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West Chester eyes new finance system; staff recommends vendor after RFI with $46k annual subscription and $150k implementation
Summary
Enterprise-data staff told the ACT Committee they completed an RFI and recommend a vendor (BSA) for the borough—s finance system; first-year subscription costs were cited at roughly $46,000 and implementation at about $150,000 plus an $8,000 contingency, with a projected go-live in late 2026–early 2027.
Nick Fink presented the outcome of a finance-system request for information and subsequent vendor selection on Nov. 11.
Fink said a Bath, Michigan company identified as BSA ranked highest after multiple demos, pricing comparisons and reference checks. He described a pricing model where the annual operational subscription would be approximately $46,000 and a one-time capital cost for implementation, data conversion and training of about $150,000, plus an $8,000 contingency. Fink said BSA—s pricing structure differs from some vendors in that the subscription payment is due when implementation completes, which he argued improves cash-flow timing for the borough.
Fink and council members discussed expected operational benefits: centralized purchase-order processing, point-of-sale integration to avoid manual reconciliation between Clover and Abila, near-real-time bank reconciliation, and better reporting to free staff time.
Fink estimated a go-live in late 2026 or early 2027 and recommended additional implementation planning and a working group to manage conversion and staff training. Council asked questions about timing, cost structure and vendor references; no formal procurement vote was recorded at the Nov. 11 meeting.
