HomeMy WebLinkAbout2021_07_21 Town Board Meeting Packet
THIS ITEM HAS NO
DOCUMENTS-
DISCUSSION – RACIAL
EQUITY TASK FORCE
TOWN OF MAMARONECK
OFFICE OF TOWN COMPTROLLER
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Town of Mamaroneck
Town Center
740 West Boston Post Road, Mamaroneck, NY 10543-3353
TEL: 914/381-7860
FAX: 914/381-2110
Memorandum
To: Stephen Altieri, Town Administrator
Town Board Members
From: Tracy Yogman, Town Comptroller
Date: July 13, 2021
Re: Authorization- Tyler Technologies Inc. Contract
Tyler Technologies, Munis software system is recommended for approval as the
best qualified system for the Town. As outlined in a previous agenda item to the
Town Board, Munis is functionally rich and leverages the latest technologies to
integrate data while increasing efficiency and productivity. Munis will reduce risks,
increase internal controls, reduce hardware costs and offers self service portals.
The Town intends to implement six modules over the course of the next three years.
There are one-time implementation costs and annual licensing costs for each
module. Each module will take approximately 6-9 months to implement. There are
significant cost savings associated with this implementation that includes personnel
costs, annual maintenance costs on the current three systems and server consulting
services that offset the costs. After Year 3, the Town will have recouped its
investment and results in a savings thereafter.
The Munis system is available through a Sourcewell Contract (090320-TTI) for
software licensing and implementation over a three year period. Software contracts
are complex and the Town has negotiated both the pricing and technical terms of
this contract.
The technical terms were reviewed by the Town’s Information Technology
Director, the Chief Information Officer and the Town’s network consultant. Tyler
worked with the Town to arrive at terms that were acceptable by both parties that
included the security of the data, insurance requirements, accessibility of the
system, and backup procedures among other details.
Tyler Technologies has limited their liability in the contract. Our insurance
company assures us that this is a standard practice in the industry. The Town’s
Cyber Security Insurance police limit is $1 million. The Town plans to increase
coverage to at least $3 million upon renewal in October. Our insurance company
advises that $3 million will be sufficient to pay potential damages in the event of a
breach of our data. Furthermore, any claim for damages will be first addressed by
Tyler’s insurance coverage and the Town’s coverage will only apply for that which
Tyler’s coverage does not cover.
The attached contract includes the pricing for the financial system planned for Year 1.
Tyler’s accounting rules prohibit them from extending a software discount on optional
modules that may or may not be purchased at a future date. We do however have their
commitment that they will honor and apply the Sourcewell discount to the contract pricing
when the Town is ready to move forward with these future project phases.
The chart provides the negotiated cost of implementation and annual maintenance over
the next three years. The implementation cost for Year 1 has been reduced by $40k
from the original estimate as we will implement remotely with Tyler and save the
related travel costs. Thereafter, annual fees will be negotiated.
Munis (Tyler)
Cloud Based
1-TimeYR 1YR 2YR 3
Implentation AnnualAnnualAnnualTOTAL
CostCostCostCostCost
Module
Financials- Purchasing/AP/Budgeting/Fleet$ 140,150$ 56,297$ 56,297$ 56,297$ 309,041
Total Yr 1140,15056,29756,29756,297309,041
Capital Assets6,520-3,6663,66613,852
Time & attendance20,864-12,22912,22945,322
Payroll/HR44,336-14,74914,74973,834
Total Yr 271,720-30,64430,644133,008
Taxes38,468--27,76566,233
TotalYr338,468--27,76566,233
TOTAL COST$ 250,338$ 56,297$ 86,941$ 114,706$ 508,282
Action Requested:
That the Town Board approve the attached agreement with Tyler Technologies, Inc-
Munis for the implementation and annual licensing for a cloud based financial
management system for the costs outlined above and that the Deputy Town
Administrator be authorized to sign this agreement.
SOFTWARE AS A SERVICE AGREEMENT
This Software as a Service Agreement is made between Tyler Technologies, Inc. and Client.
WHEREAS, Client is a member of Sourcewell (formerly known as National Joint Powers Alliance)
(“Sourcewell”) under member number 120828.
WHEREAS, Tyler participated in the competitive bid process in response to Sourcewell RFP #090320 by
submitting a proposal, on which Sourcewell awarded Tyler a Sourcewell contract, numbered 090320-TTI
(hereinafter, the “Sourcewell Contract”);
WHEREAS, documentation of the Sourcewell competitive bid process, as well as Tyler’s contract with
and pricing information for Sourcewell is available at https://sourcewell-mn.gov/cooperative-
purchasing/; and
WHEREAS, Client desires to purchase off the Sourcewell Contract to procure Munis software
functionality from Tyler, which Tyler agrees to deliver pursuant to the Sourcewell Contract and under
the terms and conditions set forth below;
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 the Town of Mamaroneck, New York.
“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
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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 by which both your and our authorized representatives have
signed 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.
“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 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 Services” means the third party services, if any, identified in the Investment
Summary.
“Third Party Software” means the third party software, if any, identified in the Investment
Summary.
“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.
“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
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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(9). The foregoing notwithstanding, to the extent we have sold you
perpetual licenses for Tyler Software, if and listed in the Investment Summary, for which you are
receiving SaaS Services, your rights to use such Tyler Software are perpetual, subject to the terms
and conditions of this Agreement including, without limitation, Section B(4). We will make any such
software available to you for download.
2.SaaSFees. You agree to pay us the SaaS Fees. Those amounts are payable in accordance with our
Invoicing and Payment Policy. The SaaS Feesare 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. Upon
termination of this Agreement, and upon Client request, we will provide you a copy of your data
we host for you. That copy will be in the form of the database(s) currently being hosted by us
unless agreed to by the parties.
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(9), below, the SLA and our then current
Support Call Process.
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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
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provide that same information. If our SaaS Services are provided using a 3party data center,
we will provide available compliance reports for that data center.
6.2 You will be hosted on shared hardware in a Tyler data center or in a third-party data center. In
either event, databases containing your Data will be dedicated to you and inaccessible to our
other customers.
6.3 Our Tyler data centers 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 one (1) hour 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
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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 Tyler data centers are accessible only by authorized personnel with a unique key entry. All other
visitors to Tyler data centers 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.
6.11 As of the Effective Date of the Agreement, our Data backup retention policy with respect to the
backup of storage systems used by Tyler in the event of a disater impacting a client using
Tyler’s SaaS Services is as follows: daily backups are retained for seven (7) days, weekly backups
are retained for five (5) weeks, and monthly backups are retained for twelve (12) months. Tyler
reserves the right to change this policy and will endeavor to communicate such changes to you
using our then-current standard client communication channels.
SECTION C –PROFESSIONAL SERVICES
1.Professional Services. We will provide you the various implementation-related services itemized in
the Investment Summary and described in the Statement of Work.
2.Professional Services Fees. You agree to pay us the professional services fees in the amounts set
forth in the Investment Summary. Those amounts are payable in accordance with our Invoicing and
Payment Policy. You acknowledge that the fees stated in the Investment Summary are good-faith
estimates of the amount of time and materials required for your implementation. We will bill you
the actual fees incurred based on the in-scope services provided to you. Any discrepancies in the
total values set forth in the Investment Summary will be resolved by multiplying the applicable
hourly rate by the quoted hours.
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
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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. Background Checks. 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.
8. 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).
9. 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:
9.1 perform our maintenance and support obligations in a professional, good, and workmanlike
manner, consistent with industry standards, to resolve Defects in the Tyler Software (subject to
any applicable release life cycle policy);
9.2 provide support during our established support hours;
9.3 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;
9.4 make available to you all releases to the Tyler Software (including updates and enhancements)
that we make generally available without additional charge to customers who have a
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maintenance and support agreement in effect; and
9.5 provide non-Defect resolution support of prior releases of the Tyler Software in accordance with
any applicable release life cycle policy.
We will use all reasonable efforts to perform support services remotely. Currently, we use a third-party
secure 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, with your prior written permission, 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.
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4. Third Party Services. If you have purchased Third Party Services, those services will be provided
independent of Tyler by such third-party at the rates set forth in the Investment Summary and in
accordance with our Invoicing and Payment Policy.
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 isthree (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
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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).
2.3Force 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.
2.4Lack 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.
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
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
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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(1), 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; (e) Tyler Professional
Liability Errors and Omissions Insurance and Cyber Liability appropriate to Tyler’s profession, with
limits of $2,000,000 per claim and in the aggregate. Coverage shall include that for claims involving
infringement of intellectual property, copyright, trademark, invasion of privacy violations,
information theft, release of private information, extortion, network security, breach response,
regulatory fines and penalties, and credit monitoring, and (f) Excess/Umbrella Liability of at least
$5,000,000. We will add you as an additional insured to our Commercial General Liability and
10
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 twenty-four(24) 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, then the parties shall participate in non-binding mediation in an effort
to resolve the dispute. If the dispute remains unresolved after mediation, then 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
11
project.
7.Subcontractors. We will not subcontract any servicesunder 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). Neitherparty 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
12
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 subpoena, or the open records laws
or similar applicable public disclosure laws governing this Agreement; provided, however,
that in the event you receive a subpoena, 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
13
limited to pricing, to the scope and circumstances of that cooperative procurement.
22.Data Breach Notification. We will report data breaches and take all other required actions as
required by, and in accordance with, all applicable State and Federal data breach notification laws.
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 Service Level Agreement
Schedule 1: Support Call Process
Exhibit D DocOrigin End User License Agreement
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. Town of Mamaroneck, NY
By: By:
Name: Name:
Title: Title:
Date: Date:
Address for Notices: Address for Notices:
Tyler Technologies, Inc. Town of Mamaroneck - Comptroller
One Tyler Drive 740 W Boston Post Rd
Yarmouth, ME 04096 Mamaroneck, NY 10543
Attention: Chief Legal Officer Attention: ______________________________
14
Exhibit A
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.
REMAINDER OF PAGE INTENTIONALLY LEFT BLANK
1
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Exhibit B
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 VPN Device: The fee for the VPN device will be invoiced upon installation of the VPN.
2.2 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.
2.3 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.
2.4 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.
2.5 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.
1
Exhibit B
2.6 Other Fixed Price Services: Other fixed price services are invoiced as delivered, at the rates
set forth in the Investment Summary. For the avoidance of doubt, where “Project Planning
Services” are provided, payment will be due upon delivery of the Implementation Planning
document.
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.
3.4 Third Party Services: Fees for Third Party Services, if any, are invoiced as delivered, along
with applicable expenses, at the rates set forth in the Investment Summary.
4. Expenses. The service rates in the Investment Summary do not include travel expenses.
Expenses for Tyler delivered services 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 as 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 available by contacting
AR@tylertech.com.
2
Exhibit B
Schedule 1
Exhibit B
Schedule 1
Business Travel Policy
1. Air Travel
A. Reservations & Tickets
The Travel Management Company (TMC) used by Tyler 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.
1
Exhibit B
Schedule 1
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.
2
Exhibit B
Schedule 1
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 State and will be determined as required.
A. Overnight Travel
For each full day of travel, all three meals are reimbursable. Per diems on the first and last day of a
trip are governed as set forth below.
Departure Day
Depart before 12:00 noon Lunch and dinner
Depart after 12:00 noon Dinner
Return Day
Return before 12:00 noon Breakfast
Return between 12:00 noon & 7:00 p.m. Breakfast and lunch
Return after 7:00 p.m.* Breakfast, lunch and dinner
*7:00 p.m. is defined as direct travel time and does not include time taken to stop for dinner.
The reimbursement rates for individual meals are calculated as a percentage of the full day per diem
as follows:
Breakfast 15%
Lunch 25%
Dinner 60%
B. Same Day Travel
Employees traveling at least 100 miles to a site and returning in the same day are eligible to claim
lunch on an expense report. Employees on same day travel status are eligible to claim dinner in the
event they return home after 7:00 p.m.*
*7:00 p.m. is defined as direct travel time and does not include time taken to stop for dinner.
3
Exhibit B
Schedule 1
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.
4
Exhibit C
Exhibit C
Service Level Agreement
I. I. Agreement Overview
ThisSLAoperates 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.
Actual Attainment: The percentage of time the Tyler Software is available during a calendar quarter,
calculated as follows: (Service Availability – Downtime) ÷ Service Availability.
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 Service Availability, as defined below, when all users cannot launch,
login, search or save primary data in the Tyler Software. Downtime does not include those instances in
which only a Defect is present.
Emergency Maintenance Window: (1) maintenance that is required to patch a critical security
vulnerability; (2) maintenance that is required to prevent an imminent outage of Service Availability; or
(3) maintenance that is mutually agreed upon in writing by Tyler and the Client.
Planned Downtime: Downtime that occurs during a Standard or Emergency Maintenance window.
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 Planned Downtime, Client Error Incidents,
denial of service attacks and Force Majeure.
Standard Maintenance: Routine maintenance to the Tyler Software and infrastructure. Standard
Maintenance is limited to five (5) hours per week.
III. Service Availability
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 case number.
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 Planned
1
Exhibit C
Downtime, a Client Error Incident, denial of service attack or Force Majeure). We will also work with you
to resume normal operations.
c. Client Relief
Our targeted Attainment Goal is 100%. You may be entitled to credits as indicated in the Client Relief
Schedule found below. Your relief credit is calculated as a percentage of the SaaS fees paid for the
calendar quarter.
In order to receive relief credits, you must submit a request through one of the channels listed in our
Support Call Process within fifteen days (15) of the end of the applicable quarter. We will respond to your
relief request within thirty (30) day(s) of receipt.
The total credits confirmed by us 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.
Client Relief Schedule
Actual AttainmentClient Relief
99.99% - 99.50% Remedial action will be taken
99.49% - 98.50% 2%
98.49% - 97.50% 4%
97.49% - 96.50% 6%
96.49% - 95.50% 8%
Below 95.50%10%
* Notwithstanding language in the Agreement to the contrary, Recovery Point Objective is one (1) hour.
IV. Maintenance Notifications
We perform Standard 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.
Not all maintenance activities will cause application unavailability. However, if Tyler anticipates that
activities during a Standard or Emergency Maintenance window may make the Tyler Software unavailable,
we will provide advance notice, as reasonably practicable, that the Tyler Software will be unavailable
during the maintenance window.
2
Exhibit C
Schedule 1
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 DayDay after Thanksgiving
Independence Day Christmas Day
Labor Day
1
Exhibit C
Schedule 1
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
Characteristics of Support Incident Resolution Targets
Level
Support incident that causes (a) Tyler shall provide an initial response to Priority Level 1
complete application failure or incidents within one (1) business hour of receipt of the
application unavailability; (b) support incident. Tyler shall use commercially
1 application failure or unavailability in reasonable efforts to resolve such support incidents or
Critical one or more of the client’s remote provide a circumvention procedure within one (1)
location; or (c) systemic loss of multiple business day. For non-hosted customers, Tyler’s
essential system functions. responsibility for lost or corrupted Data is limited to
assisting the client in restoring its last available database.
Support incident that causes (a) Tyler shall provide an initial response to Priority Level 2
repeated, consistent failure of essential incidents within four (4) business hours of receipt of the
functionality affecting more than one support incident. Tyler shall use commercially
2user or (b) loss or corruption of Data. reasonable efforts to resolve such support incidents or
High 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.
Priority Level 1 incident with an existing Tyler shall provide an initial response to Priority Level 3
circumvention procedure, or a Priority incidents within one (1) business day of receipt of the
Level 2 incident that affects only one support incident. Tyler shall use commercially
user or for which there is an existing reasonable efforts to resolve such support incidents
3
circumvention procedure. without the need for a circumvention procedure with the
Medium
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.
2
Exhibit C
Schedule 1
Priority
Characteristics of Support IncidentResolution Targets
Level
Support incident that causes failure of Tyler shall provide an initial response to Priority Level 4
4non-essential functionality or a incidents within two (2) business days.Tyler shall use
Non-cosmetic or other issue that does not commercially reasonable efforts to resolve such support
critical qualify as any other Priority Level. incidents, as well as cosmetic issues, with a future
version release.
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.
3
Exhibit D
Exhibit D
DocOrigin End User License Agreement
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Exhibit D
2
Exhibit D
3
Exhibit D
4
Exhibit D
5
Exhibit D
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Exhibit E
Exhibit E
Statement of Work
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Exhibit E
Town of Mamaroneck
SOW from Tyler Technologies, Inc.
6/10/2021
Presented to:
740 W Boston Post Rd.
Mamaroneck, NY 10543-3345
Contact:
Jane Grant
Email: Jane.Grant@TylerTech.com
One Tyler Drive, Yarmouth, ME 04096
Exhibit E
Table of Contents
...........................................................................................................
Project Overview................................................................................................................................... 1
Introduction ................................................................................................................................... 1
Project Goals .................................................................................................................................. 1
Methodology................................................................................................................................. 2
.........................................................................................................
Project Governance ............................................................................................................................... 4
Project Scope Control ............................................................................................................................ 5
Managing Scope and Project Change .............................................................................................. 5
Change Control .............................................................................................................................. 5
Change Request Management ....................................................................................................... 5
Acceptance Process ............................................................................................................................... 7
Roles and Responsibilities ..................................................................................................................... 7
Tyler Roles & Responsibilities ......................................................................................................... 7
Tyler Executive Sponsor .......................................................................................................... 8
Tyler Implementation Manager .............................................................................................. 8
Tyler Project Manager ............................................................................................................ 8
Tyler Implementation Consultant ........................................................................................... 9
Tyler Sales .............................................................................................................................. 9
Tyler Technical Services .......................................................................................................... 9
Tyler SaaS Technicians .......................................................................................................... 10
Tyler Data Experts ................................................................................................................ 10
Town Roles & Responsibilities......................................................................................................10
Town Executive Sponsor ....................................................................................................... 10
Town Steering Committee .................................................................................................... 10
Town Project Manager ......................................................................................................... 11
Town Functional Leads ......................................................................................................... 12
Town Power Users ................................................................................................................ 13
Town End Users .................................................................................................................... 13
Town Technical Lead ............................................................................................................ 13
Town Change Management Lead .......................................................................................... 14
......................................................................................................................15
Project Stages ..................................................................................................................................... 15
Initiate and Plan ........................................................................................................................... 16
Initial Coordination ............................................................................................................... 16
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Exhibit E
Project/Phase Planning ......................................................................................................... 17
Infrastructure Planning ......................................................................................................... 18
Stakeholder Meeting ............................................................................................................ 19
Intentionally left blank..........................................................................................................20
Control Point 1: Initiate & Plan Stage Acceptance ................................................................. 20
Assess & Define ............................................................................................................................ 21
Solution Orientation ............................................................................................................. 21
Current & Future State Analysis ............................................................................................ 21
Conversion Assessment ........................................................................................................ 23
Intentionally left blank. ......................................................................................................... 24
Intentionally left blank. ......................................................................................................... 24
Control Point 2: Assess & Define Stage Acceptance .............................................................. 24
Prepare Solution .......................................................................................................................... 24
Initial System Deployment .................................................................................................... 24
Configuration ....................................................................................................................... 26
Process Refinement..............................................................................................................27
Conversion Delivery .............................................................................................................. 28
Intentionally left blank. ......................................................................................................... 30
Intentionally left blank. ......................................................................................................... 30
Control Point 3: Prepare Solution Stage Acceptance ............................................................. 30
Production Readiness ................................................................................................................... 30
Solution Validation ............................................................................................................... 30
Go-Live Readiness ................................................................................................................ 31
End User Training ................................................................................................................. 32
Control Point 4: Production Readiness Stage Acceptance...................................................... 33
Production ................................................................................................................................... 34
Go-Live ................................................................................................................................. 34
Transition to Client Services .................................................................................................. 35
Post Go-Live Activities .......................................................................................................... 36
Control Point 5: Production Stage Acceptance ...................................................................... 37
Close ............................................................................................................................................ 38
Phase Closeout ..................................................................................................................... 38
Project Closeout ................................................................................................................... 39
Control Point 6: Close Stage Acceptance ............................................................................... 40
General Assumptions .......................................................................................................................... 40
Project ......................................................................................................................................... 40
Organizational Change Management............................................................................................ 41
Resources and Scheduling ............................................................................................................ 41
Data ............................................................................................................................................. 41
Facilities ....................................................................................................................................... 42
Glossary .............................................................................................................................................. 43
..........................................................................................................................46
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Exhibit E
Conversion .......................................................................................................................................... 46
Munis Conversion Summary ......................................................................................................... 46
Accounting COA.................................................................................................................... 46
Accounting - Actuals.............................................................................................................46
Accounting - Budgets ............................................................................................................ 46
Accounts Payable Master ..................................................................................................... 46
Accounts Payable - Checks .................................................................................................... 46
Accounts Payable - Invoices .................................................................................................. 46
Additional Appendices .................................................................................................................... 47
Project Timeline .............................................................................................................................. 47
ERP Project Timeline .................................................................................................................... 47
Town of Mamaroneck
Tyler Technologies, Inc. Page | iii
Exhibit E
Part 1: Executive Summary
Project Overview
Introduction
Tyler Technologies (“Tyler”) is the largest and most established provider of integrated software and
technology services focused solely on the public sector. Tyler’s end-to-end solutions empower public sector
entities including local, state, provincial and federal government, to operate more efficiently and connect
more transparently with their constituents and with each other. By connecting data and processes across
disparate systems, Tyler’s solutions transform how clients gain actionable insights that solve problems in their
communities.
The Town of Mamaroneck currently uses the following systems for this project which encompasses the
Financials and Asset Management functions of the Munis software. These systems will be referred to
throughout this document as the “Legacy Systems”.
KVS Financials Software
RTA Fleet Software
The following integrations will be analyzed, trained and tested within the scope of this contract, assuming
integrations will utilize standard import and export functionality included in the Munis software.
Laserfiche (document export from Tyler Content Manager SE)
Fuelmaster (fuel usage import into Munis EAM)
Vermont Systems Parks and Recreation Program (import journal entries into Munis)
ProjectGoals
This Statement of Work (“SOW”) documents the methodology, implementation stages, activities, and roles
and responsibilities, and project scope listed in the Investment Summary of the Agreement between Tyler
and Client (collectively the “Project”).
The overall goals of the project are to:
Successfully implement the contracted scope on time and on budget.
Increase operational efficiencies and empower users to be more productive.
Improve accessibility and responsiveness to external and internal customer needs.
Overcome current challenges and meet future goals.
Providing a single, comprehensive, and integrated solution to manage business functions.
Streamline business processes through automation, integration, and workflows.
Provide a user-friendly user interface to promote system use and productivity.
Eliminate redundant data entry.
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Exhibit E
Methodology
This is accomplished by Town and Tyler working as a partnership and Tyler utilizing its depth of
implementation experience. While each Project is unique, all will follow Tyler’s six-stage methodology. Each
of the six stages is comprised of multiple work packages, and each work package includes a narrative
description, objectives, tasks, inputs, outputs/deliverables, assumptions, and a responsibility matrix.
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 Client’s complexity and organizational needs.
The methodology adapts to both single-phase and multiple-phase projects.
To achieve Project success, it is imperative that both Town and Tyler commit to including the necessary
leadership and governance. During each stage of the Project, it is expected that Town and Tyler Project teams
work collaboratively to complete tasks. An underlying principle of Tyler’s Implementation process is to
employ an iterative model where Town’s business processes are assessed, configured, validated, and refined
cyclically in line with the project budget. This approach is used in multiple stages and work packages as
illustrated in the graphic below.
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Exhibit E
The delivery approach is systematic, which reduces variability and mitigates risks to ensure Project success. As
illustrated, some stages, along with work packages and tasks, are intended to be overlapping by nature to
efficiently and effectively complete the Project.
Town of Mamaroneck
Tyler Technologies, Inc. Page | 3
Exhibit E
Part 2: Project Foundation
Project Governance
Project governance is the management framework within which Project decisions are made. The role of
Project governance is to provide a decision-making approach that is logical, robust, and repeatable. This
allows organizations to have a structured approach for conducting its daily business in addition to project
related activities.
This section outlines the resources required to adequately meet 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 defines the structure for escalation of issues and risks, Change
Control review and authority, and Organizational Change Management activities. Throughout the Statement
of Work Tyler has provided RACI Matrices for activities to be completed throughout the implementation
which will further outline responsibilities of different roles in each stage. Further refinement of the
governance structure, related processes, and specific roles and responsibilities occurs during the Initiate &
Plan Stage.
The chart below illustrates an overall team perspective where Tyler and Town collaborate to resolve Project
challenges according to defined escalation paths. In the event that project managers do not possess authority
to determine a solution, resolve an issue, or mitigate a risk, Tyler implementation management and Town
Steering Committee become the escalation points to triage responses prior to escalation to Town 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. Town and
Tyler executive sponsors serve as the final escalation point.
Town of Mamaroneck
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Exhibit E
Project Scope Control
Managing Scope and Project Change
Project Management governanceprinciples contend that there are three connected constraints on a Project:
budget, timeline, and scope. These constraints, known as the ‘triple constraints’ or Project management
triangle, define budget in terms of financial cost, labor costs, and other resource costs. Scope is defined as the
work performed to deliver a product, service or result with the specified features and functions, while time is
simply defined as the schedule. The Triple Constraint theory states that if you change one side of the triangle,
the other two sides must be correspondingly adjusted. For example, if the scope of the Project is increased,
cost and time to complete will also need to increase. The Project and executive teams will need to remain
cognizant of these constraints when making impactful decisions to the Project. A simple illustration of this
triangle is included here, showing the connection of each item and their relational impact to the overall
Scope.
A pillar of any successful project is the ability to properly manage scope while allowing the appropriate level
of flexibility to incorporate approved changes. Scope and changes within the project will be managed using
the change control process outlined in the following section.
Change Control
It may become necessary to change the scope of this Project due to unforeseeable circumstances (e.g., new
constraints or opportunities are discovered). This Project is being undertaken with the understanding that
Project scope, schedule, and/or cost may need to change in order to produce optimal results for
stakeholders. Changes to contractual requirements will follow the change control process specified in the
final contract, and as described below.
Change Request Management
Should the need for a change to Project scope, schedule, and/or cost be identified during the Project, the
change will be brought to the attention of the Steering Committee and an assessment of the change will
occur. While such changes may result in additional costs and possible delays relative to the schedule, some
Town of Mamaroneck
Tyler Technologies, Inc. Page | 5
Exhibit E
changes may result in less cost to Town; for example, Town may decide it no longer needs a deliverable
originally defined in the Project. The Change Request will include the following information:
The nature of the change.
A good faith estimate of the additional cost or associated savings to Town, if any.
The timetable for implementing the change.
The effect on and/or risk to the schedule, resource needs or resource responsibilities.
Town will use its good faith efforts to either approve or disapprove any Change Request within ten (10)
Business Days (or other period as mutually agreeable between Tyler and Town). Any changes to the Project
scope, budget, or timeline must be documented and approved in writing using a Change Request form. These
changes constitute a formal amendment to the Statement of Work and will supersede any conflicting term in
the Statement of Work.
Town of Mamaroneck
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Exhibit E
Acceptance Process
The implementation of a Project involves many decisions to be made throughout its lifecycle. Decisions will
vary from higher level strategy decisions to smaller, detailed Project level decisions. It is critical to the success
of the Project that each Town office or department designates specific individuals for making decisions on
behalf of their offices or departments.
Both Tyler and the Town will identify representative project managers. These individuals will represent the
interests of all stakeholders and serve as the primary contacts between the two organizations.
The coordination of gaining client feedback and approval on Project deliverables will be critical to the success
of the Project. The Town project manager will strive to gain deliverable and decision approvals from all
authorized Town representatives. Given that the designated decision-maker for each department may not
always be available, there must be a designated proxy for each decision point in the Project. Assignment of
each proxy will be the responsibility of the leadership from each Town department. The proxies will be named
individuals that have the authorization to make decisions on behalf of their department.
The following process will be used for accepting Deliverables and Control Points:
The Town shall have five (5) business 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 Town 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 Town does not agree the particular Deliverable or Control Point meets requirements, the Town
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 Town 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 Town does not
provide acceptance 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.
Roles and Responsibilities
The following defines the roles and responsibilities of each Project resource for Town and Tyler. Roles and
responsibilities may not follow the organizational chart or position descriptions at Town, but are roles defined
within the Project. It is common for individual resources on both the Tyler and client project teams to fill
multiple roles. Similarly, it is common for some roles to be filled by multiple people.
TylerRoles&Responsibilities
Tyler assigns a project manager prior to the start of each Phase of the Project (some Projects may only be one
Phase in duration). Additional Tyler resources are assigned as the schedule develops and as needs arise.
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Exhibit E
Tyler Executive Sponsor
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.
Provides clear direction for Tyler staff on executing on the Project Deliverables to align with satisfying
Town ’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.
Acts as the counterpart to Town ’s executive sponsor.
Tyler Implementation Manager
Tyler implementation management has indirect involvement with the Project and is part of the Tyler
escalation process. The Tyler project managers consult implementation management on issues and
outstanding decisions critical to the Project. Implementation management works toward a solution
with the Tyler Project Manager or with Town management as appropriate. Tyler executive
management is the escalation point for any issues not resolved at this level.
Assigns Tyler Project personnel.
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.
Tyler Project Manager
The Tyler project manager(s) provides oversight of the Project, coordination of Tyler 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. As requested by the
client, the Tyler Project Manager provides regular updates to the client Steering Committee and
other Tyler governance members. Tyler Project Manager’s role includes responsibilities in the
following areas:
Contract Management
Validates contract compliance throughout the Project.
Ensures Deliverables meet contract requirements.
Acts as primary point of contact for all contract and invoicing questions.
Prepares and presents contract milestone sign-offs for acceptance by Town project manager(s).
Coordinates Change Requests, if needed, to ensure proper Scope and budgetary compliance.
Planning
Delivers project planning documents.
Defines Project tasks and resource requirements.
Develops initial Project schedule and Project Management Plan.
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Exhibit E
Collaborates with Town project manager(s) to plan and schedule Project timelines to achieve on-time
implementation.
Implementation Management
Tightly manages Scope and budget of Project to ensure Scope changes and budget planned versus
actual are transparent and handled effectively and efficiently.
Establishes and manages a schedule and Tyler resources that properly support the Project Schedule
and are also in balance with Scope/budget.
Establishes risk/issue tracking/reporting process between Town and Tyler and takes all necessary
steps to proactively mitigate these items or communicate with transparency to Town any items that
may impact the outcomes of the Project.
Collaborates with Town ’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.
Collaborates with Town ’s project manager(s) to set a routine communication plan that will aide all
Project team members, of both Town and Tyler, in understanding the goals, objectives, current
status, and health of the Project.
Resource Management
Acts as liaison between Project team and Tyler manager(s).
Identifies and coordinates all Tyler resources across all applications, Phases, and activities including
development, forms, installation, reports, implementation, and billing.
Provides direction and support to Project team.
Manages the appropriate assignment and timely completion of tasks as defined in the Project
Schedule, task list, and Go-Live Checklist.
Assesses team performance and adjusts as necessary.
Consulted on in Scope 3rd party providers to align activities with ongoing Project tasks.
Tyler Implementation Consultant
Completes tasks as assigned by the Tyler project manager(s).
Documents activities for services performed by Tyler.
Guides Town through software validation process following configuration.
Assists during Go-Live process and provides support until Town transitions to Client Services.
Facilitates training sessions and discussions with Town and Tyler staff to ensure adequate discussion
of the appropriate agenda topics during the allotted time.
May provide conversion review and error resolution assistance.
Tyler Sales
Supports Sales to Implementation knowledge transfer during Initiate & Plan.
Provides historical information, as needed, throughout implementation.
Participates in pricing activities if additional licensing and/or services are needed.
Tyler Technical Services
Maintains Tyler infrastructure requirements and design document(s).
Involved in system infrastructure planning/review(s).
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Exhibit E
Provides first installation of licensed software with initial database on servers.
Supports and assists the project team with technical/environmental issues/needs.
Deploys Tyler products.
Tyler SaaS Technicians
Sets up Tyler-hosted servers.
Provides maintenance of hosted server hardware, operating system, and software upgrades.
Provides IT-related services for server environment.
Provides remote technical assistance and tracks issues.
Provides system management and disaster recovery services within hosting services.
Performs Tyler software upgrades through coordination with Town.
Tyler Data Experts
Validates that customer data files are in proper format.
Develops customized conversion programs, as necessary, to convert Legacy Systems data into the
Tyler database for production use according to defined mapping.
Provides error Reports on unsupported data conditions and the merging or normalization of data
fields.
Assists Town with understanding and interpreting error Reports.
Performs changes and corrections to customized conversion programs as Town completes the data
review.
Provides conversion consulting and mapping assistance.
Town Roles & Responsibilities
Town resources will be assigned prior to the start of each Phase of the Project. One person may be assigned
to multiple Project roles.
Town Executive Sponsor
The Town executive sponsor provides support to the Project by providing strategic direction and
communicating key issues about the Project and its 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
Town steering committee, project manager(s), and functional leads to make critical business decisions for
Town.
Champions the project at the executive level to secure buy-in.
Authorizes required project resources.
Actively participates in organizational change communications.
Town Steering Committee
The Town steering committee understands and supports the cultural change necessary for the Project and
fosters an appreciation for the Project’s value throughout the organization. The steering committee oversees
the Town project manager and Project as a whole through participation in regular internal meetings. The
Town of Mamaroneck
Tyler Technologies, Inc. Page | 10
Exhibit E
Town steering committee remains updated on all Project progress, Project decisions, and achievement of
Project milestones. The Town steering committee also serves as primary level of issue resolution for the
Project.
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.
Ensures the project staffed appropriately and that 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 Town Policies
o Needs of other client projects
TownProjectManager
Town 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. Town Project Manager should
communicate decisions and commitments to the Tyler project manager(s) in a timely and efficient manner.
When Town project manager(s) do not have the knowledge or authority to make decisions, he or she engages
the necessary resources to participate in discussions and make decisions in a timely fashion to avoid Project
delays. The client project manager(s) are responsible for reporting to client steering committee and
determining appropriate escalation points.
Contract Management
Validates contract compliance throughout the project.
Ensures that invoicing and Deliverables meet contract requirements.
Acts as primary point of contact for all contract and invoicing questions. Collaborates on and
approves Change Requests, if needed, to ensure proper scope and budgetary compliance.
Planning
Reviews and accepts project planning documents.
Defines project tasks and resource requirements for Town project team.
Collaborates in the development and approval of the project schedule.
Collaborates with Tyler project manager(s) to plan and schedule project timelines to achieve on-time
implementation.
Implementation Management
Tightly manages project budget and scope.
Town of Mamaroneck
Tyler Technologies, Inc. Page | 11
Exhibit E
Collaborates with Tyler project manager(s) to establish a process and approval matrix to ensure that
scope changes and budget (planned versus actual) are transparent and handled effectively and
efficiently.
Collaborates with Tyler project manager to establish and manage a schedule and resource plan that
properly supports the project schedule as a whole and is also in balance with scope and budget.
Collaborates with Tyler project manager(s) to establish risk and issue tracking and reporting process
between Town and Tyler and takes all necessary steps to proactively mitigate these items or
communicate with transparency to Tyler any items that may impact the outcomes of the project.
Collaborates with Tyler project manager(s) to establish key business drivers and success indicators
that will help to govern project activities and key decisions to ensure a quality outcome of the project.
Routinely communicates with both Town staff and Tyler, aiding in the understanding of goals,
objectives, current status, and health of the project by all team members.
Manages the requirements gathering process and ensure timely and quality business requirements
are being provided to Tyler.
Resource Management
Acts as liaison between project team and stakeholders.
Identifies and coordinates all Town resources across all modules, phases, and activities including data
conversions, forms design, hardware and software installation, reports building, and satisfying
invoices.
Provides direction and support to project team.
Builds partnerships among the various stakeholders, negotiating authority to move the project
forward.
Manages the appropriate assignment and timely completion of tasks as defined.
Assesses team performance and takes corrective action, if needed.
Provides guidance to Town technical teams to ensure appropriate response and collaboration with
Tyler Technical Support Teams in order to ensure timely response and appropriate resolution.
Owns the relationship with in-Scope 3rd party providers and aligns activities with ongoing project
tasks.
Ensures that users have appropriate access to Tyler project toolsets as required.
Conducts training on proper use of toolsets.
Validates completion of required assignments using toolsets.
Town 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.
Contributes business process expertise for Current & Future State Analysis.
Identifies and includes additional subject matter experts to participate in Current & Future State
Analysis.
Validates that necessary skills have been retained by end users.
Provides End Users with dedicated time to complete required homework tasks.
Acts as an ambassador/champion of change for the new process and provide business process
change support.
Identifies and communicates any additional training needs or scheduling conflicts to Town project
manager.
Town of Mamaroneck
Tyler Technologies, Inc. Page | 12
Exhibit E
Actively participates in all aspects of the implementation, including, but not limited to, the following
key activities:
o Task completion
o Stakeholder Meeting
o Project 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 Town resources
o Attendance at scheduled sessions
o Change management activities
o Modification specification, demonstrations, testing and approval assistance
o Data analysis assistance
o Decentralized end user training
o Process testing
o Solution Validation
Town Power Users
Participate in project activities as required by the project team and project manager(s).
Provide subject matter expertise on Town business processes and requirements.
Act as subject matter experts and attend Current & Future State Analysis sessions as needed.
Attend all scheduled training sessions.
Participate in all required post-training processes as needed throughout project.
Test all application configuration to ensure it satisfies business process requirements.
Become application experts.
Participate in Solution Validation.
Adopt and support changed procedures.
Complete all deliverables by the due dates defined in the project schedule.
Demonstrate competency with Tyler products processing prior to Go-live.
Provide knowledge transfer to Town staff during and after implementation.
Participate in conversion review and validation.
Town 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 schedule.
Utilize software to perform job functions at and beyond Go-live.
Town Technical Lead
Coordinates updates and releases with Tyler as needed.
Coordinates the copying of source databases to training/testing databases as needed for training
days.
Coordinates and adds new users, printers and other peripherals as needed.
Town of Mamaroneck
Tyler Technologies, Inc. Page | 13
Exhibit E
Validates that all users understand log-on process and have necessary permission for all training
sessions.
Coordinates interface development for Town third party interfaces.
Develops or assists in creating reports as needed.
Ensures on-site system meets specifications provided by Tyler.
Assists with software installation as needed.
Extracts and transmits conversion data and control reports from Town’s Legacy Systems per the
conversion schedule set forth in the project schedule.
Town Upgrade Coordination
Becomes familiar with the software upgrade process and required steps.
Becomes familiar with Tyler’s releases and updates.
Utilizes Tyler resources to stay abreast of the latest Tyler releases and updates, as well as the latest
helpful tools to manage Town’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 Town and Tyler resources.
Communicates changes affecting users and department stakeholders.
Obtains department stakeholder acceptance to upgrade production environment.
Town Change Management Lead
Validates that 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.
Town of Mamaroneck
Tyler Technologies, Inc. Page | 14
Exhibit E
Part 3: Project Plan
Project Stages
Work Breakdown Structure
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 Schedule, developed during Project/Phase Planning and finalized during
subsequent stages, lists 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 has been accepted by Town.
Town of Mamaroneck
Tyler Technologies, Inc. Page | 15
Exhibit E
Initiate and Plan
The Initiate and Plan stage involves Project initiation, infrastructure, and planning. This stage creates a
foundation for the Project by identifying and establishing sequence and timing for each Phase as well as
verifying scope for the Project. This stage will be conducted at the onset of the Project, with a few unique
items being repeated for the additional Phases as needed.
Initial Coordination
Prior to Project commencement, Tyler management assigns project manager(s). Additional Project resources
will be assigned later in the Project as a Project schedule is developed. Tyler provides Town with initial Project
documents used to gather names of key personnel, their functional role as it pertains to the Project, as well
as any blackout dates to consider for future planning. Town gathers the information requested by the
provided deadline ensuring preliminary planning and scheduling can be conducted moving the Project
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 Town’s team.
During this step, Tyler will work with Town to establish the date(s) for the Project and Phase Planning session.
Objectives:
Formally launch the project.
Establish project governance.
Define and communicate governance for Tyler.
Identify client project team.
STAGE1InitialCoordination
Tyler Client
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject
ManagerFunctional LeadsChange Management LeadsSubject Matter Experts (SMEs)Department HeadsEnd UsersTechnical Leads
Tyler project team is assigned A R C I I I I I I
Client project team is assigned A IR I I I
Provide initial project
A R C C I I
documents to Town
Gather preliminary information
I A R C C C C
requested
Sales to implementation
A R I I I I I
knowledge transfer
Create Project Portal to store
project artifacts and facilitate A R I
communication
Town of Mamaroneck
Tyler Technologies, Inc. Page | 16
Exhibit E
Inputs Contract documents
Statement of Work
Outputs/Deliverables Completed initial project documents
Project portal
Work package assumptions:
Project activities begin after the agreement has been fully executed.
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.
During this work package Tyler will work with Town to coordinate and plan a formal Project planning
meeting(s). This meeting signifies the start of the Project and should be attended by all Town Project team
members and the Tyler Project Manager. The meeting provides an opportunity for Tyler to introduce its
implementation methodology, terminology, and Project management best practices to Town’s Project Team.
This will also present an opportunity for project managers and Project sponsors to begin to discuss Project
communication, metrics, status reporting and tools to be used to measure Project progress and manage
change.
Tyler will work with the Town Project Team to prepare and deliver the Project Management Plan as an output
of the planning meeting. This plan will continue to evolve and grow as the Project progresses and will
describe how the project will be executed, monitored, and controlled.
During project planning, Tyler will introduce the tools that will be used throughout the implementation. Tyler
will familiarize the client with these tools during project planning and make them available for review and
maintenance as applicable throughout the project. Some examples are Solution validation plan, issue log, and
go-live checklist.
STAGE 1 Project/Phase Planning
Tyler Client
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed
Services
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient Executive SponsorSteering CommitteeProject ManagerFunctional
LeadsChange Management LeadsSubject Matter Experts (SMEs)Department HeadsEnd UsersTechnical Leads
Town of Mamaroneck
Tyler Technologies, Inc. Page | 17
Exhibit E
Schedule and
conduct planning A R I C C I
session(s)
Develop Project
A R I C C I
Management Plan
Develop initial
A R I I I I I I C C I I C I
project schedule
Inputs Contract documents
Statement of Work
Guide to Starting Your Project
Outputs / Deliverables Acceptance Criteria \[only\] for Deliverables
Project Management Plan Delivery of document
Project Operational Plan Delivery of document
Initial Project Schedule Town provides acceptance of schedule
based on resource availability, project
budget, and goals.
Work package assumptions:
Town has reviewed and completed the Guide to Starting Your Project document.
Infrastructure Planning
Procuring required hardware and setting it up properly is a critical part of a successful implementation. This
task is especially important for Tyler-hosted/SaaS deployment models. Tyler will be responsible for building
the environments for a hosted/SaaS deployment, unless otherwise identified in the Agreement. Tyler will
install Licensed Software on application server(s) or train Town to install License Software. The Town is
responsible for the installation and setup of all peripheral devices.
Objectives:
Ensure Town’s infrastructure meets Tyler’s application requirements.
Ensure Town’s infrastructure is scheduled to be in place and available for use on time.
STAGE 1 Infrastructure Planning
Tyler Client
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed
Experts
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData Modification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject ManagerFunctional
LeadsChange Management LeadsSubject Matter Experts (SME)Department HeadsEnd UsersTechnical Leads
Town of Mamaroneck
Tyler Technologies, Inc. Page | 18
Exhibit E
Provide Infrastructure
Requirements and Design A R C C I I
Document
Initial Infrastructure
A R C C C C
Meeting
*Schedule SaaS
A R C I
Environment Availability
*Schedule Hardware to
be Available for I I A R C
Installation
Schedule Installation of
A R C I I
All Licensed Software
Infrastructure Audit A R C I C
Inputs 1. Initial Infrastructure Requirements and Design Document
Outputs / Acceptance Criteria \[only\] for Deliverables
Deliverables
1. Completed Infrastructure Requirements Delivery of Document
and Design Document
2. Infrastructure Audit System Passes Audit Criteria
Work package assumptions:
Town will maintain environment (or virtual environment) for On-Premise deployments.
Stakeholder Meeting
Communication of the Project planning outcomes to the Town Project team, executives and other key
stakeholders is vital to Project success. The Stakeholder meeting is a strategic activity to inform, engage, gain
commitment, and instill confidence in the Town team. During the meeting, the goals and objectives of the
Project will be reviewed along with detail on Project scope, implementation methodology, roles and
responsibilities, Project timeline and schedule, and keys to Project success.
Objectives:
Formally present and communicate the project activities and timeline.
Communicate project expectations.
STAGE 1 Stakeholder Meeting
Tyler Client
Town of Mamaroneck
Tyler Technologies, Inc. Page | 19
Exhibit E
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject
ManagerFunctional LeadsChange Management LeadsSubject Matter Experts (SMEs)Department HeadsEnd UsersTechnical Leads
Create Stakeholder
I A R I I I I C I
Meeting Presentation
Review Stakeholder
I C A R C
Meeting Presentation
Perform Stakeholder
I A R I I I I C I I I I I I
Meeting Presentation
Inputs Agreement
SOW
Project Management Plan
Outputs / Acceptance Criteria \[only\] for Deliverables
Deliverables
Stakeholder Meeting Presentation
Work package assumptions:
None
Intentionally left blank.
Control Point 1: Initiate & Plan Stage Acceptance
Acceptance criteria for this stage includes completion of all criteria listed below.
Note: Advancement to the Assess & Define stage is not dependent upon Tyler’s receipt of this stage
acceptance.
Initiate&PlanStageDeliverables:
Project Management Plan
Initial Project Schedule
Initiate & Plan stage acceptance criteria:
All stage deliverables accepted based on acceptance criteria previously defined
Project governance defined
Project portal made available to Town
Stakeholder meeting complete
Town of Mamaroneck
Tyler Technologies, Inc. Page | 20
Exhibit E
Assess & Define
The Assess & Define stage will provide an opportunity to gather information related to current Town business
processes. This information will be used to identify and define business processes utilized with Tyler software.
Town collaborates with Tyler providing complete and accurate information to Tyler staff and assisting in
analysis, understanding current workflows and business processes.
Solution Orientation
The Solution Orientation provides the Project stakeholders a high-level understanding of the solution
functionality prior to beginning the current and future state analysis. The primary goal is to establish a
foundation for upcoming conversations regarding the design and configuration of the solution.
Tyler utilizes a variety of tools for the Solution Orientation, focusing on Town team knowledge transfer such
as: eLearning, documentation, or walkthroughs. The Town team will gain a better understanding of the major
processes and focus on data flow, the connection between configuration options and outcome, integration,
and terminology that may be unique to Tyler’s solution.
Objectives:
Provide a basic understanding of system functionality.
Prepare Town for current and future state analysis.
STAGE 2 Solution Orientation
Tyler Client
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed
Experts
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData Modification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject ManagerFunctional
LeadsChange Management LeadsSubject Matter Experts (SMEs)Department HeadsEnd UsersTechnical Leads
Provide pre-requisitesARIIIII
Complete pre-requisites A R C C
Conduct orientation A R I I I I I
Inputs Solution orientation materials
Training Plan
Current & Future State Analysis
The Current & Future State Analysis provides the Project stakeholders and Tyler an understanding of process
changes that will be achieved with the new system.
Town of Mamaroneck
Tyler Technologies, Inc. Page | 21
Exhibit E
Town and Tyler will evaluate current state processes, options within the new software, pros and cons of each
based on current or desired state and make decisions about the future state configuration and processing.
This may occur before or within the same timeframe as the configuration work package. The options within
the new software will be limited to the scope of this implementation and will make use of standard Tyler
functionality.
The Town will adopt the existing Tyler solution wherever possible to avoid project schedule and quality risk
from over customization of Tyler products. It is the client’s responsibility to verify that in-scope requirements
are being met throughout the implementation if functional requirements are defined as part of the contract.
The following guidelines will be followed when evaluating if a modification to the product is required:
A reasonable business process change is available.
Functionality exists which satisfies the requirement.
Configuration of the application satisfies the requirement.
An in-scope modification satisfies the requirement.
Requirements that are not met will follow the agreed upon change control process and can have impacts on
the project schedule, scope, budget and resource availability.
STAGE 2 Current & Future State Analysis
Tyler Client
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed
ing Committee
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteerProject ManagerFunctional
LeadsChange Management LeadsSubject Matter Experts (SMEs)Department HeadsEnd UsersTechnical Leads
Current State process
A R I I I C C C C C
review
Discuss future-state
A R C C C C C C C C
options
Make future-state
C C C C C A R I C C
decisions (non-COTS)
Document anticipated
configuration options
A R C C C I I I I I
required to support
future state
Inputs Client current state documentation
Solution Orientation completion
Outputs / Acceptance Criteria \[only\] for Deliverables
Deliverables
Town of Mamaroneck
Tyler Technologies, Inc. Page | 22
Exhibit E
Documentation that describes future-state Delivery of document
decisions and configuration options to support
future-state decisions.
Work package assumptions:
Town attendees possess sufficient knowledge and authority to make future state decisions.
Town is responsible for any documentation of current state business processes.
Client is able to effectively communicate current state processes.
Conversion Assessment
Data Conversions are a major effort in any software implementation. Tyler’s conversion tools facilitate the
predictable, repeatable conversion process that is necessary to support a successful transition to the Tyler
system. The first step in this process is to perform an assessment of the Legacy Systems, to better understand
the source data, risks, and options available. Once the data has been analyzed, the plan for data conversion is
completed and communicated to the appropriate stakeholders.
Objectives:
Communicate a common understanding of the project goals with respect to data.
Ensure complete and accurate source data is available for review/transfer.
Map the data from the source to the Tyler system.
Document the data conversion/loading approach.
STAGE 2 Data Conversion Assessment
Tyler Client
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject
ManagerFunctional LeadsChange Management LeadsSubject Matter Experts (SMEs)Department HeadsEnd UsersTechnical Leads
Extract Data from Source
I C A R
Systems
Complete Data
A R C C I C C I
Analysis/Mapping
Review and Scrub Source
I I I A R C I
Data
Build/Update Data
R C C C I I I I
Conversion Plan
Inputs
Client Source data
Town of Mamaroneck
Tyler Technologies, Inc. Page | 23
Exhibit E
Client Source data Documentation (if available)
Outputs / Acceptance Criteria \[only\] for Deliverables
Deliverables
Data Conversion Plan built/updated Client Acceptance of Data Conversion Plan, if
Applicable
Work package assumptions:
Tyler will be provided with data from the Legacy Systems in a mutually agreed upon format.
Tyler will work with Town representatives to identify business rules before writing the conversion.
Town subject matter experts and resources most familiar with the current data will be involved in the
data conversion planning effort.
Intentionally left blank.
Intentionallyleftblank.
Control Point 2: Assess & Define Stage Acceptance
Acceptance criteria for this Stage includes completion of all criteria listed below.
Note: Advancement to the Prepare Solution Stage is dependent upon Tyler’s receipt of the Stage Acceptance.
Assess & Define Stage Deliverables:
Documentation of future state decisions and configuration options to support future state decisions.
Modification specification document.
Assess & Define Stage Acceptance Criteria:
All stage deliverables accepted based on criteria previously defined.
Solution Orientation is delivered.
Conversion data extracts are received by Tyler.
Data conversion plan built.
Prepare Solution
During the Prepare Solution stage, information gathered during the Initiate & Plan and Assess & Define stages
will be used to install and configure the Tyler software solution. Software configuration will be validated by
the client against future state decisions defined in previous stages and processes refined as needed to ensure
business requirements are met.
Initial System Deployment
The timely availability of the Tyler Solution is important to a successful Project implementation. The success
and timeliness of subsequent work packages are contingent upon the initial system deployment of Tyler
Licensed Software on an approved network and infrastructure. Delays in executing this work package can
affect the project schedule.
Town of Mamaroneck
Tyler Technologies, Inc. Page | 24
Exhibit E
Objectives:
All licensed software is installed and operational.
Town is able to access the software.
STAGE 3 Initial System Deployment (Hosted/SaaS)*
Tyler Client
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed
Management Leads
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject
ManagerFunctional LeadsChange Subject Matter Experts (SMEs)Department HeadsEnd UsersTechnical Leads
Prepare hosted
A R I C
environment
Install Licensed
Software with
Initial Database on
A R I C
Server(s) for
Included
Environments
Install Licensed
Software on Client
I C A R
Devices (if
applicable)
Tyler System
Administration
A R I C
Training (if
applicable)
Outputs / Acceptance Criteria \[only\] for Deliverables
Deliverables
Licensed Software is Installed on the Server(s) Software is accessible
Licensed Software is Installed on Clients (if Software is accessible
applicable)
Installation Checklist/System Document System Passes
Infrastructure Design Document (C&J – If
Applicable)
Work package assumptions:
The most current generally available version of the Tyler Licensed Software will be installed.
Town will provide network access for Tyler modules, printers, and Internet access to all applicable
Town and Tyler Project staff.
Town of Mamaroneck
Tyler Technologies, Inc. Page | 25
Exhibit E
Configuration
The purpose of Configuration is to prepare the software product for validation.
Tyler staff collaborates with Town to complete software configuration based on the outputs of the future
state analysis performed during the Assess and Define Stage. Town collaborates with Tyler staff iteratively to
validate software configuration.
Objectives:
Software is ready for validation.
Educate Town SME how to configure and maintain software.
Prepare standard interfaces for process validation (if applicable).
STAGE 3 Configuration
Tyler Client
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed
Services
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical Client ServicesExecutive SponsorSteering CommitteeProject ManagerFunctional
LeadsChange Management LeadsSubject Matter Experts (SMEs)Department HeadsEnd UsersTechnical Leads
Conduct configuration
A R I C C
training
Complete Tyler
configuration tasks A R I I I
(where applicable)
Complete Client
configuration tasks I C A R C
(where applicable)
Standard interfaces
configuration and A R C I C C C
training (if applicable)
Updates to Solution
C C A R C C
Validation testing plan
Inputs Documentation that describes future state decisions and configuration options to support future
state decisions.
Outputs / Acceptance Criteria \[only\] for Deliverables
Deliverables
Configured System N/A
Work package assumptions:
Town of Mamaroneck
Tyler Technologies, Inc. Page | 26
Exhibit E
Tyler provides guidance for configuration options available within the Tyler software. Town is
responsible for making decisions when multiple options are available.
Process Refinement
Tyler will educate the Town users on how to execute processes in the system to prepare them for the
validation of the software. Town collaborates with Tyler staff iteratively to validate software configuration
options to support future state.
Objectives:
Ensure that Town understands future state processes and how to execute the processes in the
software.
Refine each process to meet the business requirements.
Validate standard interfaces, where applicable.
Validate forms and reports, where applicable.
STAGE 3 Process Refinement
Tyler Client
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject
ManagerFunctional LeadsChange Management LeadsSubject Matter Experts (SMEs)Department HeadsEnd UsersTechnical Leads
Conduct process
A R I C I C
training
Confirm process
I C A R C I C
decisions
Test configuration I C A R C
Refine
configuration
A R I I I
(Client
Responsible)
Refine
configuration (Tyler I C A R C
Responsible)
Validate interface
I C C A R C C
process and results
Update client-
specific process
I C A R C
documentation (if
applicable)
Updates to
Solution Validation C C A R C C
testing plan
Town of Mamaroneck
Tyler Technologies, Inc. Page | 27
Exhibit E
Inputs Initial Configuration
Documentation that describes future state decisions and configuration options to support
future state decisions.
Solution validation test plan
Outputs / Acceptance Criteria \[only\] for Deliverables
Deliverables
Updated solution validation test plan
Completed client-specific process
documentation (completed by Town)
Work package assumptions:
None
Conversion Delivery
The purpose of this task is to transition the Town’s data from their Legacy Systems to the Tyler systems. The
data will need to be mapped from the Legacy Systems into the new Tyler system format. A well-executed data
conversion is key to a successful cutover to the new systems.
With guidance from Tyler, the Town will review specific data elements within the system and identify / report
discrepancies. Iteratively, Tyler will collaborate with the Town to address conversion discrepancies. This
process will allow for clean, reconciled data to transfer from the source systems to the Tyler systems.
Reference Conversion Appendix for additional detail.
Objectives:
Data is ready for production (Conversion).
Town of Mamaroneck
Tyler Technologies, Inc. Page | 28
Exhibit E
STAGE 3 Data Delivery & Conversion
Tyler Client
RACI MATRIX
KEY:
R = Responsible
A = Accountable
C = Consulted
Consultant
I = Informed
Executive ManagerImplementation ManagerProject ManagerImplementation Data ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject ManagerFunctional
LeadsChange Management LeadsSubject Matter Experts (SMEs)Department HeadsEnd UsersTechnical Leads
Provide data
crosswalks/code A C R I I I
mapping tool
Populate data
crosswalks/code I C C A R C
mapping tool
Iterations:
Conversion A C R I I
Development
Iterations:
Deliver A R I I I
converted data
Iterations:
Proof/Review
data and C C C A R C C
reconcile to
source system
Inputs
Data Conversion Plan
Configuration
Outputs / Acceptance Criteria \[only\] for Deliverables
Deliverables
Code Mapping Complete / Validated N/A
Conversion Iterations / Reviews Complete Conversion complete, verified and ready for
final pass
Work package assumptions:
The Town will provide a single file layout per source system as identified in the investment summary.
The Town subject matter experts and resources most familiar with the current data will be involved in
the data conversion effort.
The Town project team will be responsible for completing the code mapping activity, with assistance
from Tyler.
Town of Mamaroneck
Tyler Technologies, Inc. Page | 29
Exhibit E
Intentionally left blank.
Intentionally left blank.
Control Point 3: Prepare Solution Stage Acceptance
Acceptance criteria for this Stage includes all criteria listed below in each Work Package.
Note: Advancement to the Production Readiness Stage is dependent upon Tyler’s receipt of the Stage
Acceptance.
PrepareSolutionStageDeliverables:
Licensed software is installed.
Installation checklist/system document.
Conversion iterations and reviews complete.
Prepare Solution Stage Acceptance Criteria:
All stage deliverables accepted based on criteria previously defined.
Software is configured.
Solution validation test plan has been reviewed and updated if needed.
ProductionReadiness
Activities in the Production Readiness stage will prepare the client team for go-live through solution
validation, the development of a detailed go-live plan and end user training. A readiness assessment will be
conducted with the client to review the status of the project and the organizations readiness for go-live.
Solution Validation
Solution Validation is the end-to-end software testing activity to ensure that Town verifies all aspects of the
Project (hardware, configuration, business processes, etc.) are functioning properly, and validates that all
features and functions per the contract have been deployed for system use.
Objectives:
Validate that the solution performs as indicated in the solution validation plan.
Ensure Town organization is ready to move forward with go-live and training (if applicable).
STAGE 4 Solution Validation
Tyler Client
Town of Mamaroneck
Tyler Technologies, Inc. Page | 30
Exhibit E
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed
Manager
Users
Executive ManagerImplementation ManagerProject Implementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject ManagerFunctional
LeadsChange Management LeadsSubject Matter Experts (SMEs)Department HeadsEnd Technical Leads
Update Solution
A R C C C C
Validation plan
Update test scripts (as
C C C A R C
applicable)
Perform testing C C C A R C
Document issues from
C C C A R C
testing
Perform required follow-
A R C C C C
up on issues
InputsSolution Validation plan
Completed work product from prior stages (configuration, business process, etc.)
Outputs / Acceptance Criteria \[only\] for Deliverables
Deliverables
Solution Validation Report Town updates report with testing results
Work package assumptions:
Designated testing environment has been established.
Testing includes current phase activities or deliverables only.
Go-LiveReadiness
Tyler and Town will ensure that all requirements defined in Project planning have been completed and the
Go-Live event can occur, as planned. A go-live readiness assessment will be completed identifying risks or
actions items to be addressed to ensure the client has considered its ability to successfully Go-Live. Issues and
concerns will be discussed and mitigation options documented. Tyler and Town will jointly agree to move
forward with transition to production. Expectations for final preparation and critical dates for the weeks
leading into and during the Go-Live week will be planned in detail and communicated to Project teams.
Objectives:
Action plan for go-live established.
Assess go-live readiness.
Stakeholders informed of go-live activities.
STAGE 4 Go-Live Readiness
Town of Mamaroneck
Tyler Technologies, Inc. Page | 31
Exhibit E
Tyler Client
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed
Consultant
Executive ManagerImplementation ManagerProject ManagerImplementation Data ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject ManagerFunctional
LeadsChange Management LeadsSubject Matter Experts (SMEs)Department HeadsEnd UsersTechnical Leads
Perform Readiness
I A R C C I C I I I I I I
Assessment
Conduct Go-Liveplanning
A R C C C C C C C
session
Order peripheral
I A R C
hardware (if applicable)
Confirm procedures for
Go-Live issue reporting & A R I I I I C C I I I I I
resolution
Develop Go-Live checklist A R C C C C I C C
Final system
infrastructure review A R C C
(where applicable)
Inputs Future state decisions
Go-live checklist
Outputs / Acceptance Criteria \[only\] for Deliverables
Deliverables
Updated go-live checklist Updated Action plan and Checklist for go-live
delivered to Town
Work package assumptions:
None
End User Training
End User Training is a critical part of any successful software implementation. Using a training plan previously
reviewed and approved, the Project team will organize and initiate the training activities.
Train the Trainer: Tyler provides one occurrence of each scheduled training or implementation topic. Town
users who attended the Tyler sessions may train additional users. Additional Tyler led sessions may be
contracted at the applicable rates for training.
Tyler will provide standard application documentation for the general use of the software. It is not Tyler’s
responsibility to develop client specific business process documentation. Client-led training labs using client
specific business process documentation if created by the client can be added to the regular training
curriculum, enhancing the training experiences of the end users.
Town of Mamaroneck
Tyler Technologies, Inc. Page | 32
Exhibit E
Objectives:
End users are trained on how to use the software prior to go-live.
Town is prepared for on-going training and support of the application.
STAGE 4 End User Training
Tyler Client
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed
Services
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical Client ServicesExecutive SponsorSteering CommitteeProject ManagerFunctional
LeadsChange Management LeadsSubject Matter Experts (SMEs)Department HeadsEnd UsersTechnical Leads
Update training plan A R C C I C
End User training (Tyler-
A R C C C I C C C
led)
Train-the-trainer A R C C C I C
End User training (Client-
C C A R I C C C
led)
InputsTraining Plan
List of End Users and their Roles / Job Duties
Configured Tyler System
Outputs / Acceptance Criteria \[only\] for Deliverables
Deliverables
End User Training Town signoff that training was delivered
Work package assumptions:
The Town project team will work with Tyler to jointly develop a training curriculum that identifies the
size, makeup, and subject-area of each of the training classes.
Tyler will work with Town as much as possible to provide end-user training in a manner that
minimizes the impact to the daily operations of Town departments.
Town will be responsible for training new users after go-live (exception—previously planned or
regular training offerings by Tyler).
Control Point 4: Production Readiness Stage Acceptance
Acceptance criteria for this stage includes all criteria listed below. Advancement to the Production stage is
dependent upon Tyler’s receipt of the stage acceptance.
ProductionReadinessstagedeliverables:
Town of Mamaroneck
Tyler Technologies, Inc. Page | 33
Exhibit E
Solution Validation Report.
Update go-live action plan and checklist.
End user training.
Production Readiness stage acceptance criteria:
All stage deliverables accepted based on criteria previously defined.
Go-Live planning session conducted.
Production
Following end user training the production system will be fully enabled and made ready for daily operational
use as of the scheduled date. Tyler and Town will follow the comprehensive action plan laid out during Go-
Live Readiness to support go-live activities and minimize risk to the Project during go-live. Following go-live,
Tyler will work with Town to verify that implementation work is concluded, post go-live activities are
scheduled, and the transition to Client Services is complete for long-term operations and maintenance of the
Tyler software.
Go-Live
Following the action plan for Go-Live, defined in the Production Readiness stage, Town and Tyler will
complete work assigned to prepare for Go-Live.
Town provides final data extract and Reports from the Legacy Systems for data conversion and Tyler executes
final conversion iteration, if applicable. If defined in the action plan, Town manually enters any data added to
the Legacy Systems after final data extract into the Tyler system.
Tyler staff collaborates with Town during Go-Live activities. Town transitions to Tyler software for day-to day
business processing.
Some training topics are better addressed following Go-Live when additional data is available in the system or
based on timing of applicable business processes and will be scheduled following Go-Live per the Project
Schedule.
Objectives:
Execute day to day processing in Tyler software.
Client data available in Production environment.
STAGE 5 Go-Live
Tyler Client
Town of Mamaroneck
Tyler Technologies, Inc. Page | 34
Exhibit E
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed
Heads
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject
ManagerFunctional LeadsChange Management LeadsSubject Matter Experts (SMEs)Department End UsersTechnical Leads
Provide final source data
C C A R
extract, if applicable
Final source data pushed
into production
A C R I C C C
environment, if
applicable
Proof final converted
C C C A R C
data, if applicable
Complete Go-Live
activities as defined in C C C A R C I C
the Go-Live action plan
Provide Go-Live
A R C C I C C I C I C
assistance
Inputs Comprehensive Action Plan for Go-Live
Final source data (if applicable)
Outputs / Acceptance Criteria \[only\] for Deliverables
Deliverables
Data is available in production environment Client confirms data is available in production
environment
Work package assumptions:
Town will complete activities documented in the action plan for Go-Live as scheduled.
External stakeholders will be available to assist in supporting the interfaces associated with the Go-
Live live process.
The Client business processes required for Go-Live are fully documented and tested.
The Town Project team and subject matter experts are the primary point of contact for the end users
when reporting issues during Go-Live.
The Town Project Team and SME’s provide business process context to the end users during Go-Live.
The Tyler Go-Live support team is available to consult with the Town teams as necessary.
The Tyler Go-Live support team provides standard functionality responses, which may not be tailored
to the local business processes.
Transition to Client Services
This work package signals the conclusion of implementation activities for the Phase or Project with the
exception of agreed-upon post Go-Live activities. The Tyler project manager(s) schedules a formal transition
Town of Mamaroneck
Tyler Technologies, Inc. Page | 35
Exhibit E
of Town onto the Tyler Client Services team, who provides Town with assistance following Go-Live, officially
transitioning Town to operations and maintenance.
Objectives:
Ensure no critical issues remain for the project teams to resolve.
Confirm proper knowledge transfer to Town teams for key processes and subject areas.
STAGE 5 Transition to Client Services
Tyler Client
RACI MATRIX KEY:
s)
R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject
ManagerFunctional LeadsChange Management LeadsSubject Matter Experts (SMEDepartment HeadsEnd UsersTechnical Leads
Transfer client to Client
Services and review
I I A I I R I I C C C
issue reporting and
resolution processes
Review long term
maintenance and
A R C C C
continuous
improvement
InputsOpen item/issues List
Outputs / Acceptance Criteria \[only\] for Deliverables
Deliverables
Client Services Support Document
Work package assumptions:
No material project issues remain without assignment and plan.
Post Go-Live Activities
Some implementation activities are provided post-production due to the timing of business processes, the
requirement of actual production data to complete the activities, or the requirement of the system being
used in a live production state.
Objectives:
Schedule activities that are planned for after Go-Live.
Ensure issues have been resolved or are planned for resolution before phase or project close.
Town of Mamaroneck
Tyler Technologies, Inc. Page | 36
Exhibit E
STAGE 5 Post Go-Live Activities
TylerClient
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed
Committee
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering Project ManagerFunctional
LeadsChange Management LeadsSubject Matter Experts (SMEs)Department HeadsEnd UsersTechnical Leads
Schedule contracted
activities that are
A R C C C C I C C I C C
planned for delivery
after go-live
Determine resolution
plan in preparation for
A R C C C I C C I C
phase or project close
out
Inputs List of post Go-Live activities
Outputs / Acceptance Criteria \[only\] for
Deliverables Deliverables
Updated issues log
Work package assumptions:
System is being used in a live production state.
Control Point 5: Production Stage Acceptance
Acceptance criteria for this Stage includes completion of all criteria listed below:
Advancement to the Close stage is not dependent upon Tyler’s receipt of this Stage Acceptance.
Converted data is available in production environment.
Production Stage Acceptance Criteria:
All stage deliverables accepted based on criteria previously defined.
Go-Live activities defined in the Go-Live action plan completed.
Client services support document is provided.
Town of Mamaroneck
Tyler Technologies, Inc. Page | 37
Exhibit E
Close
The Close stage signifies full implementation of all products purchased and encompassed in the Phase or
Project. Town transitions to the next cycle of their relationship with Tyler (next Phase of implementation or
long-term relationship with Tyler Client Services).
Phase Closeout
This work package represents Phase completion and signals the conclusion of implementation activities for
the Phase. The Tyler Client Services team will assume ongoing support of Town for systems implemented in
the Phase.
Objectives:
Agreement from Tyler and Town teams that activities within this phase are complete.
STAGE 6 Phase Close Out
TylerClient
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed
Manager
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject
Functional LeadsChange Management LeadsSubject Matter Experts (SMEs)Department HeadsEnd UsersTechnical Leads
Reconcile project budget
and status of contract I A R I I C
Deliverables
Hold post phase review
A R C C C C C C C C C
meeting
Release phase-
dependent Tyler project A R I I
resources
Participants Tyler Client
Project LeadershipProject Manager
Project Manager Project Sponsor(s)
Implementation Consultants Functional Leads, Power Users,
Technical Leads
Technical Consultants (Conversion, Deployment,
Development)
Client Services
Inputs Contract
Statement of Work
Project artifacts
Town of Mamaroneck
Tyler Technologies, Inc. Page | 38
Exhibit E
Outputs / Acceptance Criteria \[only\] for Deliverables
Deliverables
Final action plan (for outstanding items)
Reconciliation Report
Post Phase Review
Work package assumptions:
Tyler deliverables for the phase have been completed.
Project Closeout
Completion of this work package signifies final acceptance and formal closing of the Project.
At this time Town may choose to begin working with Client Services to look at continuous improvement
Projects, building on the completed solution.
Objectives:
Confirm no critical issues remain for the project teams to resolve.
Determine proper knowledge transfer to Town teams for key processes and subject areas has
occurred.
Verify all deliverables included in the Agreement are delivered.
STAGE 6 Project Close Out
Tyler Client
RACI MATRIX KEY:
R = Responsible
A = Accountable
C = Consulted
I = Informed
Sponsor
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive Steering CommitteeProject ManagerFunctional
LeadsChange Management LeadsSubject Matter Experts (SMEs)Department HeadsEnd UsersTechnical Leads
Conduct post project
A R C C C C C C C C C
review
Deliver post project
report to Town and Tyler I A R I I C
leadership
Release Tyler project
A R I I
resources
InputsContract
Statement of Work
Town of Mamaroneck
Tyler Technologies, Inc. Page | 39
Exhibit E
Outputs / Acceptance Criteria \[only\] for Deliverables
Deliverables
Post Project Report Client acceptance; Completed report indicating
all project Deliverables and milestones have
been completed
Work package assumptions:
All project implementation activities have been completed and approved.
No critical project issues remain that have not been documented and assigned.
Final project budget has been reconciled and invoiced.
All Tyler deliverables have been completed.
Control Point 6: Close Stage Acceptance
Acceptance criteria for this Stage includes completion of all criteria listed below.
Note: Advancement to the Close Stage is not dependent upon Tyler’s receipt of this Stage Acceptance.
Close Stage Deliverables:
Post Project Report.
CloseStageAcceptanceCriteria:
Completed report indicating all Project deliverables and milestones have been completed.
General Assumptions
Tyler and Town will use this SOW as a guide for managing the implementation of the Tyler Project as provided
and described in the Agreement. There are a number of assumptions which, when acknowledged and
adhered to, will support a successful implementation. Assumptions related to specific work packages are
documented throughout the SOW. Included here are general assumptions which should be considered
throughout the overall implementation process.
Project
Project activities will begin after the Agreement has been fully executed.
The Town Project Team will complete their necessary assignments in a mutually agreed upon
timeframe in order to meet the scheduled go-live date, as outlined in the Project Schedule.
Sessions will be scheduled and conducted at a mutually agreeable time.
Additional services, software modules and modifications not described in the SOW or Agreement will
be considered a change to this Project and will require a Change Request Form as previously
referenced in the definition of the Change Control Process.
Tyler will provide a written agenda and notice of any prerequisites to the Town project manager(s)
ten (10) business days or as otherwise mutually agreed upon time frame prior to any scheduled on-
site or remote sessions, as applicable.
Town of Mamaroneck
Tyler Technologies, Inc. Page | 40
Exhibit E
Tyler will provide guidance for configuration and processing options available within the Tyler
software. If multiple options are presented by Tyler, Town is responsible for making decisions based
on the options available.
Implementation of new software may require changes to existing processes, both business and
technical, requiring Town to make process changes.
Town is responsible for defining, documenting and implementing their policies that result from any
business process changes.
Organizational Change Management
Unless otherwise contracted by Tyler, Town is responsible for managing Organizational Change. Impacted
Client resources will need consistent coaching and reassurance from their leadership team to embrace and
accept the changes being imposed by the move to new software. An important part of change is ensuring that
impacted client resources understand the value of the change, and why they are being asked to change.
Resources and Scheduling
Town resources will participate in scheduled activities as assigned in the Project Schedule.
The Town team will complete prerequisites prior to applicable scheduled activities. Failure to do so
may affect the schedule.
Tyler and Town will provide resources to support the efforts to complete the Project as scheduled
and within the constraints of the Project budget.
Abbreviated timelines and overlapped Phases require sufficient resources to complete all required
work as scheduled.
Changes to the Project Schedule, availability of resources or changes in Scope will be requested
through a Change Request. Impacts to the triple constraints (scope, budget and schedule) will be
assessed and documented as part of the change control process.
Town will ensure assigned resources will follow the change control process and 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, change control
process buy-in, and knowledge.
Town makes timely Project related decisions in order to achieve scheduled due dates on tasks and
prepare for subsequent training sessions. Failure to do so may affect the schedule, as each analysis
and implementation session is dependent on the decisions made in prior sessions.
Town will respond to information requests in a comprehensive and timely manner, in accordance
with the Project Schedule.
Town will provide adequate meeting space or facilities, including appropriate system connectivity, to
the project teams including Tyler team members.
For on-site visits, Tyler will identify a travel schedule that balances the needs of the project and the
employee.
Data
Data will be converted as provided and Tyler will not create data that does not exist.
Town is responsible for the quality of legacy data and for cleaning or scrubbing erroneous legacy
data.
Town of Mamaroneck
Tyler Technologies, Inc. Page | 41
Exhibit E
Tyler will work closely with Town representatives to identify business rules before writing the
conversion. Town must confirm that all known data mapping from source to target have been
identified and documented before Tyler writes the conversion.
All in-scope source data is in data extract(s).
Each Legacy System data file submitted for conversion includes all associated records in a single
approved file layout.
The client will provide the Legacy Systems data extract in the same format for each iteration 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.
The Town Project Team is responsible for reviewing the converted data and reporting issues during
each iteration, with assistance from Tyler.
Client is responsible for providing or entering test data (e.g., data for training, testing interfaces, etc.)
Facilities
Town will provide dedicated space for Tyler staff to work with Town resources for both on-site and
remote sessions. If Phases overlap, Town will provide multiple training facilities to allow for
independent sessions scheduling without conflict.
Town will provide staff with a location to practice what they have learned without distraction.
Town of Mamaroneck
Tyler Technologies, Inc. Page | 42
Exhibit E
Glossary
WordorTermDefinition
Acceptance Confirming that the output or deliverable is suitable and
conforms to the agreed upon criteria.
Accountable The one who ultimately ensures a task or deliverable is
completed; the one who ensures the prerequisites of the task are
met and who delegates the work to those responsible. \[Also see
RACI\]
Application A computer program designed to perform a group of coordinated
functions, tasks or activities for the benefit of the user.
Application Programming Interface (API) A defined set of tools/methods to pass data to and received data
from Tyler software products
Agreement This executed legal contract that defines the products and
services to be implemented or performed.
Business Process The practices, policy, procedure, guidelines, or functionality that
the client uses to complete a specific job function.
Business Requirements Document A specification document used to describe Client requirements
for contracted software modifications.
ChangeRequestA form used as part of the Change Control process whereby
changes in the scope of work, timeline, resources, and/or budget
are documented and agreed upon by participating parties.
ChangeManagementGuides how we prepare, equip and support individuals to
successfully adopt change in order to drive organizational success
& outcomes
Code Mapping \[where applicable\] An activity that occurs during the data conversion process
whereby users equate data (field level) values from the old
system to the values available in the new system. These may be
one to one or many to one. Example: Old System \[Field = eye
color\] \[values = BL, Blu, Blue\] maps to New Tyler System \[Field =
Eye Color\] \[value = Blue\].
Consulted Those whose opinions are sought, typically subject matter
experts, and with whom there is two-way communication. \[Also
see RACI\]
Control Point This activity occurs at the end of each stage and serves as a
formal and intentional opportunity to review stage deliverables
and required acceptance criteria for the stage have been met.
Data Mapping \[where applicable\] The activity determining and documenting where data from the
Legacy Systems will be placed in the new system; this typically
involves prior data analysis to understand how the data is
currently used in the Legacy Systems and how it will be used in
the new system.
Deliverable A verifiable document or service produced as part of the Project,
as defined in the work packages.
Go-LiveThe point in time when the Client is using the Tyler software to
conduct daily operations in Production.
Informed Those who are kept up-to-date on progress, often only on
completion of the task or deliverable, and with whom there is
just one-way communication. \[Also see RACI\]
Town of Mamaroneck
Tyler Technologies, Inc. Page | 43
Exhibit E
Infrastructure The composite hardware, network resources and services
required for the existence, operation and management of the
Tyler software.
Interface A connection to and potential exchange of data with an external
system or application. Interfaces may be one way, with data
leaving the Tyler system to another system or data entering Tyler
from another system, or they may be bi-directional with data
both leaving and entering Tyler and another system.
Integration A standard exchange or sharing of common data within the Tyler
system or between Tyler applications
Legacy Systems The software from which a client is converting.
Modification Custom enhancement of Tyler’s existing software to provide
features or functions to meet individual client requirements
documented within the scope of the Agreement.
On-site Indicates the work location is at one or more of the client’s
physical office or work environments.
Organizational Change The process of changing an organization's strategies, processes,
procedures, technologies, and culture, as well as the effect of
such changes on the organization.
Output A product, result or service generated by a process.
Peripheral devices An auxiliary device that connects to and works with the computer
in some way. Some examples: scanner, digital camera, printer.
Phase A portion of the Project in which specific set of related
applications are typically implemented. Phases each have an
independent start, Go-Live and closure dates but use the same
Implementation Plans as other Phases of the Project. Phases may
overlap or be sequential and may have different Tyler resources
assigned.
Project The delivery of the software and services per the agreement and
the Statement of Work. A Project may be broken down into
multiple Phases.
RACIA matrix describingthe level of participation by various roles in
completing tasks or Deliverables for a Project or process.
Individuals or groups are assigned one and only one of the
following roles for a given task: Responsible (R), Accountable (A),
Consulted (C), or Informed (I).
Remote Indicates the work location is at one or more of Tyler’s physical
offices or work environments.
Responsible Those who ensure a task is completed, either by themselves or
delegating to another resource. \[Also see RACI\]
Scope Products and services that are included in the Agreement.
Town of Mamaroneck
Tyler Technologies, Inc. Page | 44
Exhibit E
Solution The implementation of the contracted software product(s)
resulting in the connected system allowing users to meet Project
goals and gain anticipated efficiencies.
Stage The top-level components of the WBS. Each Stage is repeated for
individual Phases of the Project.
Standard Software functionality that is included in the base software (off-
the-shelf) package; is not customized or modified.
Statement of Work (SOW) Document which will provide supporting detail to the Agreement
defining Project-specific activities, services and Deliverables.
System The collective group of software and hardware that is used by the
organization to conduct business.
Test Scripts The steps or sequence of steps that will be used to validate or
confirm a piece of functionality, configuration, enhancement, or
Use Case Scenario.
Training Plan Document(s) that indicate how and when users of the system will
be trained relevant to their role in the implementation or use of
the system.
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.
Work Package A group of related tasks within a project.
Town of Mamaroneck
Tyler Technologies, Inc. Page | 45
Exhibit E
Part 4: Appendices
Conversion
Munis Conversion Summary
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
Accounting - Actuals
Summary account balances
Up to 3 years
Accounting - Budgets
Original budget, budget adjustments, revised budget summaries for accounts
Up to 3 years
Accounts Payable Master
Vendor Master file including names, addresses, SSN/FID, contacts, phone numbers
Multiple remittance addresses
Year-to-date 1099 amounts
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
Accounts Payable - Invoices
Invoice header data containing general information for the invoice
Invoice detail data containing line-specific information for the invoice
Up to 5 years
Town of Mamaroneck
Tyler Technologies, Inc. Page | 46
Exhibit E
Additional Appendices
Project Timeline
ERP Project Timeline
The Project Timeline establishes a target start and end date for each Phase of the Project. The timeline needs
to account for resource availability, business goals, size and complexity of the Project, and task duration
requirements. These will be reviewed and adjusted, if needed, during the Initiate and Plan Stage. Refer to
the Project Stages section of this SOW for information on work packages associated with each stage of the
implementation.
This will be a single-phase project (Financials only) with a duration of 6 to 9 months from start to go-live. The
actual timeline and target go-live date will be determined at the start of the project during project planning.
Town of Mamaroneck
Tyler Technologies, Inc. Page | 47
THIS ITEM HAS NO
DOCUMENTS-
DISCUSSION –
REQUEST FOR
EXECUTIVE SESSION
4159-4476-9317.01 43235-2-500
At a regular meeting of the Town Board of
the Town of Mamaroneck, Westchester
County, New York, held at the Town
Center, in Mamaroneck, New York in said
st
Town, on 21 day of July, 2021, at ____:00
o’clock P.M., Prevailing Time.
PRESENT:
_____________________________________
Supervisor
_____________________________________
Councilman
_____________________________________
Councilman
_____________________________________
Councilman
_____________________________________
Councilman
In the Matter
of
The Increase and Improvement of the
PUBLIC INTEREST ORDER
Facilities of Town of Mamaroneck Town of
Mamaroneck Ambulance District, in the
Town of Mamaroneck, Westchester
County, New York
WHEREAS, the Town Board of the Town of Mamaroneck, Westchester County,
New York, has duly caused to be prepared a map, plan and report including an estimate of cost,
pursuant to Section 202-b of the Town Law, relating to the proposed increase and improvement
of the facilities of the Town of Mamaroneck Ambulance District, in the Town of Mamaroneck,
Westchester County, New York, being the purchase of heart monitors, debibrillators and stair
chairs, including incidental equipment and expenses in connection therewith, in the Town of
Mamaroneck, Westchester County, New York, at a maximum estimated cost of $105,000 and
WHEREAS, at a meeting of said Town Board duly called and held on June 16, 2021, an
Order was duly adopted by it and entered in the minutes specifying the said Town Board would
meet to consider the increase and improvement of facilities of the Town of Mamaroneck
Ambulance District in said Town at a maximum estimated cost of $105,000, and to hear all
persons interested in the subject thereof concerning the same at the Town Center, in
Mamaroneck, New York, in said Town, on July 21, 2021, at ____:____ o’clock P.M., Prevailing
Time; and
WHEREAS, said Order duly certified by the Town Clerk was duly published and posted
as required by law; and
WHEREAS, a public hearing was duly held at the time and place set forth in said notice,
at which all persons desiring to be heard were duly heard; NOW, THEREFORE, BE IT
ORDERED, by the Town Board of the Town of Mamaroneck, Westchester County,
New York, as follows:
Section 1.Upon the evidence given at the aforesaid public hearing, it is hereby found
and determined that it is in the public interest to make the increase and improvement of the
facilities of the Town of Mamaroneck Ambulance District, in the Town of Mamaroneck,
Westchester County, New York, being the purchase of heart monitors, debibrillators and stair
chairs, including incidental equipment and expenses in connection therewith, at a maximum
estimated cost of $105,000.
Section 2.This Order shall take effect immediately.
-2-
The question of the adoption of the foregoing order was duly put to a vote on roll, which
resulted as follows:
_______________________________________ VOTING ___________
_______________________________________ VOTING ___________
_______________________________________ VOTING ___________
_______________________________________ VOTING ___________
_______________________________________ VOTING ___________
The Order was thereupon declared duly adopted.
* ** **
-3-
4159-4476-9317.01 43235-2-500
BOND RESOLUTION
At a regular meeting of the Town Board of the Town of Mamaroneck, Westchester
County, New York, held at the Town Center, in Mamaroneck, New York, in said Town, on the
st
21 day of July, 2021, at ____:00 o’clock P.M., Prevailing Time.
The meeting was called to order by _______________________________________, and
upon roll being called, the following were
PRESENT:
ABSENT:
The following resolution was offered by Councilman _________________________ who
moved its adoption, seconded by Councilman _________________________ to-wit:
BOND RESOLUTION DATED JULY 21, 2021.
A RESOLUTION AUTHORIZING THE ISSUANCE OF $105,000 BONDS OF
THE TOWN OF MAMARONECK, WESTCHESTER COUNTY, NEW YORK,
TO PAY THE COST OF THE INCREASE AND IMPROVEMENT OF THE
FACILITIES OF THE TOWN OF MAMARONECK AMBULANCE DISTRICT,
IN THE TOWN OF MAMARONECK, WESTCHESTER COUNTY,
NEW YORK.
WHEREAS, pursuant to the provisions heretofore duly had and taken in accordance with
the provisions of Section 202-b of the Town Law, and more particularly an Order dated the date
hereof, said Town Board has determined it to be in the public interest to improve the facilities of
the Town of Mamaroneck Ambulance District, in the Town of Mamaroneck, Westchester
County, New York, at a maximum estimated cost of $105,000; and
WHEREAS, the capital project hereinafter described, as proposed, has been determined
to be a Type II Action pursuant to the regulations of the New York State Department of
Environmental Conservation promulgated pursuant to the State Environmental Quality Review
Act, which as such, will not have any significant adverse effect on the environment NOW,
THEREFORE, BE IT
RESOLVED, by the Town Board of the Town of Mamaroneck, Westchester County,
New York, as follows:
Section 1.For the class of objects or purposes of paying the cost of the increase and
improvement of the Town of Mamaroneck Ambulance District, in the Town of Mamaroneck,
Westchester County, New York, being the purchase of heart monitors, debibrillators and stair
chairs, including incidental equipment and expenses in connection therewith, in the Town of
Mamaroneck, Westchester County, New York, there are hereby authorized to be issued $105,000
bonds of said Town pursuant to the provisions of the Local Finance Law.
Section2.Itisherebydeterminedthatthemaximumestimatedcostoftheaforesaid
class of objects or purposes is $105,000, which class of objects or purposes is hereby authorized
at said maximum estimated cost, and that the plan for the financing thereof is by the issuance of
the $105,000 bonds of said Town authorized to be issued pursuant to this bond resolution.
Section 3.It is hereby determined that the period of probable usefulness of the
aforesaid class of objects or purposes is 5 years pursuant to subdivision 27-a of paragraph a of
Section 11.00 of the Local Finance Law. It is hereby further determined that the maximum
maturity of the serial bonds herein authorized will exceed five years.
Section 4.The faith and credit of said Town of Mamaroneck, Westchester County,
New York, are hereby irrevocably pledged for the payment of the principal of and interest on
such bonds as the same respectively become due and payable. An annual appropriation shall be
made in each year sufficient to pay the principal of and interest on such bonds becoming due and
payable in such year. To the extent not paid from monies raised from said Town of Mamaroneck
Ambulance District as applicable in the manner provided by law, there shall annually be levied
on all the taxable real property of said Town, a tax sufficient to pay the principal of and interest
on such bonds as the same become due and payable.
Section 5.Subject to the provisions of the Local Finance Law, the power to authorize
the issuance of and to sell bond anticipation notes in anticipation of the issuance and sale of the
serial bonds herein authorized, including renewals of such notes, is hereby delegated to the
Supervisor, the chief fiscal officer. Such notes shall be of such terms, form and contents, and
shall be sold in such manner, as may be prescribed by said Supervisor, consistent with the
provisions of the Local Finance Law.
Section 6.The powers and duties of advertising such bonds for sale, conducting the
sale and awarding the bonds, are hereby delegated to the Supervisor, who shall advertise such
bonds for sale, conduct the sale, and award the bonds in such manner as she shall deem best for
the interests of said Town, provided, however, that in the exercise of these delegated powers, the
Supervisor shall comply fully with the provisions of the Local Finance Law and any order or rule
of the State Comptroller applicable to the sale of municipal bonds. The receipt of the Supervisor
-2-
shall be a full acquittance to the purchaser of such bonds, who shall not be obliged to see to the
application of the purchase money.
Section 7.All other matters except as provided herein relating to the serial bonds
herein authorized including the date, denominations, maturities and interest payment dates,
within the limitations prescribed herein and the manner of execution of the same, including the
consolidation with other issues, and also the ability to issue serial bonds with substantially level
or declining annual debt service, shall be determined by the Supervisor, the chief fiscal officer of
such Town. Such bonds shall contain substantially the recital of validity clause provided for in
Section 52.00 of the Local Finance Law, and shall otherwise be in such form and contain such
recitals, in addition to those required by Section 51.00 of the Local Finance Law, as the
Supervisor shall determine consistent with the provisions of the Local Finance Law.
Section 8.The validity of such bonds and bond anticipation notes may be contested
only if:
1)Such obligations are authorized for an object or purpose for which said Town is
not authorized to expend money, or
2)The provisions of law which should be complied with at the date of publication of
this resolution are not substantially complied with,
and an action, suit or proceeding contesting such validity is commenced within twenty days after
the date of such publication, or
3)Such obligations are authorized in violation of the provisions of the Constitution.
Section 9.This resolution shall constitute a statement of official intent for purposes
of Treasury Regulations Section 1.150-2. Other than as specified in this resolution, no monies
are, or are reasonably expected to be, reserved, allocated on a long-term basis, or otherwise set
aside with respect to the permanent funding of the object or purpose described herein.
-3-
Section 10.This resolution, which takes effect immediately, shall be published in
summary form in the official newspaper, together with a notice of the Town Clerk in
substantially the form provided in Section 81.00 of the Local Finance Law.
-4-
The question of the adoption of the foregoing resolution was duly put to a vote on roll
call, which resulted as follows:
________________________________________ VOTING ___________
________________________________________ VOTING ___________
________________________________________ VOTING ___________
________________________________________ VOTING ___________
________________________________________ VOTING ___________
The resolution was thereupon declared duly adopted.
* * * * * *
-5-
4125-7326-9797.01 43235-2-500
At a regular meeting of the Town Board of
the Town of Mamaroneck, Westchester
County, New York, held at the Town
Center, in Mamaroneck, New York in said
Town, on July 21, 2021, at ____:00 o’clock
P.M., Prevailing Time.
PRESENT:
_____________________________________
Supervisor
_____________________________________
Councilman
_____________________________________
Councilman
_____________________________________
Councilman
_____________________________________
Councilman
In the Matter
of
The Increase and Improvement of the
PUBLIC INTEREST ORDER
Facilities of the Garbage District No. 1, in
the Town of Mamaroneck, Westchester
County, New York
WHEREAS, the Town Board of the Town of Mamaroneck, Westchester County,
New York, has duly caused to be prepared a map, plan and report including an estimate of cost,
pursuant to Section 202-b of the Town Law, relating to the proposed increase and improvement
of the facilities of the Garbage District No. 1, in the Town of Mamaroneck, Westchester County,
New York, being the purchase and installation of a new truck body on a sanitation vehicle,
including incidental equipment and expenses in connection therewith, at a maximum estimated
cost of $102,000 and
WHEREAS, at a meeting of said Town Board duly called and held on June 16, 2021, an
Order was duly adopted by it and entered in the minutes specifying the said Town Board would
meet to consider the increase and improvement of facilities of the Garbage District No. 1 in said
Town at a maximum estimated cost of $102,000, and to hear all persons interested in the subject
thereof concerning the same at the Town Center, in Mamaroneck, New York, in said Town, on
June 16, 2021, at ___:____ o’clock P.M., Prevailing Time; and
WHEREAS, said Order duly certified by the Town Clerk was duly published and posted
as required by law; and
WHEREAS, a public hearing was duly held at the time and place set forth in said notice,
at which all persons desiring to be heard were duly heard; NOW, THEREFORE, BE IT
ORDERED, by the Town Board of the Town of Mamaroneck, Westchester County,
New York, as follows:
Section 1.Upon the evidence given at the aforesaid public hearing, it is hereby found
and determined that it is in the public interest to make the increase and improvement of the
facilities of the Garbage District No. 1, in the Town of Mamaroneck, Westchester County,
New York, consisting of the purchase and installation of a new truck body on a sanitation
vehicle, including incidental equipment and expenses in connection therewith, at a maximum
estimated cost of $102,000.
Section 2.This Order shall take effect immediately.
-2-
The question of the adoption of the foregoing order was duly put to a vote on roll, which
resulted as follows:
_______________________________________ VOTING ___________
_______________________________________ VOTING ___________
_______________________________________ VOTING ___________
_______________________________________ VOTING ___________
_______________________________________ VOTING ___________
The Order was thereupon declared duly adopted.
* ** **
-3-
4125-7326-9797.01 43235-2-500
BOND RESOLUTION
At a regular meeting of the Town Board of the Town of Mamaroneck, Westchester
County, New York, held at the Town Center, in Mamaroneck, New York, in said Town, on the
st
21 day of July, 2021, at ____:00 o’clock P.M., Prevailing Time.
The meeting was called to order by _______________________________________, and
upon roll being called, the following were
PRESENT:
ABSENT:
The following resolution was offered by Councilman _________________________ who
moved its adoption, seconded by Councilman _________________________ to-wit:
BOND RESOLUTION DATED JULY 21, 2021.
A RESOLUTION AUTHORIZING THE ISSUANCE OF $102,000 BONDS OF
THE TOWN OF MAMARONECK, WESTCHESTER COUNTY, NEW YORK,
TO PAY THE COST OF THE INCREASE AND IMPROVEMENT OF THE
FACILITIES OF THE GARBAGE DISTRICT NO. 1, IN THE TOWN OF
MAMARONECK, WESTCHESTER COUNTY, NEW YORK.
WHEREAS, pursuant to the provisions heretofore duly had and taken in accordance with
the provisions of Section 202-b of the Town Law, and more particularly an Order dated the date
hereof, said Town Board has determined it to be in the public interest to improve the facilities of
the Garbage District No. 1, in the Town of Mamaroneck, Westchester County, New York, at a
maximum estimated cost of $102,000; and
WHEREAS, the capital project hereinafter described, as proposed, has been determined
to be a Type II Action pursuant to the regulations of the New York State Department of
Environmental Conservation promulgated pursuant to the State Environmental Quality Review
Act, which as such, will not have any significant adverse effect on the environment NOW,
THEREFORE, BE IT
RESOLVED, by the Town Board of the Town of Mamaroneck, Westchester County,
New York, as follows:
Section 1.For the specific object or purpose of paying the cost of the increase and
improvement of the Garbage District No. 1, in the Town of Mamaroneck, Westchester County,
New York, consisting of the purchase and installation of a new truck body on a sanitation
vehicle, including incidental equipment and expenses in connection therewith, there are hereby
authorized to be issued $102,000 bonds of said Town pursuant to the provisions of the Local
Finance Law.
Section 2.It is hereby determined that the maximum estimated cost of the aforesaid
specific object or purpose is $102,000, which specific object or purpose is hereby authorized at
said maximum estimated cost, and that the plan for the financing thereof is by the issuance of the
$102,000 bonds of said Town authorized to be issued pursuant to this bond resolution.
Section 3.It is hereby determined that the period of probable usefulness of the
aforesaid specific object or purpose is 15 years pursuant to subdivision 28 of paragraph a of
Section 11.00 of the Local Finance Law. It is hereby further determined that the maximum
maturity of the serial bonds herein authorized will exceed five years.
Section 4.The faith and credit of said Town of Mamaroneck, Westchester County,
New York, are hereby irrevocably pledged for the payment of the principal of and interest on
such bonds as the same respectively become due and payable. An annual appropriation shall be
made in each year sufficient to pay the principal of and interest on such bonds becoming due and
payable in such year. To the extent not paid from monies raised from said Garbage District
No. 1 as applicable in the mannerprovided by law, there shall annually be levied on all the
taxable real property of said Town, a tax sufficient to pay the principal of and interest on such
bonds as the same become due and payable.
Section 5.Subject to the provisions of the Local Finance Law, the power to authorize
the issuance of and to sell bond anticipation notes in anticipation of the issuance and sale of the
serial bonds herein authorized, including renewals of such notes, is hereby delegated to the
Supervisor, the chief fiscal officer. Such notes shall be of such terms, form and contents, and
shall be sold in such manner, as may be prescribed by said Supervisor, consistent with the
provisions of the Local Finance Law.
Section 6.The powers and duties of advertising such bonds for sale, conducting the
sale and awarding the bonds, are hereby delegated to the Supervisor, who shall advertise such
bonds for sale, conduct the sale, and award the bonds in such manner as she shall deem best for
the interests of said Town, provided, however, that in the exercise of these delegated powers, the
Supervisor shall comply fully with the provisions of the Local Finance Law and any order or rule
-2-
of the State Comptroller applicable to the sale of municipal bonds. The receipt of the Supervisor
shall be a full acquittance to the purchaser of such bonds, who shall not be obliged to see to the
application of the purchase money.
Section 7.All other matters except as provided herein relating to the serial bonds
herein authorized including the date, denominations, maturities and interest payment dates,
within the limitations prescribed herein and the manner of execution of the same, including the
consolidation with other issues, and also the ability to issue serial bonds with substantially level
or declining annual debt service, shall be determined by the Supervisor, the chief fiscal officer of
such Town. Such bonds shall contain substantially the recital of validity clause provided for in
Section 52.00 of the Local Finance Law, and shall otherwise be in such form and contain such
recitals, in addition to those required by Section 51.00 of the Local Finance Law, as the
Supervisor shall determine consistent with the provisions of the Local Finance Law.
Section 8.The validity of such bonds and bond anticipation notes may be contested
only if:
1)Such obligations are authorized for an object or purpose for which said Town is
not authorized to expend money, or
2)The provisions of law which should be complied with at the date of publication of
this resolution are not substantially complied with,
and an action, suit or proceeding contesting such validity is commenced within twenty days after
the date of such publication, or
3)Such obligations are authorized in violation of the provisions of the Constitution.
Section 9.This resolution shall constitute a statement of official intent for purposes
of Treasury Regulations Section 1.150-2. Other than as specified in this resolution, no monies
are, or are reasonably expected to be, reserved, allocated on a long-term basis, or otherwise set
aside with respect to the permanent funding of the object or purpose described herein.
-3-
Section 10.This resolution, which takes effect immediately, shall be published in
summary form in the official newspaper, together with a notice of the Town Clerk in
substantially the form provided in Section 81.00 of the Local Finance Law.
The question of the adoption of the foregoing resolution was duly put to a vote on roll
call, which resulted as follows:
________________________________________ VOTING ___________
________________________________________ VOTING ___________
________________________________________ VOTING ___________
________________________________________ VOTING ___________
________________________________________ VOTING ___________
The resolution was thereupon declared duly adopted.
* * * * * *
-4-
4126-5253-3295.01 43235-2-500
At a regular meeting of the Town Board of
the Town of Mamaroneck, Westchester
County, New York, held at the Town
Center, in Mamaroneck, New York in said
st
Town, on 21 day of July, 2021, at ____:00
o’clock P.M., Prevailing Time.
PRESENT:
_____________________________________
Supervisor
_____________________________________
Councilman
_____________________________________
Councilman
_____________________________________
Councilman
_____________________________________
Councilman
In the Matter
of
The Increase and Improvement of the
PUBLIC INTEREST ORDER
Facilities of Water District No. 1, in the
Town of Mamaroneck, Westchester
County, New York
WHEREAS, the Town Board of the Town of Mamaroneck, Westchester County,
New York, has duly caused to be prepared a map, plan and report including an estimate of cost,
pursuant to Section 202-b of the Town Law, relating to the proposed increase and improvement
of the facilities of Water District No. 1, in the Town of Mamaroneck, Westchester County,
New York, consisting of the construction of improvements to the water distribution system,
including original furnishings, equipment, machinery, apparatus, appurtenances, and incidental
improvements and expenses in connection therewith, in the Town of Mamaroneck, Westchester
County, New York, at a maximum estimated cost of $712,000 and
WHEREAS, at a meeting of said Town Board duly called and held on June 16, 2021, an
Order was duly adopted by it and entered in the minutes specifying the said Town Board would
meet to consider the increase and improvement of facilities of Water District No. 1 in said Town
at a maximum estimated cost of $712,000, and to hear all persons interested in the subject
thereof concerning the same at the Town Center, in Mamaroneck, New York, in said Town, on
July 21, 2021, at ____:____ o’clock P.M., Prevailing Time; and
WHEREAS, said Order duly certified by the Town Clerk was duly published and posted
as required by law; and
WHEREAS, a public hearing was duly held at the time and place set forth in said notice,
at which all persons desiring to be heard were duly heard; NOW, THEREFORE, BE IT
ORDERED, by the Town Board of the Town of Mamaroneck, Westchester County,
New York, as follows:
Section 1.Upon the evidence given at the aforesaid public hearing, it is hereby found
and determined that it is in the public interest to make the increase and improvement of the
facilities of Water District No. 1, in the Town of Mamaroneck, Westchester County, New York,
consisting of the construction of improvements to the water distribution system, including
original furnishings, equipment, machinery, apparatus, appurtenances, and incidental
improvements and expenses in connection therewith, at a maximum estimated cost of $712,000.
Section 2.This Order shall take effect immediately.
-2-
The question of the adoption of the foregoing order was duly put to a vote on roll, which
resulted as follows:
_______________________________________ VOTING ___________
_______________________________________ VOTING ___________
_______________________________________ VOTING ___________
_______________________________________ VOTING ___________
_______________________________________ VOTING ___________
The Order was thereupon declared duly adopted.
* ** **
-3-
4126-5253-3295.01 43235-2-500
BOND RESOLUTION
At a regular meeting of the Town Board of the Town of Mamaroneck, Westchester
County, New York, held at the Town Center, in Mamaroneck, New York, in said Town, on the
st
21 day of July, 2021, at ____:00 o’clock P.M., Prevailing Time.
The meeting was called to order by _______________________________________, and
upon roll being called, the following were
PRESENT:
ABSENT:
The following resolution was offered by Councilman _________________________ who
moved its adoption, seconded by Councilman _________________________ to-wit:
BOND RESOLUTION DATED JULY 21, 2021.
A RESOLUTION AUTHORIZING THE ISSUANCE OF $712,000 BONDS OF
THE TOWN OF MAMARONECK, WESTCHESTER COUNTY, NEW YORK,
TO PAY THE COST OF THE INCREASE AND IMPROVEMENT OF THE
FACILITIES OF WATERDISTRICT NO. 1, IN THE TOWN OF
MAMARONECK, WESTCHESTER COUNTY, NEW YORK.
WHEREAS, pursuant to the provisions heretofore duly had and taken in accordance with
the provisions of Section 202-b of the Town Law, and more particularly an Order dated the date
hereof, said Town Board has determined it to be in the public interest to improve the facilities of
Water District No. 1, in the Town of Mamaroneck, Westchester County, New York, at a
maximum estimated cost of $712,000; and
WHEREAS, the capital project hereinafter described, as proposed, has been determined
to be a Type II Action pursuant to the regulations of the New York State Department of
Environmental Conservation promulgated pursuant to the State Environmental Quality Review
Act, which as such, will not have any significant adverse effect on the environment NOW,
THEREFORE, BE IT
RESOLVED, by the Town Board of the Town of Mamaroneck, Westchester County,
New York, as follows:
Section 1.For the class of objects or purposes of paying the cost of the increase and
improvement of Water District No. 1, in the Town of Mamaroneck, Westchester County,
New York, consisting of the construction of improvements to the water distribution system,
including original furnishings, equipment, machinery, apparatus, appurtenances, and incidental
improvements and expenses in connection therewith, in the Town of Mamaroneck, Westchester
County, New York, there are hereby authorized to be issued $712,000 bonds of said Town
pursuant to the provisions of the Local Finance Law.
Section 2.It is hereby determined that the maximum estimated cost of the aforesaid
class of objects or purposes is $712,000, which class of objects or purposes is hereby authorized
at said maximum estimated cost, and that the plan for the financing thereof is by the issuance of
the $712,000 bonds of said Town authorized to be issued pursuant to this bond resolution.
Section 3.It is hereby determined that the period of probable usefulness of the
aforesaid class of objects or purposes is 40 years pursuant to subdivision 1 of paragraph a of
Section 11.00 of the Local Finance Law. It is hereby further determined that the maximum
maturity of the serial bonds herein authorized will exceed five years.
Section 4.The faith and credit of said Town of Mamaroneck, Westchester County,
New York, are hereby irrevocably pledged for the payment of the principal of and interest on
such bonds as the same respectively become due and payable. An annual appropriation shall be
made in each year sufficient to pay the principal of and interest on such bonds becoming due and
payable in such year. To the extent not paid from monies raised from said Water District No. 1
as applicable in the manner provided by law, there shall annually be levied on all the taxable real
property of said Town, a tax sufficient to pay the principal of and interest on such bonds as the
same become due and payable.
Section 5.Subject to the provisions of the Local Finance Law, the power to authorize
the issuance of and to sell bond anticipation notes in anticipation of the issuance and sale of the
serial bonds herein authorized, including renewals of such notes, is hereby delegated to the
Supervisor, the chief fiscal officer. Such notes shall be of such terms, form and contents, and
shall be sold in such manner, as may be prescribed by said Supervisor, consistent with the
provisions of the Local Finance Law.
Section 6.The powers and duties of advertising such bonds for sale, conducting the
sale and awarding the bonds, are hereby delegated to the Supervisor, who shall advertise such
bonds for sale, conduct the sale, and award the bonds in such manner as she shall deem best for
the interests of said Town, including, but not limited to, the power to sell said bonds to the
New York State Environmental Facilities Corporation; provided, however, that in the exercise of
these delegated powers, the Supervisor shall comply fully with the provisions of the Local
-2-
Finance Law and any order or rule of the State Comptroller applicable to the sale of municipal
bonds. The receipt of the Supervisor shall be a full acquittance to the purchaser of such bonds,
who shall not be obliged to see to the application of the purchase money.
Section 7.All other matters except as provided herein relating to the serial bonds
herein authorized including the date, denominations, maturities and interest payment dates,
within the limitations prescribed herein and the manner of execution of the same, including the
consolidation with other issues, and also the ability to issue serial bonds with substantially level
or declining annual debt service, shall be determined by the Supervisor, the chief fiscal officer of
such Town. Such bonds shall contain substantially the recital of validity clause provided for in
Section 52.00 of the Local Finance Law, and shall otherwise be in such form and contain such
recitals, in addition to those required by Section 51.00 of the Local Finance Law, as the
Supervisor shall determine consistent with the provisions of the Local Finance Law.
Section 8.The Supervisor is hereby further authorized, at her sole discretion, to
execute a project finance and/or loan agreement, and any other agreements with the New York
State Department of Health and/or the New York State Environmental Facilities Corporation,
including amendments thereto, and including any instruments (or amendments thereto) in the
effectuation thereof, in order to effect the financing or refinancing of the class of objects or
purposes described in Section 1 hereof, or a portion thereof, by a bond, and/or note issue of said
Town in the event of the sale of same to the New York State Environmental Facilities
Corporation.
Section 9.The power to issue and sell notes to the New York State Environmental
Facilities Corporation pursuant to Section 169.00 of the Local Finance Law is hereby delegated
to the Supervisor. Such notes shall be of such terms, form and contents as may be prescribed by
said Supervisor consistent with the provisions of the Local Finance Law.
Section 10.The validity of such bonds and bond anticipation notes may be contested
only if:
-3-
1)Such obligations are authorized for an object or purpose for which said Town is
not authorized to expend money, or
2)The provisions of law which should be complied with at the date of publication of
this resolution are not substantially complied with,
and an action, suit or proceeding contesting such validity is commenced within twenty days after
the date of such publication, or
3)Such obligations are authorized in violation of the provisions of the Constitution.
Section 11.This resolution shall constitute a statement of official intent for purposes
of Treasury Regulations Section 1.150-2. Other than as specified in this resolution, no monies
are, or are reasonably expected to be, reserved, allocated on a long-term basis, or otherwise set
aside with respect to the permanent funding of the object or purpose described herein.
Section 12.This resolution, which takes effect immediately, shall be published in
summary form in the official newspaper, together with a notice of the Town Clerk in
substantially the form provided in Section 81.00 of the Local Finance Law. The question of the
adoption of the foregoing resolution was duly put to a vote on roll call, which resulted as
follows:
________________________________________ VOTING ___________
________________________________________ VOTING ___________
________________________________________ VOTING ___________
________________________________________ VOTING ___________
________________________________________ VOTING ___________
The resolution was thereupon declared duly adopted.
* * * * * *
-4-
Con Edison
Program Update
Community Choice Aggregation
SUSTAINABLE WESTCHESTER
, 2021
th
6
2
July
And Westchester County itself
Sustainable Westchester is a nonprofit, consortium of Westchester County local governments that creates and administers socially responsible, environmentally sound, and economically
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115,000
Kisco
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WESTCHESTER POWER BENEFITS
of carbon dioxide.
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have chosen the green supply as their default.
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info@sustainablewestchester.org
at
offset hundreds of thousands of metric tons
as much time as needed
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Change
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WESTCHESTER POWER BENEFITS
Advocacy & Education
renewable
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sources
GREEN SUPPLY
100% Renewable NYS
Largely non
STANDARD SUPPLY
CURRENT WESTCHESTER POWER RATES
stakeholders can watch
time bidding
-
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BID PLATFORM: REVERSE AUCTION
Contract 3
RESIDENTIAL
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Contract 3
WESTCHESTER POWER FIXED RATES
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WESTCHESTER POWER: A FOUNDATION
installations/payments
access and equity
Increases Guaranteed savings of up to 10% on SOLAR CREDITSNo upfront No cancellation fees
for new solar development
environmental benefits
Further leverages the power of aggregation Additional Drives demand Complements Westchester Power program
MORE GREEN ENERGY & SAVINGS: COMMUNITY SOLAR
for Community
participation
out community solar
-
attract and drive accelerated solar
to savings and environmental impact
for low income customer
Greatly expand accessRemoves barriers Expanded customer base will development
PSC has ordered utilities to provide for Solar and this unlocks the possibility of opt
FALL 2021 CONSOLIDATED BILLING INTEGRATES COMMUNITY SOLAR!
REVISING PROGRAM
-
OUT COMMUNITY SOLAR
-
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OPTDOCS TO SUPPORT
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GridRewards Program:
personal control =
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forward to environmental justice
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June 30, 2022 May 2022 March/April 2022
KEY DATES/MILESTONES: CON ED
allowable)
(transitioning to in
Virtual community
education sessions
person & events as
or
series
westchesterpower.org
Digital collateral &
consumer education video
Sustainable Westchester Media on YouTube
Posting
Social Media
&
County
Local Press
OUTREACH & EDUCATION
ANY QUESTIONS?
THANK YOU
THIS ITEM HAS NO
DOCUMENTS- OTHER
FIRE DEPARTMENT
BUSINESS
THIS DOCUMENT IS
LOCATED IN THE
WORKSESSION SECTION –
DISCUSSION – TYLER
TECHNOLOGIES, INC.
THIS DOCUMENT IS
LOCATED IN THE WORK
SESSION SECTION –
AUTHORIZATION – CLEAN
ENERGY COMMUNITY
GRANTS
THIS DOCUMENT IS
LOCATED IN THE
WORKSESSION SECTION –
SET WJWW WATER RATE
June 2, 2021
MINUTES OF THE REGULAR MEETING AND WORK SESSION OF THE TOWN BOARD OF
THE TOWN OF MAMARONECK HELD JUNE 2, 2021 BEGINNING AT 5:00 PM.
PURSUANT TO 202.1, SUSPENSION OF LAW
ALLOWING THE ATTENDANCE OF MEETINGS TELEPHONICALLY OR OTHER SIMILAR
SERVICE:
Article 7 of the Public Officers Law, to the extent necessary to permit any public body to meet
and take such actions authorized by the law without permitting in public in-person access to
meetings and authorizing such meetings to be held remotely by conference call or similar
service, provided that the public has the ability to view or listen to such proceeding and that
such meetings are recorded and later transcribed;
PRESENT: Supervisor Nancy Seligson
Councilwoman Abby Katz
Councilwoman Jaine Elkind Eney
Councilwoman Sabrina Fiddelman
Councilman Jeffery L. King
ALSO PRESENT: Christina Battalia, Town Clerk
Deputy Town Administrator
William Maker, Jr., Town Attorney
CALL TO ORDER - WORK SESSION
Additionally Present: Meredith Robson, Town Administrator Appointment and Lindsey Luft Assistant to the
Town Administrator
On motion of Councilwoman Elkind Eney, seconded by Councilwoman Katz, the Work Session was
unanimously opened at 5:00 p.m.
Review NYStretch Energy Code 2020
Supervisor Seligson reminded the Town Board that New York State had amended the draft law, and so this
item was deferred from the last meeting. Setting the public hearing is on the regular agenda for this
evening.
Update Love Your Food
As this program moves forward with various modified initiatives, there are two agreements on the agenda
for this evening. Ms. Luft presented the two agreements; one for in person cooking demonstrations at the
.
1
June 2, 2021
Review SAM Grant Resolution
ve a $250,000 grant through the
SAM Grant for the Hommocks Pool. The SAM Grant program is administered by the Dormitory Authority of
the State of New York (DASNY). The Town will utilize these funds for the replacement of the kiddy
(Mushroom Pool) with a spray pad. The cost for the project is $600,800, minus the grant award, the Town
share will be $350,800. A resolution for commitment of funding is on the regular agenda for this evening.
Update Racial Equity Task Force (RETF)
Former Town Administrator, Stephen Altieri, prepared a memorandum for the Town Board, dated May 28,
2021, on Reform and Reinvention Report. Mr. Altieri will work with
the Police Department on this implementation. Councilman King asked that a member of the RETF be a
liaison to work with Mr. Altieri. It is anticipated that a draft for a plan will be ready by July.
Update Marihuana Regulations and Tax Act
Mr. Maker explained, and a map was shown, of where dispensaries and lounges could be located within
the unincorporated Town. Dispensaries and or lounges cannot be close to schools or churches. The next
step for the Town is to receive public input on whether to opt out entirely. Opting out would require a
permissive referendum. The Town cannot opt out of distribution, such as through the mail. The Town
cannot legislate whereby making
session in early September.
Discussion Westchester Urban County Consortium Renewal
having received numerous grants over
the years. Currently the Town is intending to file a grant this June for the 2022 CDBG cycle for renovations
to the Senior Center. There is no action needed to participate in the Consortium, it is an auto opt-in.
Discussion Request Moratorium Exemption to Demolish Garage
There has been a request from the owners of 68 Sherwood Drive for an exemption to the Demolition
Moratorium to remove a garage on the property. The Town Board reviewed documents from the Town
Building Inspector and Planning Board. The Town Board determined it was not the intention of the
Moratorium to stop the removal and reconstruction of a garage, and therefore will move forward to allow
the exemption. Formal approval was added to the regular agenda for this evening.
New Business
The Town Board reviewed future Town Board meeting dates and decided on Wednesday, September 1,
Monday, September 13, Tuesday, August 17 and Wednesday, July 21, for the next three month.
At the suggestion of the Town Clerk, the Town Board discussed the flying of a Pride Flag honoring Pride
Month (June). It was agreed to with enthusiasm and the Town will fly the flag provided by the Town Clerk.
2
June 2, 2021
Recent tree removal by Metro North along Revere Road and Harmon Drive has caused much upset among
those residents. Although these residents reside in the Village of Mamaroneck, the Supervisor has received
th
numerous calls. There will be an on-site meeting with Metro North and the residents on Friday, June 5, at
6:00pm. The trees were located in the Metro North right-of-way, and so did not require prior notice. The
Supervisor stated that this demonstrates a lack of communication on the part of Metro North. Village
Mayor, Tom Murphy, State Assemblyman Steve Otis will attend the June 5 meeting. Deputy Town
ell, was also asked to attend on behalf of the Town.
At the request of Councilwoman Fiddelman, Supervisor Seligson gave an update on the Solar Project at the
Hommocks Ice Rink, noting that there has not been as many registrations from the residents of the
Hommocks Apartments as the Town had hoped, and Sustainable Westchester is actively working to register
these residents into the program.
Supervisor Seligson noted that AKRF, the Town consultant working on the Zoning Code will be provided the
addresses of homes to review. The recent list discussed by the Town Board was modified and added to by
the Building Department.
the committee formed to help with the 5G legislation, has received a
draft legislative amendment and will review and give .
Councilwoman Elkind Eney gave an update on the Comprehensive Plan, stating that the new scope and
timeline are being discussed with the Advisory Committee, and should be before the Town Board in a few
weeks.
On motion of Councilwoman Elkind Eney, seconded by Councilwoman Fiddelman, the Board unanimously
agreed to enter an Executive Session to discuss the employment history of particular individuals, an
easement and potential litigation. Meredith Robson was asked to join.
EXECUTIVE SESSION
Employment History of Particular Individuals
Easement
Potential Litigation.
On motion of Councilwoman Elkind Eney, seconded by Councilman King, the Board unanimously agreed to
resume the Worksession.
CALL TO ORDER - REGULAR MEETING
The Regular Meeting of the Town Board was called to order by Supervisor Seligson at
8:00 p.m.
Supervisor Seligson noted that the Town Board met for a worksession beginning at five
evening.
3
June 2, 2021
INSERT NANCY
Supervisor Seligson asked Lindsey Luft, who is monitoring the public comment if any viewers had emailed
or (virtually) raised their hand to speak, and there was none.
BOARD OF FIRE COMMISSIONERS
Commissioner Seligson called the Meeting to order, then on motion of Commission Elkind Eney, seconded
by Commissioner Fiddelman, the Board of Fire Commissioners was unanimously declared open.
Present were the following Members of the Commission:
Commissioner: Nancy Seligson
Commissioner: Abby Katz
Commissioner: Jaine Elkind Eney
Commissioner: Sabrina Fiddelman
Commissioner: Jeffery L. King
1. FIRE CLAIMS
On motion of Commissioner Elkind Eney, seconded by Commissioner Fiddelman, it was
RESOLVED that this Commission does hereby authorize payment of the following Fire
Department C
Office:
ATTACHMENT A
The above resolution was put to a roll call vote:
Commissioner King Aye
Commissioner Fiddelman Aye
Commissioner Elkind Eney Aye
Commissioner Katz Aye
Commissioner Seligson Aye
2. Other Fire Department Business
4
June 2, 2021
Commissioner Elkind Eneythanked the Fire Department for hosting the recent Memorial Day
Commemoration, adding that the restored bell looks wonderful!
There being no further business to come before the Commission, on motion of Commissioner Elkind Eney,
seconded by Commissioner Katz, the Commission unanimously adjourned and the Town Board reconvened.
AFFAIRS OF THE TOWN
1. Appointment - Town Administrator Meredith S. Robson
On motion of Councilwoman Elkind Eney, seconded by Councilwoman Katz, it was
RESOLVED, that the Mamaroneck Town Board does hereby appoint Meredith S. Robson as
Town Administrator of the Town of Mamaroneck, at an annual salary of $210,000, effective
June 2, 2021.
The above resolution was put to a roll call vote:
King Aye
Fiddelman Aye
Elkind Eney Aye
Katz Aye
Seligson Aye
2. Authorization Award Contract TA-21-07 Resurfacing of Various Roads
On motion of Councilwoman Elkind Eney, seconded by Councilwoman Fiddelman, the following was
approved;
WHEREAS, on May 12, 2021, the Town publicly opened and read five (5) bids for
Contract TA-21-07 Resurfacing of Various Roads.
NOW, THEREFORE, BE IT
RESOLVED, that the Mamaroneck Town Board does hereby award Contract TA-21-07
Resurfacing of Various Roads, to the lowest responsible
specification, ELQ Industries, Inc., for the base bid amount of $706,656.00.
The above resolution was put to a roll call vote:
King Aye
Fiddelman Aye
Elkind Eney Aye
Katz Aye
Seligson Aye
5
June 2, 2021
3. Authorization Love Your Food Calcutta Kitchens Food Demonstrations
On motion of Councilwoman Elkind Eney, seconded by Councilwoman Fiddelman, it was
RESOLVED, that the Mamaroneck Town Board does hereby approve the agreement with Niranjan
LLC d/b/a Calcutta Kitchens, to conduct cooking demonstrations for the Love Your Food Grant
Program, and
BE IT FURTHER,
RESOLVED, that the Mamaroneck Town Board does hereby authorize the Deputy Town
Administrator to execute the agreement on behalf of the Town.
The above resolution was put to a roll call vote:
King Aye
Fiddelman Aye
Elkind Eney Aye
Katz Aye
Seligson Aye
4. Authorization Love Your Food Video Series with Greenburgh Nature Center
On motion of Councilwoman Fiddelman, seconded by Councilwoman Elkind Eney, it was
RESOLVED, that the Mamaroneck Town Board does hereby approve the agreement with the
Greenburgh Nature Center, to write and perform scripts for nine (9) videos for the Love Your
Food Grant Program, and
BE IT FURTHER,
RESOLVED, that the Mamaroneck Town Board does hereby authorize the Deputy Town
Administrator to execute the agreement on behalf of the Town.
The above resolution was put to a roll call vote:
King Aye
Fiddelman Aye
Elkind Eney Aye
Katz Aye
Seligson Aye
5. Resolution SAM Grant
6
June 2, 2021
On motion of Councilwoman Elkind Eney, seconded by Councilwoman Fiddelman,the following was
approved;
WHEREAS, the Town of Mamaroneck has proposed the replacement of the Hommocks Kiddy Pool
at the Hommocks Pool Facility which will greatly enhance the aquatic experience for young
children in the Town of Mamaroneck and,
WHEREAS , the total cost of the project is estimated to be $600,800, and
WHEREAS, the Town has been nominated for a grant in the amount of $250,000 under the State
and Municipal Facilities Capital Program, the remaining portion of the project cost is $350,800.
NOW THEREFORE, BE IT
RESOLVED, that the Town Board of the Town of Mamaroneck hereby commits to funding the
share of the project cost for the Hommocks Spray Pad Project.
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The above resolution was put to a roll call vote:
King Aye
Fiddelman Aye
Elkind Eney Aye
Katz Aye
Seligson Aye
6. Authorization Appoint Office Assistant Highway Department/Central Garage
On motion of Councilwoman Elkind Eney, seconded by Councilwoman Fiddelman, it was
RESOLVED, that the Mamaroneck Town Board does hereby appoint Theresa
Barberio as a full-time Office Assistant in the Highway Department, effective June 3, 2021,
at an annual salary of $54,693.
The above resolution was put to a roll call vote:
King Aye
Fiddelman Aye
Elkind Eney Aye
Katz Aye
Seligson Aye
7. Set Public Hearing - NYStretch Energy Code
On motion of Councilwoman Fiddelman, seconded by Councilman King, it was unanimously
RESOLVED, that the Mamaroneck Town Board does hereby set the date for a Public
Hearing on the Adoption of the NYStretch Energy Code 2020June 16, 2021
7
June 2, 2021
at 8:00 p.m., virtually from the Town Center, 740 West Boston Post Road, and
BE IT FURTHER,
RESOLVED, that the Town Clerk is hereby authorized to publish the notice of said
hearing in a newspaper appointed as an official newspaper, and that said Notice, be
posted.
8. Set Town Board Meeting Date
On motion of Councilwoman Fiddelman, seconded by Councilman King, it was unanimously
RESOLVED, that the Mamaroneck Town Board does hereby set the upcoming Town Board
Meeting dates for Wednesday, September 1, Monday, September 13, Tuesday, August 17 and
Wednesday, July 21.
9. Resolution Exemption from the Moratorium on the Demolition of Main Buildings
68 Sherwood Drive
On the motion of Councilwoman Elkind Eney, seconded by Councilwoman Katz, the following shall
be approved;
WHEREAS, on April 21, 2021, the Town Board passed a moratorium against the demolition of
main buildings, as that term is defined in section 240-4 of the Mamaroneck Code, in residential
zoning districts until October 31, 2021, and
WHEREAS, a unique situation has arisen in that the only improvement on the real property
known by the postal address of 68 Sherwood Drive is a garage containing no habitable space,
and
WHEREAS, as the only improvement on this property, the garage is considered the main
building within the meaning of the Town Code and therefore the moratorium currently
prevents its demolition, and
WHEREAS, by its terms the moratorium is designed to pause the demolition of homes so that
they cannot be replaced with ones of greater size, or homes placed on lots in locations where
they may have an intrusive effect on neighboring properties, or homes that are out of character
with the neighborhood while the Town Board explores possible changes in the Town Code that
may mollify the impact of the demolition and replacement of homes, and
WHEREAS, when it passed the resolution establishing the moratorium, the Town Board was
unaware of the situation at 68 Sherwood Drive, and
WHEREAS, it was not the intention of the Town Board for the moratorium to prevent the
demolition of the garage at 68 Sherwood Drive.
NOW, THEREFORE, BE IT
8
June 2, 2021
RESOLVED, that the moratorium on the demolition of main buildings shall not apply to 68
Sherwood Drive and upon submission of a proper application, the Building Inspector may issue
a demolition permit for the removal of the garage located thereon.
The above resolution was put to a roll call vote:
King Aye
Fiddelman Aye
Elkind Eney Aye
Katz Aye
Seligson Aye
REPORT OF COUNCIL
The Town Board Members reported on their various activities and meetings since the last Town Board
Meeting.
ADJOURNMENT
On motion of Councilwoman Elkind Eney, seconded by Councilwoman Fiddelman, the meeting was
unanimously adjourned.
ΗΗΗΗΗΗΗΗΗΗΗΗΗΗΗΗΗΗΗΗΗΗΗΗΗΗΗΗΗΗΗΗ
Submitted by
Christina Battalia, Town Clerk
ATTACHMENT A
9
June 2, 2021
10
June 2, 2021
11