Title
Consider a memorandum/resolution authorizing Municipal Court software annual maintenance agreement with Tyler Technologies, Inc., in the amount of $70,518.84.
Summary
DATE: March 21, 2023
TO: Kent Cagle, City Manager
FROM: Willie Resto, Executive Director of Information Technology
SUBJECT: Municipal Court Software Annual Maintenance Agreement Renewal
BACKGROUND AND FINDINGS:
The Tyler Technologies Incode court case management software is used for Municipal Court case management functions. The current system allows for automated document indexing, review of multiple documents, removal of closed cases from the electronic database, and automated email correspondence. The Police Department also uses this system to clear warrants and interface with electronic ticket writers. This system is critical to the functioning of the Municipal Court.
The contract provides for annual software support and maintenance of the INCODE court case management system. Each year the software maintenance comes up for renewal allowing the City staff to obtain patches, implement application enhancements, receive technical support assistance as well as keeping the licensing current. The software support and maintenance agreement are only available from Tyler Technologies, Inc.; therefore, the purchase is exempt from the competitive bidding statutes in accordance with the Texas Local Government Code, Section 252.022(a) 7 as sole-source procurement. The current agreement expires on March 31, 2023.
THE ALTERNATIVES CONSIDERED:
1. Do not authorize the maintenance agreement which will pose significant risks and exposes the City to irreparable consequences both operationally and publicly should the system fail. Technical assistance for any of the enterprise applications would not be immediately available for resolution should the City need it.
2. Authorize the renewal of the Software Maintenance Agreement with Tyler Technologies, Inc.
Which alternative is recommended? Why?
Staff recommends alternative 2; authorize the renewal of the Software Maintenance Agreement with Tyler Technologies, Inc.
CONFORMITY TO CITY POLICY:
Purchases made through a sole source are exempt from the competitive bidding process as stated in Texas Local Government Code section 252.022(a)(7)(A), a local government that purchases goods or services under this subchapter satisfies any state law requiring the local government to see competitive bids for purchases of the goods or services.
FINANCIAL IMPACT:
What is the amount of the expenditure in the current fiscal year? For future years?
The software annual maintenance agreement for fiscal year 2023 will cost $70,518.84. Future year projections are expected to exceed $50,000.
Is this a one-time or recurring expenditure?
This is a recurring expenditure.
Is this expenditure budgeted?
Yes, funds are available in the Information Technology Internal Service Fund account 627-2705-419.42-43.
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this expenditure?
Yes
RECOMMENDATION:
Staff recommends that City Council approve the maintenance agreement renewal from Tyler Technologies in the amount of $70,518.84 and that the City Manager or designee be authorized to execute any change orders as permitted by state and local law.
DEPARTMENTAL CLEARANCES:
Purchasing
Finance
Legal
ATTACHED SUPPORTING DOCUMENTS:
Quote
Sole Source
Presentation