Title
Adopt a Resolution to Approve and Authorize the City Manager to Execute Annual Software Maintenance Agreement Renewals in Fiscal Years 2023-2024 and 2024-2025 with Tyler Technologies for the City’s New World Computer-Aided Dispatch and Records Management System for a Combined Amount of $455,076.00 to include the Annual Renewals of $216,703.00 in Fiscal Year 2023-2024 and $216,703.00 plus up to a 10% increase in Fiscal Year 2024-2025
Staffreport
COUNCIL PRIORITY
• Infrastructure
• Sustainability & Resiliency
• Fiscal Sustainability and Transparency
SUMMARY & RECOMMENDATIONS
Staff recommends City Council adopt a Resolution to Approve and Authorize the City Manager to execute annual software maintenance agreement renewals in Fiscal Years 2023-2024 and 2024-2025 with Tyler Technologies for the City’s Computer-Aided Dispatch and Records Management System for the combined amount not to exceed $455,076.00.
BACKGROUND
The San Leandro Police Department released a Request for Proposals (RFP) in July 2004 to replace the Police Department’s 17-year-old Computer Aided Dispatch/Records Management System (CAD/RMS) with an integrated system that interfaces with federal, state and county agencies for Property, Jail, Dispatch, Patrol, Investigations, Traffic and Records functions. New World Systems (now Tyler Technologies) was awarded the contract in March 2005.
The system now integrates with the City’s Geographical Information Software (GIS) and additional modules have been added to assist the Criminal Investigations Division and Dispatch.
Analysis
This annual software agreement renewal covers all of the licenses needed by the City to fully utilize the software and related software modules. This contract also includes services from the vendor, such as new software upgrades as they become available, and 24/7/365 priority telephone and email technical support.
Previous City Council Actions
• On October 4, 2021, the City Council approved the annual maintenance renewal agreement with Tyler Technologies for the Computer-Aided Dispatch System for Fiscal Years 2021-2022 and 2022-2023.
• On September 16, 2019, the City Council approved an annual maintenance renewal agreement with Tyler Technologies for the Computer-Aided Dispatch System.
• On September 17, 2018, the City Council approved an annual maintenance renewal agreement with Tyler Technologies for the Computer-Aided Dispatch System.
• On October 16, 2017, the City Council approved an annual maintenance renewal agreement with Tyler Technologies for the Computer-Aided Dispatch System.
• On June 2, 2014, the City Council approved an agreement with Tyler Technologies to upgrade the Computer-Aided Dispatch/Records Management System.
• On October 1, 2012, the City Council approved a five-year maintenance agreement with Tyler Technologies for the Computer-Aided Dispatch/Records Management System.
Legal Analysis
The City Attorney’s office reviewed and approved the purchase agreements as to form.
Financial Impacts
The combined total cost for fiscal years 2023-2024 and 2024-2025 is $455,076.
Sufficient funds are included in the Information Technology Internal Service Fund budget for technology equipment:
• Information Technology, Account 688-13-001-5311: $455,076
• Total $455,076
This Council action will not impact fund balance as there are funds available in the adopted budget.
ATTACHMENT
Attachment A: Resolution
o Ex A1:Tyler Technologies Quotation
PREPARED BY: Michael Sinor, Chief Technology Officer, Information Technology Department