CITY OF SAN MATEO
CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 13 Section Name: {{section.name}} Account Number: 26-3125 File ID: {{item.tracking_number}} TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Community Development Department
MEETING DATE: June 03, 2024
SUBJECT:
Community Development Permit Tracking Software – Amendment RECOMMENDATION:
Approve an Amendment to the Agreement with Tyler Technologies, Inc. to add payment processing services to the EnerGov Permitting and Licensing software; increase the annual service/maintenance fee by $1,080, for an annual total amount not to exceed $90,758.63; and authorize the Community Development Department Director to execute the Amendment in substantially the form provided.
BACKGROUND:
In June 2013, City Council approved an agreement with Tyler Technologies, Inc. (Tyler Technologies) for permit and project tracking software (EnerGov) with related services and support in the amount of $900,172. The term of this agreement for Tyler Technologies’ services automatically renews each year unless terminated by either party. The continuing fees for Tyler Technologies’ services, including licensing and maintenance/support, are thereafter renewed and invoiced on an annual basis. Here, staff requests approval to expand the scope of services from Tyler Technologies to include new credit card payment readers and software services in order to support online and in-person credit card payments (Tyler Payments). Expanding this scope of services by Tyler Technologies requires Council approval, since the original scope of services approved by Council in 2013 did not include Tyler Payments.
For the past few years, the City Hall Permit Center has utilized a third-party credit card processing company, Persolvent, to process all permit financial transactions. Due to security enhancements and upgrades to EnerGov, the existing Persolvent card readers are no longer supported, not compatible with EnerGov, and do not meet current security standards. The result is that the existing card readers at the permit center counter no longer function to process credit card payments. In order to continue receiving credit card payments in-person at the Permit Center, new credit card readers with the latest security technologies are required. Staff compared the new Persolvent product with the Tyler Technologies product and determined that utilizing Tyler Payments would ensure compatibility and function with EnerGov, provide quality service to the public, and ensure that current security requirements were met.
Having the ability to efficiently process payments both online and in-person is an essential function for building permit application processing. To achieve this, the City must have software and hardware that have current security and functional features. The move from Persolvent Payments to Tyler Payments will promote payment processing consistency with software that is compatible with the City’s current permitting database, EnerGov. This change requires the purchase of six new credit card terminals and an amendment to an existing Agreement with Tyler Technologies in order to use the Tyler Payments software. These new credit card terminals will meet current security standards and include touchless payment options, and will create a more user-friendly experience for our customers.
CITY OF SAN MATEO
BUDGET IMPACT:
The cost to purchase six new credit card terminals for the Permit Center will be $3,780, and the annual service/maintenance fee to use the Tyler Payments software will be $1,080. Transaction fees will be paid directly to Tyler Technologies by the payee as a pass-through expense, which is consistent with how transaction fees are currently processed. These additional costs to transition to Tyler Payments will be accounted for in Community Development’s Annual budget and would come from the Construction Services Fund.
ENVIRONMENTAL DETERMINATION:
Approval of Amendment No. 1 is not subject to CEQA review under the “common sense” exemption, because it can be seen with certainty that there is no possibility that adding credit card payment processing services to an existing agreement may have a significant effect on the environment. (CEQA Guidelines Section 15061(b)(3).) NOTICE PROVIDED:
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 – Amendment
STAFF CONTACT
Michael Titsworth, Building Official
[email protected]
(650) 522-7195