HomeMy WebLinkAbout20252919.tiffcon c, -H loot (0
BOARD OF COUNTY COMMISSIONERS
PASS -AROUND REVIEW
PASS -AROUND TITLE: Tyler Technologies — software module for Passport Acceptance
DEPARTMENT: Information Technology
PERSON REQUESTING: Ryan Rose
DATE: 10/15/25
Brief description of the problem/issue:
Beginning in the month of December, the Clerk and Recorders Office intends to begin accepting passport
applications. To aid in the administration of this task, they are requesting additional functionality within our
existing software subscription. Tyler has a module for Passport processing. The configuration of the module is
not complicated, and the associated costs are budgeted for in the Clerk and Recorder Recording Technology
Fund. The agreement has been reviewed by the County Attorney's Office.
What options exist for the Board?
1) Approve additional module and functionality
2) Schedule work session with Clerk and Recorder
Consequences:
Administration of a new functional program in the Clerk and Recorder's Office
Impacts:
Operationally critical software to enable the new program
Costs (Current Fiscal Year / Ongoing or Subsequent Fiscal Years):
$18,000 in FY25 (Recording Technology Fund) Verified with Rudy Santos
$2,000 per year ongoing
Recommendation:
It is the recommendation of the Information Technology Department to approve this agreement.
Perry L. Buck
Scott K. James
Jason S. Maxey
Lynette Peppier
Kevin D. Ross
Support Recommendation Schedule
Place on BOCC Agenda Work Session Other/Comments:
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2025-2919
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Karla Ford
From:
Sent:
To:
Subject:
I support
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Perry Buck
Wednesday, October 15, 2025 7:28 PM
Karla Ford
Re: Please Reply - Tyler Passport Module Pass -around
From: Karla Ford <kford@weld.gov>
Sent: Wednesday, October 15, 2025 3:48:13 PM
To: Perry Buck <pbuck@weld.gov>
Subject: Please Reply - Tyler Passport Module Pass -around
Please advise if you support recommendation and to have department place on the agenda.
COUNTY, CO
Karla Ford
Office Manager & Executive Assistant
Board of Weld County Commissioners
Desk: 970-400-4200/970-400-4228
P.O. Box 758, 1150 O St., Greeley, CO 80632
0®000
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From: Ryan Rose <rrose@weld.gov>
Sent: Wednesday, October 15, 2025 3:33 PM
To: Karla Ford <kford@weld.gov>
Cc: Scott James <sjames@weld.gov>
Subject: Tyler Passport Module Pass -around
•
%0 tyler
• technologies
Sales Quotation For:
Stan Sadusky
Weld County
ATTN: STAN SADUSKY
Greeley, CO 80631
Phone: +1 (970) 356-4000
Tyler Software
Shipping Address:
Weld County
915 10th St
Greeley, CO 80631
Quoted By:
Quote Expiration:
Quote Name:
Erin Walker
3/17/26
Weld County, CO - Clerk
- Passport Module (Test
and Prod)
Description
Records Management
Passport Module
Professional Services
Software Total Year One Maintenance
TOTAL
$ 10,000
$ 2,000
Description
Records Management
Extended Price Maintenance
Project Management
Implementation
Total Hours
TOTAL
2O25-567O12-N7D4XO
40
$ 6,000
$0
CONFIDENTIAL Page 1
Summary
Total Tyler Software
Total Annual
Total Tyler Services
Total Third -Party Hardware, Software,
Services
Summary Total
Contract Total
One Time Fees
$ 10,000
$0
$ 6,000
$0
$ 16,000
$ 18,000
Recurring Fees
$ 2,000
$0
$0
$0
$ 2,000
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
r is later.
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Customer Approval: ���'` Date: 7 2a:":.
Perry L. Buck hair,
Print Name: Board of Weld County Commissioners P.O.6:
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.
2025-567012-N7D4X0
CONFIDENTIAL Page 2
20ZS-29l9,
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.
Weld County, CO - Passport Module & Transmittal Report
The Passport Transmittal Report feature allows sites designated as passport acceptance facilities to have the Federal Form DS -1832,
or Passport Application Transmittal, completed automatically in Records Management.
Records Management receives the necessary data to complete the Passport Application Transmittal through Records Public Access
requests when the clerk approves and receipts the transaction.
The Passport Transmittal Report feature does not include information to complete Federal Form DS -11, the Passport Application. It
only reports on required data needed to complete Federal Form DS -1832, the Passport Application Transmittal.
Tyler Technologies will provide remote services to Weld County, to configure the Passport Transmittal Report as outlined below:
Scope of Work:
Project Management
Professional Services;
- Configuration of Passport Module
- Implementation
- Software update (if applicable)
- Training
2025-567012-N7D4X0
CONFIDENTIAL Page 3
Contract For
Entity Information
Entity Name* Entity ID*
TYLER TECHNOLOGIES, INC/EAGLE @00000820
DIVISION
Contract Name*
AMENDMENT TO MSA TO INCLUDE PASSPORT
ACCEPTANCE FUNCTIONALITY
Contract Status
CTB REVIEW
O New Entity?
Contract ID
10016
Contract Lead *
JMUNDT
Contract Lead Email
jmundt@weld.gov
Parent Contract ID
Requires Board Approval
YES
Department Project #
Contract Description*
TO ADD PASSPORT ACCEPTANCE FUNCTIONALITY TO OUR EXISTING ENVIRONMENT, AND TO ENABLE
PROFESSIONAL SERVICES FOR THE INITIAL CONFIGURATION.
Contract Description 2
Contract Type* Department Requested BOCC Agenda Due Date
AGREEMENT INFORMATION Date* 10/25/2025
TECHNOLOGY-GIS 10/29/2025
Amount*
$18,000.00 Department Email Will a work session with BOCC be required?*
CM- NO
Renewable* InformationTechnologyGI
NO S@weld.gov Does Contract require Purchasing Dept. to be
Automatic Renewal
Grant
IGA
Department Head Email
CM-
InformationTechnologyGI
S-DeptHead@weld.gov
County Attorney
GENERAL COUNTY
ATTORNEY EMAIL
County Attorney Email
CM-
COUNTYATTORNEY@WEL
EY@WEL
D.GOV
included?
If this is a renewal enter previous Contract ID
If this is part of a MSA enter MSA Contract ID
Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts
are not in OnBase
Contract Dates
Effective Date
Termination Notice Period
Contact Information
Review Date
10/01/2026
Committed Delivery Date
Renewal Date
Expiration Date*
10/01/2026
Contact Info
Contact Name Contact Type Contact Email Contact Phone 1 Contact Phone 2
Purchasing
Purchasing Approver Purchasing Approved Date
CONSENT 10/22/2025
Approval Process
Department Head Finance Approver Legal Counsel
RYAN ROSE CONSENT CONSENT
DH Approved Date Finance Approved Date Legal Counsel Approved Date
10/22/2025 10/22/2025 10/22/2025
Final Approval
BOCC Approved Tyler Ref #
AG 102725
BOCC Signed Date Originator
JMUNDT
BOCC Agenda Date
10/27/2025
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