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JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
CONSENT AGENDA REQUEST
TO: Board of County Commissioners
FROM: Mark McCauley, Interim County Administrator
DATE: June 14, 2021
RE: Change order, RE: Contract with Tyler Technologies for Munis Financial and
HR/Payroll Software Suite
STATEMENT OF ISSUE: On June 24, 2019 the Board of County Commissioners approved a
contract with Tyler Technologies for$486,629 to acquire and implement Tyler's Munis Financial
and HR/Payroll Software Suite. During the implementation the Covid-19 pandemic struck which
resulted in significant delays and timeline disruptions. This was compounded by county staffing
issues where employees implementing the system had difficulty doing their normal jobs and
substantial additional work required to implement the system. Finally, our long-term HR
manager and Payroll specialist either retired or moved to another job, further compounding
our difficulties.
Go live dates for both the Financial and HR/Payroll modules have been repeatedly delayed. The
Financial module went live on June 1, 2021. We have decided to delay the HR go live date to
2022, potentially as late as June.
Staff remains committed to the successful implementation of the full software suite. To do so
will require a change order to the contract increasing the contract amount by$128,000 for
additional services. The Board approved the budget for this in the 15t Quarter Supplemental
Appropriation Hearing.
ANALYSIS: The attached change order increases the contract amount by$128,000.
FISCAL IMPACT: This request costs$128,000 which will be funded using general fund monies
residing in the Capital Improvement Fund. Because of the delay's nexus to the Covid-19
pandemic this expenditure would be eligible for residual CARES funding.
RECOMMENDATION: That the Board of County Commissioners approve the attached change
order and authorize the Interim County Administrator to sign it.
REVIE D BY:
Mark McCau y, Interim County A inistrator Dat
CONTRACT REVIEW FORM
CONTRACT WITH: Tylet Technologies TRACKING NO.:
(Contractor/Consultant)
CONTRACT FOR: Munis Software Implementation TERM: Until complete
COUNTY DEPARTMENT: Central Services
For More Information Contact: Mark McCauley
Contact Phone #: 360-385-9130
RETURN TO: Mark McCauley RETURN BY: ASAP
(Person in Department) (Date)
AMOUNT: $128,000 PROCESS: El Exempt from Bid Process
El Consultant Selection Process
Revenue N/A ❑ Cooperative Purchase
Expenditure $ 128,000 ❑ Competitive Sealed Bid
Matching funds Required N/A ❑ Small Works Roster
Source(s) of Matching Funds N/A ❑ Vendor List Bid
❑ RFP or RFQ
El Other
Step 1: REVIEW BY RISK MANAGEMENT
Review by:
Date Reviewed:
❑ APPROVED FORM ❑ Returned for revision(See Comments)
Comments
Electronically approved by Risk Management on 6/10/2021.
Step 2: REVIEW BY PROSECUTING ATTORNEY
Review by: Philip C. Hunsucker
Date Reviewed: Chief Civil Deputy Prosecuting Attorney
❑ APPROVED AS TO FORM El Returned for revision(See Comments)
Comments
t=i- iconically a loved a to rorm o rHu on 6Ar ui‘uz i.
A.• c? •pricin fd �.fired) DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK
NAGEMENT AND PROSECUTING ATTORNEY
Step4: CONTRACTOR/CONSULTANT SIGNS APPROPRIATE NUMBEROF
ORIGINALS
Step 5: SUBMIT TO BOCC FOR APPROVAL
Submit original Contract(s),Agenda Request,and Contract Review form. Also,please send 2 copies of
just the Contract(s) (with the originals)to the BOCC Office. Place"Sign Here"markers on all places the
BOCC needs to sign.
MUST be in BOCC Office by 4:30 p.m.TUESDAY for the following Monday's agenda.
(This form to stay with contract throughout the contract review process.)