Department
Superior Court Clerk
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval to amend an existing contract - Clerk of Superior and Magistrate Courts, 14RFP93286A-CJC, E-Filing System with Tyler Technologies, Inc. (Plano, TX) to extend the contract through July 2, 2023 and to amend the scope of work for the integrated electronic filing system for all case types within the jurisdiction of State, Magistrate, Superior and Probate Courts. Effective upon BOC approval. (APPROVED)
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Requirement for Board Action (Cite specific Board policy, statute or code requirement)
In accordance with Purchasing Code Section 102-420, contract modifications within the scope of the contract and necessary for contract completion of the contract, in the specifications, services, time of performance or terms and conditions of the contract shall be forwarded to the Board of Commissioners for approval.
Strategic Priority Area related to this item (If yes, note strategic priority area below)
Justice and Safety
Commission Districts Affected
All Districts ☒
District 1 ☐
District 2 ☐
District 3 ☐
District 4 ☐
District 5 ☐
District 6 ☐
Is this a purchasing item?
Yes
Summary & Background This contract provides a fully integrated E-Filing System to accommodate all case filings within the jurisdiction of State, Magistrate, Superior and Probate Courts. This request will extend the existing contract through July 2, 2023 and amends the scope of work as follows:
A new section, titled Section M, Value Added Features, will be added:
M. Value Added Features: Tyler shall be permitted to develop and offer optional value-added features and/or services (“Value-Added Features”) to Registered Users of Tyler’s electronic filing service provider (“EFSP”) portal at no cost to the County. These Value-Added Features include (but not limited to) the following:
§ Redaction - an optical character recognition service which reads the text of a document and automatically redacts sensitive information. It also affords users the ability to make changes to the automated redaction candidates prior to finalizing the document for submission to the court.
§ Document Conversion - a solution which will convert documents from Microsoft Word format into the court-required PDF format.
§ Service without a Case - an offering which allows users to electronically send documents to other parties in an encrypted and secure manner. This service also tracks receipt of electronic delivery and the opening of these electronic documents to certain IP addresses.
§ Auto-Fill Filing - an optical character recognition service which will read the text of a document and automatically populate the required fields needed to electronically file the document with the appropriate court.
§ Bulk Filing - a service which will allow filers to submit multiple filings at once.
Tyler may assess subscription fees or transaction fees to Registered Users for their use of Value-Added Features. Fees may be transactional or offered through a subscription service. For the sake of clarity, such fees are separate from and do not otherwise affect the Filing Fees or other Use Fees collected by Tyler or the Client pursuant to the Agreement nor are they subject to revenue division with the County.
B. Exhibit D, will be revised as follows:
The use fees for electronic filers shall be defined as the per party per case convenience fees for electronic filing consistent with OCGA 15-6-11 for Superior and State Courts and shall not be more than allowed by said statue or any other statute. These fees and revenue share are outlined in the following chart.
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Description |
Superior and State Courts |
Magistrate Court |
Probate Court |
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Total Use Fees |
At least $19.00 but not more than the maximum allowed by statute. |
At least $14.00 but not more than the maximum allowed by statute, if any. |
At least $14.00 but not more than the maximum allowed by statute, if any. |
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County Share |
At least $2.00 but not more than the maximum allowed by statute. |
At least $2.00 but not more than the maximum allowed by statute, if any. |
At least $2.00 but not more than the maximum allowed by statute, if any. |
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Tyler Share |
The total use fees less the county share. |
The total use fees less the county share. |
The total use fees less the county share. |
Scope of Work:
Community Impact:
Department Recommendation: Recommends approval
Project Implications:
Community Issues/Concerns: No community concerns or issues have been noted.
Department Issues/Concerns:
Contract Modification
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Current Contract History |
BOC Item |
Date |
Dollar Amount |
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Original Award Amount |
14-0859 |
10/15/2014 |
Revenue Generating |
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1st Renewal |
17-0546 |
7/19/2017 |
Revenue Generating |
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2nd Renewal |
19-1163 |
12/18/2019 |
Revenue Generating |
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Extension #1 |
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Revenue Generating |
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Total Revised Amount |
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Revenue Generating |
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Contract Value: Revenue Generating
Prime Vendor: Tyler Technologies, Inc.
Prime Status: Non-Minority
Location: Plano, TX
County: Denton County
Prime Value: Revenue Generating
Total Contract Value: Revenue Generating
Total M/FBE Value: Revenue Generating
Exhibits Attached (Provide copies of originals, number exhibits consecutively, and label all exhibits in the upper right corner.)
Exhibit 1: Amendment No. 2 to Form of Contract
Exhibit 2: Contractor Performance Report
Contact Information (Type Name, Title, Agency and Phone)
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Contract Attached
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No
Previous Contracts
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Yes
Total Contract Value
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Original Approved Amount: |
Revenue Generating |
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Previous Adjustments: |
Revenue Generating |
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This Request: |
Revenue Generating |
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TOTAL: |
Revenue Generating |
Grant Information Summary
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Amount Requested: |
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In-Kind |
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Fiscal Impact / Funding Source
Funding Line 1:
All funds will be deposited into revenue line: Revenue Source 439-470-P016-6033
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Would you select/recommend this vendor again?
Yes
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