Approve second amendment to Agreement No. 18-244 with Sherpa Government Solutions relating to Budget Management Software Services to increase the maximum compensation not to exceed a total amount of $1,029,918 and extend the subscription renewal for a term through November 30, 2028. (General fund impact: $494,693) (Haynes/Liddicoet)

Approve second amendment to Agreement No. 18-244 with Sherpa Government Solutions relating to Budget Management Software Services to increase the maximum compensation not to exceed a total amount of $1,029,918 and extend the subscription renewal for a term through November 30, 2028.

In November 2018, the County entered into a contract with Sherpa Government Solutions for a budget management solution known as Sherpa BFM (Budget Formulation & Management).  At the time, Yolo County had been operating without a budget management system since November 2015, when the original Infor Financial and Procurement system went live and the legacy GenLed system was retired. When this transition occurred, the new Infor budget module had not yet been released, so an interim spreadsheet-based budget process was developed and used to complete the 2016-17 budget. This interim process was intended to be used as a one-year stopgap measure until the implementation of the budget module could be completed. However, ongoing concerns about Infor's budget module necessitated the use of this spreadsheet-based process for three straight years.   As such, a more permanent budget management solution was sought and the Sherpa budget system was selected.  The original five-year term of the contract is expiring at the end of October 2023.

In addition to the five-year contract extension with Sherpa, staff are requesting a necessary update to Sherpa as a result of the County's transition to Infor CloudSuite.  As part of this transition, the chart of accounts and general ledger hierarchy was updated to better meet the County's financial management needs; however, Sherpa continues to retain the former accounting structure and requires an upgrade to maintain its capability for easy integration into CloudSuite. 

General Services, County Counsel, County Administrator

Sherpa's budget software was purchased in accordance with the County’s procurement policy in November of 2018. The County of Sacramento conducted a competitive solicitation for budget software systems earlier in 2018.  Sacramento County’s competitive solicitation process is in alignment with how Yolo County would conduct a similar competitive solicitation.  Sacramento County’s contract language with Sherpa allows other counties to "piggyback on" their contract.  It is the Procurement Division’s opinion that procuring a budget software system in this manner is in the best interests of the County.