TO: Board of Supervisors
FROM: Meg Ragan, Chief Technology Officer - Information Technology Services
REPORT BY: Elena Guzmán, Staff Services Analyst II
SUBJECT: Amendment No. 4 to Agreement 170009B with Tyler Technologies, Inc.
RECOMMENDATION
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Approve and authorize Amendment No. 4 to Agreement No. 170009B with Tyler Technologies, Inc., increasing the contract by $17,500 and extending the term through December 31, 2026, for consulting services, data storage, maintenance and support for the County’s current customized Digital Health Department System. (Fiscal Impact: $17,500 Expense; General Fund; Budgeted; Discretionary)
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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-6901) 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 hosting 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. 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 in consulting services to ensure completion of state-mandated inspection reports the County staff does not have the expertise to complete. On May 18, 2021, the County amended the agreement a second time for three additional years at a 5% annual increase, extending DHD maintenance through June 30, 2024, and increasing consulting services by $45,000. On July 23, 2024, the Board approved the third amendment extending the term an additional two years, with an annual cost of $35,000 for a new maximum of $389,052.
The County would like to amend the agreement a fourth time extending the term and increasing the contract maximum. This amendment is necessary to support the Environmental Health Division's migration from the Tyler Digital Health Department (DHD) permitting system to Accela, which is scheduled to go live this summer. Extending the agreement through the end of the year will allow time to complete the transition, validate migrated data, train staff, and maintain temporary access to historical records needed to support ongoing regulatory and customer service activities.
Requested Action:
Approve and authorize Amendment No.4 to Agreement No. 170009B with Tyler Technologies, Inc., extending the term through December 31, 2026, and increasing the contract by $17,500 for a new maximum of $406,552.
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? |
Planning, Building and Environmental Services (PBES), 1702000-53415. |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
Without the amendment, Napa County will not have the necessary maintenance and technical support services available for the migration from the Tyler Digital Health Department (DHD) permitting system to Accela. |
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Is the general fund affected? |
Yes |
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Future fiscal impact: |
The amendment amount of $17,500 is included in Planning, Building and Environmental Services’ budget for FY26/27 and there will be no additional fiscal impacts after December 2026. |
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Consequences if not approved: |
If the amendment is not approved, access to DHD may terminate before the migration is fully completed, limiting staff’s ability to support permit services, result mandated inspections, invoice permittees, verify data, and access historical records. The extension ensures uninterrupted service to the public and a smooth transition to Accela. |
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Additional Information |
County Strategic Initiative: Integrity & Collaboration |
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.