COUNCIL COMMUNICATION
TO: Honorable Mayor and Council
FROM: Jill Olsen, Administrative Services Director
SUBJECT:Title
Action: PayTrac Payment Services Addendum to the Vermont Systems, Inc., Software License, Maintenance and Support Agreement (Jill Olsen)
Body
FUNDING SOURCE:
General Fund
PURPOSE:
To consider the PayTrac Payment Services Addendum to the Software License, Maintenance and Support Agreement (Oracle #500585) with RecTrac, LLC, d/b/a Vermont Systems, Inc., for the replacement payment processor to be utilized with the RecTrac software in the Parks & Recreation Department for the scheduling and receiving of payments for programs and activities.
BACKGROUND:
The current payment processor used with the RecTrac system will no longer be supported as of December of this year. The City currently utilizes RecTrac for the scheduling of activities and programs. Vermont Systems provides the RecTrac software and is also able to provide a new payment processor; therefore, to continue processing payments in RecTrac, the PayTrac payment processor will replace the obsolete current payment processor.
There is an initial, one-time cost of $700 for the configuration and implementation of PayTrac. The annual subscription cost for using PayTrac is $600, plus there are fees for processing payments. There are two credit card processing transaction fees: 1) 1.95% per transaction, and 2) $.15 per transaction flat fee.
The City has been using RecTrac since 2002, and it is anticipated that the current subscription fees, plus the transaction fees for the term of the subscription will exceed $50,000. The current agreement associated with this addendum automatically renews annually, unless the City provides notice of discontinuing the use of the software.
COMMUNITY IMPACT:
Providing the technology required for the most efficient service provision in Parks & Recreation will give our citizens the benefits and convenience of easily registering for programs and activities and to have a convenient payment method.
FISCAL IMPACT:
Funds in the amount of $1,300 for this service are allocated and available in the Parks & Recreation Department Fiscal Year 2024-25 budget within the General Fund.
ATTACHMENTS:
PayTrac Services Payment Addendum
Vermont Systems License, Maintenance and Support Agreement 2002
Vermont Systems SMAA (Sub-Merchant Application and Agreement)
Vermont Systems PayTrac Quote
SUGGESTED MOTION:Recommended action
I move to approve the PayTrac Payment Services Addendum with RecTrac, LLC, d/b/a Vermont Systems, Inc., and authorize the City Manager to execute the applicable documents.