Fiscal Note
The resolution authorizes a contract amendment with ClearGov, Inc. The City currently has a contract with ClearGov for the Digital Budget Book platform. The amendment would add a Capital Budgeting module and Financial Reporting module to the agreement. The one-time implementation cost for the new modules is $53,000. Funding is available in the capital project for Enterprise Resource Planning (ERP) (Munis project # 10042). The annual cost for software licenses is $75,000. The Finance Department will be able to absorb this cost in their proposed 2027 budget by reallocating funds within the purchased service major.
Title
Authorizing the Finance Director to execute a contract amendment with ClearGov, Inc. to add software modules for capital budgeting and financial reporting
Body
WHEREAS, ClearGov, Inc. (“ClearGov”) provides cloud-based software products for governments to develop and publish budgets, financial reports, and other strategic plans and reports; and,
WHEREAS, the City of Madison entered into a contract with ClearGov for the Digital Budget Book in March 2025. The total cost for the initial term included a $7,200 set up fee and $23,550 pro-rated annual license cost. The initial term of the contract is through December 31, 2028 with one option to renew for one additional year; and,
WHEREAS, the original contract did not require a resolution or a request for proposal (RFP) because the annual software cost was less than $75,000 and ClearGov is approved through BuyBoard Purchasing Cooperative, which satisfies the requirements for a competitive process; and,
WHEREAS, the City of Madison Finance Department is satisfied with the vendor’s performance and wishes to purchase additional modules from ClearGov for capital budgeting and financial reporting for the Annual Comprehensive Financial Report (ACFR); and,
WHEREAS, the additional modules would create efficiencies for staff in creating complex financial documents and would improve digital accessibility of budget and financial reports; and,
WHEREAS, the additional modules have a one-time set up cost of $53,000 and the ongoing subscription cost of $75,000; and,
WHEREAS, the total software cost for all three modules (Digital Budget Book, Capital Budgeting, ACFR) will be $107,342, with an annual 3% increase as established in the Billing Terms and Conditions of the original agreement; and,
WHEREAS, under MGO 4.26(4)(b), service contracts of more than $75,000 in cost require Common Council approval.
NOW, THEREFORE, BE IT RESOLVED that the Finance Director or designee is hereby authorized to execute an amendment to the contract between the City of Madison and ClearGov to add the Capital Budgeting module and Financial Reporting module, for a set up cost of $53,000 and additional annual software cost of $75,000.