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STRATEGIC OUTCOMES |
ACTION |
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Department: |
☒ Safe & Prosperous |
☒ Motion |
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Information Technology |
☐ Active & Appealing |
☐ Resolution |
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☒ Respected & Responsible |
☐ Ordinance - Introduction |
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Division: |
☐ Connected & Engaged |
☐ Ordinance - Adoption |
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YRCS |
☐ Unique & Creative |
☐ Public Hearing |
TITLE: t
Contract Amendment: Tyler Technologies for YRCS
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SUMMARY RECOMMENDATION: Summary Recommendation
Authorize a contract amendment with Tyler Technologies (formerly New World Systems) to purchase and provide maintenance services for a regional public safety software system at an estimated total cost of $2,955,181.88 for the five-year term of the agreement. (Information Technology/YRCS) (Jeremy W. Jeffcoat)
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STRATEGIC OUTCOME:
The purchase of maintenance services for a regional public safety software system contributes to the City Council’s strategic outcomes of Safe and Prosperous and Respected and Responsible by providing predictable maintenance costs over the next five years. The public safety software system supports the numerous workflows performed by regional public safety agencies to maintain public safety throughout the region.
REPORT:
The Yuma Regional Communications System (YRCS) public safety software solution was purchased in June 2010 with a 10-year service maintenance agreement and implemented in January 2011. The City has subsequently amended the original agreement several times to invest in additional functionality and modify maintenance terms. The original product line is now towards the end of its product lifecycle and is being replaced with more feature-rich solutions. The current maintenance agreement has reverted to an annual renewal with annual increases that are at prevailing rates. The proposed amendment defines annual increases at a set 4% for the duration of the five-year agreement.
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5 Year Projected Maintenance Fees |
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July 1, 2025 - June 30, 2026 |
$516,205.88 |
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July 1, 2026 - June 30, 2027 |
$574,354.57 |
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July 1, 2027 - June 30, 2028 |
$597,328.75 |
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Jully 1, 2028 - June 30, 2029 |
$621,221.90 |
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July 1, 2029 - June 30, 2030 |
$646,070.78 |
The YRCS has received grant funding from Arizona Department of Emergency and Military Affairs agreement M23-007 to implement a modern public safety software system to increase the interoperability and efficiency of its member public safety agencies. The grant funding includes maintenance costs for the public safety software system for the first three years of the five-year agreement. All YRCS member agencies contribute funds to maintain the regional system and member agency fees will cover system maintenance costs after the grant agreement is completed.
FISCAL REQUIREMENTS:
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CITY FUNDS: |
$ 1,267,292.68 |
BUDGETED: |
$ 2,955,181.88 |
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STATE FUNDS: |
$ 1,687,889.20 |
AVAILABLE TO TRANSFER: |
$ 0.00 |
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FEDERAL FUNDS: |
$ 0.00 |
IN CONTINGENCY: |
$ 0.00 |
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OTHER SOURCES: |
$ 0.00 |
FUNDING: ACCOUNT/FUND #/CIP |
TOTAL $2,955,181.88
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YRCS State Grant Funds YRCS Funds |
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To total; right click number & choose “Update Field” |
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FISCAL IMPACT STATEMENT:
Sufficient budget authority is provided in the City Council’s approved FY 2025 budget and financial plan. The City reports the YRCS in the audited Annual Financial Comprehensive Report (ACFR) as a self-sustaining Enterprise Fund, like Utilities. When YRCS expends money, it is recorded as an expense for the full amount. Contribution from participating entities (including the City) is recorded as revenue.
ADDITIONAL INFORMATION:
SUPPORTING DOCUMENTS NOT ATTACHED TO THE CITY COUNCIL ACTION FORM THAT ARE ON FILE IN THE OFFICE OF THE CITY CLERK:
NONE
IF CITY COUNCIL ACTION INCLUDES A CONTRACT, LEASE OR AGREEMENT, WHO WILL BE RESPONSIBLE FOR ROUTING THE DOCUMENT FOR SIGNATURE AFTER CITY COUNCIL APPROVAL?
☒ Department
☐ City Clerk’s Office
☐ Document to be recorded
☐ Document to be codified
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Acting City Administrator: |
Date: |
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John D. Simonton |
03/25/2025 |
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Reviewed by City Attorney: |
Date: |
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Richard W. Files |
03/23/2025 |