Amendment No. 3 to the Licensing and Services Agreement with Tyler Technologies Inc. 

Brian Graves, Information Technology Manager

Daniel Choe, Deputy Director of Administrative Services

Adopt a Resolution of the City Council of the City of Rocklin Authorizing the City Manager to execute Amendment No 3. to the License and Services Agreement with Tyler Technologies Inc.

On March 24, 2020, the City Council authorized the City Manager to execute a 5-year maintenance agreement with Tyler Technologies, Inc. to provide and maintain the City’s Enterprise Resource Planning system software (Munis). Munis is a vital component of the City’s operations providing staff with the ability to manage day-to-day business activities including but not limited to accounts receivable, accounts payable, general ledger, costs, budgets, forecasting, payroll, talent, benefits, employee data management, and operational and financial reports. The total cost of the 5-year agreement was $443,000.

On April 27, 2021, the City Council authorized the first amendment to the agreement, giving the City Manager authority to add the Tyler Content Manager (TCM), an integrated records management system for Munis that will drastically reduce inefficient and paper-based processes, increasing the total cost of the 5-year agreement to $466,200.

On December 14, 2021, the City Council authorized the second amendment to the agreement, giving the City Manager authority to add the Tyler Brazos advanced mobile e-citation solution, which reduces the amount of time police officers spend on traffic stops, ensures all stop data required by the state under Assembly Bill 953 (Racial and Identity Profiling Act) is collected, and automates the transfer of data to the City’s police records and incident management system and the Placer County courts system. This increased the total cost of the 5-year agreement to $557,000.  

The City is currently utilizing an older version of the Munis system software that is antiquated and will no longer be supported at the end of the year. The new version of the Munis software provides a modern, web-based graphical user interface and additional functionality that can be leveraged to improve service delivery through streamlined business processes. Staff recommends expanding the agreement with Tyler Technologies Inc. to include professional services that will ensure a smooth transition to the new software. Additional services to be delivered include:

• Project plan development and implementation and resource management;
• Assessment of the City’s current processes to ensure a smooth migration to the new environment;
• Review of 3rd party data integrations including TimeControl, Telestaff, Trakit, ACTIVENet, and Wells Fargo Positive Pay.  Assist City IT staff with resolving any issues with data interfaces;
• Developing test plans and facilitate and assist with the completion of test plans and resolution of issues;
• Creating Powerpoint presentations, training materials, FAQs and user guides;
• Training for City employees on the new user interface, system features, and reporting system;
• Developing a go-live plan including the communications strategy and facilitate the final migration of data and settings to the new environment on the go-live date;
• Post go-live support and resolution of issues discovered and reported by users.

In addition, the professional services in the third amendment to the agreement with Tyler Technologies Inc. include implementing the workflow management, salary and benefit projections, and personnel actions functionality to promote and improve internal controls, personnel records, and conducting and forecasting what-if scenarios.

Amendment No. 3 is for $76,940, increasing the total contract amount to $633,940.

Amendment No. 3 will necessitate a budget appropriation up to $77,000 in the Technology Fee Fund (130). Staff recommends reimbursing Fund 130 using resources in the General Fund (100). The necessary budget amendment will be made as part of the quarterly financial report, provided that said recommendations are approved.