TO: Mayor and Commissioners
FROM: Samuel Metott, Director, Parks and Recreation
THROUGH: Terrence R. Moore, ICMA-CM
DATE: October 15, 2024
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APPROVAL FOR ADDITIONAL SPENDING AND CONTRACT INCREASE WITH RECTRAC, LLC DBA VERMONT SYSTEMS, INC. DUE TO THE ADDITION OF THE CREATIVE ART SCHOOL FOR PAYMENT PROCESSING SERVICES
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Recommended Action:
Recommendation
Motion to approve additional spending and contract increase with Rectrac, LLC DBA Vermont Systems, Inc. due to the addition of The Creative Art School for payment processing services.
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Background:
On June 4, 2024, Rectrac, LLC DBA Vermont Systems, Inc. (Rectrac) was approved and awarded a City Standard Agreement through Resolution No. 106-24 to purchase park and recreation management software, credit card processors, and payment services in the amount of $217,257.45. With the addition of The Creative Art School and projected revenues of $120,000, we are requesting an increase of the contract value due to the estimated increase of payment processing.
Per Section 13 of the Purchasing Policies and Procedures manual if the estimated revenue will be greater than $65,000 it shall require City Commission approval:
13. REVENUE GENERATING CONTRACTS
Contracts with any vendor where the City estimates the City will receive revenue in the amount of $65,000 or greater over the term of the contract (including revenue during renewal periods) shall require approval by the City Commission and shall be subject to a Sealed Competitive Method unless the City utilizes one of the limited competition or direct acquisition methods as set forth herein below. This Section shall not apply to the sale or lease of the City’s real or non-real property.
This motion is in accordance with the Code of Ordinances Section 36.02 Commission Approval Required.
City Attorney Review:
N/A
Funding Source/Financial Impact:
Additional spending from GL 001-20-016-569.51-20
Timing of Request:
Timely approval is requested.