Memorandum
Date: May 9, 2023
To: The Honorable Lake County Board of Supervisors and all Board of Supervisor Members
From: Richard Ford, Assessor - Recorder
Subject: Approve Contract between Tyler Recording and County of Lake for a 5 year contract in the amount of $84,756 Initial and $41,256 annually thereafter and authorize Chair to Sign.
Executive Summary: In the fall of 2022, the current Recording, Cashiering and Archival software company (Halfile), notified the County they were exiting the market and would discontinue service at the end of 2022.
We sent five sealed bid requests in January of 2022. A comparison analysis of the bids submitted began at the end of January 2022. In March of 2022, Tyler Technologies was selected as the winning bid. From May 2022 until February 2023, County Counsel for the County of Lake and Tyler's Counsel worked on a contract and approved, as to content, a contract that wound meet the needs and requirements of our county.
First year annual cost plus install, setup and conversion fee is $84,756.00. $43,500 for initial system setup and $41,256 for 1st year annual SaaS/Maintenance Fees.
Annual fee is $41,256 for the first five years and then renewed annual with new adjusted cost thereafter. Tyler will notify county per contract and provided new fee 120 prior to renewal, at that point we have 45 days to accept new contract or decline.
If not budgeted, fill in the blanks below only:
Estimated Cost: ________ Amount Budgeted: ________ Additional Requested: ________ Future Annual Cost: ________
Purchasing Considerations (check all that apply): ? Not applicable
? Fully Article X.- and/or Consultant Selection Policy-Compliant (describe process undertaken in "Executive Summary")
? Section 2-38 Exemption from Competitive Bidding (rationale in "Executive Summary," attach documentation, as needed)
? For Technology Purchases: Vetted and Supported by the Technology Governance Committee ("Yes," if checked)
? Other (Please ...
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