Title
Approval of License and Services Agreement No. AGR21-20 with Tyler Technologies, Inc., in the Amount not to exceed $363,319, plus Applicable Gross Receipts Tax, for a term of five (5) years, for the purchase and implementation of the Eagle Recorder Software Solution, the Eagle Self-Service Public Access Solution, and Related Services; and Approval of Related Budget Revision 2022-33.
Recommended Motion
I move that Council approve License and Services Agreement No. AGR21-20 with Tyler Technologies, Inc., in the Amount not to exceed $363,319.00, plus Applicable Gross Receipts Tax, for a term of five (5) years, for the purchase and implementation of the Eagle Recorder Software Solution, the Eagle Self-Service Public Access Solution, and Related Services; I further move that Council approve Budget Revision 2022-33 as summarized on Attachment D and that the attachment be made part of the minutes of this meeting.
County Manager's Recommendation
The County Manager recommends that Council approve the motion as presented.
Body
The Los Alamos County Clerk is responsible for the recording, filing, indexing, archiving and retrieval of permanent records for Los Alamos County. Maintaining these documents in an accurate state, in compliance with law, while ensuring they are accessible quickly and efficiently, requires a robust, state of the art, Records Management System (“RMS”).
The County Clerk’s current RMS is over 14 years old, and holds over 114,000 electronic public record documents, with retrieval assistance provided to the public daily. In order to protect the long-term integrity of these records, and in the best interest of the County and its constituency, on January 7, 2021, the County advertised a formal competitive solicitation for a replacement Records Management System, through RFP21-20, as shown in Attachment B.
This solicitation sought an RMS designed to increase efficiency, by implementing a fully integrated land and official records solution that will offer constituents secure, online access to county land and official records, boosting transparency and saving resources by allowing citizens to search, access, and purchase public records using a self-service module. The proposals and demonstrations were reviewed by the RFP evaluation committee, who recommended award to Tyler Technologies, Inc. for these services, as they will provide the highest level of service, integration and efficiency for the County and its constituency. The Proposal provided by Tyler Technologies, Inc. in response to the RFP, as shown in Attachment C, provides a summary of the benefits of the proposed RMS software. The proposed RMS software will integrate with existing Tyler software utilized in Los Alamos County: Munis, Eagle Assessor, and Eagle Treasurer.
The Tyler Eagle Self-Service Public Access Solution offers a more robust online system, allowing citizens to search, access, and purchase public records using a self-service module. It also offers a robust financial and fee management system which will easily link to the County's existing financial applications. The public record search engine will return faster search results. This search engine also has highly advanced search functions including auto suggestion, which offers possible search terms as the user is typing them. This will make it easier for the public to conduct public record searches and access records, both in our office and on-line using an improved grantor / grantee search. This new system also has custom comprehensive instruction boxes that will allow users to complete electronic forms and to also navigate the public inquiry module in our office and on-line. The Tyler Eagle Recorder Software Solution fully integrates with the SECURE Electronic recording system portal and offers a secure built-in government-to-government submission which will provide authorized government agencies the ability to easily record documents electronically.
During the implementation, Tyler Technologies, Inc. will provide project management services, converting, importing, digitizing, migrating and/or consolidating existing data. Tyler Technologies, Inc. will also provide annual maintenance and support services, archival and records retention services, and disaster recovery services. The Statement of Work (“SOW”) documents the methodology, implementation stages, activities, and roles and responsibilities, and project scope listed in the Investment Summary of the Agreement between Tyler and Los Alamos County.
The proposed agreement is for a term of five (5) years and includes both capital startup costs and digitization services, in addition to annual maintenance and support services, archival and records retention services, and disaster recovery services. Capital startup costs include initial software licensing, programming, equipment acquisition, installation, start up and training activities.
Alternatives
Council could choose to not award the Agreement and direct staff to seek alternatives, either by pursuing services for another Records Management System that may not offer the same robust features or integrate as well with existing software services that the County uses, or by directing staff to conduct a new Request for Proposal. However given the age of the current RMS software, and in order to protect the long-term integrity of the records maintained by the County Clerk, this would not be recommended.
Fiscal and Staff Impact/Planned Item
A budget revision will be necessary to cover the one-time implementation and capital startup costs, in the current FY22 budget.
As a result of the seamless integration with existing Tyler software in Los Alamos County, this will be a cost sharing effort. The Los Alamos County Assessor has agreed to utilize funds from the Property Tax Valuation Fund to cover part of the one-time capital startup and implementation costs, in the amount of $168,587.00. Additional funds from the Clerk’s Recording Equipment Fund, in the amount of $50,000.00 will also be utilized to cover part of the one-time capital startup and implementation costs, as a portion of the recording fees collected by the County Clerk are set aside for the purchase and maintenance of hardware and software that support recording and archiving processes. The remaining balance of one-time capital startup and implementation costs, in the amount of $58,885 will be covered thru the General Fund.
Annual program costs are budgeted in the current FY22 budget, and are planned to be a continued shared cost, budgeted as a continuous line item in County Clerk and County Assessor future budgets.
The implementation of this RMS software will significantly save time and effort by County Clerk Staff once implemented and will seamlessly integrate with existing Tyler software in Los Alamos County.
Implementation of an alternative will require additional staff time for procurement, installation, software and data transition/migration, training, and potential associated costs.
Attachments
A - AGR21-20 Tyler Technologies Inc_Eagle Recorder_FINAL
B - RFP21-20 Records Management System for the County Clerk and Addenda 1 thru 3
C - Tyler Technologies, Inc. Response to RFP21-20, Steps 1 and 2
D - Budget Revision 2022-33