HomeMy WebLinkAboutAgenda - 10-15-2024; 8-d - Purchase of Budget and Strategic Planning Software and Approval of Budget Amendment #2-C 1
ORD-2024-033
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: October 15, 2024
Action Agenda
Item No. 8-d
SUBJECT: Purchase of Budget and Strategic Planning Software and Approval of Budget
Amendment #2-C
DEPARTMENT: County Manager
ATTACHMENT(S): INFORMATION CONTACT:
Kirk Vaughn, 245-2153
1. ClearGov Contract Kelly Guadalupe, 245-2156
2. Year to Date Budget Summary
PURPOSE: To approve the purchase of Budget and Strategic Plan Software from ClearGov, Inc.
and approve Budget Amendment #2-C.
BACKGROUND: The County budget office has reviewed its annual budget process and identified
several significant weaknesses. These weaknesses cost significant staff time, diminish the
accessibility of the budget document, and limit the ability to integrate performance management
into the budget process. The County uses the Tyler MUNIS Enterprise Resource Planning
software as its primary business system which integrates financial, human resources, payroll,
purchasing, and processing of budget requests. This software is well-suited towards annual
budgeting, but does not efficiently project personnel costs, nor does it accurately capture multi-
year capital budgets. The County also does not currently have a software that creates the annual
budget book, nor does it have a software to track and report on performance measures.
The budget and strategic planning offices, along with representatives from Human Resources,
Information Technologies, Asset Management Services, and Finance and Administrative Services
departments reviewed budgeting products from three (3) different vendors. After thorough review,
staff recommends ClearGov, Inc. to provide the budgeting and strategic planning software for the
County through a four-year contract. ClearGov met all of the significant needs, was the most
affordable of the three (3) vendors, and is well represented in North Carolina local governments,
including neighboring Chatham County. The County would manage four (4) modules of the
Cleargov. Inc. software. This software would be procured under the Buyboard group purchase
program.
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• Personnel Budgeting Module — Allows the budget office to project personnel and benefit
costs, as well as manage new personnel requests. Personnel impacts are currrently
calculated through cumbersome Excel databases.
• Capital Budgeting Module — Allows departments to submit all materials for capital budget
requests directly into a secure data system. The departments currently submit materials to
the budget office through Excel tables, which are manually entered into an Excel database,
creating double or triple entry for budget staff.
• ClearPlans Strategic Planning Module — Creates a database where departments can enter
performance data directly, and then those performance updates can be hosted digitally on
a routine basis. The County currently does not have a software for the new strategic plan,
but has used Excel charts for prior performance management efforts like SMART Goals.
• Digital Budget Book — Creates an online budget book that is hosted directly on the web for
the Operating and Capital budgets. This book will be fed information directly from financial
software, automating significant portions of the process. The current budget document is
created page by page by the budget office through combining dozens of Microsoft Word
and Excel documents. The new software will also improve the Americans with Disabilities
Act (ADA) accessibility of the online document, and will allow for automatic Google
translation of text into other languages. The budget book would still be available in print or
via portable document format (PDF).
FINANCIAL IMPACT: The County would enter into a four-year contract with ClearGov for the
budgeting and strategic planning solutions, from November 1, 2024, through June 30, 2028. The
four-year total cost is $276,562.40. The FY 2024-2025 cost would be $60,616.67 based on a
prorated annual cost, along with some implementation startup costs. The annual cost of the
software would be $69,865, with a 3% inflationary adjustment each year. Budget Amendment#2-
C appropriates $60,617 from the County Capital Reserve Fund and transfers to the General Fund.
This will increase the appropriation in both funds by $60,617.
ALIGNMENT WITH STRATEGIC PLAN: This item supports the management and
implementation of the Strategic Plan as a whole.
RECOMMENDATION(S): The Manager recommends that the Board approve and authorize the
Chair to sign the contract for the purchase of the ClearGov Budget Software, authorize the County
Manager to execute any renewals, amendments, extensions and other associated legal
documents related to the agreement as necessary, and approve Budget Amendment #2-C.
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[Departmental Use Only]
TITLE
FY
NORTH CAROLINA
SERVICES AGREEMENT NO RFP/RFQ
ORANGE COUNTY
This Services Agreement (hereinafter "Agreement"), made and entered into this I' day of
November, 2024, ("Effective Date") by and between Orange County, North Carolina a political
subdivision of the State of North Carolina (hereinafter, the "County") and C1earGov Inc.,
(hereinafter, the "Provider").
WITNESSETH:
That the County and Provider, for the consideration herein named, do hereby agree as
follows:
1. Services
a. Scope of Work.
i) This Agreement is for services to be rendered by Provider to County with respect
to (insert type of project): Budget Software
ii) By executing this Agreement, the Provider represents and agrees that Provider is
qualified to perform and fully capable of performing and providing the services
required or necessary under this Agreement in a fully competent, professional and
timely manner.
iii) Time is of the essence with respect to this Agreement.
iv) The services to be performed under this Agreement consist of Basic Services, as
described and designated in Section 3 hereof. Compensation to the Provider for
Basic Services under this Agreement shall be as set forth herein.
2. Responsibilities of the Provider
a. Services to be provided. The Provider shall provide the County with all services
required in Section 3 to satisfactorily complete the Project within the time limitations set
forth herein and in accordance with the highest professional standards.
b. Standard of Care.
i) The Provider shall exercise reasonable care and diligence in performing services
under this Agreement in accordance with the highest generally accepted standards
of this type of Provider practice throughout the United States and in accordance
with applicable federal, state and local laws and regulations applicable to the
performance of these services. Provider is solely responsible for the professional
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quality, accuracy and timely completion and submission of all work related to the
Basic Services.
ii) Provider shall be responsible for all errors or omissions of its agents, contractors,
employees, or assigns in the performance of the Agreement. Provider shall
correct any and all errors, omissions, discrepancies, ambiguities, mistakes or
conflicts at no additional cost to the County.
iii) The Provider shall not, except as otherwise provided for in this Agreement,
subcontract the performance of any work under this Agreement without prior
written permission of the County. No permission for subcontracting shall create,
between the County and the subcontractor, any contract or any other relationship.
iv) Provider is an independent contractor of County. Any and all employees of the
Provider engaged by the Provider in the performance of any work or services
required of the Provider under this Agreement, shall be considered employees or
agents of the Provider only and not of the County, and any and all claims that may
or might arise under any workers compensation or other law or contract on behalf
of said employees while so engaged shall be the sole obligation and responsibility
of the Provider.
v) If activities related to the performance of this Agreement require specific licenses,
certifications, or related credentials Provider represents that it or its employees,
agents and subcontractors engaged in such activities possess such licenses,
certifications, or credentials and that such licenses certifications, or credentials are
current, active, and not in a state of suspension or revocation.
vi) Should any documents, exhibits, or addenda be attached to this Agreement, the
terms of this Agreement shall have priority in any conflict with or among the
terms of such referenced documents, exhibits, or addenda.
vii) Should this Agreement involve project designs, the construction or creation of
which is to be bid out or fulfilled by other contractors, and bidding or negotiation
with contractors produce prices which, when added to the other elements of the
approved total project cost, produce a cost that is in excess of the approved total
project cost, the Provider shall participate with the County in negotiation and
design adjustments to the extent such are necessary to obtain prices within the
approved total project cost. All activity of the Provider with respect to these
matters shall constitute Basic Services and shall be performed by the Provider
without additional compensation. If negotiation and design adjustments fail to
bring costs within the total project cost the County may reject all bids and
Provider will redesign or reduce portions of the project in an effort to reduce the
bid prices to within the total project cost and rebid the project. One such redesign
is included within Basic Services. If this second letting for bids does not produce
bids that are within the approved total project cost initially or after negotiations
with the contractor the cost is not reduced to an amount within the total project
cost, the Provider is not obligated to engage in further redesign.
3. Basic Services
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a. Basic Services. The Services to be rendered pursuant to this Agreement are as follows
(fully describe services to be provided): Provide to the county several software solutions
to support its budgeting and strategic planning efforts. These include an operating,
personnel, and capital budgeting software, a budget book preparation software and a
strategic plan performance management preparation software and as further described in
Exhibit 1. Provider will also provide activation, integration with MUNIS and support for
the software.
4. Duration of Services
a. Term. The term of this Agreement shall be from November 1, 2024 to June 30, 2028.
b. Scheduling of Services.
i) The Provider shall schedule and perform its activities in a timely manner.
ii) Should the County determine that the Provider is behind schedule, it may require
the Provider to expedite and accelerate its efforts, including providing additional
resources and working overtime, as necessary, to perform its services in
accordance with the approved project schedule at no additional cost to the
County.
iii) The Commencement Date for the Provider's Basic Services shall be November
1 st, 2024.
5. Compensation
a. Compensation for Basic Services. Compensation for Basic Services shall include all
compensation due the Provider from the County for all services satisfactorily (as
determined by the County) performed pursuant to this Agreement. The maximum
amount payable for Basic Services shall not exceed Sixty Thousand Six Hundred and
Sixteen and 67 cents (60,616.67) in FY 2025, and, including the FY 2025 amount, Two
Hundred and Seventy-Six Thousand, Five Hundred and Sixty-Two Dollars and Forty
cents ($276,562.40) for the full term. Payment for satisfactorily performed Basic
Services shall become due and payable within thirty (30) days of Provider properly
invoicing County. Payment shall be subject to provisions of Section 5(b).
b. Disputes. In the event the amount stated on an invoice is disputed by the County, the
County may withhold payment of all or a portion of the amount stated on an invoice
until the parties resolve the dispute. Should Provider fail to perform its duties under the
terms of this Agreement, County may, without fault or penalty, withhold any payment
associated with the work to be performed until such time as said work is completed.
c. Additional Services. County shall not be responsible for costs related to any services in
addition to the Basic Services performed by Provider unless County requests such
additional services in writing and such additional services are evidenced by a written
amendment to this Agreement.
6. Responsibilities of the County
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a. Cooperation and Coordination. The County has designated (Kirk Vaughn) to act as the
County's representative with respect to the Project who shall have the authority to render
decisions within guidelines established by the County Manager or the County Board of
Commissioners and who shall be available during working hours as often as may be
reasonably required to render decisions and to furnish information.
7. Insurance
a. General Requirements. Provider shall obtain, at its sole expense, Commercial General
Liability Insurance, Automobile Insurance, Workers' Compensation Insurance, and any
additional insurance as may be required by County's Risk Manager as such insurance
requirements are described in the Orange County Risk Transfer Policy and Orange
County Minimum Insurance Coverage Requirements (each document is incorporated
herein by reference and may be viewed at
http://www.orangecountync.gov/departments/purchasing division/contracts.php). If
County's Risk Manager determines additional insurance coverage is required such
additional insurance shall consist of N/A (if no additional insurance required mark N/A
as being not applicable). Provider shall not commence work until such insurance is in
effect and certification thereof has been received by the County's Risk Manager.
8. Indemnity
a. Indemnity. To the extent authorized by North Carolina law the Provider agrees, without
limitation, to defend, indemnify and hold harmless the County from all loss, liability,
claims or expense, including attorney's fees, arising out of or related to the Project and
arising from property damage or bodily injury including death to any person or persons
caused in whole or in part by the negligence or misconduct of the Provider except to the
extent same are caused by the negligence or willful misconduct of the County. It is the
intent of this provision to require the Provider to indemnify the County to the fullest
extent permitted under North Carolina law.
9. Amendments to the Agreement
a. Changes in Basic Services. Changes in the Basic Services and entitlement to additional
compensation or a change in duration of this Agreement shall be made by a written
Amendment to this Agreement executed by the County and the Provider. The Provider
shall proceed to perform the Services required by the Amendment only after receiving a
fully executed Amendment from the County.
10. Termination
a. Termination for Convenience of the County. This Agreement may be terminated without
cause by the County for its convenience and with a full refund for all funds paid to the
Provider during the Satisfaction Period. The Satisfaction Period commences on the date
first recorded above and expires sixty (60) days thereafter.
b. Other Termination. The Provider may terminate this Agreement based upon the County's
material breach of this Agreement; provided, the County has not taken all reasonable
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actions to remedy the breach. The Provider shall give the County seven(7) days'prior
written notice of its intent to terminate this Agreement for cause. Either party may
terminate this Agreement upon notice to the other party that obligations pursuant to this
Agreement are made impractical due to declarations of emergency by Orange County or
by North Carolina due to events directly impacting Orange County. Both parties shall
remain responsible for all payment and performance due up to the receipt of such notice,
but shall have no further obligation or responsibility beyond that date provided the
terminating party has taken all reasonable steps to complete the performance of its
obligations.
c. Compensation After Termination.
i) In the event of termination, the Provider shall be paid that portion of the fees and
expenses that it has earned to the date of termination, less any costs or expenses
incurred or anticipated to be incurred by the County due to errors or omissions of
the Provider. Upon request of the County, the Provider shall submit to County all
relevant documentation, including but not limited to, job cost records, to support
its claims for final compensation.
ii) Should this Agreement be terminated, the Provider shall deliver to the County
within seven (7) days, at no additional cost, all deliverables including any
electronic data or files relating to the Project.
d. Waiver. The payment of any sums by the County under this Agreement or the failure of
the County to require compliance by the Provider with any provisions of this Agreement
or the waiver by the County of any breach of this Agreement shall not constitute a
waiver of any claim for damages by the County for any breach of this Agreement or a
waiver of any other required compliance with this Agreement.
e. Suspension. County may suspend the Basic Services and this Agreement at any time for
County's convenience and without penalty to County upon three (3) days' notice to
Provider. Upon any suspension by County, Provider shall discontinue work on the Basic
Services and shall not resume the Basic Services until notified to proceed by County.
Such suspension may only be exercised for emergencies, as determined solely by the
County, and shall not exceed thirty(30) days.
11. Additional Provisions
a. Limitation and Assignment. The County and the Provider each bind themselves, their
successors, assigns and legal representatives to the terms of this Agreement. Neither
Party shall assign this Agreement, or their rights and obligations therein, in whole or in
part to any third party without the prior written consent of the other Parry; 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.
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b. Governing Law. This Agreement and the duties, responsibilities, obligations and rights
of respective parties hereunder shall be governed by the laws of the State of North
Carolina. By executing this Agreement Provider affirms that Provider and any
subcontractors of Provider are and shall remain in compliance with Article 2 of Chapter
64 of the North Carolina General Statutes. By executing this Agreement Provider
certifies that Provider has not been identified, and has not utilized the services of any
agent or subcontractor identified, on the list created by the State Treasurer pursuant to
G.S. 147-86.58. By executing this Agreement Provider certifies that Provider has not
been identified, and has not utilized the services of any agent or subcontractor identified,
on the list created by the State Treasurer pursuant to G.S. 147-86.81.
c. Non-Discrimination. Provider shall at all times remain in compliance with all applicable
local, state, and federal laws, rules, and regulations including but not limited to all state
and federal non-discrimination laws, policies, rules, and regulations and the Orange
County Non-Discrimination Policy and Orange County Living Wage Policy (each
Orange County policy is incorporated herein by reference and may be viewed at
http://www.oran_eg cogni nc.gov/departments/purchasing division/contracts.php.) Any
violation of the Orange County Non-Discrimination Policy is a breach of this Agreement
and County may immediately terminate this Agreement without further obligation on the
part of the County. This paragraph is not intended to limit and does not limit the
definition of breach to discrimination.
d. Dispute Resolution. Any and all suits or actions to enforce, interpret or seek damages
with respect to any provision of, or the performance or non-performance of, this
Agreement shall be brought in the General Court of Justice of North Carolina sitting in
Orange County, North Carolina. It is agreed by the parties that no other court shall have
jurisdiction or venue with respect to such suits or actions. Binding arbitration may not
be initiated by either Party, however, the Parties may agree to nonbinding mediation of
any dispute prior to the bringing of such suit or action.
e. Entire Agreement. This Agreement represents the entire and integrated agreement
between the County and the Provider and supersedes all prior negotiations,
representations or agreements, either written or oral. This Agreement may be amended
only by written instrument signed by both parties. Modifications may be evidenced by
facsimile signatures.
f. Severability. If any provision of this Agreement is held as a matter of law to be
unenforceable, the remainder of this Agreement shall be valid and binding upon the
Parties.
g. Ownership of Work Product. Should Provider's performance of this Agreement generate
documents, items or things that are specific to this Project such documents, items or
things shall become the property of the County and may be used on any other project
without additional compensation to the Provider. The use of the documents, items or
things by the County or by any person or entity for any purpose other than the Project as
set forth in this Agreement shall be at the full risk of the County. County acknowledges
and agrees that the C1earGov Service - as defined in the C1earGov Service Agreement -
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and all intellectual property rights in the C1earGov Service are, and shall remain, the sole
and exclusive property of the Provider.
h. Non-Appropriation. Provider acknowledges that County is a governmental entity, and
the validity of this Agreement is based upon the availability of public funding under the
authority of its statutory mandate.
In the event that public funds are unavailable or not appropriated for the performance of
County's obligations under this Agreement, then this Agreement shall automatically
expire without penalty to County immediately upon written notice to Provider of the
unavailability or non-appropriation of public funds. It is expressly agreed that County
shall not activate this non-appropriation provision for its convenience or to circumvent
the requirements of this Agreement.
In the event of a change in the County's statutory authority, mandate or mandated
functions, by state or federal legislative or regulatory action, which adversely affects
County's authority to continue its obligations under this Agreement, then this Agreement
shall automatically terminate without penalty to County upon written notice to Provider
of such limitation or change in County's legal authority.
i. Signatures. This Agreement together with any amendments or modifications may be
executed electronically. All electronic signatures affixed hereto evidence the consent of
the Parties to utilize electronic signatures and the intent of the Parties to comply with
Article I IA and Article 40 of North Carolina General Statute Chapter 66.
j. Notices. Any notice required by this Agreement shall be in writing and delivered by
certified or registered mail, return receipt requested to the following:
Orange County Provider's Name
Attention:
P.O. Box 8181
Hillsborough,NC 27278
[SIGNATURE PAGE TO FOLLOW]
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IN WITNESS WHEREOF, the Parties, by and through their authorized agents, have
hereunder set their hands and seal, all as of the day and year first above written.
ORANGE COUNTY: PROVIDER:
By: By:
Printed Name and Title
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IClearGov@ Service Order
Created by Ryan Nichols Order Date Sep 10,2024
Contact Phone 615-668-3157 g y Oct 25, 2024
Order valid if signed b
Contact Email rnichols@cleargov.com
Customer Information
Customer Orange County, NC Contact Kirk Vaughn Billing Contact Kirk Vaughn
Address 300 West Tyron Streeet Title Budget Director Title Budget Director
City,St,Zip Hillsborough, NC 27278 Email kvoavughn@orangecountync. Email kvaughn@orangecountync.gov
Phone 919-732-8181 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 5 $ 21,600.00
ClearGov Setup: BCM Bundle Discount-Discount for bundled BCM solutions Tier 5 $ (7,560.00)
Total ClearGov Setup Service Fee-Billed ONE-TIME $ 14,040.00
Subscription Services Tier Service Fees
ClearGov BCM Personnel Budgeting-Civic Edition Tier 5 $ 31,500.00
ClearGov BCM Capital Budgeting-Civic Edition Tier 5 $ 28,000.00
ClearGov BCM Digital Budget Book-Civic Edition Tier 5 $ 23,300.00
ClearGov BCM ClearPlans-Civic Edition Tier 5 $ 23,300.00
Single Sign-On-Authentication-Add-on Tier5 $ 900.00
ClearGov BCM Bundle Discount: Discount for bundled BCM solutions Tier 5 $ (37,135.00)
Total ClearGov Subscription Service Fee-Billed ANNUALLY IN ADVANCE $ 69,865.00
ClearGov will provide your Services according to this schedule...
Period Start Date End Date Description
Setup Nov 1, 2024 Nov 1, 2024 ClearGov Setup Services
Pro-Rata Nov 1, 2024 Jun 30, 2025 ClearGov Subscription Services
Initial Jul 1, 2025 Jun 30, 2028 ClearGov Subscription Services
To be clear, you will be billed as follows...
Billing Date(s) Amount(s) Notes
Nov 1, 2024 $ 14,040.00 One Time Setup Fee
Nov 1, 2024 $ 46576.67 8 month Pro-Rata Subscription Fee
Jul 1, 2025 $ 69,865.00 Annual Subscription Fee
Billing Terms and Conditions
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Valid Until Oct 25,2024 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 During the Initial Service Period,the Annual Subscription Service Fee shall automatically increase by this amount.
Ratelncrease annum
Rate Increase 6%per After the Initial Service Period,the Annual Subscription Service Fee shall automatically increase by this amount.
annum
General Terms & Conditions
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.
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
Term&Termination 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
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
Agreement 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 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 No If Yes:Original Service Order Date
Upgrade
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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.
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Year-To-Date Budget Summary
Fiscal Year 2024-25
County
Fund Budget Summary General Fund Capital
Reserve
Original Budget Revenue $286,304,076 $0
Interfund Transfer Revenue $1,006,039
Fund Balance Appropiation $7,100,000 $356,539
Total Original Budget $294,410,115 $356,539
Additional Revenue Received Through
Budget Amendment#2-C (October 15, 2024)
Grant Funds $230,096
Non Grant Funds $124,974
Additional Interfund Transfer Revenue $167,279
Additional Fund Balance Appropriation $88,586 $192,039
Total Amended Budget $295,021,050 $548,578
Dollar Change in 2024-25 Approved Budget $610,935 $192,039
Change in 2024-25 Approved Budget 0.21%1 53.86%