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Consent-Community Services # 30.
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| Board of Supervisors |
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| Subject |
| Approve service agreement with Tyler Technologies in the amount of $183,550 to replace the current Permitting and Inspection software used in the Planning and Building divisions and approve recurring annual vendor fees of $88,320. (No general fund impact) (Echiburu) |
| Recommended Action |
| Approve service agreement with Tyler Technologies in the amount of $183,550 to replace the current Permitting and Inspection software used in the Planning and Building divisions and approve recurring annual vendor fees of $88,320. |
| Strategic Plan Goal(s) |
| Operational Excellence |
| Reason for Recommended Action/Background |
The Department of Community Services currently uses a software product called Trakit to manage and track data for applications, inspections and code enforcement cases within the Building and Planning Divisions. In 2016 the Department was notified by the system's vendor that the current version of the software would no longer be updated or supported after 2018.
Staff began evaluating options for a replacement system or upgraded version in the fall of 2018. Through an RFP process, the divisions narrowed the candidates, selecting the top two scoring vendors to present their systems capabilities to staff. The top scoring vendors were Tyler Technologies and Central Square (formerly Superion, and the current vendor for Trakit).
Staff from within Community Services and from the General Services, Information Technology (IT) Division were invited to attend the vendor presentations. Attendees were surveyed and the staff overwhelmingly preferred Tyler Technologies. Staff also received first hand feedback from other jurisdictions that are currently using services from Central Square and Tyler Technologies. The divisions narrowed their choice to EnerGov Development Suite offered by Tyler Technologies. Central Square (Superion) quoted a lower conversion cost, but higher annual costs as compared to Tyler Technologies. On a multi-year cost comparison basis, the two vendors were similarly priced. However, the technical and operational aspects of Tyler were found to be superior by the evaluating team.
Therefore, staff recommends that Tyler Technologies, with their product EnerGov, be the selected permitting and inspection software. |
| Collaborations (including Board advisory groups and external partner agencies) |
Department of Financial Services aided in the RFP Process, the IT Division assisted in rating the RFP and final selection, and County Counsel approved the contract as to form.
Collaboration from other jurisdictions as references include: Butte County, Shasta County, City of Vacaville, City of Corona, City of Encinitas, Temecula, and Redding. |
| Competitive Bid Process |
Request for Proposals (RFP) Service Requested: Permitting Software and Implementation
Evaluation Criteria Included in RFP
- Reasonableness of Costs
- Qualifications and Experience
- Delivery Schedule
- Demonstrated Competence/Past Performance
- Customer References
- Quality and Completeness of Submitted Proposals
Bids Received
| Bidder |
Overall Score |
| Accela |
1,509 points |
| Axiom |
910 points |
| Civil Systems |
367 points |
| IMS |
1,175 points |
| One Step |
472 points |
| Superion |
1,587 points |
| Tyler Technologies |
1,676 points |
Process of Determination: The RFP was reviewed by Community Services and IT staff. The top two scoring companies (Superion and Tyler) were invited on site for a demonstration of their product. Based on an overall majority vote, Community Services and IT agreed upon Tyler being the best candidate. |
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| Fiscal Impact |
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| Source of Funds for this Expenditure |
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Explanation (Expenditure and/or Revenue) |
| Further explanation as needed: |
| The Department of Community Services anticipates using budgeted funds to cover the expenses of the Tyler Technologies contract. The annual license and support costs for this technology will be paid for with existing Board adopted fees which are charged for building permits and other services. The department plans on putting a down payment of $100,000 this fiscal year, and will budget and expend the remaining amount upon full integration, anticipated for next fiscal year. |
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