Title
Municipal Court Software Purchase Agreement with Tyler Technologies
Body
RECOMMENDED ACTION (Motion):
Staff recommends the City Commission approve an agreement with Tyler Technologies for the purchase of INCODE municipal court software.
BACKGROUND:
The Oregon City Municipal Court administers judicial proceedings for most traffic offenses and misdemeanor crimes committed within city limits. The Court has been using outdated case processing software for many years, and that software will be discontinued in 2015. In accordance with requirements established in OCMC Chapter 2.40 for the purchase of goods and services, the Court Manager solicited bids from three vendors for a new software program. Tyler Technologies' INCODE program is reasonably priced and was ranked the highest based on functionality.
INCODE interfaces with the City's main financial software and E-Ticket systems. The interfaces will eliminate redundant data entry requirements which are labor intensive and subject to errors. The program also provides scanning capability for retention of records, which the court currently outsources at a cost of $2,000 annually. The program provides much better case tracking and reporting capabilities as well.
In addition to obtaining bids, the Court Manager contacted several other municipal courts to discuss software options. INCODE is utilized and highly recommended by the cities of Ashland, Lake Oswego, Happy Valley, Milwaukie, West Linn, and Wilsonville.
BUDGET IMPACT:
Amount: $53,260 for software and implementation, and $7,517 annually for maintenance.
Funding Source: General Fund, Municipal Court Division (the Adopted Budget includes $60,000 for the purchase and $7,800 for annual maintenance).