Procurement
Everything your city attorney is going to ask for, ready to send.
ClerkAPI ships with the procurement paperwork pre-drafted. Most municipalities move from intro call to signed order form in under 30 days. Below is a complete index of the documents available, the contract vehicles we can be procured under, and the standard answers to every question we get from purchasing departments.
# The procurement pack
Need to send this to procurement?
We can send a procurement packet with security answers, data-handling language, accessibility notes, a sample order form, and DPA language — as a single PDF bundle. No sales call required first.
Master Services Agreement
Standard MSA suitable for direct municipal contracts. 8 pages, plain English, no automatic-renewal traps.
Sample Data Processing Agreement
Pre-signed DPA based on the IAPP municipal template, with the redlines most city attorneys ask for already applied.
Security one-pager (PDF)
Hosting region, encryption, vendor stack, incident response, retention. One page, sharable with council.
AI vendor disclosure
Which models we use, what's sent, what's retained, training-opt-out terms, on-prem options.
Self-assessed VPAT 2.x summary
Accessibility conformance summary against WCAG 2.1 AA. Full third-party audit in progress.
Subprocessors list
Every vendor in the data flow, what they do, where they operate, link to their DPA.
Certificate of insurance
$2M general liability, $5M tech E&O, $5M cyber. We can name your city as additional insured.
W-9 and federal identifiers
Standard IRS W-9, EIN, UEI (formerly DUNS) for federal-funded procurements.
Sample order form
One-page order form for direct contracts. See section below.
# Contract vehicles
- Direct contract: available under most municipal contracting thresholds. Pilot ($2,400/yr) and City ($9,600/yr) tiers fall under the $30,000 informal-quote ceiling used by most US jurisdictions; check your local procurement code.
- Cooperative purchasing: Sourcewell certification in progress (ETA Q3 2026). Once active, you can procure ClerkAPI against your existing Sourcewell membership without an RFP.
- State master contracts: we're happy to sub under an existing vendor on your state's technology master contract if you have an incumbent comfortable with that arrangement.
- RFP responses: we respond to municipal RFPs and RFIs. If you're drafting one for resident-service automation, we also have a sample scope-of-work document to share that we encourage other vendors to be measured against.
# Pricing & contracting
- Annual contracts on Pilot, City, and Metro tiers. Multi-year discounts (5% / 10% / 15% for 2 / 3 / 5 year terms).
- Net-30 invoicing standard for municipal customers; ACH or check accepted, P-card on smaller orders.
- No auto-renewal traps: 60-day written notice for renewal, opt-out by replying to the renewal notice.
- Termination: for convenience with 30 days' notice; pro-rata refund for the unused portion of the term.
- Insurance: $2M general liability, $5M tech E&O, $5M cyber. Certificate of insurance naming your city as additional insured on request.
# Standard procurement answers
Are you SOC 2 certified?
SOC 2 Type I expected Q4 2026; Type II in 2027. In the meantime, we publish a detailed security disclosure on the security page and will complete your security questionnaire on request.
Where is data hosted?
AWS us-east-1 (N. Virginia). Data does not leave the United States. On-prem and BYO-region options available on the County/State tier.
Is the system FedRAMP authorized?
No, and we do not currently target FedRAMP. Our market is local government, where FedRAMP is not typically required. If your state has equivalent requirements (TX-RAMP, AZ-RAMP, StateRAMP), we can discuss compliance roadmap on a case-by-case basis.
Do you have an EIN / DUNS / UEI?
Yes — provided on the W-9 included in the procurement pack.
Is the assistant ADA-compliant?
The widget meets WCAG 2.1 Level AA. Self-assessed VPAT 2.x summary available now; third-party-audited VPAT in progress (Q3 2026). See the security page for details.
Who owns the data?
You own all indexed content and the audit log. We process it on your behalf and delete on request within 30 days of cancellation. We never sell, license, or share customer data.
Can the assistant collect resident PII?
No. The assistant is configured to refuse any prompt asking it to collect, store, or look up personally identifiable information. This is enforced at the system-prompt level and audited per release.
What happens to our data at contract end?
Full export of audit log, unanswered questions, and content gap reports in CSV. Indexed content and account data deleted within 30 days. Deletion certificate provided on request.
Can you sign our city's standard contract / DPA?
Yes. We typically countersign within 5 business days. We also publish a pre-signed sample DPA your city attorney can adopt with minor or no redlines — many municipalities prefer this path because it's faster.
Do you require us to use AI?
The product uses commercial AI models from Anthropic and OpenAI under no-training terms. If your jurisdiction has policy restrictions on AI vendors, we can discuss the on-prem / BYO-model option available on the County/State tier.
# Reference list
We are an early-stage company and are honest about it. We do not currently publish a reference customer list, because most of our installations are evaluation deployments rather than long-running production contracts. Once we have customers who have used the product in production for at least six months and have given written permission to be a reference, we will publish the list here.
In the meantime: we are happy to set up a call with engineering leadership or with the founder to walk through architecture, staffing, runway, and roadmap. Email procurement@clerkapi.com to schedule.
# Sample order form
Below is the standard one-page order form we use for direct contracts. Customers typically execute it within 1–2 weeks of receiving the procurement pack.
ORDER FORM #__________________
Customer: [Municipality name]
Effective date: [DD MMM YYYY]
Initial term: 12 months
Renewal: Annual, 60-day notice
Service plan: [Pilot / City / Metro]
Annual fee: $___________
Payment terms: Net-30, invoiced annually
Authorized use: Single municipal domain
(additional domains $___________/each)
Master Services Agreement: Attached as Exhibit A
Data Processing Agreement: Attached as Exhibit B
Service Level Agreement: Attached as Exhibit C
Acceptable Use Policy: Attached as Exhibit D
For Customer: For ClerkAPI, Inc.:
______________________ ______________________
Name: Name:
Title: Title:
Date: Date: