Primary Department: Purchasing
Primary Department Head/Elected Official: Kimberly J. Williams, JD
Secondary Department: County Clerk
Secondary Department Head/Elected Official: Teneshia Hudspeth
Regular or Supplemental RCA: Supplemental RCA
Type of Request: Contract - Amendment
Project ID (if applicable): 130160
Vendor/Entity Legal Name (if applicable): Tyler Technologies, Inc.
MWBE Contracted Goal (if applicable):
MWBE Current Participation (if applicable):
Justification for 0% MWBE Participation Goal: 0% - Non-Divisible
Grant Indirect Costs Rate (if applicable):
Justification for 0% Grant Indirect Costs Rate (if applicable): N/A - Not a grant item
Request Summary (Agenda Caption):
title
Request by the Office of the Purchasing Agent that the County Judge execute an amendment to an agreement with Tyler Technologies, Inc. in the additional amount of $3,541,684 to update the maintenance fees and add a scope of work for additional software services for court case management system for the County Clerk's Office for the period of December 16, 2025 - December 15, 2030 (130160), Justification for 0% MWBE Participation Goal: 0% - Non-Divisible.
end
Background and Discussion:
The Harris County Clerk’s Office proposes a contract amendment with Tyler Technologies, Inc. to expand the use of an AI-enabled document automation solution that supports more efficient, consistent, and scalable document intake for processing records across various records for the Clerk’s office.
The solution integrates directly with Tyler’s Enterprise Justice CMS and eFileTX and is designed to automate high-volume, repetitive document handling tasks such as intake, classification, data extraction, and redaction. This enables around-the-clock processing while allowing Clerk staff to focus on validation, exception handling, and customer resolution activities that require judgment and experience.
The platform is scalable and volume-based, allowing additional document types and workflows to be brought online incrementally as operational needs evolve. This phased approach supports controlled adoption while maintaining service continuity and operational stability.
Universal Services has thoroughly reviewed and vetted this solution in accordance with County standards (see approved TPR #2025100056).
Expected Impact:
The AI Document Automation Solution will save significant time per filing, annual FTE costs, alleviates stress and pressure from intake clerks facing high workload volumes, and reduces dependency on roles with historically high turnover.
The expanded document automation capability is expected to:
• Improve document processing turnaround times and reduce intake bottlenecks
• Create more consistent workflows across systems
• Reduce manual, repetitive tasks for intake clerks, enabling focus on higher-value work
• Support continuity of operations during staffing shortages or volume surges
• Enhance accuracy through standardized processing and validation checkpoints
• Improve staff experience, retention, and workload sustainability
• Provide a more predictable and timely experience for courts, filers, and the public
The solution supports improved internal flow while contributing to a more complete and responsive service outcome for customers.
Risk Considerations and Controls
• Automated outputs are validated by staff prior to final acceptance
• Security and access controls align with County and judicial data protection standards
• Implementation includes training and phased onboarding to support adoption
Alternative Options:
N/A
County Strategic Plan Goal: N/A
County Strategic Plan Objective: N/A
Justice/Safety Initiative (Goal 1): N/A
Infrastructure Initiative (Goal 2): N/A
Economy Initiative (Goal 3): N/A
Health Initiative (Goal 4): N/A
Climate/Resilience Initiative (Goal 5): N/A
Housing Initiative (Goal 6): N/A
Additional notes related to the Strategic Plan:
Explanatory note indicating that costs scale based on document volume and workflows activated over time.
Costs are volume-based, and scale incrementally as additional volume/document types and workflows are brought online. The total four-year investment reflects projected operational usage aligned with phased implementation.
Funding Source (County Clerk, Special Revenue Fund - 2186 Records Management Fund)
Total 4-Year Investment (Non-Labor): $3,541,684.00, (Includes SaaS subscription and one-time professional services; no new personnel requested.)
Personnel Impact:
• No new Position Control Numbers (PCNs) requested
• Solution offsets manual effort through automation; staff roles remain focused on validation and exception handling
Return on Investment:
• Automation reduces average handling time per filing
• High-volume processing offsets manual effort equivalent to multiple FTEs annually
• Supports long-term workload sustainability without incremental staffing growth
Prior Court Action (if any):
|
Date |
Agenda Item # |
Action Taken |
|
12/16/2014 |
|
Award |
|
12/15/2015 |
|
1st Renewal |
|
11/9/2021 |
203 |
2nd Renewal & 1st Amendment |
|
10/16/2025 |
375 |
3rd Renewal |
Location:
Address (if applicable): N/A
Precinct(s): Choose an item.
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Fiscal and Personnel Summary |
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Service Name |
Tyler Technologies, Inc. AI Document Automation Solution |
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Current Fiscal Year Cost |
Annual Fiscal Cost |
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Funding Sources - 2190 Records Archive Fund |
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Existing Budget |
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Other |
$ |
$3,541,684 |
$3,541,684 |
$ |
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$ |
$ |
$ |
$ |
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Total Existing Budget |
$ |
$3,541,684 |
$3,541,684 |
$ |
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Additional Budget Request (Requires Fiscal Review Request Form) |
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Choose an item. |
$ |
$ |
$ |
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Total Additional Budget Request |
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Total Funding Sources |
$ |
$3,541,684 |
$3,541,684 |
$ |
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Grants - Proposed Budget (For Grants Items only) |
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Labor |
Non-Labor |
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No. of Grant Years |
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Local Match Source - Existing Budget: Choose an item. |
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Local Match Source - Additional Budget Request: Choose an item. |
$ |
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Grant Funds Applied for/Awarded (Total) |
$ |
$ |
$ |
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Personnel (Fill out section only if requesting new Position Control Numbers (PCN)s) |
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Current Position Count for Service |
- |
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Additional Positions Request |
- |
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Total Personnel |
- |
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County Attorney’s Office Legal Review (for Harris County Code Items only) |
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CAO Reviewer Name and Title |
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CAO Review Completion Date |
Click or tap to enter a date. |
Anticipated Court Date: 2/26/2026
Anticipated Implementation Date (if different from Court date): Click or tap to enter a date.
Emergency/Disaster Recovery Note: Not an emergency, disaster, or ARPA related item
Contact(s) name, title, department: Jason Knight, Director of Special Projects & Purchasing, Harris County Clerk’s Office; Kenneth Jackson, Sourcing Manager, HC Purchasing.
Attachments (if applicable): Letter, Amendment