R2020-116 Resolution Authorizing Renewal with Tyler Technogies, Inc. for Maintenance Support - Incode Court Case Management Suite

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Information Technology DATE: 8/31/2020 MEMO: TO: Honorable Mayor and City Council Members FROM: James Edwards,Director,Information Technology SUBJECT: Annual Software Maintenance Renewal for the Incode Court Management System. SUMMARY RECOMMENDATION: Staff recommends that the City Council approve the attached resolution,authorizing the City Manager to renew the annual software maintenance for the Incode Court Case Management Suite and Incode Content/Document Management Suite with Tyler Technologies,Inc. BACKGROUND: In prior years,Council has approved annual software maintenance renewals with Tyler Technologies,Inc to use their Incode Court Case Management Suite and associated Content/Document Management Suite for the Administrative Code Enforcement System(Admin Court). The annual software maintenance fee,$39,870.67,is based upon the initial contract cost,and it covers application support for both software applications. This invoice is 5%over last year's maintenance costs. The period covered by this renewal is September 1,2020 to August 31,2021. This software is used by the Legal,Community Development and Finance Departments. PRIOR COUNCIL ACTION: None POTENTIAL OBJECTIONS: None Anticipated INPUT FROM OTHER SOURCES: None STAFF REFERENCE: James Edwards,Director,Information Technology(450-2236) BUDGET/TIME IMPLICATIONS: Most of these costs are included in the approved 2020 City Budget. The five percent (5%)increase from this vendor,however,is not in the budget. This annual maintenance agreement will be included in the IT Department's ongoing evaluation of support system software costs(most of which are provided through Tyler Technologies) which we are undertaking to determine if we can find economies in the city's overall software fees and support services. ATTACHMENTS: Description Type Resolution Resolution Letter Tyler Technologies Invoice Backup Material