service $11,000.00 8 $1,400.00 $0.00 $12,400.00 $1,980.00 Additional: CAFR Statement Builder $13,750.00 32 $5,600.00 $0.00 $19,350.00 $2,475.00 Tyler GIS (10)$5,000.00 0 $0.00 $0.00 $5,000.00 $1,000.00 Sub-Total: $420,170.00 $261,800.00 $47,200.00 $729,170.00 $76,890.00 Less Discount:$42,019.00 $0.00 $0.00 $42,019.00 $76,890.00 TOTAL: $378,151.00 1496 $261,800.00 $47,200.00 $687,151.00 $0.00 Other Services Description Quantity Unit Price Unit Discount Extended Price Install Fee - New Server Install-WIN 1 $6,000.00 $0.00 $6,000.00 2018-58128 - Tyler/Munis On-Premise Pricing CONFIDENTIAL 2 of 11 Other Services Description Quantity Unit Price Unit Discount Extended Price P-Card Import Format 1 $5,500.00 $0.00 $5,500.00 Project Planning Services 1 $6,000.00 $0.00 $6,000.00 Tyler Forms Library - Financial 1 $1,800.00 $0.00 $1,800.00 Tyler Forms Library - General Billing 1 $2,000.00 $0.00 $2,000.00 Tyler Forms Library - Payroll 1 $1,400.00 $0.00 $1,400.00 Tyler Forms Library - Personnel Action 1 $1,200.00 $0.00 $1,200.00 Tyler Forms Processing Configuration 1 $2,000.00 $0.00 $2,000.00 Tyler Forms Library - Utility Billing 1 $4,500.00 $0.00 $4,500.00 TOTAL: $30,400.00 3rd Party Hardware, Software and Services Description Quantity Unit Price Unit Discount Total Price Unit Maintenance Unit Maintenance Discount Total Year One Maintenance Tyler Secure Signature System with 2 Keys 1 $1,650.00 $0.00 $1,650.00 $0.00 $0.00 $0.00 3rd Party Hardware Sub-Total: $0.00 $1,650.00 $0.00 TOTAL: $1,650.00 $0.00 Summary One Time Fees Recurring Fees Total Tyler Software $378,151.00 $0.00 Total Tyler Services $339,400.00 $0.00 Total 3rd Party Hardware, Software and Services $1,650.00 $0.00 Summary Total $719,201.00 $0.00 Contract Total (Excluding Estimated Travel Expenses) $719,201.00 Estimated Travel Expenses $98,200.00 2018-58128 - Tyler/Munis On-Premise Pricing CONFIDENTIAL 3 of 11 Detailed Breakdown of Conversions (included in Contract Total) Description Unit Price Unit Discount Extended Price Accounting - Actuals up to 3 years $1,500.00 $0.00 $1,500.00 Accounting - Budgets up to 3 years $1,500.00 $0.00 $1,500.00 Accounting Standard COA $2,000.00 $0.00 $2,000.00 Accounts Payable - Checks up to 5 years $1,600.00 $0.00 $1,600.00 Accounts Payable - Invoice up to 5 years $2,400.00 $0.00 $2,400.00 Accounts Payable Standard Master $1,600.00 $0.00 $1,600.00 Capital Assets Std Master $3,000.00 $0.00 $3,000.00 Payroll - Accrual Balances $1,500.00 $0.00 $1,500.00 Payroll - Accumulators up to 5 years $1,400.00 $0.00 $1,400.00 Payroll - Check History up to 5 years $1,200.00 $0.00 $1,200.00 Payroll - Deductions $1,800.00 $0.00 $1,800.00 Payroll - Earning/Deduction Hist up to 5 years $2,500.00 $0.00 $2,500.00 Payroll - Recruiting $1,400.00 $0.00 $1,400.00 Payroll - Standard $2,000.00 $0.00 $2,000.00 Project Grant Accounting - Actuals up to 3 years $1,500.00 $0.00 $1,500.00 Project Grant Accounting - Budgets up to 3 years $1,500.00 $0.00 $1,500.00 Project Grant Accounting Standard $2,000.00 $0.00 $2,000.00 Utility Billing - Balance Forward AR $5,100.00 $0.00 $5,100.00 Utility Billing - Consumption History up to 5 years $3,000.00 $0.00 $3,000.00 Utility Billing - Services $4,100.00 $0.00 $4,100.00 Utility Billing - Standard $4,600.00 $0.00 $4,600.00 TOTAL:$47,200.00 2018-58128 - Tyler/Munis On-Premise Pricing CONFIDENTIAL 4 of 11 Optional SaaS One Time Fees Description # Years Annual Fee Impl. Hours Impl. Cost Data Conversion Productivity: Postal XPress (Lorton) Annual Subscription 1 $1,649.00 0 $0.00 $0.00 Additional: Socrata Open Finance 0 $16,000.00 0 $0.00 $0.00 Optional Tyler Software & Related Services Description License Impl. Hours Impl. Cost Data Conversion Module Total Year One Maintenance Financials: Bid Management $6,150.00 24 $4,200.00 $0.00 $10,350.00 $1,107.00 Performance Based Budgeting $16,400.00 80 $14,000.00 $0.00 $30,400.00 $2,952.00 Quatred Asset Scanning Interface $3,900.00 16 $2,800.00 $0.00 $6,700.00 $702.00 Quatred Inventory Scanning Interface $3,900.00 16 $2,800.00 $0.00 $6,700.00 $702.00 Revenue: Animal License $5,000.00 16 $2,800.00 $0.00 $7,800.00 $1,250.00 Productivity: IVR Gateway $6,000.00 24 $4,200.00 $0.00 $10,200.00 $1,080.00 Additional: Asset Maintenance (20)$42,000.00 176 $30,800.00 $0.00 $72,800.00 $8,400.00 Asset Performance (5)$3,000.00 104 $18,200.00 $0.00 $21,200.00 $600.00 General Billing - Bills up to 5 years - D $0.00 0 $0.00 $4,000.00 $4,000.00 $0.00 General Billing - Recurring Invoices - D $0.00 0 $0.00 $2,700.00 $2,700.00 $0.00 General Billing Std CID - D $0.00 0 $0.00 $1,500.00 $1,500.00 $0.00 Inventory Std Master - D $0.00 0 $0.00 $3,500.00 $3,500.00 $0.00 Parks and Recreation $17,600.00 80 $14,000.00 $0.00 $31,600.00 $3,168.00 Payroll - Certifications - C $0.00 0 $0.00 $1,400.00 $1,400.00 $0.00 2018-58128 - Tyler/Munis On-Premise Pricing CONFIDENTIAL 5 of 11 Optional Tyler Software & Related Services Description License Impl. Hours Impl. Cost Data Conversion Module Total Year One Maintenance Payroll - Education - C $0.00 0 $0.00 $1,400.00 $1,400.00 $0.00 Payroll - PM Action History up to 5 years - C $0.00 0 $0.00 $1,400.00 $1,400.00 $0.00 Payroll - Position Control - C $0.00 0 $0.00 $1,400.00 $1,400.00 $0.00 Payroll - State Retirement Tables - C $0.00 0 $0.00 $1,400.00 $1,400.00 $0.00 Purchasing - Purchase Orders - Standard Open PO's only - D $0.00 0 $0.00 $2,700.00 $2,700.00 $0.00 Requestor Access License $3,200.00 0 $0.00 $0.00 $3,200.00 $640.00 Tyler 311/Incident Management $8,500.00 56 $9,800.00 $0.00 $18,300.00 $1,700.00 Tyler Disaster Recovery Service $0.00 0 $0.00 $0.00 $0.00 $16,799.00 Tyler System Management Services Contract $0.00 0 $0.00 $0.00 $0.00 $16,799.00 Utility Billing - Assessments - D $0.00 0 $0.00 $1,800.00 $1,800.00 $0.00 Utility Billing - Backflow - D $0.00 0 $0.00 $2,000.00 $2,000.00 $0.00 Utility Billing - Service Orders - D $0.00 0 $0.00 $3,100.00 $3,100.00 $0.00 TOTAL: $115,650.00 592 $103,600.00 $28,300.00 $247,550.00 $55,899.00 Optional Other Services Description Quantity Unit Price Discount Extended Price Configuration Postal Xpress (Lorton) 1 $1,275.00 $0.00 $1,275.00 Install Fee - Socrata Open Finance 1 $5,600.00 $0.00 $5,600.00 Source Code Escrow 1 $1,500.00 $0.00 $1,500.00 TOTAL: $8,375.00 Optional Conversion Details (Prices Reflected Above) Description Unit Price Unit Discount Extended Price General Billing - Bills up to 5 years $4,000.00 $0.00 $4,000.00 General Billing - Recurring Invoices $2,700.00 $0.00 $2,700.00 General Billing Std CID $1,500.00 $0.00 $1,500.00 Inventory Std Master $3,500.00 $0.00 $3,500.00 2018-58128 - Tyler/Munis On-Premise Pricing CONFIDENTIAL 6 of 11 Optional Conversion Details (Prices Reflected Above) Description Unit Price Unit Discount Extended Price Payroll - Certifications $1,400.00 $0.00 $1,400.00 Payroll - Education $1,400.00 $0.00 $1,400.00 Payroll - PM Action History up to 5 years $1,400.00 $0.00 $1,400.00 Payroll - Position Control $1,400.00 $0.00 $1,400.00 Payroll - State Retirement Tables $1,400.00 $0.00 $1,400.00 Purchasing - Purchase Orders - Standard Open PO's only $2,700.00 $0.00 $2,700.00 Utility Billing - Assessments $1,800.00 $0.00 $1,800.00 Utility Billing - Backflow $2,000.00 $0.00 $2,000.00 Utility Billing - Service Orders $3,100.00 $0.00 $3,100.00 TOTAL:$28,300.00 Optional 3rd Party Hardware, Software and Services Description Quantity Unit Price Unit Discount Total Price Unit Maintenance Unit Maintenance Discount Total Year One Maintenance Cash Drawer 1 $230.00 $0.00 $230.00 $0.00 $0.00 $0.00 Hand Held Scanner - Model 1900GSR 1 $400.00 $0.00 $400.00 $0.00 $0.00 $0.00 Hand Held Scanner Stand 1 $30.00 $0.00 $30.00 $0.00 $0.00 $0.00 ID Tech MiniMag USB Reader 1 $62.00 $0.00 $62.00 $0.00 $0.00 $0.00 Printer (TM-S9000) 1 $1,600.00 $0.00 $1,600.00 $0.00 $0.00 $0.00 3rd Party Hardware Sub-Total: $0.00 $2,322.00 $0.00 TOTAL: $2,322.00 $0.00 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 2018-58128 - Tyler/Munis On-Premise Pricing CONFIDENTIAL 7 of 11 Tyler Discount Detail Description License License Discount License Net Maintenance Basis Year One Maint Discount Year One Maint Net Financials: Accounting/GL $53,550.00 $5,355.00 $48,195.00 $9,639.00 $9,639.00 $0.00 Accounts Payable $14,900.00 $1,490.00 $13,410.00 $2,682.00 $2,682.00 $0.00 Budgeting $14,900.00 $1,490.00 $13,410.00 $2,682.00 $2,682.00 $0.00 Capital Assets $12,300.00 $1,230.00 $11,070.00 $2,214.00 $2,214.00 $0.00 Cash Management $10,250.00 $1,025.00 $9,225.00 $1,845.00 $1,845.00 $0.00 Contract Management $6,050.00 $605.00 $5,445.00 $1,089.00 $1,089.00 $0.00 Employee Expense Reimbursement $6,150.00 $615.00 $5,535.00 $1,107.00 $1,107.00 $0.00 Inventory $11,300.00 $1,130.00 $10,170.00 $2,034.00 $2,034.00 $0.00 Project & Grant Accounting $10,250.00 $1,025.00 $9,225.00 $1,845.00 $1,845.00 $0.00 Purchasing $22,550.00 $2,255.00 $20,295.00 $4,059.00 $4,059.00 $0.00 Payroll/HR: ExecuTime Advanced Scheduling (200)$16,895.00 $1,690.00 $15,205.00 $3,379.00 $3,379.00 $0.00 ExecuTime Advanced Scheduling Mobile Access $3,975.00 $398.00 $3,577.00 $795.00 $795.00 $0.00 ExecuTime Time & Attendance (500)$22,525.00 $2,253.00 $20,272.00 $4,505.00 $4,505.00 $0.00 ExecuTime Time & Attendance Mobile Access $5,075.00 $508.00 $4,567.00 $1,015.00 $1,015.00 $0.00 Human Resources & Talent Management $18,100.00 $1,810.00 $16,290.00 $3,258.00 $3,258.00 $0.00 Payroll w/ESS $23,500.00 $2,350.00 $21,150.00 $4,230.00 $4,230.00 $0.00 Recruiting $5,500.00 $550.00 $4,950.00 $990.00 $990.00 $0.00 Risk Management $6,000.00 $600.00 $5,400.00 $1,080.00 $1,080.00 $0.00 Revenue: Accounts Receivable $11,000.00 $1,100.00 $9,900.00 $1,980.00 $1,980.00 $0.00 General Billing $5,000.00 $500.00 $4,500.00 $900.00 $900.00 $0.00 Tyler Cashiering $21,000.00 $2,100.00 $18,900.00 $3,780.00 $3,780.00 $0.00 UB Interface $8,250.00 $825.00 $7,425.00 $1,485.00 $1,485.00 $0.00 Utility Billing CIS $26,500.00 $2,650.00 $23,850.00 $4,770.00 $4,770.00 $0.00 2018-58128 - Tyler/Munis On-Premise Pricing CONFIDENTIAL 8 of 11 Tyler Discount Detail Description License License Discount License Net Maintenance Basis Year One Maint Discount Year One Maint Net Productivity: Citizen Self Service $11,000.00 $1,100.00 $9,900.00 $1,980.00 $1,980.00 $0.00 eProcurement $10,000.00 $1,000.00 $9,000.00 $1,800.00 $1,800.00 $0.00 Munis Analytics & Reporting $15,400.00 $1,540.00 $13,860.00 $2,772.00 $2,772.00 $0.00 Tyler Content Manager SE $20,000.00 $2,000.00 $18,000.00 $3,600.00 $3,600.00 $0.00 Tyler Forms Processing $9,500.00 $950.00 $8,550.00 $1,900.00 $1,900.00 $0.00 Additional: CAFR Statement Builder $13,750.00 $1,375.00 $12,375.00 $2,475.00 $2,475.00 $0.00 Tyler GIS (10)$5,000.00 $500.00 $4,500.00 $1,000.00 $1,000.00 $0.00 TOTAL: $420,170.00 $42,019.00 $378,151.00 $76,890.00 $76,890.00 $0.00 2018-58128 - Tyler/Munis On-Premise Pricing CONFIDENTIAL 9 of 11 Comments Tyler's OSDBA Service/Tyler System Management Services is calculated at 25% of the Munis annual maintenance. There is a $2,500 minimum annual fee. Tyler's Disaster Recovery Service is calculated at 25% of the Munis annual maintenance. There is a $5,000 minimum annual fee for Disaster Recovery service. The Disaster Recovery fees are applicable only to one Live Munis database and excludes all test and training databases. Tyler recommends the use of a 128-bit SSL Security Certificate for any Internet Web Applications, such as the Munis Web Client and the MUNIS Self Service applications if hosted by the Client. This certificate is required to encrypt the highly sensitive payroll and financial information as it travels across the public internet. There are various vendors who sell SSL Certificates, with all ranges of prices. Conversion prices are based on a single occurrence of the database. If additional databases need to be converted, these will need to be quoted. Tyler's quote contains estimates of the amount of services needed, based on our preliminary understanding of the size and scope of your project. The actual amount of services depends on such factors as your level of involvement in the project and the speed of knowledge transfer. 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. 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. 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. In the event Client acquires from Tyler any edition of Tyler Content Manager software other than Enterprise Edition, the license for Content Manager is restricted to use with Tyler applications only. If Client wishes to use Tyler Content Manager software with non-Tyler applications, Client must purchase or upgrade to Tyler Content Manager Enterprise Edition. Financial library includes: 1 A/P check, 1 EFT/ACH, 1 Purchase order, 1 Contract, 1099M, 1099INT, 1099S, and 1099G. General Billing library includes: 1 invoice, 1 statement, 1 general billing receipt and 1 miscellaneous receipt. Utility billing library includes: 1 Utility bill, 1 assessment, 1 UB receipt, 1 Lien letter, 1 UB delinquent notice, 1 door hanger and 1 final utility bill. Includes digitizing two signatures, additional charges will apply for additional signatures. Project Management includes project planning, kickoff meeting, status calls, task monitoring, verification and transition to support. 2018-58128 - Tyler/Munis On-Premise Pricing CONFIDENTIAL 10 of 11 Comments Tyler Forms Payroll Core library includes: 1 PR check, 1 direct deposit, 1 vendor from payroll check, 1 vendor from payroll direct deposit, W2, W2c, 1099 R, ACA 1095B and ACA 1095C. Personnel Actions Forms Library includes: 1 Personnel Action form - New and 1 Personnel Action Form - Change. Tyler's cost is based on all of the proposed products and services being obtained from Tyler. Should significant portions of the products or services be deleted, Tyler reserves the right to adjust prices accordingly. In the event a self-hosted customer opts to enroll as a beneficiary under Tyler's source code escrow agreement, Tyler will provide the paperwork required for enrollment. That self- hosted customer will be billed, on an annual basis, directly by Tyler's escrow agent, and all such fees must be paid directly to that escrow agent. Rates for subsequent years are subject to change at the discretion of Tyler's escrow agent. Utility Billing CIS includes the Graphing Agent. Additional required hardware will be purchased by the client directly through Quatred. 2018-58128 - Tyler/Munis On-Premise Pricing CONFIDENTIAL 11 of 11 8 City of Edina ERP, Human Capital Management, and Utility Billing Software Systems and Implementation Services INVESTMENT SUMMARY / SAAS Please reference the Investment Summary / SaaS on the following pages. Quoted By:Alban Michaud Date:10/22/2018 Quote Expiration: 3/25/2019 Quote Name:City of Edina-ERP-Munis Quote Number: 2018-58128-2 Quote Description: Tyler/Munis SaaS Pricing Sales Quotation For City of Edina 4801 W 50th St Edina, MN 55424-1394 Phone +1 (952) 927-8861 SaaS One Time Fees Description # Years Annual Fee Impl. Hours Impl. Cost Data Conversion Financial: Accounting/GL 5.0 $37,699.00 112 $19,600.00 $10,600.00 Accounts Payable 5.0 $10,490.00 32 $5,600.00 $0.00 Budgeting 5.0 $10,490.00 48 $8,400.00 $0.00 Capital Assets 5.0 $8,659.00 40 $7,000.00 $3,000.00 Cash Management 5.0 $7,216.00 32 $5,600.00 $0.00 Contract Management 5.0 $4,259.00 24 $4,200.00 $0.00 Employee Expense Reimbursement 5.0 $4,330.00 32 $5,600.00 $0.00 Inventory 5.0 $7,955.00 40 $7,000.00 $0.00 Project & Grant Accounting 5.0 $7,216.00 48 $8,400.00 $5,000.00 Purchasing 5.0 $15,875.00 80 $14,000.00 $0.00 Human Capital Management: ExecuTime Advanced Scheduling (200)5.0 $12,164.00 48 $8,400.00 $0.00 ExecuTime Advanced Scheduling Mobile Access 5.0 $2,862.00 0 $0.00 $0.00 ExecuTime Time & Attendance (500)5.0 $16,218.00 128 $22,400.00 $0.00 2018-58128-2 - Tyler/Munis SaaS Pricing CONFIDENTIAL 1 of 9 SaaS One Time Fees Description # Years Annual Fee Impl. Hours Impl. Cost Data Conversion ExecuTime Time & Attendance Mobile Access 5.0 $3,654.00 0 $0.00 $0.00 Human Resources & Talent Management 5.0 $12,742.00 80 $14,000.00 $0.00 Payroll w/ESS 5.0 $16,544.00 192 $33,600.00 $11,800.00 Recruiting 5.0 $3,872.00 24 $4,200.00 $0.00 Risk Management 5.0 $4,224.00 24 $4,200.00 $0.00 Revenue: Accounts Receivable 5.0 $7,744.00 64 $11,200.00 $0.00 General Billing 5.0 $3,520.00 32 $5,600.00 $0.00 Tyler Cashiering 5.0 $14,784.00 40 $7,000.00 $0.00 UB Interface 5.0 $5,808.00 24 $4,200.00 $0.00 Utility Billing CIS 5.0 $18,656.00 192 $33,600.00 $16,800.00 Productivity: Citizen Self Service 5.0 $7,744.00 8 $1,400.00 $0.00 eProcurement 5.0 $7,040.00 8 $1,400.00 $0.00 Munis Analytics & Reporting (SaaS)5.0 $6,890.00 80 $14,000.00 $0.00 Tyler Content Manager SE 5.0 $14,080.00 32 $5,600.00 $0.00 Tyler Forms Processing 5.0 $6,840.00 0 $0.00 $0.00 Additional: CAFR Statement Builder 5.0 $9,680.00 32 $5,600.00 $0.00 Tyler GIS (10)5.0 $3,600.00 0 $0.00 $0.00 Sub-Total: $292,855.00 $261,800.00 $47,200.00 Less Discount: $20,498.00 $0.00 $0.00 TOTAL: $272,357.00 1496 $261,800.00 $47,200.00 Other Services Description Quantity Unit Price Unit Discount Extended Price P-Card Import Format 1 $5,500.00 $0.00 $5,500.00 2018-58128-2 - Tyler/Munis SaaS Pricing CONFIDENTIAL 2 of 9 Other Services Description Quantity Unit Price Unit Discount Extended Price Project Planning Services 1 $6,000.00 $0.00 $6,000.00 Tyler Forms Library - Financial 1 $1,800.00 $0.00 $1,800.00 Tyler Forms Library - General Billing 1 $2,000.00 $0.00 $2,000.00 Tyler Forms Library - Payroll 1 $1,400.00 $0.00 $1,400.00 Tyler Forms Library - Personnel Action 1 $1,200.00 $0.00 $1,200.00 Tyler Forms Processing Configuration 1 $2,000.00 $0.00 $2,000.00 Tyler Forms Library - Utility Billing 1 $4,500.00 $0.00 $4,500.00 VPN Device 1 $4,000.00 $0.00 $4,000.00 TOTAL: $28,400.00 3rd Party Hardware, Software and Services Description Quantity Unit Price Unit Discount Total Price Unit Maintenance Unit Maintenance Discount Total Year One Maintenance Tyler Secure Signature System with 2 Keys 1 $1,650.00 $0.00 $1,650.00 $0.00 $0.00 $0.00 3rd Party Hardware Sub-Total: $0.00 $1,650.00 $0.00 TOTAL: $1,650.00 $0.00 Summary One Time Fees Recurring Fees Total SaaS $0.00 $272,357.00 Total Tyler Software $0.00 $0.00 Total Tyler Services $337,400.00 $0.00 Total 3rd Party Hardware, Software and Services $1,650.00 $0.00 Summary Total $339,050.00 $272,357.00 Contract Total (Excluding Estimated Travel Expenses) $1,700,837.00 Estimated Travel Expenses $98,200.00 2018-58128-2 - Tyler/Munis SaaS Pricing CONFIDENTIAL 3 of 9 Detailed Breakdown of Conversions (included in Contract Total) Description Unit Price Unit Discount Extended Price Accounting - Actuals up to 3 years $1,500.00 $0.00 $1,500.00 Accounting - Budgets up to 3 years $1,500.00 $0.00 $1,500.00 Accounting Standard COA $2,000.00 $0.00 $2,000.00 Accounts Payable - Checks up to 5 years $1,600.00 $0.00 $1,600.00 Accounts Payable - Invoice up to 5 years $2,400.00 $0.00 $2,400.00 Accounts Payable Standard Master $1,600.00 $0.00 $1,600.00 Capital Assets Std Master $3,000.00 $0.00 $3,000.00 Payroll - Accrual Balances $1,500.00 $0.00 $1,500.00 Payroll - Accumulators up to 5 years $1,400.00 $0.00 $1,400.00 Payroll - Check History up to 5 years $1,200.00 $0.00 $1,200.00 Payroll - Deductions $1,800.00 $0.00 $1,800.00 Payroll - Earning/Deduction Hist up to 5 years $2,500.00 $0.00 $2,500.00 Payroll - Recruiting $1,400.00 $0.00 $1,400.00 Payroll - Standard $2,000.00 $0.00 $2,000.00 Project Grant Accounting - Actuals up to 3 years $1,500.00 $0.00 $1,500.00 Project Grant Accounting - Budgets up to 3 years $1,500.00 $0.00 $1,500.00 Project Grant Accounting Standard $2,000.00 $0.00 $2,000.00 Utility Billing - Balance Forward AR $5,100.00 $0.00 $5,100.00 Utility Billing - Consumption History up to 5 years $3,000.00 $0.00 $3,000.00 Utility Billing - Services $4,100.00 $0.00 $4,100.00 Utility Billing - Standard $4,600.00 $0.00 $4,600.00 TOTAL: $47,200.00 2018-58128-2 - Tyler/Munis SaaS Pricing CONFIDENTIAL 4 of 9 Optional SaaS One Time Fees Description # Years Annual Fee Impl. Hours Impl. Cost Data Conversion Financial: Bid Management 5.0 $4,330.00 24 $4,200.00 $0.00 Performance Based Budgeting 5.0 $11,546.00 80 $14,000.00 $0.00 Quatred Asset Scanning Interface 5.0 $2,746.00 16 $2,800.00 $0.00 Quatred Inventory Scanning Interface 5.0 $2,746.00 16 $2,800.00 $0.00 Revenue: Animal License 5.0 $3,800.00 16 $2,800.00 $0.00 Productivity: IVR Gateway 5.0 $4,224.00 24 $4,200.00 $0.00 Postal XPress (Lorton) Annual Subscription 5.0 $1,649.00 0 $0.00 $0.00 Additional: Asset Maintenance (20)5.0 $30,240.00 176 $30,800.00 $0.00 Asset Performance (5)5.0 $2,160.00 104 $18,200.00 $0.00 Parks and Recreation 5.0 $12,390.00 80 $14,000.00 $0.00 Requestor Access License xx 5.0 $2,304.00 0 $0.00 $0.00 Socrata Open Finance 5.0 $16,000.00 0 $0.00 $0.00 Tyler 311/Incident Management xx 5.0 $6,120.00 56 $9,800.00 $0.00 TOTAL:$100,255.00 592 $103,600.00 $0.00 Optional Tyler Software & Related Services Description License Impl. Hours Impl. Cost Data Conversion Module Total Year One Maintenance Additional: General Billing - Bills up to 5 years - D $0.00 0 $0.00 $4,000.00 $4,000.00 $0.00 General Billing - Recurring Invoices - D $0.00 0 $0.00 $2,700.00 $2,700.00 $0.00 General Billing Std CID - D $0.00 0 $0.00 $1,500.00 $1,500.00 $0.00 2018-58128-2 - Tyler/Munis SaaS Pricing CONFIDENTIAL 5 of 9 Optional Tyler Software & Related Services Description License Impl. Hours Impl. Cost Data Conversion Module Total Year One Maintenance Inventory Std Master - D $0.00 0 $0.00 $3,500.00 $3,500.00 $0.00 Payroll - Certifications - C $0.00 0 $0.00 $1,400.00 $1,400.00 $0.00 Payroll - Education - C $0.00 0 $0.00 $1,400.00 $1,400.00 $0.00 Payroll - PM Action History up to 5 years - C $0.00 0 $0.00 $1,400.00 $1,400.00 $0.00 Payroll - Position Control - C $0.00 0 $0.00 $1,400.00 $1,400.00 $0.00 Payroll - State Retirement Tables - C $0.00 0 $0.00 $1,400.00 $1,400.00 $0.00 Purchasing - Purchase Orders - Standard Open PO's only - D $0.00 0 $0.00 $2,700.00 $2,700.00 $0.00 Utility Billing - Assessments - D $0.00 0 $0.00 $1,800.00 $1,800.00 $0.00 Utility Billing - Backflow - D $0.00 0 $0.00 $2,000.00 $2,000.00 $0.00 Utility Billing - Service Orders - D $0.00 0 $0.00 $3,100.00 $3,100.00 $0.00 TOTAL: $0.00 0 $0.00 $28,300.00 $28,300.00 $0.00 Optional Other Services Description Quantity Unit Price Discount Extended Price Configuration Postal Xpress (Lorton) 1 $1,275.00 $0.00 $1,275.00 Install Fee - Socrata Open Finance 1 $5,600.00 $0.00 $5,600.00 TOTAL: $6,875.00 Optional Conversion Details (Prices Reflected Above) Description Unit Price Unit Discount Extended Price General Billing - Bills up to 5 years $4,000.00 $0.00 $4,000.00 General Billing - Recurring Invoices $2,700.00 $0.00 $2,700.00 General Billing Std CID $1,500.00 $0.00 $1,500.00 Inventory Std Master $3,500.00 $0.00 $3,500.00 Payroll - Certifications $1,400.00 $0.00 $1,400.00 Payroll - Education $1,400.00 $0.00 $1,400.00 Payroll - PM Action History up to 5 years $1,400.00 $0.00 $1,400.00 2018-58128-2 - Tyler/Munis SaaS Pricing CONFIDENTIAL 6 of 9 Optional Conversion Details (Prices Reflected Above) Description Unit Price Unit Discount Extended Price Payroll - Position Control $1,400.00 $0.00 $1,400.00 Payroll - State Retirement Tables $1,400.00 $0.00 $1,400.00 Purchasing - Purchase Orders - Standard Open PO's only $2,700.00 $0.00 $2,700.00 Utility Billing - Assessments $1,800.00 $0.00 $1,800.00 Utility Billing - Backflow $2,000.00 $0.00 $2,000.00 Utility Billing - Service Orders $3,100.00 $0.00 $3,100.00 TOTAL:$28,300.00 Optional 3rd Party Hardware, Software and Services Description Quantity Unit Price Unit Discount Total Price Unit Maintenance Unit Maintenance Discount Total Year One Maintenance Cash Drawer 1 $230.00 $0.00 $230.00 $0.00 $0.00 $0.00 Hand Held Scanner - Model 1900GSR 1 $400.00 $0.00 $400.00 $0.00 $0.00 $0.00 Hand Held Scanner Stand 1 $30.00 $0.00 $30.00 $0.00 $0.00 $0.00 ID Tech MiniMag USB Reader 1 $62.00 $0.00 $62.00 $0.00 $0.00 $0.00 Printer (TM-S9000) 1 $1,600.00 $0.00 $1,600.00 $0.00 $0.00 $0.00 3rd Party Hardware Sub-Total: $0.00 $2,322.00 $0.00 TOTAL: $2,322.00 $0.00 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 2018-58128-2 - Tyler/Munis SaaS Pricing CONFIDENTIAL 7 of 9 Comments Tyler recommends the use of a 128-bit SSL Security Certificate for any Internet Web Applications, such as the Munis Web Client and the MUNIS Self Service applications if hosted by the Client. This certificate is required to encrypt the highly sensitive payroll and financial information as it travels across the public internet. There are various vendors who sell SSL Certificates, with all ranges of prices. Conversion prices are based on a single occurrence of the database. If additional databases need to be converted, these will need to be quoted. Tyler's quote contains estimates of the amount of services needed, based on our preliminary understanding of the size and scope of your project. The actual amount of services depends on such factors as your level of involvement in the project and the speed of knowledge transfer. 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. 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. 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. In the event Client acquires from Tyler any edition of Tyler Content Manager software other than Enterprise Edition, the license for Content Manager is restricted to use with Tyler applications only. If Client wishes to use Tyler Content Manager software with non-Tyler applications, Client must purchase or upgrade to Tyler Content Manager Enterprise Edition. Financial library includes: 1 A/P check, 1 EFT/ACH, 1 Purchase order, 1 Contract, 1099M, 1099INT, 1099S, and 1099G. General Billing library includes: 1 invoice, 1 statement, 1 general billing receipt and 1 miscellaneous receipt. Utility billing library includes: 1 Utility bill, 1 assessment, 1 UB receipt, 1 Lien letter, 1 UB delinquent notice, 1 door hanger and 1 final utility bill. Includes digitizing two signatures, additional charges will apply for additional signatures. Project Management includes project planning, kickoff meeting, status calls, task monitoring, verification and transition to support. Tyler Forms Payroll Core library includes: 1 PR check, 1 direct deposit, 1 vendor from payroll check, 1 vendor from payroll direct deposit, W2, W2c, 1099 R, ACA 1095B and ACA 1095C. Personnel Actions Forms Library includes: 1 Personnel Action form - New and 1 Personnel Action Form - Change. 2018-58128-2 - Tyler/Munis SaaS Pricing CONFIDENTIAL 8 of 9 Comments Tyler's cost is based on all of the proposed products and services being obtained from Tyler. Should significant portions of the products or services be deleted, Tyler reserves the right to adjust prices accordingly. Tyler Content Manager SE includes up to 150GB of storage. Should additional storage be needed it may be purchased as needed at an annual fee of $2,500 per TB. The Munis SaaS fees are based on 50 concurrent users. Should the number of concurrent users be exceeded, Tyler reserves the right to re-negotiate the SaaS fees based upon any resulting changes in the pricing categories. Utility Billing CIS includes the Graphing Agent. Additional required hardware will be purchased by the client directly through Quatred. 2018-58128-2 - Tyler/Munis SaaS Pricing CONFIDENTIAL 9 of 9 Request for Proposals for Software and Implementation Services for a Enterprise Resource Planning (ERP), Human Capital Management, and Utility Billing Software Systems Environment Solicitation Due Date: October 31, 2018 Time: 3:30 p.m. (Central Time) All Proposals must be received by the City of Edina (City) by the date and time cited above. It shall be the Respondent’s sole risk to assure submission by the designated time. If you or your firm is interested in participating in the solicitation and review process, please submit your proposal to the City of Edina 4801 W 50th St., Edina, MN 55424 on or before 3:30 p.m. CST Wednesday, October 31, 2018. The City does not accept proposals submitted electronically. Late Proposals will not be allowed nor will they be considered. Solicitation packages must be obtained by downloading from the City’s website: https://www.edinamn.gov/CivicAlerts.aspx?CID=12. Should you experience problems downloading the solicitation, contact Kyle Sawyer, Assistant Finance Director, via email at ksawyer@edinamn.gov. VENDORS ARE STRONGLY ENCOURAGED TO READ THE ENTIRE SOLICITATION. All questions concerning the RFP must be submitted via email only, to the City’s consulting partner, Ryan Doil with BerryDunn (rdoil@berrydunn.com), as identified within this solicitation in Section 1.9. Communications with City staff may disqualify you from the evaluation process. Request for Proposals for Software and Implementation Services for an Enterprise Resource Planning (ERP), Human Capital Management, and Utility Billing Software Systems Environment Table of Contents Section Page Forms, Worksheets, and Other Attachments .......................................................................... iv 1 RFP Introduction and Background ............................................................................. 1 1.1 Introduction ..................................................................................................................... 1 1.2 About Edina .................................................................................................................... 1 1.3 Project Objectives .......................................................................................................... 2 1.4 Definitions ....................................................................................................................... 4 1.5 RFP Schedule of Events ................................................................................................ 5 1.6 Prequalification of Vendors ............................................................................................ 6 1.7 Minimum Qualifications .................................................................................................. 6 1.8 Incurred Expenses ......................................................................................................... 6 1.9 Questions and Inquiries .................................................................................................. 6 1.10 Non-Mandatory Pre-Proposal Vendor Teleconference .................................................. 7 1.11 Amendments and Addenda ............................................................................................ 7 1.12 Non-Warranty of RFP Information .................................................................................. 7 2 Project Scope ............................................................................................................... 8 2.1 Functional Areas ............................................................................................................ 8 2.2 Alternate Proposals, Partnerships and Proposers of Subsets of Functionality ............ 10 2.3 City and Project Staffing ............................................................................................... 11 2.4 Deployment Model ....................................................................................................... 11 2.5 Number of Users .......................................................................................................... 12 2.6 Potential Phasing and Target Live Date ....................................................................... 13 2.7 Current City Applications Environment ......................................................................... 13 2.8 Project Management Documentation ........................................................................... 14 2.9 Budget .......................................................................................................................... 15 2.10 Warranty ....................................................................................................................... 15 2.11 Source Code Escrow .................................................................................................... 15 3 Proposal Evaluation and Award ............................................................................... 16 3.1 Evaluation Process ....................................................................................................... 16 3.2 Clarification and Discussion of Proposals .................................................................... 17 3.3 Evaluation Criteria ........................................................................................................ 17 3.4 No Obligation, Right of Rejection, and Multiple Award ................................................. 20 3.5 Negotiations and Contract Execution ........................................................................... 20 3.6 Ethics ............................................................................................................................ 20 3.7 Offer Held Firm ............................................................................................................. 20 4 Submittal Response Format ...................................................................................... 21 4.1 General Instructions ..................................................................................................... 21 4.2 Proposal Organization Guidelines ................................................................................ 22 4.3 Tab 1 – Company Introduction ..................................................................................... 23 4.4 Tab 2 – Software Solution ............................................................................................ 23 4.5 Tab 3 – Project Approach and Implementation Methodology ...................................... 23 4.6 Tab 4 – Key Proposed Personnel and Team Organization .......................................... 25 4.7 Tab 5 – Project Schedule ............................................................................................. 25 4.8 Tab 6 – Functional and Technical Requirements Response ........................................ 25 4.9 Tab 7 – System and Application Architecture .............................................................. 26 4.10 Tab 8 – Data Conversion Plan ..................................................................................... 26 4.11 Tab 9 – Software Hosting ............................................................................................. 27 4.12 Tab 10 – Testing and Quality Assurance Plan ............................................................. 27 4.13 Tab 11 – Training Plan ................................................................................................. 27 4.14 Tab 12 – Ownership of Deliverables ............................................................................ 27 4.15 Tab 13 – References .................................................................................................... 27 4.16 Tab 14 – Response to Narrative Questions ................................................................. 27 4.17 Tab 15 – Exceptions to RFP Requirements and Terms and Conditions ...................... 27 4.18 Price Proposal .............................................................................................................. 28 5 Terms and Conditions ............................................................................................... 30 5.1 Pending and Recent Litigation ..................................................................................... 30 5.2 Rights to Submitted Material ........................................................................................ 30 5.3 Private or Nonpublic Information .................................................................................. 30 5.4 No Obligation, Right of Rejection, and Multiple Award ................................................. 30 5.5 Offer Held Firm ............................................................................................................. 31 5.6 Contract Negotiation ..................................................................................................... 31 5.7 Failure to Negotiate ...................................................................................................... 31 5.8 Contract Type ............................................................................................................... 31 5.9 Contract Changes ........................................................................................................ 32 5.10 Contract Approval ......................................................................................................... 32 5.11 Performance Review .................................................................................................... 32 5.12 Statutory Information .................................................................................................... 33 5.13 Non-Discrimination Clause ........................................................................................... 33 5.14 ADA .............................................................................................................................. 33 5.15 Force Majeure .............................................................................................................. 33 5.16 Policy Compliance ........................................................................................................ 33 5.17 City Property ................................................................................................................. 34 5.18 Rights of Use ................................................................................................................ 34 5.19 Ownership of Data and Transition ................................................................................ 34 5.20 Audit ............................................................................................................................. 34 5.21 Personnel ..................................................................................................................... 34 5.22 Software Upgrades ....................................................................................................... 35 5.23 Minnesota Government Data Practices Act ................................................................. 35 5.24 Insurance ...................................................................................................................... 35 5.25 Independent Contractor ................................................................................................ 35 5.26 Copyright ...................................................................................................................... 36 5.27 Patented Devices, Materials And Processes ............................................................... 36 5.28 Subcontractors ............................................................................................................. 36 5.29 Compliance With Laws And Regulations ..................................................................... 36 5.30 Standard Of Care ......................................................................................................... 36 5.31 Indemnification ............................................................................................................. 36 5.32 Ownership .................................................................................................................... 37 5.33 Assignment ................................................................................................................... 37 5.34 Waiver .......................................................................................................................... 37 Forms, Worksheets, and Other Attachments Attachment A – Tab Forms (See MS Word document “City of Edina ERP RFP – Attachment A.docx”) Attachment B – Functional and Technical Requirements/Capabilities (See MS Excel spreadsheet “City of Edina ERP RFP – Attachment B.xlsx”) Attachment C – Cost Worksheets (See MS Excel spreadsheet “City of Edina ERP RFP – Attachment C.xlsx”) 1 RFP Introduction and Background 1.1 Introduction This Request for Proposals (RFP) is intended to solicit Proposals from Respondents capable of satisfying the City of Edina’s (City) needs for software and professional services to implement an upgraded or new software systems environment. Respondent’s responses will be evaluated and ranked based on the criteria described in this RFP. If a system(s) is available that meets the City’s needs, the City may then enter into contract discussions with the selected Respondent(s). As part of this process the City will be allowing Respondents to submit point solutions (best of breed) and encourages Respondents to participate in this process in order to consider and evaluate a range of marketplace offerings. The City will also allow for proposals for an upgraded systems environment. In addition to soliciting written responses, this document provides information to assist Respondents in preparing their responses and facilitates the subsequent evaluation and comparison process. In that regard, this RFP: • Provides information essential to soliciting meaningful recommendations and realistic commitments from the Respondents • Specifies the desired format and content of Proposals in response to this RFP • Outlines the City’s evaluation and selection procedures • Establishes a schedule for the preparation and submission of Proposals in response to this RFP • Establishes a performance standard for the selected Respondent This RFP and the selected Proposal in response to this RFP will be incorporated into the contract resulting from this solicitation. For purposes of this RFP, the term “Vendor,” “Respondent,” and “Proposer” are considered to have the same meaning. 1.2 About Edina Situated immediately southwest of Minneapolis in Hennepin County, Edina has an estimated population of 52,000. It is a first-ring suburb known for its shopping and dining, its parks and recreational facilities and the excellent quality of life for residents. Approximately 2/3 of the City’s $121,400,000 budget, or $82.6 million, is spent on governmental functions; such as, police, fire protection, debt payments, capital improvements, parks, street maintenance, building inspections and City planning. The other 1/3 is spent on the City’s quasi-business functions, which are called Enterprise funds. The City’s Enterprise fund operations include Utilities, Liquor, Aquatic Center, Braemar Golf Course, Braemar Arena, Braemar Field, Art Center, Edinborough Park and Centennial Lakes Park. The City’s first major period of growth occurred in the 1950s as residents and businesses looked to move into suburban neighborhoods. The late 1960s and early 1970s were another significant period of growth. Today, the City is in a period of “redevelopment” as aging structures (both commercial and residential) are being replaced with newer structures that better suit the needs of 21st century businesses and residents. Approximately 59 percent of Edina’s land area is attributed to low-density residential neighborhoods, 12 percent to commercial/industrial uses, 16 percent parks and open space with the remainder used for local, county and state roadways. Many major highways run through or are close to Edina, making it readily accessible to all within the Minneapolis metropolitan area. Edina is a short, 15-minute drive from the Minneapolis-St. Paul International Airport. The City of Edina operates under the Council-Manager form of government. Policy-making and legislative authority are vested in a City Council (Council) consisting of the Mayor and four other members, all elected on a non-partisan basis. The Council is responsible, among other things, for adopting the budget, approving ordinances, appointing committees and hiring the City Manager. Council Members serve four-year terms, with two Council members elected every two years. The Mayor also serves a four-year term. The Mayor and Council are elected at large. The City Manager is responsible for carrying out the policies and ordinances of the Council and for overseeing the day-to-day operations of the city government. Edina is organized into six “operating” departments (Community Development, Engineering, Fire- Rescue & Building Inspections, Parks & Recreation, Police, and Public Works) and four “supporting” departments (Administration, Finance, Communications & Technology Services, and Human Resources & Risk Management). The primary function of operating departments is to provide direct services to the public. The primary function of supporting departments is to manage City-wide initiatives, coordinate resources across departments, and help departments meet their service-goals in alignment with organizational strategy. The City provides a full range of public services, including police and fire protection; construction and maintenance of highways, streets, and other infrastructure; water and sewer services; and recreational and cultural activities and events. The following table contains statistics related to the City. These statistics are estimates and are provided for planning purposes only. Additional information has been provided in Table 05: Functional Area Statistics. Table 01: City Statistics No. City Area Statistic 1 Total Budget $121.4M 2 Population 52,000 3 Total Full-Time City Staff 300 4 Number of City Departments 10 5 Fiscal Year January 1 – December 31 1.3 Project Objectives The City is planning to upgrade or replace its current software systems environment with an integrated system, and to adopt systems functionality to support core processes. In doing so, the City seeks to address several challenges in the current environment, and gain future efficiencies, including, but not limited to: • Challenges in Current Environment: o City departments rely on financial staff for financial report creation. o Existing system functionality has not been implemented for all functional areas, including accounts receivable and billing. o Duplicate processes and “shadow systems” exist throughout the City’s current environment, including new employee information being captured through the onboarding process via NEOGOV, and then manually typed into JD Edwards for time entry and payroll. o A centralized software solution is not used to support human capital management. A variety of point solutions are currently used to meet functional needs, such as NEOGOV for applicant tracking and onboarding, Apprize for benefits, and MyWave for OSHA reporting. This results in relying on multiple systems, including paper files, to obtain employee information, and makes querying and analyzing employee data challenging. o There is limited self-service functionality available within current systems. o Numerous manual processes are in place throughout the City, including reconciliation of batches between third-party cash receipting systems and JD Edwards. o There are multiple systems performing similar processes (e.x. point of sale, asset management, time entry) throughout the City. o Most transactions occur external of the existing JD Edwards system which does not allow the City to perform budget validations. The City does not utilize the purchase order functionality in the existing JD Edwards system. • Opportunities for Improvement and Objectives: o The City has a desire to move to a centralized electronic HR system that is integrated with the financial system. o The City would like the future environment to provide employee and manager self- service including the ability to view and change information such as W4s and direct deposit. o City staff would like to automate calculations and business in the future environment to reduce manual intervention and external calculations required to run payroll. o The City would like to have the capability to implement exception-based time entry for exempt employees, and to implement electronic time capture for all employees. o The City would like the ability for a future system to automate the start and stop service request process for utility billing. o Departments would like to be able to monitor revenues through the financial system on a daily or weekly basis. o The City would like to have an accounts receivable and billing module that is easily and widely used throughout the City. o The City would like to have integrated project accounting functionality. o The City would like the future environment to have drill-down capabilities throughout the system, including the ability to easily view information in different modules. In order to address these challenges and others, the City has initiated a project to adequately plan for, select, and implement a replacement or upgraded software systems environment. Section 2.0 – Project Scope, outlines the features and functionality desired in a future system(s), as well as the professional services necessary to implement that system(s). The primary objective is to procure, implement, and maintain a system or systems that mitigate the challenges listed above, allow for streamlined collection and processing of information, and to facilitate standardization and timely access to information by maximizing the use of the new software system(s) capabilities. 1.4 Definitions In order to simplify the language throughout this RFP, the following definitions shall apply: ADDENDA – Written instruments issued by the City prior to the date for receipt of Proposals that modify or interpret the RFP documents by addition, deletions, clarification, or corrections. CITY – The City of Edina, a Minnesota municipal corporation and political subdivision of the State of Minnesota. CITY EVALUATION COMMITTEE – The team of City staff that will participate in the review, evaluation, and scoring of proposals and subsequent evaluation processes, including demonstrations and reference checks. CITY IMPLEMENTATION TEAM – The team of City staff that will participate in the implementation of the selected system. CITY PROJECT MANAGER – The person designated by the City to be the City Project Manager assigned to act on behalf of the City during the term of the resulting Contract. CONTRACT DOCUMENTS – The RFP, submitted Proposals, including any diagrams, Addenda, and a form of agreement between the City and the Contractor, including all change orders, insurance certificates, exhibits, amendments, and attachments. CONTRACTOR – The Contractor(s)/consultant(s) that may be awarded a contract to provide software system(s) and professional services to implement the ERP System for the City. CONTRACTOR PROJECT MANAGER – The person designated by the Contractor and approved by the City to be the Contractor’s Project Manager assigned to act on behalf of the Contractor during the term of the resulting Contract. Any change of Contractor Project Manager requires prior written approval of the City Project Manager. DAYS – Means calendar days unless otherwise specified. ENTERPRISE RESOURCE PLANNING SYSTEM (ERP) – Means the financial management, utility billing, and human capital management information software system(s) that is described in this RFP and in the Attachments hereto. PROJECT – The project to configure and implement the ERP System for the City as described in this RFP and in the Attachments hereto. PROJECT SCOPE – Scope of services to be provided by the Contractor(s). PROPOSAL – A complete and properly signed Proposal to provide goods, commodities, labor, or services for the sum stated and submitted in accordance with the RFP. PROPOSER – See “RESPONDENT.” RESOURCE PLAN – Resources needed to perform Project activities. RESPONDENT or PROPOSER or VENDOR – The person, Contractor, corporation, partnership, or other entity submitting a Proposal on items listed in the RFP documents, and thereby agreeing to meet the specified Contract terms and conditions if awarded the contract. SERVICES or WORK – All services to be performed by the Contractor to successfully complete the Project to the satisfaction of the City. SUBCONTRACTOR or SUBCONSULTANT – Any individual, corporation, company, or other entity that contracts to perform work or render services to a Contractor or to another subcontractor as part of this Contract with the City. VENDOR – See “RESPONDENT.” 1.5 RFP Schedule of Events The following RFP Schedule of Events represents the best estimate of the schedule the City will follow, which is subject to change in the City’s discretion. The City has performed extensive planning work and has planned to meet the dates described below. Vendors are encouraged to hold the demonstration dates listed. If a component of the schedule is accelerated or delayed, it shall be anticipated that the remaining components will also be adjusted by a similar number of days. Any significant change to the schedule will be published via RFP Addendum. Table 02: RFP Schedule of Events Event Estimated Date RFP Published September 24, 2018 Pre-Proposal Vendor Teleconference Monday, October 1, 2018 at 1:00pm CST Deadline for Questions From Vendors Friday, October 12, 2018 at 4:00pm CST Deadline for Proposal Submissions Wednesday, October 31, 2018 at 3:30pm CST Shortlist Vendors notified Week of November 12, 2018 Vendor Demonstrations Week of December 3, 2018 1.6 Prequalification of Vendors The City has not employed a prequalification process. No Vendors are either prequalified or precluded from responding to this RFP. The City has not participated in formally structured software demonstrations in the past twelve months or in preparation for the release of this RFP. 1.7 Minimum Qualifications In order for Proposals to be evaluated and considered for award, Proposals must be deemed responsive to this RFP as determined in the discretion of the City Evaluation Committee. To be deemed responsive, the submitted Proposal documents shall conform in all material respects to the requirements stated in the RFP, and Proposers shall document and validate the capability to fully perform all requirements defined by the RFP. Factors to be considered in connection with a Proposer’s capability to fully perform all requirements of the RFP include, and may not be limited to: experience, integrity, reliability, capacity, and other factors required to provide the Services defined by the RFP. 1.8 Incurred Expenses There is no express or implied obligation for the City to reimburse Respondents for any costs or expenses incurred in preparing Proposals in response to this RFP, and the City will not reimburse Respondents for these costs or expenses, nor will the City pay any subsequent costs associated with the provision of any additional information or presentations, or to procure a contract for these Services. The City is not responsible for any cost(s) incurred by a Respondent in preparing and/or submitting a Proposal in response to this RFP. The City will also not be responsible for any costs associated with preparing and/or participating in any systems demonstrations requested of the Respondent’s products and Services. 1.9 Questions and Inquiries It shall be the responsibility of the Respondents to inquire about any portion of the RFP that is not fully understood or that is susceptible to more than one interpretation. • All questions concerning the RFP must be submitted via email only, to the City’s consulting partner, Ryan Doil (rdoil@berrydunn.com), and shall reference the page number, section heading, and paragraph, if applicable. • In accordance with the RFP Schedule of Events in Section 1.5, all questions must be received in writing no later than October 12, 2018, at 4 p.m. Central Time. • Questions and answers will be issued in accordance with Section 1.11 – Amendments and Addenda. • Only questions and answers publicly published through Addenda shall be binding. • All Amendments and Addenda will be posted through the City purchasing portal. Respondents shall not contact other City staff with any questions or inquiries. Unauthorized contact with any personnel of the City may be cause for rejection of the Respondent’s response. The decision to reject a Proposal is solely that of the City. 1.10 Non-Mandatory Pre-Proposal Vendor Teleconference A non-mandatory Pre-Proposal Vendor Teleconference will be held on Monday, October 1, 2018 at 1:00pm CST. Vendors that are interested in participating in the Pre-Proposal Vendor Teleconference shall contact the RFP Point of Contact (Ryan Doil – rdoil@berrydunn.com) in writing to request the teleconference information. The format of the Pre-Proposal Vendor Teleconference will be an overview presentation of the RFP, its contents, the RFP Schedule of Events, and additional topics. Following the presentation, Vendors will be able to ask questions related to the RFP or the overall process. The City will attempt to answer all questions at that time, but answers provided shall not be binding. Following the Pre-Proposal Vendor Teleconference, the City will post online the material questions asked and their respective answers in an addendum. 1.11 Amendments and Addenda All substantial clarifications and RFP revisions will be documented in an addendum, which will be publicly published to the City website. • Only questions and answers in an addendum shall be considered as part of the RFP. • The City reserves the right to revise the RFP prior to the deadline for Proposal submissions. Revisions shall be documented in an addendum and publicly published. • The City reserves the right to respond to minor and immaterial clarifications to vendor questions directly, without publishing the responses to an Addenda. Vendors are encouraged to review the RFP in its entirety prior to submitting questions. The City will attempt to publicly publish periodic Addenda on a timely basis between the RFP publishing date and the close of the Question period. 1.12 Non-Warranty of RFP Information Due care and diligence has been exercised in the preparation of this RFP and all information herein is believed to be substantially correct. However, the responsibility for determining the full extent of the exposure to risk and verification of all information herein shall rest solely on those parties making Proposals. The City, its representatives, and its agents shall not be responsible for any error or omission in this RFP, nor shall they be responsible for the failure on the part of any Respondents or their representatives to verify the information herein and to determine the full extent of that exposure. 2 Project Scope 2.1 Functional Areas The following table contains the list of functional areas of the desired future systems environment. Table 04: Functional Areas No. Functional Area No. Functional Area 1 General Ledger and Financial Reporting 8 Time Entry 2 Budgeting 9 Payroll 3 Purchasing 10 Utility Billing 4 Accounts Payable 11 Applicant Tracking and Onboarding 5 Accounts Receivable, Billing, and Cash Receipts 12 Workforce Management 6 Project Accounting and Grant Management 13 Benefits 7 Fixed Assets and Inventory 14 Risk Management The List of Functional and Technical Requirements/Capabilities contained in Attachment B contains the detailed functionality the City requires within each functional area in a future systems environment. The following table contains functional statistics of the City. These statistics are estimates and provided for planning purposes only. Table 05: Functional Area Statistics No. Functional Area/Metric Statistic 1 General Ledger and Financial Reporting Number of Funds 11 Governmental Funds 9 Enterprise Funds 1 Internal Service Fund Chart of Accounts Structure • Fund/Company (four characters) • Business Unit/Division (four to six characters) • Object/Account (four characters) • Subledger (two characters) 2 Budgeting Operating Budget $95M Capital Budget $26.4M 3 Purchasing Number of bids, RFPs, RFIs, RFQs issued annually Estimated 300 Number of purchase cards in use 60 No. Functional Area/Metric Statistic 4 Accounts Payable Number of Vendors 23,000 Number of Invoices per Year 30,000 Number of 1099’s issued per Year 60 Number of Payments per Year 16,000 5 Accounts Receivable, Billing, and Cash Receipts Number of Invoices/Statements per Year 350 Number of Cash Collection Points (including all tender types) 14 Total 9 Enterprise Locations, 5 Governmental (Building, Police, Public Works, Parks and Recreation, Receptionist) 6 Fixed Asset Management and Inventory Number of Fixed Assets 2,600 Active 850 Inactive Number of inventory items maintained Departments Utilizing Inventory (listed by department) Liquor stores, Golf Course, Art Center, Public Works 7 Applicant Tracking and Onboarding, Workforce Management, Benefits, and Risk Management Number of Full-Time Employees 300 Number of Part-Time Employees 395 Number of Seasonal Employees 546 (including 269 election judges) Number of Applicants per Year (Approximate) 3,500 Number of Bargaining Units 4 Number of Benefit Plans 17 Number of Leave Plans 12 8 Payroll Number of W2’s per Year 1,100 Pay Frequency Bi-Weekly 9 Time Entry Number of employees using time clocks (current) 440 Departments using time clocks (current) 3 Departments to use scheduling functionality 5 10 Project Accounting and Grant Management Number of Active Projects 60 Utility Billing Statistics 11 Water Number of Customer Accounts 14,000 No. Functional Area/Metric Statistic Number of Meter Reading Cycles 3 Number of Billing Cycles 3 Number of Routes 3 Number of Meters in Service 14,000 Average Daily Consumption per Customer (gallons) 425 Miles of City Water Mains 200 miles of water mains Total Annual Gallons of Water Pumped 2,171,895,000 12 Sanitary (Sewer) Number of Customer Accounts 14,000 Miles of City Sanitary Sewer 180 miles of sanitary sewer mains 13 Storm Water Number of Customer Accounts 14,000 Number of Billing Cycles 3 Miles of City Storm Water 80 miles of storm sewer mains 14 Recycling Services Number of Customer Accounts 14,000 Number of Billing Cycles 3 Number of Containers 14,000 Average Stops per Route 4,600 15 Utility Billing Customer Information Number of Accounts 14,000 Average Daily Receipts (Utility Billing only) $52,500 Number of Cash Receipting Stations (Registers) 1 – Most receipting is performed online/electronically Number of Annual Utility Bills 55,000 2.2 Alternate Proposals, Partnerships and Proposers of Subsets of Functionality As part of this process the City will be allowing Respondents to submit point solutions (best of breed), and encourages Respondents to participate in this process in order to consider and evaluate a range of marketplace offerings. Respondents are encouraged to establish partnership relationships to fully provide all requirements defined by the RFP. • Respondents engaged in a partnership relationship shall submit a single proposal in response to this RFP. • Partnership relationships shall be clearly defined by proposal responses. Such definition shall identify the entity in the partnership relationship deemed to be the Prime Vendor. In the event a proposal that presents a partnership is selected, it is expected that a single contract be executed between the City and the Prime Vendor, and the Prime Vendor be responsible for any contractual relationship with the proposed partner(s). • Each Vendor engaged in the partnership shall respond to any and all applicable portions of this RFP that relate to the work that will be performed, or the capabilities provided. For example, each Vendor shall provide references, and each Vendor shall respond to the Company Background and History questions. The City does have a preference toward an end-to-end solution to facilitate the sharing of data and reduce the overall number of applications supported, however, the City places a higher priority on the overall functionality provided by the software and is willing to consider best-of-breed solutions (“point” solutions). • Proposers are also encouraged to propose on a subset of functionality if the proposed software cannot provide functionality for all requested modules. • The City will consider proposers of a subset of functionality on the relative merit of the functionality proposed based on the evaluation criteria laid forth in this RFP, and reserves the right to enter into negotiations for one or more proposers in order to achieve a “best–of-breed” solution. • The City reserves the right to make one or more awards to competing Offerors for subsets of functionality as a result of this RFP. In the event the City should make awards to one or more competing Offerors, it shall be expected that additional discussion will take place between the City and the Offerors to define requirements and an approach to building an integration or interface between the selected systems. In such instance, the City expects that the Offerors will work together as necessary to develop the necessary integration once one has been identified. Respondents may submit alternate Proposals for evaluation. 2.3 City and Project Staffing The City intends to have both functional and technical resources available during Project implementation. Additional resource planning will be done based upon the selected Respondent(s). Respondents shall clearly indicate in the proposal responses the estimated level of City resource involvement in the implementation process, in order to allow the City to perform adequate planning. The City will utilize the response to Respondents’ Resource Hour Estimates in Tab 3 of Proposals as an input into the staffing plan the City develops, and requests that Respondents clearly articulate estimated staffing considerations in their responses. 2.4 Deployment Model The City does not have a preference as to the deployment model, and remains sensitive to both the acquisition costs of the software as well as ongoing support of systems including hardware and server and licensing costs. The City requests that vendors, as part of their proposals, indicate any potential cost savings (including potential savings associated with hardware, infrastructure, support, and other costs) that may be associated with the proposed deployment model. As part of this solicitation process the City will consider, in no particular order, the following deployment models: a. On Premise (locally hosted at the City, perpetual licenses) b. Software as a Service (SaaS or subscription-based models) c. Proposer hosted (hosted and managed by the Proposer, perpetual licenses) Cost sheets have been provided under Attachment C for pricing each of the deployment models. The City recognizes there are many factors contributing to a comparison of cost Proposals for these various deployment methods including needed infrastructure, a particular Proposer’s approach to managing upgrades, and technical staffing needs. It is well understood among the City team that a “higher” cost from a SaaS vendor may be equalized by considering these other cost areas when comparing to an on- premise deployment. This solicitation is not a bid process nor will it follow a lowest-priced responsive Proposal process, but will be based on most advantageous Proposal(s) utilizing the Evaluation Criteria listed in the RFP, including the review of life cycle costs (i.e. recurring costs, hardware, third-party licenses, etc.). 2.5 Number of Users The following user counts by module contained in the table below are estimates and are provided for planning purposes only. The number of users represents the anticipated future number of users of a new system. Table 06: Number of Users No. Functional Area Total Users Concurrent Users Read-Only or Limited Data Entry 1 General Ledger and Financial Reporting 70 20 50 2 Budget 35 20 15 3 Purchasing 20 5 10 4 Accounts Payable 100 30 50 5 Accounts Receivable, Billing, and Cash Receipts 20 5 10 6 Project Accounting and Grant Management 15 5 5 7 Fixed Assets and Inventory 10 5 0 8 Time Entry 95 75 1,000 9 Payroll 95 50 1,000 10 Utility Billing 10 10 10 11 Applicant Tracking and Onboarding 95 50 300 12 Workforce Management 95 50 0 13 Benefits 5 5 315 14 Risk Management 95 30 1,000 It is anticipated that some users will use multiple modules, causing overlap in each functional area. The counts were broken down by functional area to allow Respondents to formulate responses based on each. The City estimates that: • The total number of licensed regular daily users of the system (requiring the ability to add, edit, and view content) may be around 100 • The total number of regular daily concurrent users (unnamed license seats – in other words, how many people are expected to be accessing the system/module at the same time. This is in contrast to named users who have dedicated licenses tied to a unique login/user ID) to be around 80 • The total number of limited data entry users (staff that will access the system in a view or read only mode, and will not need system permissions to enter daily transactions, but may use the access to either view the status of a transaction such as purchase order, payable, or budget report) to be around 1,000 (based on time entry needs) 2.6 Potential Phasing and Target Live Date The City requests that offerors provide potential phase start and target go-live dates in proposal responses per Section 4.7. The City is committed to meeting a January 1, 2021 live date for all system functionality, and is open to other recommendations on phasing plans, including recommended start and live dates by phase. These dates should be estimates based on anticipated resource requirements and dependencies between functional areas. These dates are subject to negotiation. 2.7 Current City Applications Environment Local Government Information Systems (LOGIS) is a Joint Powers, intergovernmental consortium of Minnesota local government units that provides current ERP systems to the City, including the JD Edwards ERP solution, and Advanced Utilities CIS Infinity solution. The City has adopted additional external and third-party systems to support related business functions. Systems identified in bold are not being considered for replacement through this RFP process. Vendors are instructed to review the “Interfaces” tab of Attachment B for further information related to potential data exchanges between supporting software systems. The following systems are in use by the City in addition to the JD Edwards and Advanced Utilities systems: Table 07: Supporting Software Systems No. Software System Use Summary 1 Advanced CIS Infinity Utility billing 2 PIMS Building permitting 3 Apprize Benefits open enrollment 4 Invoice Cloud Electronic bill presentment and payment solution 5 Impact Bill printing 6 Neptune/N_SIGHT Meter reading 7 VANCO Bank payment processing 8 Workforce Director Scheduling and time entry 9 WhenIWork Scheduling and time entry No. Software System Use Summary 10 NEOGOV Applicant tracking and onboarding 11 Laserfiche Document management 12 L.E.A. Data Technologies Police learning management system 13 Lightspeed Liquor point-of-sale, inventory, and time entry system 14 Novatime Aquatics time clock 15 Freshbooks Communications billing 16 MaxGalaxy Point-of-sale, Park and Rec scheduling (e.g., ice time) 17 GolfNow Golf point-of-sale and inventory 18 MyWave OSHA reporting 19 CityWorks Work orders 20 CFA Vehicle, equipment, and inventory management 21 VFA Building manager 22 Tracker Investment management 23 Hubble Financial Reporting 24 Tungsten Accounts Payable 2.8 Project Management Documentation The following information establishes the expectation of the minimum level of project management documentation to be provided by Respondents as a part of, but not exclusively, the resulting implementation services offered. As part of the implementation scope, following signing of a contract, the selected Contractor(s) shall develop and provide the City with the following items: • Project Management Plan: a detailed Implementation Project Plan that, at a minimum, includes the following: o Objectives o Deliverables and Milestones o Project Schedule o Resource Management Processes o Scope Management Processes o Schedule Management Processes o Risk Management Processes o Quality Management Approach o Communication Management Approach o Organizational Change Management Approach o Status Reporting • Data Conversion Plan • Training Plan • System Interface Plan • Testing and Quality Assurance Plan • Pre- and Post-Implementation Support Plan • System Documentation • Risk Register Additional documentation about each Plan may be found in Section 4.0 of this RFP. 2.9 Budget Budget planning for this initiative is ongoing, and a specific amount for the software and implementation services portion has not yet been determined. The City has an estimate of the budget range that will be needed for a project of this type based on research of cities of comparable size. The City does not typically disclose the budget available for projects during the solicitation process. It is not the City’s desire to purchase the lowest cost product but to purchase the best product to fit within the City’s needs for the near future. 2.10 Warranty A comprehensive warranty in form and content satisfactory to the City is sought by the City for all software and implementation services covered by this RFP and shall be provided with the proposal for the City’s review under Tab 3. It is assumed that Respondents have priced the software and services to recognize these warranty provisions. The extent and proposed terms of the warranty coverage will be evaluated by the City as part of the overall procurement process. 2.11 Source Code Escrow The City’s preference is that an escrow option be made available, but understands that it may not be available for some deployment methods. If a Vendor is unable to provide for making escrow available to the City, this should be noted in the Exceptions taken to the RFP, and an explanation shall be offered. The City’s preference is for Selected Respondents to place source code for the software modules licensed by the City in escrow with an independent, mutually acceptable third-party escrow service provider (with whom a separate escrow agreement will be entered into by City, with all related costs paid by the Respondent). 3 Proposal Evaluation and Award 3.1 Evaluation Process The following subsection outlines the intended proposal evaluation process the City has identified. The City reserves the right to deviate from this process at its own discretion, and to (i) negotiate any and all elements of the RFP, (ii) amend, modify, or withdraw the RFP, (iii) revise any requirements under the RFP, (iv) require supplemental statements of information from any Respondent, (v) extend the deadline for submission of Proposals, (vi) cancel, in whole or part, this RFP if the City deems it is in its best interest to do so, (vii) request additional information or clarification of information provided in any Proposal without changing the terms of the RFP, (viii) waive any portion of the selection process in order to accelerate the selection and negotiation with the top-ranked Respondent; and/or (ix) award the contract without written or oral discussions with any Respondents. The City may exercise the foregoing rights at any time without notice and without liability to any Respondent, or any other party, for expenses incurred in the preparation of responses hereto or otherwise. The City reserves the right to reject any or all Proposals or parts of Proposals, to accept part or all of Proposals based on considerations other than lowest cost, and to create a Project of lesser or greater expense than described in this RFP or the respondent's reply, based on the component prices submitted. The City reserves the right to cancel this solicitation or to change its scope if it is in the best interest of the City. a. Vendor Shortlist: The City Evaluation Committee will initially review and evaluate each Proposal received to determine the Proposer’s ability to meet the requirements of the City. The evaluation criteria described in Section 3.3 will be the basis for evaluation. The Evaluation Committee will determine the Respondents best suited to meet the needs of the City based on the scoring of the evaluation criteria. These Vendors will form the Vendor Shortlist. b. Vendor Demonstrations: The City, at its sole discretion, reserves the right to have system demonstrations with those Respondents on the Vendor Shortlist, or any other Vendor. Demonstrations will be conducted at City offices. Demonstrations will involve a scripted demonstration. The schedule, scripts, and demonstration requirements will be provided with the invitation to participate in demonstrations. A Pre-Demonstration Vendor Teleconference will take place for those Vendors that have been shortlisted, and Respondents will have an opportunity to review the format of the demonstrations and ask questions related to procedure and specific demonstration scenarios. Vendors that are invited to participate in demonstrations are advised that the provided scripts must be strictly adhered to while presenting. Optional modules or functionality shall not be presented if they fall outside the scope of requested functionality or that functionality which has been proposed by the Respondents. The proposed version of the software must be shown, and must not include any software that is under development or in beta testing. Evaluation Committee members will view the demonstrations, and additional City staff may also be in attendance to observe and provide informal feedback. The City may elect, at its sole option, not to conduct discussions or demonstrations with respondents. c. Reference Checks: The City may employ a process of contacting references provided through Respondents’ proposals. This process may include teleconference meetings, web conferences, and in-person meetings with references. The City reserves the right to conduct reference checks at any point in the evaluation process. d. Best and Final Offer and Request for Clarification: A Best-and-Final-Offer process may be initiated if it is determined to be in the best interest of the City. Such process may be initiated following the identification of the Vendor Shortlist or at any other evaluation process step. Additional processes of scope and cost clarification may be employed as part of the evaluation process if it is deemed to be in the City’s best interest. 3.2 Clarification and Discussion of Proposals The City may request clarifications and conduct discussions with any Respondent that submits a Proposal, including requesting additional information. The City reserves the right to select the Proposal or Proposals that it believes is the most responsive as determined by the City Evaluation Committee, which will best serve the City business and operational requirements, considering the evaluation criteria set forth below. Respondents shall be available for a system demonstration to City staff on dates specified in Table 02 or as otherwise requested by the City if selected for system demonstrations. Failure of a Respondent to respond to such a request for additional information, clarification, or system demonstrations may result in rejection of the Proposal. Clarifications may not result in a material or substantive change to the Proposal. The initial evaluation may be adjusted because of a clarification under this section. The City reserves the right to waive irregularities in the Proposal content or to request supplemental information from Respondents. 3.3 Evaluation Criteria As described in the preceding Evaluation process sub-section, the City intends to follow a progressive/cumulative approach to scoring based on key evaluation activities. The City hereby reserves the right to evaluate, at its sole discretion, the extent to which each Proposal received compares to the stated criteria. Vendor proposals shall be evaluated in accordance with the following criteria, subject to variation at the sole discretion of the City: 3.3.1 Short-List Identification: The City intends to utilize the criteria presented in Table 08 following the Evaluation Team’s review of Proposals. Each Proposal will be eligible to be awarded up to 100 points at this stage. Table 08: Short-List Identification Criteria Criteria Description Max Points Functionality This criterion considers but is not limited to the following: • The vendor’s written responses to the Functional and Technical Requirements for proposed functional areas. • The ability for the proposed software to integrate with the City’s systems environment. 35 Technical This criterion considers but is not limited to the following: • Alignment of the proposed software to the City’s preferred technical specifications. • The vendor’s written response to each Potential Interface. 15 Criteria Description Max Points • The level of integration among proposed functional areas. Approach This criterion considers but is not limited to the following: • The described approach to implement an enterprise system to achieve the City’s goals and objectives. • The alignment of the proposed implementation timeline to the City’s desired timeline milestones. • The distribution of implementation tasks among City and vendor teams. • The proposed resources hours among City and vendor teams. • The vendor’s approach to key implementation tasks including but not limited to data conversion, testing, and training. • The vendor’s planned ongoing support and maintenance services. 15 Vendor Experience This criterion considers but is not limited to the following: • The vendor’s experience delivering the services requested in the RFP. • The vendor’s experience with similar implementations for comparable organizations. • The vendor’s experience deploying comparable interfaces to the City’s related applications. 15 Proposed Staff Experience This criteria considered but is not limited to the following: • The experience of named staff delivering the services requested in the RFP. • The experience of named staff with similar implementations for comparable organizations. • The qualifications of named staff to deliver the services requested in the RFP with a focus on business process optimization. 20 3.3.2 Finalists Identification: The City intends to utilize the criteria presented in Table 09 following the demonstrations by Short-List vendors. Each Proposal will be eligible to be awarded up to 30 points at this stage. Table 09: Finalist Identification Criteria Criteria Description Max Points Functionality Demonstrated This criterion considers new information learned through vendor demonstrations including but not limited to: • The demonstrated user interface. • The alignment of demonstrated functionality with preferred business processes. 15 Technical Capabilities This criterion considers new information learned through the Technical Discussion as part of vendor demonstrations as well as other sessions. 5 Criteria Description Max Points Approach Discussion This criterion considers new information learned through the Implementation Approach Discussion as part of vendor demonstrations as well as other sessions. 5 Experience Discussion This criterion considers new information learned through the Company Overview Discussion as part of vendor demonstrations as well as other sessions. 5 3.3.3 Preferred Vendor Identification: The City intends to utilize the criteria presented in Table 10 following the completion of reference checks and any site visit. Each Proposal will be eligible to be awarded up to 30 points at this stage. Table 10: Finalist Identification Criteria Criteria Description Max Points Comparable References This criterion considers the relevance of references related to organization size, comparable scope, similar software version, and deployment model. 10 Reference Feedback This criterion considers the feedback received from references related to the vendor’s performance in the implementation including meeting project objectives and timelines, as well as the knowledge, skills, and experience of implementation staff; capabilities of the software; and ongoing vendor performance with support and maintenance. 20 3.3.4 Cost Point Allocation: The City will evaluate cost proposals based upon this criteria. Cost points will be applied at the timing determined by the Evaluation Team. Cost points may be refined or replaced in the event of a subsequent Request for Clarification or Request for Best and Final Offer (BAFO). Each Proposal will be eligible to be awarded up to 40 points for cost. Table 11: Cost Point Criteria Criteria Description Max Points Cost This criterion considers, as applicable, the price of the software license/subscription schedule, services, and terms of any offered ongoing maintenance and support (including applicable service level agreements, disaster recovery, etc.) proposed in response to the information solicited by this RFP. Respondents will be evaluated on their pricing scheme, as well as on their price in comparison to the other proposers. In evaluating cost, the City will evaluate on a fully loaded ten-year cost of ownership. Fully loaded is defined to include (but is not limited to): software purchase/subscription and implementation costs; ongoing support and service costs; hardware costs; hosting and associated hardware support costs. The City reserves the right to add their own estimates of the costs (including any anticipated savings) associated with the required level of internal staffing (business users and IT staff) for implementation and for 40 Criteria Description Max Points ongoing support, hardware and overhead costs and savings, and may rely on the Respondent’s resource estimates as a basis for their calculations. Vendors of point solutions will be compared against other proposals for the respective functional area group. 3.4 No Obligation, Right of Rejection, and Multiple Award The inquiry made through this RFP implies no obligation on the part of the City. This RFP does not constitute an offer or a contract with any Respondent or other party. The City reserves the right to reject any or all Proposals, in whole or in part, or to accept or reject all or any part of any Proposal. Proposals deemed to be received from debarred or suspended Vendors will be rejected. The City may reject any Proposal that is not responsive to all of the material and substantial terms, conditions, and performance requirements of this RFP. The City further reserves the right to award all, part, or none of the components/functional areas included in this RFP. In addition, the City reserves the right to make one or more awards to competing Respondents for subsets of functionality as a result of this RFP. The City also reserves the right to refrain from making an award if it determines it to be in its best interest. The City reserves the right abandon the Project and/or to re-advertise and solicit other Proposals. 3.5 Negotiations and Contract Execution The City reserves the right to negotiate the final terms and conditions of any one or more contracts to be executed, including but not limited to the fees. In the event the City and a Respondent are unable to agree upon all contract provisions, the City reserves the right to cease negotiations, and to move on to select another Respondent, or to reject all Proposals. 3.6 Ethics It is a breach of ethical standards for any person to offer, give, or agree to give any City employee or Council person - or by City Policy, for any City employee or Council person to solicit, demand, accept, or agree to accept from another person, entity, or agency - a gratuity or an offer of employment whenever a reasonable prudent person would conclude that such consideration was motivated by an individual, group, or corporate desire to obtain special, preferential, or more favorable treatment than is normally accorded the general public. The Respondents shall not assign any interest in any contract entered into with the City, and shall not transfer any interest in any contract with the City, without the prior written consent of the City, which consent may be withheld in the City’s sole discretion. Respondents shall not accept any private client or project that may place it in ethical conflict during its representation of the City. 3.7 Offer Held Firm Proposals must remain open and valid for at least 180 days from the deadline specified for submission of Proposals. In the event award is not made within 180 days, the City will send a written request to all Bidders deemed susceptible for award, asking Respondents to hold their price firm for a longer specified period of time. 4 Submittal Response Format 4.1 General Instructions The following instructions must be followed by Respondents submitting Proposals. Offers that do not comply with all instructions contained herein may be disqualified: 1. Deadline: The deadline for Proposal submissions is established in Section 1.5. It will be the sole responsibility of the Respondent to submit its Proposal to the City before the closing deadline. Late Proposals will not be allowed. If a Respondent feels that delivery of a proposal may be delayed in transit (e.g. third-party carrier, weather) please contact the City Finance Director, Don Uram (952-826-0414 or duram@edinamn.gov), immediately upon becoming aware of the possible delay. 2. Hard Copy Proposals: • Respondents shall submit one (1) version of the Technical Proposal and one (1) version of the Price Proposal in separate three-ring binders with tab separators, clearly marked “Original.” • Respondents shall submit seven (7) versions of the Technical Proposal and seven (7) versions of the Price Proposal in separate three-ring binders with tab separators, clearly marked “Copy.” • Technical Proposals shall not include extraneous marketing materials. 3. Fax and Email Proposals: Fax or email responses will not be accepted. 4. Electronic Proposals: Respondents shall submit electronic versions of the Technical Proposal and electronic versions of the Price Proposal on separate removable devices (e.g., thumb drive, CD). • All Worksheet Attachments (Attachments B & C) provided as part of this RFP shall be returned in MS Excel format. • All Forms Attachments (Attachment A) provided as part of this RFP shall be returned in searchable Adobe PDF format. • Attachments A-B, including any supporting documentation submitted by the vendor, shall also be submitted in Adobe PDF format in a single complete file (Technical Proposal). • All other materials submitted shall be returned in searchable Adobe PDF format. 5. Redaction: Any Proposer that elects to do so, may submit a redacted version of the proposal in addition to the unredacted versions. For the purposes of this proposal a “Redacted” version of Proposer’s Proposal response shall mean Proposer is to provide an exact replica of their firm’s original Proposal response with areas of their Proposal response “blacked-out” or “shaded-out” that they deem “Confidential” or “Exempt”. This redacted version shall be provided as follows: 1. In addition to the one (1) original and seven (7) copies, Proposer to provide an extra copy of the Proposal, clearly marked as “Redacted” on the front cover. 2. On the inside cover of the redacted version there shall be a summary sheet(s) detailing the sections, parts, and or pages redacted. 3. For each section of the Proposal that is redacted, Proposer is to state the reason why such exclusion from public disclosure is necessary and cite any legal basis for each exemption with a specific statutory citation for such exemption. 6. Delivery/Mailing Instructions: Sealed Proposals shall be clearly labeled on the outside of the packaging with the RFP Title. The mailing address for Proposals is contained in the following table. Table 4: Proposal Mailing Addresses Mailing Address City of Edina ERP Proposal Response 4801 W. 50th St. Edina, MN 55424 7. File Naming: Proposal files submitted electronically shall be labeled with file names that follow the format provided: • “(Vendor Name) Proposal Response to Attachment A” • “(Vendor Name) Proposal Response to Attachment B” • “(Vendor Name) Proposal Response to Attachment C” • “(Vendor Name) Technical Proposal” • Any additional documentation provided shall be provided as Appendices and similarly titled; e.g., “(Vendor Name) Appendix A – (Appendix Document Title).” 8. Amendment of Proposals: Respondents may amend Proposals prior to the deadline set for receipt of Proposals. In the event an Addenda is issued and a Respondent has previously submitted a Proposal in response to this RFP, the Respondent shall notify the RFP Point of Contact via email of the need to submit an amendment, and clearly outline the reasons in writing. No amendments will be accepted after the deadline unless they are in response to a request of the City. 9. Except for trade secrets as defined by MN Statutes 13.37 (b), all Proposals will be open for public inspection after the contract award. Respondents are advised to carefully read the entire Solicitation Package. 4.2 Proposal Organization Guidelines Respondents are instructed to insert the completed Tab forms (Attachment A) in the corresponding Tab sections as a part of their response to the Technical Proposal. The City expects that Respondents will include additional proposal content, language, narrative, diagrams, and collateral beyond simply completing the forms and worksheets provided through this RFP. The table on the following page contains the organization guidelines for Proposal responses. Table 12: Technical Proposal Organization Guidelines Proposal Tab No. Technical Proposal Section RFP Sec. No. Tab 1 Company Introduction 4.3 Tab 2 Software Solution 4.4 Tab 3 Project Approach and Implementation Methodology 4.5 Tab 4 Key Proposed Personnel and Team Organization 4.6 Tab 5 Project Schedule 4.7 Tab 6 Functional and Technical Requirements Response 4.8 Tab 7 System and Application Architecture 4.9 Tab 8 Data Conversion Plan 4.10 Tab 9 Software Hosting 4.11 Tab 10 Testing and Quality Assurance Plan 4.12 Tab 11 Training Plan 4.13 Tab 12 Ownership of Deliverables 4.14 Tab 13 References 4.15 Tab 14 Response to Narrative Questions 4.16 Tab 15 Exceptions to Terms and Conditions 4.17 Separate Cover Price Proposal 4.18 4.3 Tab 1 – Company Introduction The first tab of the Proposal shall contain a Transmittal Letter, Company Background, and information on the use of any proposed subcontractors. A. A completed response to the Tab 1 information contained in Attachment A. B. Respondents shall also submit signed acknowledgements of any Addenda issued, per Section 1.11. 4.4 Tab 2 – Software Solution The second tab of the Proposal should include: A. A completed response to the Tab 2 information contained in Attachment A. B. Any other information that may be relevant and useful to the City. 4.5 Tab 3 – Project Approach and Implementation Methodology The third tab of the Proposal should include: A. A completed response to the Tab 3 information contained in Attachment A. B. Any other information that may be relevant and useful to the City. C. Sample Implementation Project Plan: Respondents shall also include a sample Project Plan that details the approach. The following information provides an expectation on the organization and content of the Project Plan that will be developed as part of the Project with the selected Respondent: o Project Objectives: This section of the Implementation Project Plan should include overall Project objectives. o Project Deliverables and Milestones: This section of the Implementation Project Plan should include a list of deliverables and milestones of the Project, and should describe exactly how and what will be provided to meet the needs of the City. o Project Schedule (Project Management Software): This section of the Implementation Project Plan should identify the dates associated with deliverables and milestones described in Section 2.0. In addition, this section should reflect Project predecessors, successors, and dependencies. The City requires the use of Project management software (such as Microsoft Project) to develop and maintain the Project schedule, Resource Plan, and Gantt chart. o Status Reporting: This section of the Implementation Project Plan should describe the approach the Contractor will use to provide status reports throughout the course of the Project. This section should include an example of the biweekly or weekly status report and identify the expected delivery mechanism that will be used to provide the report to the City. o Project Management Processes, including: Resource Management: This section should describe City resources, Contractor resources, and the overall Project team structure, including an organizational chart. The defined roles identified for the Contractor, its subcontractors, and the City, should also include a detailed description of the responsibilities related to the identified role, as well as the communication process for each party. Scope Management: This section should describe the approach the Contractor will use in order to manage Project Scope and the process used to request changes to Project Scope. It is the City’s desire to use the proposed software system “as is” and, as such, any changes must be reviewed and approved by the City’s Implementation Project Team. Schedule Management: This section should describe the approach the Contractor will use in order to manage the Project schedule and the process used to submit requested changes to the schedule. The Contractor must ensure that the Project schedule is kept current and report any missed milestones to the City. Risk Management: This section should describe the approach the Contractor will use to document existing Project risks, provide recommendations for mitigating the risk, and how this will be communicated to the City Implementation Team. As part of the Project Scope, the Contractor(s) will develop and maintain a documented Risk Register. Such Risk Register will be maintained in a centrally accessible location (e.g., Project portal) and be regularly updated. For each risk identified, the Contractor shall be responsible to develop an impact summary and a mitigation strategy in a timely fashion. Quality Management: This section should describe the approach the Selected Vendor will use to assure that all written deliverables have received appropriate reviews for quality before being submitted to the City. Communication Management: This section should describe the approach the Selected Vendor will use to provide a detailed communication plan that includes discussion of key implementation metrics that will be used to track progress; types of communication methods (e.g., memo, email, one-on-one meetings, Project team meetings, stakeholder group meetings, online web progress reporting tools) that the Vendor will use; frequency of these communications; and key Vendor points of contact with overall responsibility for ensuring these communications are provided as scheduled. The City also expects that the Selected Vendor will make key personnel and staff available for certain meetings, either on-site or via teleconference or web-conference, which may be required should major issues arise during the implementation that significantly impact the schedule, or budget, of the selected system. Organizational Change Management: This section should describe the process, tools, and techniques the Selected Vendor will use to manage the people side of change. 4.6 Tab 4 – Key Proposed Personnel and Team Organization The fourth tab of the Proposal should include: A. A completed response to the Tab 4 information contained in Attachment A. B. Any other information that may be relevant and useful to the City. The City reserves the right to require that background checks be conducted on all individuals conducting work as either employees or independent contractors of the Respondent, or who are otherwise providing services on the Respondent’s behalf in connection with the Project, including—without limitation—employees and independent contractors of any third-party companies or firms included in a Respondent’s Proposal. 4.7 Tab 5 – Project Schedule As part of the fifth tab of the proposal, Respondents shall include: A. A completed response to the Tab 5 information contained in Attachment A. B. Any other information that may be relevant and useful to the City. 4.8 Tab 6 – Functional and Technical Requirements Response The sixth tab of the Proposal should include the proposed capability to provide the City’s requirements as defined in Attachment B – Functional and Technical Requirements. When providing responses to the requirements in Attachment B, Respondents shall use only the response indicators contained in the following table. Respondents are instructed to enter one response indicator in response to each requirement. Responses to an individual requirement that contain more than one indicator (e.g., C/T) will be treated as a response of “N.” Table 13: Requirements Response Indicators Indicator Definition Instruction S Standard: Feature/Function is included in the current software release and will be implemented by the planned phase go-live date as part of the proposal from Vendors in accordance with agreed-upon configuration planning with the City. Respondents are encourage, but not required, to provide additional information in the Comments column to further demonstrate the system’s ability to meet the requirement. F Future: Feature/Function will be available in a future software release available to the City by April 1, 2019, at which point it will be implemented in accordance with agreed-upon configuration planning with the City. If a response indicator of “F” is provided for a requirement that will be met in a future software release, the Respondent shall indicate the planned release version, as well as the time the release will be generally available. C Customization: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with custom modifications. All related customization costs should be indicated in Attachment C – Cost Worksheet. If a response indicator of “C” is provided for a requirement that will be met through a custom modification, the Respondent shall indicate the cost of such a modification. T Third Party: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with integration with a third-party system. This system should be specified. If a response indicator of “T” is provided for a requirement that will be met by integration with a third-party system, the Respondent shall identify this third-party system and include a cost proposal to secure this system. N No: Feature/Function cannot be provided. N/A As part of the resulting Project Scope, the selected Respondent will develop and provide a detailed System Interface Plan that contains the proposed strategy for interfacing to all applications described in the Interfaces section of Attachment B – Functional and Technical Requirements. 4.9 Tab 7 – System and Application Architecture The seventh tab of the Proposal shall include: A. A completed response to the Tab 7 information contained in Attachment A. B. Any other information that may be relevant and useful to the City. 4.10 Tab 8 – Data Conversion Plan The eighth tab of the Proposal should include: A. A completed response to the Tab 8 information contained in Attachment A. B. Any other information that may be relevant and useful to the City. 4.11 Tab 9 – Software Hosting The ninth tab of the Proposal shall include: A. A completed response to the Tab 9 information contained in Attachment A. B. Any other information that may be relevant and useful to the City. 4.12 Tab 10 – Testing and Quality Assurance Plan The tenth tab of the Proposal should include: A. A completed response to the Tab 10 information contained in Attachment A. B. Any other information that may be relevant and useful to the City. 4.13 Tab 11 – Training Plan The eleventh tab of the Proposal should include: A. A completed response to the Tab 11 information contained in Attachment A. B. Any other information that may be relevant and useful to the City. 4.14 Tab 12 – Ownership of Deliverables The twelfth tab of the Proposal should include: A. Identification of the ownership of each project deliverable. Ownership should be identified using the roles described in Attachment A. The resource hours provided as part of Tab 3 should be appropriate based on the roles identified for each Project deliverable. B. A completed response to the Tab 12 information contained in Attachment A. C. Any other information that may be relevant and useful to the City. 4.15 Tab 13 – References The thirteenth tab of the Proposal should include a completed response to the Tab 13 information in Attachment A, containing identification of the Respondent’s references for the Project. 4.16 Tab 14 – Response to Narrative Questions The fourteenth tab of the Proposal should include the Respondent’s response to the narrative questions contained in Attachment A, Tab 14. 4.17 Tab 15 – Exceptions to RFP Requirements and Terms and Conditions The fifteenth tab of the Proposal should include: A. Any exception the Respondent takes to the requirements and conditions of this RFP. The Respondent will describe exceptions and identify their impact to the City, including—but not limited to—workarounds; reductions in performance; capacity; flexibility; accuracy; and ultimately, cost and value. The Respondent should identify the areas where they feel the requested service or product is not available, deviates from the specific requests, or is deemed to be an unwise or unwarranted approach. The City reserves the right to disallow exceptions it finds are not in the best interests of the City. Any and all exceptions must be identified and fully explained in the submitted Proposal. It is the City’s intention to be made aware of any exceptions to terms or conditions prior to contract negotiations. B. Note: Exception to the payment and retainage schedule to be provided with the Pricing Proposal. 4.18 Price Proposal The Respondent’s Price Proposal shall consist of three sections: 1. The completed Cost Worksheets as contained in Attachment C. Respondents shall not modify the worksheets in any way. 2. The Respondent’s standard travel and expense policy. 3. A brief statement of agreement with the Payment and Retainage terms identified below. If a Respondent does not agree with all items, a description should be provided of those items for which exception is taken. The City understands that there will be potentially four types of costs that are associated with procuring a new system: software licensing, implementation services, annual maintenance costs, and annual subscription costs. In the following subsections, each type of cost is defined and the City’s expectations for payments and retainage associated with these costs are described. 1. Software Licensing Cost: Software licensing costs include all costs related to licensing the software application and include third-party software license fees, where applicable. In presenting software license fees, the Respondent shall: • Explain all factors that could affect licensing fees in the Comments field of Attachment C. • Make clear the extent of any implementation services that are included in the license fees (e.g., installation, configuration, training). • To the extent possible, the Respondent shall show any applicable discounts separately from the prices for products and Services. • The City requests that the Respondent provide separate prices for each functional area/module in the proposed solution. The City expects an acceptance-based milestone payment schedule for software licensing. Potential acceptance-based milestones include Project Kickoff, Initial System Deployment/Installation, System Configuration, Approval of Go-Live, and Acceptance of System. Vendors shall also describe their typical milestone-based payment schedule for software licensing as part of their Price Proposal. 2. Implementation Services Cost: Implementation service costs typically include all costs related to implementation, configuration, data conversion, customization, and training. • The City prefers that implementation service costs are proposed as “not to exceed” amounts and that the City will be charged for Services as incurred up to the not-to-exceed amounts. Establishment of a not-to-exceed amount does not obligate the City to expend the full amount. • The City expects that services be invoiced based on clearly defined acceptance-based criteria, with a deliverable, phased, or milestone basis. • The City prefers that twenty percent (20%) of the implementation service costs will be retained (as a “holdback”) until successful completion, and the City’s written acceptance, of each project phase. Costs for the proposed solution should be submitted on the Cost Worksheet (Attachment C). It is important to note the following: • The Respondent shall provide price information for each separate component of the proposed solution, as well as the costs of any modifications. • In the event the product or service is provided at no additional cost, the item should be noted as "no charge.” • In the event the product or service is not being included in the Proposal, the item should be noted as "No bid.” • Proposer shall make clear the basis of calculation for all fees and costs. All estimated travel expenses and related out-of-pocket costs must be included as a separate line item. The City will not pay for travel time spent in connection with services – only reimbursable expenses. The City expects that travel expenses will be listed as a separate not-to-exceed amount. The City shall not be liable for additional travel costs or out-of-pocket costs incurred for any reason outside the City control. Travel expenses will be paid as incurred on a monthly basis. 3. Annual Maintenance Cost: Annual maintenance costs include the annual maintenance and support fees for the application environment. The City expectation is that it will not pay maintenance fees on functional areas being implemented until formal City acceptance has been provided to approve live processing for the associated Project phase. For example, the annual maintenance fees associated with Payroll will be paid upon City acceptance of the Project phase associated with the Payroll module. Upon final system acceptance, the City expects that maintenance fees will be invoiced on an annual basis for all system modules based on the anniversary of system acceptance. Any modules or system components which have previously gone live should be prorated to allow for billing maintenance for all modules on the same annual basis. The City expects software maintenance costs will not increase in the first five (5) years upon go-live operation. 4. Ongoing Software Subscription Cost (If SaaS Deployment): Ongoing software subscription costs include the annual payments for access to the software, hosting costs, backup costs, and potentially disaster recovery provisions. The City expects to pre-negotiate any rates of increase in these costs in the first 10 years and also to prescribe availability and performance metrics. 5 Terms and Conditions CONTRACTUAL REQUIREMENTS & TERMS AND CONDITIONS The following terms and conditions apply to this RFP solicitation process, and will be incorporated into the resulting contract as applicable. 5.1 Pending and Recent Litigation Respondents must disclose any pending or recent litigation they are involved in as a company. Recent is defined as the past three (3) years. Information provided should include the timeline of the litigation history, the subject of the litigation, and the current status of the litigation. Proposals must also disclose any pending litigation of any third-party partners in the Proposal. 5.2 Rights to Submitted Material It shall be understood that all Proposals, responses, inquiries, or correspondence relating to or in reference to this RFP, and all reports, charts, and Proposals or referencing information submitted in response to this RFP, shall become the property of the City, and will not be returned. The City will use discretion with regard to disclosure of proprietary information contained in any response but cannot guarantee information will not be made public. As a government entity, the City is subject to making records available for disclosure. 5.3 Private or Nonpublic Information Any written, printed, graphic, electronic, or magnetically recorded information furnished by the City for the Respondent’s use are the sole property of the City. This proprietary information includes, but is not limited to, customer requirements, customer lists, marketing information, and information concerning City employees, products, services, prices, operations, security measures, and subsidiaries. The Respondent and its employees shall keep this confidential information in the strictest confidence and will not disclose it by any means to any person except with City approval, and then only to the extent necessary to perform the work under the contract. These confidentiality obligations also apply to the Respondent’s employees, agents, and subcontractors and Respondent shall be liable for a breach of the confidentiality obligations by any such party. On termination of the contract, the Respondent, its employees, agents, and subcontractors will promptly return any confidential information in its possession to the City. 5.4 No Obligation, Right of Rejection, and Multiple Award The inquiry made through this RFP implies no obligation on the part of the City. This RFP does not constitute an offer or a contract with any Respondent or other party. The City reserves the right to reject any or all Proposals, in whole or in part, or to accept or reject all or any part of any Proposal. Proposals deemed to be received from debarred or suspended Respondents will be rejected. The City may reject any Proposal that is not responsive to all of the material and substantial terms, conditions, and performance requirements of this RFP. The City further reserves the right to award all, part, or none of the components/functional areas included in this RFP. In addition, the City reserves the right to make one or more awards to competing Respondents for subsets of functionality as a result of this RFP. The City reserves the right to reject any Proposal determined to be nonresponsive. The City reserves the right to negotiate with any or all Respondents with respect to any or all terms of a Proposal or Contract, including but not limited to the fees. The City also reserves the right to refrain from making an award if it determines it to be in its best interest. The City reserves the right to abandon the Project and/or to re-advertise and solicit other Proposals. 5.5 Offer Held Firm Proposals must remain open and valid for at least 180 days from the deadline specified for submission of proposals. In the event award is not made within 180 days, the City will send a written request to all proposers deemed susceptible for award asking proposers to hold their price firm for a longer specified period of time. 5.6 Contract Negotiation After final evaluation, the City may negotiate with the Respondent(s) of the highest-ranked Proposal. If any Respondent fails to negotiate in good faith, the City may terminate negotiations and negotiate with the Respondent of the next highest-ranked Proposal or terminate negotiations with any or all Respondents. If contract negotiations are commenced, they may be held at City office locations or via teleconference at a date and time to be determined. If contract negotiations are held, the Respondent will be responsible for all of Respondent’s costs including, without limitation, its travel and per diem expenses and its legal fees and costs. 5.7 Failure to Negotiate If the selected Respondent: 1. Fails to provide the information required to begin negotiations in a timely manner 2. Fails to negotiate in good faith 3. Indicates it cannot perform the contract within the designated timeframes or within budgeted funds available for the Project 4. If the Respondent and the City, after a good-faith effort, cannot come to terms; then The City may terminate negotiations with the Respondent initially selected and commence negotiations with the next highest-ranked Respondent. At any point in the negotiation process, the City may, at is sole discretion, terminate negotiations with any or all Respondents. 5.8 Contract Type The contract resulting from this RFP shall be in form and content satisfactory to the City and shall include, without limitation, the terms and conditions provided for in this RFP and such other terms and conditions as the City deems necessary and appropriate. The resulting contract from this RFP shall be a not-to-exceed based contract, subject to the Payment Terms identified in Section 4.18 for the various cost types. The standard of performance for the contract resulting from this RFP shall be in accordance with the highest applicable standards in the financial information software industry. The initial contract price will be based on prices submitted by the Selected Respondent, subject to contract negotiations with the City, and shall remain firm for the initial term of the contract. Price adjustments may be negotiated at the request of either party in the extension periods with mutual agreement of the parties. 5.9 Contract Changes Written requests for price changes resulting from a change of scope, as initiated or requested by the City, must be submitted in writing to the City via Change Order. Any increase will be based on the Contractor’s actual cost increase only, as shown in written documentation. All Change Order requests must be in writing, must not constitute increases in profit, and must contain data establishing or supporting the increase in cost. At the option of the City, (1) the request may be granted; (2) the Contract may be cancelled, and solicitation may be re-advertised; or (3) continue with the Contract without change. The City will accept or reject all such written requests within ninety (90) days of the date of receipt of Contractor’s request for price increase or receipt of proper written documentation, whichever is later. If a price increase is approved, the City will issue an amendment or change order to the contract specifying the date the increase will be effective. All Services and related accessories are to be billed at prices in effect at the time the service was rendered or order was placed. If a price increase is rejected, the Contractor will be notified and, at the option of the City, the Contract may be (1) cancelled and the solicitation may be re-advertised; or (2) continued without change. All change orders, regardless of amount, must be approved in advance and in writing by the City. No payment will be due or made for work done in advance of such approval. 5.10 Contract Approval The City’s obligation will commence only following the City Council’s approval of a Contract and the parties’ execution of the Contract. Upon written notice to the Contractor, the City may set a different starting date for the Contract. The City will not be responsible for any work done or expense incurred by the Contractor or any subcontractor, even if such work was done or such expense was incurred in good faith, if it occurs prior to the Contract start date set by the City. 5.11 Performance Review The Respondent may be required to meet with the City’s Project Manager not less than once per quarter to conduct a performance review of the Respondent. These meetings will be either in person in Edina, Minnesota, or via teleconference or web-conference with not less than two in-person meetings per year. This performance review will include a review of the pricing, delivery performance, customer service, and improving operational efficiencies. 5.12 Statutory Information Any contract or agreement resulting from this RFP shall be shall be governed by and construed in accordance with the laws of the State of Minnesota. In the event of litigation, the exclusive venue shall be in the District Court of the State of Minnesota for Hennepin County. 5.13 Non-Discrimination Clause During the performance of the contract, the Contractor and all subcontractors will not discriminate against any employee or applicant for employment because of race, color, creed, religion, ancestry, national origin, sex, sexual orientation, disability, age, marital status, or status with regard to public assistance. The Contractor and all subcontractors will take affirmative action to ensure that all employment practices are free of such discrimination. Such employment practices include, but are not limited to, the following: hiring, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff, termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship. 5.14 ADA The Contractor and all subcontractors agree to comply with the Americans with Disabilities Act and Section 504 of the Rehabilitation Act of 1973 and not discriminate on the basis of disability in the admission or access to, or treatment of, employment in its services, programs, or activities. The Contractor and all subcontractors agree to hold harmless and indemnify the City from costs, including but not limited to damages, attorney’s fees, and staff time, in any action or proceeding brought alleging a violation of ADA and/or Section 504 caused by the Contractor and any subcontractor. 5.15 Force Majeure Neither Party shall be in default by reason of any failure in performance of the resulting contract if such failure is proximately caused by causes beyond their reasonable control and without the fault or negligence of said Party including, without limitation, unforeseeable acts of nature; terrorism or other acts of public enemy; war and epidemics or quarantine restrictions (“force majeure”). If either Party is delayed at any time in the progress of the work governed by the contract by force majeure, the delayed Party shall notify the other Party in writing of such delay, as soon as is practical, of the commencement thereof and shall specify the cause(s) of such delay in the notice. The notice shall be hand-delivered or mailed certified-return receipt and shall make a specific reference to this provision. The delayed Party shall cause such delay to cease as soon as practicable and shall notify the other party in writing when it has done so. The time of completion shall be extended by contract modification for a period of time equal to the time that results or effects of such delay prevent the delayed Party from performing in accordance with this contract. 5.16 Policy Compliance The Respondent shall, as a condition of being considered for award of the contract, require each of its agents, officers, and employees to abide by the City’s policies prohibiting sexual harassment, firearms, and smoking, as well as all other reasonable work rules, safety rules, or policies regulating the conduct of persons on City property at all times while performing duties pursuant to the contract. The Respondent agrees and understands that a violation of any of these policies or rules will constitute a breach of the contract and will be sufficient grounds for immediate termination of the contract by the City. 5.17 City Property The use of any and all City property by Contractor or its agents must be approved in advance by the City. 5.18 Rights of Use The Contractor agrees that the City will own and have the right to use, reproduce and apply as it desires, any data, reports, analyses and materials which are collected or developed by the Contractor or anyone acting on behalf of the Contractor as a result of this contract. 5.19 Ownership of Data and Transition Any and all City data stored on the Contractor’s servers or within the Contractors custody, is the sole property of the City. The Contractor, subcontractor(s), officers, agents and assigns shall not make use of, disclose, sell, copy or reproduce the City’s data in any manner, or provide to any entity or person outside of the City without the express written authorization of the City. In the event resulting Agreement is terminated for any reason, or upon expiration, and in addition to all other rights to property set forth, the Selected Respondent shall: a. Incur no further financial obligations for materials, Services, or facilities under the Agreement without prior written approval of the City; b. Terminate all purchase orders or procurements and any subcontractors and cease all work, except as the City may direct, for orderly completion and transition; and c. Make available to the City, at no cost, all City data stored within the system, stored on the Contractor’s servicers, or within the Contractor’s custody, within fifteen (15) days of termination or City request. In the event resulting Agreement is terminated for any reason, or upon expiration, and in addition to all other rights to property set forth, the City shall: d. Retain ownership of all data, work products, and documentation, created pursuant to the resulting Agreement 5.20 Audit Contractor will retain all records related to this contract for 5 years after final payment or until audited by the City, whichever comes first. The City may inspect these records upon reasonable notice to Contractor. 5.21 Personnel All of Contractor’s personnel providing goods and services under the contract shall possess the necessary skills, experience, and knowledge, to perform their assigned duties. In the event assigned personnel are providing non-conforming or unsuitable services, the City shall notify Contractor and provide the opportunity to rectify the deficiency. If unable to cure the nonconforming services within a mutually agreed-upon timeframe, Contractor shall remove from the project and replace the Contractor’s personnel that the City deems unsuitable for the project with a resource possessing the necessary skills, experience, and knowledge, to perform their assigned duties in a satisfactory manner. The City and Contractor shall make reasonable efforts to maintain the consistency of assigned personnel to the Project. 5.22 Software Upgrades The City shall be entitled to any and all upgraded versions of the software covered in the contract that becomes available from the Contractor. Such upgrades shall be provided at no cost to the City so long as a valid maintenance and support agreement, or if applicable software as a service licensing agreement, is in place. 5.23 Minnesota Government Data Practices Act Contractor must comply with the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as it applies to (1) all data provided by the City pursuant to this Agreement, and (2) all data, created, collected, received, stored, used, maintained, or disseminated by Contractor pursuant to this Agreement. Contractor is subject to all the provisions of the Minnesota Government Data Practices Act, including but not limited to the civil remedies of Minnesota Statutes § 13.08, as if it were a government entity. In the event Contractor receives a request to release data, Contractor must immediately notify City. City will give Contractor instructions concerning the release of the data to the requesting party before the data is released. Contractor agrees to defend, indemnify, and hold City, its officials, officers, agents, employees, and volunteers harmless from any claims resulting from Contractor’s officers’, agents’, city’s, partners’, employees’, volunteers’, assignees’ or subcontractors’ unlawful disclosure and/or use of protected data. The terms of this paragraph shall survive the cancellation or termination of this Agreement. 5.24 Insurance Contractor shall secure and maintain such insurance as will protect Contractor from claims under the Worker’s Compensation Acts, and from claims for bodily injury, death, or property damage which may arise from the performance of services under this Agreement. Such insurance shall be written for amounts not less than: Commercial General Liability $1,000,000 each occurrence/aggregate Professional Liability $1,000,000 each claim The City shall be named as an additional insured on the general liability policy. Before commencing work, the Contractor shall provide the City a certificate of insurance evidencing the required insurance coverage in a form acceptable to City. 5.25 Independent Contractor The City hereby retains Contractor as an independent contractor upon the terms and conditions set forth in this Agreement. Contractor is not an employee of the City and is free to contract with other entities as provided herein. Contractor shall be responsible for selecting the means and methods of performing the work. Contractor shall furnish any and all supplies, equipment, and incidentals necessary for Contractor’s performance under this Agreement. City and Contractor agree that Contractor shall not at any time or in any manner represent that Contractor or any of Contractor’s agents or employees are in any manner agents or employees of the City. Contractor shall be exclusively responsible under this Agreement for Contractor’s own FICA payments, workers compensation payments, unemployment compensation payments, withholding amounts, and/or self-employment taxes if any such payments, amounts, or taxes are required to be paid by law or regulation. 5.26 Copyright Contractor shall defend actions or claims charging infringement of any copyright or software license by reason of the use or adoption of any software, designs, drawings or specifications supplied by it, and it shall hold harmless the City from loss or damage resulting therefrom. 5.27 Patented Devices, Materials And Processes If the Contract requires, or the Contractor desires, the use of any design, device, material or process covered by letters, patent or copyright, trademark or trade name, the Contractor shall provide for such use by suitable legal agreement with the patentee or owner and a copy of said agreement shall be filed with the City. If no such agreement is made or filed as noted, the Contractor shall indemnify and hold harmless the City from any and all claims for infringement by reason of the use of any such patented design, device, material or process, or any trademark or trade name or copyright in connection with the services agreed to be performed under the Contract, and shall indemnify and defend the City for any costs, liability, expenses and attorney's fees that result from any such infringement. 5.28 Subcontractors Contractor shall not enter into subcontracts for services provided under this Agreement without the express written consent of the City. Contractor shall comply with Minnesota Statutes § 471.425. Contractor must pay subcontractor for all undisputed services provided by subcontractor within ten (10) days of Contractor’s receipt of payment from City. Contractor must pay interest of one and five-tenths percent (1.5%) per month or any part of a month to subcontractor on any undisputed amount not paid on time to subcontractor. The minimum monthly interest penalty payment for an unpaid balance of One Hundred and no/100 Dollars ($100.00) or more is Ten and no/100 Dollars ($10.00). 5.29 Compliance With Laws And Regulations In providing services hereunder, Contractor shall abide by all statutes, ordinances, rules and regulations pertaining to the provisions of services to be provided. 5.30 Standard Of Care Contractor shall exercise the same degree of care, skill, and diligence in the performance of the services as is ordinarily possessed and exercised by a professional consultant under similar circumstances. No other warranty, expressed or implied, is included in this Agreement. City shall not be responsible for discovering deficiencies in the accuracy of Contractor’s services. 5.31 Indemnification Contractor shall indemnify and hold harmless the City, its officers, agents, and employees, of and from any and all claims, demands, actions, causes of action, including costs and attorney's fees, arising out of or by reason of the execution or performance of the services provided for herein and further agrees to defend, at its sole cost and expense, any action or proceeding commenced for the purpose of asserting any claim of whatsoever character arising hereunder. 5.32 Ownership All reports, plans, models, software, diagrams, analyses, and information generated in connection with performance of this Agreement shall be the property of the City. The City may use the information for its purposes. The City shall have all common law, statutory and other reserved rights, in addition to the copyright. The City shall not acquire any ownership interest in any intellectual property (including but not limited to reports, plans, models, software, diagrams, analyses, and information) that was owned by Contractor prior to the execution of this Agreement. 5.33 Assignment Neither party shall assign this Agreement, or any interest arising herein, without the written consent of the other party. 5.34 Waiver Any waiver by either party of a breach of any provisions of this Agreement shall not affect, in any respect, the validity of the remainder of this Agreement. Attachment A – Proposal Response Forms Instructions to Respondents Respondent is to complete each of the Tabs 1 – 15 and submit per the instructions provided in Section 4 of the RFP. Respondent shall not make any changes to the questions or the format of Attachment A. Respondent is instructed to organize the Technical Proposal in a format that follows the structure presented below. Respondent shall insert the completed tab forms (Attachment A) in the corresponding Proposal Section as a part of their Proposal response. In addition to the information captured through the questions and tables in Attachment A, Respondent is requested to provide complementary narrative information, diagrams, and images to help substantiate and support their proposal response to each tab section. The City expects that Respondents will include additional proposal content beyond simply completing the forms and worksheets provided through this RFP. Any such information may be provided in Respondents preferred formatting/branding. Proposal Tab No. Proposal Section Tab 1 Company Introduction Tab 2 Software Solution Tab 3 Project Approach and Implementation Methodology Tab 4 Key Proposed Personnel and Team Organization Tab 5 Project Schedule Tab 6 Functional and Technical Requirements Response Tab 7 System and Application Architecture Tab 8 Data Conversion Plan Tab 9 Software Hosting Tab 10 Testing and Quality Assurance Plan Tab 11 Training Plan Tab 12 Ownership of Deliverables Tab 13 References Tab 14 Response to Narrative Questions Tab 15 Exceptions to Terms and Conditions Separate Cover Price Proposal Tab 1 – Company Introduction I. TRANSMITTAL CERTIFICATION By signature on the Proposal, the Respondent certifies that it complies with: 1. The laws of the State of Minnesota and is licensed or qualified to conduct business in the State of Minnesota 2. All applicable local, state, and federal laws, codes, and regulations 3. All terms, conditions, and requirements set forth in this RFP 4. A condition that the Proposal submitted was independently arrived at, without collusion 5. A condition that the offer will remain open and valid for the period indicated in this solicitation; and any condition that the firm and/or any individuals working on the contract do not have a possible conflict of interest 6. The following Non-Collusion Affirmations • I affirm that I am the Respondent, a partner of the Respondent, or an officer or employee of the Respondent’s corporation with authority to sign on the Respondent’s behalf. • I also affirm that the attached has been compiled independently and without collusion or agreement, or understanding with any other Vendor designed to limit competition. • I hereby affirm that the contents of this Proposal have not been communicated by the Respondent or its agent to any person not an employee or agent of the City of Edina. If the Respondent fails to comply with the provisions stated in this paragraph, the City reserves the right to reject the Proposal, terminate the contract, or consider the Respondent in default. Table 1-01: Transmittal Certification and Primary Contact Information Field Response Name of the Respondent Representative Title Name of Company Address Telephone Number Email Address Signature of Authorized Officer of the Firm A signature provides the City with the Respondent’s acknowledgement and acceptance of the RFP terms, requirements, and conditions, and the execution of same during the discharge of any succeeding contract. II. TRANSMITTAL LETTER A Transmittal Letter, printed on letterhead, shall be submitted and signed by an authorized representative of the Respondent, such as the owner, partner, or in the case of a corporation, the President, Vice President, Secretary, or other corporate officer(s). III. COMPANY BACKGROUND AND HISTORY i. Respondents shall include a comprehensive narrative history of the firm, including the development of its experience in providing services similar to those described in Section 2.0 – Project Scope, in the RFP. ii. Respondents shall complete the Company Background and History Table in accordance with Section 4.3 of the RFP. If a partnership with third-party companies is a part of a Proposal, the Company Background and History table shall be provided for all third-party companies. It is expected that all of the points shall be addressed for each company involved in a Proposal, prime or third party. Table 1-02: Company Background and History Metric Response Total number of employees Type and number of employees committed to the product and support being proposed Office locations (City and State) Total number of active clients Total number of active government clients Total number of active ERP clients Total years offering ERP systems Total number of active HCM clients Total years offering HCM systems Total number of active Utility Billing clients Total years offering Utility Billing systems Total number of Minnesota City/Town clients Total number of City clients Total number of completed implementations of the proposed product and version Total number of active government clients using the proposed product version Total number of clients converted to the proposed product from legacy systems Advanced Infinity CIS: JD Edwards: Metric Response Largest active government installation, including population Smallest active government installation, including population Other products offered by the company IV. USE OF SUBCONTRACTORS The Proposal shall identify any of the required services that are proposed to be subcontracted, if any. Table 1-03: Subcontractor Questions Does your firm complete the implementations of the product being proposed or is this effort outsourced? Has or will any portion of the proposed work be completed by subcontractors? If subcontractors will be used, please provide the following: Summary of service Reasons for subcontracting Proposed subcontractor (name, location, experience) Detailed subcontractor responsibilities Previous use of subcontractor Any additional relevant information If a Proposal with subcontractors is selected, the Respondent must provide the following information concerning each prospective subcontractor within five (5) working days from the date of the City’s request: • Complete name of the subcontractor • Complete address of the subcontractor • Type of work the subcontractor will be performing • Percentage of work the subcontractor will be providing • A copy of the prime contractor/subcontractor contract verifying the prime contractor has the sole responsibility for any and all Services under this RFP and is financially liable, without exception, to the City for all Services contracted by the Respondent and the subcontractor under this RFP The Respondent’s failure to provide this information, within the time set, may cause the City to consider its Proposal nonresponsive and reject it. The substitution of one subcontractor for another may be made only at the discretion and prior written approval of the City Project Manager. V. PENDING AND RECENT LITIGATION Respondents must disclose any pending or recent litigation they are involved in as a company. Recent is defined as the past three (3) years. Information provided should include the timeline of the litigation history, the subject of the litigation, and the current status of the litigation. Proposals must also disclose any pending litigation of any third-party partners in the Proposal. Table 1-04: Pending and Recent Litigation Questions Does your firm have any pending litigation? Please describe the timeline, subject, and status. Does your firm have any recent litigation (within 3 years)? Please describe the timeline, subject, and status. Do the proposed third-parties have any pending or recent litigation (within 3 years)? Please describe the timeline, subject, and status. VI. ACKNOWLEDGEMENT OF ADDENDUMS Respondents shall submit signed acknowledgements of any Addenda issued, per Section 1.11 of the RFP. Tab 2 – Software Solution I. SUMMARY DESCRIPTION OF EACH FUNCTIONAL AREA Respondent to provide a summary description, using Respondent’s preferred formatting, of the capabilities for each functional area contained in Table 04 of the RFP, in narrative format. The purpose of this summary is so that the City has a high-level understanding of the proposed solution. The narrative should be written for an audience of the end-user community. Descriptions should be included for any products proposed by third parties to meet the capabilities described in the Functional and Technical Requirements in Attachment B. Marketing materials should not be submitted on the proposed functionality. II. SOFTWARE DOCUMENTATION FEATURES AND FUNCTIONS Respondent to provide, using Respondent’s preferred formatting, a summary of their software documentation that describes the features and function of the proposed application software. Identify what makes your documentation user friendly and useful to the end user and technical user of the software. III. PROPOSED SOFTWARE MODULES TABLE Proposed modules that are required to satisfy the requirements associated with the functional areas identified in Table 2-01 cannot be proposed complementary or optional. Table 2-01: Proposed Functional Areas/Modules Proposed Software Information Product Component/Suite (Name and Version of the Proposed Software Solution) Total Product Time on Market Release Date of Most Current Version Next Major Release Date Next Minor Release Date Named User Licensing Concurrent User Licensing Enterprise/Site Licensing ☐ ☐ ☐ Deployment Models Proposed to the City (Corresponding Attachment C Worksheets Shall Be Completed) City-Hosted Vendor-Hosted SaaS (subscription) ☐ ☐ ☐ How often are releases provided, and what is the process to test each release? Would the City be able to test releases in a test environment prior to pushing updates to a live environment? Does the system have the ability to roll back updates should challenges or bugs be encountered? What strategic decisions or direction is your firm taking or making related to the product being proposed today? List applications that the product being proposed will integrate with or has integrated with in the past. No. Functional Area Identify the Name of Proposed Module(s) to Address Requested Functional Area Identify Any Third-Party Partnerships and/or Solutions Successfully Integrated* With 1 General Ledger and Financial Reporting 2 Budget 3 Purchasing 4 Accounts Payable 5 Accounts Receivable, Billing, and Cash Receipts 6 Project Accounting and Grant Management 7 Fixed Assets and Inventory 8 Time Entry and Payroll 9 Utility Billing 10 Applicant Tracking and Onboarding 11 Workforce Management 12 Benefits 13 Risk Management *Successful integration should include only those instances where both the software and the client are in production environments. IV. OPTIONAL AND COMPLEMENTARY MODULES What other system modules or products would the Respondent recommend to be complementary to the Project Scope as described in Section 2.0 of the RFP? Table 2-02: Optional and Complementary Modules No. Module Name Brief Narrative Description of Functionality Provided 1 2 Tab 3 – Project Approach and Implementation Methodology I. PROJECT APPROACH i. Respondent to provide a description of the proposed approach for providing the Services described in Section 2.0 – Project Scope, including a comprehensive description of the proposed implementation methodology for the Project. The description should include how the Respondent has developed this methodology to both incorporate lessons learned from experiences as well as to meet the needs described in Section 2.0 – Project Scope. ii. Respondent to include a sample Implementation Plan, per the detailed instructions in Section 4.5 of the RFP. Exhibit submitted Yes No II. DEPLOYMENT Respondent to provide a detailed narrative description of how the implementation approach will vary between the deployment methods proposed (i.e. a traditional City-hosted model, a Respondent-hosted and/or a subscription-based solution, etc.) III. GO-LIVE AND ONGOING SUPPORT Respondent to describe what level of pre- and post-go-live support is available under the proposed fee structure. If varying levels of support are available, this section of the RFP response should clarify these potential support services and highlight the level of support that has been proposed. Respondent shall use Attachment C, Cost Worksheets, to clearly identify the varying fees based on the varying levels of support that are available. i. What are the standard hours that support is offered, and through what means (telephone, web ticket submission, etc.)? ii. Is product support offered by Respondent, through the software developer/provider, or sub- contracted? iii. Sample Service Level Agreement/Maintenance Agreement: Respondents are encouraged to submit a sample Service Level Agreement and/or Support/Maintenance Agreement that would be applicable for this project based on the proposed service levels. Exhibit submitted Yes No IV. RESOURCE HOURS AND MANAGEMENT A. Vendors shall include the proposed resource levels for the City Implementation Project Team and Selected Vendor Project Teams by completing the tables below. Table 3-01: Vendor Project Team Resource Hours Vendor Project Team Instructions: The Vendor is asked to provide the amount of resources that will be committed to the Project in terms of number of hours. These amounts should be based on the functionality the City desires, included in the detailed Functional and Technical Requirements (Attachment B). Functional Area Requirements and Design Data Conversion Configuration and Setup Implementation Testing Training Total General Ledger and Financial Reporting Budget Purchasing Accounts Payable Accounts Receivable, Billing, and Cash Receipts Project Accounting and Grant Management Fixed Assets and Inventory Time Entry and Payroll Utility Billing Applicant Tracking and Onboarding Workforce Management Benefits Risk Management Interfaces Total Hours by Project Phase: Table 3-02: City Project Team Resource Hours City Project Team Instructions: The Vendor is asked to provide the amount of resources that will be required from the City in terms of number of hours. These amounts should be based on the functionality the City desires, included in the detailed Functional and Technical Requirements (Attachment B). Vendors are also asked to include detailed assumptions in the field that follows. Assumptions: Any assumptions related to the number of City Implementation Project Team staff, roles of City staff, and duration of involvement used in the development of the resource hour estimates should be included here: Functional Area Total Users (Estimated Per Functional Area) Requirements and Design Data Conversion Configuration and Setup Implementation Testing Training Total General Ledger and Financial Reporting Budget Purchasing Accounts Payable Accounts Receivable, Billing, and Cash Receipts Project Accounting and Grant Management Fixed Assets and Inventory Time Entry and Payroll Utility Billing Applicant Tracking and Onboarding Workforce Management Benefits Risk Management Interfaces - Total Hours by Project Phase: B. Sample Resource Management Plan: Respondents are encouraged to submit a sample as part of the response to this tab. Exhibit submitted Yes No V. SAMPLE CONTRACT: Respondents shall include a sample software and licensing agreement and/or professional services agreement. Exhibit submitted Yes No VI. PROJECT APPROACH QUESTIONS i. Based on information provided in this RFP and experience in working with other Minnesota localities, what is the Respondent’s perspective on the most significant risks to this Project and how do you plan to mitigate these risks? ii. What is your process for monitoring, escalating, and resolving issues that will arise during the Project? iii. Provide a clear description of Project management responsibilities between the City and the Selected Contractor. iv. With what frequency will Vendor Project Team staff be on-site at the City during implementation? Will staff be on-site for full or partial weeks? v. Describe any assumptions made in the Proposal in detail. These should include any assumptions related to the current City technical environment, staffing, project management approach, and City resources available during implementation and support phases. vi. Provide detailed information on the anticipated level of effort required of the City Team during the implementation process. This shall include any assumptions surrounding the number of staff involved in the project on a day-to-day basis, as well as the amount of time staff may expect to spend committed to the implementation effort Tab 4 – Key Proposed Personnel and Team Organization I. ORGANIZATIONAL CHART i. Respondent to submit as an Exhibit, labeled as I: Organizational Chart and insert in Tab 4. ii. The Organizational Chart is to include subcontractors and reporting structure of the entire team. II. PROJECT TEAM RESUMES i. Using Table 4-01, resumes shall be provided for the implementation team, as well as for any additional personnel involved in live operation and ongoing support and maintenance. Resumes shall be specific to the actual personnel to be assigned to this Project for all primary roles (e.g., Project Manager, Trainer, Conversion Lead). • Resumes to include listing of past software implementation projects and certifications held for each team member including third-parties proposed. ii. The City anticipates that any staff assigned to the Project will remain assigned to the Project, unless the City deems the services to not meet expectations at which point the Contractor and City will work together to remedy such non-conforming services. Table 4-01: Project Team Resumes Name and Title Description of Project Roles and Responsibilities Role on the Project Home Office Location Listing of Past Projects Where Resource Implemented the Proposed Product Educational Background Professional Registrations and Memberships Listing of Past Projects Where Resource Implemented Other Software Products Professional References (from previous implementations) Additional Relevant Information Tab 5 – Project Schedule I. PROJECT SCHEDULE i. Respondent shall submit a proposed Project Schedule with the major milestones, activities, and timing of deliverables for the Scope of Work described in Section 2.0 of the RFP. In addition, the response should reflect Project predecessors, successors, and dependencies. • The City requests that the sample Project Schedule be in a Gantt chart format developed in Microsoft Project. • The City endeavors to have all functionality implemented by January 1, 2021. • Respondent to submit as an Exhibit, labeled as I. Project Schedule and insert in Tab 5 Exhibit submitted Yes No II. PROJECT DELIVERABLES, MILESTONES, AND PAYMENT APPLICATIONS i. Respondent to include a list of deliverables and milestones of the Project and should describe exactly how and what will be provided to meet the needs of the City. ii. Respondent to submit their payment schedule, tied to the deliverables and milestones for review by the City. This schedule shall be consistent with the terms provided in Section 4.18. iii. Respondent to submit as an Exhibit, labeled as II. Project Deliverables, Milestones, and Payment Applications and insert in Tab 5 Exhibit submitted Yes No III. PROJECT SCHEDULE QUESTIONS Table 5-01: Project Schedule Questions Based on current obligations, what is the earliest you can begin implementation after contract signing? What activities would the Respondent expect to occur within the first 30 days of contract signing? How long does the typical implementation of the product being proposed take for an organization of similar size to the City? What is the total project duration (by months) that you are proposing? The City endeavors to have all functionality implemented by January 1, 2021, subject to further planning with Respondents. Respondents are encouraged to indicate the ability to meet this target implementation milestone, and propose phasing and timelines that best align with the Respondents implementation approach Table 5-02: Potential Phasing and Target Live Dates Phase Functional Areas Potential Start Date Target Go-Live Date 1 2 3 If Respondents are not able to meet these anticipated go-live dates, Respondents should discuss suggested implementation timelines. Similarly, if Respondents are proposing alternative phasing or grouping of modules, this should be clearly specified. Tab 6 – Functional and Technical Response Please note Tab 6 does not contain narrative questions. Respondents are instructed to complete and submit Attachment B under the cover of Tab 6. As part of the resulting Project Scope, the Awarded Respondent will develop and provide a detailed System Interface Plan that contains the proposed strategy for interfacing to all applications described in the Interfaces section of Attachment B – Functional and Technical Requirements. Respondents are instructed to enter one response indicator in response to each requirement. Responses to an individual requirement that contain more than one indicator (e.g., C/T) will be treated as a response of “N.” Tab 7 – System and Application Architecture I. GENERAL OVERVIEW Respondent to provide a description of the proposed system and application architecture for the proposed application. II. SYSTEM AND APPLICATION ARCHITECTURE QUESTIONS Table 7-01: System and Application Architecture Questions What is the source language(s) of the product? How many environments are available with your proposed solution at no additional cost (e.g., test, training, production)? Describe how often major and minor software updates are provided, as well as the level of City resources required for a major update, and the level of resources required for a minor update. Please describe the major/minor upgrade process that is required if the solution requires a client based installation. List all browsers that are certified for use with the application, and describe any required browser add- ons, function enablement, etc. The underlying architecture of the application design is important to the City. Please describe your system architecture model and explain the capabilities and features of this model that led to your use of it in developing this system. Please describe how PCI compliance is supported within your proposed software solution. Please also include information about merchants supported by your proposed solution. Please describe how your proposed solutions can support transparency of information to the public (e.g., inquiry into salaries, spending). Describe your approach to ensure scalability of the product. This includes transaction growth, upgrades, and replacements of components of the architecture, technology, and application List all hardware/operating system/database platforms upon which the product is supported. Provide specifications in terms of processors, processor speed, memory requirements, and other sizing and capacity factors to assist the City in budgeting for and acquiring hardware. List which industry standard benchmarks or guidelines measures are used to establish this recommendation Describe the design philosophy of your application. Include in your response the degree to which there is a common design philosophy across all modules, common programming languages and tools, and the extent of shared software code across all applications Tab 8 – Data Conversion Plan I. APPROACH Respondent to detail their approach to developing and implementing the data conversion plan, and what processes will be undertaken by the Respondent’s project team to convert existing data, as well as to interface with identified source systems. Include methods of quality control and testing that will be utilized specific to data conversion. II. ROLES AND RESPONSIBILITIES The Awarded Respondent will assist the City in the conversion of electronic data to the new system. The Data Conversion Plan shall include estimated work levels as well as roles and responsibilities related to data conversion, for both the City and the Selected Vendor, organized by module. The City expectation is that data conversion shall occur when migrating to the new application. The Respondent is expected to assist the City in the conversion of data to the new system. It is expected that the City will be responsible for data extraction from current systems and data scrubbing, and that the Selected Respondent shall be responsible for overall data conversion coordination, definition of file layouts, and data import and validation into the new system(s). Respondents should plan to have converted data ready for the User Acceptance Testing phase of the Project. As part of the resulting Project, the Selected Vendor shall develop and provide a detailed Data Conversion Plan that describes how files will be converted to the proposed system (e.g., through software conversion aids/utility programs or special programs that must be written, the actual conversion procedures). A conversion schedule should identify planned conversion steps, estimated hours, and what resources will be required (by City or Selected Respondent) for all pertinent legacy data. Data conversion shall occur when migrating to the new application. Respondent to confirm their proposal includes providing the services identified in this Section (Item II Roles and Responsibilities) and provide any additional services that are also provided as part of your Data Conversion Plan/Program. III. RESPONSIBILITY OF DATA CONVERSION ACTIVITIES Respondents shall complete the table below based on whether or not the roles identified are supported by the proposed data conversion methodology and approach. The roles defined in Table 8-01 and Table 8- 02 contain the indicators that Respondents shall use to report their support of the identified roles. Any conflicts shall be noted with a comment. In the event additional activities are proposed, the Respondent shall identify the roles for both City and Implementation Vendor Project Teams. Table 8-01: Definition of Roles Role Summary Lead The party ultimately responsible for the activity. Assist The party provides active assistance for the activity. Participate The party provides passive assistance for the activity. Share Both parties share equal responsibility for the activity None The party has no role in the activity. Table 8-02: Summary of Response Indicators Indicator Response Description S Supports The proposal supports the prescribed responsibility roles with its proposed data conversion methodology and approach. C Conflict The proposal has a conflict with the prescribed responsibility roles and proposes alternate responsibility in its proposed data conversion methodology and approach. Table 8-03: Responsibility of Deliverables No Data Conversion Activity Vendor Role City Role Response Other Comments 1 Perform Conversion Analysis of Existing Legacy Data Lead Participate 2 Perform Crosswalk Development of Legacy Data From Legacy System to New System Lead Participate 3 Provide Conversion Data None Lead 4 Provide File Layouts/Data Maps of Existing System None Lead 5 Proof Data Provided Assist Lead 6 Analysis of Data to Be Converted Lead Assist 7 Developing and Testing Conversions Lead None 8 Review and Correct Errors Share Share 9 Load Converted Data Into Training Database Lead Participate 10 Confirmation of Converted Data in Training Database None Lead 11 Approval/Sign-Off of Converted Data in Training Database None Lead 12 Load Converted Data Into Live Database Lead Participate 13 Confirmation of Converted Data Into Live Database None Lead 14 Approval/Sign-Off of Converted Data in Live Database None Lead 15 Other: Tab 9 – Software Hosting I. GENERAL OVERVIEW Respondent to provide a description of the proposed system deployment model if a Respondent- hosted or SaaS model has been proposed for the application, including technical and operational capabilities for software hosting. The Respondent shall provide relevant documentation related to any recent certifications pertaining to their hosting technical and operation capabilities II. SOFTWARE HOSTING QUESTIONS Respondent to respond to the following questions regarding their software hosting platform proposed for the City. Table 9-01: Software Hosting Questions Where are the data center and storage facilities? Total number of active clients currently served by hosted solutions provided by your company. How many years has your company provided hosted solutions? How are hosted software applications deployed for use by numerous customers? What availability and response time do you guarantee? How many instances of unplanned outages have any of your customers experienced within the past five (5) years? What has been the duration and scope of such unplanned outages? What are the standard relief schedules for unplanned system downtime/outages? In how many instances has your firm had to pay client relief for unplanned outages? What is your process for notification of standard maintenance and downtime? What data security and system redundancy capabilities are available at Respondent’s data center and storage facilities? How many years has your company provided SaaS solutions? Total number of active clients currently utilizing the proposed software as a SaaS deployment provided by your company. Please detail your disaster recovery services, including whether these services are optional or included in the scope of your standard offering. Tab 10 – Testing and Quality Assurance Plan I. APPROACH Describe your standard approach to testing and quality assurance. II. SAMPLE PLAN Submit a Sample Testing and Quality Assurance Plan that would be very similar to the plan utilized for the City’s Project. Respondent to submit as an Exhibit, labeled as II. Sample Plan and insert in Tab 10. Exhibit submitted Yes No III. PLAN DETAILS Awarded Respondent will be responsible to provide a Testing and Quality Assurance Plan that describes all phases of testing that may be used, which may include: unit, system, interface, integration, regression, parallel, and user acceptance testing (UAT). It is the City’s expectation that the Testing and Quality Assurance Plan govern all phases of the Project and that the Respondent will also provide assistance during each testing phase involving City users. The Awarded Respondent will develop the initial UAT plan, provide templates and guidance for developing test scripts, and in the response identify if the vendor will provide onsite support during UAT. The Awarded Respondent will also provide a plan for stress testing the system, which will occur during or after UAT. Respondent to confirm their proposal includes providing the services identified in this Section (Item III Plan Details) and provide any additional services that are also provided as part of your Testing and Quality Assurance Plan not listed. IV. LEVELS OF SUPPORT What levels of support will be provided by the Respondent during the City testing phases (e.g., parallel and UAT)? Will Respondent resources be onsite during certain testing phases? Are varying service levels offered for testing support? Tab 11 – Training Plan I. PROPOSED TRAINING APPROACH/STRATEGY Respondent to provide their approach to the training plan and what makes their training plan successful and effective for system implementations. Include your approach to when and why you choose to use on-site training versus a webinar or a train-the-trainer format. II. PROPOSED TRAINING APPROACH TABLE Respondents shall complete the following Proposed Training Approach Table as part of the submittal as required by Section 4.13 in the RFP. Table 11-01: Proposed Training Approach Table Proposed Training Approach Table What training model is being proposed? Train- the- Trainer End-User Training System Administrator Training Other (Describe): ☐ ☐ ☐ How many staff are permitted to attend each training session? Does the Respondent have the ability to provide web-based training? Yes No Please provide details related to any web-based training offerings. ☐ ☐ Question #1: Please identify any optional training offerings that have not been listed above. These may include train-the-trainer, end-user training, system administrator training, etc. Response: Question #2: What provision will the Respondent make for having a system environment available for training exercises, and when? What data (e.g., live, sample) will be used for training City staff on the use of the system? Response: Question #3: What provision does the Respondent have for providing primary training for the proposed system? Training shall be adequate to the needs of the typical systems user and administrator. Response: Question #4: What provision does the Respondent make for training the typical system user to address those issues that will be encountered during day-to-day use? Be sure to include training on all system functionality—including screen and report use—and ad hoc report creation and use. Response: Question #5: What provision does the Respondent make for administrator training to address those issues involved with the administration of the system? Should it be a separate training session? Response: Question #6: What provision does the Respondent make to provide technical training to City IT staff, as necessary? Please address how the Respondent will address training on the responsibilities related to system operation and management, security, problem identification, and problem resolution. Response: Question #7: Describe what training facility configuration and equipment requirements are sufficient to deliver the training being proposed. Response: III. SYSTEM DOCUMENTATION Respondent to provide a detailed description of system documentation and resources that will be included as part of the implementation by the Respondent including, but not limited to, detailed system user manuals, “Quick Reference” guides, online support, help desk support, user group community resources, videos, and others as available. Respondent to itemize optional items on the Attachment C Cost Worksheets. Respondent to check off all that are available and included as part of the RFP response. Table 11-02: System Documentation Type of Documentation Included in Scope of Proposal to the City Yes/No Description/Explanation Quick Reference Guide Online Support Help Desk Support User Group Community Resources Annual User Conferences Videos Other: Tab 12 – Ownership of Deliverables Respondents shall complete Table 12-03 below based on whether or not the roles identified are supported by the proposed approach and implementation methodology. The roles defined in Table 12-01 and 12-02 contain the indicators that Respondents shall use to report their support of the identified roles. Any conflicts shall be noted with a comment. In the event additional deliverables are proposed, Respondents shall identify the roles for both City and Respondent Project Teams. Table 12-01: Definition of Roles Role Summary Lead The party ultimately responsible for the development of the deliverable. Assist The party provides active assistance in development of the deliverable Participate The party provides passive assistance in the development of the deliverable. Owns The party is solely responsible for the development of the deliverable. Share Both parties share equal responsibility for the development of the deliverable. None The party has no role in the development of the deliverable. Table 12-02: Summary of Response Indicators Indicator Response Description S Supports The proposed supports the prescribed ownership roles with its proposed implementation methodology and approach. C Conflict The proposed has a conflict with the prescribed ownership roles and proposes alternate ownership in its proposed implementation methodology and approach Table 12-03: Ownership of Deliverables No Deliverable Respondent Role City Role Respondent Response Comments 1 Implementation Project Plan Lead Assist 2 System Interface Plan Lead Assist 3 Data Conversion Plan Lead Assist 4 Testing and Quality Assurance Plan Share Share 5 Pre- and Post-Implementation Support Plan Share Share 6 Training Plan Lead Participate 7 System Documentation Owns None 8 Risk Register Share Share 9 Other: Tab 13 - References I. RESPONDENT REFERENCE CONSENT Respondents shall provide an affirmative statement that the Respondent grants its consent for the City to contact the Respondent’s references for purposes of evaluating the Respondent for this Project and acknowledges that any information obtained from the Respondent’s references will not be disclosed to the Respondent. Statement of Consent: II. RESPONDENT REFERENCE FORM • Respondents shall provide at least five (5) City/municipal government clients with whom the Respondent has worked during the past five (5) years that are of similar size and complexity to the City. o Three (3) references shall be from City/municipal clients that have been live with the proposed software for a minimum of two (2) years, and o Two (2) references that have been live with the current (proposed) software version for less than one (1) year. o The City has a preference for client references that are located within Minnesota. • In the event the Respondent cannot provide the required five references, the Respondent may substitute other organizations to ensure five (5) total references are provided. Respondents shall indicate how these substitute references deviate from the requested characteristics. • If possible, the City prefers references that utilized the same Project Manager as will be used for this Project, and the same scope of functional areas. • Respondents should also include the contact information for three (3) similarly sized City/municipal governments with which the City may conduct site visits. The City prefers sites be located within 150 miles. Reference Form 1. General Background Name of Client: Address: Number of Employees: Operating Budget: Project Manager/Contact: Title: Phone Number: Email Address: Summary of Project and Current Status: Include as a Site Visit Reference? (yes/no) 2. Project Scope General Ledger and Financial Reporting ☐ Time Entry and Payroll ☐ Budget ☐ Utility Billing ☐ Purchasing ☐ Applicant Tracking and Onboarding ☐ Accounts Payable ☐ Workforce Management ☐ Accounts Receivable, Billing, and Cash Receipts ☐ Benefits ☐ Project Accounting and Grant Management ☐ Risk Management ☐ Fixed Assets and Inventory ☐ 3. Project Information Total Project Budget: Software Version Implemented: Implementation Start Date: Deployment Model: Go-Live Date: System(s) Replaced: Vendor Project Manager: IV. FORMER CLIENTS Respondents shall provide the name and contact information of three (3) former clients that have elected to leave the Respondent. The Respondent should describe why the client left, and what steps the Respondent has taken to correct the issues that resulted in the client’s departure. Former Client #1 Name of Client: Date of Client Departure: Reason for Departure: Former Client #2 Name of Client: Date of Client Departure: Reason for Departure: Former Client #3 Name of Client: Date of Client Departure: Reason for Departure: Tab 14 – Response to Narrative Questions Narrative Questions Please identify two recent project implementations that are most comparable to the City, and provide a project profile for each, including: scope of modules; project duration; any unique requirements or circumstances that were a part of, or came up during, the project; the legacy system converted from; etc. Project 1: Project 2: What sets the product that your firm proposes apart from competitors’ products? Please describe your organization’s recommended approach toward retention of legacy data. Please describe what options are available, and supported, within your proposed solution. Also, please provide any relevant references of organizations that have successfully addressed legacy data with your solution. Please identify any third-party software or hardware that may be required, or suggested for use, in supporting the solution you have proposed. This should include a description of the product and the way in which it supports the use of your system. Please describe any relevant experience assisting a client with migrating from the City’s legacy product to the proposed product. Provide the client name, and the date of the project. This should include a description of the data conversion approach used, as well as any lessons learned. Please describe the database storage capacity of the proposed solution. - Are there limits on the amount of data that can be stored in the proposed solution? - If applicable, what tiers of storage are offered in the hosted/SaaS environment? Tab 15 – Exceptions to Project Scope and Contract Terms The City reserves the right to disallow exceptions it finds are not in the best interests of the City. Any and all exceptions must be identified and fully explained in the submitted Proposal. It is the City’s intention to be made aware of any exceptions to terms or conditions prior to contract negotiations. Note: Deviations to the payment and retainage schedule to be provided with the Price Proposal. Deviations to functionally to be provided in Tab 6 (Attachment B) through the use of the Requirements Response Indicators. I. DEVIATIONS TO SCOPE OF WORK i. The Respondent is to identify and describe any exceptions/deviations to the Scope of Work and identify their impact to the City, including, but not limited to workarounds; reductions in performance; capacity; flexibility; accuracy; and ultimately, cost and value. ii. Respondent to identify the areas where they feel the requested service or product is not available, deviates from the specific requests, or is deemed an unwise or unwarranted approach. II. DEVIATIONS TO SECTION 5, TERMS AND CONDITIONS FOR CONTRACT AS PROPOSED BY THE CITY As an Exhibit to Tab 15, Respondent to provide any deviations to the sample contract language proposed by the City in RFP Section 5. Each item to be listed along with the requested alternative language for review by the City. If no deviations taken, state as such. Substantive exceptions to the City’s terms, submitted after the date and time established for the submittal of Proposals, will not be considered. No deviations taken: Tab No.Functional Area Number of Requirements 1 General and Technical 185 2 General Ledger and Financial Reporting 160 3 Budget 162 4 Purchasing 184 5 Accounts Payable 169 6 Accounts Receivable, Billing, and Cash Receipts 162 7 Project Accounting and Grant Management 133 8 Fixed Assets and Inventory 115 9 Time Entry and Payroll 438 10 Utility Billing 244 11 Applicant Tracking and Onboarding 116 12 Workforce Management 131 13 Benefits 98 14 Risk Management 67 15 Interfaces 35 16 Data Conversion 19 Total Functional Requirements:2,418 Table of Contents When providing responses to the requirements in Attachment B, proposers shall use the response indicators contained in the table below. Indicator S F C T N Future: Feature/Function will be available in a future software release available to the City by April 1, 2019, at which point it will be implemented in accordance with agreed-upon configuration planning with the City. Customization: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with custom modifications. All related customization costs should be indicated in the Comments column next to the feature/function, and the total cost included in Attachment C – Cost Worksheet. Third Party: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with integration with a third-party system. This system should be specified. No: Feature/Function cannot be provided. Requirements / Capabilities Response Indicators Definition Standard: Feature/Function is included in the current software release and will be implemented by the planned phase go-live date as part of the Proposal from vendors in accordance with agreed-upon configuration planning with the City. S Standard: Feature/Function is included in the current software release and will be implemented by the planned phase go-live date as part of the Proposal from vendors in accordance with agreed-upon configuration planning with the City. N No: Feature/Function cannot be provided. General and Technical Req Description of Capability Criticality Response Comments Technical Environment GT.1 The system has the ability to flow all changes made in the system throughout all proposed system modules without the need for duplicate data entry. CRITICAL GT.2 PDFs that are text based and searchable;CRITICAL GT.3 .txt;CRITICAL GT.4 csv;CRITICAL GT.5 MS Excel (version 2007 or later);CRITICAL GT.6 MS Word (version 2007 or later);CRITICAL GT.7 MS SQL (2008 R2 or newer);DESIRED GT.8 Other City-defined desktop productivity applications.DESIRED GT.9 The system has the ability to import and export data with web services formats.DESIRED Instruction Respondents are encouraged, but not required, to provide additional information in the Comments column to further demonstrate the system’s ability to meet the requirement. If a response indicator of “F” is provided for a requirement that will be met in a future software release, the Respondent shall indicate the planned release version as well as the time the release will be generally available. If a response indicator of “C” is provided for a requirement that will be met through a custom modification, the Respondent shall indicate the cost of such a modification. If a response indicator of “T” is provided for a requirement that will be met by integration with a third-party system, the Respondent shall identify this third-party system and include a cost proposal to secure this system. F Future: Feature/Function will be available in a future software release available to the City by April 1, 2019, at which point it will be implemented in accordance with agreed-upon configuration planning with the City. C Customization: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with custom modifications. All related customization costs should be indicated in the Comments column next to the feature/function, and the total cost included in Attachment C – Cost Worksheet. Response Indicators: When providing responses to the requirements in Attachment B, proposers shall use the following response indicators: The system has the ability to import and export data from (or to) standard file formats including but not limited to: T Third-Party: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with integration with a third-party system. This system should be specified. General and Technical Req Description of Capability Criticality Response Comments GT.10 The system has the ability to support API's (Application Programming Interface) for third-party system integration. DESIRED GT.11 The system has the ability to provide a centralized data dictionary, that fully describes table structure and appropriate levels of metadata.CRITICAL GT.12 The system has the ability to support the City's preferred web browsers (Internet Explorer, Chrome).CRITICAL GT.13 The system has the ability to store and apply digital copies of signatures to documents (e.g., checks, notification letters) with appropriate security permissions. CRITICAL GT.14 The system has the ability to support a production, test and development environment including the ability to track software changes applied to each environment and roll back as necessary. CRITICAL GT.15 The system has the ability to be fully operational without an instance of an installed client on the desktop.DESIRED Document Management GT.16 The system has the ability to provide "Document Management System" functionality to track electronic files associated with specific system records. CRITICAL GT.17 The system has the ability to use "drag and drop" or file upload functionality to associate documents to transactions within the system.CRITICAL GT.18 The system has the ability to link imported documents to specific records. CRITICAL GT.19 The system has the ability to allow a user to scan documents directly into the system.CRITICAL GT.20 The system has the ability to export a file directly for document storage to a third-party system. CRITICAL GT.21 The system has the ability to email a linked image file to another third-party system (internally or externally). CRITICAL GT.22 The system has the ability to identify records with imaged documentation.CRITICAL GT.23 The system has the ability to associate electronic files with a system record (e.g., MS Excel, MS Word, PDF, .jpg).CRITICAL GT.24 The system has the ability to support a hierarchy for archival and purging of data records (e.g., contract should remain active until a project is closed even if the contract has reached a City-defined threshold for archival or purging). DESIRED GT.25 The system has the ability to support the purging of scanned documents, according to City defined schedules.DESIRED General and Technical Req Description of Capability Criticality Response Comments Security GT.26 The system has the ability to utilize the City's LDAP (Active Directory) for user validation to achieve single-sign-on, regardless of deployment th d CRITICAL GT.27 The system has the ability to inherit groups from Active Directory for application authentication.CRITICAL GT.28 The system has the ability to store passwords in encrypted form.CRITICAL GT.29 The system has the ability to encrypt data stored in the database.DESIRED GT.30 The system has the ability to encrypt data stored in the application.CRITICAL GT.31 Department;CRITICAL GT.32 Division;CRITICAL GT.33 Role or group;CRITICAL GT.34 User ID;CRITICAL GT.35 Screen;CRITICAL GT.36 Menu;CRITICAL GT.37 Report;DESIRED GT.38 Field;DESIRED GT.39 Element in chart of accounts; and CRITICAL GT.40 Transaction type.CRITICAL GT.41 The system has the ability to allow the City to determine which fields are visible to roles.CRITICAL GT.42 The system has the ability to provide role-based security.CRITICAL GT.43 The system has the ability to provide both read and write access to the system using role based security.CRITICAL GT.44 Date;CRITICAL GT.45 Time;CRITICAL GT.46 User;CRITICAL GT.47 Information prior to change;CRITICAL GT.48 Changed information; and CRITICAL GT.49 Other administer-configurable information.DESIRED GT.50 The system has the ability to allow auditing within modules to be determined by the module, and configured by the administrator.DESIRED GT.51 The system has the ability to update all security roles automatically (user discretion) when a change in the "master" role is made.CRITICAL The system has the ability to provide security at the following levels: The system has the ability to track audit changes throughout the system that creates a log of all records maintained and includes: General and Technical Req Description of Capability Criticality Response Comments GT.52 The system has the ability to provide functional security to control what processes can be performed by certain users (i.e. view vs. edit benefit CRITICAL GT.53 The system has the ability to allow a City administrator to configure the duration that time audit logs are retained (e.g., 90 days).CRITICAL GT.54 The system has the ability to provide access to audit trails for only the users with proper security based upon the user’s security profile.CRITICAL GT.55 The system has the ability to allow the System Administrator to add and change permissions for system access.CRITICAL GT.56 The system has the ability to log users off the system after an administrator- defined period of inactivity, based on user-defined roles. CRITICAL GT.57 The system has the ability to allow a System Administrator to log out users.CRITICAL GT.58 The system has the ability to provide customizable audit reports.DESIRED GT.59 The system has the ability to provide configurable exception reports.DESIRED GT.60 The system has the ability to allow authorized users to have access to a log of security activity to determine users that have signed on and off the system, as well as unsuccessful attempts to sign on to the system.CRITICAL GT.61 The system has the ability to allow the audit trail to have a date/time stamp to the nearest minute. CRITICAL GT.62 Tax numbers/ID;CRITICAL GT.63 Date of Birth;CRITICAL GT.64 Passwords;CRITICAL GT.65 Checking and banking account numbers;CRITICAL GT.66 Social Security numbers;CRITICAL GT.67 Drivers License numbers;CRITICAL GT.68 Employee contact information (e.g., address, phone, etc.);CRITICAL GT.69 Race;DESIRED GT.70 Email addresses;CRITICAL GT.71 Pay rates; and CRITICAL GT.72 Other, user-defined fields.DESIRED GT.73 The system has the ability to mask a portion of any of the above fields. CRITICAL GT.74 The system has the ability to be operational on a 24 x 7 scheduled basis.CRITICAL The system has the ability to mask fields by user role including but not limited to: General and Technical Req Description of Capability Criticality Response Comments GT.75 The system has the ability to apply the same security permissions to system queries and reports as it does to data fields/elements, based on user (e.g. data fields masked on a record or transaction are similarly masked on reports run by the user) CRITICAL GT.76 The system has the ability to ensure that all modules are Payment Card Industry (PCI) compliant.CRITICAL User Interface GT.77 The system has the ability to provide drop down boxes or other pick list function for data selection.CRITICAL GT.78 The system has the ability to provide functionality or integrate with third- party products to enlarge the print on computer screens (i.e., screen magnification). DESIRED GT.79 The system has the ability to provide functional online help documentation for system end users.CRITICAL GT.80 The system has the ability to provide technical online help documentation for system administrators.CRITICAL GT.81 The system has the ability to provide integration with the Microsoft clipboard, with appropriate security permissions.CRITICAL GT.82 The system has the ability to provide error messages that appear in a consistent format across all system modules.CRITICAL GT.83 The system has the ability to provide error messages that are integrated with online help functionality.CRITICAL GT.84 The system has the ability to create error logs with detail associated with the error.CRITICAL GT.85 The system has the ability to provide configuration options with the level of detail that is logged in error logs.DESIRED GT.86 The system has the ability to allow users to send error reports to the City IT Department.DESIRED GT.87 The system has the ability to provide administrator configurable error messages.DESIRED GT.88 The system has the ability to provide user-defined fields with appropriate security permissions.CRITICAL GT.89 The system has the ability to allow the City to determine which fields are required.CRITICAL GT.90 The system has the ability to provide an administrative messaging system (e.g., a message to alert users of system maintenance activity).CRITICAL GT.91 The system has the ability to provide customizable screens based on roles and permissions.DESIRED General and Technical Req Description of Capability Criticality Response Comments GT.92 The system has the ability to provide contextual help (i.e., field descriptions that are displayed based on the location of the mouse or cursor).CRITICAL GT.93 The system has the ability to provide contextual help with the ability to turn this feature off (i.e., field descriptions that are displayed based on the location of the mouse or cursor). CRITICAL GT.94 The system has the ability to provide customizable help.DESIRED GT.95 The system has the ability to provide data validation on entry.CRITICAL GT.96 The system has the ability to attach files to records in the system with the ability to restrict this functionality.CRITICAL GT.97 The system has the ability to add a new value to a pick list table without having to navigate from the table, with appropriate security permissions.DESIRED GT.98 The system has the ability to provide drill down capability on all screens where applicable.CRITICAL GT.99 The system has the ability to provide drill down capability to see attachments to records based on security permissions.CRITICAL GT.100 The system has the ability to provide the user with standard field editing capabilities including but not limited to: navigation forward and backward to complete data entry and the ability to correct spelling mistakes. CRITICAL GT.101 The system has the ability to spell check on any field with the ability for a user to accept or ignore suggestion.DESIRED GT.102 The system has the ability to provide predictive text capability with the ability to turn this functionality on or off.CRITICAL GT.103 The system has the ability to search by wild cards, based on security permissions.CRITICAL GT.104 The system has the ability to search by fragment or portion of a word.CRITICAL GT.105 The system has the ability to support pre-filled fields in appropriately pre- formatted screens eliminating redundant data entry.CRITICAL GT.106 The system has the ability to provide links to associated modules from any CRITICAL GT.107 The system has the ability to support access from mobile devices (e.g., for City-defined approvals) with appropriate security permissions.CRITICAL GT.108 The system has the ability for multiple windows to be open at the same time.CRITICAL GT.109 The system has the ability to warn a user that they are about to execute a process and ask if they want to proceed (i.e., to warn before posting a batch of changes, etc.).CRITICAL GT.110 The system has the ability to allow an administrator to configure which business process are prompted with a warning to proceed, with appropriate security permissions. DESIRED General and Technical Req Description of Capability Criticality Response Comments GT.111 The system has the ability to allow the configuration of processes using either the keyboard only, the mouse only, or a combination of the two, depending on a user's preference.CRITICAL GT.112 The system has the ability to provide the user with integrated application modules that offer a consistent user interface to minimize user training and administration of the system.CRITICAL GT.113 The system has the ability to allow the system administrator to rename field labels.DESIRED GT.114 The system has the ability to allow all end user customizations and configurations related directly to the system to be stored in a central database and not stored in files residing on user workstations.CRITICAL GT.115 The system has the ability to recognize the device that is being used to view the software to make the necessary window adjustments (screen optimization). CRITICAL Workflow GT.116 The system has the ability to initiate and track the workflow and approval process.CRITICAL GT.117 The system has the ability to assign different levels of approval for the same user.CRITICAL GT.118 The system has the ability to maintain separation of duties related to workflow approval processes.CRITICAL GT.119 The system has the ability to provide workflow functionality in all applicable system modules.CRITICAL GT.120 The system has the ability to integrate workflow capability to all applications listed in the Interfaces Tab that have a type of integration of "BOTH." Exceptions should be noted in the comment field. DESIRED GT.121 User;CRITICAL GT.122 Role;CRITICAL GT.123 Department;DESIRED GT.124 Account Number;DESIRED GT.125 Thresholds;CRITICAL GT.126 Percentage argument;DESIRED GT.127 User-defined criteria.DESIRED GT.128 The system has the ability to allow temporary status changes of users (e.g., unavailable due to vacation time).CRITICAL The system has the ability to set workflow rules by: General and Technical Req Description of Capability Criticality Response Comments GT.129 The system has the ability to re-route workflow assignments based on availability triggered by unavailable status.CRITICAL GT.130 The system has the ability to re-route workflow assignments based on availability triggered by City-defined periods of no response.CRITICAL GT.131 The system has the ability to notify a system administrator of unsuccessful workflow processes.CRITICAL GT.132 The system has the ability to provide escalation paths based on user- defined criteria (e.g., minimum period of no response, etc.).CRITICAL GT.133 The system has the ability to provide event-driven notifications by email that may be configured at any step in any workflow routine.CRITICAL GT.134 The system has the ability to provide reminder alerts for workflow processes that need to be approved. DESIRED GT.135 The system has the ability to allow notifications to be configurable by the City.DESIRED GT.136 The system has the ability to provide flexible workflow configurations allowing the advancement of a process with appropriate security permissions. CRITICAL Support and Documentation GT.137 The system has the ability to allow properly authorized users to configure and maintain all system settings from any workstation on the local/wide area network.CRITICAL GT.138 The system has the ability to allow centralized deployment of system updates and system maintenance.CRITICAL GT.139 The system has the ability to allow remote deployment of system updates and system maintenance.CRITICAL GT.140 The system has the ability to accommodate deployment of system updates DESIRED GT.141 The system has the ability to provide release notes that identifies new system functionality and bug fixes descriptions. CRITICAL GT.142 The vendor must proactively notify the System Administrator regarding which releases of third-party software (JAVA virtual machine, Internet Explorer, Mozilla, Safari, etc.) are known to create problems with the current version of the vendor software. CRITICAL GT.143 The system has the ability to support the latest Microsoft SQL and Windows Server updates.CRITICAL GT.144 Severity Level 1, system is down. Attention required immediately, maximum of 30 minute response time.CRITICAL The vendor, at a minimum must adhere to the following standards for issue resolution: General and Technical Req Description of Capability Criticality Response Comments GT.145 Severity Level 2, major functionality of the system is impacted or parts of the system are down. Maximum of 1 hour response time.CRITICAL GT.146 Severity Level 3, non-mission critical processes are impacted. Maximum of eight hour response time.CRITICAL GT.147 The system has the ability to allow for outage times to be based on a 24x7 basis instead of working hours.CRITICAL GT.148 The system has the ability to allow for severity levels for support as defined by the City.CRITICAL GT.149 The vendor will provide support during standard City business hours.CRITICAL GT.150 The vendor will provide web-based support, with a searchable database of common problems, to assist end users in researching error messages.CRITICAL GT.151 The system has the ability to adhere to the City's security policy, which requires vendors to request for access to the application for trouble shooting.CRITICAL GT.152 The system has the ability to provide online software documentation for all software application modules.CRITICAL GT.153 The system has the ability to provide an online tutorial to assist users learning the software.CRITICAL GT.154 The system must have the capability to provide support through remote access to the application in accordance with City procedures. CRITICAL GT.155 The vendor offers software application support during planned upgrades outside of typical operating hours, as requested by the City.CRITICAL GT.156 The vendor offers access to an online user group community.DESIRED GT.157 The vendor offers a suite of online training modules.CRITICAL GT.158 The vendor offers periodic live webinar training sessions at no cost.CRITICAL GT.159 The vendor offers recorded training sessions to be viewed at no cost.CRITICAL GT.160 The vendor offers an implementation project management website, that includes a secure process for file sharing between the vendor and client.CRITICAL Reporting and Dashboards GT.161 The system has the ability to provide an Executive Information System (EIS) (i.e., a performance dashboard).CRITICAL GT.162 The system has the ability to customize the information presented on the Executive Information System by user.CRITICAL GT.163 The system has the ability to customize the information presented on the Executive Information System by group of users.CRITICAL GT.164 The system has the ability to display information on the Executive Information System in real-time.CRITICAL General and Technical Req Description of Capability Criticality Response Comments GT.165 The system has the ability to allow a user to manually refresh the Executive Information System.CRITICAL GT.166 The system has the ability to provide a library of standard reports (i.e., "canned" reports).CRITICAL GT.167 The system has the ability to allow a user to modify existing reports, with appropriate security permissions.CRITICAL GT.168 The system has the ability to provide an integrated report writer.CRITICAL GT.169 The system has the ability to provide an integrated report writer that has a consistent look and feel across all proposed system modules.CRITICAL GT.170 The system has the ability to provide an integrated report writer that allows the creation of reports comprised of any discrete data field throughout the system with proper security permissions. CRITICAL GT.171 The system has the ability to save a report as a new template after a user copies and modifies an existing report, with appropriate security permissions.CRITICAL GT.172 The system has the ability to configure and save ad hoc reports by individual user, with the ability to provide access to other users with appropriate security permissions.CRITICAL GT.173 The system has the ability save favorite reports in a menu or pick-list by individual user.CRITICAL GT.174 The system has the ability to allow generated reports to be viewed on screen prior to printing.CRITICAL GT.175 The system has the ability to allow reports to be generated that are searchable.CRITICAL GT.176 The system has the ability to schedule reports to run in the future.CRITICAL GT.177 The system has the ability to schedule reports to be run on a recurring basis.CRITICAL GT.178 The system has the ability to configure automatic distribution paths for generated reports (i.e., automatically send a report to a particular user).DESIRED GT.179 The system has the ability to schedule and to distribute reports via electronic workflow.DESIRED GT.180 The system has the ability to display when a report is being run, or in process, so that a user does not run the report again. CRITICAL GT.181 The system has the ability to allow reports to be generated that have "drill- down" capabilities.CRITICAL GT.182 The system has the ability to support the creation of reports using SSRS.DESIRED GT.183 The system has the ability to support the creation of reports using Power BI.DESIRED General and Technical Req Description of Capability Criticality Response Comments GT.184 The system has the ability to notify a system administrator of reports that have been running for more than a City-specified period of time.CRITICAL GT.185 The system has the ability to allow users to add a narrative or comments to reports created using a report writer.DESIRED S Standard: Feature/Function is included in the current software release and will be implemented by the planned phase go-live date as part of the Proposal from vendors in accordance with agreed-upon configuration planning with the City. N No: Feature/Function cannot be provided. General Ledger and Financial Reporting Req #Description of Requirement Criticality Response Comments General Requirements GL.1 The system has the ability to provide a General Ledger that is integrated with all other proposed system applications so that reconciliation between applications is user friendly and efficient. CRITICAL GL.2 The system has the ability to produce statements of revenue and expense at a user defined interval (i.e., daily, weekly, monthly, quarterly, and annually) in summary or detail and can be subtotaled at multiple levels in the chart of accounts. CRITICAL GL.3 The system has the ability to produce statements at any user defined interval (i.e., daily, weekly, monthly, quarterly, and annually) in summary or detail and can be subtotaled at multiple levels in the chart of accounts.CRITICAL GL.4 The system has the ability to allow month end closings to occur in a new fiscal year without having to close the previous fiscal year, including producing all month end financial statements.CRITICAL Response Indicators: When providing responses to the requirements in Attachment B, proposers shall use the following response indicators:Instruction Respondents are encouraged, but not required, to provide additional information in the Comments column to further demonstrate the system’s ability to meet the requirement. F Future: Feature/Function will be available in a future software release available to the City by April 1, 2019, at which point it will be implemented in accordance with agreed-upon configuration planning with the City. If a response indicator of “F” is provided for a requirement that will be met in a future software release, the Respondent shall indicate the planned release version as well as the time the release will be generally available. C Customization: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with custom modifications. All related customization costs should be indicated in the Comments column next to the feature/function, and the total cost included in Attachment C – Cost Worksheet. If a response indicator of “C” is provided for a requirement that will be met through a custom modification, the Respondent shall indicate the cost of such a modification. T Third-Party: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with integration with a third-party system. This system should be specified. If a response indicator of “T” is provided for a requirement that will be met by integration with a third-party system, the Respondent shall identify this third-party system and include a cost proposal to secure this system. General Ledger and Financial Reporting Req #Description of Requirement Criticality Response Comments GL.5 The system has the ability to note on the balance sheet financial statements that the prior fiscal year has not been closed and balances are subject to change. DESIRED GL.6 The system has the ability to perform a soft year end close and lock balances in place for balance sheet balances as well as close the revenues and expenditures into the balance sheet zeroing them out for the new year. CRITICAL GL.7 The system has the ability to support multi-year funds.CRITICAL GL.8 The system has the ability to produce balance sheets and other financial reports from a prior closed year and period with an option to include inactive accounts with activity or a balance. CRITICAL GL.9 The system has the ability to roll all funds simultaneously from one fiscal year to the next.CRITICAL GL.10 The system has the ability to automatically roll forward balances for balance sheet accounts at year end for a soft close.CRITICAL GL.11 The system has the ability to automatically roll forward balances for balance sheet accounts at year end for a hard close.CRITICAL GL.12 The system has the ability to perform "soft closes" on periods so that a period may be opened again with proper permissions for the purposes of posting activity to that period.CRITICAL GL.13 The system has the ability to store at least seven years of transactional data in a live or transactional environment with the ability for the City to determine when data will be archived based on the number of years. CRITICAL GL.14 The system has the ability to limit account inquiry access to the balance/summary level.DESIRED GL.15 The system has the ability to restrict user access to a City defined group of account numbers when entering a journal entry. CRITICAL GL.16 The system has the ability to flag an account as inactive.CRITICAL GL.17 The system has the ability to flag an account as inactive based on a specified effective date.DESIRED GL.18 The system has the ability to carry the entire chart of accounts forward to eliminate the need to manually key these accounts into the system.CRITICAL GL.19 The system has the ability to carry a range of the chart of accounts forward to eliminate the need to manually key these accounts into the system.CRITICAL General Ledger and Financial Reporting Req #Description of Requirement Criticality Response Comments GL.20 The system has the ability to carry forward active and inactive accounts, even if they have zero balances.CRITICAL GL.21 The system has the ability to record a journal entry type (Document Type) in the general ledger for reconciliation purposes.CRITICAL GL.22 The system has the ability to restrict one-sided journal entries from being entered, with the ability to override with appropriate security permissions.CRITICAL GL.23 The system has the ability to perform automatic posting of recurring journal entries.CRITICAL GL.24 The system has the ability to automatically balance each journal entry by fund.CRITICAL GL.25 The system has the ability to flag a journal entry as a reversing journal entry and identify the new journal entry number and date.CRITICAL GL.26 The system has the ability to perform automatic reversals of month-end accruals at the beginning of the next period.CRITICAL GL.27 The system has the ability to drill down to see all account activities, to include the related accounts of the source journal. CRITICAL GL.28 The system has the ability to allow users to retrieve GL related information for the life of the system.CRITICAL GL.29 The system has the ability to perform basic validation routines before data can be entered (e.g., data type checking, account validation, project numbers).CRITICAL GL.30 The system has the ability to allow the produced compliance reports to be editable by a user for formatting and final edits.DESIRED GL.31 The system has the ability to provide fund accounting capability that complies with GAAP and GASB standards.CRITICAL GL.32 The system has the ability to provide fund accounting capability that complies with SASB standards.DESIRED GL.33 The system has the ability to display user defined reasons for rejecting general ledger transactions.DESIRED GL.34 The system has the ability to provide at least 13 open periods, including one for audit adjustments (per 13).CRITICAL GL.35 The system has the ability to move a division or project from one department to another and carry over all associated history.CRITICAL GL.36 The system has the ability to allow selected accounts to be flagged in order to disallow any postings to occur to those accounts.CRITICAL General Ledger and Financial Reporting Req #Description of Requirement Criticality Response Comments GL.37 The system has the ability to flag by account number to require a work order, project number, or grant number to be associated with the posting transaction. DESIRED GL.38 The system has the ability to attach documentation to an account based on account access permissions. DESIRED GL.39 The system has the ability to provide attachment functionality to GL accounts.DESIRED GL.40 The system has the ability to enter comments on the account based on account access permissions.CRITICAL GL.41 The system has the ability to add user date and time comments per GL account.DESIRED GL.42 The system has the ability to add user date and time comments per GL account transaction.DESIRED GL.43 The system has the ability to capture comments added for audit trail purposes.DESIRED Chart of Accounts GL.44 The system has the ability to provide a single chart of accounts file that is referenced by all other system modules.CRITICAL GL.45 The system has the ability to either automatically generate or copy chart of account records when creating new funds, departments, and any other reorganizations. CRITICAL GL.46 The system has the ability to inactivate parts of an account so no posting activity can take place against the account.CRITICAL GL.47 The system has the ability to provide chart of account number "short cuts" for reducing the number of key strokes when entering or looking up chart of account numbers. DESIRED GL.48 The system has the ability to provide "short-cuts" that are alphanumeric.DESIRED GL.49 The system has the ability to provide a "suggested text" function for looking up and selecting account numbers.CRITICAL GL.50 The system has the ability to activate new accounts or specific accounts based on dates or date ranges.DESIRED GL.51 The system has the ability to inactivate new accounts or specific accounts based on dates or date ranges.DESIRED GL.52 The system has the ability to provide security at a City-determined level in the chart of accounts.CRITICAL General Ledger and Financial Reporting Req #Description of Requirement Criticality Response Comments GL.53 The system has the ability to provide a flexible user defined chart of accounts which can be modified as needed by a system administrator with it it i i ( td f f d CRITICAL GL.54 The system has the ability to set up a fund as non-interest bearing.CRITICAL GL.55 The system has the ability to track monthly fund balances for distribution of interest.CRITICAL GL.56 The system has the ability to perform interest projections based on user specifications.DESIRED GL.57 The system has the ability to allocate interest earnings, including negative interest, based on average balances calculated from user defined to/from dates and accounts. DESIRED GL.58 The system has the ability to allocate interest earnings, including negative interest, based on a point in time balance and accounts.CRITICAL GL.59 The system has the ability to create a journal entry for interest distribution to the General Ledger module.CRITICAL GL.60 The system has the ability to auto-post interest distribution to the General Ledger module.CRITICAL GL.61 The system has the ability to support at least five segments and 33 alphanumeric characters in the chart of accounts.CRITICAL GL.62 The system has the ability to change the name of any segment of the account number while leaving the historic description the same.DESIRED GL.63 "Fund" (at least four digits);CRITICAL GL.64 "Division" (at least four digits);CRITICAL GL.65 "Account" (at least four digits);CRITICAL GL.66 "Subledger" ( at least three digits);CRITICAL GL.67 "Project" (at least four digits);CRITICAL GL.68 At least two other City-defined segments/fields.DESIRED GL.69 The system has the ability to not allow duplicate fund numbers. CRITICAL GL.70 The system has the ability to support at least a 250-character long description field for each of the above fields.CRITICAL GL.71 The system has the ability to support at least a 50-character short description field for each of the above fields. CRITICAL Journal Entries The system has the ability to support the following segments in the chart of accounts: General Ledger and Financial Reporting Req #Description of Requirement Criticality Response Comments GL.72 The system has the ability to automatically update the fiscal year and period for each journal entry CRITICAL GL.73 The system has the ability to import and export journal entries using MS Excel spreadsheets and other user-defined formats.CRITICAL GL.74 The system has the ability to edit journal entry data that was imported prior to posting to the GL with appropriate security and audit trail information. CRITICAL GL.75 The system has the ability to post statistical or non-financial data. DESIRED GL.76 The system has the ability to use workflow technology to automatically route journal entries, including reversals, with attachments, to approvers prior to posting. CRITICAL GL.77 The system has the ability to make full entries in the general ledger (inclusive of the case side of the entry) for any defined module tied to the original transaction regardless of originating module or system. CRITICAL GL.78 The system has the ability to provide standard, recurring, and reversing journal entry capabilities.CRITICAL GL.79 The system has the ability to maintain at least seven years of detailed journal entry transactions and budget information and provides the ability to iti t th if d i d CRITICAL GL.80 The system has the ability to automatically populate fiscal year and period based on transaction type with the ability to override and disable.DESIRED GL.81 The system has the ability to automatically populate fiscal year and period based on effective date with the ability to override and disable.DESIRED GL.82 The system has the ability to automatically transfer activity from one account to another account with the ability to limit the setup of automatic transfers based on security permissions. CRITICAL GL.83 The system has the ability to disallow further posting to an account that is closed or inactive.CRITICAL GL.84 The system has the ability to disallow posting to a closed period. CRITICAL GL.85 The system has the ability to prevent posting a journal entry to a control account. CRITICAL GL.86 The system has the ability to prevent editing a sub-system batch prior to posting to the GL based on security permissions.CRITICAL GL.87 The system has the ability to generate date-specific reversing entries.DESIRED GL.88 The system has the ability to accommodate free form text associated with a journal entry based on security permissions.DESIRED General Ledger and Financial Reporting Req #Description of Requirement Criticality Response Comments GL.89 The system has the ability to accommodate attachments associated with a journal entry based on security permissions.CRITICAL GL.90 The system has the ability to automatically assign sequential numbers to all journal entry transactions for audit trail purposes.CRITICAL General Ledger and Financial Reporting Req #Description of Requirement Criticality Response Comments Reporting GL.91 The system has the ability to provide a financial statement report writer to allow end users to create user-defined financial statement and statistical reports without users needing to know the table structure. CRITICAL GL.92 The system has the ability to provide a library of "canned" reports to be used by City staff with limited parameter entry.CRITICAL GL.93 The system has the ability to provide linkage between reportable sections of the CAFR and other generated reports (i.e., Exhibits, Management Discussion and Analysis, Notes to the Financial Statements and Statistics).DESIRED GL.94 The system has the ability to export to various formats to create a custom designed CAFR document.DESIRED GL.95 The system has the ability to generate information for multiple periods in one query.CRITICAL GL.96 The system has the ability to query on all data fields in the General Ledger module in order to provide a user defined query screen.DESIRED GL.97 The system has the ability to support user defined queries and allow these queries to create reports.CRITICAL GL.98 The system has the ability to set unique security permissions for each system-generated report.CRITICAL GL.99 The system has the ability to export all system-generated reports to .xls, .pdf or .csv format.CRITICAL GL.100 The system has the ability to support user defined queries and sharing of these in the system with other users.CRITICAL GL.101 The system has the ability to provide all query and reporting capabilities by summary or detail.CRITICAL GL.102 The system has the ability to query on data based on user-defined parameters (e.g., greater than, less than, equal to).CRITICAL GL.103 The system has the ability to export to various formats to create custom designed reports for presentation (e.g., budget documents, etc.)CRITICAL GL.104 The system has the ability to generate a report across any segment or group of segments in the chart of accounts.CRITICAL GL.105 The system has the ability to warn the user they are about to print a large report (i.e., more than 25 pages) with option to proceed.CRITICAL GL.106 The system has the ability to schedule reports to be run during non-business hours on a user defined schedule.CRITICAL General Ledger and Financial Reporting Req #Description of Requirement Criticality Response Comments GL.107 The system has the ability to display all reports to the screen with a user- defined option for printing, with the ability to turn this feature on or off.CRITICAL GL.108 The system has the ability to provide comparison reports (e.g., between different periods, as user-defined).CRITICAL GL.109 The system has the ability to print financial reports on closed periods.CRITICAL GL.110 The system has the ability to select active and/or inactive accounts by year for reporting purposes for multiple user defined years. CRITICAL GL.111 The system has the ability to generate a General Ledger Audit Report based on permissions.CRITICAL GL.112 The system has the ability to produce monthly, quarterly, and annual financial statements (Income Sheet, Balance Sheet, Budget Comparisons by Department, etc.). CRITICAL GL.113 The system has the ability to produce monthly, quarterly, and annual financial statements (Cash Flow).CRITICAL GL.114 The system has the ability to produce monthly, quarterly, and annual financial statements at City-defined levels.CRITICAL GL.115 The system has the ability to print graphs and charts for presentation style reports.CRITICAL GL.116 The system has the ability to export graphs and charts for presentation style reports to common desktop publishing applications.CRITICAL GL.117 The system has the ability to report by pay period for personnel expense (i.e., 1 of the 26).CRITICAL GL.118 The system has the ability to project and report on end of year accruals (e.g., payroll).CRITICAL GL.119 The system has the ability to perform wildcard searches.CRITICAL GL.120 The system has the ability to print a summary explanation report of every GL account and its description.CRITICAL GL.121 Available budget by expense, revenue, and job code;CRITICAL GL.122 Cash balance (i.e., by department, fund, organization, etc.);CRITICAL GL.123 Inception to date, for total expenditures for all City projects across multiple fiscal years;CRITICAL GL.124 Expenditures relative to budget;CRITICAL The system, at a minimum, has the ability to produce the following reports (current and previous years and for multi-year funds where applicable): General Ledger and Financial Reporting Req #Description of Requirement Criticality Response Comments GL.125 Revenues relative to budget;CRITICAL GL.126 Year-to-date expenditures;CRITICAL GL.127 Year-to-date revenues;CRITICAL GL.128 Month-to-date expenditures;CRITICAL GL.129 Month-to-date revenues;CRITICAL GL.130 Budget to actual by all budget line items;CRITICAL GL.131 Multiple budget types to actual (e.g., actual to versions of budget).CRITICAL GL.132 Open encumbrance report;CRITICAL GL.133 Pre-encumbrance report;CRITICAL GL.134 Comparison of expenditures by month;CRITICAL GL.135 Income statement;CRITICAL GL.136 Cash flow;CRITICAL GL.137 Balance sheet;CRITICAL GL.138 Statement of net positions;CRITICAL GL.139 Schedule of expenditures and revenues based on type of revenue;CRITICAL GL.140 Trial balance activity (debits and credits);CRITICAL GL.141 Statement of revenues and expenditures;CRITICAL GL.142 WIP construction;CRITICAL GL.143 Capital projects;CRITICAL GL.144 Comparison of revenues and expenditures by month;CRITICAL GL.145 Comparison of revenues and expenditures by quarter;CRITICAL GL.146 Summary and detail trial balance at any budget level;CRITICAL GL.147 Detail and summary project report;CRITICAL GL.148 Summary trial balance across multiple funds;CRITICAL GL.149 Month-to-date;CRITICAL GL.150 Year-to-date;CRITICAL GL.151 Life-to-date;CRITICAL GL.152 Multi-year grants for revenues and expenses;CRITICAL GL.153 Multi-year projects for revenues and expenses;CRITICAL GL.154 Expense Budget at any level;CRITICAL GL.155 Revenue Budget at any level;CRITICAL GL.156 Cash Balance by Fund;CRITICAL GL.157 Cash Balance by Fund with associated detail;CRITICAL GL.158 Trend Analysis for Expenditures;CRITICAL General Ledger and Financial Reporting Req #Description of Requirement Criticality Response Comments GL.159 General Fund Financial Statements; and CRITICAL GL.160 Internal Service Fund Financial Statements.CRITICAL N No: Feature/Function cannot be provided. Budgeting Req #Description of Requirement Criticality Response Comments General Requirements BD.1 The system has the ability for the Budgeting module to use the same chart of accounts as the rest of the system.CRITICAL BD.2 The system has the ability to support a biennial budget process.CRITICAL BD.3 The system has the ability to provide a framework or model for budgeting, so that once a budget model is built, changes to the budget only require entering variance amounts. CRITICAL BD.4 The system has the ability to provide payroll and benefit information by position, for budgeting purposes.CRITICAL BD.5 The system has the ability to provide payroll and benefit information by employee, for budgeting purposes.CRITICAL BD.6 The system has the ability to budget at the fund level.CRITICAL BD.7 The system has the ability to enforce the budget at the fund level.DESIRED BD.8 The system has the ability to budget at the department level.CRITICAL BD.9 The system has the ability to enforce the budget at the department level.DESIRED T Third-Party: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with integration with a third-party system. This system should be specified. If a response indicator of “T” is provided for a requirement that will be met by integration with a third-party system, the Respondent shall identify this third-party system and include a cost proposal to secure this system. F Future: Feature/Function will be available in a future software release available to the City by April 1, 2019, at which point it will be implemented in accordance with agreed-upon configuration planning with the City. If a response indicator of “F” is provided for a requirement that will be met in a future software release, the Respondent shall indicate the planned release version as well as the time the release will be generally available. C Customization: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with custom modifications. All related customization costs should be indicated in the Comments column next to the feature/function, and the total cost included in Attachment C – Cost Worksheet. If a response indicator of “C” is provided for a requirement that will be met through a custom modification, the Respondent shall indicate the cost of such a modification. Response Indicators: When providing responses to the requirements in Attachment B, proposers shall use the following response indicators:Instruction S Standard: Feature/Function is included in the current software release and will be implemented by the planned phase go-live date as part of the Proposal from vendors in accordance with agreed-upon configuration planning with the City. Respondents are encouraged, but not required, to provide additional information in the Comments column to further demonstrate the system’s ability to meet the requirement. Budgeting Req #Description of Requirement Criticality Response Comments BD.10 The system has the ability to budget at any level in the City's chart of accounts.CRITICAL BD.11 The system has the ability to enforce the budget at any level in the City's chart of accounts.DESIRED BD.12 The system has the ability to provide adequate budget monitoring functionality, such as performing budget checks at the account category level. CRITICAL BD.13 The system has the ability to compare life of the system historical budget-to- actual at any account level.CRITICAL BD.14 The system has the ability to provide online budgeting capabilities for individual departments with appropriate security permissions.CRITICAL BD.15 The system has the ability to provide a memo field of a minimum of 250 characters to store notes for each budgeted account with the ability to rollover to the general ledger. CRITICAL BD.16 The system has the ability to calculate a total for multiple sub-entries for each budgeted account line to identify the budget line detail.CRITICAL BD.17 The system has the ability to display budget-to-actual with percentages of available budget for an account or group of accounts at any time.CRITICAL BD.18 The system has the ability to provide budgetary control at the department level to control spending based on user-defined criteria.DESIRED BD.19 The system has the ability to "roll" the budget through at least five process levels (e.g., budget entry, City Council review, etc.).CRITICAL BD.20 Budget to actual;CRITICAL BD.21 Project completion;CRITICAL BD.22 Fund type;CRITICAL BD.23 Fund;CRITICAL BD.24 Project;CRITICAL BD.25 Department;CRITICAL BD.26 Grant;CRITICAL BD.27 Vendor;CRITICAL BD.28 Current year-to-date compared to previous year-to-date;CRITICAL The system has the ability to provide a user-defined budget dashboard view of key indicators, including but not limited to: Budgeting Req #Description of Requirement Criticality Response Comments BD.29 Current year-to-date compared to previous year-to-date with the ability to select by period (i.e., do not want to only show year-to-date total amounts); CRITICAL BD.30 Current year-to-date compared to multiple previous year-to-dates with the ability to select by year and period; and CRITICAL BD.31 Other, user-defined.DESIRED BD.32 MS Word;CRITICAL BD.33 MS Excel;CRITICAL BD.34 Adobe PDF;CRITICAL BD.35 Other, user-defined.DESIRED BD.36 The budget preparation system should at a minimum, contain at least five previous fiscal years, current fiscal year, and at least six future fiscal years.CRITICAL Budget Preparation BD.37 The system has the ability to produce a unified, Citywide budget and revenue estimate that are automatically consolidated from electronic inputs of different departments (i.e., debt service funds, CIP funds, all budget components such as statistical information.) CRITICAL BD.38 The system has the ability to support at least 10 versions of a budget by year with versioning for each.CRITICAL BD.39 The system has the ability to store reasons (notes/comments) for each budget version.CRITICAL BD.40 The system has the ability to identify budget details that are one time and/or recurring.CRITICAL BD.41 The system has the ability to name budget versions.CRITICAL BD.42 Fund;CRITICAL BD.43 Organization;CRITICAL BD.44 Function;CRITICAL BD.45 Object;CRITICAL BD.46 Department budget;CRITICAL BD.47 Division budget;CRITICAL The system has the ability to add attachments at the detail level of the budget, including but not limited to: The system has the ability to prepare budgets that can accommodate the following: Budgeting Req #Description of Requirement Criticality Response Comments BD.48 Unit (Cost center) budget;CRITICAL BD.49 Item budget (i.e., itemized within an object);CRITICAL BD.50 Project (non-capital) budget;CRITICAL BD.51 Grant budget;DESIRED BD.52 Capital project budget; and CRITICAL BD.53 Other, user-defined.DESIRED BD.54 Current year's original budget;CRITICAL BD.55 Current year's amended budget;CRITICAL BD.56 Previous year's budget;CRITICAL BD.57 Previous year's budget excluding salary and benefits;CRITICAL BD.58 Previous year's budget with forecasted salary and benefit information;CRITICAL BD.59 Previous year's actual (with the ability to select which year and period);CRITICAL BD.60 A combination of prior complete years and "current" partial year with a normalized 12-month total (i.e., to predict the remaining months in the current year); DESIRED BD.61 Any previous year budget or actual with percentage increase;CRITICAL BD.62 Any previous year budget or actual with percentage decrease;CRITICAL BD.63 User-defined percentages to department level above or below baselines;DESIRED BD.64 User-defined percentages to the account level above or below baselines; and DESIRED BD.65 For all requirements above, ability to distribute and budget by month (i.e., seasonal budget.)DESIRED BD.66 For all requirements above, ability for the system to automatically distribute and budget by month based on user-defined criteria. DESIRED BD.67 The system has the ability to load budget information from third-party software (e.g., MS Excel).DESIRED BD.68 The system has the ability to create fixed cost budgets based on prior year actual activity, anticipated rate increases, and anticipated capital asset additions (i.e. equipment replacement, fleet maintenance, and fuel). DESIRED The system has the ability to load budget amounts based on one or more of the following ranges or subset of ranges: Budgeting Req #Description of Requirement Criticality Response Comments BD.69 The system has the ability to create replacement and maintenance budgets based on an items useful life, annual maintenance, and annual replacement contributions. DESIRED BD.70 The system has the ability to allow administrators to pre-populate fields, allowing individual departments to fill in budget information, with an option by period, easily in a template format. CRITICAL BD.71 The system has the ability to allow new budgets to be created from historical financial information or past budgets.CRITICAL BD.72 The system has the ability to identify and provide last fiscal year's outstanding encumbrances as adjustments to new fiscal year's adopted budget, and is able to be incorporated into the general ledger based on user- defined criteria. DESIRED BD.73 The system has the ability to carry all general ledger accounts forward for budgeting purposes to eliminate the need to manually key these accounts into the system. CRITICAL BD.74 The system has the ability to build and produce a detailed budget, one that includes revenue sources, detailed expenditures, multi-funding sources, multi-year budget, and matching funds. CRITICAL BD.75 The system has the ability to view user defined budget detail through the entire process, utilizing multiple filtering capabilities (i.e. use of user-defined queries). CRITICAL BD.76 The system has the ability to support the workflow of the City's budget process, with different phases and approval processes.CRITICAL BD.77 The system has the ability to support electronic workflow of notifications for reviewing the budget.CRITICAL BD.78 The system has the ability to provide user-defined online budget review capabilities for individual departments.DESIRED BD.79 The system has the ability to prevent users from making changes to a proposed departmental budget without appropriate approval.CRITICAL Budget Maintenance BD.80 The system has the ability to track budget amounts and associated detail created during budget preparation at any level in the chart of accounts.CRITICAL BD.81 The system has the ability to track the original budget, amendments made during the year, and distinguish between the two.CRITICAL Budgeting Req #Description of Requirement Criticality Response Comments BD.82 The system has the ability to provide a department user interface to maintain, modify, monitor, and manage detailed department level budgets with appropriate security permissions. CRITICAL BD.83 The system has the ability to allow the budget to be amended during the year by authorized personnel and provides an audit trail of those amendments. CRITICAL BD.84 The system has the ability to allow amendment controls to vary based upon the level in the budget (i.e., more strict controls at higher levels).DESIRED BD.85 The system has the ability to present, track, and maintain, various budget statuses including: Revised, Adopted, Requested, and Approved.CRITICAL BD.86 Type of change;CRITICAL BD.87 Reason for change;CRITICAL BD.88 Original requestor of change;CRITICAL BD.89 Approvers of change;CRITICAL BD.90 Tracking of all historical changes;CRITICAL BD.91 User making change;CRITICAL BD.92 Date and time of change requested;CRITICAL BD.93 Date and resolution number and language of Council approval;CRITICAL BD.94 Comments/notes;CRITICAL BD.95 Scanned and attached documentation; and CRITICAL BD.96 Other, user-defined.DESIRED BD.97 The system has the ability to allow user defined interfund or intrafund budget transfers of funding, through workflow, with appropriate permissions and approvals. DESIRED BD.98 The system has the ability to lockout changes to the budget after user- defined dates and criteria.CRITICAL BD.99 The system has the ability to provide internal controls for making budget adjustments. CRITICAL BD.100 The system has the ability to reference and/or document City record information related to budget adjustments/amendments.CRITICAL The system has the ability to store the following information when a budget supplement (adjustment/amendment) is made: Budgeting Req #Description of Requirement Criticality Response Comments Multi-Year and Capital Improvement Budgeting BD.101 The system has the ability to accommodate multi-year projects for budget purposes by year with appropriate detail, to include life-to-date appropriations, adopted budget new appropriations, and be fully integrated with the financial system and other modules. CRITICAL BD.102 The system has the ability to view the budget for a multi-year project excluding encumbrances and carry-forward amounts of budget balances.CRITICAL BD.103 The system has the ability to view the budget for a multi-year project including encumbrances and carry-forward amounts of budget balances.CRITICAL BD.104 The system has the ability to budget for capital projects beyond one year.CRITICAL BD.105 The system has the ability to budget for revenue sources in the capital budget.CRITICAL BD.106 The system has the ability to allow for multiple funding sources for multi-year funds.CRITICAL BD.107 The system has the ability to track budget, expenditures, and funding sources for grants and multi-year funds.CRITICAL BD.108 The system has the ability to restrict grant expenditures not within grant dates.DESIRED BD.109 The system has the ability to assign payroll expenses to a grant through integration with payroll.DESIRED BD.110 The system has the ability to export CIP and other project data to a project management tool (e.g., MS Project).CRITICAL Outcome Based Budgeting BD.111 The system has the ability to accommodate performance measures and outcome based budgeting, and be fully integrated with the financial system and other modules. DESIRED BD.112 The system has the ability to track performance and outcome based measures.DESIRED BD.113 The system has the ability to store text that relates to performance and outcome based measures.DESIRED BD.114 The system has the ability to track statistical data for a specific GL account. CRITICAL Budgeting Req #Description of Requirement Criticality Response Comments Forecasting BD.115 The system has the ability to provide a budget model or framework for forecasting purposes.CRITICAL BD.116 Straight line projection;CRITICAL BD.117 Trend analysis;CRITICAL BD.118 Percentage based on last year actual;CRITICAL BD.119 Percentage based on last year budgeted;CRITICAL BD.120 Monthly budget based on prior year actual trend data for a particular month;CRITICAL BD.121 Last year actual for the remainder of the current fiscal year;DESIRED BD.122 Any segment in the chart of accounts; and DESIRED BD.123 Other, user defined.DESIRED BD.124 Number of positions;CRITICAL BD.125 Number of pay periods;CRITICAL BD.126 Multiple types of pay;CRITICAL BD.127 Current salary ranges;CRITICAL BD.128 Benefits;CRITICAL BD.129 Mid-year pay adjustments at the individual employee/position level (e.g., anniversary-based step increases);CRITICAL BD.130 Mid-year pay adjustments that apply universally (e.g., Cost of Living Adjustment increases);CRITICAL BD.131 Incentives and overtime;CRITICAL BD.132 Longevity;DESIRED BD.133 Holiday pay days;DESIRED BD.134 Shift differential;DESIRED BD.135 Lead pay;DESIRED BD.136 Other, user defined.DESIRED BD.137 The system has the ability to allow budget forecasts/models to be named.CRITICAL BD.138 The system has the ability to allow at least 99 budget forecasting models to be saved per year, system-wide.CRITICAL The system has the ability to provide salary and benefit forecasting capabilities based on the import from the payroll application including: The system has the ability to provide budget trending and forecasting capabilities including: Budgeting Req #Description of Requirement Criticality Response Comments BD.139 The system has the ability to provide forecasting capabilities that use real- time data and information.CRITICAL BD.140 The system has the ability to provide long-term forecasting capabilities for a minimum of five years in the future.CRITICAL BD.141 The system has the ability to provide long-term forecasting capabilities for a minimum of ten years in the future.DESIRED BD.142 The system has the ability to provide "what if" scenario projections for the budget. CRITICAL Reporting BD.143 The system has the ability to allow budget dashboards to be configured and saved for individual users (either by user, super user, or system administrator). CRITICAL BD.144 The system has the ability to query on all data fields in the budgeting module in order to provide a user-defined query screen.DESIRED BD.145 The system has the ability to provide an ad hoc report writing tool.CRITICAL BD.146 The system has the ability to export budget data to MS Excel.CRITICAL BD.147 The system has the ability to integrate with common desktop publishing applications for producing the final or "presentation" budget document.CRITICAL BD.148 The system has the ability to track and report on adjustments made to the budget during the year. CRITICAL BD.149 The system has the ability to report on budgets at any level of the chart of account structure.CRITICAL BD.150 The system has the ability to display budget-to-actual with percentages and actual dollars of available budget for an account or group of accounts at any time. CRITICAL BD.151 The system has the ability to display budget-to-actual with percentages and actual dollars for an account or group of accounts at any time including future time periods (e.g., projected months). DESIRED BD.152 The system has the ability to query for specific words in budget line items.CRITICAL BD.153 The system has the ability to query for specific words in budget line item comments.DESIRED BD.154 The system has the ability to allow "wildcard" searches for a portion of a word.CRITICAL BD.155 The system has the ability to allow "drill-down" from any line item in a system-generated report.CRITICAL Budgeting Req #Description of Requirement Criticality Response Comments BD.156 The system has the ability to project and report on end of year accruals (e.g., payroll).DESIRED BD.157 The system has the ability to allow analysis of the current year budget by providing real-time reports that indicate all or any combination of budget-to- actual revisions, invoices, encumbrances, requisitions, and available balance. CRITICAL BD.158 The system has the ability to generate a report to serve as the City's "Budget Book."DESIRED BD.159 The system has the ability to provide real-time reporting on current balances on specified line item accounts and line item account activity.CRITICAL BD.160 The system has the ability to print original budget plus any changes/amendments to reach the final budget from prior years (i.e., the full lifecycle of a prior year budget). CRITICAL BD.161 The system has the ability to generate budget report templates that conform to State-mandated requirements.DESIRED BD.162 The system has the ability to create reports based on user-defined criteria.DESIRED N No: Feature/Function cannot be provided. Purchasing Req #Description of Requirement Criticality Response Comments General Requirements PU.1 The system has the ability to provide a Purchasing module that is integrated with all other proposed system modules including (but not limited to) general ledger, fixed assets, contracts, budgeting, accounts payable, and grants.CRITICAL PU.2 The system has the ability to drill-down to supporting documents or transactions throughout the purchasing application/module.CRITICAL PU.3 The system has the ability to see all documentation associated with a transaction (i.e., PO, invoices, checks, bids, projects etc.).CRITICAL PU.4 The system has the ability to attach more than one supporting document to a transaction (e.g. separate quotes).CRITICAL PU.5 The system has the ability to generate a list of contracts available to departments that would allow the users to click on a vendor or commodity to see the associated contract and pricing. DESIRED Third-Party: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with integration with a third-party system. This system should be specified. If a response indicator of “T” is provided for a requirement that will be met by integration with a third-party system, the Respondent shall identify this third-party system and include a cost proposal to secure this system. T Response Indicators: When providing responses to the requirements in Attachment B, proposers shall use the following response indicators:Instruction S Standard: Feature/Function is included in the current software release and will be implemented by the planned phase go-live date as part of the Proposal from vendors in accordance with agreed-upon configuration planning with the City. Respondents are encouraged, but not required, to provide additional information in the Comments column to further demonstrate the system’s ability to meet the requirement. F Future: Feature/Function will be available in a future software release available to the City by April 1, 2019, at which point it will be implemented in accordance with agreed-upon configuration planning with the City. If a response indicator of “F” is provided for a requirement that will be met in a future software release, the Respondent shall indicate the planned release version as well as the time the release will be generally available. C Customization: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with custom modifications. All related customization costs should be indicated in the Comments column next to the feature/function, and the total cost included in Attachment C – Cost Worksheet. If a response indicator of “C” is provided for a requirement that will be met through a custom modification, the Respondent shall indicate the cost of such a modification. Purchasing Req #Description of Requirement Criticality Response Comments PU.6 The system has the ability to categorize requisitions and purchase orders as user defined types. (i.e., sole source, emergency purchases, sustainability.)CRITICAL PU.7 The system has the ability to allow buyers to override or modify the purchase type based on system permissions.CRITICAL PU.8 The system has the ability to give all system users visibility into the status of the procurement and where it is in the workflow and procurement stage at any point in the process. CRITICAL PU.9 The system has the ability to establish emergency expenditure approval exceeding budget with appropriate permissions; including an audit trail of the emergency budget approval. CRITICAL PU.10 The system provides authorized personnel with appropriate permissions the ability to bypass the requisition process and get a purchase order number in emergency situations with appropriate audit controls including an audit trail. CRITICAL PU.11 The system has the ability to flag all emergency purchases until supporting information for the records is updated.CRITICAL PU.12 The system has the ability to enter a requisition as an emergency requisition which will immediately trigger a notification to purchasing staff for review and conversion to a purchase order. CRITICAL PU.13 The system has the ability to provide real time access to account numbers and available balances at any time during the process.CRITICAL PU.14 The system has the ability to verify funding availability at the line item, category or group, department, cost center/project, object and fund level from a department's budget at the time of a requisition, purchase order, or modification. CRITICAL PU.15 The system has the ability to provide electronic notification of needed approval actions.CRITICAL PU.16 The system has the ability to provide electronic notification of completed approval (or rejection) actions.CRITICAL PU.17 The system has the ability to route requisitions and purchase orders using workflow based on account number.CRITICAL PU.18 The system has the ability to route requisitions and purchase orders using workflow based on a range of account numbers.CRITICAL PU.19 The system has the ability to route requisitions and purchase orders using workflow based on dollar amount.CRITICAL Purchasing Req #Description of Requirement Criticality Response Comments PU.20 The system has the ability to route requisitions and purchase orders using workflow based on commodity code.DESIRED PU.21 The system has the ability to route requisitions and purchase orders using workflow based on other City-defined fields or rules.DESIRED PU.22 The system has the ability to enforce purchasing competition thresholds (e.g., $50,000).CRITICAL PU.23 The system has the ability to track expenditures against purchasing cards issued to employees. CRITICAL PU.24 The system has the ability to upload transaction detail from bank's purchasing card applications with detail applied to the general ledger appropriately. CRITICAL PU.25 The system has the ability, during the upload of purchasing card transaction detail, to display the actual transaction vendor (i.e., as opposed to the p-card merchant.). CRITICAL PU.26 The system has the ability to support a minimum of 30 character transaction descriptions for p-card import details.CRITICAL PU.27 The system has the ability to associate purchasing card transactions with a vendor record, allowing users to see both purchase orders and purchase card transactions in the vendor history. CRITICAL PU.28 The system has the ability to support the use of commodity codes (e.g., NIGP).DESIRED PU.29 The system has the ability to provide five digit NIGP commodity code pick list and search functionality.DESIRED PU.30 The system has the ability to require the use of commodity codes on requisitions and purchase orders. DESIRED PU.31 The system has the ability to allow purchase requisitions to be entered without a commodity code. CRITICAL PU.32 The system has the ability to allow users to view commodity codes and their respective descriptions via drop-down menus.DESIRED PU.33 The system has ability to encumber funds when a requisition or PO is entered.CRITICAL PU.34 The system has the ability to relieve the encumbrances when a requisition or PO is closed or cancelled.CRITICAL PU.35 The system has the ability to recalculate encumbrances based upon open requisitions and purchase orders.CRITICAL Purchasing Req #Description of Requirement Criticality Response Comments PU.36 The system has the ability to import purchase orders from third-party systems used by other departments in the City.DESIRED PU.37 The system has the ability to import receiving records from third-party systems used by other departments in the City. DESIRED PU.38 The system has the ability to require documentation to be attached if purchasing an item over $2,000 related to a grant. DESIRED Requisitions PU.39 The system has the ability to accommodate a decentralized purchase requisition process that allows requisitions to be entered by all City departments.CRITICAL PU.40 The system has the ability to support electronic workflow to support a paperless requisition approval process of user-defined levels of approval and routing capabilities. CRITICAL PU.41 The system has the ability to accommodate recurring requisitions.DESIRED PU.42 The system has the ability to save requisitions in-progress prior to submission.CRITICAL PU.43 The system has the ability to import requisitions from a MS Excel template.DESIRED PU.44 The system has the ability to attach scanned documents to an electronic requisition, for viewing.CRITICAL PU.45 The system has the ability to provide auto-generated requisition numbers on an annual basis.CRITICAL PU.46 The system has the ability to provide auto-generated requisition numbers on an annual basis with the ability to override, with appropriate security permissions. DESIRED PU.47 The system has the ability to prevent duplicate requisition numbers.CRITICAL PU.48 The system has the ability to support at least a nine character requisition number.CRITICAL PU.49 The system has the ability to check available budget by line item and flag for warning if the requisition is over total appropriation with the ability to override. CRITICAL PU.50 The system has the ability to check available budget by project and flag the requisition if over total appropriation (flag for warning or override based on security permissions). CRITICAL Purchasing Req #Description of Requirement Criticality Response Comments PU.51 The system has the ability to check available budget by project and flag the requisition at user-defined percentage of budget (flag for warning or override based on security permissions). DESIRED PU.52 The system has the ability to check available budget by category and flag the requisition if over total appropriation (flag for warning or override based on security permissions). DESIRED PU.53 The system has the ability to pre-encumber budget funds upon entry of the requisition.CRITICAL PU.54 The system has the ability to flag at pre-encumbrance if budget funds are not available.CRITICAL PU.55 The system has the ability to copy an existing requisition to create a new one.CRITICAL PU.56 The system has the ability to export the requisition(s) to PDF as needed. CRITICAL PU.57 Origin of request (department);CRITICAL PU.58 Requestor;CRITICAL PU.59 Date of request;CRITICAL PU.60 Scheduled delivery date;CRITICAL PU.61 Shipping address;CRITICAL PU.62 Delivery instructions;CRITICAL PU.63 Delivery contact person (City employee);CRITICAL PU.64 Delivery contact information;CRITICAL PU.65 Vendor name;CRITICAL PU.66 Vendor number;CRITICAL PU.67 Vendor contact person;CRITICAL PU.68 Vendor email address(s);CRITICAL PU.69 Comment;CRITICAL PU.70 Quantity requested;CRITICAL PU.71 Unit of measure;CRITICAL PU.72 Unit price;CRITICAL PU.73 Auto calculate extended price;CRITICAL PU.74 Description (minimum of 250 characters);CRITICAL PU.75 Multiple City general ledger account numbers;CRITICAL PU.76 Project Number;CRITICAL The system has the ability to maintain the following data points in the Purchasing Req #Description of Requirement Criticality Response Comments PU.77 Grant Number;CRITICAL PU.78 Work Order Number;DESIRED PU.79 Contract Number;CRITICAL PU.80 Bid Number;CRITICAL PU.81 Sales Tax;CRITICAL PU.82 Labor Costs;CRITICAL PU.83 Freight/shipping charges; and CRITICAL PU.84 Other, user-defined fields.DESIRED PU.85 The system has the ability to allow the user to record all quotes or bids received as data elements in the requisition with appropriate attachments.CRITICAL PU.86 The system has the ability to indicate if the requisition is for an inventory item.DESIRED PU.87 The system has the ability to indicate the status of a requisition, receipt status, purchase orders, and invoice/payable status at any time.CRITICAL PU.88 The system has the ability to support entering negative requisition amounts for discounts and/or trade-in amounts.CRITICAL PU.89 The system has the ability to cross-reference existing requisitions at the time of requisition entry to determine and provide notification to the user if existing requisitions utilize the same vendor with the ability to override. CRITICAL PU.90 The system has the ability to cross-reference existing requisitions at the time of requisition entry to determine if existing requisitions utilize the same vendor and enforce purchasing competition thresholds (e.g., an existing requisition for $1,000 would cause a new requisition for $2,000 for the same vendor to prompt the user to seek competition). DESIRED PU.91 The system has the ability for a batch process to close all requisitions that are open (for end of year processing purposes).CRITICAL Purchase Orders PU.92 The system has the ability to convert requisitions to a purchase order.CRITICAL PU.93 The system has the ability for all attached documentation to carry forward when a requisition is converted to a purchase order.CRITICAL PU.94 The system has the ability to carry description (content the vendor should be able to view) made on the requisition forward to the purchase order.DESIRED PU.95 The system has the ability to require that the vendor be valid/entered before creating a purchase order.CRITICAL Purchasing Req #Description of Requirement Criticality Response Comments PU.96 The system has the ability to designate purchase order signature based on dollar amount. CRITICAL PU.97 The system has the ability to store electronic signatures. CRITICAL PU.98 The system has the ability to electronically send purchase orders via email to the vendor.CRITICAL PU.99 The system has the ability to change the account (GL) number that is assigned to a purchase, with appropriate security permissions.CRITICAL PU.100 The system has the ability to notify the creator of a purchase when the account number has been changed.DESIRED PU.101 The system has the ability to reprint Purchase Orders, with indication that it is a duplicate/reprint/copy.CRITICAL PU.102 The system has the ability to allow multiple GL numbers on one purchase order and/or on individual line items by percentage or dollar value.CRITICAL PU.103 The system has the ability to allow multiple project numbers, work order numbers, contract numbers, bid numbers and grant numbers on one purchase order and/or on individual line items. CRITICAL PU.104 The system has the ability to match accounts payable invoices to purchase orders.CRITICAL PU.105 The system has the ability to accommodate blanket purchase orders that encumber on approval.CRITICAL PU.106 The system has the ability to create contracts for purchases that are split between different departmental accounts and establish the start and expiration date of the contract plus a maximum contract amount. DESIRED PU.107 The system has the ability for authorized users to modify the purchase order without having to void the purchase order.CRITICAL PU.108 The system has the ability for authorized users to modify a purchase order with the option to reprint or re-email.CRITICAL PU.109 The system has the ability to automatically accommodate change orders or modifications to purchase orders and track the version number and changes with the date of changes. CRITICAL PU.110 The system has the ability to add or change commodity codes on purchase orders with the option to retain historical description or specifications.DESIRED Purchasing Req #Description of Requirement Criticality Response Comments PU.111 The system has the ability to close purchase orders with a user-defined dollar amount or percent remaining available, with ability to override that closing with appropriate security permissions. CRITICAL PU.112 The system has the ability to carry over purchase orders at year-end into the new year.CRITICAL PU.113 The system has the ability to store electronically received or scanned documents with every purchase order.CRITICAL PU.114 The system has the ability to allow users to select multiple "ship to" addresses for different facilities.DESIRED PU.115 The system has the ability to void or cancel purchase orders, with appropriate security permissions.CRITICAL PU.116 The system has the ability to allow a minimum of 500 character description on purchase order.CRITICAL PU.117 The system has the ability to handle description overflow on a purchase order.DESIRED PU.118 The system has the ability to change the vendor associated with a purchase order with appropriate security permissions.CRITICAL PU.119 The system has the ability to split code a purchase order by percentage or dollar value to multiple departments and accounts.CRITICAL PU.120 The system has the ability to change the vendor on an existing purchase order without having to void or cancel the original purchase order with appropriate security permissions. CRITICAL PU.121 The system has the ability for a batch process to create individual Purchase Orders from all requisitions that are at approved status.CRITICAL Receiving PU.122 The system has the ability to allow delivery information to be entered by requisitions and shown on the purchase order.DESIRED PU.123 The system has the ability to provide a web-based receiving process for all items received at decentralized receiving areas.DESIRED PU.124 Receiving staff;DESIRED PU.125 Receiving location;DESIRED PU.126 Date and time received;DESIRED PU.127 Complete or partial flag;DESIRED The system has the ability to record the following receiving information upon receipt of goods: Purchasing Req #Description of Requirement Criticality Response Comments PU.128 Comments/notes; and DESIRED PU.129 Other, user-defined fields.DESIRED PU.130 The system has the ability to receive one item at a time. DESIRED PU.131 The system has the ability to "receive all" goods/services with a single selection.DESIRED PU.132 The system has the ability to support partial receiving based on quantity.DESIRED PU.133 The system has the ability to support partial receiving based on dollar amount.DESIRED PU.134 The system has the ability to allow items to be marked as damaged or incorrect at the time of receiving.DESIRED PU.135 The system has the ability to provide workflow functionality related to processing damaged goods or incorrect received (e.g. notification sent to requisitioner in order to contact vendor for refund or reship). DESIRED PU.136 The system has the ability to automatically send email notifications upon items received being marked damaged or incorrect.DESIRED PU.137 The system has the ability to electronically scan and attach packing slips and associated documentation to purchase orders.DESIRED PU.138 The system has the ability to attach the proof of receipt electronically to the receiving document in order to verify the three-way match.DESIRED Contract Management PU.139 The system has the ability to support various contract periods, including multiple year contracts (i.e., those that span fiscal and/or calendar years).DESIRED PU.140 The system has the ability to control, record, and track contract limits at user- specified levels of detail over the life of the contract.DESIRED PU.141 The system has the ability to automate the closing and encumbering of contracts from one fiscal year to the next.DESIRED PU.142 The system has the ability to encumber only a portion of a contract (i.e., encumbering just the first year of a three year contract).DESIRED PU.143 The system has the ability to generate notifications to vendors and user agencies (in a user-defined format), when milestones or thresholds are met (e.g., tax exempt certification, insurance expiration date).DESIRED PU.144 The system has the ability to enter a user-defined contract number.DESIRED Purchasing Req #Description of Requirement Criticality Response Comments PU.145 The system has the ability to trigger alerts based on all user-defined thresholds when a certain dollar amount of the contract is used (e.g., 75%).DESIRED PU.146 The system has the ability to trigger alerts based on all user-defined thresholds when a certain period of time has elapsed (e.g., 75% of contract period). DESIRED PU.147 The system has the ability to trigger alerts based on all user-defined thresholds prior to contract expiration (e.g., 30, 60, 90 days).DESIRED PU.148 The system has the ability to drill down from contracts to related procurement documents (e.g., requisition, bid, etc.).DESIRED PU.149 The system has the ability to accommodate user-defined contract alerts for key dates (renewal, expiration, rebid, etc.).DESIRED PU.150 The system has the ability to include a change-order function that allows the addition, listing, and tracking of change orders.DESIRED PU.151 The system has the ability to note contract revisions, including date and source.DESIRED PU.152 The system has the ability to track different types of contracts including payments connected with deliverables, close-out, notices to proceed, conditional acceptance, and other administrative management. DESIRED PU.153 The system has the ability to track different stages of contracts including payments connected with deliverables, close-out, notices to proceed, conditional acceptance, and other administrative management. DESIRED PU.154 The system has the ability to track certificate of insurance expiration dates.DESIRED PU.155 The system has the ability to notify internal staff and the vendor of the expired certificate of insurance.DESIRED PU.156 The system has the ability to maintain contract information (including but not limited to vendor, description, and dates).DESIRED PU.157 The system has the ability to track deliverables and invoice payments based on a contract or vendor.DESIRED PU.158 The system has the ability to search by contract number, project file number, CIP number, purchase order number, contract name, buyer and/or commodity. (and any other field, and location) DESIRED PU.159 The system has the ability to track insurance information for vendors.DESIRED PU.160 The system provides the ability to allow a user to establish City-defined contract types.DESIRED Purchasing Req #Description of Requirement Criticality Response Comments PU.161 The system has the ability to track and report on the start date of each contract.DESIRED PU.162 The system has the ability to track and report on the end date of each DESIRED PU.163 The system has the ability to store contracts and the contract is linked to the vendor profile.DESIRED PU.164 The system has the ability to support the workflow process for change orders with digital signature approval.DESIRED PU.165 The system has the ability to allow multiple contracts per vendor, multiple items per contract, and multiple dates.DESIRED PU.166 The system has the ability to link single or multiple contract amounts to individual projects or grants.DESIRED PU.167 The system has the ability to provide user-defined retainage percentage and/or amount for projects and contractors.DESIRED PU.168 The system has the ability to log requests and amounts for proposed contract amendments (change orders), using workflow by project code (CIP number) as well as by bid line items. DESIRED PU.169 The system has the ability to identify user defined contract amendments (i.e. quantity, rate, schedule, extensions, or scope change).DESIRED PU.170 The system has the ability to track and report expenditures for each individual contract, including budget to actual comparisons by user-defined period (i.e., monthly, quarterly, daily, contract year, fiscal year, contract term, etc.). DESIRED Reporting PU.171 The system has the ability to generate a report of all activity with a vendor.CRITICAL PU.172 The system has the ability to generate a report of all vendors by status, active or inactive, certification, commodity code, etc.CRITICAL PU.173 The system has the ability to generate a report of all requisitions, purchase orders, and receiving documents by status, active or inactive, certification, commodity code, etc. CRITICAL PU.174 The system has the ability to generate purchasing activity reports.CRITICAL PU.175 The system has the ability to generate all reports by user-defined date ranges that may occur over prior fiscal years.CRITICAL PU.176 The system has the ability to track and report minority vendors (e.g. DBE/MBE) and associated activity.CRITICAL PU.177 The system has the ability to track and report local vendor preference.DESIRED Purchasing Req #Description of Requirement Criticality Response Comments PU.178 The system has the ability to track and report on standard bid items and their average costs.DESIRED PU.179 The system has the ability to produce a system generated list of all bids in the order that the user defines.DESIRED PU.180 The system has the ability to produce a system generated report of bidder history.DESIRED PU.181 The system has the ability to report bid information associated with a project.DESIRED PU.182 The system has the ability to create a bid list report that would include project descriptions, pre-bid meeting dates, project number, buyer information, bid opening dates, project manager, awarded bidder, Council approval date and type of project. DESIRED PU.183 The system has the ability to track and report on user defined contract milestones.DESIRED PU.184 The system has the ability to report on Sustainability purchases. CRITICAL N No: Feature/Function cannot be provided. Accounts Payable Req #Description of Requirement Criticality Response Comments General Requirements AP.1 The system has the ability to provide an Accounts Payable module that is integrated with all other proposed system modules including (but not limited to) General Ledger, Accounts Receivable, Contracts, Budgeting, Purchasing, and Grants. CRITICAL AP.2 The system has the ability to accommodate three-way matching of purchase order, receiving documents, and invoice.CRITICAL AP.3 The system has the ability to produce a full audit trail on all transactions that includes every field.CRITICAL AP.4 The system has the ability to transmit 1099 forms electronically, per Federal Government regulations.CRITICAL AP.5 The system has the ability to set a tolerance at invoice level by department, which can limit the amount of override allowed on an invoice (by either dollar amount or percentage). CRITICAL If a response indicator of “T” is provided for a requirement that will be met by integration with a third-party system, the Respondent shall identify this third-party system and include a cost proposal to secure this system. T Third-Party: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with integration with a third-party system. This system should be specified. Response Indicators: When providing responses to the requirements in Attachment B, proposers shall use the following response indicators:Instruction S Standard: Feature/Function is included in the current software release and will be implemented by the planned phase go-live date as part of the Proposal from vendors in accordance with agreed-upon configuration planning with the City. Respondents are encouraged, but not required, to provide additional information in the Comments column to further demonstrate the system’s ability to meet the requirement. F Future: Feature/Function will be available in a future software release available to the City by April 1, 2019, at which point it will be implemented in accordance with agreed-upon configuration planning with the City. If a response indicator of “F” is provided for a requirement that will be met in a future software release, the Respondent shall indicate the planned release version as well as the time the release will be generally available. C Customization: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with custom modifications. All related customization costs should be indicated in the Comments column next to the feature/function, and the total cost included in Attachment C – Cost Worksheet. If a response indicator of “C” is provided for a requirement that will be met through a custom modification, the Respondent shall indicate the cost of such a modification. Accounts Payable Req #Description of Requirement Criticality Response Comments AP.6 The system has the ability to attach digital copies of receipts and other supporting documentation to invoice records.CRITICAL AP.7 The system has the ability to automatically (proactively) notify end users of pending approval actions.CRITICAL AP.8 The system has the ability to support electronic workflow for approvals by dollar amount.CRITICAL AP.9 The system has the ability to support electronic workflow for approvals by general ledger account number.DESIRED AP.10 The system has the ability to "add back" percentages or amount discounts previously taken (i.e., returned items) with appropriate system permissions.CRITICAL AP.11 The system has the ability to import purchasing card transaction detail.CRITICAL AP.12 The system has the ability to support "positive pay." The system has the ability to send an electronic file of all checks, including system-driven manual checks, to the City's bank for comparison with checks being cashed in order to help reduce opportunities for fraud. CRITICAL AP.13 The system has the ability to notify specified users when a payment is made based upon a project or grant number.DESIRED AP.14 The system has the ability to accommodate interdepartmental transfers/payments.CRITICAL AP.15 The system has the ability to distribute journal entries from Accounts Payable to the General Ledger immediately (real-time) or in batch.CRITICAL Invoice Entry AP.16 The system has the ability to split an invoice into a payment schedule with at least twelve different due dates and due amounts.DESIRED AP.17 The system has the ability to support decentralized invoice entry at the department level.CRITICAL AP.18 The system has the ability to support batch, multiple, or individual invoice entry.CRITICAL AP.19 The system has the ability to allow for the electronic submission of invoice from vendors (e.g., e-bills, etc.).CRITICAL AP.20 The system has the ability to scan invoices using Optical Character Recognition (OCR) functionality.DESIRED AP.21 The system has the ability to automatically create invoices using Optical Character Recognition (OCR) functionality. DESIRED Accounts Payable Req #Description of Requirement Criticality Response Comments AP.22 The system has the ability to support at least a 25 character invoice number field.CRITICAL AP.23 The system has the ability to accommodate partial payments.CRITICAL AP.24 The system has the ability to support a minimum of a 50 character Short description field.CRITICAL AP.25 The system has the ability to support a maximum of a 250 character Long description field.CRITICAL AP.26 The system has the ability to support alpha numeric invoice numbers.CRITICAL AP.27 The system has the ability to accept a dollar amount entry for payment against a contract.DESIRED AP.28 The system has the ability to accept a percentage amount entry for payment against a contract.DESIRED AP.29 The system has the ability to have an applied date in a fiscal year based on the invoice date with the ability to override (i.e., when receiving an invoice in a new fiscal year dated for a previous fiscal year). CRITICAL AP.30 Pending;CRITICAL AP.31 Approved;CRITICAL AP.32 Held;CRITICAL AP.33 Rejected;CRITICAL AP.34 Cancelled;CRITICAL AP.35 Deleted; and CRITICAL AP.36 Other, user-defined.DESIRED AP.37 The system has the ability to copy existing invoices to new invoices.CRITICAL AP.38 The system has the ability to accumulate multiple invoices into one vendor check with the ability to turn this function on and off.CRITICAL AP.39 The system has the ability to electronically attach scanned invoices to the payable entry.CRITICAL AP.40 The system has the ability to flag invoices as reimbursable expenses through the grant process.DESIRED AP.41 The system has the ability to allow for an invoice to be distributed to (at least) 99 different general ledger accounts.CRITICAL AP.42 The system has the ability to allow for an invoice to be distributed across Departments with appropriate workflow routines for approval.CRITICAL The system has the ability to support multiple status modes for invoices including but not limited to the following: Accounts Payable Req #Description of Requirement Criticality Response Comments AP.43 The system has the ability to automatically split invoices to different accounts based on user-defined rules.CRITICAL AP.44 The system has the ability to enter invoices upon receipt and select future payment date.CRITICAL AP.45 The system has the ability to support recurring invoices.CRITICAL AP.46 The system has the ability to hold credit invoices and apply them to future invoices.CRITICAL AP.47 The system has the ability to calculate interest for late payments with the ability turn the feature on and off.CRITICAL AP.48 The system has the ability to calculate the appropriate sales or use tax with the ability to override.CRITICAL AP.49 The system has the ability to allow City staff to flag invoices for potential sales or use tax.CRITICAL AP.50 The system has the ability to close out a PO if it is known that it is the final payment being made against a PO and release the encumbered balance.CRITICAL AP.51 The system has the ability to identify and flag duplicate invoices.CRITICAL Check Processing, Printing and Reconciliation AP.52 The system has the ability for the City to maintain a minimum of 10 bank accounts.CRITICAL AP.53 The system has the ability to allow the City to modify the check format.CRITICAL AP.54 The system has the ability to print a test check with a "void" watermark based on appropriate security permissions.CRITICAL AP.55 The system has the ability to import a file for bank reconciliation.CRITICAL AP.56 The system provides the user with reconciliation functions to compare imported data with system data.CRITICAL AP.57 The system has the ability to reprint checks.CRITICAL AP.58 The system has the ability to void and re-issue checks.CRITICAL AP.59 The system has the ability to update the general ledger to account for voided and re-issued checks.CRITICAL AP.60 The system has the ability to support a workflow approval process for electronic payments.CRITICAL AP.61 The system has the ability to generate manual or off-cycle checks.CRITICAL AP.62 The system has the ability to accommodate multiple check runs in a single day.CRITICAL AP.63 The system has the ability to print checks in numerical order.CRITICAL Accounts Payable Req #Description of Requirement Criticality Response Comments AP.64 The system has the ability to void a check and close the invoice completely.CRITICAL AP.65 The system has the ability to void a check and allow the user to reopen the invoice and the associated purchase order.CRITICAL AP.66 The system has the ability to provide check reconciliation tools.CRITICAL AP.67 The system has the ability to print the entire invoice number on the check.CRITICAL AP.68 The system has the ability to produce digitized electronic signatures as part of the check printing process.CRITICAL AP.69 The system has the ability to print a check register that includes manual, cleared and voided checks.CRITICAL AP.70 The system has the ability to print a check register showing individual check numbers and amounts, sorted by vendor name.CRITICAL AP.71 The system has the ability to process ACH payments, including addendum records.CRITICAL AP.72 The system has the ability to support the bank draft process. CRITICAL AP.73 The system has the ability to lock the ACH file between processing and transmittal.CRITICAL AP.74 The system has the ability to print check register which indicates cleared and/or outstanding checks.CRITICAL AP.75 The system has the ability to generate a refund check for revenue refunds through a voucher process with approval path.CRITICAL AP.76 The system provides the ability to drill back to the source module that created the original transaction (i.e., requisition, purchase order, contract and any other supporting documentation). CRITICAL AP.77 The system has the ability to handle the conversion of outstanding checks to unclaimed property transactions.CRITICAL AP.78 The system has the ability to provide a file of the unclaimed property transactions to the appropriate state.CRITICAL AP.79 The system has the ability to handle the associated accounting transactions for unclaimed property.CRITICAL Vendor File AP.80 The system has the ability to utilize the same vendor file for the purchasing and inventory application/module as all other applications/modules with the ability to update the vendor file based upon the users' security permissions.CRITICAL Accounts Payable Req #Description of Requirement Criticality Response Comments AP.81 A vendor number that is not the vendor's EIN, TIN or SSN;CRITICAL AP.82 At least nine characters for vendor numbers;CRITICAL AP.83 A minimum of 100 characters for vendor remit addresses; CRITICAL AP.84 A minimum of 100 characters for the vendor name;CRITICAL AP.85 Doing Business As (DBA) Name;CRITICAL AP.86 Legal Name;CRITICAL AP.87 Prior/Historical Name;CRITICAL AP.88 Misc. vendor indicator; CRITICAL AP.89 Type of vendor (i.e., corporation 1099, individual);CRITICAL AP.90 Parent/child relationship;CRITICAL AP.91 Vendor tax ID;CRITICAL AP.92 User-defined vendor fields (minimum of five); CRITICAL AP.93 Fields for multiple addresses; CRITICAL AP.94 Fields for multiple email addresses (minimum of five);CRITICAL AP.95 Designated point of contact;CRITICAL AP.96 Primary contact information (i.e. email address, phone, fax, etc.)CRITICAL AP.97 Comment or memo field;CRITICAL AP.98 Record of vendor performance (performed through user defined drop down menu when receiving is done for vendor performance); DESIRED AP.99 Commodity code; DESIRED AP.100 Active or non active vendor, vendor under contract;CRITICAL AP.101 Vendor certifications (i.e. MWMB, HUB, etc.); CRITICAL AP.102 Flag vendors that are not in City-defined compliance;CRITICAL AP.103 User-defined special condition codes for vendor flags;CRITICAL AP.104 Foreign addresses;CRITICAL AP.105 User defined Vendor withholding for taxes;CRITICAL AP.106 Vendor retainage based on purchase order;CRITICAL AP.107 ACH, routing, and bank information;CRITICAL AP.108 Indicator for which 1099 form the vendor should receive;CRITICAL AP.109 Indicator for international vendors; and CRITICAL AP.110 Other user-defined.DESIRED The system has the ability to provide a vendor file that supports the following fields: Accounts Payable Req #Description of Requirement Criticality Response Comments AP.111 The system has the ability to flag a vendor that has an outstanding bill or balance with the City. DESIRED AP.112 The system has the ability to configure multiple fields for recording compliance information (e.g., City taxes, expired insurance, debarred).CRITICAL AP.113 The system has the ability to allow searching the vendor file by any data field.CRITICAL AP.114 The system has the ability to automatically assign a unique identification number to a vendor sequentially.CRITICAL AP.115 The system has the ability to merge duplicate vendors. CRITICAL AP.116 The system has the ability to allow "one-time" vendors to be established with limited required data entry.DESIRED AP.117 The system has the ability to allow a system administrator to configure "required" fields in the vendor file.CRITICAL AP.118 The system has the ability to maintain a complete listing of historical vendors (i.e., including those no longer active).CRITICAL AP.119 The system has the ability to allow a user to query the vendor file by date range to view vendors with no recent activity.CRITICAL AP.120 The system has the ability to automatically notify City staff when there is no activity (i.e., no purchase orders, invoices, checks, etc.) with a vendor after a user specified period of time. DESIRED AP.121 The system has the ability to notify vendor(s) when there has not been any activity and that further action is needed to keep file active.DESIRED AP.122 The system has the ability to allow vendors to maintain City defined CRITICAL AP.123 The system has the ability to require all vendor changes to their file to be approved by designated City staff before taking effect.CRITICAL AP.124 The system has the ability to attach documents to the vendor file.CRITICAL AP.125 The system has the ability to only allow changes to the vendor file based on security permissions.CRITICAL AP.126 The system has the ability to require approval of all vendor changes via workflow.CRITICAL AP.127 The system has the ability to maintain an audit log of all changes to the vendor file.CRITICAL AP.128 The system has the ability to allow the City to identify fields that can be masked including but not limited to Tax ID, checking/banking account numbers, and social security numbers. CRITICAL Accounts Payable Req #Description of Requirement Criticality Response Comments AP.129 The system has the ability to limit view access of invoices based on security permissions (e.g., confidential invoices).CRITICAL Vendor Processing AP.130 The system has the ability to automatically assign payment terms for vendors and provides the ability to override the payment terms at the vendor and/or invoice level. CRITICAL AP.131 The system has the ability to produce 1099 Forms per federal standards.CRITICAL AP.132 The system has the ability to correct errors made in 1099 boxes and recalculate at year end so the information on the final 1099 form is correct.CRITICAL AP.133 The system has the ability to produce tentative 1099 lists for review before printing or transmitting final list to the IRS.CRITICAL AP.134 The system has the ability to specify the box or line on the 1099 form that the dollar amount will be printed in or on.CRITICAL AP.135 The system has the ability to calculate percentage and amount discounts (i.e., early payment).CRITICAL AP.136 The system has the ability to flag invoices (or groups of invoices) so that more than one check may be written to a vendor in any given check run for those transactions or vendors requiring separate checks. CRITICAL AP.137 The system has the ability to calculate and track retainage for contractor or subcontractor invoices.DESIRED AP.138 The system has the ability to flag a vendor as being subject to backup withholding at appropriate rates as established by IRS and provides the ability to calculate and report backup withholdings. CRITICAL AP.139 The system has the ability to flag a vendor as being a check vendor, an ACH vendor, bank draft vendor, or credit card vendor.CRITICAL AP.140 The system has the ability to override a flag on a vendor to change the payment type.CRITICAL AP.141 The system has the ability to track date of last activity for vendors.CRITICAL AP.142 The system has the ability to track calendar year-to-date payments in addition to fiscal year-to-date totals.DESIRED AP.143 The system has the ability to provide notification of duplicate invoice number entry of same vendor and provides for authorized user override.CRITICAL AP.144 The system has the ability to show amount retained on each vendor/subcontractor check.DESIRED Accounts Payable Req #Description of Requirement Criticality Response Comments AP.145 The system has the ability to view and search using wildcard capabilities through vendor list on-line (alphabetically by vendor name and vendor number) and be able to select vendor from that screen for invoice entry. CRITICAL AP.146 The system has the ability to attach files to document the change of address in a vendor file.CRITICAL Reporting AP.147 The system has the ability to generate a report of scheduled checks to be written.CRITICAL AP.148 The system has the ability to generate a report of payments by payment type (ACH, paper check, bank draft, etc.).CRITICAL AP.149 The system has the ability to generate a vendor master listing report.CRITICAL AP.150 The system has the ability to generate a summary payment report by vendor.CRITICAL AP.151 The system has the ability to generate a report of 1099 vendors by tax category.CRITICAL AP.152 The system has the ability to generate an Expenditure Approval List.CRITICAL AP.153 Payee;CRITICAL AP.154 Check number;CRITICAL AP.155 Any component of account structure;CRITICAL AP.156 Purchase order number;CRITICAL AP.157 Date or date range;CRITICAL AP.158 Address;CRITICAL AP.159 Invoice;CRITICAL AP.160 Amount; and CRITICAL AP.161 Other, user-defined (based on any element in the vendor file).DESIRED AP.162 The system has the ability to generate a report of checks paid by department.CRITICAL AP.163 The system has the ability to generate a report of checks paid by fund.CRITICAL AP.164 The system has the ability to generate a monthly expenditure report by fund.CRITICAL AP.165 The system has the ability to generate an aging report by fund.CRITICAL AP.166 The system has the ability to generate an aging report by department.CRITICAL The system has the ability to generate a report or allow on-screen inquiry of a variety of vendor information (outstanding checks, volume of checks, etc.): Accounts Payable Req #Description of Requirement Criticality Response Comments AP.167 The system has the ability to generate a monthly check reconciliation report of manual/off-cycle checks.CRITICAL AP.168 The system has the ability to provide a hyperlink to the image of the check that was issued.CRITICAL AP.169 The system has the ability to report on Sustainability purchases. CRITICAL N No: Feature/Function cannot be provided. Accounts Receivable, Billing, and Cash Receipts Req #Description of Requirement Criticality Response Comments General Requirements AR.1 The system has the ability to provide an Accounts Receivable, Billing, and Cash Receipts module that is integrated with all other proposed modules h th l l d h i t h i t bl CRITICAL AR.2 The system has the ability to allow multiple accounts receivable control accounts.CRITICAL AR.3 The system has the ability to identify each transaction by a reference number that is sequentially generated automatically.CRITICAL AR.4 The system has the ability to validate GL account numbers on import and will either reject or suspend batches not balancing on either item or dollar totals. CRITICAL AR.5 The system has the ability to allow direct entry of invoices, cash receipts, or adjustment transactions.CRITICAL AR.6 The system has the ability to allow inter-department receivables (bills) to be processed.CRITICAL AR.7 The system has the ability to allow inter-department receivables (bills) to be processed that cross funds.CRITICAL If a response indicator of “C” is provided for a requirement that will be met through a custom modification, the Respondent shall indicate the cost of such a modification. T Third-Party: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with integration with a third-party system. This system should be specified. If a response indicator of “T” is provided for a requirement that will be met by integration with a third-party system, the Respondent shall identify this third-party system and include a cost proposal to secure this system. Instruction S Standard: Feature/Function is included in the current software release and will be implemented by the planned phase go-live date as part of the Proposal from vendors in accordance with agreed-upon configuration planning with the City. Respondents are encouraged, but not required, to provide additional information in the Comments column to further demonstrate the system’s ability to meet the requirement. F Future: Feature/Function will be available in a future software release available to the City by April 1, 2019, at which point it will be implemented in accordance with agreed-upon configuration planning with the City. If a response indicator of “F” is provided for a requirement that will be met in a future software release, the Respondent shall indicate the planned release version as well as the time the release will be generally available. Response Indicators: When providing responses to the requirements in Attachment B, proposers shall use the following response indicators: C Customization: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with custom modifications. All related customization costs should be indicated in the Comments column next to the feature/function, and the total cost included in Attachment C – Cost Worksheet. Accounts Receivable, Billing, and Cash Receipts Req #Description of Requirement Criticality Response Comments AR.8 The system has the ability to provide workflow approval process to support interdepartmental billing.DESIRED AR.9 The system has the ability to support automatic balancing of the accounts receivable master file (i.e., internally balances individual accounts receivable records against the corresponding account balances on the customer master file, as an internal control.). CRITICAL AR.10 The system has the ability to report any exceptions when it automatically balances the accounts receivable master file.CRITICAL AR.11 The system has the ability to produce summary and detail general ledger and sub-ledger journals, one for every accounts receivable transaction.CRITICAL AR.12 The system has the ability to provide for decentralized data entry of billing information and an electronic approval process for submission of bills.CRITICAL AR.13 The system has the ability to handle NSF check processing and to add user defined fees to an account.CRITICAL AR.14 The system has the ability to provide user-defined payment terms such as net 30, net 45, and other user-defined due date payment terms.CRITICAL AR.15 The system has the ability to provide configurable customer statements.CRITICAL AR.16 The system has the ability to provide recurring billing capabilities such as lease payments, rental payments, retiree health insurance premiums, and other miscellaneous recurring billing. CRITICAL AR.17 The system has the ability to generate a reimbursement to the appropriate customer if there is a credit standing on the account. CRITICAL AR.18 The system has the ability to allow approved refunds with workflow approval process.CRITICAL AR.19 The system has the ability to allow authorized users to query and view receivable information and report by user-defined criteria.CRITICAL AR.20 The system has the ability to allow receivable, payment, and deposits to be entered only once into the system and appear in the general ledger and sub ledger in real time. CRITICAL AR.21 The system has the ability to view customer information by fund, department, or other GL account segments.CRITICAL AR.22 The system has the ability to view, track, and sort receivables by user- defined criteria, including but not limited to accounting codes, customers, and activities. CRITICAL AR.23 The system has ability to process ACH and credit card payments.DESIRED Accounts Receivable, Billing, and Cash Receipts Req #Description of Requirement Criticality Response Comments AR.24 The system has ability to establish customers with an ACH payment preference for purposes of automatic direct debit from bank accounts or via automatic charge to credit card accounts. DESIRED Customer Management AR.25 The system has the ability to automatically assign a number to a customer by user-defined rules. CRITICAL AR.26 The system has the ability to allow a specific customer number, type, and/or category to be assigned to a new or existing customer.CRITICAL AR.27 Name;CRITICAL AR.28 DBA (Doing Business As)CRITICAL AR.29 Multiple Addresses (billing);CRITICAL AR.30 Location (for a property/item billed against);CRITICAL AR.31 Multiple phone;CRITICAL AR.32 Multiple email;CRITICAL AR.33 Last account activity;CRITICAL AR.34 Tax ID numbers;CRITICAL AR.35 Current and unpaid late payment penalty and interest charges;CRITICAL AR.36 Balance due;CRITICAL AR.37 Last payment amount;CRITICAL AR.38 Year-to-date payments;CRITICAL AR.39 Highest past-due balance;CRITICAL AR.40 Highest outstanding balance;CRITICAL AR.41 Payment arrangements;CRITICAL AR.42 Late payment penalty and interest charges, year-to-date;CRITICAL AR.43 Late payment penalty and interest charges, total;CRITICAL AR.44 Bad check status;CRITICAL AR.45 Statement cycle;CRITICAL AR.46 Link to vendor file;CRITICAL AR.47 Notes/comments; and CRITICAL AR.48 Other, user-defined.DESIRED The system has the ability to maintain a customer file with the following information: Accounts Receivable, Billing, and Cash Receipts Req #Description of Requirement Criticality Response Comments AR.49 The system has the ability to provide a single screen to view all information related to a customer with multiple tabs on the screen (i.e., not requiring the need to go to multiple screens for all information). CRITICAL AR.50 The system has the ability to attach documents to the customer file.CRITICAL AR.51 The system has the ability to maintain an audit log of all changes to the customer file.CRITICAL AR.52 The system has the ability to provide a customer information field allowing entry and maintenance of narrative text that is viewable by all users with permissions. CRITICAL AR.53 The system has the ability to provide an account performance inquiry screen that shows historical and statistical information about each customer account. Information should be displayed in a user-friendly, consolidated manner, allowing AR users to easily view the status, activity and comprehensive history of a customer account. DESIRED AR.54 The system has the ability to deactivate a customer and warn if the customer has an outstanding balance, but keep the customer history.CRITICAL AR.55 The system has the ability to reactivate a deactivated customer, (i.e., not having to create a new customer).CRITICAL AR.56 The system has the ability to track customers that have a prior NSF check (insufficient funds) and warn counter clerk at time of customer payments.CRITICAL AR.57 Contact person;CRITICAL AR.58 Date and time of contact;CRITICAL AR.59 Means of contact (e.g., phone, email, etc.);CRITICAL AR.60 Nature of the contact; and CRITICAL AR.61 Information collected as a result of contact.CRITICAL AR.62 The system has the ability to set up customers using categories and sub categories.DESIRED AR.63 The system has the ability to flag customers that have filed bankruptcy.DESIRED AR.64 The system has the ability to flag customers with City-defined codes (i.e., delinquency, property lien, etc.)DESIRED AR.65 The system has the ability to allow users to access and search for customer information easily. CRITICAL The system has the ability to maintain a contact log to record conversations and correspondence with customers and maintains, at a minimum, the following information: Accounts Receivable, Billing, and Cash Receipts Req #Description of Requirement Criticality Response Comments AR.66 The system has the ability to produce bills, statements, invoices, NSF notifications, and other user-defined documents for corresponding (i.e. ili d ili ) t t CRITICAL AR.67 The system had the ability to allow for City defined miscellaneous billings. CRITICAL AR.68 The system has the ability to allow City staff to determine if invoices for the same customer should be combined onto the same invoice or kept as separate invoices. CRITICAL AR.69 The system has the ability to manage separate billing cycles by department, receivable, and customer type.CRITICAL AR.70 The system has the ability to allocate payments based upon a user-defined criteria. CRITICAL AR.71 The system has the ability to prioritize allocation of payments based upon a user-defined criteria. CRITICAL AR.72 The system has the ability to automatically bill recurring invoices based on user-defined billing schedules. CRITICAL AR.73 The system has the ability to import invoices (and validate GL account numbers) produced by other billing systems to allow centralized collection and payment processing functions. DESIRED AR.74 The system has the ability for more than one standard invoice format to allow for invoicing from differing departments (e.g., Parks & Recreation, Communications, Planning, etc.). DESIRED AR.75 The system has the ability to allow the viewing of all outstanding invoices when applying payments to a customer account.CRITICAL AR.76 The system provides the ability to apply payments to a customer's forward balance or to specific open items (e.g., unpaid invoices).CRITICAL AR.77 The system has the ability to allow customers to pre-pay for anticipated future invoices and automatically apply those payments with appropriate security permissions. CRITICAL AR.78 The system has the ability to produce PDF images of invoices automatically when printing as opposed to scanning the printed version of the invoice image. CRITICAL AR.79 The system has the ability to allow batch entry of the same charge to multiple customers.CRITICAL AR.80 The system has the ability to default City-defined fields upon batch entry. (e.g., payment type code, customer type, cash account, etc.)CRITICAL Accounts Receivable, Billing, and Cash Receipts Req #Description of Requirement Criticality Response Comments AR.81 The system has the ability to automatically assign sequential and unique numbers to invoices.CRITICAL AR.82 The system has the ability to reprint bills, statements, and invoices at any point in time.CRITICAL AR.83 The system has the ability to monitor paid and outstanding invoices.CRITICAL AR.84 The system has the ability to provide at least 500 characters for billing description for each item to be billed at time of billing entry.CRITICAL Delinquency Tracking AR.85 The system has the ability to compute late charges for customers not paying within a designated period of time.CRITICAL AR.86 The system has the ability to age the receivables according to user-definable time periods.CRITICAL AR.87 The system has the ability to age receivables according to due date.CRITICAL AR.88 The system has the ability to age receivables according to invoice date. CRITICAL AR.89 The system has the ability to support collections in compliance with State of Minnesota laws.CRITICAL AR.90 The system has the ability to generate accounts receivable aging reports, showing a line item on the aging report for each invoice posted to the accounts receivable master file. CRITICAL AR.91 The system has the ability to generate accounts receivable aging reports for both summary by customer and detail within customer by invoice.CRITICAL AR.92 The system has the ability to generate accounts receivable aging reports by department, account, or location. CRITICAL AR.93 The system has the ability to provide user-defined calculations for the allowance of un-collectable accounts.DESIRED AR.94 The system has the ability to automatically prepare general and sub-ledger journal entries by allowance for un-collectable accounts with appropriate workflow routines. CRITICAL AR.95 The system has the ability to produce a listing of late customer accounts, where "late" can be user defined.CRITICAL AR.96 The system has the ability to provide finance charge program (late fees) with user-defined late periods and percent of interest to be charged for late payment. CRITICAL AR.97 The system has the ability to set finance charge rates dependent on type of service being billed finance charges.DESIRED Accounts Receivable, Billing, and Cash Receipts Req #Description of Requirement Criticality Response Comments AR.98 The system has the ability to produce user-defined aging reports with at least six aging periods (e.g., current, 30, 60, 90, 120, over 120 days).CRITICAL AR.99 The system has the ability to automatically compute and assess a user- defined late fee when the invoice is past due with the ability to turn this feature on or off based on security permissions. CRITICAL AR.100 The system has the ability to reverse finance charges with appropriate security permissions.CRITICAL AR.101 The system has the ability to generate reminder notices (via mail and/or email) to a customer at user-defined intervals (e.g., 30, 60, and 90 days) when the invoice is past due. CRITICAL Cash Receipts AR.102 The system has the ability to accept batch entry of invoices, cash receipts or adjustment transactions.CRITICAL AR.103 The system has the ability to allow direct entry of invoices, cash receipts, or adjustment transactions.CRITICAL AR.104 The system has the ability to allow approved refunds with workflow approval process.CRITICAL AR.105 The system has the ability to accommodate multiple payments for multiple bills (e.g., retiree insurance premium and special assessment).CRITICAL AR.106 The system has the ability to provide cash recording functionality at remote City office locations (i.e., with the goal of recording and tracking payments when made but prior to receipting). CRITICAL AR.107 The system has the ability to automatically prepare general and sub-ledger journal entries by department for cash receipts with appropriate workflow approvals. CRITICAL AR.108 The system has the ability to produce a cash receipt when bills are paid in person (at City).CRITICAL AR.109 The system has the ability to record type of payment (e.g., check, money order, cash, credit card) and a unique reference number.CRITICAL AR.110 The system has the ability to produce a system generated unique receipt reference number. CRITICAL AR.111 The system has the ability to produce a receipt when bills are paid (regardless of the payment method).CRITICAL AR.112 The system has the ability to support online (web-based) payments.CRITICAL Accounts Receivable, Billing, and Cash Receipts Req #Description of Requirement Criticality Response Comments AR.113 The system has the ability to import returned check detail from electronic bank files.DESIRED AR.114 Check number;DESIRED AR.115 Customer number;DESIRED AR.116 Payer Name;DESIRED AR.117 Address detail;DESIRED AR.118 Date of original transaction;DESIRED AR.119 Penalty and/or fee;DESIRED AR.120 Remittance amount;DESIRED AR.121 Remittance date;DESIRED AR.122 Original receipt number;DESIRED AR.123 Reason for return;DESIRED AR.124 Comment field; and DESIRED AR.125 Other, user-defined variables.DESIRED AR.126 The system has the ability to indicate whether transactions have been manually adjusted.CRITICAL AR.127 The system has the ability to flag bills that have been sent to a collection agency for collection.CRITICAL AR.128 The system has the ability to support receipt printing at networked printers.CRITICAL AR.129 The system has the ability to import payments from third-party cash receipting systems (e.g.,recreation) and validate the appropriate GL account numbers. CRITICAL AR.130 The system has the ability to schedule the posting of third-party payment transactions (e.g., lockbox payments). CRITICAL AR.131 The system must have the ability to accommodate deposits into different bank accounts at different banking institutions.DESIRED AR.132 The system has the ability to provide a kiosk for citizens to scan their bills and pay through a kiosk using cash and a credit card. DESIRED Reconciliation AR.133 The system has the ability to interface with banks to process bank drafting and ACH transactions.CRITICAL AR.134 The system has the ability to reconcile with bank statements.CRITICAL The system has the ability to maintain returned check detail, including (but not limited to) the following: Accounts Receivable, Billing, and Cash Receipts Req #Description of Requirement Criticality Response Comments AR.135 The system has the ability to provide an automated reconciliation tool for revenue receipts.CRITICAL AR.136 The system has the ability to provide an automated reconciliation tool for ACH and bank draft transactions.CRITICAL AR.137 The system has the ability to generate daily cash reports for balancing by payment type.CRITICAL AR.138 The system has the ability to generate a daily exception report that reflects all payments reversed and any other condition considered outside normal processing. CRITICAL AR.139 The system has the ability to generate a daily report that reflects all adjustment activity. CRITICAL AR.140 The system has the ability to generate periodic reports of revenue distribution from external sources' file uploads (e.g., credit card company payments) to reflect batch date, batch total control records and dollar count (available to be run on a daily basis). DESIRED AR.141 The system has the ability to import credit/debit card transaction reconciliation files from credit card companies.DESIRED AR.142 The system has the ability to perform reconciliation of transaction data with credit card company data.CRITICAL AR.143 The system provides the user with reconciliation functions to compare imported data with system data.CRITICAL Reporting AR.144 The system has the ability to print a batch listing showing every item in a particular batch upon request.CRITICAL AR.145 The system has the ability to produce an accounts receivable journal listing all activity posted to the accounts receivable master file.CRITICAL AR.146 The system has the ability to print an accounts receivable exception report listing all accounts with credit balances.CRITICAL AR.147 The system has the ability to provide a customer contact listing, showing name, phone number, and other contact information by customer.CRITICAL AR.148 The system has the ability to provide a complete listing of the customer master file by type, which shows each data element in every record.DESIRED AR.149 The system has the ability to allow user-defined queries such as by customer name, type, and by amount owed.CRITICAL AR.150 Name;CRITICAL The system has the ability to generate accounts receivable reports or allow on- Accounts Receivable, Billing, and Cash Receipts Req #Description of Requirement Criticality Response Comments AR.151 Type of receivable;CRITICAL AR.152 Tender type;CRITICAL AR.153 Type of activity;CRITICAL AR.154 Invoice number;CRITICAL AR.155 Accounting code information;CRITICAL AR.156 Amount owed;CRITICAL AR.157 Dates; and CRITICAL AR.158 Other, user-defined.DESIRED AR.159 The system has the ability to print customer payment history based on user- defined criteria.CRITICAL AR.160 The system has the ability to allow queries against all receivable files.CRITICAL AR.161 The system has the ability to display individual transactions and groups of transactions based on the criteria entered by the user.CRITICAL AR.162 The system has the ability to produce transaction reports listing all recorded payments.CRITICAL N No: Feature/Function cannot be provided. Project Accounting and Grant Management Req #Description of Requirement Criticality Response Comments Project Accounting General Requirements PG.1 The system has the ability to provide a Project Accounting module that is integrated with all other proposed system modules including (but not limited to) general ledger, budgeting, accounts receivable, accounts payable, purchasing, grants, and payroll. CRITICAL PG.2 The system has the ability to provide a subsidiary ledger for tracking detailed transaction data for projects.CRITICAL PG.3 The system has the ability to support multi-year parent projects, at least 30 years in length.CRITICAL PG.4 The system has the ability to support parent/child relationships for projects and sub-projects.CRITICAL PG.5 The system has the ability to allow multiple user defined project status codes (e.g., proposed, active, etc.).CRITICAL PG.6 The system has the ability to accommodate at least 99 user defined different project types.CRITICAL Response Indicators: When providing responses to the requirements in Attachment B, proposers shall use the following response indicators:Instruction S Standard: Feature/Function is included in the current software release and will be implemented by the planned phase go-live date as part of the Proposal from vendors in accordance with agreed-upon configuration planning with the City. Respondents are encouraged, but not required, to provide additional information in the Comments column to further demonstrate the system’s ability to meet the requirement. F Future: Feature/Function will be available in a future software release available to the City by April 1, 2019, at which point it will be implemented in accordance with agreed-upon configuration planning with the City. If a response indicator of “F” is provided for a requirement that will be met in a future software release, the Respondent shall indicate the planned release version as well as the time the release will be generally available. C Customization: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with custom modifications. All related customization costs should be indicated in the Comments column next to the feature/function, and the total cost included in Attachment C – Cost Worksheet. If a response indicator of “C” is provided for a requirement that will be met through a custom modification, the Respondent shall indicate the cost of such a modification. T Third-Party: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with integration with a third-party system. This system should be specified. If a response indicator of “T” is provided for a requirement that will be met by integration with a third-party system, the Respondent shall identify this third-party system and include a cost proposal to secure this system. Project Accounting and Grant Management Req #Description of Requirement Criticality Response Comments PG.7 The system has the ability to accommodate user defined project types that integrate with the general ledger as well as those that do not.CRITICAL PG.8 The system has the ability to allow a user to establish project templates (i.e., "simple" templates; "complex" templates; for common project types).DESIRED PG.9 The system has the ability to store at least 99 project templates.DESIRED PG.10 The system has the ability to accommodate projects occurring across multiple funds and departments, down to a specific GL number.CRITICAL PG.11 The system has the ability to associate different account numbers to different components of a project.CRITICAL PG.12 The system has the ability to accommodate projects occurring across a minimum of 99 funds and/or third-party funding sources (e.g. grants and debt). CRITICAL PG.13 The system has the ability to designate a project as a fixed cost or a variable cost.DESIRED PG.14 The system has the ability to allocate reimbursements across at least 99 entities.DESIRED PG.15 The system has the ability to provide project forecasting capabilities, for a minimum of 20 years (i.e., current, plus nineteen years).CRITICAL PG.16 The system has the ability to provide free form notes or text fields for project descriptions.CRITICAL PG.17 The system has the ability to provide a workflow routine to assist in the annual process of determining fiscal year expenses and revenues for each project. DESIRED PG.18 The system has the ability to provide user-defined cost allocation codes.DESIRED PG.19 The system has the ability to link projects to grants.CRITICAL PG.20 The system has the ability to link multiple projects to one another.CRITICAL Project Tracking and Closing PG.21 The system has the ability to track city-defined project information (e.g., project schedule, budget). CRITICAL PG.22 The system has the ability to track project budgets by project receivables/revenues.CRITICAL PG.23 The system has the ability to store historical budget and actuals data for each year that the project is active.CRITICAL Project Accounting and Grant Management Req #Description of Requirement Criticality Response Comments PG.24 The system has the ability to withhold retainage on a project up to 100 percent.CRITICAL PG.25 The system has the ability to retrieve and apply labor rates from the payroll module that account for salaries and benefits.CRITICAL PG.26 The system has the ability to allow a user to manually edit labor rates and values charged to a project, based on appropriate security permissions.CRITICAL PG.27 The system has the ability to track project dates (e.g., start date, reporting dates).DESIRED PG.28 The system has the ability to track and change multiple funding sources with the appropriate security permissions.CRITICAL PG.29 The system has the ability to track expenditures based on the year the debt was issued.DESIRED PG.30 The system has the ability to track expenditures based on the debt that was issued.DESIRED PG.31 The system has the ability to flag capital vs. non capital projects and all associated expenditures.CRITICAL PG.32 The system has the ability to track multiple funding sources when bonds are issued in multiple years for a project. DESIRED PG.33 The system has the ability to transfer funding sources from one project to another project if the project is complete and under budget pending workflow approval. CRITICAL PG.34 The system has the ability to apply overhead to projects.CRITICAL PG.35 The system has the ability to track the funding sources for each project, the amount of expenditures that have been charged to the project that are to be paid by multiple funding sources, and any budget transfers that have moved the funding sources from one project to another. CRITICAL PG.36 The system has the ability to carry forward information at year-end for multi- year projects.CRITICAL PG.37 The system has the ability to accommodate change orders to open contracts.CRITICAL PG.38 The system has the ability to allow configurable change order forms to be established to capture specific data elements related to the change.DESIRED PG.39 The system has the ability to provide workflow functionality to support the change order process.CRITICAL Project Accounting and Grant Management Req #Description of Requirement Criticality Response Comments PG.40 The system has the ability to retain historical information for all projects for at least 25 years after the project close.CRITICAL PG.41 The system has the ability to close projects either partially or completely without losing the reporting history.CRITICAL PG.42 The system has the ability to allow the closing of multiple projects at the same time (i.e., related projects).CRITICAL PG.43 The system has the ability to allow the closing of a "child" project without having to close the "parent" project, and vice versa.CRITICAL PG.44 The system has the ability to re-open a closed project, with appropriate security permissions.CRITICAL Project Reporting PG.45 The system has the ability to produce reports to satisfy local, state, and federal requirements.CRITICAL PG.46 The system has the ability to generate user-defined reports by date range. CRITICAL PG.47 The system has the ability to generate balance sheet account reports on all of the above criteria by date ranges.CRITICAL PG.48 The system has the ability to report on contract change orders and contingencies related to the project.CRITICAL PG.49 The system has the ability to report on resource time towards projects.CRITICAL PG.50 The system has the ability to report on the remaining contract balance by fiscal year, life-to-date, or other user-specified date.DESIRED PG.51 The system has the ability to allow changes to the detail level of report parameters, with appropriate security permissions.CRITICAL Grant Management General Requirements PG.52 The system has the ability to provide a Grant Management module that is integrated with all other proposed system modules including (but not limited to) General Ledger, Budgeting, Accounts Receivable, Accounts Payable, Purchasing, Projects, and Payroll. DESIRED PG.53 The system has the ability to provide for multi-year grants.DESIRED PG.54 The system has the ability to allow multiple grants to roll into one project, with the ability to track each grant separately.DESIRED PG.55 The system has the ability to provide unique identifiers to grants.DESIRED PG.56 The system has the ability to generate an alert when a grant account is used for an expenditure and a grant identifier is not referenced.DESIRED Project Accounting and Grant Management Req #Description of Requirement Criticality Response Comments PG.57 The system has the ability to link City-defined grant numbers with issuing agency grant numbers.DESIRED PG.58 The system has the ability to interface with third-party grant management software systems (e.g., external agency systems).DESIRED PG.59 The system has the ability to duplicate pre-existing grants to establish templates for new grants.DESIRED PG.60 The system has the ability to generate a repository/library of all documentation related to a grant that is all accessible from a single location.DESIRED PG.61 The system has the ability to maintain the grantor's closeout date.DESIRED PG.62 The system has the ability to generate an alert on a user-defined number of days prior to the grantor's closeout date, up to 365 days.DESIRED PG.63 The system has the ability to retain grant information for at least six years after the close of a grant.DESIRED PG.64 The system has the ability to export all documentation for a specific grant to electronic format (i.e., during an audit).DESIRED PG.65 The system has the ability to generate export files (e.g., csv, xlsx, txt) for the purpose of uploading data to third-party applications (e.g., State or Federal).DESIRED PG.66 The system has the ability to allow grants to be established with multiple funding sources, with the ability to track funding sources separately. DESIRED PG.68 The system has the ability to track reimbursements and link to the initial request.DESIRED PG.69 The system has the ability to track the use of multi-year deferred revenue prior to reimbursement.DESIRED Grant Tracking PG.71 The system has the ability to track CDBG (Community Development Block Grants).DESIRED PG.72 The system has the ability to allocate a user defined percentage of the City's annual Community Development Block Grant to fund local public services.DESIRED PG.73 The system has the ability to track pass-through grants. DESIRED PG.74 The system has the ability to maintain a grant budget that is different and separate from all other budgets.DESIRED Project Accounting and Grant Management Req #Description of Requirement Criticality Response Comments PG.75 The system has the ability to link individual grant budgets to the City budget based on user preference.DESIRED PG.76 The system has the ability to generate any indirect costs associated with a grant.DESIRED PG.77 The system has the ability to support at least 30 different user defined types of grant categories.DESIRED PG.78 The system has the ability to support the configuration of different requirements by grant category.DESIRED PG.79 The system has the ability to link grants to projects.DESIRED PG.80 The system has the ability to link grants to projects in 1-to-1, 1-to-many and many-to-1 relationships.DESIRED PG.81 The system has the ability to record all grant activity in the general ledger.DESIRED PG.82 The system has the ability to track compliance of the grant through a City- defined checklist by individual grant.DESIRED PG.83 The system has the ability to view and track all assets acquired through grant funding as indicated through the capital/fixed asset module.DESIRED PG.84 The system has the ability to accommodate user defined performance metrics associated with a grant.DESIRED PG.85 The system has the ability to allow grant metrics to be established.DESIRED PG.86 The system has the ability to track grant metrics associated with a pass- through/sub-grant.DESIRED PG.87 The system has the ability to track grant activity by active fiscal year and all years within the grant contract (e.g., across multiple fiscal years).DESIRED PG.88 The system has the ability to track grant activity over the life of the grant.DESIRED PG.89 The system has the ability to track notes associated with each grant.DESIRED PG.90 The system has the ability to provide notifications or alerts for remaining grant balances or percent complete.DESIRED PG.91 The system has the ability to record all grant expenditure and revenue information.DESIRED PG.92 The system has the ability to define allowable expenditures.DESIRED PG.93 The system has the ability to restrict grant expenditures not within grant dates.DESIRED PG.94 The system has the ability to allow restriction on grant expenditures to be overridden, with appropriate security permissions.DESIRED Project Accounting and Grant Management Req #Description of Requirement Criticality Response Comments PG.95 The system has the ability to suspend a grant prior to completion.DESIRED PG.96 The system has the ability to assign payroll expenses to a grant through integration with the payroll application.DESIRED PG.97 The system has the ability to limit the application of payroll expense to grants through security permissions.DESIRED PG.98 The system has the ability to separate actual expenditures against allowable expenditures.DESIRED PG.99 The system has the ability to allow remaining funding to be setup as a new grant or grant program.DESIRED PG.100 The system has the ability to allow the transfer of grant funding between City departments.DESIRED PG.101 The system has the ability to create a user-defined cost structure by year for each grant (e.g., year one = 100%, year two = 80%, etc.)DESIRED Grant Reimbursements PG.102 The system has the ability to support the process of reimbursement requests for grants that are initially funded by the City.DESIRED PG.103 The system has the ability to track all reimbursement requests through the life of the grant.DESIRED PG.104 The system has the ability to track the number of reimbursement requests to ensure the number does not exceed a grant limit.DESIRED PG.105 The system has the ability to allow "checklists" to be established to track the necessary documentation related to a reimbursement request.DESIRED PG.106 The system has the ability to allow established "checklists" to be modified during the life of the grant with appropriate security permissions.DESIRED PG.107 The system has the ability to trigger notifications based on established timelines associated with the reimbursement request process.DESIRED PG.108 The system has the ability to limit the reimbursement request to prescribed internal processes based on an established timeline.DESIRED PG.109 The system has the ability to submit electronic check images as part of the reimbursement request process.DESIRED PG.110 The system has the ability to submit electronic payment method images (EFT, ACH etc.) as part of the reimbursement request process.DESIRED PG.111 The system has the ability to electronically store the "final" documents associated with a submitted reimbursement request.DESIRED Project Accounting and Grant Management Req #Description of Requirement Criticality Response Comments Grant Reporting PG.112 The system has the ability to generate reports for all grant history.DESIRED PG.113 The system has the ability to generate reports for multiple grants that are not in sequential series (i.e., report by year, category etc.).DESIRED PG.114 The system has the ability to generate a report of all active and inactive grants.DESIRED PG.115 The system has the ability to maintain a calendar or scheduling of required grant reports (e.g. schedule a monthly report for submitting to grantor).DESIRED PG.116 The system has the ability to generate all state and federally required reports.DESIRED PG.117 The system has the ability to query on all data fields in the grant management module in order to provide a user defined query screen.DESIRED PG.118 Five Year Consolidated Plan;DESIRED PG.119 Single Audit Report (SEFA);DESIRED PG.120 Action Plan; DESIRED PG.121 Consolidated Annual Performance and Evaluation Report;DESIRED PG.122 Expenditures and revenues;DESIRED PG.123 Sources of revenues;DESIRED PG.124 Reimbursed costs;DESIRED PG.125 Reimbursed costs by percentage detail DESIRED PG.126 Budget to actual costs;DESIRED PG.127 Projected vs. actual budget;DESIRED PG.128 Grants trial balance;DESIRED PG.129 Pending approval grant funding;DESIRED PG.130 Quarterly cash balance; DESIRED PG.131 Monthly cash balance; and DESIRED PG.132 Calculation of interest based on average daily cash balance.DESIRED PG.133 The system has the ability to report on specific activity of a grant within a user-defined date range.DESIRED The system has the ability to generate the following Reports: N No: Feature/Function cannot be provided. Fixed Assets and Inventory Req #Description of Requirement Criticality Response Comments Fixed Assets General Requirements FI.1 The system has the ability to provide a Fixed Assets module that is integrated with all other system modules including (but not limited to) General Ledger, Budgeting, Purchasing, and Accounts Payable. CRITICAL FI.2 The system has the ability to allow the user to select the general ledger account based on the type of asset created. CRITICAL FI.3 The system has the ability to allow a review of asset journal entries prior to posting to the general ledger. CRITICAL FI.4 The system has the ability to transfer the CIP cost in order to create a general ledger journal entry based on asset type. CRITICAL FI.5 The system has the ability to track capitalized assets.CRITICAL FI.6 The system has the ability to track non-capitalized assets.DESIRED FI.7 The system has the ability to track assets funded by grants.CRITICAL FI.8 The system has the ability to modify valuation due to improvements or replacements to the asset. CRITICAL Third-Party: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with integration with a third-party system. This system should be specified. If a response indicator of “T” is provided for a requirement that will be met by integration with a third-party system, the Respondent shall identify this third-party system and include a cost proposal to secure this system. T Response Indicators: When providing responses to the requirements in Attachment B, proposers shall use the following response indicators:Instruction S Standard: Feature/Function is included in the current software release and will be implemented by the planned phase go-live date as part of the Proposal from vendors in accordance with agreed-upon configuration planning with the City. Respondents are encouraged, but not required, to provide additional information in the Comments column to further demonstrate the system’s ability to meet the requirement. F Future: Feature/Function will be available in a future software release available to the City by April 1, 2019, at which point it will be implemented in accordance with agreed-upon configuration planning with the City. If a response indicator of “F” is provided for a requirement that will be met in a future software release, the Respondent shall indicate the planned release version as well as the time the release will be generally available. C Customization: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with custom modifications. All related customization costs should be indicated in the Comments column next to the feature/function, and the total cost included in Attachment C – Cost Worksheet. If a response indicator of “C” is provided for a requirement that will be met through a custom modification, the Respondent shall indicate the cost of such a modification. Fixed Assets and Inventory Req #Description of Requirement Criticality Response Comments FI.9 The system has the ability to automatically account for fixed assets at the time of purchasing or requisition based on account number selected.CRITICAL FI.10 The system has the ability to allow a user to manually flag a fixed asset at the time of purchasing or requisition.CRITICAL FI.11 The system has the ability to set a user-defined threshold dollar amount for a purchase to be considered a fixed asset. CRITICAL FI.12 The system has the ability to transfer data from the purchase order to the fixed asset record.CRITICAL FI.13 The system has the ability to capitalize and depreciate assets according to user-defined rules. CRITICAL FI.14 The system has the ability to record, recognize, and capitalize assets that are subsidized by third-party entities for the City, such as the federal or state government. CRITICAL FI.15 The system has the ability to calculate valuation for fixed assets based on user-defined rules. CRITICAL FI.16 The system has the ability to record cost at acquisition.CRITICAL FI.17 The system has the ability to determine and maintain salvage values for fixed assets.CRITICAL FI.18 The system has the ability to calculate replacement costs of the fixed assets. CRITICAL FI.19 The system has the ability to modify assets by user-defined criteria, with proper security permissions.CRITICAL FI.20 The system has the ability to automatically update the fixed assets system from AP entry with appropriate review and approval.CRITICAL FI.21 The system has the ability to allow authorized users read-only access to fixed asset information via a decentralized interface. CRITICAL FI.22 The system has the ability to store original purchase order number, invoice number, original check number and original vendor information.CRITICAL FI.23 The system has the ability to drill-down into linked POs, invoices, checks and vendor file information.CRITICAL FI.24 The system has the ability to drill-down into asset history (i.e., additions, transfers, adjustments).CRITICAL FI.25 The system has the ability to support threshold-based alerts and workflows (e.g., assets with a value greater than $50,000 require an alternate disposal workflow approval process). DESIRED Fixed Assets and Inventory Req #Description of Requirement Criticality Response Comments Asset Entry and Tracking FI.26 The system has the ability to be in full compliance with GASB compliance requirements.CRITICAL FI.27 The system has the ability to provide controls for maintaining unique City generated fixed asset tag numbers.CRITICAL FI.28 The system has the ability to indicate a parent and/or child asset as "disposed."CRITICAL FI.29 The system has the ability to allow a user with appropriate security permissions to edit whether an asset should be capitalized.CRITICAL FI.30 The system has the ability to allow the City to set-up work flow routines for at least five different disposal processes (e.g., public auction, online sale).DESIRED FI.31 The system has the ability to record City-defined information at the time of asset disposal related to the asset (e.g., condition of asset, mileage, etc.)CRITICAL FI.32 The system has the ability to automatically assign unique asset numbers.CRITICAL FI.33 The system has the ability to copy an existing asset record as a starting point for the entry of a new asset.CRITICAL FI.34 The system has the ability to set department, division, fund, and type classifications for each asset (i.e., governmental, proprietary, etc.).CRITICAL FI.35 The system has the ability to establish asset groups (i.e., Government Activities and Business-Type Activities).CRITICAL FI.36 The system has the ability to accommodate user-defined classes within each asset category.DESIRED FI.37 The system has the ability to accommodate at least 99 different asset classes within each category.DESIRED FI.38 The system has the ability to allow an administrator to configure additional asset categories and classes that allow the same functionality of other asset categories and classes. DESIRED FI.39 The system has the ability to allow the City to establish a minimum of 10 asset categories (e.g., machinery and equipment, land).CRITICAL FI.40 The system has the ability to allow the City to define asset information that is maintained (e.g., associated fund, cost, status).CRITICAL FI.41 The system has the ability to link assets in parent-child relationships.CRITICAL FI.42 The system has the ability to allow for at least 20,000 different active parent assets.CRITICAL Fixed Assets and Inventory Req #Description of Requirement Criticality Response Comments FI.43 The system has the ability to allow for at least 10,000 different active child assets.CRITICAL FI.44 The system has the ability to mass transfer assets from one organization/department code to another with appropriate security permissions. CRITICAL FI.45 The system has the ability to allow the transfer of an asset from one department or fund to another.CRITICAL FI.46 The system has the ability to automatically flag an asset when it is time to retire it from the system. DESIRED FI.47 The system has the ability to automatically archive retired and/or sold assets on a scheduled or user-defined basis.CRITICAL FI.48 The system has the ability to integrate with the City's GIS database for the purpose of tracking the geographical location of assets.CRITICAL FI.49 The system has the ability to attach any document to an asset record.CRITICAL FI.50 The system has the ability to attach a picture to an asset record.CRITICAL Depreciation FI.51 The system has the ability to capture depreciation balance at the date of transfer or disposal. CRITICAL FI.52 The system has the ability to report depreciation, sortable by existing fields such as by asset, type, general ledger account code or any other field in the asset record. CRITICAL FI.53 The system has the ability to project current year's depreciation by department as well as add multiple years expense, and then project the future years depreciation by department. DESIRED FI.54 The system has the ability to project current year's depreciation by the type of asset as well as add multiple years expense, and then project the future years depreciation by the type of asset. DESIRED FI.55 The system has the ability to default to straight line depreciation.CRITICAL FI.56 The system has the ability to allow the reversal of changes made based on depreciation, with appropriate security permissions.CRITICAL FI.57 The system has the ability to allow a user to configure the date of depreciation calculation (i.e., half year in the year of acquisition/disposal, etc.) CRITICAL FI.58 The system has the ability to set standard and user-controlled depreciation methods.CRITICAL Fixed Assets and Inventory Req #Description of Requirement Criticality Response Comments FI.59 The system has the ability to calculate "back" depreciation to original acquisition date.DESIRED FI.60 The system has the ability to recalculate depreciation based on changes made to asset criteria (including changes made to original acquisition date).DESIRED FI.61 The system has the ability to update or change depreciation information for a group of assets with appropriate security permissions.CRITICAL FI.62 The system has the ability to store depreciation expense account.CRITICAL FI.63 The system has the ability to provide depreciation calculation results for user defined periods of time.CRITICAL FI.64 The system has the ability to provide an automatic calculation of depreciation changes at period end.CRITICAL Reporting FI.65 The system has the ability to query information or generate reports on assets by user-defined criteria such as by general ledger account code, location, activity, and asset class. CRITICAL FI.66 The system has the ability to report asset expenditures against a capital budget.CRITICAL FI.67 The system has the ability to generate monthly or user-defined frequency reconciliation reports to the GL.CRITICAL FI.68 The system has the ability to monitor, or report on assets based on department, category code, or other descriptions such as serial number or replacement year. CRITICAL FI.69 The system has the ability to report a disposal date and value. CRITICAL FI.70 The system has the ability to output listings of assets by any system-defined field, such as location, category, department, and value.CRITICAL FI.71 The system has the ability to report on assets based on funding source.CRITICAL FI.72 The system has the ability to report transactions: period additions, transfers, disposals, and depreciation by asset, type, and general ledger account code.CRITICAL FI.73 The system has the ability to create depreciation reports and other types, both canned and ad-hoc.CRITICAL FI.74 The system has the ability to provide GASB compliance reports.CRITICAL FI.75 The system has the ability to report construction-in-progress.CRITICAL Fixed Assets and Inventory Req #Description of Requirement Criticality Response Comments FI.76 The system has the ability to generate valuation report on all of City's assets. CRITICAL FI.77 The system has the ability to flag an asset as construction in progress.CRITICAL FI.78 The system has the ability to generate fixed asset exception report (i.e., verification that fixed asset sub ledger and general ledger coincide).CRITICAL FI.79 The system has the ability to generate a depreciation expense report (i.e., showing the calculation of how depreciation expense was calculated).CRITICAL FI.80 The system has the ability to generate a depreciation schedule report. CRITICAL Inventory General Requirements FI.81 The system has the ability to support inventory management functions that are integrated with other proposed system modules, including but not limited to; general ledger, purchasing, accounts payable, and project accounting.DESIRED FI.82 The system has the ability to accommodate at least 999,999 inventory items.DESIRED FI.83 Establish new items;DESIRED FI.84 Maintain information related to existing item;DESIRED FI.85 Adjust inventory counts;DESIRED FI.86 Remove items from active inventory; and DESIRED FI.87 Remove items permanently from inventory.DESIRED FI.88 The system has the ability to convert purchasing units into inventory units (e.g., case of toner drums versus toner drum).DESIRED FI.89 The system has the ability to limit which inventory items will update to the general ledger.DESIRED FI.90 The system has the ability to accommodate at least 99 locations for inventory stores.DESIRED FI.91 The system has the ability to support bar coding of inventory items.DESIRED FI.92 The system has the ability to produce bin labels with bar codes for inventory items (e.g., box of air filters).DESIRED FI.93 The system has the ability to maintain City defined data points for all inventory items (e.g., item name, location, etc.).DESIRED FI.94 The system has the ability to merge multiple inventory items to a new or existing inventory item.DESIRED The system will perform the following functions to the inventory listing in real time, with appropriate permissions: Fixed Assets and Inventory Req #Description of Requirement Criticality Response Comments FI.95 The system has the ability to automatically generate notifications of reorder points.DESIRED FI.96 The system has the ability to automatically generate notifications of upcoming warranty expirations.DESIRED FI.97 The system has the ability to electronically attach images of inventory items.DESIRED FI.98 Actual cost;DESIRED FI.99 Moving average;DESIRED FI.100 Last in first out (LIFO);DESIRED FI.101 First in first out (FIFO);DESIRED FI.102 Replacement; and DESIRED FI.103 Other, user-defined.DESIRED FI.104 The system has the ability to accommodate automatic reorder processes for particular items based on any inventory data field (e.g., warranty or minimum quantity). DESIRED FI.105 The system has the ability to accommodate workflow processes for periodic inventory counts.DESIRED FI.106 The system has the ability to support shifts, daily, weekly, monthly, quarterly or annual inventory counts by producing inventory worksheets of current inventory levels. DESIRED FI.107 The system has the ability to automatically generate the invoice or transactional charges to departments for warehouse purchases.DESIRED FI.108 The system has the ability to accommodate non-stock inventory items, for linking to an asset.DESIRED FI.109 The system has the ability to accommodate multiple inventory locations and prioritize them for stock picking purposes.DESIRED FI.110 The system has the ability to add inventory items based on processing of AP invoices. DESIRED Inventory Reporting FI.111 The system has the ability to generate a master inventory report.DESIRED FI.112 The system has the ability to generate a report of inventory by user-selected items or groups.DESIRED The system has the ability to accommodate the following methods of inventory costing: Fixed Assets and Inventory Req #Description of Requirement Criticality Response Comments FI.113 The system has the ability to generate a report of inventory turnover.DESIRED FI.114 The system has the ability to generate inventory usage reports by date range.DESIRED FI.115 The system has the ability to generate inventory usage reports by department.DESIRED N No: Feature/Function cannot be provided. Time Entry and Payroll Req #Description of Requirement Criticality Response Comments Time Entry General Requirements TP.1 The system has the ability to provide a Time Entry and Payroll module that is integrated with all other system modules including (but not limited to) General Ledger, Budgeting, Purchasing, and Accounts Payable. CRITICAL TP.2 The system has the ability to separate exception based and non-exception based time entry in order to accommodate for the varying types of employees at the City. CRITICAL TP.3 The system has the ability to track time towards grants or projects based upon the specific rate at the time it was worked.CRITICAL TP.4 The system has the ability to provide a drop-down of project codes/names that an employee is eligible to enter time against, avoiding the need to manually enter each project code/name. CRITICAL TP.5 The system has the ability to provide favorites for selecting projects and/or grants against which time was worked.DESIRED TP.6 The system has the ability to support the entry of time by a single employee against a minimum of 20 projects per period.CRITICAL T Third-Party: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with integration with a third-party system. This system should be specified. If a response indicator of “T” is provided for a requirement that will be met by integration with a third-party system, the Respondent shall identify this third-party system and include a cost proposal to secure this system. F Future: Feature/Function will be available in a future software release available to the City by April 1, 2019, at which point it will be implemented in accordance with agreed-upon configuration planning with the City. If a response indicator of “F” is provided for a requirement that will be met in a future software release, the Respondent shall indicate the planned release version as well as the time the release will be generally available. C Customization: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with custom modifications. All related customization costs should be indicated in the Comments column next to the feature/function, and the total cost included in Attachment C – Cost Worksheet. If a response indicator of “C” is provided for a requirement that will be met through a custom modification, the Respondent shall indicate the cost of such a modification. Response Indicators: When providing responses to the requirements in Attachment B, proposers shall use the following response indicators:Instruction S Standard: Feature/Function is included in the current software release and will be implemented by the planned phase go-live date as part of the Proposal from vendors in accordance with agreed-upon configuration planning with the City. Respondents are encouraged, but not required, to provide additional information in the Comments column to further demonstrate the system’s ability to meet the requirement. Time Entry and Payroll Req #Description of Requirement Criticality Response Comments TP.7 Web-based, employee-self service;CRITICAL TP.8 Manual entry at a workstation;CRITICAL TP.9 Batch entry at a workstation;CRITICAL TP.10 MS Excel import;CRITICAL TP.11 Time clock entry;CRITICAL TP.12 Mobile device/app; and DESIRED TP.13 Other user-defined.DESIRED TP.14 The system has the ability to support the concurrent use of different types of devices for time collection.CRITICAL TP.15 The system has the ability to perform data validation upon the completion of all time entries.CRITICAL TP.16 The system has the ability to display a complete list of error messages for an entry (i.e., not only the first error). CRITICAL TP.17 The system has the ability to allow corrections to be made to postings suspended due to validation errors. CRITICAL TP.18 The system has the ability to enforce full edit/validation rules for all updates. CRITICAL TP.19 The system has the ability to secure the timesheet data from any updates or changes after a designated sign-off.CRITICAL TP.20 The system has the ability to provide edits to ensure that timesheet entry is completed and required approvals have been received before submitting to payroll processing. CRITICAL TP.21 The system has the ability to handle schedule/department/job changes retroactive to reported time being entered. CRITICAL TP.22 The system has the ability to display employee accrual balances on time entry screen to consolidate and simplify time entry.CRITICAL TP.23 The system has the ability to record employee’s approval of a timesheet.CRITICAL TP.24 The system has the ability to display State of Minnesota required language prior to approval. CRITICAL TP.25 The system has the ability to provide the ability to designate a back up for employees that are unable to enter or approve their time (e.g., due to sick leave). CRITICAL TP.26 The system has the ability to prevent employees from making duplicate time entries.CRITICAL The system shall provide the ability to enter time in the following ways: Time Entry and Payroll Req #Description of Requirement Criticality Response Comments TP.27 The system has the ability for an employee to record time for multiple positions, whether for concurrently held positions, or as a result of a mid- period transfer. CRITICAL TP.28 The system has the ability to restrict time reporting codes entered by employees to those selected for the employee’s group.CRITICAL TP.29 The system has the ability to process and approve time sheets and time reports in a decentralized and electronic format.CRITICAL TP.30 The system has the ability to allow overtime approval to occur prior to or after the work has been performed.DESIRED TP.31 The system has the ability to hold data entered on-line in a suspense or pending file until approved electronically and released for processing.CRITICAL TP.32 The system has the ability to allow managers to edit employee timecards (with appropriate authorization).CRITICAL TP.33 The system has the ability to allow managers to perform mass edits on employee timecards (with appropriate authorization).CRITICAL TP.34 The system has the ability to notify employees of any edits to their reported time.DESIRED TP.35 The system has the ability to process mass absences at the City, DESIRED TP.36 The system has the ability to store City-defined time and attendance history data.CRITICAL TP.37 The system has the ability to store time and attendance history for the life of the system.CRITICAL TP.38 The system has the ability to coordinate usage of City specific absence types with regulated leave types when appropriate. (i.e., when sick time is taken that is also an FMLA event, eligibility for both is reduced either simultaneously or consecutively, as per City policies.) CRITICAL TP.39 The system has the ability to associate specific letters, forms and other DESIRED TP.40 The system has the ability to allow the City to configure time sheet layouts based on employee type.CRITICAL TP.41 The system has the ability to populate the time sheet based on the employee schedule.DESIRED TP.42 The system has the ability to notify employees or managers when they have not submitted or approved time sheets. The system must be able to send additional e-mail alerts escalating the issue to higher level individuals or designated backup individuals. CRITICAL Time Entry and Payroll Req #Description of Requirement Criticality Response Comments TP.43 The system has the ability to support the entry of time worked in a "out of position" status.CRITICAL TP.44 The system has the ability to default an employees time to multiple departments. CRITICAL Leave Time Accrual and Use TP.45 The system has the ability to support at a minimum of 99 City-defined leave types.CRITICAL TP.46 The system has the ability to identify leave sub-types (e.g., military leave with a sub-type of emergency vs. drill). CRITICAL TP.47 The system has the ability to flag various attendance conditions, including in early, in late, out early, out late, and unexcused absences.DESIRED TP.48 The system has the ability to capture and maintain breaks in service.CRITICAL TP.49 The system has the ability to account for all leave time at varying accrual rates.CRITICAL TP.50 The system has the ability to track and maintain shared leave detail including (but not limited to) donating employee, receiving employee leave balances. CRITICAL TP.51 The system has the ability to compare absence time with scheduled work time to detect absence conditions.DESIRED TP.52 The system has the ability to automatically track FMLA and Military leave based on Federal and State requirements.CRITICAL TP.53 The system has the ability to accommodate partial leave accrual on a temporary and/or permanent basis (e.g., during intermittent FMLA leave).CRITICAL TP.54 The system has the ability to track FMLA used and FMLA available (based on hire date, length of service, and hours of FMLA previously taken).CRITICAL TP.55 The system has the ability to track FMLA for intermittent as well as non- intermittent FMLA cases.CRITICAL TP.56 The system has the ability to track FMLA against any of the four year definitions permitted.CRITICAL TP.57 The system has the ability to track all FMLA and/or state leave absences that are open at once.CRITICAL TP.58 The system has the ability to support the reclassification of prior period time off to FMLA, with a full audit trail and automatic update of all balances and applicable pay calculations. CRITICAL Time Entry and Payroll Req #Description of Requirement Criticality Response Comments TP.59 The system has the ability to accommodate cumulative (rollover) and non- cumulative (use-it-or-lose-it) leave accruals.CRITICAL TP.60 The system has the ability to set a maximum for cumulative (rollover) leave accruals.CRITICAL TP.61 The system has the ability to maintain leave accrual schedules, containing leave type and accrual rates.CRITICAL TP.62 The system has the ability to temporarily suspend leave accrual (e.g., during unpaid leave).CRITICAL TP.63 The system has the ability to require accrual balances to automatically transfer between “current year” and “prior year” banks at designated transfer points, with the option for a maximum balance. CRITICAL TP.64 The system has the ability to require accruals are able to be accrued on any frequency, including, but not limited to, daily, each holiday, weekly, bi- weekly, semi-monthly, monthly, quarterly, semi-annually, annually. CRITICAL TP.65 The system has the ability to require that accrual balances for the future must be automatically computed for any future dates in real-time, enabling projected balances for a future date to be viewed. DESIRED TP.66 The system has the ability to calculate liability for unused earned leave at regular intervals and on demand.CRITICAL TP.67 The system has the ability to track and calculate the value of lost earned time at regular intervals and on demand.DESIRED TP.68 The system has the ability to alert managers on leave usage exceptions.DESIRED TP.69 The system has the ability to allow a system generated flag to be configured for the expiration of a certain leave type.CRITICAL TP.70 The system has the ability to accrue sick leave time every pay period for all qualified employees (on a work status).CRITICAL TP.71 The system has the ability to provide separate user-defined accrual processes by leave type (such as vacation, comp, sick, and personal time).CRITICAL TP.72 The system has the ability to define and enforce user-defined rules for holiday accrual for employee groups and types as defined by user.CRITICAL TP.73 The system has the ability to set and maintain leave and vacation accrual schedules by job class (or other user-defined classification).CRITICAL TP.74 The system has the ability to accrue sick and vacation time at the end of a user specified period (e.g., day, week, pay period, or month).CRITICAL Time Entry and Payroll Req #Description of Requirement Criticality Response Comments TP.75 The system has the ability to accommodate partial leave accrual for part- time employees based on actual time worked.DESIRED TP.76 The system has the ability to deduct military, vacation, and/or personal leave time if not used by year end, with option to override with appropriate security.CRITICAL TP.77 The system has the ability to define and enforce user-defined rules for sick time and annual leave usage in accordance with City policy. CRITICAL TP.78 The system has the ability to administer all leave in accordance with City policy.CRITICAL Leave Requests TP.79 The system provides a web-interface for leave request submittal by employees.CRITICAL TP.80 The system has the ability to allow employees to submit leave requests.CRITICAL TP.81 The system has the ability to allow employees to view accrual balances prior to submitting leave requests.CRITICAL TP.82 The system has the ability to validate leave requested or leave time entered by staff. CRITICAL TP.83 The system has the ability to notify employees of rejected leave requests.CRITICAL TP.84 The system provides a set of qualifying questions for Leave Requests that collects information necessary to determine if the leave can be approved under any qualified leave program. DESIRED TP.85 The system has the ability to set limits and qualifying conditions on use of leave time.CRITICAL TP.86 The system has the ability to project an employee’s leave balance, considering any future entitlements and existing requests.CRITICAL TP.87 The system has the ability to show the employee and supervisor whether the time off requested will actually be available at the future date, when considering all other approved time off and any other accrued time off in the meantime that is scheduled to occur. CRITICAL TP.88 The system has the ability to notify user of attempt to submit leave request where accrued time is less than requested time.CRITICAL TP.89 The system has the ability to allow City-identified supervisor(s) override for leave requests where accrued time is less than requested time based on system security. CRITICAL Time Entry and Payroll Req #Description of Requirement Criticality Response Comments TP.90 The system has the ability to generate an alert when shared leave time (sick bank) reaches a user-defined limit or maximum amount.DESIRED TP.91 The system has the ability to restrict or allow sick and vacation leave to be used only after it is earned.CRITICAL TP.92 The system has the ability to send an alert/notification to employee and supervisor when accrual maximum/minimum for leave time/s is approaching.DESIRED Scheduling TP.93 Group schedules;DESIRED TP.94 Individual schedules;DESIRED TP.95 Rotation schedules;DESIRED TP.96 Shift Schedules;DESIRED TP.97 Demand-based schedules; and DESIRED TP.98 Other user defined.DESIRED TP.99 The system has the ability to accommodate mid-month schedule changes. DESIRED TP.100 The system has the ability to view schedule up to two years (rolling) in advance.DESIRED TP.101 The system has the ability to view and maintain all previous schedules.DESIRED TP.102 The system has the ability to allow schedule shift patterns to be automatically repeated, or rolled forward for future weeks/months/year.DESIRED TP.103 The system has the ability to maintain schedules by post.DESIRED TP.104 The system has the ability to accommodate unlimited schedule changes and adjustments on demand. DESIRED TP.105 Varying hours per shift;DESIRED TP.106 Start times;DESIRED TP.107 End times;DESIRED TP.108 Duration;DESIRED TP.109 Multiple shift patterns;DESIRED TP.110 Multiple employee roles;DESIRED TP.111 Required certifications of resources for the shift;DESIRED TP.112 Multiple locations;DESIRED The system has the ability to accommodate the following types of schedules: The system has the ability to maintain various defined shifts with the following characteristics and information: Time Entry and Payroll Req #Description of Requirement Criticality Response Comments TP.113 Multiple sub-locations; and DESIRED TP.114 Multiple skill requirements.DESIRED TP.115 The system has the ability to prohibit resources from being scheduled for a particular shift that do not meet prescribed requirements.DESIRED TP.116 The system has the ability to override restrictions on employees being scheduled for a particular shift.DESIRED TP.117 The system has the ability to assign the number of personnel required each day for defined positions.DESIRED TP.118 The system has the ability to identify variances (both positive and negative) between required number of personnel and actual scheduled for a given position on a given day. DESIRED TP.119 The system has the ability to assign the number of personnel required at each location for defined positions and days (e.g., minimum clerical staff at a particular office on Mondays). DESIRED TP.120 The system has the ability to identify variances (both positive and negative) between required number of personnel and actual scheduled for a given location on a given day. DESIRED TP.121 The system has the ability to create calendars/rosters of projected absences.DESIRED TP.122 The system has the ability to automatically contact employees via telephone, email, text messaging and web to offer an assignment and update the real- time roster. DESIRED TP.123 The system has the ability to allow the configuration of the order in which employees are contacted based on any data field in the employee master file (e.g., seniority, last shift worked, etc.). DESIRED TP.124 The system has the ability to maintain a log of all employees who have been contacted.DESIRED TP.125 The system has the ability to produce a list for each absence by rules and create the call log.DESIRED TP.126 Telephone;DESIRED TP.127 Text Messaging/SMS;DESIRED TP.128 Cell phone; and DESIRED The system has the ability to support multiple notification methods including but not limited to: Time Entry and Payroll Req #Description of Requirement Criticality Response Comments TP.129 Email.DESIRED TP.130 The system has the ability to accommodate work time trades between employees. DESIRED TP.131 The system has the ability to allow time to be tracked using either AM/PM or military time.DESIRED TP.132 The system has the ability to define split shift rotations. DESIRED TP.133 The system has the ability to identify employee as unavailable for overtime for a given time period and specify reason. DESIRED TP.134 The system has the ability to schedule shifts that cross multiple days (e.g., start at 6:00 p.m. on one day and complete at 2:00 a.m. on day two).DESIRED TP.135 The system has the ability to define workload restrictions for each position. These could include number of hours between shifts, maximum hours worked per regular shift, maximum overtime hours per time period. DESIRED TP.136 Number of hours between shifts;DESIRED TP.137 Maximum hours worked per regular shift;DESIRED TP.138 Maximum hours worked per regular week; and DESIRED TP.139 Maximum overtime hours per time period.DESIRED TP.140 The system has the ability to override workload restrictions.DESIRED TP.141 The system has the ability to alert when minimum or maximum thresholds aren't met.DESIRED TP.142 The system has the ability to implement alternate schedules (e.g., ad-hoc schedules for circumstances of single occurrence).DESIRED TP.143 The system has the ability to temporarily assign employees.DESIRED TP.144 The system has the ability to view multiple schedules at once.DESIRED TP.145 The system has the ability to publish and print an official/final schedule.DESIRED TP.146 The system has the ability to preserve the schedule in the event the system is unavailable due to planned or unplanned downtime.DESIRED TP.147 The system has the ability to identify an assignment that conflicts with a rule.DESIRED TP.148 The system has the ability to define a mandatory-overtime backfill list based on prescribed business rules.DESIRED TP.149 The system has the ability to alert a shift scheduler when assignment conflicts with a rule.DESIRED The system has the ability to define workload restrictions for each position including (but not limited to) the following: Time Entry and Payroll Req #Description of Requirement Criticality Response Comments TP.150 The system has the ability to schedule meals and breaks, as well as start and end times.DESIRED TP.151 The system has the ability to populate City holidays and other closures in the schedule, system-wide.DESIRED Employee Self-Service TP.152 The system has the ability to provide an employee self-service portal.CRITICAL TP.153 The system has the ability to update the self-service portal with any changes made in the system in real time.CRITICAL TP.154 The system has the ability to allow employees the ability to initiate requests and view the status of these requests (e.g., leave requests).CRITICAL TP.155 The system has the ability to allow employees to submit overtime requests for approval.DESIRED TP.156 The system has the ability to provide the ability to access and view employee calendars and/or schedules to make changes via web access.DESIRED TP.157 The system has the ability to provide the ability to access and view employee calendars and/or schedules remotely.DESIRED TP.158 The system has the ability to date and time stamp all requests for changes in schedules.DESIRED TP.159 The system has the ability to allow individual employees independent access to their schedules through a computer or mobile device.DESIRED TP.160 The system has the ability to recalculate all totals immediately after a value is changed in real time, on the screen.CRITICAL TP.161 The system has the ability for employees to view leave (sick, holiday, vacation) and comp time balances through a secure, self-service portal.CRITICAL TP.162 The system has the ability to provide the ability to update leave balances based on leave entered in the time entry system in real time on the same screen. CRITICAL Approvals and Workflow TP.163 The system has the ability to provide workflow functionality that accommodates the City's business processes related to time entry and approval. CRITICAL TP.164 The system has the ability to route (through workflow) timecards to multiple managers/supervisors for review, edit, and approval (i.e., in instances where employee has worked for multiple locations and/or supervisors).DESIRED Time Entry and Payroll Req #Description of Requirement Criticality Response Comments TP.165 The system has the ability to allow management review of timecards on the detail and summary levels.CRITICAL TP.166 The system has the ability to provide workflow functionality that alerts a user or user group based on pending workflow tasks.CRITICAL TP.167 The system has the ability to notify employees and/or a supervisor of rejected timecard (via workflow).CRITICAL TP.168 The system has the ability to provide the ability to follow escalation paths based on defined period of inactivity (e.g., if no response to an approval, routes to a different user so as not to slow down the process). DESIRED TP.169 The system has the ability to notify an employee of any approvals or denials of requests.CRITICAL TP.170 The system has the ability to date, time and user stamp all approvals or denials of requests.CRITICAL TP.171 The system has the ability to maintain a log of all denied requests. CRITICAL TP.172 The system has the ability to create custom alerts and notification.DESIRED TP.173 The system has the ability to make all appropriate updates to schedules, time cards and payroll based on decisions made by workflow.DESIRED TP.174 The system has the ability to designate a back-up for timecard and leave requests approval (e.g., when a typical approving manager is not available).CRITICAL TP.175 The system has the ability to deliver messages to any staff or group members via telephone, email, text messaging or web.DESIRED Time Entry Query and Reporting TP.176 The system has the ability to provide role-based security on running and viewing reports.CRITICAL TP.177 The system has the ability to generate a report of all system activity (i.e., a complete audit trail).CRITICAL TP.178 The system has the ability to generate a report based on City-defined criteria (e.g., location, department, position).CRITICAL TP.179 The system has the ability to provide a report that details prior period adjustments and corrections. CRITICAL TP.180 The system has the ability to run a report on hours worked under "out of position" status.CRITICAL Time Entry and Payroll Req #Description of Requirement Criticality Response Comments TP.181 The system has the ability to provide an error and warning report, which list discrepancies with time punches for all employees for the pay period as defined by the Payroll Administrator. CRITICAL TP.182 The system has the ability to preview reports before being printed. CRITICAL TP.183 The system has the ability to retain generated reports so they can be reprinted. CRITICAL TP.184 The system has the ability to store report parameters such as frequency, distribution, and content. CRITICAL TP.185 The system has the ability for a user to schedule a report by different frequencies (e.g., by the time of day, daily, same day weekly).CRITICAL TP.186 The system has the ability to automatically add holidays to an employees time entry based on user-defined criteria with the ability for the employee to override. DESIRED Payroll General Requirements TP.187 The system has the ability to generate one and only one payroll record per employee.CRITICAL TP.188 The system has the ability to accommodate user-defined tables of acceptable ranges for time entry according to work groups.CRITICAL TP.189 The system has the ability to accommodate employees, departments, jobs, shifts, pay rules, and other user-defined variables.CRITICAL TP.190 The system has the ability to update pay rules and set effective date as desired (including retroactive, immediate/real-time, next payroll, any other future date). CRITICAL TP.191 The system has the ability to accommodate multiple pay periods, including (but not limited to): weekly; bi-weekly; semi-monthly; and monthly.CRITICAL TP.192 The system has the ability to accommodate user-defined overtime rules, including start/stop times, scheduled hours, type of duty performed.CRITICAL TP.193 The system has the ability to accommodate user-defined rules for shift differentials.CRITICAL TP.194 The system has the ability to accommodate user-defined rules for premium pay (overtime, call-back, standby, and "time and a half") calculations, using variables such as scheduled hours, scheduled vs. actual hours.CRITICAL TP.195 The system has the ability to accommodate rules for comp time for non- exempt employees.CRITICAL Time Entry and Payroll Req #Description of Requirement Criticality Response Comments TP.196 The system has the ability to track employee assignments to grants/projects/programs, including the percentage of time spent on those activities. CRITICAL TP.197 The system has the ability to mask at the field level in the payroll module based on security permissions.DESIRED TP.198 The system has the ability to integrate the payroll and HR modules with the budget module.CRITICAL Position Control TP.199 The system has the ability to have a position control file to ensure that new employees are linked to authorized pay and position with the ability to override based on security permissions.CRITICAL TP.200 The system has the ability to add notes for exceptions to budgeted positions.CRITICAL TP.201 The system has the ability to associate funding with a position and not the employee holding the position. CRITICAL TP.202 The system has the ability to establish and track information for each position including historical data.CRITICAL TP.203 The system has the ability to maintain a minimum of 9,999 positions.CRITICAL TP.204 The system has the ability to make mass changes on employee data based on reorganizations (reassign departments or divisions.).CRITICAL TP.205 The system has the ability to designate a specific salary structure (based on pay schedule tables) for each position class including grade, step, and min/max range. CRITICAL TP.206 The system has the ability to enter position start and end dates for each unique position ID, retain historical data and reason for position begin/end.CRITICAL TP.207 The system has the ability to define multiple working titles to a position with effective dating (e.g., position title is authorized to change in the next period, staff may enter the change now with effective dating). CRITICAL TP.208 The system has the ability to add new job codes, define and change job code titles with effective dating.CRITICAL TP.209 The system has the ability to track City-defined job codes and attributes.CRITICAL TP.210 The system has the ability to maintain a chronological history of authorized positions and incumbents by position.CRITICAL Time Entry and Payroll Req #Description of Requirement Criticality Response Comments TP.211 The system has the ability to provide for history (including audit trail) of all changes to positions.CRITICAL TP.212 The system has the ability to track position history for each employee.CRITICAL TP.213 The system has the ability to track City-defined position information.CRITICAL TP.214 The system has the ability to track positions as contingent positions based on grant funding.CRITICAL TP.215 The system has the ability to track positions as contingent positions based on approved budget.CRITICAL TP.216 The system has the ability to track grant start and end dates and tie the information into the position funded status.DESIRED TP.217 The system allows the City to establish position statuses (e.g., over hire, under hire, vacant, etc.).CRITICAL TP.218 The system is able to perform a City-defined number of position transactions (e.g., add, delete, transfer, etc.).CRITICAL TP.219 The system has the ability to track positions by FTE and by dollar level (i.e., budget by FTE or budget by a maximum dollar level).DESIRED TP.220 The system has the ability to track less than full FTE position control.CRITICAL TP.221 The system has the ability to assign multiple employees to a single position.CRITICAL TP.222 The system has the ability to assign employee to multiple positions including one primary and one or more secondary jobs.CRITICAL TP.223 The system has the ability to assign employee to multiple positions including one primary and one or more secondary jobs with multiple pay rates.CRITICAL TP.224 The system has the ability to allow employees to be assigned to and paid from multiple positions in different funds, organizational units, classes, statuses, etc. CRITICAL TP.225 The system has the ability to drill-down from a filled position to the employee detail.CRITICAL TP.226 The system has the ability to identify background check requirements at the position level.CRITICAL TP.227 The system has the ability to identify drug test and other test requirements at the position level.CRITICAL Time Entry and Payroll Req #Description of Requirement Criticality Response Comments Position Budgeting TP.228 The system has the ability to provide tools to budget for workforce by position and related attributes (e.g., budget beginning dates, fund source, etc.). CRITICAL TP.229 The system has the ability to project position budgets for a minimum of five years or other user defined parameters.DESIRED TP.230 The system has the ability to forecast budgets by position total cost (e.g., salary, benefits, PERA, workers compensation, taxes). CRITICAL TP.231 The system has the ability to forecast payroll costs over various "what if" scenarios by applying individual percentage increases to multiple earnings and benefits categories as defined by the user. CRITICAL TP.232 The system has the ability to forecast payroll costs over various "what if" scenarios by applying individual dollar increases to multiple earnings and benefits categories as defined by the user. CRITICAL TP.233 Department;CRITICAL TP.234 Division;CRITICAL TP.235 Program;CRITICAL TP.236 Project;CRITICAL TP.237 Grant;CRITICAL TP.238 Fund;CRITICAL TP.239 Location;CRITICAL TP.240 Any combination of above; and CRITICAL TP.241 Other user-defined. DESIRED TP.242 The system has the ability to include future pay and benefit increases/decreases (i.e., position step increases, contract provisions, etc.) in budget projections based on effective dates. CRITICAL TP.243 The system has the ability to budget premium earnings and other pays (i.e., overtime, shift differential, longevity, hazardous duty, etc.) for each position control number. CRITICAL TP.244 They system has the ability to budget for vacant positions, including premium earnings, benefits, and other pay.CRITICAL TP.245 The system has the ability to maintain history on job vacancy (position) information for the life of the system.CRITICAL The system has the ability to show the total number of FTE’s approved by the City within user-defined periods across: Time Entry and Payroll Req #Description of Requirement Criticality Response Comments TP.246 The system has the ability to track actual vs. budget cost differences by position and/or job classification by user defined periods (e.g. fiscal year and calendar year). CRITICAL Garnishments TP.247 The system has the ability to withhold garnishments from employee paychecks.CRITICAL TP.248 The system has the ability to withhold IRS tax levies from employee checks.CRITICAL TP.249 The system has the ability to define custom disposable earnings definitions for garnishment purposes.CRITICAL TP.250 The system has the ability to define custom garnishment rules including exemptions variables and frequency.CRITICAL TP.251 The system has the ability to provide pay period calculation of garnishment and support amounts each period based on employee disposable earnings and garnishment rules (priority, proration %, etc.). CRITICAL TP.252 The system has the ability to flag garnishments nearing end of collection based on user defined end date or dollar threshold.CRITICAL TP.253 The system has the ability to input, deduct and track a minimum of 99 garnishments per employee.CRITICAL TP.254 Bankruptcies;CRITICAL TP.255 Fixed amounts;CRITICAL TP.256 Student Loans;CRITICAL TP.257 IRS levies; and CRITICAL TP.258 Multiple child support orders.CRITICAL TP.259 The system has the ability to provide a history of employee garnishments.CRITICAL TP.260 The system has the ability to enforce a minimum payment amount after all garnishments have been taken (e.g., $145/week).CRITICAL TP.261 The system has the ability to establish caps for garnishments and voluntary deductions so that a certain total amount is not exceeded.CRITICAL TP.262 The system has the ability to process multiple garnishments per employee and assign user defined priorities.CRITICAL The system has the ability to track, calculate and deduct employee garnishments, including but not limited to, the following: Time Entry and Payroll Req #Description of Requirement Criticality Response Comments TP.263 The system has the ability to configure the prioritization of garnishments and support orders based on legal requirements.CRITICAL Pay Codes TP.264 The system has the ability to include pension eligible earnings flagged by pay type.CRITICAL TP.265 The system has the ability to separately identify pension eligible earnings from non-pension eligible earnings by pay type.CRITICAL TP.266 The system has the ability to establish a minimum of 1,000 City-defined pay codes and special pay codes (e.g., Administrative leave, Longevity pay).CRITICAL TP.267 The system has the ability to define earnings with maximum amounts.DESIRED TP.268 The system has the ability to define earnings pay frequencies, including weekly, bi-weekly, semi-monthly and monthly.DESIRED TP.269 Position;CRITICAL TP.270 Department;CRITICAL TP.271 Exempt;CRITICAL TP.272 Non-exempt;CRITICAL TP.273 Management group;DESIRED TP.274 Job class;CRITICAL TP.275 Labor group;CRITICAL TP.276 Sick Leave Donation Eligibility;DESIRED TP.277 By employee (including multiple jobs); and CRITICAL TP.278 Other user defined rules and controls.DESIRED TP.279 The system has the ability to establish multiple pay out rules by department or job class for comp and deferred holiday time.CRITICAL TP.280 The system has the ability to establish multiple pay out rules by Labor Group.CRITICAL TP.281 The system has the ability to define earnings that are contributable to pension or other accumulators.CRITICAL TP.282 The system has the ability to charge hours worked without pay, for management tracking and analysis, for exempt employees.CRITICAL TP.283 The system has the ability to support City defined criteria for overtime eligibility.CRITICAL The system has the ability to establish employee eligibility controls for pay codes and special pay codes including but not limited to: Time Entry and Payroll Req #Description of Requirement Criticality Response Comments TP.284 The system has the ability to limit chargeability to FMLA, if an employee has not worked enough hours for eligibility.CRITICAL TP.285 The system has the ability to accumulate, store, and maintain creditable service by employee in order to calculate longevity pay.CRITICAL TP.286 The system has the ability to automatically update employee pay rate based on user-defined pay schedules. CRITICAL TP.287 The system has the ability to automatically update employee pay rate based on an employees anniversary date. CRITICAL Deductions TP.288 The system has the ability to support a minimum of 500 general deduction codes for items such as insurance, retirement, child support, etc.CRITICAL TP.289 The system has the ability to support predefined deductions for a designated group of employees.CRITICAL TP.290 The system has the ability to identify employees who have changed department, position, etc. and adjust deduction rules and payment rules based upon the new role or City rules. CRITICAL TP.291 The system has the ability to define deduction limits and maximum amounts.CRITICAL TP.292 The system has the ability to specify the deduction end date or end amount.CRITICAL TP.293 The system has the ability to specify the number of pay periods for a deduction to be taken.CRITICAL TP.294 The system has the ability to accommodate both pre- and post-tax deductions.CRITICAL TP.295 The system has the ability to provide automatic tracking and collection of general deduction arrears amounts distributed over specified period of time.CRITICAL TP.296 The system has the ability to calculate and store tax withholdings and retirement earnings for non-cash benefits (i.e., excess life insurance, etc.).CRITICAL TP.297 The system has the ability to calculate and deduct retirement contributions for multiple retirement plans.CRITICAL TP.298 The system has the ability to record Section 457 and other tax-deferral plan information in conformance with IRS and other regulations.CRITICAL Time Entry and Payroll Req #Description of Requirement Criticality Response Comments TP.299 The system has the ability to provide and assign a minimum of 50 deduction codes to each employee.CRITICAL TP.300 The system has the ability to stop and start a deduction on an employee-by- employee basis. Year-to-date totals should be maintained.CRITICAL TP.301 The system has the ability to track IRS 125 benefits package by employee.CRITICAL Tax Administration TP.302 The vendor will ensure software is always updated to be compliant with all State and Federal taxing requirements, at no additional cost to the City (annual or otherwise). CRITICAL TP.303 The system has the ability to allow for an extra withholding tax deduction in any amount at the option of the employee.CRITICAL TP.304 The system has the ability to provide options to prevent Federal Tax, FICA Tax, and/or Medicare Tax from being withheld on an employee-by-employee basis. CRITICAL TP.305 The system has the ability to allow the option to manually adjust taxable earnings for W-2 processing based on system permissions.CRITICAL TP.306 The system has the ability to withhold tax for a particular pay check using one-time override, flat rate, federal tax tables or any combination of these.CRITICAL TP.307 The system has the ability to calculate and store employee and employer contributions to Medicare, Social Security, and retirement.CRITICAL TP.308 The system has the ability to support separate tax tables for special pay calculations (e.g., flat tax).DESIRED TP.309 The system has the ability to adjust calendar YTD FICA Taxes withheld based on Calendar YTD Wages paid in regard to current FICA rate less FICA Tax previously withheld if applicable based on system permissions.DESIRED TP.310 The system has the ability to define special taxation rules by earnings code (e.g., supplemental tax rates, cumulative, annualized, etc.).CRITICAL Payment Edit and Processing TP.311 The system has the ability to execute a payroll validation process. CRITICAL TP.312 The system has the ability to process multiple payroll runs.CRITICAL TP.313 The system has the ability to process multiple payroll runs for verification prior to posting, for each payroll run type.CRITICAL TP.314 The system has the ability to process fiscal year end when date falls mid payroll period, with accrual to prior year/new year. CRITICAL Time Entry and Payroll Req #Description of Requirement Criticality Response Comments TP.315 The system has the ability to process payroll accruals based on a user defined effective date. CRITICAL TP.316 The system has the ability to allocate costs per fiscal year and funding sources within defined fiscal periods. CRITICAL TP.317 The system has the ability to support employees in multiple job assignments.CRITICAL TP.318 The system has the ability to pay an employee at more than one rate based on job assignment.CRITICAL TP.319 The system has the ability to run pay, deduction, withheld taxes, and net pay calculations as a "proof" run for review prior to final pay run.CRITICAL TP.320 The system has the ability to validate beginning balances against ending balances from last run, prior to payroll processing.CRITICAL TP.321 The system has the ability to produce accounting transactions as a result of all payroll activity.CRITICAL TP.322 The system has the ability to provide audit trail report of all data entries, changes and deletions by user, date, time and workstation.CRITICAL TP.323 The system has the ability to generate pre- and post payroll proof reports.CRITICAL Payment Calculations TP.324 The system has the ability to calculate salary employee effective date step increases, as a result of actions changes (e.g., promotions, demotions, ti i t t d th ti ) CRITICAL TP.325 The system has the ability to automatically adjust calculations for mid-pay period salary and employment actions.CRITICAL TP.326 The system has the ability for one employee to be paid by more than one position.CRITICAL TP.327 The system has the ability to calculate pay for multiple positions for one employee that transfers during a pay period.CRITICAL TP.328 The system has the ability to calculate benefit deductions for an employee in more than one position.CRITICAL TP.329 The system has the ability to calculate leave accruals on employees in more than one position.CRITICAL TP.330 The system has the ability to automatically calculate gross pay from multiple user defined components such as base pay, longevity, educational incentive pay, shift differential, etc. CRITICAL TP.331 The system has the ability to process negative pay amounts that reduce current net pay for both pay and deductions.CRITICAL Time Entry and Payroll Req #Description of Requirement Criticality Response Comments TP.332 The system has the ability to re-calculate payroll for changed hours, rates, earnings codes, one-time overrides, etc.CRITICAL TP.333 The system has the ability to provide multiple formulas for complex earning and deduction codes (i.e., overtime weighted average, premium overtime calculations based on standby pay). CRITICAL TP.334 The system has the ability to calculate/verify overtime and shift differential consistent with FLSA rules.CRITICAL TP.335 The system has the ability to calculate overtime on hours worked when employee has worked hours in multiple job classes and/or departments.CRITICAL TP.336 The system has the ability to compute shift and overtime premium.CRITICAL TP.337 The system has the ability to provide for multiple methods of calculating overtime pay, such as time-and-a-half, double-time, and premium pay. These calculations are user defined and maintained. CRITICAL TP.338 The system has the ability to process partial deductions (if an employee's pay is insufficient) and track arrears.CRITICAL TP.339 The system has the ability to calculate deductions based on net pay.CRITICAL TP.340 The system has the ability to calculate and track City paid benefits.CRITICAL TP.341 The system has the ability to update all employee and employer accumulations automatically.CRITICAL TP.342 The system has the ability for leave to accrue automatically based on defined business rules.CRITICAL TP.343 The system has the ability for employees to use vacation and sick leave accruals for the current payroll period.CRITICAL TP.344 The system has the ability to calculate holiday benefit for part time employees by different methods depending on bargain unit.CRITICAL TP.345 The system has the ability to run initial payroll for review prior to the final pay run.CRITICAL Pay Distribution and Direct Deposit TP.346 The system has the ability to check for minimum check amounts to avoid zero payments.CRITICAL TP.347 The system has the ability to print checks from the system without the use of additional software.CRITICAL TP.348 The system has the ability to print a check on a blank sheet so that print includes watermarks, security features, and signatures.CRITICAL TP.349 The system has the ability to provide check reprint features (with indication that check is a reprint and/or as a reissue).CRITICAL Time Entry and Payroll Req #Description of Requirement Criticality Response Comments TP.350 The system has the ability to reissue a new check number while maintaining details of the old check number.CRITICAL TP.351 The system has the ability to sort checks by user-defined criteria and print the checks by the same criteria.CRITICAL TP.352 The system has the ability for the City to configure the information contained on pay check stubs.CRITICAL TP.353 The system has the ability to print pay codes on the paper check stub or advice.CRITICAL TP.354 The system has the ability to print leave accrual rate, leave taken in hours and leave remaining on paychecks and advices for all leave categories.CRITICAL TP.355 The system has the ability to reverse a direct deposit entry in the event of an error, within the federally allowed time period.CRITICAL TP.356 The system has the ability to generate and track stop payments and reversal requests.CRITICAL TP.357 The system has the ability to provide the capability for automated check reconciliation.CRITICAL TP.358 The system has the ability to print user-defined information on employee's pay stub, including free form text messages with defined capacity.DESIRED TP.359 The system has the ability to edit direct deposit file prior to transmission with security permissions.CRITICAL TP.360 The system has the ability to define up to eight direct deposit accounts for each employee.CRITICAL TP.361 The system has the ability to calculate a "net pay" deduction for direct deposit.CRITICAL TP.362 The system has the ability to set a defined amount for direct deposit.CRITICAL TP.363 The system has the ability to turn off direct deposit for certain employee payroll checks where the employee usually has direct deposit.CRITICAL TP.364 The system has the ability to track changes made to direct deposits.CRITICAL TP.365 The system has the ability to notify payroll administrator that paper checks are included in the payroll (e.g., flag paper checks to be printed).CRITICAL Affordable Care Act Tracking TP.366 The system has the ability to utilize active employee counts during the previous calendar year to determine Applicable Larger Employer (ALE) status for ACA requirements (i.e., currently at least 50 employees on average for a 12-month period). CRITICAL Time Entry and Payroll Req #Description of Requirement Criticality Response Comments TP.367 The system has the ability to include both full-time and full-time-equivalent in determining ALE status.CRITICAL TP.368 The system has the ability to round down to the nearest whole number if average number of employee counts is not a whole number.CRITICAL TP.369 Full-time;CRITICAL TP.370 Seasonal;CRITICAL TP.371 Variable; and CRITICAL TP.372 Part-time.CRITICAL TP.373 The system has the ability to determine full-time employee population subject to ACA requirements by an average of 30 hours per week worked in a 12 month time period. CRITICAL TP.374 The system has the ability to determine full-time employee population subject to ACA requirements by an average of 130 hours per month worked in a 12 month time period. CRITICAL TP.375 The system has the ability to provide calculation tools to classify employees as seasonal based upon a pattern of work and less than a six months of work at a full-time level, for the purposes of eligibility determinations.CRITICAL TP.376 The system has the ability to support the "monthly measurement" method of determining ACA requirements.CRITICAL TP.377 The system has the ability to support the "look back measurement" method of determining ACA requirements.CRITICAL TP.378 The system has the ability to track breaks in service for employees subject to ACA for the purposes of eligibility determinations.CRITICAL TP.379 Measurement (initial and standard);CRITICAL TP.380 Administrative (initial and standard); and CRITICAL TP.381 Stability (initial and standard).CRITICAL TP.382 The system has the ability to support a limit for the amount of time of each period (i.e., an eligibility measurement period of up to 12 months).CRITICAL TP.383 The system has the ability to limit the amount of time of each period based upon a previous period (i.e., stability cannot exceed measurement).CRITICAL The system has the ability to record a ACA status at date of hire including: The system has the ability to support the following periods for ACA eligibility determination: Time Entry and Payroll Req #Description of Requirement Criticality Response Comments TP.384 The system has the ability to exclude employees in certain periods from ACA requirements and reporting.CRITICAL TP.385 The system has the ability to provide notification of expiring periods at user- defined intervals.CRITICAL TP.386 The system has the ability to track whether employees have been offered qualifying coverage.CRITICAL TP.387 The system has the ability to track employee election or decline of qualifying coverage.CRITICAL TP.388 The system has the ability to link supporting documentation to track employee election or decline of qualifying coverage.CRITICAL TP.389 The system has the ability to calculate the percentage of eligible employees that were offered qualifying coverage.CRITICAL TP.390 The system has the ability to track by month during the year if employee was offered coverage and if employee elected coverage.CRITICAL TP.391 Cost of single employee coverage as compared to federal poverty line at current calculation (i.e., currently $94/month);CRITICAL TP.392 W2 wages (box 1) multiplied by current calculation (i.e., currently 9.66%); and CRITICAL TP.393 Rate of pay multiplied by current calculation (i.e., currently 9.66%).CRITICAL TP.394 The system has the ability to determine and track any employee and dependents covered under self-insurance from the employer.CRITICAL TP.395 The system has the ability to determine the months any employee and dependents were covered under self-insurance from the employer.CRITICAL TP.396 The system has the ability to create Form 1094 for transmittal to IRS.CRITICAL TP.397 The system has the ability to electronically transmit Form 1094.CRITICAL TP.398 The system has the ability to create Form 1095-C for distribution to employees.CRITICAL TP.399 The system has the ability to create Form 1095-C for transmittal to IRS.CRITICAL TP.400 The system has the ability to provide a variety of ad hoc query and reporting capabilities when determining eligibility status.CRITICAL TP.401 The system has the ability to provide a variety of ad hoc query and reporting capabilities when determining individuals with qualifying coverage.CRITICAL TP.402 The system has the ability to provide a variety of ad hoc query and reporting capabilities when researching disputes.CRITICAL The system has the ability to provide tools to determine qualifying coverage based on the prescribed affordability "safe harbors" including: Time Entry and Payroll Req #Description of Requirement Criticality Response Comments Tax Filing, Querying & Reporting TP.403 The system has the ability to comply with Federal payroll tax reporting requirements.CRITICAL TP.404 The system has the ability to produce W-2 forms in electronic and paper form.CRITICAL TP.405 The system has the ability to print W-2s via Web Portal by a user with proper security access.CRITICAL TP.406 The system has the ability to provide history of tax status and W-4 information.CRITICAL TP.407 The system has the ability to notify employees that claim state exemption to complete new W-4 each year. DESIRED TP.408 The system has the ability to run a report on employees that claim W-4 exemptions.CRITICAL TP.409 The system has the ability to track reportable earnings and deductions for W- 2s.CRITICAL TP.410 The system has the ability to manually adjust taxable earnings for W-2 processing based on system permissions.CRITICAL TP.411 The system has the ability to provide the W-2 file print sorted by department.CRITICAL TP.412 The system has the ability to provide the W-2 file print sorted alphabetically by employee last name.CRITICAL TP.413 The system has the ability to generate Audit Reports of W-2 Data.CRITICAL TP.414 The system has the ability to generate Audit Report of W-2 Transmission File.CRITICAL TP.415 The system has the ability to generate W-2c File for Transmission to IRS.CRITICAL TP.416 The system has the ability to print W-2 on blank paper.CRITICAL TP.417 The system has the ability to provide reprint of W-2 by individual employee.CRITICAL TP.418 The system has the ability to produce amended W-2 for multiple years.CRITICAL TP.419 The system has the ability to store W-2 information for the life of the system.CRITICAL TP.420 The system has the ability to generate Federal and State Tax Summary Report by Pay Period.CRITICAL TP.421 The system has the ability to generate Worker's Compensation Reports by pay period.CRITICAL Time Entry and Payroll Req #Description of Requirement Criticality Response Comments TP.422 The system has the ability to track taxable earnings annually.CRITICAL TP.423 The system has the ability to track taxable earnings quarterly.CRITICAL TP.424 The system has the ability to generate Quarterly Federal Tax Summary Reports.CRITICAL TP.425 The system has the ability to generate Quarterly State Tax Summary Reports.CRITICAL TP.426 The system has the ability to generate an Annual Worker's Compensation Reports.CRITICAL TP.427 The system has the ability to generate Quarterly Worker's Compensation Reports.CRITICAL TP.428 The system has the ability to generate Quarterly Unemployment Reports.CRITICAL TP.429 The system has the ability to produce a report showing FICA wages, by individual and in total.CRITICAL TP.430 The system has the ability to generate a report with a user-defined look back date/time for such purposes as average hours per week, benefit eligibility, etc. CRITICAL TP.431 The system has the ability to schedule reports at a user-defined date/time and frequency.CRITICAL TP.432 Fiscal Year;CRITICAL TP.433 Calendar Year;CRITICAL TP.434 Per pay period;CRITICAL TP.435 Policy Year (e.g., Worker's Compensation); and CRITICAL TP.436 User-defined.DESIRED TP.437 The system has the ability to generate total annual compensation letters (including wages paid and all benefits).CRITICAL TP.438 The system has the ability to report on total cost of an employee based on a user-defined period of time. CRITICAL The system has the ability to produce earnings and withholding earnings, Medicare, and FICA total reports, including associated taxes at a user-defined level (City-wide, department, individual, job classification, job type), for the following periods: N No: Feature/Function cannot be provided. Utility Billing Req #Description of Requirement Criticality Response Comments General Requirements UB.1 The system has the ability to provide a customer resource management module that is integrated with all other system modules.CRITICAL UB.2 The system has the ability to support a centralized customer profile.CRITICAL UB.3 The system has the ability to present a single view of each customer, quickly and effectively, to each participating business application and/or operation. CRITICAL UB.4 The system has the ability to allow duplicate accounts to be merge into a single account.CRITICAL UB.5 The system has the ability to record citizen contact information where interaction channels require specific citizen information for the effective utilization of communication channel (e.g., email address, cell phone for text messages) and follows the State of Minnesota data practices act. CRITICAL UB.6 The system has the ability to support quick entry of data via word completion capabilities, with override available, when entering data in system (i.e., predictive text). CRITICAL Response Indicators: When providing responses to the requirements in Attachment B, proposers shall use the following response indicators:Instruction S Standard: Feature/Function is included in the current software release and will be implemented by the planned phase go-live date as part of the Proposal from vendors in accordance with agreed-upon configuration planning with the City. Respondents are encouraged, but not required, to provide additional information in the Comments column to further demonstrate the system’s ability to meet the requirement. F Future: Feature/Function will be available in a future software release available to the City by April 1, 2019, at which point it will be implemented in accordance with agreed-upon configuration planning with the City. If a response indicator of “F” is provided for a requirement that will be met in a future software release, the Respondent shall indicate the planned release version as well as the time the release will be generally available. C Customization: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with custom modifications. All related customization costs should be indicated in the Comments column next to the feature/function, and the total cost included in Attachment C – Cost Worksheet. If a response indicator of “C” is provided for a requirement that will be met through a custom modification, the Respondent shall indicate the cost of such a modification. T Third-Party: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with integration with a third-party system. This system should be specified. If a response indicator of “T” is provided for a requirement that will be met by integration with a third-party system, the Respondent shall identify this third-party system and include a cost proposal to secure this system. Utility Billing Req #Description of Requirement Criticality Response Comments UB.7 The system has the ability to restrict options on certain fields to items within a drop-down menu (i.e., address, etc.).CRITICAL UB.8 The system has the ability to support utility charges including, but not limited to, water, water meter size, wastewater (sewer), storm water, and solid waste and recycling services. CRITICAL UB.9 The system has the ability to track an inventory of solid waste containers. DESIRED UB.10 The system has the ability to integrate addresses from GIS.CRITICAL Service Orders UB.11 The system has the ability to manage utility service orders associated with the utility customer account.CRITICAL UB.12 The system has the ability to provide user-defined service order types.CRITICAL UB.13 The system has the ability to provide a central utility account with service order workflow to various City staff based on customer’s services.CRITICAL UB.14 The system has the ability to automatically prompt service order generation based on input from meter readers and automated meter reader error codes. CRITICAL UB.15 The system has the ability to generate an automatic cut/shut-off work/service order, as defined by user, based on the cutoff report.CRITICAL UB.16 The system has the ability to automatically produce work/service orders containing information such as request date, person or department initiating request, job type, due date and comments. CRITICAL UB.17 The system has the ability to inquire on all outstanding work/service orders.CRITICAL UB.18 The system has the ability to establish at least nine different priority codes for service requests.CRITICAL UB.19 The system has the ability to change the priority of an existing service request or line item on a service request (i.e., standard to emergency).CRITICAL UB.20 The system has the ability to provide a mobile interface to be used by employees working in the field.CRITICAL UB.21 The system has the ability to allow updates to service request status and information from a wireless device.CRITICAL UB.22 The system has the ability to integrate with City GIS resources, such as database engine, mapping engine, web services, and allow for the use of GIS tools in system actions. DESIRED UB.23 The system has the ability to provide a mobile interface with City GIS resources to employees working in the field. CRITICAL Utility Billing Req #Description of Requirement Criticality Response Comments UB.24 The system has the ability to configure workflow-based triggers for actions/activities (e.g., a service order being created due to the existence of a trouble code). CRITICAL UB.25 The system has the ability to update or close a service order from the meter exchange module.CRITICAL UB.26 The system has the ability to mass close or update service orders.DESIRED UB.27 The system has the ability to view service orders by location regardless of customer.CRITICAL Interaction UB.28 The system has the ability to automatically assign a unique tracking number for each interaction.CRITICAL UB.29 The system has the ability to automatically assign a date and time stamp for each interaction and all subsequent updates.CRITICAL UB.30 The system has the ability for City staff to create customer service incidents or requests from reoccurring events or common activities (i.e., cut seal, pull meter). CRITICAL UB.31 The system has the ability to capture City-defined contact information and follows the State of Minnesota data practices act.CRITICAL UB.32 The system has the ability to alert user(s) of all changes in system that occurred the previous day (e.g., pop-up or scheduled report). DESIRED Service Request Routing UB.33 The system has the ability to support City-defined service request routing. CRITICAL UB.34 The system has the ability to notify multiple departments of a service request (i.e., "FYI").DESIRED Service Request Status Tracking and Management UB.35 The system has the ability to accommodate City-defined service request status codes. CRITICAL UB.36 The system has the ability to allow flexible and on-demand sorting of the work queue by fields such as request type, date, priority or any other discrete data element in the service request record.CRITICAL UB.37 The system has the ability to reference and track multiple service requests by department/division, project/event, request type, or category/classification. CRITICAL UB.38 The system has the ability to automatically send an email alert for past due service request activities to the responsible department.CRITICAL Utility Billing Req #Description of Requirement Criticality Response Comments UB.39 The system has the ability to allow notes to be entered on a request that describe actions taken by the assigned resources.CRITICAL Account and Customer Set-Up UB.40 The system has the ability to support a minimum of 20,000 water accounts.CRITICAL UB.41 The system has the ability to support a minimum of 20,000 wastewater accounts.CRITICAL UB.42 The system has the ability to support a minimum of 20,000 storm water accounts. CRITICAL UB.43 The system has the ability to support a minimum of 20,000 solid waste accounts.CRITICAL UB.44 The system has the ability to support at least 99,999 total active accounts.CRITICAL UB.45 The system has the ability to configure the data fields on customer accounts.CRITICAL UB.46 The system has the ability to provide accounts with multiple billing addresses (winter & summer, Primary and Secondary) that will be used based on date ranges. CRITICAL UB.47 The system has the ability to allow new service locations to be created without a service address (e.g., lot and block numbers only, for example: median strips). DESIRED UB.48 The system has the ability to allow future available services to be created in a pending status prior to service activation.DESIRED UB.49 The system has the ability to support a City-defined master utility account file containing user-defined information.CRITICAL UB.50 The system has the ability to allow a customer to set up an account profile online that allows the set up of auto payments and credit card or bank account information. CRITICAL UB.51 The system has the ability to define flexible due dates by billing cycle. CRITICAL UB.52 The system has the ability to recognize an advance payment when auto payment is set up and not withdraw funds if there is no balance due. DESIRED UB.53 The system has the ability to recognize an advance partial payment when auto payment is set up and withdraw remaining balance due. DESIRED UB.54 The system has the ability to identify accounts related to a conservation program or initiative.DESIRED UB.55 The system has the ability to warn when multiple active accounts exist on the same property.CRITICAL Utility Billing Req #Description of Requirement Criticality Response Comments UB.56 The system has the ability to support issuing a single bill for multiple units (i.e., master billing). CRITICAL UB.57 The system has the ability to delineate tenant and third-party relationships. Allows user to specify that multiple people to receive the bill and delinquency notices. CRITICAL UB.58 The system has the ability to reinstate an inactive account.CRITICAL UB.59 The system has the ability to inactivate all services at once when an account is being closed out rather than having to close each service individually. CRITICAL UB.60 The system has the ability to allow the addition and reassignment of cycles and routes without affecting the customer or location identification numbers. CRITICAL UB.61 The system has the ability to provide a customer master screen, with the ability to display multiple utility accounts and multiple addresses per customer account. CRITICAL UB.62 The system has the ability to support mass changes to accounts due to the deletion of a cycle, the merging of existing cycles, or moving a sub- segment of a cycle to another.CRITICAL UB.63 The system has the ability to research account details and perform account adjustments (e.g., credit balance refunds, remove fees, etc.).CRITICAL UB.64 The system has the ability to retain and display (user defined) multiple years of billing and certification history in 'Live' database.CRITICAL UB.65 The system has the ability to track utility read routes/sequences, including tracking of directions and meter location.CRITICAL UB.66 The system has the ability to view a "Change History" of records changed by internal staff.CRITICAL UB.67 The system has the ability to set up credit history criteria with the ability to indicate the credit implications of each type, such as having a delinquent bill prevents a security deposit from being refunded for a specified period of time. DESIRED UB.68 The system has the ability to support production of and receipting of utility bills using bar code scanning.CRITICAL UB.69 The system has the ability to provide graphic display of usage history per account.CRITICAL UB.70 The system has the ability to assess late charges and provide the related customer notices.CRITICAL UB.71 The system has the ability to attach images and documents, in multiple formats, to a customer and/or account.CRITICAL Utility Billing Req #Description of Requirement Criticality Response Comments Deposits UB.72 The system has the ability to apply security deposits to accounts, either after meeting criteria, or when the customer is inactivated from an account.DESIRED UB.73 The system has the ability to print a detailed receipt for customer deposits.DESIRED UB.74 The system has the ability to allow customer deposits to default to a City determined rate, which can be over-ridden when the deposit is taken.DESIRED UB.75 The system has the ability, after a user-configurable trigger, to allow the deposit to be billed in user-defined installments.DESIRED UB.76 The system has the ability for renters to be billed the deposit on the first month’s bill in one or multiple installments.DESIRED UB.77 The system has the ability to calculate the deposit amount for all residential accounts to be three times (or another user-configurable multiplier) the estimated average monthly bill. DESIRED UB.78 The system has the ability for commercial accounts to continue to pay a deposit of three times the estimated average monthly bill amount.DESIRED Rate Configuration UB.79 The system has the ability to accommodate user-defined utility types/services and associated charges with the ability to add new services, as necessary, without additional programming. CRITICAL UB.80 The system has the ability to support rate modeling. DESIRED UB.81 The system has the ability to support service type rate simulation.DESIRED UB.82 The system has the ability to establish water and waste water fees based on user-defined units in a tiered structure.CRITICAL UB.83 The system has the ability to manage multiple peak service rates (i.e., water surcharge in the summer, sewer average in the winter).CRITICAL UB.84 The system has the ability to support component billing capable of supporting multiple charge types, each with a different rate.CRITICAL UB.85 The system has the ability to add, delete, or suspend (for a user-defined time period) and itemize service charges and/or any miscellaneous fees to a utility bill. CRITICAL UB.86 The system has the ability to create, edit and revise rate tables, tracking history of prior rate tables.CRITICAL UB.87 The system has the ability to accommodate user-defined formulas for charge calculations.CRITICAL UB.88 The system has the ability to support user-defined billing multipliers.CRITICAL Utility Billing Req #Description of Requirement Criticality Response Comments UB.89 The system has the ability to make mass billing rate changes.CRITICAL UB.90 The system has the ability to make mass tax rate changes.CRITICAL Meters and Meter Reading UB.91 The system has the ability to have multiple meter accounts associated with the same address.CRITICAL UB.92 The system has the ability to create/update Meter numbers.CRITICAL UB.93 The system has the ability to record results of meter inspections into the system.DESIRED UB.94 The system has the ability to record results of meter inspections into the system on a mobile device.DESIRED UB.95 The system has the ability to store meter maintenance information.CRITICAL UB.96 The system has the ability to support multiple asset number conventions by asset type, including alphanumeric and special characters.DESIRED UB.97 The system has the ability to utilize bar code scanning for meter updates.DESIRED UB.98 The system has the ability to support RFID tags.CRITICAL UB.99 The system has the ability to consolidate multiple accounts to create one bill and provide a detailed breakdown for each account (i.e., consumption, location, total usage, etc.). DESIRED UB.100 The system has the ability to create, distribute electronically, and manage a detailed cycle/route report for meter routes, that details the meter sequence per route and includes location account information. DESIRED UB.101 The system has the ability to inquire meter history by meter number, remote ID number, account number, customer number, name, or service address. CRITICAL UB.102 The system has the ability to handle meter rollovers/turnovers.CRITICAL UB.103 The system has the ability for users to create reading routes per service.CRITICAL UB.104 The system has the ability to create a interface file for downloading to an external meter reading system.CRITICAL UB.105 The system has the ability to receive an interface for uploading from an external meter reading system.CRITICAL UB.106 The system has the ability to display current and previous meter reading date.CRITICAL UB.107 The system has the ability to display current and previous meter reading values.CRITICAL UB.108 The system has the ability to create service orders from meter reading trouble codes.CRITICAL Utility Billing Req #Description of Requirement Criticality Response Comments UB.109 The system has the ability to provide a user-defined criteria for high and low edits.CRITICAL UB.110 The system has the ability to provide a user-defined criteria for seasonal weighting of estimated usage.DESIRED UB.111 The system has the ability to allow (with proper security) meter readings to be changed.CRITICAL UB.112 The system has the ability to upload “free form comments” from a handheld and store the comments in association with a premises in chronological order. CRITICAL UB.113 The system has the ability to accept and record multiple time-stamped meter readings for the same date.DESIRED UB.114 The system has the ability for manually entered reads to allow the entry of the read date and time.CRITICAL UB.115 The system has the ability of changing a cycle and/or route number from the old to the new for all the service addresses in that cycle/route (mass route change). CRITICAL UB.116 The system has the ability to copy meter information during a meter exchange.CRITICAL UB.117 The system has the ability to provide route-scheduling feature to warn the user that too many reads are being scheduled for the same day.DESIRED Billing UB.118 The system has the ability to estimate a utility bill based on criteria established by the City (i.e., on the average consumption over a user defined number of months or cycles, or using last year’s actual for the same period) and shows "Estimate" on the customer's bill. CRITICAL UB.119 The system has the ability for a user to enter a manual estimate.CRITICAL UB.120 The system has the ability to automatically apply certain misc. charges of varying amounts against selected accounts based upon meter size.CRITICAL UB.121 The system has the ability to calculate a credit when previous estimate was more than the actual consumption.CRITICAL UB.122 The system has the ability to process budget billings.DESIRED UB.123 The system has the ability to allow eligible customers meeting the following requirements to apply for budget billing: residential customers who have had no disconnections for non-payment, returned checks, or more than two late payments in the previous twelve months. DESIRED Utility Billing Req #Description of Requirement Criticality Response Comments UB.124 The system has the ability to average the last twelve months bills (or other user-configurable billing range), and begin billing the averaged amount plus user-defined percentage of the balance in the accounts reserves.DESIRED UB.125 The system has the ability to change a read and individually rebill or recalculate the bill on the same day (i.e., cancel and rebill accounts on the same day). CRITICAL UB.126 The system has the ability to cancel both consumption and billed amount when a rebill is processed. CRITICAL UB.127 The system has the ability to create surcharge services based on address.CRITICAL UB.128 The system has the ability to create a work order for sanitation work that results in a charge being added to the next billing cycle. DESIRED UB.129 The system has the ability to allow additional service charges to be added to an account.CRITICAL UB.130 The system has the ability to provide a mechanism for "holding" bills that are flagged as outside of the City's user-defined exception criteria for billing. CRITICAL UB.131 The system has the ability to provide a list that details accounts that have an actual read for the current billing cycle and an estimated read the prior billing cycle.CRITICAL UB.132 The system has the ability to post updates to accounts with new billing information before bills are mailed (e.g., amount due, reads, dates, etc.).CRITICAL UB.133 The system has the ability to apply credit and debit adjustments and positive/negative consumption adjustments to accounts anytime during the CRITICAL UB.134 The system has the ability to report adjustment details including dollar amount, consumption volume (gallons/cubic ft.) and rate/service code.CRITICAL UB.135 The system has the ability to enter adjustments to customer accounts (dollar amounts and/or consumption used) and reprint single billing statements reflecting the adjustments made. CRITICAL UB.136 The system has the ability to edit reads at any time, before, during, or after billing with security permissions.CRITICAL UB.137 The system has the ability to prorate charges for partial billing due to initiation or termination of accounts.CRITICAL UB.138 The system has the ability to print previous period/last year's comparative period consumption and current period consumption on each bill.CRITICAL UB.139 The system has the ability to bill various services/charges at differing frequencies (i.e.: monthly, bimonthly, semi-annually or annually).CRITICAL Utility Billing Req #Description of Requirement Criticality Response Comments UB.140 The system has the ability to bill based on multiple components (consumption + flat meter charge per meter size per billing cycle prorated for number of days). CRITICAL UB.141 The system has the ability to calculate and print all bills by user-defined criteria due in a given month, within a single cycle or for all cycles.CRITICAL UB.142 The system has the ability to flag accounts for sorting associated bills as “Pulled” for review by staff before printing.CRITICAL UB.143 The system has the ability to support automated bill runs based on pre- defined billing date and allows for ability to generate a bill on demand.CRITICAL UB.144 The system has the ability to bill storm water services (or other user defined services) separately for owner versus renter at same location (separate bills). DESIRED UB.145 The system should support flexible billing periods (e.g., monthly, bi- monthly, etc.).CRITICAL UB.146 The system has the ability to support proration of charges during any billing period for single or multiple rate changes. CRITICAL UB.147 The system has the ability to accommodate proration by rate type.CRITICAL UB.148 The system has the ability to bill one service based on consumption from separate service. CRITICAL UB.149 The system has the ability to bill consumption based on a system calculated estimated consumption value.CRITICAL UB.150 The system has the ability to accommodate billing a flat or fixed charge for a service for each billing period.CRITICAL UB.151 The system has the ability to accommodate billing a flat or fixed charge for a service multiplied by a fixed quantity figure each billing period.CRITICAL UB.152 The system has the ability to accommodate billing a flat or fixed charge for a service multiplied by a variable quantity (or Factor) figure each billing period. DESIRED UB.153 The system has the ability to accommodate billing a fixed charge based on meter size.CRITICAL Bill Printing UB.154 The system has the ability to support the creation of a customizable utility bill format that includes graphics.CRITICAL UB.155 The system has the ability to generate bills capable of being read via optical character recognition OCR-A font.DESIRED UB.156 The system has the ability to create and send a bill print file to a 3rd party bill printing vendor. CRITICAL Utility Billing Req #Description of Requirement Criticality Response Comments UB.157 The system has the ability to use Zip+4 software for sorting of utility bills by zip code to obtain the best postal rate possible.DESIRED UB.158 The system has the ability to reprint bills from any previous time period.CRITICAL UB.159 The system has the ability to directly e-mail bills (original, re-bills or reprints) to customers when requested.CRITICAL UB.160 The system has the ability to view customer's account online and ability to print current and all historical bills.CRITICAL UB.161 The system has the ability to accommodate multiple dates (due and delinquent) per customer bill.CRITICAL UB.162 The system has the ability to include total past due on the bills.CRITICAL UB.163 The system has the ability to provide general system messages (with support for graphics and text) for printing on bills with the ability to modify those messages for each bill run. CRITICAL UB.164 The system has the ability for accounts that are paying via ACH still generate a bill with a message indicating a user defined message.CRITICAL UB.165 The system has the ability to identify accounts where bills are generated but not printed (i.e., City facility water bills). CRITICAL UB.166 The system has the ability to customize the bill print appearance. CRITICAL UB.167 The system has the ability to support graphic images, shading, bolding and other format features for bill formatting.CRITICAL UB.168 The system has the ability to support City-configured bills containing City- defined information.CRITICAL UB.169 The system has the ability to support different bill formats that can be defined for different kinds of bills, regular bills, reminder notices, etc.DESIRED UB.170 The system has the ability to allow user configuration of different bill formats.CRITICAL Cash Receipting UB.171 Cash;CRITICAL UB.172 Check;CRITICAL UB.173 Money order;CRITICAL UB.174 EFT;CRITICAL UB.175 Credit Card Payments;CRITICAL UB.176 Reoccurring Credit Card Payments;CRITICAL The system has the ability to accommodate the following payment types for utility payments and applications, either via the utility system or a separate Cash Receipting system which is integrated to the utility system: Utility Billing Req #Description of Requirement Criticality Response Comments UB.177 Credit/Debit Card Payments taken over the Internet or phone; CRITICAL UB.178 Electronic check via IVR (Interactive Voice Response);CRITICAL UB.179 File import from third-party payment organization (i.e. lock box, ACH, etc.) May include remote locations in the City.CRITICAL UB.180 The system has the ability to indicate date payment was received for penalty calculations.CRITICAL UB.181 The system has the ability to generate a receipt with payments for multiple accounts.CRITICAL UB.182 The system has the ability to accept more than one payment in a single day from a single customer.CRITICAL UB.183 The system has the ability to perform electronic on demand posting to General Ledger after accounting approval step is performed.CRITICAL UB.184 The system has the ability to automatically split total receipted amount to appropriate General Ledger account.CRITICAL UB.185 The system has the ability to accept ACH (bank drafted) payments from banks.CRITICAL UB.186 The system has the ability to post cash receipts to utility billing module automatically from multiple terminals without interfering with other utility transactions.CRITICAL UB.187 The system has the ability for a user-defined order of payment to be applied.DESIRED UB.188 The system has the ability to automatically distribute receipt of payments against the individual accounts on a "Master Account Bill" when payments are received.CRITICAL UB.189 The system has the ability to reverse payment for bad checks and optionally assesses a user-defined NSF charge.CRITICAL UB.190 The system has the ability to add flags for Cash Only and other customer warnings.CRITICAL UB.191 The system has the ability to fix accounts and adjust accounts by allowing for transfer of payments between accounts.CRITICAL UB.192 The system has the ability to provide a kiosk for citizens to scan their bills and pay through a kiosk using cash and a credit card. DESIRED Utility Billing Req #Description of Requirement Criticality Response Comments Final Bill and Penalties UB.193 The system has the ability to generate final bill, once the date and final read is entered, at any point during the billing cycle.CRITICAL UB.194 The system has the ability to detail unpaid charged amounts and penalties on a Final Bill.CRITICAL UB.195 The system has the ability to perform write off processing for accounts finalized and uncollectable by final date.CRITICAL UB.196 The system has the ability to automatically apply a flat rate and/or percentage penalty/interest charge per service.CRITICAL UB.197 The system has the ability to override and/or credit a penalty based on appropriate security permissions.CRITICAL UB.198 The system has the ability to generate a certification file based on user- defined criteria.CRITICAL Certifications UB.199 The system has the ability to identify and review past due accounts at 30 days;CRITICAL UB.200 The system has the ability to identify accounts past due by a user-defined length of time with an outstanding balance below a user defined threshold and suspend services. CRITICAL UB.201 The system has the ability to select and export account information to a preformatted file structure for accounts that are past due by a user-defined length of time that exceed a user defined threshold (i.e., MS Excel export, CSV file). CRITICAL UB.202 The system has the ability to allow system users with appropriate authority to modify the billing cycle thresholds. DESIRED UB.203 The system has the ability to establish user-defined payment arrangements (i.e., payment plans, beginning and ending dates, payment amounts, due dates etc ) DESIRED UB.204 The system has the ability to identify when user-defined payment arrangements are delinquent.CRITICAL UB.205 The system has the ability to produce a Customer Payment Plan Report - show summary of all payment plans that are delinquent, and the ability to generate delinquent payment plan letters as per user defined criteria. CRITICAL UB.206 The system has the ability to identify accounts in mass and change status (i.e., certification status). CRITICAL UB.207 The system has the ability to select accounts that have been in certified for a user-defined period of time for consideration for writing off. CRITICAL Utility Billing Req #Description of Requirement Criticality Response Comments UB.208 The system has the ability for cash receipts to be reflected in customer account balance immediately after the transaction is entered into the system or paid online. CRITICAL Delinquent/Past Due Notices UB.209 The system has the ability to print delinquent notices to customers on a configurable schedule. These are generated based on user defined minimum (based on a single past due bill and/or balance due) and number of days after bill date, including applicable penalty amounts added. CRITICAL UB.210 The system has the ability to mark Critical Care customers (designated due to medical need) as exempt from discontinuance of services due to delinquency. DESIRED UB.211 The system has the ability to automatically create a service order when a cut off notice is generated.CRITICAL UB.212 The system has the ability to automatically apply a cut/shut off charge to the customer balance when the cut/shut off notice is generated.CRITICAL UB.213 The system has the ability to generate and export a cut off report with customer ID, address information, meter ID, cut off date, notes, and balance due. CRITICAL UB.214 The system has the ability to generate a flat file that can be used by an outbound calling system.DESIRED UB.215 The system has the ability to be able to override the generation of the Delinquent Notice with proper authority.CRITICAL UB.216 The system has the ability to write off accounts after a user defined period for deceased customers.DESIRED UB.217 The system has the ability to support bankruptcy processing that may include writing off an existing balance.CRITICAL Reporting UB.218 The system has the ability to allow a configurable Executive Dashboard to view the status of all service requests.CRITICAL UB.219 The system has the ability to allow the creation and management of standard reports/templates with pre-defined data elements.CRITICAL UB.220 The system has the ability to run pre-defined standard reports on a given schedule.CRITICAL UB.221 The system has the ability for users to run all reports on demand against the live database.CRITICAL UB.222 The system has the ability for users to access reports by pre-defined category.CRITICAL Utility Billing Req #Description of Requirement Criticality Response Comments UB.223 The system has the ability to allow a user to run reports against both current data and archived data at the same time.DESIRED UB.224 The system has the ability to provide built-in graphical and charting capabilities.CRITICAL UB.225 The system has the ability to generate ad hoc reports.CRITICAL UB.226 The system has the ability to draw on information from all modules and compile into custom reports and formats.DESIRED UB.227 The system has the ability to allow drill-down into any system generated report.CRITICAL UB.228 The system has the ability to create reports that measure performance and productivity for employee or user defined groups of employees measurement purposes.DESIRED UB.229 The system has the ability to provide reports on volume of service requests dealt with within specified dates or time frames.CRITICAL UB.230 The system has the ability to provide the reports on the number of service requests of a specific type or belonging to a particular service.CRITICAL UB.231 The system has the ability to access all master file information with the report writer.CRITICAL UB.232 The system has the ability to produce a detailed billing register identifying all charges by account.CRITICAL UB.233 The system has the ability to produce a summary billing register detailing charges by service, rate, company and area.CRITICAL UB.234 The system has the ability to produce a summary billing register detailing charges by general ledger number.CRITICAL UB.235 The system has the ability to create a billing edit report.CRITICAL UB.236 The system has the ability to create Daily Cash Receipts reports by payment source (e.g. Cashiering, Remittance Processing, Lock Box, EFT, Credit Card, etc.).CRITICAL UB.237 The system has the ability to produce error reports for misapplied cash payments (closed or inactive accounts, bad account number, etc.) by source (e.g., Cashiering, Remittance Processing, Lock Box, EFT, Credit Card, etc.). DESIRED UB.238 The system has the ability to produce a report of user-defined rate revenues categorized by GL type (e.g., All Service Revenues that shows net revenue after adjustments, consumption and average cost). CRITICAL UB.239 The system has the ability to export all reports to multiple readable and editable formats, including .csv, .xls, and .pdf.CRITICAL Utility Billing Req #Description of Requirement Criticality Response Comments UB.240 The system has the ability to calculate cost of internal consumption and net charge to zero (e.g., show internal department cost of consumption).CRITICAL UB.241 The system has the ability to retain and display (user defined) multiple years of billing and certification history for customers to view online.CRITICAL UB.242 The system has the ability to allow title companies to submit a request for final billing through self-service portal.CRITICAL UB.243 The system has the ability to allow customers to submit a request for new service through a self-service portal.CRITICAL UB.244 The system has the ability to allow customers to submit a request for final billing through self-service portal.CRITICAL N No: Feature/Function cannot be provided. Applicant Tracking and Onboarding Req #Description of Requirement Criticality Response Comments General Requirements AT.1 The system has the ability to provide an Applicant Tracking and Onboarding module that is integrated with all other system modules including Workforce Management.CRITICAL AT.2 The system has the ability to accommodate workflow approvals of applicant tracking and onboarding related processes and documents.CRITICAL Job Requisitions AT.3 The system has the ability to generate electronic requisitions to fill position vacancies.CRITICAL AT.4 The system has the ability to generate electronic requisitions containing City- defined data.CRITICAL AT.5 The system has the ability to, upon creation of a job requisition, create a system-generated requisition number and creation date based on the system date (real date). CRITICAL Response Indicators: When providing responses to the requirements in Attachment B, proposers shall use the following response indicators:Instruction S Standard: Feature/Function is included in the current software release and will be implemented by the planned phase go-live date as part of the Proposal from vendors in accordance with agreed-upon configuration planning with the City. Respondents are encouraged, but not required, to provide additional information in the Comments column to further demonstrate the system’s ability to meet the requirement. F Future: Feature/Function will be available in a future software release available to the City by April 1, 2019, at which point it will be implemented in accordance with agreed-upon configuration planning with the City. If a response indicator of “F” is provided for a requirement that will be met in a future software release, the Respondent shall indicate the planned release version as well as the time the release will be generally available. C Customization: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with custom modifications. All related customization costs should be indicated in the Comments column next to the feature/function, and the total cost included in Attachment C – Cost Worksheet. If a response indicator of “C” is provided for a requirement that will be met through a custom modification, the Respondent shall indicate the cost of such a modification. T Third-Party: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with integration with a third-party system. This system should be specified. If a response indicator of “T” is provided for a requirement that will be met by integration with a third-party system, the Respondent shall identify this third-party system and include a cost proposal to secure this system. Applicant Tracking and Onboarding Req #Description of Requirement Criticality Response Comments AT.6 The system has the ability to maintain job requisition templates by job classification. CRITICAL AT.7 The system has the ability to utilize job requisitions created by other agencies.DESIRED AT.8 The system has the ability to track and maintain single or multiple funding sources for each position.CRITICAL AT.9 The system has the ability to restrict user access to requisitions according to user-defined authorization rules.CRITICAL AT.10 The system has the ability to allow authorized users to view and sort all open job requisitions.CRITICAL AT.11 The system has the ability to ensure appropriate approvals have been received on position requests.CRITICAL AT.12 The system has the ability to set a user-defined job posting time period.CRITICAL AT.13 The system has the ability to permit authorized users to close or delete a requisition manually.CRITICAL AT.14 The system has the ability to automatically close the requisition when the hiring process has been completed.CRITICAL AT.15 The system has the ability to notify requestor when position has been approved and initiate other related events (e.g., recruitment process).CRITICAL Job Postings AT. 16 The system has the ability to auto-populate job postings with job description data (as defined by user).CRITICAL AT. 17 The system has the ability to allow the user to modify job posting with appropriate security.CRITICAL AT. 18 The system has the ability to forward job postings to managers for review/updates/edits (via workflow).CRITICAL AT. 19 The system has the ability to indicate job posting type (internal/external recruitment) and post as designated.CRITICAL AT. 20 The system has the ability to assign job postings to a specific recruiter within HR.CRITICAL AT. 21 The system has the ability to post a job for multiple locations.DESIRED AT. 22 The system has the ability to post multiple positions for a single location. DESIRED AT. 23 The system has the ability to allow the applicant to identify a preferred location.DESIRED AT. 24 The system has the ability to allow the applicant to identify a preferred position. DESIRED Applicant Tracking and Onboarding Req #Description of Requirement Criticality Response Comments AT. 25 The system has the ability to future date job postings.CRITICAL AT. 26 The system has the ability to automatically close a job posting at a user- defined time to reflect the close of business for the job posting closing date.CRITICAL Online Employment Application AT.27 The system has the ability to provide an online employment application portal.CRITICAL AT.28 The system has the ability to restrict user-access through use of user-ID and password.CRITICAL AT.29 The system has the ability to allow the applicant to request a new user-ID and password. CRITICAL AT.30 The system has the ability to provide online completion of application on any Internet enabled computer or mobile device through a web browser.CRITICAL AT.31 The system has the ability to provide a chat functionality as part of the online application process. (e.g., providing assistance to the applicant). DESIRED AT.32 The system has the ability to allow job posting web screens to be customized to match the City website in format, presentation, and other characteristics as defined by the City. CRITICAL AT.33 The system has the ability to require applicant data entered in a specific format (i.e., not all caps).CRITICAL AT.34 The system has the ability to administer password changes and revisions to support applicant needs.CRITICAL AT.35 The system has the ability to provide an app that can be downloaded in order to allow applicants to apply. DESIRED AT.36 The system has the ability to allow application templates by position (e.g., full-time, part-time, seasonal). CRITICAL AT.37 Instructions for system use;CRITICAL AT.38 Create new employment application;CRITICAL AT.39 Print job posting;CRITICAL AT.40 Print application;CRITICAL AT.41 Save application; and CRITICAL AT.42 Interview scheduling. DESIRED AT.43 The system has the ability to allow applicants to save their own application data for future retrieval (using user-ID and password).CRITICAL The system has the ability to provide applicants with an interface with a variety of functions, including but not limited to: Applicant Tracking and Onboarding Req #Description of Requirement Criticality Response Comments AT.44 The system has the ability to allow applicants to submit multiple applications without re-entering information.CRITICAL AT.45 The system has the ability to allow applicants to update and/or modify an application up until closing date. CRITICAL AT.46 The system has the ability to flag modifications to applications for continuous or open applications.CRITICAL AT.47 The system has the ability to require that all applications correspond to an open requisition.CRITICAL AT.48 The system has the ability to indicate job interest based upon skills with the ability to notify applicants of vacancies when they become available.CRITICAL AT.49 The system has the ability to allow City staff to define skill attributes for each position.DESIRED AT.50 The system has the ability to allow online applicants to define certain skill attributes providing for the ability to notify them for specific vacancies. DESIRED AT.51 The system has the ability to allow applicants to update previously created and saved applications.CRITICAL AT.52 The system has the ability to allow applicants to review applications prior to submittal.CRITICAL AT.53 The system has the ability to allow applicants to search posted jobs before and after submitted applications.CRITICAL AT.54 The system has the ability to allow applicants to save information and return later to complete and/or update their application.CRITICAL AT.55 The system has the ability to allow customized supplemental questions/sections option as determined by the City.CRITICAL AT.56 The system has the ability to allow applicants to attach supplemental documentation when applying for positions (via electronic files and/or scanned files). CRITICAL AT.57 The system has the ability to allow applicants to upload an image of their resume. DESIRED AT.58 The system has the ability to track, maintain, and notify applicants of application status (e.g., application received, meets/does not meet qualifications, vacancy filled, referred for interview, vacancy cancelled). CRITICAL AT.59 The system has the ability to allow applicants to check the status of their application.CRITICAL AT.60 The system has the ability to text notifications to applicants. DESIRED AT.61 The system has the ability to allow the applicant to identify if they are a current employee of the City. DESIRED Applicant Tracking and Onboarding Req #Description of Requirement Criticality Response Comments Application Data and Screening AT.62 The system has the ability to track EEO data for use in statistical analysis and reporting. CRITICAL AT.63 The system has the ability to flag EEO data so it may be viewed separate from the applicant record.CRITICAL AT.64 The system has the ability to populate EEO data by electronic submissions from applicant record and requisition data. CRITICAL AT.65 The system has the ability to allow the applicants to indicate ADA accommodations as part of the interview process.DESIRED AT.66 The system has the ability to track applicant exams including but not limited to written, oral, performance, physical agility, training, and experience ratings. CRITICAL AT.67 The system has the ability to allow examinations to consist of a combination of a variety of types of tests (e.g., both written and oral needed).CRITICAL AT.68 The system has the ability to allow a user-defined overall passing score or separate passing scores for various parts of the examination.CRITICAL AT.69 The system has the ability to ensure that candidates who are invited to test must pass each portion of the exam process in order to move forward in the process. CRITICAL AT.70 The system has the ability to group and categorize candidates (e.g., eligibility lists).CRITICAL AT.71 The system has the ability to place the names of eligible candidates on promotional lists and eligibility lists.CRITICAL AT.72 The system has the ability to permit the user to develop a criteria score sheet used to identify applicant qualifications and determine the applicants to be interviewed. CRITICAL AT.73 The system has the ability to permit the creation of a pre-application questionnaire to be completed prior to completing application to advise applicant of qualifying for minimum requirements of the position. DESIRED AT.74 The system has the ability to store interview questions for hiring managers.CRITICAL AT.75 The system has the ability to track responses to interview questions. CRITICAL Applicant Tracking and Onboarding Req #Description of Requirement Criticality Response Comments AT.76 The system has the ability to generate an automatic response for applicants who do not meet the minimum requirements as defined in the pre-application questionnaire (i.e., advising that it does not appear as if he/she meets minimum standards for the position, and providing an option to return to the job posting list or to continue with the completion of the application). DESIRED AT.77 The system has the ability to produce a user-defined report listing of applicants and their rankings, based on data recorded in the screening data score sheet (i.e., alphabetical, level of experience, certifications, education, licenses, etc.). CRITICAL AT.78 The system has the ability to score applicants based on veterans preference. CRITICAL AT.79 The system has the ability to allow the user to select candidates based on multiple user-defined criteria (e.g., top six candidates, Training and Experience score greater than 100, etc.). CRITICAL AT.80 The system has the ability to promote the selected applicant to the vacant position, without having to re-enter employee information or attach associated documentation such as resume or certifications. CRITICAL AT.81 The system has the ability to automatically purge applicant files based on state record retention policies.DESIRED AT.82 The system has the ability to purge applicant files based on state record retention policies.CRITICAL AT.83 The system has the ability to archive applicant files based on user-defined archival policies.CRITICAL AT.84 The system has the ability to retrieve archived applicant files.CRITICAL AT.85 The system has the ability to produce blind applications for hiring managers (e.g., remove applicant name). CRITICAL New Hire/Onboarding Processing AT.86 The system has the ability to support EEO and ADA analysis.CRITICAL AT.87 The system has the ability to promote the selected applicant to the vacant position, without having to re-enter employee information or attach associate documentation such as resume or certifications. CRITICAL AT.88 The system has the ability to provide an onboarding interface to allow new and re-hire employees to complete new hire paperwork.CRITICAL AT.89 The system has the ability to notify employees of outstanding or incomplete new hire documents. CRITICAL Applicant Tracking and Onboarding Req #Description of Requirement Criticality Response Comments AT.90 The system has the ability to provide a checklist to new hire employees of required paperwork needed.CRITICAL AT.91 The system has the ability to allow new hires to complete the I9 form. DESIRED AT.92 The system has the ability to allow hiring managers to complete the I9 form. DESIRED AT.93 The system has the ability to, upon new hire, notify all pertinent departments (based on user-defined criteria) and trigger appropriate workflow notifications (e.g., IT sets up workstation, equipment issued, etc.). CRITICAL AT.94 The system has the ability to provide for a standard Citywide orientation process checklist.CRITICAL AT.95 The system has the ability to provide for an orientation process checklist that can be customized by and for each department.CRITICAL AT.96 The system has the ability to indicate a requirement to collect finger prints for certain employees, prior to starting their first day.DESIRED AT.97 The system has the ability to monitor conditional hire requirements and pass/fail information, test scores, drug tests, background checks, and other data. CRITICAL AT.98 The system has the ability to establish and track multiple methods of hiring (e.g., rehire, interim, promotion, etc.).CRITICAL AT.99 The system has the ability to establish and track certification expiration dates and notifications related to job status.DESIRED AT.100 The system has the ability to notify applicant that additional documentation is needed for hire (e.g., degrees, drivers license, certifications, etc.).CRITICAL AT.101 The system has the ability to provide an onboarding interface that supports workflow and electronic signature capabilities.CRITICAL AT.102 The system has the ability to route completed new employee forms to appropriate departments, based upon multiple workflows.CRITICAL AT.103 The system has the ability to list missing documents by each new hire and/or dates.CRITICAL AT.104 The system has the ability to define different escalation factors based upon checklist item (e.g., a required item has a certain time frame that warrants escalation vs. an optional item that may not be escalated at all). CRITICAL AT.105 The system has the ability to override missing required checklist items with security permissions.CRITICAL Applicant Tracking and Onboarding Req #Description of Requirement Criticality Response Comments AT.106 The system has the ability to correct and make adjustments to forms based upon effective date and/or retroactively.CRITICAL AT.107 The system has the ability to produce a user-defined pre-employment checklist of forms that must be completed electronically, etc.CRITICAL AT.108 The system has the ability to identify training requirements based on multiple factors including the position ID, job code, department, division/service area.CRITICAL AT.109 The system has the ability to assign and track equipment provided to new employees, employee changes or other criteria such as telecommuters (e.g., cell phone, laptop, tablet, and other equipment). DESIRED AT.110 The system has the ability to allow multiple departments to assign assets to an employee.DESIRED AT.111 The system has the ability to flag return of equipment from employee changes (e.g., employee change requires cell phone return from previous position). DESIRED AT.112 The system has the ability to archive employee files based on user-defined archival policies.CRITICAL AT.113 The system has the ability to retrieve archived employee files.CRITICAL AT.114 The system has the ability to receive data from a third-party background check system. DESIRED AT.115 The system has to ability to require a final approval for certain positions through workflow. CRITICAL AT.116 The system has the ability to utilize an employee ID as part of the re-hire process.CRITICAL N No: Feature/Function cannot be provided. Workforce Management Req #Description of Requirement Criticality Response Comments General Requirements WM.1 The system has the ability to provide a Workforce Management module that is integrated with all other system modules including (but not limited to) General Ledger, Budgeting, Purchasing, and Accounts Payable. CRITICAL WM.2 The system has the ability to support a system-generated unique employee number with override capabilities.CRITICAL WM.3 The system has the ability to track various employee information through unique employee identifier.CRITICAL WM.4 The system has the ability to capture and maintain I9 documentation and track status.CRITICAL WM.5 The system has the ability to accommodate workflow approvals of human resources-related processes and documents.CRITICAL WM.6 The system has the ability to provide notification to appropriate users when a new position is approved in the budget, for purposes of creating the position in the HR module. CRITICAL WM.7 The system has the ability to track the length of time an employee has filled a position.CRITICAL Response Indicators: When providing responses to the requirements in Attachment B, proposers shall use the following response indicators:Instruction S Standard: Feature/Function is included in the current software release and will be implemented by the planned phase go-live date as part of the Proposal from vendors in accordance with agreed-upon configuration planning with the City. Respondents are encouraged, but not required, to provide additional information in the Comments column to further demonstrate the system’s ability to meet the requirement. F Future: Feature/Function will be available in a future software release available to the City by April 1, 2019, at which point it will be implemented in accordance with agreed-upon configuration planning with the City. If a response indicator of “F” is provided for a requirement that will be met in a future software release, the Respondent shall indicate the planned release version as well as the time the release will be generally available. C Customization: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with custom modifications. All related customization costs should be indicated in the Comments column next to the feature/function, and the total cost included in Attachment C – Cost Worksheet. If a response indicator of “C” is provided for a requirement that will be met through a custom modification, the Respondent shall indicate the cost of such a modification. T Third-Party: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with integration with a third-party system. This system should be specified. If a response indicator of “T” is provided for a requirement that will be met by integration with a third-party system, the Respondent shall identify this third-party system and include a cost proposal to secure this system. Workforce Management Req #Description of Requirement Criticality Response Comments WM.8 The system has the ability to record and track items assigned to employees (e.g., cell phone, keys, ID card, parking pass, etc.).DESIRED WM.9 The system has the ability to set up and establish rules, workflows, and track changes for a minimum of 20 action types (e.g., new hire, promotion, retirement, etc.). CRITICAL WM.10 The system has the ability to generate electronic personnel action forms.CRITICAL WM.11 The system has the ability to process personnel transactions for multiple organizational units (mass changes).CRITICAL WM.12 The system has the ability to transfer employees from one position to another.CRITICAL WM.13 The system has the ability to make mass changes on employee data based on reorganizations (reassign departments or divisions.)CRITICAL WM.14 The system has the ability to allow for the tracking of City-defined position data with the ability to track/add new fields.CRITICAL WM.15 The system has the ability to accommodate multiple labor codes.CRITICAL WM.16 The system has the ability to maintain job descriptions within the system.CRITICAL WM.17 The system has the ability to allow positions to be budgeted for partial year (e.g., three, six, nine months).CRITICAL WM.18 The system has the ability to reinstate a separated employee, requiring approval sign-off per user-defined rules (at multiple levels if necessary).CRITICAL WM.19 The system has the ability to identify at the time of separation if the employee is eligible for rehire. CRITICAL WM.20 The system has the ability to provide for multiple compensation plans (e.g., police, fire, union groups, general compensation plan, etc.).CRITICAL WM.21 The system has the ability to accommodate multiple salary tables (e.g., grades and steps) linked to multiple job/description classes.CRITICAL WM.22 The system has the ability to accommodate tracking shift structure for employees.CRITICAL WM.23 The system has the ability to capture permanent and temporary job-type CRITICAL WM.24 The system has the ability to capture the typical hours of a position (e.g., 9am to 5pm).DESIRED WM.25 The system has the ability to assign employees to single or multiple jobs and pay grades (with multiple levels of sign-off approval per user-defined rules). CRITICAL Workforce Management Req #Description of Requirement Criticality Response Comments WM.26 The system has the ability to monitor base salary and additional compensation components by employee.CRITICAL WM.27 The system has the ability to track temporary alternate duty assignments and restrictions.CRITICAL WM.28 The system has the ability to support HIPAA compliance.CRITICAL WM.29 The system has the ability to provide drill down capability to see attachments to employee records based on security permissions.CRITICAL WM.30 The system has the ability to support the management of volunteer positions.DESIRED WM.31 The system has the ability to automatically calculate an employees FTE based on hours worked. DESIRED WM.32 The system has the ability to allow the City track an employees FTE. CRITICAL Employee Central/Master File Data WM.33 The system has the ability to set up an employee master file for each employee.CRITICAL WM.34 The system has the ability to maintain a unique employee number for each person regardless of their employment status within the system (i.e., termination, reinstatement, retirement). CRITICAL WM.35 The system has the ability to allow for the tracking of City-defined employee data with the ability to track/add new fields.CRITICAL WM.36 The system has the ability to allow each department to assign assets to an employee.DESIRED WM.37 The system has the ability to provide internal checklists for employee hire and termination process to ensure all steps are completed (checklist should include acknowledgement of receipt/understanding of policy and agreement documents). CRITICAL WM.38 The system has the ability to provide workflows for employee hire and termination process to ensure all steps are completed.DESIRED WM.39 The system has the ability to maintain name change history.CRITICAL WM.40 The system has the ability to default all employee communications based on the preferred first name.DESIRED WM.41 The system has the ability to search by credentials, such as license or self- reported skills/abilities for employees (i.e., in the case of a pandemic outbreak a department may need to search for employees with specific credentials such as license to fill a position). DESIRED Workforce Management Req #Description of Requirement Criticality Response Comments WM.42 The system has the ability to provide all personnel transaction processing (new hire, term, etc.) across multiple functional areas so that a single process includes employment, payroll, benefits, etc. CRITICAL WM.43 The system has the ability to default specified Job Code data (e.g., pay grade & schedule, probation length) to new position and employee record, with ability for default values to be overridden by the user based on appropriate security permissions. CRITICAL WM.44 The system has the ability to transfer an employee to a different department/division or payroll group without re-entering the entire employee file. CRITICAL WM.45 The system has the ability to track probationary period and performance review schedule separately by employee/position.CRITICAL Employee Discipline/Grievances WM.46 The system has the ability to record and track various discipline types that are maintained by the HR department.CRITICAL WM.47 The system has the ability to record and track disciplinary actions (and maintain history) including information on incidents causing the action, steps taken in resolution, and the personnel involved. CRITICAL WM.48 The system has the ability to allow a supervisor to view prior discipline action, with appropriate security.DESIRED WM.49 The system has the ability to capture user-entered narrative for each step of disciplinary process with appropriate security.DESIRED WM.50 The system has the ability to track City-defined information related to grievances.DESIRED WM.51 The system has the ability to allow for a City-defined multi-step grievance process.DESIRED WM.52 The system has the ability to track all activities associated with the management of the grievance.DESIRED WM.53 The system has the ability to accommodate planned or immediate terminations.DESIRED WM.54 The system has the ability to define multiple separation codes (discharged due to misconduct, performance issues, poor attendance, other user- defined; resignation due to mutual agreement, career advancement, career change, relocation, retirement, other user-defined). CRITICAL Workforce Management Req #Description of Requirement Criticality Response Comments WM.55 The system has the ability to provide a termination or other status change processes checklist.DESIRED WM.56 The system has the ability to record employee's and supervisor's reasons for termination/separation.DESIRED Performance Evaluations WM.57 The system has the ability to accommodate employee evaluation forms in various formats that can be easily customized by the City.CRITICAL WM.58 The system has the ability to allow the City to define multiple performance evaluation schedules. CRITICAL WM.59 The system has the ability to accommodate review schedules and notify employees and supervisors of evaluation due dates.DESIRED WM.60 The system has the ability to allow authorized users to prepare and submit a non-scheduled performance review.CRITICAL WM.61 The system has the ability to trigger e-mail notification for an evaluation based on an user-definable amount of time prior to due date.DESIRED WM.62 The system has the ability to track probation periods of differing lengths. CRITICAL WM.63 The system has the ability to provide supervisors with list of their employees and projected review date.CRITICAL WM.64 The system has the ability to provide multi-step approval/workflow for review and approval of performance evaluations.DESIRED WM.65 The system has the ability to provide self-, peer- or “360-“ evaluation functionality.CRITICAL WM.66 The system has the ability to have finalization of performance review to automatically generate an action to an employee record (i.e., change the next review date). DESIRED WM.67 The system has the ability to provide for more than one supervisor to complete evaluation for same time period when employee works in more than one position with multiple supervisors. DESIRED WM.68 The system has the ability to attach performance evaluations to the employee record.CRITICAL WM.69 The system has the ability to perform performance evaluation scheduling (including employee, reviewer(s), date).DESIRED WM.70 The system has the ability to record performance evaluation detail, including narratives.CRITICAL WM.71 The system has the ability to accommodate electronic performance evaluations, utilizing workflow for approvals. CRITICAL Workforce Management Req #Description of Requirement Criticality Response Comments Training and Certifications WM.72 The system has the ability to record and update City-defined employee training data. CRITICAL WM.73 The system has the ability to track dates of licensure, certification, training, permits, and other expirations.CRITICAL WM.74 The system has the ability to provide employee and supervisor notices when expirations are within a user-defined time period.DESIRED WM.75 The system has the ability to provide employee and supervisor notices of violation and expirations.DESIRED WM.76 The system has the ability to track driver's license requirements for various job classes.CRITICAL WM.77 The system has the ability to track training attendance/completion by employee, division, and department.CRITICAL WM.78 The system has the ability to track progress toward and completion of licenses and certifications as required for specific jobs.DESIRED WM.79 The system has the ability to attach training and certification documents to the employee file. CRITICAL Learning Management System WM.80 The system has the ability to provide a Learning Management module that is integrated with other system modules, including (but not limited to) Human Resources, Employee Self Service (ESS), and Performance Management. DESIRED WM.81 The system has the ability to support and manage a blended learning environment (e.g., online, classroom/instructor-led, events, etc.).DESIRED WM.82 The system has the ability to provide user-friendly templates and workflows for creating, editing, and updating courses and classes (e.g., assign subjects, curriculum, audiences, prerequisites, competencies, completion dates, expiration date). DESIRED WM.83 The system has the ability to allow for links to third-party courses and learning content, including ability to track participation through the system.DESIRED WM.84 The system has the ability to support assigning courses to multiple groups that can be defined based on department, role, job titles, functional groups, etc. DESIRED WM.85 The system has the ability to support classroom management (creating classrooms and assigning courses, instructors if applicable, locations and resources).DESIRED Workforce Management Req #Description of Requirement Criticality Response Comments WM.86 The system has the ability to provide a calendar of City provided training opportunities, which includes descriptions of class, cost, time, date, place, and instructor.DESIRED WM.87 The system provides the ability to allow online employee enrollment for City- provided course opportunities, including workflow for supervisors' approval or denial. DESIRED WM.88 The system has the ability to support notification and viewing of certification/course requirements expiring in a configurable timeframe (e.g., 30, 60, 90 days, etc.) as defined by administrator.DESIRED WM.89 The system has the ability to assign certification and mandatory training to employees and notify supervisor & employee of a need for certification/training though workflow notifications. DESIRED WM.90 The system has the ability to support making tests or surveys required to complete a course.DESIRED WM.91 The system has the ability to automatically update employee profile with appropriate training credits, and hours after an employee completes a course/class. DESIRED WM.92 The system has the ability to store, track and retrieve employee learning profiles, transcripts, and activity/transaction history.DESIRED Employee and Manager Self Service WM.93 The system has the ability to allow employees to see City-defined personal information. CRITICAL WM.94 The system has the ability to allow employees to view benefit information. CRITICAL WM.95 The system has the ability to allow employees to make updates that are subject to an internal review process by HR. CRITICAL WM.96 The system should provide employees the ability to initiate requests and view the status of these requests (e.g., leave requests).CRITICAL WM.97 The system has the ability to provide notification of changes (as described above) to an employee and a supervisor (or other employee).CRITICAL WM.98 The system has the ability to display the most recent pay stub for viewing and printing in a secure environment.CRITICAL WM.99 The system has the ability to display past pay stubs.CRITICAL WM.100 The system has the ability to allow employees to report an incident/accident. DESIRED Workforce Management Req #Description of Requirement Criticality Response Comments WM.101 The system has the ability to allow employees to view pay stub information including (but not limited to) the following: gross pay; taxes; other deductions; net pay; pay period; and year-to-date totals. CRITICAL WM.102 The system has the ability to allow employees to review vacation and sick day balances and submit leave requests.CRITICAL WM.103 The system has the ability to allow employees to submit time/leave online.CRITICAL WM.104 The system has the ability to allow employees to indicate that the employee is willing to receive only electronic W2's and opt-out of receiving printed W2. CRITICAL WM.105 The system has the ability to display W2s for viewing and printing in a secure environment.CRITICAL WM.106 The system has the ability to display all benefit forms for viewing and printing in a secure environment.CRITICAL WM.107 Employee Information Access;CRITICAL WM.108 Time Entry review/approvals;CRITICAL WM.109 Leave Requests review/approvals;CRITICAL WM.110 Leave Accruals (view only);CRITICAL WM.111 Personnel Actions;CRITICAL WM.112 Performance Reviews;CRITICAL WM.113 Recruiting/Application Tracking/Hiring;CRITICAL WM.114 Training Requests Review/Approvals;DESIRED WM.115 Education Requests Review/Approvals;DESIRED WM.116 Management Dashboard (Executive Information System);CRITICAL WM.117 Risk management reporting;DESIRED WM.118 Other user defined processes.DESIRED Reporting and Querying WM.119 The system has the ability to perform ad-hoc reporting on any field or feature for a user defined point in time (i.e., salary as of a user defined date). CRITICAL WM.120 The system has the ability to provide standard data and reports to meet established State and Federal reporting requirements.CRITICAL The system has the ability to provide an interface for manager self-service that includes functionality consistent with the employee self-service interface, and also offers the following functionality: Workforce Management Req #Description of Requirement Criticality Response Comments WM.121 The system has the ability to generate a list of all employees charged to departments other than their home department.CRITICAL WM.122 The system has the ability to generate a labor utilization report that shows filled and unfilled positions with user-defined dates and position salary information. CRITICAL WM.123 The system has the ability to provide positions filled/available reporting.CRITICAL WM.124 The system has the ability to generate seniority reporting.CRITICAL WM.125 The system has the ability to track employee seniority. CRITICAL WM.126 The system has the ability to provide a generate a reporting structure. CRITICAL WM.127 The system has the ability to generate an org chart based on user-defined criteria (e.g., citywide, department, manager, etc.) DESIRED WM.128 The system has the ability to generate a report on the time to fill a position. DESIRED WM.129 The system has the ability to report on employee metrics (e.g., time to fill, turnover, number of hires, diversity, number of trainings)DESIRED WM.130 The system has the ability track multiple dates per employee (e.g., hire date, full time date, current date, position date, promotion date, anniversary date, etc. CRITICAL WM.131 The system has the ability to report on effective date changes.CRITICAL N No: Feature/Function cannot be provided. Benefits Req #Description of Requirement Criticality Response Comments General BF.1 The system has the ability to provide an Benefits module that is integrated with all other system modules including Workforce Management.CRITICAL BF.2 The system has the ability to provide a benefits enrollment portal to accommodate open season, qualifying life events, and new hire enrollment processes. CRITICAL BF.3 The system has the ability to support the management and enrollment in Public Employees Retirement Association of Minnesota (PERA).CRITICAL BF.4 The system has the ability to support the management and enrollment in the City's benefit provider benefit plans.CRITICAL BF.5 The system has the ability to automatically send benefit enrollment information to the City's benefit providers.CRITICAL BF.6 The system has the ability to accommodate participant and dependent benefit enrollment processing for benefit options.CRITICAL BF.7 The system has the ability to establish multiple eligibility rules.CRITICAL BF.8 The system has the ability to calculate premium amounts based on user- defined tables.CRITICAL T Third-Party: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with integration with a third-party system. This system should be specified. If a response indicator of “T” is provided for a requirement that will be met by integration with a third-party system, the Respondent shall identify this third-party system and include a cost proposal to secure this system. F Future: Feature/Function will be available in a future software release available to the City by April 1, 2019, at which point it will be implemented in accordance with agreed-upon configuration planning with the City. If a response indicator of “F” is provided for a requirement that will be met in a future software release, the Respondent shall indicate the planned release version as well as the time the release will be generally available. C Customization: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with custom modifications. All related customization costs should be indicated in the Comments column next to the feature/function, and the total cost included in Attachment C – Cost Worksheet. If a response indicator of “C” is provided for a requirement that will be met through a custom modification, the Respondent shall indicate the cost of such a modification. Response Indicators: When providing responses to the requirements in Attachment B, proposers shall use the following response indicators:Instruction S Standard: Feature/Function is included in the current software release and will be implemented by the planned phase go-live date as part of the Proposal from vendors in accordance with agreed-upon configuration planning with the City. Respondents are encouraged, but not required, to provide additional information in the Comments column to further demonstrate the system’s ability to meet the requirement. Benefits Req #Description of Requirement Criticality Response Comments BF.9 The system has the ability to start and stop any deductions at any given time.CRITICAL BF.10 The system has the ability to support flexible benefit accounts.CRITICAL BF.11 The system has the ability to support flexible spending accounts enrollment and reimbursement.CRITICAL BF.12 The system has the ability to identify type of coverage (e.g., single, two- person, family).CRITICAL BF.13 The system has the ability to track benefits eligibility.CRITICAL BF.14 The system has the ability to notify employees of benefit eligibility dates.CRITICAL BF.15 The system has the ability to maintain coverage and deduction detail by date.CRITICAL BF.16 Coverage effective dates;CRITICAL BF.17 Coverage history;CRITICAL BF.18 Name change history;CRITICAL BF.19 Dependent information;CRITICAL BF.20 Beneficiary information; and CRITICAL BF.21 Years of service.CRITICAL BF.22 The system has the ability to maintain premium and deduction amounts for multiple benefit plans (e.g., health insurance, dental insurance, etc.).CRITICAL BF.23 The system has the ability to track benefit allowance contributions to insurance other than health insurance. CRITICAL BF.24 The system has the ability to differentiate, for deferred compensation purposes, any employer match.DESIRED BF.25 The system has the ability to establish the appropriate tax ramifications for the deferred compensation amounts.CRITICAL BF.26 The system has the ability to manually adjust benefit withholdings.CRITICAL BF.27 The system has the ability to maintain the benefit status even in certain user-defined non-paid statuses.CRITICAL Eligibility and Enrollment BF.28 Length of service;CRITICAL BF.29 Age;CRITICAL BF.30 Marital status;CRITICAL The system has the ability to track the following: The system has the ability to maintain benefit eligibility data including: Benefits Req #Description of Requirement Criticality Response Comments BF.31 Dependent information for multiple dependents (including name, SSN, address, other contact information);CRITICAL BF.32 Employee status (active, retired, leave of absence, suspension, termination, FMLA, military leave, etc.);CRITICAL BF.33 Hours worked by various search criteria (e.g., weekly, bi-weekly, pay period, annually); and CRITICAL BF.34 Other user-defined.DESIRED BF.35 The system has the ability to allow mass updates of employee plan designation.CRITICAL BF.36 The system has the ability to allow update of benefits individually and as a group.CRITICAL BF.37 The system has the ability to generate summary statements by employee.CRITICAL BF.38 The system has the ability to integrate COBRA and Retiree Benefits with General Ledger and Accounts Receivable.DESIRED BF.39 The system has the ability to track and bill health and other benefit payments for retirees.DESIRED BF.40 The system has the ability to identify leave start and end dates.CRITICAL BF.41 The system has the ability to identify employee status (e.g., FMLA leave, military leave, retired).CRITICAL BF.42 The system has the ability to track different leave types which accumulate concurrently as defined by user for each employee (e.g., military annual leave, military leave, workers' compensation). CRITICAL BF.43 The system has the ability to track leave and place a manual or automatic stop on accruals when contract maximums are reached.CRITICAL BF.44 The system has the ability to provide notices to employees for Family Medical Leave Act (FMLA) events, based on user-defined criteria.DESIRED BF.45 The system has the ability to track FMLA based on user-defined criteria (e.g., length of service, eligibility, previous FMLA use, etc.).CRITICAL BF.46 The system has the ability to maintain benefit coverage for employees on leave who elect to pay for his or her own coverage.CRITICAL BF.47 The system has the ability to produce confirmation letters indicating the employee's current participation levels in all benefit plans.DESIRED BF.48 The system has the ability to interface with the employee self-service module for benefit plan open enrollment, benefits and other changes, etc., (with verification process). CRITICAL Benefits Req #Description of Requirement Criticality Response Comments BF.49 The system has the ability to track current and historical benefit costs including (but not limited to): employer cost; employee cost; and total premiums/contributions. CRITICAL BF.50 The system has the ability to maintain a record of employee plan history.CRITICAL BF.51 The system has the ability to validate that the employee is eligible for the plan selected.DESIRED BF.52 The system has the ability to show only eligible plans based on user- defined criteria in the benefit self-service portal. CRITICAL BF.53 The system has the ability to determine coverage and deduction amounts for the employee using parameters stored in the benefit plan structure tables. CRITICAL BF.54 The system has the ability to support pre- and post-tax payroll deductions.CRITICAL BF.55 The system has the ability to automatically produce payroll deductions based on benefit plan enrollments.CRITICAL BF.56 The system has the ability to process and pay benefits reimbursement on a payroll check.DESIRED BF.57 The system has the ability to retroactively enroll employees in plans, and automatically impact payroll to compute the proper pay adjustments and deductions.CRITICAL BF.58 The system has the ability to retroactively enroll dependents in plans, and automatically impact payroll to compute the proper pay adjustments and deductions. CRITICAL BF.59 The system has the ability to recalculate life insurance amounts and costs to be recalculated for all employees at any time during the year based on changed salary, coverage, and/or plan cost parameters. DESIRED BF.60 The system has the ability to enter new enrollment data for a future date without changing the current elections until the date of the new enrollment period begins. CRITICAL BF.61 The system has the ability to provide self-service benefit enrollment for COBRA participants. DESIRED BF.62 The system has the ability to provide open enrollment information to COBRA participants.DESIRED BF.63 The system has the ability for an employee to view current elections through the self-service portal.CRITICAL BF.64 The system has the ability for an employee to view current elections and employee and employer costs through the self-service portal.CRITICAL Benefits Req #Description of Requirement Criticality Response Comments BF.65 The system has the ability to provide a "what if" cost estimator for employees to calculate benefit costs based on potential future events or changes. DESIRED BF.66 The system has the ability to provide notification of dependent ineligibility (e.g., dependent reaches age of 26)DESIRED Cobra Administration BF.67 The system has the ability to track COBRA eligibility based upon City- defined criteria.DESIRED BF.68 Expiration dates;DESIRED BF.69 Employee cost;DESIRED BF.70 Elected coverage;DESIRED BF.71 Payment history;DESIRED BF.72 Notification and response dates;DESIRED BF.73 Qualifying event;DESIRED BF.74 Other, user-defined.DESIRED BF.75 The system has the ability to track relevant COBRA information by employee.DESIRED BF.76 The system has the ability to maintain the date an employee goes on COBRA benefit and COBRA code.DESIRED BF.77 The system has the ability to print the cost of COBRA coverage for active or retired employees.DESIRED BF.78 The system has the ability to set COBRA termination dates by individual enrollee.DESIRED BF.79 The system has the ability to automatically send notification to COBRA enrollees when coverage is going to expire.DESIRED BF.80 The system has the ability to store COBRA dependent history data.DESIRED BF.81 The system has the ability to notify third party administrator regarding COBRA eligible participants.CRITICAL BF.82 Maintenance of COBRA qualifying events and event dates;DESIRED BF.83 Automatic date calculations;DESIRED BF.84 Forms;DESIRED BF.85 Correspondence;DESIRED The system has the ability to support tracking of COBRA related laws, to include, but not limited to: The system has the ability to track and maintain COBRA benefits, including: Benefits Req #Description of Requirement Criticality Response Comments BF.86 COBRA reports;DESIRED BF.87 Notifications;DESIRED BF.88 Billings (and separate billings by plan);DESIRED BF.89 Initiation of COBRA processing when an individual’s coverage is terminated due to a COBRA qualifying event.DESIRED BF.90 The system has the ability to integrate with the City's accounts payable and accounts receivable systems for the purpose of billing for COBRA related expenses. DESIRED BF.91 The system has the ability to track billing and payment for COBRA related expenses.CRITICAL Reporting and Querying BF.92 FMLA;CRITICAL BF.93 Department of Labor;CRITICAL BF.94 Military status; and CRITICAL BF.95 FLSA standards and regulations.CRITICAL BF.96 The system has the ability to provide all employees and retirees with annual benefit statements (benefits statements shall provide designated beneficiary information and benefits that are available to beneficiaries). CRITICAL BF.97 The system has the ability to generate a GASB report (i.e., dependent information).CRITICAL BF.98 The system has the ability to generate a plan enrollment report for all employees.CRITICAL The system has the ability to generate reports and forms that comply with the following: N No: Feature/Function cannot be provided. Risk Management Req #Description of Requirement Criticality Response Comments General RM.1 The system has the ability to provide an Risk Management module that is integrated with all other system modules including Workforce Management.CRITICAL RM.2 The system has the ability to maintain medical files for certain employees depending on system security permissions (e.g., public safety/police evaluations). DESIRED RM.3 The system has the ability to maintain records of physical exams, injuries, illnesses, test results, and other user defined.DESIRED RM.4 The system has the ability to accommodate all HIPAA compliance rules and regulations for maintaining health-related data entered into the system.CRITICAL RM.5 The system has the ability to allow the City to define the information that is tracked related to accidents and injuries.CRITICAL Response Indicators: When providing responses to the requirements in Attachment B, proposers shall use the following response indicators:Instruction S Standard: Feature/Function is included in the current software release and will be implemented by the planned phase go-live date as part of the Proposal from vendors in accordance with agreed-upon configuration planning with the City. Respondents are encouraged, but not required, to provide additional information in the Comments column to further demonstrate the system’s ability to meet the requirement. F Future: Feature/Function will be available in a future software release available to the City by April 1, 2019, at which point it will be implemented in accordance with agreed-upon configuration planning with the City. If a response indicator of “F” is provided for a requirement that will be met in a future software release, the Respondent shall indicate the planned release version as well as the time the release will be generally available. C Customization: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with custom modifications. All related customization costs should be indicated in the Comments column next to the feature/function, and the total cost included in Attachment C – Cost Worksheet. If a response indicator of “C” is provided for a requirement that will be met through a custom modification, the Respondent shall indicate the cost of such a modification. T Third-Party: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with integration with a third-party system. This system should be specified. If a response indicator of “T” is provided for a requirement that will be met by integration with a third-party system, the Respondent shall identify this third-party system and include a cost proposal to secure this system. Risk Management Req #Description of Requirement Criticality Response Comments RM.6 The system has the ability to support an automated process for randomly selecting City employees for drug tests.DESIRED RM.7 The system has the ability to maintain and track information related to drug testing, including (but not limited to): date and time of notification, date and time of test; date and time of arrival; test outcome for alcohol and drug separately (P/F); date pass/fail; reason for test (e.g., reasonable suspicion, random selection, new employee, etc.); classification of employee (user- defined). CRITICAL RM.8 The system has the ability to integrate with GIS to track location associated with claims.DESIRED RM.9 The system has the ability to integrate with building/equipment management systems to track property damage.DESIRED RM.10 The system has the ability to export incident reports to send to third-party organizations (e.g., League of Minnesota Cities).DESIRED Accident/Injury/Property Liability RM.11 The system has the ability to maintain property and casualty insurance information.CRITICAL RM.12 The system has the ability to maintain certificate of insurance information.CRITICAL RM.13 The system has the ability to maintain vehicle insurance information.CRITICAL RM.14 The system has the ability to link the insurance information to the related fixed assets information. CRITICAL RM.15 The system has the ability to track accidents and injuries and follow-up for all employees.CRITICAL RM.16 The system has the ability to track timelines and conditions related to incidents, injuries, and restrictions.CRITICAL RM.17 The system has the ability to allow for the input of unlimited history on accidents and injuries.CRITICAL RM.18 The system has the ability to allow staff to complete a form in a self-service portal to report the incident. DESIRED RM.19 The system has the ability to route the form for approval through a workflow process. DESIRED RM.20 The system has the ability to generate the first report of injury form. CRITICAL The system has the ability to track accidents/incidents, third-party injuries, and property damage by the following: Risk Management Req #Description of Requirement Criticality Response Comments RM.21 Type;CRITICAL RM.22 Cause;CRITICAL RM.23 Third-Party Administrator (TPA) claim number;CRITICAL RM.24 Department;CRITICAL RM.25 Division; CRITICAL RM.26 Individual;CRITICAL RM.27 Position control number;CRITICAL RM.28 Equipment unit number;CRITICAL RM.29 Equipment damage cost;CRITICAL RM.30 Date of incident;CRITICAL RM.31 Day of incident;CRITICAL RM.32 Time of incident;CRITICAL RM.33 Location of incident;CRITICAL RM.34 Investigator's name;CRITICAL RM.35 Investigation type;CRITICAL RM.36 Injury type;CRITICAL RM.37 Estimated legal cost;CRITICAL RM.38 Actual legal cost;CRITICAL RM.39 Estimated lost time;CRITICAL RM.40 Disposition; DESIRED RM.41 Adjudication; and DESIRED RM.42 Other User-defined.DESIRED RM.43 The system has the ability to allow text descriptions for accident and injury reporting.CRITICAL RM.44 The system has the ability to attach associated documentation to accident or injury reports (e.g., scanning and imaging).CRITICAL RM.45 The system has the ability to record physical restrictions.CRITICAL RM.46 The system has the ability to track timelines and conditions related to incidents and injuries.CRITICAL RM.47 The system has the ability to receive/suspend reminders for required timelines regarding follow-ups; return to work; light duty; lost time; and other user-defined criteria. DESIRED Risk Management Req #Description of Requirement Criticality Response Comments RM.48 The system has the ability to estimate payroll liability for workers' compensation for each job classification code.DESIRED RM.49 The system has the ability to track incidents, injuries, and follow-ups in all employees including workers compensation.CRITICAL RM.50 The system has the ability to track incident recommendations and preventive measures.CRITICAL RM.51 The system has the ability to track accidents on either employees or non- employees injured or involved in an accident on City property.CRITICAL RM.52 The system has the ability to store and/or generate an employee statement and an employer statement.CRITICAL RM.53 The system has the ability to maintain tables of accident types, injury types, and OSHA types, and verify real-time during entry to assure consistent usage and reporting. CRITICAL RM.54 The system has the ability to track timelines and conditions related to permitting return to work.CRITICAL RM.55 The system has the ability to import historical workers' compensation and risk management information from past third-party vendors or systems.DESIRED RM.56 The system has the ability to provide contact management and documentation capability to capture information like phone calls from claimers', time for issue resolution, etc. DESIRED RM.57 The system has the ability to access and import data related to motor vehicle driving history from a third-party and update the employee record with a driving eligibility status. DESIRED RM.58 The system has the ability to generate OSHA forms from an incident.CRITICAL RM.59 The system has the ability to dispose of a fixed asset as a result of an accident. DESIRED Reporting and Analysis RM.60 The system has the ability to generate reports and forms that comply with OSHA standards and regulations.CRITICAL RM.61 The system has the ability to provide OSHA specific reporting requirements including but not limited to OSHA 300 log reports. CRITICAL RM.62 The system has the ability to provide standard data and reports to meet established State and Federal reporting requirements.CRITICAL RM.63 The system has the ability to analyze trends Citywide related to accidents/incidents/injuries.CRITICAL Risk Management Req #Description of Requirement Criticality Response Comments RM.64 The system has the ability to calculate total loss by department.DESIRED RM.65 The system has the ability to integrate with the budget module to analyze trends and forecast based on liability/loss data.DESIRED RM.66 The system has the ability to create trend reports based on claims (e.g., report on trends for Safety Committee). CRITICAL RM.67 The system has the ability to report on the history of claims, lost time, medical only, totals, paid and incurred claims.CRITICAL Req #System/Interface Vendor Version Database Platform Type of Integration Reason for Integration Criticality City Comments Vendor Response Method of Integration (flat- file,API, XML, HTTP, etc.) Vendor Comments Cost to Develop INT.1 ERP System JD Edwards 9.2.2.3 Oracle RECEIVE Receive: The ERP system should receive information from the current legacy system during the implementation period. CRITICAL INT.2 Utility billing Advanced CIS Infinity 3.1.27_LGS MS SQL RECEIVE Receive: The future ERP system should receive financial data from CIS Infinity. CRITICAL The City would like to replace this system with the new ERP system as long as the functionality in the new ERP system meets City requirements. INT.3 Building permitting PIMS 2018.08.21.2 MS SQL RECEIVE Receive: The future ERP system should receive financial data from PIMS. CRITICAL INT.4 Benefits open enrollment Apprize NA NA BOTH Receive: The future ERP system should receive benefits information from Apprize. The future ERP system should send employee demographic information to Apprize. CRITICAL The City would like to replace this system with the new ERP system as long as the functionality in the new ERP system meets City requirements. INT.5 Electronic bill presentment and payment solution Invoice Cloud Cloud based Cloud based BOTH Send: The future ERP system utility billing module will need to send billing data to Invoice Cloud and receive payment data from Invoice Cloud. CRITICAL INT.6 Bill printing Impact NA NA SEND Send: The future ERP system utility billing module will need to send bill print information to Impact. CRITICAL INT.7 Meter reading Neptune/N_SIG HT R900-V4 NA BOTH Both: The future ERP system utility billing module will need to send and receive meter read data to and from Neptune. CRITICAL INT.8 Bank payment processing VANCO NA NA RECEIVE Receive: The future ERP system utility billing module will need to receive financial information from VANCO. CRITICAL Potential Interfaces The City has developed a list of potential interfaces for the future Enterprise Resource Planning (ERP) System. For the purpose of this procurement, a "system interface" involves the exchange of data, in real-time or batch mode to and/or from the external system and the ERP System with automation and/or workflow without the need for manual manipulation of the data format. In special cases, where technically feasible, an interface may involve real time interaction with external system software to invoke processing on that external system for real-time viewing in the ERP System. In several instances, interfaces in this list may not be required if the future ERP System can provide needed functionality. Conversely intended replacements of existing third-party systems may be adjusted if functionality in the future ERP System is not adequate. As a result, the City has developed a list of potential interfaces for vendors to respond to so that the City may consider its future applications environment. The types of integration are: SEND: The ERP system will only need to SEND data to the third party application. RECEIVE: The ERP system will only need to RECEIVE date from the third party application. BOTH: The ERP system will need to both SEND and RECEIVE information to/from the third party application. Req #System/Interface Vendor Version Database Platform Type of Integration Reason for Integration Criticality City Comments Vendor Response Method of Integration (flat- file,API, XML, HTTP, etc.) Vendor Comments Cost to Develop INT.9 Bank payment processing metavante NA NA RECEIVE Receive: The future ERP system utility billing module will need to receive financial information from metavante. CRITICAL INT.10 Police scheduling and time entry Workforce Director NA NA BOTH Both: The future ERP system will need to send employee data to Workforce Director and receive hours worked from Workforce Director. CRITICAL The City would like to replace this system with the new ERP system as long as the functionality in the new ERP system meets City requirements. INT.11 Scheduling and time entry WhenIWork Cloud based Cloud based BOTH Both: The future ERP system will need to send employee data to WhenIWork and receive hours worked from WhenIWork. CRITICAL The City would like to replace this system with the new ERP system as long as the functionality in the new ERP system meets City requirements. INT.12 Applicant tracking and onboarding NEOGOV Cloud based Cloud based RECEIVE Receive: The future ERP system will need to receive applicant/employee data from NEOGOV. CRITICAL The City would like to replace this system with the new ERP system as long as the functionality in the new ERP system meets City requirements. INT.13 Document management Laserfiche Avante 10.3 MS SQL BOTH Send: The future ERP system will need to send supporting documents to Laserfiche. The future ERP system will need to retrieve the supporting documents from Laserfiche. CRITICAL INT.14 Document management Laserfiche Avante 10.3 MS SQL RECEIVE Send: The future ERP system will need to receive form data from Laserfiche. DESIRED INT.15 Police learning management system L.E.A. Data Technologies NA NA RECEIVE Receive: The future ERP system will need to receive learning management data from L.E.A. DESIRED INT.16 Fire learning management system NA NA NA RECEIVE Receive: The future ERP system will need to receive learning management data from fire LMS. DESIRED INT.17 Liquor point-of-sale, inventory, and time entry system Lightspeed Cloud based Cloud based RECEIVE Receive: The future ERP system will need to receive financial and time entry data from LightSpeed. CRITICAL INT.18 Aquatics time clock Novatime Cloud based Cloud based BOTH Both: The future ERP system will need to send employee data and receive time entry data from Novatime. CRITICAL The City would like to replace this system with the new ERP system as long as the functionality in the new ERP system meets City requirements. Req #System/Interface Vendor Version Database Platform Type of Integration Reason for Integration Criticality City Comments Vendor Response Method of Integration (flat- file,API, XML, HTTP, etc.) Vendor Comments Cost to Develop INT.19 Communications billing Freshbooks Cloud based Cloud based RECEIVE Receive: The future ERP system will need to receive billing information from Freshbooks. CRITICAL The City would like to replace this system with the new ERP system as long as the functionality in the new ERP system meets City requirements. INT.20 Point-of-sale MaxGalaxy Cloud based Cloud based RECEIVE Receive: The future ERP system will need to receive financial data from MaxGalaxy. CRITICAL INT.21 Golf point-of-sale and inventory GolfNow 19.8.59.0 MS SQL RECEIVE Receive: The future ERP system will need to receive financial data from GolfNow. CRITICAL INT.22 OSHA reporting MyWave Cloud based Cloud based RECEIVE Receive: The future ERP system will need to receive OSHA reporting information from MyWave. CRITICAL The City would like to replace this system with the new ERP system as long as the functionality in the new ERP system has the available functionality. INT.23 Work orders CityWorks 2015 MS SQL SEND Send: The future ERP system will need to send service requests from the utility billing module to Cityworks. DESIRED INT.24 Vehicle, equipment, and inventory management CFA v.8.1.1185 MS SQL RECEIVE Receive: The future ERP system needs to receive asset information from CFA. DESIRED INT.25 Building manager VFA NA NA RECEIVE Receive: The future ERP system still need to receive asset information from VFA. DESIRED INT.26 Investment management Tracker NA NA RECEIVE Receive: The future ERP system will need to receive financial information from Tracker. DESIRED INT.27 Capital Improvement Plan (CIP) PlanIt NA MS Access RECEIVE Receive: The future ERP system will need to receive project budget data from CIP. DESIRED The City would like to replace this system with the new ERP system as long as the functionality in the new ERP system meets City requirements. INT.28 GIS ESRI 10.4.1 MS SQL SEND BOTH: the future ERP system will need to send utility billing data, risk data, fixed assets data. DESIRED INT.29 Online Sales Paypal Cloud based Cloud based RECEIVE RECEIVE: the future ERP system will need to receive sales data from Paypal. CRITICAL INT.30 Purchasing card (p- card)US Bank NA NA RECEIVE RECEIVE: the future ERP system will need to receive p- card transaction details. CRITICAL Req #System/Interface Vendor Version Database Platform Type of Integration Reason for Integration Criticality City Comments Vendor Response Method of Integration (flat- file,API, XML, HTTP, etc.) Vendor Comments Cost to Develop INT.31 Accounts Payable Processing Tungsten Workflow v4.5.1.15 MS SQL BOTH BOTH: the future ERP system will need to receive the invoice information from Tunsgsten and send the payment information to Tungsten. CRITICAL INT.32 Help Desk Support Ticketing System Spiceworks 7.5 NA SEND BOTH: the future ERP system will need to send new hire and terminated data to Spiceworks. DESIRED INT.33 Bank for ACH processing Wells Fargo NA NA SEND SEND: The future ERP system needs to send an ACH file to Wells Fargo. CRITICAL INT.34 Positive pay US Bank NA NA SEND SEND: The future ERP system needs to send a positive file to US Bank. CRITICAL INT.35 Cleared check file US Bank NA NA RECEIVE RECEIVE: The future ERP system needs to receive the cleared check file from US Bank. CRITICAL Req #Data Conversion Object Source Quantity of Data Available Quantity of Data Needed in Future System City Criticality Included in Standard Implementation (Yes/No) Vendor Response Cost to Convert Vendor Standard Conversion Scope (Please outline standard scope of conversions for the objects identified) Vendor Comments DC.1 GL Account Balances JD Edwards 15 Years Current, Plus 2 Years Historical CRITICAL DC.2 GL Account Balances JD Edwards 15 Years Current, Plus 5 Years Historical DESIRED DC.3 GL Account Transaction Data JD Edwards 15 Years Current, Plus 2 Years Historical DESIRED DC.4 GL Account Summary Data JD Edwards 15 Years Current, Plus 2 Years Historical CRITICAL DC.5 Vendor File (Active Vendors)JD Edwards 23,000 Vendors All Vendors paid over the past 2 years CRITICAL DC.6 AP History JD Edwards 15 Years Current, Plus 1 Years Historical CRITICAL DC.7 Budget History JD Edwards 15 Years Current, Plus 2 Years Historical CRITICAL DC.8 Project History JD Edwards 15 Years Current, Plus 2 Years Historical DESIRED DC.9 Fixed Asset Information JD Edwards 15 Years All active fixed assets CRITICAL DC.10 Applicant Information NeoGov 6 Years Current/active applicants CRITICAL DC.11 Employee Pay History JD Edwards 15 Years Current, Plus 3 Years Historical CRITICAL DC.12 Employee Pay History JD Edwards 15 Years Current, Plus 5 Years Historical DESIRED DC.13 Employee Pay History JD Edwards 15 Years Current, Plus 15 Years Historical DESIRED Potential Data Conversions Directions: The City has developed a list of potential data conversion objects as part of the future system(s) implementation. For each object, proposers should indicated the proposed approach to data conversion includes the object or not. Additional information about each source can be found on the preceding interfaces tab. The cost to convert each object should be proposed on a line item basis and totaled in Attachment C - Cost Worksheet both by Criticial and Desired data conversion objects. Req #Data Conversion Object Source Quantity of Data Available Quantity of Data Needed in Future System City Criticality Included in Standard Implementation (Yes/No) Vendor Response Cost to Convert Vendor Standard Conversion Scope (Please outline standard scope of conversions for the objects identified) Vendor Comments DC.14 Employee Information JD Edwards 1200 (Active); Terminated Employee History Consistent with Pay History (approx. 3600 terminated employees) Current, Plus 3 Years Historical CRITICAL DC.15 Employee Information JD Edwards 1200 (Active); Terminated Employee History Consistent with Pay History (approx. 3600 terminated employees) Current, Plus 5 Years Historical DESIRED DC.16 Employee Information JD Edwards 1200 (Active); Terminated Employee History Consistent with Pay History (approx. 3600 terminated employees) Current, Plus 15 Years Historical DESIRED DC.17 Customer File (Utilities) Advanced CIS Infinity 15,000 Active Accounts All active accounts CRITICAL DC.18 Customer Transaction History (Utilities) Advanced CIS Infinity 15,000 Active Accounts Current, Plus 2 Years Historical for Active Customers CRITICAL Req #Data Conversion Object Source Quantity of Data Available Quantity of Data Needed in Future System City Criticality Included in Standard Implementation (Yes/No) Vendor Response Cost to Convert Vendor Standard Conversion Scope (Please outline standard scope of conversions for the objects identified) Vendor Comments DC.19 Customer Transaction History (Utilities) Advanced CIS Infinity 15,000 Active Accounts Current, Plus 5 Years Historical for Active Customers DESIRED Licensing and Hosting Notes: Vendors are instructed to include notes in the field to the right related to the licensing methodology (site/enterprise, named user, concurrent, subscription); the hosting or deployment model; as well as other detail that will help the City to understand the cost totals: Named User Concurre nt User Site/Ente rprise Other (specify above) Cost Area (Tab No. from Attachment B - Functional and Technical Requirements) #2 General Ledger and Financial Reporting #3 Budget #4 Purchasing #5 Accounts Payable #6 Accounts Receivable, Billing, and Cash Receipts #7 Project Accounting and Grant Management #8 Fixed Assets and Inventory #9 Time Entry #10 Payroll #11 Utility Billing #12 Applicant Tracking and Onboarding #13 Workforce Management #14 Benefits #15 Risk Management Total Software License Costs $ - Software Customization Costs $ - Interfaces/Integration Costs $ - Data Conversion Costs $ - Professional Service Costs (not including training, integration and interfaces) $ - Training Costs $ - Server Hardware Costs $ - Third-Party Hardware Costs $ - Third-Party Software Costs $ - Third-Party Professional Services Costs $ - Expenses (miscellaneous) $ - Total One-Time Costs (Without Discounts) $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Discounts $ - Total Discounted One-Time Costs (Total One-Time Cost less Discounts) $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Total Not to Exceed Travel Costs Please Indicate the Licensing ModelOne-Time Costs City Hosted Cost Worksheet Cost Worksheet Instructions: Provide a cost response for each cost area, based upon system modules for a City-hosted application. The pricing should be based on the detailed functionality that the City requires for each functional area. When a single price may be provided for a group of modules, please provide that cost with a notation. All additional costs should be captured in the respective areas. Vendors are responsible for completing all fields highlighted orange where applicable, and reviewing totals prior to submission. City Hosted Cost Worksheet Cost Worksheet Instructions: Provide a cost response for each cost area, based upon system modules for a City-hosted application. The pricing should be based on the detailed functionality that the City requires for each functional area. When a single price may be provided for a group of modules, please provide that cost with a notation. All additional costs should be captured in the respective areas. Vendors are responsible for completing all fields highlighted orange where applicable, and reviewing totals prior to submission. Cost Area (Tab No. from Attachment B - Functional and Technical Requirements) #2 General Ledger and Financial Reporting #3 Budget #4 Purchasing #5 Accounts Payable #6 Accounts Receivable, Billing, and Cash Receipts #7 Project Accounting and Grant Management #8 Fixed Assets and Inventory #9 Time Entry #10 Payroll #11 Utility Billing #12 Applicant Tracking and Onboarding #13 Workforce Management #14 Benefits #15 Risk Management Total Annual Maintenance (per functional area) $ - Custom Modification Maintenance (if applicable) $ - Additional Maintenance Fees $ - Total Recurring Maintenance Costs by Module $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Maintenance Schedule: Rate of Increase over Prior Year (as a percentage) Maintenance Costs (as a dollar amount) Maintenance Schedule: Rate of Increase over Prior Year (as a percentage) Maintenance Costs (as a dollar amount) Year 1 Year 6 Year 2 Year 7 Year 3 Year 8 Year 4 Year 9 Year 5 Year 10 Ten Year Maintenance Cost Escrow Costs (if applicable) Optional - Disaster Recovery Cost (annual basis) Optional - Enhanced Maintenance & Support Services Vendor Comments: Recurring Maintenance Costs $ - Vendor Comments: Vendor Comments: City Hosted Cost Worksheet Cost Worksheet Instructions: Provide a cost response for each cost area, based upon system modules for a City-hosted application. The pricing should be based on the detailed functionality that the City requires for each functional area. When a single price may be provided for a group of modules, please provide that cost with a notation. All additional costs should be captured in the respective areas. Vendors are responsible for completing all fields highlighted orange where applicable, and reviewing totals prior to submission. Total Discounted One-Time Costs (Cell P20) Recurring Maintenance Years 1-10 (Cell B36) Total Estimated Travel Costs (Cell B21) Other Costs TOTAL TEN YEAR INVESTMENT Cost Estimated Professional Services Costs for Future Upgrades the City would likely make within the next 10 years Estimated Software Licensing Costs for Future Upgrades the City would likely make within the next 10 years Other Cost Areas - Description Cost Hourly Rate for Professional Services Hourly Rate for Custom Programming Hourly Rates Other Costs (if applicable; please specify the nature of these costs, and whether such costs are presented as optional, included at no cost/bundled, etc.) $ - $ - $ - Notes Notes $ - $ - TOTAL TEN YEAR INVESTMENT Licensing and Hosting Notes: Vendors are instructed to include notes in the field to the right related to the licensing methodology (site/enterprise, named user, concurrent, subscription); the hosting or deployment model; as well as other detail that will help the City to understand the cost totals: One-Time Costs Named User Concurre nt User Site/Ente rprise Other (specify above) Cost Area (Tab No. from Attachment B - Functional and Technical Requirements) #2 General Ledger and Financial Reporting #3 Budget #4 Purchasing #5 Accounts Payable #6 Accounts Receivable, Billing, and Cash Receipts #7 Project Accounting and Grant Management #8 Fixed Assets and Inventory #9 Time Entry #10 Payroll #11 Utility Billing #12 Applicant Tracking and Onboarding #13 Workforce Management #14 Benefits #15 Risk Management Total Software License Costs $ - Software Customization Costs $ - Interfaces/Integration Costs $ - Data Conversion Costs $ - Professional Service Costs (not including training, integration and interfaces) $ - Training Costs $ - Server Hardware Costs $ - Third-Party Hardware Costs $ - Third-Party Software Costs $ - Third-Party Professional Services Costs $ - Expenses (miscellaneous) $ - Total One-Time Costs (Without Discounts) $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Discounts $ - Total Discounted One-Time Costs (Total One-Time Cost less Discounts) $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Total Not to Exceed Travel Costs Escrow Costs (if applicable) Vendor Hosted Cost Worksheet Cost Worksheet Instructions: Provide a cost response for each cost area, based upon system modules for a Vendor-hosted (e.g. "Managed Services") application. The pricing should be based on the detailed functionality that the City requires for each functional area. When a single price may be provided for a group of modules, please provide that cost with a notation. All additional costs should be captured in the respective areas. Vendors are responsible for completing all fields highlighted orange where applicable, and reviewing totals prior to submission. Please Indicate the Licensing Model Vendor Comments: Vendor Hosted Cost Worksheet Cost Worksheet Instructions: Provide a cost response for each cost area, based upon system modules for a Vendor-hosted (e.g. "Managed Services") application. The pricing should be based on the detailed functionality that the City requires for each functional area. When a single price may be provided for a group of modules, please provide that cost with a notation. All additional costs should be captured in the respective areas. Vendors are responsible for completing all fields highlighted orange where applicable, and reviewing totals prior to submission. Cost Area (Tab No. from Attachment B - Functional and Technical Requirements) #2 General Ledger and Financial Reporting #3 Budget #4 Purchasing #5 Accounts Payable #6 Accounts Receivable, Billing, and Cash Receipts #7 Project Accounting and Grant Management #8 Fixed Assets and Inventory #9 Time Entry #10 Payroll #11 Utility Billing #12 Applicant Tracking and Onboarding #13 Workforce Management #14 Benefits #15 Risk Management Total Annual Maintenance (per functional area) $ - Custom Modification Maintenance (if applicable) $ - Additional Maintenance Fees $ - Total Recurring Maintenance Costs by Module $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Maintenance Schedule: Rate of Increase over Prior Year (as a percentage) Maintenance Costs (as a dollar amount) Maintenance Schedule: Rate of Increase over Prior Year (as a percentage) Maintenance Costs (as a dollar amount) Year 1 (Cell P28) $ - Year 6 Year 2 Year 7 Year 3 Year 8 Year 4 Year 9 Year 5 Year 10 Ten Year Maintenance Cost Optional - Enhanced Maintenance & Support Services Cost Area (Tab No. from Attachment B - Functional and Technical Requirements) #2 General Ledger and Financial Reporting #3 Budget #4 Purchasing #5 Accounts Payable #6 Accounts Receivable, Billing, and Cash Receipts #7 Project Accounting and Grant Management #8 Fixed Assets and Inventory #9 Time Entry #10 Payroll #11 Utility Billing #12 Applicant Tracking and Onboarding #13 Workforce Management #14 Benefits #15 Risk Management Total Annual Hosting/Services (per module) $ - Other Annual Services/Hosting Costs (if applicable, such as disaster recovery) $ - Total Annual Recurring Hosting Costs $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Hosting Schedule: Rate of Increase over Prior Year (as a percentage) Hosting Costs (as a dollar amount) Hosting Schedule: Rate of Increase over Prior Year (as a percentage) Hosting Costs (as a dollar amount) Year 1 (Cell P42) $ - Year 6 Year 2 Year 7 Year 3 Year 8 Year 4 Year 9 Year 5 Year 10 Ten Year Hosting Cost Optional - Disaster Recovery Cost (annual basis) $ - Vendor Comments: Vendor Comments: Recurring Maintenance Costs Recurring Hosting/Managed Services Costs $ - Vendor Hosted Cost Worksheet Cost Worksheet Instructions: Provide a cost response for each cost area, based upon system modules for a Vendor-hosted (e.g. "Managed Services") application. The pricing should be based on the detailed functionality that the City requires for each functional area. When a single price may be provided for a group of modules, please provide that cost with a notation. All additional costs should be captured in the respective areas. Vendors are responsible for completing all fields highlighted orange where applicable, and reviewing totals prior to submission. Total Discounted One-Time Costs (Cell P20) Recurring Maintenance Years 1-10 (Cell B36) Recurring Hosting/Managed Services Costs Years 1-10 (Cell B50) Total Estimated Travel Costs (Cell B21) Other Costs TOTAL TEN YEAR INVESTMENT Cost Estimated Professional Services Costs for Future Upgrades the City would likely make within the next 10 years Estimated Software Licensing Costs for Future Upgrades the City would likely make within the next 10 years Disaster Recovery Costs (Annual basis) Estimated Future Costs for Hosting Center Hardware/Software Upgrades Other Cost Areas - Description Cost Hourly Rate for Professional Services Hourly Rate for Custom Programming TOTAL TEN YEAR INVESTMENT $ - $ - $ - $ - $ - Hourly Rates $ - Other Costs (if applicable; please specify the nature of these costs, and whether such costs are presented as optional, included at no cost/bundled, etc.) Notes Notes Licensing and Hosting Notes: Vendors are instructed to include notes in the field to the right related to the licensing methodology (site/enterprise, named user, concurrent, subscription); the hosting or deployment model; as well as other detail that will help the City to understand the cost totals: One-Time Costs Named User Concurre nt User Site/Ente rprise Other (specify above) #2 General Ledger and Financial Reporting #3 Budget #4 Purchasing #5 Accounts Payable #6 Accounts Receivable, Billing, and Cash Receipts #7 Project Accounting and Grant Management #8 Fixed Assets and Inventory #9 Time Entry #10 Payroll #11 Utility Billing #12 Applicant Tracking and Onboarding #13 Workforce Management #14 Benefits #15 Risk Management Total Software License Costs (if applicable) $ - Software Customization Costs $ - Interfaces/Integration Costs $ - Data Conversion Costs $ - Professional Service Costs (not including training, integration and interfaces) $ - Training Costs $ - Server Hardware Costs $ - Third-Party Hardware Costs $ - Third-Party Software Costs $ - Third-Party Professional Services Costs $ - Expenses (miscellaneous) $ - Total One-Time Costs (Without Discounts) $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Discounts $ - Total Discounted One-Time Costs (Total One-Time Cost less Discounts) $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Total Not to Exceed Travel Costs Escrow Costs (if applicable) Subscription (SaaS) Cost Worksheet Please Indicate the Licensing Model Cost Worksheet Instructions: Provide a cost response for each cost area, based upon system modules for a software as a service (SaaS) based application. The pricing should be based on the detailed functionality that the City requires for each functional area. When a single price may be provided for a group of modules, please provide that cost with a notation. All additional costs should be captured in the respective areas. Vendors are responsible for completing all fields highlighted orange where applicable, and reviewing totals prior to submission. Vendor Comments: Subscription (SaaS) Cost Worksheet Cost Worksheet Instructions: Provide a cost response for each cost area, based upon system modules for a software as a service (SaaS) based application. The pricing should be based on the detailed functionality that the City requires for each functional area. When a single price may be provided for a group of modules, please provide that cost with a notation. All additional costs should be captured in the respective areas. Vendors are responsible for completing all fields highlighted orange where applicable, and reviewing totals prior to submission. Cost Area (Tab No. from Attachment B - Functional and Technical Requirements) #2 General Ledger and Financial Reporting #3 Budget #4 Purchasing #5 Accounts Payable #6 Accounts Receivable, Billing, and Cash Receipts #7 Project Accounting and Grant Management #8 Fixed Assets and Inventory #9 Time Entry #10 Payroll #11 Utility Billing #12 Applicant Tracking and Onboarding #13 Workforce Management #14 Benefits #15 Risk Management Total Annual Maintenance $ - Custom Modification Maintenance (if applicable) $ - Additional Maintenance Fees $ - Total Recurring Maintenance Costs by Module $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Maintenance Schedule: Rate of Increase over Prior Year (as a percentage) Maintenance Costs (as a dollar amount) Maintenance Schedule: Rate of Increase over Prior Year (as a percentage) Maintenance Costs (as a dollar amount) Year 1 (Cell P28) $ - Year 6 Year 2 Year 7 Year 3 Year 8 Year 4 Year 9 Year 5 Year 10 TEN Year Maintenance Cost Cost Area (Tab No. from Attachment B - Functional and Technical Requirements) #2 General Ledger and Financial Reporting #3 Budget #4 Purchasing #5 Accounts Payable #6 Accounts Receivable, Billing, and Cash Receipts #7 Project Accounting and Grant Management #8 Fixed Assets and Inventory #9 Time Entry #10 Payroll #11 Utility Billing #12 Applicant Tracking and Onboarding #13 Workforce Management #14 Benefits #15 Risk Management Total Subscription Cost per Functional Area $ - Subscription - Discounted Cost per Functional Area (Pricing after applicable discounts) $ - Subscription Frequency (Indicate whether monthly, quarterly, or annual basis) Subscription Cost Schedule: Rate of Increase over Prior Year (as a percentage) Subscription Costs (as a dollar amount) Subscription Cost Schedule: Rate of Increase over Prior Year (as a percentage) Subscription Costs (as a dollar amount) Year 1 (cell P41) $ - Year 6 Year 2 Year 7 Year 3 Year 8 Year 4 Year 9 Year 5 Year 10 Ten Year Subscription Cost $ - Recurring Subscription Costs Recurring Maintenance Costs (If Applicable) $ - Subscription (SaaS) Cost Worksheet Cost Worksheet Instructions: Provide a cost response for each cost area, based upon system modules for a software as a service (SaaS) based application. The pricing should be based on the detailed functionality that the City requires for each functional area. When a single price may be provided for a group of modules, please provide that cost with a notation. All additional costs should be captured in the respective areas. Vendors are responsible for completing all fields highlighted orange where applicable, and reviewing totals prior to submission. Total Discounted One-Time Costs (Cell P20) Recurring Maintenance Years 1-10 (Cell B36) Recurring Subscription Costs Years 1-10 (Cell B49) Total Estimated Travel Costs (Cell B21) Other Costs TOTAL TEN YEAR INVESTMENT Cost Estimated Professional Services Costs for Future Upgrades the City would likely make within the next 10 years Estimated Software Licensing Costs for Future Upgrades the City would likely make within the next 10 years Disaster Recovery Costs (Annual basis) Estimated Future Costs for Hosting Center Hardware/Software Upgrades Other Cost Areas - Description Cost Hourly Rate for Professional Services Hourly Rate for Custom Programming TOTAL TEN YEAR INVESTMENT $ - Hourly Rates $ - $ - Other Costs (if applicable; please specify the nature of these costs, and whether such costs are presented as optional, included at no cost/bundled, etc.) $ - $ - $ - Notes Notes City of Edina, Minnesota Addendum No. 1 – October 11, 2018 Request for Proposal for Software and Implementation Services for an Enterprise Resource Planning (ERP), Human Capital Management, and Utility Billing Software Systems Environment Due Date and Time: October 31, 2018, 3:30 PM Central Time City of Edina ERP Proposal Response 4801 W. 50th St. Edina, MN 55424 ___________________________________________________________________________________________ A Pre-Proposal Vendor Teleconference was held on October 1, 2018 at 1pm CST. The Pre-Proposal Teleconference was facilitated by the City and the City’s consulting partner, BerryDunn, and included participation by key City staff. Attendance at the Pre-Proposal Vendor Teleconference was not mandatory. The following vendors identified themselves on the teleconference: - Agilyx - Alpha Sirius - BS&A - Central Square - Cogsdale - Continental Utility Solutions, Inc. - Denovo - Enterprise Solutions Consulting - GovSense - Infor - Itineris - JK Seva - Professional Computer Systems, Co. - Tyler Technologies, Inc. - Ultimate Software Questions and answers provided below include those questions received prior to and during the Pre- Proposal Vendor Teleconference. 1. Question: Would the City please clarify the total number of users for a future software system? It would appear that there is overlap in the user count table presented in the RFP. City Response: The City estimates the total number of future users of a systems environment to be around 100 distinct users on a regular (daily) basis. The number of self- service users would be greater than this figure (see response to question #2 in this addendum). 2. Question: In terms of the number of self-service users for expense reimbursement, time/leave entry, and so forth, can the City please clarify the number of occasional users of the system? Would this number include election judges in the user count? City Response: The City has not included election judges in the user counts presented in the RFP. The City estimates that the total number of employees (including part-time and seasonal workers) that would access self-service to be around 1,000. 3. Question: Is there a published budget for this initiative? City Response: The City will not be disclosing the budgeted amount for this RFP initiative at this time, suffice to say that the City is committed to fully funding the one-time and recurring annual costs for the acquisition of the software. The City is sensitive to the total costs, and has listed cost as one of the several evaluation criteria in the RFP. This RFP opportunity is being presented as a best value solicitation, and not a lowest priced bid, opportunity. 4. Question: The RFP states that the City has not participated in a formal demonstration process as part of this initiative. Has the City participated in informal demonstrations, such as webinars or at tradeshows? City Response: City staff regularly attend conferences and tradeshows where software may be demonstrated, so it is challenging to identify if staff have observed software demonstrations in this context. Prior to making the decision to develop this RFP, the City did participate in informal, 45 minute question and answer sessions with Superion and Tyler Technologies in an educational effort to see the type of functionality that is available in the marketplace. The City has not maintained any ongoing conversations or relationships with vendors leading up to or through this process. 5. Question: Does the City have, or plan to have, a separate but related project conducted that is focused on change management? City Response: The City does not have any planned initiatives that are focused on change management. The City does expect that change management (e.g. organizational change management) to be a contributing factor in the implementation process as many of the City staff have worked with only the legacy software systems. 6. Question: The City has cited a number of shortfalls in the current ERP system - with regard to the utility billing solution, what are the primary driving factors behind looking to replace the system. Has the City outgrown the system? Does the City consider the system to be “broken”? City Response: The City has been using the existing utility billing solution as a result of the relationship with LOGIS, so the City does not know what other capabilities exist in other commercially available solutions. The City would not classify the system as “broken” at this time. As the City considers moving from LOGIS for the ERP product, the City is also considering transitioning from LOGIS for support of the CIS product. 7. Question: Whether companies from outside USA can apply for this? (Kindly confirm if this is an international bid or limited to United States registered companies only). Response: All companies, not dependent on location, are welcome to submit a proposal. 8. Question: Whether we need to come over there for meetings? Response: The City has an expectation that vendors on the Vendor Short List will appear in-person at City offices for scripted demonstrations (Page 16, Section 3.1, part (b). The City further has the expectation that the selected vendor(s) will include onsite activities at City offices as part of the system implementation activities. Vendors are encouraged to describe the proposed approach to onsite and remote activities as part of the response to Tab 3 of the proposal (Project Approach and Implementation Methodology) 9. Question: Can we perform the tasks (related to RFP) outside USA? Response: Please see the response to Question 8 above. 10. Question: Can we submit the proposals via email? Response: No. Per Section 4.1 (3) of the RFP, emailed proposals will not be accepted. 11. There is a whole section on “Scheduling” under the Time Entry & Payroll Tab of the Functional Requirements - Attachment B; how many employees will be using the Scheduling functionality? Response: The City anticipates that as many as 575 employees across five (5) departments will possibly be using scheduling functionality in varying capacities. These potential departments include Parks and Recreation, Administration- Liquor, Police, Fire, and Public Works. 12. There were a few comments about GIS integration in the Functional Checklist; how many employees will be utilizing GIS within the ERP solution? Response: The City anticipates that 15 employees would actively use functionality in the ERP system that leverages GIS functionality for utility billing and fixed assets. 13. Including full time, part time, and seasonal staff how many employees will need to be tracked on the system in any one given month? (please consider the City’s busiest month of the year when answering) Response: The busiest month of the year could include as many as 900 employees/election judges to be paid. 14. How many supervisors, managers, administrators will need access to the system to make approvals, edits or run reports? Response: The City anticipates that 50 supervisors, managers, or administrators would need access to the system to make approvals, edits, or run reports. 15. How many time clocks should we include in our proposal? Response: The City would prefer a time clock system in which employees can use an existing computer, smart phone, or tablet to clock-in and out, replacing the need for a stand-alone time clock. It would be preferred if GPS parameters could be in place within the time clock system, restricting the location(s) where employees can clock-in and out. 16. Is it desired for the time clocks to be HID proximity? Or Biometric? Response: N/A (see response to Question 15 above) 17. If proximity is preferred are the current HID cards Indala, iCLASS, or standard Proximity? Response: N/A (see response to Question 15 above) 18. Will Advanced Scheduling be part of this scope of work? Advanced Scheduling is defined as employees performing shift swaps, or the system suggesting to managers who is the most qualified/available staff to fill a shift when a shift opens up. Response: Scheduling requirements have been identified in the Functional Requirements. Vendors are encouraged to review the requirements in order to determine if Advanced Scheduling should be proposed. 19. How many employees will need to be licensed for Advanced Scheduling? Response: The number of employees needing advanced scheduling could potentially equal the number of employees using scheduling, which could be as many as 575. 20. Is it desired for employees to request FMLA leave electronically and then the Time & Attendance system tracks the FMLA case notifying employees and managers when FMLA hours are running out, or that the employee is due back? Response: Please see requirements TP. 52-58 in Attachment B for the minimum FMLA specific requirements the City has defined. Vendors are encouraged to include narrative in the Comments column when responding to requirements if they wish to expand upon available features or functionality beyond what has been requested by the City. 21. Is it desired for employees to punch in/out from a computer or smart phone? Response: The City does not have a preference to limit the option to one standard City- wide, and would envision utilizing differing methods for different employees or groups of employees, including both computer and mobile (smart phone) capabilities. 22. Is it desired for employees to request time off electronically at a computer or smart phone? Response: The City does not have a preference to limit the option to one standard City- wide, and would envision utilizing differing methods for different employees or groups of employees, including both computer and mobile (smart phone) capabilities. 23. Attachment B, Tab 16 - Data Conversions: Outside of GL and Budget conversions, would the City be open to a data mart and/or JDE archive as opposed to converting historical data directly to the ERP solution? Response: The City would request that vendors fully complete Tab 16 to Attachment B, based on the scope of modules that are included in the proposal and the recommended conversion scope based on the vendor’s approach. The City has included a column for vendors to indicate if the requested scope of conversion objects is a part of the vendors’ standard implementation approach. If vendors are proposing an alternate approach to data conversion, such as a data mart or JDE archive, the City would request that vendors detail the approach and its merits in their proposal in narrative format as part of the response to Tab 8 of Attachment A. Respondents are instructed to return a copy of this addendum form signed by an authorized firm agent as part of proposal responses. ______________________ SIGNATURE ______________________________________ _______________________________________ _____________________________________ COMPANY DATE City of Edina, Minnesota Addendum No. 2 – October 17, 2018 Request for Proposal for Software and Implementation Services for an Enterprise Resource Planning (ERP), Human Capital Management, and Utility Billing Software Systems Environment Due Date and Time: October 31, 2018, 3:30 PM Central Time City of Edina ERP Proposal Response 4801 W. 50th St. Edina, MN 55424 ___________________________________________________________________________________________ 1. Question: General and Technical tab, question GT182 – does SSRS refer to SQL Server Reporting Service? City Response: Yes. 2. Question: The City included information on the number of employees in the RFP, under Table 05. Based on the information below, how many employees are paid on average? We assume the Seasonal Employees could fall into either category; Full-Time or Part-Time. • Number of Full-Time Employees 300 • Number of Part-Time Employees 395 • Number of Seasonal Employees 546 (including 269 election judges) City Response: On average, the City pays 630 employees on a biweekly basis. This number increases to 800 - 900 employees during periods of peak seasonal employment. 3. Question: Would the City please provide clarification on the type(s) or specific reports that are requested as part of requirement BF.97 of the Benefits tab to Attachment B? • Requirement BF.97: “The system has the ability to generate a GASB report (i.e., dependent information) City Response: Currently, the GASB report requires the City to provide the following information on both active and inactive employees, in a specified report format: • Employee Information (Last name, first name, SSN, Gender, PERA Plan, birthdate, hire date, salary from 1 year ago) • Medical information (which medical plan enrolled and which medical coverage tier (i.e. single, employee+spouse, etc.) • Birth date of Spouse if covered Respondents are instructed to return a copy of this addendum form signed by an authorized firm agent as part of proposal responses. __________________________________ SIGNATURE _______________________________________ _____________________________________ COMPANY DATE Date: October 15, 2019 Agenda Item #: VI.J. To:Mayor and City Council Item Type: Request For Purchase From:Don Uram, Finance Director and Kelly Curtin, Human Resources Director Item Activity: Subject:Request for Purchase: Project Management Services for Enterprise Resource Planning System Implementation Action CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: Approve Request for Purchase for project management services for Enterprise Resource Planning (ERP) System Implementation. INTRODUCTION: This purchase is for project management services for the implementation of the Tyler Munis ERP Software System. See attached Request for Purchase. ATTACHMENTS: Description Request for Purchase: Project Management Services for ERP Implementation Professional Services Agreement - Berry Dunn City of Edina • 4801 W. 50th St. • Edina, MN 55424 Request for Purchase Date: October 15, 2019 To: Mayor and City Council From: Don Uram, Finance Director Kelly Curtin, Human Resources Director Subject: Request for Purchase: Project Management Services for Enterprise Resource Planning System Implementation Purchase Subject to: ☐List Quote/Bid ☐State Contract ☒Service Contract The Recommended Bid is: ☒Within Budget ☐Not Within Budget BerryDunn will provide project management oversight services to support and assist with the implementation of the Tyler Munis Enterprise Resource Planning (ERP) System. BerryDunn was selected by staff from four consultants to assist the City. Background In March of 2018, the City began a formal Request for Proposal process in order to select a consultant to assist in the selection of the ERP system. The City received responses from 25 consultants, and after multiple rounds of interviews and reference checks, the City selected BerryDunn. Over the next three months, BerryDunn was on-site to lead the City through Needs Assessment and Analysis Sessions and Joint Requirements Planning sessions, involving 75 staff representatives. At the conclusion of these sessions, BerryDunn worked with the City’s project team to develop a Request for Proposals (RFP) for Software and Implementation Services for an Enterprise Resource Planning, Human Capital Management, and Utility Billing Software Systems Environment. The City received proposals from six different vendors. After reviewing the vendor proposals, the City selected three finalists to come on-site in December 2018 and perform system demonstrations for the City Project Team and the 75 staff representatives. BerryDunn facilitated each of the two-and-a-half day demonstrations and had developed a demonstration script with the Date Bid Opened or Quote Received: Bid or expiration Date: July 30, 2019 October 30, 2019 Company: Amount of Quote or Bid: Berry Dunn McNeil and Parker, LLC (BerryDunn) 100 Middle Street Portland, ME 04101 $203,776.00 Recommended Quote or Bid: BerryDunn $203,776.00 Page 2 City of Edina • 4801 W. 50th St. • Edina, MN 55424 Request for Purchase City’s Project Team for the vendors to follow to ensure consistency and that all the requirements were covered. Upon completion of the vendor demos, the City Project Team contacted references and conducted site visits, and decided to move forward with Tyler Technologies’ Munis ERP Software System. The City then engaged in contract negotiations with Tyler Technologies, with the assistance of BerryDunn. After several months of negotiations, a contract was agreed upon and is scheduled for at the October 1st meeting. Current Situation While the contract with Tyler Technologies was being negotiated, the City published a RFP for Project Management Services for Implementation of an Enterprise Resource Planning (ERP) System in July of 2019. The City received proposal responses from four consultant firms. The City Project Team selected two finalists. After interviews, the City contacted references and decided to move forward with BerryDunn. This will be an easy and seamless transition as BerryDunn has been with the City from the start of the ERP Project and is very familiar with the City’s current environment, challenges, and goals for the future. Next Steps Implementation of the Munis System is planned to start in November of this year, and the City would like BerryDunn to begin their role of Project Management oversight at the same time. The full implementation cycle should last between 18-24 months, with a planned go-live date of January 1, 2021, subject to any changes in the implementation timing and schedule. Throughout this implementation, BerryDunn will assist the City Project Team and the City’s internal Project Manager through: • Project Management Oversight • Organizational Change Management Oversight • Risk and Issue Management Assistance • Creation of a Project Management Plan and weekly tracking of all milestones and deliverables Page 3 City of Edina • 4801 W. 50th St. • Edina, MN 55424 Request for Purchase Budget Impact Environmental Impact Having BerryDunn assist the City Project Team throughout the ERP implementation will reduce the likelihood of the City needing to hire an additional employee to assist with the extra workload, preventing an increase in the related resources, space, and materials needed to support an additional staff member. Community Impact By bringing on BerryDunn to assist with the implementation of the ERP system, the community will benefit allowing City staff to still have time available throughout the two-year implementation process to continue to assist residents and City officials with information requests and data gathering as needed. Department Director Authorization: _________________________________________________ City Council Authorization Date: _______________ (for purchases over $20,000 only) Funding for the consultant to assist with the ERP implementation is included in the $1.4 million project budget the City Council authorized. PROFESSIONAL SERVICES AGREEMENT AGREEMENT made this 151 day of October 2019, by and between the CITY OF EDINA, a Minnesota municipal corporation ("City") and BERRY, DUNN, MCNEIL & PARKER, LLC, a limited liability company existing under the laws of the State of Maine ("Consultant"). IN CONSIDERATION OF THEIR MUTUAL COVENANTS, THE PARTIES AGREE AS FOLLOWS: 1. SCOPE OF SERVICES. The City retains Consultant to provide project management services on an "as-needed" basis to assist in the implementation of the Tyler Munis Enterprise Resource Planning (ERP) software system. Services to be provided include, but are not limited to: A. Project Management Oversight B. Organizational Change Management Oversight C. Risk and Issue Management Assistance D. Project Management Plan, weekly tracking, and other deliverables as outlined in Consultant Proposal 2. CONTRACT DOCUMENTS. The following documents shall be referred to as the "Contract Documents," all of which shall be taken together as a whole as the contract between the parties as if they were set verbatim and in full herein: A. This Professional Services Agreement; and B. Consultant's Proposal dated July 30, 2019. In the event of conflict among the provisions of the Contract Documents, the order in which they are listed above shall control in resolving any such conflicts. Contract Document "A" has the first priority and Contract Document "B" has the last priority. 3. COMPENSATION. The City shall pay the Consultant and the Consultant shall accept as payment One Hundred and Seventy and 0/100 Dollars ($170) per hour for each hour of work performed, not to exceed Two Hundred and Three Thousand, Seven Hundred and Seventy-Six and 0/100 Dollars ($203,776) for 24 months, inclusive of reimbursable, taxes and all other charges (the "fee"). Travel expenses will be invoiced separately based on the actual expenses incurred. The City shall make payments on the basis of work performed upon receipt of an invoice from the Consultant. Payment shall be made by the City within thirty-five (35) days of receipt of an invoice, unless the invoice is disputed. 4. OWNERSHIP. All reports, plans, models, software, diagrams, analyses, and information generated in connection with performance of this Agreement shall be the property of the City. The City may use the information for its purposes. The City shall have all common law, statutory and other reserved rights. The City shall not acquire any ownership interest in any 204867v1 1 intellectual property (including but not limited to reports, plans, models, software, diagrams, analyses, and information) that was owned by Consultant prior to the execution of this Agreement. 5. CHANGE ORDERS. All change orders, regardless of amount, must be approved in advance and in writing by the City. No payment will be due or made for work done in advance of such approval. 6. COMPLIANCE WITH LAWS AND REGULATIONS. In providing services hereunder, Consultant shall abide by all statutes, ordinances, rules and regulations pertaining to the provisions of services to be provided. 7. STANDARD OF CARE. Consultant shall exercise the same degree of care, skill, and diligence in the performance of the services as is ordinarily possessed and exercised by a professional consultant under similar circumstances. No other warranty, expressed or implied, is included in this Agreement. City shall not be responsible for discovering deficiencies in the accuracy of Consultant's services. 8. INDEMNIFICATION. Consultant agrees to defend, indemnify and hold the City, its officers, and employees harmless from any liability, claims, damages, costs, judgements, or, expenses, including reasonable attorney's fees, resulting directly or indirectly from a negligent act or omission (including without limitation professional errors or omissions) of the consultant, its agents, employees, or subcontractors in the performance of the services provided by this Agreement and against all losses by reason of the failure of said consultant fully to perform, in any respect, all obligations under this Agreement. 9. INSURANCE. Consultant shall secure and maintain such insurance as will protect Consultant from claims under the Worker's Compensation Acts, and from claims for bodily injury, death, or property damage which may arise from the performance of services under this Agreement. Such insurance shall be written for amounts not less than: Commercial General Liability $1,000,000 each occurrence/aggregate Professional Liability $1,000,000 each claim The City shall be named as an additional insured on the general liability policy. Before commencing work, the Consultant shall provide the City a certificate of insurance evidencing the required insurance coverage in a form acceptable to City. 10. INDEPENDENT CONTRACTOR. The City hereby retains Consultant as an independent contractor upon the terms and conditions set forth in this Agreement. Consultant is not an employee of the City and is free to contract with other entities as provided herein. Consultant shall be responsible for selecting the means and methods of performing the work. Consultant shall furnish any and all supplies, equipment, and incidentals necessary for Consultant's performance under this Agreement. City and Consultant agree that Consultant shall not at any time or in any manner represent that Consultant or any of Consultant's agents or employees are in any manner agents or employees of the City. Consultant shall be exclusively responsible under this Agreement for Consultant's own FICA payments, workers compensation payments, unemployment compensation payments, 204867v1 2 withholding amounts, and/or self-employment taxes if any such payments, amounts, or taxes are required to be paid by law or regulation. 11. SUBCONTRACTORS. Consultant shall not enter into subcontracts for services provided under this Agreement without the express written consent of the City. Consultant shall comply with Minnesota Statutes § 471.425. Consultant must pay subcontractor for all undisputed services provided by subcontractor within ten (10) days of Consultant's receipt of payment from City. Consultant must pay interest of one and five-tenths percent (1.5%) per month or any part of a month to subcontractor on any undisputed amount not paid on time to subcontractor. The minimum monthly interest penalty payment for an unpaid balance of One Hundred and no/100 Dollars ($100.00) or more is Ten and no/100 Dollars ($10.00). 12. CONTROLLING LAW/VENUE. This Agreement shall be governed by and construed in accordance with the laws of the State of Minnesota. In the event of litigation, the exclusive venue shall be in the District Court of the State of Minnesota for Hennepin County 13. MINNESOTA GOVERNMENT DATA PRACTICES ACT. Consultant must comply with the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as it applies to (1) all data provided by the City pursuant to this Agreement, and (2) all data, created, collected, received, stored, used, maintained, or disseminated by Consultant pursuant to this Agreement. Consultant is subject to all the provisions of the Minnesota Government Data Practices Act, including but not limited to the civil remedies of Minnesota Statutes § 13.08, as if it were a government entity. In the event Consultant receives a request to release data, Consultant must immediately notify City. City will give Consultant instructions concerning the release of the data to the requesting party before the data is released. Consultant agrees to defend, indemnify, and hold City, its officials, officers, agents, employees, and volunteers harmless from any claims resulting from Consultant's officers', agents', city's, partners', employees', volunteers', assignees' or subcontractors' unlawful disclosure and/or use of protected data. The terms of this paragraph shall survive the cancellation or termination of this Agreement. 14. COPYRIGHT. Consultant shall defend actions or claims charging infringement of any copyright or software license by reason of the use or adoption of any software, designs, drawings or specifications supplied by it, and it shall hold harmless the City from loss or damage resulting therefrom. 15. PATENTED DEVICES, MATERIALS AND PROCESSES. If the Contract requires, or the Consultant desires, the use of any design, device, material or process covered by letters, patent or copyright, trademark or trade name, the Consultant shall provide for such use by suitable legal agreement with the patentee or owner and a copy of said agreement shall be filed with the City. If no such agreement is made or filed as noted, the Consultant shall indemnify and hold harmless the City from any and all claims for infringement by reason of the use of any such patented design, device, material or process, or any trademark or trade name or copyright in connection with the services agreed to be performed under the Contract, and shall indemnify and defend the City for any costs, liability, expenses and attorney's fees that result from any such infringement. 204867v1 3 16. ASSIGNMENT. Neither party shall assign this Agreement, or any interest arising herein, without the written consent of the other party. 17. WAIVER. Any waiver by either party of a breach of any provisions of this Agreement shall not affect, in any respect, the validity of the remainder of this Agreement. 18. ENTIRE AGREEMENT. The entire agreement of the parties is contained herein. This Agreement supersedes all oral agreements and negotiations between the parties relating to the subject matter hereof, as well as any previous agreements presently in effect between the parties relating to the subject matter hereof. Any alterations, amendments, deletions, or waivers of the provisions of this Agreement shall be valid only when expressed in writing and duly signed by the parties, unless otherwise provided herein. 19. TERMINATION. This Agreement may be terminated by the City for any reason or for convenience upon giving thirty (30) days written notice to the Consultant. In the event of termination, the City shall pay the Consultant for completed work. Dated: CITY OF EDINA James Hovland, Mayor Scott Neal, City Manager Dated: BERRY, DUNN, MCNEIL & PARKER, LLC BY: c eth Hedstrom, Principal 204867v1 4 BY: BY: BERRDUN-03 HCTALBOT A),16". 1/4,---- CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DDIVYYY) 9/26/2019 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER Clark Insurance 1945 Congress Street, Bldg A PO Box 3543 Portland, ME 04104-3543 coN-rACT Heather Caston-Talbot, AAI, CIIP NAME: PHONE I FAX (A/C, No, Ext): (A/C, No): Vila IE s s : hcaston-talbot@clarkinsurance.com INSURER(S) AFFORDING COVERAGE NAIC # INSURER A: The Hanover Insurance Company 22292 INSURED Berry Dunn McNeil & Parker LLC PO Box 1100 Attn: Jodi Coffee Portland, ME 04104 INSURER B : Massachusetts Bay 22306 INSURER C : MEMIC Ind. Co 11030 INSURER D : INSURER E: INSURER F : COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLIC ES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR TYPE OF INSURANCE ADDL INSD SUBR VVVD POLICY NUMBER POLICY EFF (MM/DDIVYYY) POLICY EXP (MM/DD/YYYY) LIMITS A X COMMERCIAL GENERAL LIABILITY X ZZP D240054 4/30/2019 4/30/2020 EACH OCCURRENCE $ 1,000,000 DAMAGE TO RENTED PREMISES (Ea occurrence) 1,000 000 $ , CLAIMS-MADE X OCCUR MED EXP (Any one person) $ 15,000 PERSONAL & ADV INJURY $ 1,000,000 GEN'L AGGREGATE LIMIT APPLIES POLICY I X 1 78-f OTHER: X PER: LOC GENERAL AGGREGATE $ 2,000,000 PRODUCTS - COMP/OP AGG $ 2,000,000 $ B — — X AUTOMOBILE LIABILITY ANY AUTO OWNED AUTOS ONLY HIRED AUTOS ONLY X _ SCHEDULED AUTOS NON-OWNED AUTOS ONLY ADPD240058 4/30/2019 4/30/2020 COMBINED SINGLE LIMIT (Ea accident) 1,000,000 S BODILY INJURY (Per person) $ BODILY INJURY (Per accident) $ _ PROPERTY DAMAGE (Per accident) _ $ $ A X UMBRELLA LIAB EXCESS LIAB X OCCUR CLAIMS-MADE UHP D240055 4/30/2019 4/30/2020 EACH OCCURRENCE $ 8,000,000 AGGREGATE $ 8,000,000 DED X RETENTION $ 10,000 C WORKERS COMPENSATION AND EMPLOYERS' LIABILITY ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? (Mandatory in NH) If yes, describe under DESCRIPTION OF OPERATIONS below YIN N I A 3102800540 1/1/2019 1/112020 y 's PER STATUTE OTH-ER E.L. EACH ACCIDENT $ 1,000,000 E.L. DISEASE - EA EMPLOYEE $ 1,000,000 E.L. DISEASE - POLICY LIMIT 1,000,000 $ DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if mo e space is requi ed) The City of Edina is Addiitonal Insured with respect to General Liability as required by written contract/agreement. CERTIFICATE HOLDER CANCELLATION City of Edina 4801 W 50th Street Edina, MN 55424 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE ACORD 25 (2016/03) © 1988-2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD - 1 ACCPREI0 CERTIFICATE OF LIABILITY INSURANCE ACG DATE (MMIDDIYYYY) 09/25/2019 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement, A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER Affinity Insurance Services 1100 Virginia Drive, Suite 250 Fort Washington, PA 19034 INSURED Berry, Dunn, McNeil & Parker, LLC 100 Middle Street Portland, ME 04104 CONTACT NAME: PHONE No, No): (AIC, E ADDRSS: Ex1): (AIC, E-MAIL INSURER(S) AFFORDING COVERAGE INSURER A: Continental Casualty Company INSURER B: _- INSURER C: INSURER D : NAIC 0 _ 20443 INSURER E : INSURER F : COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR I iADDLiSUBR LTR i TYPE OF INSURANCE : INSD I WVD POLICY EFF POLICY NUMBER : IMM/DNYVYY) POLICY EXP IMWODNYYY) LIMITS COMMERCIAL GENERAL LIABILITY I i OCCUR I EACH OCCURRENCE S CLAIMS-MADE DAMAGE TO RENTED PREMISES (Ea occurrence) i $ MED EXP (Any one person) S GEN'L PERSONAL & ADV INJURY 1 S AGGREGATE LIMIT APPLIES PER: POLICY KT PRO- 1 I LOC OTHER • GENERAL AGGREGATE I S 1 PRODUCTS - COMP/OP AGG i S S AUTOMOBILE LIABILITY ANY AUTO OWNED AUTOS ONLY HIRED AUTOS ONLY 1 .. SCHEDULED AUTOS NON-OWNED AUTOS ONLY I I COMBINED SINGLE LIMIT $ (Ea accident) BODILY INJURY (Per person) S BODILY INJURY (Per accident) S PROPERTY DAMAGE , (Per accident) I Is i S - UMBRELLA LIAB I OCCUR EXCESS LIAB 1 CLAIMS-MADE3 j DED RETENTIONS I EACH OCCURRENCE I S AGGREGATE 15 1 $ I WORKERS COMPENSATION 1 'AND EMPLOYERS' LIABILITY Y / N , I 1ANYPROPRIETOR/PARTNER/EXECUTIVE • I NI OFFICER/MEMBER EXCLUDED? I NMI (Mandatory In NH) i ; i If yes, descnbe under : 'DESCRIPTION OF OPERATIONS below I STA PERTUTE OTH- : ER_ i S E L. EACH ACCIDENT E L DISEASE - EA EMPLOYEE! S ; E.L. DISEASE - POLICY LIMIT 1 S A i Professional Liability I I I i APL-188112791 04/01/2019 04/01/2020 Per Claim / Aggregate Limit 1 $1,000,000 / $1,000,000 Limits shown are as requested. DESCRIPTION OF OPERATIONS / LOCATIONS /VEHICLES (ACORO 101, Additional Remarks Schedule, may be attached if more space Is required) CATE HOLDER CANCELLATION City of Edina 4801 West 50th Street Edina, MN 55424 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTH 1 R.ZED R PRESENTATIVE rn oeui © 1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25 (2016/03) The ACORD name and logo are registered marks of ACORD Date: October 15, 2019 Agenda Item #: VI.K. To:Mayor and City Council Item Type: Report / Recommendation From:Perry Vetter, Parks & Recreation Director Item Activity: Subject:Waive Building Permit Fees for Fred Richards Park Phase I Picnic Shelter Action CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: Waive building permit fees of $1,265.78 for the Fred Richards Park Phase I picnic shelter project. INTRODUCTION: At the July 16, 2019, regular council meeting, the City Council approved the request for purchase for the open air shelter as part of the Fred Richards Park phase I project. The project is now ready for installation and a building permit application was applied for and approved. This included a site plan and engineered drawing review by the City’s inspection division. The Parks & Recreation Department is requesting the fee of $1,265,78 for the permit be waived. Waiving the fees makes the project more affordable by reducing the overall project cost. ATTACHMENTS: Description Staff Report Fred Richards Park Phase I Permit Waiver Request October 15, 2019 Mayor and City Council Perry Vetter, Parks & Recreation Director Waiver of building permit fees for Fred Richards Park Phase I project Information / Background: At the July 16, 2019 regular council meeting, the City Council approved the purchase request for the open air shelter as part of the Fred Richards Park phase I project. The project is now ready for installation and a building permit application (#ED172691) has been applied for and approved. This included a site plan and engineered drawing review by the city’s inspection division. The Parks & Recreation Department has secured a building permit for the project and is requesting the fee for the permit be waived. The building permit fee for the shelter is $1,265.78. Waiving the fees makes the project more affordable by reducing the overall project cost. Action Requested: Waive building permit fees in the amount of $1,265.78 for the Fred Richards Park Phase I picnic shelter project. Date: October 15, 2019 Agenda Item #: VI.L. To:Mayor and City Council Item Type: Request For Purchase From:Ryan Browning, I.T. Manager Item Activity: Subject:Request for Purchase: Storage Network Area Replacement Action CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: Approve Request for Purchase for Storage Replacement with LOGIS/Insight. INTRODUCTION: This purchase covers the replacement of the City’s existing storage systems that have reached the end of useful life. This hardware provides the storage and backup for the City’s existing and planned technology systems. ATTACHMENTS: Description Request for Purchase: Storage Replacement City of Edina • 4801 W. 50th St. • Edina, MN 55424 Request for Purchase Date: October 15, 2019 To: Mayor and Council From: Ryan Browning, I.T. Manager Subject: Request for Purchase: Storage Network Area Replacement Purchase Subject to: ☐List Quote/Bid ☒State Contract ☐Service Contract The Recommended Bid is: ☒Within Budget ☐Not Within Budget This purchase covers the replacement of the City’s existing storage systems that have reached the end of useful life. This hardware provides the storage and backup for the City’s existing and planned technology systems. The new hardware offers increased speed, redundancy, monitoring and additional features that will mean better performance and uptime for City applications and services. These speed and size increases are necessary for upcoming technology projects and data retention needs. $20,000 of this purchase will be paid for with Public-Education-Government (PEG) fees, paid by cable TV subscribers, with the remainder paid for by various accounts in the General Fund. Staff recommends we proceed with this purchase. Date Bid Opened or Quote Received: Bid or expiration Date: September 24, 2019 NA Company: Amount of Quote or Bid: LOGIS/Insight $251,379.10 Recommended Quote or Bid: LOGIS/Insight (contract pricing) $251,379.10 Page 2 City of Edina • 4801 W. 50th St. • Edina, MN 55424 Request for Purchase Department Director Authorization: ________________________________________ City Council Authorization Date: ______________________ (for purchases over $20,000 only) Budget Impact These replacement items will be paid for with Equipment Replacement funds. This proposal is more than was budgeted in the Capital Improvement Plan but will also replace storage for video production and police forensics and provide storage for a future enterprise resource planning software system. Environmental Impact These items should have a minimal environmental impact. Community Impact These items provide the backbone of the City’s technology infrastructure. The reliability of these systems is critical to virtually all City services. Date: October 15, 2019 Agenda Item #: VI.M. To:Mayor and City Council Item Type: Request For Purchase From:Chad Millner, PE, Director of Engineering Item Activity: Subject:Request for Purchase: Lake Cornelia Buffer Improvements and Approve Cost Share Agreement with Nine Mile Creek Watershed District Action CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: Approve Request for Purchase for Contract ENG 19-24NB Lake Cornelia Buffer Improvements to Applied Ecological Services and Approve Cost Share Agreement with Nine Mile Creek Watershed District. INTRODUCTION: See attached Request for Purchase and Cost Share Agreement. ATTACHMENTS: Description Request for Purchase:Lake Cornelia Buffer Improvement and Cost Share Agreement Buffer Plansheet Cost Share Agreement with Nine Mile Creek Watershed District City of Edina • 4801 W. 50th St. • Edina, MN 55424 Request for Purchase Date: October 15, 2019 To: Mayor and City Council From: Chad A. Millner, PE, Director of Engineering Subject: Request for Purchase: Lake Cornelia Buffer Improvements and Approve Cost Share Agreement with Nine Mile Creek Watershed District Purchase Subject to: ☒List Quote/Bid ☐State Contract ☐Service Contract The Recommended Bid is: ☒Within Budget ☐Not Within Budget Applied Ecological Services $49,874.67 Background: The project includes 1) removal of turf and invasive buckthorn and restoring a 30 foot wide vegetated buffer with native plants, 2) a woodchip trail, and 3) maintenance for the first three years of establishment. The project area is the City property on the west and south side of South Lake Cornelia. Nine Mile Creek Watershed District has awarded the City of Edina a cost share grant for the vegetated buffer restoration portion of the project. The site preparation and installation for the vegetated component of the project is $26,267. The cost share grant covers 50% of the vegetated buffer preparation and installation, in the amount of $13,133.50. The quote includes three years of maintenance of the vegetated buffer. Maintenance beyond the three year establishment period will continue and be paid through the stormwater utility fund. Date Bid Opened or Quote Received: Bid or expiration Date: October 3, 2019 December 3, 2019 Company: Amount of Quote or Bid: Applied Ecological Services Landbridge Ecological, Inc. $49,874.67 $69,748.05 Recommended Quote or Bid: Page 2 City of Edina • 4801 W. 50th St. • Edina, MN 55424 Request for Purchase Department Director Authorization: _____________________________ City Council Authorization Date: ______________________ (for purchases over $20,000 only) Budget Impact This project will be funded from CIP #19-343. The City was also awarded a cost share grant from the Nine Mile Creek Watershed District for 50% of the vegetation preparation and installation component of the project, in the amount of $13,133.50. Environmental Impact Lake Cornelia is polluted with excess nutrients, mainly phosphorus. Excess phosphorus fuels algae, including harmful blue-green algae blooms. Vegetated buffers promote clean water by filtering nutrients from water before it enters the lake. Native plants support wildlife, including pollinators. The project includes management of invasive buckthorn. Native landscapes require less mowing which means savings in labor and equipment costs, fewer carbon emissions, and a more resilient landscape in a changing climate. Community Impact The project includes a wood chip trail for users to access the restoration and Lake Cornelia. "J %L %L %L %L %L %L %L %L %L %L %L %L %L %L %L %L %L %L %L %L "T 5 5 5 #* #* #*#* 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 !( !(!( !( !( ^_ XW ^_ ^_ ^_ XW ^_^_ XW XW ^_ XW ^_ XW XW XW ") ") ") ")") ") ") ") 5 5 521 0 50 100Feet ± Lake Cornelia Buffer Restoration West Planting Type 5 Tree/Shrub ^_Prairie Pod XW Savanna Pod !(Shoreline Pod #*Woodland Pod ")Softstem Bulrush Pod Emergent Pod Enhanced Woodland (0.52 ac) Short Mesic Savanna (0.28 ac) Short Mesic Prairie (0.47 ac) Native Shoreline (0.13 ac) Enhanced Emergent Zone (1.38 ac) Parcel Boundary Proposed Trail Proposed Maintenance Access 30 ft Shoreline Buffer "J Proposed Bench "T Proposed Picnic Table %L Proposed Property Marker W 66th St W Shore Dr Lake Cornelia Rosland Park Revised2019-09-06 MATCH LINE TREE/SHRUB CODESAC - Amorpha canescensDL - Diervilla loniceraQM - Quercus macrocarpaVL - Viburnum lentago DL VL VL AC AC AC AC AC AC AC AC ACAC AC AC AC AC ACAC QM QM QM NMCWD 4-19 Public Cost Share Agreement 1 NINE MILE CREEK WATERSHED DISTRICT COST SHARE PROGRAM Cost Share Agreement between NINE MILE CREEK WATERSHED DISTRICT and the City of Edina The parties to this cost share agreement are the Nine Mile Creek Watershed District (NMCWD), a public body with purposes and powers set forth at Minnesota Statutes chapters 103B and 103D, and the City of Edina (CITY), a body corporate and politic and a HOME RULE CHARTER city of the State of Minnesota. The purpose of this agreement is to provide for contribution by NMCWD to the costs of a vegetated shoreline buffer at Lake Cornelia on property owned by the CITY (the Property). NMCWD has determined the amount of funding that it will contribute to the construction and design of the practices on the basis of the water-quality improvement, public education and demonstration benefits that will be realized. NMCWD commits to reimburse CITY in accordance with the terms and on satisfaction of the conditions of this agreement. 1. Scope of Work CITY will install a vegetated shoreline buffer at Lake Cornelia in accordance with the site plan, work plan and budget attached to and incorporated into this agreement as Exhibit A. In the event of conflict or disparity between a term or terms of this agreement and Exhibit A, the language in this agreement will prevail. CITY is responsible for obtaining all required permits and approvals, including a NMCWD permit (if required), and for complying with all laws, including laws requiring location of buried utilities prior to land disturbance. CITY may adjust the plans or design during construction based on field conditions or other adaptive design considerations as will more effectively achieve the Project purposes. CITY will submit to NMCWD at least one report that includes a narrative describing the construction of the Project, a description of and receipts documenting eligible costs incurred including in-kind contributions, a description of any changes made to the Project, as-built drawings of the Project as completed and photographs documenting construction (altogether, Project Report). A final Project Report must be submitted to NMCWD within 60 days of certification of the completion of construction. CITY must maintain a copy of the site plan, design, specifications and other records concerning the Project for six years from the date CITY completes the Project. NMCWD may examine, audit or copy any such records on reasonable notice to CITY. 2. Contractor CITY will select a contractor or contractors for the Project or construct the Project itself, and will ensure construction of the Project in accordance with Exhibit A. In contracting for construction of the Project, CITY NMCWD 4-19 Public Cost Share Agreement 2 will ensure that no person is excluded from full employment rights or participation in or benefits of any program, service, or activity on the grounds of race, color, creed, religion, age, sex, disability, marital status, sexual orientation, public-assistance status or national origin, and that no person protected by applicable federal or state laws, rules or regulations against discrimination is subject to discrimination. 3. Reimbursement On receipt and approval of a Project Report, certification of the Project as complete, functional and conforming to Exhibit A, and inspection by NMCWD, NMCWD will reimburse CITY fifty (50) percent of CITY’s eligible costs to design and construct the Project. Reimbursement under this agreement will not exceed a total of $13,133.50. Contributed labor will not be reimbursed, but may apply toward total cost of completion of the Project. Labor contributed toward the completion of the Project by CITY will be assigned a rate of $20 per hour. NMCWD has determined that partial performance of obligations under section 1 of this agreement may confer no or limited benefit on NMCWD. As a result: a. NMCWD may withhold 10 percent of any reimbursement under this section 2 until NMCWD has confirmed substantial completion of the Project; and b. if construction, including vegetation establishment where specified, of the Project is not completed in material conformance with the approved plans and specifications within one (1) year of the date this agreement is fully executed, subject to delays outside of CITY’s control, NMCWD will not be obligated to provide reimbursement to CITY under this agreement and may declare this agreement rescinded and no longer of effect. Notwithstanding, the parties will consult before NMCWD makes a decision to deny reimbursement or rescind the agreement. Further, absent NMCWD’s written concurrence to an extension of a timeframe established in this agreement, NMCWD’s commitment to provide reimbursement will be void after the passage of any deadline for action on the part of CITY’S stated herein. 4. Right of Access CITY will permit NMCWD representatives to enter the Property at reasonable times to inspect the work, ensure compliance with this agreement and monitor or take samples for the purposes of assessing the construction or performance of the Project and compliance with the terms of this agreement. If NMCWD finds that an obligation under this agreement is not being met, it will provide 30 days’ written notice and opportunity to cure, and thereafter may declare this agreement void. CITY will reimburse NMCWD for all costs incurred in the exercise of this authority, including reasonable engineering, legal and other contract costs. 5. Maintenance and Reporting CITY will maintain the Project in accordance with a maintenance plan prepared by a qualified ecological landscape professional per specifications attached as Exhibit B for a minimum of 10 years from the date construction is complete. If CITY fails to maintain the Project, NMCWD will have a right of reimbursement NMCWD 4-19 Public Cost Share Agreement 3 of all amounts paid to CITY, unless NMCWD determines that the failure to maintain the Project was caused by reasons beyond CITY’s control. CITY will submit a maintenance report to NMCWD on or before December 30 each year for ten years from the date of complete execution of the agreement. The maintenance report must be a brief written description of the maintenance activities performed, including dates, locations of inspection, maintenance activities performed and photographs of the Project. 6. Acknowledgment and Publicity Any publicly distributed or displayed printed or electronic documents or other text display regarding the Project must properly acknowledge the funding provided by NMCWD. CITY will cooperate with NMCWD to seek publicity and media coverage of the Project. CITY will permit NMCWD, at NMCWD’s cost and discretion, to place reasonable signage on the Property informing the public about the Project and NMCWD’s Cost Share Program. In communicating to funding or oversight agencies or in public communications about NMCWD programs, NMCWD may cite the Project and its location and may depict the Project in text, photographs or other media. 7. Independent Relationship NMCWD’s role under this agreement is solely to provide funds to support the performance of voluntary work by CITY that furthers the purposes of NMCWD. CITY acts independently and selects the means, method and manner of constructing the Project. CITY is not the agent, representative, employee or contractor of NMCWD. Any right to review or approve a design, work in progress or a constructed facility provided by the agreement to NMCWD is solely for NMCWD’s purpose of accounting for NMCWD funds expended. This agreement is not a joint powers agreement under Minnesota Statutes section 471.59. CITY acts independently and selects the means, method and manner of constructing the Project. Each party agrees that it will be responsible only for its own acts and the results thereof to the extent authorized by the law and will not be responsible for the acts or omissions of the other party or the results thereof. 8. Effective Date; Termination; Survival of Obligations This agreement is effective when fully executed by the parties and expires three years thereafter. NMCWD retains the right to void this agreement if construction of the Project is not completed by 10/31/2020. NMCWD may grant a request to extend the construction-completion period based on CITY’s satisfactory explanation and documentation of the need for an extension. Upon issuance by NMCWD of notice of NMCWD’s determination to void this agreement, CITY will not receive any further reimbursement for work subject to this agreement, unless NMCWD extends the construction-completion period. All obligations that have come into being before termination, specifically including obligations under paragraphs 3, 4, 5 and 6, and Exhibit B shall survive expiration. 9. Subcontract and Assignment NMCWD 4-19 Public Cost Share Agreement 4 CITY will not assign, subcontract or transfer any obligation, right or interest in this agreement without the written consent of NMCWD. Written consent to any subcontract will not relieve CITY of responsibility to perform under this agreement. 10. Indemnification CITY will defend NMCWD, its officers, board members, employees and agents from any and all actions, costs, damages and liabilities of any nature arising from; and hold each such party harmless, and indemnify it, to the extent due to: (a) CITY’s negligent or otherwise wrongful act or omission, or breach of a specific contractual duty, or (b) a subcontractor’s negligent or otherwise wrongful act or omission, or breach of a specific contractual duty owed by CITY to NMCWD. 11. Remedies; Immunities Only contractual remedies are available for a party’s failure to fulfill the terms of this agreement. Notwithstanding any other term of this agreement, NMCWD and CITY waive no immunities in tort. No action or inaction of a party under this agreement creates a duty of care for the benefit of any third party and this agreement creates no right in and waives no immunity, defense or liability limitation with respect to any third party. 12. Compliance With Laws CITY is responsible to secure all permits and comply with all other legal requirements applicable to the construction and maintenance of the Project. 13. Notices Any written communication required under this agreement shall be addressed to the other party as follows: To NMCWD: Administrator Nine Mile Creek Watershed District 12800 Gerard Drive Eden Prairie, MN 55346 CITY: Jessica Wilson, or her successor City of Edina 7450 Metro Blvd Edina, MN 55439 14. Waiver NMCWD 4-19 Public Cost Share Agreement 5 NMCWD’s failure to insist on the performance of any obligation under this agreement does not waive its right in the future to insist on strict performance of that or any other obligation. Notwithstanding any other term of this agreement, NMCWD waives no immunities in tort. This agreement creates no rights in and waives no immunities with respect to any third party. 15. Venue and Jurisdiction The agreement will be construed under and governed by the laws of the State of Minnesota. Venue and jurisdiction for any legal action hereunder will be Hennepin County, Minnesota. [Signature page follows.] NMCWD 4-19 Public Cost Share Agreement 6 Intending to be bound, the parties hereto execute and deliver this agreement. CITY OF EDINA By ______________________________ Dated: Its ____________________________ NINE MILE CREEK WATERSHED DISTRICT By_______________________________ Date: Randy Anhorn, its Administrator Exhibit A SITE PLAN "J "J %L %L %L %L %L %L %L %L %L %L %L %L %L %L %L %L %L %L %L %L %L %L %L %L %L %L %L %L %L %L %L %L %L %L %L %L %L %L %L %L "T21 0 50 100 Feet ± Lake Cornelia Buffer - Restoration Concept 30 ft Shoreline Buffer Proposed Trail Proposed Maintenance Access "J Proposed Bench "T Proposed Picnic Table %L Proposed Property Marker Parcel Boundary Enhanced Woodland (0.58 ac) Short Mesic Savanna (0.23 ac) Short Mesic Prairie (0.47 ac) Native Shoreline (0.12 ac) Enhanced Emergent Zone (1.38 ac) W 66th St W S h o r e D r Laguna D r Wooddale Ave SLake Cornelia Rosland Park Revised 2019-08-21 Exhibit B Maintenance Plan Maintenance will be covered by the following specifications or the most recent version available on the City of Edina website. Reporting. CITY will submit a maintenance report to NMCWD on or before December 30 each year for ten years from the date of complete execution the agreement to which this plan is attached. The maintenance report must be a brief written description of the maintenance activities performed, including dates, locations of inspection, maintenance activities performed and photographs of the Project. October 2017 NVM-i SPECIFICATIONS FOR NATIVE VEGETATION MANAGEMENT CITY OF EDINA, MINNESOTA TABLE OF CONTENTS Revised October 2017 ARTICLE PAGE 1.0 LOCATION…………………………………………………………...…… 1 2.0 DESCRIPTION……………………...……………………………………. 1 3.0 NATIVE PLANTING AND SEEDING…..……………………………….. 1 4.0 VEGETATION MANAGEMENT……………………………………….... 7 October 2017 NVM-ii - this page left intentionally blank - October 2017 NVM-1 SPECIFICATIONS FOR NATIVE VEGETATION MANAGEMENT CITY OF EDINA, MINNESOTA Revised October 2017 1.0 LOCATION The native vegetation management to be performed under this contract is located in the City of Edina, Hennepin County, Minnesota as shown on the plans and drawings. 2.0 DESCRIPTION This work shall consist of furnishing labor, equipment, and materials necessary for the management of native vegetation and control of invasive species. 3.0 NATIVE PLANTING AND SEEDING 3.1 Description The Work: Shall consist of furnishing, transporting and installing all seeds, live plants and other materials required for: • The establishment and protection of live plants. • The establishment and protection of seeded areas. • Any remedial operations necessary to meet performance standards as specified in this document. • The provision of post-planting management as specified. 3.2 Quality Assurance a. Contractor Requirements 1) Materials and Work covered in this Section shall be in compliance with State Standards; local municipal, watershed, and other applicable requirements; DOT or DNR guidelines for landscape plantings except as modified herein. If a conflict exists between specifications, the more rigorous shall govern. October 2017 NVM-2 b. Quality Control Procedures 1) Landscape materials shall be shipped with "Certificates of Inspection" as required by governmental authorities and in compliance with governing regulations applicable to landscape materials. 2) Substitutions shall not be made without written approval of the City. If specified landscape material is not obtainable, Contractor shall submit to the City proof on non-availability and a proposal for use of equivalent material. 3.3 Guarantees a. Live Plants 1) Contractor shall guarantee furnishing and installation of live plants for 2 years after completion of installation. Replace in accordance with the drawings and specifications, all plants that are dead or, as determined by the City, are in an unhealthy or unsightly condition, and have lost their natural shape. The cost of such replacement/s is at contractor's expense. b. Natural Areas Seeding 1) Contractor shall guarantee seeded areas through the 2 year warranty period, and until final acceptance. See Article 4.0, Vegetation Management for performance standards. Areas that have not met performance standards because native plants have not become successfully established or because native plants have been choked out by identified exotic species or identified aggressive native species or destroyed by herbicide drift at any time during the 2 year warranty period shall be re-seeded with original density and species approved in writing by City of Edina. c. Warranty shall not include damage or loss to trees, plants or ground covers caused by fires, freezing rains, lightning or wind storms, winter kill caused by extreme cold (-35° F for Minneapolis/St. Paul), acts of vandalism, or negligence on the part of the Owner. 3.4 Permits and Code Compliance Comply with applicable requirements of the laws, codes, ordinances and regulations of Federal, State, Municipal and other authorities having jurisdiction. Obtain necessary permits/approvals from all such authorities. . October 2017 NVM-3 3.5 Materials a. Live plants 1) Contractor shall deliver plants after preparations for planting have been completed and install plants within 48 hours of delivery. Plants stored on site shall be given proper horticultural care until installation. Proper horticultural care entails: watering, shading, providing for proper drainage, providing for protection from pests and disease, providing adequate sunlight to ensure average healthy growth per that season of growth, and protection from weather and mechanical damage. 2) Plants shall not be removed from containers until planting time. 3) Plants shall be free from insects and diseases and must show appearance of normal health and vigor. 4) Plants shall be true to their name as specified. Their origin shall be known to be local within a 200 mile radius of the project location and species and subspecies native to the project location's county unless otherwise specified. Plant origins beyond a 200 mile radius shall be submitted in writing to the City for approval. 5) All plant material, including collected stock, shall comply with the State and Federal laws with respect to inspection for plant diseases and insect infestations. b. Seed mixtures 1) Applicable Conditions: The following applies to all Contractor supplied seeds. Seeds shall be blended by the vendor and the mixture and ratio shall be guaranteed in writing to be as specified by percentage or weight in the Seed and Plant Lists. This is a submittal required of the Contractor prior to final payout. 2) Seed Requirements: All seeds shall conform to the following requirements. All legumes shall be inoculated with the proper rhizobia and at the appropriate time prior to planting. All seed shall be packed and covered in such a manner as to ensure adequate protection against damage and maintain dormancy while in transit, storage, or during planting operations. October 2017 NVM-4 All seeds shall have the proper stratification and/or scarification to break seed dormancy for other than fall planting. All seeds shall be true to their name as specified. Their origin shall be known to be local within a 200-mile radius of the project location and species and subspecies native to the area in the project location's county unless otherwise specified. Species and quantities to be planted shall be those specified in the attachments to this document. Seed mixtures shall be proportioned by seed count and seed count percentages. Seed mixtures and any substitutions or changes shall be submitted in writing to City of Edina for approval. Seeds shall be free of the MN DNR identified noxious weed seeds including reed canary grass (Phragmites arundinacea), giant reed (Phragmites australis), hybrid and narrow-leaf cattail (Typha spp.), and purple loosestrife (Lythrum salicaria). c. Accessories General Requirements: • Water must be free of harmful substances. • Hoses, pumps, and other methods of watering furnished by Contractor. d. Hardwood Mulch Mulch shall be MNDOT 3882, Type 6, Shredded Hardwood Mulch. e. Straw Mulch Straw shall be weed seed free, threshold MNDOT type 3 (grain straw: oats or wheat), 7 (prairie mulch – no seeds). 3.6 Seeding and Planting Schedule At least three weeks prior to beginning work in each area, Contractor shall submit a seeding and planting plan for approval by the City of Edina. This plan shall include proposed methods of planting, species, quantities, types of propagules, proposed surface preparation, and equipment. 3.7 Seeding and Planting At least three weeks prior to beginning work in each area, Contractor shall submit a seeding and planting plan for approval by the City of Edina. This plan shall October 2017 NVM-5 include proposed methods of planting, species, quantities, types of propagules, proposed surface preparation, and equipment. a. General Contractor to verify all utility locations prior to any digging or transplanting. Provide preliminary staking of seeding and planting areas using stakes or paint. Mark the edge of any planting bed. Use relationship to bituminous pad and trails as the primary factor in locating plants; then follow spacing guide as noted in plant list (adjusting if necessary). Obtain City's approval of plant staking prior to planting. b. Seeding and Planting Dates Seeding Dates for all Seed Mixes: May 1 - July 15; after first frost. Dormant Seeding shall be performed after the first frost. All Planting shall be performed between May 15 and October 1. Seeding and planting dates can be adjusted as needed with written approval by City to accommodate weather conditions. c. Seeding The City shall be notified 24 hours prior to beginning the seeding operations. Where a broadcast method of seeding is used, the following requirements shall be followed: • The broadcast method will use broadcast seeding equipped with an agitator that effectively prevents seed from bridging or plugging. Seed shall be broadcast twice over each area to help insure even distribution. The seeded area shall be hand-raked or dragged with an implement to the extent necessary to cover a majority of the seed with 1/8" to 1/4" of soil. • Hand broadcasting is allowed on small, narrow, or steep sites. Seed shall be continuously mixed by hand to ensure even distribution of species in seeded area. Seed shall be broadcast twice over each area to help insure even distribution. The seeded area shall be hand-raked or dragged with an implement to the extent necessary to cover a majority of the seed with 1/8" to 1/4" of soil. October 2017 NVM-6 Within 12 hours, if conditions permit or as soon thereafter as practical, all seeded areas shall be rolled at right angles to the line of run-off with an approved type roller or cultipacker to compact the seedbed to place the seed in contact with the soil. The Contractor shall be fully responsible for implementing and maintaining permanent and temporary erosion control measures within prescribed planting areas for duration of monitoring period. Mulch: All natural seeding areas are to receive straw mulch as follows: • Straw mulch shall be applied immediately to all seeded areas. • Upon application of straw mulch, disc anchor or crimp immediately with an industry-wide approved crimper. • Mulch shall be provided minimum 90% coverage of exposed soil, installed at a rate of 2 tons per acre. d. Planting Space plants in accordance with indicated dimensions. Planting Technique • Level topsoil in planting area before installation of plant materials. • Excavate a hole with a hand trowel. Place plug in hole with soil level of pot level equal with finished grade and allow the plant to emerge from the hole. Remove plastic pots from roots and recycle. Peat pots are to remain in contact with root and planted in planting hole. • After plant material installation, water bed area thoroughly as to settle all plants. e. Seed Mixes Seeding Dates for all Seed Mixes: May 1 - July 15; after first frost. Dormant Seeding shall be performed after the first frost. Seed Mix Composition • Seed mixtures shall be proportioned by seed count and seed count percentages. Percentages of each species are based on seed counts of cleaned seed. All seed shall be cleaned to the bare caryopsis, or as close to the caryopsis as possible, without damaging the seed viability. Canada wild rye is an exception because it loses viability when it is de-awned. Target seed counts October 2017 NVM-7 are as listed in the most current Prairie Moon Nursery Cultural Guide. • Seed shall be provided on a Pure Live Seed Basis, defined as the actual weight required to equal one pound of 100% pure, germinable seed. A PLS correction factor shall be determined by multiplying the percent purity by the percent germination, based upon tests by an independent seed laboratory. The PLS correction factor shall be used to calculate the total actual weight of seed required to constitute a PLS pound of seed. 3.8 Water for Native Landscaping Water for landscaping shall be obtained by the Contractor at his/her expense. 3.9 Final Clean-up Upon completion of the work and before preliminary acceptance and final installation payment will be made, the Contractor shall clean and remove from the site of the work surplus and discarded materials, temporary structures, and debris of every kind. The Contractor shall leave the site of the work in a neat and orderly condition equal or better than that which originally existed. Surplus materials removed from the site of the work shall be disposed of at locations approved by the City. 4.0 VEGETATION MANAGEMENT 4.1 Description This section describes the management techniques that are recommended to ensure successful establishment and enhancement of vegetation. For the purpose of this contract, the management period may be defined differently for each site. 4.2 Submittals a. Maintenance Records 1) Contractor shall submit to the City a written record of maintenance activities performed within 30 days of each maintenance activity. The City will provide a maintenance log template to be used by Contractor. Payment requests shall not be processed until the maintenance log for activities billed has been received by the City. This record shall include at a minimum: October 2017 NVM-8 • A record of invasive species controlled, the approximate location and densities of invasive species present, and herbicide and pesticide application records. Areas treated with herbicides or pesticides must be posted for 48 hours following application at all sites. • Method used to control each species, including: I. Mowing techniques and cutting heights. II. Herbicide type, concentration, and application method used. III. Hand pulling and whether or not species was removed from site. IV. Proposed maintenance activities for successive maintenance. • Plans showing location of re-vegetated areas with documentation of species lists, supplier, certifications, and quantities for re-vegetation. b. Annual Reports Contractor shall submit a written annual report for each site that summarizes the management activities completed by the Contractor during the past calendar year. These reports shall include: • A list of common invasive species and their proposed management • A list of dominant species and their estimated density of cover • Site challenges • General observations, including an estimate of native species cover • Dates of work carried out and along with a summary of the work • Proposed management for the upcoming year • Provide a map of any newly vegetated areas and include species mix and/or plant list 4.3 Quality Assurance Contractor Requirements: If applying herbicides, the Contractor must have a knowledge and understanding of all current relevant legislation and codes of practice relating to the supply, storage and use of herbicides. Contractor and all workers in contact with herbicides shall comply with all applicable requirements related to herbicide use. 4.4 Permits and Code Compliance Comply with applicable requirements of the laws, codes, ordinances and regulations of Federal and State authorities having jurisdiction. Obtain necessary permits/approvals from all such authorities. October 2017 NVM-9 Contractor shall obtain all required burn permits and abide by all applicable burn regulations. 4.5 Coordination All maintenance activities shall be coordinated with the City. Notify the City at least 48 hours before all maintenance activities commence. Coordinate Management Work with all other work that may impact completion. 4.6 Herbicide a. Woody or Herbaceous Plants in Upland Areas Broad spectrum, non-selective herbicide used to eliminate undesirable woody and herbaceous vegetation in upland areas (as defined by applicable regulations). Herbicide shall contain 53.8% glyphosate and 46.2% inert ingredients. Submit product literature to City, at least 2 weeks in advance of use, for approval. b. Woody or Herbaceous Plants in Wetland Areas Broad spectrum, non-selective herbicide used to eliminate undesirable woody and herbaceous vegetation in wetland areas designed for use in areas with proximity to water bodies where upland herbicides are not allowed per applicable regulations. Herbicide shall contain 53.8% glyphosate and 46.2% inert ingredients, and shall be labeled safe for use in wetland areas. Submit product literature to City, at least 2 weeks in advance of use, for approval. c. Woody Plants Alternative Garlon III or IV or equal with marker dye. Submit product literature to City, at least 2 weeks in advance of use, for approval. d. OTHER HERBICIDES For approval of any other herbicides, submit product literature and proposed uses and application methods to City, at least 2 weeks in advance of use, for approval. Other herbicides shall not be used without written approval of City. e. Signage Install warning signs to alert public of herbicide use. Include at a minimum the following on the sign: chemicals applied, date applied, how long to stay off herbicide treated area, other information required by the product label, October 2017 NVM-10 other information required by local regulations. Remove signage once treated areas are safe to use again. f. Application Herbicide treatments shall be performed in accordance with manufacturer’s recommendations and shall follow at least a 2 hour dry period with no precipitation or dew, with temperatures above 55 degrees F and wind less than 5 miles per hour. 4.7 Burning Burn Foreman to be S-130 & S-190 National Wildfire Coordination Group Certified or approved equal with a minimum experience level of 10 prescription burns. Burn foreman and all burn crewmembers must have current Incident Qualification Card (Red Card Certification.) Obtain MN DNR and City Permit prior to burn, if required. Contractor shall comply with all local regulations and be responsible for all prescribed burn notification procedures as requested. 4.8 Mowing a. Frequency Native vegetation shall be mowed to a height of 4" to 6" if a spring mow has been prescribed. Annual weeds shall be mowed as necessary throughout maintenance period for weed control. On sites where Canada or bull thistle is abundant, thistle plants should be managed by mowing periodically throughout the growing season and spot herbicide application in the fall. b. Methods Seeded areas shall be mowed with a rotary or flail type mower with a cutting height of 4-6 inches when vegetation and soil are dry enough to mow without causing damage to the vegetation or the site. Clippings shall be left in place. 4.9 Contractor Inspections Contractor shall inspect a site a minimum of two times per growing season (once in May or June, once in August) and submit description of proposed maintenance activities to the City for written approval. Proposed maintenance activities description shall include a schedule of proposed maintenance activities, list of herbicides used, herbicide concentrations, target October 2017 NVM-11 species for each chemical, proposed method for chemical preparation, application and equipment. 4.10 Controlling Noxious Species Contractor shall control invasive species as identified in the Noxious Weed List compiled by the Minnesota Department of Agriculture. [End of Native Vegetation Management] Date: October 15, 2019 Agenda Item #: VI.N. To:Mayor and City Council Item Type: Request For Purchase From:Chad A. Millner, P.E., Director of Engineering Item Activity: Subject:Request for Purchase: Braemar Boulevard Shoulder Improvements Action CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: Approve Request for Purchase for Braemar Boulevard Shoulder Improvements with Pember Companies, Inc. for $61,389.40. INTRODUCTION: This project will provide additional on street parking along Braemar Boulevard. Staff believes additional parking will be needed with the installation of TopTracer at the Braemar Golf Dome. ATTACHMENTS: Description Request for Purchase: ENG 19-23NB Braemar Blvd Shoulder Improvments Plan Sheet City of Edina • 4801 W. 50th St. • Edina, MN 55424 Request for Purchase Date: October 15, 2019 To: Mayor and City Council From: Chad A. Millner, PE, Director of Engineering Subject: Request for Purchase: Braemar Boulevard Shoulder Improvements Purchase Subject to: ☒List Quote/Bid ☐State Contract ☐Service Contract The Recommended Bid is: ☒Within Budget ☐Not Within Budget Pember Companies, Inc. $61,389.40 Background: Last year, staff at the golf dome started to see the need for more parking. With the installation of TopTracer, staff believes even more parking will be needed. To better understand parking opportunities, a study was completed to see if parking could be expanded west of the current lot, a new lot built on the south side of the golf dome and/or additional parking provided along Braemar Boulevard. A review of the options showed that providing additional street parking along Braemar Boulevard was most cost effective. Date Bid Opened or Quote Received: Bid or expiration Date: September 27, 2019 November 27, 2019 Company: Amount of Quote or Bid: Pember Companies, Inc. Meyer Contracting Inc. $61,389.40 $78,379.20 Recommended Quote or Bid: Page 2 City of Edina • 4801 W. 50th St. • Edina, MN 55424 Request for Purchase Department Director Authorization: _____________________________ City Council Authorization Date: ______________________ (for purchases over $20,000 only) Budget Impact This project will be funded from remaining 2017 bond proceeds from the golf course renovation. Environmental Impact The project involves constructing 7-ft wide shoulders along 3 locations adjacent to the golf dome for patron parking. Community Impact The project serves the purpose of providing easily assessable parking spots within walking distance of the golf dome. 503 867.22 CB 504 868.05 CB 505 868.42 CB 506 868.69 CB XC XC XC P-OHP-OHP-OHP-OHP-OHP-OHP-OH P-OHP-OHP-OH P-OHP-OHP-OH P-OH P-OH P-OH P-OH P-OH P- O H P-OH P-OH XC XC XC XCPHONE: 952.912.2600 10901 RED CIRCLE DRIVE, SUITE 300 MINNETONKA, MN 55343 www.sehinc.comDESIGN TEAM NO.BY DESIGNER: DRAWN BY: CHECKED BY: FILE NO. Date:Lic. No.REVISIONSDATE 151528 EDINA, MINNESOTA 43364 TOBY MUSE, PE I HEREBY CERTIFY THAT THIS PLAN WAS PREPARED BY ME OR UNDER MY DIRECT SUPERVISION AND THAT I AM A DULY LICENSED PROFESSIONAL ENGINEER UNDER THE LAWS OF THE STATE OF MINNESOTA. 8/29/19 0 feetscale 30 6030 15 TYPICAL SECTION 8" AGGREGATE BASE CLASS 5 ROADWAY SHOULDER BITUMINOUS PAVEMENT 2" TYPE SP 9.5 WEARING COURSE MIXTURE (SPWEA340B) 2" TYPE SP 12.5 NON-WEARING COURSE MIXTURE (SPNWB330B) BITUMINOUS TACK COAT (INCIDENTAL) BRAEMAR BOULEVARD EXTEND SHOULDER 5' OFF OF EXISTING ROADWAY PAVEMENT. MATCH SOUTHERN LIMIT TO THE SOUTHERN LIMIT ON THE WEST SIDE OF ROADWAY AND EXTEND 110' NORTH. EXCAVATE AND INSTALL PROPOSED TYPICAL SECTION. PERFORM TREE CLEARING AND GRUBBING AS NECESSARY. EXTEND SHOULDER 5' OFF OF EXISTING ROADWAY PAVEMENT. FROM EXISTING CURB TO 120' NORTH. EXCAVATE AND INSTALL PROPOSED TYPICAL SECTION EXTEND SHOULDER 5' OFF OF EXISTING ROADWAY PAVEMENT. FROM EXISTING DRIVEWAY TO EXISTING FIRE HYDRANT. APPROXIMATELY 180' IN LENGTH. EXCAVATE AND INSTALL PROPOSED TYPICAL SECTION. PERFORM TREE CLEARING AND GRUBBING AS NECESSARY. BRA E M A R B O U L E V A R D BRAEMAR GOLF DOME PARKING EXPANSION BRAEMAR GOLF COURSE STREET PARKING 1 1 Date: October 15, 2019 Agenda Item #: VI.O. To:Mayor and City Council Item Type: Report / Recommendation From:Chad A. Millner, P.E., Director of Engineering Item Activity: Subject:Approve Street Realignment and Sidewalk at Creek Valley Road and Valley View Road Action CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: Approve staff recommendation to realign Creek Valley Road at Valley View Road and install a sidewalk from Creek Valley Road to the Tracy Avenue Roundabout. INTRODUCTION: Staff recommendations are based on a petition and correspondence with area residents. See attached staff report for details. ATTACHMENTS: Description Staff Report: Approve Street Realignment and Sidewalk Petition Request Graphic Petition Response Graphic October 15, 2019 Mayor and City Council Chad A. Millner, PE, Director of Engineering Approve Street Realignment and Sidewalk at Creek Valley Road and Valley View Road Information / Background: At the August 7, 2019 City Council Meeting, the Council received a petition with 32 of 37 property owner signatures to realign or square-up the entrance of Creek Valley Road with Valley View Road and install a sidewalk from Creek Valley Road to the trail at the Tracy roundabout. Recall Creek Valley Road has been very frustrated with traffic related issues for some time. Staff has met with this area on various occasions including on Monday, October 29, 2018. Staff offered to test a traffic calming and pedestrian safety measure. That test would restrict parking to one side and stripe a pedestrian facility in the street where the parking was located. The idea was not supported by the residents. Staff solicited feedback from the property owners regarding the petition. An informal counter petition was also circulated with 10 property owners communicating with staff that they did not support the original petition. 9 property owners signed both petitions and 2 properties are currently for sale that signed the original petition. Currently 60% of the owners support changes and 29% do not support the re-alignment but most still support installing the sidewalk. Staff believes the entrance realignment will slow cars by removing the sweeping curve and signify to drivers that they are entering a neighborhood. It may also make them more aware of the recently installed sign to drop all athletes off at the school for activities on the lower athletic fields. If this occurs, it may reduce the number of vehicles traveling down Creek Valley Road to access the school’s lower athletic fields. Staff also believes installing a sidewalk to the roundabout creates a safer route for users to access the trail without walking in the street or trying to cross Valley View Road at an uncontrolled crossing. The street re-alignment would occur in 2020 and the sidewalk installation would occur as the PACS budget allows with the intend within the next 2-4 years. STAFF REPORT Page 2 Staff Recommendation Approve staff recommendation to realign Creek Valley Road at Valley View Road and install a sidewalk from Creek Valley Road to the Tracy Avenue Roundabout. Attachments: Petition Request Graphic Petition Response Graphic Creek Valley Road at Valley View Road- February 2019. Draft Intersection Configuration with Sidewalk 6709 6605 5804 5624 5841 57135801 57125724 5704 5717 5717 5709 5829 5861 5820 57095850 5705 5828 5725 5712 5704 5700 5704 5821 5721 57085712 5700 5701 6613 5809 5805 57295836 5708 58125840 5833 5701 5857 6720 5716 57175816 670157165709 5728 5844 5612 5720 5713 5848 5716 6724 6732 5865 6705 5708 5845 57085700 6728 5832 5854 57215800 56205704 5808 5713 6713 5853 5616 5825 5813 5712 5837 5705 5701 5701 57335705 5700 6717 6609 57206725 5824 5709 5849 570557256621 6617 57375817 PROJECT LIMITS CREEK VALLEY RDGRACE TER 66TH ST W VALLEY VIEW RDLOIS LN /Engineering DeptOctober 2019 Petition Requesting Street Realignmentat Creek Valley Road and Valley View Road Signed Original Signed Counter Owner Change No Response Communicated Support for Both Date: October 15, 2019 Agenda Item #: VI.P. To:Mayor and City Council Item Type: Report / Recommendation From:Stephanie Hawkinson, Affordable Housing Development Manager Item Activity: Subject:Resolution No. 2019-89: Setting Public Hearing Date for Amundson Avenue Tax Increment Financing District Action CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: Approved Resolution 2019-89 setting public hearing date for Amundson Avenue Tax Increment Financing District. INTRODUCTION: This item pertains to the consideration of a new Tax Increment Financing District to utilize Southdale 2 T IF Special Legislation and provide financing for the affordable housing development at 7075-7079 Amundson Avenue. Related to this request is a modification to the budget in the Southdale 2 Tax Increment Financing Plan. The Housing and Redevelopment Authority has requested that the City Council schedule a public hearing for Dec. 3, 2019, to consider these actions. Staff recommends approval of the Resolution No. 2019-89. ATTACHMENTS: Description Resolution 2019-89: Setting Public Hearing Date for Amundson Avenue Tax Increment Financing District RESOLUTION NO. 2019-89 CALLING FOR A PUBLIC HEARING ON THE PROPOSED MODIFICATION TO THE REDEVELOPMENT PLAN FOR THE SOUTHEAST EDINA REDEVELOPMENT PROJECT AREA AND ESTABLISHMENT OF THE AMUNDSON AVENUE TAX INCREMENT FINANCING DISTRICT (A SPECIAL HOUSING DISTRICT) BE IT RESOLVED, by the City Council for the City of Edina, Minnesota (the “City”) as follows: Section 1. Public Hearing. This Council shall meet on December 3, 2019, at approximately 7:00 P.M., to hold a public hearing on the proposed adoption of a Modification to the Redevelopment Plan for the Southeast Edina Redevelopment Project Area, the proposed establishment of the Amundson Avenue Tax Increment Financing District (a special housing district), and the proposed adoption of a Tax increment Financing Plan therefor (together the “Plans”), all pursuant to and in accordance with Minnesota Statutes, Sections 469.001 to 469.047, Sections 469.174 to 469.1794 and Minnesota Session Laws 2014, Chapter 308, Article 6, Section 8, inclusive, as amended, in an effort to encourage the development and redevelopment of certain designated areas within the City; and Section 2. Notice of Public Hearing, Filing of Plans. City staff is authorized and directed to work with Ehlers & Associates, Inc., to prepare the Plans and to forward documents to the appropriate taxing jurisdictions including Hennepin County and Independent School District No. 273. The City Clerk is authorized and directed to cause notice of the hearing, together with an appropriate map as required by law, to be published at least once in the official newspaper of the City not later than 10, nor more than 30, days prior to December 3, 2019, and to place a copy of the Plans on file in the HRA Executive Director's office at City Hall and to make such copy available for inspection by the public. WHEREAS, the HRA and City Council ("Council") of the City of Edina, Minnesota ("City") previously established the Southeast Edina Redevelopment Project Area pursuant to Minnesota Statutes, Sections 469.001 through 469.047, inclusive, as amended, in an effort to encourage the development and redevelopment of certain designated areas within the City; and Adopted by the Edina City Council this 15th day of October, 2019. ATTEST: _______________________________ _______________________________ Sharon Allison, City Clerk James B. Hovland, Chair STATE OF MINNESOTA) COUNTY OF HENNEPIN) SS CITY OF EDINA ) CERTIFICATE OF CITY CLERK I, the undersigned duly appointed and acting City Clerk for the City of Edina do hereby certify that the attached and foregoing Resolution is a true and correct copy of the Resolution duly adopted by the Edina City Council at its Regular Meeting of October 15, 2019, and as recorded in the Minutes of said Regular Meeting. WITNESS my hand and seal of said City this __________ day of ___________________, 2019. City Clerk Date: October 15, 2019 Agenda Item #: VI.Q. To:Mayor and City Council Item Type: Report / Recommendation From:Stephanie Hawkinson, Affordable Housing Development Manager Item Activity: Subject:Resolution 2019-94: Authorizing Applications for Tax Base Revitalization and Environmental Response Fund for 7075-7079 Amundson Avenue Action CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: Approve Resolution 2019-94 Authorizing Applications for Tax Base Revitalization and Environmental Response Fund for 7075-7079 Amundson Avenue. INTRODUCTION: This item pertains to development of new affordable priced housing at 7075-7079 Amundson Avenue. Staff and the developer have identified two other potential funding sources to bring this concept to fruition. An executed resolution from the municipal sponsor is required prior to the November 1st application deadline. Staff recommends that approval of Resolution No. 2019-94. ATTACHMENTS: Description Resolution 2019-94: Authorizing Applications RESOLUTION NO. 2019-94 AUTHORIZING APPLICATIONS FOR THE TAX BASE REVITALIZATION ACCOUNT AND ENVIRONMENTAL RESPONSE FUND FOR 7075-7079 AMUNDSON AVENUE WHEREAS, the City of Edina is a participant in the Livable Communities Act's Local Housing Incentives Account Program for 2019 as determined by the Metropolitan Council, and is therefore eligible to apply for funds under the Tax Base Revitalization Account; and WHEREAS, the City of Edina intends to work with MWF Properties, LLC to submit a Tax Base Revitalization funding application through the Metropolitan Council and Environmental Response Fund grant application to Hennepin County Environment and Energy Department for the proposed Amundson Flats development. WHEREAS, the City has identified a contamination cleanup project within the City that meet the Tax Base Revitalization Account’s purposes and criteria and are consistent with and promote the purposes of the Metropolitan Livable Communities Act and the policies of the Metropolitan Council’s adopted metropolitan development guide; and WHEREAS, the City has the institutional, managerial and financial capability to ensure adequate project and grant administration; and WHEREAS, the City certifies that it will comply with all applicable laws and regulations as stated in the contract grant agreements; and WHEREAS, the City finds that the required contamination cleanup will not occur through private or other public investment within the reasonably foreseeable future without Tax Base Revitalization Account grant funding; and WHEREAS, the City represents that it has undertaken reasonable and good faith efforts to procure funding for the activities for which Livable Communities Act Tax Base Revitalization Account funding is sought but was not able to find or secure from other sources funding that is necessary for cleanup completion and states that this representation is based on the following reasons and supporting facts: BE IT FURTHER RESOLVED that, the City Council of Edina authorizes the City of Edina to submit an application for Metropolitan Council Tax Base Revitalization Account grant funds and, if the City is awarded a Tax Base Revitalization Account grant for this project, the City will be the grantee and agrees to act as legal sponsor to administer and be responsible for grant funds expended for the project contained in the Tax Base Revitalization grant application submitted on November 1, 2019 Adopted by the Edina City Council this 15th day of October, 2019. ATTEST: _______________________________ _______________________________ Sharon Allison, City Clerk James B. Hovland, Mayor STATE OF MINNESOTA) COUNTY OF HENNEPIN) SS CITY OF EDINA ) CERTIFICATE OF CITY CLERK I, the undersigned duly appointed and acting City Clerk for the City of Edina do hereby certify that the attached and foregoing Resolution is a true and correct copy of the Resolution duly adopted by the Edina City Council at its Regular Meeting of October 15, 2019, and as recorded in the Minutes of said Regular Meeting. WITNESS my hand and seal of said City this __________ day of ___________________, 2019. City Clerk Date: October 15, 2019 Agenda Item #: VI.R. To:Mayor and City Council Item Type: Report / Recommendation From:Sharon Allison, City Clerk Item Activity: Subject:Resolution No. 2019-95: Accepting Donations Action CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: Approve Resolution No. 2019-85 accepting donations. INTRODUCTION: To comply with State Statute, all donations to the City must be accepted by resolution and approved by two- thirds majority of the Council. See attached resolution. ATTACHMENTS: Description Resolution No. 2019-95: Accepting Donations RESOLUTION NO. 2019-95 ACCEPTING DONATIONS ON BEHALF OF THE CITY OF EDINA WHEREAS, Minnesota Statute 465.03 allows cities to accept grants and donations of real or personal property for the benefit of its citizens; WHEREAS, said donations must be accepted via a resolution of the Council adopted by a two thirds majority of its members. NOW, THEREFORE, BE IT RESOLVED, that the Edina City Council accepts with sincere appreciation the following listed grants and donations on behalf of its citizens. Parks & Recreation Department • Friends of the Edina Library $1,500 Use of space during book sales • Yvonne Palka $30 value Book on Sumi-e Techniques by Yvonne Palka • Joe Andert $100 Braemar Golf Memorial Fund • Troy Mathwig $1,050 Pamela Park Tree • Robert & Patricia Waterloo $116.67 Sherwood Park Tree • C.C. (Buzz) & Mary Jo Griffin $116.67 Sherwood Park Tree • Richard & Carolyn Young $175 Sherwood Park Tree • Dale Thornsjo & Mary Kohl $175 Sherwood Park Tree • David & Janet Zens $350 Sherwood Park Tree • Soon & Jung Park $116.67 Sherwood Park Tree Dated: October 15, 2019 Attest: Sharon Allison, City Clerk James B. Hovland, Mayor STATE OF MINNESOTA ) COUNTY OF HENNEPIN) SS CITY OF EDINA ) CERTIFICATE OF CITY CLERK I, the undersigned duly appointed and acting City Clerk for the City of Edina do hereby certify that the attached and foregoing Resolution was duly adopted by the Edina City Council at its Regular Meeting of October 15, 2019, and as recorded in the Minutes of said Regular Meeting. WITNESS my hand and seal of said City this _______ day of ___________________, ____________. City Clerk Date: October 15, 2019 Agenda Item #: VII.A. To:Mayor and City Council Item Type: Report / Recommendation From:Scott H. Neal, City Manager Item Activity: Subject:Annual Presentation and Approval of Edina Chamber of Commerce 2020 Budget Action CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: Approve the Edina Chamber of Commerce 2020 Budget. INTRODUCTION: Annual presentation and approval of the Edina Chamber of Commerce 2020 budget. ATTACHMENTS: Description Edina Chamber of Commerce 2020 Budget Date: October 15, 2019 Agenda Item #: VII.B. To:Mayor and City Council Item Type: Report / Recommendation From:Jennifer Garske, Executive Assistant Item Activity: Subject:Proclamation: Extra Mile Day 2019 Action CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: Motion to adopt the 2019 Extra Mile Day Proclamation as proposed. INTRODUCTION: Each year, the Extra Mile America Foundation asked cities to highlight this day to remind individuals and organizations that one person can make a difference in creating positive changes in America. Edina began participating in Extra Mile Day in 2015. ATTACHMENTS: Description Extra Mile Day 2019 Proclamation PROCLAMATION EXTRA MILE DAY NOVEMBER 1, 2019 WHEREAS, Edina, Minnesota, is a community which acknowledges that a special vibrancy exists within the entire community when its individual citizens collectively “go the extra mile” in personal effort, volunteerism, and service; and WHEREAS, Edina, Minnesota, is a community which encourages its citizens to maximize their personal contribution to the community by giving of themselves wholeheartedly and with total effort, commitment and conviction to their individual ambitions, family, friends and community; and WHEREAS, Edina, Minnesota, is a community which chooses to shine a light on and celebrate individuals and organizations within its community who “go the extra mile” in order to make a difference and lift up fellow members of their community; and WHEREAS, Edina, Minnesota, acknowledges the mission of Extra Mile America to create 550 Extra Mile cities in America and is proud to support “Extra Mile Day” on November 1, 2019. NOW, THEREFORE, I, James B. Hovland, Mayor of Edina, do hereby proclaim November 1, 2019, to be EXTRA MILE DAY I urge each individual in the community to take time on this day to not only “go the extra mile” in his or her own life, but to also acknowledge all those who are inspirational in their efforts and commitment to make their organizations, families, community, country or world a better place. Dated this 15th day of October, 2019. ________________________________ James B. Hovland, Mayor Date: October 15, 2019 Agenda Item #: VIII.A. To:Mayor and City Council Item Type: Report / Recommendation From:Cary Teague, Community Development Director Item Activity: Subject:CONTINUE PUBLIC HEARING TO NOVEMBER 19, 2019: Preliminary & Final Plat for Southdale Office Center, 6600 France Avenue Action CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: Motion to continue public hearing to the November 19, 2019, City Council meeting. INTRODUCTION: The applicant requested continuation to November 19, 2019. Date: October 15, 2019 Agenda Item #: VIII.B. To:Mayor and City Council Item Type: Report / Recommendation From:Cary Teague, Community Development Director Item Activity: Subject:CONTINUE PUBLIC HEARING TO DECEMBER 3, 2019: Preliminary & Final Plat; Platting an Existing Outlot and Development Contract at Oak Lane Action CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: Motion to continue public hearing to the December 3, 2019, City Council meeting. INTRODUCTION: The applicant requested continuation to December 3, 2019. Date: October 15, 2019 Agenda Item #: VIII.C. To:Mayor and City Council Item Type: Report / Recommendation From:Kyle Sawyer, Assistant Finance Director Item Activity: Subject:PUBLIC HEARING: Resolution No. 2019-84, Certification of Delinquent Utilities Improvement No. DU-19 Action CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: Adopt Resolution No. 2019-84 certifying the delinquent utility accounts for collection with 2020 real estate taxes. INTRODUCTION: This Resolution allows for certification of delinquent utility accounts. See attached Staff Report. ATTACHMENTS: Description Staff Report: Certification of Delinquent Utilities Resolution 2019-84:Certification of Delinquent Utilities 2019 Utility Certification List Staff Presentation October 15, 2019 Mayor and City Council Kyle Sawyer, Assistant Finance Director PUBLIC HEARING: Resolution No. 2019-84, Certification of Delinquent Utilities, Improvement No. DU-19 Information / Background: Minnesota Statute 444.075 allows Cities to “charge a charge again the owner, lessee, occupant or all of them and may provide and covenant for certifying unpaid charges to the county auditor with taxes against the property served for collection as other taxes are collected”. City of Edina City Code section 28-52 through section 28-57 allow for the certification of water, sanitary sewer, storm sewer, and recycling delinquent accounts. The City of Edina has certified unpaid utility bills to the county for collections for many years. Hennepin County requires council resolution prior to certification. Utility accounts with balances over $50 and delinquent one month or longer were notified in writing of the pending certification and the time and date of the hearing in a letter dated September 5, 2019. Customers who have not paid as of today will be charged a $35 administrative fee to cover the additional costs associated with the certification process. Customers will continue to have the opportunity to pay their overdue balances up until November 15, 2019. After November 15, payments for the certified portion of customer bills are no longer accepted by the City and certification balances as of the end of business that day are certified to Hennepin County. Delinquent utility amounts certified to Hennepin County will also include an interest rate of 6.5%, per City policy. In 2019, 1,092 properties were sent notices for a total of $542,875. This is an increase from 2018, when 731 properties were sent notices for a total of $354,047. In 2018, the final certification included 542 properties for $296,593. The delinquent utility list attached includes those properties that remain on the 2019 certification list as of Thursday, October 10, 2019. There are a total of 519 properties with a delinquent amount of $331,706 on this list. Staff expects the final total certified to the County on November 15 will be less. To respect the privacy of delinquent customers, the attached list omits the names of property owners. RESOLUTION NO. 2019-84 RESOLUTION AUTHORIZING THE CERTIFICATION OF DELINQUENT UTILITY CHARGES TO THE HENNEPIN COUNTY AUDITOR WHEREAS, the Edina City Council City of Edina City Code section 28-52 through section 28- 57 allows for the certification of delinquent utility charges (water, sanitary sewer, storm sewer, and recycling) to the County Auditor for collection pursuant to the provision of MN Statute 444.075. WHEREAS, the Finance Department has prepared a list of delinquent utility charges together with the legal description of the premises served, the official copy of which is on file with the City Clerk and attached to this resolution. WHEREAS, all parties have been notified by mail of the certification. NOW, THEREFORE, BE IT RESOLVED that the City Clerk shall transmit a certified duplicate copy of this resolution and the list of delinquent accounts to the County Auditor to be extended on the proper tax list of the County, and such delinquent accounts shall be collected and paid over the same manner as other municipal taxes with interest from the date of this resolution at the rate of 6.5 percent (6.5%) per annum and including a $35.00 administrative penalty pursuant to the provisions of MN Statute 444.075. The description of the certification is: NAME OF CERTIFICATION INSTALLMENT Delinquent Utilities DU-19 Levy No. 20264 1 Year Passed and adopted by the City Council on October 15, 2019. ATTEST: Sharon Allison, City Clerk James B. Hovland, Mayor STATE OF MINNESOTA ) COUNTY OF HENNEPIN ) SS CITY OF EDINA ) CERTIFICATE OF CITY CLERK I, the undersigned duly appointed and acting City Clerk for the City of Edina do hereby certify that the attached and foregoing Resolution was duly adopted by the Edina City Council at its Regular Meeting of October 15, 2019, and as recorded in the Minutes of said Regular Meeting. WITNESS my hand and seal of said City this day of , 20 . City Clerk Customer #Account #Service Address Town/City Account Status Certification Balance 00123429 0345006003 5230 73RD ST W EDINA Active $9,113.43 00108295 0158999090 5400 DEWEY HILL RD EDINA Active $8,160.00 00123427 0345005059 5249 73RD ST W EDINA Active $7,936.15 00123945 0112400045 200 SOUTHDALE CENTER EDINA Active $6,670.46 00077508 0113399000 7400 YORK AVE S EDINA Active $6,010.11 00123053 0161519022 5901 LINCOLN DR EDINA Active $4,716.37 00120751 0160523000 5701 PARKWOOD LN EDINA Active $3,465.92 00098604 0343044002 6100 SHERMAN CIR EDINA Active $2,836.58 00100183 0161300221 6100 WATERFORD CT EDINA Active $2,704.97 00108561 0331013004 6813 CRESTON RD EDINA Active $2,550.24 00122953 0158008008 7201 SHANNON DR EDINA Active $2,363.67 00119567 0162406008 6012 KAYMAR DR EDINA Active $2,342.95 00113427 0202917004 5201 48TH ST W EDINA Active $2,165.21 00098217 0305043002 7 CIRCLE WEST EDINA Active $2,104.42 00117291 0121106025 6412 SHERWOOD AVE EDINA Active $1,982.43 00107000 0110180009 6111 HALIFAX AVE EDINA Active $1,979.17 00101466 0165016307 6731 APACHE RD EDINA Active $1,855.53 00114443 0330935001 6841 OAKLAWN AVE EDINA Active $1,707.53 00081365 0110074008 5705 WOODLAND LN EDINA Active $1,688.36 00077907 0202309000 5606 CONCORD AVE EDINA Active $1,663.28 00081394 0167007000 6921 MCCAULEY TRL S EDINA Active $1,642.97 00112448 0153170001 6905 LIMERICK LN EDINA Active $1,609.31 00099160 0110851007 5701 ABBOTT AVE S EDINA Active $1,535.19 00096336 0306590007 5012 OAK BEND LN EDINA Active $1,527.51 00109667 0120714003 6213 CONCORD AVE EDINA Active $1,526.95 00092776 0332175006 4405 CLAREMORE DR EDINA Active $1,499.91 00090021 0345070120 7713 GLASGOW DR EDINA Active $1,461.08 00113367 0332174007 4409 CLAREMORE DR EDINA Active $1,415.10 00089788 0342729006 5804 AMY DR EDINA Active $1,372.88 00123427 0345005068 5251 73RD ST W EDINA Active $1,362.25 00086576 0330132002 6223 HALIFAX AVE EDINA Active $1,346.76 00100517 0202139006 4532 56TH ST W EDINA Active $1,344.15 00085857 0305587004 414 VAN BUREN AVE EDINA Active $1,339.97 00117703 0341982000 5320 MADDOX LN EDINA Active $1,330.69 00085532 0305040005 15 CIRCLE WEST EDINA Active $1,325.82 00123429 0345005111 5230 73RD ST W EDINA Active $1,304.24 00106825 0304210002 5113 GROVE ST EDINA Active $1,293.96 00123422 0160800004 5900 SCHAEFER RD EDINA Active $1,267.75 00111709 0110072000 5708 WOODLAND LN EDINA Active $1,251.32 00118021 0201270007 14 WOODLAND RD EDINA Active $1,251.06 00103822 0158054001 5920 DEWEY HILL RD EDINA Active $1,239.90 City of Edina Certification List as of 10/10/2019 00114550 0341803016 5825 GROVE ST EDINA Active $1,225.32 00112127 0340864005 5220 MADDOX LN EDINA Active $1,212.04 00097848 0202992002 5300 HOLLYWOOD RD EDINA Active $1,185.10 00086610 0330193017 6237 PEACEDALE AVE EDINA Active $1,165.89 00105478 0150749009 6221 BALDER LN EDINA Active $1,161.71 00124106 0203182019 5000 VERNON AVE EDINA Active $1,158.60 00122930 0160647449 6515 BISCAYNE BLVD EDINA Active $1,156.25 00117609 0160820000 6009 VIEW LN EDINA Active $1,155.78 00120402 0120731002 6308 CONCORD AVE EDINA Active $1,143.38 00124365 0159091237 7737 TANGLEWOOD CT EDINA Active $1,121.54 00085339 0341319004 5125 DUGGAN PLAZA EDINA Active $1,112.18 00077151 0163227003 6433 MARGARETS LN EDINA Active $1,097.48 00081730 0111862002 6213 EWING AVE S EDINA Active $1,067.55 00095391 0153718000 6212 BRAEBURN CIR EDINA Active $1,065.07 00111553 0341165009 5213 MEADOW RIDGE EDINA Active $1,063.27 00083506 0202862009 5005 EDINBROOK LN EDINA Active $1,062.02 00088700 0341134007 5232 DUGGAN PLAZA EDINA Active $1,050.27 00120547 0162435003 6029 KAYMAR DR EDINA Active $1,050.00 00087188 0331232009 4808 DUNBERRY LN EDINA Active $1,050.00 00101971 0157515015 7011 LEE VALLEY CIR EDINA Active $1,046.47 00118485 0340857004 5221 62ND ST W EDINA Active $1,043.62 00115187 0110237002 5808 FRANCE AVE S EDINA Active $1,033.50 00115942 0120399005 6005 FAIRFAX AVE EDINA Active $1,033.38 00118339 0120609010 5832 ASHCROFT AVE EDINA Active $1,023.90 00102908 0160862900 6012 KILLARNEY LN EDINA Active $1,016.98 00095924 0340336005 5324 62ND ST W EDINA Active $1,013.66 00109833 0201011001 5101 JUANITA AVE EDINA Active $994.46 00099063 0341135006 5228 DUGGAN PLAZA EDINA Active $991.41 00107176 0163231034 6731 BRENDAN CT EDINA Active $988.16 00113192 0200658001 4836 SUNNYSLOPE RD W EDINA Active $986.06 00082730 0201362024 4207 52ND ST W EDINA Active $982.75 00079789 0159022008 5833 DEWEY HILL RD EDINA Active $979.90 00113025 0152653009 5509 HILLSIDE CT EDINA Active $970.20 00100760 0332729007 4820 ASPASIA LN EDINA Active $968.73 00099401 0304013001 5825 EASTVIEW DR EDINA Active $962.51 00087023 0331004005 4520 BALFANZ RD EDINA Active $952.25 00088599 0340938007 6336 WARREN AVE EDINA Active $949.85 00109124 0342646006 5313 WHITING AVE EDINA Active $934.78 00121323 0331737214 7321 GLOUCHESTER DR EDINA Active $932.50 00115500 0290074008 4122 44TH ST W EDINA Active $931.62 00113704 0157556006 5528 70TH ST W EDINA Active $930.17 00117543 0120667000 5825 CONCORD AVE EDINA Active $917.60 00107811 0330124002 6321 HALIFAX AVE EDINA Active $915.65 00121277 0202767014 5227 BROOKSIDE CT EDINA Active $914.00 00124780 0206670100 4801 SUNNYSLOPE RD W EDINA Active $912.79 00076970 0290368003 4211 LYNN AVE EDINA Active $906.36 00078830 0153095003 6801 LIMERICK LN EDINA Active $900.55 00107387 0203761009 5208 WINDSOR AVE EDINA Active $898.76 00093431 0165040003 6717 SAMUEL RD EDINA Active $896.87 00123312 0341356008 5117 TIFTON DR EDINA Active $888.64 00093250 0160525008 5709 PARKWOOD LN EDINA Active $887.64 00109103 0203299019 5202 GRANDVIEW LN EDINA Active $884.86 00084533 0290396009 4109 MORNINGSIDE RD EDINA Active $883.66 00113335 0112213006 6315 XERXES AVE S RICHFIELD Active $883.07 00097574 0151117001 5840 CREEK VALLEY RD EDINA Active $873.89 00121279 0332735009 4805 ASPASIA LN EDINA Active $870.42 00089434 0342244002 5600 COUNTRYSIDE RD EDINA Active $861.65 00102384 0340529002 6513 WILRYAN AVE EDINA Active $847.25 00098747 0342041007 6117 WESTRIDGE BLVD EDINA Active $845.28 00080091 0160561450 5401 MALIBU DR EDINA Active $842.60 00078298 0121025005 6332 RYAN AVE EDINA Active $842.15 00091856 0331262002 4740 70TH ST W EDINA Active $842.13 00105040 0305555002 405 VAN BUREN AVE EDINA Active $839.75 00085113 0304289008 5320 60TH ST W EDINA Finalled $838.78 00104202 0340521000 6429 WILRYAN AVE EDINA Active $838.35 00124463 0341585001 5704 HANSEN RD EDINA Active $833.12 00102732 0203307000 5133 BEDFORD AVE EDINA Active $825.61 00113866 0202286007 4805 59TH ST W EDINA Active $825.39 00101942 0120515004 5840 ST JOHNS AVE EDINA Active $825.17 00084753 0290601000 4009 LYNN AVE EDINA Active $820.69 00113658 0340840004 6312 MILDRED AVE EDINA Active $818.12 00076717 0110924019 6109 ZENITH AVE S EDINA Active $810.39 00120709 0200524003 4909 SUNNYSIDE RD EDINA Active $809.84 00115847 0305498002 6601 BELMORE LN EDINA Active $809.11 00123268 0200719008 4901 SUNNYSLOPE RD E EDINA Active $807.29 00094765 0120563005 6200 ST JOHNS AVE EDINA Active $804.04 00077214 0111655003 6120 YORK AVE S EDINA Active $801.27 00088388 0340516007 6409 WILRYAN AVE EDINA Active $799.88 00122048 0290595008 4004 KIPLING AVE EDINA Active $799.62 00113167 0200119004 4521 BRUCE AVE EDINA Active $798.71 00121262 0202977001 4509 VANDERVORK AVE EDINA Active $797.03 00120735 0203517024 5433 VERNON AVE EDINA Active $796.82 00102148 0202279006 4801 SCHOOL RD EDINA Active $791.54 00114639 0110559002 6000 CHOWEN AVE S EDINA Active $788.92 00124647 0161003007 5808 SCHAEFER RD EDINA Active $780.85 00106602 0342640002 5337 WHITING AVE EDINA Active $778.25 00104926 0158980108 7736 PONDWOOD DR EDINA Active $777.37 00089455 0342291004 5521 COUNTRYSIDE RD EDINA Active $770.91 00084768 0305826005 409 WASHINGTON AVE EDINA Active $769.57 00094241 0304233005 5117 BENTON AVE EDINA Active $769.09 00087613 0332131009 4509 ANDOVER RD EDINA Active $765.39 00085464 0304913002 5516 DUNDEE RD EDINA Active $762.38 00078149 0120774000 6305 VIRGINIA AVE EDINA Active $758.69 00080650 0161237005 6024 WALNUT DR EDINA Active $758.07 00122854 0331737205 7319 GLOUCHESTER DR EDINA Active $757.24 00084030 0203795009 5032 KENT AVE EDINA Active $753.17 00123421 0160800040 5902 SCHAEFER RD EDINA Active $751.72 00096924 0153788005 6937 MARK TERRACE CIR EDINA Active $751.52 00124386 0120487008 5929 ST JOHNS AVE EDINA Active $748.16 00124270 0202297004 4812 SCHOOL RD EDINA Active $744.79 00114448 0330711001 6949 SOUTHDALE RD EDINA Active $739.24 00101730 0112205006 6221 XERXES AVE S RICHFIELD Active $738.84 00112763 0110363008 5912 EWING AVE S EDINA Active $738.61 00124417 0305673009 402 MONROE AVE S EDINA Active $738.08 00106260 0161218008 5901 WALNUT DR EDINA Active $732.02 00121294 0160562315 5540 MALIBU DR EDINA Active $731.91 00076480 0110682002 5917 BEARD AVE S EDINA Active $730.34 00097697 0111635008 6105 YORK AVE S EDINA Active $729.99 00119738 0304175005 5809 HANSEN RD EDINA Active $727.58 00118905 0342666001 5348 WHITING AVE EDINA Active $727.44 00119753 0341171001 5237 MEADOW RIDGE EDINA Active $725.35 00114845 0330701003 4220 70TH ST W EDINA Active $724.95 00103752 0340889015 6421 WARREN AVE EDINA Active $722.22 00083385 0202683006 4436 VANDERVORK AVE EDINA Active $719.14 00107076 0304259004 5104 60TH ST W EDINA Active $718.38 00123501 0112940007 6729 YORK AVE S EDINA Active $716.24 00096921 0152701001 6721 HILLSIDE LN EDINA Active $713.53 00124449 0331902008 4425 70TH ST W EDINA Active $710.71 00102918 0290511009 4211 OAKDALE AVE EDINA Active $710.57 00084608 0290463007 4003 SUNNYSIDE RD EDINA Active $710.36 00119440 0203839007 5228 56TH ST W EDINA Active $710.06 00093615 0305398003 404 BLAKE RD S EDINA Active $705.72 00076795 0111016007 5840 YORK AVE S EDINA Active $703.39 00121277 0202767005 5225 BROOKSIDE CT EDINA Active $701.75 00123680 0151139005 5725 LOIS LN EDINA Active $700.77 00090605 0305518008 315 HARRISON AVE EDINA Active $699.79 00088119 0203603001 5328 WINDSOR AVE EDINA Active $695.88 00119484 0203375007 5129 OXFORD AVE EDINA Active $692.82 00078966 0153457005 5721 MCGUIRE RD EDINA Active $692.36 00121547 0157923280 5555 VILLAGE DR EDINA Active $691.68 00121552 0341687008 5604 WARDEN AVE EDINA Active $688.10 00122554 0202794002 4609 CASCADE LN EDINA Active $687.30 00111666 0202245007 4609 CONCORD TER EDINA Active $684.08 00077944 0120551009 6201 ASHCROFT LN EDINA Active $676.11 00111896 0305383000 309 BLAKE RD S EDINA Active $675.94 00091188 0151100000 6732 VALLEY VIEW RD EDINA Active $675.93 00123661 0203244006 5133 WILLIAM AVE EDINA Active $674.53 00124755 0162500138 6508 GLEASON CT EDINA Active $674.03 00085701 0305392009 417 BLAKE RD S EDINA Active $673.95 00111190 0305533009 322 HARRISON AVE EDINA Active $673.61 00109797 0111001004 3201 60TH ST W EDINA Active $670.06 00106180 0202281002 4733 SCHOOL RD EDINA Active $668.66 00122211 0201659008 5241 MINNEHAHA BLVD EDINA Active $662.99 00083177 0202221005 5708 FAIRFAX AVE EDINA Active $661.74 00077970 0120577009 6001 ASHCROFT AVE EDINA Active $661.26 00117266 0111047000 5548 YORK AVE S EDINA Active $661.01 00101939 0110252002 6024 FRANCE AVE S EDINA Active $660.44 00123317 0330320004 6300 BROOKVIEW AVE EDINA Active $655.62 00113448 0203612000 5305 WINDSOR AVE EDINA Active $651.86 00112471 0162442004 6016 EDEN PRAIRIE RD EDINA Active $650.02 00087968 0332781002 7208 TRILLIUM LN EDINA Active $646.41 00124814 0342625001 5300 64TH ST W EDINA Active $646.35 00123885 0110616003 5609 CHOWEN AVE S EDINA Active $645.73 00118189 0162549113 6424 TIMBER RIDGE EDINA Active $644.14 00112964 0201441001 5016 ARDEN AVE EDINA Active $643.46 00111664 0201548003 3936 49TH ST W EDINA Active $640.73 00111671 0202755009 4425 RUTLEDGE AVE EDINA Active $638.78 00124464 0111327001 3505 FULLER ST EDINA Active $638.41 00116124 0305782007 405 ADAMS AVE EDINA Active $634.15 00122495 0332144004 4521 70TH ST W EDINA Active $633.84 00093017 0203245005 5129 WILLIAM AVE EDINA Active $632.01 00119201 0110320000 5833 FRANCE AVE S EDINA Active $631.52 00114525 0202281039 4721 SCHOOL RD EDINA Active $629.66 00080676 0161262003 6201 VERNON CT EDINA Active $627.53 00124439 0158044004 7302 CLAREDON DR EDINA Active $626.87 00107926 0305532000 320 HARRISON AVE EDINA Active $626.57 00111799 0160326009 6616 LONDONDERRY DR EDINA Active $622.81 00083971 0203727002 5400 RICHMOND LN EDINA Active $621.21 00077969 0120576000 6005 ASHCROFT AVE EDINA Active $620.42 00088301 0340345004 5224 62ND ST W EDINA Active $615.10 00082157 0200764002 4829 MAPLE RD EDINA Active $614.33 00118975 0203332009 5032 BEDFORD AVE EDINA Active $613.95 00117164 0203312003 5113 BEDFORD AVE EDINA Finalled $613.74 00093057 0330761000 6901 DAWSON LN EDINA Active $613.62 00116555 0340884001 6355 WARREN AVE EDINA Active $610.32 00110299 0165008165 6916 PAIUTE DR EDINA Active $609.36 00087619 0332137003 4512 ANDOVER RD EDINA Active $607.67 00082774 0201409001 5028 BRUCE PL EDINA Active $607.58 00085966 0305729003 425 JEFFERSON AVE EDINA Active $602.02 00082436 0201061000 5236 OAKLAWN AVE EDINA Active $600.55 00122718 0152747007 6713 TRACY AVE EDINA Active $594.61 00077670 0120249007 6025 KELLOGG AVE EDINA Active $594.43 00078961 0153452000 5817 MCGUIRE RD EDINA Active $592.40 00097900 0342001005 6300 VALLEY VIEW RD EDINA Active $582.06 00124834 0202988008 4532 VANDERVORK AVE EDINA Active $579.81 00122049 0203211005 5017 HANKERSON AVE EDINA Active $579.11 00105016 0202846028 5101 49TH ST W EDINA Active $579.11 00079204 0153767000 6913 GLEASON CIR EDINA Active $577.19 00124023 0153750009 6213 LOCH MOOR DR EDINA Finalled $576.51 00124465 0110310002 5933 FRANCE AVE S EDINA Active $573.42 00112050 0202780008 5004 MOORE AVE EDINA Active $573.30 00104325 0202249003 5713 CONCORD AVE EDINA Active $567.45 00111398 0151587002 6400 VALLEY VIEW RD EDINA Active $567.21 00124890 0163613005 6212 ST ALBANS CIR EDINA Active $566.91 00094151 0331702000 7129 BRISTOL BLVD EDINA Active $564.94 00100828 0342219003 5416 BENTON AVE EDINA Active $562.51 00091368 0120235012 6133 KELLOGG AVE EDINA Active $562.07 00114134 0304164008 5616 DALE AVE EDINA Active $560.43 00122951 0305830009 401 WASHINGTON AVE EDINA Active $548.13 00111726 0110592001 5833 CHOWEN AVE S EDINA Active $546.46 00084423 0290285003 4109 42ND ST W EDINA Active $540.53 00125512 0304289008 5320 60TH ST W EDINA Active $536.87 00124918 0201549011 3942 49TH ST W EDINA Active $534.49 00080215 0160648028 5702 NEWPORT DR EDINA Active $534.11 00093658 0111036003 5704 YORK AVE S EDINA Active $532.18 00121544 0331962005 4517 GILFORD DR EDINA Active $531.83 00117953 0341838033 6016 GROVE CIR EDINA Active $526.46 00094030 0306178007 4909 PRESCOTT CIR EDINA Active $520.44 00122572 0157939040 7240 LEWIS RIDGE PKWY EDINA Active $518.58 00119605 0342748003 5900 SUN RD EDINA Active $517.36 00124940 0331027008 6908 CRESTON RD EDINA Active $513.72 00110253 0162383005 5514 HIGHWOOD DR W EDINA Active $506.18 00114416 0162443003 6100 EDEN PRAIRIE RD EDINA Active $504.49 00124520 0200826008 3916 50TH ST W EDINA Active $500.00 00086758 0113667005 7404 XERXES AVE S EDINA Active $494.64 00099553 0111388007 3713 54TH ST W EDINA Active $494.59 00085119 0111219011 3100 55TH ST W EDINA Active $494.57 00121631 0200362008 4608 WOODDALE AVE EDINA Active $489.36 00108833 0159011065 7423 COVENTRY WAY EDINA Active $485.37 00096246 0200382004 4519 EDINA BLVD EDINA Active $481.98 00120361 0120386000 5940 WOODDALE AVE EDINA Active $479.93 00112624 0290182089 4238 FRANCE AVE S EDINA Active $471.52 00076646 0110850008 5705 ABBOTT AVE S EDINA Active $468.24 00119484 0203375016 5131 OXFORD AVE EDINA Active $465.16 00105775 0341208008 5141 DANENS DR EDINA Active $463.07 00108802 0341724021 5615 TRACY AVE EDINA Active $460.61 00112321 0121097017 6528 SHERWOOD RD EDINA Active $457.88 00115446 0111677007 6220 BEARD PL EDINA Active $454.68 00125010 0113404003 7425 YORK TER EDINA Active $452.84 00124957 0304724001 5529 CHANTREY RD EDINA Active $452.22 00118781 0340079006 6109 WILRYAN AVE EDINA Active $450.36 00124215 0203182028 5002 VERNON AVE EDINA Active $447.70 00120756 0290651009 4010 MONTEREY AVE EDINA Active $445.61 00125187 0120995012 6201 RYAN AVE EDINA Active $445.26 00121854 0340372000 5104 62ND ST W EDINA Active $437.18 00103556 0150803002 6213 CREEK VALLEY RD EDINA Active $436.26 00107360 0200739004 3 EDINA CT EDINA Active $434.76 00113270 0290098000 4171 44TH ST W EDINA Active $424.55 00109332 0340637001 6440 TINGDALE AVE EDINA Active $420.17 00101943 0151617006 6403 LIMERICK DR EDINA Active $420.00 00108016 0202026002 4706 LAKEVIEW DR EDINA Active $419.38 00120604 0120463015 4510 VALLEY VIEW RD EDINA Active $417.02 00109350 0166014012 7137 VALLEY VIEW RD EDINA Active $416.04 00122818 0290543001 4124 GRIMES AVE EDINA Active $414.82 00118399 0340129006 5008 CLOVER RIDGE EDINA Active $410.82 00108627 0304290005 5316 60TH ST W EDINA Active $409.69 00123053 0161519004 5901 LINCOLN DR EDINA Active $406.26 00106695 0203229005 5108 HANKERSON AVE EDINA Active $403.79 00115818 0160560013 4950 MALIBU DR EDINA Active $403.35 00119767 0342412008 5950 ARBOUR AVE EDINA Active $402.32 00124919 0202812000 5044 EDINBROOK LN EDINA Active $399.54 00121035 0160561076 5305 MALIBU DR EDINA Active $397.86 00121910 0331737296 7326 CORNELIA DR EDINA Active $395.38 00097635 0200247009 4215 COUNTRY CLUB RD EDINA Active $387.84 00078119 0120744007 4704 VALLEY VIEW RD EDINA Active $383.51 00121503 0340943000 5297 63RD ST W EDINA Active $380.93 00088443 0340617005 6445 TINGDALE AVE EDINA Active $380.86 00125601 0193000081 250 SOUTHDALE CENTER EDINA Active $380.65 00124138 0157508256 7105 FLEETWOOD DR EDINA Active $375.89 00107385 0330303005 6225 BROOKVIEW AVE EDINA Active $372.46 00125223 0111007008 5928 YORK AVE S EDINA Active $362.78 00125044 0165008094 6908 PAIUTE CIR EDINA Active $362.66 00099662 0202055006 4610 LAKEVIEW DR EDINA Active $354.75 00120936 0202070007 4509 LAKEVIEW DR EDINA Active $349.80 00122759 0120666001 5829 CONCORD AVE EDINA Active $347.74 00114160 0342342003 5708 BENTON AVE EDINA Active $345.81 00121369 0110020021 5609 WOODCREST DR EDINA Active $345.16 00099036 0112210009 6249 XERXES AVE S RICHFIELD Active $344.76 00120987 0113662000 7434 XERXES AVE S EDINA Active $343.13 00124181 0342621005 5301 64TH ST W EDINA Active $342.70 00122445 0153622005 6763 VALLEY VIEW RD EDINA Active $342.70 00124094 0290599004 4005 LYNN AVE EDINA Active $340.33 00077188 0111622003 6132 XERXES AVE S EDINA Active $340.02 00124705 0306053016 414 KRESSE CIR EDINA Active $337.42 00104887 0111366003 3600 FULLER ST EDINA Active $336.69 00125053 0200577009 4104 SUNNYSIDE RD EDINA Active $335.31 00121842 0167000016 7027 MCCAULEY TRL EDINA Active $333.69 00122838 0305024005 20 CIRCLE WEST EDINA Active $332.75 00078353 0121218002 6329 ASHCROFT LN EDINA Active $332.63 00125137 0202098005 4607 OAK DR EDINA Active $327.94 00085695 0305387006 321 BLAKE RD S EDINA Active $327.46 00098393 0330852000 6916 CORNELIA DR EDINA Active $325.89 00088127 0340104005 5024 VALLEY VIEW RD EDINA Active $322.55 00124292 0110020030 5615 WOODCREST DR EDINA Active $322.43 00115526 0165001000 6841 SALLY LN EDINA Active $320.09 00123919 0153545009 6009 CHAPEL DR EDINA Active $319.98 00124778 0304140007 5612 BERNARD PL EDINA Active $318.99 00105111 0160711002 6204 IDYLWOOD LN EDINA Active $316.86 00087174 0331218007 4713 WILFORD WAY EDINA Active $314.66 00077989 0120596006 5817 ASHCROFT AVE EDINA Active $314.61 00114476 0304782000 5505 MIRROR LAKES DR EDINA Active $312.48 00123316 0200917008 5321 HALIFAX AVE EDINA Active $308.56 00116024 0167001006 7021 MCCAULEY TRL EDINA Active $307.44 00076733 0110936006 5917 ZENITH AVE S EDINA Active $305.93 00124044 0203865004 5009 56TH ST W EDINA Active $304.74 00110920 0202516009 4377 THIELEN AVE EDINA Active $295.36 00113854 0332241006 4437 ELLSWORTH DR EDINA Active $290.68 00107577 0120245010 6039 KELLOGG AVE EDINA Active $289.63 00124649 0120297008 5932 KELLOGG AVE EDINA Active $286.44 00125122 0290141007 4405 MORNINGSIDE RD EDINA Active $285.26 00078189 0120865000 4808 60TH ST W EDINA Active $283.37 00121770 0306013006 521 BLAKE RD S EDINA Active $278.57 00119061 0112212007 6311 XERXES AVE S RICHFIELD Active $278.30 00118068 0120962002 4835 VALLEY VIEW RD EDINA Active $277.88 00121930 0111409002 5432 FRANCE AVE S EDINA Active $274.48 00121997 0160771081 6405 BISCAYNE BLVD EDINA Active $274.20 00105802 0153871003 7100 VALLEY VIEW RD EDINA Active $273.39 00099426 0331359006 6617 NORMANDALE RD EDINA Active $271.28 00124608 0120176004 5901 OAKLAWN AVE EDINA Active $268.79 00122170 0340474016 6332 JOSEPHINE AVE EDINA Active $268.17 00103706 0305720002 402 MADISON AVE EDINA Active $266.76 00108886 0163374004 6528 CHEROKEE TRL EDINA Active $266.07 00115117 0110319003 5837 FRANCE AVE S EDINA Active $264.53 00124663 0111413006 5508 FRANCE AVE S EDINA Active $258.68 00124378 0330091001 6322 FRANCE AVE S EDINA Active $255.81 00094625 0203897006 5033 NORMANDALE CT EDINA Active $252.57 00112862 0203805007 5029 KENT AVE EDINA Active $252.51 00122886 0304196000 5800 BERNARD PL EDINA Active $249.66 00106330 0340208000 6100 BIRCHCREST DR EDINA Active $247.20 00079300 0153873056 7135 VALLEY VIEW RD EDINA Active $242.85 00115021 0162190008 5912 VERNON AVE EDINA Active $242.38 00124893 0120419001 5821 FAIRFAX AVE EDINA Active $240.07 00124257 0153165044 6824 BROOK DR EDINA Active $239.89 00119880 0120390004 6008 WOODDALE AVE EDINA Active $239.03 00100729 0342727008 5805 SUN RD EDINA Active $236.05 00118685 0203299000 5200 GRANDVIEW LN EDINA Active $235.51 00117583 0332730004 4816 ASPASIA LN EDINA Active $234.57 00098577 0110453009 5928 DREW AVE S EDINA Active $233.30 00114993 0153714004 7004 GLEASON RD EDINA Active $229.27 00114195 0340772006 6305 MILDRED AVE EDINA Active $228.78 00099198 0305779002 411 ADAMS AVE EDINA Active $227.27 00082604 0201224004 5213 WOODDALE AVE EDINA Active $225.37 00121183 0160534007 6603 PARKWOOD LN EDINA Active $225.01 00108871 0340144007 6000 TINGDALE AVE EDINA Active $220.76 00106154 0159091068 7703 TANGLEWOOD CT EDINA Active $218.08 00116271 0305834014 319 WASHINGTON AVE EDINA Active $217.21 00124662 0112061009 3016 66TH ST W RICHFIELD Active $216.43 00105815 0153417004 5609 MCGUIRE RD EDINA Active $212.94 00092487 0160808006 6000 SCHAEFER RD EDINA Active $209.61 00120722 0202254005 4612 58TH ST W EDINA Active $208.29 00118493 0162549104 6426 TIMBER RIDGE EDINA Active $207.94 00096396 0110213000 5933 GRIMES AVE EDINA Active $206.62 00124664 0160855008 5901 KILLARNEY LN EDINA Active $205.56 00092986 0111043004 5608 YORK AVE S EDINA Active $205.45 00085035 0304216006 5108 58TH ST W EDINA Active $205.19 00124450 0290142006 4403 MORNINGSIDE RD EDINA Active $205.12 00117221 0120001014 6108 FRANCE AVE S EDINA Active $204.76 00107378 0332733056 4709 ASPASIA CIR EDINA Active $201.83 00122175 0342743008 5905 AMY DR EDINA Active $201.64 00118941 0152737009 6600 GALWAY DR EDINA Active $200.58 00115929 0157506007 7020 LANHAM LN EDINA Active $200.00 00083084 0202121015 5536 ST JOHNS AVE EDINA Active $198.19 00107984 0153744008 6305 LOCH MOOR DR EDINA Active $197.39 00121103 0162558059 6412 MCCAULEY CIR EDINA Active $197.39 00125029 0120099008 5812 BROOKVIEW AVE EDINA Active $197.38 00121335 0203293015 5223 GRANDVIEW LN EDINA Active $196.53 00094811 0305702004 309 MADISON AVE S EDINA Active $194.13 00115897 0201485008 4607 MEADOW RD EDINA Active $192.20 00102465 0332747005 4908 TRILLIUM LN EDINA Active $191.68 00124777 0201251000 5501 WOODDALE AVE EDINA Active $191.09 00125001 0110888004 5812 ZENITH AVE S EDINA Finalled $189.95 00123201 0341958028 6237 DARCY LN EDINA Active $189.22 00117388 0342157007 6312 HILLSIDE RD EDINA Active $188.99 00124791 0110899001 5908 ZENITH AVE S EDINA Active $186.76 00084567 0290429000 4308 ETON PL EDINA Active $184.56 00125410 0200694007 4805 WOODHILL WAY EDINA Active $184.44 00111723 0110398016 5905 EWING AVE S EDINA Active $184.39 00124077 0120913002 6501 PARNELL AVE EDINA Active $184.31 00119144 0200839003 4940 FRANCE AVE S EDINA Active $184.15 00119301 0111411008 5440 FRANCE AVE S EDINA Active $183.51 00112234 0201065006 5220 OAKLAWN AVE EDINA Active $182.61 00121308 0330733005 6713 SOUTHDALE RD EDINA Active $181.85 00113005 0330226009 4212 VALLEY VIEW RD EDINA Active $180.59 00091527 0161114003 6148 ARCTIC WAY EDINA Active $179.46 00120533 0304155009 5709 DALE AVE EDINA Active $179.39 00110566 0340204004 6116 BIRCHCREST DR EDINA Active $179.39 00120959 0110956001 5729 ZENITH AVE S EDINA Active $177.80 00119670 0342218004 5412 BENTON AVE EDINA Active $177.65 00122964 0157924029 7072 CAHILL RD EDINA Active $175.33 00124073 0120565003 6112 ST JOHNS AVE EDINA Active $174.54 00116884 0341453000 6900 RIDGEVIEW DR EDINA Active $174.54 00123751 0110885007 5800 ZENITH AVE S EDINA Active $172.88 00115211 0163450056 6509 SHAWNEE CIR EDINA Active $172.88 00125143 0200047001 4508 ARDEN AVE EDINA Active $170.91 00080499 0161004015 6217 SCHAEFER CIR EDINA Active $170.53 00114013 0304610008 5409 DONCASTER WAY EDINA Active $170.42 00122656 0110683001 5913 BEARD AVE S EDINA Active $169.63 00094198 0201475019 4630 FRANCE AVE S EDINA Active $169.27 00094136 0110420009 5701 EWING AVE S EDINA Active $168.59 00083989 0203751001 5040 WINDSOR AVE EDINA Active $168.57 00123832 0201302009 4416 58TH ST W EDINA Active $166.99 00122483 0201407003 5032 BRUCE PL EDINA Active $166.23 00123718 0120351001 5909 WOODDALE AVE EDINA Active $165.01 00114439 0110305009 6021 FRANCE AVE S EDINA Active $164.71 00118150 0342533002 5829 JEFF PL EDINA Active $164.71 00120990 0120202002 5908 OAKLAWN AVE EDINA Active $164.71 00112752 0341972002 6212 WYMAN AVE EDINA Active $164.71 00125266 0342551045 6338 RED FOX LN EDINA Active $164.44 00097995 0305529005 312 HARRISON AVE EDINA Active $163.60 00085182 0331625013 7008 LYNMAR LN EDINA Active $162.72 00119749 0304006019 5028 BENTON AVE EDINA Active $162.26 00118759 0121095000 6509 SHERWOOD AVE EDINA Active $162.26 00111902 0305742006 317 JEFFERSON AVE EDINA Active $162.18 00119223 0202686003 4524 VANDERVORK AVE EDINA Active $161.55 00085220 0304558002 5253 LOCHLOY DR EDINA Active $160.90 00106600 0340624006 6533 TINGDALE AVE EDINA Active $159.80 00120397 0160647387 6617 BISCAYNE BLVD EDINA Active $159.80 00121137 0159047009 7611 GLEASON RD EDINA Active $159.80 00114727 0341413009 5212 70TH ST W EDINA Active $157.34 00099412 0161153005 6102 ARCTIC WAY EDINA Active $157.34 00104014 0305519007 311 HARRISON AVE EDINA Active $157.34 00119328 0110894006 5836 ZENITH AVE S EDINA Active $154.89 00122277 0340692003 6353 ROLF AVE EDINA Active $154.89 00124172 0110786007 3408 60TH ST W EDINA Active $154.15 00124333 0200484001 4602 BROWNDALE AVE EDINA Active $153.58 00123588 0120586008 5909 ASHCROFT AVE EDINA Active $153.12 00124206 0162549202 6402 TIMBER RIDGE EDINA Active $152.43 00084611 0290465005 4007 SUNNYSIDE RD EDINA Active $151.68 00107227 0111133005 5925 YORK AVE S EDINA Active $149.97 00114509 0120496007 5833 ST JOHNS AVE EDINA Active $145.06 00111941 0340741004 6332 ROLF AVE EDINA Active $143.64 00125339 0202076001 4502 OAK DR EDINA Active $141.81 00123217 0202750004 5243 BROOKSIDE CT EDINA Active $139.99 00113204 0330087016 6232 FRANCE AVE S EDINA Active $139.42 00077341 0112053009 6414 XERXES AVE S EDINA Active $139.07 00080953 0162558102 6447 MCCAULEY TER EDINA Active $137.69 00125250 0120995003 4804 62ND ST W EDINA Active $137.69 00124964 0153091007 5500 BROOK DRIVE EDINA Active $137.64 00125179 0110460000 6020 DREW AVE S EDINA Active $133.41 00083675 0203216000 5225 INTERLACHEN BLVD EDINA Active $131.13 00124820 0111394009 3809 54TH ST W EDINA Active $128.27 00124379 0330091010 6324 FRANCE AVE S EDINA Active $126.58 00125378 0110583002 5929 CHOWEN AVE S EDINA Active $122.01 00125218 0305073005 5528 INTERLACHEN BLVD EDINA Active $120.80 00125207 0113668004 7400 XERXES AVE S EDINA Active $113.60 00125488 0110824001 5925 ABBOTT AVE S EDINA Active $113.41 00108310 0153818009 6927 VALLEY VIEW RD EDINA Active $113.07 00125355 0163214008 6700 INDIAN HILLS RD EDINA Active $108.59 00125211 0110085005 50 WOODLAND CIR EDINA Active $108.30 00125414 0161960008 6112 SAXONY RD EDINA Active $107.10 00122124 0167000007 7025 MCCAULEY TRL EDINA Active $105.00 00125341 0120383003 5928 WOODDALE AVE EDINA Active $102.94 00113618 0345006021 5249 73RD ST W EDINA Active $101.91 00123427 0345006012 5251 73RD ST W EDINA Active $101.91 00125222 0299013003 4605 44TH ST W EDINA Active $97.37 00113446 0191000515 7600 XERXES AVE S EDINA Active $92.37 00124054 0200837005 4944 FRANCE AVE S EDINA Active $92.35 00124669 0120225005 6108 OAKLAWN AVE EDINA Active $91.78 00125487 0290181026 4104 FRANCE AVE S EDINA Active $91.15 00125357 0341815003 5712 WYCLIFFE RD EDINA Active $83.72 00125564 0290040009 4352 OAKDALE AVE EDINA Active $82.41 00104581 0120257006 5941 KELLOGG AVE EDINA Active $79.90 00099233 0330721009 6909 SOUTHDALE RD EDINA Active $75.61 00113917 0331939005 7200 WEST SHORE DR EDINA Active $74.29 00125367 0304634000 5536 MERRITT CIR EDINA Active $72.48 00102839 0299011005 4520 44TH ST W EDINA Active $71.36 00125354 0350025890 5095 KELSEY TERRACE EDINA Active $70.35 00120628 0120461008 4500 VALLEY VIEW RD EDINA Active $68.63 00123799 0113404003 7425 YORK TER EDINA Finalled $67.78 00115088 0160755018 5718 BLAKE RD S EDINA Active $65.96 00114279 0330227008 4216 VALLEY VIEW RD EDINA Finalled $65.22 00123028 0305774007 425 ADAMS AVE EDINA Active $63.96 00125382 0120656003 5925 CONCORD AVE EDINA Active $63.88 00125522 0290298008 4218 GRIMES AVE EDINA Active $63.48 00125654 0290607004 4021 LYNN AVE EDINA Active $61.89 00125577 0290326004 4209 CROCKER AVE EDINA Active $60.96 00125359 0305388005 401 BLAKE RD S EDINA Finalled $60.02 00123336 0110338000 3812 57TH ST W EDINA Finalled $57.54 00125388 0203295004 5216 GRANDVIEW LN EDINA Active $53.77 00124487 0120245001 6041 KELLOGG AVE EDINA Active $50.87 TOTAL $328,990.04 St Louis Park Utility Accounts with Edina Addresses 00017593 0022846000 4390 COOLIDGE AVE $747.76 00017596 0022861009 4380 COOLIDGE AVE $567.06 00016099 0023566003 4368 VERNON AVE S $381.30 00050262 0022402002 4401 44TH ST W $320.45 00043457 0022087001 4015 NATCHEZ AVE S $243.50 Richfield Utility Accounts with Edina Addresses 00030092 0141074340 7434 XERXES AVE S $74.52 00029996 0141074000 7400 XERXES AVE S $106.32 00014930 0141076200 7620 XERXES AVE S $274.79 GRAND TOTAL $331,705.74 The CITY of EDINA Certification of Delinquent Utility Bills October 15, 2019 The CITY of EDINAUtility Certification Process •Utility accounts with balances over $50 and delinquent 30 days or longer were notified in writing of the pending certification and the date of this hearing. •A $35.00 administrative fee will be added to delinquent accounts. •Customers will continue to have the opportunity to pay the overdue balances until November 15. www.EdinaMN.gov 2 The CITY of EDINAUtility Certification Process •The final delinquent list will be attached to Resolution 2019- 84 and sent to the County for certification. •Certified amounts will pay an interest rate of 6.5%. •All are one year assessments. www.EdinaMN.gov 3 The CITY of EDINAUtility Certification History www.EdinaMN.gov 4 2016 2017 2018 2019 Sept. Notices •Properties •Dollar Amount 787 $407,090 1,031 $453,930 731 $354,047 1,092 $542,875 Oct.Public Hearing •Properties •Dollar Amount 464 $291,457 428 $281,104 542 $296,593 519 $331,706 Nov. Certification •Properties •Dollar Amount 329$227,354 288$225,131 334$231,122 The CITY of EDINAUtility Certification Actions •Hold Public Hearing •Adopt Resolution 2019-84 certifying this year’s delinquent utility bills to the County Auditor for collection with the 2020 property taxes. www.EdinaMN.gov 5 Date: October 15, 2019 Agenda Item #: VIII.D. To:Mayor and City Council Item Type: Report / Recommendation From:Cary Teague, Community Development Director Item Activity: Subject:PUBLIC HEARING: Resolution No. 2019-90, Preliminary & Final Plat for Lifetime Fitness, 200 Southdale Center Action CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: Adopt Resolution No. 2019-90 approving a preliminary and final plat at 200 Southdale Center. INTRODUCTION: Southdale Center, LLC, is requesting a subdivision to create three lots from the JCPenney lot at 200 Southdale Center. The purpose of the request is simply to create separate lots for the Lifetime Fitness, the multi-tenant space and the outdoor plaza space at the former JCPenney site. See the attached existing and proposed registered land survey. There is no new development proposed with this request. The P lanning Commission unanimously recommended approval of the preliminary plat. ATTACHMENTS: Description Staff Report: Preliminary & Final Plat for Lifetime Fitness, 200 Southdale Center Resolution No. 2019-90: Preliminary & Final Plat for Lifetime Fitness, 200 Southdale Center Site Location Existing & Proposed RLS Final RLS Applicant Letter Staff's Presentation September 25, 2019 Planning Commission Cary Teague, Community Development Director Preliminary & Final Plat for Lifetime Fitness at Southdale, 200 Southdale Center Information / Background: Southdale Center, LLC is requesting a subdivision to create three lots from the JCPenny lot at Southdale. (200 Southdale Center). The purpose of the request is simply to create separate lots for the Lifetime Fitness, the multi-tenant space and the outdoor plaza space at the former JCPenny site. (See the attached existing and proposed registered land survey.) There is no new development proposed with this request. Surrounding Land Uses Northerly: Firestone auto repair; zoned PCD-3, Planned Commercial District-3 and guided Community Activity Center. Easterly: Commercial and residential uses; zoned PCD-3 and PUD, Planned Commercial District, and guided CAC, Community Activity Center. Southerly: Southdale Mall and the Galleria Mall; zoned PCD-3, Planned Commercial District, and guided CAC, Community Activity Center. Westerly: Southdale Office Center zoned and guided for Office Residential. Existing Site Features The subject property is 2.43 acres in size, is relatively flat and contains Lifetime Fitness, and multi-tenant retail and office space. These buildings are currently under construction. Planning Guide Plan designation: CAC, Community Activity Center. Zoning: PCD-3, Planned Commercial District STAFF REPORT Page 2 Park Dedication Park dedication is required. The newly created lot is 2.43 acres in size. Required park dedication is $7,100 per acre; therefore a dedication of $17,253 is required at the time of the release of the Final Plat. Staff Recommendation Recommend that the City Council approve the proposed Preliminary and Final Plat of the platting of the Southdale Office center into two lots. Approval is based on the following findings: 1. The proposed subdivision meets the required standards and ordinance for a subdivision. 2. The resulting/existing uses of the project meet all zoning ordinance requirements. 3. There is no new development proposed with the request. Approval is subject to the following condition: 1. A park dedication fee of $17,253 shall be paid at the time of release of the final plat. Deadline for a City Decision: November 19, 2019 RESOLUTION NO. 2019-90 APPROVING A PRELIMINARY & FINAL PLAT AT 200 SOUTHDALE CENTER BE IT RESOLVED by the City Council of the City of Edina, Minnesota, as follows: Section 1. BACKGROUND. 1.01 Southdale Center, LLC is requesting a subdivision to create three lots from the JCPenny lot at Southdale. The purpose of the request is simply to create separate lots for the Lifetime Fitness, the multi-tenant space and the outdoor plaza space at the former JCPenny site. (See the attached existing and proposed registered land survey.) There is no new development proposed with this request. 1.02 The following described tract of land is requested to be divided: REGISTERED LAND SURVEY NO 1284 1.03 On September 25, 2019 after published and mailed notice in accordance with Minnesota Statutes and the City Code, the Planning Commission held a public hearing, at which time all persons desiring to be heard concerning this application were given the opportunity to speak thereon. The Planning Commission recommended approval of the Preliminary & Final Plat. Vote: 8 Ayes and 0 Nays. 1.05 On October 15, 2019, the City Council held a public hearing. Section 2. FINDINGS 2.01 Approval is based on the following findings: 1. The proposed subdivision meets the required standards and ordinance for a subdivision. 2. The resulting/existing uses of the project meet all zoning ordinance requirements. 3. There is no new development proposed with the request. Resolution No. 2019-90 Page 2 Section 3. APPROVAL NOW THEREFORE, it is hereby resolved by the City Council of the City of Edina, approves the Preliminary and Final Plat (RLS). Approval is subject to the following Conditions: 1. A park dedication fee of $17,253 shall be paid at the time of release of the final plat. Resolution No. 2019-90 Page 3 Adopted this 15th day of October 2019. ATTEST: Sharon Allison, City Clerk James B. Hovland, Mayor STATE OF MINNESOTA ) COUNTY OF HENNEPIN )SS CITY OF EDINA ) CERTIFICATE OF CITY CLERK I, the undersigned duly appointed and acting City Clerk for the City of Edina do hereby certify that the attached and foregoing Resolution was duly adopted by the Edina City Council at its Regular Meeting of October 15, 2019, and as recorded in the Minutes of said Regular Meeting. WITNESS my hand and seal of said City this ____ day of __________________, 2019. _________________________________ City Clerk Kimler)>Horn August 27, 2019 City of Edina 4801 W. 50th Street Edina, MN 55424 PLANNING DEPARTMENT AUG 2 2019 CITY OF EDINA RE: Simon — Southdale Life Time Narrative At Southdale, under the terms of the leases with Life Time, Simon is proposing to create separate tax parcels. One of the tax parcels will be for an athletic building and the other will be for a sport/work building. Please see the attached application, fee and supporting documents and let us know if we can provide further information. Sincerely, Andy Berg, P.E. kimley-horn.com 767 Eustis Street, Suite 100, Saint Paul, MN 55114 651-645-4197 Preliminary and Final Plat Life Time Fitness, 200 Southdale Center EdinaMN.gov 2 EdinaMN.gov 3 EdinaMN.gov 4 Date: October 15, 2019 Agenda Item #: VIII.E. To:Mayor and City Council Item Type: Report / Recommendation From:Kris Aaker, Assistant City Planner Item Activity: Subject:PUBLIC HEARING: Resolution No. 2019-92, Appealling Administrative Decision for 5712 Woodland Lane Action CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: Adopt Resolution No. 2019-92, upholding staff’s administrative decision to deny Building Permit No. 163990 for a new home plan at 5712 Woodland Lane. INTRODUCTION: The applicant submitted building permit No. 163990 to construct a new home at 5712 Woodland Lane, adjacent to Minnehaha Creek. The owner purchased the 1952 multi-level property in October 2016 (now demolished). Much of the lot is within the FEMA flood plain and there is a municipal sanitary sewer main bi-secting a large portion of the property limiting home placement and construction. The owner represents they are intending to construct a two-story house with a full basement foundation on the property and that it complies with all zoning ordinances. T he maximum allowable building height for the lot is 2 ½ stories or 40 feet whichever is less. Staff interprets the plan as a 3 story home with the basement counting as a story. Staff contends that the house plan does not comply with the zoning ordinance and has returned the permit application to the applicant for revision. On August 28, 2019, the Planning Commission unanimously upheld staff's decision to deny the permit. ATTACHMENTS: Description Planning Commission Staff Report Resolution No. 2019-92: Appealling Administrative Decision Planning Commission Minutes, Aug. 28 Applicant Narrative & Plans 2017 Variance Request, Minutes & Staff Report Staff's Presentation Applicant's Presentation August 28, 2019 PLANNING COMMISSION Kris Aaker, Assistant City Planner Appeal of an administrative decision for Building permit #163990; 5712 Woodland Lane. Recommended Action: Uphold City staff’s administrative decision to deny building permit #163990 for a new home plan for the property located at 5712 Woodland Lane. Project Description: The applicant has submitted a building permit #163990 to construct a new home at 5712 Woodland Lane. The owner purchased the property in October 2016, which consisted of a multi- level home built in 1952, (now demolished), that is adjacent to Minnehaha Creek. Much of the lot is within the FEMA flood plain and there is a municipal sanitary sewer main bisecting a large portion of the property both limiting home placement and construction. The owner represents they are intending to construct a two-story house with a full basement foundation on the property and that it complies with all zoning ordinances. The permit plan stipulates that the 1st floor of the home is the basement and that the basement does not count as a story regarding maximum height. The maximum allowable building height for the lot is 2 ½-stories or 40 feet whichever is less. The height as measured from existing grade is 39 feet. The home consists of three floors including the basement. Staff interprets the plan as a 3-story home with the basement counting as a story. Staff contends that the house plan does not comply with the zoning ordinance and has returned the permit application to the applicant for revisions. STAFF REPORT Page 2 Planning Guide Plan designation: Low-Density Residential Zoning: R-1, Single-Dwelling District Surrounding Land Uses Northerly: Single Unit residential homes; zoned and guided low-density residential. Easterly: Single Unit residential homes; zoned and guided low-density residential. Southerly: Single Unit residential homes; zoned and guided low-density residential. Westerly: Single Unit residential homes; zoned and guided low-density residential. Existing Site Features The existing 17,896 square foot (1/3 acre) lot is located immediately adjacent north to a home, with Minnehaha Creek surrounding portions of the south, east and west lot lines. The property is within the flood zone. There is a sewer easement bisecting the property that cannot be built upon. The existing multi-level home has been removed. STAFF REPORT Page 3 Compliance Table City Standard Proposed Front – (NE) Woodland Lane Side - (NW) North Rear– (SW) West 30 feet 10 feet 25 feet 35 feet 10 feet 47 feet Building Coverage 25% 12.2% Building Height Max 2 ½ stories 1st Floor Height 40 feet 2 ½ stories Max 1 foot above existing 39 feet *3 stories (Basement is a story) Basement deemed “1st floor” *Does not comply Background The owner had previously submitted a variance application to allow a home with a 1st floor height exceeding the allowable 1 foot maximum to construct a home plan that is similar to the subject plan. However, the variance request stipulated the 1st floor was established as the floor above the basement and therefore was proposed higher than 1-foot above the existing home’s 1st floor/entry elevation. The basement/lowest level on the property is required to be significantly elevated to be a minimum 2 feet above the flood elevation. The variance was approved by the Planning Commission on October 11, 2017. The decision was reversed on appeal by the Edina City Council on December 19, 2017, (staff report, plans and meeting minutes are attached for reference). The Owner revised the home design and established the basement as the new “first floor,” (new first floor is lower than old entry elevation/first floor of previous home, no variance needed), and submitted a building permit application in May 2019. The applicant represents the new home plan as a 2-story home with the basement as the new first floor and with the basement having more than 50% of the exterior wall located entirely below the proposed ground elevation adjoining the basement and therefore not counting as a story. Staff does not agree with that interpretation. The following ordinances were taken into consideration by City Staff as part of the building permit review process addressing building height, floors and stories of the proposed home: Sec. 36-10. – Definitions. Basement means a floor level of a building which is located partly or completely underground. Story means that portion of a building included between the surface of any floor and the surface of the floor next above, or if there is not a floor above, the space between the floor and the ceiling above. A basement with more than 50 percent of its exterior wall area located entirely below the proposed ground elevation adjoining the basement shall not be counted as a story. STAFF REPORT Page 4 Sec. 36-438. - Requirements for building coverage, setbacks and height Height. The maximum height to the highest point on a roof of a single or double dwelling unit shall be 30 feet. For lots that exceed 75 feet in width, the maximum height to the ridge line shall be 35 feet, and the maximum height may be increased by one inch for each foot that the lot exceeds 75 feet in width. In no event shall the maximum height exceed 40 feet or 2½-stories whichever is less. Sec. 36-439. - Special requirements. Additions to, or replacement of, single dwelling unit buildings and buildings containing two dwelling units. For additions, alterations and changes to, or rebuilds of, existing single dwelling unit buildings and buildings containing two dwellings, the first floor elevation may not be more than one foot above the existing first floor elevation. If a split level dwelling is torn down and a new home is built, the first floor elevation of the dwelling unit being torn down is deemed to be the lowest elevation of an entrance to the dwelling, excluding entrance to the garage and entrances that do not face a street. The FEMA flood plain requirements limit the amount of fill on the property. The minimum low floor/basement elevation must be two feet above the base flood elevation of 860.2’, so a minimum low floor of 862.2’. Only a small portion of the basement may be below the existing grade given the flood elevation so without regrading, all basement walls would be exposed. All grades around the new home are proposed to be altered, with some portions of the basement covered with soil and retaining walls. Both the front, (NE) and side, (NW) are proposed to be regraded with retaining walls and soil covering the foundation. There will be exposed area at an entrance/patio area along the front of the house and the garage will be at grade, (NE). The rear elevation, (SW), has two planter boxes holding a thin area of soil near the foundation wall with openings for windows and a door, (see Exhibit “A”). The perimeter of the proposed building footprint is approximately 199.5 feet in length. The building permit #163990 review included the (NE), at grade entrance/patio area, the garage wall elevation and all of the (SW), facing basement walls in establishing that those portions of the basement are above the proposed ground elevation of the property. The two planter boxes holding a thin area of soil near the foundation along the back wall were not considered by staff as proposed ground elevation adjoining the basement. Of the perimeter length, approximately 119 feet, or roughly 59% of the exterior wall area of the basement is exposed and is above grade with approximately 80 feet, or roughly 40% of wall area below proposed grade. Staff concluded the basement has more than 50% of the exterior wall area above the ground and therefore must be counted as a story. STAFF RECOMENDATION It is staff’s determination the proposed home is 3 stories and does not comply with the maximum allowable height of 2 ½-stories. On June 3, 2019, City staff denied the building permit application because the 5712 Woodland Lane plans failed to comply with the zoning ordinance. The plans submitted are for a 3-story home with the basement included as a story per zoning ordinance definition. The two planter boxes holding a thin area of soil adjacent to the south west basement STAFF REPORT Page 5 walls, do not establish the filled soil area as the proposed ground elevation adjoining the basement. “Ground” is the surface of the earth. Placing a small amount of dirt between the concrete walls and the basement does not change the ground elevation. The basement is a story with approximately 59% of the wall length located above grade. It is City staff’s interpretation the plans submitted are for a 3-story home with the basement included as a story. City staff recommends the planning commission uphold staff’s administrative decision of denial for building permit #163990 for a new home plan for the property located at 5712 Woodland Lane. Deadline for a City decision: November 6, 2019 RESOLUTION NO. 2019-92 UPHOLDING STAFF’S ADMINISTRATIVE DECISION TO DENY BUILDING PERMIT NO. 163990 FOR A NEW HOME PLAN AT 5712 WOODLAND LANE BE IT RESOLVED by the City Council of the City of Edina, Minnesota, as follows: Section 1. BACKGROUND. 1.01 Chad Holder, (property owner), submitted a building permit #163990 to construct a new home at 5712 Woodland Lane. The owner represents they are intending to construct a two- story house with a full basement foundation on the property and that it complies with all zoning ordinances. 1.02 The property is legally described as follows: Lot 4, Colonial Grove Fourth Addition, Hennepin County, Minnesota. 1.03 Edina City Code Chapter 36 requires that the maximum allowable building height for the lot is 2 ½-stories or 40 feet whichever is less. “Story” is defined as that portion of a building included between the surface of any floor and the surface of the floor next above, or if there is not a floor above, the space between the floor and the ceiling above. A basement with more than 50 percent of its exterior wall area located entirely below the proposed ground elevation adjoining the basement shall not be counted as a story. 1.04 The applicant contends that it is a two-story house because the basement has more than 50% of the exterior wall located entirely below the proposed ground elevation adjoining the basement, and therefore is not counted as a story. Staff disagrees because less than 50% of the exterior walls of the basement are not below ground elevation. 1.05 Minnesota Statutes, Section 462.354, Subdivision 12, and City Code Chapter 36 Division II Administration authorizes the Board of Adjustment and Appeals to hear administrative decisions to the City Code. 1.06 On, August 28, 2019, the Edina Planning Commission, acting as the Board of Adjustments and Appeals, held a public hearing on this application. The applicant was provided the opportunity to present information. The Board considered all of the hearing testimony and the staff report. The Board of Adjustments upheld Staff’s administrative decision of denial for building permit #163990 for a new home plan for the property located at 5712 Woodland Lane. Vote: 7 Ayes and 0 Nays. RESOLUTION NO. 2019-92 Page 2 Section 2. FINDINGS Edina City Code Chapter 36 Article ll Division 3 states that a person who deems himself aggrieved by an alleged error in any order, requirement, decision or determination made by an administrative officer in the interpretation and enforcement of this chapter may appeal to the board by filing a written appeal with the planning department within 30 days after the date of such order, requirement, decision or determination. The appeal shall fully state the order to be appealed and the relevant facts of the matter 2.01 Denial of building permit #163990 is based on the following findings: 1. The maximum height to the highest point on a roof of a single or double dwelling unit shall be 30 feet. For lots that exceed 75 feet in width, the maximum height to the ridge line shall be 35 feet, and the maximum height may be increased by one inch for each foot that the lot exceeds 75 feet in width. In no event shall the maximum height exceed 40 feet or 2½-stories whichever is less. 2. A basement with more than 50 percent of its exterior wall area located entirely below the proposed ground elevation adjoining the basement shall not be counted as a story. 3. The house plan has two full stories above the basement floor. The basement has less than 50% of the exterior wall area below grade. 4. The proposed home is 3 stories including the basement and does not comply with the maximum allowable height of 2 ½-stories. 5. The two “planter boxes” holding a thin area of soil adjacent to the south west basement walls, do not establish the filled soil area as the proposed ground elevation adjoining the basement. 6. “Ground” is the surface of the earth. Placing a small amount of dirt between the concrete walls and the basement does not change the ground elevation. Section 3. Denial NOW THEREFORE, it is hereby resolved by the City Council of the City of Edina, upholds the administrative decision of city staff and denies building permit #163990 for a new home plan for the property located at 5712 Woodland Lane. RESOLUTION NO. 2019-92 Page 3 Adopted by the City Council of the City of Edina, Minnesota, on October 15, 2019, 2019. ATTEST: Sharon Allison, City Clerk James B. Hovland, Mayor STATE OF MINNESOTA ) COUNTY OF HENNEPIN )SS CITY OF EDINA ) CERTIFICATE OF CITY CLERK I, the undersigned duly appointed and acting City Clerk for the City of Edina do hereby certify that the attached and foregoing Resolution was duly adopted by the Edina City Council at its Regular Meeting of October 15, 2019, and as recorded in the Minutes of said Regular Meeting. WITNESS my hand and seal of said City this ____ day of __________________, 2019. _________________________________ City Clerk Draft Minutes☐ Approved Minutes☒ Approved Date: September 25, 2019 Page 1 of 5 Minutes City Of Edina, Minnesota Planning Commission Edina City Hall Council Chambers August 28, 2019 I. Call To Order Chair Olsen called the meeting to order at 7:00 PM. II. Roll Call Answering the roll call were: Commissioners Lee, Bennett, Nemerov, Melton, Strauss, Berube, Miranda, and Chair Olsen. Staff Present: Cary Teague, Community Development Director, Kris Aaker, Assistant Planner, Kaylin Eidsness, Senior Communications Coordinator, Liz Olson, Administrative Support Specialist, and Roger Knutson, City Attorney. Absent from the roll call: Commissioners Thorsen, Douglas, and Mangalick. III. Approval Of Meeting Agenda Commissioner Berube moved to approve the August 28, 2019, agenda. Commissioner Nemerov seconded the motion. The motion carried unanimously. IV. Approval Of Meeting Minutes A. Minutes: Planning Commission, August 14, 2019 Commissioner Lee moved to table the approval of the August 14, 2019, meeting minutes until the next Planning Commission meeting. Commissioner Strauss seconded the motion. The motion carried unanimously. V. Community Comment None. VI. Public Hearings A. Appeal of an Administrative Decision – B-19-13, 5712 Woodland Lane Assistant City Planner Aaker presented the request for an appeal of an administrator decision – B-19-13, 5712 Woodland Lane. Staff recommends the Planning Commission uphold staff’s administrative decision of denial for building permit #163990 for a new home plan for the property located at 5712 Woodland Lane. Draft Minutes☐ Approved Minutes☒ Approved Date: September 25, 2019 Page 2 of 5 • The building permit application was rejected due to the ground elevation along the back of the house. • Main issue was whether the lower level qualified as a story. • Previous request for a variance for first floor elevation and was denied by City Council. • Does the basement count as a story to the house or not and if the planter boxes change the ground elevation. Mr. Tim Keane, 60 South 6th Street, was at the meeting representing the applicant and made a presentation. He asked that the letter submitted from the homeowner at 86 Woodland Curve be made a part of the record. Mr. Chad Holder, property owner of 5712 Woodland Lane, was at the meeting and answered questions. Public Hearing Mr. Nick Boosalis, 5704 Woodland Lane, showed a photo of the previous house on the property along with a drawing of the proposed house that required a variance and reviewed the changes to the plan over time. Ms. Heather Beal, 4236 Crocker Avenue, was in support of staff’s recommendation to deny the permit request for this three-story building. Mr. Ken Potts, 4236 Crocker Avenue, was in support the staff decision and recommendation. Mr. Tracy Eichhorn-Hicks, 5708 Woodland Lane, was in support of staff’s recommendation to deny the permit. Ms. Katherine Boosalis, 5704 Woodland Lane, was in support of staff’s recommendation to deny and would like to see an alternate plan for the site. Mr. Marty Freeman, 5637 Woodcrest Drive, thought there should be a solution to this which does not involve repackaging the previous proposal where the variance was denied. Ms. Lori Grotz, 5513 Park Place, was against this plan and agreed with staff. Commissioner Miranda moved to close the public hearing. Commissioner Berube seconded the motion. The motion carried unanimously. Mr. Chad Holder, applicant, explained the reasoning for his house plan design and aesthetics. Discussion/Comments/Questions • Commissioners asked if the other homes in the neighborhood have a basement plus one level. Aaker replied that it depends, and commented that the older neighborhood homes were built Draft Minutes☐ Approved Minutes☒ Approved Date: September 25, 2019 Page 3 of 5 prior to when the city did the flood study and commented that some of the homes are slab on grade. • Commissioners asked what the difference was between planter boxes and re-grading the backyard. Aaker explained that retaining walls are retaining grade/dirt. A longer discussion went on regarding the definition of a retaining wall. • Commissioners asked if the Watershed District or the City has regulations about having piers to support a structure over the flood plain area to allow the flood plain to still be utilized and Aaker replied that they do not in the flood way. • Roger Knutson, City Attorney, summarized that the issue being presented to the Planning Commission was if the basement counted as a story or not. Knutson stated that Staff does count it as a story and that is what is being appealed. Knutson also summarized that the other issue being presented is if the planter boxes change the ground elevation or not. Knutson stated that if the planter boxes change the ground elevation then it’s not a story, but if the planter boxes do not change the ground elevation then it is a story. Knutson said that the determination is made by the Planning Commission. • Commissioners asked what the Engineering or esthetic purpose of the retaining wall was. Mr. Holder replied that it was to get to the 50 percent, which he stated was ridiculous. Mr. Holder stated that he wished they didn’t have to include the retaining wall. • Commissioners stated that the plain meaning of grade is the natural grade. Commissioners stated that when you put a retaining wall to create an artificial grade, it no longer is plain. Commissioners stated that the City seems to be more accurate in defining the grade where the existing grade is and the retaining wall appears to be a tactic to get to the 50 percent. Mr. Holder agreed that the plans were adjusted to meet code. • Mr. Holder stated that he has looked at other plans, but believes the neighbors won’t like them either. Mr. Holder stated that he also wants reasonable use of the property. • Commissioners asked if it matters which door is considered the front door of the home and Knutson replied that it does not. • Commissioners stated that Staff did a great job and also stated that typically retaining walls are used to hold back soil. Commissioners stated that typically there is a slope and a straight cut is needed to hold soil back, but in this case the retaining wall was put up and then filled with soil to push against the basement wall. Commissioners commented that the need for a retaining wall should be a natural occurrence, not a manmade occurrence. Commissioners summarized the reasons why this appeal should be denied: • Concern about flooding if ground elevation along the back of the house is changed. • Does not meet city code for a 2.5 story building. • Previous variance request for first floor elevation was denied. Motion Commissioner Lee moved that the Planning Commission deny the appeal to the administrative decision for 5712 Woodland Lane. Commissioner Berube seconded the motion. The motion carried unanimously. Draft Minutes☐ Approved Minutes☒ Approved Date: September 25, 2019 Page 4 of 5 VII. Reports/Recommendations A. Sketch Plan Review – Vernon Avenue/Lane & Olinger Road (5835 Vernon Lane) Director Teague presented the request for a Sketch Plan review. Teague stated the Planning Commission is asked to consider a sketch plan request to develop the vacant land at the corner of Vernon Avenue/Vernon Lane and Olinger Drive. • Contingent on 75% of homeowner’s association for approval. • Higher density nearby to proposed development. • Comprehensive Plan Amendment would be needed. Mr. Patrick McGlynn, McGlynn Partners, appeared before the Planning Commission and made a presentation. Mr. Ken Piper, Tanek Architects, 118 East 26th Street, Minneapolis, made a presentation to the Planning Commission. Discussion/Comments/Questions • Providing a real need for this type of housing. • The variety of styles is attractive. • Price point is on the high end, so applicant needs to make the homes really nice. • Need bike parking and connectivity for walking and biking. • Benefit to the City if well done and offers a good variety of living choices. • Address the two villas that are turned sideways and have it match all the other ones. • Reluctant to see density on the corner but liked whatever is on the corner being different. • Same style of living is close by and fits well in the area. • Opportunity to treat the parcel as its own community. • Massing on corner feels too heavy and chunky. Try to make the units smaller and increase the number of units overall throughout the development. • Concerned with possible setback variance on this project. Reduce parking to pull building back. • Would like affordable housing in this project. • Liked having a bus stop in front of where the condo’s will be. • This all fits well with what the applicant is trying to do and is well designed. • Liked the 8-10 feet setback on the third level. • Would like buffer along Vernon for safety of residents. More landscaping between building and road would be nice. • Enhance bike parking and walking connectivity. • Would like buffer along Vernon for safety of residents. • Turn villas to match all other villas in development. Mr. Michael Cashman, Homeowners Association representative, indicated this is part of the old Vernon HOA and will require homeowner approval before City approval. Draft Minutes☐ Approved Minutes☒ Approved Date: September 25, 2019 Page 5 of 5 It was noted this item would go to the City Council the first week in September. VIII. Correspondence and Petitions None. IX. Chair and Member Comments • Staff confirmed the project on 66th and Xerxes was moving forward. • Commissioners expressed interest in working on a ready response when applicants state that cost is driving submissions. X. Staff Comments None. XI. Adjournment Commissioner Miranda moved to adjourn the August 28, 2019, Meeting of the Edina Planning Commission at 9:51 PM. Commissioner Berube seconded the motion. The motion carried unanimously. 1 1 6' wall tiered on top of 3' wall retaining about 10' of soil near bottom and 2' of soil near top of wall near foundation NiP-1 L9' retaining wall (8608) retaining between \ 7-10' of soil near \ bottom of wall and %\ C•j2-5 feel at top of 062 \\ wall near N foundation WATER BOX PROPOSED ROCK CONSTRUCTION ENTRANCE SURMOUNTABLE CURB & GUTTER 186671 (859.1) ... ... ...... 3 x 3' tiered walls retaining between about 8-30' of soil _Ash 100' ''ral %11 PROPOSED • TW=869.0 .BW-863.0 ROPOSE IbRIVEWAY Low floor elevation two feet above base flood elevation 860.2 +2'=862.2. Only a small portion may be below existing grade PROPOSE' str FENCE /(TYP) #5712 ., ,. , .- .. ...,,, TW-869 131.1860.0 PROP. 8" CONC. R WALL TW•••863. BW••••,86 "."--PROPOSED SILT FEN' (TYP) ul Two planter boxes N-Do holding thin area of \--soil near foundation 8" SILVER MAPLE ' wall / OODW AS SHOWN ON ARR G. MAP SUPPLIED Y 0 ER / (855.3) 20" -ASH PROP. 8" CONC. RET. WALL TW863.75 BW•..860.0 PROPOSED DRIVEWAY 728" ASH A \\/ Sewer Line (857..3) 16" SILVER mAPLE N --.....UTILITY EASEMENT 860.2—PkORQSED FLOOD ELEVATIOISL,_ (657.4) SANITARY GREEN-`-'7111 FLAG 30" SILVER MALE (855,6) r.' (856.7) SEWER ( / STOCKPILE (TYP)FENCE yam. f 5 5 (856.8) \\*\705. 4'1A ( • ) 4 V4IPT, 1.0, -8.6- ••••-•... )2 ---.... LAMP '-'••• , POST -4..... N N 89°541 47" W 1 1 oCCk KROCK Kutak Rock LLP 60 South Sixth Street, Suite 3400, Minneapolis, MN 55402-4018 office 612.334.5000 Timothy J. Keane 612.334.5015 timothy.keane@kutakrock.com July 3, 2019 Kris Aaker Assistant City Planner City of Edina 4801 W. 50th Street Edina, MN 55424 Re: 5712 Woodland Lane: Administrative Appeal Application Dear Ms. Aaker: Please find enclosed the Administration Appeal Application with a $500 check in support of the appeal of the administrative determination of June 3, 2019, (attached) relating to the denial of a building permit request for Building Permit Number 163990. This denial determined the basement of the structure constitutes a "story" resulting in a three story home in excess of the maximum allowable height of 2-1/2 stories. The legal arguments in support of this appeal will be submitted under separate cover next week. Sincerely, Timothy Keane cc: Chad Holder (via email) Andy Porter (via email) 4814-2397-6347.1 6/4/2019 Gmail - 5712 Woodland Road M Gmail Foster Law <timothyfosterlaw@gmail.com> 5712 Woodland Road 2 messages Kris Aaker <KAaker@edinamn.gov> Mon, Jun 3, 2019 at 4:02 PM To: Timothy I Foster Law <timothyfosterlaw@gmail.com>, Chad Holder <chad@chadholder.com>, "aporter@refinedllc.com" <aporter@refinedllc.com> Cc: Emily Bodeker <EBodeker@edinamn.gov>, Cary Teague <cteague@edinamn.gov>, Roger Knutson <RKnutson@ck- law.com>, Ross Bintner <RBintner@edinamn.gov>, David Fisher <DFisher@edinamn.gov> Dear Timothy, Chad and Andy, The new home Building permit: #163990 for 5712 Woodland Road requires corrections per Planning Department ProjectDox review. The plans submitted are for a 3 story home with the basement included as a story per zoning ordinance definition: Sec. 36-10. — Definitions Stou means that portion of a building included between the surface of any floor and the surface of the floor next above, or if there is not a floor above, the space between the floor and the ceiling above. A basement with more than 50 percent of its exterior wall area located entirely below the proposed ground elevation adjoining the basement shall not be counted as a story. It is City Staff and the City Attorney's interpretation that the proposed elevated concrete walls to be erected and filled with soil between the basement and elevated concrete walls, do not establish the filled soil area as proposed ground elevation adjoining the basement. The basement, (including basement wall area behind the elevated concrete walls filled with soil), has more than 50% of the exterior wall area above the ground and therefore must be counted as a story. The zoning ordinance limits R-1, single dwelling unit buildings to 2 1/2 stories. The proposed home is 3 stories acid does not comply with the maximum allowable height of 2 1/2 stories. <(/ <ec Kris Aaker, Assistant City Planner 952-826-0461 I Fax 952-826-0389 4801 W. 50th St. I Edina, MN 55424 KAaker@EdinaMN.gov I EdinaMN.gov/Planning Timothy l Foster Law <timothyfosterlaw@gmail.com> Mon, Jun 3, 2019 at 4:09 PM To: Kris Aaker <KAaker@edinamn.gov> Cc: Chad Holder <chad@chadholder.com>, "aporter@refinedllc.com" <aporter@refinedlIc.com>, Emily Bodeker <EBodeker@edinamn.gov>, Cary Teague <cteague@edinamn.gov>, Roger Knutson <RKnutson@ck-law.com>, Ross Bintner https://mail.google.com/mail/u/0?ik=0e38747097&view-pt&search=all&permthid=thread-f%3A1635354658374739207&simpl=msg-f%3A16353546583... 1/2 KUTAKROCK Kutak Rock LLP 60 South Sixth Street, Suite 3400, Minneapolis, MN 55402-4018 office 612.334.5000 Timothy J. Keane 612.334.5015 timothy.keane@kutakrock.com July 19, 2019 Via Email: kaaker(&,edina.mn.gov Kris Aaker Assistant City Planner City of Edina 4801 W. 50th Street Edina, MN 55424 Re: 5712 Woodland Lane: Administrative Appeal Dear Ms. Aaker: This letter is offered on behalf of the Holder Family Trust (the "Owner") as the owners of 5712 Woodland Lane (the "Property") in support of the appeal of the administrative determination of June 3, 2019, (attached as Exhibit A) relating to the denial of a building permit request for Building Permit Number 163990. This denial determined the basement of the structure constitutes a "story" resulting in a three story home in excess of the maximum allowable height of 2-1/2 stories. For the reasons set forth herein, we respectfully request the approval of the Building Permit by the Edina Board of Adjustment in this appeal. Background The Owner purchased the Property in October 2016. The Owner proposes to construct a two-story house with a full basement foundation on the Property. The Owner previously submitted a variance application to construct a home which was approved by the Planning Commission in November 2017. This decision was reversed on appeal by the Edina City Council in December 2017. The Owner revised its development plan for the Property and submitted a building permit application in May 2019 (the "5712 Plans"). This revised plan provided for a 2-story home with a basement that has more than 50% of the exterior wall located entirely below the proposed ground elevation contiguous to the basement. On June 3, 2019, City staff denied the building permit application because the 5712 Plans failed to comply with the 2-1/2 story requirement of Section 36-438 of the Edina Zoning Ordinance based upon the interpretation that: "the proposed elevated concrete walls to be erected and filled with soil between the basement and elevated concrete walls, do not establish the filled soil area as proposed ground elevation adjoining the basement. The basement, (including basement wall area behind the elevated concrete walls filled with soil), has more than 50% of the exterior wall above the ground and therefore must be counted as a story." It is this determination that is the basis of this appeal. 4823-3752-1308.1 KUTAK ROCK City of Edina July 19, 2019 Page 2 Statutory Interpretation The Zoning Ordinance defines "basement" as "a floor level of a building which is located partly or completely underground." Edina City Code §36.10. The Zoning Ordinance defines "story" to mean "that portion of a building included between the surface of any floor and the surface of the floor next, above, or if there is not a floor above, the space between the floor and the ceiling above. A basement with more than 50 percent of its exterior wall area located entirely below the proposed ground elevation adjoining the basement shall not be counted as a story." Edina City Code §36.10. Staff has determined that the ground elevation as established behind the retaining walls does not establish "a ground elevation" for purposes of conforming to the 50% coverage below ground. The Edina City Zoning Ordinance does not define "ground elevation." In the absence of an express definition in a city zoning ordinance, courts look to rules of construction to give meaning to undefined terms, and Minnesota courts have established that a zoning ordinance's language should be given its plain and ordinary meaning. SLS Partnership v. City of Apple Valley, 511 N.W.2d 738, 741 (Minn. 1994); Frank's Nursery Sales, Inc. v. City of Roseville, 295 N.W.2d 604, 608-09 (Minn. 1980); and that words should be accorded their common and approved usage. In re Haslund, 781 N.W.2d 349, 354 (Minn. 2010). When an ordinance's words are clear and unambiguous, neither a zoning authority, a landowner, nor a court can disregard the language's plain meaning to pursue what they think might be the ordinance's spirit. In re Haslund at 354. Further, Minnesota courts have established that if a provision in a zoning ordinance is ambiguous, it should be construed against the zoning authority and in favor of the landowner. Frank's Nursery, at 608. The interpretation of a township's zoning code is an issue of law, which a court must review de novo. Frank's Nursery Sales, Inc. v. City of Roseville, 295 N.W.2d 604, 609 (Minn. 1980). Zoning ordinances are to be construed: (1) according to their plain and ordinary meaning; (2) strictly against a city and in favor of a landowner; and (3) in light of their underlying policy goals. Id. The Court must hold the City or other governing body "strictly" to its own zoning standards. Id. The Court must give weight to the interpretation of the ordinance that, "while still within the confines of the [ordinance], is least restrictive upon the rights of the property owner to use [its] land as [it] wishes." Id. At 608-609. A local government's interpretation of an ordinance is particularly suspect when the government attempts to add a definition to an undefined term in order to make it more restrictive. Id. At 609 (concluding that the City ofRoseville's interpretation of its ordinance was not persuasive where "community pressure compelled the council to attempt to" define an otherwise undefined term). 4823-3752-1308.1 KUTAKROCK City of Edina July 19, 2019 Page 3 Courts have frequently relied upon these principles of interpretation to reverse governmental refusals to issue permits. See, e.g., Frank's Nursery Sales, 295 N.W.2d at 608-609 (rejecting City of Roseville's conclusion proposed store selling lawn, garden, plant, and some craft items was not a "lawn and garden" center under city ordinance and affirming district court's order directing issuance of building permit); Gergen v. City of Mantorville, No. A05-1717, 2006 WL 1806383, at *3 (Minn. Ct. App. July 3, 2006) (concluding that the city of Mantorville erred when it interpreted "usual farm building" phrase in ordnance and affirming district court's order directing city to issue a building permit). The on-line Dictionary of Construction Terminology defines "grade" as "ground level, or the elevation at any given point" (see https://www.completedesign.cc/client-resources/dictionary- of-construction-terminology/355-grade). Accordingly, ground level and elevation may and does vary from point to point on the subject property. Merriam-Webster's online dictionary defines "point" as "a narrowly localized place having a precisely indicated position" or "a particular place" (see https://www.merTiam-webster.com/dictionary/point). Tthe foregoing definitions are not based on any existing, average, or median point. Therefore, the grade (or ground elevation) is the level of the ground (or earth, dirt, or soil) at each particular point on the subject property, regardless of where or when such is measured. The proper location to measure the "ground elevation" under the Edina City Code is the location "adjoining the basement" to the ground. Merriam-Webster's online dictionary defines "adjoining" as "touching or bounding at a point or line" (see https://www.merriam-webster. coin/dictionary/adjoining). The one-dimensional point or two-dimensional line in this instance is necessarily right next to the proposed exterior wall of the structure. Consequently, in accordance with the Edina City Code, the proper location to measure the "ground elevation" of a particular structure is the point or line at which each particular point of the ground touches the exterior wall of the structure. The 5712 Plans submitted by the Owner for the building permit at the Property clearly depict and propose a 2 story structure with a basement that has more than 50 percent of its exterior wall area located entirely below the proposed ground elevation adjoining the basement. To comply with the Edina City Code specified above, the location of the elevated concrete wall (or retaining wall) is irrelevant. Accordingly, the basement identified and depicted in the 5712 Plans should not and cannot be counted as a story. 4823-3752-1308.1 KUTAKROCK City of Edina July 19, 2019 Page 4 Equal Protection There are plenty of examples throughout Edina of houses (at various stages in construction) with basements where more than 50% of the exterior basement wall is not located entirely below ground elevation, and with a 2-story structure above. While these examples are too numerous to chronicle here, a few recent examples can be found at: • 5716 Fairfax • 5837 Brookview • 5901 Oaklawn • 5924 Interlachen 4823-3752-1308.1 KUTAKROCK. City of Edina July 19, 2019 Page 5 • 5905 Tamarac • 5420 Halifax In State v. Vadnais, the Minnesota Supreme Court held that the Equal Protection Clause of the Fourteenth Amendment prohibits the intentional, discriminatory enforcement of municipal ordinances. 202 NW2d. 657, 659 (Minn. 1972). In Northwestern College v. City of Arden Hills, the Minnesota Supreme Court examined an equal protection challenge to a municipality's application of its zoning and building regulations. 281 NW2d. 865 (Minn. 1979). In that case, a private college sought a declaratory judgment that the decision of the city denying its application for a special-use permit to build a fine arts center in a residential district was arbitrary, capricious, and void. Id. The Minnesota Supreme Court held that the denial of the special-use permit was discriminatory when similar permits had been granted previously to other private colleges and such a use was consistent with the municipality's zoning ordinance. Id. The court noted that the sole reason the permit was denied was because a neighborhood association expressed disfavor for the project. Id. The court stated that while neighborhood sentiment may be taken into consideration in any zoning decision, it may not constitute the sole basis for granting or denying a given permit. Id. One applicant may not be preferred over another for reasons unexpressed or unrelated to the health, welfare, or safety of the community or any other permissible standard imposed by the relevant zoning ordinance. Id. Furthermore, in support of the Owner's claim for equal protection under law, the Owner incorporates by reference the arguments provided to support the Owner's position in the Statutory Interpretation section above. Most notably, the City or other governing body is "strictly" held to its own zoning standards and the ordinance must be interpreted in a manner that is the "least restrictive upon the rights of the property owner to use [its] land as [it] wishes." Frank's Nursery Sales, Inc. at 608-609. 4823-3752-1308.1 KUTAK ROCK City of Edina July 19, 2019 Page 6 To receive equal protection under law, the Owner should be given the same right and allowances given to all (or substantially all) other Edina property owners who have received building permits that do not confirm to the 50% exterior wall coverage requirement from the City of Edina. Arguably, the Owner of the Property should be allowed to construct a house on the Property without any elevated concrete walls and without any requirement that the house have a basement with more than 50 percent of its exterior wall area located entirely below the proposed ground elevation. Conclusion Based upon the foregoing, the Holder Family Trust respectfully request a determination in support of this appeal of the June 3, 2019 staff interpretation, Sincerely,. Timothy J. Keane cc: Chad Holder (via email) Andy Porter (via email) Roger Knutson, City Attorney (via email) 4823-3152-1308.1 6/4/2019 Gmail - 5712 Woodland Road EXHIBIT A M Gmail 5712 Woodland Road 2 messages Foster Law <timothyfosterlaw@gmail.com> Kris Aaker <KAaker@edinamn.gov> Mon, Jun 3, 2019 at 4:02 PM To: Timothy I Foster Law <timothyfosterlaw@gmail.com>, Chad Holder <chad@chadholder.com>, "aporter@refinedlIc.com" <aporter@refinedllc.com> Cc: Emily Bodeker <EBodeker@edinamn.gov>, Cary Teague <cteague@edinamn.gov>, Roger Knutson <RKnutson@ck- law.com>, Ross Bintner <RBintner@edinamn.gov>, David Fisher <DFisher@edinannn.gov> Dear Timothy, Chad and Andy, The new home Building permit: #163990 for 5712 Woodland Road requires corrections per Planning Department ProjectDox review. The plans submitted are for a 3 story home with the basement included as a story per zoning ordinance definition: Sec. 36-10. — Definitions Story means that portion of a building included between the surface of any floor and the surface of the floor next above, or if there is not a floor above, the space between the floor and the ceiling above. A basement with more than 50 percent of its exterior wall area located entirely below the proposed ground elevation adjoining the basement shall not be counted as a story. It is City Staff and the City Attorney's interpretation that the proposed elevated concrete walls to be erected and filled with soil between the basement and elevated concrete walls, do not establish the filled soil area as proposed ground elevation adjoining the basement. The basement, (including basement wall area behind the elevated concrete walls filled with soil), has more than 50% of the exterior wall area above the ground and therefore must be counted as a story. The zoning ordinance limits R-1, single dwelling unit buildings to 2 '/z stories. The proposed home is 3 stories and does not comply with the maximum allowable height of 2 1/2 stories. Kris Aaker, Assistant City Planner 952-826-0461 I Fax 952-826-0389 4801 W. 50th St. I Edina, MN 55424 KAaker@EdinaMN.gov i EdinaMN.gov/Planning - - Timothy I Foster Law <timothyfosterlaw@gmail.com> Mon, Jun 3, 2019 at 4:09 PM To: Kris Aaker <KAaker@edinamn.gov> Cc: Chad Holder <chad@chadholder.com>, "aporter@refinedllc.com" <aporter@refinedllc.com>, Emily Bodeker <EBodeker@edinannn.gov>, Cary Teague <cteague@edinamn.gov>, Roger Knutson <RKnutson@ck-law.com>, Ross Bintner https://mail.google.com/mail/u/0?ik=0e38747097&view=Pt&search=all&Permthid=thread-f%3A1635354658374739207&simpl=msg-f%3A16353546583... 1/2 6/4/2019 Gmail - 5712 Woodland Road <RBintner@edinamn.gov>, David Fisher <DFisher@edinamn.gov> Hello. Thank you for your email. EXHIBIT A (1) Would you please provide the definitions for "ground elevation" and "adjoining" used by the City for its interpretation of the Edina City Code? (2) Also, would you please identify the Edina Code section that identifies the "filled soil area" requirement you referenced? Thanks, again. Tim, Timothy Foster 612.965.4250 • timothyfosterlaw@gmail.com mvw.linkedin.com/pub/timothy-foster/11/21/932 PRIVILEGED AND CONFIDENTIAL ATTORNEY-CLIENT COMMUNICATION OR ATTORNEY WORK PRODUCT Do not share this message with any other person without prior permission from counsel. This email message is for the sole use of the intended recipient(s) and may contain confidential and privileged information. Any unauthorized review, use, disclosure or distribution is prohibited. If you are not the intended recipient, please contact the sender by reply email and destroy all versions and copies of the original message. [Quoted text hidden] https://mail.google.com/mail/u/0?ik=0e38747097&view=pt&search=all&permthid=thread-f%3A1635354658374739207&simpl=msg-f%3A16353546583... 2/2 218126 0 301 .Err z F-14 o 149trr'T'" Ali 111 joav I 111111 mocl .•if 11 1 111111.,711111117--- Poo 114.74." MOD110,7••••411. IM11.1.11L/0 0 Al III 11 II I II III I IN El IN I I DITMOR !CIF-5 11.14.011*.• fin 01-17:17Z"*" I ___ I ®Right D 1 RIGHT REAR ElEV 3 CALCULATION NOTtS 11.1.443/na...191.1,1turNIOM1IMIV.A. .1.0.11.01144,CFR.0•11301.110[0101MS. sukcatmosna.a. 10.1141.10. nranaiN•51•0 AREA CALCULATIONS a sr ettSMAIAIWWIPliaMi.6 P7,11111.1.1. ..4411,13Cam1/.0,9011.570, a7cavo P.m\ .r.„ 12.7s wo• IOW IP HOLDER RESIDENCE 5712 WOODLAND LN. EDINA, MN 03 o6'o C REFINED 020/6 Of? !,IPICAIttESI5C Ttle RAY A V10.11.1 Of 11-5. 031,10GPIT KT. JAUNDESM0 ..... •-•-• I- 400 4 la - -I E. [pi Nof r41 t — =WM A ads •. ar gig , kgril 2,, L__ — — I i. ego L II ga 66 aII 11;i • 2g rt 11. Eat I RE' "F 1i fi 4 4 'I —g- 4 Etc la X `2§ 53 519 7 eo 3 PaNNIN9A[2,249.N,..‘4 'nava .1.100 LOW 1, 76,700-0015 D.F.P. C>/)... 0 IP 225 ... i 1 • I n 1 1 li 11 1 11 gg, i ; li 11 1 il i p i I g Q 1. V 5600001010.10 a • ......, IC : ..=, ,,..,.,-,111;;,1411.1712":1 .:. P4s.s• • It v i - ". ...___ . . 0001 x. J ....A.e . .. .1 14 • , , • ...d.`,7 IrVe • 14 P ! '' .,,. ..., DINNING Krrai ' ( / *. GREAT...ROOM b ./.. t • 1-4- , /, / : "I! 4 0.2 •0, . .0 * . )/// //( / X . - r "'•;1"7 W ww um,,mg.i.n$9,,,". .irmA,.1.2,11-.N.,', ,... .,,..,...,..,, .:„....,.:„....... rr - ti!..1.1 . , . . , • .8 ' HEART11RM !tE, _J EOM .,,,,,. EMS* — vs vs s; u, vawriv , ift. r , ii$ pu s..-tvofflooe. ..11,._•EttILEIMIEln 1,1106. t .... tIr.11112.111•11Htl'ML.' .-11 FORCI-1 10.“60,6 ''''''' a 5 ' . • • 1••••....••• •Irt•it milrrtmorirm F '-'4=8 :4272' . '--gA2`,:.`,,, / 0 • tt lo.o Gid —t 44 4.4 44 =V= 002M5.5M •0.000.0....000000110(0,0103101.,0020/074111# 1.1.2.1,10 •0001,00,0e[000 .1,03110,50.00014M110NOTPL.416MCVNIRM..60.0.0•006A6re 10..010 D2010,0 1,006.0 0.0010i0.0.4.9:0&000.0111..000=4=010.0221. r1=17111 }...s.• g.,1 SI ue/ mem kw.wce.to Arnamvat u0s • rasvuorz rtiatolv•rfonactvo • gramme". taps verecout ook pox muructretvaent.•• xrcoes ers Actoc mon tea Two xe • rt.. rato.....ze mem., vtvot 4 SECOND PIAOR PIAN 0106X0.100.0204.4101•00003 lo.o f t a. lee 1=4,1 44:714. 4 1..) ,T, :e26,./ . ,7 fra, u r WATIMUIIIOW II ' qqp 1g MgrE12 , _ Y,m!'' 2TX. A. BEDROOM Ma ILL M. C I5ATN Z 7,. .1,1.010% ...'". EPROOM Y3 . BEDROOM , GUM • II ..,7 1 lk• ....11=2, ''' ' • €111 unv imiiii in r _ 1 _.,...„ 1 lift:44. .... ' ..,,,..,,,,, 7)1 I! Olt MA '1 5ATti it A 5 - 0 .. i 11 WAL 9 . rel ra Ort .g 1 r tic II -- ittfr rn ... —. .. n .°0' .'. V „„,, pagoom 04 W LC I I MTh . #3 I g I I Ctir'ET I ''' T.11 Ile. A I ., . T vm• QPP OF G k MIRD FLOOR PIAN alertIPM.501.45.1.109.11. 102reatmroa, 141 et0.6 • 4.011.111.11.0.C.V.K..f.V.10{90,.... mr1L,8.. [011 tw....toor.ent ,rowactrooteup...t. • ncnvetnuonue.a.e......111.1..........7.01,...04 1111.11.11111L. • ITAtlet.W1VisrmeenlevoRom woe, 1.11.113.1.1.61.14.5,..1. .3I.MT.264D43.4.[Ilace. • 1,11..21[0,6-nboi reert.t.l. I Rtt ,.-.A.„ 21812c 01.101719. 5 _ MIL ° MEDIAAM S MUD BEDROOM NZ BEDROOM q4 FOYER 1110,711.0.1 BM 0 or 1¢011/ON DON101•340 cortmc•oonocro.a 7or= Anoorscru. r.Z"'" —19:1111,11111Ter k7 2 Cs1 z z 72 0 Z 0 0 Met.tel 1/ZOL GREAT ROOM HEARTH RM GALE urem.. SoetlaroEC. II, • 1, WNW,—FPI 03.1,4144 Wel114 ...11.11.11.010..2140,80PW.R913 omunoteamckaumoncloynnErno 10 WO). ISMOir IIBEDROOM N4 g tio7Za Z'omo BEDROOM /3 11111.11 I BEDROOM NS " OVOIIPPit OFFICE 14. WPM BATH #2 5009m #3 II II Y II II 1 -20.610.1,4,1 14106 •Nake.Ml LIKM BEDROOM BEDROOM Og WilL10•00:0 t00.1.001004 ,00110. MEDIA RM 9 frl 11 ---- 11 II 11,1,11,71 9,01.104111100 a ludo GARAGE LIIZ,00.t. Met 1=3 01;11:;Z: z 1A(011009,- 7 GReAT ROOM ID NTNG 9 ifecrI.00 RITCTIEN 02Ct 0400 EXERCISE BEDROOM 05 WRY p II T Eo,„ II ...rOCCA '!.grotZge. 0 Ore ,110T GARAGE AGL,11 1SL012AGE .rte ." rhanc0,14. ,-.... =7-=,,„‘;,, ELQ, pp „4 ,-,—,...,„ BATH #3 9 amp .-. ---1 .„,,„„,_,,,,,,r_rn , ,. BEDROOM #4 I I .- 1 LAUND HEARTH RM II 11 j1 II 11 .1046.0.21 itVtgl• GARAGE ;7'1E7 os4r,"1”. r4"'" 101111=111 S 0 1=1 10.La ,) WriK071.000 ten0.10B1.114.0.G S-12.00.01. -5 Ilarrollarn /6001004.000,10N1130 .0400.00.11.(410, 0 C. ct?Init 11111111 11111111 EXISTING HOUSE #5700 89°54'47" ea/ AQP ,oa ° otaeA) /1/4,T. / OF MEM< BANK (et 7) WOODLAND LANE EAR I \ I \\I" 860.2-PR0POS0O mom ";7' 16. } / 1 1 / /1/ 1 / Melei t' few) 1 4 FLO6OWAY AS %OWN CR BroyM "PLED :• 1--rE1 Ig 54' 5 fr\ _Opt 1.▪ C.,...) ft, WiE to 1 / / / / DESCAPTON pretr. HADIIA MCA 9001 18-349 CERTIFICATE OF SURVEY FOR CHAD HOLDER OF LOT .4, COLONIAL GROVE FOURTH ADDITION J HENNEPIN COUNTY, MINNESOTA LEGAL DESCRIPTION OF PREMISES : Lot 4, COLONIAL GROVE FOURTH ADDITION • : denotes iron marker found (908.3): denotes existing spot elevation, mean sea level datum --917--: denotes existing contour line, mean sea level datum Bearings shown ore based upon an assumed datum. This survey intends to show the boundaries of the above desc 'bed property, the location of on existing house, major trees, spot levations, topography, and all visible "hardcover" thereon. It does not pur ort to show any other Improvements or encroachments. HARDCOVER CALCULATIONS : Lot area = 17,896 Sq. ft. House = 1650 sf Driveway = 897 sf Stoop = 86 sf Sidewalk = 208 sf Patio & wok = 555 sf Total = 3396 Sq. ft. 3396 / 17,896 x 100 = 18.98% NOTE: ACCURACY OF HARDCOVER LOCATION, AND EXTENT OF ADDITIONAL HARDCOVER IS LIMITED BY ICE AND SNOW COVER. GRONBERG AND ASSOCIATES, INC. CONSULTING ENGINEERS, LAND SURVEYORS, & SITE PLANNERS T WLLOW DRIVE NG LONE,LA IR 55355 952-473-4141 I hereby certIft that th1D pion; g y eegrIctlors or report and atrstrt t); ?lensed Land Surveyor Ledero. the tows of the Stale of Minnesota. Mark S. Oronbera Lannesota LIsens{Number 12755 scALE 1"=20' DATE 3-4-15 Ma Na. 19-349 ,PROJECT IOCATION PART OF SO of the NES, SECTION 19, TOWNSHIP 28, RANGE 24, HENNEPIN COUNTY, MINNESOTA. TEMPORARY DEWATERING DISCHARGE DETAIL EStizzlauf-- KILT PROTECIION OPTA5. m =XX 5=45115EZIK,VAT.5! ROCK CONSTRUCTOR ENTRANCE DFTPJI SIIT FFNCE DF/All ittgentaSt. LEGAL DESCRIPTION LOT 4, COLONIAL GROVE FOURTH ADDITION, HENNEPIN COUNTY, MINNESOTA SITE LEGEND: . Existing Property Lino Existing Adjocent Property Lino 438 Existing Contour 0/Eley. Tenn Propcsed Contour w/Elev. Text P Po ed B g Proposed Silt Ponca 0 Prop,. Inlet Protection 20 40 60 0549e0 SCALE ffil FEET Survey Data By. Benchmark: Gronberg and A.ociates 445 North Willow Drive Long Lake, MN 55356 952-473-4141 Top nut of hydrant on east side of Woodland Lone cul-de-sae. Elevation re 860.83 feet City Benchmark #1247 PARK EXISTING 3 HOUSE woe A COO SILT FENCE 1 \ e,D... ,. 1 a 4 „........' '......A.V`''..... .\-, ?...,'' VT 9.3 610,.,.\\ \ ./it''''r.:11.,',7 4"."' FLOODWAY AS SHOWN --treads,. \ /............/W ir..,i, \ ON SURVEY •T.- >'‘'‘, .1Vtkl \ • 9‘1"--::-., "4:',,, 411: ..„,, \ NOTES. A) 61.000 ELEVATION 860.2 INDICATED ON EXISTING 00600100$ SURVEY Ed EXISTING STRUCTURE TO DE REMOVED 15Em858.3 MACAW ON 0015060 CONOMONS SURVEY 0) PROPOSED STRUCTURE LFE-882.2 FLOM/PLAN Flu. BELOW ELVM502 810 • am 0.7516 m6011118 .2.2.5cy WON \ Proposed clec Residence • FFEMT2.7 .>„). '70 FLOOZY/Cr AS SHOWN ON SURVEY 1.66.852.2 FENCE D) PROPOSED STRUCTURE 1.20-1358.3 TEMPORARY 01006 LE TO BE r REMOVED FROM FLOODWAY 24 HRS PRIOR TO ANDCIPATE0 FLOOD OF MINNEHAHA CREEK WENDING MOVE ELEVATION 858.0 %.` PARK FLOMWAY AS SHOWN ON ARMY c\n dar 0 n. gar I &VIER SEMENT ; I ... N 89-54'47" W 70.00 IVRr FLOODPLNN COMPENSATOR.' STOCAPILE EXCAVATION BELOW SILT FENCE .av-660.2 42,627 x ovg 0.31t TEMPORARY I m788of m29.2cy STOCKPILE // ,7Y 443y / -z7" / e / s unure EASEMENT ? 44, 414/ PROVIDE MANTLE 9 st 'ATP MarCEC E c/r ...(POP-1.1P OR ECIUAQ %leo • 4*.r SILT FENCE SILT FERC I gi CLIENT: REFINED, LLC 5905 Fairfax Ave Edina, MN 55424 612-961-9101 Wa EGO itl e § '1 '6 00 bb c kr, 8 !Hz 01 PILE NO. 00660 1/1 Grading, Drainage, Storm Water Management, and Erosion Control Plan tww 08118117 POI.../110NPNEV2NTIONNOINS I. Solid waStel Cello.. 000i mord, aaphat and concrete rnIIIInott. lloodne dol.. powr. Wat, Ma, construction deb• and ot.r mato. mat be dlsw000d of prowl., off -ate and moot cornay ath MPG reetdromenta. 2. Horandous materials: eds. good point em , borer., subs... must be properly, stored. 00.108 21.1111.1y ZZLITer.[Lfr. VOZ b:pfIrltr:% pr condo/am Storage and 01.001.1 moat 0. A camplIonce vollh NPLA regulationo. 2. Warne, rooMIng al Intelts or other contraction vehatos lo not allowed on site. No angina dogmas., is allowed on otht. mohouts aro atoned cor vile. GENE0IA1.0500120 wortist I. Specifications applicable for Nis pronect: Current standard Dpecifications for Ma City al Elim: Ne latest Minnesota epartment of Transportation Specincoliano for Highway Construction; and off WOES regukoments except where errodifiod by them rkmantants. 2. OSIN raquiremen. sMoli by followed for all work on this 3. The Controctor shall notify -Gopher Sta. Ono Call' 48 hours prior 10 any excavation (1-1300-232-I1663 4. PI of Controctor shall verify all to.tions and elev.., of underground tnittass with utility companies prior to any construction, and .meeiately notify tho Engineer of any confect.. 5. Ent Rat sir. govern for easement, and Al dimensions. VFOITATION GROUND COVER 6CHSOULff 6. Arty erodes control items nee spry to protect aalocant I.Permanant lurl ground cover include all sl rove arm. be proportion shall be conamotod prior to the start of comp. wIth a mlnInturn 4. tame and voralorl or se.. co excavation or grading work. 0007102 by 21., or o. proppmed City oppromd londscaps plan 7. Fronon control mointonance shall Ira performed by the for the pro eel Grading Contractor, and ramokod par the Contract 2. Temporary ground corn shall be 41nOOT woe Iso NMI 0,r, ay &ad.,' My applied of 100 led/n. tbalOT Type 1 matt Molt be opplad at necessary Motorola/h. 0, disturbed ono. lono/ac 004 disc onMored one, not or.a by md ar 8, The Grading contractor ashen provide positive <Insincere on eroaon Plasoket. -20 fed applied at ,00 Mo alto at oh lanes. Grading laloroncos shall 0, 0.10' for hard surfacer arnoo. Grading tolerances for the remainder J. Itac. Olsc !.Medi MA top of moll. 4.8188011001 reference Is anCOT2325, of thy alto chaff be 0.25'. 4Donnont aged mo ehoil ba Her Newernber 1 or when Tho Cradles Contractor Chan lump public armory, Mins temperature. do nal exceed 40. F. usIng oerne rot, opocIfisd 100. and traval trays clear of troll and debris. Daffy 0000a Ms ned shall to placed on mow or Ica greater than cleaning at Me construction antrum., be per/armed, 2. M depth, especially at AD end of each data WON. 5. My seedod areas that do not botany alabashed vgetal. Mon roseeded ot Con.clor.o oxponso. G. Ero•on blanket shell be Ina tread are. gnsond aorta., slope, or SittlY or steepe. EWOSIONCONTWOLIIISTALLaTIONSLMEDULF I. VI Iona. MAMMY or reatoroct Oar to any ortstmodon. MN fence lack he tomla as shown to intercept runoff. The ctra1oterbeyonlhoanimeter et :pt net ba 2. Amin Construction Entrance .Nell be Installed odor to eroding otterallaran. 3, NI stem aewer inlets :hall hove inlet protection inserts 1.141102. In sarts shalt ba 'Wood Din-TDs slab" or 'Rood Orain-Cur. COtter- inlet protection devices as many, acturod 111000 (or approved equal) and installed per manufactures recommendations. 4. ird woolen contml antaltstIone shall rem. In place and be maIntained In good condition by Mc contractor until b eth has ban re-vegetated, at .alt !Imo It ral( be Annoy.y te contractor. For propos. comd soya/. ems, el,. contractor moy remove nocassary min 'manna to construct roadway, while maIntoin.0 adoduote ...Nen control In adjacent mega Z. Sufficient annem1 Moll be Malaga to allow for the roparament of a. topsail for disturbed are. to be naometated. 6, The contractor ;it% grorlag.cutilay. inslaMM taLlon ‘70 :',71dee'rre'-Telent"as he ens 7Osle ee:on' isurbanc. Aram that all not be nob.. to conatruclAn NW. 41011 be coed and mulched er sodded tottha 72 haunt or (Mot grading. L'AOSIONCOMMOL AfAINTLAIAN SCAlE040.£ I. Ens* control moor., shall be Inooced the oonbaclor'• nrpreaeolotim end maintained by Pa !contractor every Friday ami KM. 24 loom afar any roaroll event arca han I/2T until tho cornwlsted. metritenence reourrernonto an ce fol.,: oat fence - 1/3 haght of anal or damaged, remove codiment arid/or repair fence alba 24 hours: rook entrance - rofnah no necoaary to conform to delta: Nat prolectlen Inserts - macve sediment oxer each role awn, clean or repro. alar whom clogged, aorta. valor - drtes one dotal,. with. 22 nears a/ damn, slmat seerroAg - remove all warrant boated onto 000.0 saloon ratan 24 berm or at <awl. by Cly Org.... 2 Replacement - Fo.c moll be rept,. 9rOm001 "Mtn 5 acoma...A or becomes Inefloallm bolero the barefer Is no J. :n7ler:ZrZbraintng In place after slit lance ls no lancer .nail be dress. to conform with the foisting prepared. arid soeded aopropnate seed mt. as ran.. by , myna, 4. Remora of IM set Arnow- Skt knows shod a• removed Innen they hare armed Male useful p.m, but not before Me oPtord geeing en,o been promos., 10111.20. BESPONSIBLEPARry Contact In0rmtion far 070 responsible party for erosioncontrol 1st REFINED. LLC -a Gnera/ CoMmolor And PolarProloot 612-961-9101 ands rynagor 812-901-0301 moble aeortortheratedadcarn 6,10610NCONTWOLNOTIS I. NI denoro amatory to control oroson a. sediment 0.5. per,oter offt fonco rock canoinrctIon ontrances. swoloy. ponds, banns ETC.) doll tro bonded prior la any Weer construe., n000tions. 2 Tomo., wad, control sap otobIlloolion Mae ha completed Mt. 72 harry of disk.. arms Incl ore to rem. ratan and kr on n0 0.0 temoorary condition. Temporary otabilication to be completed In coma/ant...I, linOOT 2579 ryvallicatlans. 3. Altar complellon of final eroding, exp000d oars moat be of oteeilaed wIthIn 2 ous. StabIlltollan oholl conNot of am.-anchonsd oat. rnolch or sed 00 allowed by CIty. or = :11"r%. The contractor en. , reopen.. kw temporary ditch, or other means moles, to marry pmper dranage. The Adding pod must Iry pond. witin pasillvo outflow. IAD walk *ha kncidental to the grating cetred. Cntennoryklang of the alto oho. occur only at ma canc./aka ontrancs ed. tracking of dirt onto paved tirade. Sed.at tracked onto stroery during mrang hour. mutt be ...mod •IreelsempIng and swooping at Ma end al each oorldng Temomoni devoterhA ear, out to be Obroharged le ...good. Toroporary Nootertro DaMorge per de,1 what. a sedmnl 6Por .g central. of ma. 017.0 nan-waven Ater fabric. to provide ent and sediment removal nom Term ono- to demo,. to appropriato erolnag• area. mfi,a,11,1INGDsco'RIV'E IULOR l41. 2-°9 LEGEND PR .4 CY OPOSED ELOODP ri IAN,FEAT 20 of tLoogo,F4LAIN COMPENSATORY EXCAVATION r41cfagrTa',WZO4,1Kit Tr01 "W'n FiE70 TOTAL 0.18088000 SURFALL 3,008 5,00 IMAL101101. SURVALL 8.1010.0 - sr (MAAS nit 001151 ARCA TO MONT YAM 2.200 2302 AR. TO IREAR YARD 1.370 3.1to / mug Front (North) yard orrice drain to public atom! Woodland Lane. Propooed trnpervious surface Is 241 ef argo, than astatine condition. It Is understood capacity le avollable with. public drainage k.astructura for k.r000ad atom, doter runoff and Adam, from areas drotnkry to 00012 adorns. Roar (South and East) yard area drains to Minna/10hr. Creek. Proposed impervious Airfoce la 1,531 el lo,er than existing condition. It le underatoad roar yard drainage far the proponed condition In allowed to dluhorge erect to the croak. a. 5. ti ESI4Mte 111111111111111111 Agenda Planning Commission City Of Edina, Minnesota City Hall, Council Chambers 4801 West 50th Street Edina, MN 55424 Wednesday, October 11, 2017 7:00 PM I. Call To Order II. Roll Call Ill. Approval Of Meeting Agenda IV. Approval Of Meeting Minutes A. Minutes, Planning Commission, September 27, 2017 V. Public Hearings A. Variance request 5712 Woodland Lane VI. Community Comment During "Community Comment," the Board/Commission will invite residents to share relevant issues or concerns. Individuals must limit their comments to three minutes. The Chair may limit the number of speakers on the same issue in the interest of time and topic. Generally speaking, items that are elsewhere on tonight's agenda may not be addressed during Community Comment. Individuals should not expect the Chair or Board/Commission Members to respond to their comments tonight. Instead, the Board/Commission might refer the matter to staff for consideration at a future meeting. VII. Reports/Recommendations VIII. Correspondence And Petitions IX. Chair And Member Comments X. Staff Comments Xl. Adjournment The City of Edina wants all residents to be comfortable being part of the public process. If you need assistance in the way of hearing amplification, an interpreter, large-print documents or something else, please call 952-927-8861 72 hours in advance of the meeting. CIFTV OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov Date: October 11, 2017 Agenda Item #: V.A. To: Planning Commission Item Type: Report and Recommendation From: Kris Aakei; Assistant City Planner Item Activity: Subject: Variance request 5712 Woodland Lane Action ACTION REQUESTED: Approve the variance as requested INTRODUCTION: The applicant is requesting to increase the first floor elevation 7.1 feet higher than the current home's first floor elevation in order to construct a new home at 5712 Woodland Lane. This property is located in the Minnehaha Woods neighborhood and a large portion of the property is located within the floodplain. The City of Edina's Engineering standards require the basement elevation of the new home to be 2 feet higher than the FEMA base flood elevation. The requirement for increased height in basement elevation impacts the ability for the project to conform to the maximum first floor height requirement of 1 foot. ATTACHMENTS: Staffreport and attachments B-18-17 STAFF REPORT Date: To: From: October I 1, 2017 PLANNING COMMISSION Kris Aaker, Assistant City Planner Subject: B-17-18, A 6.1 foot first floor elevation variance request for a new home located at 5712 Woodland Lane. Recommended Action: Approve a 6.1 foot 1st floor height variance to allow the construction of a new home with a new I" floor more than one foot above, (7.1 feet total), the existing first floor elevation for the property located at 5712 Woodland Lane. Project Description: The applicant is requesting to increase the first floor elevation 7.1 feet higher than the current home's first floor elevation in order to construct a new home at 5712 Woodland Lane. This property is located in the Minnehaha Woods neighborhood and a large portion of the property is located within the floodplain. The City of Edina's Engineering standards require the basement elevation of the new home to be 2 feet higher than the FEMA base flood elevation. The requirement for increased height in basement elevation impacts the ability for the project to conform to the maximum first floor height requirement of I foot. The property is located at the end of Woodland Lane Cul-de-sac and backs up to Minnehaha Creek. The multi-level home was built in 1952 prior to the FEMA floodplain study conducted in 1979 to determine flood risk areas. The lowest level of the home is at 858.3, which is 3.9 feet lower than the minimum flood protection elevation of 862.2. This is a neighborhood prone to flooding with most of the homes built prior to the flood plain study and with many having low floors below the flood protection elevation. It is a City and Watershed District goal to elevate and remove homes out of the flood hazard areas when the opportunity presents itself. City of Edina • 4801 W. 50th St. • Edina, MN 55424 STAFF REPORT Page 2 Information / Background: A variance is required to allow the first floor elevation of the new home to exceed the first floor- elevation of the existing home by more than one foot. The current home located at 5712 Woodland Lane has a first floor elevation of 865.6 feet above sea level. This neighborhood in Edina is located in a floodplain area, and the established floodplain elevation is 860.2. The minimum basement elevation must be no less than 2 feet above the flood elevation so the minimum basement elevation for the property is at 862.2 feet. Eligibility Requirements for Issuance of a Variance for I' floor elevation. City Code allows for the issuance of a variance to increase the first floor elevation of a new home over one foot above the existing home fewer than one of the following circumstances: I) To elevate the lowest level of the dwelling to an elevation of two feet above the 100-year flood elevation, as established by FEMA; 2) To elevate the lowest level of the dwelling to protect from groundwater intrusion; 3) To elevate the first floor elevation to the extent necessary to meet the state building code, city code, or statutory requirements; Furthermore, a variance may only be issued if the proposed project fits the character of the neighborhood in height, scale, and mass. This property is situated at an elevation that is within the floodplain with a portion of the home within the FEMA Floodway. Standard setbacks apply to the lot with the location of a municipal sanitary sewer main bisecting a large portion of the property and creating a challenge, (in addition to flood plain), limiting building location. No building area may encroach within the easement for the sewer main. Given the flood plain, sewer easement and required setbacks, the fairly large lot is severely limited in building footprint opportunity. In staff's analysis, the proposed home fits the character of the neighborhood with regard to height, scale, and massing. There have been several teardown/re-builds in this neighborhood with the proposed home below the maximum 40 foot height restriction as measured from average existing grade. No variance is requested for over-all height even given the increase in site and floor elevations needed to bring the property out of the flood zone. The large lots make it easier to keep a comfortable separation from the neighbor to the north and conform easily to lot coverage. STAFF REPORT Page 3 Therefore, staff believes the first floor elevation request meets the eligibility requirements for consideration of a variance. Surrounding Land Uses Northerly: Single Unit residential homes; zoned and guided low-density residential. Easterly: Single Unit residential homes; zoned and guided low-density residential. Southerly: Single Unit residential homes; zoned and guided low-density residential. Westerly: Single Unit residential homes; zoned and guided low-density residential. Existing Site Features The existing 17,896 square foot (1/3 acre) lot is located immediately adjacent to a home north, with Minnehaha Creek surrounding south and portions of the east and west lot. The property is within the flood zone. The existing multi-level home is to be removed. Planning Guide Plan designation: Low-Density Residential Zoning: R- I, Single-Dwelling District Engineering The grading must not impact adjacent neighbors. The Environmental Engineer has reviewed the application and submitted comments in the attached memo. STAFF REPORT Page 4 Compliance Table City Standard Proposed Front —Woodland Lane Side - North Rear— West 30 feet 10 feet 25 feet 35 feet 10 feet 47 feet Building Coverage 25% I2.2% Building Height IVC Floor Height 40 feet 865.6 39 feet *872.7 *Variance required PRIMARY ISSUES & STAFF RECOMENDATION Primary Issues • Does the proposed new home meet the criteria for approval of variances with a with a first floor elevation 7.1 feet higher than the existing home? Staff believes the proposal meets the criteria for a variance to allow the first floor elevation 7.1 feet higher than the existing home for the following four reasons: I. The proposed use is permitted in the R- I Single Dwelling Unit District and complies with zoning standards, with exception of the new l floor elevation height. The proposed home design elevates the lowest level of the dwelling to an elevation two feet above the 100-year FEMA flood elevation of 862.2 removing it from the flood zone. 2. The variance allows the new home to be elevated out of the flood zone and maintain a comfortable distance from the neighbor to the north. STAFF REPORT Page 5 3. The proposed home design project fits the character of the neighborhood in height, scale, and mass. The home is appropriate in size and scale for the lot and the improvements will enhance the property. 4. The new home could actually be taller from existing grade, (40 Ft instead of 39 Ft proposed), and larger in terms of coverage if not for the sanitary sewer easement that cannot be encroached upon. Staff Recommendation Staff recommends approval of the variance, as requested subject to the findings listed in the staff report above, and subject to the following conditions: I. The site must be developed and maintained in conformance with the following plans: • Survey date stamped September I I, 2017. • Building plans and elevations date stamped September I I, 2017. 2. Compliance with the conditions and comments listed in the Environmental Engineer's memo dated. Deadline for a City decision: November 10, 2017. REFINED 5712 Woodland Lane Variance request Sept 11, 2017 Planning Commission members, Our team has been working on developing a new home design for the property at 5712 Woodland Lane for almost a year. A portion of the existing home on the property currently resides in the FEMA Floodway and the entirety of the existing home's lowest level floor is well below (+/-4') the 100 year floodplain requirements. Making this property even more challenging is the "Municipal Sanitary sewer main" which runs from north to south through the center of the property. This sewer line also requires us to maintain a setback, further reducing our design options. Edina City engineering officials have expressed to us their eagerness to get the existing home completely out of the floodway and to have a new home meet current code per the 100 year floodplain ordinances. Through our design work we have accomplished both. To accomplish this we will need the following variance. The variance required will allow the new home first floor to be built more than 12" above the existing home first floor level. Our plan requires the new first floor to be at +/-872.7 versus the maximum 866.6 which is what the 12" ordinance allows. Because our new home needs to have a lowest floor of 862.2 or more (the floor needs to be at least 2 feet above the 860.2 set by FEMA). Therefore the variance we are requesting is to allow our new home first floor elevation to be +/-6.1' above what the ordinance allows. Additionally, in preparation for the variance request we have consulted with the Minnehaha Watershed engineers and they have supported our plan and are looking forward to the formal permit application process. Like the Edina City engineers the watershed engineers are also excited that this existing home is being removed from the floodway. Info Table from supporting documents; Current/Existing home lowest floor: Edina Ordinance for new home lowest floor: New home lowest floor planned: Current/Existing home first floor elevation: Edina Ordinance allowed for new first floor: New home first floor planned: 858.3 862.2 (must be 2' above floodplain) 862.2 865.6 866.6 (12" above existing) +/-872.7 Thank you for your consideration in this matter. Andy Porter REFINED, LLC Kris Aaker From: Andy Porter • Sent: Wednesday, October 04, 2017 3:49 PM To: Kris Aaker Subject: RE: 5712 Woodland Lane +/-8'6" From: Kris Aaker [mailto:KAaker@EdinaMN.gov] Sent: Wednesday, October 4, 2017 11:14 AM To: Andy Porter • • ' - Subject: 5712 Woodland Lane Andy, Do you have a basement ceiling height for this project? Thanks Kris Aaker, Assistant City Planner 952-826-0461 I Fax 952-826-0389 4801 W. 50th St. I Edina, MN 55424 KAakerEdinaMN.qov I EdinaMN.00v/Planninq 1 DATE: October 4, 2017 TO: Cary Teague — Planning Director FROM: Charles Gerk PE — Graduate Engineer Jessica Wilson CFM - Water Resources Coordinator RE: 5712 Woodland Lane - Variance Review The Engineering Department has reviewed the subject property for street and utility concerns, grading, storm water, erosion and sediment control and for general adherence to the relevant ordinance sections. This review was performed at the request of the Planning Department; a more detailed review will be performed at the time of building permit application. Plans reviewed include the existing site survey dated 03/04/15 and the storm water management plan dated 08/08/17. Summary of Review The proposed plans include the demolition of an existing home, lot grading and the construction of a new home at 5712 Woodland Lane. The subject property is located within the FEMA 1% annual chance special flood hazard zone, with a base flood elevation of 860.2 feet. The subject property also has a sanitary sewer easement that runs north-south through the middle of the lot. Engineering has worked with the applicant over the past several months to ensure compliance with relevant ordinances and policies. The plans as proposed, preliminarily comply with relevant engineering ordinances and policies. Grading and Drainage Grading of the site will include a large amount of fill and several retaining walls. This work is proposed outside the floodplain area. The grading proposed directs stormwater runoff to either the street or creek, away from neighboring private properties. Erosion and Sediment Control Perimeter control is required, and will be required for a building permit. Inlet protection is also required. Extra caution should be taken to protect the creek. Floodplain The subject property is located within the FEMA I% annual chance special flood hazard zone, with a flood elevation of 860.2 feet. A low floor elevation of 862.2 feet or greater is required to meet Chapter 36, Article I0 of the Edina City Code. Proposed plans indicate a lowest floor elevation of 862.2 feet. Additionally, grading done in the floodplain will require engineering to verify an equal amount of cut to fill so as to preserve the existing floodplain storage. Street and Curb Cut A curb cut permit will be required prior to construction of the driveway. Water and Sanitary Utilities No Comments ENGINEERING DEPARTMENT 7450 Metro Boulevard • Edina, Minnesota 55439 www.EdinaMN.gov • 952-826-0371 • Fax 952-826-0392 Other Items A Minnehaha Creek Watershed District erosion and sediment control permit will be required at building permit application. The applicant has contacted the district to ensure no wetland delineation was required. ENGINEERING DEPARTMENT 7450 Metro Boulevard • Edina, Minnesota 55439 wmv.EdinaMN.gov • 952-826-0371 • Fax 952-826-0392 5712 Woodland Ln Panel 27053C0364F Effective Date: November 4, 2016 FEMA Base Flood Elevation = 860.2 ft (NGVD29) Legend cirri Building Footprint Parcels 0 Water Roads "N., Contours 2ft FLOODWAY AREA 1% ANNUAL CHANCE FLOOD HAZARD 0.2% ANNUAL CHANCE FLOOD HAZARD May 2017 2016 FEMA Map 5712 Woodland Ln Edina, MN Hennepin County Property Map Date: 10/4/2017 PARCEL ID: OWNER NAME: PARCEL ADDRESS: 5712 Woodland La, Edina MN 55424 PARCEL AREA: 0.41 acres, 17,897 sq ft A-T-B: SALE PRICE: SALE DATA: SALE CODE: ASSESSED 2016, PAYABLE 2017 PROPERTY TYPE: Residential HOMESTEAD: Non-Homestead MARKET VALUE: TAX TOTAL: ASSESSED 2017, PAYABLE 2018 PROPERTY TYPE: Residential HOMESTEAD: Non-homestead MARKET VALUE: Comments: This data (I)Is furnished 'AS IS' with no representation as to completeness or accuracy; (ii) is furnished with no warranty of any kind; and (iii) is notsuilable for legal, engineering or surveying purposes. Hennepin County shall not be liable for any damage, injury or loss resulting from this data. COPYRIGHT © HENNEPIN COUNTY 2017 Hennepin County Property Map Date: 10/4/2017 Comments: This data (i) Is furnished 'AS IS' with no representation as to completeness or accuracy; (ii) Is furnished with no warranty of any kind; and (iii) is notsuitabie for legal, engineering or surveying purposes. Hennepin County shall not be liable for any damage, injury orloss resulting from this data. COPYRIGHT © HENNEPIN COUNTY 2017 PARCEL ID. OWNER NAME: _ PARCEL ADDRESS: 5712 Woodland La, Edina MN 55424 PARCEL AREA: 0.41 acres, 17,897 sq ft A-T-B SALE PRICE: SALE DATA: SALE CODE ASSESSED 2016, PAYABLE 2017 PROPERTY TYPE: Residential HOMESTEAD: Non-Homestead MARKET VALUE TAX TOTAL: . ASSESSED 2017, PAYABLE 2018 PROPERTY TYPE: Residential HOMESTEAD: Non-homestead MARKET VALUE Jackie Hoogenalcker From: t Sent: Sunday, October 01, 2017 10:00 AM To: Jackie Hoogenakker Subject: 5712 Woodland Lane Edina MN B-17-18 Hello, City Hall Planning Department; David and Leslie Jepson have zero issue with the B-17-18 Case File and plan for 5712 Woodland Lane. We are grateful families are moving to and developing homes in Edina. We fully support what they need to do to create a safe and secure home. And with the talk of the "falls" coming down, the results for homeowners on the creek is an unknown. Only as best as the experts can predict. To those that object, please take a tour of the other Minneapolis first ring suburbs. So our vote is yes! Thank you for the notice. Welcome to the neighborhood!! Leslie and David Jepson 1 PARK \ 1 1 1 1 2 CERTIFICATE OF SURVEY FOR CHAD HOLDER OF LOT 4, COLONIAL GROVE FOURTH ADDITION J HENNEPIN COUNTY, MINNESOTA / / / / WOODLAND LANE 6'64' 4 Reco'b Q-3 Coe 3 EXISTING HOUSE 0708 two \ ono ,;1\ \ot:r \N 0 San ‘'‘ 6 \ az") pis SEWER EASOfrENT Mee 5 5 C.1 ri 89°54' 47" W 70.00 too/ rii‘TOP 02 Cre134 SAW LEGAL DESCRIPTION OF PREMISES : Lot 4, COLONIAL GROVE FOURTH ADDITION • : denotes iron marker found (9003): denotes existing spot elevation, mean sea level datum - - gt7-- -: denotes existing contour fine, mew sea level dolum Bearings shown are based upon on assumed datum. This survey intends to show the boundaries of tha above described property, the lacolion of an existing house, major trees, spot elevations, topography, and of visible "hardcover" thereon. It does not purport to show ony other improvements or encroachments. 111.3) 11.1.1:12 HARDCOVER CALCULATIONS : Lot area = 17,896 Sq. ft. House 1650 sl Driveway = 897 sf Stoop = 86 sf Sidewak = 208 sf Patio & we& = 555 st Total = 3396 Sq. It. 3396 / 17,896 x 100 a 19.985 NOTE: ACCURACY OF HARDCOVER HARDCOVER 15 DATED BY LOCATION, AND EXTENT OF ADDITIONAL ICE AND SNOW COVER. 141OVOSI 11/4200 90161 sou r-20' GRONBERG AND ASSOCIATES, INC. CONSULTING ENGINEERS, LAND SURVEYOR ,S16331 & SITE PLANNERS 445 11 titION CCM tan ME. ket, 55356 952-473-4141 It661 paereri y wopik... a report the Ian, m.c;r1ththo sea e L at zd Sfect67e7r Oak S. Cratere I/remota Lleensb'14srber 12755 15-349 15-349 ant 3-4-15 L / / / / / / / / ./ //7 Rafts iv Ma. Dakar,' PereLgrp Won, HoW8 • Renter 1,1•1112. ' AAA 5.4•17 ITSpaeo OetvamWaV and CrivawpW2TPa4 or. do WO Cans SIdao Chad Holder DESIGN/SALES REP: 11m Johnson DESIGN ASST: Katie Nicklow 2381P1101 If nob Rd Concept Design /17 OA.8/1 emu 122012 PM Mnsma2017 08 00 Helder Plan. Mone: oO1.203.3COO Paz CI Ale.1734 levIsmdollt,o,M iDIDSI $011,DIVIEWi 5712 Woodland Ave Edina, MN 55424 nJumpront.l.r iirlEir4iTSF.7==. Rovledon eloto Salo 8' 0 VERT/CAL SCALE 1 id Del IIDOZAVIAL SCALE 1 belt ket e set oere r s 14 .leteratt Pnvnr 1v6iys4-09:1 tRFLSID n COIL ENGINEERING P. SITS DESIGN :0113031 3115 mir r K 4.5 Ir glig 1 ii 1 li ggi '1 Ma -1 F' 24 ,:ligl I 1 q; 'EPA A A :P111 ' Ir: eR 3.- A , -- A_,. 4.4T,,,.. / 1 2g )-,_r1,- if 21 . :1''' 0 / p $ Z __,/ ii4 : 1 1r --V 7 ,1 g? 4g Cd,O- i 6'4-eir --s--...., ' ...„.. i DOE 08/18/17 DRAMA, HI SD 2 DeOrelif0 BY SO citatav BY SD Int9D55 1:1.144A4 ANN ere erce le et, trc,IN re, e-re • / /en* entry thrt . Hn ecee4ecre, cr R o trope. ty per cc tr-carere erect se, Item cr. MI tes 4 44 licalene etore. xi re*. vrJer 0A .9 of Stele e Ittoreat4 o, 09/08/17 010 ILL 24348 5712 Woodland Lane Edina, Minnesota GRADING, DRAINAGE, STORM WATER. MANAGEMENT, AND EROSION CONTROL PLAN ?1; 5712 Woodland Lane Edina MN 4020 4020 5712 Woodland Lane FEMA Base Flood Elevation = 860.2 ft (NGVD Panel 27053C0364F (revised pr mary) Legend Building Footprint Parcels Water Roads FLOODWAY AREA 1% ANNUAL CHANCE FLOOD HAZARD 0.2% ANNUAL CHANCE FLOOD HAZARD N A July 2016 revised prelim FEMA Map • Sanitary main Barr Cesfar. ArcGIS 10.2.2 201 ,4,, 4 V 1 n•V! FI.: I.XVII.rdLAmVinKIorl :...atereAnatW.G.tV V VImsIacnar. .e .0 User: J.0 Eguiq Z HOLDER RESIDENCE 0 -1 m Xi 73 9 2mgfadec2 5712 WOODLAND LN. T1 mo Z 0 EDINA, MN ri - cs) : 0 : Z ItAiVw" JAUN DESIGN t•para,no Your Sins REFINED ion EAST ELEVATION N. TUT OWE REVIEW 11-14-16 SOFT STUDY 01-03-17 SCH. DES. 'C 01-31-17 SCH. DES. 02-1447 FINAL CONCEPT 03-02-17 FINAL CONCEPT 03-0747 LANDSCAPE CIVIL REVIEW 07.14.17 VARIANCE SUBMISSION 09-02-17 NEIGHBORS HOUSE IN BACKGROUND EXTERIOR RENDERINGS AS SOUTH ELEVATION JALIN DESIGN ,eur less 1-^ 1 III RAISED STOOP EAST ELEVATION ••••••••• 1 L NORTH ELEVATION III .1•1•Mal.. REFINED SITE REVIEW 11-14-16 SOFT STUDY 01-03-17 SCH. DES. 01-31-17 SCH. DES. 02-14-17 FINAL CONCEPT 33-02-17 FINAL CONCEPT 03-07-17 LANDSCAPE CIVIL REVIEW 0744-17 VARIANCE SUBMISSION 09-02-17 EXTERIOR RENDERINGS A6 CURRENT/EXISTING CONDITIONS ("New" lowest floor required to be 862.2) PROPOSED CONDITION, OVERLAYING EXISTING CONDITIONS PROPOSED CONDITION (WITHOUT LANDSCAPING/PLANTS) Draft MinutesE Approved MinutesEl Approved Date: 10/25/2017 Minutes City Of Edina, Minnesota Planning Commission Edina City Hall Council Chambers October 11, 2017 I. Call To Order Vice-Chair Nemerov called the meeting to order at 7:05 P.M. II. Roll Call Answering the roll: Commissioners Lee, Thorsen, Strauss, Hamilton, Bennett, Vice-Chair Nemerov. Student Member Mittal. Staff, Assistant Planner, Aaker Sr., Water Resources Coordinator, Wilson, Communications Coord., Eidsness, Support Staff, Hoogenakker. Absent from the roll: Commissioners Hobbs, Olsen, Jones, Berube. III. Approval Of Meeting Agenda A motion was made by Commissioner Thorsen to approve the October I I, 2017, meeting agenda. The motion was seconded by Commissioner Strauss. All voted aye. The motion carried. IV. Approval Of Meeting Minutes A motion was made by Commissioner Thorsen to approve the minutes of the September 27, 2017, Planning Commission Meeting. The motion was seconded by Commissioner Strauss. All voted aye. The motion carried. V. Public Hearings A. Variance. Refined LLC. 5712 Woodland Lane, Edina, MN Staff Presentation Planner Aaker reported that the applicant is requesting to increase the first floor elevation 7.1 feet higher than the current home's first floor elevation in order to construct a new home at 5712 Woodland Lane. This property is located in the Minnehaha Woods neighborhood and a large portion of the property is located within the floodplain. The City of Edina's Engineering standards require the basement elevation of the new home to be 2 feet higher than the FEMA base flood elevation. The Page 1 of 6 Draft Minutes0 Approved Minutes© Approved Date: 10/25/2017 requirement for increased height in basement elevation affects the ability for the project to conform to the maximum first floor height requirement of I foot. The property is located at the end of Woodland Lane Cul-de-sac and backs up to Minnehaha Creek. The multi-level home was built in 1952 prior to the FEMA floodplain study conducted in 1979 to determine flood risk areas. The lowest level of the home is at 858.3, which is 3.9 feet lower than the minimum flood protection elevation of 862.2. This is a neighborhood prone to flooding with most of the homes built prior to the flood plain study and with many having low floors below the flood protection elevation. It is a City and Watershed District goal to elevate and remove homes out of the flood hazard areas when the opportunity presents itself. Aaker explained that a variance is required to allow the first floor elevation of the new home to exceed the first floor elevation of the existing home by more than one foot. The current home located at 5712 Woodland Lane has a first floor elevation of 865.6 feet above sea level. This neighborhood in Edina is located in a floodplain area, and the established floodplain elevation is 860.2. The minimum basement elevation must be no less than 2 feet above the flood elevation so the minimum basement elevation for the property is at 862.2 feet. Planner Aaker concluded that staff recommends approval of the variance, as requested subject to the findings listed in the staff report above, and subject to the following conditions: 1. The site must be developed and maintained in conformance with the following plans: • Survey date stamped September I I, 2017. • Building plans and elevations date stamped September 11, 2017. 2. Compliance with the conditions and comments listed in the Environmental Engineer's memo dated. Appearing for the Applicant Andy Porter, Refined LLC Comments/Questions Planner Aaker was asked how tall the new house was. Planner Aaker responded that the house as proposed is 39-feet high, adding 40-feet is the maximum height allowed. The ridge height is at 901. The discussion continued with some Commissioners questioning the overall building height of the house and how height is measured. Planner Aaker explained that height is measured from the existing grade. She pointed out that the house being torn down is a multilevel house, adding first floor height is measured at the threshold where you enter the front door. She stressed this is not a typical house measurement; reiterating multilevel homes are difficult to work with and are challenging for homeowners and builders. Continuing Aaker further noted the homeowner desires a garage and basement area. Aaker further Page 2 of 6 Draft Minutes0 Approved Minutes© Approved Date: 10/25/2017 pointed out that the City of Edina requires houses to have basements. Concluding, Aaker noted the basement ceiling height is proposed at 8'6", which is not an unusual ceiling height in modern American homes. Water Resources Coordinator Wilson explained that the City requires the basement elevation of a new home to be 2-feet higher than the FEMA base flood elevation. She noted the lowest level of the new home is 585.3 which is 3.9-feet lower than the minimum flood protection elevation. Coordinator Wilson also noted that it is the goal of the City and the Watershed District to elevate homes out of flood hazard areas when the opportunity presents itself, such as in this instance. Wilson pointed out that the variance request is the result of a zoning ordinance requirement that limits the first floor elevation of a new home to be no more than I-foot above the existing. Wilson said in instances of floodplain that can be impossible to accomplish; reminding the Commission, they require a minimum raise of 2-feet. Coordinator Wilson was asked to address house placement and fill. Wilson explained that in the rear yard area there would be minimal fill. She pointed out that the house is being positioned closer to the street to lessen impact. Wilson was also asked if part of the review process would include requiring the applicant to include drain titles and gutters when built. Wilson responded those requirements are not part of this process; however, they could be included in the storm water management plan at the time a building permit is applied for. Continuing, Wilson stressed that all runoff would be directed toward the street or to the creek, not onto adjacent properties. Public Hearing Vice-Chair Nemerov opened the public hearing. The following residents spoke to the issue: • DD Drays 5633 Woodcrest Drive, Edina, MN (across creek) • Martin Freeman, 5637 Woodcrest Drive, Edina, MN (across creek) • Kent Oaks, 3936 West 58th Street, Edina, MN • Laurie Grotz, 55 13 Park Place, Edina, MN • Tracy Eickhorn-Hickes, 5708 Woodland Lane, Edina, MN A motion was made by Commissioner Thorsen to close the public hearing. The motion was seconded by Commissioner Lee. All voted aye. The motion carried. Discussion/Comments Commissioners shared the following: • It was noted that a variance would be required to build any house on this lot to raise it out of the flood plain. It was also acknowledged that the subject site has unique restraints to include; the Page 3 of 6 Draft MinutesD Approved Minutes Approved Date: 10/25/2017 flood plain, required setback from the creek and a sewer line bisecting the site. These restraints reduce the size and location of the building pad. • It was pointed out that this is a low area. It was suggested that there are other options (variance for building without a basement) and other house designs that would reduce the visual impact. A thoughtful design could alleviate concerns expressed by neighboring property owners. In addition, when making a decision on if a variance should be granted it would be beneficial to the Commission to be able to review all drainage plans. It would be very helpful if those plans could also reflect the final as built. It is hard to make a decision when final information is not provided. • It was acknowledged that this is a tough balance. Reiterating the new home must be brought out of the flood plain. What is important to know is where the water is going, the rate of flow and how it is stored. The visual appearance of the house is subjective. Confusion was expressed on the lack of information on drainage and erosion control. Mr. Porter referred to the drainage and erosion control plans found in the packets and highlighted how drainage and erosion control would be managed. With regard to fill, Porter said little fill would be required; except for constructing the new driveway. Mr. Porter was asked if he submitted a permit to the Watershed District and if so were there any conditions to approval. Porter responded that at this time the Watershed District has not formally commented on the permit; however, they are aware of the permit, adding it is a normal review process for them. Porter said the Watershed District indicated to him that they did not see any issues. Porter noted the Watershed District does not comment on permits until after City review. It was pointed out the variance requested is a height variance, adding that indicates height matters. An opinion was shared noting that the house depicted is similar to other new houses being built in Edina, adding that is not a bad thing; however, the variance is about height and the design of the new house is too tall. It was acknowledged that a masterful job was done in getting the house to fit on the site despite the lots many restraints; however, the homes design does not address the height with sensitivity. More could be done. A discussion ensued on the option of tabling the variance request until final storm water management plans are completed and presented to the Commission. Planner Aaker responded that the Commission could ask the applicant if they want to table the issue and see if they were agreeable. It was noted by staff that adequate drainage and erosion control plans were submitted; however, it was acknowledged that the final plans are part of the building permit and engineering review processes. Aaker further explained that whatever decision is reached there is an appeal process. The discussion ensued on water quality and the rate at which runoff would shed from the new driveway. Porter agreed that runoff from the new driveway would be quicker; however, the changes made to the front yard would slow down that rate. Porter said that in reality the driveway and changes to the front yard area would offset each other by slowing down the rate from the front yard and speeding it up from the driveway. The outcome of the storm water management plan would be net neutral. Page 4 of 6 Commissioner Bennett shared commen the 44th and France Avenue Small Area Plan Working Group. IX. Staff Comments None X. Adiournmen Draft Minutes0 Approved Minutes® Approved Date: 10/25/2017 Resource Coord. Wilson explained to the Commission that the City does not regulate water quality for any building permit unless they are landlocked pieces; this is not. Water quality is part of the permit process with the watershed district. Motion A motion was made by Commissioner Hamilton to deny the variance as submitted. The motion was seconded by Commissioner Lee. Ayes; Lee, Hamilton. Nays; Thorsen, Strauss, Bennett, Nemerov. Motion to deny failed 2-4. A motion was made by Commissioner Thorsen to approve the variance based on staff findings and subject to staff, conditions with an additional comment that the Building and Engineering Departments are to pay careful attention to drainage and storm water runoff to ensure neighbors are not negatively impacted. The motion was seconded by Commissioner Strauss. Ayes; Thorsen, Strauss, Bennett, Nemerov. Nay; Lee and Hamilton. VI. Commun None VII. Correspondence And Petitions Vice-chair Nemerov acknowledged back of packet materials. VIII.Chair And Member Comments Commissioners Strauss and Lee briefed the Commi on the status of the 70th and Cahill Small Area Plan Working Group. The noted they met for rst time on October 5th, adding it went well. Commissio ittal moved to adjourn the meeting of the Edina Planning Commission at 9:10 PM. mmissioner Thorsen seconded the motion. All voted aye. Motion to adjourn carrie Page 5 of 6 RESOLUTI O. 2017-114 RESOLUTION UPHOLDING THE PLANNING COMMISSION DECISION TO APPROVE A VARIANCE TO EXCEED THE I-FOOT FIRST FLOOR ELEVATION OF THE PREVIOUS HOME AT 5712 WOODLAND LANE BE IT RESOLVED by the City Council of the City of Edina, Minnesota, as follows: Section I. BACKGROUND, 1.01 Refined, LLC requested a variance to increase the first floor elevation of the new home 6.1- feet higher than the current first floor elevation. The purpose of the request is to elevate the home to be two feet above the floodplain. 1.02 Edina City Code Chapter 36 requires that a new structure be allowed a maximum I -foot increase in height of an existing first floor. 1.03 The property is legally described as follows: Lot 4, Colonial Grove Fourth Addition, Hennepin County, Minnesota. 1.04 Minnesota Statutes, Section 462.354, Subdivision 12, and City Code Chapter 36 Division II Administration authorizes the Board of Adjustment and Appeals to grant variances. 1.05 On October I I, 2017, the Edina Planning Commission, acting as the Board of Adjustments and Appeals, held a public hearing on this application. The applicant was provided the opportunity to present information. The Board considered all of the hearing testimony and the staff report, which are incorporated by reference into this resolution 1.06 On October I I, 2017, the Planning Commission approved the variance. Vote: 4 Ayes and 2 Nays. 1.07 On October 13, 2017, Tracy Eichhorn-Hicks appealed the Planning Commission decision to the City Council. 1.08 On November 8, 2017, the City Council held a public hearing on the proposed variance. Section 2. FINDINGS. 2.01 The findings for variance are met. The practical difficulty is caused by the FEMA flood elevation. The proposed home is reasonable located to meet setback and height requirements and be located out of the flood elevation. CITY OF EDINA 4801 West 50th Street . Edina, Minnesota 55424 www.EdinaMN.gov • 952-927-8861 • Fax 952-826-0389 RESOLUTION NO. 2017-114 Page 2 2.02 The proposal use is permitted in the R-1, Single Dwelling Unit District and complies with zoning standards, with exception of the new I' floor elevation height. The proposed home design elevates the lowest level of the dwelling to an elevation two feet above the 100-year FEMA flood elevation of 862.2 removing it from the flood zone. 2.03 The variance allows the new home to be elevated out of the flood zone and maintain a comfortable distance from the neighbor to the north. 2.04 The proposed home design project fits the character of the neighborhood in height, scale, and mass. The home is appropriate in size and scale for the lot and the improvements will enhance the property. 2.05 The new home could actually be taller from the existing grade, (40-feet instead of 39-feet proposed) and larger in terms of coverage if not for the sanitary sewer easement that cannot be encroached upon. 2.06 To construct the home and meet the I-foot rule would not protect the home from groundwater intrusion. Section 3. APPROVAL NOW THEREFORE, it is hereby resolved by the City Council of the City of Edina, to uphold the Planning Commission decision to approve the variance as requested. Approval is subject to the same conditions as follows: I. The site must be developed and maintained in conformance with the following plans: • Survey date stamped September I I, 2017. • Building plans and elevations date stamped September II, 2017. 2. Compliance with the conditions and comments listed in the Environmental Engineer's memo dated October 4, 2017. RESOLUTION NO. 2017-114 Page 3 Adopted by the City Council of the City of Edina, Minnesota, on November 8, 2017. ATTEST: Debra A. Mangen, City Clerk James B. Hovland, Mayor STATE OF MINNESOTA ) COUNTY OF HENNEPIN )SS CITY OF EDINA ) CERTIFICATE OF CITY CLERK I, the undersigned duly appointed and acting City Clerk for the City of Edina do hereby certify that the attached and foregoing Resolution was duly adopted by the Edina City Council at its Regular Meeting of November 8, 2017, and as recorded in the Minutes of said Regular Meeting. WITNESS my hand and seal of said City this day of , 2017. Debra A. Mangen, City Clerk Eichnorn-Micks Law Finn Attorneys at Law 1660 South Highway 100 Suite 500 St. Louis Park, MN 55416 Tracy R. Eichhorn-Hicks Telephone: (952) 921-7250 Mary H. Eichhom-Hicks parkdale@exsmn.com Fax: (952) 921-7330 October 13, 2017 Edina City Council c/o Edina City Clerk 4801 W. 50th Street Edina, MN 55424 Re: Variance at 5712 Woodland Lane On Wednesday, October 11, a variance was granted to 5712 Woodland Lane at a regularly scheduled planning commission meeting. By this letter I am notifying you that I wish to appeal the granting of that variance to the City Council and request a full hearing at a time and place to be determined. Very truly yours, Tracy R. Eichhorn-Hicks TRE-H: id We're Not Against the Redevelopment of thfs Site • We oppose it because the house is too tall for the neighborhood. • It alters the character of the neighborhood. • Because the site is constrained by the flood plain and a sewer line, the applicant is asking to build a bigger home then the site can support. • They are asking for the height variance so they can build a 3 level home instead of a 2 level home. 5712 Woodland Lane Variance Request Prepared by Nick T and Katherine Boosalis 5704 Woodland Lane Residents Since 1995 (22 Years) In Order to Grant a Variance n increase in first floor elevation will only be permitted if the new structure or addition fits he character of the neighborhood in height, mass and scale. (3) The variance, if granted, will not alter the essential character of the locality. 1 fierM, The CITY of 1:7,17.)1 EDINA OtetiVSUPS=4E 11111111 Edina City Planning Commission Was Presented These Views of The New Home Edina City Planning Commission Was Presented These Views of The New Home The CITYof EDINA 1111111111111111111111111 PROPOSED ODNDMON (WITHOUT LANDSCAPING/PLANTS) 1111111 Edina City Planning Commission Was Presented These Views of The New Home arryr1)X5 run,' M.' mlanki tx 0111111111M rdagiNz sv From: Nick T. Boosalis [mailto:nt@boosa lis.netj Sent: Friday, November 3, 2017 10:10 AM To: Andy Porter <aporter@refinedllc.com> Subject: RE: Andy, Thanks for sending. Confirmed the Heights and Width of the New Home With Applicant At this scale it is hard to read. Can you tell me what the width of the house is in feet in the front including the decks on the left side of the house and in the back of the house? The widest part of the house is measured at the rear, it is -11-64' Can I stop by your offices today and pick up this plan that your showing here? The city has copies of all the info you are looking for, I suggest you ask them for what you need. I am unavailable this weekend and booked up the first part of next week leading up to the Council hearing. And can you confirm these are the heights of the various floors as we discussed on our phone call? As I mentioned the "exact exact" calculations are yet to be engineered, but the numbers below are what we discussed and what I expect to be the final calculations. If you are unaware, the only variance we are seeking is the elevation of the first floor we are meeting or exceeding all the other city code requirements. Height In Feet Interior Floor etc. Total Basement 8.5 1.5 10 First Floor 9 1.5 10.5 Second Floor 8 0 8 Truss Height 10 10 38.5 --Nick Nick T. Boosalis Direct (612) 259-0702 Fax (612) 259-0703 .0146,- -„ek. tp.-4 ._ . Nt - • ,. .4 -1 \ . -k - - + , 1 • t ' .74114;11r4, •••• -4 . ' ;017.,..4,;= - '.., • ,-. . , Kris Aakers Handwritten Notes When Seeking Confirmation of My Meaurements New House First Floor Elevation Less Current Driveway Elevation Distance from Driveway to New First Floor in Ft 872.7 860.6 I 47 • 12.1 •‘4.---74n I . '2 75' 11.38"128.5' And can you confirm these are the heights of the various floors as we discussed on our phone call? As I mentioned the "exact exact" calculations are yet to be engineered, but the numbers below are what we discussed and what I expect to be the final calculations. If you are unaware, the only variance we are seeking is the elevation of the first floor.....we are meeting or exceeding all the other city code requirements. Height In Feet Interior Floor etc. Total Basement 8.5 1.5 10 First Floor 9 1.5 10.5 Second Floor 8 0 8 = 28.5 ft Truss Height 10 10 38.5 40, .f 7'.i..446'. \ , Att WA. 4Ih ., . 11.-"' - . A'74e11°'.' iip ip...,.4.- . ..,, .-• -N.ONNI« • - i.v 4f: s 1:i.1 1. 4' , ''';\ i $"; /147•.';!--- - ..47- ,. . - - '';0" ..-, . „, fr. :,..., . . 4 r,..,,, -,....: '7 -.. ' . -._ . •ri• .::•••• : . ._ ,,,,.- - ..:. ;:,, -4.,..• r. itt ., .,_.- /*pit . -- - - '• , . . 4. ?- Ie..; f' - r- , • - . _.-y_' - . l l --.. • f -_, _ .. . , .. , . -? -...m ' . k. .. . . The Front Elevation of the Proposed Home from the First Floor Up - f Kris Aaker's Handwritten Comments in Red What's the Height if You Were Standing at the Window on the 2nd Floor Elevation Ft Driveway Elevation is 860.6 Distance from Driveway to New First Floor in Ft 872.7 12.1 First Floor Height including Sub Flooring for 2nd Floor ;. (11. C 10.5 6 ft Person Standing on Second Floor 6 Distance from Driveway to Second Floor View 28.6 17W 41,-1. • ..•••• ?1;.• '• Where Does the First Floor of New Home Start in Relation to Tallest Home on Cul-De-Sac? • Started off in the driveway of 5712 Woodland Lane. • Flew it over to the tallest house 5705 Woodland Lane. • Kept the drone at an elevation of 12.1 feet. • Which is the height of where the first floor of the new home starts in relationship to the 5712 driveway. City Planning Commission Had Concerns About Height and How This Home Fit the Neighborhood • In my opinion, they saw illustrations that minimized the visual impact of the height of the structure. Some Illustrations Shown Were Inaccurate In Summary • This site has been for sale for years. • It did not sell because most buyers saw that they could not build a big enough house on the site because of the flood plain and sewer line. Hence they did not purchase the lot. • The variance the applicant is seeking clearly is too tall for the neighborhood, not in keeping with the character of the neighborhood and hence cannot be approved based on the city's guidelines repeated below. An increase in first floor elevation will only be permitted if the new structure or addition fits the character of the neighborhood in height, mass and scale. Thank You for Your Consideration Nick T and Katherine Boosalis 5704 Woodland Lane esidents Since 1995 (22 Years) The CITY of EDINA Appeal: 6. I foot I St floor Height Variance For:A new home located at 5712Woodland Lane 1 inch = 200 feet The CITY of EDINA EdinaMN.gov 2 1 inch = 50 feet The CITY of EDINA EdinaMN.gov 3 I 1 Legend 0 Building Footprint Parcels SO Water -- • Roads °N.,. Contours 2ft FLOOD WAY AREA 17c1 1% ANNUAL CHANCE FLOOD HAZARD I I 0.2% ANNUAL CHANCE FLOOD HAZARD 5712 Woodland Ln Panel 27053C0364F Effective Date: November 4, 2016 FEMA Base Flood Elevation = 860.2 ft (NGVD29) A May 2017 2016 FEMA Map The CITY of EDINA EdinaMN.gov 4 Legend FLD_ZONE, FLOODWAY 500-yr Floodplain 100-Yr Floodplain Floodway The CITY of EDINA EdinaMN.gov 5 The CITY of EDINA I I Legend Building Footprint Parcels 0 Water ® Roads 77A FLOODWAY AREA EdinaMN.gov 6 5712 Woodland Lane FEMA Base Flood Elevation = 860.2 ft NGVD Panel 27053C0364F (revised p nary) 1% ANNUAL CHANCE FLOOD HAZARD 0.2% ANNUAL CHANCE FLOOD HAZARD • Sanitary main N July 2016 A revised prelim FEMA Map 1 WOODLAND LANE ooQ4 PARK 3 EXISTING HOUSE gma The CITY of EDINA 7 EdinaMN.gov „Ft 2 OF C,R rE 6al HOLDER LOT 4, COLONIAL GROVE FOURTH ADDITION HENNEPIN' COUNTY, MINNESOTA bn .ER far NZ.'" PARK as lwn -14 89°54' 47" W 1 '1' z.,,NL Rk't LEGAL DESCRIPTION OF PRE1/1512 Lot 4, COL01441. ORM FOURTH ADDIVOq • denotes Iran tooO:er 1014 (WOO): denotes roiottng opot *wino, moon ;ea lore: datum .--5117_.<dabfltall eXiSalkj Contour 53e. Moon 000 loyal datum Searrogo ohotn are booed upon on oostsood 6468+, Itqa survey bingo to ahoy, the b000dorlos of Lima obova 4o:offbeat _HARDCOVER CAJALILKOCAS Lot area • 17,890 Sq. ft. Haute m 6880 sl Oriromy 4, 807 of Stoop 4. OS at SIdexak 20G sf Pao k tvoN • SOS 01 Total • SUS So. 14 1.4 It The CITY of EDINA EdinaMN.gov 8 The CITY of EDINA EdinaMN.gov 9 0.1 a NI. /s. fi/e,,,w674040-t/ ,t5P‘-f7e-iexti ham" *amp H.9141 4,41.Wfar.1.11.. — .111.0"-vm, PrAttS5-'-"'n =Zanat. sualsato. inftlemscraclasswes....L PARK 1 10,76,1 TI u PI I . 111•11 I e !`fli The CITY of EDINA Ed i naM N.gov I0 - REFINED FRONT PERSPC71VE IDGERIOR RENDERINGS A4 The CITY of EDINA 12 EdinaMN.gov 13 EdinaMN.gov •••5„,.y._ • - 1 NEIGHECOd HOUSE IMOCCIOUNO EXTERIOR RENDERINGS A; kauassasia=::: s'sVs - ; r ,ammit - - EAST ELEVATION W U Z 5 Z Z BozLLI o The CITY of EDINA AV" JALIN DESIGti REF= wZ U Z O 141 Z Z B0 Z '‹ w0 5 S w 0 Ell irpi RACED STOOP EAST ELEVATION Z I o IQ LLE Li] —a NORTH ELEVATION EXTERIOR RENDERINGS AA The CITY of EDINA 14 EdinaMN.gov CURRENT/EXISTING CONDITIONS ("New" lowest floor required to be 862.2) PROPOSED CONDITION, OVERLAYING EXISTING CONDITIONS EdinaMN.gov The CITY of EDINA I5 The CITY of EDINA PROPOSED CONDITION (WITHOUT LANDSCAPING/PLANTS) EdinaMN.gov 6 BALCONY GUST BEDRM 0 0 w to _-4 GARAGE MEDVI, RM MAN LEVEL ‘s-F ELEV. 872.7 c GARAGE \JF ELEV. 8622 The CITY of EDINA MAIN LEVEL ELEV. 8727 EXISTING HOUSE M.F. jcik ELEV. 865.6 AF LOWER LEVEL ELEV. 862.4 R6o 2 FLOOD PIA N EXISTING HOUSE LF. ickh ELEV. 858.3 8S6.2 AVERAGE CREEK WATER LEVEL BUILDING SECTION EdinaMN.gov 17 The CITY of EDINA Basement means a floor level of a building which is located partly or completely underground EdinaMN.gov 18 Ms. Brown introduced members of the Energy and Environment Commission and outlined their initiatives, esidential waste reduction through organics recycling. Commissioners Melissa Seeley and Michelle Horan shared their 201 focused on organics, which accounted for 25% of materials curbside recycling in 2019. plan and reduction goal that aste stream and their goal to offer Minutes/Edina City Council/November 8, 2017 The Council commented on compostable re ents and encouraged the Commission to bring forward recommendations with pros and cons s• could act in an informed manner. They noted Minneapolis's ordinance was strong in outcom- us product and organics and to-go packaging could be concurrent. Commissioner Horan agre- • oted staffing could be an issue for implementation. The Council agr impacts o 75% ere would be challenges but stressed the need to coordinate haulers to reduce the Ms. Brown noted Hennepin County's m. • • ntial waste by VII. PUBLIC HEARINGS HELD — Affidavits of Notice presented and ordered placed on file. VII.A. VARIANCE APPEAL, 5712 WOODLAND LANE, FIRST FLOOR ELEVATION VARIANCE, RESOLUTION NO. 2017-114 — TABLED FOR 45 DAYS Assistant City Planner Presentation Assistant City Planner Aaker said the applicant was requesting a 6.1-foot first floor height variance to allow the construction of a new home with a first floor more than one foot above for 7.1 feet in total for 5712 Woodland Lane. The property was located in the Minnehaha Woods neighborhood and a large part was located in the floodplain. She noted the standards required the basement elevation of a new home to be 2 feet higher than the FEMA base flood elevation and that the Planning Commission approved the variance on a vote of 4-2. The Council asked questions regarding the sanitary sewer easement and how difficult it would be to relocate. The Council commented on: the buildable area, crossing of the sewer line and driveway location, and confirmed conflicting code requirements regarding floodplain and basements, plus reasons for requiring basements and two-car garages. The Council inquired about run off responsibilities. Ms. Aaker confirmed there would be no redirecting of run-off to other properties and additional fill would not be required. Andy Porter, Refined Custom Homes, and Jeff Lindgren, Executive Lead, noted the Planning Commission's support and importance that the proposed home be removed from the floodplain. Mr. Porter outlined the 1 I -month long process and new home requirements and said the home would pose no water concerns to the other properties. He shared a video presentation of a simulated rain event and the flooding effect and stated the entire home was outside the 862 foot-level. Mr. Porter also shared two recent approvals of similar variance requests in the City and how neighboring properties would have the same issue. The Council confirmed the garage location and inquired about the amount of fill and other designs to minimize impact. Mr. Porter said the proposed home was a walk-out with no water impact to neighboring properties. He said they reviewed other design options but they did not fit the neighborhood and confirmed the amount of fill displacement had been offset. Mr. Porter said this was a difficult site with regard to water calculations and confirmed no impact to the neighborhood with the exception of a multi-level to a two-story pitched home. Mayor Hovland opened the public hearing at 8:12 p.m. Public Testimony Nick Boosalis, 5704 Woodland Lane, addressed the Council. Page 3 SITE P Minutes/Edina City Council/November 8, 2017 Tracy Eichorn-Hichs, 5708 Woodland Lane, addressed the Council. Richard Andron, 4075 West 51st Street, addressed the Council. Rick Wyatt, 5631 Woodcrest Drive, addressed the Council. Katherine Boosalis, 5704 Woodland Lane, addressed the Council. Heather Beil, 4236 Crocker Avenue, addressed the Council. Lori Grotz, 5513 Park Place, addressed the Council. Ken Potts, 4236 Proctor Avenue, addressed the Council. Member Fischer made a motion, seconded by Member Brindle, to close the public hearing. Ayes: Brindle, Fischer, Staunton, Stewart, Hovland. Motion carried. The Council inquired about distance between the existing home to the north and other currently non- conforming structures and how much foundation would show on the north side. Mr. Porter said the retaining wall receded approximately half-way or five feet. The Council discussed the size of homes and regulations that could address large-scale homes such as this and how to recognize floodplain and give latitude to address home height. The Council found there was clearly a hardship but said they had not seen design attempts to alleviate the problem and commented on retaining walls and how the home embraced the creek. The Council noted the distance was relatively close to the neighboring property and the front facade raised was accentuated. The Council supported postponement of the item for 45 days to allow for design alternatives. Member Staunton made a motion, seconded by Member Stewart, tabling Resolution 2017-114 for 45 days to further study the issue for a variance to exceed the one-foot first floor elevation of the previous home at 5712 Woodland Lane. Ayes: Brindle, Fischer, Staunton, Stewart, Hovland Motion carried. HDALE — REVIEWED, RESOLUTION NO. 2017-115 — A Community Development Director Presentation Community Development Director Teague said Simon Properties, managing me LLC was requesting a site plan review to build a standalone Shake Shack r of France Avenue and 66th Street at Southdale. He said the site w the mall and Macy's and the proposed restaurant project area and a I ,286-square foot outdoor patio area. Th the east side of the proposed building and building. He reviewed changes mad which included moving the that wrapped the rin Avenue to provi• - discussions . ' would e. thdale Center, n the southeast corner y a paved overflow parking for ,830-square foot interior restaurant rance to the restaurant would be located on cated on the east and south side of the proposed p icant based on issues raised during the sketch plan review, f back for more green space from France and 960 feet of sidewalk om the France Avenue acce pedestrian r. ack. Mr. Teague said staff had severa concept and vision of this corner and noted LifeTime Fitness uction from the current J.C. Penney which had been factored into the parking study. Page 4 NovusAGENDA Page 1 of 4 CLOSE Agenda City Council Meeting City of Edina, Minnesota Edina City Hall Council Chambers Tuesday, December 19, 2017 7:00 PM I. Call To Order II. Roll Call III. Approval Of Meeting Agenda IV. Community Comment During "Community Comment," the City Council will invite residents to share new issues or concerns that haven't been considered in the past 30 days by the Council or which aren't slated for future consideration. Individuals must limit their comments to three minutes. The Mayor may limit the number of speakers on the same issue in the interest of time and topic. Generally speaking, items that are elsewhere on tonight's agenda may not be addressed during Community Comment. Individuals should not expect the Mayor or Council to respond to their comments tonight. Instead the Council might refer the matter to staff for consideration at a future meeting. V. Adoption Of Consent Agenda All agenda items listed on the consent agenda are considered routine and will be enacted by one motion. There will be no separate discussion of such items unless requested to be removed from the Consent Agenda by a Member of the City Council. In such cases the item will be removed from the Consent Agenda and considered immediately following the adoption of the Consent Agenda. (Favorable rollcall vote of majority of Council Members present to approve.) A. Approve Minutes of December 5, 2017 Work Session and December 5, 2017 Regular City Council Meeting B. haps://edina.novusagenda.com/AgendaPublic/MeetingView.aspx?MeetingID=4788cMinut... 7/26/2019 NovusAGENDA Page 3 of 4 A. November Speak Up, Edina!: Grandview Green VII. Public Hearings During "Public Hearings," the Mayor will ask for public testimony after City staff members make their presentations. If you wish to testify on the topic, you are welcome to do so as long as your testimony is relevant to the discussion. To ensure fairness to all speakers and to allow the efficient conduct of a public hearing, speakers must observe the following guidelines: Individuals must limit their testimony to three minutes. The Mayor may modify times, as deemed necessary. Try not to repeat remarks or points of view made by prior speakers and limit testimony to the matter under consideration. In order to maintain a respectful environment for all those in attendance, the use of signs, clapping, cheering or booing or any other form of verbal or nonverbal communication is not allowed. A. PUBLIC HEARING: Issuance and Reissuance of Bonds Pursuant to Section 147(F) of the Internal Revenue Code, Resolution No. 2017-144 VIII. Reports/Recommendations: (Favorable vote of majority of Council Members present to approve except where noted) A. Resolution No 2017-147: 5712 Woodland Lane - First Floor Elevation Variance B. Sketch Plan Review: Pentagon Park North C. Resolution No. 2017-120: Approving Grants and Donations IX. Correspondence And Petitions A. Correspondence B. Minutes 1. Minutes: Community Health Commission, October 9 2017 2. htips://edina.novusagenda.com/AgendaPublic/MeetingView.aspx?MeetingID=478&Minut... 7/26/2019 N IHD 5712 Woodland Lane Variance request December 11, 2017 Re: December 19 City Council meeting Edina City Council, On behalf of our Client we submitted a variance request to the Planning Commission back in September of this year and received approval from the commissioners. The approval was then appealed by a neighbor and was heard in front of the City Council in November. The Council decided not to rule on the request and, instead, "tabled" the issue until the December 19 City Council meeting. During the November meeting we did not receive significant specific feedback on what modifications the Council preferred. The one comment we heard clearly was to "try harder". Since that November meeting we have met with Cary Teague in an attempt to get more clarity about what "try harder" could mean. Although we did not get a lot of specific information, Mr. Teague speculated that the Council might prefer a slab on grade (no basement) home. This would require a revised variance request to submit for a no basement variance in lieu of the variance we have requested (and received approval) from the Planning Commission. After our meeting with Mr. Teague we gathered with our Client and the architect to discuss the slab on grade idea. Although this proposed scheme was never preferred by our Client, we quickly realized the practical barriers to accomplishing this....Financing. Based on the reality of home financing today it would be virtually impossible to get the financing required to build or buy a home of this value with such a relatively small living space. Due to the tight footprint site conditions this suggested design would only allow us to achieve a home with a finished square footage of about 3400 square feet. Much like an appraiser/lender or future buyer would, we pulled data for new construction homes between $1.6 and $2.0 million in Edina over the past 5 years. There were no homes that fell in this finished square footage range. Although a typical appraiser or buyer would only look back a year, we searched back over the past 5 years, and the average new home built in Edina between $1.6 and $2.0 million had 5093 finished square feet. In this "past 5 year" search all the comparable homes which would be considered to justify the loan (or what a realtor or buyer would consider) are about 50% larger for the same price. Under this "no basement" scheme our home would be about 1700 square feet too small (which is about the size of an additional floor). These are the statistics appraisers and lenders (and eventually realtors and buyers) use to justify values. For these obvious reasons we decided the slab on grade/no basement option was neither practical nor feasible. So we went back to the "try harder" theme, which we now interpret to mean "work with the design originally presented and approved, but get the overall height down". What we accomplished was a +/-4.5 foot overall height reduction of the home (see images attached). The ridge line has been reduced from 901 to 896.6. 4.5 feet is considerable, it takes the overall height of the home (measured from the front stoop) from 28.3' to 23.9', which is a +/-16% reduction in height from the Planning Commission approved plan. We accomplished this by shallowing the pitch of the roof and pushing the roof eave/gutter line through some of the bedrooms on the 2nd floor. Although our Client is not excited to have reduced the living space of the 2' floor, they agreed to this in the spirit of compromise. On behalf of my Client we trust you will find our extra efforts acceptable on this very unique and difficult homesite. As you consider further please remember the benefits of this approval; 1. The neighborhood gets a fantastic new family of 5 in lieu of a vacant, deteriorating home, and 2. The City accomplishes the goal of removing a dangerous hazard from the floodway. Approving this proposal would be an enormous win for all. Thank you for your consideration, Andy Porter REFINED, LLC /7 \ • - t -p "7".7. rgizze LLE \ • rt Hovland. Motion carried. Minutes/Edina City Council/December 19. 2017 Member Stewart introduced and moved adoption of Resolution No. 2 1 orizing the reissuance of $2,100,000 General Obligation Bonds, Series 202C ssuance of $1,640,000 General Obligation Recreational Revenue Refunding Bo es 2017D. Member Staunton seconded the motion. Rollcall: Ayes: Brindle, Staunton, Stewart, Hov Motion carried. VIII. REPORT -11i 44 t 9 A • • •• present to approve p w ere no e VIII.A. RESOLUTION NO. 2017-147: 5712 WOODLAND LANE — FIRST FLOOR ELEVATION VARIANCE — ADOPTED Community Development Director Presentation Community Development Director Teague said this item was tabled at the November 8, 2017, City Council meeting to allow the applicant the opportunity to revise plans and design of the home to minimize neighborhood impacts. He explained the revisions of lowering the height of the home by 4.5 feet and while removal of the basement was considered, it was determined not feasible by the applicant. Mr. Teague said the Planning Commission approved the variance for a 6. I -foot first floor elevation variance request for a new home on a vote of 4-2. Applicant Presentation Andrew Porter, Refined Custom Homes, presented the revised plan to address the height and mass of the floor plan. He commented on the FEMA established flood plain and how they were forced to raise the current level from the current grade on only a portion of the lot due to the floodway. He referred to the suggestion to remove the basement requirement and the tight footprint but how the home would not qualify for financing or meet appraisal. He said the suggestion for a detached garage option would place the garage well into the floodway and a tuck-under garage would create a wall facing the cul-de-sac instead of a soft transition of landscaping. Mr. Porter presented a solution of a 4.5-foot reduction from 28.3 feet to 23.9 feet through reduction of peak pitch and outlined the benefits of approving the variance which included an occupied versus vacant home and removal of a dangerous hazard from the floodway. The Council asked questions regarding finished first floor elevations, flood plain levels, property value targets, and whether the inherent problems with the lot were factored into the value. Mr. Porter explained the value was based on lot value plus square footage which resulted in the $1.6-$2 million range. The Council inquired about lowering ceiling heights and the lowest proposed floor levels. Mr. Porter responded the lowest level was 858.3 feet or approximately four feet from where they have to be, adding since the home was a split-level the front door would be higher. The Council expressed concerns about changing the grade to come into compliance with FEMA and resulting in a retaining wall with similar drainage problems to the Morningside neighborhood and suggested the improvements occur without a variance. Mr. Porter said that option would not address the water concern and the height and look of the home would not be different. The Council said the home would not fit the character of the neighborhood as the front door would be six feet higher and suggested lowering the home to fit the neighborhood or finding other designs to work on the other side of the sewer line. Mr. Porter said setting the lowest floor at 862.2 feet made it difficult to fit the home into the neighborhood's character and building a porch or breezeway on the other side of the sewer line would place the home in the floodway. Page 3 Minutes/Edina City Council/December I9, 2017 The Council confirmed that fill would not be brought to the floodway but to the front yard and expressed concerns about the front door level and retaining walls. They commented on the threshold of the first floor and creating an artificial perch for the home as well as retaining walls and how the plan did not match neighborhood and the site dictates what could be built. Mr. Teague noted the Council must take action unless the applicant wished to extend the 60-day rule. Member Fischer moved to adopt Resolution No. 2017-147 denying a variance at 5712 Woodland Lane to exceed the I -foot first floor elevation of the previous home at 5712 Woodland Lane based on Section 2 Findings, Article 2.03, as amended that the applicant has not demonstrated that a new home can be built without a variance of the first-floor height as requested. Member Brindle seconded the motion. The Council considered a friendly amendment to include additional findings that a new home cannot be built as requested because the sewer line and flood plain make the buildable area of the lot significantly smaller than it appears. The Council clarified the home does not have to be a rambler and the applicant could construct another style of home. At the recommendation of City Attorney Knutson, the Council amended the motion to include Article 2.02 that the first-floor elevation and front door of the new home was too high compared to adjacent homes. Ayes: Brindle, Fischer, Staunton, Stewart, Hovland Motion carried. VI ' . , • ► ' 1 : . k • ' TH PARCEL — REVIEWED Community leve opmen Mr. Director Teague said the Council was asked to consider a sketch plan proposal to •p 10.86 of the 27 acres in the Pentagon North Parcel located on 77th Street, south of Fred Richa r He said the first phase of Pentagon North would include two five-story residential buildings underground parking, a 325-unit market rate all-age apartment building and a 225-unit continuu re senior building. Applicant Presentation Joe McElwain, Chase Real Estate, outlined the two-building c• entary use project that would kick-start the West 77th Street development and park plans for Fr- • ards Park. He stated the affordable housing development would be before the Council next year shared architectural aspects with brick, glass and design interest. He outlined the 750,000 square f shared elements of a residential market rate building and future phases that could include more ho The Council shared the proposed u 'ere acceptable but more mixed uses could be difficult. They commented about intentional entr to the Fred Richards Park and inquired why Chase would focus on the first 10 acres with senior arket rate apartments over the next two-three years. The Council suggested collaboration on ntry to the Park, water tables, decreased surface parking, shared parking and increased sustainabi orts such as a green roof, LEED standards, and solar where appropriate. The Council also shared ments regarding stormwater areas and a water feature. Mr. McElwain outlined parking of 40 sha tails with much more in future phases. The Coun ressed attracting tenants who rely on alternative modes of transportation and suggested outdoor eting space between buildings such as gazebos or pocket parks and setting back the top story for w. reas and undulations of elevation. The Council commented on crea with angled or p. lel parking and creatin t s resse' t e i of ement or people outside the property and commented on connectivity long-term for park benefit and a parkway feel. Mr. McElwain responded that a I 0-foot boulevard and new 8-foot pedestrian lane would be included as well as a meandering path. Page 4 RESOLUTION NO. 2017-147 RESOLUTION DENYING A VARIANCE AT 5712 WOODLAND LANE TO EXCEED THE 1-FOOT FIRST FLOOR ELEVATION OF THE PREVIOUS HOME AT 5712 WOODLAND LANE BE IT RESOLVED by the City Council of the City of Edina, Minnesota, as follows: Section I. BACKGROUND. 1.01 Refined, LLC requested a variance to/ increase the first floor elevation of the new home 6.1- feet higher than the current first floor elevation. 1.02 The property is legally described as follows: Lot 4, Colonial Grove Fourth Addition, Hennepin County, Minnesota. 1.03 Edina City Code Chapter 36 requires that a new structure be allowed a maximum I -foot increase in height of an existing first floor. 1.04 The applicant is proposing to increase the first floor building height 6.1-feet higher than the current first floor elevation. This requires a variance from Edina is zoning ordinance Chapter 36. 1.05 Minnesota Statutes, Section 462.354, Subdivision 12, and City Code Chapter 36 Division II Administration authorizes the Board of Adjustment and Appeals to grant variances. 1.06 On October I I, 2017, the Edina Planning Commission, acting as the Board of Adjustments and Appeals, held a public hearing on this application. The applicant was provided the opportunity to present information. The Board considered all of the hearing testimony and the staff report. The variance was granted on a vote of 4 ayes and 2 nays. 1.07 On October 16, 2017, Mr. Tracy R. Eichhorn-Hicks, 5798 Woodland Lane, Edina, MN, appealed the Planning Commission's approval of the variance request to the City Council. 1.08 On November 7, 2017, the Edina City Council held a public hearing on this appeal of a variance application. The appellant was provided the opportunity to present information. The City Council considered all hearing testimony and the staff report. The City Council voted unanimously to table the application until December 19, 2017, to give the applicant opportunity to redesign the proposal. 1.09 On December 19, 2017, the Edina City Council considered the redesign submitted by the applicant and denied the variance based on the following findings of fact. CITY OF EDINA 4801 West 50th Street • Edina, Minnesota 55424 www.EdinaMN.gov • 952-927-8861 • Fax 952-826-0389 KESULU I IUN NU. ZU I 1-14/ Page 2 Section 2. FINDINGS 2.0I The variance will alter the essential character of the neighborhood. The proposed building height is too high given the proximity to the adjacent single-family homes and is out of scale with the neighborhood. The existing home on the property is a rambler or split entry as are most of the homes in the area. The applicant could construct a rambler or split entry home which would be in keeping with the essential character of the neighborhood. 2.02. The first floor elevation of the new home is too high compared to adjacent homes. 2.03. The applicant has not demonstrated that a new home cannot be built on the property without the benefit of the first floor height variance as requested. A new home could be built without a basement which would remove the home from flood zone. Constructing a new home without a basement would require a variance but the variance would not alter the essential character of the neighborhood. 2.04. There is a single dwelling unit on the property currently, which is a reasonable use of the property. 2.05. The Flood Plain Ordinance allows for improvements to properties within the flood plain. The existing home has potential for improvement within the flood zone as provided by the ordinance. Section 3. DENIAL NOW THEREFORE, it is hereby resolved that the City Council of the City of Edina, denies the Variance as requested by the applicant for first floor height, ATTEST: Deb Mangen, City Clerk James B. Hovland, Mayor STATE OF MINNESOTA COUNTY OF HENNEPIN )SS CITY OF EDINA KLSOLU I ION NU. LW /-I4/ Page 3 CERTIFICATE OF CITY CLERK I, the undersigned duly appointed and acting City Clerk for the City of Edina do hereby certify that the attached and foregoing Resolution was duly adopted by the Edina City Council at its Regular Meeting of December 19, 2017, and as recorded in the Minutes of said Regular Meeting. WITNESS my hand and seal of said City this day of , 2017. Deb Mangen, City Clerk Appeal of an administrative decision for a new home building permit located at 5712 Woodland Lane. Chapter 36 - Zoning •Per ordinance, zoning decisions by staff may be appealed to the Planning Commission and are processed similar to a variance request: •Sec. 36-96. -Appeals of administrative decisions. •A person who deems himself aggrieved by an alleged error in any order, requirement, decision or determination made by an administrative officer in the interpretation and enforcement of this chapter may appeal to the board by filing a written appeal with the planning department within 30 days after the date of such order, requirement, decision or determination. The appeal shall fully state the order to be appealed and the relevant facts of the matter. EdinaMN.gov 2 Appeal staff’s 3 story decision •The owner is intending to construct a two-story house with a full basement and contends that it complies with zoning. •The plan stipulates that the 1st floor of the home is the basement and that the basement does not count as a story regarding maximum height. •Staff interprets the plan as a 3-story home with the basement counting as a story. Staff contends the house plan does not comply with the 2 ½ story maximum zoning ordinance allowance. 3 Ordinance language •Sec. 36-10. — Definitions. •Basement means a floor level of a building which is located partly or completely underground. •Story means that portion of a building included between the surface of any floor and the surface of the •floor next above, or if there is not a floor above, the space between the floor and the ceiling above. A •basement with more than 50 percent of its exterior wall area located entirely below the proposed ground •elevation adjoining the basement shall not be counted as a story. •Sec. 36-438. - Requirements for building coverage, setbacks and height •Height. •The maximum height to the highest point on a roof of a single or double dwelling unit shall be 30 feet. For •lots that exceed 75 feet in width, the maximum height to the ridge line shall be 35 feet, and the maximum •height may be increased by one inch for each foot that the lot exceeds 75 feet in width. In no event shall •the maximum height exceed 40 feet or 2 1/2-stories whichever is less. EdinaMN.gov 4 EdinaMN.gov 5 EdinaMN.gov 6 EdinaMN.gov 7 EdinaMN.gov 8 EdinaMN.gov 9 Background •The owner had previously submitted a variance application to allow a home with a 1st floor height exceeding the allowable 1 foot maximum to construct a home plan that is similar to the subject plan. •The variance request stipulated the 1st floor was established as the floor above the basement and therefore was proposed higher than 1-foot above the existing home’s 1st floor/entry elevation. EdinaMN.gov 10 •The variance was approved by the Planning Commission on October 11, 2017. •The decision was reversed on appeal by the Edina City Council on December 19, 2017 EdinaMN.gov 11 •Over the last 1 ½ years, the owner revised the home design and established the basement as the new “first floor,” (new first floor is lower than old entry elevation/first floor of previous home, no variance needed), and submitted a building permit application in May 2019. •The applicant presents the plan as a 2-story home with the basement as the new first floor and with the basement having more than 50% of the exterior wall located entirely below the proposed ground elevation adjoining the basement and therefore not counting as a story. Staff does not agree with that interpretation EdinaMN.gov 12 EdinaMN.gov 13 EdinaMN.gov 14 •Of the perimeter length, approximately 119 feet, or roughly 59% of the exterior wall area of the basement is exposed and is above grade with approximately 80 feet, or roughly 40% of wall area is below proposed grade. •Staff concluded the basement has more than 50% of the exterior wall area above the ground and therefore must be counted as a story. EdinaMN.gov 15 EdinaMN.gov 16 EdinaMN.gov 17 EdinaMN.gov 18 EdinaMN.gov 19 EdinaMN.gov 20 Discussion items: •The applicant has established the basement as the new 1st floor. •The applicant established the “planter box retaining walls” in the plans as “proposed ground elevation adjoining the basement” and therefore excludes the basement as a story. •Applicant contends, the new home is 2 stories above the 1st floor, (basement), and the 1st floor/basement does not count as a story when considering height. EdinaMN.gov 21 •On August 28, 2019, the Planning Commission unanimously upheld Staff’s determination that the proposed building for 5712 Woodland Circle is a 3 story home. •The property owner has appealed the Planning Commission’s decision to the City Council. EdinaMN.gov 22 EdinaMN.gov 23 Variance Plan Denied on appeal by City Council - 2017 EdinaMN.gov 25 EdinaMN.gov 26 EdinaMN.gov 27 EdinaMN.gov 28 EdinaMN.gov 29 EdinaMN.gov 30 EdinaMN.gov 31 EdinaMN.gov 32 EdinaMN.gov 33 EdinaMN.gov 34 •The FEMA flood plain requirements limit the amount of fill on the property. The minimum low floor/basement elevation must be two feet above the base flood elevation of 860.2’, so a minimum low floor of 862.2’. Only a small portion of the basement may be below the existing grade given the flood elevation so without regrading, all basement walls would be exposed. All grades around the new home are proposed to be altered, with some portions of the basement covered with soil and retaining walls. EdinaMN.gov 35 EdinaMN.gov 36 EdinaMN.gov 37 EdinaMN.gov 38 EdinaMN.gov 39 EdinaMN.gov 40 EdinaMN.gov 41 EdinaMN.gov 42 EdinaMN.gov 43 EdinaMN.gov 44 EdinaMN.gov 45 5712 Woodland lane & the 50% basement code Edina City is denying us a permit, while many other homes with the same condition are being permitted without question. Examples of a few homes the City of Edina has permitted that do not have 50% grade coverage of the basement. •5924 Interlachen •6633 Parkwoood •6117 Brookview •4401 Little •5837 Brookview •5901 Oaklawn 5905 Tamarac •5905 Tamarac •5420 Halifax We could not understand why these homes were being permitted and ours was not. Homes that did not have 50% of their basement covered were granted permits before and after the city denied us. To be sure that we were not misunderstanding the code we emailed the city asking specifically about a few homes. From:Andy Porter <aporter@refinedllc.com> Sent:Friday, January 4, 2019 5:39 PM To:Kris Aaker <KAaker@EdinaMN.gov>; Chad Holder <chad@chadholder.com> Cc:Jeff Lindgren <jlindgren@jalin-design.com>; Cary Teague <cteague@EdinaMN.gov>; Emily Bodeker <EBodeker@EdinaMN.gov>; Roger Knutson <RKnutson@ck-law.com> Subject:RE: 5712 Woodland vs 5901 Oaklawn Hello Kris, Hope you had a nice Holiday. So, if I am reading your email correctly you are acknowledging the 5901 Oaklawn project does not meet the required ordinance.Right? Andy From:Kris Aaker [mailto:KAaker@EdinaMN.gov] Sent:Saturday, January 5, 2019 8:29 AM To:Andy Porter <aporter@refinedllc.com>; Chad Holder <chad@chadholder.com> Cc:Jeff Lindgren <jlindgren@jalin-design.com>; Cary Teague <cteague@EdinaMN.gov>; Emily Bodeker <EBodeker@EdinaMN.gov>; Roger Knutson <RKnutson@ck-law.com> Subject:RE: 5712 Woodland vs 5901 Oaklawn Dear Andy, Yes. Thanks, Kris From:Andy Porter <aporter@refinedllc.com>Sent:Tuesday, December 4, 2018 5:13 PMTo:Kris Aaker <KAaker@EdinaMN.gov>Cc:chad@chadholder.com; Jeff Lindgren <jlindgren@jalin-design.com>; Cary Teague <cteague@EdinaMN.gov>; Emily Bodeker<EBodeker@EdinaMN.gov>; Roger Knutson <RKnutson@ck-law.com>Subject:5712 Woodland vs 5837 Brookview Kris, Can you check this one for the 50% rule calculations for me?Let me know if it meets the requirements. Thanks Andy On Dec 10, 2018, at 11:01 AM, Kris Aaker <KAaker@EdinaMN.gov> wrote: Dear Andy, It does not. 5837 Brookview submitted building permit application on 10/19/2017. That permit was issued prior to review of 5712 Woodland Road’s building permit application on 6/18/2018 with subsequent review and discussion by the City Attorney. Thanks, Kris Subject:5712 Woodland v 5905 Tamarac Hello Kris, Hope you had a nice Thanksgiving. We are continuing to work through possible solutions to our permitting challenge.We have been working with City engineering per your direction to see if we can meet your “50% below grade” interpretation while trying to avoid conflicts with the established floodway.Although it is not our preference, I think we have a solution for this. We have also been looking at other recent homes permitted and built in the City and are still trying to understand how our home is not meeting the 50% requirement yet others are.In particular, the home being built at 5905 Tamarac Lane. It seems to be a very similar situation to ours, can you provide us with the calculations/explanation how this home meets the “50% below grade for the lowest floor”? Please get back to me as soon as you are able. Thanks, Andy Porter From:Kris Aaker [mailto:KAaker@EdinaMN.gov] Sent:Monday, December 3, 2018 8:48 AM To:Andy Porter <aporter@refinedllc.com> Cc:chad@chadholder.com; Jeff Lindgren <jlindgren@jalin- design.com>; Cary Teague <cteague@EdinaMN.gov>; Emily Bodeker <EBodeker@EdinaMN.gov>; Roger Knutson <RKnutson@ck-law.com> Subject:FW: 5712 Woodland v 5905 Tamarac Andy, Planning Staff believed at the time of variance application the project met all of the zoning codes with the exception of the 1st floor height rule. The application indicated the intent to comply with all other requirements. Upon your request, Planning Staff reviewed the basement calculations and it falls short of the “50% below grade for the lowest floor” rule. Planning Staff will be mindful that future similar projects comply. Sincerely, Kris 5716 Fairfax Avenue example From:Jeff Lindgren [mailto:jlindgren@jalin-design.com]Sent:Tuesday, October 31, 2017 8:27 AMTo:Kris AakerSubject:Variance for home Kris, Can you tell me if there was a variance for this address: 5716 Fairfax Avenue, Edina, MN Thanks! Jeff A. Lindgren From:Kris Aaker <KAaker@EdinaMN.gov> Date:October 31, 2017 at 8:45:18 AM CDT To:'Jeff Lindgren' <jlindgren@jalin- design.com> Subject:RE: Variance for home No. The house plans were reviewed by the City Attorney…the home has two new front entries, one @ garage level that enters into the main part of the house, (behind a retaining wall), the other above. Our plan has more of the basement covered without the back retaining wall then this Fairfax home. To receive equal protection, we should be given the same right and allowances given to all the other Edina property owners who have received building permits that do not conform to this code. We would like to be treated like everyone else. Thank you. Other recently found homes not meeting requirement. •6451 McCauley Terrace •6453 McCauley Terrace •6237 Knoll Dr In the past the City of Edina has allowed proposed grade to increase the height of homes. There are many homes in the city that have retaining walls built solely for this purpose. We too have built a retaining wall to establish proposed grade to meet the cities code requirements. Date: October 15, 2019 Agenda Item #: IX.A. To:Mayor and City Council Item Type: Other From:Jennifer Garske, Executive Assistant Item Activity: Subject:Correspondence Information CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: None. INTRODUCTION: Attached is correspondence received since the last City Council meeting. ATTACHMENTS: Description Correspondence 10-15-19 City of Edina Correspondence Submission Correspondence Selection * Data Practices Advisory: Any information submitted through this form will be emailed to all City Council Members and submitted for inclusion in the next public “Council packet.” Council packets are permanent records of materials prepared for City Council meetings. Council packets are public documents that are available in print, published on the City’s website and maintained in permanent electronic records. You are not required to complete any fields of this form. However, if you do not provide your name and street or email address, your comments will not be included in the Council packet. Open Meeting Law City Council Members receive and consider all feedback sent through this form. Because of the open meeting law, Council Members cannot engage in back-and-forth emails involving a quorum of three or more members. For that reason, you might not receive a response from them. You might also receive a response from a City staff member. Email City Council: If you only want to email the City Council and not send your comments for publishing, contact members at CityCouncil@EdinaMN.gov. Contact Executive Assistant Jennifer Garske, at JGarske@EdinaMN.gov, if you have any questions or require assistance. Council Packet Deadline Correspondence must be received by noon the Thursday prior to a City Council meeting in order to ensure it is published in the packet prior to the Council meeting. Submissions after that time may be included in a future Council packet. Name * Street Address City State Zip Code Phone Number Email Comments * File Upload Mayor & City Council Richard Bale 5805 Oak Lane Edina Minnesota 55436 6123251811 no dashes or spaces rbale@larsonking.com Please include this letter in the council packet for the October 15, 2019 meeting in connection with the Elliott proposal for a replat and variance of Outlot A, Oak Lane. Thank you. Rick Bale Attachments allowed: pdf, jpg, png Letter to City of Edina re temporary cul-de-sac.pdf 54.76KB By submitting this form, I have read and agree to the Data Practices Advisory above. City of Edina Correspondence Submission Correspondence Selection * Data Practices Advisory: Any information submitted through this form will be emailed to all City Council Members and submitted for inclusion in the next public “Council packet.” Council packets are permanent records of materials prepared for City Council meetings. Council packets are public documents that are available in print, published on the City’s website and maintained in permanent electronic records. You are not required to complete any fields of this form. However, if you do not provide your name and street or email address, your comments will not be included in the Council packet. Open Meeting Law City Council Members receive and consider all feedback sent through this form. Because of the open meeting law, Council Members cannot engage in back-and-forth emails involving a quorum of three or more members. For that reason, you might not receive a response from them. You might also receive a response from a City staff member. Email City Council: If you only want to email the City Council and not send your comments for publishing, contact members at CityCouncil@EdinaMN.gov. Contact Executive Assistant Jennifer Garske, at JGarske@EdinaMN.gov, if you have any questions or require assistance. Council Packet Deadline Correspondence must be received by noon the Thursday prior to a City Council meeting in order to ensure it is published in the packet prior to the Council meeting. Submissions after that time may be included in a future Council packet. Name * Street Address City State Zip Code Phone Number Email Mayor & City Council Matt Hansen 5805 Garden Ave Edina Minnesota 55436 6122813918 no dashes or spaces mphansen6@gmail.com Comments * File Upload By submitting this form, I have read and agree to the Data Practices Advisory above. Council Members, We were recently were made aware of the proposed development by Lance Elliot on an Outlot on Oak Lane. It's my understanding he has proposed and gained planning commission approval to replat the property to make it a buildable lot accessible via a driveway/ally off of Oak Lane. It is also my understanding that the property does not meet a depth requirement based upon the average depths of adjacent properties and therefore requires a variance from the City via this process. Additionally, we have environmental concerns about this development, including wildlife, mature trees being cut down and water table concerns that have been verified in the past. Mr Elliot also cannot pass the requirement of “will the development change the essential characteristic of the neighborhood.” In my opinion, along with others on the planning commission, this development absolutely changes our neighborhood so you can’t affirmatively answer that question. Attachments allowed: pdf, jpg, png City of Edina Correspondence Submission Correspondence Selection * Data Practices Advisory: Any information submitted through this form will be emailed to all City Council Members and submitted for inclusion in the next public “Council packet.” Council packets are permanent records of materials prepared for City Council meetings. Council packets are public documents that are available in print, published on the City’s website and maintained in permanent electronic records. You are not required to complete any fields of this form. However, if you do not provide your name and street or email address, your comments will not be included in the Council packet. Open Meeting Law City Council Members receive and consider all feedback sent through this form. Because of the open meeting law, Council Members cannot engage in back-and-forth emails involving a quorum of three or more members. For that reason, you might not receive a response from them. You might also receive a response from a City staff member. Email City Council: If you only want to email the City Council and not send your comments for publishing, contact members at CityCouncil@EdinaMN.gov. Contact Executive Assistant Jennifer Garske, at JGarske@EdinaMN.gov, if you have any questions or require assistance. Council Packet Deadline Correspondence must be received by noon the Thursday prior to a City Council meeting in order to ensure it is published in the packet prior to the Council meeting. Submissions after that time may be included in a future Council packet. Name * Street Address City State Zip Code Phone Number Email Mayor & City Council S. D. LAWRENCE 1857 SLOOP PLACE OAK HARBOR WA 98277 3607202337 no dashes or spaces animalover1952@yahoo.com Comments * File Upload By submitting this form, I have read and agree to the Data Practices Advisory above. How can your Mayor try to block Trump from speaking, when the Mayor says NOTHING about ILHAN OMAR & RASHIDA TLAIB'S HORRIFIC RANTS, RACISM & POISON? YOU'RE ALL AS HORRIBLE AS THOSE TWO POISONOUS WOMEN. And you're not even smart enough to realize that it's the Democrats (and I voted for Obama twice) who are the divisive ones - they are terrified their corruption will come to life. How did Obama just afford to buy a FIFTEEN MILLION DOLLAR ESTATE ON THE WATER, when he was ONLY worth $100,000 upon taking office? Really worried about Climate Change, huh? How many MILLIONS have all these Democrats taken from Lobbyists and others? Are YOU as corrupt as the rest? You must be, or you wouldn't be so afraid of Trump. I HOPE YOU ALL GO TO HELL, RIGHT ALONG WITH HITLER - WHO YOU OBVIOUSLY ENDORSE. Attachments allowed: pdf, jpg, png City of Edina Correspondence Submission Correspondence Selection * Data Practices Advisory: Any information submitted through this form will be emailed to all City Council Members and submitted for inclusion in the next public “Council packet.” Council packets are permanent records of materials prepared for City Council meetings. Council packets are public documents that are available in print, published on the City’s website and maintained in permanent electronic records. You are not required to complete any fields of this form. However, if you do not provide your name and street or email address, your comments will not be included in the Council packet. Open Meeting Law City Council Members receive and consider all feedback sent through this form. Because of the open meeting law, Council Members cannot engage in back-and-forth emails involving a quorum of three or more members. For that reason, you might not receive a response from them. You might also receive a response from a City staff member. Email City Council: If you only want to email the City Council and not send your comments for publishing, contact members at CityCouncil@EdinaMN.gov. Contact Executive Assistant Jennifer Garske, at JGarske@EdinaMN.gov, if you have any questions or require assistance. Council Packet Deadline Correspondence must be received by noon the Thursday prior to a City Council meeting in order to ensure it is published in the packet prior to the Council meeting. Submissions after that time may be included in a future Council packet. Name * Street Address City State Zip Code Phone Number Email Comments * File Upload By submitting this form, I have read and agree to the Data Practices Advisory above. Mayor & City Council Jennifer Janovy no dashes or spaces jjanovy@outlook.com Please see attached. Thank you. Attachments allowed: pdf, jpg, png Janovy correspondence 10-13-19.pdf 52.38KB Dear Edina City Council: I was glad to read in the Edina Sun Current (10/10/2019) that Edina received a grant to largely fund six firefighter/paramedic positions over the next three years. Two comments in the article caught my eye. Manager Neal was quoted as "citing an aging population as a main reason for rising paramedic demand.” A review of Edina census findings shows that the percentage of Edina residents age 65 and over has been steady since 2000 (around 21%). What has increased is the total population. It is not so much that Edina has an aging population, but that it now has a larger population. The Response Times and Station Location study cited two future challenges to response times: Increasing density and larger buildings. The 2018 Comp Plan cited development/redevelopment, along with changing demographics toward a more diverse community and affordable housing, as why there is a need for additional emergency services. The need for additional emergency services personnel is the product not of “an aging population” but of city decision making and a bent toward development, densifying areas and growing the population. Mayor Hovland was quoted as saying: “It’s a pretty dramatic change in employee level in one fell swoop. I see the allure of federal money, but I am concerned that three years from now, are we still going to need all six of them?” Yes. Obviously, yes. Edina’s population increased about 9.5% from 2010 to 2018. In 2020, it is expected to be 14.7%. And, by 2030, another 9%. People consume emergency services. More people consume more services. The larger and taller the buildings, the more complex emergency response can be. If paying for the new emergency services personnel after the grant period is a concern, then rethink the vision for a denser, more populous community. The Edina community thrived for decades with very little population growth. In recent years, development has thrived, but the community has been challenged. In 2019, only 50% of residents said quality of life in Edina was excellent, down from 90% in 2011. Only 57% of residents said Edina is moving in the right direction, down from 92% in 2011. The top reason for saying Edina is on the wrong track: “poor development/overbuilding/density.” The most serious issues for Edina residents in 2019 were “housing concerns (tear downs, overdevelopment, affordability).” In 2011, the most serious issue was “Nothing.” These are not only changes in public perception, but also in the public’s experience. As much as it is repeated that change is happening in only 7% of the community, the reality is that it is being experienced in 100%. The need for additional emergency services personnel, which affects every Edina resident, is just one example. We are in or just entering a time period when needs created by growth are beginning to become evident, or if already evident, they are requiring action. If growth over the past few years has been Edina’s “moment on the lips” period, we are now getting a sense of the “lifetime on the hips” realities. Edina is being asked to take on more than its fair share of Metro growth. I understand that population projections are not mandates or targets, but they are responsive to city and market interest in development. Take a look at the attached table to see how Edina’s actual and forecasted population growth exceeds that of other cities, including Minneapolis and all other west metro first ring communities. The benefits of this much growth have not been articulated in a way that stands up to any critical challenge. In fact, I don’t know that the benefits of population growth have been articulated at all. Population growth is a by-product of residential development. The benefits of development are discussed in terms of tax base, land use, and urban design ideas around walkability, sustainability, public space/public use, and transit. The benefits and detriments to a “fully developed” community of adding over 7,000 human beings (2010-2020) is rarely, if ever, the focus. It should be. I would be happy to meet with each of you to discuss the attached data and hear your thoughts about population growth. Please let me know. As always, thank you for the work that you do on behalf of our community. Jennifer Janovy Population Growth: Comparison to other communities Average % population increase, 2010-2018 Average % population increase forecasted, 2020-2040 Edina 9.48% 15.6% West metro first ring communities 4.52% 6.89% West metro urban communities (excluding Edina) 4.09% 8.58% West metro urban center communities 5.02% 4.78% West metro suburban communities 7.71% 13.32% West metro suburban edge communities 14.6% 18.56% West metro emerging suburban edge communities 11.82% 38.95% Minneapolis 11.19% 11.23% Sources: Met Council community pages, census.gov, Edina 2018 comp plan West metro first ring suburbs: Edina, Brooklyn Center, Robbinsdale, Golden Valley, St. Louis Park, Bloomington, Richfield West metro urban communities: Edina, Bloomington, Golden Valley, New Hope, Crystal, Brooklyn Center West metro urban center communities (excluding Minneapolis): Richfield, Hopkins, St. Louis Park, Robbinsdale West metro suburban communities (west of Minnetonka not included): Eden Prairie, Minnetonka, Brooklyn Park, Champlin West metro suburban edge communities: Plymouth, Maple Grove West metro emerging suburban edge communities: Chanhassen City of Edina Correspondence Submission Correspondence Selection * Data Practices Advisory: Any information submitted through this form will be emailed to all City Council Members and submitted for inclusion in the next public “Council packet.” Council packets are permanent records of materials prepared for City Council meetings. Council packets are public documents that are available in print, published on the City’s website and maintained in permanent electronic records. You are not required to complete any fields of this form. However, if you do not provide your name and street or email address, your comments will not be included in the Council packet. Open Meeting Law City Council Members receive and consider all feedback sent through this form. Because of the open meeting law, Council Members cannot engage in back-and-forth emails involving a quorum of three or more members. For that reason, you might not receive a response from them. You might also receive a response from a City staff member. Email City Council: If you only want to email the City Council and not send your comments for publishing, contact members at CityCouncil@EdinaMN.gov. Contact Executive Assistant Jennifer Garske, at JGarske@EdinaMN.gov, if you have any questions or require assistance. Council Packet Deadline Correspondence must be received by noon the Thursday prior to a City Council meeting in order to ensure it is published in the packet prior to the Council meeting. Submissions after that time may be included in a future Council packet. Name * Street Address City State Zip Code Phone Number Email Comments * File Upload By submitting this form, I have read and agree to the Data Practices Advisory above. Mayor & City Council John Glieden 5515 Grove Street Edina MN 55436 6122458278 no dashes or spaces john@shermanins.com Please see the attached. Attachments allowed: pdf, jpg, png Out lot A Variance rejection request..pdf 209.95KB I am writing to ask that you decline the application for a variance to replat outlot A. Oak Lane. The property does not meet the standard to obtain a variance and therefore I request you deny it. One criterion for a variance is: the condition for the variance was not created by the petitioner. That criterion has not been met. The property owner agreed with the terms and conditions that the Edina Planning Commission and the Edina City Council proposed: that property could not be replatted unless and until Oak Lane was extended to Garden Avenue with a 50 ft. street. These conditions were agreed to both in 1975 and 1985. The City Attorney, Edina Planning Commission, Edina City Council, and the Austin’s agreed that replatting of the outlot could only occur when the “loop road” extension of Oak Land to Garden Avenue was completed. In reading the history of the discussion and resolutions in regard to this lot it seems clear that the Austin’s were trying to preserve the right to develop the property If and When the street was completed. These conditions have not and cannot be met so I believe that the variance request should be denied. Respective submitted John Glieden City of Edina Correspondence Submission Correspondence Selection * Data Practices Advisory: Any information submitted through this form will be emailed to all City Council Members and submitted for inclusion in the next public “Council packet.” Council packets are permanent records of materials prepared for City Council meetings. Council packets are public documents that are available in print, published on the City’s website and maintained in permanent electronic records. You are not required to complete any fields of this form. However, if you do not provide your name and street or email address, your comments will not be included in the Council packet. Open Meeting Law City Council Members receive and consider all feedback sent through this form. Because of the open meeting law, Council Members cannot engage in back-and-forth emails involving a quorum of three or more members. For that reason, you might not receive a response from them. You might also receive a response from a City staff member. Email City Council: If you only want to email the City Council and not send your comments for publishing, contact members at CityCouncil@EdinaMN.gov. Contact Executive Assistant Jennifer Garske, at JGarske@EdinaMN.gov, if you have any questions or require assistance. Council Packet Deadline Correspondence must be received by noon the Thursday prior to a City Council meeting in order to ensure it is published in the packet prior to the Council meeting. Submissions after that time may be included in a future Council packet. Name * Street Address City State Zip Code Phone Number Email Mayor & City Council Ronald Fraboni 5505 Grove Street Edina MN 55436 9529259327 no dashes or spaces frabonimn@earthlink.net Comments * File Upload By submitting this form, I have read and agree to the Data Practices Advisory above. Re: Resolution No. 2019-66 Lance Elliott Proposed Variance to Outlot The planning commission and Council has seen many contacts from myself and other neighbors who will be impacted by the proposed development of the outlot which is directly behind my house at 5505 GROVE ST. There are many negative issues which have been addressed related to this proposal and they have been well documented in communications to the Council. I believe you are well aware of the opposition of the neighborhood and expect that several persons will speak at the upcoming meeting. Ron Anderson has viewed the property in question and may be able to give a first-hand report to other members. I urge you to reject the approval of this development and thank you for your consideration. Ron Fraboni Attachments allowed: pdf, jpg, png City of Edina Correspondence Submission Correspondence Selection * Data Practices Advisory: Any information submitted through this form will be emailed to all City Council Members and submitted for inclusion in the next public “Council packet.” Council packets are permanent records of materials prepared for City Council meetings. Council packets are public documents that are available in print, published on the City’s website and maintained in permanent electronic records. You are not required to complete any fields of this form. However, if you do not provide your name and street or email address, your comments will not be included in the Council packet. Open Meeting Law City Council Members receive and consider all feedback sent through this form. Because of the open meeting law, Council Members cannot engage in back-and-forth emails involving a quorum of three or more members. For that reason, you might not receive a response from them. You might also receive a response from a City staff member. Email City Council: If you only want to email the City Council and not send your comments for publishing, contact members at CityCouncil@EdinaMN.gov. Contact Executive Assistant Jennifer Garske, at JGarske@EdinaMN.gov, if you have any questions or require assistance. Council Packet Deadline Correspondence must be received by noon the Thursday prior to a City Council meeting in order to ensure it is published in the packet prior to the Council meeting. Submissions after that time may be included in a future Council packet. Name * Street Address City State Zip Code Phone Number Email Comments * File Upload By submitting this form, I have read and agree to the Data Practices Advisory above. Mayor & City Council Steve Housh 5808 Garden Avenue Edina MN 55436 9529265410 no dashes or spaces shoush@comcast.net Please see attachments regarding proposed variance for outlot off of Oak Street. Attachments allowed: pdf, jpg, png 101319 City Meeting Comments.pdf 23.39KB My name is Steve Housh and I live at 5808 Garden Avenue, just to the East of the wetland adjacent to the outlot. I would recommend you accept staff’s option of denial of this Lot Depth Variance: 1.I believe it is critical to consider that this is an outlot. A key component in defining this as an outlot was the assumption that a street would be built between Oak and Garden. This is according to the city plans originally developed 45 years ago (and subsequently modified 35 years ago). 2.The reason that a street has not been developed between the two cul de sacs is that a critical wetland would be disrupted. I would suggest that this is a positive development for our community, the city and the planet that our planning and development has evolved over time to take into consideration the need for natural wetlands within our development plans. 3.Since a city street has not been developed and staff indicate that this street is “not likely to be constructed in this right-of-way due to the location of wetland to the east”, now the developer is looking to utilize the city’s right of way for a 200 foot driveway that will encircle an existing home and will require the new homeowner to put in a sprinkler system since the home can not be reached by the Edina fire department. This does not on the surface seem like a reasonable, practical use of this out-lot. 4.Beyond proposing a plan that does not match with the original development plan, this unusual plan also requires a variance in the lot depth. Proximity matters when granting a variance. You will see an analysis of lot size of homes within 500 feet of the proposed lot. However, I suggest you consider the following: •Consider the 10 lots immediately surround this home. 60% of the lots immediately surrounding this lot are significantly larger than the proposed lot. The front entrance of the home on the new site would be facing 100% of lots that are significantly larger than the proposed lot. The 40% of lots that are smaller than the proposed lots are the four lots that would be most negatively impacted by the granting of this variance - since the new home would be located immediately proximate to their back yards. 5.I think a reasonable person would be able to see that the granting of this variance would be harmful to these adjoining properties and would certainly change the character of the neighborhood for these homeowners. 6.So why is it reasonable to deny this request for a variance in this case? a.It requires use of a right of way that is not aligned with the original plan for the area. b. The plan has evolved as wetlands are recognized and valued in our more recent city and community planning - providing protection for wild-life that is abundant in the wetland and the surrounding forested area. c. The plan requires a variance that is not consistent when considering the most proximate properties. d. This variance would negatively impact the surrounding homeowners and would change the character of the neighborhood for all of the 16 houses that surround this wetland area. Thanks for your serious consideration of staff’s option of denial of this Lot Depth Variance. Date: October 15, 2019 Agenda Item #: B.1. To:Mayor and City Council Item Type: Minutes From:Jennifer Garske, Executive Assistant Item Activity: Subject:Minutes: Human Rights & Relations Commission, Aug. 27, 2019 Information CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: None. INTRODUCTION: Receive the Human Rights & Relations Commission minutes of Aug. 27, 2019. ATTACHMENTS: Description Aug. 27, 2019 HRRC Meeting Minutes Draft Minutes☐ Approved Minutes☒ Approved Date: 9/24/2019 Minutes City Of Edina, Minnesota Human Rights & Relations Commission Edina City Hall, Community Room, Aug. 27, 2019, 7 p.m. I. Call To Order Chair Nelson called the meeting to order at 7:03 p.m. II. Roll Call Answering Roll Call: Chair Nelson, Commissioners Edwards, Epstein, Kennedy, Meek, Ross, Stringer Moore and Student Commissioner Moss-Keys. Staff Present: Heidi Lee, Race & Equity Coordinator, and Jennifer Garske, Executive Assistant. Absent: Commissioners Arseneault, Beringer and Student Commissioner Waldron. III. Approval Of Meeting Agenda Motion by Commissioner Kennedy to approve the Aug. 27, 2019 meeting agenda, seconded by Commissioner Epstein. Motion carried. IV. Approval Of Meeting Minutes Motion by Commissioner Kennedy to approve the July 16, 2019 meeting minutes, seconded by Commissioner Meek. Motion carried. Commissioner Stringer Moore arrived at 7:05 p.m. V. Special Recognitions and Presentations A. Welcome to Commissioner Rick Ross a. Chair Nelson introduced new Commissioner Rick Ross. b. Commissioner Ross shared about his background and career with Commissioners. VI. Community Comment—None VII. Reports/Recommendations A. 2019 Commission Work Plan a. The Commission discussed the Work Plan. i. Staff was directed to update Work Plan with initiatives Commissioner Ross would like to be on. ii. Initiative #1 was discussed, and Staff Liaison Lee shared the protocol and procedures document is in draft form. The Communications & Technology Services Department is looking for feedback from HRRC on the June 2019 draft. Commission requested the comments from the feedback group for review. Draft Minutes☐ Approved Minutes☒ Approved Date: 9/24/2019 iii. The group discussed Initiative #2 and what was suggested at the Work Session with the City Council July 18. Commissioners will follow up for more info about the Yancey site and ask Parks & Rec Commission for another meeting. iv. Initiative #6 was discussed and Commissioners shared some frustration about how bias offenses are handled when there is no identified victim. Chair Nelson shared that he had a conversation with official from City of Eugene, Oregon, about their bias offense work. Group agreed the next step would be a meeting with staff about changes and suggestions. v. Changes to the plans for Initiative #10—Sharing Values, Sharing Community—were presented. In order not to conflict with the Twin Cities Marathon, the working group suggested moving the event to Oct. 13. The group has decided on the climate crisis for a topic. The working group shared that not a lot of conversation has been happening in the community around the topic, but there is a lot of passion from the youth in the community. It was suggested the working group talk to the Energy & Environment Commission about partnering for the event. Motion by Commissioner Epstein to approve topic and date for the 2019 Sharing Values, Sharing Community event, seconded by Commissioner Ross. Motion carries. B. Work Plan Initiative #3 Update a. Working group gave update on progress on this initiative around artwork in city facilities. They plan to start with City Hall entryway/atrium area and Mayor’s Conference Room, per guidance from Staff Liaison Lee. It was asked if the working group benchmarked with other peer cities. The answer was they have not. b. The working group talked about touring the City Hall entryway/atrium and Mayor’s Conference room, and how they want City Hall to feel more like a Visitor’s Center that represents Edina—past, present and future. c. Working group talked about issuing an RFP for art. i. A few key considerations discussed were being mindful of cultural appropriation, reflecting cross national art and how this would be funded. It was suggested they could approach a number of organizations for grants. We need to encourage people of color to submit artwork, not just put up artwork that shows diversity. d. Commission suggested this would be on the next year’s work plan as well. Motion by Commissioner Kennedy to approve the Initiative #3 Notes and Recommendations Document, seconded by Commissioner Stringer Moore. Motion carries. C. Work Plan Initiative #4 Update a. Working group gave update on initiative and meeting with Parks & Recreation Commissioners. The group is suggesting a forum to have a focus group around this topic. Parks & Rec Commissioners were going to present to their Commission and the Parks & Recreation Director. After that, they would present to HRRC. Staff Liaison Lee shared discussions she’s had with the Parks & Rec Director around capturing data and using it to support work plan initiatives. Draft Minutes☐ Approved Minutes☒ Approved Date: 9/24/2019 b. Commission discussed next steps as far as what information needs to be gathered from a forum and what will then be shared with Council. Commissioner Kennedy left at 7:58 p.m. D. 2020 Work Plan Development a. Staff Liaison Lee asked the Commission to discuss the 2020 Work Plan, and what items might carry over from the 2019 Work Plan to the next work plan. Initiatives #7, 9 and 10 were all automatic carry-overs, as yearly events. Other initiatives were discussed as possible carry- overs, including #3, 4, 6 and 8. Staff Liaison Lee asked everyone to be thinking about anything they might want to add to next year’s work plan. VIII. Chair and Member Comments A. Discussion about HRRC having a booth at the Open Streets event Sept. 22. There was interest from Commissioners, and decided that Commissioner Stringer Moore would follow up with Staff Liaison Lee. B. Commissioner Ross is excited to be part of the Commission and looking forward to working with everyone. IX. Staff Comments A. Staff Liaison Lee shared that there would be a student presentation at the September HRRC meeting and Mary Manderfeld from Edina School District will speak at the October meeting. B. New student commissioners start next month. Student Commissioner Waldron will be part of HRRC for another year. This was Commissioner Moss-Keys last meeting. Commissioners thanked Moss-Keys for her service to the Commission. X. Adjournment Motion by Commissioner Epstein to adjourn the meeting, seconded by Commissioner Meek. Motion carried. Meeting adjourned at 8:37 p.m. Date: October 15, 2019 Agenda Item #: B.2. To:Mayor and City Council Item Type: Minutes From:Perry Vetter, Parks & Recreation Director Item Activity: Subject:Minutes: Parks & Recreation Commission Sept. 10, 2019 Information CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: None. INTRODUCTION: Receive minutes of Sept. 10, 2019. ATTACHMENTS: Description Minutes: Parks & Recreation Commission Sept. 10, 2019 Draft Minutes☐ Approved Minutes☒ Approved Date: 10/7/2019 Minutes City Of Edina, Minnesota Edina Parks & Recreation Commission City Hall, Council Chambers Tuesday, Sept. 10, 2019 7 p.m. I. Call To Order Chair Good called the meeting to order at 7 p.m. II. Roll Call Answering roll call were Commissioners Willette, Nelson, Strother, Dahlien, Good, McAwley, Miller, Ites and Student Commissioners Osborne and Lelas Absent: Commissioner McCormick Staff present: Staff Liaison Perry Vetter, Recreation Supervisor Tiffany Bushland and Administrative Coordinator Janet Canton. III. Approval Of Meeting Agenda Motion made by Miller to approve the meeting agenda. Motion seconded by McAwley. Motion carried. IV. Approval Of Meeting Minutes Motion made by Strother to approve the Aug. 13, 2019 minutes. Motion seconded by Miller. Motion carried. V. Community Comment None Chair Good introduced the new Student Commissioner Zoe Lelas. Student Commissioner Lelas took a few minutes to introduce herself to the commission. VI. Reports/Recommendations A. Update on Race and Equity Initiatives Staff Liaison Vetter informed the commission that Heidi Lee, Race and Equity Coordinator, is unable to attend tonight’s meeting but will be at their October meeting. Staff Liaison Vetter gave the commission a few quick updates he had on the Race & Equity Initiatives. Commissioners asked questions. B. Policy on the Use of Pickleball Courts Recreation Supervisor Bushland presented to the commission the Open Play Policy staff has put together for the pickleball courts at Rosland Park. She gave the background on the complaints they have received during the last few years in regards to the pickleball courts and what brought Draft Minutes☐ Approved Minutes☒ Approved Date: 10/7/2019 them to have this policy. She also noted that Edina is in the forefront of having a policy. It was also indicated that all the tennis courts in Edina are also striped for pickleball. Commissioners asked questions and provided feedback. C. Edinborough Park Entrance Project - Staff Liaison Vetter informed the commission that Edinborough Park is scheduled for a major capital improvement project to renovate the south entrance to the facility. He explained the primary purposes of the improvements are to address drainage improvements that impact the facility entrance as well as the deterioration of the building materials. He also went through what specifically needs to be done on the project. Staff Liaison Vetter went through what the next steps are in the process and added the project is anticipated to occur during the summer of 2020. He gave a presentation showing different iterations of things that could be done. Staff Liaison Vetter indicated staff is looking for some feedback from the commission on this project and will take that feedback to the City Council. Commissioner Nelson indicated she would be happy to help on the steering committee. Commissioners asked questions and made suggestions as well as gave their feedback. D. Open Streets Discussion The commission discussed who was going to be able to help at the Parks & Recreation Commission booth for the Open Streets event on Sunday, Sept. 22 from 1-5 p.m. Also discussed were ideas on what to display and hand out at the event. Chair Good, Commissioners Strother, Miller and Osborne all volunteered to help at the Open Streets event. E. Parks & Recreation Commission Work Plan Chair Good informed the commission they need to get a list of ideas together for the 2020 Work Plan. He will be presenting those ideas to the City Council at the Oct. 1 work session. An update was given on the current initiatives: Initiative 1 – Chair/co-chair a cross-commission committee to review the naming of a public facility in the Grandview area after the BC and Ellen Yancey. Commissioner Dahlien informed the commission he is still waiting to hear back from the Human Rights and Relations Commission; his guess is that this initiative will continue into 2020. Initiative 2 – Serve on a cross-commission committee in partnership with communities of color to identify barriers for participation in programming. Commissioner Strother informed the commission that Commissioner Osborne and herself met with a couple of commissioners from Draft Minutes☐ Approved Minutes☒ Approved Date: 10/7/2019 the Human Rights and Relations committee and came up with a proposal which is now in the hands of the Human Rights and Relations Commission to decide whether or not it’s the direction they want to go. Initiative 3 – Chair-co-chair a cross-commission committee to develop a draft plan on Edina Grand Rounds, including wayfinding. Commissioner Nelson informed the commission she thinks they are at a place where they are almost ready to hand it over. She thinks it’s important for the Transportation Committee to bring it to the Parks & Recreation Commission on what it is we are planning on doing. Their first idea was how they can look at ways to improve the communication in the website around what the parks actually offer. They have looked at updating the maps to include all of the bike trails and walking trails. She thinks the biggest opportunity before they finalize it is they should share it amongst the other commissions to listen to what they have proposed. It was noted Andrew Scipioni, staff liaison to the Transportation Commission, will give an update at a Parks & Recreation Commission meeting. This initiative should be finished this year. Initiative 4 – Complete a study and report for fields, courts and rinks capacity and utilization from the data provided by staff. Chair Good informed the commission they have not moved forward since last month. They have all of the data collected they just need to get the committee to take a look at it and see if they can turn this into some kind of insight that they can then make a recommendation or statement on going forward. This initiative should be finished this year. Initiative 5 – Investigate possible alternative funding options to support future growth and development of Edina’s parks, programs and green spaces. Commissioner Miller informed the commission with the internal funding opportunity they are looking at can they leverage the assets that they currently have to generate more revenue. The committee met with an outside group that does this and then met with City Manager Scott Neal to see what he thought of the idea. City Manager Neal informed the committee he thought it was a great idea to move along and gave the committee some direction. The committee took that information to the outside group and they should be hearing from the outside group in the next couple of days with what they think they can do for us. Commissioner Miller feels for the internal part of this initiative it could be done this year; however, the external/charitable funding part will go into next year. Initiative 6 – Review and comment on the Race and Equity policy statement developed by city staff. Commissioner Strother informed the commission that once staff has completed the policy there should be enough time to review and comment on it before the end of the year. She is hopeful this initiative will be completed this year. Initiative 7 – Serve on a cross-commission committee to complete requirements for Edina to receive the AARP City Designation. Commissioner Nelson informed the commission the committees are Draft Minutes☐ Approved Minutes☒ Approved Date: 10/7/2019 meeting tomorrow so hopefully she will have information to share at next month’s meeting. She added because the Parks & Recreation Commission committee is not the lead on this initiative she does not know the timing of it. The commission had a discussion on possible work plan ideas for 2020 and came up with the following: Prioritize and take action on the following: o Upgrading park playground equipment o Upgrading park warming house assets o Core park maintenance items o Park to park connectivity opportunities Review our commitment to / execution of our goal of 15% of Edina land dedicated to parks and green spaces Proactively assess conditions, quality and sustainability of parks, waterways and green space Add trails (Comp Plan goal of 15-20 miles of new trails over 10 years) Build community by proactively connect with neighborhood groups, developing nodes and community athletic groups Support Enterprise asset managers with strategic and operational plans Revisit the Braemar Master Plan Formalize the dog parks in terms of some of the infrastructure; look at a formal dog park at Weber Woods If the council puts the Grandview area as a work plan item be sure the council gives firm operating guidelines around what it is they are looking for from the commission. Fred Richards Plan Investigate a 2020 referendum; wasn’t sure if that would be appropriate Discuss natural buffer zones throughout the city; where in Edina those changes would be taking place. Just some things surrounding the natural buffer and the addition of natural grasses and things like that to green space Develop and recommend an innovative approach to expand funding, operating and improve our park system Chair Good asked Staff Liaison Vetter to go through the list and do a quick cut at polishing and prioritizing the top four or five items and some parking lot items. He asked him to then email it to the commission to see if anything was missed or if there are any objections and then Chair Good will present it to the City Council at the Oct. 1 council work session. VII. Chair and Member Comments • Chair Good informed the commission that the “Fall into the Arts Festival” at Centennial Lakes was a good event; there were over 240 contributors. • Chair Good informed the commission he recently went by Arden Park and noticed some kids on the playground equipment which right now they probably should not be playing on. He suggested putting in stronger fences and/or additional signage until the playground is ready and safe for use. Draft Minutes☐ Approved Minutes☒ Approved Date: 10/7/2019 • Chair Good informed the commission he was at Highlands Park on Sunday watching boy’s flag football and it looked like a great use of a public facility. • Chair Good informed the commission that with all of the rain and flooding staff Liaison Vetter and he discussed they need to think of a way to direct or warn people about park path closures; especially at Bredesen Park where there tends to be more flooding. • Chair Good informed the commission that he went on the August Walk with the Mayor at Centennial Lakes Park. The park was in great shape and they received a number of very positive comments. • Commissioner McAwley informed the commission a great job was done at Highlands Park clearing out the buckthorn around the park; you can actually see into the park right now and it looks a lot better. • Commissioner Nelson informed the commission that at Arden Park the re- meandering of the creek is awesome. Not just the clarity of it but it’s very pretty and moves at a pretty rapid pace. VIII. Staff Comments Staff Liaison Vetter gave the following updates: • There is no news on the vandalism reports at Utley Park; the partitions for the restrooms are still on order. • The Edina Crime Prevention Fund has been offering rewards for the graffiti that has been happening; Staff Liaison Vetter will be attending a meeting next week on the protocol of how to handle graffiti in the future. • Arden Park is still under construction; however, the playground is in. They are planning to do a soft opening for the hockey season for the history of the park; the first year of hockey at Arden Park was in 1949. • The container and site work is primarily done at Fred Richards Park on the eastern edge where the playground will be going. They are going to have some kind of opening celebration there this fall. • Braemar Arena finished up the DaBeauty league for the summer; approximately 16,000 people attended those games. • The east rink at Braemar Arena has been shut down for annual maintenance. • Braemar Golf Course is having a great season even with the challenging weather. There were approximately 18,500 18-hole rounds on the championship course, 13,000 9-hole rounds of golf on the championship course, 18,800 rounds on the Academy Nine and there were 42,000 golf range buckets sold. • The Aquatic Center had a successful year despite the weather struggles; there were 39,000 daily admissions and 45,000 member check-ins – a 23% increase in member visits. Draft Minutes☐ Approved Minutes☒ Approved Date: 10/7/2019 • The lawn bowling area at Centennial Lakes is being converted into Scottish putting and it is starting to take shape. • There is now a revised version of the park finder on the city’s website; this version should be easier to use. • People can now sign up to receive text notifications in addition to emails; one of the primary purposes is for the weather related closure of fields for games, etc. • The September Walk with the Mayor at Rosland Park has been cancelled. The next Walk with the Mayor will be held on Oct. 19 at Arden Park. • As a reminder, the October Parks & Recreation Commission meeting is scheduled for Monday, Oct. 7. IX. Adjournment Motion made by McAwley to adjourn the Sept. 10, 2019 meeting at 8:43 p.m. Motion seconded by Miller. Motion carried. Date: October 15, 2019 Agenda Item #: XII.A. To:Mayor and City Council Item Type: Other From:Casey Casella, City Management Fellow Item Activity: Subject:Virtual Town Hall Information CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: None; information only. INTRODUCTION: The City Council will hold its first Virtual Town Hall the evening of Oct. 29. City Manager Neal will provide a summary of preparation and what to expect. Date: October 15, 2019 Agenda Item #: XIII. To:Mayor and City Council Item Type: Other From:Sharon Allison, City Clerk Item Activity: Subject:City Council Upcoming Meetings and Events Information CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: None; information only. INTRODUCTION: Date Time Meeting/Event Location Tues, Oct. 15 5:30 p.m.Work Session: Sidewalk Maintenance Policy Community Room 7:00 p.m.City Council Regular Meeting Council Chambers Thurs, Oct. 24 7:30 a.m.HRA Regular Meeting Council Chambers Tues, Oct. 29 8:00-9:00 p.m.Virtual Town Hall Meeting Tues, Nov. 5 ELECT ION DAY Weds, Nov. 6 5:30 p.m.Work Session: 2020-21 Preliminary Property & HRA Levy & Budget; Human Services Task Force Community Room 7:00 p.m.City Council Regular Meeting Council Chambers Mon, Nov. 11 LEGAL HOLIDAY (VETERANS’ DAY) Sat, Nov. 16 10:00-Noon Town Hall Meeting Senior Center Tues, Nov. 19 5:30 p.m.Work Session: Boards & Commission Annual Work Plan (Staff Recommendations) Community Room 7:00 p.m.City Council Regular Meeting Council Chambers T hurs-Fri, Nov. 28-29 LEGAL HOLIDAY (T HANKSGIVING)