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File #: 19-1622    Version: 1
Type: Agenda Item Status: Approved
File created: 10/22/2019 In control: Board of Supervisors
On agenda: 3/10/2020 Final action: 3/10/2020
Title: Recorder-Clerk Department recommending the Board: 1) Waive the formal bid requirements in accordance with Purchasing Ordinance 3.12.160, Section D; and 2) Authorize the Purchasing Agent to utilize Sourcewell (formerly known as National Joint Powers Alliance - NJPA) Contract #110515-TTI with Tyler Technologies, Inc. for the acquisition of public sector administrative software and technology solutions; 3) Approve and authorize the Recorder-Clerk to sign Agreement #4557 for a perpetual License and Services Agreement with Tyler Technologies, Inc. for the Tyler Eagle Recorder software license, implementation services, maintenance, support and escrow fee, for a total of $326,410 plus applicable travel costs to be paid in accordance with the contract; 4) Authorize the Recorder-Clerk, or designee, to execute further documents relating to Agreement #4557, including amendments which do not increase the amount or term of the Agreement; and 5) Approve and authorize the Board Chair to sign a budg...
Attachments: 1. A - Tyler Blue Route, 2. B - Agreement #4557, 3. C - Budget Transfer Tyler, 4. C - Revised Budget Transfer Tyler BOS Rcvd 3-9-20, 5. Executed Tyler Technology Agreement, 6. Executed Budget Transfer
Title
Recorder-Clerk Department recommending the Board:
1) Waive the formal bid requirements in accordance with Purchasing Ordinance 3.12.160, Section D; and
2) Authorize the Purchasing Agent to utilize Sourcewell (formerly known as National Joint Powers Alliance - NJPA) Contract #110515-TTI with Tyler Technologies, Inc. for the acquisition of public sector administrative software and technology solutions;
3) Approve and authorize the Recorder-Clerk to sign Agreement #4557 for a perpetual License and Services Agreement with Tyler Technologies, Inc. for the Tyler Eagle Recorder software license, implementation services, maintenance, support and escrow fee, for a total of $326,410 plus applicable travel costs to be paid in accordance with the contract;
4) Authorize the Recorder-Clerk, or designee, to execute further documents relating to Agreement #4557, including amendments which do not increase the amount or term of the Agreement; and
5) Approve and authorize the Board Chair to sign a budget transfer form for Fiscal Year 2019-20 to transfer funds from Recorder-Clerk Special Revenue Funds for this purchase and to add the item to the Fixed Asset list. (4/5 vote required).

FUNDING: Recorder-Clerk Special Revenue Funds.

Body
DISCUSSION / BACKGROUND
Recorder-Clerk recommends the Board authorize perpetual Agreement #4557 with Tyler Technologies, Inc. for one time software license fees ($169,617), implementation services ($108,150), and first year maintenance and support ($47,143) and escrow fees ($1,500). Annual increase for the maintenance and support fees are capped at 5% for Years 1-5. The total amount for the project shall not exceed $359,052 within Fiscal Years 2019-20 and 2020-21, and this includes a 10% contingency ($32,642) to be used for the vendor's travel cost in accordance with the agreement and any other unforeseen department needs related to the project.

In August 2019, the Recorder-Clerk in conjunction with the Information Technologies Departme...

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