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HomeMy WebLinkAboutCONTRACT WITH DATA CLOUD SOLUTIONS, LLC AND AMENDMENT TO TYLER TECHNOLOGIES (2) Contract No.2018-0118 6 40.0 tyler •1 technologies LICENSE AND SERVICES AGREEMENT This License and Services Agreement is made between Tyler Technologies,Inc.("Tyler"),a Delaware corporation,and Augusta,Georgia("Client"),a political subdivision of the State of Georgia. WHEREAS,Client selected Tyler to license the software products and perform the services set forth in the Investment Summary and Tyler desires to perform such actions under the terms of this Agreement; NOW THEREFORE,in consideration of the foregoing and of the mutual covenants and promises set forth in this Agreement,Tyler and Client agree as follows: SECTION A—DEFINITIONS • "Agreement"means this License and Services Agreement. • "Business Travel Policy"means our business travel policy. A copy of our current Business Travel Policy is attached as Schedule 1 to Exhibit B. • "Defect"means a failure of the Tyler Software to substantially conform to the functional descriptions set forth in our written proposal to you,or their functional equivalent. Future functionality may be updated,modified,or otherwise enhanced through our maintenance and support services,and the governing functional descriptions for such future functionality will be set forth in our then-current Documentation. • "Developer"means a third party who owns the intellectual property rights to Third Party Software. • "Documentation"means any online or written documentation related to the use or functionality of the Tyler Software that we provide or otherwise make available to you,including instructions,user guides,manuals and other training or self-help documentation. • "Effective Date"means November 5,2018.The Sample Project Timeline is attached as Exhibit E. • "Force Majeure"means an event beyond the reasonable control of you or us,including,without limitation,governmental action,war,riot or civil commotion,fire,natural disaster,or any other cause that could not with reasonable diligence be foreseen or prevented by you or us. • "Investment Summary"means the agreed upon cost proposal for the software,products,and services attached as Exhibit A. • "Invoicing and Payment Policy"means the invoicing and payment policy. A copy of our current Invoicing and Payment Policy is attached as Exhibit B. • "Maintenance and Support Agreement"means the terms and conditions governing the provision of maintenance and support services to all of our customers. A copy of our current Maintenance and Support Agreement is attached as Exhibit C. • "Statement of Work"means the industry standard implementation plan describing how our professional services will be provided to implement the Tyler Software,and outlining your and our roles and responsibilities in connection with that implementation. The Statement of Work is attached as Exhibit D. • "Support Call Process"means the support call process applicable to all of our customers who 1 have licensed the Tyler Software. A copy of our current Support Call Process is attached as Schedule 1 to Exhibit C. • "Third Party Terms"means,if any,the end user license agreement(s)or similar terms for the Third Party Software,as applicable and attached as Exhibit F. • "Third Party Hardware"means the third party hardware,if any,identified in the Investment Summary. • "Third Party Products"means the Third Party Software and Third Party Hardware. • "Third Party Software"means the third party software,if any,identified in the Investment Summary. • "Tyler Software"means our proprietary software,including any integrations,custom modifications,and/or other related interfaces identified in the Investment Summary and licensed by us to you through this Agreement. • "we","us","our"and similar terms mean Tyler. • "you"and similar terms mean Client. SECTION B—SOFTWARE LICENSE 1. License Grant and Restrictions. 1.1 Tyler grants to Client a license to use the Tyler Software for Client's internal business purposes only, in the scope of the internal business purposes disclosed to Tyler as of the Effective Date. Client may make copies of the Tyler Software for backup and testing purposes,so long as such copies are not used in production and the testing is for internal use only. Client's rights to use the Tyler Software are perpetual but may be revoked if Client does not comply with the terms of this Agreement. 1.2 The Documentation is licensed to you and may be used and copied by your employees for internal,non-commercial reference purposes only. 1.3 You may not:(a)transfer or assign the Tyler Software to a third party; (b)reverse engineer, decompile,or disassemble the Tyler Software; (c)rent,lease,lend,or provide commercial hosting services with the Tyler Software;or(d)publish or otherwise disclose the Tyler Software or Documentation to third parties. 1.4 The license terms in this Agreement apply to updates and enhancements we may provide to you or make available to you through your Maintenance and Support Agreement. 1.5 The right to transfer the Tyler Software to a replacement hardware system is included in your license. You will give us advance written notice of any such transfer and will pay us for any required or requested technical assistance from us associated with such transfer. 1.6 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 2 requirements. 1.7 We reserve all rights not expressly granted to you in this Agreement. The Tyler Software and Documentation are protected by copyright and other intellectual property laws and treaties. We own the title,copyright,and other intellectual property rights in the Tyler Software and the Documentation. The Tyler Software is licensed,not sold. 2. License Fees. You agree to pay us the license fees in the amounts set forth in the Investment Summary. Those amounts are payable in accordance with our Invoicing and Payment Policy. 3. Escrow. We maintain an escrow agreement with a third party under which we place the source code for each major release of the Tyler Software. You may be added as a beneficiary to the escrow agreement by completing a standard beneficiary enrollment form and paying the annual beneficiary fee set forth in the Investment Summary. You will be responsible for maintaining your ongoing status as a beneficiary,including payment of the then-current annual beneficiary fees. Release of source code for the Tyler Software is strictly governed by the terms of the escrow agreement. 4. Limited Warranty. We warrant that the Tyler Software will be without Defect(s)as long as you have a Maintenance and Support Agreement in effect. If the Tyler Software does not perform as warranted,we will use all reasonable efforts,consistent with industry standards,to cure the Defect as set forth in the Maintenance and Support Agreement. SECTION C—PROFESSIONAL SERVICES 1. Services. We will provide you the various implementation-related services itemized in the Investment Summary and described in the Statement of Work,including specifically Tyler's responses to the functional requirements attached to the Statement of Work as Schedule 2 of Exhibit D and the specifications set forth therein.There shall be no changes to the functional requirements set forth in Exhibit D Schedule 2 unless mutually agreed to by the parties in writing. 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 up to the maximum amounts set forth in the Investment Summary. 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 and our assumption that each party timely meets its obligations pursuant to the project schedule as mutually developed and managed by the parties pursuant to the Statement of Work. If additional work is required,or if you use or request additional services,we will provide you with an addendum or change order,as applicable,outlining the costs for the additional work. The price quotes in the addendum or change order will be valid for thirty(30)days from the date of the quote. 4. Cancellation.We make all reasonable efforts to schedule our personnel for travel,including arranging travel reservations,at least two(2)weeks in advance of commitments. Therefore,if you 3 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. You further agree to provide a reasonably suitable environment,location,and space for the installation of the Tyler Software and any Third Party Products,including,without limitation,sufficient electrical circuits,cables,and other reasonably necessary items required for the installation and operation of the Tyler Software and any Third Party Products. 7. Client Assistance. You acknowledge that the implementation of the Tyler Software is a cooperative process requiring the time and resources of your personnel. You agree to use all reasonable efforts to cooperate with and assist us as may be reasonably required to meet the agreed upon project deadlines and other milestones for implementation. This cooperation includes at least working with us to schedule the implementation-related services outlined in this Agreement. We will not be liable for failure to meet any deadlines and milestones when such failure is due to Force Majeure or to the failure by your personnel to provide such cooperation and assistance(either through action or omission). 8. Temporary Suspension.To the extent the scope of work is not altered,you may unilaterally order a temporary suspension stopping the services described in the Statement of Work or a delay of the services to be performed by us under the Statement of Work,by giving thirty(30)days prior written notice to us.We will resume our performance of the services under the same terms and conditions as stated in this Agreement upon written notice,on a mutually agreed upon timetable,which in all events must be commercially reasonable.We will provide you with an addendum outlining any additional costs or expenses actually incurred by us as a result of recommencing the services. No suspension of this Agreement is permitted in the aggregate to exceed a period of forty-five(45)days within any one year of this Agreement. If the total number of days of suspension exceeds forty-five (45)days,we may,by written notice delivered to you,treat the suspension as an early termination of this Agreement.In the event of termination under this provision,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.You will not be entitled to a refund or offset of previously paid license and other fees. SECTION D—MAINTENANCE AND SUPPORT This Agreement includes the period of free maintenance and support services identified in the Invoicing and Payment Policy. If you have purchased ongoing maintenance and support services, and continue to make timely payments for them according to our Invoicing and Payment Policy,we 4 will provide you with maintenance and support services for the Tyler Software under the terms of our standard Maintenance and Support Agreement. If you have opted not to purchase ongoing maintenance and support services for the Tyler Software, the Maintenance and Support Agreement does not apply to you. Instead,you will only receive ongoing maintenance and support on the Tyler Software on a time and materials basis. In addition, you will: (i) receive the lowest priority under our Support Call Process; (ii) be required to purchase new releases of the Tyler Software,including fixes, enhancements and patches; (iii) be charged our then-current rates for support services,or such other rates that we may consider necessary to account for your lack of ongoing training on the Tyler Software; (iv) be charged for a minimum of two(2) hours of support services for every support call; and (v) not be granted access to the support website for the Tyler Software or the Tyler Community Forum. SECTION E—THIRD PARTY PRODUCTS To the extent there are any Third Party Products set forth in the Investment Summary,the following terms and conditions will apply: 1. Third Party Hardware. We will sell,deliver,and install onsite the Third Party Hardware,if you have purchased any,for the price set forth in the Investment Summary. Those amounts are payable in accordance with our Invoicing and Payment Policy. 2. Third Party Software. Upon payment in full of the Third Party Software license fees,you will receive a non-transferable license to use the Third Party Software and related documentation for your internal business purposes only. Your license rights to the Third Party Software will be governed by the Third Party Terms. 2.1 We will install onsite the Third Party Software. The installation cost is included in the installation fee in the Investment Summary. 2.2 If the Developer charges a fee for future updates,releases,or other enhancements to the Third Party Software,you will be required to pay such additional future fee. 2.3 The right to transfer the Third Party Software to a replacement hardware system is governed by the Developer. You will give us advance written notice of any such transfer and will pay us for any required or requested technical assistance from us associated with such transfer. 3. Third Party Products Warranties. 3.1 We are authorized by each Developer to grant or transfer the licenses to the Third Party Software. 3.2 The Third Party Hardware will be new and unused,and upon payment in full,you will receive free and clear title to the Third Party Hardware. 5 3.3 You acknowledge that we are not the manufacturer of the Third Party Products. We do not warrant or guarantee the performance of the Third Party Products. However,we grant and pass through to you any warranty that we may receive from the Developer or supplier of the Third Party Products. 4. Maintenance. If you have a Maintenance and Support Agreement in effect,you may report defects and other issues related to the Third Party Software directly to us,and we will(a)directly address the defect or issue,to the extent it relates to our interface with the Third Party Software;and/or(b) facilitate resolution with the Developer, unless that Developer requires that you have a separate, direct maintenance agreement in effect with that Developer. In all events,if you do not have a Maintenance and Support Agreement in effect with us,you will be responsible for resolving defects and other issues related to the Third Party Software directly with the Developer. SECTION F—INVOICING AND PAYMENT;INVOICE DISPUTES 1. Invoicing and Payment. We will invoice you for all fees set forth in the Investment Summary per our Invoicing and Payment Policy,subject to Section F(2). The terms of this Agreement supersede any and all provisions of the Georgia Prompt Payment Act. 2. Invoice Disputes. If you believe any delivered software or service does not conform to the warranties in this Agreement,you will provide us with written notice within thirty(30)days of your receipt of the applicable invoice. The written notice must contain reasonable detail of the issues you contend are in dispute so that we can confirm the issue and respond to your notice with either a justification of the invoice,an adjustment to the invoice,or a proposal addressing the issues presented in your notice. We will work with you as may be necessary to develop an action plan that outlines reasonable steps to be taken by each of us to resolve any issues presented in your notice. You may withhold payment of the amount(s)actually in dispute,and only those amounts,until we complete the action items outlined in the plan. If we are unable to complete the action items outlined in the action plan because of your failure to complete the items agreed to be done by you, then you will remit full payment of the invoice. We reserve the right to suspend delivery of all services, including maintenance and support services,if you fail to pay an invoice not disputed as described above within fifteen(15)days of notice of our intent to do so. 3. Defective Pricing. To the extent that the pricing provided by Tyler is erroneous and defective,the parties may, by agreement,correct pricing errors to reflect the intent of the parties. SECTION G—TERMINATION 1. Term.The initial term of this Agreement is five(5)years from the Effective Date unless earlier terminated as set forth herein.Thereafter,the Agreement will renew automatically on the annual anniversary of the Effective Date for additional one(1)year terms unless terminated in writing by you at least thirty(30)days prior to the end of the then-current term,or unless terminated by you in accordance with Sections G(2)-G(6)below. 2. For Cause. If you believe we have materially breached this Agreement,you will invoke the Dispute Resolution clause set forth in Section 1(3). You may terminate this Agreement for cause in the event we do not cure,or create a mutually agreeable action plan to address,a material breach of this Agreement within the thirty(30)day window set forth in Section 1(3). In the event of termination 6 for cause,you will pay us for all undisputed fees and expenses related to the software,products, and/or services you have received,or we have incurred or delivered,prior to the effective date of termination. 3. Lack of Appropriations. If you should not appropriate or otherwise receive funds sufficient to purchase,lease,operate,or maintain the software or services set forth in this Agreement,you may unilaterally terminate this Agreement effective on the final day of the fiscal year through which you have funding. You will make every effort to give us at least thirty(30)days written notice prior to a termination for lack of appropriations. In the event of termination due to a lack of appropriations, you will pay us for all undisputed fees and expenses related to the software and/or services you have received,or we have incurred or delivered,prior to the effective date of termination. Any disputed fees and expenses must have been submitted to the Invoice Dispute process set forth in Section F(2)at the time of termination in order to be withheld at termination. You will not be entitled to a refund or offset of previously paid license and other fees. 4. Force Majeure. Neither party will be liable,you or we may terminate this Agreement if a Force Majeure event suspends performance of scheduled tasks for a period of forty-five(45)days or more. In the event of termination due to Force Majeure,you will pay us for all undisputed fees and expenses related to the software and/or services you have received,or we have incurred or delivered,prior to the effective date of termination. Any disputed fees and expenses must have been submitted to the Invoice Dispute process set forth in Section F(2)at the time of termination in order to be withheld at termination. You will not be entitled to a refund or offset of previously paid license and other fees. 5. Termination for Convenience.Upon no less than thirty(30)days'advance written notice to us,you may,without cause and without prejudice to any other right or remedy of ours,elect to terminate the Agreement. In such case,we shall be paid(without duplication of any items)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.Any disputed fees and expenses must have been submitted to the Invoice Dispute process set forth in Section F(2)at the time of termination in order to be withheld at termination.You will not be entitled to a refund or offset of previously paid license and other fees. 6. O.C.G.A.§36-60-13.You may terminate this Agreement in accordance with O.C.G.A.§36-60-13 et seq.Unless you take affirmative action to terminate this Agreement in accordance with O.C.G.A. §36-60-13,this Agreement will continue for the duration of the initial five(5)year term and will automatically renew thereafter in accordance with Section G(1)of this Agreement.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.Any disputed fees and expenses must have been submitted to the Invoice Dispute process set forth in Section F(2) at the time of termination in order to be withheld at termination.You will not be entitled to a refund or offset of previously paid license and other fees. SECTION H—INDEMNIFICATION,LIMITATION OF LIABILITY AND INSURANCE 1. Intellectual Property Infringement Indemnification. 2.1 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, 7 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;however,Tyler shall obtain Client's written consent prior to settling a claim that requires payment by Client or other affirmative act,such consent not to be unreasonably withheld,conditioned,or delayed. 1.1 Our obligations under this Section H(1)will not apply to the extent the claim or adverse final judgment is based on your:(a)use of a previous version of the Tyler Software and the claim would have been avoided had you installed and used the current version of the Tyler Software, and we provided notice of that requirement to you;(b)combining the Tyler Software with any product or device not provided,contemplated,or approved by us;(c)altering or modifying the Tyler Software, including any modification by third parties at your direction or otherwise permitted by you;(d)use of the Tyler Software in contradiction of this Agreement,including with non-licensed third parties;or(e)willful infringement,including use of the Tyler Software after we notify you to discontinue use due to such a claim. 1.2 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. 1.3 If an infringement or misappropriation claim is fully litigated and your use of the Tyler Software is enjoined by a court of competent jurisdiction, in addition to paying any adverse final judgment(or settlement to which we consent),we will,at our option,either:(a) procure the right to continue its use;(b) modify it to make it non-infringing;(c)replace it with a functional equivalent;or(d)terminate your license and refund the license fees paid for the infringing Tyler Software,as depreciated on a straight-line basis measured over seven(7)years from the Effective Date. We will pursue those options in the order listed herein. This section provides your exclusive remedy for third party copyright,patent,or trademark infringement and trade secret misappropriation claims. 2. Property Damage and Personal Injury Indemnification. 2.2 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,death,or property damage to the extent caused by our negligence or willful misconduct;or(b)our violation of PCI DSS requirements or a law applicable to our performance under this Agreement. You must notify us promptly in writing of the claim and give us sole control over its defense or settlement. You agree to provide us with reasonable assistance,cooperation,and information in defending the claim at our expense;however,Tyler shall obtain Client's written consent prior to settling a claim that requires payment by Client or other affirmative act,such consent not to be unreasonably withheld,conditioned,or delayed. 2.3 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, 8 liabilities,damages,costs,and expenses(including reasonable attorney's fees and costs)for(a) personal injury or property damage to the extent caused by your negligence or willful misconduct;or(b)your violation of a law applicable to your performance under this Agreement. We will notify you promptly in writing of the claim and will give you sole control over its defense or settlement. We agree to provide you with reasonable assistance,cooperation,and information in defending the claim at your expense. 3. DISCLAIMER. EXCEPT FOR THE EXPRESS WARRANTIES PROVIDED IN THIS AGREEMENT AND TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW,WE HEREBY DISCLAIM ALL OTHER WARRANTIES AND CONDITIONS,WHETHER EXPRESS,IMPLIED,OR STATUTORY,INCLUDING,BUT NOT LIMITED TO,ANY IMPLIED WARRANTIES,DUTIES,OR CONDITIONS OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. 4. LIMITATION OF LIABILITY. EXCEPT AS OTHERWISE EXPRESSLY SET FORTH IN THIS AGREEMENT, OUR LIABILITY FOR DAMAGES ARISING OUT OF THIS AGREEMENT,WHETHER BASED ON A THEORY OF CONTRACT OR TORT,INCLUDING NEGLIGENCE AND STRICT LIABILITY,SHALL BE LIMITED TO YOUR ACTUAL DIRECT DAMAGES,NOT TO EXCEED(A)PRIOR TO FORMAL TRANSITION TO MAINTENANCE AND SUPPORT,THE TOTAL ONE-TIME FEES SET FORTH IN THE INVESTMENT SUMMARY;OR(B)AFTER FORMAL TRANSITION TO MAINTENANCE AND SUPPORT,THE THEN- CURRENT ANNUAL MAINTENANCE AND SUPPORT FEE. THE 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 H(1)AND H(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. 6. Insurance. During the course of performing services under this Agreement,we agree to maintain the following levels of insurance:(a)Commercial General Liability of at least$1,000,000;(b) Automobile Liability of at least$1,000,000;(c) Professional Liability of at least$1,000,000;(d) Workers Compensation complying with applicable statutory requirements;and(e)Excess/Umbrella Liability of at least$5,000,000. We will add you as an additional insured to our Commercial General Liability and Automobile Liability policies,which will automatically add you as an additional insured to our Excess/Umbrella Liability policy as well. We will provide you with copies of certificates of insurance within ten(10)business days of the execution of this Agreement. SECTION I—GENERAL TERMS AND CONDITIONS 1. Additional Products and Services. You may purchase additional products and services at the rates set forth in the Investment Summary for twelve(12)months from the Effective Date,and thereafter at our then-current list price,by executing a mutually agreed addendum. If no rate is provided in the Investment Summary,or those twelve(12)months have expired,you may purchase additional products and services at our then-current list price,also by executing a mutually agreed addendum. The terms of this Agreement will control any such additional purchase(s),unless otherwise specifically provided in the addendum. 9 2. Optional Items. Pricing for any listed optional products and services in the Investment Summary will be valid for twelve(12)months from the Effective Date. 3. Dispute Resolution. You agree to provide us with written notice within thirty(30)days of becoming aware of a dispute. You agree to cooperate with us in trying to reasonably resolve all disputes, including,if requested by either party,appointing a senior representative to meet and engage in good faith negotiations with our appointed senior representative. Senior representatives will convene within thirty(30)days of the written dispute notice,unless otherwise agreed. All meetings and discussions between senior representatives will be deemed confidential settlement discussions not subject to disclosure under Federal Rule of Evidence 408 or any similar applicable state rule.If we fail to resolve the dispute,either of us may assert our respective rights and remedies in a court of competent jurisdiction.All claims,disputes and other matters in question between the parties which are not resolved pursuant to this Section 1(3)arising out of or relating to the Agreement,or the breach thereof,shall be decided in the Superior Court of Richmond County,Georgia or the federal courts for the Southern District of Georgia. By executing this Agreement,we specifically consent to jurisdiction and venue in Richmond County and waive any right to contest the jurisdiction and venue in the Superior Court of Richmond County,Georgia or the federal courts for the Southern District of Georgia. 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-Verifv. We have complied,and will comply,with the E-Verify procedures administered by the U.S. Citizenship and Immigration Services Verification Division for all of our employees assigned to your project. Tyler is required to execute an Affidavit,as provided in Rule 300-10-01-.07 or a substantially similar form,verifying its compliance with OCGA§13-10-91,stating affirmatively that the individual,firm,or corporation which is contracting with Client has registered with and Is participating in a federal work authorization program.Tyler and its subcontractors,if any,must provide their E-Verify number and must be in compliance with the electronic verification of work authorized programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees,pursuant to the Immigration Reform and Control Act of 1986(IRCA),P.L.99-603,in accordance with the applicability provisions and deadlines established in OCGA§13-10-91 and shall continue to use the federal authorization 10 program throughout the term of the Agreement. Tyler shall further agree that,should it employ or contract with any subcontractor(s)in connection with the physical performance of services pursuant to this Agreement,Tyler will secure from such subcontractor(s)each subcontractor's E-Verify number as evidence of verification of compliance with OCGA§13-10-91 on the subcontractor affidavit provided in Rule 300-10-01-.08 or a substantially similar form. Tyler further agrees to maintain records of such compliance and provide a copy of each such verification to Client at the time the subcontractor(s)is retained to perform such physical services. 7. Subcontractors. We will not subcontract any services under this Agreement without your prior written consent, not to be unreasonably withheld. 8. Binding Effect;No Assignment. This Agreement shall be binding on,and shall be for the benefit of, either your or our successor(s)or permitted assign(s).Neither party may sell,transfer,or assign this Agreement without the prior written consent of the other party,which shall not be unreasonably withheld. Notwithstanding the foregoing,Client's consent is not required for any assignment by Tyler as a result of a corporate reorganization,merger,acquisition,or purchase of substantially all of Tyler's assets(a"Change of Control")and written notice of a Change of Control shall be provided to Client as soon as practicable and in compliance with applicable federal securities laws. In the event of an assignment by Tyler as a result of a Change of Control,Client may terminate this Agreement pursuant to Section G(5). 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. Conflicts of Interest;Prohibited Interest. Tyler maintains and warrants that it has not employed or retained any company or person,other than a bona fide employee working solely for Tyler,to solicit or secure this Agreement. Further,Tyler warrants that it has not paid or agreed to pay any company or person,other than a bona fide employee working solely for Tyler,any fee,commission, percentage,brokerage fee,gift or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty,Client shall have the right to terminate this Agreement in accordance with Section G. 12. 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. 13. Modification Requires Legislative Approval. "Tyler acknowledges that this contract and any changes to it by amendment, modification,change order or other similar document may have required or may require the legislative authorization of the Board of Commissioners and approval of the Mayor. Under Georgia law,Tyler is deemed to possess knowledge concerning Augusta,Georgia's ability to assume contractual obligations and the consequences of Tyler's provision of goods or services to Augusta,Georgia under an unauthorized contract,amendment,modification,change order or other similar document,including the possibility that Tyler may be precluded from recovering payment for such unauthorized goods or services.Accordingly,Tyler agrees that if it provides goods or services to Augusta,Georgia under a contract that has not received proper legislative authorization or if Tyler provides goods or services to Augusta,Georgia in excess of the any contractually authorized goods or services,as required by Augusta,Georgia's Charter and Code,Augusta,Georgia may withhold payment for any unauthorized goods or services provided by Tyler.Tyler assumes all risk of non- payment for the provision of any unauthorized goods or services to Augusta,Georgia,and it waives all claims to payment or to other remedies for the provision of any unauthorized goods or services to Augusta,Georgia, however characterized,including,without limitation,all remedies at law or equity."This acknowledgement shall be a mandatory provision in all Augusta,Georgia contracts for goods and services,except revenue producing contracts. 14. 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. 15. 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. 16. Independent Contractor. Each party will perform its duties under this Agreement as an independent contractor. The parties and their personnel will not be considered to be employees or agents of the other party. Nothing in this Agreement will be interpreted as granting either party the right or authority to make commitments of any kind for the other. This Agreement will not constitute, create,or be interpreted as a joint venture,partnership or formal business organization of any kind. 17. Notices. All notices or communications required or permitted as a part of this Agreement,such as notice of an alleged material breach for a termination for cause or a dispute that must be submitted to dispute resolution, must be in writing and will be deemed delivered upon the earlier of the following: (a)actual receipt by the receiving party;(b) upon receipt by sender of a certified mail, return receipt signed by an employee or agent of the receiving party;(c)upon receipt by sender of proof of email delivery;or(d)if not actually received,five(5)days after deposit with the United States Postal Service authorized mail center with proper postage(certified mail, return receipt requested)affixed and addressed to the other party at the address set forth on the signature page hereto or such other address as the party may have designated by proper notice. The consequences for the failure to receive a notice due to improper notification by the intended receiving party of a change in address will be borne by the intended receiving party. 18. Client Lists. You agree that we may identify you by name in client lists,marketing presentations,and promotional materials. 19. Confidentiality and Georgia Open Records Act. Both parties recognize that their respective employees and agents,in the course of performance of this Agreement,may be exposed to 12 confidential information and that disclosure of such information could violate rights to private individuals and entities,including the parties. Confidential information is nonpublic information that a reasonable person would believe to be confidential and includes,without limitation, personal identifying information(e.g.,social security numbers)and trade secrets,each as defined by applicable state law. Each party agrees that it will not disclose any confidential information of the other party and further agrees to take all reasonable and appropriate action to prevent such disclosure by its employees or agents. The confidentiality covenants contained herein will survive the termination or cancellation of this Agreement. This obligation of confidentiality will not apply to information that: (a) is in the public domain,either at the time of disclosure or afterwards,except by breach of this Agreement by a party or its employees or agents; (b) a party can establish by reasonable proof was in that party's possession at the time of initial disclosure; (c) a party receives from a third party who has a right to disclose it to the receiving party;or (d) is the subject of a legitimate disclosure request under the open records laws or similar applicable public disclosure laws governing this Agreement; provided,however,that in the event you receive an open records or other similar applicable request,you will give us prompt notice and otherwise perform the functions required by applicable law. We acknowledge that this Agreement and certain documentation may be subject to the Georgia Open Records Act(OCGA§50-18-70,et seq.). We shall cooperate fully in responding to such requests and shall make all records, not exempt,available for inspection and copying as required by law. 20. 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. 21. Governing Law. This Agreement will be governed by and construed in accordance with the laws of the State of Georgia. 22. 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. 23. Cooperative Procurement. To the maximum extent permitted by applicable law,we agree that this Agreement may be used as a cooperative procurement vehicle by eligible jurisdictions. We reserve the right to negotiate and customize the terms and conditions set forth herein,including but not limited to pricing,to the scope and circumstances of that cooperative procurement. 24. Prohibition on Contingent Fees.Tyler warrants that no person or selling agency has been employed or retained to solicit or secure this Agreement upon an agreement or understanding for a commission,percentage,brokerage,or contingent fee,excepting bona fide employees or bona fide established commercial or selling agencies maintained by Tyler for the purpose of securing business and that Tyler has not received any non-Client fee related to this Agreement without the prior 13 written consent of Client. For breach or violation of this warranty,Client shall have the right to terminate this Agreement pursuant to Section G(2)or at its discretion to deduct from the Agreement,the full amount of such commission,percentage,brokerage or contingent fee. 25. Performance Bond. Tyler shall secure a performance bond ("Bond")agreeable to both parties within ten(10)Business Days after execution of this Agreement in the face amount of$370,870.The cost of the Bond,equal to$6,120,is based on the total contract dollar amount of this Agreement for an initial term of twenty-four(24)months and is payable in accordance with the terms set forth in Exhibit B.Client acknowledges and agrees that it will be responsible for any increase in Bond premiums during the first two years of the Agreement caused by Client's election to increase the Agreement and Bond dollar amount. In the event that implementation activities are not complete after the expiration of the initial twenty-four(24)month term,Client may elect to renew or extend the term of the performance bond,and Client shall be solely responsible for providing us with notice and for any additional bond premiums.All bond renewals shall be subject to underwriting or surety approval. 26. Contract Documents. This Agreement includes the following exhibits: Exhibit A Investment Summary Exhibit B Invoicing and Payment Policy Schedule 1:Business Travel Policy Exhibit C Maintenance and Support Agreement Schedule 1:Support Call Process Exhibit D Statement of Work Schedule 1: Eagle Solution System Requirements Schedule 2: Eagle Solution Functional Requirements Exhibit E Sample Project Timeline In the event of a conflict between the Agreement and the above stated exhibits,the terms of the Agreement shall control.With respect to the exhibits,in the event of a conflict between the exhibits, then Exhibit D shall take precedence,and then thereafter the order of precedence shall be the descending order in which the exhibits are set forth above. IN WITNESS WHEREOF,a duly authorized representative of each party has executed this Agreement as of the date(s)set forth below. Tyler Technologies, Inc. Augusta,Georgia olog Name: /t7�J�'kfl/ieit L.1' vet- " 4Name: r,-/A. ,� _ r r � r Title: P+ re Ula' - �^+ (,lL?id 7ftLrrS Title: I '- Date: Date: 1// I 4/4'7•12lDate: 14 0 y `a, . r 4 "f$ N ;� �Attest• , , je a . '-rI >7 mitsion 0, £ to +99.6 Jnr a , t; � Wim.ewe aft. I i' Address for Notices: Address for Notices: : , Tyler Technologies, Inc. Augusta,Georgia One Tyler Drive 735 James Brown Boulevard Yarmouth,ME 04096 Augusta,GA 30901 Attention:Chief Legal Officer Attention: Hattie Holmes-Sullivan With copies to: Tameka Allen,IT Director 535 Telfair Street,Bldg 2000 Augusta,GA 30901 General Counsel Augusta Law Department 535 Telfair Street,Bldg 3000 Augusta,GA 30901 15 Exhibit A 0 tyler •• technologies Exhibit A Investment Summary The following Investment Summary details the software,products,and services to be delivered by us to you under the Agreement. This Investment Summary is effective as of the Effective Date. Capitalized terms not otherwise defined will have the meaning assigned to such terms in the Agreement. ' YUpton •o®®i tyle` Quoted By: 12/1012018 •® technologies Quote Name: Relimond County GA-LGD-REC Quote Number: 201851812 Quote Deacton: OP with site license Sales Quotation For Augusto-Richmond County 536 Telfair St Ste 400 Augusta.GA 30901-2375 Phone:+1(706)821-2310 Tar Software le Self Service Suite k $15,000 515.000 53.000 Eccnvnaice 1 17,500 57,600 $1,500 Pubic Printing 1 57,500 67,500 51.500 OCR Automated Redaction t $9,000 00.000 $1,800 Quckdocs r 520,000 520.000 $4,000 Site License Fes 1 550.000 550,000 $10,000 Custom FiFa Processor VCS Integration 1 528,000 525.000 $5,600 Staff User (unfunded she scan) t $64,000 $64,000 512,800 Pubic User(unlimited site ikkense) 1 $14,000 514,000 $2800 $215,000 swat TOTAL: $204,250 $43,000 Tyler Software and Related Services-Annual Annual f c+e Iffilltr Basic Network Services 1 $3,010 Test/Training Site for Eagle Recorder 1 Disaster Recovery Services 1 50 $6,450 TOTAL: $8,180 Professional Services Uc :rpfnn Gu,Ull'y IIII l'r,', I.krii.I,t ihs.x Sed Service Package 40 $140 15.800 eCaosne`ce B $140 $1.120 Conversion of Land Records 1 58,400 58,400 281&51613-Onsets ee►toeee CONFIDENTIAL 16 Exhibit A Project Management-Eagle Training 60 6140 0,080 725140 5110,080 Go Live 72 $140 $10,000 Implementation 272 $140 $38,080 Conversion 1 $10,000 $10,000 Initial Software Installation B 5140 61,120 O ididoce Implementation 10 $140 61.400 OCR Automated Redaction Implementation 10 6140 $1,400 VCS Integration Setup Services 92 $140 $12,880 UAT(Conversion Review 40 $140 $6,600 Performance Bad 1 56,120 *120 TOTAL: $120,280 Summery One Time Fess Recurring Fees Total Tyler Software $204.230 $43,000 Total Tyler Annual Eo 69,460 Total Tyler Services $120280 SO Total Thid Party Hardware,Software and Services $0 So Summary Total 5324,530 $52,460 Contract Total $376,990 NTE Travel Expenses 912,500 TORS Coverage Inekides Tyler appdeallon data senna the TORS facility every 24 hours Data integrity check to ensure data Is collected properly 24'hour Recovery Point Objective(RPO) 24-hour Recovery Time Objective(RTO) Emergency Response within 2 business hours Application availability within 8 business hours Hauled services for concurrent users daring service activations 1 annual OR test General backupfteatoration assistance in non-aisastar eircamstanais Monthly backup status report Disaster Recovery Services are not to be considered as a replacement for standard ff backups.but as a supplemental coverage service.Client must perform backup procedures and tape rotation as established hr Tyler's recommended backup procedures documentation.Remota access to Client services must be provided through Changer.Tyler requires a business class Internet connection(ran the Tyler Application server.6mbps or better recommended. 2a1861812-OP rder aft*gym t Tyler Technologies can provide services to Augusta-Richmond County,to establish a Test Application Instance database for Eagle Recorder applications This instance is a copy of Augusta-Richmond County's current application environment,where new releases and updates can be staged prior to going into live production.Maintaining a second instance of the Eagle Recorder applications fur testing requires additional time and expense to provide support and software updates. Establishing a supported Test Application Instance will be in addition to Augusta-Richmond County's current Eagle Recorder Maintenance and Support Agreement.This Includes,but Is not limited to,the folbwing awn mptbnx 1)The addition of a Test Application Instance ban additional annual fee added to the existing Maintenance end Support Agreement,and is automatically renewed each year,unless terminated byAugusta-Richmond County. 2)The fee quoted is based on the current year support rote for Eagle Recorder applications,and is therefore subject to increase and adjustment should the Eagle Recorder applications support receive an annual increase. 3)The Test Application Instance database will receive new releases and patches with the saint frequency as the production site. 4)Augusta-RichmondCounty is allowed up to two(2)production data refreshes per year to the Test Application Instance database,upon request. 5)At least two(2)weeks notice is required by Tyler Technologies for the Augusta-RlchmondCounty production data refreshes,due to scheduling of staff and support. 6)A thirty(30)day cancellation notice is required for Test Application Instance database systems 7)The annual fee is non-refundable. Please nota It is the responsibility of Augusta-ItichntondCounty to ensure there is enough space on existing server to support a Test Application Instance.If Augusta-Richmond County has any questions,please contact Tyler Technologies. 17 Exhibit B . tyler • technologies Exhibit B Invoicing and Payment Policy We will provide you with the software and services set forth in the Investment Summary. Capitalized terms not otherwise defined will have the meaning assigned to such terms in the Agreement. Invoicing: We will invoice you for the applicable license and services fees in the Investment Summary as set forth below. Your rights to dispute any invoice are set forth in the Agreement. 1. Tyler Software. 1.1 License Fees: License fees are invoiced as follows:(a)20%on the Effective Date;(b)30%on the commencement of Stage 3 as described in the Statement of Work, but in no event later than March 31,2019;and(c)50%on the earlier of use of the Tyler Software in live production or 180 days after the later of commencement of Stage 3 as described in the Statement of Work or March 31,2019. 1.2 Maintenance and Support Fees:Year 1 maintenance and support fees are waived through fifteen(15)months from the Effective Date. Year 2 maintenance and support fees,at our then-current rates,are payable on the anniversary of that date,and subsequent maintenance and support fees are invoiced annually in advance of each anniversary thereof. Your fees for each subsequent year will be set at our then-current rates. 2. Professional Services. 2.1 Implementation and Other Professional Services(including training): Implementation and other professional services(including training)are billed and invoiced as delivered. Professional services fees for the services within the scope defined in the Investment Summary and further defined in the Implementation Plan will not exceed a maximum as provided in Exhibit A.Additional Services will only be provided in accordance with Section C(3)of the Agreement. 2.2 Consulting Services:If you have purchased any Business Process Consulting services,If they have been quoted as fixed-fee services,they will be invoiced 50%upon delivery of the Best Practice Recommendations,by module,and 50%upon delivery of custom desktop procedures,by module. If you have purchased any Business Process Consulting services and they are quoted as an estimate,then we will bill you the actual services delivered on a time and materials basis. 2.3 Conversions: Fixed-fee conversions are invoiced 50%upon initial delivery of the converted data,by conversion option,and 50%upon Client acceptance to load the converted data into Live/Production environment,by conversion option. Where conversions are quoted as estimated,we will bill you the actual services delivered on a time and materials basis. 18 Exhibit B 2.4 Requested Modifications to the Tyler Software: Requested modifications to the Tyler Software are invoiced 50%upon delivery of specifications and 50%upon delivery of the applicable modification. You must report any failure of the modification to conform to the specifications within thirty(30)days of delivery;otherwise,the modification will be deemed to be in compliance with the specifications after the 30-day window has passed. You may still report Defects to us as set forth in the Maintenance and Support Agreement. 2.5 Other Fixed Price Services:Except as otherwise provided,other fixed price services identified in the Investment Summary are invoiced upon complete delivery of the service. For the avoidance of doubt,where"Project Planning Services"are provided, payment will be due upon delivery of the Implementation Planning document. Dedicated Project Management services,if any,will be billed monthly in arrears, beginning on the first day of the month immediately following the project kick-off meeting. 2.6 Change Management Services: If you have purchased any change management services, those services will be invoiced in the following amounts and upon the following milestones: Acceptance of Change Management Discovery Analysis 15% Delivery of Change Management Plan and Strategy 10% Presentation Acceptance of Executive Playbook 15% Acceptance of Resistance Management Plan 15% Acceptance of Procedural Change Communications Plan 10% Change Management Coach Training 20% Change Management After-Action Review 15% 3. Other Services and Fees. 3.1 Disaster Recovery Services:Disaster Recovery Services are invoiced annually in advance upon our receipt of your data. Disaster Recovery services will renew automatically for additional one(1)year terms at our then-current Disaster Recovery fee,unless terminated in writing by either party at least thirty(30)days prior to the end of the then-current term. 3.2 Performance Bond:We will invoice you the fees for the performance bond,set forth in the Investment Summary,within ten(10)days of the Effective Date. 4. Third Party Products. 4.1 Third Party Software License Fees:License fees for Third Party Software,if any,are invoiced when we make it available to you for downloading. 4.2 Third Party Software Maintenance:The first year maintenance fees for the Third Party Software,if any,is invoiced when we make that Third Party Software available to you for 19 Exhibit B downloading. 4.3 Third Party Hardware:Third Party Hardware costs,if any,are invoiced upon delivery. 5. Expenses.The service rates in the Investment Summary do not include travel expenses. Expenses will be billed as incurred and only in accordance with our then-current Business Travel Policy, plus a 10%travel agency processing fee. Notwithstanding the foregoing,Tyler's travel expenses shall not exceed Twelve Thousand Five Hundred Dollars($12,500).In the event travel expenses will exceed said amount,Tyler shall obtain Client's prior written consent,such consent not to be unreasonably withheld,before incurring additional travel expenses.Our current Business Travel Policy is attached to this Exhibit B at Schedule 1. Copies of receipts will be provided upon request;we reserve the right to charge you an administrative fee depending on the extent of your requests. Receipts for miscellaneous items less than twenty-five dollars and mileage logs are not available. Payment. Payment for undisputed Invoices is due within forty-five(45)days of the invoice date. We prefer to receive payments electronically. Our electronic payment information is: Bank: Wells Fargo Bank,N.A. 420 Montgomery San Francisco,CA 94104 ABA: 121000248 Account: 4124302472 Beneficiary: Tyler Technologies,Inc.—Operating 20 Exhibit B Schedule 1 • tyler • technologies Exhibit B Schedule 1 Business Travel Policy 1. Air Travel A. Reservations&Tickets Tyler's Travel Management Company(TMC)will provide an employee with a direct flight within two hours before or after the requested departure time,assuming that flight does not add more than three hours to the employee's total trip duration and the fare is within $100(each way)of the lowest logical fare. If a net savings of$200 or more(each way)is possible through a connecting flight that is within two hours before or after the requested departure time and that does not add more than three hours to the employee's total trip duration,the connecting flight should be accepted. Employees are encouraged to make advanced reservations to take full advantage of discount opportunities. Employees should use all reasonable efforts to make travel arrangements at least two(2)weeks in advance of commitments. A seven(7)day advance booking requirement is mandatory. When booking less than seven(7)days in advance, management approval will be required. Except in the case of international travel where a segment of continuous air travel is six(6) or more consecutive hours in length,only economy or coach class seating is reimbursable. Employees shall not be reimbursed for"Basic Economy Fares"because these fares are non- refundable and have many restrictions that outweigh the cost-savings. B. Baggage Fees Reimbursement of personal baggage charges are based on trip duration as follows: • Up to five(5)days=one(1)checked bag • Six(6)or more days=two(2)checked bags Baggage fees for sports equipment are not reimbursable. 2. Ground Transportation A. Private Automobile Mileage Allowance—Business use of an employee's private automobile will be reimbursed 21 Exhibit B Schedule 1 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. 22 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 Defense and will be determined as required. A. Overnight Travel For each full day of travel,all three meals are reimbursable. Per diems on the first and last day of a trip are governed as set forth below. Departure Day Depart before 12:00 noon Lunch and dinner Depart after 12:00 noon 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. 23 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. 24 Exhibit C tyler • e technologies Exhibit C Maintenance and Support Agreement We will provide you with the following maintenance and support services for the Tyler Software. Capitalized terms not otherwise defined will have the meaning assigned to such terms in the Agreement. 1. Term. We provide maintenance and support services on an annual basis. The initial term commences on the Effective Date,and remains in effect for one(1)year. The term will renew automatically for additional one(1)year terms unless terminated in writing by either party at least thirty(30)days prior to the end of the then-current term. We will adjust the term to match your first use of the Tyler Software in live production if that event precedes the one(1)year anniversary of the Effective Date. 2. Maintenance and Support Fees. Your year 1 maintenance and support fees for the Tyler Software are listed in the Investment Summary,and your payment obligations are set forth in the Invoicing and Payment Policy. We reserve the right to suspend maintenance and support services if you fail to pay undisputed maintenance and support fees within thirty(30)days of our written notice. We will reinstate maintenance and support services only if you pay all past due maintenance and support fees,including all fees for the periods during which services were suspended. 3. Maintenance and Support Services. As long as you are not using the Help Desk as a substitute for our training services on the Tyler Software,and you timely pay your maintenance and support fees, we will,consistent with our then-current Support Call Process: 3.1 perform our maintenance and support obligations in a professional,good,and workmanlike manner,consistent with industry standards,to resolve Defects in the Tyler Software(limited to the then-current version and the immediately prior version);provided,however,that if you modify the Tyler Software without our consent,our obligation to provide maintenance and support services on and warrant the Tyler Software will be void; 3.2 provide telephone support during our established support hours; 3.3 maintain personnel that are sufficiently trained to be familiar with the Tyler Software and Third Party Software,if any,in order to provide maintenance and support services; 3.4 provide you with a copy of all major and minor releases to the Tyler Software(including updates and enhancements)that we make generally available without additional charge to customers who have a maintenance and support agreement in effect;and 3.5 provide non-Defect resolution support of prior releases of the Tyler Software in accordance with our then-current release life cycle policy. 4. Client Responsibilities. We will use all reasonable efforts to perform any maintenance and support 25 Exhibit C services remotely. Currently,we use a third-party secure unattended connectivity tool called Bomgar,as well as GotoAssist by Citrix. Therefore,you agree to maintain a high-speed internet connection capable of connecting us to your PCs and server(s). You agree to provide us with a login account and local administrative privileges as we may reasonably require to perform remote services. We will,at our option,use the secure connection to assist with proper diagnosis and resolution,subject to any reasonably applicable security protocols. If we cannot resolve a support issue remotely,we may be required to provide onsite services. In such event,we will be responsible for our travel expenses,unless it is determined that the reason onsite support was required was a reason outside our control. Either way,you agree to provide us with full and free access to the Tyler Software,working space,adequate facilities within a reasonable distance from the equipment,and use of machines,attachments,features,or other equipment reasonably necessary for us to provide the maintenance and support services,all at no charge to us. We strongly recommend that you also maintain a VPN for backup connectivity purposes. 5. Hardware and Other Systems. If you are a self-hosted customer and,in the process of diagnosing a software support issue, it is discovered that one of your peripheral systems or other software is the cause of the issue,we will notify you so that you may contact the support agency for that peripheral system.We cannot support or maintain Third Party Products except as expressly set forth In the Agreement. In order for us to provide the highest level of software support,you bear the following responsibility related to hardware and software: (a) All infrastructure executing Tyler Software shall be managed by you; (b) You will maintain support contracts for all non-Tyler software associated with Tyler Software (including operating systems and database management systems,but excluding Third-Party Software,if any);and (c) You will perform daily database backups and verify that those backups are successful. 6. Other Excluded Services. Maintenance and support fees do not include fees for the following services:(a)initial installation or implementation of the Tyler Software;(b)onsite maintenance and support(unless Tyler cannot remotely correct a Defect in the Tyler Software,as set forth above); (c) application design;(d)other consulting services;(e)maintenance and support of an operating system or hardware,unless you are a hosted customer;(f)support outside our normal business hours as listed in our then-current Support Call Process;or(g)installation,training services,or third party product costs related to a new release. Requested maintenance and support services such as those outlined in this section will be billed to you on a time and materials basis at our then current rates. You must request those services with at least one(1)weeks'advance notice. 7. Current Support Call Process. Our current Support Call Process for the Tyler Software is attached to this Exhibit Cat Schedule 1. 26 Exhibit C Schedule 1 • tyler • technologies 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.tvlertech.com—for accessing client tools and other information including support contact information. (2) Tyler Community—available through login,Tyler Community provides a venue for clients to support one another and share best practices and resources. (3) Knowledgebase—A fully searchable depository of thousands of documents related to procedures, best practices,release information,and job aides. (4) Program Updates—where development activity is made available for client consumption Support Availability Tyler Technologies support is available during the local business hours of 8 AM to 5 PM (Monday— Friday)across four US time zones(Pacific,Mountain,Central and Eastern).Clients may receive coverage across these time zones.Tyler's holiday schedule is outlined below.There will be no support coverage on these days. New Year's Day Thanksgiving Day Memorial Day Day after Thanksgiving Independence Day Christmas Day Labor Day 27 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 complete application failure or Level 1 incidents within one(1)business hour of application unavailability;(b) receipt of the support incident. Tyler shall use 1 application failure or unavailability commercially reasonable efforts to resolve such Critical in one or more of the client's support incidents or provide a circumvention remote location;or(c)systemic loss procedure within one(1)business day. For non- of multiple essential system hosted customers,Tyler's responsibility for lost or functions. 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 repeated,consistent failure of Level 2 incidents within four(4)business hours of essential functionality affecting receipt of the support incident. Tyler shall use 2 more than one user or(b) loss or commercially reasonable efforts to resolve such High corruption of data. support incidents or provide a circumvention procedure within ten(10)business days. For non- hosted customers,Tyler's responsibility for loss or corrupted data is limited to assisting the client in restoring its last available database. 28 Exhibit C Schedule 1 PLev ly Characteristics of Support Incident Resolution Targets Priority Level 1 incident with an Tyler shall provide an initial response to Priority existing circumvention procedure, Level 3 incidents within one(1)business day of or a Priority Level 2 incident that receipt of the support incident. Tyler shall use affects only one user or for which commercially reasonable efforts to resolve such 3 there is an existing circumvention support incidents without the need for a Medium procedure. circumvention procedure with the next published maintenance update or service pack. For non- hosted customers,Tyler's responsibility for lost or corrupted data is limited to assisting the client in restoring its last available database. Support incident that causes failure Tyler shall provide an initial response to Priority 4 of non-essential functionality or a Level 4 incidents within two(2)business Non- cosmetic or other issue that does days. Tyler shall use commercially reasonable critical not qualify as any other Priority efforts to resolve such support incidents,as well as Level. 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. 29 Exhibit D •• tyl • •. tyler • technologies Exhibit D Statement of Work Statement of Work Enterprise Group, Tyler Technologies Prepared for: Augusta-Richmond County Georgia Hattie Holmes-Sullivan 735 James Brown Blvd.,Augusta,GA 30901 Prepa red by: Tim Upton 5519 53rd Street,Lubbock,TX 79414 Tyler Technologies, Inc. www.tylertech.com 30 Exhibit D Table of Contents 1 EXECUTIVE SUMMARY 34 1.1 PROJECT OVERVIEW 34 1.2 PRODUCT SUMMARY 34 1.3 PROJECT TIMELINE 34 1.4 PROJECT METHODOLOGY OVERVIEW 34 2 PROJECT GOVERNANCE 35 2.1 CLIENT GOVERNANCE 35 2.1.1 Client Project Manager 35 2.1.2 Steering Committee 35 2.1.3 Executive Sponsor(s) 36 2.2 TYLER GOVERNANCE 36 2.2.1 Tyler Project Manager 36 2.2.2 Tyler Implementation Management 36 2.2.3 Tyler Executive Management 36 2.3 ACCEPTANCE AND ACKNOWLEDGMENT PROCESS 36 3 OVERALL PROJECT ASSUMPTIONS 38 3.1 PROJECT,RESOURCES AND SCHEDULING 38 3.2 DATA CONVERSION 38 3.3 DATA EXCHANGES,MODIFICATIONS,FORMS AND REPORTS 39 3.4 HARDWARE AND SOFTWARE 39 3.5 EDUCATION 39 4 IMPLEMENTATION STAGES 41 4.1 WORK BREAKDOWN STRUCTURE(WBS) 41 4.2 INITIATE&PLAN(STAGE 1) 43 4.2.1 Tyler Internal Coordination&Planning 43 4.2.2 System Infrastructure Planning 44 4.2.3 Project/Phase Planning 45 4.2.4 Project Schedule 46 4.2.5 Stakeholder Presentation 47 4.2.6 Control Point 1:Initiate&Plan Stage Acceptance 48 4.3 ASSESS&DEFINE(STAGE 2) 49 4.3.1 Fundamentals Review 49 4.3.2 Current/Future State Analysis 50 4.3.3 Data Conversion Planning&Mapping 51 4.3.4 Standard 3rd Party Data Exchange Planning 52 31 Exhibit D 4.3.5 Customization Analysis&Specification,if contracted 53 4.3.6 Forms&Reports Planning 54 4.3.7 System Deployment 55 4.3.8 Control Point 2:Assess&Define Stage Acceptance 56 4.4 BUILD&VALIDATE(STAGE 3) 58 4.4.1 Configuration&Power User Training 58 4.4.2 Data Conversion& Validation 59 4.4.3 Standard 3rd Party Data Exchange Validation 60 4.4.4 Customization Delivery& Validation,if contracted 61 4.4.5 Forms&Reports Validation 62 4.4.6 Control Point 3:Build& Validate Stage Acceptance 63 4.5 FiNAL TESTING&TRAINING(STAGE 4) 64 4.5.1 Cutover Planning 64 4.5.2 User Acceptance Testing(UAT) 65 4.5.3 End User Training 66 4.5.4 Control Point 4:Final Testing& Training Stage Acceptance 67 4.6 PRODUCTION CUTOVER(STAGE 5) 68 4.6.1 Final Data Conversion,if applicable 68 4.6.2 Production Processing&Assistance 69 4.6.3 Transition to Tyler Support 70 4.6.4 Schedule Post-Production Services,if applicable 71 4.6.5 Control Point 5:Production Cutover Stage Acceptance 72 4.7 PHASE/PROJECT CLOSURE(STAGE 6) 73 4.7.1 Close Phase/Project 73 4.7.2 Control Point 6:Phase/Project Closure Stage Acceptance 74 5 ROLES AND RESPONSIBILITIES 75 5.1 TYLER ROLES AND RESPONSIBILITIES 75 5.1.1 Tyler Executive Management 75 5.1.2 Tyler implementation Management 75 5.1.3 Tyler Project Manager 75 5.1.4 Tyler implementation Consultant 76 5.1.5 Tyler Sales 77 5.1.6 Tyler Software Support 77 5.1.7 77 5.2 AUGUSTA-RICHMOND COUNTY ROLES AND RESPONSIBILITIES 77 5.2.1 Augusta-Richmond County Executive Sponsor 77 5.2.2 Augusta-Richmond County Steering Committee 77 5.2.3 Augusta-Richmond County Project Manager 78 5.2.4 Augusta-Richmond County Functional Leads 79 5.2.5 Augusta-Richmond County Power Users 80 5.2.6 Augusta-Richmond County End Users 80 32 Exhibit D 5.2.7 Augusta-Richmond County Technical Support 80 5.2.8 Augusta-Richmond County Upgrade Coordinator 81 5.2.9 Augusta-Richmond County Project Toolset Coordinator 81 5.2.10 Augusta-Richmond County Change Management Lead 81 6 CUSTOM INTEGRATIONS/ENHANCEMENTS 82 6.1 PROPOSED CUSTOM INTEGRATIONS/ENHANCEMENTS FOR AUGUSTA-RICHMOND COUNTY 82 6.1.1 FiFa Integration 82 6.1.2 Rekey Verification Enhancements 84 6.1.3 Email Copy Enhancement 85 7 GLOSSARY 87 8 EAGLE RECORDER CONVERSION SUMMARY 90 8.1 EAGLE RECORDER-STANDARD 90 33 Exhibit D 1 Executive Summary 1.1 Project Overview The Statement of Work(SOW)documents the Project Scope,methodology,roles and responsibilities, implementation stages, and deliverables for the implementation of Tyler products. The Project goals are to offer Augusta-Richmond County Georgia the opportunity to make Augusta-Richmond County more accessible and responsive to external and internal customer needs and more efficient in its operations through: • Streamlining,automating,and integrating business processes and practices • Providing tools to produce and access information in a real-time environment • Enabling and empowering users to become more efficient, productive and responsive • Successfully overcoming current challenges and meeting future goals 1.2 Product Summary Below,is a summary of the products included in this Project,as well as reference to the Augusta-Richmond County's functional area utilizing the Tyler product(s).Refer to the Implementation Stages section of this SOW for information containing detailed service components. [PRODUCT] [APPLICATION] Eagle Recorder 1.3 Project Timeline The Project Timeline establishes a start and end date for each Stage of the Project.Developed during the Initiate & Plan Stage and revised as mutually agreed to, if needed,the timeline accounts for resource availability, business goals,size and complexity of the Project,and task duration requirements. 1.4 Project Methodology Overview Tyler bases its implementation methodology on the Project Management Institute's(PMI) Process Groups (Initiating, Planning, Executing,Monitoring&Controlling,and Closing). Using this model,Tyler developed a 6- stage process specifically designed to focus on critical project success measurement factors. Tailored specifically for Tyler's Public Sector clients,the project methodology contains Stage Acceptance Control Points throughout each Phase to ensure adherence to scope, budget,timeline controls,effective communications,and quality standards. Clearly defined,the project methodology repeats consistently across Phases,and is scaled to meet Augusta-Richmond County's complexity,and organizational needs. 34 Exhibit D 2 Project Governance The purpose of this section is to define the resources required to adequately establish the business needs, objectives,and priorities for the Project;communicate the goals to other project participants;and provide support and guidance to accomplish these goals. Project governance also defines the structure for issue escalation and resolution,Change Control review and authority,and organizational Change Management activities. The preliminary governance structure establishes a clear escalation path when issues and risks require escalation above the Project Manager level. Further refinement of the governance structure, related processes, and specific roles and responsibilities occurs during the Initiate&Plan Stage. The path below illustrates an overall team perspective where Tyler and Augusta-Richmond County collaborate to resolve project challenges according to defined escalation paths.In the event Project Managers do not possess authority to determine a solution,resolve an issue, or mitigate a risk,Tyler implementation management and the Augusta-Richmond County steering committee become the escalation points to triage responses prior to escalation to the Augusta-Richmond County 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.Augusta-Richmond County and Tyler executive sponsors serve as the final escalation point. 2.1 Client Governance Depending on Augusta-Richmond County's organizational structure and size,the following governance roles may be filled by one or more people: 2.1.1 Client Project Manager The Augusta-Richmond County's Project Manager(s) coordinate project team members,subject matter experts, and the overall implementation schedule and serves as the primary point of contact with Tyler.The Augusta- Richmond County Project Manager(s)will be responsible for reporting to the Augusta-Richmond County steering committee and determining appropriate escalation points. 2.1.2 Steering Committee The Augusta-Richmond County steering committee understands and supports the cultural change necessary for the Project and fosters an appreciation of the Project's value throughout the organization. Oversees the Augusta-Richmond County Project Manager(s)and the Project as a whole and through participation in regular internal meetings,the Augusta-Richmond County steering committee remains updated on all project progress, project decisions, and achievement of project milestones.The Augusta-Richmond County steering committee also provides support to the Augusta-Richmond County Project Manager(s) by communicating the importance of the Project to all impacted departments.The Augusta-Richmond County steering committee is responsible for ensuring the Project has appropriate resources, provides strategic direction to the project team,for making timely decisions on critical project issues or policy decisions.The Augusta-Richmond County steering committee also serves as primary level of issue resolution for the Project. 35 Exhibit D 2.1.3 Executive Sponsor(s) The Augusta-Richmond County's executive sponsor provides support to the Project by allocating resources, providing strategic direction,and communicating key issues about the Project and the Project's overall importance to the organization.When called upon,the executive sponsor also acts as the final authority on all escalated project issues.The executive sponsor engages in the Project,as needed,in order to provide necessary support,oversight,guidance,and escalation,but does not participate in day-to-day project activities.The executive sponsor empowers the Augusta-Richmond County steering committee,Project Manager(s),and Functional Leads to make critical business decisions for Augusta-Richmond County. 2.2 Tyler Governance 2.2.1 Tyler Project Manager The Tyler Project Manager(s)have direct involvement with the Project and coordinates Tyler project team members,subject matter experts,the overall implementation schedule,and serves as the primary point of contact with Augusta-Richmond County.As requested by Augusta-Richmond County,the Tyler Project Manager(s) provide regular updates to the Augusta-Richmond County's steering committee and other Tyler governance members. 2.2.2 Tyler Implementation Management Tyler implementation management has indirect involvement with the Project and is part of the Tyler escalation process.Tyler Project Manager(s)consult implementation management on issues and outstanding decisions critical to the Project. Implementation management works toward a solution with the Tyler Project Manager(s) or with Augusta-Richmond County management,as appropriate.Tyler executive management is the escalation point for any issues not resolved at this level.The name(s)and contact information for this resource will be provided and available to the project team. 2.2.3 Tyler Executive Management Tyler executive management has indirect involvement with the Project and is part of the Tyler escalation process.This team member offers additional support to the project team and collaborates with other Tyler department managers,as needed, in order to escalate and facilitate implementation project tasks and decisions.The name(s)and contact information for this resource will be provided and available to the project team. 2.3 Acceptance and Acknowledgment Process All Deliverables and Control Points must be accepted or acknowledged following the process below.Acceptance requires a formal sign-off while acknowledgement may be provided without formal sign-off at the time of delivery.The following process will be used for accepting or acknowledging Deliverables and Control Points: • Augusta-Richmond County shall have five(5)business days from the date of delivery,or as otherwise mutually agreed upon by the parties in writing,to accept or acknowledge each Deliverable or Control Point. If Augusta-Richmond County does not provide acceptance or acknowledgement within five(5) 36 Exhibit D business days,or the otherwise agreed upon timeframe, not to be unreasonably withheld,Tyler deems the Deliverable or Control Point as accepted. • If Augusta-Richmond County does not agree the particular Deliverable or Control Point meets requirements,Augusta-Richmond County 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.Augusta-Richmond County 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 Augusta- Richmond County does not provide acceptance or acknowledgement within two(2) business days,or the otherwise agreed upon timeframe,not to be unreasonably withheld,Tyler deems the Deliverable or Control Point as accepted. 37 Exhibit D 3 Overall Project Assumptions 3.1 Project, Resources and Scheduling • Project activities will begin, as mutually agreed to,after the Agreement has been fully executed. • Augusta-Richmond County and Tyler can allocate additional internal resources if needed.Augusta- Richmond County also ensures the alignment of their budget and Scope expectations. • Augusta-Richmond County and Tyler ensure that the assigned resources are available,they buy-into the change process,and they possess the required business knowledge to complete their assigned tasks successfully.Should there be a change in resources,the replacement resource should have a comparable level of availability, buy-in,and knowledge. • Tyler and Augusta-Richmond County provide adequate resources to support the efforts to complete the Project as scheduled and within the constraints of the project budget. • Abbreviated timelines and overlapped Phases can result in project delays if there are not sufficient resources assigned to complete all required work as scheduled. • Changes to Project Plan, availability of resources or changes in Scope may result in schedule delays, which may result in additional charges to the Project. • Tyler provides a written agenda and notice of any prerequisites to the Augusta-Richmond County Project Manager(s)ten(10) business days prior to any scheduled on site or remote sessions. • Tyler provides notice of any prerequisites to the Augusta-Richmond County Project Manager(s)a minimum of ten (10) business days prior to any key deliverable due dates. • Augusta-Richmond County users complete prerequisites prior to applicable scheduled activities. • Tyler provides guidance for configuration and processing options available within the Tyler software. Augusta-Richmond County is responsible for making decisions based on the options available. • In the event Augusta-Richmond County may elect to add and/or modify current business policies during the course of this Project,such policy changes are solely Augusta-Richmond County's responsibility to define,document,and implement. • Augusta-Richmond County makes timely Project related decisions in order to achieve scheduled due dates on tasks and prepare for subsequent training sessions.Decisions left unmade may affect the schedule,as each analysis and implementation session builds on the decisions made in prior sessions. • Tyler considers additional services out of Scope and requires additional time and costs be requested via Change Request approved through the Change Control process. • Augusta-Richmond County will respond to information requests in a comprehensive and timely manner, in accordance with the Project Plan. 3.2 Data Conversion • Augusta-Richmond County is readily able to produce the needed data files from a static database for conversion from the Legacy System to provide them to Tyler on the specified due date(s).At the time the Legacy System data file is extracted,Augusta-Richmond County will produce reports and detail screen captures to reconcile the converted data. • Each Legacy System data file submitted for conversion includes all associated records in a single approved file layout. • Augusta-Richmond County will grant Tyler access to the Legacy System to assist with understanding data relationships to improve the accuracy and quality of the converted data. 38 Exhibit D • Augusta-Richmond County understands the Legacy System data file must be in the same format each time unless changes are mutually agreed upon in advance. If not,negative impacts to the schedule, budget,and resource availability may occur and/or data in the new system may be incorrect. • During this process,Augusta-Richmond County may need to correct data scenarios in their Legacy System prior to the final data pull.This is a complex activity and requires due diligence by Augusta- Richmond County to ensure all data pulled includes all required data and the Tyler system contains properly mapped data. • During Production Cutover,Augusta-Richmond County may need to manually add or correct data after data has been loaded into the production database as mutually agreed to prior to the load. 3.3 Data Exchanges, Modifications, Forms and Reports • Augusta-Richmond County ensures the 3rd party data received conforms to a Tyler standard format. • The 3rd party possesses the knowledge of how to program their portion of the interaction and understands how to manipulate the data received. • Client is on a supported,compatible version of the 3rd party software or Tyler Standard Data Exchange tools may not be available. • Augusta-Richmond County is willing to make reasonable business process changes rather than expecting the product to conform to every aspect of their current system/process. • Any Modification requests not expressly stated in the contract are out of Scope. Modifications requested after contract signing have the potential to change cost,Scope,schedule,and production dates for project Phases. Modification requests not in Scope must follow the Project Change Control process. • Augusta-Richmond County is responsible for verifying the performance of the Modification as defined by the specification 3.4 Hardware and Software • Tyler will initially install the most current generally available version of the purchased Tyler software. • Augusta-Richmond County will provide network access for Tyler modules, printers,and Internet access to all applicable Augusta-Richmond County and Tyler project staff. • Augusta-Richmond County has in place all hardware,software,and technical infrastructure necessary to support the Project as set forth in Exhibit C-1 Schedule 1,Eagle Solution System Requirements. • Augusta-Richmond County's system hardware and software meet Tyler standards to ensure sufficient speed and operability of Tyler software.Tyler will not support use of software if Augusta-Richmond County does not meet minimum standards of Tyler's published specifications.Tyler's current published specifications are set forth in Exhibit C-1 Schedule 1.Any changes to Exhibit C-1 Schedule 1 during the Project shall be made pursuant to Section 1(11)of the Agreement. 3.5 Education • Throughout the Project lifecycle,Augusta-Richmond County provides a training room for Tyler staff to transfer knowledge to the Augusta-Richmond County's resources,for both onsite and remote sessions. Augusta-Richmond County will provide staff with a location to practice what they have learned without distraction. If Phases overlap,Augusta-Richmond County will provide multiple training facilities to allow for independent sessions scheduling without conflict. 39 Exhibit D • The training room is set up in a classroom setting.Augusta-Richmond County determines the number of workstations in the room.Tyler recommends every person attending a scheduled session with a Tyler Consultant or Trainer have their own workstation. However,Tyler requires there be no more than two (2) people at a given workstation. • Augusta-Richmond County provides a workstation which connects to the Tyler system for the Tyler trainer conducting the session.The computer connects to an Augusta-Richmond County provided projector,allowing all attendees the ability to actively engage in the training session. • Tyler is responsible for providing formal training on all functional areas of the software to the Augusta- Richmond County's designated Power Users. Augusta-Richmond County will designate up to fifteen(15) Power Users for any specific class. The Power Users will vary based on agenda topics and area of the assessment office that the class pertains to. Power Users will then be empowered with the knowledge to conduct training to Augusta-Richmond County End Users.In addition, informal education will occur leading up to the formal training sessions. Every time Tyler resources work with Augusta-Richmond County staff to demonstrate a specific function/feature/executable with Augusta-Richmond County is an opportunity to better understand and appreciate the Tyler solution. • Tyler will conduct one(1)formal training session for each of the functional areas of the software.The functional areas covered will allow Augusta-Richmond County to utilize the software. Augusta- Richmond County is responsible for assigning the appropriate Power Users to attend these sessions. • Tyler follows a train-the-trainer approach to allow Augusta-Richmond County Power Users attending the sessions to disseminate the knowledge being learned during Tyler lead sessions to other Augusta- Richmond County users. • Users performing User Acceptance Testing(UAT) have attended all applicable training sessions prior to performing UAT. 40 Exhibit D 4 Implementation Stages 4.1 Work Breakdown Structure (WBS) The Work Breakdown Structure(WBS) is a hierarchical representation of a Project or Stage broken down into smaller, more manageable components.The top level components are called"Stages"and the second level components are called "work packages."The work packages,shown below each Stage,contain the high-level work to be done.The detailed Project Plan,developed during Initiate&Plan and finalized during Assess& Define,will list the tasks to be completed within each work package.Each Stage ends with a"Control Point", confirming the work performed during that Stage of the Project. 41 Exhibit I:ii . .. 1.1.0 , 1.2.0 1 1.3.0 , 1.4.0 1 1.5.0 j 1.6.0 ,-- - --,t Assess& I Build& Final Testing 11.i Production Phase/Project I Initiate a Plan ,. i Define Validate Training 1 Cutover Closure , 1,1—N -• 22.1 12.1 L42 14.1 Tyler Internal Fundamentals Conlbpiratian& Cutover Nanning ; Final Data 3.41 dose Phase/ Carmen:Mon& Review Power User r Conversion Planning Training __________ 1.1.2 1 _ --— 1.22 L42 1.12 _______ . ' 112 1 1.12 .--- U1S1 Ateinitance CONTROL PONT LCtinant/Futuirsit Production ' 3:Phase/Pro:den Data Conversion Testing ST-3 tl-t—mi Processing& Closure Step a Validetion Ambiance Infrastructure Acceptance Planning 13.11 12.3 S End User Training • t .i.s ',.. Data Conversion a Standard 3 TrandRon to / ' Planroing Project/Phaso Mapping .,, Party Chita W Exchange Tyler Support Nanning __ Validation CONTROL POINT NI 1.2A c'Y'l —— ftt• 4:Final Trebling LI) , um CD I!.Testing Stage odule Post Standard ra T I I i 1JA 1 1..1-1 'Project Schedule I LW' party Data .wh.1 ' modffiestion LI-I AccePtance—, I-0 ' live 5.'1'112" I." 0 AD Exchme (1 Davey& (.9 applicable 1 1 0 (w9 „ , Naming ' '''''' WWW00 , , & itr4 1.1.1 iett < C:r 11:::r Ls.s 1114( 16,... Stakeholder 1 LLS innom 1.13 ' I.... CONTROL POINT ( ' Presentation li i I 5:ProducUon(i) Modification f px maksh a %.,a Forms&Reports (1) VP) Cutover Stage (f) . Specification. , Validation ; , Acceptance CONTROL POINT t "---1.xs 1 1:Initiate&Plan LIA m=POI Stage Acceptance Forms 6 Renown Planning NT Planning 3:Build& t , Validate Stage 232 Acceptance System Deployment t 1.2.1 CONTROL POINT 2:Assess& Define Stage Acceptance i 6-If induded In project scope 42 Exhibit D 4.2 Initiate & Plan (Stage 1) The Initiate& Plan Stage creates a foundation for the Project through identification of Augusta-Richmond County and Tyler Project management teams,development of implementation management plans, and the provision and discussion of system infrastructure requirements.Augusta-Richmond County participation in gathering information is critical.Tyler Project management teams present initial plans to stakeholder teams at Stage end. 4.2.1 Tyler Internal Coordination & Planning Prior to Project commencement,Tyler management staff assigns Project Manager(s).Tyler provides the Augusta-Richmond County with initial Project documents used in gathering basic information,which aids in preliminary planning and scheduling.Augusta-Richmond County participation in gathering requested information by provided deadlines ensures the Project moves forward in a timely fashion. Internally,the Tyler Project Manager(s)coordinate with Sales to ensure transfer of vital information from the sales process prior to scheduling a Project Planning Meeting with the Augusta-Richmond County's team. During this step,Tyler will work with the Client to establish the date(s)for the Project/Phase Planning session. RACI MATRIX KEY:R=Responsible A=Accountable C=Consulted I=Informed STAGE 1 Tyler Internal Coordination&Planning TYLER CLIENT C vi Zii a� CO o 0 5 t_ E J CIV C 'n a) O m �' i5 0 c >o. Q. •- O c ,- ` auw N o `Q v mE a ..0 C m c y c c p o- Qc E m m ai NO Q_ E _a O a coHOoC N a ) d A MN aw J OUCC 14 o r.1. —EtE 0v o v _ • mi52 CD t- U c z t ^ , u3 co ao .cUU0 c N " U •OQXO. p G ,_ vi UXN o L p I) C W E G. E85LL U F- N L. VI d LL ( a 0 I— LT. +. +, 4-' 4-' . 4- +,C C C C C C C C c C C 0) v N c a) al a) a) a, a a) v 0) ai Al CU _v v m CU 1-- 1- - - � I-- U U U U U U U U U U U Assign Tyler Project Manager A R I I I Provide initial Project documents to Client A I R C I Sales to Implementation knowledge transfer A I R C Internal planning and phase coordination A R C 43 Exhibit D 4.2.2 System Infrastructure Planning Augusta-Richmond County provides,purchases or acquires hardware according to hardware specifications provided by Tyler and ensures it is available at Augusta-Richmond County's site. Exhibit C-1 Schedule 1 sets forth Tyler's current published specifications as of the Effective Date.Augusta-Richmond County completes the system infrastructure audit, ensuring vital system infrastructure information is available to the Tyler implementation team,and verifies all hardware compatibility with Tyler solutions. RACI MATRIX KEY:R=Responsible A=Accountable C=Consulted I=Informed STAGE 1 Tyler Internal Coordination&Planning TYLER CLIENT Ny C a) N O �+ J co a co E c a`ya ` U w w O 0 Ov E 'O o0 m 0 t= ,n 0 a) m U C C 0 a a 2 0 c a O E (0 0 C = m 0 +.+ C 45 a) a) �+ O to O J CO a) C a O 0 U ce a v 2 ate) > N m > aA _o v n E `m ra p- v E E v N E u 5 c v to 4- t ,, •. v a) y a) a, E O v °' C.).) °' s 9 `° tio a) 0 0 tC `p 7 y X +: `O S 2 o aa) C O) O` 0.. TASKS w a u. U I- aU. � 4, a � 4 4, al C C C C C C c C C C C ? - ) W . al Cl) C) Cl) a) a) a) a) a) Cl) a) a) la.rA I E-Aa. 1- r t- u u. 6 ,u U u u v u u U Provide system hardware specifications I R A I C Make hardware available for Installation I C A R Install system hardware,if applicable I C A R Complete system infrastructure audit I C A R 44 Exhibit D 4.2.3 Project/Phase Planning Project and Phase planning provides an opportunity to review the contract,software, data conversions and services purchased, identify Applications to implement in each Phase(if applicable),and discuss implementation timeframes.The Tyler Project Manager(s)deliver an Implementation Management Plan,which is mutually agreeable by Augusta-Richmond County and Tyler. RACI MATRIX KEY:R=Responsible A=Accountable C=Consulted I=Informed STAGE 1 Tyler Internal Coordination&Planning TYLER CLIENT . N C it - +�+ E: 00) ro °p J C U W W O . a) ro O Q r c, L m u c C o b o 0 0 C °aa o E - 0 _ v v C L a O aC J C ` .+ N cu c 76 12 cy A C r, C o °a C .L' i o m ,- t «; -a o a� m a� 03 U O c v, d u c (3 m C " tom co lL a C a 5 L.I. U I- N X V) CL U- U CL 0 W 1- d M E O ' 0) m i,X TASKSC C C C C C C C C C )— F )- F- I- I- f- I- r- U U, U_U (..), (-), (...) U U U U Perform Project/Phase Planning A R I C C I Deliver implementation management plan A R C C I 45 Exhibit D 4.2.4 Project Schedule Client and Tyler will mutually develop an initial Project schedule. The initial schedule includes,at minimum, enough detail to begin Project activities while the detailed Project Plan/schedule is being developed and refined. RACI MATRIX KEY: R=Responsible A=Accountable C=Consulted I=Informed STAGE 1 Tyler Internal Coordination&Planning TYLER CLIENT HN 0 C 0 C +O+ 000 ` - c ;o L.IA 4:1) a, E ., 4to c -) L L N ++ L. y co 0 CO U a (boo c C -Po C O 00 O .2 O C 0• O 400 0 N ii S W co c c 00 0 a O C V1 O C J C In 4'' al 11 0 C C > C' f0 (/) y "-.).0 2 N 2 ' N L J OO .' al aJ O 0� N U a+ Cc +' O 0 0 V F- 0 j v N d U `e' 'C 7 •C 1+ 00. C 10 X a O` a U 41 X O 0 t O cu C N a O TASKS ''' a E o u° u' if) - A L.L.. ' a o Y � a � C C C C C C C C C C C w m a, v m d CD (I) a, ar ai m a y a) m m CU a., I? I� I? !T - r?- I IT U .U U U c.J U U U •U u u Develop initial Project schedule A R I C I I Deliver Project Plan and schedule for Project Phase A R I i ICCII I Client reviews Project Plan&initial schedule C t ARCC C Client approves Project Plan&initial schedule I IARCCI I I I t 46 Exhibit D 4.2.5 Stakeholder Presentation Augusta-Richmond County stakeholders join Tyler Project Management to communicate successful Project criteria, Project goals, Deliverables,a high-level milestone schedule,and roles and responsibilities of Project participants. RACI MATRIX KEY: R=Responsible A=Accountable C=Consulted I=Informed STAGE 1 Tyler Internal Coordination&Planning TYLER CLIENT HN ,. C U CD C 0 V, E co m a -t t, E —c c ,co c a a E al c 4-. ° o m g v w w o `o p ,_ U, E 401 0° a c 0 m w .= 0 o a a E C v m ,, v y C c > c` ro - y u c° m 2 0 C w —' O u >' E E v N1 'E 3 '> °ca ,, o d Q1 u ~ W y W O C a1 4J al C v a o a v € 5 a a"i y 'o c m 3 COa -o X _ of w E a E 0 0 U H til u� ci a w U a w a TASKS «, - - .., - ,., „ , y + ,-, + • C c C C c C C C C C C CU CU a, a a, CD a 0)> a0., v cu v ar v v ai d CU a a I �T.r . 0 'c. •) U. u u, U u U, u u Present overview of Project Deliverables, project schedule and A R I IIICIIII I I I roles and responsibilities Communicate successful Project criteria and goals I RCAC I ICI I 47 Exhibit D 4.2.6 Control Point 1: Initiate & Plan Stage Acceptance Acceptance criteria for this Stage includes completion of all criteria listed below.Advancement to the Assess& Define Stage is dependent upon Tyler's receipt of the Stage Acceptance. 4.2.6.1 Initiate&Plan Stage Deliverables • Implementation Management Plan o Objective: Update and deliver baseline management plans to reflect the approach to the Augusta-Richmond County's Project. o Scope:The Implementation Management addresses how communication,quality control, risks/issues,resources and schedules,and Software Upgrades(if applicable)will be managed throughout the lifecycle of the Project. o Acceptance criteria:Augusta-Richmond County reviews and acknowledges Implementation Management Plan. • Project Plan/Schedule o Objective: Provide a comprehensive list of tasks,timelines and assignments related to the Deliverables of the Project. o Scope:Task list,assignments and due dates. o Acceptance criteria:Augusta-Richmond County acceptance of schedule based on Augusta- Richmond County resource availability and Project budget and goals. 4.2.6.2 Initiate&Plan Stage Acceptance Criteria • Hardware Installed • System infrastructure audit complete and verified • Implementation Management Plan delivered • Project Plan/Schedule delivered; dates confirmed • Stakeholder Presentation complete 48 Exhibit D 4.3 Assess & Define (Stage 2) The primary objective of Assess&Define is to gather information about current Augusta-Richmond County business processes and translate the material into future business processes using Tyler Applications.Tyler uses a variety of methods for obtaining the information,all requiring Augusta-Richmond County collaboration. Augusta-Richmond County shall provide complete and accurate information to Tyler staff for analysis and understanding of current workflows and business processes. 4.3.1 Fundamentals Review Fundamentals Review provides functional leads and Power Users an overall understanding of software capabilities prior to beginning current and future state analysis.The primary goal is to provide a basic understanding of system functionality,which provides a foundation for upcoming conversations regarding future state processing. Tyler utilizes a variety of methods for completing fundamentals training including the use of eLearning,videos,documentation,and walkthroughs. RACI MATRIX KEY: R=Responsible A=Accountable C=Consulted I=Informed STAGE 2 Tyler Internal Coordination&Planning TYLER CLIENT N 0 L C a) 0 Y �, E al ra COr -, C c ' ami v m }' =o l f6 C O_ Q C a) C � ` V w COO` ` y v 00 c O CO O O 4 Cl- t l) m m a) 43 U-' N f0 C co 7, a O O. E: C J C of 4., m H 0Oo al C f0 C > cc 2 N a, u f0 M H a) H J p U N °x) 0 C m `- VI u w X o S r o a c v o a TASKS w a 0 u in C C C C C C C C C C c O G) a) al al al a) a) a) a) N a) a) N a) a) GJ G) C) a) 4. 4 H H Fes- H tT k?• H V L.) U V U U C.) U u U U Schedule fundamentals review& provide fundamentals materials& A R I C I prerequisites,if applicable Complete fundamentals materials review and prerequisites i A R I C Ensure all scheduled attendees are - present I I A R C I Facilitate fundamentals review A R I I I 49 Exhibit D 4.3.2 Current/Future State Analysis Augusta-Richmond County and Tyler evaluate current state processes,options within the new software,pros and cons of each option based on current or desired state,and make decisions about future state configuration and processing. RACI MATRIX KEY: R=Responsible A=Accountable C=Consulted I=Informed STAGE 2 Tyler Internal Coordination&Planning TYLER CLIENT NN ata a � o ig cu co• .P E _, C L U w W X 0 N E 0co co C DO C c C p E co aJ ro 0 C (O e� O. O 0 In 0E C .J C co ` r y !^ O 0 a) c C > ce 2 N aJ U .5 io 2 y N ;2 _ 0 U y C N E w U v aui a m '^06 C E a ',- v }' ao co t= D .c u 2 E a, u c m cu cm E a E Q �0 = 0 to W Y O U Co 0 W raj— O a cn a LL TASKS u H cn +. .� ., +.. }. _ ... . a.� _. CCCC CCCC C CC 0.1 v v as v a! a cu a>, >- a A >- > > a a v • F- I- I- t- f'- I- I- 1- 4- U U U U U U U U U U U Provide Current/Future State analysis materials to the Augusta-Richmond A R I C I I County,as applicable Conduct Current&Future State analysis A R I C I C Provide pros and cons of Tyler software options A R I C € C Make Future State Decisions according to due date in the Project I I CAR ICI Plan Record Future State decisions A R I C I C 50 Exhibit D 4.3.3 Data Conversion Planning& Mapping This entails the activities performed to prepare to convert data from the Augusta-Richmond County's Legacy System Applications to the Tyler system.Tyler staff and Augusta-Richmond County work together to complete Data Mapping for each piece of data(as outlined in the Agreement)from the Legacy System to a location in the Tyler system. RACI MATRIX KEY:R=Responsible A=Accountable C=Consulted I=Informed STAGE 2 Tyler Internal Coordination&Planning TYLER CLIENT Y L 0 C ry co a N y N C cu co C 40 t_' ac o. G° a L1-) g ° w ++, O ` +' E TO O 1 Cm U O } a co- cs O p C tr C. ° C E cu -°op co 00 al 0 *' C 22 m 2 al aJ i7 , v18 (0 —J m V. C J O O O C C > 5 CO - O/ 2 CO 2 aJ V O U cr, u v e, g v E o s - 6"i v a ti c a, m -c v ar a •o a ,_ v) u x °a% o C .c o a c iv o a TASKS LL' a` o U H CO' 4, Y « Y 4, 4, 444 Y + 4. C C C C C CC C C C C W W ° a (1., 0 a) W w v v v a) au v• w d a a) v f �> 1- � r I- t- p- U U, U U,• U U U U U, U U Review contracted data conversion(s) A R I C C C C options Map data from Legacy System to Tyler I C I A C C R system Pull conversion data extract I I A C C R Run balancing Reports for data pulled I I and provide to Tyler A C R I Review and approve initial data AICR I extract Correct issues with data extract,if I C C A C C R needed 51 Exhibit D 4.3.4 Standard 3rd Party Data Exchange Planning Standard Data Exchange tools are available to allow clients to get data in and out of the Tyler system with external systems. Data exchange tools can take the form of Imports and Exports,and Interfaces. A Standard Interface is a real-time or automated exchange of data between two systems.This could be done programmatically or through an API. It is Tyler's responsibility to ensure the Tyler programs operate correctly.It is Augusta-Richmond County's responsibility to ensure the third party program operates or accesses the data correctly. The Augusta-Richmond County and Tyler Project Manager(s)will work together to define/confirm which Data Exchanges are needed(if not outlined in the Agreement).Tyler will provide a file layout for each Standard Data Exchange. RACI MATRIX KEY: R=Responsible A=Accountable C=Consulted I=Informed STAGE 2 Tyler Internal Coordination&Planning TYLER CLIENT Y ... . C a) O coE J co cIna� E 0c mo C X a/ 0 .' W € U W X Oa O ra O „'Oooa oCEr� co to Y m T.ao'o :r ° ro a a E 2 J c ` 0O N N Iv g of aJOUy , g v C N - E I .+—, E +' E ° 2Euu '-C O a $ U Et y a yv dU '. O - v r% Ci) y to EE 1 n a W Yw a o LL U 0Le) c c C C c C c C C C C a) a) al (I) Cl) Cl) a) Cl) Cl) a) a) CJ Cl a) a) a) a) W W a) _H 1-- !T I- i—, F— I— I— U U 4.), (...) U U U U U U U Review Standard or contracted Data Exchanges A R C I I C Define or confirm needed Data Exchanges I C A C C R 52 Exhibit D 4.3.5 Customization Analysis &Specification, if contracted Tyler staff conducts additional analysis and develops specifications based on information discovered during this Stage.Augusta-Richmond County reviews the specifications and confirms they meet Augusta-Richmond County's needs prior to acceptance.Out of Scope items or changes to specifications after acceptance may require a Change Request. Tyler's intention is to minimize Customizations by using Standard functionality within the Application,which may require an Augusta-Richmond County business process change. It is the responsibility of Augusta-Richmond County to detail all of their needs during the Assess and Define Stage.Tyler will write up specifications(for Augusta-Richmond County approval)for contracted program Customizations. Upon approval,Tyler will make the agreed upon Customizations to the respective program(s).Once the Customizations have been delivered, Augusta-Richmond County will test and approve those changes during the Build and Validate Stage. RACI MATRIX KEY:R=Responsible A=Accountable C=Consulted I=Informed STAGE 2 Tyler Internal Coordination&Planning TYLER CLIENT N o C aJ o ; ty E 01 c v E 4, m c o. a ,- a) C ° `o ` ° X X O N 0 00 m 2 t `o p ,_ y E , u c co CO m ° .2 0 C a °n. E co aJ m x • • m a, 0 c _i C .,., �+ 0 v co0 aci 0cc N T, > aUa - c , = E v -o H asi E E dtUN kl 2 ca . - U y dC C a) , • a0 ° Em awx ° S -2 0 m c to' o X o iH. a4, Yao4, 4, : 4,W ao1 v TASKS ,, .. C C C C C C C C C C C C ;. a > a v v a ar al a) a) o a) v at 1- 1-- I- 1- 1-, 1- 1- I- 1- 7.3 U lJ .C5 0 U (� U U V U Analyze contracted custom program requirements A C R C C t C C Develop specification document(s) A I _C R I I I I Review specification document(s); provide changes to Tyler,if applicable I C C A R I C C Sign-off on specification document(s) I I A R C I I C and authorize work 53 Exhibit D 4.3.6 Forms & Reports Planning Augusta-Richmond County and Tyler Project Manager(s)review Forms and Reporting needs. Items that may be included in the Agreement are either Standard Forms and Reports or known/included Customization(s). Items not included in the Agreement could be either Augusta-Richmond County-developed Reports or a newly discovered Customization that will require a Change Request. RACI MATRIX KEY:R=Responsible A=Accountable C=Consulted I=Informed STAGE 2 Tyler Internal Coordination&Planning TYLER CLIENT i+ 1^ H 0 O ,fl y O pia 't' J C C cC° a ar .r L.v `o m ` U W W O t'_ O E. O C C O 00 O O O c a O E CD N co _ -p N 'v m 2 m 2, a' a' y N a co J co N C z O O am' aC' E (NC z N m > 00 2 2 E v '° H m E u E u° °, E E . E. C ti o o°a .c u r'u v a' a' m E O t ,i, u y v u C v `Qy° -c 11-), x E 0 E CO 0 = N N cu W V)) d LL U d O UJ I- a u 2 n TASKS LU _ a o LL U F ,. +, .J +. F, +., }. 4-. 4, C CC C C C C C C C C a) a' a' a' a' a' a' a' a' a' Al v v v v v v v v v I- 1->-" i— 1--. HH t� , I?: .0 U U U U U U U U U U Review required Forms output A R C I C I Review and complete Forms options I i and submit to Tyler A R C Review in Scope Reports A R I C C Identify additional Report needs I C _ A R_ C Add applicable tasks to Project A R I C schedule Cl i I 54 Exhibit D 4.3.7 System Deployment The Tyler Technical Services team installs Tyler Applications on the server(hosted or client-based)and ensures the platform operates as expected. RACI MATRIX KEY:R=Responsible A=Accountable C=Consulted I=Informed STAGE 2 Tyler Internal Coordination&Planning TYLER CLIENT ++ V N 6- C 0) O ° ` P tE -3, C Q CO 0O. ` NC + o (0Uwo o C o m o o o C E bo c bo °' o `e m i+ t0 ++ t2 fl. O C' Qcr). E f0 N .f0 2 co N 0 cu 0 > C C > K R-474 N cu O/ U 2 r0 0 co co y 0) ` J p U 15 c) E u E 'DO c m 'c v o ago m w .c . T u v a m E ' ..c y u y u C m f ai X 0. E m o vi u Al x °�' it 5 s 0 SI c a ° a w a O LL U I- in w a LL u . O w E- a TASKS +, +., ++ +, 4., ++ 4 4-' +.. 4, C C C C C C C C C C C >. >- >? >. >. >? >? >. >. N N 07 0/ N •0J 0J 0! 0! 0) d N I.-_I I- I-)-- N, k-, U, U U, U. U O D U U U U Install contracted software on server A I R I C Ensure platform operates as expected A I R I C 55 Exhibit 0 4.3.8 Control Point 2:Assess & Define Stage Acceptance Acceptance criteria for this Stage includes completion of all criteria listed below.Advancement to the Build& Validate Stage is dependent upon Tyler's receipt of the Stage Acceptance. 4.3.8.1 Assess&Define Stage Deliverables • Completed analysis Questionnaire o Objective:Gather and document information related to Augusta-Richmond County business processes for current/future state analysis as it relates to Tyler approach/solution. o Scope: Provide comprehensive answers to all questions on Questionnaire(s). o Acceptance criteria:Augusta-Richmond County acceptance of completed Questionnaire based on thoroughness of capturing all Augusta-Richmond County business practices to be achieved through Tyler solution. • Data conversion summary and specification documents o Objective: Define data conversion approach and strategy o Scope:Data conversion approach defined,data extract strategy,conversion and reconciliation strategy. o Acceptance criteria: Data conversion document(s)delivered to Augusta-Richmond County, reflecting complete and accurate conversion decisions. • Customization specification documents,if contracted o Objective: Provide comprehensive outline of identified gaps,and how the custom program meets Augusta-Richmond County's needs. o Scope: Design solution for Customization. o Acceptance criteria:Augusta-Richmond County accepts Custom Specification Document(s)and agrees that the proposed solution meets their requirements. • Completed Forms options and/or packages o Objective: Provide specifications for each Augusta-Richmond County in Scope form, Report,and output requirements. o Scope:Complete Forms package(s) included in agreement and identify Reporting needs. o Acceptance criteria: Identify Forms choices and receive supporting documentation. • Installation checklist o Objective: Installation of purchased Tyler software. a Scope:Tyler will conduct an initial coordination call, perform an installation of the software included in the Agreement,conduct follow up to ensure all tasks are complete,and complete server system administration training, unless Augusta-Richmond County is hosted. o Acceptance criteria:Tyler software is successfully installed and available to authorized users, Augusta-Richmond County team members are trained on applicable system administration tasks. 4.3.8.2 Assess&Define Stage Acceptance Criteria • Tyler software is installed 56 Exhibit D • Fundamentals review is complete • Required Form information complete and provided to Tyler • Current/Future state analysis completed;Questionnaires delivered and reviewed • Data conversion mapping and extractions completed and provided to Tyler 57 Exhibit D 4.4 Build & Validate (Stage 3) The objective of the Build&Validate Stage is to prepare the software for use in accordance with Augusta- Richmond County's needs identified during the Assess and Define Stage, preparing Augusta-Richmond County for Final Testing and Training. 4.4.1 Configuration & Power User Training Tyler staff collaborates with Augusta-Richmond County to complete software configuration based on the outputs of the future state analysis performed during the Assess and Define Stage.Tyler staff will train the Augusta-Richmond County Power Users to prepare them for the Validation of the software.Augusta-Richmond County collaborates with Tyler staff iteratively to validate software configuration. RACI MATRIX KEY:R=Responsible A=Accountable C=Consulted I=Informed STAGE 3 Tyler Internal Coordination&Planning TYLER CLIENT cn L c m o at ro-14 N E co C c n c c n7 o x Oo Cl) In O +O+ °i U w wx 0 +- o p 6. 0 E v 0 m go C O 43 o .o .e C a o f m m °a° N 43 *, -O COar° c > z m N a' U To In v ` J p 2 c E 2 u a ° ' c ca o to 0. o Q coH v ' aoa00wW,w E a Eo LL UI—' n ui v' aLt. U aam TASKS Y «• .F., +r +, .1-.c C C a-. c C c C C C C C C C C Cl) v a' a' Cl) a, Cl) a' m a' a' a' a' a' a' v a a' a' cu 1"- 1?: Fa ti F� ti U U U U U V U U U U U Perform configuration A R I R I Power User process and Validation training A R ICIC I Validate configuration I C A C R C 58 Exhibit D 4.4.2 Data Conversion &Validation Tyler completes an initial review of the converted data for errors.With assistance from Augusta-Richmond County,the Tyler Data Conversion Team addresses items within the conversion program to provide the most efficient data conversion possible.With guidance from Tyler,Augusta-Richmond County reviews specific data elements within the system and identifies and Reports discrepancies in writing. Iteratively,Tyler collaborates with Augusta-Richmond County to address conversion discrepancies prior to acceptance. RACI MATRIX KEY:R=Responsible A=Accountable C=Consulted I=Informed STAGE 3 Tyler Internal Coordination&Planning TYLER CLIENT c o a) �to ° E ' c 0 CM E ,.. Q L m i' U < w t o w W v O m 40 L t= N + w c0 U C C o to o .2 .2 0 C a 2 E m coo a = v v 'a 2 c C ' Ln 0 O N O co O . ( y C . O O CN .}' E E V o' E .(2 = c o ? t vim, . .. U a) a) a) n) ° t H V a) •g-%) t'' C N m - .c a) y CQ 'O O. +, Ln U X 2, 2 7 .0 O N C V O 0- x c a Q ro LL U I— N Lt1 N d LL. U d O W I� a TASKS 4-, ... 4-0 4-0 .F0 4-0 4-0 1-0 C C C a) aJ 0) Cl) v a) a) a) a) y a) a) a) a a) a) m a) m a 1- ►T r i- N ti 1- 1- • U ,• U. U U U U U U U U Write and run data conversion program against Client data A I C R C Complete initial review of data errors A I C R I I C Review data conversion and submit I C I A C R C needed corrections Revise conversion program(s)to g I C R I I C correct error(s) C 59 Exhibit D 4.4.3 Standard 3rd Party Data Exchange Validation Tyler provides training on Data Exchange(s)and Augusta-Richmond County tests each Data Exchange. RACI MATRIX KEY: R=Responsible A=Accountable C=Consulted I=Informed STAGE 3 Tyler Internal Coordination&Planning TYLER CLIENT Y I-' ^ 0 C OJ 0 BCO OD i QJ c t- ,n cu co d mO x UwwO 0 a1 0 N m O U as mO N a 'O {1)O co2y +1IT;O 0 p c O. * c i n o a 2 c +� ru 0 W g 52 Na 'a+ N m o a! J0 CC JU to av O 0 :F.. E: ti E V U .4.7, C 0 to , c U N a aJ W - O c w U pJ • N U c f0 = aJ t m c m 3 Q. -a u ao y CO. •'p CG. +�+ N U X +�+ 7 L o cu O. W C a C 0 LL U N 4+ � bd 4-' 4-+ ++ 4+ i+ TASKS Y Y4,C C C C C C C C C C C N aJ aJ al a aJ aJ al al cu aJ d cu aJ DJ aJ cu aJ aJ OJ — I?: r N JT I— 1?- , U U U U U U U U 00 U Train Data Exchange(s)processing in Tyler software A R C I I I C ! Coordinate 3rd Party Data Exchange I I A C C R activities Test all Standard 3rd party Data I C A C I R C Exchange(s) 60 Exhibit D 4.4.4 Customization Delivery&Validation, if contracted Tyler delivers in Scope Customization(s)to Augusta-Richmond County for preliminary testing. Final acceptance will occur during the Final Testing and Training Stage. RACI MATRIX KEY:R=Responsible A=Accountable C=Consulted I=Informed STAGE 3 Tyler Internal Coordination&Planning TYLER CLIENT . y C N r O w O L ry C E C C a a al a) C L 0ID x x tic U w NE i... H mC N CUOLOy OC E 402 p G7 OC O 0 C a , co7.' I^ aO 0- a (p N y 0 c f9 c > z '47, v U m m m N C O C C N d C N > MO " z E 1.13) F- N E U E U U C ., +O+ Fo t+ w ++ "C G! y 61 O C U .` • U C t0 C V r6 X a .O a -. 4,`;' V N X ti LO g O d C Cl) •%O a w E a E o LL H 61 w v„ a w U a o w F- a TASKS u c C C C C 4.... ... 4-. c c C > > > >. T >. > > > N N GJ G) d d •N •41 y _y • 0- N t- - 1- !- F- H f- U, U ,U U U U U U U U U Develop and deliver contracted custom program(s) A I C I R I C I C I C Test contracted custom program(s)In isolated database I C C A C R C Report discrepancies between specification and delivered contracted I I I A R C C custom program(s) Make corrections to contracted custom program(s)as required AICI R I C C I 61 Exhibit D 4.4.5 Forms& Reports Validation Tyler provides training on Standard Forms/Reports and Augusta-Richmond County tests each Standard Form/Report. RACI MATRIX KEY: R=Responsible A=Accountable C=Consulted I=Informed STAGE 3 Tyler Internal Coordination&Planning TYLER CLIENT L 00 C a) � O L E - ra C COC sn CU C E 4-, -o 0o g U w w ,2 0 a' E co u° m C O ao O O O C O. O E rm N m = CO v "O g 49 ai a� to N O m _ m in 0 y c -J O O aJ o C c C `C N a' u C d H °' L �0 1— cu u cu U 0 c i 0 0 •c u • v 't 4000 v C 'c a m ar U o s d d 'Q Q Y t- N U Q! X Y O` 7 L 0 CD C al `O Q w a 0 u0.. U H to + a+ 4- a+ +� a~ a, a+ TASKS C C C C C C C C C C C T > >. >- >. >- >,- >. >. d N GJ ai aJ a1 0.) at aJ a1 a) 1— _L— F- F— I— — F- 1— t-- t�, U, 0 U U U_U U U U,U Standard Forms&Report Training A R I C C I Test Standard Forms&Reports I C C A C R C 62 Exhibit D 4.4.6 Control Point 3: Build &Validate Stage Acceptance Acceptance criteria for this Stage includes all criteria listed below.Advancement to the Final Testing&Training Stage is dependent upon Tyler's receipt of the Stage Acceptance. 4.4.6.1 Build&Validate Stage Deliverables • Initial data conversion o Objective:Convert Legacy System data into Tyler system. o Scope: Data conversion program complete;deliver converted data for review, o Acceptance criteria: Initial error log available for review. • Data conversion verification document o Objective:Provide instructions to Augusta-Richmond County to verify converted data for accu racy. o Scope: Provide self-guided instructions to verify specific data components in Tyler system. o Acceptance criteria:Augusta-Richmond County accepts data conversion delivery;Augusta- Richmond County completes data issues log. • Installation of Customizations the Augusta-Richmond County's server(s) *except for hosted Clients o Objective:Deliver Customization(s)in Tyler software. o Scope: Program for Customization is complete and available in Tyler software,Customization testing. o Acceptance criteria: Delivery of Customization(s) results in objectives described in the Augusta- Richmond County-signed specification. • Standard Forms&Reports Delivered o Objective: Provide Standard Forms&Reports for review. o Scope: Installation of all Standard Forms& Reports included in the Agreement. o Acceptance criteria:Standard Forms&Reports available in Tyler software for testing in Stage 4. 4.4.6.2 Build&Validate Stage Acceptance Criteria • Application configuration completed • Standard Forms&Reports delivered and available for testing in Stage 4 • Data conversions(except final pass)delivered • Standard 3`d party Data Exchange training provided • Customizations delivered and available for testing in Stage 4 • Augusta-Richmond County and Tyler have done a review of primary configuration areas to validate completeness and readiness for testing and acceptance in Stage 4. • Augusta-Richmond County,at its request,and Tyler to review Functional Requirements as stated in Exhibit C-1 Schedule 2. 63 Exhibit D 4.5 Final Testing &Training (Stage 4) During Final Testing and Training,Tyler and Augusta-Richmond County review the final Cutover plan.A critical Project success factor is Augusta-Richmond County understanding the importance of Final Testing and Training and dedicating the resources required for testing and training efforts in order to ensure a successful Production Cutover. 4.5.1 Cutover Planning Augusta-Richmond County and Tyler Project Manager(s) discuss final preparations and critical dates for Production Cutover.Tyler delivers a Production Cutover Checklist to outline Cutover tasks to help prepare Augusta-Richmond County for success. RACI MATRIX KEY:R=Responsible A=Accountable C=Consulted I=Informed STAGE 4 Tyler Internal Coordination&Planning TYLER CLIENT �+ 0 N o v m ° al VI J Cu 0a t' C C a ud- a)ID C 'O o co O x w do �, a; 0 CO 0 c m (IF C a) C t= a O Ts h + D CO g 0 a o to ' C x ro ai Q 6 ii C ti O. O = N O C J co ` C H O ''' C C cc 06 N a7 U 2 N 2 N a) L J o U 7 E U E 8 Q •C 2 y - G L. t 5 C y x E o E fa o o aa) m w v) a` U 0 0o w H 0- TASKS "' a 0 LL U I— ,, 4,, +, a, a, +, 4, ., ., aU a! v a) a) a) a) m cu y a) y a a) 0) m a) ai a) ,a) H !T t— - FT t� t?,t: H U U U_U U U U U :U U U Cutover Planning Session A R C I C C CC C C Develop Production Cutover Checklist A R C I I CC I I C 64 Exhibit D 4.5.2 User Acceptance Testing(UAT) Augusta-Richmond County performs User Acceptance Testing to verify software readiness for day-to-day business processing.Tyler provides a Test Plan for users to follow to ensure proper validation of the system. RACI MATRIX KEY: R=Responsible A=Accountable C.Consulted I=Informed STAGE 4 Tyler Internal Coordination&Planning TYLER CLIENT 0 N L L c a) O t t t E w co a c-,4 c Q) cu O x X O c'3. +�. E -0 oo m qO L V 2 t_ �+ L N fa V c C C 0.0 O0 Qa. p E IN m m 'O *' -a 4`c9 m c > a ' 0 ^ m J `° c _j 0 0 -.'-r E t' E V 0 E u j c o a t °n' c t v v (13 a o a `+°• L- v) u a) iv °Jo c c o a =o o o cka a. X 4...`v 7 .0 0 a) I)LI) a) O. LJJ a LL V H fn 4,, 4,. 4r ++ 4. 4� O� 4� 4+ a 4✓ TASKS C C C C C C c C C C C a) a) a) a) a) a) a) a) a) a) a) a) a) a) a) a) a) C! W a) - r ~ �. > . . }. � U. V V 11 V U V V U V V Deliver Test Plan for User Acceptance Testing A R C I I Perform User Acceptance Testing I C A R C C C I I C I Accept custom program(s),if applicable I I I A R C I C C Validate Report performance I C C A C R C 65 Exhibit D 4.5.3 End User Training End Users attend training sessions to learn how to utilize Tyler software.Training focuses primarily on day-to- day Augusta-Richmond County processes that will be delivered via group training,webinar,eLearnings,and/or live training sessions. Unless stated otherwise in the Agreement,Tyler provides one occurrence of each scheduled training or implementation topic with up to the maximum number of users as defined in the Agreement,or as otherwise mutually agreed. Augusta-Richmond County users who attended the Tyler sessions may train any Augusta- Richmond County users not able to attend the Tyler sessions or additional sessions may be contracted at the applicable rates for training. RACI MATRIX KEY:R=Responsible A=Accountable C=Consulted I=Informed STAGE 4 Tyler Internal Coordination&Planning TYLER CLIENT Y L C 0 0 a) ++ •VI ,,, E w ro C tv C ro co a) a) ra 4-' tj Ont ,� U W W O N a) ,0 Q aD t'-' h r yf R V C COC +� ra °a o Cl. E. E 2 v `o° _ CD ' o C C C > fa N N U ,a a7 a, C J O U () a) G a) C N a) a) to Q 40 H L °6 E y - U H Q •c L '- v L' c y a c .9 m a) Q. . a Co.0E u i a, 'o C m 3 a 2 u o to X O. E in 0 U I- CO c) w N a L.L. U 0 O w a` TASKS +. +, «, +.. .+ Y i.+ }, .1., ,,, f, C C C C C C C C C C C a) a) a) a) a) a) a) al a) y a) a) a) a) a) a) a) a) a) a) r H N H H U U U U U U U U U U U Conduct user training sessions A R C I I I I I Conduct additional End User training sessions I IACIRII I I 66 Exhibit D 4.5.4 Control Point 4: Final Testing &Training Stage Acceptance Acceptance criteria for this Stage includes all criteria listed below.Advancement to the Production Cutover Stage is dependent upon Tyler's receipt of the Stage Acceptance. 4.5.4.1 Final Testing&Training Stage Deliverables • Production Cutover checklist o Objective: Provide a detailed checklist outlining tasks necessary for production Cutover. o Scope: Dates for final conversion,date(s)to cease system processing in Legacy System,date(s) for first processing in Tyler system,contingency plan for processing. o Acceptance criteria: Definition of all pre-production tasks,assignment of owners and establishment of due dates. • User Acceptance Test Plan o Objective: Provide testing steps to guide users through testing business processes in Tyler software. o Scope:Testing steps for Standard business processes. a Acceptance criteria:Testing steps have been provided for Standard business processes. 4.5.4.2 Final Testing&Training Stage Acceptance Criteria • Production Cutover Checklist delivered and reviewed • Customization(s)tested and accepted,if applicable • Standard 3'party Data Exchange programs tested and accepted • Standard Forms&Reports tested and accepted • User acceptance testing completed • End User training completed 67 Exhibit D 4.6 Production Cutover (Stage 5) Augusta-Richmond County and Tyler resources complete tasks as outlined in the Production Cutover Plan and Augusta-Richmond County begins processing day-to-day business transactions in the Tyler software.Following production Cutover,Augusta-Richmond County transitions to the Tyler support team for ongoing support of the Application. 4.6.1 Final Data Conversion, if applicable Augusta-Richmond County provides final data extract and Reports from the Legacy System for data conversion and Tyler executes final data conversion.Augusta-Richmond County may need to manually enter into the Tyler system any data added to the Legacy System after final data extract. RACI MATRIX KEY:R=Responsible A=Accountable C=Consulted I=Informed STAGE 5 Tyler Internal Coordination&Planning TYLER CLIENT ++ v) N c a! - O 0y v, H E a, co C 0a t+ C O. 0.co cu c aJ c 0O +O+ t g ` U w W 2 t `o ,, E m U0 c C O OM O a C- al c E on °a " co .� c c 7. a o a E c °3 c v, a) N o 2 C ,, C > m ��0p G1 O cv to � N C to . O U > aJ 2 aJ O N U > C 013 O aJ = E st)�, U +' 'p 4 E ti E U co w o •E O • y c y c <UJ a p a E H V d X +o.• OL 7 .0 O 0 C d 0 0. w E A.- E p a IT vJ w v> a LL U o. 2 w I- a n, TASKS 4-• +• � „ +� }. .., 4• - 4-, c c c c c c C c C c c c aJ aJ aJ aJ aJ aJ aJ aJ al aJ a) W aJ aJ aJ aJ aJ CU a) aJ __E- 1T I— JTZ I— 1? U U U, U _U U U U U 0, U Provide final data extract CI I A C I I I I R Provide final extract balancing Reports I I A C R I Convert and deliver final pass of data AI IR I I I C Validate final pass of data I C C I A C R C Load final conversion pass to I I IACIC R Production environment 68 Exhibit D 4.6.2 Production Processing&Assistance Tyler staff collaborates with Augusta-Richmond County during Production Cutover activities.Augusta-Richmond County transitions to Tyler software for day-to day business processing. RACI MATRIX KEY:R=Responsible A=Accountable C=Consulted I=Informed STAGE 5 Tyler Internal Coordination&Planning TYLER CLIENT 4-' Lw L c v m o a) to co g P t C J C C C aa) +-' a4. C "a O °' u w w o t `o P ti C -0 0 0 C° y CCaC a C CE _c o nE o r c c +..� 12 c cA ix) at y 4 C c cc N _ C) u 2 c 2 H N - °o u ani a 75 ni u o c = '� ani o c at co coo = 'c u cu m x E o £ o to p v .92 x - o .c o v c -5 Q TASKS w a LL u F �n 4, 4+ ,LL-• � 4, � � a C C C C C C C C C C C > > > > > >ai > > G/ 0) 61 41 a1 al N at N 01 01 E- f-,j-_1-, I-- k- , - -- U U U U U U, u U U 0 U Production processing C C I I ARRRRRR I I Provide production assistance A R C v I CCCCCC 69 Exhibit D 4.63 Transition to Tyler Support Tyler Project Manager(s)introduce Augusta-Richmond County to the Tyler Support team,who provides Augusta-Richmond County with day-to-day assistance following Production Cutover. RACI MATRIX KEY: R=Responsible A=Accountable C=Consulted I=Informed STAGE 5 Tyler Internal Coordination&Planning TYLER CLIENT c a co o :° O X •X DO a) in 0 �O m 2 U Lu y U C c o 0010 0 0 a a O 00 = a1i v 0a E 20 w CO 2 4 a) a) 71 Ln N 0 co ns to a) a) vi J o 0 aJ O dS N v • •C 2 O a) D E 0, v N -p 3 v a) m E O t 0 n9 a) te C a, a s a ,y E E p 2 v 12 N w n a13 ` ii u as 8' W I . m TASKS 4 4, 4.+ 4.+ it Y ++ Y +i.+ F+ iC C C C C c C C C C C a) N a) d a) a) a) 0) a) a) a) a) a) a) a) a) a) a) a) a) f- r-• )— t- r I— 1-, t- t 2 ,0 V, 0 V ,0 U 0 0 0 U Develop internal support plan I ARCCCC C C C Conduct transfer to Support meeting A I C R CCCCI ICI I 70 Exhibit D 4.6.4 Schedule Post-Production Services, if applicable Tyler provides post-production services if included in the Agreement. Prior to scheduling services,the Tyler Project Manager(s)collaborate with the Augusta-Richmond County Project Manager(s)to identify needs. RACI MATRIX KEY:R=Responsible A=Accountable C=Consulted I=Informed STAGE 5 Tyler Internal Coordination&Planning TYLER CLIENT N v) ` ` C 01 n, �O co }' L J C la I- C t� E COf0 N �+ co C d X C 0Ja) Cl) in O �O U W to O i cn E C O C�0 O O Q C E 00 co d4 Cl) -O t p C O 0, y co -- m N L M .2 N P 0J W 0 0 a Cl) 0 co .J c0 y C J 0 Cl O C C > RC CO 01 U co 2 N a) O U > a) 2 a1 C .N N > CO D E CU f0 I— al E E �j „, E ( '5' C 0 o 40 .0 y 6 ��u'J -p 41 N N c0 E O L VI u d a/ u C Zr., 01 0 N f0 CU a •o a *, ,- vc u v 11 v o c m 3 qqac� O u a ao ct w E a` _ (1:1 LL 0 H cn w v"i a` ii U a O w Cl` TASKS +., +' +' 4' 4-1 4+ ” a' 4-, 4' +, C C C C C C C C C C C > Cl) Cl) Cl) > Cl) > > a' cu cu cu cu a a) d a a) a) f- H- e- f- i?:', F— i? �- ,U ,U U U U U U U U U U Identify topics for post-production C C ARIC i services Schedule services for post-production A R I C C I C I topics 71 Exhibit D 4.6.5 Control Point 5: Production Cutover Stage Acceptance Acceptance criteria for this Stage includes all criteria listed below.Advancement to the Phase/Project Closure Stage is dependent upon Tyler's receipt of this Stage Acceptance. 4.6.5.1 Production Cutover Stage Deliverables • Final data conversion,if applicable o Objective:Ensure(in Scope) Legacy System data is available in Tyler software in preparation for production processing. o Scope:Final passes of all conversions completed in this Phase. o Acceptance criteria: Data is available in production environment. • Support transition documents o Objective: Define strategy for on-going Tyler support. o Scope:Define support strategy for day-to-day processing,conference call with Augusta- Richmond County Project Manager(s)and Tyler support team,define roles and responsibilities, define methods for contacting support. o Acceptance criteria:Augusta-Richmond County receives tools to contact support and understands proper support procedures. 4.6.5.2 Production Cutover Stage Acceptance Criteria • Final data conversion(s)delivered • Processing is being done in Tyler production • Transition to Tyler support is completed • Post-live services have been scheduled,if applicable 72 Exhibit D 4.7 Phase/Project Closure (Stage 6) Project or Phase closure signifies full implementation of all products purchased and encompassed in the Phase or Project.Augusta-Richmond County moves into the next cycle of their relationship with Tyler(next Phase of implementation or long-term relationship with Tyler Support). 4.7.1 Close Phase/Project Augusta-Richmond County and Tyler Project Manager(s)review the list of outstanding Project activities and develop a plan to address them.The Tyler Project Manager(s) review the Project budget and status of each contract Deliverable with the Augusta-Richmond County Project Manager(s) prior to closing the Phase or Project. RACI MATRIX KEY: R=Responsible A=Accountable C=Consulted I=Informed STAGE 6 Tyler Internal Coordination&Planning TYLER CLIENT + L N ti L C' a) o e J N L C a1 E ++ c a a _ a, c o` CC o x x OD a! a! a o +, N C 4-, C C y o 0 .. ofE o fa C o OD o O e C Q E E aJ 'p ,_, E m a a g a c m a o a a E c ..,i 2 0 +_, 10 H o 06 0. N aac °C mm c Ea Hv 0.,i > N - > o aE tE uE `— .c V '; b.0 ,° t DEu °UaN al c0 E ° LN mu Ca `v ` wagwaw E aE a LiU H v� LU+, +, +, +, +, +, +, a., +, C c c c c c c c c c c c W a m CD v a, > CD N ai ai a) d v v a ai ar ai a t- � 1- ti >. 1- 1- 4- 4 U U U U U U U U U U U Review outstanding Project activities and develop action plan A R C C C I C I C Review Project budget and status of contract Deliverables A R I I C 73 Exhibit D 4.7.2 Control Point 6: Phase/Project Closure Stage Acceptance Acceptance criteria for this Stage includes all criteria listed below.This is the final acceptance for the Phase/Project. 4.7.2.1 Phase/Project Closure Stage Deliverables • Phase/Project reconciliation report o Objective: Provide comparison of contract Scope and Project budget. o Scope:Contract Scope versus actual,analysis of services provided and remaining budget, identify any necessary Change Requests or Project activity. o Acceptance criteria:Acceptance of services and budget analysis and plan for changes, if needed. 4.7.2.2 Phase/Project Closure Stage Acceptance Criteria • Outstanding Phase or Project activities have been documented and assigned • Phase/final Project budget has been reconciled • Tyler Deliverables for the Phase/Project are complete 74 Exhibit D 5 Roles and Responsibilities 5.1 Tyler Roles and Responsibilities Tyler assigns Project Manager(s)prior to the start of each Phase of the project.The Project Manager assigns additional Tyler resources as the schedule develops and as needs arise.One person may fill multiple project roles. 5.1.1 Tyler Executive Management • Provides clear direction for Tyler staff on executing on the project deliverables to align with satisfying Augusta-Richmond County's overall organizational strategy • Authorizes required project resources • Resolves all decisions and/or issues not resolved at the implementation management level as part of the escalation process • Offers additional support to the project team and is able to work with other Tyler department managers in order to escalate and facilitate implementation project tasks and decisions • Acts as the counterpart to the Augusta-Richmond County's executive sponsor 5.1.2 Tyler Implementation Management • Acts as the counterpart to the Augusta-Richmond County steering committee • Assigns initial Tyler project personnel • Works to resolve all decisions and/or issues not resolved at the project Management level as part of the escalation process • Attends Augusta-Richmond County steering committee meetings as necessary • Provides support for the project team • Provides management support for the project to ensure it is staffed appropriately and staff have necessary resources • Monitors project progress including progress towards agreed upon goals and objectives 5.1.3 Tyler Project Manager The Tyler Project Manager(s)provides oversight of the project,coordination of resources between departments, management of the project budget and schedule,effective risk and issue management,and is the primary point of contact for all project related items. • Contract Management o Validates contract compliance throughout the project o Ensures Deliverables meet contract requirements o Acts as primary point of contact for all contract and invoicing questions o Prepares and presents contract milestone sign-offs for acceptance by Augusta-Richmond County Project Manager(s) o Coordinates Change Requests, if needed,to ensure proper Scope and budgetary compliance • Planning 75 Exhibit D o Updates and deliver Implementation Management Plan o Defines project tasks and resource requirements o Develops initial project schedule and full scale Project Plan o Collaborates with the Augusta-Richmond County Project Manager(s)to plan and schedule project timelines to achieve on-time implementation • Implementation Management o Tightly manages Scope and budget of project;establishes process and approval matrix with Augusta-Richmond County to ensure Scope changes and budget planned versus actual are transparent and handled effectively and efficiently o Establishes and manages a schedule and resource plan that properly supports the project Plan as a whole that is also in balance with Scope/budget o Establishes risk/issue tracking/reporting process between Augusta-Richmond County and Tyler and takes all necessary steps to proactively mitigate these items or communicates with transparency to Augusta-Richmond County any items that may negatively impact the outcomes of the project o Collaborates with the Augusta-Richmond County's Project Manager(s)to establish key business drivers and success indicators that will help to govern project activities and key decisions to ensure a quality outcome of the project o Sets a routine communication plan that will aide all project team members,of both Augusta- Richmond County and Tyler, in understanding the goals,objectives,current status and health of the project • Team Management o Acts as liaison between project team and Tyler manager(s) o Identifies and coordinates all Tyler resources across all modules, Phases,and activities including development,conversions,forms,installation, reports,implementation,and billing o Provides direction and support to project team o Builds partnerships among the various stakeholders, negotiating authority to move the project forward o Manages the appropriate assignment and timely completion of tasks as defined in the project Plan, task list,and Production Cutover checklist o Assesses team performance and adjusts as necessary o Interfaces closely with Tyler developers to coordinate program Modification activities o Coordinates with in Scope 3rd party providers to align activities with ongoing project tasks 5.1.4 Tyler Implementation Consultant • Completes tasks as assigned by the Tyler Project Manager(s) • Performs problem solving and troubleshooting • Follows up on issues identified during sessions • Documents activities for on site services performed by Tyler • Provides conversion Validation and error resolution assistance • Recommends guidance for testing Forms and Reports • Tests software functionality with the Augusta-Richmond County following configuration • Assists during Production Cutover process and provides production support until Augusta-Richmond County transitions to Tyler Support • Provides product related education 76 Exhibit D • Effectively facilitates training sessions and discussions with Augusta-Richmond County and Tyler staff to ensure adequate discussion of the appropriate agenda topics during the allotted time • Conducts training(configuration, process,conversion Validation)for Power Users and the Augusta- Richmond County's designated trainers for End Users • Clearly documents homework tasks with specific due dates and owners,supporting and reconciling with the final project plan • Keeps Tyler Project Manager(s) proactively apprised of any and all issues which may result in the need for additional training,change in schedule,change in process decisions, or which have the potential to adversely impact the success of the project prior to taking action 5.1.5 Tyler Sales • Provide Sales background information to Implementation during Project Initiation • Support Sales transition to Implementation • Provide historical information,as needed,throughout implementation 5.1.6 Tyler Software Support • Manages incoming client issues via phone,email,and online customer incident portal • Documents and prioritizes issues in Tyler's Customer Relationship Management(CRM)system • Provides issue analysis and general product guidance • Tracks issues and tickets to timely and effective resolution • Identifies options for resolving reported issues • Reports and escalates defects to Tyler Development • Communicates with Augusta-Richmond County on the status and resolution of reported issues 5.1.7 5.2 Augusta-Richmond County Roles and Responsibilities Augusta-Richmond County resources will be assigned prior to the start of each Phase of the project. One person may be assigned to multiple project roles. 5.2.1 Augusta-Richmond County Executive Sponsor • Provides clear direction for the Project and how the Project applies to the organization's overall strategy • Champions the project at the executive level to secure buy-in • Authorizes required project resources • Resolves all decisions and/or issues not resolved at the Augusta-Richmond County steering committee level as part of the escalation process • Actively participates in organizational change communications 5.2.2 Augusta-Richmond County Steering Committee • Works to resolve all decisions and/or issues not resolved at the Project Manager level as part of the escalation process 77 Exhibit D • Attends all scheduled steering committee meetings • Provides support for the project team • Assists with communicating key project messages throughout the organization • Prioritizes the project within the organization • Provides management support for the project to ensure it is staffed appropriately and staff have necessary resources • Monitors project progress including progress towards agreed upon goals and objectives • Has the authority to approve or deny changes impacting the following areas: o Cost o Scope o Schedule o Project Goals o Augusta-Richmond County Policies 5.2.3 Augusta-Richmond County Project Manager Augusta-Richmond County shall assign Project Manager(s) prior to the start of this project with overall responsibility and authority to make decisions related to project Scope,scheduling, and task assignment,and communicates decisions and commitments to the Tyler Project Manager(s) in a timely and efficient manner. When the Augusta-Richmond County Project Manager(s)do not have the knowledge or authority to make decisions,he or she engages the correct resources from Augusta-Richmond County to participate in discussions and make decisions in a timely fashion to avoid project delays. • Contract Management o Validates contract compliance throughout the project o Ensures invoicing and Deliverables meet contract requirements o Acts as primary point of contact for all contract and invoicing questions a Signs off on contract milestone acknowledgment documents o Collaborates on and approves Change Requests,if needed,to ensure proper Scope and budgetary compliance • Planning o Reviews and acknowledge Implementation Management Plan o Defines project tasks and resource requirements for County project team o Collaborates in the development and approval of the initial Project Plan and Project Plan o Collaborates with Tyler Project Manager(s)to plan and schedule project timelines to achieve on- time implementation • Implementation Management o Tightly manages project budget and Scope and collaborates with Tyler Project Manager(s)to establish a process and approval matrix to ensure Scope changes and budget planned versus actual are transparent and handled effectively and efficiently o Collaborates with Tyler Project Manager to establish and manage a schedule and resource plan that properly supports the project Plan,as a whole,that is also in balance with Scope/budget o Collaborates with Tyler Project Manager(s)to establishes risk/issue tracking/reporting process between the Augusta-Richmond County and Tyler and takes all necessary steps to proactively 78 Exhibit D mitigate these items or communicates with transparency to Tyler any items that may impact the outcomes of the project o Collaborates with Tyler Project Manager(s)to establish key business drivers and success indicators that will help to govern project activities and key decisions to ensure a quality outcome of the project o Routinely communicates with both Augusta-Richmond County staff and Tyler,aiding in the understanding of goals,objectives,current status,and health of the project by all team members • Team Management o Acts as liaison between project team and stakeholders o Identifies and coordinates all Augusta-Richmond County resources across all modules, Phases,and activities including data conversions,forms design, hardware and software installation, reports building,and satisfying invoices o Provides direction and support to project team o Builds partnerships among the various stakeholders, negotiating authority to move the project forward o Manages the appropriate assignment and timely completion of tasks as defined in the project plan, task list,and production cutover checklist o Assesses team performance and takes corrective action, if needed o Provides guidance to Augusta-Richmond County technical teams to ensure appropriate response and collaboration with Tyler technical support teams to ensure timely response and appropriate resolution o Coordinates in Scope 3rd party providers to align activities with ongoing project tasks 5.2.4 Augusta-Richmond County Functional Leads • Makes business process change decisions under time sensitive conditions • Communicates existing business processes and procedures to Tyler consultants • Assists in identifying business process changes that may require escalation • Attends and contributes business process expertise for current/future state analysis sessions • Identifies and includes additional subject matter experts to participate in current/future state analysis sessions • Provides business process change support during Power User and End User training • Completes performance tracking review with client project team on End User competency on trained topics • Provides Power and End Users with dedicated time to complete required homework tasks • Acts as an ambassador/champion of change for the new process. • Identifies and communicates any additional training needs or scheduling conflicts to the Augusta- Richmond County Project Manager • Prepares and Validates Forms • Actively participates in all aspects of the implementation, including,but not limited to,the following key activities: o Task completion o Stakeholder Presentation o Implementation Management Plan development o Schedule development o Maintenance and monitoring of risk register 79 Exhibit D o Escalation of issues o Communication with Tyler project team o Coordination of Augusta-Richmond County resources o Attendance at scheduled sessions o Change Management activities o Customization specification,demonstrations,testing and approval assistance o Conversion Analysis and Verification Assistance o Decentralized End User Training o Process Testing o User Acceptance Testing 5.2.5 Augusta-Richmond County Power Users • Participate in project activities as required by the project team and Project Manager(s) • Provide subject matter expertise on Augusta-Richmond County business processes and requirements • Act as subject matter experts and attend current/future state and validation sessions as needed • Attend all scheduled training sessions • Participate in all required post-training processes as needed throughout project • Participate in conversion Validation • Test all Application configuration to ensure it satisfies business process requirements • Become Application experts • Participate in User Acceptance Testing • Adopt and support changed procedures • Complete all Deliverables by the due dates defined in the Project Plan • Demonstrate competency with Tyler products processing prior to Production Cutover • Provide knowledge transfer to Augusta-Richmond County staff during and after implementation 5.2.6 Augusta-Richmond County End Users • Attend all scheduled training sessions • Become proficient in Application functions related to job duties • Adopt and utilize changed procedures • Complete all Deliverables by the due dates defined in the Project Plan • Utilize software to perform job functions at and beyond Production Cutover 5.2.7 Augusta-Richmond County Technical Support • Coordinates updates and releases with Tyler as needed • Coordinates the copying of source databases to training/testing databases as needed for training days • Extracts and transmits conversion data and control reports from Augusta-Richmond County's Legacy System per the conversion schedule set forth in the Project Plan • Coordinates and adds new users and printers and other Peripherals as needed • Validates all users understand log-on process and have necessary permission for all training sessions • Coordinates Interface development for Augusta-Richmond County 3rd party Data Exchanges. • Develops or assists in creating Reports as needed 80 Exhibit D • Ensures onsite system hardware meets specifications provided by Tyler • Assists with software deployment as needed 5.2.8 Augusta-Richmond County Upgrade Coordinator • Becomes familiar with the Software Upgrade process and required steps • Becomes familiar with Tyler's releases and updates • Utilizes Tyler Community to stay abreast of the latest Tyler releases and updates,as well as the latest helpful tools to manage the Augusta-Richmond County'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 Augusta-Richmond County and Tyler resources • Communicates changes affecting users and department stakeholders • Obtains department stakeholder sign-offs to upgrade production environment 5.2.9 Augusta-Richmond County Project Toolset Coordinator • Ensures users have appropriate access to Tyler project toolsets such as Tyler University,Tyler Community,Tyler Product Knowledgebase,SharePoint,etc. • Conducts training on proper use of toolsets • Validates completion of required assignments using toolsets 5.2.10 Augusta-Richmond County Change Management Lead • Validates users receive timely and thorough communication regarding process changes • Provides coaching to Supervisors to prepare them to support users through the project changes • Identifies the impact areas resulting from project activities and develops a plan to address them proactively • Identifies areas of resistance and develops a plan to reinforce the change • Monitors post-production performance and new process adherence 81 Exhibit D 6 Custom Integrations/Enhancements 6.1 Proposed Custom Integrations/Enhancements for Augusta-Richmond County 6.1.1 FiFa Integration Modification Scope Eagle Recorder will create an integration point for the VCS tax system(Augusta-Richmond's current tax system,so that FiFa processes and documents can be recorded in Eagle.Additionally,VCS will need an update once the documents are recorded to change statuses of FiFa documents and processes. At a high level,the process will be as follows:an extract(delimited file)from VCS will be placed in a directory.This file will be picked up from Eagle Recorder and sent through the proper workflow to be cashiered,indexed (optional),and verified.Upon completion of workflow,Eagle Recorder will place a file In the same location for VCS to pick up and update the FiFa database table. Analyst Scope • Our analysts will work with the county staff to determine what fields will be received from VCS. o Our analyst will work with the Eagle Recorder Development team to define the format for the file. Delimiters will be added for documents that might have multiple instances of information,if present. Development Scope • Upon receiving a list of defined fields and confirming the format with the county,Tyler will write a "converter"that maps the values to PRIA formats and allows the documents to be placed in the currently supported workflows.This includes cashiering,index,and verify. • Automatic receipting is an option. o If House Account selections vary per transaction,development will need to update our submission process to disable the automatic receipting,to allow for the county staff to select a house account in the cashiering workflow step. • Eagle Recorder will write a file back to the location to provide document numbers,book/page,and recording date That can be used to update VCS with the appropriate information. 82 Exhibit D Modification Scope Implementation Scope: • Implementation Consultant will update the client environment with the release version that has this functionality. • Implementation Consultant will configure the G2G processes,selecting the new converter and receipting options. • Implementation Consultant will demo and review with client the functionality. • Implementation Consultant will train County Power Users on functionality. • County to test functionality. • Implementation Consultant to move to production and transition to Tyler Support Team. Assumptions of Limitation of Scope 1. This integration will work for FiFa processes with the VCS tax system. 2. The integration between IasWorld and Eagle Recorder(for FiFa processes)may differ. IMPACT OF MODIFICATION Schedule Tyler will work with the client to schedule the indicated work after the signed agreement has been received. The completion of this Modification Request does not affect project closure and may be delivered post Go Live as defined in the SOW. Resources Multiple resources from Tyler's development and implementation teams may be involved as appropriate. 83 Exhibit D 6.1.2 Rekey Verification Enhancements Modification Scope Eagle Recorder will enhance the behavior of the verification process,so that the order in which names(e.g, grantee/grantor)are verified does not constitute as an error or mistake for the indexer.This will also improve reporting attached to this process. Development scope 1. Enhance the rekey verification process so that when a value is entered,the system checks all values from the indexing presentation to find a match,rather than the next value in the list. a. If the user enters a value not in the list,display a comparison for the user.(e.g.,all values that have not yet been matched). b. Update reporting for indexing errors and user productivity to calculate errors based on the changes above. 2. When statistics are gathered,the following will information will be collected: a. Values that are spelled incorrectly(not found in list)will show as changes/errors. b. Values that have been deleted will show as deletions/errors. c. Values that have been added will show as omissions/errors. d. Values that find a positive match in the list will show as correct. 3. Rekey features will be quality tested by an analyst on the development team. Implementation Scope 1. Re-Key will be configured as part of the original scope agreement. a. Fields that need to be configured will be identified during the Current Future State Analysis. 2. The Implementation Consultant and Project Manager will work with the client to schedule and complete the follow tasks: User Acceptance Testing,End User Training,and Production Cutover Support for the work defined in this a:reement,as referenced in the SOW. Assumptions of Limitation of Scope 1. The functionality and reporting described in the scope above is specific to names where multiple instance may occur. IMPACT OF MODIFICATION Schedule Tyler will work with the client to schedule the indicated work after the signed agreement has been received. The completion of this Modification Request will be part of a post-go live deliverable as referenced in the SOW. 84 Exhibit D Resources There will be resources assigned from the Tyler Eagle Recorder Development Team and an assigned Eagle Recorder Implementation Consultant. 6.1.3 Email Copy Enhancement Modification Scope Tyler will add functionality to Eagle Recorder to allow official records to either be printed at the counter or emailed.This development will allow copy products to be more flexible in Self Service for in-office copy requests of land records,specifically for email copies and allow for different fees to be charged. Development scope 1. Add the ability to support both regular copy products and email copy products to the Self Service configuration for the Kiosk environment. 2. Allow the public to select what type of copies they would like to receive at the counter(hardcopies or an email with PDF). 3. If the email option is selected on the Self Service Kiosk,require the user to enter in their email address. 4. When this request is processed in the Eagle Recorder Self Service queue by the county staff,the request will have the correct copy product selected. 5. For hardcopies,this will operate as it does today,allowing the staff to process the receipt,and print the copies 6. For email copies,the public's email will copy from the Self Service request to the receipting screen. 7. Once the receipt is processed successfully for email copies,an email will generate and will include the public's receipt,as well as the copies(in PDF format)for the transaction. Implementation Scope 1. Implementation Consultant will configure the Email Copy Document Copy Product and set up the product to represent the fees and journal codes as communicated by the county. 2. Implementation Consultant will update Self Service configuration to enable this product. 3. Implementation Consultant will test the fees and journal codes associated with the new Email Copy Product to ensure they are working properly and validate with County. This process will follow the User Acceptance Testing as defined in the SOW. 4. Implementation Consultant will train the county on new processes for emailing documents. 85 Exhibit D Assumptions of Limitation of Scope 1. This specific email feature will only work in Kiosk environments. 2. Emailing copies directly from Self Service is not included in this scope.All copies will be routed to the counter to process by county staff. 3. The emailing feature for copies will behave the same as emailing receipts through Eagle Recorder works today. IMPACT OF MODIFICATION Schedule Tyler will work with the client to schedule the indicated work after the signed agreement has been received. The completion of this Modification Request does not affect project closure. Resources Multiple resources from Tyler's Development and Professional Services teams may be involved as appropriate. 86 Exhibit D 7 Glossary Word or Term Definition Accountable The person who is ultimately accountable for decisions being made on a task. Application A computer program designed to perform a group of coordinated functions,tasks or activities for the benefit of the user. Build Blueprint A document recording future state decisions intended to allow Tyler to satisfy business needs/requirements during the Build&Validate Stage through configuration and setups to develop the final solution.A means for the Augusta-Richmond County to Validate what was agreed to be in Scope has been Delivered. Business Requirements A specification document used to describe Augusta-Richmond County Document requirements not available through Tyler software functionality,which will lead to a Modification with Augusta-Richmond County acceptance. Change Control A systematic approach for managing change governing how Change Requests will be received,assessed and acted on. Change Management An approach for ensuring that changes are thoroughly and smoothly implemented and that the lasting benefits of change are achieved.The focus is on the global impact of change with an intense focus on people and how individuals and teams move from the current situation to the new one. Change Request A form used as part of the Change Control process whereby changes in the Scope of work,timeline,resources,and/or budget are revised and agreed upon by participating parties. Consulted Anyone who must be consulted with prior to a decision being made and/or the task being completed Consumables Items that are used on a recurring basis,usually by Peripherals. Examples:paper stock or scanner cleaning kits. Control Point Occurring at the end of each Stage,the Control Point serves as a formal client review point. Project progress cannot continue until the client acknowledges the agreed upon Deliverables of the Stage have been met,or agree on an action plan to make the Deliverable acceptable and move to next Stage while executing final steps of current Stage. Data Exchange A term used to reference Imports and Exports,and Interfaces which allow data to be exchanged between an external system and Tyler software. Data Mapping The process of mapping fields from the Legacy System to the appropriate location in the new system from one or more sources. Deliverable A tangible or intangible object/document produced as a result of the Project that is intended to be delivered to a client(either internal or external)or vendor at a specific time. End User The person for whom the software is designed to use on a day-to-day basis. 87 Exhibit D Forms A document which is typically printed on a template background and only captures data for one record per page. Forms are provided to entity customers whether internal(employees) or external(citizens). Functional Requirements Functional Requirements are listed in Schedule 2 attached to this SOW. Imports and Exports A process within the system that a user is expected to run to consume (Import)or produce(Export)a specifically defined file format/layout. Informed Anyone who will be updated when decisions are made or a task is completed. Install References the initial Installation of software files on client servers and preparing the software for use during configuration.The version currently available for general release will always be used during the initial Install. Interface A real-time or automated exchange of data between two systems. Legacy System The system from which a client is converting. Modification Modification of software program package to provide individual client requirements documented within the Scope of the Agreement. Peripherals An auxiliary device that connects to and works with the computer in some way.Examples:mouse, keyboard,scanner,external drive, microphone,speaker,webcam,and digital camera. Phase A portion of the Project in which specific set of related products are typically implemented.Phases each have an independent start, Production Cutover and closure dates but use the same Implementation Plans as other Phases within the Project. Phases may overlap or be sequential and may have the same Tyler Project Manager and Tyler project team or different individuals assigned. Power User An experienced client person or group who is(are)an expert(s)in the client business processes,as well as knowledgeable in the requirements and acceptance criteria. Production Cutover The Augusta-Richmond County is using the Tyler software to conduct daily operations. Project The Project includes all implementation activity from Plan&Initiate to Closure for all products,Applications and functionality included in a single Agreement.The Project may be broken down into multiple Phases. Project Plan The Project Plan serves as the master roadmap for the Project.The Project Plan will be the detailed task list of the essential activities to be performed to complete the Project.Each activity will have owner(s), participant(s) if applicable,start date,and due dates.The Project Plan is a living document and will be updated quarterly with the detailed tasks 88 Exhibit D for the next future quarter;only high level tasks with rough timeframes will be plotted out beyond this. Project Planning Meeting Occurs during the Plan&Initiate Stage to coordinate with the Client Project Manager to discuss Scope,information needed for project scheduling and resources. MCI A chart describing level of participation by various roles in completing tasks or Deliverables for a Project or process.Also known as a responsibility assignment matrix(RAM)or linear responsibility chart (LRC). Reports Formatted to return information related to multiple records in a structured format.Information is typically presented in both detail and summary form for a user to consume. Responsible The person who will be completing the task. Scope Products and services that are included in the Agreement. Software Upgrade References the act of updating software files to a newer software release. Stage The top-level components of the WBS. Each Stage is repeated for individual Phases of the Project and requires acknowledgement before continuing to the next Stage.Some tasks in the next Stage may begin before the prior Stage is complete. Stakeholder Presentation Representatives of the Tyler implementation team will meet with key client representatives to present high level project expectations and outline how Tyler and the Client can successfully partner to create an environment for a successful implementation. Standard Included in the base software(out of the box) package. Statement of Work(SOW) Document which will provide supporting detail to the Agreement defining project-specific activities and Deliverables Tyler will provide to the client. 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 A hierarchical representation of a Project or Phase broken down into (WBS) smaller,more manageable components. 89 Exhibit D 8 Eagle Recorder Conversion Summary 8.1 Eagle Recorder—Standard • All standard fields for land records,additional fields added to Notes field • Conversion from Single System • Images associated to the index records All standard fields for land records,additional fields added to Notes field • All standard fields for marriage records,additional fields added to Notes field • All standard fields for death records,additional fields added to Notes field 90 Exhibit D Schedule 1 fie tyler • tech:loiogles Exhibit C-1 Schedule 1 System Requirements [Set Forth on Following Page) 91 Exhibit D Schedule 1 6/28/2018 Tyler Technologies-Eagle Soiugon System Infrastructure Requirements 6,d. tyler so EAGLE SOLUTION SYSTEM REQUIREMENTS Tyler Technologies'Eagle Solution is designed to operate on networks and operating systems that meet certain requirements.Systems that do not meet the required specifications may not provide reliable or adequate performance,and Tyler cannot guarantee acceptable results. product memoatihiiity SITE ASSESSMENT Vote sites system requirements are contingent upon several factors.This section will help Tyler determine which setup is best for you. For each of the following applications that your site will use,answer the question for each application variable. hops://check.tylertech.com/doca/totaltyler/eagle 1/11 92 Exhibit D Schedule 1 6/25/2018 Tyler Technologies-Eagle Solution System Infrastructure Requirements Eagle Recorder @ Eagle Clerk Number of documents processed per year 0 N/A 1-25,000 i 25,001-75,000 0 75,001.300,000 (1300,001+ Choose"Yes'if Advanced OCR will be used O No Yes Specify if Eagle Recorder Self-Service will No be used ()We the Internet C Internally only ©Both Eagle Assessor @ Eagle Appraiser Number of parcels d N/A 1-20,000 0 20,001.40,000 0 40,001-75,000 (x75,001.100,000 0100,000+ Eagle Treasurer Number of parcels Q NIA 1-20,000 0 20,001.40,000 040,001.75,000 75,001-100,000 100,000. Eagle Assessor/Treasurer Web Choose"Yes"if any of the following f No Components applications will be used: EagleWeb for Assessor 0 Yes EagleWeb for Treasurer SERVER SPECFICATIONS Based on the selections you have made above,the following servers are required.Please see below for an explanation of what each server is for. hltpsJ/checktylerlech.cwNdocs/totallyler/eagle 2/11 93 Exhibit D Schedule 1 6125/2018 Tyler Technologies-Eagle Solution System Infrastructure Requirements DB AS1 ERSS Processor Virtual Cores 6 6 6 Physical Cores 6 6 6 Memory 16 24 24 Storage 50008 50008 25008 T:st Test Test Note: • The disk recommendations above do not include data converted from a previous system. ADDITIONAL.STORAGE REQUIREMENTS FOR RECORDER Recorder may require disk space beyond the basic specifications listed above.The additional storage requirement is calculated using several factors:the number of pages processed a year,the types of images processed,your site's expected growth rate,and a buffer,whir,protects you from unforeseen changes to these factors. Image storage requirements must be calculated on a client-by-client basis and the amount of storage required is determined in pre-sales technical discussions.It is good practice to discuss your specific storage creeds with Tyler. To help you calculate your site's storage needs,the lossless Compression table below illustrates the file size associated with each of the 10 different image types. Lossless Compression DPI 11.5 x 11 TIFF Black/White 20D 0.05 MB 300 0.1 MB 600 0.4 MB 8.5 x 11 TFF Greyscale 200 1 MB 300 6 MB 600 24 MB 8.5 x 11 TIFF Color 200 12MB 303 24 MB 600 96 MB 8.5 x 11 PDF* Black/White (Page) 1.3 MB •The PDF wisest,h basad upon Me&ere i6a document gaarated directly from a Tyler application.It does not Include embedded fonts and Is simply a representative sample. Estimating Storage Requirements To estimate your storage needs,use your site's records and the previous table. htipsJ/deck.tylertech.com/dowltotdtyler/eagle 3/11 94 Exhibit D Schedule 1 6/25/2018 Tyler Technologies-Eagle Solution System Infrastructure Requirements For each image type shown above that your site will store,identify the following values: VALUE A.Number of pages processed per year' 150000 B.Respective file she for the Image type in MB .1 C.Number of years of storage 10 �( D.Growth rate l%as decimal value) E.Existing database size In MB(conversions only) 1200000 F,A x B x C 150000 G.DxF - -- 15000 H.E+F•G(Base Number) 1365000 'If 7f your site only Nerd:the number of document:per year,multiply that number by Ste gat your ppa.bas.d number for telculatMg Tyler's storage requirements.The standra document site for mat Tyler appikatioas h S pages. Standard Recommendation-replicate data(base number x 2) 2730.00 GB Backup Recommendation-dump database to disk(base number x 3) 4095.00 GB CONFlGURA11ON DIAGRAM Depending on your selections above,some environments or servers may not be applicable to your installation.Click a diagram to view a larger version. https://check.tylertech.cornfdocsitotagyler/.agle 4/11 95 Exhibit D Schedule 1 8/25/2018 Tyler Teohnologlea-Eagle Solution System Infreshucture Requirements it Internal Users 84 443 Presentation Tier W(ellecoWine Only) r110,441 ■ application Servers E.._... Pubik firewall 110,443 443 .._ .. 11433 Public Tier(DMZ Data Tier Recorder Sell-Service Sever Database server SERVER DEFINITIONS Database Server(DB) The SQL server houses the Sq.databases for Eagle products.For Installations with one Eagle product,this also serves as the application server. Application Server(AS) This internal web server hosts the application components for each Eagle product.One application server can run application components for two Eagle products. Assessor Reporting Server(ARS) For Eagle Assessor clients with more than 40,000 parcels,this internal web server hosts an additional application server instance to reduce load on the production application server and improve performance of the application. Eagle Recorder Self-Service Server(ERSS) This external web server typically sits in a DMZ.It hosts the web-facing self-service components for Eagle Recorder. Users access this server via HTTPS.An SSL Certificate is required for this server. Web Server(Web) This external web server hosts all externally accessible Eagle products(except Eagle Recorder Self-Service).Users access this server via HTTPS.An SSL Certificate is required for this server. https://check.tylerbar.h.com/doce/totaltyledeagle 5/11 96 Exhibit D Schedule 1 6/25/2018 Tyler Technologies-Eagle Solution System Infrastructure Requirements SERVER REQUIREMENTS General Server Server dedicated to this Tyler product' Microsoft Windows Certified Server(nationally recognized brand) Removable Media(for backups) Gigabit Ethernet Operating System Microsoft Windows Server 2012 R2 or 2016 Database Component Microsoft SQL Server 2016 Standard or Enterprise" Network Component Domain with Active Directory Services Hard Drive Arrays SAS RAID1 for operating system SAS RAIDS or RAID10 for SQL,transaction togs,database files,and Eagle program files Is keeping with standard security practices,Remota Desktop Services and thlrd•party vendor software should not be installed on existing domain controllers,DNS serves,etc. 'Mr running a multinerver configuration,this Is aMy needed on the database server. WORi(STAIION SPECIRCAflONS Workstation Requirements Workstation Microsoft Windows Certified PC =WENTREp-ill EMEHT Graphics • Network Gigabit Ethernet/member of a domain•• Disk Space 10008 free disk space Operating System Windows 7/8.1/10 Professional"' System Software Java B,Update 32 'Nationally recognized brand 'Tyler's semen and workstations must authenticate with and be members of a Microsoft Active Directory network,Wodtgmup and Poor-to- peer networks are not supported. 'Windows Nome Editions are not supported Microsoft Windows Browser Compatibility for Eagle Microsoft Internet Explorer 11(32-bit) Limited Support Microsoft Edge Supported Googla Chrome(latest version) Supported Maxilla Firofox(latest version) Supported SUPPORT AND CAMPA11BI FTY Tyler Technologies follows Microsoft's product(Recycles for support and end of life.Tyler Technologies does not support any products running on Microsoft platforms that are beyond end of life,and recommends that customers review Microsoft's lifecycle pages annually to plan for moving away from platforms that are nearing end of life. If your site is new to Tyler or an existing site looking to upgrade,please complete the cite Aanarenn est above far up-to-date specifications. e Micro__ of ort Lifecvd. https://chook.tylertech.com/docaftotaltyledeagle 6111 97 Exhibit D Schedule 1 6/25/2018 Tyler Technologies-Eagle Solution System Infrastructure Requirements Note:For products requiring SQ).,refer to the"Server Requirements"section for the required edition.Unless otherwise specified,Express versions of SQL are not supported. Windows Server 2003 Unsupported Windows Server 2008 Support ands in January 2020 Windows Server 2008 R2 Support ends in January 2020 Windows Server 2012 Supported Windows Server 2012 R2 Supported Windows Server 2016 Supported(2017.4 and later) SQL Server 2005 Unsupported ' SQL Server 2008 Support ends In July 2019 SQL Server 2008 R2 Support ends In July 2019 SQL Server 2012 Supported SQL Server 2014 Supported SQL Server 2016 Supported SQL Server 2017 Unsupported Java 7u55/Tomcat 7(latest) Supported(version 2015.x and later) Java 7u80/Tomcat 7(latest) Supported(version 2015.4 and later) Java 8u73/Tomcat 8(latest) Supported(version 2016.3 and later) PayGuardtan Supported(version 2.3.3) Windows XP Unsupported Windows Vista Unsupported Windows 7 Supported Windows 8 Unsupported;upgrade to Windows 8.1 or Windows 10 Windows 8.1 Supported Windows 10 Supported Office 2003 Unsupported Office 2007 Unsupported Office 2010 Support ends In October 2020 Office 2013 Supported Office 2016 Supported Offke 365 Supported(See footnote 1) tl Notes 1.A version of Office 365 that allows for the local Installation of Office products Is required. VIRIUAUZA1ION Tyler Technologies supports VMware vSphere and Microsoft Hyper-V for virtualizing Windows servers.It Is a requirement that a Storage Area Network(SAN)or RAID 10 direct attached storage must be used when configuring a virtuatized solution and the system should be configured such that virtuatized guests are given dedicated memory. Most virtualized Installations will require customized hardware configurations.Please contact your sales representative to be directed to the appropriate Tyler technical resource that will be able to assist in hardware selection.Some general guidelines and recommendations are as follows: • Vmware ESXi 5.0 or newer is recommended • Host systems should have a minimum of 64GB RAM • Host systems should have dual-socket Xeon CPUs • Host systems should have a minimum of two network cards htlpa1/check.rybrlech.com/docajlotaltyler/eagle 7/11 98 Exhibit D Schedule 1 6/25/2018 Tyler Technologies-Eagle Solution System infrastructure Requirements VMware Specific Guidelines The VMXNET3 virtual network adapter is required for best performance. Hyper-V Specific Guidelines Disable virtual machine queue(VMQ)on the Hyper-V host. PERPHERALS Cashiering Equipment Receipt Printer Epson TM-116000N' Label Printer Zebra GK42OT Label Printer Cash Drawer MMF MedIaPLUS Automated Cash Drawer with USB or APG Vasario Cash Drawer a 6L1616 Check Scanner Canon CR-1901 Signature Pad Topaz Signature Pad T-L462 or TLBK•46D-HSB-R CUSS only;serial to USB adapters are not supported) Camera HD USB Webcam Barcode Scanner Symbol LS2208 Barcode Scanner with intellistand ID Card Printer Zebra 2XP Series 3 'Epson 6000 Thermal Receipt Printers requhe Use ports and can be configured for Ethernet we with optional adapters. Printer Compatibility Many users print forms and reports directly from the application to their printers.We recommend using laser printers because they offer universal compatibility for all applications.Workgroup class laser printers are required. FPRINTTEEpR TYPE Reports pForms Additional Crlterla/Notes HP or m PE atlbla Laser Printer Yef rte y ms a i CC teria/Nates Scanner Compatibility TWAIN compatible scanners are required.You can use any TWAIN compatible scanner;however,if its not listed on the Scanner Compatibility Chart,you may have reduced functionality.Check driver compatibility with your operating system for all scanners listed below.Not all compatible scanners are listed here.It is important to note that the scanner must be TWAIN compatible. hfpaJ/check.tyierlach.corn/docdtotaltyler/eagle 8/11 99 Exhibit D Schedule 1 6/25/2018 Tyler Technologies.Eagle Solution System Infrastructure Requkements Brother 9560 9460 Canon P.21511 DR-C225 DR-C240 DR-M1601I DR-G1100 DR-61130 DR-C130' Fujitsu (1.6110 fi-7030 11-7160 1t-7260 f1-7180 0.7280 0-5530C2 11.6670 fi-66706 (1.6770 11.6770A fi-6800 fl-5950 HP ScanJet Pro 3000' Kodak 12600' Panasonic KV-1026C KV-52087 KV•51015C KV-51057C KV-51027C 'Nat fully supported.These scanners have not been tested N our let.They are In use by one or more customers and may have bastes that have not.been reported. NETWORK SECURITY AND PORTS in order for Tyler to have appropriate access to the servers,the access requirements are broken down by port and related service. Database Ports The following ports are required by the databases In use. TCP 1.433 Inside Network Microsoft SQL Server IAP 1434 Inside Network Microsoft SQL Server Browser When configuring the firewall to support access from the database into the DMZ for EagleWeb and Eagle QuickDocs,use the database specific support that is built into the firewall.This allows the database to do dynamic port assignments. EagleWeb Ports These ports are required to support EagleWeb. TCP BO Inbound from public network Web User Support TCP 137-139 Inbound from document storage server SMB Reports I CRIS Images(Nistarical Migrations only) TCP 443 Inbound from public network Secure IiSTP TCP 1433 Across firewall Database communications TCP 2003-2004 DMZ to private network Search server to application server communications TCP 6700.6710' DMZ to private network Application server communications 'Each pistil/tad product requires ten ports. Eagle QukkDocs Ports These ports are required to be open to support the EagleQuickDocs application. https://cheek.tylerlech.comldocototaltyler/eagle 9/11 100 Exhibit D Schedule 1 6/25/2018 Tyler Technologies-Eagle Solution System Infrastructure Requirements DIRECTION TCP 60 Inbound from public network Web User Support TCP 137-139 Inbound from document storage server SMB Reports I CRIS Images(Historical Migrations only) TCP 443 Inbound from public network Secure HTTP TCP 1433 Across firewall Allows Eagle QuickDocs to place the data Into the database TCP 2003-2004 From search server Search server to application server communications TCP 67004710 From application server Application server communications Third-party vendors will need to connect directly to the EagleQuickDocs application.IP addresses for these vendors is available from Tyler or each vendor.Tyler accesses the program remotely as well. Inter-Server Ports These ports are required to be open between the servers to allow for appropriate communications between the servers. TCP 445 Inter-server Web User Support TCP 1433 Inter-server Microsoft SQL Server TCP 2003-2004 Inter-server Search server to application server communications TCP 6700-67W Inter-server Application server communications Tach peeaemd poduct requires two pans. SMTP Server The application servers require access to an SMTP relay server for sending emails out.The relay can be configured for anonymous or basic authentication. RECOMMENDED RAMP PROCEDURES Developing a consistent backup strategy is a vital part of any organization's business continuity plan.A good backup plan ensures that you do not lose the hard work and time you invested in data entry if a hardware failure or natural disaster occurs.A plan such as this is easy to develop and usually easy to implement.This section outlines the steps you should take to properly back up your data. Rotating Tapes First, tape restalitish a good tape rotation for your backups.Tyler recommends that you use,at a minimum,the following 6- Monday Tuesday Wednesday Thursday Friday I Monday Tuesday Wednesday Thursday Friday 2 This rotation is sufficient for most customers because you can go back a few business days to find files. However,if you feel you need a little more protection,you can use a different set of tapes for Mon-Thurs of Week 2,and/or you can keep a Friday 3 and Friday 4 tape so that you have a month's worth of Friday backups. We also recommend that you periodically(monthly,quarterly,etc.)pull a tape permanently out of rotation to store off-site. Backing up Your SQL Data There are a few different methods for backing up your SQL data. • SQL Backup Function:Microsoft SQL Server Management Studio has built-in backup tools that can make SQL dump databases to a backup file in the SQL default backup folder while the SQL services are running.This location is: C:1Program FIles1Microsoft SQL ServerIMSSQL\Backupl hops://check.tyknrtech.comfdocsitotaltyler/eagia 10111 101 Exhibit D Schedule 1 6/26/2018 Tyler Technologies-Eagle Solution System Infrastructure Requirements NOTE:The Microsoft SQL Server installation path may vary slightly per installation • Third-Party Backup Agent:This method requires that you have some sort of third-party backup program(e.g., Symantec Backup Exec,Brightator ARC Serve,etc.)which uses a SQL backup agent These special backup agents allow Microsoft SQ.databases to be backed up while they are online. Additional Backup Requirements You will additionally need to back up\Program Files\Apache Software Foundation and\SearchDB. Recovery Point Objective Databases are using Simple Recovery Model by default.In this configuration,there are no transaction log files that nem be backed up.Your organization needs to set an appropriate backup schedule.When the database is in Simple er'Y,data entered since the last database backup is unprotected. An alternative option can be utilized for those entities that wish to have a point-in-time restore option.The databases will need to be configured in Full Recovery Model and all databases and transaction logs need to be backed up. Databases and transaction logs backups should be scheduled to meet your point-in-tine data recovery requirements (1.e.,a recovery point objective(RPO)of 1 hour requires transaction logs backed up each hour and databases backed up nightly).Your IT staff will be responsible for monitoring the success of those transaction log and database backups to ensure your RPO is met.In Full Recovery Model,data entered since the last transaction log backup is unprotected. Tyler Technologies does not recommend differential or incremental backups for external,database,or file backups due to the additional time required to restore data with these types of backups. Watching for Signs of Failure Monitor your backup status every morning.If there is'a noticeable problem,such as an error light blinking on your tape drive,a apebeingstaff that without thout your knee,or an error message displaying about your backup,please contact us orproblem can be resolved quickly. Accepting Responsibility Having good backups of your data is your responsibility.However,Tyler Technologies offers additional services that can help monitor your local backups,transmit your data to off-site locations,and even provide access to your software and data over the Internet in case of disaster or serious equipment failure at your site. Disaster Recovery In case of system failure due to unforeseen disaster, Tyler recommends that you have a Business Continuity Plan, which should include a disaster recovery service.Tyler offers a disaster recovery service for an additional fee.if you havent already purchased this plan,contact Technical Services or Sales at 1-800-646-2633 for more information. e tyler EAGLE SOLUTION I PRINTABLE VIEW 102 Exhibit D Schedule 2 �• • tyler • technologies Exhibit D Schedule 2 Functional Requirements For all of the requirements listed on the following pages,the vendor is expected to respond in the column on the right according to the following parameters: Y Vendor is fully compliant with the requirement. If the vendor is partially compliant,they should indicate "N"rather than"Y",and include an explanation. N Vendor is not currently compliant with the requirement and does not plan to be compliant for the foreseeable future. Please note that a response of"N"will generally not disqualify a vendor from this process. M Software currently does not meet the requirement but this can be done as a modification at no cost. M$xxx Software currently does not meet the requirement but this can be done as a modification for an additional cost. The vendor should indicate in the"xxx"what the estimated cost will be. F The software does not meet the requirement but the feature is under development and will be provided at a future date at no additional cost. If this code is used,an estimated date of availability should be supplied as well(e.g.F 8/1/2018). N/A Does not Apply(Based on the vendor's specific solution,this is not applicable). For example,questions referring to data being hosted offsite would not apply to vendors offering a solution to be served from the Augusta IT computer room. Please note: Augusta reserves the right to automatically disqualify for consideration any vendor that is found to have answered these questions falsely with the intent to deceive in order to artificially enhance their chances of becoming the vendor of choice for this project. 103 Exhibit D Schedule 2 1. Augusta Software Technology Contract Requirements Note to Vendor(s): This section is necessarily thorough in order to ensure compliance with Augusta's prevailing technical environment. It is given that many of the items in the requirements list below may not apply to this specific solution;thus there is no penalty for a response that Indicates the requirement is not applicable(N/A) for the specific situation. Several items that have no bearing on the potential response have been deleted from these requirements but others remain. Please respond appropriately and accurately. ID Requirements Response IT-1 Database Type and Schema The proposed solution is: 1) A Client/Server or Intranet Browser-Based solution that utilizes an Oracle or an MS SQL Server database. Y-1 for the general Iapplication;2 for Eagle T-1-1 2) An Intranet Browser-Based solution that utilizes an Self-Service provided for Oracle or an MS SQL Server database. public access 3) A SaaS solution hosted by the Vendor. Y-Tyler can update the database schema In the test environment with approximately what will The vendor must provide an updated copy of the production be used in production database schemas for the purpose of understanding the prior to Go Live if Tyler is system and generating reports. The vendor must provide selected.Any schema IT-1-2 changes can be reviewed current updates if/when the schemas change. This includes a data dictionary that explains table and field names,as well as in the test environment. identification of primary and foreign keys. In addition,the County will have the ability to create their own user- defined reports through the integrated Report Writer. IT-2 Database features for Archiving,Testing,Restore,and Data Integrity IT-2-1 It must be possible to restore a historical backup of the Y database and do a forward recovery. Editing controls should be in place to protect data integrity by IT-2-2 ensuring that incomplete or incorrect data cannot be entered ' Y or processed and that entries cannot be processed in the wrong sequence. Software should able to archive and purge selected IT-2-3 information in order to remove historical records that are not Y required to be retained permanently. Provides the ability to archive/purge based on date range and/or facility. 104 Exhibit D Schedule 2 ID Requirements Response Vendor should provide for a solution that permits a production environment and a test environment to reside on the same server so that upgrades and service packs can be tested prior to being implemented in production. There shall IT-2-4 be no additional license or maintenance fees for the test Y system as it will be used solely for testing purposes. Augusta certifies that no production work shall take place on this server unless it is through mutual consent with the vendor and recorded in writing. IT-3 System Security IT-3-1 The system must include security that logs all database transactions, recording user,date and time. IT-3-2 Access to the system must be protected by unique user identification codes and passwords. Software must allow assignment of access privileges by user IT-3-3 for each system module. The proposed software allows the System Administrator to create user"profiles"that allow granting security rights to IT-3-4 various functions of the system.Each user can also be given read/write or read-only access to the function,where Y applicable.Each user can be attached to a specific profile, which gives them all of the rights of the particular group.They can also change the specific rights for any individual user. Software offers security feature to grant/deny access to software functions for each user.Security should be IT-3-5 configurable down to the level of each individual module, Y menu choice,table,or column,depending on vendor's system architecture. IT-3-6 The software provides the ability to set up a user with inquiry- only access. Software should not require users to have administrative IT-3-7 rights to their PC in order to run the program or execute most ' Y functions. IT-4 Software Architecture and System Integration IT-4-1 Software will provide an audit trail of user/date/time when records are added/modified/deleted. More than one user may update the database at the same IT-4-2 time,in the same program. A record locking feature must prevent the loss of data when two or more users are updating i the same record. The system should use admin tables so that common IT-4-3 information can be stored in one place and accessed from Y multiple modules? 105 Exhibit D Schedule 2 ID Requirements Response Y/M—After receipting, Eagle Recorder allows The proposed software allows users to set and maintain configuration of business rules for their prospective modules. Example: conditional workflows IT-4-4 maximum number of participants in an activity(which may be based on business rules. unlimited),age limits,ability to register if they have an Development would be outstanding balance due,suspensions,etc. required to limit the number of participants in an activity. Any menus,toolbar items,and buttons that are unavailable IT-4-5 are grayed out rather than designated by"button/function not available"or other error messages that impede work- flow. The system allows data to be shared among the different IT-4-6 modules. This data sharing can be restricted based on user security. Example:System should have one place to store customer names and addresses,etc. Y—The Eagle system stores documents as group IV compression, TIF images.Other types Software offers the ability to attach scanned or imported can be automatically documents(in their native format)to records stored in the converted using the built IT-4-7 database. Example: scanned birth certificates,driver's in converter.MS Office license,floor plans,pictures and layouts(in PDF,TIF,JPG, documents would need other formats), MS Office documents,CAD Drawings,etc. to be converted to PDF. CAD drawings can be stored,depending on the format they are saved in. IT-5 Interfaces The software must have a GUI interface that provides a IT-5-1 flexible,menu-driven environment from which the user Y invokes system functions. Menus in the GUI should have a consistent"look and feel", IT-5-2 meaning a common arrangement of menus,buttons,boxes, Y etc.that are the same from one menu to another. The proposed software must stay current with the latest Y-This is included in the IT-5-3 releases of Microsoft Operating Systems(64-Bit)and Annual Maintenance Microsoft Office 365. Agreement. There are no additional charges. Vendor intends to maintain compatibility with future updates/ Y-This is included In the modifications to Microsoft Operating Systems and Office 365 Annual Maintenance IT-5-4 such that the software will be compatible with updates and p p Agreement. There are service packs within six months after their release. no additional charges. 106 Exhibit D Schedule 2 ID Requirements Response There must be an interface for the World Wide Web available IT-S-5 to enable end-users and/or the public to have inquiry-only Y access to the data stored in the vendor's system. Y—Eagle's Self-Service public access module operates in standard internet browsers including Microsoft It is preferred that the software operate from a standard Internet Explorer.The Internet browser(preferably Microsoft Internet Explorer)such desktop application that,in most cases,no software is required on the users' operates like a thin- IT-5-6 desktop. It is permissible for hardware(digital cameras, client.It is installed on PDAs,other handheld devices)to require software the server and installations on the client workstations. If a pure browser- downloaded to based solution is not available,then please describe the workstations.The Java solution that your company provides. version is downloaded from the server to allow easy java updates on Individual workstations without affecting the software. IT-6 Vendor Presentation If selected to present their product to the selection committee,the vendor should be prepared to have all of their IT-6-1 software modules ready for presentation. A vendor may be disqualified if modules/products that are"in development" or otherwise not ready to present or implement are represented as being complete in this RFP. Vendor should make every effort to demonstrate features IT-6-2 LIVE in the presentation to effectively illustrate their product. Examples include being prepared to scan and/or print a document If that Is an integral part of a business process. IT-7 Maintenance and Support Augusta does not expect to pay maintenance on any product N—Maintenance and in the 1st year. Billable maintenance will begin on the support fees on Tyler's IT-7-1 j anniversary of the"go live date". A response to this question Eagle software shall indicating that the vendor will not honor Augusta's commence fifteen(15) expectation here may result in immediate disqualification. months from the Effective Date. The Vendor provides a toll-free telephone number for IT-7-2 technical support. It is expected that support will be available Y during normal business hours. 107 Exhibit D Schedule 2 ID Requirements Response Please describe levels of technical support and the turnaround time for help desk calls expected at each level. Attach IT-7-3 Y-See Support and additional sheet(s)as necessary to explain your Service Level Maintenance section of Agreement(SLA). this response Vendor has a semi/IA/annualuser group meeting or I Y—Tyler has an annual IT-7-4 conference for customers. Connect conference for users. Upgrades of software are covered under annual maintenance IT-7-5 (stated another way: We will not have to re-buy the next Y version of the software). Vendor shall be on-site during the official"Go-Live"of the IT-7-6 software unless Augusta specifically agrees that they need not Y be present. Vendor commits to certify their product(s)to work with the IT-7-7 most current version of Microsoft's Operating System(OS) Y—See hardware within six months of the actual release date of Microsoft's OS specifications. I, product. IT-8 Vendor Connectivity What methodology does the vendor propose to use to Y—Eagle uses Bomgar IT-8-1 connect remotely to a server hosting their software,but and/or remote desktop located within our firewall? Any method used must be to connect remotely to approved by Augusta IT. ( the server. If the vendor desires to connect to Augusta's network through remote electronic means or through on-site activity,then the vendor shall sign the Augusta Information Technology Third- Y—Tyler has agreed to Party Vendor Access Agreement. This document shall be and executed Augusta's made part of any licensing,services,or maintenance Vendor Remote Access IT-8-2 contract(s)between Augusta and the vendor. A response to Agreement as Exhibit H this RFP indicates that the vendor will sign the agreement, to the License and thereby agreeing to the stipulations and consequences I Services Agreement therein. Vendors that will not sign the agreement should not effective June 29,2017. reply to this RFP,and will be summarily disqualified if they later refuse to sign. The Agreement is attached to this RFP. IT-9 Entirety of Agreement 108 Exhibit D Schedule 2 ID I Requirements Response Y—documents,scopes of work,costs,and activities related to the implementation of All documents,scopes of work,costs,and activities related to Tyler's Eagle Recorder the project are expected to be included as part of the contract software are set forth in signed between Augusta and the chosen vendor. Change Exhibit C-1 Statement of Order Management will be explicitly covered under the Work IT-9-1 contract provisions in order to protect Augusta from (Eagle Recorder); unexpected costs and to protect the vendor from post- provided that additional contract additions/requests from Augusta,but as a general professional services rule it is expected that Augusta will have no additional may be incurred in the expenses other than what is spelled out in the final contract. future(e.g.,for the integration between Eagle Recorder and lasWorld). Y—Eagle's Support is All support will be provided entirely by the vendor making this included as a part of IT-9-2 proposal. Augusta desires one point of contact for support for maintenance.We the proposed application(s)rather than dealing with multiple recommend calling the third-party vendors. support queue for the quickest response. IT-10 Conversion and Interfaces The entire cost of the conversion of data will be included in IT-10-1 the final contract if conversion of data is necessary. This cost is not necessary as part of the vendor's original bid,but will be REQUIRED prior to the signing of any contract. The entire cost of all interfaces to and from the vendor's IT-10-2 product will be included as part of the final contract. This cost , Y is not necessary as part of the vendor's original bid, but will be REQUIRED prior to the signing of any contract. IT-11 General Technical Requirements The proposed solution is compatible with operating across a i Y-Please see hardware IT-11-1 wide area network. Please indicate minimum required level of connectivity(DSL,LAN,etc.) specifications I IT-11-2 Vendor should indicate recommended client workstation Y-Please see hardware requirements. specifications Vendor should indicate the recommended server Y-Please see hardware IT-11-3 requirements for various components as necessary specifications (application,database,web,and storage/SAN,etc) 109 Exhibit D Schedule 2 ID Requirements Response Vendor should include list of specialized equipment required for their solution,to include cards and/or peripherals such as IT-11-4 touch screens,cash drawers,receipt printers,microphones, Y-Please see hardware speakers,camera,etc,bar code readers and/or magnetic specifications stripe readers,etc.(as needed/if applicable). Vendor should indicate any 3rd party software that is required IT-11-5 to work with their solution,including DirectX,Java,Adobe Y-Please see hardware software,media players,etc. The Version number of each specifications software should be included as well. IT-11-6 Server should operate on a Microsoft Windows-based Server unless otherwise specified. IT-11-7 Server should be capable of operating in a Virtual Environment. The current Augusta standard is VMWare. If there are mobile features/modules,vendor should provide IT-11-8 customer references that are using the modules and be Y prepared to demonstrate them. Y—The integrated credit The proposed solution must meet the requirements of the card solution and IT-11-9 Payment Card Industry Data Security Standard(PCI DSS)so as partner for Eagle is to ensure a secure environment. BridgePay,a PCI compliant company. IT-11-10 The proposed solution must be framed under an unlimited license model. IT-11-11 ! The proposed solution must be able to integrate with Active Y Directory for sign-on purposes. IT-12 General Report Characteristics Y-Reports within the Eagle system can be All reports within the software have the ability to be viewed viewed on screen, on screen, printed,or output as RTF,Excel Spreadsheet, printed,or output in IT-12-1 HTML,Text or PDF files.In addition,all reports can be emailed many formats including as an RTF, Excel Spreadsheet,HTML,Text or PDF attachment. PDF,Text,and CSV. Reports can also be configured to email. 110 Exhibit D Schedule 2 ID Requirements Response Y-Eagle Recorder offers over 100 standard reports.The County has the ability to create their own user-defined reports through the integrated Report Writer;additionally, Tyler support staff can assist the county with most report requests. On occasion, the client may require a In addition to the standard reports,a report writer must be custom report to be available to produce ad-hoc and customized reports. Further, created,but this is IT-12-2 the system must permit reporting via a third party report limited,as we provide writer,such as Crystal Reports,or SQL Report. over one hundred standard, comprehensive reports, as part of the installation of Eagle Clerk.In those cases,Tyler will review the requirements and provide a cost to build the report.Due to the built-in report writer,we have found it is not necessary to report via third party reporting such as Crystal Reports or SQL. 2. Software Contract Requirements specific to the Clerk of Court Note to Vendor(s): This section Is necessarily thorough in order to ensure compliance with the operations and business processes of the Clerk of Court. ID Requirements Response COC-1 Admin COC-1-1 The Vendor must provide an Administration&End-User Y-Tyler uses training training manual for all aspects of the system. videos to provide high- level application 111 Exhibit D Schedule 2 ID Requirements Response training.Specific county training is provided as part of Tyler's formal onsite training.In addition to this training,Tyler offers two tools in lieu of a manual:1.In the application there is a Help area which provides application assistance;2.On Tyler Community,there is a Wiki/Blog which allows Tyler users to connect and collaborate, sharing stories and best practices.Tyler will also write blog entries. COC-1-2 The proposed solution must allow for the Addition&Editing Y of exemption reasons to be entered in the cashiering module. COC-1-3 The proposed solution must allow for the Addition&Editing Y-Tyler's of arrival methods in the cashiering module. understanding of this requirements is that the County would like to capture how the document arrived at the County(i.e.over the counter,mail,etc.). Based on this understanding,a drop- down field can be figured,allowing the user to choose the arrival method. COC-1-4 The proposed solution must allow for the Addition&Editing Y of print costs to be entered for copies/e-mails related to public access. COC-1-5 The proposed solution must allow for the Addition&Editing Y of firms&firm information(draw down accounts). COC-1-6 The proposed solution must allow for the Addition& Editing Y of end-users. COC-1-7 The proposed solution must allow for the Addition&Editing Y of documents and fee schedules. 112 Exhibit D Schedule 2 ID Requirements Response COC-1-8 The proposed solution must allow for the Activation& Y/M$-Eagle Recorder Deactivation of book names and page counts. allows the addition and activation of book names.Custom Development would be required for deactivating book names.Tyler needs further clarification on what is meant by Page Counts.If this is referring to the number of pages in a Book,the answer is Y. COC-1-9 The proposed solution must be configured to set specific Y System Permissions for end-user access. COC-1-10 The proposed solution must display the"Edit Good Through Y-This is called Proof Date"for public access. Date in Eagle Recorder. Once all documents have been verified for a day,the date is updated as part of the daily process.This date can be displayed on the public search screen. COC-1-11 The proposed solution must allow for the Addition&Editing Y of municipalities and mill rates. COC-1-12 The proposed solution must allow for the Indexing& Y Verification of permissions for each document type. COC-1-13 The proposed solution must provide a Report of permissions Y—This information is for end-users. stored In a table,which can be extracted. COC-1-14 The proposed solution must allow for the y Add/Modify/Delete of subdivision lists specific to Index& Verify. COC-2 Accounting COC-2-1 The proposed solution must possess the ability to generate Y fee totals into a data file that can be exported from this solution and imported into the current accounting program. COC-2-2 The proposed solution must possess the ability for Y transactions to be receipted and fees calculated based on the current guidelines from GSCCCA and any future legislation. 113 Exhibit D Schedule 2 ID Requirements Response COC-2-3 The proposed solution must possess the ability for"mill Y rates for transfer tax"and"intangible tax distributions"to be incorporated within the software so as to calculate the distribution within the deposit transaction. COC-2-4 The proposed solution must possess the ability to create an Y E-file report that matches with the ACH deposit information for any customer. COC-3 Recording(Cashier) COC-3 The Recording(Cashier)module must possess the following capabilities,characteristics,or fields as indicated below. Please simply indicate in the response field whether this capability exists or not. COC-3-1 First page labels print with instrument number,barcode, Y • Instrument code,book&page number,file date, recorded date&time,Clerk's info,County info,intangible tax paid, transfer tax paid,and recording fee paid. COC-3-2 Notes section for internal use only. y COC-3-3 Copy from Previous Entry for all fields(defaults). Y COC-3-4 Ability to track arrival method(dropdown list). Y COC-3-5 Ability to track submitter name,address,member,and Y drawdown balance. COC-3-6 Ability to track return name&address. y COC-3-7 Ability to track charge document type. Y COC-3-8 Ability to track number of pages. Y COC-3-9 Ability to track number of cross references. Y COC-3-10 Ability to apply amount to drawdown. Y COC-3-11 Ability to track execution date. Y COC-3-12 Ability to track maturity date. V COC-3-13 Ability to replicate. Y COC-3-14 Ability to apply exemptions and overrides for recording Y charges(dropdown list). COC-3-15 Property information-municipalities with options to Y override and exempt city distributions. COC-3-16 Intangible tax consideration-options to override and Y exempt. COC-3-17 Transfer tax consideration-options to override and exempt. Y COC-3-18 Intangible tax due(system calculates). Y COC-3-19 Intangible penalty(system calculates). Y COC-3-20 Intangible interest(system calculates). Y 114 Exhibit 0 Schedule 2 ID Requirements Response COC-3-21 Add PT-61 control number(3 parts)County Number(121): Y auto generated,Year(2018);auto generated,control number entered by cashier. A separate label to print with instrument number,barcode, Instrument code, book&page number,file date,recorded date&time,Clerks info,county info,and PT-61 number. COC-3-22 Ability to protest intangible tax,penalty,interest,and show Y—Tyler provides the status. ability to make adjustments to previously receipted documents,including the adjustment of financial information, through several best- practice approaches. Once these changes are approved,they can be applied and will be reflected in the system and available for auditing.Tracking can be done during the Cashiering process through parameters and manual fee adjustments. COC-3-23 Payment methods:cash,check,credit card,and drawdown Y account COC-3-24 Ability to allow drawdown accounts to go into the negative Y if permitted. COC-3-26 Ability to print a receipt. y COC-3-27 Ability to auto-print a deposit receipt. y COC-4 E-Recording COC-4 The E-Recording module must possess the following capabilities,characteristics,or fields as indicated below. Please simply indicate in the response field whether this capability exists or not. COC-4-1 Default arrival method: E-File. y COC-4-2 Filer. y COC-4-3 File Date. y COC-4-4 GSCCCA identification number. y COC-4-5 Status. y COC-4-6 User ID. y 115 Exhibit D Schedule 2 ID Requirements Response COC-4-7 Ticket number. y COC-4-8 Download date. y COC-4-9 Submitted date. y COC-4-10 Last action. Y COC-4-11 Ability to acknowledge receipt if submitted by a self-filer. Y—Eagle recorder is compliant with PRIA eRecording standards and certified by GSCCCA.This requirement is fulfilled through polling. COC-4-12 Rotate&save image. y COC-4-13 Modify size and location of clerk stamp. COC-4-14 Payment charge to account that is permitted to go into the Y negatives. COC-4-15 Ability to edit charge type(document type). y COC-4-16 Ability to edit number of pages being recorded. Y COC-4-17 Ability to edit amount charged. y COC-5 Modify Transaction(Ticket) COC-5-1 The proposed solution must provide the ability to search for a transaction by the following.Please simply indicate in the response field whether this capability exists or not. COC-5-1-1 Ticket number. y COC-5-1-2 Instrument number. y COC-5-1-3 Book/Page. y COC-5-1-4 ORS batch number. N/A COC-5-1-5 POS receipt number. y COC-5-1-6 CFN. Y—Tyler Is not familiar with this specific acronym,but searching is available via Receipting if the data field is entered as part of the Cashiering process. COC-5-1-7 Check number. Y COC-5-1-8 Presented by. Y COC-5-1-9 Deposit date. y COC-5-1-10 Deposit UserlD. y COC-5-1-11 Deposit Date&UserlD. y COC-5-2 The proposed solution must provide the ability to modify a transaction to include but not limited to the following. 116 Exhibit D Schedule 2 ID Requirements Response Please simply indicate in the response field whether this capability exists or not. COC-5-2-1 Instrument number. Y COC-5-3 The proposed solution must provide the availability to modify the following from a previously posted transaction. Please simply indicate in the response field whether this capability exists or not. COC-5-3-1 Arrival method(dropdown list). Y COC-5-3-2 Submitter name,address,member,drawdown balance. Y COC-5-3-3 Return name&address. Y COC-5-3-4 Charge document type. y COC-5-3-5 Number of pages. Y COC-5-3-6 Number of cross references. Y COC-5-3-7 Apply amount to drawdown. Y COC-5-3-8 Execution date. Y COC-5-3-9 Maturity date. Y COC-5-3-10 Replicate. Y COC-5-3-11 Exemptions and overrides(recording charges). Y COC-5-3-12 Property information-municipalities with options to Y override and exempt city distributions. COC-5-3-13 Intangible tax consideration-options to override and Y exempt. COC-5-3-14 Transfer tax consideration-options to override and exempt. Y COC-5-3-15 Intangible tax due(system calculates). Y COC-5-3-16 Intangible Penalty(system calculates). Y COC-5-3-17 Intangible Interest(system calculates). COC-5-3-18 Add PT-61 control number(3 parts)County Number(121): Y auto generated,Year(i.e.2018);auto generated,control number entered by cashier.A separate label to print with instrument number,barcode, Instrument code,book&page number,file date,recorded date&time,Clerks info,county info,and PT-61 number. COC-5-3-19 Ability to protest intangible tax, penalty,interest,and show Y—See COC-3-22 status. COC-5-3-20 Payment methods:cash,check,credit card,and drawdown Y account. COC-5-3-21 Ability to view all scanned images for each instrument. Y COC-5-3-22 Ability to reprint a receipt and re-stamp pages due to Y corrections. COC-6 Drawer Management COC-6-1 The proposed solution must allow the drawer to be Y balanced by cash,check,and credit card. 117 Exhibit D Schedule 2 ID Requirements Response COC-6-2 The proposed solution must auto-print a cashier balance Y report and a summary of charges report. COC-7 Scanning COC-7-1 The proposed solution must possess the ability to use dual Y monitors. COC-7-2 The proposed solution must possess the ability to batch scan Y by barcodes. COC-7-3 The proposed solution must possess the ability to scan by Y individual instrument. COC-7-4 The proposed solution must possess the ability to scan by Y book and page. COC-7-5 The proposed solution must possess the ability to replace Y images. COC-7-6 The proposed solution must possess the ability to delete Y images. COC-7-7 The proposed solution must possess the ability to delete Y instruments. COC-7-8 The proposed solution must possess the ability to insert Y intentionally blank pages with book&page stamp. COC-7-9 The proposed solution must possess the ability to scan Y simplex. COC-7-10 The proposed solution must possess the ability to scan Y duplex. COC-7-11 The proposed solution must possess the ability while Y scanning to skip blank pages. COC-7-12 The proposed solution must possess the ability to add Y pages. COC-7-13 The proposed solution must possess the ability to insert Y pages. COC-7-14 The proposed solution must possess the ability to delete Y pages. COC-7-15 The proposed solution must possess the ability to move Y pages up or down. COC-8 Index/Verify COC-8-1 The proposed solution must allow all data fields to be Y displayed&searched in Public Access. COC-8-2 The proposed solution must possess the ability to use dual Y monitors. COC-8-3 The proposed solution must possess the ability to retrieve Y instrument by clicking"get next"or by entering a valid instrument number. COC-8-4 The proposed solution must display the instrument number. Y 118 Exhibit D Schedule 2 ID Requirements Response COC-8-5 The proposed solution must display the date recorded. Y COC-8-6 The proposed solution must display book and page Y numbers. COC-8-7 The proposed solution must possess a field for REV number. Y COC-8-8 The proposed solution must possess a field for Grantor or Y Direct Party.Depending on the instrument type,both free entry and a drop-down list would be beneficial. COC-8-9 The proposed solution must possess a field for Grantee or Y Reverse Party.Depending on the instrument type,both free entry and a drop-down list would be beneficial. COC-8-10 The proposed solution must possess free entry for Property Y Data Fields. COC-8-11 The proposed solution must possess a free-entry field for Y Phase. COC-8-12 The proposed solution must possess a free-entry field for Y Lot. COC-8-13 The proposed solution must possess a free-entry field for Y Block. COC-8-14 The proposed solution must possess a free-entry field for Y—Tyler is not familiar GMD. with this acronym,but can create or repurpose an entry field to capture textual data. Additional services may be required depending on the business rules. COC-8-15 The proposed solution must possess a free-entry field for Y Unit. COC-8-16 The proposed solution must possess a free-entry field for Y Subdivision Name(including a dropdown list as well). COC-8-17 The proposed solution must possess a free-entry field for Y Subdivision Comment. COC-8-18 The proposed solution must possess a free-entry field for Y Tax Map Number. COC-8-19 The proposed solution must possess a free-entry field for Y Street address. COC-8-20 The proposed solution must possess a free-entry field for Y Cross Reference. COC-8-21 The proposed solution must allow for the PT-61 control Y number to be carried over from cashiering. COC-8-22 The proposed solution must possess a field for Book Type Y (dropdown list). COC-8-23 The proposed solution must possess a free-entry field for Y Book number&Page number. 119 Exhibit D Schedule 2 ID Requirements Response COC-8-24 The proposed solution must possess a free-entry field for Y notes that is specific for the cross reference. COC-8-25 The proposed solution must possess a free-entry field for Y Legal description for indexing notes(NOT in property data field)and Property info not in a subdivision. COC-8-26 The proposed solution must possess a free-entry field for Y Comment for lien instruments,and this must be searchable. COC-8-27 The proposed solution must provide OCR capabilities so that Y data can be copied and pasted from document to index fields. COC-8-28 The proposed solution must possess a Note field that carries Y any notes from cashiering over.This is for internal use,and it should NOT display in Public Access. COC-8-29 The proposed solution must allow the Return address to be Y modified. COC-8-30 The proposed solution should possess the ability that when M-Tyler can enhance an end-user is verifying an instrument,parties should not the behavior of the have to be entered in the exact order as indexed. verification process in Eagle Recorder as defined in the Statement of Work 6.1.2,so the order in which names (e.g,grantee/grantor) are verified does not constitute as an error or mistake for the indexer.This will also improve reporting attached to this process. COC-8-31 The proposed solution should possess the ability to suspend Y an instrument. COC-8-32 The proposed solution should possess an Admin ability to Y assign instruments in both index&verify. COC-8-33 The proposed solution should possess an Admin option to Y turn off blind verify. COC-9 Reports COC-9-1 The proposed solution must possess the ability to customize Y and create reports for any data in the system. COC-9-2 The proposed solution must possess the ability to generate Y reports to balance with all funds both individually and collectively. 120 Exhibit D Schedule 2 ID Requirements Response COC-9-3 The proposed solution must possess the ability for cashiers Y to run a report by both UserlD and by Date for cash drawer balances. COC-9-4 The proposed solution must possess the ability to run a Y Drawdown account transaction report(run by firm name& date/date range,includes all payments and charges for the account). COC-9-5 The proposed solution must possess the ability to run an Y Admin report regarding user statistics(run by all users, multiple users,date/date range,and time). COC-9-6 The proposed solution must possess the ability to run an Y Admin report on recording audit trail. COC-9-7 The proposed solution must possess the ability to run a Y work in progress report(run by date/date range and shows instruments completed/not completed).Search criteria should be as follows:status,not scanned,scanned not indexed,indexed not verified,and by book name/multiple books. COC-9-8 The proposed solution must possess the ability to run a Y suspended transactions report. COC-9-9 The proposed solution must possess the ability to run a Y—Eagle Recorder Supplemental Deed Grantee-COTT Modification Index offers over 100 Report. standard reports, including a Grantee Index.In addition,the County has the ability to create their own user-defined reports through the integrated Report Writer; additionally,Tyler support staff can assist the county with most report requests. On occasion,the client may require a custom report to be created, but this is limited,as we provide over one hundred standard,. comprehensive reports,as part of the installation of Eagle Clerk In those cases, Tyler will review the requirements and 121 Exhibit D Schedule 2 ID Requirements Response provide a cost to build the report.Due to the built-in report writer, we have found it is not necessary to report via third party reporting such as Crystal Reports or SQL. COC-9-10 The proposed solution must possess the ability to run a Y—Eagle Recorder Supplemental Deed Grantor-COTT Modification Index offers over 100 Report. standard reports, including a Grantor Index.In addition,the County has the ability to create their own user-defined reports through the integrated Report Writer; additionally,Tyler support staff can assist the county with most report requests. On occasion,the client may require a custom report to be created, but this is limited,as we provide over one hundred standard, comprehensive reports,as part of the installation of Eagle Clerk In those cases, Tyler will review the requirements and provide a cost to build the report.Due to the built-in report writer, we have found it is not necessary to report via third party reporting such as Crystal Reports or SQL. COC-9-11 The proposed solution must possess the ability to run a Y—Eagle Recorder Cancelation and Assignments-COTT Modification Index offers over 100 Report. standard reports.In addition,the County 122 Exhibit D Schedule 2 ID Requirements Response has the ability to create their own user- defined reports through the integrated Report Writer; additionally,Tyler support staff can assist the county with most report requests. On occasion,the client may require a custom report to be created, but this is limited,as we provide over one hundred standard, comprehensive reports,as part of the installation of Eagle Clerk In those cases, Tyler will review the requirements and provide a cost to build the report.Due to the built-in report writer, we have found it is not necessary to report via third party reporting such as Crystal Reports or SQL. COC-9-12 The proposed solution must possess the ability to provide Y—Eagle Recorder has the Augusta Chronicle with a report for property transfers. this reporting This report is to be run by date/date range and it is to list capability. the Grantor,Grantee,Instrument Type, Date Recorded, Book/Page,Legal Description,Revenue(Transfer tax),and the Tax/Parcel Number. COC-10 Exporting COC-10-1 The proposed solution must possess the ability to Export Y index data(deeds,liens,and plats)to GSCCCA according to their standards as an automated process. COC-10-2 The proposed solution must possess the ability to Export Y images(deeds,liens,and plats)to GSCCCA according to their standards as an automated process. 123 Exhibit D Schedule 2 ID Requirements Response COC-10-3 The proposed solution must possess the ability for a Fifa Per section 6.1.1 of the Processor to transfer data between the Clerk of Court's Statement of Work Office and the Tax Commissioner's Office. It is expected Tyler will satisfy this that this interface will be from Eagle to VCS Tax at the point requirement as part of of implementation,and then it will be from Eagle to the project.Additional iasWorld shortly thereafter. The interface needs to exist fees may apply from between both systems. The iasWorld interface needs to other products or include the ability to interface both property tax FiFa vendors for their records as well as FiFa records from separate fee billing(s). integration and/or development costs. COC-11 Public Access COC-11-1 The proposed solution must at a minimum possess the ability to search public records by the following fields. Please simply indicate in the response field whether this capability exists or not. COC-11-2 Name. y COC-11-3 Book/Page. y COC-11-4 REV Number. V COC-11-5 Document Type. Y COC-11-6 Instrument Type. Y COC-11-7 Book Type(dropdown list). Y COC-11-8 Date Range(calendar). Y COC-11-9 Instrument Number. y COC-11-10 1965-June 1986 COTT Search(pending conversion). Y—Through security setup. COC-11-11 The proposed solution should also provide for an advanced Y search by the following criteria:Book Type(dropdown list), Instrument Type(checklist), Book Number&Page Number, Name(Grantor/Grantee or Both)and Additional Parties (Grantor/Grantee or Both).This advanced search should be allowed to be narrowed by searching the following in addition to the above:Land District,Land Lot,Subdivision, Lot,Block, Unit, Date Range(calendar selection available), and Legal Description. COC-11-12 The proposed solution must possess the ability for a Print Y—For printing. Queue(print jobs should be sent to a queue to be printed/e- M-For emailing. mailed in batches).All print jobs are to be listed with the Specification Is defined following information for each job:Document Type, in 6.1.3 for the Description (Book/Page&what pages of the document are Statement of Work. to be printed),Number of Pages,Number of Copies, Print Cost,and Email Cost.Totals for all print jobs are to be given for Number of Pages,Print Cost,and Email cost.The 124 Exhibit D Schedule 2 ID Requirements Response solution must provide an option to delete individual as well as all print jobs from the queue. COC-11-13 The proposed solution must possess the following Payment Options.Please simply indicate in the response field whether this capability exists or not. COC-11-13-1 Cash:The customer enters First and Last Name and clicks Y print or Email(customer preference).The customer will then checkout with a cashier,the cashier will then release the print job for the customer.The print job is then printed to a public printer or Emailed to the address provided by the customer. COC-11-13-2 Draw down Account(If applicable):The customer enters Y their User Name,Firm Name(dropdown list),and PIN then clicks print or Email(customer preference).The print job is immediately printed to a public printer or Emailed to the address provided by the customer.Ability to go into the negative. COC-11-13-3 Firm Info:Drawdown account information is available to the Y customer at any time.The customer enters their User Name,Firm Name(dropdown list),PIN and selects a date range.All account activity is listed and printable for a fee. COC-11-14 The proposed solution must display Report Errors. Y Customers are to be able to report any error or problems with an index and/or image.These reported errors are viewable by Users for correction. COC-11-15 The proposed solution must possess a Help Guide.A help Y guide is to be provided to assist customers with the search program. COC-12 Public Employee User Options: COC-12-1 The proposed solution must possess a 1965-June 1986 COTT Y—Through security Search(pending conversion). setup.The client need for public searching can be addressed through configuration of Self Service. COC-12-2 The proposed solution must possess the ability to manage Y—Through security COTT instruments(for corrections)and create new COTT setup. instruments from within Public Access. 125 Exhibit D Schedule 2 ID Requirements Response COC-12-3 The proposed solution must possess a Management Print Y Queue where print jobs can be viewed or resent as necessary. COC-12-4 The proposed solution must possess the ability to Manage Y Errors. Users are to be able to view reported errors to make corrections.After the correction is made,the error can then be deleted.Closed errors are to be searched with a date range(calendar selection available). COC-13 Other Requirements COC-13-1 The proposed solution must be certified by the Georgia Y Superior Court Clerk's Cooperative Authority(GSCCCA). COC-13-2 The vendor will cover all state-mandated changes to the Y system as part of the Annual Maintenance Agreement. There should be no additional charges as a result of state- mandated changes. COC-13-3 The proposed solution must possess the ability to add a Y watermark to certain printed documents indicating that the printed document is"unofficial." COC-13-4 The proposed solution must possess the ability to add the Y—Eagle Recorder has following information at the top and/or bottom of any the ability to document(s)printed from Public Access: Instrument#, automatically or Book&Page#,Firm/Department Name,Firm/Department manually place Member,Date and Time printed,Clerk's Name,"Richmond electronic stamps on County Clerk of Superior Court",and"This document is not the document.These to scale.". stamps can be placed anywhere on the document.There is the option to have multiple stamps, depending on the needs,which can be applied to the document. COC-13-5 The proposed solution must provide the ability to allow Y other county departments(Tax Assessor's Office,Tax Commissioner's Office,Planning&Development, Utilities, Engineering,etc.)to print to printers within their office when authorized. 126 Exhibit E 411.0 044-6 tider • technologies Exhibit E Sample Project Timeline This Exhibit E includes a sample project timeline for illustration purposes only.The sample project timeline should not be relied upon by Client.The parties will develop and finalize the actual project timeline for the Client's project during the Initiate&Plan Stage of the Statement of Work. Sample Project Timeline The project is anticipated to take 9 months to implement from time of contract signing. If project is to kick-off on Nov 5,2018,the anticipated cut over date to Eagle Recorder will be August 13,2019. Actual dates will be agreed upon between Tyler and Augusta-Richmond during the project initiation step. Milestones and Durations(Some milestones will be in parallel to others) Project Initiation—25 Days(11/5/2018—12/07/2018) • Project will be initiated by Tyler Project Manager. This project and phase planning will provide an opportunity to review the contract,software,data conversions and services purchased,and discuss Implementation timeframes.The Tyler Project Manager will deliver an Implementation Management Plan,which is mutually agreeable by County and Tyler. Analysis and Design—3 Months(12/10/2018—03/01/2019) • Through a questionnaire provided to the county and a site visit by Tyler consultant,Tyler will gather and document information related to County business processes for current/future state analysis as it relates to Tyler approach/solution.County participation in providing and gathering information will be critical. Install of Software—18 Days(03/04/2019—03/22/2019) • Tyler Technical Services team will be responsible for the initial Installation of software files on client servers and preparing the software for use during configuration.The version currently available for general release will always be used during the initial Install. Conversion—4 Months(3/11/2019—06/27/2019) • The County will be responsible to produce the needed data files from a static database for conversion from the Legacy System and provide them to Tyler on the specified due date(s).At the time the Legacy System data file is extracted,the County will produce reports and detail screen captures to reconcile the converted data. • Each Legacy System data file submitted for conversion includes all associated records in a single approved file layout. 127 Exhibit E • The County will grant Tyler access to the Legacy System to assist with understanding data relationships to improve the accuracy and quality of the converted data. • The County understands the Legacy System data file must be in the same format each time unless changes are mutually agreed upon in advance. If not,negative impacts to the schedule,budget,and resource availability may occur and/or data in the new system may be incorrect. • During this process,the County may need to correct data scenarios in their Legacy System prior to the final data pull.This is a complex activity and requires due diligence by the County to ensure all data pulled includes all required data and the Tyler system contains properly mapped data. Staging Application—2 Months(04/08/2019—06/14/2019) • Tyler staff collaborates with the County to complete software configuration based on the outputs of the future state analysis performed during the Assess and Define Stage.Tyler staff will train the County Power Users to prepare them for the Validation of the software.The County collaborates with Tyler staff iteratively to Validate software configuration. User Acceptance—11 Days(06/17/2019—06/27/2019) • The County performs User Acceptance Testing to verify software readiness for day-to-day business processing.Tyler provides a Test Plan for users to follow to ensure proper Validation of the system. Training—11 Days(07/22/2019—08/01/2019) • 9 Days onsite training • Tyler is responsible for providing formal training on all functional areas of the software. • Tyler will conduct one(1)formal training session for each of the functional areas of the software.The functional areas covered will allow the County to utilize the software. • Tyler follows a train-the-trainer approach to allow County Power Users attending the sessions to disseminate the knowledge being learned during Tyler lead sessions to other County users,if county chooses. Gap Conversion and Final Testing—4 Days(08/09/2019—08/12/2019) • The County provides final data extract and Reports from the Legacy System for data conversion and Tyler executes final data conversion.The County may need to manually enter into the Tyler system any data added to the Legacy System after final data extract. • During Final Testing and Training,Tyler and the County will review the final Cutover plan.A critical Project success factor is the County understanding the importance of Final Testing and Training and dedicating the resources required for testing and training efforts in order to ensure a successful Production Cutover 128 Exhibit E Go-Live—08/13/2019 • County and Tyler resources complete tasks as outlined in the Production Cutover Plan and the County begins processing day-to-day business transactions in the Tyler software. Following production Cutover, the County transitions to the Tyler support team for ongoing support of the Application. 129 1