Adopt the Resolution.

On April 29, 2021, the Mayor and City Commission adopted Resolution No. 2021-31666, which approved the consolidation of the following agreements under the Tyler Maintenance and Support Agreement (MSA); Eden License and Services Agreement, New World Public Safety License and Services Agreement, Munis, Energov and Eden Access Maintenance License and Services Agreement, and New World Maintenance and Support Agreement.

The Information Technology Department continues the assessment and modernization of the City' s technology systems to ensure maximize value for current investments. This assessment has identified additional cost-effective tools from Tyler Technologies that can fill gaps, improve services, and ensure future integrations with critical systems.

New World Provides the City's Public Safety Departments with software maintenance, technical support, and software updates for the Computer Aided Dispatch System (911), Fire Records Management System, Police Records Management System, Mobile Computing, Real-Time Messaging, and other components required to meet life safety services for the public. These systems are critical to the operational and planning activities of the Police Department, Fire Department and Emergency Management.

Law Enforcement Mobile Site License CAD AVL: Enterprise Law Enforcement Mobile provides first responders with the information they need. It integrates with the National Crime Information Center (NCIC) and instant data-sharing capabilities between 911 dispatch, records, and electronic citation this solution enables users to access prior history information for increased situational awareness and improved officer safety. mobile site. Having a one-time implementation and training cost of $197,187.00 in FY 2024 plus an annual recurring cost of $40,104.00 in FY 2025, subject to an annual escalation not to exceed 5% per year.

Computer Aided Dispatched ASAP Interface: The Automated Secure Alarm Protocol (ASAP) is a national service for the processing of information from alarm monitoring stations needing emergency dispatch. This data exchange will streamline alarm notifications between alarm monitoring companies and the City’s Public Safety and Emergency Communications Centers. Having a one-time implementation and training cost of $18,200.00 in FY 2024, plus a recurring annual cost of $2,520.00 in FY 2025, subject to an annual escalation not to exceed 5% per year.

Enterprise Permitting and Licensing (EPL), formerly known as EnerGov, provides software solutions for many City departments, including Building, Planning, and Code Enforcement. Processes such as plans review, inspections, code enforcement, Business Tax Receipts (BTR), licensing, and cashiering are all processed within EnerGov. EPL also includes a Citizen Access Portal for online BTR submission and renewal, permit & plans submission, and inspection scheduling.

API Toolkit: The API tool kit will enable the City to create its own integrations to share data between Tyler and non-Tyler applications. The bundle contains resources available for Tyler application modules, such as Business Management, Community Development, Request & Enforcement Management, Credit Card Payment, Enterprise Permitting & Licensing Cashiering, Content Management, and Enterprise Permitting & Licensing IVR. Having a one-time implementation and training cost of $65,993.00 in FY 2024, plus a recurring annual cost of $13,200.00 in FY 2025, subject to an annual escalation not to exceed 5% per year.

The City currently pays yearly maintenance to Tyler Technologies for the aforementioned through it's yearly budgeting process as seen on the table below.

Proposed yearly Tyler Maintenance.

Following an in-depth assessment by the IT department, it has determined that current gaps in the functionality of Tyler’s applications can be addressed by the addition of software modules which are readily available. The following software modules are priced using a SaaS pricing model, which is consumption based.

Decision Engine is a digital permit guide that integrates with Tyler’s Enterprise Permitting & Licensing software to navigate applicants through, permitting, and licensing application and approval processes.

Tyler Notify will allow the City to create and send customized messages and interact with citizens, vendors, and employees via phone, email and text in a secure, auditable environment.

CITY MANAGER’S RECOMMENDATION

 
In order to fully and efficiently integrate essential functions of various City departments into the Tyler System, the City Manager recommends that the Mayor and City Commission waive, by a 5/7ths vote, the formal competitive bidding requirement, as permitted under Section 2-367(e) of the City Code, as being in the best interest of the City.

FY 2024 One Time Impact of $281,380.00

FY 2025 Recurring Impact of $55,824.00

In order to create a coterminous, consolidated service and maintenance agreement related to Tyler Technologies, the Administration recommends that the Mayor and City Commission authorize the City Manager to negotiate, and execute Amendment No. 2, Tyler Maintenance and Support Agreement (MSA) based upon the terms set forth herein. Said terms include the addition of the following products and/or services to the MSA Law Enforcement Mobile Site License and Automated Security Alarm Protocol (ASAP); and EnerGov full API toolkit to integrate Tyler and non-Tyler applications; which provide software maintenance and technical support for various life safety services for the police department, fire department and emergency management departments. API integrates with the national crime information center (NCIC), enabling public safety personnel to access prior history information for improved officer safety.

• (1) Mobile Site having a one-time implementation and training cost of $197,187.00 plus an annual recurring cost of $40,104.00, in addition

• (2) New World, Automated Secure Alarm Protocol (ASAP) product, used to streamline alarm notifications from alarm monitoring companies and the city’s public safety and emergency communications centers, having a one-time implementation and training cost of $18,200.00, plus a recurring annual cost of $2,520.00, subject annual escalations not to exceed 5% per year. increasing the total annual cost of the New World product by $215,387.00 for FY 2024, from $445,754.18 to $661,141.18.

• (3) API tool kit will enable the city to create its own integrations to share data between Tyler and non-Tyler applications, having a one-time implementation and training cost of $65,993.00, plus a recurring annual cost of $13,200.00, subject annual escalation not to exceed 5% per year. increasing the total contract amount for the MSA for FY 2024 from $1,313,239.43 to $1,594,619.43; and further authorizing the City Manager to issue work orders for software as a service (SaaS) products and services, on an as needed basis, to interface department functions with the Tyler system, for a total annual cost not to exceed the amount appropriated through the city’s budgetary process.