Title
Consider/Discuss/Act on a Resolution Authorizing the City Manager to Execute a Contract in the Amount of $318,473.00 with Tyler Technologies, Inc., for Acquisition of Incode a Municipal Court Software Application and Authorizes all Necessary Change Orders Under said Contract to an Aggregated Contract Amount not to Exceed $350,320.30
Summary
COUNCIL GOAL: Operational Excellence
(2C: Identify opportunities for internal efficiencies and continuous improvement to effect a high performing organizational culture)
MEETING DATE: October 16, 2018
DEPARTMENT: Municipal Court
Information Technology Department
CONTACT: April Morman, Municipal Court Administrator
Sid Hudson, Chief Information Officer
RECOMMENDED CITY COUNCIL ACTION:
• Approval of Resolution
ITEM SUMMARY:
• This Resolution authorizes the City Management to execute a contract with Tyler Technologies, Inc. for purchase and maintenance of a new Municipal Court Software Application.
BACKGROUND INFORMATION:
• The City is replacing its current CentralSquare Naviline court management system, including: Warrants, Citation, Case Management, Records Management, Reports Management, Financial Management, Jury Management, Prosecutor Features, e-file system for Attorneys, and Citizen Portal/Self-Service.
• A request for proposals (RFP) was issued July 11, 2017 for software vendors to respond to (17-70RFP). The RFP was advertised in the McKinney Courier Gazette, Posted on McKinney TC, and matched 339 eBid Supplier Notifications. The RFP clearly outlined the requirements of the Municipal Court Software System and provided background information needed by all the vendors allowing them to prepare their proposals.
• Two proposals were evaluated by a committee consisting of Subject Matter Experts (SMEs) for each area, and the vendors gave on-site demonstrations of their software to the committee.
• Through evaluation team of 6 staff members comprised from the Finance, Information Technology and Municipal Courts Department reviewed and ranked the proposals based on the following criteria:
o 10 points-Qualification and Experience
o 25 points-Functional Systems Proposal
o 10 points-Infrastructure Proposal
o 10 points-Service & Maintenance Proposal
o 5 points-Performance Proposal
o 5 points- Implementation Proposal
o 5 points- Contractual Proposal
o 10 points-Price Proposal
o 15 points-Demonstration
o 5 points-references/Site Evaluation
Timeline
• Upon selection of the software solution, a detailed calendar for the project, including elements similar to the following, will be developed:
o Signing of Software Contract
o Planning and Fundamental Training
o Assess and Define Project Scope
o System Configuration
o Testing
o Training
o Deployment
FINANCIAL SUMMARY:
• This Resolution authorizes a contract with Tyler Technologies, Inc., in the amount of $318,473.00 with a total contract value not to exceed $350,320.30.
• Funds are available in Capital Improvement Program Project IT1009.
BOARD OR COMMISSION RECOMMENDATION:
• N/A