2026-27 ClearGov Amendment 1 - Personnel Budgeting ModuleMEMORANDUM
CALIFORNIA -
DATE: 8/27/25------------
TO: Jon McMillen,City Manager
FROM: Claudia Martinez, Finance Director / Virginia Ortega, Finance Manag(d
RE: ClearGov - Budgeting, Personnel Module, and Transparency Software (Amendment No. 1)
Please list the Contracting Party/ Vendor Name, any change orders or amendments, and the type of services to be provided. Make
sure to list any related Project No. and Project Name.
Authority to execute this agreement is based upon,
❑✓ Approved by City Council on August 5, 2025 - Consent Item No. 11
❑ City Manager's signing authority provided under the City's Purchasing & Contracting Policy
[Resolution No. 2023-008] for budget expenditures of $50,000 or less.
❑ City Manager's signing authority provided under the City's Personnel Policy Section 3.2 for
temporary employment positions.
❑ Department Director's or Manager's signing authority provided under the City's Purchasing Policy
[Resolution No. 2023-008] for budget expenditures of $15,000 and $5,000, respectively, or less.
Procurement Method (one must a
❑ Bid RFP ❑ RFQ 1-1 3 written informal bids
❑ Sole Source 7 Select Source ❑ Cooperative Procurement
Requesting department shall check and attach the items below as appropriate.
❑✓ Agreement payment will be charged to Account No.: 502-0000-60301
❑✓ Agreement term: Start Date July 1, 2025
❑✓ Amount of Agreement, Amendment, Change Order, etc.
End Date June 30, 2027
$ 74,588
REMINDER: Signing authorities listed above are applicable on the apprepate Agreement amount, not individual
Amendments or Change Orders!
❑✓ Insurance certificates as required by the Agreement for Risk Manager approval
Approved by: myCOI Compliant Date: 08/27/2025
.❑
.❑
NOTE.
SV
i
Bonds (originals) as required by the Agreement (Performance, Payment, etc.)
Conflict of Interest Form 700 Statement of Economic Interests from Consultant(s)
Review the "Form 700 Disclosure for Consultants" guidance to determine if a Form 700 is required pursuant
FPPC regulation 18701(2)
Business License No.
Expires:
Requisition for a Purchase Order has been prepared (Agreements over $5,000)
AMENDMENT NO. 1 TO AGREEMENT FOR CONTRACT SERVICES
WITH CLEARGOV INC.
This Amendment No. 1 ("Amendment No. 1") to Agreement for Contract Services
("Agreement") is made and entered into as of the 1st day of July, 2025, ("Effective Date")
by and between the CITY OF LA QUINTA ("City"), a California municipal corporation and
ClearGov Inc. ("Contracting Party").
RECITALS
WHEREAS, on or about July 1, 2023, the City and ClearGov Inc. entered into an
Agreement to provide budgeting and transparency software for the City's budget and
strategic planning process, for a total not to exceed amount of $112,509. The term of the
Agreement expires on June 30, 2026 ("Initial Term"); and
WHEREAS, City and Contracting Party mutually agree to amend Section 1.1 Scope
of Services to include the addition of the personnel budgeting module; and
WHEREAS, City and Contracting Party mutually agree to amend Section 2.1
Contract Sum by increasing compensation by $33,654 to add personnel budgeting module
and $40,934 for the budgeting module and transparency software module term extension,
for a total not to exceed amount of $187,097 under the Agreement; and
WHEREAS, pursuant to Section 3.4 Term, the City and Contracting Party mutually
agree to extend the term of the Agreement for one additional year from July 1, 2026,
through June 30, 2027 ("Extended Term").
NOW THEREFORE, in consideration of the mutual covenant herein contained, the
parties agree as follows:
AMENDMENT
In consideration of the foregoing Recitals and the covenants and promises
hereinafter contained, and for good and valuable consideration, the sufficiency and receipt
of which are hereby acknowledged, the parties hereto agree as follows:
Section 1.1 Scope of Services is amended to read as follows:
1.1 Scope of Services. In compliance with all terms and conditions of this Agreement,
Contracting Party shall provide budgeting and transparency software for the City's budget
and strategic planning process, as well as add the personnel budgeting module, as
specified in the "Scope of Services" attached hereto as "Exhibit A" and incorporated herein
by this reference (the "Services"). Contracting Party represents and warrants that
Contracting Party is a provider of first-class work and/or services and Contracting Party is
experienced in performing the Services contemplated herein and, in light of such status
and experience, Contracting Party covenants that it shall follow industry standards in
performing the Services required hereunder, and that all materials, if any, will be of good
quality, fit for the purpose intended. For purposes of this Agreement, the phrase "industry
standards" shall mean those standards of practice recognized by one or more first-class
firms performing similar services under similar circumstance.
2. Section 2.1 Contract Sum is amended to read as follows:
2.1 Contract Sum. For the Services rendered pursuant to this Agreement, Contracting
Party shall be compensated in accordance with Exhibit "B" (the "Schedule of
Compensation") for a total not to exceed amount of One Hundred Eighty -Seven Thousand
Ninety -Seven Dollars ($187,097) (the "Contract Sum"), except as provided in Section 1.7.
3. Section 3.4 Term is amended to read as follows:
3.4 Term. Unless earlier terminated in accordance with provisions in Article 8.0 of this
Agreement, the term of this Agreement shall commence on July 1, 2023, and terminate
June 30, 2026 ("Initial Term"). This Agreement is being extended via Amendment No. 1 by
mutual agreement of both parties for one additional year from July 1, 2026, to June 30,
2027 ("Extended Term").
In all other respects, the original Agreement shall remain in effect.
IN WITNESS WHEREOF, the City and Contracting Party have executed this Amendment
No. 1 to the Agreement on the respective dates set forth below.
CITY OF LA QUINTA
a G =unicipal corporation
JON,M6ILLEN, City Manager
City of La Quinta, California
Dated: r2hl-�U26
ATTEST:
MONIKA RADEVA, Ci Clerk
City of La Quinta, California
APPROVED AS TO FORM:
WILLIAM H. IHRKTz, City Attorney
City of La Quinta, California
Exhibit A
ClearGov, Inc.
SIGNED fNT COUNTERPART
Joe Eiskant, Market Development
Executive
Dated:
standards" shall mean those standards of practice recognized by one or more first-class
firms performing similar services under similar circumstance.
2. Section 2.1 Contract Sum is amended to read as follows:
2.1 Contract Sum. For the Services rendered pursuant to this Agreement, Contracting
Party shall be compensated in accordance with Exhibit "B" (the "Schedule of
Compensation") for a total not to exceed amount of One Hundred Eighty -Seven Thousand
Ninety -Seven Dollars ($187,097) (the "Contract Sum"), except as provided in Section 1.7.
3. Section 3.4 Term is amended to read as follows:
3.4 Term. Unless earlier terminated in accordance with provisions in Article 8.0 of this
Agreement, the term of this Agreement shall commence on July 1, 2023, and terminate
June 30, 2026 ("Initial Term"). This Agreement is being extended via Amendment No. 1 by
mutual agreement of both parties for one additional year from July 1, 2026, to June 30,
2027 ("Extended Term").
In all other respects, the original Agreement shall remain in effect.
IN WITNESS WHEREOF, the City and Contracting Party have executed this Amendment
No. 1 to the Agreement on the respective dates set forth below.
CITY OF LA QUINTA
a California municipal corporation
SIGNED IN COUNTERPART
JON McMILLEN, City Manager
City of La Quinta, California
Dated:
ATTEST:
SIGNED IN COUNTERPART
MONIKA RADEVA, City Clerk
City of La Quinta, California
APPROVED AS TO FORM:
SIGNED IN COUNTERPART
WILLIAM H. IHRKE, City Attorney
City of La Quinta, California
Exhibit A
ClearGov, Inc.
08212025152013UTC resident
fa8411 W6%44dBa30
Dated: 08/21 /2025
Scope of Services
Services to be Provided:
Contracting Party shall provide Budgeting and transparency software for the City’s
budget and strategic planning process to include the following modules:
Operational Budgeting
Capital Budgeting
Digital Budget Book
ClearPlans
Transparency
Personnel Budgeting
Exhibit A
Schedule of Compensation
With the exception of compensation for Additional Services provided for in Section
2.3 of this Agreement, the maximum total compensation to be paid to Consultant under
this Agreement is One Hundred Eighty-Seven Thousand Ninety-Seven Dollars ($187,097)
(the “Contract Sum”), except as provided in Section 1.7.
Term Services Cost
Initial Term
FY 2023/24 Implementation ($12,000) waived
FY 2023/24 Subscription- Budgeting and
Financial Transparency
$36,400
FY 2024/25 Subscription- Budgeting and
Financial Transparency
$37,492
FY 2025/26 Subscription- Budgeting and
Financial Transparency
$38,617
Grand Total: $112,509
Extended Term
FY 2024/25 Implementation ($3,600) waived
FY 2024/25 Training & Subscription (Pro-Rated) $ 4,747
FY 2025/26 Subscription- Personnel Budgeting $14,240
FY 2026/27 Subscription- Personnel Budgeting $14,667
FY 2026/27 Subscription- Budgeting and
Financial Transparency
$40,934
Grand Total: $187,097
Exhibit B
City of La Quints CONSENT CALENDAR ITEM NO. 11
CITY COUNCIL MEETING: August 5, 2025
STAFF REPORT
AGENDA TITLE: APPROVE AMENDMENT NO. 1 TO AGREEMENT FOR CONTRACT
SERVICES WITH CLEARGOV, INC FOR BUDGETING AND TRANSPARENCY
SOFTWARE FOR A ONE-YEAR TERM EXTENSION AND ADDITION OF PERSONNEL
BUDGETING MODULE
RECOMMENDATION
Approve Amendment No. 1 to Agreement for Contracting Services with ClearGov Inc. for
budgeting and transparency software for a one-year term extension and addition of
personnel budgeting module; and authorize the City Manager to execute the Amendment.
EXECUTIVE SUMMARY
The City executed a three-year agreement with ClearGov Inc. (ClearGov) for
revenue and expenditure budgeting, including for the Capital Improvement
Program, as well as for the financial transparency software, which expires June 30,
2026.
• Amendment No. 1 (Attachment 1) proposes a one-year term extension of the current
services, as well as to add a personnel budgeting module in order to automate and
replace existing manual spreadsheet processes. .
FISCAL IMPACT
If approved, Amendment No. 1 would increase the total compensation by $74,588, for a
total not to exceed amount of $187,097 under the agreement as detailed in the table below.
Funds are available in the Software Licenses Account No. 502-0000-60301 and will be
budgeted according to the agreement for future fiscal years.
Term
Services
Cost
Initial Term
FY 2023/24
Implementation $12,000
waived
FY 2023/24
Subscription- Budgeting and Financial Transparency
$36,400
FY 2024/25
Subscription- Budgeting and Financial Transparency
$37,492
FY 2025/26
Subscription- Budgeting and Financial Transparency
$38,617
Grand Total:
$112,509
Extended Term
FY 2024/25
Implementation $3,600
waived
FY 2024/25
Training & Subscription Pro -Rated
$ 4,747
FY 2025/26
Subscription- Personnel Budgeting
$14,240
FY 2026/27
Subscription- Personnel Budgeting
$14,667
FY 2026/27
Subscription- Budgeting and Financial Transparency
$40,934
Grand Total:
$187,097
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BACKGROUND/ANALYSIS
To automate and enhance the City's budget process, in 2023, staff researched and
participated in demonstrations with various software companies, and selected ClearGov to
prove a modern cloud -based budgeting and financial transparency software based on its
capabilities, properties, and its ability to integrate with the City's existing financial system
for data transfer.
The City executed an agreement with ClearGov, approved by Council in April 2024, for
revenue and expenditure budgeting, including for the Capital Improvement Program, as
well as for the financial transparency software; for a three-year term, expiring June 30,
2026, with an option to extend for two additional years.
Amendment No. 1 proposes a one-year term extension of the current services, from July 1,
2026, through June 30, 2027, as well as adding a personnel budgeting module, for an
additional compensation of 74,588, for a total not to exceed amount of $187,097 under the
agreement.
The addition of this module will automate the process of calculating, planning, forecasting,
and budgeting of salaries and benefit costs, and increase efficiencies by eliminating the
use of manual spreadsheets, and can be seamlessly integrated with the existing ClearGov
budgeting software.
ALTERNATIVES — Staff does not recommend other alternatives.
Prepared by: Virginia Ortega, Finance Manager
Approved by: Claudia Martinez, Finance Director
Attachment: 1. Amendment No. 1 to Agreement for Contract Services with ClearGov, Inc.
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