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CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 12 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: August 19, 2024
SUBJECT:
Community Development Permit Tracking Software – Amendment RECOMMENDATION:
Approve Amendment No. 2 to the Agreement with Tyler Technologies, Inc. to convert the existing on-premises EnerGov Permitting and Licensing software to a cloud-based service hosted by Tyler Technologies; increase the annual service maintenance/support fee from $90,759 to $194,381; and authorize the Community Development Director to execute the Amendment in substantially the form presented.
BACKGROUND:
In June 2013, City Council approved an agreement with Tyler Technologies, Inc. (Tyler Technologies) to purchase 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. Changes to this scope of services by Tyler Technologies requires Council approval since the original scope of services approved by Council in 2013 did not include cloud-based services.
The City of San Mateo IT Department hosts the software in City owned on-premises servers located at City Hall, requiring constant software and hardware maintenance, and monitoring and upgrades by City IT staff. The existing on-premises servers located at City Hall will not meet the requirements for the next generation of software upgrades and releases, which will necessitate a potential server replacement or transition to a cloud-based service. Current industry standard technology includes utilization of cloud-based technology for file storage, and within the next two years, this migration will be required by Tyler Technologies for all customers.
Since this transition will be required, staff recommends the early adoption of the cloud-based system and approval to expand the scope of services from Tyler Technologies to meet current industry technology standards, alleviating future risks for delays, promoting continuity of operations, efficiency of data transfer, and provide long-term cost savings.
With the proposed new cloud-based software, Tyler hosts the software applications and client data in secure, Tyler-owned data centers using Amazon Web Services technology. Tyler deploys, configures, maintains, and updates the software applications and related data. The City retains ownership of all data, but the burden of maintenance, monitoring and upgrading of the data server will shift from City staff to Tyler, adding future cost savings. There are no restrictions to file size and data storage capacities, which is currently limited, requiring the City to utilize the services of a third-party vendor (Azure) in providing added data storage space. This cloud-based system will also assist in advancing migration of stored data from EnerGov to Laserfiche. With the required security credentials, the new cloud-based SaaS system can be accessed without the use of a VPN, thereby increasing efficiency and security. This transition to the cloud-based system will free up
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in-house server space, reduce City overhead administrative burdens and provide the best solution for user experience, cybersecurity protection and monitoring now and in the future.
BUDGET IMPACT:
The annual service maintenance/support fee for the Energov Permitting and Licensing software will increase from $90,759 to $194,381 with the inclusion of the cloud-based SaaS service. However, it should be noted that the City will realize cost savings from reduced on-premises server needs and IT staff support, which will result in full cost recovery and actual cost savings over the first five years of the transition to the cloud-based service. The annual costs to pay for this cloud-based service as part of the Energov Permitting and Licensing software fee will be accounted for in Community Development’s Annual budget and would come from the Technology Fund and Construction Services Fund.
ENVIRONMENTAL DETERMINATION:
This Amendment is not a project subject to CEQA, because it can be seen with certainty that there is no possibility that transitioning EnerGov Permitting and Licensing software to cloud-based services will have a significant effect on the environment. (CEQA Guidelines Section 15061(b)(3).)
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 – Agreement Amendment #2
STAFF CONTACT
Michael Titsworth, Building Official
[email protected]
(650) 522-7195