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HomeMy WebLinkAboutAddendum - 6DATE:September 23, 2025 TO:Kristi Rowland, Deputy Chief Administrative Officer CC:Young Yoon, Information Technology Director FROM:Lacey Pires, IT Procurement &Contract Coordinator SUBJECT:Eden Server Move This memo is in lieu of our standard contract template which allows for signature by both parties. Attached for your review and signature is Amendment No. 6 to CAG-01-057 with Tyler Technologies. This Amendment authorizes paymentof the attached quote, in theamount of $496.35 ($450.00 plus tax) for professional services associated with moving a component of Eden to a new server. This is a one-time fee. Attached are the following documents: 1. Tyler Technologies quote for server move Approved By: ____________________________ Kristi Rowland Deputy Chief Administrative Officer _____________________________ Date ! "           #   CAG-01-057, Adden #6-25 20 2 5 - 5 6 7 4 3 8 - R 4 M 7 D 3 C O N F I D E N T I A L P a g e 1 Qu o t e d B y : C h r i s t i n a Y o u n g Qu o t e E x p i r a t i o n : 0 3 / 1 8 / 2 6 Qu o t e N a m e : R e n t o n - E R P - W e b S e r v e r M o v e Sa l e s Q u o t a t i o n F o r : S h i p p i n g A d d r e s s : RE N T O N , W A C I T Y O F C i t y o f R e n t o n CH R I S S E E S E , A S D 1 0 5 5 S G r a d y W a y RE N T O N W A 9 8 5 0 7 - 3 2 3 2 R e n t o n W A 9 8 0 5 7 - 3 2 3 2 Pr o f e s s i o n a l S e r v i c e s De s c r i p t i o n Qu a n t i t y Un i t P r i c e Ex t D i s c o u n t Ex t e n d e d P r i c e Ma i n t e n a n c e Ed e n W e b S e r v e r M o v e 2 $ 2 2 5 . 0 0 $ 0 . 0 0 $ 4 5 0 . 0 0 $ 0 . 0 0 TO T A L $ 4 5 0 . 0 0 $ 0 . 0 0 Su m m a r y O n e T i m e F e e s R e c u r r i n g F e e s To t a l T y l e r L i c e n s e F e e s $ 0 . 0 0 $ 0 . 0 0 To t a l S a a S $ 0 . 0 0 $ 0 . 0 0 To t a l T y l e r S e r v i c e s $ 4 5 0 . 0 0 $ 0 . 0 0 To t a l T h i r d - P a r t y H a r d w a r e , S o f t w a r e , S e r v i c e s $ 0 . 0 0 $ 0 . 0 0 Su m m a r y T o t a l $ 4 5 0 . 0 0 $ 0 . 0 0   !       "                                    20 2 5 - 5 6 7 4 3 8 - R 4 M 7 D 3 C O N F I D E N T I A L P a g e 2 Cl i e n t ’ s p u r c h a s e o f t h e i t e m s l i s t e d a b o v e i s s u b j e c t t o t h e C o m m e n t s b e l o w Un l e s s o t h e r w i s e i n d i c a t e d i n t h e c o n t r a c t o r a m e n d m e n t t h e r e t o , p r i c i n g f o r o p t i o n a l i t e m s w i l l b e h e l d Fo r s i x ( 6 ) m o n t h s f r o m t h e Q u o t e d a t e o r t h e E f f e c t i v e D a t e o f t h e C o n t r a c t , w h i c h e v e r i s l a t e r . Cu s t o m e r A p p r o v a l : D a t e : Pr i n t N a m e : P . O . # : Al l P r i m a r y v a l u e s q u o t e d i n U S D o l l a r s Co m m e n t s Cl i e n t a g r e e s t h a t i t e m s i n t h i s s a l e s q u o t a t i o n a r e , u p o n C l i e n t ' s s i g n a t u r e o r a p p r o v a l o f s a m e , h e r e b y a d d e d t o t h e e x i s t i n g a g r e e m e n t ( " A g r e e m e n t " ) be t w e e n t h e p a r t i e s a n d s u b j e c t t o i t s t e r m s . A d d i t i o n a l l y , p a y m e n t f o r s a i d i t e m s , a s a p p l i c a b l e b u t s u b j e c t t o a n y l i s t e d a s s um p t i o n s h e r e i n , s h a l l co n f o r m t o t h e f o l l o w i n g t e r m s : • Li c e n s e f e e s f o r T y l e r a n d t h i r d p a r t y s o f t w a r e a r e i n v o i c e d u p o n t h e e a r l i e r o f ( i ) d e l i v e r o f t h e l i c e n s e k e y o r ( i i ) w h e n T y le r m a k e s s u c h so f t w a r e a v a i l a b l e f o r d o w n l o a d b y t h e C l i e n t ; • Fe e s f o r h a r d w a r e a r e i n v o i c e d u p o n d e l i v e r y ; • Fe e s f o r y e a r o n e o f h a r d w a r e m a i n t e n a n c e a r e i n v o i c e d u p o n d e l i v e r y o f t h e h a r d w a r e ; • An n u a l M a i n t e n a n c e a n d S u p p o r t f e e s , S a a S f e e s , H o s t i n g f e e s , a n d S u b s c r i p t i o n f e e s a r e f i r s t p a y a b l e w h e n T y l e r m a k e s t h e s o f t wa r e a v a i l a b l e fo r d o w n l o a d b y t h e C l i e n t ( f o r M a i n t e n a n c e ) o r o n t h e f i r s t d a y o f t h e m o n t h f o l l o w i n g t h e d a t e t h i s q u o t a t i o n w a s s i g n e d ( f o r S a a S , H o s t i n g , an d S u b s c r i p t i o n ) , a n d a n y s u c h f e e s a r e p r o r a t e d t o a l i g n w i t h t h e a p p l i c a b l e t e r m u n d e r t h e A g r e e m e n t , w i t h r e n e w a l s i n v o i c e d a n n u a l l y th e r e a f t e r i n a c c o r d w i t h t h e A g r e e m e n t . • Fe e s f o r s e r v i c e s i n c l u d e d i n t h i s s a l e s q u o t a t i o n s h a l l b e i n v o i c e d a s i n d i c a t e d b e l o w .  Im p l e m e n t a t i o n a n d o t h e r p r o f e s s i o n a l s e r v i c e s f e e s s h a l l b e i n v o i c e d a s d e l i v e r e d .  Fi x e d - f e e B u s i n e s s P r o c e s s C o n s u l t i n g s e r v i c e s s h a l l b e i n v o i c e d 5 0 % u p o n d e l i v e r y o f t h e B e s t P r a c t i c e R e c o m m e n d a t i o n s , b y m o d ul e , an d 5 0 % u p o n d e l i v e r y o f c u s t o m d e s k t o p p r o c e d u r e s , b y m o d u l e .  Fi x e d - f e e c o n v e r s i o n s a r e i n v o i c e d 5 0 % u p o n i n i t i a l d e l i v e r y o f t h e c o n v e r t e d d a t a , b y c o n v e r s i o n m o d u l e , a n d 5 0 % u p o n C l i e n t ac c e p t a n c e t o l o a d t h e c o n v e r t e d d a t a i n t o L i v e / P r o d u c t i o n e n v i r o n m e n t , b y c o n v e r s i o n m o d u l e .   !       "                                     !               #            20 2 5 - 5 6 7 4 3 8 - R 4 M 7 D 3 C O N F I D E N T I A L P a g e 3  Ex c e p t a s o t h e r w i s e p r o v i d e d , o t h e r f i x e d p r i c e s e r v i c e s a r e i n v o i c e d u p o n c o m p l e t e d e l i v e r y o f t h e s e r v i c e . F o r t h e a v o i d a n c e of d o u b t , wh e r e " P r o j e c t P l a n n i n g S e r v i c e s " a r e p r o v i d e d , p a y m e n t s h a l l b e i n v o i c e d u p o n d e l i v e r y o f t h e I m p l e m e n t a t i o n P l a n n i n g d o c u m e n t . De d i c a t e d P r o j e c t M a n a g e m e n t s e r v i c e s , i f a n y , w i l l b e i n v o i c e d m o n t h l y i n a r r e a r s , b e g i n n i n g o n t h e f i r s t d a y o f t h e m o n t h i m m ed i a t e l y fo l l o w i n g i n i t i a t i o n o f p r o j e c t p l a n n i n g .  If C l i e n t h a s p u r c h a s e d a n y c h a n g e m a n a g e m e n t s e r v i c e s , t h o s e s e r v i c e s w i l l b e i n v o i c e d i n a c c o r d a n c e w i t h t h e A g r e e m e n t .  No t w i t h s t a n d i n g a n y t h i n g t o t h e c o n t r a r y s t a t e d a b o v e , t h e f o l l o w i n g p a y m e n t t e r m s s h a l l a p p l y t o s e r v i c e s f e e s s p e c i f i c a l l y f o r mi g r a t i o n s : T y l e r w i l l i n v o i c e C l i e n t 5 0 % o f a n y M i g r a t i o n F e e s l i s t e d a b o v e u p o n C l i e n t a p p r o v a l o f t h e p r o d u c t s u i t e m i g r a t i o n sc h e d u l e . T h e r e m a i n i n g 5 0 % , b y l i n e i t e m , w i l l b e b i l l e d u p o n t h e g o - l i v e o f t h e a p p l i c a b l e p r o d u c t s u i t e . T y l e r w i l l i n v o i c e Cl i e n t f o r a n y Pr o j e c t M a n a g e m e n t F e e s l i s t e d a b o v e u p o n t h e g o - l i v e o f t h e f i r s t p r o d u c t s u i t e . U n l e s s o t h e r w i s e i n d i c a t e d o n t h i s S a l e s q u o t at i o n , an n u a l s e r v i c e s w i l l b e i n v o i c e d i n a d v a n c e , f o r a n n u a l t e r m s c o m m e n c i n g o n t h e d a t e t h i s s a l e s q u o t a t i o n i s s i g n e d b y t h e C l i e nt . I f li s t e d a n n u a l s e r v i c e ( s ) i s a n a d d i t i o n t o t h e s a m e s e r v i c e p r e s e n t l y e x i s t i n g u n d e r t h e A g r e e m e n t , t h e f i r s t t e r m o f t h e a d d e d a n n u a l se r v i c e w i l l b e p r o r a t e d t o e x p i r e c o t e r m i n o u s w i t h t h e e x i s t i n g a n n u a l t e r m f o r t h e s e r v i c e , w i t h r e n e w a l s t o o c c u r a s i n d i c a t ed i n t h e Ag r e e m e n t . • Ex p e n s e s a s s o c i a t e d w i t h o n s i t e s e r v i c e s a r e i n v o i c e d a s i n c u r r e d . Ty l e r ' s q u o t e c o n t a i n s e s t i m a t e s o f t h e a m o u n t o f s e r v i c e s n e e d e d , b a s e d o n o u r p r e l i m i n a r y u n d e r s t a n d i n g o f t h e s c o p e , l e v e l o f e n g a g e m e n t , an d t i m e l i n e a s d e f i n e d i n t h e S t a t e m e n t o f W o r k ( S O W ) f o r y o u r p r o j e c t . T h e a c t u a l a m o u n t o f s e r v i c e s r e q u i r e d m a y v a r y , b a s e d o n t h e s e fa c t o r s . Ty l e r ' s p r i c i n g i s b a s e d o n t h e s c o p e o f p r o p o s e d p r o d u c t s a n d s e r v i c e s c o n t r a c t e d f r o m T y l e r . S h o u l d p o r t i o n s o f t h e s c o p e o f pr o d u c t s o r se r v i c e s b e a l t e r e d b y t h e C l i e n t , T y l e r r e s e r v e s t h e r i g h t t o a d j u s t p r i c e s f o r t h e r e m a i n i n g s c o p e a c c o r d i n g l y . Un l e s s o t h e r w i s e n o t e d , p r i c e s s u b m i t t e d i n t h e q u o t e d o n o t i n c l u d e t r a v e l e x p e n s e s i n c u r r e d i n a c c o r d a n c e w i t h T y l e r ' s t h e n - c ur r e n t B u s i n e s s Tr a v e l P o l i c y . Ty l e r ' s p r i c e s d o n o t i n c l u d e a p p l i c a b l e l o c a l , c i t y o r f e d e r a l s a l e s , u s e e x c i s e , p e r s o n a l p r o p e r t y o r o t h e r s i m i l a r t a x e s o r du t i e s , w h i c h y o u a r e re s p o n s i b l e f o r d e t e r m i n i n g a n d r e m i t t i n g . I n s t a l l a t i o n s a r e c o m p l e t e d r e m o t e l y b u t c a n b e d o n e o n s i t e u p o n r e q u e s t a t a n a d d i t io n a l c o s t . In t h e e v e n t C l i e n t c a n c e l s s e r v i c e s l e s s t h a n f o u r ( 4 ) w e e k s i n a d v a n c e , C l i e n t i s l i a b l e t o T y l e r f o r ( i ) a l l n o n - r e f u n d a b l e ex p e n s e s i n c u r r e d b y Ty l e r o n C l i e n t ' s b e h a l f ; a n d ( i i ) d a i l y f e e s a s s o c i a t e d w i t h t h e c a n c e l l e d s e r v i c e s i f T y l e r i s u n a b l e t o r e - a s s i g n i t s p e r s o n ne l . Th e I m p l e m e n t a t i o n H o u r s i n c l u d e d i n t h i s q u o t e a s s u m e a w o r k s p l i t e f f o r t o f 7 0 % C l i e n t a n d 3 0 % T y l e r . Im p l e m e n t a t i o n H o u r s a r e s c h e d u l e d a n d d e l i v e r e d i n f o u r ( 4 ) o r e i g h t ( 8 ) h o u r i n c r e m e n t s . Ty l e r p r o v i d e s o n s i t e t r a i n i n g f o r a m a x i m u m o f 1 2 p e o p l e p e r c l a s s . I n t h e e v e n t t h a t m o r e t h a n 1 2 u s e r s w i s h t o p a r t i c i p a t e i n a t r a i n i n g c l a s s o r mo r e t h a n o n e o c c u r r e n c e o f a c l a s s i s n e e d e d , T y l e r w i l l e i t h e r p r o v i d e a d d i t i o n a l d a y s a t t h e n - c u r r e n t r a t e s f o r t r a i n i n g o r Ty l e r w i l l u t i l i z e a Tr a i n - t h e - T r a i n e r a p p r o a c h w h e r e b y t h e c l i e n t d e s i g n a t e d a t t e n d e e s o f t h e i n i t i a l t r a i n i n g c a n t h e r e a f t e r t r a i n t h e r e m a i n i n g u se r s .   !       "                                    20 2 5 - 5 6 7 4 3 8 - R 4 M 7 D 3 C O N F I D E N T I A L P a g e 4   !       "                                    From:Cheryl Beyer To:Lacey Pires Cc:Megan Bermudez; Legal Admin; Cheryl Beyer Subject:Approved CAG-01-057 Amd No. 6 Tyler Tech quote for server move Date:Monday, October 6, 2025 4:50:02 PM Attachments:01 - Memo -Tyler Tech.pdf Lacey The attached Memo Package for CAG-01-057 Amd No. 6 Tyler Tech quote for server move is approved as to form. Please provide this email to the City Clerk’s office when submitting your document for processing h/contract/2022/1863 Cheryl L. Beyer Senior Assistant City Attorney City of Renton (425) 430-6486 cbeyer@rentonwa.gov From: Lacey Pires <LPires@Rentonwa.gov> Sent: Tuesday, September 23, 2025 11:27 AM To: Cheryl Beyer <CBeyer@Rentonwa.gov> Cc: Legal Admin <LegalAdmin@Rentonwa.gov>; Megan Bermudez <MBermudez@rentonwa.gov> Subject: Legal Approval Request: Amd No. 6 to CAG-01-057 Hi Cheryl, I am requesting Legal approval on the attached memo packet for some assistance moving a component of Eden to a new server. We need Tyler Tech’s assistance. Please let me know if you have any questions. Thank you, LACEY PIRES, P.A.C.E. IT Procurement & Contract Coordinator City of Renton // Information Technology Division cell 206-584-1175 // office 425-430-6868 NOTICE OF PUBLIC DISCLOSURE: This message complies with Washington State’s Public Records Act – RCW 42.56 Please submit software quotes & invoices to ITBilling@rentonwa.gov