CITY OF RICHMOND
STANDARD CONTRACT
Department: City Project Manager:
City Project Manager E-mail: City Project Manager Phone No:
Vendor No: Contract No:
Description of Services:
The parties to this STANDARD CONTRACT do mutually agree and promise as follows:
1. Parties. The parties to this Contract are the City of Richmond, a municipal corporation (“the City”), and the following named Contractor:
Contractor Name:
Street Address:
City, State, Zip Code:
Contact Person:
Telephone: Email:
Business License No:
☐ A California corporation, ☐ limited liability corporation ☐ general partnership, ☐ limited partnership, ☐ individual, ☐ non-profit corporation, ☐ individual dba as [specify:] ____________________ ☐ other [specify:] _______________________________
2. Term. The effective date of this Contract is _______________________ and terminates _________________ unless terminated earlier as set forth herein.
3. Payment Limit. City’s total payments to Contractor under this Contract shall not exceed $______________ (“Contract Payment Limit”) unless a Contract Amendment has been approved by the City Council or City Manager. If this amount includes a contingency, Contractor acknowledges that any use of such contingency shall be for work beyond the original scope of services and requires prior written authorization by the City. If noted below, Compensation for work done under this Contract, shall not exceed as follows:
FY _________ total compensation shall not exceed $_________________ FY _________ total compensation shall not exceed $_________________ FY _________ total compensation shall not exceed $_________________
4. Contractor’s Obligations. Contractor agrees to perform all work at its own cost and expense, to furnish all labor, tools, equipment, materials, except as otherwise specified, in accordance with the Service Plan set forth in Exhibit A, attached hereto and incorporated herein.
5. City Obligations. City shall make payments to the Contractor in accordance with the Payment Provisions set forth in Exhibit B, attached hereto and incorporated herein.
6. Authorized Representatives and Notices. This Contract is subject to the Authorized Representatives and Notices Provisions (Exhibit C), attached hereto and incorporated herein.
7. General Conditions. This Contract is subject to the General Conditions (Exhibit D), which are attached hereto and incorporated herein.
8. Special Conditions. This Contract is subject to the Special Conditions (Exhibit E) (if any), which are attached hereto and incorporated herein.
9. Insurance Provisions. This Contract is subject to the Insurance Provisions (Exhibit F), which are attached hereto and incorporated herein.
10. Sanctuary City Compliance Statement. This Contract is subject to the Sanctuary City Compliance Statement (Exhibit G), which is attached hereto and incorporated herein.
11. Signatures. These signatures attest the parties' agreement hereto:
CITY OF RICHMOND,
a municipal corporation [BUSINESS NAME]
(* The Corporation Chairperson of the Board, President, or Vice President should sign below)
By: _________________________ By: ___________________________ Title: ________________________ Title: __________________________ Date Signed: _________________ Date Signed: ___________________
I hereby certify that this Contract (* The Corporation Chief Financial Officer or Assistant has been approved by City Council Treasurer, or Secretary or Assistant Secretary should or the City Manager. sign below)
By: _________________________ By: ___________________________ City Clerk Title: __________________________
Date Signed: ____________________
Approved as to form:
(NOTE: Pursuant to California Corporations Code Section By: _________________________ 313, if Contractor is a corporation or nonprofit organization, City Attorney this Contract (1) must be signed by (a) the Chairperson of the Board, President, or Vice-President and (b) the
Chief Financial Officer or Assistant Treasurer, or
Secretary or Assistant Secretary)
LIST OF ATTACHMENTS:
Service Plan Exhibit A
Payment Provisions Exhibit B
Authorized Representatives and Notices Exhibit C
General Conditions Exhibit D
Special Conditions Exhibit E
Insurance Provisions Exhibit F
Sanctuary City Compliance Statement Exhibit G
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
EXHIBIT A
SERVICE PLAN
Contractor shall, to the satisfaction of the Project Manager ( set forth in Exhibit B) , perform the following services and be compensated as outlined below [or attach service plan if necessary]:
Service Order
2 Mill & Main; Suite 630; Maynard, MA 01754
Created By Order Date Nov 25, 2025
Contact Phone Order Valid If Signed ByContact Email
Customer Contact Billing Contact
Address Title Title
City, St, Zip Email Email
Phone PO # (If any)
Customer Annual Budgeted Expenditures - All Funds Total $570,000,000 Setup Services Tier / Rate Service Fees
Subscription Services Tier / Rate Service Fees
Billing Terms & Conditions
Valid Until Dec 5, 2025
Payment Net 30
Rate Increase
Customer Satisfaction
Guarantee
Statement of Work
Michael Lanza
(617) 816-7726
[email protected]
City of Richmond Jerry Gurule Jerry Gurule
450 Civic Center Plaza Accounting Manager Accounting Manager Richmond, CA 94804 [email protected] [email protected] (510) 412-2077
ClearGov Setup: Includes activation, onboarding, and training for ClearGov solutions Tier 5D $ 10,800.00 Setup fee waived - Customer Value Add Tier 5D $ (10,800.00) ClearGov Base Platform - Civic Edition Tier 5D $ 6,000.00 ClearGov Digital Budget Book - Civic Edition Tier 5D $ 24,500.00 Pricing set forth herein is valid only if ClearGov Service Order is executed on or before this date.
All invoices are due Net 30 days from the date of invoice. 6% per annumAfter the Initial Service Period, the Annual Subscription Service Fee shall automatically increase by this amount.
During the first thirty (30) days of the Service, Customer shall have the option to terminate the Service, by providing written notice. In the event that Customer exercises this customer satisfaction guarantee option, such termination shall become effective immediately and Customer shall be eligible for a full refund of the applicable Service Fees.
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 outstanding balance past due over 90 days for any previous subscription services.
Dec 5, 2025
Customer Information
The Services you will receive and the Fees for those Services are...
ClearGov will provide your Services according to this schedule...
To be clear, you will be billed as follows...
General Terms & Conditions
Total ClearGov Setup Service Fee - Billed ONE TIME $ -
Total ClearGov Subscription Service Fee - Billed ANNUALLY IN ADVANCE $ 30,500.00 Period Start Date End Date Description
Setup
Initial
Billing Date(s) Amount(s) Notes
Jan 1, 2026 Jan 1, 2026 ClearGov Setup Services
Jan 1, 2026 Dec 31, 2028 ClearGov Subscription Services Jan 1, 2026 $21,578.00 Annual Subscription Fee
Jan 1, 2027 $26,039.00 Annual Subscription Fee
Jan 1, 2028 $30,500.00 Annual Subscription Fee
Additional subscription years and/or renewals will be billed annually in accordance with pricing and terms set forth herein.
Taxes
Term & Termination
Auto-Renewal
Agreement
Signature Signature
Name Name
Title Title
Select Order Type for this Service Order If XS: Original Service Order Date ClearGov Responsibilities
The Service Fees and Billing amounts set forth above in this ClearGov Service Order include applicable taxes. In 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 demonstrating Customer's exemption 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) 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.
After the Initial Period, the Service Period for any ClearGov Annual Subscription Services shall automatically renew for successive annual periods (each an ), unless either Party provides written notice of its desire not to renew at least sixty (60) days prior to the end of the then current Annual Term.
The signature below affirms your commitment to pay for the Service(s) ordered in accordance with the terms set forth in this ClearGov Service Order and also acknowledges that you have read and agree to the terms and conditions set forth in the attached Exhibit A, Schedule 1 BCM Service Agreement. This Service Order incorporates by reference the terms of such BCM Service Agreement. In event of any conflict between the terms set forth in this ClearGov Service Order and any terms or conditions set forth in the ClearGov BCM Service Agreement, the terms of this ClearGov Service Order shall prevail.
Jerry Gurule Bryan A. Burdick
Accounting Manager President
NL
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 through remote methods - email, phone, and web conferencing.
- 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. - ClearGov 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.
DO NOT
"Annual Term”
Customer ClearGov, Inc.
Please e-mail signed Service Order to [email protected] or Fax to (774) 759-3045 Order Type (ClearGov Internal Use Only)
Statement of Work
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.
EXHIBIT A, SCHEDULE 1 ClearGov BCM Service Agreement
ClearGov, Inc. Service Agreement ver. 02.02.23 Page 1 of 4 This ClearGov BCM Service Agreement (the “Agreement”) is made and entered into by and between ClearGov, Inc. (“ClearGov”), a Delaware corporation with its principal offices at 2 Mill & Main; Suite 630, Maynard, MA 01754 and Customer (as defined in the applicable ClearGov Service Order) (each a “Party” and collectively the “Parties”). This Agreement governs the terms and conditions under which Customer may utilize the ClearGov Service as set forth herein and as specified in one or more applicable ClearGov Service Order(s) executed by Customer in connection herewith and incorporated herein (the “ClearGov Service Order(s)”). In event of any conflict between the terms set forth in this Agreement and any terms or conditions of any applicable ClearGov Service Order, the terms of the applicable ClearGov Service Order shall prevail.
WHEREAS ClearGov owns and operates the ClearGov Service, a Web- based SaaS solution that includes a variety of ClearGov App(s) and provides various features and functionality via such ClearGov App(s); and
WHEREAS Customer wishes to utilize the ClearGov Service in order to convey fiscal budget, key metrics and other information to the public as well as to leverage the functionality of such ClearGov App(s);
NOW THEREFORE, in consideration of the mutual covenants contained herein and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, ClearGov and Customer hereby agree as follows:
1) Definitions. Capitalized terms used in this Agreement, and not otherwise defined herein, shall have the following meanings:
1.1) "Account" means an access point for the ClearGov Service that requires registration by the Customer.
1.2) “ClearGov API” means an application programming
interface that provides access to specified content and functionality within certain ClearGov Apps.
1.3) “ClearGov Apps” means collectively all of the Web
applications hosted by ClearGov and available via the
ClearGov Service, including but not limited to the applications listed in any applicable ClearGov Service Order. All features, functionality, reports, etc. for each ClearGov App are included as material elements of the applicable ClearGov App.
ClearGov may modify, combine, add or delete ClearGov Apps from the ClearGov Service from time to time at its sole discretion, provided that in the event that ClearGov
terminates or deletes any ClearGov App to which Customer is actively subscribing, ClearGov shall provide a pro-rata refund for the applicable portion of the Subscription Service Fee for the remainder of the then current Service Period.
1.4) “ClearGov Data” means any aggregated and normalized key metrics and benchmarking data collected by ClearGov for the delivery of the ClearGov Service.
1.5) “ClearGov Service” means the complete set of ClearGov software and related materials including but not limited to the ClearGov Apps, ClearGov Data, ClearGov Web Site, the
Documentation and the Software.
1.6) “ClearGov Web Site” means the Web site owned and
operated by ClearGov and made available at the following URL: http://www.ClearGov.com and/or any successor site(s).
1.7) “Customer PDF” means one or more PDF files of Customer’s digital documents created by Customer using the ClearGov Apps.
1.8) “Customer Data” means any data provided to ClearGov by or on behalf of Customer or any data entered or uploaded into the ClearGov Service by or on behalf of Customer,
including Sensitive Data entered or provided by Customer.
Customer Data specifically excludes ClearGov Data as well as any anonymized, customized, modified or derivative works related to the Customer Data.
1.9) “Customer State” means the state, commonwealth or
territory in which the Customer is located.
1.10) “Customer Web Site” means any Web site owned and
operated by Customer.
1.11) "Documentation" means any accompanying proprietary documentation made available to Customer by ClearGov for use with the ClearGov Service, including any documentation available online or otherwise.
1.12) “Sensitive Data: means any Customer Data that may reasonably be deemed sensitive and/or private in nature, including but not limited to personal wage garnishments, individual healthcare-related expenses, data protected by HIPAA, etc.
1.13) "Software" means the source code and/or other code which are material elements of the ClearGov Apps and ClearGov Service.
2) Service Usage & Licenses.
2.1) Account Password and Security. Customer shall protect its passwords and take full responsibility for Customer's own, as well as any third-party, use of the Customer Account(s).
Customer is solely responsible for any and all activities that occur under such Customer Account(s), except for any
activities performed by ClearGov as set forth herein. Customer agrees to notify ClearGov immediately upon learning of any unauthorized use of a Customer Account or any other breach of security. From time to time, ClearGov's support staff may log in to the Customer Account in order to maintain or
improve service, including providing Customer assistance with technical or billing issues. Customer hereby acknowledges and consents to such access.
2.2) ClearGov License. Subject to the terms and conditions of this Agreement and as specifically set forth in the applicable ClearGov Service Order(s), ClearGov grants Customer a
limited, revocable, non-exclusive, non-transferable, non- distributable, worldwide license to utilize the ClearGov Service for the following functionality:
a) Content Delivery. Customer may integrate, link and
publish applicable public-facing content from the
applicable ClearGov Apps within one or more Customer
Web Site(s);
b) Application Access. Customer may access the ClearGov Apps via Customer’s Account to utilize the functionality provided within such ClearGov Apps; and
c) API Access. Customer may access the ClearGov API to
distribute and display public-facing content from the
ClearGov Apps within one or more Customer Web Site(s).
3) Term and Termination.
3.1) Term. The duration of this Agreement shall be defined in accordance with the Term set forth in all applicable Service Order(s). The Term shall commence upon the Start Date set forth in the first ClearGov Service Order executed between the Parties and shall continue in full force and effect until the termination or expiration of all applicable ClearGov Service Order(s) (the “Term”).
3.2) Termination. This Agreement and/or any applicable ClearGov Service Order may be terminated prior to the expiration of the term as follows:
a) Either Party may terminate this Agreement if the other Party fails to cure a material breach of the Agreement
within fifteen (15) days after receipt of written notice
ClearGov, Inc. Service Agreement ver. 02.02.23 Page 2 of 4 thereof.
b) Either Party may terminate this Agreement if the other Party is involved in insolvency proceedings, receivership, bankruptcy, or assignment for the benefit of creditors.
3.3) Obligations. Upon expiration or termination of this Agreement:
a) Each Party shall promptly return to the other all of the Confidential Information of the other Party in its
possession or control;
b) Customer shall cease use of the ClearGov Service and shall remove all links from the Customer Web Site(s) to any content provided by the ClearGov Apps, provided that Customer may continue to provide access to any
Customer PDF(s). Customer shall be solely responsible for hosting and delivering such Customer PDF(s) as well as
any ongoing costs for doing so; and
c) Any outstanding fees shall become immediately due and payable, and termination of this Agreement shall not
relieve Customer from its obligation to pay to ClearGov any such fees.
3.4) Survival. Sections 3.3, 3.4 and 4 through 8 inclusive shall survive any termination or expiration of this Agreement. 4) Fees and Billing.
4.1) Fees. Customer shall pay the Fees in accordance with the terms set forth in the applicable ClearGov Service Order.
4.2) Interest and Collections. Customer will be charged $50 for payments by checks that are returned due to insufficient funds. Any late payments will accrue interest equal to one and one-half percent (1.5%) per month, or the maximum
amount allowable under law, whichever is less, compounded monthly. ClearGov shall be entitled to recover all reasonable costs of collection (including agency fees, attorneys’ fees, in- house counsel costs, expenses and costs) incurred in
attempting to collect payment from Customer.
4.3) Taxes. Customer is solely responsible for all applicable sales, use and other taxes and similar charges based on or arising from this Agreement or any ClearGov Service Order. In the event that Customer is exempt from sales tax, Customer will provide ClearGov with a tax-exempt certificate upon request. 5) Intellectual Property.
5.1) General. Both Parties may only use the other Party’s intellectual property as expressly set forth herein. Nothing in this Agreement shall be construed in any manner to affect or modify either Party’s ownership rights in any preexisting or future works, trademarks, copyrights or technologies
developed or created by either Party, including without limitation, their respective proprietary software used in connection with the development and provision of their
respective Web sites, databases, systems, products and/or services. Unless specifically agreed by the Parties in writing, all intellectual property, including without limitation information that could become the subject of a patent,
copyright or trade secret, developed by a Party in the context of performing its obligations under this Agreement shall be exclusively owned by that Party and the other Party shall cooperate with any reasonable requests to execute
documents confirming such ownership.
5.2) Data Ownership and License.
a) Customer represents and warrants that it has obtained all data subjects’ consent or otherwise has the full legal right necessary to provide the Customer Data to ClearGov for
ClearGov’s use as contemplated by this Agreement.
Customer acknowledges that ClearGov shall have no legal liability for its use and/or the display of the Customer Data as contemplated by this Agreement.
b) Customer represents and warrants that Customer shall not provide or enter Sensitive Data to be displayed in any publicly available element of the ClearGov Service. To the extent that Customer enters or uploads any Sensitive Data into the ClearGov Service, Customer shall assume full
responsibility for the disclosure of such Sensitive Data.
ClearGov is under no obligation to review and/or verify whether or not Customer Data includes Sensitive Data.
c) Customer Data shall remain the property of Customer, and Customer hereby grants ClearGov a limited,
perpetual, irrevocable and royalty-free right to use, copy, modify, and display the Customer Data within any
ClearGov App(s) and for the purpose of providing the
ClearGov Service.
5.3) Proprietary Rights Notice. The ClearGov Service and all intellectual property rights in the ClearGov Service are, and shall remain, the property of ClearGov. All rights in and to the ClearGov Service not expressly granted to Customer in this Agreement are hereby expressly reserved and retained by ClearGov without restriction, including, without limitation, ClearGov's right to sole ownership of the ClearGov API, ClearGov Apps, ClearGov Data, ClearGov Web Site,
Documentation and Software. Without limiting the generality of the foregoing, Customer agrees not to (and to not allow any third party to): (a) sublicense, copy, distribute, rent, lease, lend or use the ClearGov Service outside of the scope of the license granted herein or make the ClearGov Service available to any third party or use the ClearGov Service on a service bureau time sharing basis; (b) copy, modify, adapt, translate, prepare derivative works from, reverse engineer, disassemble, or decompile the ClearGov Service or otherwise attempt to discover or reconstruct any source code,
underlying ideas, algorithms, file formats, program interfaces or other trade secrets related to the ClearGov Service; (c) use the trademarks, trade names, service marks, logos, domain names and other distinctive brand features or any copyright or other proprietary rights associated with the ClearGov Service for any purpose without the express written consent of ClearGov; (d) register, attempt to register, or assist anyone else to register any trademark, trade name, service marks, logos, domain names and other distinctive brand features, copyrights or other proprietary rights associated with
ClearGov other than in the name of ClearGov; or (e) modify, remove, obscure, or alter any notice of copyright, trademark, or other proprietary right or legend appearing in or on any item included with the ClearGov Service. If the use of the ClearGov Service is being purchased by or on behalf of the U.S. Government or by a U.S. Government prime contractor or subcontractor (at any tier), in accordance with 48 C.F.R. 227.7202-4 (for Department of Defense (DOD) acquisitions) and 48 C.F.R. 2.101 and 12.212 (for non-DOD acquisitions), the Government's rights in the ClearGov Service, including its rights to use, modify, reproduce, release, perform, display or disclose any elements of the ClearGov Service, will be subject in all respects to the commercial license rights and restrictions provided in this Agreement.
6) Representations, Warranties, Indemnification and Liability.
6.1) By ClearGov. ClearGov represents and warrants that: (i) the ClearGov Service shall be provided in accordance with, and shall not violate applicable laws, rules or regulations; and (ii) by using the ClearGov Service, Customer will not violate or in any way infringe upon the personal or proprietary rights of any third party, (iii) to ClearGov’s knowledge, the ClearGov Service does not contain any virus, worm, Trojan horse, time bomb or similar contaminating or destructive feature; and (iv)
ClearGov, Inc. Service Agreement ver. 02.02.23 Page 3 of 4 ClearGov holds all necessary rights to permit the use of the ClearGov Service and all components thereof provided to Customer under this Agreement.
6.2) By Customer. Customer represents and warrants that: (i) it has all right, title, and interest in and to the Customer Data necessary for its use in connection with the ClearGov Service; and (ii) it shall not use the ClearGov Service in a manner or in connection with any activity that would violate this Agreement or any law, rule or regulation or rights of any third party.
6.3) By Both. ClearGov and Customer both represent and warrant that (i) each has full power and authority to enter into and perform its obligations under this Agreement; (ii) this Agreement is a legal, valid and binding obligation, enforceable against each Party in accordance with its terms; and (iii) entering into this Agreement will not knowingly violate the Agreement or any laws, regulations or third-party contracts.
6.4) Indemnification by ClearGov. At ClearGov’s cost, ClearGov agrees to indemnify, hold harmless and defend Customer
against any cost, loss or expense (including attorney’s fees) resulting from any claims by third parties for loss, damage or injury (each, a “Claim”) arising out of or relating to (i) ClearGov’s breach of any term, condition, representation or warranty of this Agreement, (ii) ClearGov’s violation of any third party rights in connection with the ClearGov Service or (iii) ClearGov’s violations of applicable laws, rules or regulations in connection with the ClearGov Service. In such a case, Customer will provide ClearGov with written notice of such Claim. Customer shall cooperate as fully as reasonably required in the defense of any Claim. Customer reserves the right, at its own expense, to assume the exclusive defense and control of any matter subject to indemnification by ClearGov. Notwithstanding the foregoing, unless the
settlement involves no cost, loss or continuing liability to Customer, ClearGov shall not settle any Claim, without the written consent of Customer, such consent not to be
unreasonably withheld.
6.5) Limited Warranty. ClearGov warrants that the ClearGov Service will be delivered in a professional and workmanlike manner substantially in accordance with the statement of work set forth in the applicable ClearGov Service Order and that the ClearGov Service will operate in all material respects as described in its product descriptions and/or documentation.
EXCEPT FOR THE EXPRESS WARRANTIES STATED IN THIS
AGREEMENT, INCLUDING ANY APPLICABLE CLEARGOV
SERVICE ORDER, CLEARGOV MAKES NO ADDITIONAL
WARRANTY, EXPRESS OR IMPLIED, STATUTORY OR
OTHERWISE, INCLUDING WITHOUT LIMITATION ANY
IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR
A PARTICULAR PURPOSE OR NON-INFRINGEMENT,
GUARANTEES, REPRESENTATIONS, PROMISES,
STATEMENTS, ESTIMATES, CONDITIONS, OR OTHER
INDUCEMENTS.
6.6) Limitation of Liability. NEITHER CLEARGOV NOR CUSTOMER
WILL BE LIABLE TO THE OTHER PARTY FOR ANY INDIRECT,
SPECIAL, PUNITIVE, CONSEQUENTIAL (INCLUDING,
WITHOUT LIMITATION, LOST PROFITS), OR INCIDENTAL
DAMAGES, WHETHER BASED ON A CLAIM OR ACTION OF
CONTRACT, WARRANTY, NEGLIGENCE, STRICT LIABILITY,
OR OTHER TORT, BREACH OF ANY STATUTORY DUTY, choice
6.7) OR CONTRIBUTION, OR OTHERWISE, EVEN IF THE PARTY
HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH
DAMAGES. THE EXCLUSION CONTAINED IN THIS
PARAGRAPH SHALL APPLY REGARDLESS OF THE FAILURE OF
THE EXCLUSIVE REMEDY PROVIDED IN THE FOLLOWING
SENTENCE. BOTH PARTIES’ TOTAL CUMULATIVE LIABILITY
TO THE OTHER PARTY FOR ANY LOSS OR DAMAGES
RESULTING FROM ANY CLAIMS, DEMANDS OR ACTIONS
ARISING OUT OF OR RELATING TO THIS AGREEMENT SHALL
NOT EXCEED THE CUMULATIVE FEES PAID BY CUSTOMER
TO CLEARGOV IN THE PRECEDING TWELVE (12) MONTHS.
THE FOREGOING SHALL NOT LIMIT A PARTY'S (A) PAYMENT
OBLIGATIONS UNDER THE AGREEMENT; (B) LIABILITY FOR
INDEMNIFICATION OBLIGATIONS UNDER SECTION 6.4; (C)
LIABILITY FOR ANY BREACH OF ITS CONFIDENTIALITY
OBLIGATIONS UNDER SECTION 7; (D) LIABILITY FOR ANY
BREACH OF ITS REPRESENTATIONS, WARRANTIES, OR
OBLIGATIONS UNDER SECTION 5.2; OR (E) LIABILITY FOR
ITS INFRINGEMENT OR MISAPPROPRIATION OF ANY
PROPRIETARY RIGHTS OF THE OTHER PARTY. NOTHING IN
THIS AGREEMENT SHALL BE CONSTRUED AS EXCLUDING OR
LIMITING A PARTY’S LIABILITY FOR FRAUD OR ITS
LIABILITY FOR DEATH OR PERSONAL INJURY ARISING FROM
ITS NEGLIGENCE.
6.8) Essential Element. The provisions of this Section 6 are an essential element of the benefit of the consideration reflected in this Agreement.
7) Confidentiality.
7.1) Subject to any applicable open public records laws in the Customer State, each Party will keep the specific terms of this Agreement confidential, including the contents of the
schedules and exhibits, and not disclose any portion of them to any third party (other than to its attorneys, accountants, advisors and potential investors who are bound to keep such information confidential) without the other Party’s prior written consent, except as required by law, including but not limited to open public record laws.
7.2) In addition, in connection with the negotiation and performance of this Agreement, a Party (the “Receiving
Party”) may receive information from the other Party (the “Disclosing Party”) which is confidential or proprietary in nature, including without limitation information about a Party’s products, systems and services (“Confidential
Information”). The Receiving Party agrees that, during the term of this Agreement and for a period of three (3) years thereafter, it will keep the Confidential Information in strictest confidence and protect such Confidential Information by similar security measures as it takes to protect its own Confidential Information of a similar nature, but in no event shall the Receiving Party take less than reasonable care with the Confidential Information of the Disclosing Party. The Receiving Party also agrees that it will not use any
Confidential Information for any purpose other than in
connection with the performance of its obligations under this Agreement.
7.3) The term “Confidential Information” shall not include information which A) is or becomes generally available to the public without breach of this Agreement, B) is in the
possession of the Receiving Party prior to its disclosure by the Disclosing Party, C) becomes available from a third party not in breach of any obligations of confidentiality, D) is
independently developed by the Receiving Party, or E) is required to be disclosed by the Receiving Party pursuant to law, rule, regulation, subpoena or court order, including but not limited to open public record laws.
7.4) The Parties recognize that the disclosure or use of a Disclosing Party’s Confidential Information by the Receiving Party in violation of the provisions of this Section 7 may cause irreparable injury to the Disclosing Party; therefore, in the event either Party breaches the provisions of this Section 7, the other Party, in addition to any other remedies it may have, shall be entitled to seek preliminary and permanent
ClearGov, Inc. Service Agreement ver. 02.02.23 Page 4 of 4 injunctive relief without the necessity of posting a bond. 8) Miscellaneous.
8.1) General. If any provision of this Agreement is held to be unenforceable for any reason, such provision shall be
reformed to the extent necessary to make it enforceable to the maximum extent permissible so as to implement the
intent of the Parties, and the remainder of this Agreement shall continue in full force and effect. A waiver of any default is not a waiver of any subsequent default. The relationship between ClearGov and Customer is one of independent
contractors, not partnership, joint venture or agency. This Agreement shall be binding upon and inure to the benefit of the respective successors and permitted assigns of the Parties hereto. The United Nations Convention on Contracts for the International Sale of Goods and the Uniform Computer
Information Transactions Act shall not apply to this
Agreement. The Software is controlled by U.S. Export
Regulations, and it may not be exported to or used by
embargoed countries or individuals.
8.2) Entire Agreement. This Agreement and the accompanying ClearGov Service Order(s), together, constitute a valid and binding agreement between the Parties and are intended to be the Parties’ complete, integrated expression of the terms of their agreement with respect to the ClearGov Service, and any prior agreements or understandings with respect to such subject matter are superseded hereby and fully merged
herein.
8.3) Assignment. Neither Party will assign this Agreement in whole or in part to any third party without the prior written consent of the other Party; provided, however, either Party may assign this Agreement without such consent to any subsidiary or parent company of such Party or to any successor by way of any merger, consolidation or other corporate
reorganization of such Party or sale of all or substantially all of the assets of such Party or to an entity that assumes, by sale, license or otherwise, the business activities that are the subject of this Agreement, provided that such subsidiary or parent company or successor assumes or is otherwise fully bound by all of the obligations of the assigning Party under this Agreement.
8.4) Marketing Materials. Customer agrees that ClearGov may utilize Customer’s name solely to identify it as a ClearGov Customer on the ClearGov Web site, in client lists and other marketing materials. Any other uses of Customer’s name
and/or logo (other than as included in the content and/or other items furnished to ClearGov by Customer) shall require Customer’s prior written consent.
8.5) Insurance. ClearGov shall maintain commercial general liability insurance, cybersecurity insurance, product liability insurance and auto liability insurance in amounts that are consistent with industry standards. ClearGov shall maintain Worker’s Compensation insurance as required by law.
8.6) No Boycott of Israel. ClearGov hereby certifies that ClearGov is not currently engaged in and shall not, for the duration of the Term of this Agreement, engage in a boycott of goods or services from the State of Israel; companies doing business in or with the State of Israel or authorized by, licensed by or organized under the laws of the State of Israel; or persons or entities doing business in the State of Israel.
8.7) Jurisdiction. This Agreement shall be governed by the applicable laws in the Customer State, without regard to conflict of laws rules.
8.8) Modification. Intentionally omitted.
8.9) Force Majeure. If the performance of this Agreement or any obligations hereunder is prevented or interfered with by reason of fire or other casualty or accident, strikes or labor disputes, war or other violence, any law, proclamation, regulation, or requirement of any government agency, or any other act or condition beyond the reasonable control of a Party hereto, that Party upon giving prompt notice to the other Party shall be excused from such performance during such occurrence.
8.10) Notices. All notices, requests, or other communications between the Parties that are required or permitted hereunder will be in writing and will be given by: (a) delivery in person or by prepaid courier service with a nationally recognized courier company, (b) delivery by registered or certified mail, postage prepaid, return receipt requested, (c) by confirmed fax, or (d) email to the address and/or fax number set forth in the applicable ClearGov Service Order. A Party may change the street or email address or fax number to which notice is to be sent by giving written notice of such change. Notices will be deemed given when received as evidenced by
verification from the courier company, the mail or
confirmation of email receipt or fax confirmation.
8.11) Titles & Subtitles. The titles and subtitles in this Agreement are used for convenience only and are not to be considered in construing it.
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
EXHIBIT B
PAYMENT PROVISIONS
1. COMPENSATION TO CONTRACTOR:
a. Provided Contractor is not in default under this Contract, Contractor shall be compensated in the manner set forth herein.
b. All payments made pursuant to this Contract shall be subject to the Contract Payment Limit. The Payment Limit includes expenses (phones, photocopying, meals and travel, etc.). Invoices shall be adequately detailed, based on accurate records, and be in a form reasonably satisfactory to the City. Contractor may be required to provide back-up material upon request.
c. All City vendors receiving new contracts shall sign up to receive electronic payments through the City’s Automated Clearinghouse (ACH) payments service/provider.
2. SUBMISSION OF INVOICES:
Contractor shall submit timely invoices by email to
[email protected] and/or to the following address:
Attention: City of Richmond Finance/Account Payable
Project Manager: _______________________
P.O. Box 4046
Richmond, CA 94804
3. All invoices that are submitted by Contractor shall be subject to the approval of the City Project Manager, _______________________, before payments shall be authorized.
a. The City will pay invoice(s) within 45 days after completion of services to the City’s satisfaction. The City shall not pay late fees or interest.
b. All appropriate permits, certificates, and licenses, including a City business license shall be obtained and maintained for the duration of this Contract before any payment is authorized.
4. All insurance coverage required by this Contract shall be provided by the Contractor before this Contract is executed by the City. The insurance coverage required by this Contract shall be maintained by Contractor for the duration of this Contract and must be in place before any payment is authorized.
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
EXHIBIT C
AUTHORIZED REPRESENTATIVES AND NOTICES
1. All required written notices shall be delivered: (i) by hand; or (ii) sent by registered, express, or certified mail, with return receipt requested or with delivery confirmation requested from the U.S. postal service; or (iii) sent by overnight or same day courier service at the party’s respective address listed in this Section.
2. Each notice shall be deemed to have been received on the earlier to occur of:
actual delivery or the date on which delivery is refused; or three (3) days after notice is deposited in the U.S. mail or with a courier service in the manner described above (Sundays and City holidays excepted).
3. Either party may, at any time, change its notice address (other than to a post office box address) by giving the other party three (3) days prior written notice of the new address.
4. All notices, demands, requests, or approvals from Contractor to the City shall be addressed to the City at:
City of Richmond
450 Civic Center Plaza
Richmond, CA 94804
Email: ________________________________________________
5. All notices, demands, requests, or approvals from the City to Contractor shall be addressed to Contractor at:
Attn:
Email: ________________________________________________ Contract No: ________ For the Contract between the City of Richmond and
_____________________________
EXHIBIT D
GENERAL CONDITIONS
1. INDEPENDENT PARTIES:
Contractor hereby declares that Contractor is engaged as an independent business and Contractor agrees to perform the services as an independent contractor.
The manner and means of conducting the services and tasks are under the control of Contractor except to the extent they are limited by statute, rule or regulation and the express terms of this Contract. No civil service status or other right of employment will be acquired by virtue of Contractor’s services. None of the benefits provided by the City to its employees, including but not limited to unemployment insurance, workers’ compensation plans, vacation and sick leave, are available from the City to Contractor, its employees or agents. Deductions shall not be made for any state or federal taxes, FICA payments, PERS payments, or other purposes normally associated with an employer-employee relationship from any compensation due to Contractor. Payments of the above items, if required, are the responsibility of Contractor.
2. TIME IS OF THE ESSENCE:
Contractor and the City agree that time is of the essence regarding the performance of this Contract.
3. STANDARD OF CARE:
Contractor agrees to perform all services hereunder in a manner commensurate with the prevailing standards of like professionals or service Contractors, as applicable, in the San Francisco Bay Area and agrees that all services shall be performed by qualified and experienced personnel who are not employed by the City.
4. IMMIGRATION REFORM AND CONTROL ACT (IRCA):
Contractor assumes all responsibility for verifying the identity and employment authorization of all of its employees performing work hereunder, pursuant to all applicable IRCA or other federal, or state rules and regulations. Contractor shall indemnify, defend, and hold the City harmless from and against any loss, damage, liability, costs or expenses arising from any noncompliance of this provision by Contractor.
5. NON-DISCRIMINATION:
Consistent with the City’s policy and state and federal law that harassment and discrimination are unacceptable conduct, Contractor and its employees, contractors, and agents shall not harass or discriminate against any job applicant, City employee, or any other person on the basis of any kind of any statutorily (federal, state or local) protected class, including but not limited to: race, religious creed, color, national origin, ancestry, Contract No: ________ For the Contract between the City of Richmond and
_____________________________
disability (both mental and physical) including HIV and AIDS, medical condition (e.g. cancer), genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, pregnancy, political affiliation, military and veteran status or legitimate union activities. Contractor agrees that any violation of this provision shall constitute a material breach of this Contract.
6. CITY PROPERTY:
a. Each and every report, draft, work product, map, record, applicable plans, drawings, calculation, data, specification, video, graphic, or any other material or document produced, prepared or caused to be prepared by Contractor pursuant to or in connection with this Contract shall be the exclusive property of the City.
b. Notwithstanding the foregoing, Contractor shall not be obligated to provide to City proprietary software or data which Contractor has developed or had developed for Contractor's own use; provided, however, that Contractor shall, pursuant to Section 11 below, indemnify, defend and hold the City harmless from and against any discovery or Public Records Act request seeking the disclosure of such proprietary software or data.
c. No report, information or other data given to or prepared or assembled by Contractor pursuant to this Contract shall be made available to any individual or organization by Contractor without prior approval of the City Manager or their designee.
d. Contractor shall, at such time and in such form as City Manager or their designee may require, furnish reports concerning the status of services and tasks required under this Contract.
7. RECORDS:
a. Contractor shall maintain complete and accurate records with respect to the services, tasks, work, documents and data in sufficient detail to permit an evaluation of Contractor’s performance under the Contract, as well as maintain books and records related to sales, costs, expenses, receipts and other such information required by the City that relate to the performance of the services and tasks under this Contract (collectively the “Records”).
b. All Records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Contractor shall provide free access to the Records to the representatives of the City or its designees during regular business hours upon reasonable prior notice. The City has the right to examine and audit the Records, and to make copies or transcripts therefrom as necessary, and to allow inspection of all proceedings and activities related to this Contract. Such Records, together with supporting documents, shall be kept separate from other documents and records and shall be maintained by Contractor for a period of five (5) years after receipt of final payment.
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
c. If supplemental examination or audit of the Records is necessary due to concerns raised by the City’s preliminary examination or audit of records, and the City’s supplemental examination or audit of the records discloses a failure to adhere to appropriate internal financial controls, or other breach of this Contract or failure to act in good faith, then Contractor shall reimburse the City for all reasonable costs and expenses associated with the supplemental examination or audit.
8. PERMITS AND LICENSES:
Contractor, at its sole expense, shall obtain and maintain during the term of this Contract, all appropriate permits, certificates and licenses, including a City business license, required in connection with the performance of the services and tasks hereunder.
The failure to obtain such permits and licenses shall be a material breach of this Contract and grounds for immediate termination by City; provided, however, that City may waive the business license requirement in writing under unusual or extraordinary circumstances without necessitating any modification of this Contract to reflect such waiver.
9. TERMINATION:
a. Termination Without Default. Notwithstanding any provision herein to the contrary, the City may, in its sole and absolute discretion and without cause, terminate this Contract at any time prior to completion by Contractor of the project or services hereunder immediately upon transmission of written notice to Contractor as provided in Exhibit C “Authorized Representatives and Notices”.
b. Termination in the Event of Default. Should Contractor fail to perform any of its obligations hereunder, within the time and in the manner provided or otherwise violate any of the terms of this Contract, City may immediately terminate this Contract by giving written notice of such termination, stating the reasons for such termination. Contractor shall be compensated as provided in Exhibit B; provided, however, there shall be deducted from such amount the amount of damage, including attorney's fees, expert witness fees and costs, if any, sustained by City by virtue of Contractor's breach of this Contract. Additionally, in the event of such termination, the City may proceed with the work in any reasonable manner it chooses.
10. CONFLICT OF INTEREST:
Contractor acknowledges, represents and warrants that Contractor shall avoid all conflicts of interest (as defined under any federal, state or local statute, rule or regulation, or at common law) with respect to this Contract. Contractor further acknowledges, represents and warrants that no City official or employee has any economic interest, as defined in Title 2, California Code of Regulations §§ 18703.1 through 18703.5, with Contractor that would invalidate this Contract. Contractor acknowledges that in the event that Contractor shall be found by any judicial or administrative body to have any conflict of interest (as defined above) with respect to this Contract, all consideration received under Contract No: ________ For the Contract between the City of Richmond and
_____________________________
this Contract shall be forfeited and returned to City forthwith. This provision shall survive the termination of this Contract for one (1) year.
11. HOLD HARMLESS:
a. To the fullest extent permitted by law, Contractor shall indemnify, defend (with counsel acceptable to the City) and hold harmless the City, its City Council, boards, commissions, officials, employees, agents and volunteers (“Indemnitees”) from and against any and all loss, damages, liability, obligations, claims, suits, judgments, costs and expenses whatsoever, including attorney’s fees and costs of litigation (“Claims”), arising from or in any manner connected to Contractor’s performance of its obligations under this Contract or failure to comply with any of its obligations under this Contract or out of the operations conducted by Contractor even if the City is found to have been negligent. If the Claims filed against Indemnitees allege negligence, recklessness or willful misconduct on the part of Contractor, Contractor shall have no right of reimbursement against Indemnitees for the costs of defense even if negligence, recklessness or willful misconduct is not found on the part of Contractor. Contractor shall not have any obligations to indemnify Indemnitees if the loss or damage is found to have resulted solely from the negligence or the willful misconduct of the City. The defense and indemnification obligations of this Contract are undertaken in addition to, and shall not in any way be limited by, the insurance obligations contained in this Contract.
b. This indemnification obligation shall survive this Contract and shall not be limited by any term of any insurance policy required under this Contract; provided however, that if this Contract is for design professional services, this indemnity provision is limited to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the design professional (as defined in California Civil Code section 2782.8).
12. LIMITATIONS UPON SUBCONTRACTING AND ASSIGNMENT:
a. This Contract binds the heirs, successors, assigns and representatives of Contractor. The Contractor shall not enter into subcontracts for any work contemplated under this Contract and shall not assign this Contract, nor any portion hereof or monies due or to become due, without the prior written consent of the City Council or its designee.
b. Contractor shall not assign, sublease, hypothecate, or transfer this Contract, or any interest therein, directly or indirectly, by operation of law or otherwise, without prior written consent of the City Manager. Contractor shall submit a written request for consent to transfer to the City Manager at least thirty (30) days in advance of the desired transfer.
The City Manager or their designee may consent or reject such request in their sole and absolute discretion. Any attempt to do so without said consent shall be null and void, and any assignee, sublessee, hypothecate or transferee shall acquire no right or interest by reason of such attempted assignment, hypothecation or transfer. However, claims for Contract No: ________ For the Contract between the City of Richmond and
_____________________________
money against the City under this Contract may be assigned by Contractor to a bank, trust company or other financial institution without prior written consent.
c. The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Contractor (if applicable), or of the interest of any general partner or joint venturer or syndicate member if Contractor is a partnership or joint- venture or syndicate, which shall result in a change of control of Contractor, shall be deemed an assignment. For this purpose, control shall mean fifty percent or more of the voting power or twenty-five percent or more of the assets of the corporation, partnership or joint-venture.
d. Only those persons and/or businesses whose names and resumés are attached to this Contract shall be used in the performance of this Contract. However, if after the start of this Contract, Contractor wishes to use sub-contractors, at no additional costs to the City, then Contractor shall submit a written request for consent to add sub- contractors including the names of the sub-contractors and the reasons for the request to the City Manager at least five (5) days in advance. The City Manager may consent or reject such requests in their sole and absolute discretion.
e. Each sub-contractor shall be required to furnish proof of workers’ compensation insurance and shall also be required to carry general, automobile and professional liability insurance (as applicable) in reasonable conformity to the insurance carried by Contractor.
f. In addition, any tasks or services performed by sub-contractors shall be subject to each provision of this Contract. Contractor shall include the following language in their Contract with any sub-contractor: “Sub-Contractors hired by Contractor agree to be bound to Contractor and the City in the same manner and to the same extent as Contractor is bound to the City.”
g. The requirements in this Section 12 shall not apply to persons who are merely providing materials, supplies, data or information that Contractor then analyzes and incorporates into its work product.
13. SAFETY:
a. Contractor acknowledges that the City is committed to the highest standards of workplace safety. Contractor will be solely and completely responsible for conditions of all vehicles owned or operated by Contractor, including the safety of all persons and property during performance of the services and tasks under this Contract.
Contractor shall assume sole and complete responsibility for the safety of Contractor's employees and any of subcontractor's employees This requirement will apply continuously and not be limited to normal working hours. In addition, Contractor will comply with all safety provisions in conformance with U.S. Department of Labor Occupational Safety and Health Act, any equivalent state law, and all other applicable Contract No: ________ For the Contract between the City of Richmond and
_____________________________
federal, state, county and local laws, ordinances, codes, and any regulations that may be detailed in other parts of the Contract. Where any of these are in conflict, the more stringent requirements will be followed. Contractor’s failure to thoroughly familiarize itself with the aforementioned safety provisions will not relieve it from compliance with the obligations and penalties set forth herein.
b. Contractor will immediately notify the City (in no event less than 24 hours) of any incident of death, serious personal injury or substantial property damage that occurs in connection with the performance of this Contract. Contractor will promptly submit to the City a written report of all incidents that occur in connection with this Contract. This report must include the following information: (i) name and address of injured or deceased person(s); (ii) name and address of Contractor’s employee(s) involved in the incident; (iii) name and address of Contractor’s liability insurance carrier; (iv) a detailed description of the incident; and (v) a police report.
c. Contractor acknowledges that the City shall have the right to impose, at the City’s sole discretion, requirements that it deems are necessary to protect the health and safety of the City employees, residents, and visitors. Contractor agrees to comply with all such requirements, including, but not limited to, mandatory vaccinations, the use of personal protective equipment (e.g. masks), physical distancing, and health screenings.
Contractor also agrees to make available to the City, at the City’s request, records to demonstrate Contractor’s compliance with this Section.
14. INSURANCE:
Insurance requirements are set forth in Exhibit F to this Contract. Contractor shall abide by the insurance requirements set forth in said Exhibit F.
15. COMPLIANCE WITH ALL APPLICABLE LAWS:
a. During the term of this Contract, Contractor shall keep fully informed of all existing and future state and federal laws and all municipal ordinances and regulations of the City of Richmond which affect the manner in which the services or tasks are to be performed by Contractor, as well as all such orders and decrees of bodies or tribunals having any jurisdiction or authority over the same. Contractor shall comply with all applicable laws, state and federal and all ordinances, rules and regulations enacted or issued by the City. Compliance under this provision includes compliance with all provisions of the Richmond Municipal Code ("Municipal Code"), including Chapters 2.50,
2.52, 2.56, and 2.60, if applicable.
b. Contractor acknowledges that under § 2.60.070 of the Municipal Code ("Living Wage Ordinance"), Contractor is required to provide the City with documents and information verifying its compliance with the Living Wage Ordinance. Contractor shall notify each of its affected employees with regards to the wages that are required to be paid pursuant to the Living Wage Ordinance as prescribed in § 2.60.070 of the Municipal Code.
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
c. Contractor shall comply with § 2.28.030 of the Municipal Code, obligating every Contractor or sub-Contractor under an agreement or sub-agreement with the City for public works, goods or services to refrain from discriminatory employment or practices on the basis of race, color, sex, sexual orientation, religious creed, national origin or ancestry of any employee, any applicant for employment or any potential sub-contractor.
d. Contractor acknowledges that the City’s Drug Free Workplace Policy, Violence in the Workplace Policy and the Policy Against Workplace Harassment, are available on the City’s website at http://www.ci.richmond.ca.us/workplacepolicies.
Contractor agrees to abide by the terms and conditions of said policies.
16. INTEGRATED CONTRACT:
The Recitals and exhibits are a material part of this Contract and are expressly incorporated herein. This Contract represents the full and complete understanding of every kind or nature whatsoever between the parties hereto, and all preliminary negotiations and agreements of whatsoever kind or nature are merged herein. No verbal agreement or implied covenant shall be held to vary the provisions hereof. Any modification of this Contract will be effective only by written execution signed by both the City and Contractor.
17. CONFLICTING PROVISIONS:
In the event of a conflict between these General Conditions and those of any Exhibit or attachment hereto, these General Conditions shall prevail; provided, however, that any Special Condition as set forth in Exhibit E shall prevail over these General Conditions. In the event of a conflict between the terms and conditions of any two or more Exhibits or attachments hereto, those prepared by City shall prevail over those prepared by the Contractor, and the terms and conditions preferred by the City shall prevail over those preferred by the Contractor.
18. FORCE MAJEURE:
Neither party hereto shall be considered in default in the performance of its obligations hereunder to the extent that the performance of such an obligation is prevented or delayed by reason of acts of God, strikes, boycotts, lock-outs, inability to procure materials not related to the price thereof, failure of power, restrictive governmental laws and regulations enacted after the date of this Contract, riots, civil unrest, acts of terrorism, insurrection, war, declaration of a state or national emergency or other reasons of a like nature not within the reasonable control of such party.
19. CONFLICT OF LAW:
This Contract shall be interpreted under, and enforced by the laws of the State of Contract No: ________ For the Contract between the City of Richmond and
_____________________________
California without regard to any choice of law rules which may direct the application of laws of another jurisdiction. The Contract and obligations of the parties are subject to all valid laws, orders, rules, and regulations of the authorities having jurisdiction over this Contract (or the successors of those authorities). Any suits brought pursuant to this Contract shall be filed with the courts of the County of Contra Costa, State of California.
20. CLAIMS:
Any claim by Contractor against City hereunder shall be subject to Government Code §§ 800 et seq. The claims presentation provisions of said Act are hereby modified such that the presentation of all claims hereunder to the City shall be waived if not made within six months after accrual of the cause of action.
21. INTERPRETATION:
This Contract shall be interpreted as if drafted by both parties.
22. WARRANTY:
If any product is be provided to the City as part of this Contract, Contractor warrants as follows: Contractor possesses good title to the product and the right to transfer the product to City; the product shall be delivered to the City free from any security interest or other lien; the product meets any specifications contained herein; the product shall be free from material defects in materials and workmanship under normal use for a period of one (1) year from the date of delivery; and the product shall be fit for its intended purpose(s). Notwithstanding the foregoing, consumable and maintenance items (such as light bulbs and batteries) shall be warranted for a period of one hundred and eighty (180) days from the date of delivery. All repairs during the warranty period shall be promptly performed by Contractor, at Contractor's expense, including shipping.
23. SEVERABILITY:
In the event that any of the provisions or portions or applications thereof of this Contract are held to be unenforceable or invalid by any court of competent jurisdiction, City and Contractor shall negotiate an equitable adjustment in the provisions of the Contract with a view toward effecting the purpose of this Contract, and the validity and enforceability of the remaining provisions or portions or applications thereof, shall not be affected thereby.
24. AUTHORITY:
City warrants and represents that the signatory hereto (the Mayor of the City of Richmond or the City Manager) is duly authorized to enter into and execute this Contract on behalf of City. The party signing on behalf of Contractor warrants and represents that they are duly authorized to enter into and execute this Contract on behalf of Contractor, Contract No: ________ For the Contract between the City of Richmond and
_____________________________
and shall be personally liable to City if they are not duly authorized to enter into and execute this Contract on behalf of Contractor.
25. WAIVER:
The waiver by City of any breach of any term or provision of this Contract shall not be construed as a waiver of any subsequent breach. Inspections or approvals, or statements by any officer, agent or employee of the City relating to the Contractor’s performance, or payment therefore, or any combination of these acts, shall not relieve the Contractor’s obligation to fulfill this Contract as prescribed; nor shall the City be thereby stopped from bringing any action for damages or enforcement arising from any failure to comply with any of the terms and conditions of this Contract.
26. COUNTERPARTS:
This Contract may be executed in any number of counterparts (including by fax, PDF, DocuSign, or other electronic means), each of which shall be deemed an original, but all of which shall constitute one and the same instrument.
27. SANCTUARY CITY CONTRACTING ORDINANCE (SCCO):
The Richmond Sanctuary City Contracting Ordinance No. 12-18 prohibits the City from granting and or retaining contracts with any person or entity that provides Data Broker or Extreme Vetting services to the U.S. Immigration and Customs Enforcement Division of the United States Department of Homeland Security (“ICE”). Contractor must submit the Sanctuary City Compliance Statement, attached hereto as Exhibit G.
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
EXHIBIT E
SPECIAL CONDITIONS
The General Conditions are hereby amended to include the following modifications and/or provisions (if applicable, otherwise please state “NONE”):
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
EXHIBIT F
INSURANCE PROVISIONS
☐ CHECK HERE IF RISK MANAGEMENT HAS APPROVED WAIVING INSURANCE REQUIREMENTS FOR THIS CONTRACT.
1. CERTIFICATES: Before the commencement of the terms of this Contract, and during the entire term of this Contract and any extension or modification thereof, Contractor shall furnish the City’s Risk Manager with certificates showing the type, amount, class of operations covered, effective dates and dates of expiration of insurance coverage in compliance with coverage requirements set forth by the City and incorporated herein.
Such certificates, which do not limit Contractor’s indemnification, shall also contain substantially the following statement:
“Should any of the above insurance covered by this certificate be canceled or coverage reduced before the expiration date thereof, the insurer affording coverage shall provide thirty (30) days’ advance written notice to the City of Richmond.
Attention: Risk Manager.”
Contractor shall maintain in force at all times during the performance of this Contract all appropriate coverage of insurance required by this Contract with an insurance company licensed to offer insurance business in the State of California with a current A.M. Best’s rating of no less than A:VII or Standard & Poor’s Rating (if rated) of at least BBB unless otherwise acceptable to the City. Contractor shall deliver updated insurance certificates to the City at the address set forth in Exhibit C prior to the expiration of the existing insurance certificate for the duration of the term of Contract.
Endorsements naming the City, its City Council, boards, commissions, officials, employees, agents, and volunteers as additional insured shall be submitted with the insurance certificates.
2. COVERAGE REQUIREMENTS: The City’s insurance requirements depend upon the type of service being provided and/or the provider. The City’s insurance requirements will fall into one of the following categories (unless otherwise provided by the City):
Consultants and Contractors – Type 1
Professional Services – Type 2
Environmental Risk/Hazardous Waste Material – Type 3
Lease of City Property – Type 4
Vendors, Suppliers, Small Grant Recipients & Nonprofit Organizations – Type 5 Transportation Providers – Type 6
Professional Services Pyrotechnics – Type 7
Cyber and I.T. Risks – Type 8
Contract No: ________ For the Contract between the City of Richmond and
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The insurance requirements classification applicable to this Contract shall be attached to this Exhibit F and made a part hereof.
3. FAILURE TO SECURE: If Contractor at any time during the term hereof should fail to secure or maintain the foregoing insurance, the City shall be permitted to obtain such insurance in Contractor’s name or as an agent of Contractor and shall be compensated by Contractor for the costs of the insurance premiums at the maximum rate permitted by law and computed from the date written notice is received that the premiums have not been paid.
4. SUFFICIENCY OF INSURANCE: The insurance limits required by the City are not represented as being sufficient to protect Contractor. Contractor is advised to consult Contractor’s insurance broker to determine adequate coverage for Contractor. The coverage and limits shall be (1) the minimum coverage and limits specified in this Contract; or (2) the broader coverage and maximum limits of the coverage carried by or available to Contractor; whichever is greater.
INSERT INSURANCE REQUIREMENTS CLASSIFICATION APPLICABLE TO THIS CONTRACT: (IF NECESSARY, CONFIRM WITH RISK MANAGER)
Contract No: ________ For the Contract between the City of Richmond and
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EXHIBIT G
SANCTUARY CITY COMPLIANCE STATEMENT
The undersigned, (hereafter "Contractor"), has had an opportunity to review the requirements of City of Richmond Ordinance 12-18 (hereafter "Sanctuary City Contracting Ordinance" or “SCCO”).
Contractor understands and agrees that the City may choose with whom it will maintain business relations and may refrain from contracting with any person or entity that provides Data Broker or Extreme Vetting services to the U.S. Immigration and Customs Enforcement Division of the United States Department of Homeland Security (“ICE”). Contractor understands the meaning of the following terms used in the SCCO:
a. "Data Broker” means either of the following:
i. The collection of information, including personal information about consumers, from a wide variety of sources for the purposes of reselling such information to their customers, which include both private-sector business and government agencies;
ii. The aggregation of data that was collected for another purpose from that for which it is ultimately used.
b. “Extreme Vetting” means data mining, threat modeling, predictive risk analysis, or other similar services."
Contractor understands that it is not eligible to receive or retain a City contract if at the time the Contract is executed, or at any time during the term of the Contract, it provides Data Broker or Extreme Vetting services to ICE.
Contractor further understands and agrees that Contractor's failure to comply with the SCCO shall constitute a material default of the Contract and the City Manager may terminate the Contract and bar Contractor from bidding on future contracts with the City for five (5) years from the effective date of the contract termination.
By executing this statement, Contractor certifies that it complies with the requirements of the SCCO and that if at any time during the term of the Contract it ceases to comply, Contractor will promptly notify the City Manager in writing. Any person or entity who knowingly or willingly supplies false information in violation of the SCCO shall be guilty of a misdemeanor and subject to a $1,000 fine.
Based on the foregoing, the undersigned declares under penalty of perjury under the laws of the State of California that the foregoing is true and correct.
Printed Name: Title:
Signed: Date:
Business Entity:
___ Exhibit F
___ Section 8
City of Richmond - Insurance Requirements – Type 8:
IT and Cyber Risks
Type 1 – Page 1 of 4
Revised: June 2023
In all instances where a CONTRACTOR or its representatives will be conducting business and/or providing services, the City requires the following MINIMUM insurance requirements and limits.
CONTRACTOR shall procure and maintain for the duration of the contract, agreement, or other order for work, services or supplies, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the CONTRACTOR, its agents, representatives, employees or subcontractors. Maintenance of proper insurance coverage is a material element of the contract. Failure to maintain or renew coverage or to provide evidence of renewal may be treated by the City as a material breach of contract.
CONTRACTOR agrees that in the event of loss due to any of the perils for which it has agreed to provide Commercial General Liability insurance, CONTRACTOR shall look solely to its insurance for recovery. CONTRACTOR hereby grants to CITY, on behalf of any insurer providing Commercial General Liability insurance to either CONTRACTOR or CITY with respect to the services of CONSULTANT herein, a waiver of any right to subrogation which any such insurer of said CONTRACTOR may acquire against the CITY by virtue of the payment of any loss under such insurance.
Original, signed certificates and original, separate policy endorsements, naming the City as an additional insured for general liability, as well as a waiver of subrogation for Workers’ Compensation insurance, shall be received and approved by the City before any work may begin. However, failure to do so shall not operate as a waiver of these insurance requirements.
City reserves the right to modify or require additional coverages for specific risk exposures depending on scope of CONTRACTORS work.
Minimum coverage is detailed below. The policy limits of coverage shall be made available to the full limits of the policy.
The minimum limits stated herein shall not serve to reduce the policy limits of coverage of CONTRACTOR.
Minimum Scope of Insurance – the following forms shall be provided and coverage shall be at least as broad as the following:
1. Insurance Services Office Commercial General Liability coverage (ISO Occurrence Form CG 0001) including coverage for bodily and personal injury, property damage, and products and completed operations.
2. Insurance Services Office Automobile Liability coverage (ISO Form CA 0001, Code 1, Any Auto)
3. Original and Separate Additional Insured Endorsements for General Liability (ISO Form CG 20 10 11/85 or its equivalent) with primary and non-contributory language.
4. Workers’ Compensation Insurance as required by the State of California including Employer’s Liability coverage.
5. Original and Separate Waiver of Subrogation for Workers’ Compensation and Builder’s Risk/ Course of Construction Insurance.
6. Cyber Liability Insurance
Required Coverage
Minimum Limits
Workers’ Compensation and
Employers’ Liability
Statutory limits as required by the State of California including $1 million Employers’ Liability per accident, per employee for bodily injury or disease.
If CONTRACTOR is self-insured, provide a certificate of Permission to Self- Insure, signed by the California Department of Industrial Relations and Self- Insurance. If contractor is a sole proprietor (has no employees) than contractor must sign “Contractor Release of Liability” found at:
http://www.ci.richmond.ca.us/index.aspx?nid=61.
General Liability
(primary and excess limits
combined)
PROJECT COST REQUIRED LIMIT
$0 - $5 million $2 million p/o
$5 million - $10 million $5 million p/o
Over $10 million $10 million p/o
___ Exhibit F
___ Section 8
City of Richmond - Insurance Requirements – Type 8:
IT and Cyber Risks
Type 1 – Page 2 of 4
Revised: June 2023
Includes coverage for bodily injury, personal injury, property damage and products and completed operations. The policy shall not exclude coverage for XCU perils (explosion, collapse, or damage to underground property).
If the policy includes a general aggregate, either the general aggregate shall apply separately to this project, service or location or the minimum required aggregate limit shall be twice the per occurrence limit ($4 million aggregate limit).
Policy shall be endorsed to name the City of Richmond as an additional insured per the conditions detailed below.
Automobile Liability $1,000,000 per occurrence for bodily injury and property damage.
Cyber Liability Cyber Liability Insurance, with limits not less than $2,000,000 per occurrence or claim, $2,000,000 aggregate. Coverage shall be sufficiently broad to respond to the duties and obligations as is undertaken by Vendor in this agreement and shall include, but not be limited to, claims involving infringement of intellectual property, including but not limited to infringement of copyright, trademark, trade dress, invasion of privacy violations, information theft, damage to or destruction of electronic information, release of private information, alteration of electronic information, extortion and network security. The policy shall provide coverage for breach response costs as well as regulatory fines and penalties as well as credit monitoring expenses with limits sufficient to respond to these obligations.
If the Vendor maintains broader coverage and/or higher limits than the minimums shown above, the Entity requires and shall be entitled to the broader coverage and/or the higher limits maintained by the contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the Entity.
Same limits as General Liability.
Required Policy Conditions
A. M. Best Rating A:VII or Better. If the A.M. Best Rating falls below the required rating, CONTRACTOR must replace coverage immediately and provide notice to City.
Additional Insured Endorsement
Additional Insured Endorsement
(continued)
Applicable to General Liability Coverage.
The City of Richmond, its officers, officials, employees, agents and volunteers are to be named as additional insureds for all liability arising out of the operations by or on behalf of the named insured, including but not limited to bodily injury, deaths and property damage or destruction arising in any respect directly or indirectly in the performance of this contract.
ISO form CG 20 10 (11/85) or its equivalent is required. The endorsement must not exclude products and completed operations coverage. If it does, then CG 20 37 (10/01) is also required.
SAMPLE Endorsements can be found at
http://www.ci.richmond.ca.us/index.aspx?nid=61
Primary and Noncontributory The contractor’s insurance coverage must be primary coverage as it pertains to the City, its officers, officials, employees, agents and volunteers. Any insurance or self insurance maintained by the City is wholly separate from ___ Exhibit F
___ Section 8
City of Richmond - Insurance Requirements – Type 8:
IT and Cyber Risks
Type 1 – Page 3 of 4
Revised: June 2023
the insurance of the contractor and in no way relieves the contractor from its responsibility to provide insurance.
Waiver of Subrogation
Endorsement Form
Contractor’s insurer will provide a Waiver of Subrogation in favor of the City for Workers Compensation and Builder’s Risk/ Course of Construction coverage during the life of this contract.
SAMPLE Endorsements can be found at
http://www.ci.richmond.ca.us/index.aspx?nid=61
Deductibles and Self-Insured
Retentions
Any deductible or self-insured retention must be declared to and approved by the City. At the option of the City either the insurer shall reduce or eliminate such deductibles or self-insured retention as respects the City or the CONTRACTOR shall procure a financial guarantee in an amount equal to the deductible or self-insured retention guaranteeing payment of losses and related investigations, claims administration and defense expenses.
Contractor is responsible for satisfaction of the deductible and/or self-insured retention for each loss.
1. Umbrella/Excess Liability Policies
If an Umbrella or Excess Liability Policy is used to meet the liability limits, coverage shall be as broad as specified for underlying coverages and cover those insured in the underlying policies.
Claims-Made Policies
If any insurance policy is written on a claims-made form: 1) the retroactive date must be shown, and must be before the date of the contract or the beginning of contract work. 2) Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work. 3) If coverage is canceled or non- renewed, and not replaced with another claims-made policy form with a retroactive date prior to the contract effective date, the Contractor must purchase an extended period coverage for a minimum of five (5) years after completion of contract work.
Subcontractors
CONTRACTOR shall include all subcontractors as insured under its policies or shall furnish to the City for review and approval, separate certificates and endorsements for each subcontractor. All coverage for subcontractors shall be subject to all of the requirements stated herein.
CONTRACTOR agrees to defend and indemnify the City of Richmond for any damage resulting to it from failure of either CONTRACTOR or any subcontractor to take out or maintain the required insurance policies. The fact that insurance is obtained by CONTRACTOR, and/or CONTRACTOR’s subcontractors, will not be deemed to release or diminish the liability of CONTRACTOR, including, without limitation, liability under the indemnity provisions of this contract. Damages recoverable by CITY from CONTRACTOR or any third party will not be limited by the amount of the required insurance coverage.
Verification of Coverage
All original certificates and endorsements shall be received and approved by the City before work may begin. The City of Richmond reserves the right to require complete, certified copies of all required insurance policies including endorsements affecting the coverage at any time.
Original insurance certificates and required policy endorsements shall be mailed, or delivered to the Designated Project Manager for the City of Richmond.
Insurance certificates and endorsements may be faxed to the Designated Project Manager. However, Contractor must mail the original certificates and endorsements to Designated Project Manager once faxed.
Continuous Coverage
___ Exhibit F
___ Section 8
City of Richmond - Insurance Requirements – Type 8:
IT and Cyber Risks
Type 1 – Page 4 of 4
Revised: June 2023
CONTRACTOR shall maintain the required insurance for the life of the contract. Should the CONTRACTOR cease to have insurance as required during this time, all work by the CONTRACTOR pursuant to this agreement shall cease until insurance acceptable to the City is provided. In the event that CONTRACTOR fails to comply with the City’s insurance requirements, the City may take such action as it deems necessary to protect the City’s interests. Such action may include but is not limited to termination of the contract, withholding of payments, or other actions as the City deems appropriate.
If services or the scope of work extend beyond the expiration dates of the required insurance policies initially approved by the City, CONTRACTOR must provide updated certificates and endorsements indicating that the required coverage, terms and conditions are still in place. Renewal certificates and updated endorsements shall be mailed to the Designated Project Manager.
Cancellation
CONTRACTOR shall ensure that coverage shall not be cancelled, reduced or otherwise materially changed except after thirty (30) days’ prior written notice has been given to the City.
Reporting Requirements
Any failure to comply with reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to the City, its officers, officials, employees or volunteers.
Consistent with Public Policy
The insuring provisions, insofar as they may be judged to be against public policy shall be void and unenforceable only to the minimum extent necessary so that the remaining terms and provisions herein may be consistent with public policy and thus enforceable.
SoftwareProposalInResponsetoCityof RichmondRequest forProposals: AutomatedBudget BookPublishingSolution SUBMITTEDONOctober29, 2024
PREPAREDFOR
MubeenQaderDeputyFinanceDirectorCityofRichmond
PROPOSALCONTACTSMichaelLanzaClearGov, Inc., Sr. [email protected](617)816-7726 TylerBridgesClearGov, Inc., [email protected](855)553-2715Ext. 7087 ClearGov, Inc. | 855-553-2715 | www.cleargov.com Page1 of 32
OURMISSION
WeCreateEasy-to-UseSoftwaretoHelplocal governmentsPlanandBudget Better ClearGov, Inc. | 855-553-2715 | www.cleargov.com Page2of 32
October29, 2024
MubeenQaderDeputyFinanceDirectorCityofRichmond450CivicCenterPlazaRichmond, CA94804 DearMubeen,
WearepleasedtoprovideyouandyourteamattheCityofRichmondwiththeenclosedresponsetoyourdepartment’sAutomatedBudgetBookPublishingSolutionRFPforyourconsideration.
Basedonourreviewof thebudgetingrequirementsoutlinedinyourRFP, itisourunderstandingthatyouarelookingforasolutionthatwill enabletheCitytobuildyourannual budgetinacollaborativemannerandpresentyourproposedand/orfinal budgetinformationonlineviaadigital budgetbook.
I ampleasedtoconfirmthattheClearGovplatformdeliversonall of theserequirements, asdetailedinthefollowingproposal. OurmissionatClearGovistocreateeasy-to-use, modernsoftwaretohelplocalgovernmentsplanandbudgetbetter. Wemakeiteasyforlocalgovernmentslikeyourstooperatemoreefficientlyandcommunicatemoreeffectively. Oursolutionsareeasytoafford, implement, anduse.Theydon'tcausealotofupheaval, andtheydon'tforceyoutoreinventthewheel. ClearGovsolutionsaredesignedtobejustrightforlocalgovernmentsliketheCityofRichmond.
Wefullyappreciatethedemandsonyourtime, soI’dliketothankyouinadvanceforthetimethatyouandyourteamwillspendreviewingthisproposal. Ifyouhaveanyquestionsorneedadditionalinformationofanykind, pleasedonothesitatetoask.
ClearGovistheleadingproviderofbudgetingandplanningsolutionsforlocalgovernmentagencies, soIamconfidentthatyouandyourteamwillbeimpressedbytheClearGovsolutionsandevenmoreimpressedbyhowhardwewillworktomakeyouhappy.
Welookforwardtocontinuingworkingwithyou.
Sincerelyyours,
BryanA. BurdickClearGov, Inc., PresidentandCo-Founder
ClearGov, Inc. | 855-553-2715 | www.cleargov.com Page3of 32
A. BACKGROUNDANDPROJECTSUMMARY 5
B. METHODOLOGY 7
B.1. DIGITALBUDGETBOOK 8
B.2. IMPLEMENTATIONPLAN 12
B.3. TRAININGANDSUPPORT 19
B.4. TECHNICALANDSECURITYOVERVIEW 21
C. QUALIFICATIONS 23
D. COSTINFORMATION 27
ATTACHMENTS 28
ClearGov, Inc. | 855-553-2715 | www.cleargov.com Page4of 32
A. BACKGROUNDANDPROJECTSUMMARY
MissionClearGovistheleadingproviderofbudgetingandplanningsolutionsforlocalgovernmentagencies.ClearGov’smissionistocreateeasy-to-use, modernsoftwarethathelpslocalgovernmentsplanandbudgetbetter. Webelievethateverylocalgovernmentshouldhavetheopportunitytoleveragetechnologytooperatemoreefficientlyandcommunicatemoreeffectively. Wepursuethismissionbycarefullydesigningsolutionsthatareclear, collaborative, compellingandcost-effectivetofuelbetterbudgetinganddrivecommunitysupport.
SolutionsOverviewBasedonourreviewoftheCity’sRFPandunderstandingofyourkeyneedsandobjectives, weareproposingthefollowingClearGovsolution:
ClearGovDigital Budget Book
● Theeasiestandfastestwaytobuildanaward-winningbudgetbook● Automaticallygeneratesaprofessionallyformattedtemplatethat’spre-populatedwithyourfinancials, capitalrequestdata, charts, andmore● Enablesyouandyourteamworkcollaborativelytofillinthedetails● BuilttoGFOAguidelines, optimizedtoADAstandardsanddesignedtobemobile-friendly ImplementationPlanYouwillbeassignedanImplementationManager(IM), whowilldevelopaplantogetyourteamupandrunningthatisbasedonyourspecificgoalsandtimeline. TheClearGovOnboardingProcesswillhaveabigimpactonyouroverallsuccesswithourplatform, andassuch, itisateameffortbetweenyouandClearGovthatincludesthreekeycomponents:
General Ledger DataMapping
● AClearGovSr. DataAdvisorwillformat, uploadandmapyourfinancialdata(i.e. revenueandexpensedata). Yourroleistoprovideuswithacompletesetofdatafilesaswellasguidanceonhowyouwouldliketoviewthedata, andtoreviewandprovidefeedbackalongtheway. Thisisthemostimportantonboardingstepasitenablesthefulluseofthebudgetingapplications.
Training
● Ourproductsaredesignedtobeintuitiveandeasytouse, butClearGovprovidesarobustsetofself-directedtrainingresources, aswellaslivecustomworkshopstosharebestpracticesandhelpyougetthemostfromoursolutions.
Configuration
● Oncetrained, youcaneasilyconfiguretheClearGovplatformtomeetyourspecificneeds-forexample-bycustomizingcapitalrequestforms; creatingwageschedules; selectingthepanelstoincludeinyourTransparencyCenter; etc.
Timeframe
● Wehavelearnedthatdifferentcustomershavedifferentpriorities, sotheonboardingprocessusuallytakesbetween60-90days. Ifyouhaveaspecificdeadline, pleaseletyourImplementationManagerknow, andwe’llgetbacktoyouquicklytoletyouknowifit’spossible,aswellaswhatneedstohappen-bywhen-toachievethatdeadline.
ClearGov, Inc. | 855-553-2715 | www.cleargov.com Page5of 32
ConclusionInthepagesthatfollow, we’llexplainhowandwhyClearGovsolutionsnotonlyofferthebestvaluefortheCity, butalsomakeyourday-to-dayoperationsmoreefficient, productive, andimpactful.
Astheleadingproviderofbudgetingandplanningsolutions, ClearGoviscommittedtohelpinglocalgovernmentslikeyours“makedemocracyworkbetter”. Andwhilethatmaysoundlofty, “democracy”issimplywhatyoudoeveryday. Wejustwanttohelpyoudoitinamodern, data-drivenway—awaythatmakesyourjobeasier, lightensyourload, showcasesallthegoodworkthatyoudo, andultimatelyhelpsyoubetterserveyourcommunity.
ClearGovalreadyworkswithhundredsoflocalgovernments, schools, countiesandotheragenciesacrossthecountry, andwe’dbedelightedtohavetheopportunitytocontinueworkingwiththeCityofRichmond. Ifyouhavequestionsorconcernsasyoureviewthisproposal, pleasedonothesitatetoreachout. Thankyouforyourconsideration.
ClearGov, Inc. | 855-553-2715 | www.cleargov.com Page6of 32 B. METHODOLOGYWeknowthatyou’reworkinghardtomakeyourlocalgovernmentrunbetter, andyouknowthattechnologycanhelpyougetitdone. Unfortunately, mostofthegov-techsoftwareonthemarketrightnowisdesignedforsprawlingmegacitiesorstateandfederalgovernment—notlocalagencieslikeyours. So, theseplatformsareoftencomplicated, expensive, andloadedwithbellsandwhistlesthatyou’llneveruse. Youdon’tneedachainsawtocarveaturkey. Yousimplyneedtherighttoolforthejob.
ClearGov, theleaderinmodernbudgetingandplanningsolutions, isbuiltfromthegroundupspecificallyforlocalgovernments. Itdoeseverythingyouneedittodo. It’sjust-rightsoftwareforagenciesthatarelookingtotakethatcriticalnextsteptowardmodernizingtheirbudgetprocess.Therefore, allClearGovsolutionsare:
CLEARANDEASYTOUSE
AtClearGov, everythingwedoisdesignedtomakecomplexgovernmentdataeasytounderstandandeasytouse, internallyandbythepublicatlarge. Wepresentdatainreadily-understoodinfographicform, andofferaninterfaceforourinternaltoolsthat’seasyforeverystaffmembertolearnanduse.
CLOUD-BASEDWeb-basedsoftwarerequiresnoinstallation, nomaintenanceandisalwaysup-to-date.Plus, itgiveslocalgovernmentstheabilitytoquicklyadjusttoevolvinginputandchangingdynamics. WehostoursoftwareandourdatawithAmazonWebServices,whichensuresdatasecurityandworld-classsoftwareperformance.
CONNECTEDAllClearGovsolutionsshareacommondatasetandworktogetherseamlessly. Plus,whenyou’rereadytoimplement, wedoalltheheavyliftingforyou. Togetstarted, allyouhavetodoissendusanExcelfilewithyourfinancialdata, andwe’llonboarditforyou.
COLLABORATIVEClearGovsolutionsaredesignedtoimprovecollaborationandefficiencybyautomatingprocessesandoutcomes. Streamliningthecollaborativeprocessisvitaltopreventkeyitemsfromfallingthroughthecracks. Centralizationandremoteaccesstodocuments,systemsandprocessesismission-critical.
COSTEFFECTIVEClearGovisbuiltandpricedforlocalgovernments. Ourpackagesareall-inclusive, soyou’llneverbechargedextraforper-seatlicenses, neverbesurprisedwithhiddenfees,andneverpayforsupportorproductupdates...never.
Our goal istodelight our customerswithunbeatablevalueineverythingwedo.
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B.1. DIGITALBUDGETBOOK
BuildanAward-WinningBudget BookinaFractionof theTime
Theannualbudgetbookisyourmostimportant, public-facingpolicydocument. Youwantittobepolished, professionallyformatted,andaccessibletoasmanyresidentsandstakeholdersaspossible. And, ideally, youwantittobeeasyandefficienttoproduceonyourend.
ClearGovDigitalBudgetBookistheindustry’sfirstwebsite-basedsolutionthatautomatesmostofthebudgetbookcreationprocessusingtemplatesanddata-drivenchartsandtables. MeetGFOAandASBOawardcriteriaanddelivernewlevelsofclarity, engagementandunderstandingforyourcitizens.
Watcha5minutemicro-demohere
✔Web, Mobile&PDFVersions ✔TeamCollaboration
✔CustomizablePages ✔AutomaticDataUpdates
✔Auto-generatedContent ✔Chart Builder
✔GFOA&ASBOAwardChecklists ✔Andmore…
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Budget BookBuilder
ClearGovDigitalBudgetBookhelpsyouproduceaninteractiveandengagingbudgetbookinafractionofthetimeittakestoday. Createabeautifulonlinedocumentwithflexiblepagesthatareeasytouse, ADA-compliant,andfullycustomizable—nodeveloperordesignerneeded. ● Customizablepages: Savetimewithtemplatedpagesoreasilycreateyourown. Customizeeachpagewithtext, charts, images, andmore. ● Teamcollaboration: Inviteunlimitedteammemberstoeasilyaddcontenttotheirassignedsectionstostreamlinecollaborationandimproveefficiency. ● GFOA&ASBOAwardchecklists: Abuilt-inchecklisthelpsyoucreateanaward-winningbookeasilyfortheGFOADistinguishedBudgetPresentationAwardortheASBOMeritoriousBudgetAward. ● Web, mobile&PDFversions: Weprovidethebestofallworldstopresentyourbudgetbook—website, mobile, andPDFformats—toexceedpublicexpectationsforoptimalviewing.
Auto-generatedCharts, Graphs, andMore
ClearGovautomaticallygeneratescharts, graphs, financialpagesandmoreusingyourbudgetdata—givingyouaprofoundheadstartincontentcreation. ● Pagecreation: Pagesarepre-builtwitheasy-to-edittemplatepanels—simplyaddnarrativetotellyourstory. Easilyaddfinancialpagesandmorethatareautomaticallycreatedusingyourbudgetdata. ● Auto-generatedgraphs: Pagesincludecompelling, colorfulgraphstocomplementthedataandtohelpvisualizethenumbersforeachsectionofyourbudget. ● Auto-translate: Built-inGoogleTranslatefunctionalitywillautomaticallytranslateyourbudgetbooknarrativeintoSpanish, French, Portugueseormorethan100otherlanguages.
Digital Budget BookExamplesCheckjustafewoftheoutstandingDigitalBudgetBookscreatedusingtheClearGovsolution:● El Mirage, AZDigital BudgetBook● Cityof Malden, MADigital BudgetBook● YumaCounty, AZDigital BudgetBook● SussexCounty, DEDigital BudgetBook● Cityof Bristol, CTDigital BudgetBook ClearGov, Inc. | 855-553-2715 | www.cleargov.com Page9of 32
AutomaticDataUpdates
RevenueandexpensedataareautomaticallyupdatedthroughoutyourDigitalBudgetBookasthenumberschange, eliminatingerrorsandsavingtime-especiallyvaluableforthoseinevitablelast-minutetweaks. ● Dynamicfigures: Easilyembedbudgetnumbersintoyournarrativeandthey’llautomaticallyupdatewheneveryourbudgetchanges. Nomoresearchingthrough300pagestofindandreplaceoutdatedfiguresmanually. ● Smart charts: Auto-generatedchartsandgraphsalsoupdateautomatically, andthey’reinteractivetohelpprovideacompletepictureofyourbudget. ● Integratedbudget: DigitalBudgetBooksyncsdirectlywithClearGovOperationalBudgetingtoleverageyourbudgetdata, oryoucaneasilyeditbudgetversionsandmanagedataforinstantupdates.
WhydoestheCityneedthis?
● Theshort-cut youalwayswanted: Onesimpleclickgeneratesafullyformattedframeworkthat’sautomaticallypopulatedwithyourfinancialdata, alongwithpre-builtcharts, tablesandgraphs, andevensomepre-writtencontent. Yousimplyfillintheblanksandcustomizethecontentasyouseefit. ● Improveaccuracy: Themorespreadsheetsyoumanageandpapersyoushuffle, thegreaterthemarginoferror. ClearGov’sdigital-firstapproachisautomated, templated, andpaperlesssoyoucanstopmanuallycollecting, merging, andmanagingallthatinputfromdozensofdepartmentheads. ● Yousavetimeandaggravation: Recreatingcharts, tables, andgraphsfromspreadsheetseverytimeafigurechangesisnotonlytedious, it’sinefficient. WithClearGov, everytimeyouchangeanumberinyourbudget, alloftheapplicablecharts, tablesandgraphsareupdatedautomatically. ● Print ondemand: Printingabudgetbookisexpensiveandoftenoutofdatebeforetheinkdries. ClearGovenablesyouandyourcitizenstoprintspecificsectionsortheentirebudgetbookwheneveryoulike-whichsavesbothtimeandmoney. ● GFOAkudos: ClearGov’sDigitalBudgetBookisstructuredtomeetGFOAbestpracticeguidelines. Infact, thereisaGFOAchecklistbuiltrightin, soyoucancheckoffeachDistinguishedBudgetAwardPresentationrequirementasyoucompleteit.
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ClearGovDigital Budget Book- Product ScopeIntheinterestoftransparency, wewanttoprovideguidancearoundthescopeofusagethatisincludedwithClearGov’sDigitalBudgetBooksolution. Thetablebelowdoesnotprovideadetailedlistofeveryfeatureand/orfunctionincludedintheproduct. ThetablehereinprovidesasummaryofthekeythingsthatyoucandowithClearGovDigitalBudgetBookonceyouraccounthasbeenactivated.
Onceyourdatahasbeenonboarded, ClearGovDigitalBudgetBookenablestheCity’steammemberstoexecuteavarietyoftasks, asoutlinedinthetablebelow. TheClearGovtrainingprogramsandyourCSMwillprovideadviceandsuggestbestpracticestohelpyouoptimizeyourownDigitalBudgetBook.
Description InScope
Digital Budget Books: Createcomprehensivedigitalbudgetbooksbasedononboardedbudgetdataandthenarrativeaddedbyyou.
UnlimitedDigitalBudgetBookversions
Digital Budget BookPages: FillouttemplatedsectionsofyourbudgetbookusingClearGov’stoolsetandGFOAguidelinesembeddedintheproduct, and/orcreatenewpageswithyourowncontent, images, tables, etc. asneeded.
Unlimitedpages
PrintedBudget Books: ClearGov’sDigitalBudgetBooksolutionincludesprintto.PDFfunctionality. Itautomaticallycreates.PDFdocumentsofthefullbudgetbookorselectedsections.
Unlimited
Digital Budget BookQuestions
Q: Sincetheproduct istemplate-driven, won’t everyClearGovDigital BudgetBooklookthesame? ● A: No. WhileeveryClearGovDigitalBudgetBookstartswiththesamecoretemplate, it’shighlyandeasilycustomizable, sothefinalproductwillalwaysbedifferent. Youcanaddyourownimages, chartcolors, andendlesscontenttomakeityourown.
Q: Canyouguaranteethat wewill winaGFOAaward?
● A: AswehavedesignedandbuilttheClearGovDigitalBudgetBook, wehavedouble-checkedtheGFOAguidelineseverystepoftheway. WehavealsoactivelyreviewedthesolutionwithGFOAreviewersandmembersoftheGFOAstaff. Withthatsaid, wecannotguaranteethatyouwillwinanaward, inpart, becausethenarrativecontentisstilluptoyou. Inotherwords, allofthecorecomponentsareincluded, butyoustillneedtofillintheblanksinawaythatmeetswithGFOAapproval.
Q: I understandthebenefitsof digital, but I still needtoproduceaprintedversion. Howwill that work? ● A: You’renotalone. Oldhabitsdiehardandpaperisstillamust-haveformanylocalgovernments. Inadditiontopresentingyourbudgetbookonline, theClearGovDigitalBudgetBookSuiteincludesfunctionalitythatenablesuserstocreatea.PDF, whichcanthenbeprintedtogenerateahard-copyofyourbudgetbook. Also, thePrint-to-PDFfunctionalityenablesyoutoprintspecificsectionsofyourbudgetbookand/ortheentirebook.
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B.2. IMPLEMENTATIONPLAN
ThefollowingoverviewofClearGov’sImplementationPlanisprovidedfortheCity’srecords, butgiventhattheCityisacurrentClearGovDigitalBudgetBookclient, thestandardimplementationprocesshasalreadybeencompleted.
Overview
TheClearGovonboardingprocessisdesignedtoactivateandsetupyourClearGovsolution. Wehavedesignedtheprocesstobeasstraightforwardaspossible. Yes-therearesomethingsyou’llhavetodo,buttheeffortislikelytobemuchlessthanothersoftwareimplementationsyouhaveexperiencedinthepast. Withyourspecificgoalsandbudgettimelineinmind, yourImplementationManagerwilldevelopaplanandguideyouthroughwhatneedstobedonetogetyouandyourteamupandrunning. TheImplementationManagerwillworkwithyouandClearGov’sinternalexpertstoachieveonboardingmilestones.
Roles&Responsibilities
Effectivelyandefficientlycompletingtheonboardingprocessrequiresasmallgroupofpeople-frombothClearGovandtheCityofRichmond-withspecificrolesandresponsibilities, asfollows. NOTE: Forsomecustomers, onepersonmayplaymultipleroles.
CityTeam
● ExecutiveSponsor: ChampionstheimplementationandrolloutofClearGovinsidetheCity.Removesroadblocksandactsastheescalationpointiftheonboardingprocessstalls.● PrimaryContact: Go-topersonattheCitywhoisthemainliaisonwithClearGov’sImplementationManager. Responsibleforschedulingmeetingsandensuringtherightpeoplefromtheorganizationattend.● DataExporter: ThepersonresponsibleforexportingfinancialdatafromyourERP/AccountingSystemandprovidingAccountIDstructureinformation.● DataReviewer: ThepersonresponsibleforreviewingandapprovingdatamapsandhowyourdatadisplayswithintheClearGovplatform.
ClearGovTeam
● ImplementationManager (IM): OverallProjectManagerforonboarding. Responsiblefordrivingmeetingsasrequiredandguidingyouthroughtheonboardingprocess. Ensuresalignmentwithwhatneedstobedoneandwhoneedstodoit.● Sr. DataAdvisor: ClearGov’sfull-serviceDataAdvisorteamismadeupof former localgovernment financeofficials, sotheyhavebeeninyourshoes. YourSr. DataAdvisoris ClearGov, Inc. | 855-553-2715 | www.cleargov.com Page12of 32
responsibleforuploadingandcategorizingyourfinancialdata. TheywillworkcloselywiththeDataReviewertocompletedatamapping.● Training&Enablement Specialist: AClearGovteammemberwhoisdeeplyfamiliarwithClearGovproductsandhasdevelopedon-demandeducationalmaterialavailableinClearGov’sSupportCenter. Thispersonwillleadtrainingworkshopsasnecessaryforusers.● Client SuccessManager (CSM): YourClientSuccessManagerisresponsibleformakingsureyouachieveyourobjectivesandhaveongoingsuccessusingtheClearGovplatform.● ClearGovSupport Team([email protected]): EveryoneonthisteamunderstandshowClearGovproductsworkandcananswerquestionstohelpyoucompleteatask. TheClearGovSupportteamisavailablefortechnicalassistanceforallClearGovcustomers.● ClearGovDataTeam([email protected]): TheClearGovDataTeamisresponsibleforaddingneworupdatingexistingdataaftertheinitialonboardingiscomplete. NOTE: Most membersofour DataTeamareformer financial officialsaswell.
DataOnboardingTimeline
Wehavesuccessfullyonboardedoverathousandcustomers, soweknowthatdifferentorganizationshavedifferentobjectivesanddeadlines. Someofourcustomerswant/needtoimplementasquicklyaspossibleandmakeClearGovtheir#1priority. OthercustomerstakeamorerelaxedapproachandfitClearGovinamongotherprojects. Asaresult, theonboardingprocesstypicallystretchesacross60-90days, whichallowsenoughtimeforustocollaborateandcompletetheimportanttasksmentionedinthenextsection.
Typical OnboardingTimeline
IMPORTANT- MeetingYour Deadline: Wearehappytoworkatwhateverpacefitsyourneeds, andwerecognizethatincertaincircumstances, youmayrequireanexpeditedonboardingprocess. Ifyouhaveaspecificdeadlineinmind, pleaseinformyourSolutionsAdvisororImplementationManagerassoonaspossible. Wewilldoourbesttomeetyourdeadline(wedon’tmissmanyofthem), andwe’llletyouknowexactlywhatweneedfromyou-andwhen-inordertohityourobjective.
ClearGov, Inc. | 855-553-2715 | www.cleargov.com Page13of 32
DataOnboardingPhases&Tasks
Theonboardingprocesshassixphases, asoutlinedbelow. Someofthesephasesoverlapandcanoccurconcurrentlytoreducethedurationofonboarding. Furthermore, onceyourproductsubscriptionsareactivatedyouareabletousetheproduct(s)immediatelytocompletevarioussetup&configurationtaskswhileyourgeneralledgerdataisbeinguploadedandmapped.
Phase1: DiscoverTheDiscoverphaseistheinitialperiodwhenyouandClearGovdevelopasharedunderstandingofyourgoals, specificdatarequirements&structure, budgetcycletimeline, andonboardingplan. Dependinguponschedulesandavailability, theDiscoverphase-inconjunctionwiththePreparephase-usuallylasts2to4weeks, startingwhenyousigntheClearGovserviceorderandyourSolutionsAdvisorconnectsyouwithyourImplementationManager.
ThekeyobjectivesduringtheDiscoverphaseinclude:● ShareGoals: DuringtheKickoffcall, yourImplementationManagerwillreviewandverifythegoalsyoudiscussedwiththeSolutionsAdvisorduringthesalesprocess.● ConfirmKeyMilestones&Dates: Thisinformationwillbeusedasinputtotheonboardingprojectplanandtoensurethateveryonehascommonexpectations.● DefineLaunchRequirements: TheImplementationManagerwillguideyouthroughexactlywhatneedstobecompletedpriortolaunchingClearGovapplications.
Task Responsibility Notes
Productsubscriptionactivation
ClearGov ClearGovwillactivateyoursubscriptioninaccordancewiththeStartDatelistedinyourServiceOrder. ClearGovwillcreateyourClientAdminuser, whocanthenaccesstheplatformandaddadditional(unlimited)usersasnecessary.
Kickoff&DataDiscoverycalls
ClearGov&Client
TheIMwillscheduletwoseparate30-60minuteZoomsessionswithyourteam.
Thefirstcallistodiscusskeyobjectivesandthetimelineforonboarding. YourPrimaryContactalongwithanyoneelsewhowouldliketobeinvolvedshouldattendthismeeting.
ThesecondiswithaClearGovSr. DataAdvisortounderstandyourfinancialdataandcollectinformationforcategorizingthatdata. YourPrimaryContact, DataExporter, andDataReviewershouldattendthismeeting.
CompleteImplementationWorksheet
ClearGov&Client
TheIMwillshareaworksheetwithafewquestionstohelpusbetterunderstandyourspecificneedsandtimeline.
Assembleteamsandresources
ClearGov&Client
Identifyandassemblethenecessaryindividuals-onbothteams-toparticipateinonboarding.
Createprojectplanwithtimeline
ClearGov TheIMwilldevelopthetimelineandprojectplansandwillreviewthesewithyourPrimaryContact.
ClearGov, Inc. | 855-553-2715 | www.cleargov.com Page14of 32 Phase2: PrepareThePreparephasefocusesmainlyonhelpingClearGovunderstandhowyoucategorizeyourfinancialdataandwhatchangesmaybenecessaryinordertodisplaydatathewayyoupreferwithintheClearGovplatform. DuringthePreparephase, wewillaskyoutoexportfinancialdatafromyourERPoraccountingsystemandprovideinformationonyouraccountcodestructure.
Task Responsibility
Notes
DataOnboardinglearningpath
Client WewillsharematerialtohelpyouunderstandtheClearGovdataonboardingrequirements, aswellashowcertainchoiceswillaffecthowyourdatacanbedisplayedwithintheClearGovplatform.
Scopedataimplementation
ClearGov Wewillaskyoutoverifyhowmanyyearsofhistoricaldatayouwishtoincludeintheplatformalongwithwhichbudgetandactualversionsyouwanttoonboard.
ExportFinancialData
Client WewillaskyoutoexportfinancialdatafromyourERP/accountingsystem, andwewillprovidedataformatrequirements.
Providemappinginformation
Client WewillaskyoutoprovideguidanceabouthowtocategorizelineitemsbasedonthestructureofyourAccountIDs, i.e. helpusunderstandyourAccountIDsegmentcodes.
Reviewandclarifydata
ClearGov ClearGovwillreviewyourdatafilesletyouknowifwehaveclarifyingquestions.
Phase3: Map&Review
ClearGovoffersafull-servicedataonboardingprocessthatincludesformatting, uploading, andmappingyourfinancial(i.e. generalledgerrevenueandexpense)data. Thisisthemostimportantstepoftheonboardingprocessbecausethatdataiswhatenablesthefulluseofourbudgetingapplications.TheSr. DataAdvisorwillcompletetheonboardingworkwhilerelyingonyoutoprovideacompletesetofdatafilesandyourfeedbackalongtheway. Wewillneedyoutoattendafewcalls, reviewthemappingandprovidetimelyfeedback. ItisourgoaltomakesureyourfinancialdataispresentedthroughtheClearGovapplicationsinthewayyouwant.
Task Responsibility Notes
Uploadandmapfinancialdata
ClearGov ClearGovfull-servicedataonboardingincludesformattinganduploadingyourfinancial(revenueandexpense)dataandmappingeachlineitemintocategoriessuchasfund,department, revenuesource, objects, etc.
Reviewinitialmapping
ClearGov&Client
WewillreviewyourinitialmappinginaMappingReviewcallanddevelopastrategyforyoutoprovidefeedback.
Providefeedbackanditerateinitialmapping
ClearGov&Client
Ifnecessary, wewillcreateamappingfeedbackformforyoutofilloutandreturntous. Wewillmakemappingrevisionsbasedonyourfeedback.
Reviewmappingin-product
ClearGov&Client
Wewillreviewhowdataflowsintokeyproductareasandhowyoucanchangehowyourdatalooksusingproductsettings. Ifnoinitialmappingrevisionsarerequired, thisprocesscanhappenintheinitialMappingReviewcall.
ClearGov, Inc. | 855-553-2715 | www.cleargov.com Page15of 32 Product-specificsettings
ClearGov&Client
Duringthein-productreview, wewilldiscusshowspecificproductsettingscanimpactthepresentationofyourdata,e.g. DigitalBudgetBookbestpracticesforcreatingdepartmentpageswithaconsistentlook.
Phase4: Train&Configure
AdministratorscanbeginlearninghowtouseClearGovaswellasconfigureapplicationsettingswhileyourdataisbeingmapped. Wehavedevelopedcomprehensivecoursesthatprovideyouwithstep-by-stepinstructionsonhowtoconfigureClearGov. YourIMwillrecommendacustomlearningpathbasedontheproductsyouhavepurchased.
Task Responsibility Notes
Administrators&editorsbeginlearningpathandexplorehelpresources ClearGov&Client
YourIMwillrecommendandenrollyouinClearGovAcademycoursestohelpyoumeetyourgoals. Coursesarebrokendownintoavarietyofproduct-specificeducationalelements(e.g. videos, articles, quizzes)foreasyconsumption. LogintoClearGovAcademyandbeginyourlearningpath, andlogintoClearGovandexploreourSupportCenterresources.
Admin&EditorWorkshops
ClearGov&Client
Scheduleandcompleteproductworkshops, asrequired. (Seenotebelowforadditionaldetails.)Thisiscustom, instructorledtraining, sopleasecomepreparedwithspecificworkflowquestions.
Configureapplications
Client Completeconfigurationsinselectedapplications, includingaddingnon-generalledgerdata, e.g. capitalrequestsandemployeeinformation. Seebelowforanoutlineofapplication-specificconfigurationsthatyoucanutilizetocustomizeyourClearGovexperience.
YourIMwillprovideyouwithguidanceandbestpracticesonhowtoutilizetheseconfigurations.
Adduserstothesystem
Client IntheUserManagementapplication, addallpotentialuserstothesystem. Addingallusersheremakesiteasytoselecttheappropriatepeoplewhenitcomestimetorequestbudgetinputandreviewfromyourteam.
ClearGovWorkshopsOverview
ClearGov’sproductsaredesignedtobeeasytouseandourlearningresourcesarerobust. Asaresult,youmaynotneedaWorkshopforallproducts. Ifyouwantone, hereareourguidelines:● ClearGovwillprovideaWorkshopforeachproductinyoursubscription.● ClearGovWorkshopsmaybeattendedbybothAdministratorsandEditors.● ClearGovWorkshopsaredesignedtoansweryourspecificquestionsabouthowtouseClearGov’ssolutionstomeetyourspecificneeds. Therefore, itishighlyrecommendedthat youcompletetheClearGovAcademycoursesprior toattendingaClearGovWorkshop.● AllWorkshopsarerecordedforyourongoingreferenceandteamaccess.
ClearGov, Inc. | 855-553-2715 | www.cleargov.com Page16of 32 Phase5: Promote&EducateClearGovproductsarebuilttofostercollaborationduringthebudgetdevelopmentprocess. So, wewanttomakesureyourentireteamknowshowtogetthemostfromourplatform.
Task Responsibility Notes
IntroduceClearGovtocolleagues
ClearGov&Client
YourIMwillworkwithyoutocustomizematerials(emailmessagingandsupportingmaterials)tosendtokeystakeholdersinyourorganization.
DepartmentHeadscompletelearningpaths
Client YourIMwillrecommendClearGovAcademycoursesforyourDepartmentHeadsandotherusersofClearGovbasedontheproductsincludedinyoursubscription. YourIMwillalsorecommendotherresourcesavailablethroughourlearningcentertoensureyourDepartmentHeadsaresetupforsuccesswithClearGov.
DepartmentHeadWorkshop
ClearGov&Client
Scheduleandcompleteproductworkshops, asrequired. (Seenoteaboveforadditionaldetails.)Thisiscustom, instructorledtraining, sopleasecomepreparedwithspecificworkflowquestions.
Phase6: ReadytoGo
Withyouronboardingprocesscomplete, theCity’steamwillbewell-preparedtobuildandpresentyourbudget. Atthispoint, yourImplementationManagerwillintroduceyourClearGovClientSuccessTeam,includingyourClientSuccessManager, whowillprovideongoingsupport.
Task Responsibility Notes
ClientSuccessManagerassigned
ClearGov ClearGovwillassignadedicatedClientSuccessManager(CSM). YourCSMwillbecomeyourprimarypointofcontacttoprovidecoaching, sharebestpractices, andensurecontinuedsuccesswithyourClearGovplatform.
Post-OnboardingReviewcall
ClearGov&Client
YourIMwillcoordinateacallwithyournewCSMandyourPrimaryContacttodoafinalreviewofanyoutstandingonboardingtasksaswellastogatheryourfeedbacktohighlightifanypartoftheprocesscouldhavebeenexecutedbetter.
CommunicateSupport&DataRequestprocess
ClearGov YourIMwillprovideinstructionsonhowtocontactourSupportTeamifyouhavequestionsorrunintoatechnicalissueaswellasinstructionsonhowtosubmitdatauploadsormodificationrequeststotheDataTeam.
Application-SpecificConfigurationBelowisasummaryofthekeyelementsthatcanbeconfiguredbytheCityforeachapplicableClearGovproduct. ProductconfigurationisyouropportunitytocustomizetheClearGovapplicationtoyourspecificneedsandpreferences. Wehavedoneourbesttomakeeachprocessasintuitiveaspossible, andwe’llbetheretoshowyouhow, ifyouhavequestions.
Digital Budget Book
● Budget BookDesign: Utilizethepoint-and-clickDigitalBudgetBookSettingstoconfigurethelookandfeelofyourbudgetbooktomeetyourneedsandpreferences.● Contributors: Assignspecificbudgetbooksectionstocontributorsforcollaborationandediting.
ClearGov, Inc. | 855-553-2715 | www.cleargov.com Page17of 32 DataRequirementsClearGov’sOnboardingprocessisfocusedongettingyourmostcomplexdataupandrunningontheClearGovplatform. Inanutshell, thismeansyourfinancialdata(i.e. generalledger, assets, liabilities,expenses, revenue, etc.)-bothcurrentandhistoricalinformation. Thisdatashouldbereadilyexportablefromanyaccounting/ERPsystem. Wehavepartneredwithsomevendorstoincludean“ExporttoClearGov”buttonintheirsolutionsandforsomeotherswecanprovidedetailedexportinstructions.YourIMwillletyouknowwhatisavailablebasedontheaccounting/ERPsystemyouuse. YourIMwillalsoprovideyouwithamoredetaileddocumentexplainingdatarequirements. Thehighlightsareoutlinedbelow.
DataOnboardingRequirementsbyProduct
Product
Chart ofAccounts
Revenue&ExpenditureData CheckbookDetailActual Budgeted
Digital Budget Book ✅ ✅ ✅ N/A
DataOnboardingDetail
Actual Revenues, Expenditures, Assets, Liabilities, Equities, andCash● Themajorityofclientssentus4to6years, however, thereisnolimit.● Byprovidingmoreyears, trendchartswillbemorerobust.● CurrentFYbudgetdataisusedasthebasistocreatethenextFYbudget.
BudgetedRevenue&Expenditures● Currentandupcoming● Pastyearstodisplaybudget-to-actuals(optional) LineItemDetail File(s)● Line-itemlevelrevenue, expense, asset, equity, andliabilitydata. Dependingonwhichaccountingsystemyouuse, allyearsmaybeexportedinonefileortheremaybeafilecreatedforeachyear.● Eachlineitemshouldincludefullaccountnumber, accountdescription, fundanddollaramount. Wewillalsoneedtoknowtheassociatedfiscalyearandifthelineitemistiedtorevenueorexpense.● Dependinguponwhichaccountingsystemyou’reusing, thisisoftenreferredtoastheTrialBalanceReport; AccountInquiryReport; orBudget-to-ActualReport.
Account Number Key● Thisissimplyanexplanationofyouraccountnumberstructure.● Anaccountnumberismadeupofsegmentsandforeachsegmentweneedtoknowitspurpose(i.e. whetheritreferstoafund, adepartment, anobject, etc.).● Mostaccountingsystemsenableyoutorunareporttogeneratethisinformation. It’softencalledaSegmentReportorChartofAccounts. Ifyoursdoesnot, justletusknow. TheClearGovdatateamhassuccessfullyuploadeddataforhundredsofclientsandwillworkwithyoutodeterminethebestoptions.
Howmuchdatashouldweprovide?Inshort, itdependsonwhichproduct(s)youplantouse:● Digital Budget Book: Shouldprovidebudgetedandactualdataforanyfiscalyearthatyouwishtopresentinyourdigitalbudget, typically3-5years.
ClearGov, Inc. | 855-553-2715 | www.cleargov.com Page18of 32 B.3. TRAININGANDSUPPORT
ClearGovsolutionsaredesignedtobeintuitiveandeasy-to-use. Withthatsaid, ClearGov’strainingmaterialsandsupportchannelsaredesignedtoensurethatyouandyourteamcansuccessfullylaunch, adoptandoptimizethevalueyoureceivefromtheClearGovplatform. Wewillsharehowtoaccomplishtasks, keyinsightsandbestpractices.
TrainingForstarters, wehavedevelopedcomprehensivecoursesthatprovideyouwithstep-by-stepinstructionsonhowtoconfigureanduseClearGov. YourImplementationManager(IM)willrecommendandenrollyouandyourteaminClearGovAcademycoursestohelpmeetyourgoals. Coursesarebrokendownintoavarietyofproduct-specificeducationalelements(e.g. videos, articles, quizzes)foreasyconsumption.
ClearGovWorkshopsInaddition, instructorledtrainingisavailableinworkshopformat. ClearGovWorkshopsaredesignedtoansweryourspecificquestionsabouthowtouseClearGov’ssolutionstomeetyourspecificneeds.Therefore, itishighlyrecommendedthatWorkshopAttendeescompletetheClearGovAcademycoursespriortoattendingaClearGovWorkshop. ClearGovwillprovidearemotely-deliveredWorkshopforeachproductinyoursubscription. ClearGovWorkshopsmaybeattendedbybothAdministrators/EditorsandDepartmentHeads/Contributors. AllWorkshopsarerecordedforfuturereferenceandtotrainnewhires.
Support CenterAllClearGovusershaveaccesstoafrequentlyupdatedonlineSupportCenterfilledwithhundredsofhow-toarticles, videotutorialsandinformationsheets. TheClearGovSupportCenteriseasytonavigateandhasarobustsearchenginetoquicklyfindhelponaspecifictopic.
Client SuccessManagerWhentheonboardingprocessiscomplete, theIMwillintroduceyoutoyourClientSuccessManager(CSM). YourCSMisavailablebyphoneandemailandwillworkwithyoutogetthemostoutofClearGov’splatform. CSMsaregenerallyavailable9:00AMto5:00PM, MondaythroughFriday(excludingholidays). YourCSMwillinformyouoftheirspecificavailability. OurCSMsarecommittedtorespondingtoallinquirieswithinonebusinessday, andinmostcases, youwillreceiveasame-dayresponse.
ClearGov, Inc. | 855-553-2715 | www.cleargov.com Page19of 32
ClearGovSupport &DataTeamForquestionsonhowtouseClearGovortoreportatechnicalissue, youwillbeabletoreachaSupportSpecialistviasupport@cleargov.comduringbusinesshours(MondaythroughFriday, 8:00AMto8:00PMEastern). OurSupportTeamiscommittedtorespondingtoallinquirieswithinonebusinessday, andinmostcases, youwillreceiveasame-dayresponse.
Fordataupdates, youcanupdateyourownstatisticsthroughourfinancialsapplicationoryoucansubmitarequesttoourdatateamviathisrequestform. Ourstandardleadtimetocompleteanupdateisfivebusinessdays. However, ifyouneedanupdatecompleted soonertomeetadeadline, justletusknow. Straightforwarduploadsorchangesoftenarecompletedwithinoneortwobusinessdays.
Product Enhancement RequestsWeabsolutelylovehearingfromourCustomers-especiallywhentheyhaveideasthatwouldmakeourproductsbetter. Infact, wemeetweeklytogooverallthefeedbackwe’vereceivedtoprovidekeyinputtoourproductroadmap. ManyoftheapplicationsandfeaturesinClearGov’ssolutionarethedirectresultofclientfeedback. Whenyouhavearequestforaproductenhancement, pleasesubmityouridea(s)tosupport@cleargov.comorinformyourCSMandtheywillbringitupatourweeklymeeting.Weprioritizeproductenhancementsprimarilybasedonthenumberofclientswhoarerequestingsimilarfunctionality, sowecan’tguaranteethatyourideaswillgotothetopofthelist, butwepromisethatwe’llalwayslisten, andweworkhardtomake100%ofourcustomershappy.
ClearGov, Inc. | 855-553-2715 | www.cleargov.com Page20of 32 B.4. TECHNICALANDSECURITYOVERVIEW
ClearGovHostingPlatform
TheClearGovplatformishostedbyAmazonWebServices(AWS), theworldleaderincloudcomputingasaservice. UsedbytheDepartmentsofJustice, Defense, andHomelandSecurity, AWSisoneofonlythreevendorsthathavebeengrantedgovernmentauthorizationtostorehighlysensitivefederaldataonitscloud-computingservers.
AWShandlessystems, networkarchitecture, andsecurity, enablingClearGovtofocusonwhatitdoesbest—developingworld-classsolutionsforlocalgovernments. WithISO27001andFISMA-certifieddatacenters, AWShasmadeplatformsecurityitshighestpriorityinordertoprotectcustomers’ criticalinformationandapplications. Anotherkey advantageofhostingontheAWScloudisthatitallowsClearGovtoeasilyscaleandinnovate, whilemaintainingallsecurityprotectionsacrosstheentireinfrastructure.
HowsecureisClearGov?HostingwithAWSensuresthatClearGovmaintainsthehighestsecuritystandardsintheworld:● Webapplicationfirewallscontrolaccesstotheunderlyingcode● AWShasbuilttechnologiestoprotectagainstdistributeddenialofservice(DDoS)attackstoensurenetworkavailabilityandapplicationuptime.● AWS’sSQLServerRDSusesserver-sideencryptiontoprotectsensitivedata.
InadditiontoAWS’ssecurehostingenvironment, ClearGovhasimplementedanumberofextrasoftwaresecurityfeatures:● SecureSocket Layer (SSL): SSLestablishesanencryptedlinkbetweenAWSserversandthewebbrowsertoensurethatalldatatransfersremainprivateandintegral.● SQLInjectionProtection: ClearGovhasbuiltprotectionagainstSQLinjectionattackswherehackersattempttoinsertnefariousserverrequestsintowebforms.● AccessRights: ClearGovhasimplementedstrictpermissionsettingsbasedonroles, whichlimitaccesstospecificdataandapplicationfunctions. Thisensuresthatinternalusersarerestrictedfromaccessingsensitivedatabasedonprivilegesassignedbyyouradministrator.● PasswordAuthentication: ClearGovdoesnotstorepasswordsexplicitly, butrather“hashes”(encrypts)themsotheyarenotcompromised.● SingleSignOn(SSO): ClearGovoffersSingleSignOncapabilitiesasanoptionalauthenticationmethod. Thesystemisintegratedwithaleadingauthenticationaggregatorwhichprovidesintegrationwiththemajorityofauthenticationproviders.● LoggingandMonitoring: ClearGovemploysmonitoringfeaturesthatquicklyidentifyvulnerabilitiesandprovideimmediatealertsifactionisrequired.
WhereareClearGovdatacenterslocated?AWSreplicatestheClearGovapplicationanddataacrossmultiplegeographicallydisperseddatacenterstoensureredundancyandavailability.
What sort of disaster recoveryplanisinplace?OneofthereasonsweselectedAWSisbecausetheyprovidestate-of-the-artdisasterrecovery. ClearGovdatabasesareduplicatedinreal-timeacrossmultipleAWSservers, andtheentireClearGovplatformisbackedupdailyacrosstheAWSnetwork. So, evenintheeventofacatastrophicsystemfailure, 24hoursofdatalosswouldbethemaximumimpact.
ClearGov, Inc. | 855-553-2715 | www.cleargov.com Page21 of 32
IstheClearGovplatformdesignedtoscaletomeet demandbursts?Yes. OneofthekeyfactorsbehindselectingAWSasourhostingprovideristheirabilitytoscalerapidly.AWShasautomatedsolutionsinplacethatautomaticallyscaleClearGov’splatformfornormalpeaksandvalleysindemand, andcanberapidly(andremotely)scaledtomeetsustaineddemandincreases.
DoesClearGovleverageAWSVirtual PrivateCloudfeatures?Yes. ClearGovutilizestheAWSVirtualPrivateCloudfunctionalitysothatourplatformishostedonalogicallyisolatedsectionoftheAWSCloudandnotcommingledwithanythird-partyapplications.
HowdoI learnmoreabout ClearGov’shostingsolution?YoucanlearnmoreaboutAWSdatacentersandsecuritymeasuresviathefollowinglink:● https://aws.amazon.com/security/?hp=tile SecurityFAQsHowisclient datastoredwithintheClearGovplatform? Allclientdataisstoredinasingledatarepositorywithproperauthenticationandaccesscontrolbuiltintothesystemtoensurethatusersmayonlyaccessthedataapplicabletotheirorganization.
IstheClearGovplatformSOC2compliant?Ourhostingprovider, AWS, isfullycompliantwithSOC2requirements, andClearGovcanprovideacopyofthemostrecentAWSSOC2compliance/auditreportuponrequest.
HowoftenistheClearGovplatformreviewedfor adherencetosecuritystandardsandhowactivelyistheClearGovplatformmonitored? ClearGovperformsquarterlysecurityreviewstoensurethatprocessesarebeingfollowedandstandardsarebeingmet. TheClearGovplatformismonitoredcontinuously-24x7-forperformance, securityandauditing.
DoesClearGovSupport SSO?ClearGovisintegratedwithaleadingauthenticationaggregatorwhichprovidesintegrationwiththemajorityofauthenticationproviderssuchasOpenIDConnectandSAM. ExamplesofSSOprovidersusingtheseprotocolsincludeMicrosoftAzure, OneLogin, andOkta.
ServiceLevel FAQsWhat level of serviceavailabilitydoesClearGovsupport? AllClearGovsolutionsareavailableona24/7basis, andClearGoviscommittedto99.9%uptime. Asacloud-basedsolutionproductpatchesandupgradesarecompletedinreal-time, withoutimpacttosystemperformance. Onoccasion, asnecessary, largerupgradesthatmayrequireplannedsystemdowntimeareannouncedinadvanceandcompletedovertheweekendand/orafterworkinghours.
What isyour standardpracticefor securitypatchmanagement? ClearGovconductsongoingauditsofthird-partypackagesforvulnerabilities. Patchesforcriticalvulnerabilitiesarereleasedassoonaspossible, otherwise, patchesarereleasedaspartofregularbi-weeklysoftwarereleases.
HowoftendoesClearGovscheduleplannedoutagesfor systemupgrades?TheClearGovplatformandapplicationsarearchitectedsothatthesystemdoesnotrequiredowntimeduringregularmaintenance, productupgrades, oremergencypatches. Onoccasion, asnecessary,largerupgradesthatmayrequireplannedsystemdowntimeareannouncedinadvanceandcompletedovertheweekendand/orafterworkinghours.
ClearGov, Inc. | 855-553-2715 | www.cleargov.com Page22of 32 C. QUALIFICATIONS
ClearGovOverview● ClearGovwasincorporatedinOctober2015andbegandesigninganddevelopingitsinitialproduct(ClearGovTransparency)forlocalgovernments. Thatproductwaslaunchednationallyatthebeginningof2017.● Basedontheearlysuccessofthisinitialproduct, ClearGovwasabletosecureaninitialroundofventurecapitalinMarch2017andbegantogrowrapidly.● ClearGovlauncheditssecondproduct(ClearGovOperationalBudgeting)inlate2018andathirdproduct(ClearGovDigitalBudgetBook)inJune2020. ThefinaltwocomponentsoftheClearGovBudgetCycleManagementSuite(CapitalBudgetingandPersonnelBudgeting)launchedin2021.● InAugust2023, ClearGovlaunchedClearPlans-asolutiontohelplocalgovernmentsbuild,presentandmanagestrategicanddepartmentalplans. And, inDecember2024, ClearGovwillintroduceitsnewestproduct, DigitalACFR. Thispurpose-builtsolutionsimplifiesformatting,streamlinescollaborationandensuresaclearpresentationofyourorganization’sfinancialinformation.● ClearGovnowservesover1,200localgovernment, schooldistrictandspecialdistrictclientsacross49differentstates, including100+clientsinthestateofCalifornia.● ClearGovhasbeennamedaGovTech100company(toptechnologycompaniesservingthepublicsector)foreightconsecutiveyears.● ClearGovwasrecentlynamedtothe2024Inc. 5000listofAmerica’sfastestgrowingcompaniesforthefourthyearinarow.● ClearGovsolutionsareendorsedbytheNational Associationof Counties(NACo) astheirbudgetingplatformof choice.● ClearGovisanAffinityPartnerwiththeAssociationofSchoolBusinessOfficialsInternational(ASBO). ThroughthiscollaborationClearGovsupportsASBOinpromotingthehigheststandardsofschoolbusinessmanagement, professionalgrowth, andtheeffectiveuseofeducationalresources.● ClearGovisateamof180+professionalsheadquarteredinMaynard, MA(2MillandMainPlace,Ste630, Maynard, MA01754)withsatelliteofficesinmorethan25states.● ClearGoviswell-fundedandcontinuestogrowrapidlyasweexpandourcustomerbaseandproductlineofbudgetcyclemanagementsolutionsforlocalgovernments.
KeyStaffIntheeventthatClearGovisawardedacontractwiththeCity, weintendtoassignthefollowingClearGovClientSuccessteammemberstoleadtheimplementationandprojectefforts.
LaurieFox- Director, Client Success
Professional SummaryLauriejoinedClearGovasDirectorofClientSuccessinDecember2020. Shehasover20yearsexperienceleadinganddevelopingclient-focusedteams.AtClearGov, sheisresponsiblefordeliveringasmoothandseamlessonboardingexperiencetoensureclientsquicklyseethebenefitsoftheClearGovesolution. LauriealsoservesastheClientSuccessManagerforahandfulofclientstostayontopofanychallengesoropportunitiestoimproveservice.
PriortojoiningClearGov, Laurieworkedwithseveralnot-for-profitconsortiumsbringingleadingedgetechnologytotheworld. IntheserolesLauriemanagedoperations, strategicplanning, membership ClearGov, Inc. | 855-553-2715 | www.cleargov.com Page23of 32
development, andcommitteesupport. Lauriealsospent5yearsatConstantContactleadingtheClientServicesteamwhowereresponsibleformanagingemailmarketingandotherdigitalmarketingactivitiesforhundredsofsmallbusinesses.
Whennotworking, youcanfindLauriesomewhereneartheocean, whetherit’sboatinginherseasidetown, ortravelingtheworldwithherhusbandanddaughter.
FunFactsQ: Ifyoucouldtake3thingstoadesertislandwhatwouldtheybe?A: Iwouldtakemykindle(andfigureoutawaytousesolarpowertochargeit)becauseIneedtoreadEVERYnightbeforefallingasleep, apairofcozysocksbecauseIhatecoldfeet, andsomesunscreenbecauseIlovetositinthesun, butdon’tliketogetburnt! Q: What’syourfavoriterideatathemepark?A: Myfavoriterideatathemeparkisanyrollercoaster. Idopreferthenewer, smoothercoasters, butliketheoldricketyonestoo. Myfavoriterollercoasterexperiencetodateistakingmydaughter(8atthetime)ontheSooperDooperLooperatHersheyParkbecauseshewasSOscaredtogoupsidedown,butloveditsomuchwewentonit10moretimes. Weoftenbuildvacationsaroundthemeparks! MichelleHolder - Client SuccessManager
Professional SummaryMichellejoinedClearGovasaClientSuccessManagerinSeptember2022.Shebringssixyearsofserviceinlocalgovernmentasaprogramandprojectmanager, encouragingcitizenengagement, communitysustainability, andcontinuallyimprovementofperformanceandprocesses. BeforeteamingupwithClearGov, Michelleledlocalgovernmentsthroughpriority-basedbudgetingprojectimplementations. Herfavoritepartofthejobisgettingtoknowherclientsandempoweringthemtodotheirbestwork.
Michelledouble-majoredinPoliticalScienceandCriminology, withminorsinSustainabilityStudiesandLeadership, earningherBachelorofArtsfromtheUniversityofFlorida. ShealsoholdsaMasterofPublicAdministrationwithafocusinlocalgovernmentmanagementfromtheUniversityofNorthCarolinaatChapelHill.
Ontheweekends, Michelle, hernewlywedhusband, andtheirrescuecatfindthemselvesrelaxinghardoradventuringthegreatPNWtrailsandcoffeeshops. Michelleenjoysreading, restoringinnature, andappreciatinglivemusicandlocalculturewhilestillgettinghomeby8pm.
FunFactsQ: Whatisyourfavoritenationalpark?Why?A: TheBlackCanyonoftheGunnisonisoneofmyfavoritesgivenitssteep, dramaticdarkrockwallsandlow-keyaura. Whilemanynationalparkscanquicklybecomeoverrunwithpeople, cars, andcameras,BlackCanyonfeelsopen, relaxed, andbackwoods-serene. There’snothingliketheEastPortalCampgroundinthespring, withyourpartner, afire, amountainlion, andsomebabybears. Justwatchoutforthosechargingdeer.
Q: Whowasyourfavoriteteacher, andwhatimpactdidtheyhaveonyourlife?A: Inundergrad, aprofessorofAmericanEnvironmentalHistoryinfluencedmeandpushedmetobemybest. AtatimewhenIwasachievingwithoutexertingmucheffort, thisprofessordidnotreward“goodenough”. Ingradingmypapers, hespenttimeandlotsofink. Hegavemeexposuretosomeeye-openingwritings, andgiftedmewithmyfavoritething: meaningfulcritique. Myfavoritegradethroughoutmycollegecareerwasan“A-“withhisthoughtfulfeedback.
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SandyStanbrough- Sr. DataUpdateConsultant
Professional SummarySandyStanbroughjoinedClearGovasaDataUpdateConsultantinMarch2020. HerbackgroundwithFruitoftheLoomandRussellCorporationincludedvariousrolesinaccounting, HRIS, payrollandtimeandattendance. Intheserolesshewasinvolvedwithsoftwareimplementations, outsourcingoperationsandsystemconsolidationsresultingfromcompanyacquisitions. ShewastheFinanceDirectorforasmallcityandthereforehasfirsthandexperiencewiththecomplexitiesandchallengesofclearlypresentingfinancialinformationforanon-financialaudience. AtClearGov, sheanalyzestheclient’sdatatoensurethefinancialresultsareaccuratelypresentedaccordingtotheclient’sexpectations.
SandyhasaMastersinInformationSystemsManagementfromAuburnUniversityinMontgomeryandaBSBAinAccountingfromAuburnUniversity. Sandyenjoysvisitingnewplaces, tryingnewfoodsandlearningnewskills.
FunFactsQ: Ifyouhadasuper-power, whatwoulditbe?A: Thepowertomaketimestandstill. Bothprofessionallyandpersonally, myagendausuallyexceedsatwenty-fourhourday.
Q: Whatwasyourfavoritesubjectinschool? Why?A: Math, becausethereisalwaysonecorrectanswer. Thechallengeislearningthetechnique.
KatyHutchinson- TrainingandSupport Manager
Professional SummaryKatyHutchinsonjoinedClearGovinJuneof2020withover10yearsofexperienceineducation, training, anddevelopment. AtClearGov, shehelpsclientsandteammatesmaximizetheiruseoftheClearGovproductsuitesthroughtrainingsessionsandeducationalresources.
Katyhasabachelor’sdegreeinEarthSciencefromVassarCollegeandaMastersinCurriculumandInstructionfromDominicanUniversity. Sheisavoraciousreader, anenthusiasticrunner, andlovestofindoff-the-beaten-pathplacestoeatanddrinkwhiletraveling.
FunFactsQ: Whowasyourfavoriteteacher, andwhatimpactdidtheyhaveonyourlife?A: Ms. YoungwasmyAPEuropeanHistoryteacherinmysenioryearofhighschool. Shewassuchanenthusiasticanddedicatededucator. Sheislargelyresponsibleformyresearchabilitiesandmywritingskills. Shetaughtmehowto"answerthefreakingquestion"conciselyandwithevidence. And, thatHershey'skissesmakeeveryclassbetter.
Q: Ifyouhadasuper-power, whatwoulditbe?A: Teleportation-IwishIcouldmagicallytraveltootherplacesinmoments, especiallysincemyfriendsandfamilyarespreadoutallovertheworld. ItwouldbenicetobeabletoseethemanytimeIwantedto.
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ClearGovReferencesClearGovhasprovidedthefollowingcustomerreferencesthathaveagreedtodiscusstheirexperiencewithClearGov’sBudgetCycleManagementsolutions.
Townof Branford, CT November 2022- Present
Contact Name: KathrynLaBanca
Contact Title: AssistantFinanceDirector
Phone: (203)315-0630 Email: [email protected]
MailingAddress: 1019MainStreet, Branford, CT06405
Project Description: TheTown’sClearGovsubscriptionincludesOperationalBudgeting,PersonnelBudgeting, CapitalBudgeting, DigitalBudgetBookandTransparency. TheTown’sannualcontractamountis$36,400.00.
Cityof Eugene, OR July2021 - Present
Contact Name: LizButterfield Contact Title: SeniorBudgetAnalyst Phone: (541)682-5512 Email: ebutterfi[email protected]
MailingAddress: 500E4thAvenue, Suite303, Eugene, OR97401 Project Description: TheCity’sClearGovsubscriptionincludesCapitalBudgetingandDigitalBudgetBook. TheCity’sannualcontractamountis$46,620.00.
Cityof GrandIsland, NE April 2023- Present
Contact Name: PatrickBrown
Contact Title: AssistantCityAdministrator
Phone: (308)385-5444 Email: [email protected]
MailingAddress: 100EastFirstStreet, GrandIsland, NE68801 Project Description: TheCity’sClearGovsubscriptionincludesOperationalBudgeting,PersonnelBudgeting, CapitalBudgeting, DigitalBudgetBook, Transparency, ClearPlansandDigitalFinancialReporting. TheCity’sannualcontractamountis$85.900.60.
ClearGov, Inc. | 855-553-2715 | www.cleargov.com Page26of 32 D. COSTINFORMATIONOurpricingmodelmatchesourproducts-simple, straightforwardandbuiltforlocalgovernments.
SetupFee:
● Aone-timeinvestmentthatcoverssetup, activation, dataonboardingandinitialtraining—everythingyouneedtogetlaunched.
SolutionSubscription:
● Aflatannual investmentcoversunlimitedaccessandusageofyourClearGovsolutionandincludesunlimitedsupportfromyourdedicatedClientSuccessManager.
That’sit. Wedon’tchargeextraforseatlicensesorupdatesorongoingsupportorprofessionalservicesoranythingelse, sothereareabsolutelynohiddenfees. Seethetablebelowforacompletebreakdownofwhat’sincluded.
SetupServiceFees(Onetimeinvestment)
SetupFee: Includes- Full activationandsetup; Dataonboarding; Clienttraining $0.00
Total SetupServiceFees
$0.00
Pro-RataPeriod&3-Year Agreement SubscriptionServiceFees(Annual investment) Digital Budget BookPro-RataSubscriptionFee:(11/1/2024- 06/30/2025) $13,966.44
Digital Budget BookAnnual Subscription:(07/01/2025- 06/30/2026) $21,578.50
Digital Budget BookAnnual Subscription:(07/01/2026- 06/30/2027) $22,225.86
Digital Budget BookAnnual Subscription:(07/01/2027- 06/30/2028) $22,892.64
Total Annual SubscriptionServiceFeesfor Pro-RataPeriodand3-Year Contract $80,663.44
Annual RateIncreases:ClearGovisopen, consistentandtransparentwithannualrateincreasesthatareincludedinallClearGovServiceOrders, asfollows:● AftertheInitialServicePeriod, theAnnualSubscriptionServiceFeeshallautomaticallyincreaseatarateof3%perannum.
IftheCityhasanyquestionsregardingthequotedcostinformationabove, pleasedonothesitatetocontactus. WewillbehappytoworkwiththeCitytodetermineamutuallyagreeablecontract.
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ATTACHMENTSClearGovAttachmentsClearGovhasprovidedtheCity’srequiredRFPdocumentsandsupportingdocumentationforreviewherein. Thesedocumentsinclude:
● SanctuaryCityComplianceStatement● LimitedLiabilityCorporationForm● CityofRichmondBusinessTaxCertificate ClearGov, Inc. | 855-553-2715 | www.cleargov.com Page28of 32
CITY OF RICHMOND
Sanctuary City Compliance Statement
The undersigned, an authorized agent of (hereafter
"Contractor"), has had an opportunity to review the requirements of City of Richmond Ordinance 12-18 (hereafter "Sanctuary City Contracting Ordinance" or “SCCO”). Con tractor understands and agrees that the City may choose with whom it will maintain business relations and may refrain from contracting with any person or entity that provides Data Broker or Extreme Vetting services to the U.S. Immigration and Customs Enforcement Division of the United States Department of Homeland Security (“ICE”). Con tractor understands the meaning of the following terms used in the SCCO:
a. "Data Broker” means either of the following:
i. The co llection of information, including personal information about consumers, from a wide variety of sources for the purposes of reselling such information to their customers, which include both private-sector business and government agencies;
ii. The a ggregation of data that was collected for another purpose from that for which it is ultimately used.
b. “Ex treme Vetting” means data mining, threat modeling, predictive risk analysis, or other similar services."
Contractor understands that it is not eligible to receive or retain a City contract if at the time the Contract is executed, or at any time during the term of the Contract, it provides Data Broker or Extreme Vetting services to ICE.
Contractor further understands and agrees that Contractor's failure to comply with the SCCO shall constitute a material default of the Contract and the City Manager may terminate the Contract and bar Contractor from bidding on future contracts with the City for five (5) years from the effective date of the contract termination.
By executing this Statement, Contractor certifies that it complies with the requirements of the SCCO and that if at any time during the term of the Contract it ceases to comply, Contractor will promptly notify the City Manager in writing. Any person or en tity who knowingly or willingly supplies false information in violation of the SCCO shall be guilty of a misdemeanor and subject to a $1,000 fine.
Based on the foregoing, the undersigned declares under penalty of perjury under the laws of the State of California that the foregoing is true and correct. Execu ted this d ay of , 20 , at , California.
Printed Name: Title:
Signed: Date:
Business Entity:
Vendor SCCO Compliance Statement (Augt2020)
ClearGov, Inc.
15th October 24
Bryan A. Burdick President October 15, 2024
ClearGov, Inc.
Disclosure Statement for Limited Liability Companies
This Statement Shall be included with all Bid and Proposal Submissions Is your Business a Limited Liability Company (LLC)? YES NO If you answered YES, please provide the City with the names and business addresses of any and all shareholders, directors, officers, members, managers, other authorized persons, partners, and “Beneficial Owners” of the applying LLC. A Beneficial Owner is any person or entity who: (1) exercises substantial control over the applying LLC; (2) owns 25% or more of the interest in the applying LLC; or (3) receives substantial economic benefits from the assets of the applying LLC.
If any LLC shareholder, director, officer, member, manager, other authorized person, partner, or Beneficial Owner is itself an LLC or other business entity, the names and business addresses must also be provided for any and all shareholders, directors, officers, members, managers, other authorized persons, partners, and Beneficial Owners of that LLC or other business entity all the way up through each entity in the organizational chart until ultimate ownership by individual people is disclosed.
Name: _____________________
Title: _____________________
Address:__________________________________________
Name: _____________________
Title: _____________________
Address:__________________________________________
Name: _____________________
Title: _____________________
Address:__________________________________________
☐ Check this box if additional ownership information is attached to this Disclosure Statement.
In signing this Disclosure Statement, I represent that the information submitted in this Disclosure Statement, and any attachments, is true and correct.
Signature: _____________________
Printed Name: _____________________
Title: _____________________
Date: _____________________
Bryan A. Burdick
President
October 15, 2024
“I’veenjoyedworkingwithClearGov. I reallyamimpressedwithhowtheproductshavebeenbuilt.It’samazingthattheyknowverywell whatweneed. Notmanydo.” Will Fuentes, CPFO, MBAFinanceDirector
Campbell, CA
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