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SUBSTITUTE TO FILE 17-1491
PROPOSED CONTRACT (TECHNOLOGY)
Department(s): Clerk of the Circuit Court
Vendor: Tyler Technologies, Inc. Plano, Texas
Request: Authorization for the Chief Procurement Officer to enter into and execute contract
Good(s) or Service(s): Implementation of an Electronic Case Management and Court Docket System
Contract Value: $36,449,035.00
Contract period: 4/9/2017 - 4/8/2021, with two (2) three (3)-year renewal options
Potential Fiscal Year Budget Impact: FY 2017 ($6,181,245.00), FY 2018 ($8,563,007.00), FY 2019 ($8,724,301.00), FY 2020 ($7,954,082.00) FY 2021 ($5,026,400.00)
Accounts: 335-579 ($28,817,803) 528-441($6,966,243) 528-260 ($664,989)
Contract Number(s): 1590-14357
Concurrence(s):
The vendor has met the Minority- and Women-owned Business Enterprise Ordinance via direct participation.
The Chief Procurement Officer concurs.
The Bureau of Technology concurs
Summary: The Office of the Clerk of the Circuit Court is requesting authorization for the Chief Procurement Officer to enter into and execute a contract with Tyler Technologies, Inc. to implement the most technically sound, scalable, and state of the art comprehensive case management solution to replace its current case management / court docketing system for all areas of law and supporting administrative departments, which is currently located on the County’s legacy mainframe system. Prior to releasing the RFP, a thorough needs analysis of the Clerk’s business processes and our data sharing efforts with our justice partners was conducted to ensure that all of the critical functions and specifications for the new system were identified and included in the RFP.
The new case management system will provide sufficient flexibility and has met all of the requirements that were defined, this system is also in alignment with the best-in-industry project implementation and data migration approach which will convert over forty (40) years of case and court history.
Through the implementation of the case management system, the Clerk’s Office will be able to provide the following:
§ Implement improved Integration with Cook County Integrated Criminal Justice through the County’s Enterprise Service Bus (ESB)
§ Provide enhanced the public’s access to the court system allowing for improved transparency within the court docket and case files;
§ Improve and streamline operations and modernize business processes;
§ Increase case processing efficiency;
§ Decrease repetitive work;
§ Reduce reliance on paper and printing
The contract was awarded through the Request for Proposal (RFP) process in accordance with the Cook County Procurement Code. Tyler Technologies, Inc. was selected based on established evaluation criteria, the Bureau of Technology and the Clerk of the Circuit Court commit to returning to the Board of Commissioners to seek authorization to enter into an Independent Validation and Verification (“IV&V”) contract with a third party vendor, which shall be incorporated in the County’s Capital Budget as it associated with the depreciable system being acquired and implemented, in an effort to ensure effective implementation of the Tyler contract, and the Clerk of the Circuit Court will report periodically to the Board of Commissioners via the Technology Committee with regards to project status, which shall include reports from the IV&V.
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