HomeMy WebLinkAboutP.R. NO. 25130 RENEWAL OF CONTRACT FOR DEPOSITORY SERVICES. City of
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INTEROFFICE MEMORANDUM
Date: 9/9/2026
To: The Honorable Mayor and City Council
Through: Ron Burton, City Manager
From: Lynda Boswell, Director of Finance
RE: PR No. 25130 - Renewal of Contract for Depository Services
Introduction:
The intent of this Agenda Item is to seek the City Council's approval to renew the annual subscription
for Cleargov.
Background:
The Finance Department continues to implement process improvements and enhance transparency in the
areas of budgeting, financial reporting, and auditing. The Finance Department has determined that
continued use of ClearGov's budgeting,transparency,and financial reporting services will help the City
improve operational efficiency and reduce the administrative burden associated with preparing and
presenting financial information.
Pursuant to Resolution No. 24-364, the City of Port Arthur previously authorized an annual renewable
agreement with ClearGov for budgeting,transparency, and financial reporting services, and the Finance
Department desires to continue utilizing ClearGov's services.
The purchase of ClearGov's services will be made through BuyBoard Cooperative Purchasing Contract
No. 692-23,in accordance with the applicable cooperative purchasing requirements.
Budget Impact: Funds for the ClearGov subscription, in the amount of $67,825.35 annually, are
budgeted in Account No. 001-09-023-5450-00-10-000, subject to approval and adoption of the Fiscal
Year 2026-2027 budget.
Recommendation:
It is recommended that the City Council approve the renewal of the Cleargov contract for FY2026-
2027.
"Remember,we are here to serve the Citizens of Port Arthur"
P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743
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P.R.No. 25130
09/04/2026 lyn-tnr
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE
RENEWAL 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
$67,825.35 FOR FISCAL YEAR 2027; FUNDING IS CONTINGENT UPON
APPROVAL AND ADOPTION OF THE FY2026-2027 BUDGET; ONCE
APPROVED FUNDING SHALL BE 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
enhance transparency in the areas of budgeting, financial reporting, and auditing; and
WHEREAS,the City of Port Arthur seeks to utilize technology and financial management
tools to improve the efficiency, accessibility, and transparency of its budgeting and financial
reporting processes; and
WHEREAS, the Finance Department has determined that continued use of ClearGov's
budgeting, transparency, and financial reporting services will assist the City in improving
operational efficiency and reducing the administrative burden associated with the preparation and
presentation of financial information; and
WHEREAS, Chapter 271 of the Texas Local Government Code authorizes local
governments to participate in cooperative purchasing programs and to acquire certain goods and
services through such programs in accordance with applicable law; and
WHEREAS, pursuant to Resolution No. 02-341, the City of Port Arthur entered into an
annual renewable interlocal agreement with the BuyBoard Cooperative Purchasing Program; and
WHEREAS, pursuant to Resolution No. 24-364, the City of Port Arthur previously
authorized an annual renewable agreement with ClearGov for budgeting, transparency, and
financial reporting services, and the Finance Department desires to continue utilizing ClearGov's
services; and
P.R. No. 25130
09/04/2026 lyn-tnr
WHEREAS, funds for the ClearGov subscription, in the amount of$67,825.35 annually,
are budgeted in Account No.001-09-023-5450-00-10-000,subject to approval and adoption of the
Fiscal Year 2026-2027 budget; and
WHEREAS, the purchase of ClearGov's services will be made through BuyBoard
Cooperative Purchasing Contract No. 692-23, in accordance with the applicable cooperative
purchasing requirements; and
NOW THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF PORT ARTHUR, TEXAS:
Section 1. That the facts and opinions in the preamble are true and correct.
Section 2. That the City Council hereby authorizes the City Manager to enter into an
annual subscription agreement with ClearGov, of Maynard, Massachusetts, for budgeting,
transparency,and financial reporting services through BuyBoard Cooperative Purchasing Contract
No. 692-23, in an annual amount not to exceed $67,825.35, payable from Account No. 001-09-
023-5450-00-10-000, substantially in accordance with the terms and conditions attached hereto as
Exhibit"A."
Section 3. Any renewal or extension of the ClearGov subscription beyond the initial term
shall be contingent upon the approval of the city council, the availability and appropriation of
funds by the City Council, and adherence to all applicable City purchasing regulations.
Section 4. That a copy of the Resolution shall be spread upon the Minutes of the City
Council.
READ, ADOPTED AND APPROVED on this day of , A.D., 2026, at a
Regular Meeting of the City Council of the City of Port Arthur, Texas,by the following vote:
AYES:Mayor:
Councilmembers:
;NOES:
Charlotte M. Moses, Mayor
ATTEST:
Christe Whitley Ned, City Secretary
APPROVED AS TO FORM:
Roxann Pais Cotroneo, City Attorney
APPROVED 1 R • Do Ir STRATION:
ataPP
Ron Burton, CPM, Cl''' anager
APPROVED AS TO AVAILABILITY OF FUNDS:
r. nda Boswell, ICMA-CM, CGFO
Director of Finance
62441/44ipti
Clifton Williams, CPP13
Purchasing Manager
EXHIBIT A
Alto
r ClearGov Service Order
2 Mill & Main; Suite 630; Maynard, MA 01754
i Created by Dennis Maher Order Date Sept 3,2024
Contact Phone (817)205-9980 Order valid if signed by Sept 24, 2024
Contact Email dmaher@deargov.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 lynda.boswell@portarthurbc. Ema
il nda.boswell
gov Y @portarthurtx.gov
Phone (719)349-5675 PO#(If any)
This Service Order will be contracted through...
Procurement Aggregator ClearGov Contract
Buyboara Buyboara 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 , `er 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
ITo be clear, you will be billed as follows...
Billing Date(s) _ Amount(s) Notes
Oct 1, 2024 50.00 One Time Setup Fee
Oct 1, 2024 S42,500.00 Annua' Subscription Fee (OB, PB.CB. DBB,TR)
Jan 1, 2025 $5,703.75 9 month Pro-Rata - Digital ACFR
Oct 1, 2025 $51,608.13 Annua. Subscription Fee
Additional subscription years and/or renewa's will be billed annually n accordance with pricing and terms set forth herein.
Docusign Envelope ID:FOC92E1A-233C-4B92-8738-6F456BB4E842
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 3b/0 per annum During the Initial Service Period,the Annual Subscription Service Fee shall automatically increase by this amount.
Rate Increase
Rate Increase 60/0 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 exerases 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
appropriating_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 effei.tive 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 demonblrating Customer's exemption from ouch 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").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 dear,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 Term'),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 v' This
Service Order incorporates by reference the terms of such OearGov BCM Service Agreement.
Customer Q ClearGov, Inc.
)ocuSigned by
Signature Signa ra4
Name Qpru�1a Na 31fiI9tcilkeP itfick
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 conferencing.
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.
AZClearGov
Amendment #1
This Amendment ("Amendment") updates the Original Service Order ("Agreement")
between ClearGov, Inc ("ClearGov") and City of Port Arthur,TX ("Customer") with
an order date of September 3, 2024.This Amendment shall be effective as of
October 1, 2026 (the "Amendment Effective Date"), provided this Amendment is
executed by both parties on or before such date; if signed thereafter, this
Amendment shall take effect on the date last signed by the parties.
1. Product Substitution
Effective as of the Amendment Effective Date,the parties agree to modify the Scope
of Services as follows:
• Removal: ClearGov shall cease providing, and Customer shall no longer have
access to, ClearGov Digital ACFR.
• Addition: ClearGov shall provide, and the Customer shall receive license to use,
ClearGov Disclosure Studio - ACFR (the "New Product").
• Implementation: ClearGov will provide the required services to migrate or set
up the New Product as approved by both parties.
2. Fees and Compensation
Notwithstanding the change in products, the Annual Subscription Fees and Total
Fees set forth in the original Agreement shall increase based on the following:
Software Services Annual Fee
ClearGov Disclosure Studio - ACFR (New Product) $22,800.00
Less: Credit for ClearGov Digital ACFR (Removed) ($6,857.00)
Net Annual Incremental Subscription Fee $15,943.00
Implementation Services One Time Fee
Set-Up Services (One-Time Fee) $6,000.00
Fees are payable net 30 days from the Amendment Effective Date.
1ClearGov-
Effective as of the Amendment Effective Date,the billing table set forth in the
Agreement is amended and restated as follows for all fees and billing periods
occurring on or after the Amendment Effective Date:
Billing Table
Start Date End Date Total Amount
Oct 1, 2026 Sept 30, 2027 $6,000.00 (One-Time Implementation Fee)
$15,943.00 (Software Services Fee for New Product)
$45.882.35 (Existing Agreement Subscription Fees)
$67,825.35 TOTAL FEES
3. Full Force and Effect
Except as expressly modified by this Amendment, all other terms and conditions of
the agreement remain unchanged and in full force and effect. In the event of a
conflict between this Amendment and the Agreement, the terms of the
Amendment shall prevail.
Signatures
ClearGov, Inc City of Port Arthur, TX
Signature: Signature:
Name: Name:
Title: Title:
Date: Date: