Title
a. Approve and authorize the County Clerk/Recorder to execute Amendment No. 2 to the SaaS Services Agreement (A-15637) with Tyler Technologies, Inc. to include the Advanced Records Processing software application to facilitate Phase II of the County Clerk/Recorder’s Restrictive Covenant Modification Program for the term of July 1, 2025 through November 30, 2026 in an amount not to exceed $228,771 for a revised total aggregate contract amount not to exceed $898,246; and
b. Authorize the County Clerk/Recorder to sign up to two (2) amendments to this Agreement where the total amendments do not exceed 10% ($89,825) of the amended contract amount, do not significantly change the scope of work, and do not exceed the maximum aggregate amount of $988,071.
Report
RECOMMENDATION:
It is recommended that the County of Monterey Board of Supervisors:
a. Approve and authorize the County Clerk/Recorder to execute Amendment No. 2 to the SaaS Services Agreement (A-15637) with Tyler Technologies, Inc. to include the Advanced Records Processing software application to facilitate Phase II of the County Clerk/Recorder’s Restrictive Covenant Modification Program for the term of July 1, 2025 through November 30, 2026 in an amount not to exceed $228,771 for a revised total aggregate contract amount not to exceed $898,246; and
b. Authorize the County Clerk/Recorder to sign up to two (2) amendments to this Agreement where the total amendments do not exceed 10% ($89,825) of the amended contract amount, do not significantly change the scope of work, and do not exceed the maximum aggregate amount of $988,071.
SUMMARY/DISCUSSION:
On December 7, 2021, the Board authorized the County to enter into a non-standard software agreement (A-15637) with Tyler Technologies, Inc. for Tyler’s Eagle Clerk/Recorder Computer Software System and implementation services to replace the Office’s internal Symphony/AS400 recording, filing, cashiering, reconciliation, and reporting system.
The County Clerk/Recorder discovered discrepancies in the 2021 Board Action purporting to authorize the execution and the contents of the agreement.
On February 28, 2023, with Amendment No. 1, the Board ratified the execution of the agreement by the County Clerk/Recorder with a retroactive start date of December 1, 2021 through November 30, 2026 for a total aggregate contract amount not to exceed $669,475. In addition to ratifying the prior execution, the County sought to amend the agreement between the Parties to remove automatic renewals and provide for a fixed term.
Currently, the Recorder’s office utilizes Tyler Technologies, Inc. for the hosting of real property documents from 1978 to the Present for business purposes and customer viewing in the lobby. On September 28, 2021, the Governor approved Assembly Bill No. 1466 regarding real property discriminatory restrictions. Beginning July 1, 2022, as per Government Code 12956.3, the County Recorder’s office “shall establish a restrictive covenant program to assist in the redaction of unlawfully restrictive covenants in violation of subdivision (I) of Section 12955.”
The Recorder requests that the Board approve this amendment to include the Advanced Records Processing software application for Phase II of its Restrictive Covenant Modification Program and facilitate the seamless provision of services provided by the current vendor. The term for this amendment, as identified in the attached Exhibit A, shall be for July 1, 2025 through November 30, 2026. In an amount not to exceed $228,771. The revised total aggregate contract amount for December 1, 2021 to November 30, 2026 pursuant to the terms of this Agreement shall not exceed $898,246.
OTHER AGENCY INVOLVEMENT:
County Counsel has reviewed the Agreement and Amendment and has approved it as to form only. IT has reviewed and approved the Agreement.
FINANCING:
Funds for payment of this Amendment No. 2 are available in the County Clerk/Recorder’s Modernization Fund (027-2730-ACR003-8004).
There is no additional financial impact to the County General Fund.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The services rendered in this agreement provide the CCR with the additional support it needs to provide reliable and high-quality services to the residents of Monterey County.
___ Economic Development
_x_ Administration
___ Health & Human Services
___ Infrastructure
___ Public Safety
Prepared by: Chihiro Marie Tabata, Management Analyst, x6607
Authorized by: Marina Camacho, Assessor-County Clerk/Recorder, x5803
Attachments:
Service Agreement
Amendment No. 1
Amendment No. 2