Board approves pursuit of Keystone cloud migration; vendor to waive migration fee if contract signed by June

LaPorte County Solid Waste District staff briefed the board April 22 on Keystone Pay/Fund's cloud migration offer and the board approved proceeding to secure the vendor's limited-time waiver.

"They're gonna waive it," the district director said, referring to the advertised migration fee of nearly $25,000 if the district signs a contract by June. The director told members the vendor quoted a contract subtotal of $9,920 and an annual service fee projected at about $7,003.40, with the vendor allocating 21 days of training (staff estimated the likely needed training to be closer to half that time).

Staff said no payment would be due until the following calendar year because the vendor's migration backlog would push the district's onboarding out to the earliest January next year; staff recommended budgeting the full quoted first-year amounts as a contingency.

Board members asked for cost details and the director explained the quoted items: the waived migration fee (contingent on a June contract), the training days allocation, and the recurring annual fee to access the cloud service. The director noted the vendor is already migrating many customers and could not commit to a timeline for free migration beyond the June sign-by date.

A member moved to approve staff to proceed with the vendor's offer and budget for the first-year costs; the board approved the motion by voice vote.

Staff will return with final contract documents and budget adjustments for the board to finalize during the regular budget process.