DATE: January 9, 2018
TO: Board of Supervisors
SUBMITTED BY: Paul Dictos, CPA, Assessor - Recorder
Robert W. Bash, Director of Internal Services/Chief Information Officer
SUBJECT: Agreement with Tyler Technologies, Inc.
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute an Agreement with Tyler Technologies, Inc. for a cashiering system, effective upon execution, not to exceed six consecutive years, which includes a five-year base contract and one automatic one-year renewal, total not to exceed $1,988,309.
REPORT
The recommended action approves and authorizes award of the agreement to Tyler Technologies to provide professional services, data conversion, implementation and maintenance of a cashiering system to replace the outdated cashiering system currently in place. This item is countywide.
ALTERNATIVE ACTION(S):
Should your Board not approve the recommended action, the Assessor - Recorder’s Office would continue using its outdated cashiering system, which is no longer being updated or supported by the current vendor and can potentially create huge problems for day-to-day operations.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. The maximum amount of the agreement ($1,988,309) will be fully funded by the Recorder’s Document System Subclass 17054. Initial costs for professional services and first-year annual fees total $488,945, which are included within the FY 2017-18 Adopted Budget for Assessor - Recorder Org 0420. Costs for additional years will be included in subsequent requested budgets.
DISCUSSION:
The Fresno County recorder is responsible for recording, maintaining and preserving all official records and indices associated with land records, including deeds, liens, and maps, and all documents associated with vital statistics including births, deaths and marriages.
The Recorder’s Office currently uses an outdated cashiering system that has limited functionality for the type and size of the County’s population and operations. In addition to its limitations, the system is outdated and is no longer being updated and supported by the current vendor. The recommended action will provide vital services to the public more efficiently.
The County of Fresno Purchasing Manual stipulates that services, which have been competitively bid by another agency, may be procured via purchasing cooperatives. With concurrence of the County of Fresno’s Internal Services Department - Purchasing and County Counsel, the Assessor/Recorder’s Office is requesting to procure the cashiering system, which was competitively bid and awarded to Tyler Technologies by National Joint Powers Alliance (NJPA) enabling the County to leverage the pricing, terms and conditions from their contract to the County’s advantage.
The recommended action approves and authorizes award of the agreement to Tyler Technologies, Inc. for a five-year base contract and one automataic one-year renewal unless terminated by either party upon 60 days’ notice. Tyler Technologies was agreeable to an initial three-year term, with increased annual maintenance fees, totaling $30,982 per year. With concurrence from the County Administrative Office, the Assessor-Recorder’s Office believes a 5-year initial term is more cost effective.
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Agreement
CAO ANALYST:
Ronald Alexander