STAFF REPORT
AGENDA ITEM: Adopt a Resolution Approving the Purchase of an Annual Subscription for the ClearGov Digital Budget Book and a One Time Set-Up Fee
MEETING DATE: July 15, 2025
PREPARED BY: Happy Bains – Assistant City Manager/Finance Director REVIEWED BY: Jose A. Ramirez – City Manager
RECOMMENDATION:
Staff recommend the adoption of the following resolution:
1. Resolution No. 2025-___, Approving the Purchase of an Annual Subscription for the ClearGov Digital Budget Book and a One Time Set-Up Fee
BACKGROUND:
The City’s current budget development is performed using Springbrook software, Microsoft Excel and TrueComp software and is published using Microsoft Word and Microsoft Excel.
The publication in Microsoft Excel and Microsoft Word and PDF format results in a static publication on the City’s website without any searchable capabilities or the ability to drill down into relevant details.
DISCUSSION & RECOMMENDATION:
Publication of the budget is a manual process and is at risk for human error without conducting extensive and time-consuming manual reviews and manual calculation of all the schedules.
Any changes in the budget require manually changing multiple schedules.
For local governments, counties, special districts, and school districts ClearGov can create and publish budget books with templates, customize documents with text, charts and spreadsheets and present documents in websites, mobile or PDF formats.
ClearGov currently has over 1,300 clients.
Staff recommend approval of a shift of the current manual budget publication process to a software solution geared toward ease of budget publication and greater transparency and using ClearGov’s product to accomplish this goal.
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FISCAL IMPACT:
The cost for the ClearGov Digital Budget Book and one time set up fee is included in the FY25/26 adopted budget.
ATTACHMENTS:
1. Resolution No. 2025-____ ClearGov Approval
2. ClearGov Service Order Pricing, General Terms and Conditions and Statement of Work
RESOLUTION NO. 2025-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LIVINGSTON
APPROVING THE PURCHASE OF AN ANNUAL SUBSCRIPTION FOR THE
CLEARGOV DIGITAL BUDGET BOOK AND A ONE TIME SET-UP FEE
WHEREAS the budget publication in Microsoft Excel and Microsoft Word and PDF format results in static publication on the City’s website without any searchable capabilities or the ability to drill down into relevant details; and
WHEREAS publication of the budget is a manual process and is at risk for human error without conducting extensive and time-consuming manual reviews and manual calculation of all the schedules; and,
WHEREAS staff is recommending approval of a shift of the current manual budget publication process to a software solution geared toward ease of budget publication and greater transparency and using ClearGov’s product to accomplish this goal; and NOW, THEREFORE, BE IT RESOLVED: That the City Council of the City of Livingston hereby approve the purchase of an annual subscription for the ClearGov Digital Budget Book and a onetime set-up fee.
I hereby certify that the foregoing Resolution No. 2025-___ is a full, true and correct copy of a resolution duly passed and adopted by the City Council of the City of Livingston at a regular meeting thereof duly held on the 15th day of July 2025, by the vote recorded as follows:
AYES:
NOES:
ABSENT:
ABSTAIN:
By: ______________________________
Jose A. Moran, Mayor
of the City of Livingston
ATTEST:
___________________________________
Monica Cisneros, Deputy City Clerk
of the City of Livingston
APPROVED AS TO LEGAL FORM
____________________________________
Marc B. Tran, City Attorney
• c1earGov· Service Order
2 Mill & Main; Suite 630; Maynard, MA 01754
Created by Alison Bekolay Order Date Jul 1, 2025
Contact Phone (414) 477-7627
Contact Email [email protected]
Order valid if signed by Jul 18, 2025
Customer Information
customer City of Livingston Contact Happy Bains Billing Contact Nancy Fuentes Address 1416 C Street Title Finance Director Title Accounting Tech - A/P City, St, Zip Livingston, CA 95334 Email [email protected] Email Phone (209) 394-8041 PO# (If any)
The Services you will receive and the Fees for those Services are ...
Set up Services Tier/Rate Service Fees
ClearGav Setup: Includes activation, onboarding and training for ClearGov solutions Tier 2 $ 5,400.00 Onbaarding Discount: 25% customer value add 25% $ (1,350.00) Total ClearGov Setup Service Fee· Billed ONE-TIME $ 4,050.00 Subscription Services Tier Service Fees
ClearGov Base Platform - Civic Edition Tier 2 $ 2,000.00 ClearGov Digital Budget Book - Civic Edition Tier 2 $ 8,800.00 Total ClearGov Subscription Service Fee· Billed ANNUALLY IN ADVANCE $ 10,800.00 ClearGov will provide your Services accordina to this schedule ...
Period Start Date End Date Description
Setup Aug 1, 2025 Aug 1, 2025 ClearGov Setup Services
Pro-Rata Aug 1, 2025 Jun 30, 2026 ClearGov Subscription Services Initial Jul 1, 2026 Jun 30, 2031 ClearGov Subscription Services To be clear, you will be billed as follows ...
Billina Date(s) Amount(s) Notes
Auq 1, 2025 $4,050.00 One Time Setup Fee AUQ l, 2025 $9,900.00 11 Month Pro-Rata Subscript ion Fee Jul 1, 2026 $10,800.00 Annual Subscription Fee
Addition al subscription years and/or renewals will be billed annually in accordance with oricina and terms set forth herein.
Billing Terms and Conditions
Valid Until Jul 18, 2025 Pricing set forth herein is 11a!id only if ClearGov Service Order is executed an or before this date.
Payment Net30 All invoices are due Net 30 days from the date of invoice.
Initial Period 3% per annum During the Initial Service Period, the Annual Subscription Service Fee shall automatically increase by this amount. Rate Increase Rate Increase 6% per annum A~er the Initial Service Period, the Annual Subscription Service Fee shall automatically increase by this amount.
General Terms & Conditions
Customer Satisfaction During the first thirty (30) days of the Service, Customer shall have the option to terminate the Service, by providing Guarantee written notice. In the event that Customer exercises this customer satisfaction guarantee option, such termination shall become effective immediatelv and Customer shall be eligible for a full refund of the aoolicable Service Fees.
Statement of Work
ClearGov and Customer mutually agree to the ClearGov Service activation and onboarding process set forth in the attached Statement of Work. Please note that ClearGov will not activate and/or implement services for any Customer with outstandina balance past due over 90 davs for anv orevious subscriotion services.
The Service Fees and Billing amounts set forth above in this ClearGov Service Order DO NOT include applicable taxes. In Taxes accordance with the laws of the applicable state, in the event that sales, use or other taxes apply to this transaction, ClearGov shall include such taxes on applicable invoices and Customer is solely responsible for such taxes, unless documentation is provided to ClearGov demonstratino Customer's exemotion from such taxes.
Subject to the termination rights and obligations set forth in the ClearGov BCM Service Agreement, this ClearGov Service Order commences upon the Order Date set forth herein and shall continue until the completion of the Service Period(s) Term & Termination for the Service(s) set forth herein. Each Service shall commence upon the Start Date set forth herein and shall continue until the completion of the applicable Service Period. To be clear, Customer shall have the option to Terminate this Service Order on an annual basis by providing notice at least sixty (60) days prior to the end of the then current Annual Term.
Auto-Renewal
After the Initial Period, the Service Period for any ClearGov Annual Subscription Services shall automatically renew for successive annual periods ( each an •Annual Tenn'"), unless either Party provides written notlce of its desire not to renew at least sixty (60) days prior to the end of the then current Annual Term.
Appropriations Customer shall have the option to terminate this ClearGov Service Order in advance of any annual renewal in the event that the applicable appropriatino bodv does not annrooriate funds for such uocomin<l renewal period.
The signature herein affirms your commitment to pay for the Service(s) ordered in accordance with the terms set forth in Agreement this ClearGov Service Order and also acknowledges that you have read and agree to the terms and conditions set forth in the ClearGov BCM Service Agreement found at the following URL: bttp·Uwr;w Qearuoycomlte(rns-and-c~. This Service Order incoroorates bv reference the terms of such ClearGov BCM Service Aareement.
Customer ClearCiov, Inc.
Signature Signature
Name Jose Antonio Ramirez Name B,yan A. Burdick
Title City Manager Title President
Please e-mail signed Service Order to [email protected] or Fax to (774) 759-3045 Order e ClearCiov internal use onl
Select Order Type for this Service Order NL If XS: Original Service Order Date
Statement of Work
This Statement of Work outlines the roles and responsibilities by both ClearGov and Customer required for the activation and onboarding of the ClearGov Service. ClearGov will begin this onboarding process upon execution of this Service Order. All onboarding services and communications will be provided throu h remote methods - email hone and web conferencin .
ClearClov Responsibilities
- ClearGov will activate ClearGov Service subscription(s) as of the applicable Start Date(s). ClearGov will create the initial Admin User account, and the Customer Admin User will be responsible for creating additional User accounts. - ClearG011 will assign an Implementation Manager (IM) responsible for managing the activation and onboarding process. ClearGov IM will coordinate with other ClearGov resources, as necessary.
- ClearGov IM will provide a Kickoff Call scheduling link to the Customer's Primary Contact. Customer should schedule Kickoff Call within two weeks after the Service Order has been executed.
- If Customer is subscribing to any products that require data onboarding:
- ClearGov IM will provide a Data Discovery Call scheduling link to the Customer's Primary Contact. Customer should schedule Data Discovery Call based on the availability of Customer's staff.
- ClearGov will provide Customer with financial data requirements and instructions, based on the ClearGov Service subscription(s). - ClearGov will review financial data files and confirm that data is complete, or request additional information, if necessary. Once complete financial data files have been received, ClearGov will format the data, upload it to the ClearGov platform and complete an initial mapping of the data. - After initial mapping, ClearGov will schedule a Data Review call with a ClearGov Data Onboarding Consultant (DOC), who will present how the data was mapped, ask for feedback, and address open questions. Depending upon Customer feedback and the complexity of data mapping requests, there may be additional follow-up calls or emails required to complete the data onboarding process. - ClearGov will inform Customer of all training, learning, and support options. ClearGov recommends all Users attend ClearGov Academy training sessions and/or read Support Center articles before using the ClearGov Service to ensure a quick ramp and success. As needed, ClearGov will design and deliver customized remote training and configuration workshops for Admins and one for End Users - via video conference - and these sessions will be recorded for future reference.
- ClearGov will make commercially reasonable efforts to complete the onboarding/activation process in a timely fashion, provided Customer submits financial data files and responds to review and approval requests by ClearGov in a similarly timely fashion. Any delay by Customer in meeting these deliverable requirements may result in a delayed data onboarding process. Any such delay shall not affect or change the Service Period(s) as set forth in the applicable Service Order.
Customer Responsibilities
- Customer's Primary Contact will coordinate the necessary personnel to attend the Kickoff and Data Discovery Calls within two weeks after the Service Order has been executed. If Customer needs to change the date/time of either of these calls, the Primary Contact will notify the ClearGov IM at least one business day in advance.
- If Customer is subscribing to any products that require data onboarding:
- Customer will provide a complete set of requested financial data files (revenue, expense, chart of accounts, etc.) to ClearGov in accordance with the requirements provided by ClearGov.
- Customer's Primary Contact will coordinate the necessary personnel to attend the Data Discovery and Data Review calls. It is recommended that all stakeholders with input on how data should be mapped should attend. Based on these calls and any subsequent internal review, Customer shall provide a detailed list of data mapping requirements and requested changes to data mapping drafts in a timely manner, and Customer will approve the final data mapping, once completed to Customer's satisfaction.
- Customer will complete recommended on-demand training modules in advance of customized training & configuration workshops. - Customer shall be solely responsible for importing and/or inputting applicable text narrative, custom graphics, performance metrics, capital requests, personnel data, and other such information for capital budget, personnel budget, budget books, projects, dashboards, etc.