TO: Board of Supervisors
FROM: Jon Gjestvang, Chief Information Officer - Information Technology Services
REPORT BY: Elena Guzmán, Staff Services Analyst II
SUBJECT: Amendment No. 3 of Agreement 170009B with Tyler Technologies, Inc.
RECOMMENDATION
title
Approve and authorize Amendment No. 3 to Agreement 170009B with Tyler Technologies, Inc., increasing the contract by $70,000 for a new maximum of $389,052 and extending the term through June 30, 2026, for consulting services, data storage, maintenance, and support for the County’s current customized Digital Health Department System. (Fiscal Impact: $70,000 Expense; Information Technology Services Fund; Budgeted; Discretionary)
body
BACKGROUND
Digital Health Department, Inc. (DHD) formerly Garrison Enterprise, Inc. was selected through a competitive process in 2007 to provide the Environmental Health Division with a Digital Health System. On October 2, 2007, the Board approved the initial three-year agreement (A-6900) and May 10, 2011, retroactively approved a subsequent five-year agreement (A-6900-1) with DHD. DHD’s Digital Health system is web-based and offers flexibility for online reporting to and from the public. The system also allows modern electronic inspections wherein data from the inspections is stored automatically in the system, thereby eliminating the need for time consuming hand entry. This system feeds data to existing County systems including Accela Automation and OnBase, as well as integrating with State mandated reporting systems. The maintenance includes the hosting of data, unlimited user’s licenses for County staff and provides technical support.
On July 1, 2016, the County entered into a five-year maintenance service agreement (A-170009B) with DHD for a total of $143,415.00. DHD’s inspection and permitting software business was subsequently acquired by Tyler Technologies as of August 2, 2017. On February 5, 2019, the County amended the agreement to recognize the transfer of ownership to Tyler Technologies and add $30,000.00 in consulting services to ensure completion of state-mandated inspection reports that County staff does not have the expertise to complete.
On May 18, 2021, the County amended the agreement for a second time extending DHD maintenance through June 30, 2024 and increased consulting services by $45,000.00 for a total contact maximum of $319,052.00.
The County would like to amend the agreement a third time extending the term an additional two years to ensure ongoing maintenance and technical support is provided for essential continuity of Napa County’s Environmental Health Department (DHD) system.
Requested Action: approve and authorize Amendment No. 3 to Agreement 170009B with Tyler Technologies, Inc., extending the term through June 30, 2026, with an annual cost of $35,000; increasing consulting services by $70,000 for a new maximum of $389,052.
FISCAL & STRATEGIC PLAN IMPACT
|
Is there a Fiscal Impact? |
Yes |
|
Is it currently budgeted? |
Yes |
|
Where is it budgeted? |
Information Technology Services (ITS), Applications and Development (Subdivision 42000-01) |
|
Is it Mandatory or Discretionary? |
Discretionary |
|
Discretionary Justification: |
Without this amendment, Napa County will not have the necessary maintenance and technical support services available for the County’s current electronic record system used by Environmental Health Division of the Planning, Building and Environmental Services Department. |
|
Is the general fund affected? |
No |
|
Future fiscal impact: |
Future costs will be included in Information Technology Services (ITS) budget as part of the ITS allocation charge. |
|
Consequences if not approved: |
If the amendment is not approved, the unavailability of the DHD system would be disruptive to County business. There could also be delays in state mandated inspection reports. |
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.