County approves Tyler EPIC GT cloud migration for permitting system with not‑to‑exceed transition budget

County IT, community development and the EPL system administrator told the board the county should migrate its Enterprise Permitting & Licensing (EPL) system to Tyler Technologies’ Software as a Service (SaaS) model to reduce downtime, improve security and speed upgrades.

Cliff Dupuy (IT director) explained the cloud model provides geo‑replication, faster upgrades and additional managed security compared with on‑premises hosting. Maxwell Cameron, community development coordinator, and Ashley, the new EPL system administrator, said the migration would reduce the risk of extended outages similar to a recent security incident that forced the construction‑codes department to operate on paper for months.

Staff presented a not‑to‑exceed transition and first‑year amount of $256,745 to cover migration and implementation services; recurring charges were discussed and estimated at roughly $238,145 thereafter (to be allocated across licensing, environmental health and DPW users). The licensing enterprise fund will cover the transition and recurring costs; county finance staff said the fund has a healthy balance but agreed to return with a fund‑balance breakdown and a summary showing where recurring costs will be reduced elsewhere.

Commissioners asked about data ownership and exit provisions; IT confirmed the county owns its data and that prior SaaS agreements included provisions to export data in usable formats. After discussion of cost allocation and transition options, the board authorized execution of the contract as presented and approved the up‑to amounts noted in the packet.

What happens next: IT will finalize contract terms with Tyler, execute the migration subject to the approved not‑to‑exceed amounts, and coordinate cost allocation among department enterprise users. Staff will return with clearer recurring‑cost allocation and any further options to reduce on‑premises operating expenses.