Title
ClearGov Subscription for Financial Reporting Modules (ACFR, PAFR, Monthly and Quarterly Reporting)
History
The Village currently utilizes ClearGov to manage its budgeting process. In 2021, the Village Board approved a three-year subscription with ClearGov for the Digital Budget Book and Capital Budgeting platforms. These platforms serve as the foundational modules used to create and publicly post the annual budget, as required. They also align with the GFOA’s Distinguished Budget Award Program criteria, supporting best practices in financial transparency and reporting.
In 2022, the Village added the ClearGov Transparency Module, which provides a searchable online checkbook, project update pages, and department dashboards to further enhance public accessibility and accountability. The Village’s current ClearGov platform includes the Transparency Module, Digital Budget Book, and Capital Budgeting Platform. These tools support public transparency, allow the Village to generate various budget reports, facilitate submission of the annual budget for the GFOA Distinguished Budget Award, and provide the Digital Budget Book for public review.
In 2025, the Village added a 3-year subscription, January 1, 2026, through December 31, 2028, for the current modules as well as add two (2) additional modules-Operational and Personnel Budgeting.
As part of continued process improvements and enhanced financial reporting, staff recommends adding four additional ClearGov modules for a two-year period beginning May 1, 2026, through December 31, 2028. These modules include the Annual Comprehensive Financial Report (ACFR), Popular Annual Financial Report (PAFR), and Monthly and Quarterly Reporting modules. These tools will streamline the preparation and publication of financial reports while improving internal reporting and public communication.
The ACFR and PAFR modules will streamline the preparation, design, and publication of the Village’s financial reports by integrating financial data, narrative sections, and graphical elements into a centralized reporting platform. These modules will improve efficiency in compiling the Village’s Annual Comprehensive Financial Report while also providing a user-friendly format for the Popular Annual Financial Report, which communicates financial information to residents in a simplified and accessible format.
The Monthly and Quarterly Reporting modules will enhance the Village’s ability to monitor financial performance throughout the fiscal year by providing standardized and automated reporting tools. These modules allow staff to generate consistent financial reports that track revenues, expenditures, budget variances, and key financial indicators across departments. By streamlining data integration and report generation, staff will be able to more efficiently prepare internal management reports and provide timely updates to leadership and the Village Board. Additionally, the modules support improved transparency and accountability by making financial performance easier to analyze, communicate, and share in a clear and accessible format.
Since these modules integrate directly with the Village’s existing ClearGov platform, the purchase qualifies as a sole source procurement to ensure system compatibility and operational continuity.
Financial Impact
This item has been budgeted for FY2026 under GL Account 1004000-463450. There is a one-time “White Glove” implementation fee of $26,531.50 for the four (4) new modules-ACFR, PAFR, Monthly Reporting, and Quarterly Reporting. The White Glove implementation includes enhanced support and guidance from ClearGov representatives, who will assist staff with configuring the modules, integrating data, and establishing the reporting structure during the initial setup process.
The annual subscription fees for the four (4) modules are $21,667.18 for FY2026 (reflecting a seven-month pro-rated subscription), $37,143.75 for FY2027, and $38,258.06 for FY2028.
Recommended Action/Motion
I move to approve and authorize the execution of a sole source procurement and the Service Order dated March 4, 2026, between the Village of Orland Park and ClearGov, for the ACRF, PAFR, Monthly and Quarterly reporting modules, at a not-to-exceed cost of $26,531.50 - a one-time set-up fee for FY 2026, and annual Subscription fees - $21,667.18 for FY 2026, $37,143.75 for FY 2027, $38,258.06 for FY 2028, for a total not-to-exceed amount of $123,600.49;
AND
Authorize the Village Manager to execute all related contracts subject to Village Attorney review.