HomeMy WebLinkAboutAgenda 11-18-2025; 8-k - Approval of a Contract Amendment with Tyler Technologies for the ExecuTime Timekeeping System 1
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: November 18, 2025
Action Agenda
Item No. 8-k
SUBJECT: Approval of a Contract Amendment with Tyler Technologies for the ExecuTime
Timekeeping System
DEPARTMENT: Information Technologies (IT)
Financial and Administrative
Services, and Human
Resources (HR)
ATTACHMENT(S): INFORMATION CONTACT:
Contract Amendment Robert Reynolds, 919-245-2276
Quote Gary Donaldson, 919-245-2453
Brenda Bartholomew, 919-245-2551
PURPOSE: To approve and authorize the Manager to sign a contract amendment with Tyler
Technologies, Inc. to migrate the County's Enterprise Timekeeping system to Tyler Technologies
ExecuTime.
BACKGROUND: Since 2012 Orange County has utilized UKG's KRONOS timekeeping system
to manage its accounting of staff time and accruals. UKG is retiring its KRONOS timekeeping
system, which will go end-of-life in March 2027.
With the current timekeeping system being discontinued by the vendor, County staff performed a
market survey of prominent timekeeping systems available. After careful review and evaluation of
possible replacements, staff has determined that the Tyler Technologies ExecuTime timekeeping
system best fulfilled the County's requirements.
By implementing Tyler's ExecuTime timekeeping system, the County will benefit from a system
built on a modern code set that employs current timekeeping best practices. Additionally, with the
County already having Tyler's MUNIS Enterprise Resource Planning (ERP) system in place, the
number of system integrations will be reduced, and will build on the familiarity County staff already
has with Tyler software products.
The attached contract amendment incorporates the ExecuTime timekeeping system into the
County's existing September 30, 2025 agreement with Tyler for the MUNIS Enterprise Resource
Planning (ERP) system.
FINANCIAL IMPACT: The cost for implementation and the first year's subscription for this
solution is $116,707 ($64,800 for implementation and $51,907 for the subscription). The funds for
this implementation and first year's subscription were previously approved in the budget.
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ALIGNMENT WITH STRATEGIC PLAN: This item supports:
• GOAL 6: DIVERSE AND VIBRANT ECONOMY
OBJECTIVE 2. Review and revise County policies and regulations to support business
investment in Orange County
OBJECTIVE 3. Streamline and digitize business processes to facilitate efficient
interactions between employers and County departments.
RECOMMENDATION(S): The Manager recommends that the Board approve and authorize the
Manager to sign the contract amendment with Tyler Technologies for the ExecuTime timekeeping
system and any other required documents and any future amendments.
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NORTH CAROLINA
CONTRACT AMENDMENT
ORANGE COUNTY
THIS CONTRACT AMENDMENT ("Amendment") is made and entered into this eighteenth day of November 2025
by and between ORANGE COUNTY (hereinafter referred to as "County") and Tyler Technologies Inc (hereinafter
referred to as"Provider").
WITNESSETH:
THAT WHEREAS, the County and Provider entered into a contract dated 30 September 2025, (hereinafter the "Original
Agreement"), for the provision of services for SaaS for Tyler Technology's EERP software; and
WHEREAS, the County and Provider desire to amend the Original Agreement while keeping in effect all terms and
conditions of the Original Agreement not inconsistent with the terms and conditions set forth below.
NOW THEREFORE, for and in consideration of the mutual covenants and agreements made herein, the parties agree to
amend the Original Agreement as follows:
1. The items set forth in the Amendment Investment Summary attached are hereby added to the Agreement as of
February 1, 2026, and, notwithstanding anything to the contrary in Exhibit 1, ending coterminous with the
SaaS Term as defined in the Agreement. Payment of fees and costs for such items shall conform to the
following terms:
a. The annual SaaS fees payable under the Agreement shall be increased in the amount of$51,907 and
invoiced on February 1,2026,prorated for the time period commencing on such date and ending
concurrently with the Client's annual SaaS Term under the Agreement. Subsequent SaaS Fees shall
be invoiced in accordance with the terms of the Agreement.
b. Unless otherwise provided herein, services identified at Exhibit 1 and added to the Agreement
pursuant to this Amendment, along with applicable expenses, shall be invoiced as provided and/or
incurred.
2. Article 5, Section A is amended to reflect a maximum payable not-to-exceed amount of $460,627 (Four
Hundred Sixty Thousand, Six Hundred Twenty-Seven Dollars). This is $343,920 from the original contract+
$116,707 from this Amendment.
3. Except for the changes made herein,the Original Agreement shall remain in full force and effect to the extent
it is not inconsistent with this Amendment. In the event there is a conflict between the terms of the Original
Agreement and the terms of this Amendment,this Amendment shall control.
IN TESTIMONY WHEREOF, this Amendment has been executed by the parties hereto, as of the date first above
written.
ORANGE COUNTY PROVIDER
Travis Myren, County Manager Tina Mize, General Counsel
County Manager Public Administration Group
Revised 01/24
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ORANGE COUNTY-INTERNAL USE ONLY
Finance Information
Vendor Name: Tyler Technologies,Inc. Vendor Contact Person: Tina Mize Phone: 800 772 2260 Address: One Tyler Drive City
Yarmouth State: ME Zip: 04096 Department: IT Amount: $116,707.00 Purpose: Implementation of Time and Attendance with
Mobile Access Budget Code(s): 61370035-897123-13000 Vendor#48822
Vendor Status with NCSOS: Current-Active Vendor is a BOCC consultant: ❑Yes ®No
Contract Details
Contract Type: ❑New ®Amendment(Original Contract: Tyler Contract SaaS August 2025)(Most Recent
Amendment )
Effective Date 11/18/2025 End Date 12/31/2026 Notice Date (Notice Purpose )
Award
❑ Approved by Board(Agenda Date: Made or Administered by Robert Reynolds
Signature Authority
❑ BOCC Express Delegation(Agenda Date:
Policy 9.4: ❑Under$5,000; ❑ Service Under$90,000; ❑ Construction Under$250,000
- ❑ Budget Policy Section XV(Capital Improvement Project:
Bidding
❑ Informal Bidding($30k-$90k);❑Formal RFP($90k+); ❑ Other(<$30k); ❑ Exception(#-----)
Department Affirmation
® This agreement is approved as to technical form and content and I as Department Director affirmatively state work on this project
has not been initiated prior to execution of the agreement.
❑ This agreement is approved as to technical form and content. Services related to this agreement have already begun or been
completed.Description of the nature of the emergency condition that was addressed:
Department Director's Signature Date:
Information Technologies
This agreement has been reviewed and is approved as to information technology content and specifications:
Office of the Chief Information Officer Date:
❑Inapplicable because no hardware/software purchases or related services
Risk Management
This agreement is approved for sufficiency of insurance standards,specifications,and requirements:
Office of the Risk Management Officer Date:
Financial Services
This instrument has been pre-audited in the manner required by the Local Government Budget and Fiscal Control Act:
Office of the Chief Financial Officer Date:
Legal Services
This agreement is approved as to legal form and sufficiency:
Office of the County Attorney Date:
Clerk to the Board
All Docusign contracts must be copied to the Clerk upon completion: occlerkdocs@orangecountync.gov
The following signature block is for hard copies only and is not required for Docusign contracts:
Received for record retention:
Office of the Clerk to the Board Date:
Revised 01/24
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• Quoted By: Stanley John
•••••• ty
Quote Expiration: 12/31/25
••• • Quote Name: Orange County- EERP-Time &
• jer
hnologies Attendance
Quote Description: T&A-100 Users, AS-300 Users
Saas Term 1.00
Sales Quotation For: Shipping Address:
Orange County
PO Box 8181
Hillsborough NC 27278-8181
Tyler SaaS and Related Services
Description Qty Imp. Hours AnnualFee
Human Resources Management
Advanced Scheduling w Mobile Access- Up to 350 Employees 1 80 $ 15,683.00
Time &Attendance w Mobile Access- Up to 1500 Employees 1 208 $ 36,224.00
TOTAL 288 $51,907.00
Professional Services
Description Quantity Unit Price Ext Discount Extended Price Maintenance
Project Management 36 $ 200.00 $0.00 $ 7,200.00 $ 0.00
Remote Implementation 288 $ 200.00 $0.00 $ 57,600.00 $ 0.00
TOTAL $64,800.00 $0.00
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Summary One Time Fees Recurring Fees
Total Tyler License Fees $ 0.00 $0.00
Total SaaS $ 0.00 $ 51,907.00
Total Tyler Services $ 64,800.00 $0.00
Total Third-Party Hardware, Software, Services $ 0.00 $0.00
Summary Total $ 64,800.00 $51,907.00
Contract Total $ 116,707.00
Client's purchase of the items listed above is subject to the Comments below
Unless otherwise indicated in the contract or amendment thereto, pricing for optional items will be held
For six (6) months from the Quote date or the Effective Date of the Contract,whichever is later.
Customer Approval: Date:
Print Name: P.O.#:
All Primary values quoted in US Dollars
Comments
Client agrees that items in this sales quotation are, upon Client's signature or approval of same, hereby added to the existing agreement ("Agreement")
between the parties and subject to its terms.Additionally, payment for said items, as applicable but subject to any listed assumptions herein, shall
conform to the following terms:
• License fees for Tyler and third party software are invoiced upon the earlier of(i) deliver of the license key or(ii) when Tyler makes such
software available for download by the Client;
• Fees for hardware are invoiced upon delivery;
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• Fees for year one of hardware maintenance are invoiced upon delivery of the hardware;
• Annual Maintenance and Support fees, SaaS fees, Hosting fees, and Subscription fees are first payable when Tyler makes the software available
for download by the Client(for Maintenance) or on the first day of the month following the date this quotation was signed (for SaaS, Hosting,
and Subscription), and any such fees are prorated to align with the applicable term under the Agreement, with renewals invoiced annually
thereafter in accord with the Agreement.
• Fees for services included in this sales quotation shall be invoiced as indicated below.
• Implementation and other professional services fees shall be invoiced as delivered.
• Fixed-fee Business Process Consulting services shall be invoiced 50% upon delivery of the Best Practice Recommendations, by module,
and 50% upon delivery of custom desktop procedures, by module.
• Fixed-fee conversions are invoiced 50% upon initial delivery of the converted data, by conversion module, and 50% upon Client
acceptance to load the converted data into Live/Production environment, by conversion module.
• Except as otherwise provided, other fixed price services are invoiced upon complete delivery of the service. For the avoidance of doubt,
where "Project Planning Services" are provided, payment shall be invoiced upon delivery of the Implementation Planning document.
Dedicated Project Management services, if any,will be invoiced monthly in arrears, beginning on the first day of the month immediately
following initiation of project planning.
• If Client has purchased any change management services,those services will be invoiced in accordance with the Agreement.
• Notwithstanding anything to the contrary stated above,the following payment terms shall apply to services fees specifically for
migrations: Tyler will invoice Client 50%of any Migration Fees listed above upon Client approval of the product suite migration
schedule.The remaining 50%, by line item, will be billed upon the go-live of the applicable product suite.Tyler will invoice Client for any
Project Management Fees listed above upon the go-live of the first product suite. Unless otherwise indicated on this Sales quotation,
annual services will be invoiced in advance,for annual terms commencing on the date this sales quotation is signed by the Client. If
listed annual service(s) is an addition to the same service presently existing under the Agreement,the first term of the added annual
service will be prorated to expire coterminous with the existing annual term for the service, with renewals to occur as indicated in the
Agreement.
• Expenses associated with onsite services are invoiced as incurred.
Tyler's quote contains estimates of the amount of services needed, based on our preliminary understanding of the scope, level of engagement,
and timeline as defined in the Statement of Work (SOW)for your project.The actual amount of services required may vary, based on these
factors.
Tyler's pricing is based on the scope of proposed products and services contracted from Tyler. Should portions of the scope of products or
services be altered by the Client,Tyler reserves the right to adjust prices for the remaining scope accordingly.
Unless otherwise noted, prices submitted in the quote do not include travel expenses incurred in accordance with Tyler's then-current Business
Travel Policy.
Tyler's prices do not include applicable local, city or federal sales, use excise, personal property or other similar taxes or duties, which you are
responsible for determining and remitting. Installations are completed remotely but can be done onsite upon request at an additional cost.
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In the event Client cancels services less than four(4) weeks in advance, Client is liable to Tyler for(i) all non-refundable expenses incurred by
Tyler on Client's behalf; and (ii) daily fees associated with the cancelled services if Tyler is unable to re-assign its personnel.
The Implementation Hours included in this quote assume a work split effort of 70%Client and 30%Tyler.
Implementation Hours are scheduled and delivered in four(4) or eight (8) hour increments.
Tyler provides onsite training for a maximum of 12 people per class. In the event that more than 12 users wish to participate in a training class or
more than one occurrence of a class is needed,Tyler will either provide additional days at then-current rates for training or Tyler will utilize a
Train-the-Trainer approach whereby the client designated attendees of the initial training can thereafter train the remaining users.
Standard Project Management responsibilities include project plan creation, initial stakeholder presentation, bi-weekly status calls, updating of
project plan task statuses, and go-live planning activities.
Maintenance for all software modules to begin 02/01/2026.
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