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Regular-General Government # 39.
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| Board of Supervisors |
Clerk-Recorder/Assesor/Elections |
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| Subject |
| Approve agreement with Tyler Technologies in the amount of $171,453 to replace the current Real Property and Vital Records document software used in the Clerk-Recorder office and approve recurring annual fees of $67,993. (No general fund impact) (Salinas) |
| Recommended Action |
| Approve agreement with Tyler Technologies in the amount of $171,453 to replace the current Real Property and Vital Records document software used in the Clerk-Recorder office, which includes installation, implementation, and staff training, and approve recurring annual fees of $67,993. |
| Strategic Plan Goal(s) |
Operational Excellence
Thriving Residents |
| Reason for Recommended Action/Background |
| In 2017 the Clerk-Recorder was informed by the systems vendor SouthTech Systems that the current software suite used in the department (C.R.i.i.s), was no longer going to be updated or supported at the end of the current contract period. The Clerk-Recorder has been using the same system for over 15 years with periodic updates during that time. The Clerk-Recorder began the process of evaluating replacement systems early last year. The following four vendors were asked to present their system capabilities to the department and staff: KoFile, SouthTech System, Tyler Technologies and Conduent. The Clerk-Recorder also sent county staff to Merced and Sonoma counties to see the systems of SouthTech and Tyler Technologies in working environments. The department eventually narrowed its choice to the Eagle Recorder Suite offered by Tyler Technologies. |
| Collaborations (including Board advisory groups and external partner agencies) |
DFS
Clerk-Recorder of Merced County
Clerk-Recorder of Sonoma County |
| Competitive Bid Process |
Tyler Technologies is a member of Sourcewell (formerly known as National Joint Powers Alliance). Tyler Technologies participated in the competitive bid process in response to Sourcewell's RFP #110515 by submitting a proposal on which Sourcewell awarded Tyler a Sourcewell contract numbered 110515-TTI.
As Yolo County is also a member of Sourcewell, it can accept contracts awarded through the Sourcewell RFP process. |
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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 Clerk-Recorder anticipates using department specific Trust Funds to cover the expenses of the Tyler Technologies Contract. Government Code 27361 and Health and Safety Code 103625 have allowed the Board of Supervisors to establish Clerk-Recorder Trust Funds and authorize the collection of funds through the daily transactions within the Clerk-Recorder. The Board of Supervisors has previously authorized the use of Trust Funds dollars, notably the use of over $600,000 for the remodel of the Clerk-Recorder offices in the Administration Building. A budget adjustment for this item will be included as part of the 2018-19 Midyear Budget Monitoring report in February. |
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