TO: Board of Supervisors
FROM: Greg Bown, Interim Chief Technology Officer - Information Technology Services
REPORT BY: Elena Guzmán, Staff Services Analyst II
SUBJECT: Amendment No. 9 to Agreement No. 200281B with Tyler Technologies, Inc.
RECOMMENDATION
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Approve and authorize Amendment No. 9 to Agreement No. 200281B with Tyler Technologies, Inc. for the implementation of Tyler’s utility module beginning July 1, 2025. (Fiscal Impact: $54,740 Expense; Capital Project Fund; Budgeted; Discretionary)
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BACKGROUND
On March 10, 2020, the Board of Supervisors approved Agreement No. 200281B with Tyler Technologies for implementation and hosted software services of a new Countywide Financial and Human Resources ERP system in the amount of $4,103,352.
On September 1, 2020, the Board of Supervisors approved Amendment No. 1 to revise the payment structure for travel and remove the change management component from the Statement of Work.
On September 15, 2021, the Board of Supervisors approved Amendment No. 2 to reclassify unused date conversion hours, from Phase I - Financials, to implementation hours in the amount of $29,400 with no change in the contract terms or amounts.
On June 21, 2022, the Board of Supervisors approved Amendment No. 3 and Amendment No. 4. Amendment No. 3 increased the contract by $262,300 for a 6 month go-live extension of the HCM system implementation. Amendment No. 4 increased the contract by $48,992 for the purchase of Tyler Technologies’ eProcurement software and related professional services.
On October 18, 2022, the Board of Supervisors approved Amendment No. 5, increasing the agreement maximum by $222,500 to a new total of $4,621,244 for the purchase of additional platforms, Tyler Data & Insights and Tyler Open Finance.
In July and September of 2024, the Project Management Team approved Amendments No. 6 and No. 7 for non-substantive changes and a reduction of costs due to removal of services that were not being implemented.
On April 8, 2025, the Board of Supervisors approved Amendment No. 8 exercising the option to extend an additional five-year term, commencing April 1, 2025, with a five percent increase over the fees charged for the initial term and removing three Tyler Software as a Service (SaaS) platforms, reducing the contract by
$95,267.
Amendment No. 9 is for the implementation of the Tyler Utility Billing Module which will be utilized by Lake Berryessa Resort Improvement District, Napa Berryessa Resort Improvement District and Napa Sanitation District. The new billing module will enhance customer service capabilities, reduce the administrative burden and support more timely and accurate billing for customer accounts. In addition, the new billing module will also greatly enhance the ability to report system data (consumption, customer growth, etc.) to regulatory agencies as needed for annual reports or for future funding applications for capital projects. The Districts are customers of the County that use and support the Tyler software through Information Technology charges. Total increase to the contract for this amendment is $54,740 with annual support costs of $9,740 for this specific module will be included in the District’s charges going forward, with no impact on the County General Fund.
Requested Action:
Approve and authorize Amendment No. 9 with Tyler Technologies, Inc. for Tyler’s Utility Module effective July 1, 2025.
FISCAL IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
Yes |
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Where is it budgeted? |
Implementation costs will be paid from Capital Project Fund 3000, Project 20ERP |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
Without the amendment the three agencies will be required to continue using their outdated and inefficient billing system. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
Future costs will be included in Information Technology Services (ITS) budget as part of the ITS direct allocation charges. |
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Consequences if not approved: |
If not approved, Lake Berryessa Resort Improvement District, Napa Berryessa Resort Improvement District and Napa Sanitation District will continue to operate with their current billing systems which are outdated, inefficient, and have a high risk of potential errors due to manual processes involved. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State CEQA Guidelines) and therefore CEQA is not applicable.