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Renewal Agreement with Invoice Cloud, Inc. for Merchant Processing, Enhanced Electronic <br />Billing and Payment Presentation, and Associated Kiosk Payment Acceptance Services <br />October 16, 2018 <br />Page 3 <br />Approval of this item allows the City to meet Goal #7 - Team Santa Ana, Objective #5 (create a <br />culture of innovation and efficiency within the organization), Strategy F (explore opportunities to <br />engage with outside agencies, both private and public, to share information and increase <br />efficiencies). <br />FISCAL IMPACT <br />Funds in the amount of $190,000 are budgeted and are available in fiscal year 2018-19 for ongoing <br />merchant processing services in Finance and Management Services Agency account no. <br />01110130-62300, Public Works Agency account no. 06017640-62300, and in Parks, Recreation <br />and Community Services Agency account no. 01113230-62300. Combined funds in the amount of <br />$190,000 for fiscal years 2019-20, 2020-21, and 2021-22 will be budgeted and available in said <br />accounts upon Council approval of the fiscal year 2019-20, 2020-21, and 2021-22 budgets. <br />Additionally, a combined contingency amount of $50,000 will be available to cover annual merchant <br />processing charges which may occur above the $190,000 budgetary threshold during the term of <br />the agreement due to variability in the number of actual annual merchant processing transactions <br />versus anticipated transactions. Furthermore, funds in the amount of $100,000 are budgeted and <br />available in fiscal year 2018-19 as optional contingency funds for Walk-up Kiosk Payment <br />Acceptance Services in Finance Strategic Plan Project account no. 05210018-62300. Funds will <br />be budgeted and available for on-going merchant payment (MP) services and enhanced electronic <br />billing and payment presentation (EBPP) services as follows (including optional contingency funds <br />for Walk-up Kiosk Payment Acceptance Services): <br />Description Account No. Fiscal Year Amount <br />Ongoing FMSA Invoice Cloud MP & EBPP Services 01110130-62300 FY 2018-19 $ 75,000.00 <br />01110130-62300 FY 2019-20 $ 75,000.00 <br />01110130-62300 FY 2020-21 $ 75,000.00 <br />01110130-62300 FY 2021-22 $ 75.000.00 <br />CONTRACT TERM TOTAL $ 300,000.00 <br />Description <br />Account No. <br />Fiscal Year <br />Amount <br />Ongoing PWA Invoice Cloud MP & EBPP Services <br />06017640-62300 <br />FY 2018-19 <br />$ 110,000.00 <br />06017640-62300 <br />FY 2019-20 <br />$ 110,000.00 <br />06017640-62300 <br />FY 2020-21 <br />$ 110,000.00 <br />06017640-62300 <br />FY 2021-22 <br />$ 110.000.00 <br />CONTRACT TERM TOTAL <br />$ 440,000.00 <br />Description <br />Account No. <br />Fiscal Year <br />Amount <br />Ongoing PRCSA Invoice Cloud MP & EBPP Services <br />01113230-62300 <br />FY 2018-19 <br />$ 5,000.00 <br />01113230-62300 <br />FY 2019-20 <br />$ 5,000.00 <br />01113230-62300 <br />FY 2020-21 <br />$ 5,000.00 <br />01113230-62300 <br />FY 2021-22 <br />$ 5,000.00 <br />CONTRACT TERM TOTAL <br />$ 20,000.00 <br />Description <br />Account No. <br />Fiscal Year <br />Amount <br />Walk-up Kiosk Payment Acceptance Services <br />05210018-62300 <br />FY 2018-19 <br />$ 100,000.00 <br />Excess Transactions Volume <br />Multiple Funds <br />FY 2018-19 to <br />$ 50,000.00 <br />25C-3 <br />