CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: July 16, 2025
To: Honorable Mayor and City Council Members
From: Bill Gallardo, Interim City Manager;
Rolland Kornblau, Director of Information Technology
Department: Information Technology
Subject: Authorization of Annual Technology Infrastructure Services and Software Licensing not to exceed
$1,503,810.88 (All Wards)
Recommendation:
It is recommended that the Mayor and City Council of the City of San Bernardino, California, Authorize the Director of Finance & Management Services, or their designee, to issue a purchase order to Tyler Technologies, Inc., Frontier California, Verizon, Harris Computer Systems, Solutions Simplified for DocuSign, ECS Imaging, Inc., in an amount not to exceed $1,503,810.88.
Executive Summary
The Information Technology Department requests Council authorization for annual technology purchase orders totaling $1,503,810.88 for Fiscal Year (FY) 2025-26. This represents a necessary increase from the previous year's authorization, reflecting natural growth in users and services, as well as the ongoing need to maintain a robust and secure technological environment. This proposal continues proven vendor partnerships that successfully supported city operations in FY 2024-25, ensuring uninterrupted municipal services across all departments. Six (6) established vendors will provide essential services, including public safety systems, financial management, human resources platforms, telecommunications infrastructure, and general IT support. The budget includes a 10% contingency reserve to accommodate service modifications or unexpected technical requirements that may arise throughout the fiscal year.
Background
The City of San Bernardino actively continues to upgrade and maintain its technology infrastructure as an ongoing endeavor, with annual procurements that are essential for the deployment of innovative solutions across various city departments. These purchases are annual recurring charges for usage fees, software maintenance, and hardware maintenance, reflecting the city's proactive approach to technology management. The annual agreements are with trusted vendors: Tyler Technologies for public sector software (CAD and financial systems), Solutions Simplified for DocuSign to streamline digital signatures, Harris Computer Systems for financial management and payroll systems, ECS Imaging, Inc. for public safety records management, and Verizon and Frontier for essential internet connectivity and telephone services. These partnerships are critical to supporting the diverse technological needs of the city.
Discussion
The IT Department has conducted a comprehensive cost analysis based on current usage patterns and projected growth. Budget calculations incorporate historical usage data from FY 2024-25, vendor quotes, and anticipated service expansion requirements. For telecommunications providers (Verizon and Frontier), projections utilize average monthly costs from the previous fiscal year plus growth factors to account for increased data consumption and connectivity demands. All other vendors have provided formal pricing through executed quotations, ensuring transparency and accuracy.
A standard 10% operational contingency has been applied across all services to accommodate unforeseen service modifications, user growth, emergency technical requirements, or potential inflationary adjustments that may arise during the fiscal year.
This contingency is a crucial component of responsible budget planning, allowing for agility in responding to dynamic technological needs without requiring immediate supplemental appropriations.
VENDOR AMOUNT CONTINGENCY
(10%) Total Amount
Tyler Technologies (CAD) $420,640.21 $42,064.02 $462,704.23 Tyler Technologies (AEGIS) $219,045.54 $21,904.55 $240,950.09 Frontier California $287,933.78 $28,793.38 $316,727.16
Verizon Wireless $180,000.00 $18,000.00 $198,000.00
Verizon (MDC - Public Safety) $90,000.00 $9,000.00 $99,000.00 Harris Computer Systems $67,207.02 $6,720.70 $73,927.72 ECS Imaging, Inc. $20,046.25 $2,004.63 $22,050.88
Solutions Simplified (DocuSign) $82,228.00 $8,222.80 $90,450.80 TOTAL $1,503,810.88
Maintaining these vital contracts ensures that City staff have access to the necessary tools and infrastructure to efficiently deliver services to our residents, from emergency response to administrative functions. The continued investment in these technologies directly contributes to improved operational efficiency, data security, and overall municipal service delivery.
2021-2025 Strategic Targets and Goals
Authorization of the ongoing purchase orders aligns with Key Target No. 2:
Focused, Aligned, Leadership and Unified Community. Software and hardware applications are maintained to achieve operational efficiencies and support the organizational effectiveness of evolving processes.
Fiscal Impact
Funding is available within the approved FY 2025-26 Information Technology operating budget.
Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California, Authorize the Director of Finance & Management Services, or their designee, to issue a purchase order to Tyler Technologies, Inc., Frontier California, Verizon, Harris Computer Systems, Solutions Simplified for DocuSign, ECS Imaging, Inc., in an amount not to exceed $1,503,810.88.
Attachments
Attachment 1 - Tyler Technologies CAD
Attachment 2 - Frontier - Expense Report
Attachment 3 - Verizon - Expense Report
Attachment 4 - Verizon - MDC Expense Report
Attachment 5 - Harris Renewal Estimate
Attachment 6 - ECS Imaging Estimate
Attachment 7 - Solutions Simplified Quote
Ward:
All Wards
Synopsis of Previous Council Actions:
August 7, 2024 The Mayor and City Council adopter the purchase authorization for 2024-25 Annual Usage Fees, Software Maintenance, and Hardware Maintenance
July 19, 2023 The Mayor and City Council adopter the purchase authorization for 2023-24 Annual Usage Fees, Software Maintenance, and Hardware Maintenance.
June 15, 2022 The Mayor and City Council adopted the purchase authorization for FY 2022-23 Annual Usage Fees, Software Maintenance, and Hardware Maintenance.