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Home My WebLink AboutPR 23908: SERVICE ORDER WITH CLEARGOV PURCHASING OF BUDGETING, TRANSPARENCY, AND FINANCIAL REPORTING SUBSCRIPTION SERVICES r P.R. No. 23908 09/05/2024 lyn RESOLUTION NO. I'A - % A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A SERVICE ORDER WITH CLEARGOV OF MAYNARD, MASSACHUSETTS FOR THE PURCHASE OF BUDGETING, TRANSPARENCY, AND FINANCIAL REPORTING SUBSCRIPTION SERVICES THROUGH BUYBOARD COOPERATIVE PURCHASE CONTRACT 692-23 IN THE AMOUNT OF $48, 204 FOR FISCAL YEAR 2025; FUNDING AVAILABLE FROM THE INFORMATION TECHNOLOGY DEPARTMENT IN GENERAL FUND ACCOUNT NO. 001- 09-023-5450-00-10-000 WHEREAS, the finance department continues to implement process improvements and transparent mechanisms for both the budgeting and auditing arenas; and WHEREAS, the Tyler Munis ERP does not produce budget or audit documents; and WHEREAS, the finance department seeks efficiency and savings in manpower through the transcription services; and WHEREAS, Chapter 271 of the Texas Government Code allows a city, by resolution of its governing body; to participate in cooperative purchasing programs, such as BuyBoard Cooperative Purchasing; as an alternative to formal bid process; and WHEREAS, pursuant to Resolution No. 02-341, The City of Port Arthur entered into an interlocal agreement for cooperative purchasing with the BuyBoard Cooperative Purchasing Program; and WHEREAS, funds are budgeted and available for this purchase in Fiscal Year 2024-2025 in account number 001-09-023-5450-00- 10-000 . NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: Section 1 . That the facts and opinions in the preamble are true and correct . Section 2 . That the City Council authorizes the City Manager to enter into an annual subscription with Cleargov of Maynard, Massachusetts for the purchase of budgeting, transparency and financial reporting subscription services through BuyBoard Cooperative Purchase Contract 692-23 in the annual amount of $48, 204, attached as Exhibit "A" . Section 3 . That subsequent subscriptions past one year are subject to annual appropriations by the City Council . Section 4 . That a copy of the Resolution shall be spread upon the Minutes of the City Council. READ ADOPTED AND APPROVED on this da 21hy of A. D. , 2024, at a Regular Meeting of the City Council of the City of Port Arthur, Texas, by the following vote : AYES : Mayor: Councilmembers : aallks NOES : I ThurVan Bartie, Mayor ATTEST: S She Bellard, City Secretary APPROVED AS TO FORM: Roxann Pais Cotroneo, City Attorney APPROVED FOR M IS RA ON: Ron Burton, , Ci anager APPROVED AS TO AVAILABILITY OF FUNDS: Lynd Boswell Director of Finance Clifton Williams, CPPB Purchasing Manager a3O"o$ EXHIBIT A SuiteAgClearGo Service Order • 01754 Created by Dennis Maher Order Date Sept 3,2024 Contact Phone (817)205-9980 g Y Sept 24, 2024 Order valid if signed b Contact Email dmaher@cleargov.com Customer Information Customer City of Port Arthur Contact Lyn Boswell Billing Contact Lyn Boswell Address 444 4th Street Title Finance Director Title Finance Director City,St,Zip Port Arthur,TX 77640 Email lyonda.boswell@portarthurbc. Email lynda.boswell@portarthurbc.gov Phone (719)349-5675 PO#(if any) This Service Order will be contracted through... Procurement Aggregator ClearGov Contract Buyboard Buyboard Proposal No. #692-23 The Services you will receive and the Fees for those Services are... Set up Services Tier/Rate Service Fees ClearGov Setup: Includes activation,onboarding and training for ClearGov solutions Tier 3 $ 21,600.00 Onboarding Discount: WAIVED customer value add Tier 3 $ (21,600.00) Total ClearGov Setup Service Fee-Billed ONE-TIME $ Subscription Services Tier Service Fees ClearGov BCM Operational Budgeting-Civic Edition Tier 3 $ 19,600.00 ClearGov BCM Personnel Budgeting-Civic Edition Tier 3 $ 17,800.00 ClearGov BCM Capital Budgeting-Civic Edition Tier 3 $ 14,000.00 ClearGov BCM Digital Budget Book-Civic Edition Tier 3 $ 11,700.00 ClearGov BCM Transparency-Civic Edition Tier 3 $ 10,700.00 ClearGov Digital ACFR-Civic Edition Tier 3 $ 11,700.00 ClearGov BCM Bundle Discount: Discount for bundled BCM solutions Tier 3 $ (35,395.00) Total ClearGov Subscription Service Fee-Billed ANNUALLY IN ADVANCE $ 50,105.00 ClearGov will provide your Services according to this schedule... Period Start Date End Date Description Setup Oct 1, 2024 Oct 1, 2024 ClearGov Setup Services Initial Oct 1, 2024 Sep 30, 2029 ClearGov Subscription Services To be clear, you will be billed as follows... Billing Date(s) Amount(s) Notes Oct 1, 2024 $0.00 One Time Setup Fee Oct 1, 2024 $42500.00 Annual Subscription Fee (OB, PB, CB, DBB,TR) Jan 1, 2025 $5,703.75 9 month Pro-Data - Digital ACFR Oct 1, 2025 $51,608.13 Annual Subscription Fee Additional subscription years and/or renewals will be billed annually in accordance with pricing and terms set forth herein. Billing Terms and Conditions Valid Until Sept 24,2024 Pricing set forth herein is valid only if ClearGov Service Order is executed on or before this date. Payment Net 30 All invoices are due Net 30 days from the date of invoice. Initial Period 3%per annum During the Initial Service Period,the Annual Subscription Service Fee shall automatically increase by this amount. Rate Increase Rate Increase 6%per annum After the Initial Service Period,the Annual Subscription Service Fee shall automatically increase by this amount. General Terms & Conditions This ClearGov Service Order is subject to the approval of the Port Arthure City Council(the 'Board')as set forth herein. Cancellation Option In the event that the Board does not approve this Service Order by September 30,2024,Customer shall have the option to terminate this Service Order immediately by providing written notice. In the event that Customer exercises this option, Customer shall have no payment obligation under this Service Order. Appropriations ClearGov acknowledges that this Service Order is subject to ongoing appropriations by Customer's applicable app oprating body and/or board of directors. Customer Satisfaction During the first thirty(30)days of the Service,Customer shall have the option to terminate the Service,by providing Guarantee written notice. In the event that Customer exercises this customer satisfaction guarantee option,such termination shall become effective 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 Statement of Work 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. The Service Fees and Billing amounts set forth above in this ClearGov Service Order DO NOT include applicable taxes.In Taxes accordance with the laws of the applicable state, in the event that sales,use or other taxes apply to this transaction, ClearGov shall include such taxes on applicable invoices and Customer is solely responsible for such taxes, unless documentation is provided to ClearGov demonstrating Customer's exemption from such taxes. This ClearGov Service Order supercedes the ClearGov Service Order with an Order Date of June 10,2024,(the "Original Original Service Order Service Order'D.The Original Service Order shall be null and void as of the execution of this ClearGov Service Order by both Parties. Subject to the termination rights and obligations set forth in the ClearGov BCM Service Agreement,this ClearGov Service Order commences upon the Order Date set forth herein and shall continue until the completion of the Service Period(s) Term&Termination for the Service(s)set forth herein. Each Service shall commence upon the Start Date set forth herein and shall continue until the completion of the applicable Service Period.To be clear,Customer shall have the option to Terminate this Service Order on an annual basis by providing notice at least sixty(60)days prior to the end of the then current Annual Term. After the Initial Period,the Service Period for any ClearGov Annual Subscription Services shall automatically renew for Auto-Renewal successive annual periods(each an Annual Tenn'), 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 herein affirms your commitment to pay for the Service(s)ordered in accordance with the terms set forth in Agreement this ClearGov Service Order and also acknowledges that you have read and agree to the terms and conditions set forth in the ClearGov BCM Service Agreement found at the following URL: ;ov.com%terms-and-conditi i s.This Service Order incorporates by reference the terms of such ClearGov BCM Service Agreement. Customer ClearGov, Inc. Signature Signature Name Name Bryan A. Burdick Title Title President Please e-mail signed Service Order to Orders@ClearGov.com or Fax to (774) 759-3045 Customer Upgrades (ClearGov internal use only) This Service Order is a Customer Upgrade No If Yes:Original Service Order Date Statement of Work This Statement of Work outlines the roles and responsibilities by both ClearGov and Customer required for the activation and onboarding of the ClearGov Service.ClearGov will begin this onboarding process upon execution of this Service Order.All onboarding services and communications will be provided through remote methods-email,phone,and web conferencin . ClearGov Responsibilities -ClearGov will activate ClearGov Service subscription(s)as of the applicable Start Date(s).ClearGov will create the initial Admin User account,and the Customer Admin User will be responsible for creating additional User accounts. -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. 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.