Memorandum
Date: November 3, 2026
To: The Honorable Brad Rasmussen, Chair, Lake County Board of Supervisors
From: Robin Borre, Special Districts Administrator
Subject: 11:00 A.M. - a) Waive the competitive bidding process, pursuant to Lake County Code Section 2-38.4 Cooperative Purchases; b) Consideration of an agreement between Lake County Special Districts and Tyler Technologies, Inc. for a Software as a Service Agreement for Financial Management, Revenue Management, Enterprise Asset Management not to exceed $141,575 and implementation of the software by Tyler Technologies, Inc. not to exceed $423,108 and authorize the Chair to sign
Executive Summary: (include fiscal and staffing impact narrative):
The FY 26/27 Special Districts Administration Capital Asset Budget includes an appropriation of $778,000 for a new Software System. Special Districts has been using Cascade Wincams as our primary Financial, Utility Billing, Grant Management, and Equipment Management since 1998 and it needs to be updated to a modern software that encompasses all aspects of Special Districts. Wincams was designed as a fleet management system with basic financial and budgeting modules. We have also been using it for utility billing and project cost accounting. The system does not meet the standard required for our office to operate at our most efficient level.
The Lake County Sanitation District Board of Directors unanimously supports the purchase of the software package proposed and recommends the implantation as soon as possible.
This item was brought to the Board on July 7, 2026, and we are returning to complete the purchase. The Technology Advanced Planning Review (TCG) committee recommended postponing the purchase until Workday went live and verification of the need was confirmed. We have reached out to schedule a follow up and have been told that we do not need to return to the committee to move forward.
The sewer districts have a notice of violation with a corrective action to implement a Computerized Maintenance Management System (CMMS). This is also referred to as an asset management system. The CMMS was required by the State for all wastewater systems in 2022. The district received a Notice of Violation (NOV) requiring the District to implement a system. Tyler Technologies offers this package, which works in conjunction with the financial and revenue management modules allowing Special Districts to have an all-in-one software package. This also integrates our GIS mapping for real time infrastructure information and will integrate with Workday. Workday will remain the primary financial system and information will be imported into Tyler.
Tyler Technologies will provide full implementation of all the modules ensuring a smooth transition from Wincam’s software to Tyler’s software and integration with Workday. The $423,108 budgeted for implementation is billed on actual hours so actual costs may be less than the budget. Tyler will be provided onsite training for staff. Additional funding is budgeted in the amount of $213,317 for contingency and for field staff technology, hardware and other possible items. These are not part of the Tyler contract.
Software agreement was sourced competitively through Sourcewell’s cooperative purchasing contract with Tyler Technologies, Inc (Sourcewell Solicitation Number #060624). The bid is in accordance with the County’s purchasing code Section 2-38.4, Cooperative Purchases. Software quote/contract, Software Investment Summary, Statement of Work, and Sourcewell contract are attached in the agenda packet.
Staff respectfully requests that your Board approve the agreement for a Software as a Service Agreement for Financial Management, Revenue Management, Enterprise Asset Management.
Technology projects are exempt from environmental review.
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If not budgeted, fill in the blanks below only:
Estimated Cost: $564,683 Amount Budgeted: $ 778,000 Additional Requested: 0 Future Annual Cost: 0
Consistency with Vision 2028 and/or Fiscal Crisis Management Plan (check all that apply): ☐ Not applicable
☒ Well-being of Residents ☒ Public Safety ☒ Infrastructure ☐ Technology Upgrades
☐ Economic Development ☐ Disaster Recovery ☐ County Workforce ☐ Revenue Generation
☐ Community Collaboration ☐ Business Process Efficiency ☐ Clear Lake ☐ Cost Savings
If request for exemption from competitive bid in accordance with County Code Chapter 2 Sec. 2-38, fill in blanks below:
Which exemption is being requested? N/A
How long has Agreement been in place? N/A
When was purchase last rebid? N/A
Reason for request to waive bid? N/A
a) Waive the competitive bidding process, pursuant to Lake County Code Section 2-38.4 Cooperative Purchases.
b) Approve agreement between Lake County Special Districts and Tyler Technologies, Inc. for a Software as a Service Agreement for Financial Management, Revenue Management, Enterprise Asset Management not to exceed $141,575 and implementation of the software by Tyler Technologies, Inc. not to exceed $423,108 and authorize the Chair to sign.