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Middlesex County approves new ERP software contracts to replace 1980s financial system
Summary
After a year of procurement work the board approved a best-of-breed ERP replacement: Edmonds for financial and administrative modules and Aventity for treasury/commissioner functions. Staff said implementation is multi-phase with first-year implementation costs within the current budget.
The Middlesex County Board of Supervisors voted July 7 to approve staff recommendations to award contracts for a new enterprise resource planning (ERP) software system, replacing the county's legacy "Bright" system that staff said dated to the 1980s.
Miss Ricardi, the county administrator leading the procurement presentation, told the board a competitive process produced nine proposals and a committee recommended a combined approach: Edmonds would provide core financial modules (general ledger, purchasing, accounts payable, project accounting, grant management and related functions) and Aventity would supply treasury and tax-billing capabilities. Miss Ricardi said the approach will give the county built-in dashboards, analytics and cross-module integration that staff expect will streamline reporting and reduce reliance on spreadsheets.
Staff summarized projected costs and timing: implementation work across both vendors was described as a multi-year effort with first-year implementation costs presented at about $260,000 (within the current $287,000 implementation budget), with second-year figures discussed as part of transition to operating costs. Staff also explained recurring licensing/hosting fees and that some vendor fees are fixed for an initial contract term while others carry an annual inflator in later years. County staff said they had negotiated contract terms and the recommendations were subject to final county-attorney approval.
Board members asked about data conversion, interfaces with existing printers and security. Miss Ricardi said data conversion would begin with the general ledger and that the vendors had confirmed security and access controls were part of the RFP requirements. The board approved the contract awards by motion and roll-call vote.
The county will proceed with contractual finalization and a staged implementation plan; staff said they will return to the board with implementation milestones and timeline updates as the project proceeds.
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