Title
Recorder-Clerk recommending the Board approve the continued use of current perpetual Agreement 4557 with Tyler Technologies, Inc. for annual support, licensing, and maintenance of the Tyler Eagle Recorder Software in Fiscal Year 2025-2026 in the annual amount of $57,302.77.
FUNDING: Modernization and Electronic Recording Special Revenue Fund.
Body
DISCUSSION / BACKGROUND
On March 10, 2020, the Board approved a perpetual License and Services Agreement with Tyler Technologies, Inc. for the Tyler Eagle Recorder software license, implementation, maintenance, and support. The total contract amount approved was $326,410 including one-time software license fees ($169,617), implementation services ($108,150), first year maintenance and support ($47,143) and escrow fees ($1,500). Maintenance, licensing, and support services are provided on an annual basis and is renewed automatically for additional one-year terms. Annual increases for the maintenance and support fees are capped at 5% for Years 1-5. The total amount approved for the project for Fiscal Years 2019-20 and 2020-21 was $359,052. (Legistar Item 19-1622). The Recorder-Clerk successfully implemented Tyler Eagle Recorder on August 31, 2020. The project came in $1,794 under budget.
On February 27, 2024, with Legistar item 24-0223, the Board approved the continued use of Agreement 4557 in Fiscal Year 2023-24 and the close out of the implementation of the Project.
On June 18, 2024, with Legistar item 24-0994, the Board approved the continued use of Agreement 4557 in Fiscal Year 2024-25 for annual maintenance, licensing, and support.
The Board's approval of this item will approve use of this perpetual agreement in Fiscal Year 2025-26, which will allow for payment of invoice 025-496252 in the amount of $57,302.77 for annual maintenance, licensing, and support for the period of April 1, 2025, through March 31, 2026. Sufficient appropriations were budgeted in the Fiscal Year 2024-25 and 2025-26 budgets.
The Recorder-Clerk’s Office continues to successfully use Tyler Eagle Recorder on a daily basis. Tyler continues to implement changes based on new legislation as it relates to our industry without additional costs to their users.
ALTERNATIVES
N/A
PRIOR BOARD ACTION
6/18/2024 - Legistar Item 24-0994: Approval of Perpetual Agreement
2/27/2024 - Legistar Item 24-0223: Project Closure and Maintenance and Support fees (2022-23 and 2023-24)
3/10/2020 - Legistar Item 19-1622: Approval of Perpetual Agreement
OTHER DEPARTMENT / AGENCY INVOLVEMENT
N/A
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
This contract will have no impact on the General Fund. Agreement 4557 is funded by the Recorder-Clerk Modernization and Electronic Recording Special Revenue Funds
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Janelle Horne, County Recorder-Clerk