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Lincolnwood staff preview $68K annual, $138K implementation and $226K project‑management technology package
Summary
Assistant Village Manager Madeline Farrell described an ERP and HR/payroll assessment that recommends two new systems with $68,395 in annual licensing, $138,000 in one‑time implementation fees and $226,000 in project‑management services; three agreements will be brought to the Jan. 20 meeting for board consideration.
Village staff presented a status update on a multi‑part technology refresh—an enterprise resource planning (ERP) replacement, a separate HR/payroll system and third‑party project management—scheduled for possible contract approvals on Jan. 20.
"We are on the last step right now, the negotiation of contracts," Assistant Village Manager Madeline Farrell said, describing an eight‑step assessment process Baycor/Bacor used to identify needs and candidate systems. Farrell said the village has relied on Springbrook software since 2003 and that the assessment found many manual processes, disconnected systems and limited automation.
Costs and scope: Farrell said the two recommended systems will carry new annual fees of $68,395, one‑time implementation fees of $138,000, and project‑management services totaling $226,000; staff said funds for the projects were included in the FY2026 budget and estimated about a five‑to‑six‑year payback. Farrell added the new software will replace four existing systems and should reduce annual operating costs by roughly $15,000.
Trustee questions: Trustees asked whether future vendor upgrades are included (Mary Smith of the project team said SaaS upgrades are included in the subscription cost), whether payroll journals would flow into the ERP automatically (Baycor said integrations will be delivered but "not on day one"), and what specifically is covered by the $226,000 project‑management fee (Farrell and Baycor said it covers staff augmentation, requirements mapping, conversion, configuration and oversight).
Next steps: Staff will present three agreements—ERP software, HR/payroll software, and project management services—for board review and potential approval on Jan. 20. No procurement vote was taken at the Jan. 6 meeting; trustees requested more detail in the packet about vendor scope and the project‑management deliverables.
The board adjourned after the discussion.
