DATE:
January 21, 2025
TO:
Mayor and Council Members
FROM:
Rachel Molina, City Manager
BY:
Casey Brooksher, Assistant City Manager
Victor Knight, Deputy Information Technology Director
SUBJECT:
Planning, Licensing, and Land Management System Implementation
RECOMMENDED ACTION
It is recommended that the City Council authorize the City Manager to enter into a three (3) year agreement in an amount not-to-exceed $1,325,296 with Tyler Technologies for both the implementation and three (3) years of licensing and support for a Planning, Licensing, and Land Management, (PLL) system.
BACKGROUND
In 2011, the City contracted with the vendor CRW Systems to implement the PLL system. The City began using the system for the Community Development, Building and Safety, Planning, and Engineering Divisions. The Code Enforcement Division began using the same system in 2014.
Since the City acquired the current PLL system, the company providing the software has changed ownership twice. Enhancements, updates, and support have ended. Supporting both Staff and customers on the existing product cannot be continued.
Due to the need for a replacement PLL system, in January 2023, the City contracted with a consultant (Woolpert) to identify City needs and requirements, as well as opportunities to improve City processes. The consultant selected was identified through a competitive evaluation.
Prior to selecting software to serve as the supported City PLL system, Woolpert analyzed existing Division operations and interviewed City staff.
ISSUES/ANALYSIS
Following an analysis of City PLL needs and opportunities for improvement, a Request for Proposal (RFP) incorporating the findings was developed to select the software that would replace the City’s existing PLL system. In addition to operational requirements, the specifications ensured that additional technical resources would be minimized, and the selected system would accommodate future City growth.
Eighteen responses to the RFP were received, and after evaluation, six vendors were interviewed. A panel representing Divisions utilizing the PLL system attended presentations provided by potential vendors and scored responses. After Tyler Technologies was selected, City Staff communicated with two similarly sized municipalities recently implementing Tyler Technologies’ PLL system for reference.
CITY GOAL SUPPORTED BY THIS ITEM
Organizational Health – Foster a high performing organization that provides opportunities for professional growth
FISCAL IMPACT
The total cost of the three (3) year agreement for both the implementation ($400,300) and three (3) years of licensing and support ($308,332 per year) for the PLL system is for an amount not-to-exceed $1,325,296.
If approved, the Fiscal Year (FY) 2024-25 cost of $388,392 will be funded by General Fund reserves, and a budget amendment will be presented at the Mid-Year Budget Review to appropriate the necessary funds.
ALTERNATIVE(S)
Provide alternative direction to staff.
ATTACHMENT(S)
None
City of Hesperia STAFF REPORT City of Hesperia STAFF REPORT City of Hesperia
STAFF REPORT
City of Hesperia
STAFF REPORT
Staff Report to the City Council
Planning, Licensing, and Land Management System Implementation January 21, 2025