Title
Adopt a resolution to:
Authorize and direct the Auditor-Controller to amend the FY 2023-24 Adopted Budget to increase appropriations in the County Administrative Office (CAO), Department 1050, Fund 478, Appropriation CAO034, Unit 8506 by $3,467,288, where the funding source is Enterprise Resource Planning Reserve Fund Balance (Fund 478, Sub-Fund ERP), for funding the ERP Replacement project (RFP 10813) (4/5ths vote required).
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
Adopt a resolution to:
Authorize and direct the Auditor-Controller to amend the FY 2023-24 Adopted Budget to increase appropriations in the County Administrative Office (CAO), Department 1050, Fund 478, Appropriation CAO034, Unit 8506 by $3,467,288, where the funding source is Enterprise Resource Planning Reserve Fund Balance (Fund 478, Sub-Fund ERP), for funding the ERP Replacement project (RFP 10813) (4/5ths vote required).
SUMMARY:
ERP replacement project will begin on August 7, 2023. Transfer of funds from the Enterprise Resource Planning Reserve Fund to the County Administrative Office (CAO) Appropriations account is required to support the purchase orders for the awarded agreements.
DISCUSSION:
On June 28, 2023, the Budget Committee received a status update on the ERP Replacement Project. On July 11, 2023 the agreements for the three vendors included in the award, Graviton, Cherry Road, and Emphasys, went before the Board of Supervisors and all were approved. The project implementation begins August 7, 2023. Due to the timing of the award, FY 2023-24 submitted budget only included appropriations for internal County staff reimbursement. This request moves the necessary funds into CAO appropriations to cover the external vendor costs of this project.
OTHER AGENCY INVOLVEMENT:
County Administrative Office has reviewed and concurs with this request.
FINANCING:
Funding will be sourced by Enterprise Resource Planning Reserve Fund Balance (Fund 478, Sub-Fund ERP), which was established for this purpose. The available fund balance of the Enterprise Resource Planning project as of 6/30/23 is projected to be $15,509,032 with an additional $4,000,000 added in July 2023 for an adjusted FY 24 starting reserve balance of $19,553,778. After approval of this action and the County staffing costs that were included as part of the FY 24 Adopted Budget, the projected FY 24 ending fund balance will be $12,478,762.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The Board’s approval of the recommended agreement will address the County’s outdated video and audio equipment and update the Board Chambers and areas throughout the County where public hearings and business operations are conducted.
X Economic Development
X Administration
X Health & Human Services
X Infrastructure
X Public Safety
Prepared by: Sandra Shaffer, Management Analyst III, 759-6957
Approved by:
___________________________ Date: _________________
Eric A. Chatham, Chief Information Officer, 759-6920
Attachments:
Resolution