Report Prepared by: Marvin Dillsaver, Communications Systems Supervisor, Police Department
Title
SUBJECT: Approval of Amendment to Standard Software Maintenance Agreement (SSMA) with Tyler Technologies for Public Safety Software Utilized by the Police and Fire Departments for a Term not to Exceed Five Years. The Combined Cost of the Five-Year Contract will not Exceed $1,237,782.16. The First-Year Cost is $217,645.86, with Annual Increases not to Exceed 4%. The SSMA will also Incorporate the State-Mandated Racial and Identity Profiling Act (RIPA) Stop Data Collection Software into the City’s Software Inventory
REPORT IN BRIEF
Considers approving amendment for the existing Standard Software Maintenance Agreement (SSMA), for a term not to exceed five years, and to incorporate the additional State-mandated software solution required to support compliance with state reporting obligations. This action will consolidate all Tyler public safety software utilized by the department under a single SSMA, streamlining administration and enabling unified billing.
RECOMMENDATION
City Council - Adopt a motion:
A. Approving the twelfth amendment to the Maintenance and Support Agreement with Tyler Technologies to continue maintenance and support for the public safety software utilized by the Police and Fire Departments for a term of five years in an amount not-to-exceed $1,237,782.16; and,
B. Authorizing the City Manager to execute this agreement and to execute any future contract amendments with Tyler Technology with a not-to-exceed the expenditure authority from recommendation A and contingent upon approval as to form by the City Attorney; and,
C. Authorizing the City Manager to execute zero-dollar future contract amendments with Tyler Technology and contingent upon approval as to form by the City Attorney.
Body
ALTERNATIVES
1. Approve, as recommended by Staff; or,
2. Deny; or,
3. Refer back to Staff for reconsideration of specific items.
AUTHORITY
Charter of the City of Merced, Section 200 and Merced Municipal Code Section 3.04.210.
CITY COUNCIL PRIORITIES
Enhance the efficiency and productivity of public safety staff by using technology to operate in a more resourceful manner.
DISCUSSION
The Police Department utilizes public safety software developed and provided by Tyler Technologies, headquartered in Troy, Michigan. The current Standard Software and Maintenance Agreement (SSMA) expired on June 30, 2025. A new SSMA and software license agreement are proposed and attached for consideration.
The proposed SSMA consolidates the existing standard software agreement and the Brazos agreement and incorporates the State-mandated California Stop Data user fee, which is based on the number of officers for whom the City submits required Stop Data reports. The agreement also provides annual maintenance and support services for all Tyler Technologies public safety software currently in use.
The initial term of the new SSMA will commence on July 1, 2025, and remain in effect for two years. Upon mutual agreement, the contract may be renewed for an additional two-year term (“First Renewal Term”), followed by a one-year renewal option, also subject to mutual agreement, for a total possible duration of five years of support.
The breakdown of support costs are as follows:
|
Terms of Support |
Annual Maintenance Costs |
|
2025/2026 Yr1 Initial Term |
$ 217,645.86 |
|
2026-2027 Yr2 Initial Term |
$ 226,351.69 |
|
2027-2028 Yr3 First renewal Term YR1 |
$ 235,405.75 |
|
2028-2029 Yr4 First renewal Term YR2 |
$ 244,821.98 |
|
2029-2030 Yr5 final renewal term |
$ 254,614.87 |
|
Subtotal of 5Yr contract |
$1,178,840.15 |
|
Contingency of 5% |
$ 58,942.01 |
|
Total cost over 5 Year agreement |
$1,237,782.16 |
The requested contingency amount is intended to cover any unforeseen costs that may arise outside the scope of the existing SSMA agreement. These costs may include additional software modules, support for public safety software, hosting services, training, educational resources, software enhancements, or related services necessary to maintain operational continuity.
IMPACT ON CITY RESOURCES
No appropriation of funds is necessary. Funds for the first year SSMA are included in the approved FY 25/26 Police budget. Renewal for remaining years covered under this agreement will be added to the Police budget through the normal budgeting process each fiscal year.
ATTACHMENTS
1. Original Tyler Contract
2. Amendment 12 to Original Contract