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A Resolution Approving a Professional Services Agreement with Euna Solutions, Inc., for EUNA Budget Full Suite (Operating, Personnel, Capital, OpenBook - Budget Book Studio, and ACFR), in an Amount Not to Exceed $170,437.00 and Waiving the Village’s Bid Process for the Agreement
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Introduction
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This is a motion to authorize the Village to enter into an agreement with Euna Solutions, Inc. to implement Euna Budget Full Suite.
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Recommended Action
Approve the motion.
Prior Board Action
There is no prior Board action associated with this item.
Background
Budget development, capital planning, and annual financial reporting are currently supported by a mix of ERP exports, spreadsheets, and manual document compilation. While this approach is workable, it requires duplicative data entry, fragmented controls, and time-consuming copy/paste processes that limit transparency and slow decision-making. To prepare for the FY2027 budget season, beginning in May/June 2026, staff recommends the Village invest in Euna, a systematized platform that streamlines budget preparation, supports multi-year planning, and enables public-facing transparency.
EUNA Budget will serve as the Village’s budget and planning overlay platform, integrating with BS&A (on-prem today and BS&A Cloud when the Village transitions) to import actuals and export budgets. The suite will support operating budgets, personnel budgeting, capital planning, and budget book publication through OpenBook. In addition, the optional ACFR reporting add-on will streamline year-end financial reporting and ACFR preparation consistent with GFOA standards. This purchase is made in accordance with: Sourcewell #060624-GTH cooperative contract, under the Village’s Purchasing Policy, (Section 13, “Government Joint Purchases”).
Timing Considerations
In order to be ready for the 2027 Budget Season, if approved, the implementation would be completed in phases with Phase I starting shortly after Board approval to implement the Operating Budget module by May/June 2026, Phase II Capital Planning module by August 2026, with last Phases being implemented by December 2026.
Financial Impact
The contract includes a one-time cost of $82,147 for implementing, training, and integrations of Euna Full Suite and an annual cost of $88,290 for SaaS. Funds would be charged in the 2026 Budget - Finance Department 1001.41300.101.550663.0000 and overall project costs.
Funding will require a budget amendment from fund balance. The annual cost will be budgeted in subsequent years, subject to the appropriations ordinance process.
Operations Impact
Staff will be used to assist in extracting, converting, and validation of the data, in addition to testing of the functionality of all Euna Full Suite Modules and Integrations to ensure the accuracy of functionality and accuracy of information. Staff would be trained in Euna Full Suite with Euna’s training team. IT will assist with access to the Servers (for data extraction), single sign on set up, and other tasks that will take an estimated 30-40 hours over the project timeline (6 months). Staff in Finance will work directly with Euna and that work is going to be incorporated within the current workload structure.
DEI Impact
There is no DEI impact associated with this item.
Community Input
There has been no community input given in relation to this item.
Staff Recommendation
Authorize the Village Manager to execute a contract with Euna to implement Euna Full Suite.
Advantages:
• Reduces staff time spent on manual compilation, reconciliation, and document production; redeploy capacity to analysis, forecasting, and service to departments.
• Improves audit readiness and reporting quality by systematizing budget-to-actual ties and documentation for variances and narratives.
• Enhances public trust through OpenBook transparency with drill-down capabilities and a consistent, searchable budget book.
• Supports stronger capital governance with an integrated CIP and project-level visibility that can be communicated consistently to the Board and public.
• Provides departments with self-service dashboards that improve budget ownership and reduce ad hoc data requests to Finance.
Disadvantages:
• This action requires the expenditure of funds.
Alternatives
Alternative 1:
The Board can elect to reject the contract.
Advantages:
• Funds would not be expended directly through a contract; efficiencies and savings with staff would remain status quo.
Disadvantages:
• Staff time will continue to be utilized in manual processes.
• There will not be a public-facing dashboard to communicate the Village’s financial position beyond what is already provided (stale reports such as budget documents, ACFR, etc.).
• Monthly reporting to the Board will remain status quo.
Anticipated Future Actions
If approved, staff will begin the implementation of Euna Full Suite.
Prepared By: Kevin Bueso, Chief Financial Officer
Reviewed By: Jack Malec, Assistant to the Village Manager
Approved By: Kevin J. Jackson, Village Manager
Attachment(s):
1. Resolution
2. Euna SaaS Agreement
3. Euna Order Form