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Home My WebLink About7.6 Motion to renew software service agreements with Tyler Technologies, Inc. for an amount not to exceed $130,100 and with Heartland Business System, LLC for an amount not to exceed $58,500.M+awn �'xyt�lts�=e Item Cover Page Subject Motion to renew software service agreements with Tyler Technologies, Inc. for an amount not to exceed $130,100 and with Heartland Business System, LLC for an amount not to exceed $58,500. Meeting April 15, 2025 - VILLAGE BOARD/COMMITTEE OF THE WHOLE MEETING OF THE MOUNT PROSPECT VILLAGE BOARD Fiscal Impact (Y/N) Dollar Amount Budget Source Category CONSENT AGENDA Type Action Item Information The Village purchased New World Systems Enterprise Resource Planning (ERP) software 2010. New World Systems was acquired by Tyler Technologies in 2015. Tyler New World ERP is the leading enterprise software for financial management, payroll, HR, utility billing, budgeting and purchase orders. The Village switched to Microsoft 365 in 2022. Initially, the purchasing cost of this item was within the purchasing powers of the Village Manager. Now, with the amount of licenses and overall inflationary increases, the total cost of Microsoft Office 365 is $58,500. Per the Village's procurement policy and the Village Code, this purchase requires Village Board approval. Discussion Tyler New World Tyler Technology is the sole service provider for this ERP and the Village needs to pay for its annual support, updates and data hosting services. The ERP is hosted on Tyler's server and Tyler is responsible for database management, disaster recovery as well as cybersecurity measures. There are other software (CitizenServe for building permits, Quicket for code enforcement, and CityBase for online payments) that integrates with Tyler ERP and Tyler Technologies also supports the same. The last contract with Tyler Technologies was renewed in 2022 (from April 2022 to April 2025) by the Village Board. The last contract price was $123,813 per year. The current contract price includes a 5% increase from the previously contracted price. The renewal amount of $130,100 is appropriately budgeted in the 2025 budget to pay for this contract. Microsoft Office 365 The Village switched to Office 365 in 2023. The Village Board approved a contract with Heartland Business Solutions to purchase Microsoft Office 365 in 2023. The staff recommends renewal of this subscription. The new amount with added licenses and price increase is $58,459.22 and requires the Village Board's approval. The amount is appropriately budgeted in the 2025 budget to pay for this subscription. The Village expects five to ten percent increases year over year, which is normal for any subscription -based service. MS Office 365 product pricing is set by Microsoft and government licensing is only sold through resellers. Alternatives 1. Approve the motion to renew software/subscription service agreements with Tyler Technologies for an amount not to exceed $130,100 and with Heartland Business System LLC for an amount not to exceed $58,500. 2. Action at the discretion of the Village Board. Staff Recommendation Staff recommends renewing the software service agreements with Tyler Technologies for an amount not to exceed $130,100 and with Heartland Business System LLC for an amount not to exceed $58,500. Attachments 1. Tyler Technologies Inc - 24096 - 045-503817 (002) 2. Heartland Business Systems - 24266 - 771504-H 0 Remittance: Invoice 0 ��G._ tylerTyler Technologies, Inc • 0 (FEIN 75-2303920) Invoice No Date Page • . ��` i� O. Box 203556 045-503817 03/15/20251 of 2 technologies P. Dallas, TX 75320-3556 Questions: Tyler Technologies- ERP & Schools Phone: 1-800-772-2260 Press 2, then 1 Email: ar@tylertech.com Bill To MOUNT PROSPECT, IL Ship To MOUNT PROSPECT, IL 50 S EMERSON ST 50 S EMERSON ST MOUNT PROSPECT, IL60056-3218 MOUNT PROSPECT, IL60056-3218 Cust No.-BiIITo-ShipTo Ord No PO Number Currency Terms Due Date 50107 - MAIN - MAIN 220725 _ USD _ __NET60 _ 05/14/2025__ Contract Date Description Units Rate Extended Price Contract No.: Mount Prospect, IL 18/Mar/2022 PC Cash Register Interface 1 2,851.07 2,851.07 Cycle: Start: 01/Apr/2025, End: 31/Mar/2026 18/Mar/2022 Financial Management Base Suite 1 16,614.68 16,614.68 Cycle: Start: 01/Apr/2025, End: 31/Mar/2026 18/Mar/2022 Asset Management 1 2,851.07 2,851.07 Cycle: Start: 01/Apr/2025, End: 31/Mar/2026 18/Mar/2022 Bank Reconciliation 1 1,900.71 1,900.71 Cycle: Start: 01/Apr/2025, End: 31/Mar/2026 18/Mar/2022 Misc Billing & Receivables 1 2,851.07 2,851.07 Cycle: Start: 01/Apr/2025, End: 31/Mar/2026 18/Mar/2022 Project Accounting 1 2,851.07 2,851.07 Cycle: Start: 01/Apr/2025, End: 31/Mar/2026 18/Mar/2022 Purchasing Base 1 5,225.85 5,225.85 Cycle: Start: 01/Apr/2025, End: 31/Mar/2026 18/Mar/2022 Site License 1 11,875.50 11,875.50 Cycle: Start: 01/Apr/2025, End: 31/Mar/2026 18/Mar/2022 3rd Party Receivables Interface 1 2,851.07 2,851.07 Cycle: Start: 01/Apr/2025, End: 31/Mar/2026 18/Mar/2022 Benefits Administration 1 2,374.79 2,374.79 Cycle: Start: 01/Apr/2025, End: 31/Mar/2026 . 18/Mar/2022 Employee Event Tracking 1 2,851.07 2,851.07 Cycle: Start: 01/Apr/2025, End: 31/Mar/2026 18/Mar/2022 Personnel Action Processing 1 2,851.07 2,851.07 Cycle: Start: 01/Apr/2025, End: 31/Mar/2026 18/Mar/2022 Position Budgeting 1 2,851.07 2,851.07 Cycle: Start: 01/Apr/2025, End: 31/Mar/2026 18/Mar/2022 Human Resources Management Base Suite 1 14,250.92 14,250.92 Cycle: Start: 01/Apr/2025, End: 31/Mar/2026 18/Mar/2022 Water/Sewer/Refuse Base 1 11,876.13 11,876.13 Cycle: Start: 01/Apr/2025, End: 31/Mar/2026 18/Mar/2022 IVR Interface 1 793.80 793.80 Cycle: Start: 01/Apr/2025, End: 31/Mar/2026 18/Mar/2022 Meter and Device Inventory 1 3,801.42 3,801.42 Cycle: Start: 01/Apr/2025, End: 31/Mar/2026 18/Mar/2022 Automatic Meter Read Interface 1 2,374.79 2,374.79 Cycle: Start: 01/Apr/2025, End: 31/Mar/2026 00 Remittance: 6 "D o tyTyler Technologies, Inc (FEIN 75-2303920) �ler !* technologies Dallas, Box 203556 Dallas, TX 75320-3556 Questions: Tyler Technologies- ERP & Schools Phone: 1-800-772-2260 Press 2, then 1 Email: ar@tylertech.com Bill Ta MOUNT PROSPECT, IL 50 S EMERSON ST MOUNT PROSPECT, IL60056-3218 Invoice Invoice No Date Page 045-503817 03/15/2025 2 of 2 Ship Ta MOUNT PROSPECT, IL 50 S EMERSON ST MOUNT PROSPECT, IL60056-3218 Cust No.-BilITo-ShipTo Ord No PO Number Currency Terms Due Date 50107 - MAIN - MAIN 220725 USD NET60 05/14/2025 Contract Date Description Units Rate Extended Price 18/Mar/2022 ePayments 1 2,851.07 2,851.07 Cycle: Start: 01/Apr/2025, End: 31/Mar/2026 18/Mar/2022 eBenefits Administration 1 3,801.42 3,801.42 Cycle: Start: 01/Apr/2025, End: 31/Mar/2026 18/Mar/2022 eEmployee 1 7,600.64 7,600.64 Cycle: Start: 01/Apr/2025, End: 31/Mar/2026 18/Mar/2022 eUtilities 1 2,851.07 2,851.07 Cycle: Start: 01/Apr/2025, End: 31/Mar/2026 18/Mar/2022 eSuite Base 1 5,225.85 5,225.85 Cycle: Start: 01/Apr/2025, End: 31/Mar/2026 18/Mar/2022 Utility Management Analytics 1 3,325.14 3,325.14 Cycle: Start: 01/Apr/2025, End: 31/Mar/2026 18/Mar/2022 Finance Analytics 1 3,325.14 3,325.14 Cycle: Start: 01/Apr/2025, End: 31/Mar/2026 18/Mar/2022 HR/Payroll Analytics 1 3,325.14 3,325.14 Cycle: Start: 01/Apr/2025, End: 31/Mar/2026 18/Mar/2022 eTimesheets 1 3,801.42 3,801.42 Cycle: Start: 01/Apr/2025, End: 31/Mar/2026 "ATTENTION" Order your checks and forms from Tyler Business Forms at 877-749-2090 or tylerbusinessforms.com to guarantee 100% compliance with your software. FEB 2025 ACCOUNTS PAYABLE Subtotal 130,004.04 Sales Tax $0.00 Invoice Total 1 130,004.04 Heartland Business Systems, LLC (SBUSINESS HEARTLANDPO Box 856846 Minneapolis, MN55485-6846 ��' SYSTEMS (920) 788-7720 Bill To: Village of Mount Prospect Attn: Accounts Payable 50 South Emerson Street Mount Prospect, IL 60056 United States Terms Due Date PO Number Reference Net 90 Days 05/21 /2025 Date Invoice 02/20/2025 771504-H Account Number 3926000 Ship To Village of Mount Prospect 50 South Emerson Street Mount Prospect, IL 60056 United States Other Charges I Quantity) Price) Amount Agreement Microsoft CSP -Annual -Village of Mount Prospect CSP-D-CFQ7TTCOLH16:000T: Exchange Online (Plan 1) (Governmental 175.00 2.45 428.75 Community Cloud Pricing) Billing Cycle 21 Jan, 2025 - 08 Feb, 2025 Serial Number(s): W-16389-00J6P CSP-D-CFQ7TTCOJ1Z4:0003: Office 365 G3 (Governmental Community 175.00 14.08 2,464.47 Cloud Pricing) Billing Cycle 21 Jan, 2025 - 08 Feb, 2025 Serial Number(s): W-16389-00J6P CSP-D-CFQ7TTCOLH16:000T: Exchange Online (Plan 1) (Governmental 175.00 47.04 8,232.00 Community Cloud Pricing) Billing Cycle 09 Feb, 2025 - 08 Feb, 2026 Serial Number(s): W-16470-C3H8W CSP-D-CFQ7TTCOJ1Z4:0003: Office 365 G3 (Governmental Community 175.00 270.48 47,334.00 Cloud Pricing) Billing Cycle 09 Feb, 2025 - 08 Feb, 2026 Serial Number(s): W-16470-C3H8W Total Other Charges: 58,459.22 Make checks payable to: Invoice Subtotal: 58,459.22 Heartland Business Systems, LLC. Sales Tax: 0.00 PO Box 856846 Minneapolis, MN 55485-6846 Invoice Total: 58,459.22 ACH Instructions: Account Title: Heartland Business Systems, LLC Bank: Wells Fargo Bank, N.A. 1900 South Webster Ave, Green Bay, WI 54301 Account #: 4128255502 Bank Routing/ABA #: 121000248 Remittance Email: Remiteft@hbs.net This purchase is governed by HBS' Standard Terms and Conditions ("ST&Cs") located at-http://www.hbs.net/standard-terms-and-conditions, which are incorporated herein by reference. The ST&Cs are subject to �� change. When a new order is placed, the ST&Cs on the above -stated website at that time shall apply. If customer has signed HBS' ST&Cs version 2020.v1.0 or later, or the parties have executed a current master services agreement, the signed agreement shall control over the version on the website. "~ 1 x ,i• is �. 1: � r--