Title
Information Technologies recommending the Board:
1) Ratify the Director of Information Technologies signature on Amendment VI to Agreement 529-S1311 (968) with Tyler Technologies, Inc. for the removal of Business License modules from the original contract; and
2) Approve and authorize the Chair to sign Amendment VII to Agreement 529-S1311 (968) with Tyler Technologies, Inc. for the implementation and maintenance of additional testing environments of the Enterprise Resource Planning system with the initial annual maintenance cost of $20,001.
FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
On March 26, 2013, the Board awarded a Request for Proposals (RFP) to Tyler Technologies, Inc. and authorized the Board Chair to execute an Agreement for the purchase, implementation, and maintenance of an Enterprise Resource Planning (ERP) system to replace the current financial, payroll, and human resources systems with a not-to-exceed amount of $2,613,377. Amendment I, which was approved by the Board on June 7, 2016, included additional system modifications required for successful implementation of the software as well as a detailed scope of work that identified how and when those modifications will be delivered and received, processes for County approval and acceptance prior to payment processing, and increased the not-to-exceed amount by $791,700 for a new total not-to-exceed amount of $3,405,077. Amendment II, which was approved by the Board on January 3, 2017, added Adobe software End User License Agreement (EULA) with the DocOrigin software which is now embedded in the Tyler Technologies Forms product with no change to the amount or term of the agreement. Amendment III was approved by the Board on August 29, 2017, to increase the not-to-exceed amount of the Agreement by $10,000 for as needed modifications and interfaces that may be necessary for the implementation of the system. Amendment IV was approved by the Board on December 5, 2017, to increase the not-to-exceed amount of the Agreement by an additional $90,000 for as needed modifications and interfaces that may be necessary for the implementation of the system. Amendment V was executed by the Purchasing Agent on April 26, 2018, to remove unused conversion services from the Agreement, and establishing pricing should these services be added back to the ERP platform in the future.
Amendment VI was signed by the Director of Information Technologies on December 18, 2019, and countersigned by Tyler Technologies on January 14, 2020. This Amendment needs to be ratified by the Board of Supervisors, as only the Board of Supervisors or the Purchasing Agent had the authority to sign the agreement at the time of signing. Amendment VI removed the Business License library, consulting, conversion, and implementation/training costs from the original agreement. In addition, the amendment established pricing should these services be added back to our ERP platform in the future.
Amendment VII adds Exhibit 13 for additional environments with the initial annual maintenance cost of $20,001. In addition, Amendment VII updates the language for Professional Service Fees, Independent Contractor terms and conditions, updates the Contract Administrator to Tonya Digiorno, adds electronic signature provisions, and updates the contract documents listing to include Exhibit 13. The additional extra environment subscription fees are required for development and the ERP team to maintain testing and support environments. These environments will be critical for the success of the Tyler Technologies' Munis ERP system upgrade the County has planned to start in Fall 2022. $30,000 was included in the IT Recommended Budget for Fiscal Year 2022-23 for Munis Upgrade licenses and activities. There is no change to the not-to-exceed (NTE) amount of the contract, as maintenance costs are not included in the base NTE of this perpetual contract.
ALTERNATIVES
The Board could choose to not approve Amendment VII for the additional environments, which would make migration activities and ERP testing needs harder to complete.
PRIOR BOARD ACTION
21-1418 - Prior year approval of IT Perpetual contracts, which includes Tyler 529-S1311 (#968)
13-0318 v1-v6 - Award of RFP to Tyler and prior Contract & Amendment items
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Review of amendments by County Counsel and Risk Management.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Funding for these additional environments is included in the Information Technologies Fiscal Year 2022-23 Budget and will be included for future years as needed.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Return an executed copy of Amendment VII to the Chief Administrative Office - Central Fiscal Services, to the attention of Audra Anderson for further processing.
STRATEGIC PLAN COMPONENT
Good Governance
CONTACT
Tonya Digiorno, Director of Information Technologies