Discussion and possible action to: (a) approve a single source purchase with Tyler Technologies, Inc. in the amount of $2,158,019 in three (3) annual payments to enter into a three (3) year Software as a Service License Agreement and $153,440 in implementation and migration services for the City’s Police Computer Aided Dispatch and Records System and (b) approve a budget transfer from contingency for the first year Software as a Service fees, support resources, and implementation services in the amount of $145,849.

The Police Department’s Computer Aided Dispatch System and Records Management system is running on the Tyler Technologies, Inc. on-premise platform.  Moving the police department’s New World environment from on-premises servers to the cloud brings several important advantages and mitigates the upcoming server operating system end of support. The cloud offers a more reliable and redundant infrastructure, which means better system uptime and automatic failover in the event of a major outage. Tyler Technologies will be able to monitor the environment more closely, allowing potential issues to be identified and addressed before they impact operations. This setup also ensures current software versions, which helps maintain compatibility and performance. Additionally, moving to a standardized cloud environment will streamline support from Tyler, reduce troubleshooting time, and eliminate uncertainty around system configuration. Overall, this shift positions the department for greater stability, faster support, and long-term sustainability.

Transitioning from the legacy Records Management System to Enterprise Records represents a significant step forward in modernizing the police department’s operations. This upgrade introduces a more intuitive and efficient platform designed to support the evolving needs of department personnel. Enterprise Records offers customizable dashboards that give leadership real-time visibility into workloads, crime trends, and report progress, enabling more informed decision-making. Its advanced search capabilities help reduce data duplication, improving both the accuracy and reliability of information available to officers. The system also delivers faster processing times, which is especially critical for detectives awaiting time-sensitive reports. Enhanced reporting and analytics tools will empower Crime Analysts with quicker access to actionable data, improving both speed and depth of analysis. Additionally, moving to a department-wide site license eliminates the need for purchasing additional individual software licenses, allowing officers to securely access the system from any workstation or device within the department. Overall, this transition will streamline workflows, reduce administrative burden, and provide a more responsive and capable records management solution. Tyler Technologies, Inc., as owner and manufacturer, is the sole source provider of New World Software as a Service (SaaS) licensing. 

Tyler Technologies, Inc., is the only source of maintenance (updates and technical support) and cloud migration services for Tyler Technologies customers.

A: Approve the three year SaaS single source licensing purchase and migration services with Tyler Technologies, Inc. and the budget transfer from contingency.

B: Deny approval of the three year SaaS single source licensing purchase and migration services with Tyler Technologies, Inc. and the budget transfer from contingency.

The FY26 SaaS licensing, migration and support resources will be funded via contingency and existing budget.  Ongoing funding of $130,700 and additional one-time project support resources will be requested in the FY27 budget. 

The budget transfer from contingency in the amount of $145,849 is based on a contract start date of February 1, 2026.  Upon execution of the SaaS contract, the City will receive a credit for unused prepaid maintenance fees.  If the contract were to be executed sooner, the contingency amount will be reduced based on an increased maintenance credit from Tyler Technologies.