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Home My WebLink AboutItem 04 Approval of Renewal of Agreement with ClearGov for Budgeting and Digital Budget Book Platform Software City of Ocoee ▪ 1 N. Bluford Avenue ▪ Ocoee, Florida 34761 Phone: (407) 905-3100 ▪ www.ocoee.org STAFF REPORT Meeting Date: December 2, 2025 Item #: 4 Contact Name: Steven Weber Department Director: Steven Weber Contact Number: Ext. 1520 City Manager: Craig Shadrix Subject: Approval of Renewal of Agreement with ClearGov for Budgeting and Digital Budget Book Platform Software. (Finance Director Weber) Background Summary: The City has been using ClearGov platform software to produce the annual budget for the past several years. The current service agreement is set to expire on January 31, 2026, and staff has been provided pricing for renewing the agreement. As the anticipated cost of $156,143.27 over the 3-year term exceeds the City Manager’s approval threshold, staff is requesting authorization from the City Commission to renew the ClearGov Software agreement through January 31, 2029. Issue: Should the Honorable Mayor and City Commissioners approve the renewal of the agreement with ClearGov for the budgeting and digital budget book platform software? Recommendations: Staff recommends the Honorable Mayor and City Commissioners approve the renewal of the agreement with ClearGov for the budgeting and digital budget book platform software. Attachments: 1. ClearGov - Ocoee, FL Service Order (BCM Renewal) Financial Impacts: Annual subscription service fees have been budgeted for in the FY26 budget (001-513-00-3400) and will be budgeted in future years. Type of Item: Consent Service Order 2 Mill & Main; Suite 630; Maynard, MA 01754 Created By Michael Lanza Order Date Oct 29, 2025 Contact Phone (617) 816-7726 Order Valid If Signed By Dec 4, 2025Contact Email mlanza@cleargov.com Customer Information Customer City of Ocoee Contact Steven Weber Billing Contact Steven Weber Address 1 North Bluford Ave Title Finance Director Title Finance Director City, St, Zip Ocoee, FL 34761 Email SWeber@ocoee.org Email SWeber@ocoee.org Phone (407) 905-3100 PO # (If any) The Services you will receive and the Fees for those Services are... Customer Annual Budgeted Expenditures - All Funds Total $140,000,000 Subscription Services Tier / Rate Service Fees ClearGov Base Platform - Civic Edition Tier 4A ($3,450.00) ClearGov Operational Budgeting - Civic Edition Tier 4A ($19,050.00) ClearGov Personnel Budgeting - Civic Edition Tier 4A ($19,050.00) ClearGov Capital Budgeting - Civic Edition Tier 4A ($19,050.00) ClearGov Digital Budget Book - Civic Edition Tier 4A ($13,100.00) ClearGov Transparency - Civic Edition Tier 4A ($11,950.00) Bundle Discount: Platform (50%)Tier 4A ($(1,725.00) Bundle Discount: Modules (30%)Tier 4A ($(24,660.00) Total ClearGov Subscription Service Fee - Billed ANNUALLY IN ADVANCE ($59,265.00) ClearGov will provide your Services according to this schedule... Period Start Date End Date Description Initial Feb 1, 2026 Jan 31, 2029 ClearGov Subscription Services To be clear, you will be billed as follows... Billing Date(s)Amount(s)Notes Feb 1, 2026 $41,221.27 Annual Subscription Fee Feb 1, 2027 $52,047.76 Annual Subscription Fee Feb 1, 2028 $62,874.24 Annual Subscription Fee Additional subscription years and/or renewals will be billed annually in accordance with pricing and terms set forth herein. Billing Terms & Conditions Valid Until Dec 4, 2025 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 Rate Increase 3% per annum During the Initial Service Period, the Annual Subscription Service Fee shall automatically increase by this amount. Rate Increase 6% per annum After the Initial Service Period, the Annual Subscription Service Fee shall automatically increase by this amount. General Terms & Conditions Original Service Order As of Feb 1, 2026, this ClearGov Service Order supersedes the ClearGov Service Order with an Order Date of Jan 24, 2019, (the "Original Service Order"). The Original Service Order shall be null and void as of Feb 1, 2026. Statement of Work ClearGov and Customer mutually agree to the ClearGov Service activation and onboarding process set forth in the attached Statement of Work. Please note that ClearGov will not activate and/or implement services for any Customer with outstanding balance past due over 90 days for any previous subscription services. Taxes The Service Fees and Billing amounts set forth above in this ClearGov Service Order DO NOT 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. Term & Termination 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. Auto-Renewal After the Initial Period, the Service Period for any ClearGov Annual Subscription Services shall automatically renew for successive annual periods (each an "Annual 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. Agreement The signature herein 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 ClearGov BCM Service Agreement found at the following URL: http://www.ClearGov.com/terms-and-conditions. This Service Order incorporates by reference the terms of such ClearGov BCM Service Agreement. Customer ClearGov, Inc. Signature Signature Name Rusty Johnson Name Bryan A. Burdick Title Mayor Title President Please e-mail signed Service Order to Orders@ClearGov.com or Fax to (774) 759-3045 Order Type (ClearGov Internal Use Only) Select Order Type for this Service Order RI If XS: Original Service Order Date Statement of Work This Statement of Work outlines the roles and responsibilities by both ClearGov and Customer required for the activation and onboarding of the ClearGov Service. ClearGov will begin this onboarding process upon execution of this Service Order. All onboarding services and communications will be provided 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.