DATE: August 19, 2025
TO: Mayor and City Council
FROM: Director of Information Technology/CIO
SUBJECT: Adopt a Resolution Authorizing the City Manager to Negotiate and Execute an Amendment to the Agreement with Tyler Technologies, Inc. to Add the Environmental Health Module to Energov Online Permitting in a Not-to-Exceed Amount of $520,000 Annually
RECOMMENDATION
That the City Council adopts a resolution (Attachment II) authorizing the City Manager to negotiate and execute an amendment to the agreement with Tyler Technologies, Inc. to add the Environmental Health Module to Energov Online Permitting in a Not-to-Exceed Amount of $520,000 annually.
SUMMARY
On December 31, 2025, EnvisonConnect, the software currently in use by the Fire Department Hazardous Materials Program, will reach the end of its life and will no longer be supported. In anticipation of this date, staff undertook research to identify a comparable solution and determined the Environmental Health Module offered by Tyler Technologies Energov solution as the replacement. Staff recommend implementing the Environmental Health Module prior to the December 31, 2025 deadline and approval of this resolution will allow staff to begin working on this project to meet that deadline.
BACKGROUND
Accela, the company which owns EnvisionConnect, has communicated to the City that this product will reach the end of its software life and that customers must migrate away from the platform by December 31st, 2025. When software reaches the end of life, no further software updates or features will become available and no technical support will be offered to fix current software issues or future security vulnerabilities. Given these circumstances and security risks associated with outdated software, identifying an alternative product in place of EnvisionConnect became a priority. The Hazardous Material Program, in partnership with the IT Department, researched alternative solutions and concluded that Tyler Technologies Environmental Health Module met the needs and requirements of the Fire Department.
DISCUSSION
The Environmental Health Module is an invaluable tool for environmental health management, offering a suite of features that streamline operations, ensure compliance, and enhance overall program effectiveness. Its comprehensive capabilities make it a crucial asset for any organization committed to maintaining and improving environmental health standards.
This section discusses key highlights of the software offering:
CLOUD-HOSTED: The Environmental Health Module is cloud-hosted within the Tyler Technologies Energov platform. Availability, reliabity, and security of their cloud offering and associated data satisfy the City’s cloud-first objective to ensure solutions are accessible from desktop and mobile devices.
FIELD MOBILITY: Staff can access this solution in the field in addition to their desktop or laptop computers. This allows for staff to conduct inspections and input data in the field allowing for increased responsiveness and productivity.
IMPROVED EFFICIENCY: Automates routine tasks to reduce manual data entry which frees up staff time for higher priority work.
ENHANCED COMPLIANCE: Ensures adherence to enviromental health regulations through comprehenisive monitoring and tracking tools.
FISCAL IMPACT
The approximate annual maintenance cost of the old solution, EnvisionConnect, is $8,000 per year. This is paid for by the Information Technology Department via their Internal Service Fund (ISF) which receives its funding from the General Fund. Adding the new solution will effectively eliminate this $8,000 cost from the Information Technology ISF fund each year and instead strategically align costs of the new solution with the Fire Department’s CIP funds as the Fire Department has oversight of this solution.
The proposed agreement includes the $32,000 annual cost of the new solution as well as a one-time professional services fee of approximately $84,000 for implementation. As part of the negotiation for this software offering, staff reduced the amount of hours needed for professional services and staff will continue to search for opportunities during implementation to further reduce those costs.
The table below outlines the higher costs in year one due to one-time professional services fees and shows the approximate fees in years two and three assuming a standard 5% annual maintenance fee increase. Staff will return to Council seeking approval in future years should annual fess combined exceed $520,000 annually. Funding for the additional fees for this new software offering have been allocated and approved in the Fire Department FY2026 CIP
budget as Project 06964 and funding for the main Energov application has and continues to be allocated from Development Services.
Year 1 Year 2 Year 3
Energov Maintenance $404,000 $424,000 $446,000
Environmental
Health Module
Maintenance
$32,000 $34,000 $35,000
Environmental
Health Module
Professional Services
$84,000 $0 $0
Total $520,000 $458,000 $481,000
The largest expenditure, Energov Maintenance, has been budgeted, approved, and allocated from the General Fund annually since 2020. As a result, the impact to future maintenance costs to the General Fund are planned and built into the budget. Furthermore, the one-time Environment Health Module Professional Services and Annual Maintenance increases are provided from current and future CIP funds which do not pose an increase to what is planned to be paid from the General Fund. Taken together, these costs do not represent an unplanned increase to General Fund expenditures as these costs have been planned for and built into the General Fund and CIP funds in current and future fiscal years.
STRATEGIC ROADMAP
This agenda item supports the Strategic Priority of Improve Organizational Health.
Specifically, this item relates to the implementation of the following project:
Project R14: Ensure up to date technologies and processes
Staff is bringing forth this new item because of the need to continue Hazardous Materials Software for the Fire Department as the current product will no longer be supported as of December 31, 2025.
NEXT STEPS
If Council approves the attached resolution, staff will finalize the agreement with Tyler Technologies, Inc. and cause the agreement to be executed.
Prepared by: Nathaniel Roush, Acting CIO / Director of Information Technology
Recommended by: Nathaniel Roush, Acting CIO / Director of Information Technology
Approved by:
______________________________________________
Jayanti Addleman, Interim City Manager