Title:
title
Approve and authorize the use of the Buyboard Cooperative Agreement, RFP-792-26 for Software as a Service (SaaS), Cybersecurity Assessments and Related Products and Services with ClearGov, Inc., Maynard, MA., and authorize the Purchasing and Contracts Division to execute the Agreements. Countywide (Stephen Koontz, Assistant County Manager) Requesting Departments - Management & Budget and Administrative Services
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Division:
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Administrative Services - Purchasing and Contracts
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Authorized By:
Robert Bradley, Purchasing and Contracts Division Manager
Contact/Phone Number:
Gladys Marrozos/407-665-7112
Background:
BuyBoard is a purchasing cooperative that helps government agencies buy products and services through contracts that have already completed a competitive procurement process. Vendors compete on equal terms, and contracts are governed and awarded directly by an eight-member board representing different regions of the country. By using BuyBoard contracts, agencies can achieve cost savings through competitively negotiated pricing and reduced internal effort, while also supporting the statewide organizations affiliated with the cooperative.
Seminole County is undertaking two major technology implementations to modernize and streamline its budget development and grants management processes.
The Office of Management and Budget (OMB) will deploy the full ClearGov Budget Suite-including operational, personnel, and capital budgeting; capital project tracking; the digital budget book; and the ClearGov base platform-to establish a centralized, auditable, and fully integrated budgeting environment. This implementation includes a one-time configuration and onboarding process, annual subscription services, and extensive data integration with the County’s JD Edwards (JDE) financial system, ensuring accurate import and export of budget data, chart of accounts, personnel datasets, and capital project information. The Statement of Work outlines phased delivery-discovery, data integration, configuration, training, and project sign-off-supported by ClearGov’s compliance with County security requirements such as Single Sign-On (SSO), Multi-Factor Authentication (MFA), conditional access, and system-wide audit tracking.
The total amount for the five (5) years of the Budget Development Services is $801,701. The budget for this item is located under account business unit # 02601003.
Additionally, the Grant Management Program will participate in ClearGov’s Early Access Program (EAP) to implement the new Grants Management Module. As a design partner, Seminole County will gain early access to core grant management functionality, including a centralized grant register, task and deadline tracking, document repository, audit trail, basic financial tracking, reporting dashboards, and ERP integration with JD Edwards. The County will engage in structured feedback cycles, biweekly review sessions, and collaborative feature testing while ClearGov delivers the evolving module across onboarding, core feature access, advanced reporting, and General Availability evaluation phases. Participation in the EAP allows the County to influence system design and ensures the final product supports County-wide grants oversight, compliance, and reporting workflows.
The total amount for the 5 years of the Financial Management Grant Services is $253,911. The budget for this item is located under account business unit #02418005.
Authorization for both services under these Agreements will be in the form of Purchase Orders issued by the County. These agreements will take effect on the day of execution and will remain in effect for a period of five (5 years).
Requested Action:
Staff requests the Board approve and authorize the use of the Buyboard Cooperative Agreement, RFP-792-26 for Software as a Service (SaaS), cybersecurity assessments and related products and services with ClearGov, Inc., Maynard, MA. and authorize the Purchasing and Contracts Division to execute the Agreements.