TO: Board of Supervisors
FROM: Greg Bown, Interim Chief Technology Officer - Information Technology
REPORT BY: Suzanne Fowler, Staff Services Analyst
SUBJECT: Amendment No. 8 to Agreement No. 200281B with Tyler Technologies, Inc.
RECOMMENDATION8
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Approve and authorize Amendment No. 8 to Agreement No. 200281B with Tyler Technologies, Inc., removing the following Tyler Software as a Service (SaaS) modules: eProcurement, ACFR Statement Builder and Time & Attendance Mobile Access; reducing the contract by $95,267 and to exercise 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. (Fiscal Impact: $95,267 reduced expense; Information Technology Services 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 Agreement No. 200281B with Tyler Technologies to revise the payment structure for travel and remove the change management component form the Statement of Work.
On September 15, 2021, the Board of Supervisors approved Amendment No. 2 to Agreement No. 200281B
with Tyler Technologies 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 No. 4 to Agreement No. 200281B with Tyler Technologies. 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 to Agreement No. 200281B with Tyler Technologies. Amendment No. 5 increased 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.
The County would like to now amend the agreement exercising the contractually agreed upon option of extending the term ensuring ongoing maintenance and technical support for essential continuity of SaaS services of the Tyler Financial System.
In addition, after evaluation of the performance and benefits of certain modules under contract, the Project Team determined the software would not be utilized for specific functions. This amendment would remove ongoing maintenance support for those modules the County will not be utilizing as of April 1, 2025:
a. eProcurement - $36,291.75
b. ACFR Statement Builder - $46,060.00
c. Time & Attendance Mobile Access - $12,915.00
Requested Action: approve and authorize Amendment No. 8 to Agreement No. 200281B with Tyler Technologies 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.
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? |
Information Technology Services (ITS), Applications and Development (Subdivision 42000-01) |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
Without this amendment, Napa County will not have the necessary maintenance and technical support services available to maintain our Financial and Human Capital 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 allocation charge. |
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Consequences if not approved: |
If the amendment is not approved Tyler technical support services would be discontinued causing disruption to County Financial and Human Capital System. |
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.