Resolution 2023-### Page 1
RESOLUTION 2023-XXX
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN PABLO AUTHORIZING 1)
THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH CLEARGOV TO
PURCHASE NEW BUDGETING SOFTWARE, ANNUAL LICENSING AND RELATED PROFESSIONAL SERVICES AT A TOTAL COST NOT TO EXCEED $105,543.75 FOR 45 MONTHS, INCLUDING A SUBSCRIPTION TOTAL OF $21,108.75 FOR THE REMAINING FISCAL YEAR; AND 2) APROPRIATING $21,108.75 FROM GENERAL FUND DESIGANTED RESERVES – CITY FACILITY MAINTENANCE AND ONE -TIME IMPROVEMENTS TO FINANCE PROFESSIONAL SERVICES (100-1420-43600).
WHEREAS, t he City’s budget serves as a policy document, a financial plan, a communications device, and an operations guide reflecting the policies, goals, programs, and service priorities of the City Council and the community;
WHEREAS, technology, such as the use of budget software, provides greater power to manage city finances and improve efficiency of the budget process while aligning local government resources with strategic priorities;
WHEREAS, ClearGov provides local governments cloud- based Budget Cycle Management software for efficient, collaborative, and automated budgeting;
WHEREAS, the City negotiated special pricing and early access to ClearGov software to be paid over a three-year term and added nine months concurrent to the current financial reporting contract (45 months total) for a total not-to-exceed cost of $105,543.75;
WHEREAS, contracts involving the acquisition of intellectual property or other tangible products and the retention of specialized services, such as consulting, training, installing, maintaining, or servicing the such products, which are an integral or important part of the use, operation, or functionality of those products, are exempt from formal and informal competitive bidding requirements;
WHEREAS, this agreement and associated software and services acquisition is not a project as defined by CEQA as it involves continuing administrative or maintenance activities or organizational or administrative activities of governments that will not result in direct or indirect physical changes in the env ironment, pursuant to 14 Cal. Code of Regulations section 15378(b); and
WHEREAS, the transition cost of the new software in the current fiscal year 2023-24 in the amount of $21,108.75 will be funded by the FY 2023- 24 General Fund Designated Reserves, and fixed subscription services costs of $28,145 per year for fiscal years 2024- 25 to 2026- 27 will be included in the Finance Department’s future operating budgets for those years.
Resolution 2023-### Page 2
NOW, THEREFORE, BE IT RESOLVED that the foregoing recitations are true and correct, and are included herein by reference as findings;
BE IT FURTHER RESOLVED that the City Council of the City of San Pablo hereby authorizes the City Manager to execute an agreement with ClearGov to purchase new budgeting software, annual maintenance and licensing, and related professional services at a cost not to exceed $105,543.75 for 45 months, in a form to be approved by the City Attorney that does not substantially alter the City’s rights or responsibilities from that is set forth in the attached draft agreement.
BE IT FURTHER RESOLVED that the City Co uncil of the City of San Pablo hereby appropriates $21,108.75 from General Fund Designated Reserves – City Facility Maintenance and One-Time Improvements to Finance Professional Services (100-1420- 43600).
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ADOPTED this 2nd day of October 2023, by the following votes:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
ABSTAIN: COUNCILMEMBERS:
ATTEST: APPROVED:
______________________ _______________________
Dorothy Gantt, City Clerk Abel Pineda, Mayor