Commissioners Court Meeting

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Meeting Date:	04/25/2022
ClearGov Subscription Services
Submitted for:	Joe Lopez	Submitted By:	Joe Lopez
Department:	Purchasing

Subject:

Discussion and possible action to authorize services between ClearGov (Buy-Board Contract No. 607-20) and Webb County for annual subscription services in an amount not to exceed $34,500.00 annually with a one-time setup fee of $7,200.00 to generate online digital budget books and not limited to related financial data collection such as capital budgeting, personnel budgeting and operational budgeting in accordance with the Texas Local Government Code; Sections 271.101, 271.102, Sub-Chapter F. Cooperative Purchasing Programs and to further authorize the transfer of funds from the General Operating Fund (1001-1130-001-431007-010 -Operational Reserve) to the County Judge’s subscription account and any other matters incident thereto. [Fund #1001-1020-001-464005 (Books & Subscriptions)]

Issue: The Budget Officer is recommending the subscription services in order to prepare annual digital budget books online to streamline the process, by utilizing professional software for collection of budget data from our financial system, automation of budget reports, and to produce a more effective and efficient public record to view.

Solution: Authorize the annual subscription services under a cooperative contract, in addition the purchase of services also qualifies under the CFR 200.320 Methods of Procurement for non-competitive procurement for micro-purchases and single source due to copyrights, patents and other proprietary reasons.

Result: Proceed with order of subscription services as authorized by Commissioners Court.

Background:

Subscription Services Tier Service Fees
ClearGov Operational Budgeting - Civic Edition Tier 3	$16,800.00
ClearGov Personnel Budgeting - Civic Edition Tier 3	$16,800.00
ClearGov Capital Budgeting - Civic Edition Tier 3	$10,000.00
ClearGov Digital Budget Book - Civic Edition Tier 3	$10,000.00
ClearGov Transparency - Civic Edition Tier 3	$9,200.00
ClearGov Budget Cycle Management Bundle Discount Tier 3	($28,300.00)
Total ClearGov Subscription Service Fee-Billed ANNUALLY	$34,500.00
Total ClearGov Setup Service Fee-Billed ONE-TIME	$7,200.00

Previous Court Action:

On March 28, 2022 - Commissioners Court tabled item.

Fiscal Impact

Budget Account Number:	1001-1020-001-464005
Funding Source:	Subscriptions
Balance:	$41,700.00
Financial Impact:
Transfer $41,700.00 from the operational reserve account: 1001-1130-001-431007-010 to the County Judge's subscription account.

Attachments
ClearGov BuyBoard Renewal Letter
ClearGov Inc. #607-20
ClearGov Service Order Form