Item Coversheet

Action Item - 18.

Title: Amendment of Contract with Sherpa Government Solutions for the Budget System ($676,000)

Board of Education Meeting Date:

Action under consideration

 The Administration recommends that the Board of Education authorize The School District of Philadelphia, through the Superintendent or his designee, to execute and perform an amendment of a contract, subject to funding, as follows:


Sherpa Government Solutions 



To host the budget system, provide system technical support, and produce the yearly budget books

 Original Start Date:  7/1/2022

 Current End Date:  6/30/2023

 Amended End Date:  6/30/2025

 Currently Authorized Compensation:  $338,000

 Additional Compensation: 

 Total New Compensation:  $1,014,000 


Administrative Office(s)

 Renewal Options:  No


Why is this Contract needed?

The District engaged Sherpa Government Solutions to custom build a budget system.  Sherpa hosts the application on their servers, provides technical and administrative support, and helps build the yearly budget books.  The District is in the process of converting to the Oracle budget system. However, the conversion process is still in progress and continued support on the existing system is required.


How is this work connected to the District's plan to achieve Goals and Guardrails?

Translating the policies of the District into an annual budget in a format accessible to the Board and public is a core Finance function.  Currently, this contract supports the existing system to achieve this core function while converting to the new budget system. 


How will the success of this contract be measured?

The ability to produce an accurate and timely budget and budget books are the measures of success.  Additionally, as the conversion to the Oracle budget system occurs, the ability to access historical information going forward is a measure of success.


If this is a continuation contract, how has the success been measured in the past and what specific information do we have to show that it was successful?

The ability to produce the budget accurately and timely has always been the measure of success along with the percentage of time the system has been accessible.  The system is accessible 99% of the time needed and has produced budgets and budget books on demand.


 Related resolution(s)/approval(s): 
December 9, 2021; No. 14
 Funding Source(s): 
Operating and Categorical

 Office Originating Request: Finance