Primary Department: Purchasing
Primary Department Head/Elected Official: Kimberly J. Williams, JD
Secondary Department: Purchasing
Secondary Department Head/Elected Official: Kimberly J. Williams, JD
Regular or Supplemental RCA: Regular RCA
Type of Request: Contract - Award
Project ID (if applicable): 240128
Vendor/Entity Legal Name (if applicable): Tyler Technologies Inc.
MWBE Contracted Goal (if applicable): N/A
MWBE Current Participation (if applicable): N/A
Justification for 0% MWBE Participation Goal: 0% - Non-Divisible
Grant Indirect Costs Rate (if applicable): N/A
Justification for 0% Grant Indirect Costs Rate (if applicable): N/A - Not a grant item
Request Summary (Agenda Caption):
title
Request for approval of an award on the basis of lowest priced proposal meeting requirements and that the County Judge execute an agreement with Tyler Technologies Inc. for integrated land, personal, and vital records management system for the County Clerk's Office for the period of October 29, 2026 - October 28, 2029, with two (2) one-year renewal options (240128), Justification for 0% MWBE Participation Goal: 0% - Non-Divisible.
end
Background and Discussion:
The Harris County Clerk’s Office conducted competitive procurement under RFP No. 24/0128 for a comprehensive Integrated Land, Personal, and Vital Records Management System. Four vendors submitted proposals and were evaluated on technical capability, vendor experience, implementation methodology, training and support, and operational sustainability.
Following evaluations, demonstrations, and the Best and Final Offer process, the Clerk’s Office recommends award to Tyler Technologies Inc. Tyler provided the most comprehensive turnkey solution and the lowest and best BAFO. The agreement provides a three-year initial term with two optional one-year renewals. The County anticipates implementation and go-live approximately 12-16 months from contract award.
Expected Impact:
Court approval will allow the Clerk’s Office to begin implementation of a unified, modern records management platform supporting land, personal, and vital records. The solution is expected to improve operational efficiency, accuracy, reporting, cashiering, system integrations, training/support, security and disaster recovery, while providing a scalable platform for future growth and legislative changes.
Alternative Options:
Do not approve the award and continue operating the existing legacy environment while pursuing another procurement or extension. This option is not recommended because it would delay the planned records-modernization effort and implementation of the modernized integrated replacement system.
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:
This award supports continuity, modernization of critical records-management technology, security, and long-term sustainability of County Clerk records services.
Prior Court Action (if any): N/A
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Date |
Agenda Item # |
Action Taken |
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03/27/2025 |
431 |
Advertisement Approval |
Location: Harris County Clerk’s Office
Address (if applicable): 201 Caroline St., Houston, TX 77002
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Fiscal and Personnel Summary |
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Integrated Land, Personal, and Vital Records Management System for the Harris County Clerk's Office |
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Anticipated Court Date: 10/29/2026
Anticipated Implementation Date (if different from Court date): 11/30/2026 - 12-16 months implementation timeline from project kick-off date.
Emergency/Disaster Recovery Note: Not an emergency, disaster, or ARPA related item
Contact(s) name, title, department: Shane Holman (Chief Deputy of Courts - Harris County Clerk’s Office); Jose Camacho (Contract Manager - Purchasing)
Attachments (if applicable): Letter, Agreement