Title
ClearGov Digital Budget Book and Capital Budgeting Platform Annual Subscription
History
In 2021, the Village Board approved a 3-year subscription with ClearGov for their Digital Budget Book and Capital Budgeting platforms. This platform serves as the base module that is used to create and post our budget publicly, which is required. The platform also aligns with the GFOA’s Distinguished Budget Award Program criteria, supporting the best practices in financial transparency and reporting. This contract was valid through 12/31/2024 and had a total cost of $90,131.25 for a 3-year term.
In 2022, ClearGov proposed another feature, the Transparency Module, which includes a searchable online checkbook, project update pages, and department dashboards. These services were Board Approved on 12/21/2022 and authorized through 12/31/2025.
Since the Transparency Module does not expire until 12/31/2025, we are maintaining the Digital Budget Book and Capital Budgeting Platform alongside this module. To ensure operational continuity and compatibility, this would qualify as a sole source procurement.
Financial Impact
This item has been budgeted for 2025 in GL Account 1004000-463450. The annual ClearGov subscription fee is $25,067.62 and will remain in effect through 2025.
Recommended Action/Motion
I move to approve the waiver of the competitive bid process in favor of a sole source and authorize the execution of the Service Order dated March 4, 2025, between the Village of Orland Park and ClearGov for the Digital Budget Book and Capital Budgeting platform, at a total not-to-exceed cost of $25,067.62 through December 31, 2025;
AND
To authorize the Village Manager to execute all related contracts subject to Village Attorney review.