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A Resolution Entering Into A Professional Services Agreement With BS&A To Upgrade The Village’s Financial Software In An Amount Not To Exceed $234,335.00 And Authorizing Its Execution
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Introduction
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This is a motion to authorize the Village to enter into an agreement with BS&A to upgrade the Village’s enterprise resource planning (ERP) application.
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Recommended Action
Approve the motion.
Prior Board Action
There is no prior Board action associated with this item.
Background
The Village of Oak Park implemented the BS&A application in 2017. The Village of Oak Park currently utilizes the BS&A modules for Accounts Payable, General Ledger, Purchase Orders, Cash Receipts, Fixed Assets, Accounts Receivable, Payroll, Human Resources, and Utility Billing. Since 2021, BS&A has stopped future development for the on-premises version of the application, except for patching security risks.
BS&A, the Village’s enterprise resource planning (ERP) application, introduced its cloud platform in 2021. The Village of Oak Park currently utilizes on-premises BS&A modules. To better align our core financial systems with the Village’s strategic direction and to future-proof our ERP environment, authorization is requested to migrate to BS&A Cloud-strengthening long-term supportability, security, and functionality, reducing the risk of performance or feature degradation as on-premises modules age, and decreasing the number of on-premises servers the Village must maintain and refresh.
Timing Considerations
If approved, the upgrade would start in July 2026 and be completed by December 2026.
Budget Impact
To provide authorization to the Village Manager to approve the contract for $87,200 (one-time cost of $92,200.00 less $5,000.00 courtesy credit) for migration of BS&A on-premise current modules to the cloud and an annual cost $147,135 for SaaS. This pricing expires 2/28/2026. Funds would be charged in the 2026 Budget - Finance Department 1001.41300.101.550663.0000 and overall project costs.
The 2026 Budget currently includes $125,000.00 for this project. The remaining amount will require a budget amendment from the fund balance. The annual cost will be budgeted in subsequent years, subject to the appropriations ordinance process.
Staffing Impact
Staff will be used to assist in extracting, converting, and validation of the data, in addition to testing of the functionality of the new version of the BS&A modules to ensure the accuracy of functionality and accuracy of information. Staff would be trained in BS&A Cloud with BS&A’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 hours over the project timeline (6 months). Staff in Finance will work directly with BS&A and that work is going to be fit in 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 BS&A to migrate our current BS&A modules to the latest cloud version of such modules
Advantages:
• This action ensures staff can continue to receive support for BS&A and receive updates for the application.
• The number of servers managed by Village staff would be reduced.
• Ability to stay up to date with innovative features that are only available via BS&A Cloud.
Disadvantages:
• This action requires the expenditure of funds.
Alternatives
Alternative 1:
The Board can elect to reject the contract.
Advantages:
• The number of servers managed in-house would remain the same.
• Staff would not be able to count on innovative solutions for long-term finance planning and budgeting.
• Innovative features being released by BS&A would not be available to staff.
Disadvantages:
• Support and software updates for the Village’s ERP will be substantially limited.
• Security risks would remain open and would follow BS&A’s security release schedule
Anticipated Future Actions
If approved, staff will begin the BS&A upgrade process.
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. BS&A Cost Proposal 1.20.2026
2. BS&A Pricing Comparison
3. BS&A Proposal
4. BS&A Communities Survey
5. Resolution