Agenda Item #13.5
For Council Meeting of: November 4, 2025
CITY OF SANTA ROSA
CITY COUNCIL
TO: MAYOR AND CITY COUNCIL
FROM: PAUL LOWENTHAL, DIVISION CHIEF FIRE MARSHAL, FIRE DEPARTMENT SUBJECT: APPROVAL OF THE FIRST AMENDMENT TO THE COOPERATIVE PURCHASE OF DIGITAL HEALTH DEPARTMENT (DHD) SOFTWARE FROM TYLER TECHNOLOGIES, INC. TO UPDATE AND MODERNIZE FIRE INSPECTION SOFTWARE AGENDA ACTION: MOTION
RECOMMENDATION
The Fire Department recommends that the Council, by motion, approve the first amendment to the cooperative purchase Agreement Number F002475 with Tyler Technologies, Inc., Plano, Texas for the Enterprise software in the amount of $200,843, for a total contract not to exceed amount of $390,388 and authorize the City Manager to make non-substantive changes to the Amendment, subject to approval by the City Attorney, and execute the Amendment. This item has no impact on current fiscal year budget.
EXECUTIVE SUMMARY
The current inspection software utilized by the Fire Department—Tyler Technologies’ Digital Health Department (DHD) system—is sunsetting on December 31, 2026. As a result, the Fire Department must identify and implement a new inspection and compliance tracking solution to meet ongoing requirements mandated by state law.
GOAL
This item relates to Council Goal #4 – Fostering a Safe, Healthy and Inclusive Community. Implementing and utilizing Tyler’s updated inspection and compliance tracking program supports the city’s goal of fostering a safe, healthy, and inclusive community by ensuring that businesses, facilities, and public spaces meet essential environmental and fire safety standards. The software enables more consistent and efficient inspections, faster response to violations, and better communication with property owners and operators, helping to prevent hazardous incidents before they occur. By protecting residents, workers, and vulnerable populations from potential environmental and fire risks, the city promotes public health and safety.
BACKGROUND/PRIOR COUNCIL REVIEW
On May 10, 2022, Council approved the purchase of the Digital Health Department (DHD) software with Tyler Technologies (22-037).
ANALYSIS
The Fire Department performs Certified Unified Program Agency (CUPA) triennial inspection and annual fire and life safety inspections for the City of Santa Rosa. The Fire Department is also responsible for reporting required data to California Environmental Reporting System (CERS) and state agencies who oversee the CUPA.
The Fire Department began using the DHD software in July of 2023. Prevention and Operations staff were fully trained during implementation and receive routine refresher training utilizing documents from Tyler and internally created tutorial videos and documents.
Upgrading the software to the Tyler Technologies Enterprise system maintains the continuity of data for migration.
FISCAL IMPACT
This item has no impact on FY 2025-2026 budget, current budgets with the Fire Department will meet the requirement for appropriations as previously approved by Council. Upcoming budget adoptions in the years FY 2026-2027 through FY 2028-2029 will include this expense going forward. Cost for the program in FY2026-2027 through FY 2028-2029 will be funded by a CUPA permit fee increase approved by council on July 22, 2025.
ENVIRONMENTAL IMPACT
Pursuant to CEQA Guidelines Section 15378, the recommended action is not a “project” subject to the California Environmental Quality Act (CEQA) because it does not have a potential for resulting in either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment. In the alternative, the recommended action is exempt from CEQA pursuant to CEQA Guidelines section 15061(b)(3) because it can be seen with certainty that there is no possibility that the recommended action may have a significant effect on the environment.
BOARD/COMMISSION/COMMITTEE REVIEW AND RECOMMENDATIONS
Not applicable.
NOTIFICATION
Not applicable.
ATTACHMENTS
Attachment 1 - DHD Saas Contract
PRESENTER(S)
Kemplen Robbins, Assistant Fire Marshal
APPROVAL OF THE FIRST AMENDMENT OF DHD SOFTWARE TO TYLER TECHNOLOGIES, INC. TO UPDATE AND MODERNIZE FIRE INSPECTION SOFTWARE PAGE 3 OF 3