TO: Board of Supervisors
FROM: Rollie Soria for Oscar Ortiz, Sheriff-Coroner
REPORT BY: Erin Corry, Staff Services Analyst II
SUBJECT: Agreement with Teleosoft, Inc. for Civil Process Software System
RECOMMENDATION
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Approve and authorize Agreement No. 260049B with Teleosoft, Inc. for Civil Process Software System intial and annual licensing, and approval of a waiver of competitive bidding and sole source award. (Fiscal Impact: $282,188 Expense; General Fund; Budgeted; Discretionary)
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BACKGROUND
Sheriff’s Office Civil Division serves civil process for all of Napa County. This includes process service of numerous types of documents such as writs, levies, evictions and other civil process as required by the California Code of Civil Procedure (CCP).
The current civil process software solution, Civil Serve, was purchased in 2015 from Tyler Technologies. Tyler Technologies provided a designated software support staff member that was assigned to California civil codes, laws and processes. This ensured that Civil Serve and the Sheriff’s Office complied with CCP. That designated person retired approximately one year ago, and now it is difficult to obtain ongoing support. In addition, from a user perspective, the software is cumbersome to deploy, update and support as it is already ten years old.
Many aspects of the current CCP have had significant legislative updates over the last couple of years, one of which is the requirement to maintain an online portal for accepting online/remote electronic payments. This requirement goes into effect on January 1, 2026, and Tyler Technologies’ online/remote portal cannot be integrated into the current Civil Serve Solution. As it stands today, the Napa County Sheriff’s Office would not be able to meet this mandate using the ten-year-old Tyler Technologies system that is currently being used. Due to a lack of software support and development, a replacement software solution is needed to meet the CCP online portal requirement by the due date.
Sheriff’s Office reached out to the California State Sheriff’s Association Information Technology committee for input on replacement software solutions used by other State of California sheriff’s offices. The Sheriff’s Office found that in California there are two companies that provide software solutions necessary for sheriff’s civil departments to run operations; one is the Sheriff’s Office current civil software provider Tyler Technologies (which is not updated to meet the incoming mandates related to accepting online/remote electronic payments yet), and the other is Teleosoft, Inc. Teleosoft’s CountySuite software has quickly become the preferred software product of many sheriff’s office civil divisions in California.
The Teleosoft CountySuite civil process software is a Cloud Based product which will automatically be updated and enhanced as other customers of the product advocate for enhancements. This product is in line with the “cloud first” approach that the Napa County Information Technology Services division desires when considering replacements for software products. More importantly, Teleosoft’s CountySuite software already has an online portal in place that meets the CCP requirements.
Requested Actions:
1. Approve and authorize Agreement No. 260049B with Teleosoft, Inc. to purchase Teleosoft’s CountySuite software in the amount of $282,188 for the first year, and $49,037 for each additional year.
2. Approve a waiver of competitive bidding and sole source award to Teleosoft, Inc. of York, Pennsylvania.
FISCAL & STRATEGIC PLAN 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? |
Sheriff’s Operating Budget - Org 1360000 |
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Is it Mandatory or Discretionary? |
Mandatory |
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Discretionary Justification: |
The current Civil Process Software used by the Sheriff’s Office, does not meet the needs or have the capability to maintain processing operation requirements for CCP. |
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Is the general fund affected? |
Yes |
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Future fiscal impact: |
The yearly cloud and maintenance/service fees will be budgeted accordingly in future fiscal years. |
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Consequences if not approved: |
If this Agreement is not approved, the Civil Division will not be able to process civil documents in accordance with CCP requirements and therefore would be out of compliance. |
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.