Staff Report.TylerContract
PREPARED BY: Gitta Ungvari
Finance Director
Reviewed by: Assistant Town Manager, Town Attorney, and Information Technology Manager
110 E. Main Street Los Gatos, CA 95030 ● 406-354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 12/06/2022 ITEM NO: 6
DATE: November 22, 2022
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Authorize the Following Actions Related to the Tyler Technologies Contract:
a. Authorize the Town Manager to Execute a Second Amendment to the
Agreement with Tyler Technologies to Increase Compensation by $33,000
for a Total Contract Amount Not to Exceed $1,295,061; and
b. Authorize an Expenditure Budget Adjustment in the Amount of $33,000
from Available Information Technology Fund
RECOMMENDATION:
Authorize the Following Actions Related to the Tyler Technologies Contract:
a. Authorize the Town Manager to execute a second amendment to the agreement with Tyler
Technologies to increase compensation by $33,000 for a total contract amount not to
exceed $1,295,061; and
b. Authorize an expenditure budget adjustment in the amount of $33,000 from available
Information Technology Fund.
BACKGROUND:
The Town of Los Gatos issued a Request for Proposal (RFP) to solicit responses from qualified
firms offering proven, integrated solutions to replace the Town’s current CentralSquare
FinancePlus Enterprise Resource Planning system, specifically in the areas of Finance, Human
Resources, Payroll, and Miscellaneous Billing.
After the RFP submittal, Tyler Technologies provided a demonstration of their Tyler Munis
system both to the executive management staff and to particular Town staff power users. The
response to the RFP was reviewed by an inter-disciplinary Town team, evaluating the submittal
based on enhanced reporting capabilities, streamlined process workflows, and self-service
online services for residents, customers, and vendors.
PAGE 2 OF 3 SUBJECT: Authorize Actions Related to the Tyler Technologies Contract DATE: November 22, 2022
BACKGROUND (cont’d):
The reviewers also assessed the proposer’s demonstration of organizational, functional, and
technical capabilities, as well as the experience, expertise, and qualifications necessary to
provide a fully integrated and proven ERP solution to include both implementation and ongoing
maintenance and support. Based on staff’s overall assessment, it was decided to enter into an
agreement with Tyler Technologies. Council approved this agreement at their June 21,2022
Meeting.
A first amendment was executed on August 17, 2022 to add language to the insurance section
of the agreement at the Town Attorney’s request.
DISCUSSION:
Staff has been working with Tyler to start the implementation and is in the process of
completing various analysis on the current and future state of the new enterprise resource
planning system. During these early stages of implementation analysis, staff become aware
that our original quote only included limited summary data conversion from the legacy system.
Staff is requesting converting five-years of detailed general ledger and five-years of budget
historical conversion with this agreement amendment (Attachment 1). Typically, governments
convert none or very limited data during the new system implementation and use their legacy
system to obtain historical data. Due to significant instability of the existing system, staff
recommends that five years of historical data conversion is necessary to secure access to legacy
data, streamline the reporting process, and increase Town-wide efficiencies.
CONCLUSION:
Authorize the Following Actions Related to the Tyler Technologies Contract:
a. Authorize the Town Manager to Execute a Second Amendment to the Agreement with Tyler
Technologies to Increase Compensation by $33,000 for a Total Contract Amount Not to
Exceed $1,295,061; and
b. Authorize an Expenditure Budget Adjustment in the Amount of $33,000 from Available
Information Technology Fund.
FISCAL IMPACT:
Sufficient funds for this amendment are available in the Information Technology Fund. For this
reason, the Council is also being asked to approve an expenditure budget adjustment in the
amount of $33,000 to the Capital Program Budget.
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
PAGE 3 OF 3 SUBJECT: Authorize Actions Related to the Tyler Technologies Contract DATE: November 22, 2022
Attachment:
1. 2nd Amendment to Tyler Technologies Agreement (Exhibit A Tyler Quote)