TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: David Chantarangsu, AICIP, Development Services Director
SUBJECT:
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Approval of a Third Amendment to an Agreement with Tyler Technologies, Inc., and Amendment of the Fiscal Year 2024/25 Operating Budget
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RECOMMENDATION
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Approve a third Amendment to the Agreement with Tyler Technologies, Inc. for $106,224 for
eight (8) additional software licenses and enhanced customer support services for Energov Permitting and Licensing;
Authorize the City Manager to approve a future amendment for additional software licenses not to exceed $13,776; and
Approve an appropriation of $120,000 in the Fiscal Year 2024/25 Operating Budget for additional services from Energov Permitting and Licensing.
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PRIOR ACTION/VOTE
On November 5, 2019, the City Council approved Resolution No. 19-4173, authorized entering into an agreement with Tyler Technologies, Inc. for the purchase of the land management system software generally referred to as Energov (Vote: 5-0).
On October 18, 2022, the City Council authorized a first amendment for additional licensing and changes to the City’s software configuration (Vote: 5-0).
On September 5, 2023, the City Council authorized a second amendment for data conversion services (Vote: 5-0).
CITY COUNCIL GOAL
Maintain a high performing organization that values fiscal sustainability, transparency, accountability and organizational efficiency.
BACKGROUND
Staff in the Building, Planning, Engineering Divisions, and Murrieta Fire & Rescue have been using Energov for approximately 18 months. Energov is a land management system software, which among other capabilities, is used for online permitting. Implementation of the module for Code Enforcement is currently underway. With any new software, changes to software configuration become apparent to end users as they become familiar with software workflows relative to staff needs and City business processes. With Energov, the City must purchase hourly software configuration services to enact software changes. Alternatively, Energov offers “Energov Assist,” a subscription service enabling the City to access various services from Tyler, including software configuration changes.
Over the past 18 months, staff has identified over 40 software configuration changes that should be addressed. Of the changes identified, 12 have been classified as high priorities, and nine are designated medium priorities. High-priority items pertain to fee adjustments, workflow changes, and data reporting. Medium-priority items address similar items but were deemed a lower priority by impacted departments.
In addition to the various configuration changes, staff recommends the City Council set aside funds for the future purchase of additional licenses. Although the City maintains a sufficient number of licenses for existing staff, future staff would not have access to Energov without purchasing additional licenses. Setting aside funds for future license purchases ensures new users will be able to have access to Energov when needed without delay. Staff proposes to obtain licenses in two phases. Phase One licenses are necessary in the short term once the Code Enforcement module is implemented. Phase Two licenses would be part of a future amendment on an as-needed basis for new users.
Due to the number of changes to Energov requested by various departments, staff proposes to acquire the highest level of Energov Assist available for FY 2024/25 at a cost of $90,000. This provides the most robust level of assistance for configuration services to ensure dedicated Tyler staff work on our list of software configuration changes. In addition, staff requests $30,000 for future license purchases. The cost of the Phase One for eight (8) licenses is $16,224. The remaining amount of $13,776 would be reserved until it is needed.
FISCAL IMPACT
The Fiscal Year 2023/24 Operating Budget included an appropriation for Energov Assist and additional user licenses. However, due to timing constraints, the funds could not be encumbered before the end of the fiscal year. As a result, the unspent funds were returned to the Measure T Unassigned Fund Balance. Staff requests that $120,000 be re-appropriated from the Measure T (Fund 111) Unassigned Fund Balance for use in Fiscal Year 2024/25 in the General Ledger Account 1114400-60480.
ATTACHMENTS
1. Third Amendment to the Tyler Agreement