Quote for City of Fresno |1
Sherpa Government Solutions
2990 Osceola Street
Denver, CO 80212
SHERPA QUOTE:
Sherpa Budget Formulation and Management
BFM Re-implementation/Modernization
Date Services Performed By: Services Performed For:
12/08/2023 Sherpa Government Solutions
“Sherpa”
2990 Osceola Street
Denver, CO 80212
City of Fresno
“City”
2440 Tulare St. Suite 100
Fresno CA 93721
Sherpa Contacts
For more information or if you have any questions about this quote, please contact:
Project Lead Quote / Contracting
Jessica Eden
[email protected]
(301) 404-2695
Dawn Rippentrop
[email protected]
(913) 706-575
Quote for City of Fresno |2
Statemement of Work
The City of Fresno is considering modernizing their BFM solution to take advantage of the latest and greatest functionality. The deliverables and fees associated with this re-implementation process are outlined in the section below.
Advantages of BFM modernization:
Migration to cloud-based application with potential cost savings by not having to pay for hardware and IT support services.
Streamlined support from the Sherpa team with easier access to client environments. Access to a new client portal to manage any support related items and track their progress.
Increased flexibility to support budget process changes. Modernization also allows for the introduction of the latest features and functionality of the BFM software application.
Upgrading of Chart of Accounts to be on more user friendly screens which can be more easily managed by system admins (e.g. more flexible import/export functionality). Loading of position and employee data is greatly simplified. Upgraded Sherpa Reporting.
Updated user interface with modern aesthetics and functionality (e.g. dashboard widgets, form widgets, in-line edit, etc.).
Support for single sign-on (SSO).
Disadvantages not pursuing BFM modernization:
Sherpa no longer supports some legacy functionality that is currently in use. For legacy clients, older functionality is more rigid and unable to accommodate rapid changes to budget forms and processes.
For on-premise clients, technical activities from Sherpa’s team are limited and more cumbersome.
For on-premise clients, VPN access is limited to a handful of individuals at Sherpa which means there is limited ability to establish workflow and bring in other resources for support activities.
Quote for City of Fresno |3
Deliverables and Fee Schedule
The deliverable costs listed below are fixed price, not to exceed:
Task Summary Hour
Estimate
Rate Total Cost Notes
BFM
Budget Forms Convert the 10 existing budget forms that
Fresno currently uses
80.00 $ 285.00 $ 22,800.00 Estimating one day per form for full build and unit test. Does not include any restructuring. If restructuring, then increase time estimate as necessary.
Admin Uploads Convert the 22 existing admin uploads
that Fresno currently uses, 3 new PCF
admin uploads
40.00 $ 285.00 $ 11,400.00 Estimating 5 uploads per day for build and unit test Chart of Accounts Convert the existing chart of accounts 16.00 $ 285.00 $ 4,560.00 Estimating two days for COA PCF Load
Modernization
Change existing upload process for PCF 40.00 $ 285.00 $ 11,400.00 Estimating around five days for design, development, testing, etc.
Security Updates Convert existing security configuration 2.00 $ 285.00 $ 570.00 User loads, role loads, action config on all forms, etc.
Measures &
Measure Postings
Convert existing measures and measure
postings
1.00 $ 285.00 $ 285.00 Should take no longer than 1 hour to prep/load as format does not change. However, if forms are restructured, then measures may need updating and that should be included as part of 'Budget Forms' PCF Configuration
& Loads
Set up PCF module to mimic existing
configuration and set up
8.00 $ 285.00 $ 2,280.00 Generally should be accomplished in a single day Training Training on new BFM Environment
Features
8.00 $ 285.00 $ 2,280.00 8 hours of training will include a tour of new potential features that were not turned on but can be in the future via a future engagement with Sherpa (as reasonable).
Training Materials Convert existing training materials based upon updated budget forms
- $ 285.00 $ - Assumption is that clients will be updating their own training materials.
Updated Admin
Guide
Includes conversion of their existing
Admin Guide based upon the
reimplementation
16.00 $ 285.00 $ 4,560.00 Updating the Admin Guide will be a collaborative process with joint ownership between Sherpa and client.
Updated Rollover
Guide
Includes conversion of their existing
Rollover Guide based upon the
reimplementation
4.00 $ 285.00 $ 1,140.00 Updating the Rollover Guide will be a collaborative process with joint ownership between Sherpa and client.
Total BFM/Sherpa 215.00 $ 285.00 $ 61,275.00 One Time
Quote for City of Fresno |4
Task Summary Hour
Estimate
Rate Total Cost Notes
Reporting
Training Report Training on Sherpa Reporting 4.3 8.00 $ 285.00 $ 2,280.00 2 hours per session; average 2 sessions; include prep time Installation Install version 4.3 4.00 $ 285.00 $ 1,140.00 Promote Reports Promote reports from 4.2 to 4.3 4.00 $ 285.00 $ 1,140.00 Update Universes Update universes to accommodate COA
changes.
6.00 $ 285.00 $ 1,710.00 1.5 hour of work per universe. Sherpa converted from group specific column names to generic. Update names and associated joins. This only needs to be included if converting from legacy CoA styles.
Security Updates -
Reporting
Update CMC in new environment to
reflect necessary BFM security
configurations
2.00 $ 285.00 $ 570.00 Typically, this should come automatically as part of the promotion/4.3 upgrade but there may be addition reconfiguration and retesting required as part of this.
Total Reporting 24.00 $ 285.00 $ 6,840.00 One Time Total One Time Cost 239.00 $ 284.52 $ 68,000.00 Note that this is rounded to the nearest $500.
Hosting estimate for two environments
(PROD and DEV)
$ 25,000.00 Ongoing cost - each additional standard-sized non-production environment is ~$7k.
Total Ongoing Costs $ 25,000.00 Note that this is rounded to the nearest $500.
Grand Total $ 93,000.00 Note that this is rounded to the nearest $500 50% reduction in one-time costs related
to this re-implementation
-$ 34,000.00
Modified Grand Total $ 59,000.00 This includes $25k in ongoing costs and $34k in one time costs.
Payment milestones are flexible and will be finalized upon agreement with the quote. All payments will be due upon completion of those milestones and sign- off by the client.