TO:Andrew P. Powers, City Manager
FROM:Jaime Boscarino, Finance Director
DATE:September 23, 2025
SUBJECT:Enterprise Permitting and Licensing Software
RECOMMENDATION:
1. Approve designation of Tyler Technologies, Inc. of Plano, Texas as a single- source vendor and award a Professional Services Agreement for continued use of the land management system permitting and licensing software in a not-to-exceed amount of $1,595,365.11 over the five-year term of the agreement.
2. Authorize expenditure in the amount of $216,540.66 for FY 2025-26 and $299,547.91 for FY 2026-27 from A/C #001-3410-612-6210 (Information Technology – software licenses).
3. Authorize City Manager, or designee, to execute the agreement with Tyler Technologies upon approval by City Attorney within the established not-to-exceed limit.
4. Find that this action is not a project as defined under the California Environmental Quality Act.
LEVINE ACT ITEM: Yes
FINANCIAL IMPACT:
No Additional Funding Requested. Minimal staff time required to prepare the report is included in the Adopted FY 2025-26 General Fund Budget. $216,540.66 is included in the Adopted FY 2025-26 General Fund Budget and $299,547.91 is included in the Adopted FY 2026-27 General Fund Budget for Tyler Technologies, Inc. computer software licenses. Additional funds for the remaining contract term will be requested during the upcoming biennial budget processes.
EPL Agreement
September 23, 2025
BACKGROUND:
The initial purchase of the Energov Enterprise Permitting and Licensing (EPL) software from Tyler Technologies, Inc. (Tyler) was approved by City Council on September 8, 2020, under Contract No. 12570-2020. This software supports critical City functions including Land Use Planning, maintaining property and ownership records, ensuring and enforcing regulatory compliance, and environmental monitoring. These functions are essential for both public services and internal City operations.
Since November 14, 2022, the system has been hosted in a cloud environment, providing significant benefits, including increased system stability, expanded support coverage, enhanced disaster recovery capabilities, and cost efficiencies.
City staff partners with Tyler to manage hardware, system upgrades, backups, and security, including software patching and configuration in accordance with industry best practices. This has allowed the City’s Information Technology (IT) staff to redirect their focus from system maintenance to other strategic initiatives.
DISCUSSION/ANALYSIS:
On January 28, 2025, City Council approved the five-year Information Technology Strategic Plan (ITSP). A key initiative within the ITSP is the re-implementation of the existing Tyler Enterprise Permitting and Licensing System, referred to as the Tyler EPL 2.0 project. This initiative involves reconfiguring the system based on recommendations provided by Park Consulting Group Corporation, who was hired to guide the Tyler EPL 2.0 project. These recommendations, aligned with industry best practices, aim to optimize system performance and functionality. In addition, the initiative includes establishing sustainable workflows and processes through thorough evaluation and documentation, as well as centralizing training and onboarding materials to ensure consistent usage across departments. The Tyler EPL 2.0 project strives to create a seamless “One City” approach, providing applicants with a unified process that eliminates distinctions between functional areas.
While the implementation of Tyler EPL 2.0 is underway, it is essential to maintain the City's existing Tyler EPL system to ensure continuity of operations. Due to the system’s complexity and the specialized knowledge required for its upkeep, it is recommended that Tyler be designated as a single-source vendor. The current five-year cloud agreement expires on September 30, 2025. Staff is actively negotiating a new agreement with Tyler that aligns with the City’s evolving needs.
Although there are a few terms of the agreement still being finalized, the not-to- exceed amount has been agreed upon.
EPL Agreement
September 23, 2025
Staff recommends City Council authorize the City Manager, or designee, to execute the agreement with Tyler (upon approval by City Attorney) within the established not-to-exceed limit.
LEVINE ACT (California Government Code § 84308):
This item is subject to the Levine Act (Attachment #1). City Councilmembers who have received a campaign contribution of more than $500 (aggregated) within the preceding 12 months from a party or their agent/representative, or a financially- interested participant involved in this proceeding may do either of the following: (1) disclose the contribution on the record and recuse themselves from this proceeding; or if applicable (2) return the portion of the contribution that exceeds $500 within 30 days from the time the official knew or should have known about the contribution, and participate in the proceeding.
All parties and their agents/representatives must disclose on the record of this proceeding any aggregated contribution of more than $500 made to any Councilmember within the preceding 12 months. Councilmembers are prohibited from accepting, soliciting, or directing a campaign contribution of more than $500 (aggregated) from a party, their agent/representative, or a financially-interested participant during a proceeding and for 12 months following the date a final decision is made. In addition, a party, their agent/representative, or a financially- interested participant is prohibited from contributing more than $500 (aggregated) to a Councilmember during a proceeding and for 12 months following the date a final decision is made.
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goal:
C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.
PREPARED BY: Purvi Bodawala, IT Analyst II
Attachment:
Attachment #1 – Levine Act Form
FIN:190-10H:\COMMON\Council\2025\Information Technology\092325 Enterprise Permitting & Licensing Software staff report.docx