Placement: Consent Agenda
Action Requested: Motion / Vote
title
Approve Cooperative Agreement between the City of Port St. Lucie and CityBase Inc. for Leasing Payment Kiosks - Software and Services.
body
Submitted By: Kevin R. Matyjaszek, Utility Systems Director
Strategic Plan Link: The City's Goal of a high-performing city government organization.
Summary Brief (Agreements/Contracts only)
1. Prepared by: Angelene Frederck, Procurement Contracting Officer I, PMD
2. Parties: City of Port St. Lucie Utility Systems Department (“USD”) and CityBase Inc., a Foreign Profit Corporation (“Contractor”).
3. Purpose: To provide USD customers with additional options to pay utility bills.
4. New/Renewal/Modified: New
5. Duration: The Term is 3 years.
6. Benefits to Port St. Lucie: Adding payment kiosks will significantly enhance the USD by offering another convenient and accessible payment method for its customers that is available 24/7. This will help to reduce lobby traffic and minimize employee overtime caused by walk-in customers impacting scheduled appointments. Additionally, it is anticipated to greatly reduce the time employees are spending handling in-person payment transactions and drop box payments, freeing up more time for appointments, calls, and other responsibilities. USD specifically is recommending this vendor due to the capability of integration and potentially accepting other payments from other City Departments or agencies in the future.
7. Cost to Port St. Lucie (Annual and Potential): Year One fees upon contract execution are $54,600.
Presentation Information: Staff is available to answer questions if needed.
Staff Recommendation: Move that the Council approve the Cooperative Agreement between the City of Port St. Lucie and CityBase Inc. for Leasing Payment Kiosks - Software and Services, pursuant to City Code of Ordinances, Section 35.08(a)(9)a. (cooperative exception).
Alternate Recommendations:
1. Move that the Council amend the recommendation and approve the Cooperative Agreement between the City of Port St. Lucie and CityBase Inc. for Leasing Payment Kiosks - Software and Services.
2. Move that the Council not approve Cooperative Agreement between the City of Port St. Lucie and CityBase Inc. for Leasing Payment Kiosks - Software and Services and provide staff direction.
Background: Six of the ten most populated cities in Florida offer payment kiosks to their residents, providing an additional convenient payment method. This solution is ideal for residents who need or prefer to pay in cash and for those who do not use or want to pay online or over the phone. It also allows residents to make payments at a secure location outside of normal operating hours. Once installed, it is anticipated to reduce lobby traffic and minimize employee overtime caused by walk-in customers impacting scheduled appointments. Additionally, it should greatly reduce the need for employees to handle in-person payment transactions and drop box payments, freeing up more time for appointments, calls, and other responsibilities.
Issues/Analysis: The USD will need to work with the Procurement Management Division to amend Contract #20210108 for Armored Car Services to include provisions for servicing the two kiosks.
Financial Information: The USD expects to expend approximately $2,600 for the set-up of the two kiosks (not including installation) and the annual cost is $52,000 for both Kiosks ($26,000 per kiosk per year). CityBase is leasing the kiosks to USD and therefore maintain the units at no additional cost. The funding source will be 431-1347-546200.
Special Consideration: Nearly a year ago, USD transferred all electronic transaction payment costs to the customer. The City uses Paymentus for certain Department’s needs, however, the USD utilizes InvoiceCloud for its customer’s electronic payment transactions. USD is currently looking at whichever company is going to provide the lowest cost and best value specifically to be utilized for kiosk payments.
Location of Project:
1. Kiosk 1: City Hall Complex
2. Kiosk 2: TBD
Attachments:
1. Cooperative Agreement
2. Exhibit A - Kiosk Subscription
NOTE: All of the listed items in the “Attachment” section above are in the custody of the City Clerk. Any item(s) not provided in City Council packets are available upon request from the City Clerk.
Internal Reference Number: 24208-04
Legal Sufficiency Review:
Reviewed by Alyssa Lunin, Deputy City Attorney. Approved as to Legal form and sufficiency by Richard Berrios, City Attorney.