CITY MANAGER AUTHORITY PROCUREMENT AWARDS
ACTION REQUESTED:
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Approve the award of Change Order #13 to Contract 16-015, ERP Software and Implementation, to Tyler Technologies to add additional scope
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DEPARTMENT: Finance Department
SUBMITTED BY: Rachel Mayer, Director
BACKGROUND:
The City Council awarded Contract 16-015 to Tyler Technologies on November 15, 2016 for the purchase and implementation of a new ERP system, which is comprised of three software:
• Enterprise ERP (fka Munis)
• Enterprise Permitting and Licensing (fka EnerGov)
• Cashiering
During the Tyler Connect conference this year, Tyler Technologies presented a new software add-on called the Decision Engine, which is used with the Enterprise Permitting and Licensing (EPL) software. The Decision Engine was created as a result of client feedback. Clients indicated that first-time/infrequent customers had difficulty knowing how to navigate through the various permits and plan application submittals in the EPL Customer Self Service portal. The Decision Engine helps customers navigate by answering questions about what they want to do.
TED Business Group and Community Services Department staff sees similar problems now on the City’s website and believes the Decision Engine will be a value-add addition to the new EPL Customer Self Service (CSS) portal for customers.
DISCUSSION:
The purpose of this change order is to purchase the Decision Engine and the associated implementation services. The cost is $30,200; however, this change order will not result in an increase in the contract award amount because the costs will be offset by unused implementation hours in other Tyler software modules.
It is anticipated that the EPL CSS portal and Decision Engine will go live in February 2023, which is when the TED Business Group begins to see an uptick in permit submittals.
The City could implement the EPL CSS portal without the Decision Engine. However, staff is concerned that customers that have limited interactions with the City will have a difficult time navigating the options within CSS. Customers will have to select the permit or plan type that they are submitting, and if they choose the incorrect item, it cannot be changed. A new submittal will be required to ensure that the application is processed appropriately. Decision Engine will make the overall process more customer friendly and reduce the likelihood of incorrect applications.
FISCAL IMPACT:
This change has no fiscal impact as it is only adding scope.