TO: Mayor Bien-Willner and Town Council Members
FROM: Jill Keimach, Town Manager
Douglas Allen, CPA
DATE: September 12, 2019
DEPARTMENT: Finance
Staff Contact Douglas Allen
End
AGENDA TITLE:
Title
Report to Town Council on Expenditures Pursuant to Town Code Section 3-8-7
Body
RECOMMENDATION:
Recommendation
Affirm / approve the renewal of the Police Department’s New World System annual maintenance agreement with Tyler Tech in the amount of $154,963 for the service period July 1, 2019 to June 30, 2020.
Background
SUMMARY STATEMENT:
Continuation of the New World System is integral to operations in the Police Department. Since the Police Department isn’t replacing its New World system, the annual maintenance agreement with Tyler Tech is necessary to continue services in FY2020. The New World maintenance agreement is in the FY2020 Council adopted budget.
This agreement meets Town procurement requirements under Town Code Section 3-8-7 “Sole Source” and Section 3-8-8 “Competition Impracticable”. Tyler Tech is the only provider of the New World system and the Police Department is not in position to change systems.
Even though this agreement was budgeted for, and is deemed “Competition Impracticable”, Town Code Section 3-8-4 requires council approval of expenditures over $100,000.
Beginning June 2020, New World and similar maintenance and service agreements will be included on the annual budget calendar and Council action requested prior to the summer recess. This new process is part of an initiative to enhance current practices and aligning to the Town’s Policies and Internal Controls
ATTACHMENT(S):
01 Town Code
02 Invoice