REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
August 4, 2026
FROM
JOSIE GONZALES, Assessor-Recorder-County Clerk
SUBJECT
Title
Amendment to Agreement with Tyler Technologies, Inc., for Server and Database Migration Services and Other Professional Services
End
RECOMMENDATION(S)
Recommendation
1. Approve Amendment No. 5 to Agreement No. 20-645 with Tyler Technologies, Inc., for server and database migration services, to support County compliance efforts in accordance with County Policy No. 09-06 SP01 and other professional services, increasing the agreement by an amount not-to-exceed $11,800, from $5,447,286 to $5,459,086, with no change to the term of May 7, 2018, through May 6, 2028.
2. Authorize the Purchasing Agent to execute any subsequent order forms required by Tyler Technologies, Inc. for additional professional services, in an amount not-to-exceed $10,000, subject to County Counsel review.
(Presenter: Josie Gonzales, Assessor-Recorder-County Clerk, 382-3204)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Improve County Government Operations.
Operate in a Fiscally-Responsible and Business-Like Manner.
FINANCIAL IMPACT
Approval of this item will not result in the use of additional Discretionary General Funding (Net County Cost). The server and database migration services will be $1,800. A contingent amount of not-to-exceed $10,000 has also been included for additional professional services that can be utilized throughout the remainder of the contract term for unforeseen system modifications. The total estimated not-to-exceed cost for server and data migration services and other professional services is $11,800. Adequate appropriation and revenue are included in the Assessor-Recorder-County Clerk’s (ARC) 2026-27 Recorder Modernization budget (3110002340) and will be included in future recommended budgets.
BACKGROUND INFORMATION
The Recorder-County Clerk Divisions of ARC utilize a Land Vital Records software solution called Tyler Enterprise Records Management to provide services to the public such as recording documents and maps, as well as indexing, verifying and retrieving documents; and issuing marriage licenses, birth/death/marriage certificates, and fictitious business names.
Tyler Technologies’ (Tyler) computer software solution is currently being housed on a server that is nearing its end of life. Tyler’s server and database migration services would transfer data, applications, and configurations from an old server to a newer one to improve performance and security. Included in the migration services is assessment, planning, data transfer, and a final cutover that minimizes downtime and data integrity. These migration efforts are being completed in compliance with County Policy No. 09-06 SP01 by safeguarding County information technology systems to minimize risk of compromise and the loss the valuable assets. A contingency for Tyler’s other professional services has been included in Amendment No. 5 that may be utilized throughout the remainder of the agreement term for unforeseen system modifications that might result from version upgrades, enhancement deployments, changing business needs, or changes in technology, statutory, and policy requirements.
On May 1, 2018 (Item No. 14), the Board of Supervisors (Board) approved the County’s participation in Sourcewell (formerly known as National Joint Powers Alliance, or NJPA) Agreement No. 110515-TTI with Tyler, resulting in the approval of Agreement No. 20-645 for the purchase of a Land and Vital Records software solution to record, file, and cache documents and their related information for the Recorder-County Clerk. The agreement amount was not to exceed $3,825,515 for the period of May 7, 2018, through May 6, 2023. The item also authorized the Purchasing Agent to execute documents necessary for participation in the Sourcewell agreement.
On August 11, 2020 (Item No.16), the Board approved Amendment No. 1 to Agreement No. 20-645, for the removal of a Fraud Guard software license and maintenance offered by Tyler in the original agreement and accepted a credit of $48,000. The Board approved for the credit to be used towards funding change orders to make corrections or adjustments to the software solution to ensure optimal operation. All other terms of the agreement remained unchanged.
On April 25, 2023 (Item No.16), the Board approved Amendment No. 2 to Agreement No. 20-645
with Tyler, for maintenance and support services of a Land and Vital Records software solution to record, file, and cache documents, increasing the agreement amount by $1,211,771, from $3,825,515 to $5,037,286, and extending the term by five years, for a total agreement term of May 7, 2018, through May 6, 2028.
On December 3, 2024 (Item No. 11), the Board approved Amendment No. 3 to Agreement No. 20-645 with Tyler, for additional maintenance and support services of a Land and Vital Records software solution to record, file, and cache documents, increasing the agreement amount by $400,000, from $5,037,286 to $5,437,286, with no change to the term of May 7, 2018, through May 6, 2028. The additional maintenance and support services included the Image Upload Project, transition from Bridge Pay to Tyler Payments, use of the Vital Access online portal, and use of the E-Certify software tool. Secondly, the Board approved a Payment Processing Agreement No. 24-1172 with Tyler, including non-standard terms, for a total term of December 23, 2024, through May 6, 2028, for credit card processing software and hardware service support. Thirdly, the Board approved a Submitter Merchant Agreement No. 24-1173 with Paymentech, LLC and JPMorgan Chase Bank, N.A. including non-standard terms, for a total term of December 3, 2024, through May 6, 2028, for payment processing instructions and guidelines.
On May 5, 2026 (Item No. 18) the Board approved Amendment No. 4 to Agreement No. 20-645 with Tyler, for Filing Access Module services of a Land Vital Records software solution to record, file, and cache documents, increasing the amount by $10,000, from $5,437,286 to $5,447,286, with no change to the term of May 7, 2018, through May 6, 2028. Secondly, the Board approved Amendment No. 1 to non-financial Agreement No. 24-1172 with Tyler Technologies, Inc. for credit card payment processing software and hardware services support, to add an additional non-standard term, with no change to the term of December 3, 2024, through May 6, 2028.
Approval of Amendment No. 5 will allow the ARC to improve County government operations and operate in a fiscally-responsible and business-like manner by implementing migration services to move its computer software solution from a server at its end of life to a newer server. This migration will improve performance and security, while minimizing downtime and data integrity. Amendment No. 5 will also assist ARC with planning for unforeseen system modifications that are required for continuity of operations.
PROCUREMENT
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Kenneth Brown, Deputy County Counsel, 387-5455) on July 4, 2026; Purchasing (Jessica Barajas, Supervising Buyer, 387-2065) on July 10, 2026; Risk Management (Stephanie Pacheco, Staff Analyst II, 386-9039) on July 9, 2026; Innovation and Technology (Robert Pittman, Chief Information Security Officer, 388-510) on July 10, 2026; and County Finance and Administration (Garrett Baker, Administrative Analyst, 387-3077) on July 15, 2026.