Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Michael P. Callagy, County Executive
Roberto Manchia, Chief Financial Officer
Subject: Approval of Agreements for Budget System Software and Implementation Services
RECOMMENDATION:
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Adopt a resolution:
A) Authorizing and directing the President of the Board to execute a subscription services agreement and associated order schedule with Anaplan, Inc. to provide a budget system software as a service platform, for the term November 17, 2025 to November 16, 2030 for a total amount not to exceed $1,724,829, with an option to renew for an additional five years for a total amount not to exceed $3,808,789.82 for the entire term through November 16, 2035; and
B) Authorizing and directing the President of the Board to execute a master services agreement and associated statement of work documents with TruEd Consulting, Inc. to provide implementation services relating to the Anaplan, Inc. budget system software, for the term November 17, 2025 to November 16, 2029 for a total amount not to exceed $4,938,500.
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BACKGROUND:
The County currently prepares a two-year budget, and in accordance with statutory requirements, issues four budget publications each year: the Recommended Budget, September revisions, the Adopted Budget, and the Mid-Year Report.
Since 2017, the County has used Euna Solutions’ Sherpa Budget and Formulation and Management (Sherpa) for budget entry, reporting, financial management, and the production of budget publications. Over the past eight years, user expectations and requirements have significantly changed, requiring a robust financial system that utilizes customizable position control capabilities that integrate with County systems, is user friendly, can natively publish digital-first budget publications, and can make use of the latest business intelligence and artificial intelligence technology available today.
On April 15, 2025, the County commenced a formal competitive bidding process through a request for proposals (RFP) for the implementation and customization of a budget system Software as a Service (SaaS) platform that would allow the County to compile, compose, and publish four County budget publications a year, update the Five-Year Capital Improvement Plan, and the Children, Youth, and Families Budget while meeting the above requirements. Staff verified with the Information Services Department (ISD) that the solicitation conformed to ISD’s technology and security specifications and standards.
The County received 12 applications in response to the RFP. A committee comprised of staff from the Controller’s Office, County Executive’s Office, County Libraries, Department of Public Works, Human Services Agency, San Mateo Medical Center, and the Sheriff’s Office evaluated the proposals based on the criteria identified in the RFP and recommended the selection of Anaplan and TruEd Consulting.
Subsequent to the panel’s evaluation, staff conducted reference checks of current Anaplan, Inc. and TruEd Consulting Inc. (TruEd) customers. These customers included a county, state, and federal agencies. The overall responses were positive, noting Anaplan’s broad capabilities, functional flexibility, and ease of use for end users. Additional comments from reference contacts included that Anaplan can quickly and accurately perform a wide range of financial processes including budget creation and monitoring, position control, data visualization and dashboard publishing, financial forecasting and modeling, and integrated digital-first budget and financial publication capabilities. In discussions with the same customers, TruEd proved to be a valued implementation and support partner who provided thorough deployment services for the Anaplan platform on time and within budget.
The RFP matrix is submitted with this memorandum.
DISCUSSION:
Following the completion of the competitive procurement process, staff negotiated and recommends that this Board approve and authorize, agreements with Anaplan to provide budget system software services and with TruEd Consulting for associated implementation and support services.
The term for the software services agreement with Anaplan is for five years with a possible extension for five additional years, at the County’s election. The County’s fiscal obligation for the initial term from November 17, 2025 to November 16, 2030 shall not exceed $1,724,829; if the County opts to renew for an additional five years, the total amount due through November 16, 2035 will not exceed $3,808,789.82. Such longer terms are allowable under Administrative Memorandum B-1 (Section II.A.2.d) for software infrastructure projects, which enable the County to lock-in reasonable pricing, provide stable mission critical software, and adopt new functionality as it becomes available. The Procurement Director has approved this extended term.
The Information Services Department has approved the master service agreement with TruEd Consulting and the software services agreement with Anaplan as adhering to the County’s information technology security best practices and policies.
The County Attorney’s Office has reviewed and approved the resolution and proposed Agreements as to form.
PERFORMANCE MEASURE:
|
Measure |
Target |
|
Percent of time Anaplan budget software is available to end users |
99.5% |
|
Percent of active users complete phased training sessions by December 18, 2026, and have completed assessments to measure understanding |
75% |
COMMUNITY IMPACT:
The County’s budget expresses its values as a financial and communication plan. The budget assists the Board of Supervisors in carrying out its duties to the residents of San Mateo County. A system that can produce accurate, timely, and reliable budget publications as well as complex analysis, financial forecasting, express complex budget concepts in easily comprehendible data visualizations, and can assist in the composition and creation of digital-first budget publications will allow County staff and the Board of Supervisors to better serve all residents.
FISCAL IMPACT:
The County’s maximum fiscal obligation under the proposed agreements authorized by this action is $8,747,289.82, consisting of $1,724,829 for the initial five-year term of the Anaplan agreement and a total of $3,808,789.82 if the County exercises its option to renew for an additional five years; plus $4,938,500 for the TruEd Consulting agreement. The proposed agreements are to be funded by Non-Departmental Services, are included in the FY 2025-26 Adopted Budget, and will be included in subsequent budgets.