HomeMy WebLinkAboutCONSENT Image conversion services Tyler JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
REGULAR AGENDA REQUEST
TO: Board of County Commissioners
FROM: Brenda Huntingford,Auditor
DATE: February 9,2026
SUBJECT: Image Upload Project
STATEMENT OF ISSUE:
Requesting signatures on the attached contract with Tyler Technologies for Digital Image Upload Conversion
Services.
ANALYSIS:
Project has been in the making for a couple years. This Contract is with our software vendor,
Tyler Technologies, for their services related to uploading the images& indexing the documents that
US Imaging has refined& indexed.
FISCAL IMPACT:
$7,000 from existing project funds (10551430/640101)
RECOMMENDATION:
Staff recommends that the BOCC authorize Chair of the Board of County Commissioners sign the contract
on behalf of the BOCC
REVIEWED BY:
g(?-19.4
Jo b . Peters, ounty Administrator Date
CONTRACT REVIEW FORM Clear Form
(INSTRUCTIONS ARE ON THE NEXT PAGE)
CONTRACT WITH: Tyler Technologies Contract No: TylerlmageUpload
Contract For: Image Upload Conversion Services Term: signature -completion
COUNTY DEPARTMENT: Auditors
Contact Person: Jessie Graves
Contact Phone: 360-385-9118
Contact email: JGraves@co.jefferson.wa.us
AMOUNT: $7000.00 PROCESS: — Exempt from Bid Process
Revenue: Cooperative Purchase
Expenditure: $7000.00 Competitive Sealed Bid
Matching Funds Required: _ Small Works Roster
Sources(s) of Matching Funds ,I, Vendor List Bid
Fund # oo1-on _ RFP or RFQ
Munis Org/Obj 10551430/640101 Other:
APPROVAL STEPS:
STEP l: DEPARTMENT CERTIFIES COMPLIANCE W JCC 3.55.080 AND CHAPTER 42.23 RCW.
CERTIFIED: t l N/A:I I ( 7-{OIA-go
Signature Date
STEP 2: DEPARTMENT CERTIFIES THE PERSON PROPOSED FOR CONTRACTING WITH THE
COUNTY (CONTRACTOR) HAS NOT BEEN DEBARRED BY ANY FEDERAL, STATE, OR LOCAL
AGENCY.
CERTIFIED: ❑ N/A: E 0( I 24oI 202-6
Signature Date
STEP 3: RISK MANAGEMENT REVIEW(will be added electronically through Laserfiche):
Electronically approved by Risk Management on 1/29/2026.
STEP 4: IROSECUTING ATTORNEY REVIEW(will be added electronically through Laserfiche):
Electronically approved as to form by PAO on 1/28/2026.
STEP 5: DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANAGEMENT AND
PROSECUTING ATTORNEY(IF REQUIRED).
STEP 6: CONTRACTOR SIGNS
STEP 7: SUBMIT TO BOCC FOR APPROVAL
1
• ••: Quoted By: Erin Walker
�• ••• tV e
r Quote Expiration: 5/5/26
• Quote Name: Image Upload
• technologies Conversion Services-
Pilot and Bulk
Sales Quotation For: Shipping Address:
Jefferson County Jefferson County
RENEE TALLEY 1820 Jefferson St
Port Townsend, WA 98368-6951 Port Townsend, WA 98368-6951
Phone: +1 (360) 385-9171
Professional Services
Description Extended Price Maintenance
Records Management
Image Upload Conversion Services-Pilot and Bulk
Total Hours 1
TOTAL $7,000 $0
Summary One Time Fees Recurring Fees
Total Tyler Software $0 $0
Total Annual $0 $0
Total Tyler Services $7,000 $0
Total Third-Party Hardware,Software,
Services $0 $0
Summary Total $7,000 $0
Contract Total $7,000
Comments
2025-576746-F9M5X6 CONFIDENTIAL Page 1
Unless otherwise indicated in the contract or amendment thereto, pricing for optional items will be held
For six(6)months from the Quote date or the Effective Date of the Contract,whichever is later.
Customer Approval: PLEASE REFER TO PAGE 5 FOR Date:
SIGNATURES
Print Name: P.O.#:
Comments
Client agrees that items in this sales quotation are, upon Client's signature or approval of same, hereby added to the existing
agreement("Agreement") between the parties and subject to its terms.Additionally, payment for said items,as applicable but
subject to any listed assumptions herein,shall conform to the following terms:
• License fees for Tyler and third party software are invoiced upon the earlier of (i)deliver of the license key or (ii)when Tyler
makes such software available for download by the Client;
• Fees for hardware are invoiced upon delivery;
• Fees for year one of hardware maintenance are invoiced upon delivery of the hardware;
• Annual Maintenance and Support fees,SaaS fees, Hosting fees,and Subscription fees are first payable when Tyler makes the
software available for download by the Client(for Maintenance)or on the first day of the month following the date this
quotation was signed (for SaaS, Hosting,and Subscription), and any such fees are prorated to align with the applicable term
under the Agreement,with renewals invoiced annually thereafter in accord with the Agreement.
• Fees for services included in this sales quotation shall be invoiced as indicated below.
o Implementation and other professional services fees shall be invoiced as delivered.
o Fixed-fee Business Process Consulting services shall be invoiced 50%upon delivery of the Best Practice
Recommendations, by module, and 50%upon delivery of custom desktop procedures, by module.
o Fixed-fee conversions are invoiced 50%upon initial delivery of the converted data, by conversion option,and 50%upon
Client acceptance to load the converted data into Live/Production environment, by conversion option.Where
conversions are quoted as estimated,Tyler will invoice Client the actual services delivered on a time and materials basis.
o Except as otherwise provided,other fixed price services are invoiced upon complete delivery of the service. For the
avoidance of doubt,where"Project Planning Services"are provided, payment shall be invoiced upon delivery of the
Implementation Planning document. Dedicated Project Management services, if any,will be invoiced monthly in arrears,
beginning on the first day of the month immediately following initiation of project planning.
o If Client has purchased any change management services,those services will be invoiced in accordance with the
Agreement.
o Notwithstanding anything to the contrary stated above,the following payment terms shall apply to services fees
specifically for migrations:Tyler will invoice Client 50%of any Migration Fees listed above upon Client approval of the
product suite migration schedule.The remaining 50%, by line item,will be billed upon the go-live of the applicable
product suite.Tyler will invoice Client for any Project Management Fees listed above upon the go-live of the first
product suite.
• Expenses associated with onsite services are invoiced as incurred.
•Travel Expenses will be billed as incurred according to Tyler's standard business travel policy.
Upload Services Statement of Work - Jefferson County, WA - ERM, On-Prem
Project Summary:
Tyler will provide Project Management and Specialized Resources to upload image and/or index data, as given in a
format that meets Tyler's format specifications for Jefferson County, WA—On-Prem.
Project includes approximately 119,652 images.
USI needs data from 1800-2000
2025-576746-F9M5X6 CONFIDENTIAL Page 2
Client's Data Vendor is US Imaging
Client Data Vendor Contact information:
Name: Tina Arundel
Email Address: tarundel aC�us-imaginq.com
Tyler Responsibilities:
• Project Management
• Validate data from vendor to ensure it is provided in Tyler format.
• Notify Client if data does not meet the required Tyler format.
• Upload correctly formatted data to Client's Enterprise Records Management System
• Send Client Acknowledgement form at the completion of each Phase.
**Tyler is not responsible for image quality or index accuracy.
Client Responsibilities:
• Provide Tyler Technologies Data Format Specifications to Data Vendor prior to delivery of project to Tyler
Technologies.
• Provide Tyler with access to image and index data from the Client's Data Vendor.
• Ensure there is ample hard drive space on the Client's server. (on prem only)
• Sign Client Acknowledgment form at the completion of each phase.
Scope of Work:
Phase I
1. Client or Data Vendor will provide image and/or index data as listed in Project Summary and in Tyler's pre-
determined format and according to the specification requirements provided by Tyler. Document and image
counts must be provided to Tyler at the time of delivery.
2. Tyler PM will assign specialized resources to project and communicate schedule to Client.
3. Tyler Upload specialist will run validation checks on 100% of the data to ensure data is in proper format
and report any discrepancies back to Client and/or data vendor.
4. If validation reveals errors in the data, data vendor will be notified and have 14 calendar days to resubmit
corrected data without risking project schedule. If data vendor takes more than 14 calendar days to resubmit
corrected data, your project will need to be rescheduled until the next opening resources are available.
5. Tyler Upload Specialist will load approximately 10% data to for Client to view the data.
6. Tyler will perform one test upload. If additional test uploads are requested, additional fees may be
incurred.
7. Client will have 10 business days to review and approve pilot load before proceeding to schedule bulk
upload of the balance of the data.
8. Client will sign Acknowledgement of completion of Phase I.
Phase II
1. Tyler Project Manager will schedule bulk upload to Client system and communicate schedule to client and
Tyler upload specialist.
2. Tyler will load all Data Vendor properly formatted data to Client system.
3. Tyler will perform one bulk upload. If additional bulk uploads are requested, additional fees may be
incurred.
4. Once bulk load is complete, Client will have 5 business days to review and sign Acknowledgement of
completion.
5. Client will sign Acknowledgement of Completion of Phase II.
The County is responsible for providing Tyler with an accurate list of sensitive personal data elements and complete
information about how they expect Tyler to handle sensitive data. The county will also be responsible for validating
data to ensure those rules are followed. Sensitive data can be defined slightly differently by different municipalities, but
generally includes SSNs, Financial Information like credit card or bank details, and personal data belonging to
children.
2025-576746-F9M5X6 CONFIDENTIAL Page 3
Billing milestones at the end of each phase. Acknowledgements at the end of each phase. Discrepancies
between SOW and data received will require a change order or amendment and could incur
additional costs.
2025-576746-F9M5X6 CONFIDENTIAL Page 4
Jefferson County
Board of Commissioners
By:
Greg Brotherton, Chair Date
SEAL:
ATTEST:
Carolyn Gallaway, CMC Date
Clerk of the Board
Approved as to form only:
0• C January 28,2026
Philip C. Hunsucker Date
Chief Civil Deputy Prosecuting Attorney
••::•• y
t l e r
• .
•
Image and/or Index Data Upload Questionnaire
Purpose:
Tyler System(s) clients have the choice to choose from various vendors to perform
Digitizing, Indexing, Redaction, or other Services. For this document, we will refer to our
Tyler Enterprise Records Management, Document Pro, Eagle, etc. clients as "County"
and Indexing, Digitizing, etc. vendors as "Data Vendor". The following questionnaire
must be completed between the County and Data Vendor to define project scope. Once
notified that an Image and/or Index Data Upload project has been requested, Tyler
Technologies Inside Sales Team will send this questionnaire to the County and Data
Vendor for completion. If a contract or purchase order has already been approved, the
Tyler Project Manager will submit this questionnaire to the County and Data Vendor for
completion and will schedule the next steps.
If the Data Vendor needs a copy of the County's index data for linking purposes, data
extracts can be requested prior to a contract or purchase order being signed between
County and Tyler Technologies.
Data Requirements:
Tyler requires a correctly formatted, pipe delimited file to properly load to the County's
system. It is critical for the Tyler Team to understand if the upload will contain index
data, images or both, as well as if records already exist on County's Enterprise Records
Management or Document Pro system. Additionally, in terms of indexed data, Tyler will
need to know the extent of the indexed data being uploaded.
High Level Process Steps:
• Tyler to extract existing index data where it exists and deliver to County or Data
Vendor.
• Data Vendor to perform scanning and/or indexing functions.
• Tyler will provide directions on the method the index data and/or images will be
delivered to Tyler for loading to County's system.
• Data Vendor and/or County will provide index data and/or images to Tyler in the
format required.
• Upon receipt of a signed contract or Purchase Order, Tyler will perform index
data and/or image upload.
• Tyler to notify Customer and Imaging Vendor upload is complete and ready for
validation.
• Customer to validate upload and sign Acknowledgement of Tyler services.
v.3/2021
Please Complete the Questionnaire
Contact Information
Name/Phone/Email
County: Jefferson WA
County Project Contact: Jessie Graves
County Technical Contact: Scott Carpenter
Data Vendor: US-Imaging
Data Vendor Project Manager: Tina Arundel
Data Vendor Technical Contact: Tina Arundel
General Questions
1. If there is a fiscal or financial deadline for this project, please indicate here:
12/31/26
2. Do you have Tyler Enterprise Records Management or Document Pro?
Enterprise Records Management
n Document Pro
3. Does your project involve uploading Index Book images?
Yes
n No
4. If you answered "Yes" to #3, does County have the Historical Index module?
n Yes
No
5. Is your records management system On-Premises or Hosted?
Yes
I/ No
6. What type of data will be uploaded?
n Index Data Only
n Images Only
Index Data AND Images
7. Will Data Vendor require an extract of County data prior to starting the project?
171 Yes
n No
8. What type of data will Tyler be uploading to your Records Management or
Document Pro system? (check all that apply)
n All New Data
nIndexing Only (no Images)
I� I Image Only (with stub index)
nFull Indexing with Images
✓ Existing Index Data
nReplace data on system with new data provided
nAppend new index data to existing index data on system
Attach Image to existing index data
171 Existing Images
nReplace images on system with new images provided
Append image files to existing images on system
9. Will this project include redaction?
nYes
7 No
10. If the answer to #9 is Yes, what type of redaction will be performed?
Burned in
nZonal redaction with X Y coordinates
11. Will this project include Annotations?
n Yes
I No
12. If the answer to #11 is yes, please describe.
Erin - On #5 they are NOT hosted.
Also they are Book/Page not BookNol/Page. These two things
were a little confusing while filling this out.
Also I need data from 1800-2000.
3
13. Are there any confidential documents included in this project?
Yes
No
* If the answer to #13 is Yes, Data Vendor must use appropriate document type
that flags confidential documents as confidential in the data file.
The county is responsible for providing Tyler with an accurate list of sensitive personal
data elements and complete information about how they expect Tyler to handle sensitive
data. The county will also be responsible for validating data to ensure those rules are
followed. Sensitive data can be defined slightly differently by different municipalities, but
generally includes SSNs, Financial Information like credit card or bank details, and
personal data belonging to children.
4
Document Pro system only:
If uploading images only, will these be:
nUploaded to a single indexed document/book type
7 Multiple various document types
Example for multiple various document types: Will some records be uploaded
as Deeds and others uploaded as Liens, etc.? Or will all records be uploaded to
the same type such as Historical Upload or Deeds? Please note that once the
document type is uploaded it cannot be changed in mass by a subsequent
upload.
***Required fields for Document Pro are DOCUMENT NUMBER, BOOK, and
PAGE
Indexing Questions:
1. Has a list of valid document types (record types/book types) been provided to the
vendor?
Yes
No
2. Will the data include a subdivision? If so, has a valid list of subdivisions been
provided to the vendor?
Yes
No
3. What fields will the Data Vendor be indexing?
Potential fields that may be indexed depend on the County's contract with the
Data Vendor.
Note: Many of these fields are not one to one (i.e. composite name vs. single
field names) and County's use can vary from site to site.
5
Required and optional index fields for Records Management are listed on
next page
* = Required Field
Planning to Index Y/N? Tyler Fields Extracted for Comments
Additional Comments Upload and/or Indexing
It Yes No *Internal Id This is a unique number within Enterprise
Records Management.
This will be supplied by Tyler for updates.
However, for uploads of new data, then this will
be supplied by the Data Vendor.
• Yes — No *Document Number
nYes n No *Recording Date
• Yes No *Document Type
• Yes No Book/Page or This will require coordination between the
Book/Volume/Page CountyNendor/Tyler to determine what has been
set up today.
Will always send one of these two types.
n Yes n No Return Address Almost always composite, comprised of the
f I I I following single and composite fields.
n Yes n No Legal Descriptions Summary of Platted Legal and PLSSLegal Fields
` I —Tyler does not send because this is for
searchers, not indexers.
riYes n No Platted Legal This will require coordination between the
County/Vendor/Tyler to determine what has been
set up today.
Yes n No PLSSLegal This will require coordination between the
CountyNendor/Tyler to determine what has been
set up today.
6
1
Planning to Index Y/N? Tyler Fields Extracted for Comments
Additional Comments Upload and/or Indexing
Yes ri
No Parcel Identification # (PIN)
Yes No Legal Remarks
nYes No Situs Address Almost always composite, comprised of the
following single and composite fields
Yes n No Grantor Name(s) Name Composite — (Note: may not always be a
(Can have multiple, would be Name Composite, can be a single field. This is
a comma delimited list) dependent on configuration and differs from state
to state.)
Name Composite - (first name, middle name, last
name, suffix, checkbox for human or non-human)
Iowa uses human/non-human checkbox.
This will require coordination between the
CountyNendor/Tyler to determine what has been
set up today. Would want to find out if using
single fields for a name or if it is all one field.
nYes n No Grantee Name(s) Name Composite — (Note: may not always be a
(Can have multiple, would be Name Composite, can be a single field. This is
a comma delimited list) dependent on configuration and differs from state
to state.)
Name Composite - (first name, middle name, last
name, suffix, checkbox for human or non-human)
Iowa uses human/non-human checkbox.
This will require coordination between the
CountyNendor/Tyler to determine what has been
set up today. Would want to find out if using
single fields for a name or if it is all one field.
n Yes No Instrument Date/
Document Date
7
, ,
In Scope Inventory:
Book Type(s): Official Records 1-154(7-99), Misc 10, Deed 168-176
Volume Range(s): Official Records 1-154(7-99), Misc 10, Deed 168-176
Recorded Date Range(s): 1968-1981
Approx. Document Count: 72,663
Approx. Image Count: 119,652
**Inventory can be attached to this questionnaire.
***Actual counts at the time of delivery required for validation
8