DATE: April 22, 2025
TO: Board of Supervisors
SUBMITTED BY: John Zanoni, Sheriff-Coroner-Public Administrator
SUBJECT: Amendment with Tyler Technologies, Inc. for Sheriff's Civil Division Software
RECOMMENDED ACTION(S):
TITLE
1. Approve and authorize the Chairman to execute First Amendment to Agreement No. 20-229 with Tyler Technologies, Inc. to extend the term of the Agreement by potentially five years for the continued maintenance and support of Civil Unit data management system, effective June 1, 2025 through May 31, 2030, which includes a three-year base contract and two optional one-year extensions and increases the maximum by $275,861 to $859,179;
2. Adopt Budget Resolution increasing FY 2024-25 appropriations and estimated revenues for the Sheriff-Coroner-Public Administrator’s Org 3111 in the amount of $49,924 for the maintenance and support of Civil Unit data management system (4/5 vote); and
3. Adopt Budget Resolution increasing the FY 2024-25 appropriations in the Sheriff-Coroner-Public Administrator’s Automated GC 26731 Org 1455 in the amount of $49,924 (4/5 vote).
REPORT
There is no additional Net County Cost associated with the recommended actions. The Sheriff’s Office Automated Special Revenue Fund (SRF) is recommended for the reimbursement of expenditures for the maintenance and support of the Civil Unit software platform. This item is countywide.
ALTERNATIVE ACTION(S):
There is no viable alternative action. The Sheriff’s Office current Civil Unit’s software platform, which was purchased and implemented in 2021, requires the continuation of the annual maintenance and support as Tyler Technology is the owner and sole company that can maintain and support the existing Civil Serve Software.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended actions, as the costs will be fully offset with Civil Automation funds. Approval of recommended action No. 2 will increase FY 2024-25 appropriations and estimated revenues in the amount of $49,924 for the Sheriff-Coroner-Public Administrator’s Org 3111 to continue maintenance and support of Tyler Technology’s Civil Serve computer software through an Operating Transfer In from the Sheriff Automated GC 26731 Org 1455. Approval of recommended action No. 3 will increase the FY 2024-25 appropriations by $49,924 in the Sheriff Automated GC 26731 SRF Org 1455 using available fund balance to fund an Operating Transfer Out to the Sheriff-Coroner-Public Administrator’s Org 3111. The total amount of the maintenance and support amendment is $275,861 for the added possible five-year term of the amendment.
DISCUSSION:
On June 23, 2020, the Board approved the agreement with Tyler Technologies, Inc. for the purchase of a software platform for the data management system for maintaining the Sheriff’s Office Civil Unit functions of: process serving, enforcement of judgement services, evictions, and restraining orders. The Sheriff’s Office Civil Unit’s software platform was the replacement for the original Civil Automation Systems, (CAS) provided by Sirron Software Corporation, which announced the end of life for its CAS in 2021.
A Cooperative Purchasing agreement was ultimately decided as the best vehicle to facilitate the purchase. This recommended amendment will extend the agreement that resulted from a piggyback off of an existing agreement between Tyler Technologies, Inc., and the County of Imperial, dated November 27, 2017.
Tyler Technology software allows the Sheriff’s Office Civil Unit to perform the necessary duties according to the laws and regulations of the state of California for maintaining accounting of the Sheriff’s Office intaking, processing, filing, reporting of services relating to pre and post money judgments, bank/property levies, wage garnishments, retraining orders, summons, etc. Tyler Technology has continued to work well for the Sheriff’s Office as the State laws routinely change for the forms and fees that the Sheriff’s Office is required to uphold. The approval of the recommended actions will allow for the extension of agreement no. 20-229 to continue the maintenance and support of the existing Civil Unit data management system, and increase the compensation accordingly.
REFERENCE MATERIAL:
BAI # 26, June 23, 2020
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - First Amendment with Tyler Technologies, Inc.
On file with Clerk - Budget Resolution (Org 3111)
On file with Clerk - Budget Resolution (Org 1455)
CAO ANALYST:
Fine Nai