Title
ClearGov Annual Subscription for the Digital Budget Book, Capital Budgeting, Operational Budgeting, Personnel Budgeting, and Transparency Platforms
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 another ClearGov feature-the Transparency Module-which provides a searchable online checkbook, project update pages, and department dashboards to further enhance public accessibility and accountability.
The current modules include the Transparency Module, Digital Budget Book, and the Capital Budgeting Platform. These tools support public transparency and allow the Village to generate various budget reports, submit the annual budget to GFOA for the Budget Award, and publish the Digital Budget Book for public review.
As part of a process enhancement, the Village would like to recommend 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. To ensure operational continuity and system compatibility, this addition qualifies as a sole source procurement.
Financial Impact
This item has been budgeted for 2026 under GL Account 1004000-463450. There is a one-time setup fee of $13,680.00 for the two new modules-Operational and Personnel Budgeting. The annual ClearGov subscription fees for all five modules are $71,316.04 for 2026, $81,318.50 for 2027, and $83,758.06 for 2028.
Recommended Action/Motion
I move to approve the waiver of the competitive bid process in favor of a sole source and authorize the ex...
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