TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Rosa Vega, Executive Services Director
PREPARED BY: Rachel Guerrero, Executive Assistant - City Manager
SUBJECT:
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Approve Amended Agreement with ClearGov Inc. for Digital Budget Book, Capital Budgeting, Transparency, and Strategic Planning Software
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ABSTRACT
Staff recommends approving a four (4) year agreement with ClearGov Inc. to add the Strategic Planning module to the City’s existing ClearGov platform (i.e., Digital Budget Book, Capital Budgeting, and Transparency software). The module will centralize strategic planning, align Council goals with departmental work plans and budgets, improve performance tracking, and enhance public transparency. The fiscal impact of adding the Strategic Planning module to the exiting ClearGov platform is $66,062.23, including a one-time setup and prorated subscription costs for Fiscal Year (FY) 2025/26. Funds are available in the FY 2025/26 Operating Budget. In conclusion, ClearGov Strategic Planning module provides the best value and integration with current systems, supporting operational efficiency and fiscal transparency.
RECOMMENDATION
recommendation
Approve a four year service agreement with ClearGov Inc.,
to add the Strategic Planning module for a total amount not to exceed $66,062.23; and
Authorize the City Manager, and/or his designee, to execute the ClearGov Service Order/Agreement.
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PRIOR ACTION/VOTE
On August 19, 2025, the City Council approved the Agreement with ClearGov Inc. for Digital Budget Book, Capital Budgeting, and Transparency Software (Vote: 5-0).
STRATEGIC ALIGNMENT
The City Council’s goal of maintaining a high performing organization that values fiscal sustainability, transparency, accountability and organizational efficiency is associated with this administrative priority.
DISCUSSION
The City of Murrieta (City) has modernized its budget development and financial transparency processes by using ClearGov’s Digital Budget Book, Capital Budgeting, and Transparency Portal software. These tools have improved collaboration, increased efficiency, and enhanced public access to financial information.
Historically, the City has also relied on a combination of Microsoft Word documents and Excel spreadsheets to track the City’s top priorities, organized in a three-tiered system. While this approach has been effective, it is time-intensive, requires manual updates, and limits real-time visibility and cross-departmental coordination.
Strategic Planning Software (New Component)
Staff recommends expanding the existing ClearGov platform to include the Strategic Planning - Civic Edition module. This software will assist with centralizing and streamlining the City’s strategic planning efforts by providing a single platform to:
• Establish and track City Council goals and strategic initiatives;
• Align the existing three-tiered priority system with departmental work plans;
• Link strategic objectives to departmental budgets and performance measures;
• Provide real-time tracking of progress, updates, and outcomes;
• Enhance accountability and cross-departmental coordination; and
• Improve communication of strategic priorities to the public through an integrated, user-friendly platform.
The Strategic Planning module integrates with the City’s existing ClearGov tools, creating a unified system that connects budgeting, capital planning, performance metrics, and long-term strategy.
Cost Efficiency and Implementation
The service order includes a one-time setup cost of $8,415 and an annual subscription cost of $17,255, reflecting a bundled discount. A prorated subscription cost of $4,313.75 will apply for the remainder of FY 2025/26 (April-June 2026).
The initial service period for the Strategic Planning module runs from July 1, 2026, through June 30, 2029, with modest annual increases as outlined in the agreement (Attachment 1).
By incorporating this module into the existing agreement, the City continues its strategy of consolidating software solutions into a single, integrated platform, reducing redundancy and improving operational efficiency.
Procurement
Staff obtained quotes and software demonstrations from multiple vendors for strategic planning software solutions. After evaluating functionality, integration capabilities, and cost, ClearGov Inc. was determined to provide the best value and lowest overall cost to the City.
PUBLIC NOTICING
The agenda item has been noticed according to the Brown Act (72 hours in advance of
the meeting at which the City Council considers the item).
CEQA AND REGULATORY OVERVIEW
This action is exempt from the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because this action will not result in a physical change to the environment, directly or indirectly.
FISCAL IMPACT
The total cost for the Strategic Planning module over the initial term is $66,062.23, which includes:
• One-time setup: $8,415
• FY 2025/26 prorated cost: $4,313.75
• Annual subscription (three (3) years): $17,255 per year
The one-time setup cost and the FY 2025/26 prorated subscription cost will be funded using available budget in GL 1101600-62280. Staff will propose an amendment to the FY 2026/27. Staff will request a budget for these services in the subsequent biennial budget process for FY 2027/28 and 2028/29.
If the City Council approves adding the Strategic Planning module to the existing ClearGov platform, the total agreement amount for all four modules will increase from $186,751.17 to $252,813.40.
ATTACHMENTS
ATT 1 - ClearGov Strategic Planning Service Agreement and Order