TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: David Chantarangsu, Development Services Director
PREPARED BY: David Chantarangsu, Development Services Director
SUBJECT: Tyler Technologies, Inc. Second Amendment for Energov Data
Conversion
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RECOMMENDATION
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1) Approve Amendment No. 2 to an existing agreement with Tyler Technologies, adding data
conversion services by ratifying the cost proposal;
2) Authorize the City Manager’s designee to execute Amendment No. 2; and
3) Appropriate funding in the Fiscal Year 2023/24 Operating Budget in the amount of $98,000
to Account No. 1107500-71020 for a one-time Energov data conversion cost.
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PRIOR ACTION/VOTE
On November 5, 2019, the City Council adopted Resolution No. 19-4173, authorizing entering into an agreement with Tyler Technologies, Inc. for the purchase of Land Management System Software and implementation services (Vote: 5-0).
On October 18, 2022, the City Council authorized a first amendment to the agreement (Vote: 5-0).
CITY COUNCIL GOAL
Maintain a high performing organization that values fiscal sustainability, transparency, accountability and organizational efficiency.
BACKGROUND
In 2019 the City entered into an agreement with Tyler Technologies, Inc. (Tyler) to purchase new land management software (Energov) for the Building, Planning, and Engineering Divisions, including Murrieta Fire & Rescue. Energov replaced GovPartner as the City’s permit and plan review software platform. The Agreement included a requirement for the conversion of the City’s GovPartner data into Energov, and $20,000 was included in the Agreement to accomplish this effort. When budgeting for the Energov project in 2019, staff believed data conversion could be accomplished with little or no data import customization work.
After exporting a sample of data from GovPartner to evaluate the data that would be available in Energov upon conversion, it was determined that other significant data would be lost in the process and that a more detailed data conversion effort was needed. Staff subsequently engaged with Tyler to identify a more robust data conversion process to export critical data into Energov. The requested amount provides over 400 hours of data conversion work, whereas the original project budget only estimated a need for 80 hours. Council approval of this request ensures the City retains important project data associated with nearly 15 years of the City’s building, planning, fire, and engineering permit activity. Staff notes that this is a one-time expense.
Upon the City’s approval of the cost proposal (Attachment 1), the proposal shall function as a second amendment to the existing agreement.
FISCAL IMPACT
The funding source proposed to pay for the data conversion cost is from an existing Capital Improvement Project (CIP) No. 10002, established to provide the Finance Department with the ability to implement and modify its financial software. During the Fiscal Year 2023/24 CIP Budget Adoption, $98,000 was defunded from CIP 10002. Although the CIP project is still active, the remaining balance is expected to be adequate for the Finance Department’s needs in the future.
Staff is requesting a budget appropriation of $98,000 in Account No. 1107500-71020 for the data conversion expense. This is a one-time cost that does not increase the City’s current ongoing maintenance for Energov of $190,513. The City’s annual Energov maintenance fee is recovered through a technology charge included with every permit issued.
ATTACHMENTS
1) Tyler Data Conversion Cost Proposal/2nd Amendment