Village authorizes BS & A cloud upgrade for financial software; installation quoted at $38,200

The Village Board authorized an agreement with BS & A Software to upgrade the village’s on‑premise financial enterprise resource planning (ERP) system to BS & A’s cloud platform.

Staff said the village has used BS & A on‑site financial software since February 2016 and that the vendor’s secure cloud version offers automatic updates, multifactor authentication, centralized data, disaster recovery and reduced on‑site server maintenance. The vendor quote presented in the meeting materials listed an installation cost of $38,200 and an additional $23,570 in annual maintenance; staff noted the village may credit an unused month from 2025 legacy maintenance against the new agreement.

Trustees asked whether the migration would reduce contracted managed‑IT hours. Village staff said the change would not necessarily reduce contracted hours in quantity but would free those hours for other IT tasks because BS & A would handle software update activities and host the server infrastructure.

The migration and associated costs were included in the village’s recently approved FY2026 budget, and trustees approved the waiver of competitive bidding for this purchase; the motion carried by roll call and met the two‑thirds requirement for waiving bids.

Staff identified operational benefits such as predictable subscription pricing, automatic updates without IT assistance, multifactor authentication, centralized database access, and reduced on‑site server utilization. The board instructed staff to complete the agreement and schedule the migration.