To: From: Resource Staff: Date of Meeting: Subject: Executive Summary: City of Kingston Report to Council Report Number 18-159 Mayor and Members of Council Desirée Kennedy, Chief Financial Officer and City Treasurer Stephen Dickey, Director of Financial Services Merchant Services for new PerfectMind system At the City Council meeting held on May 16, 2017, Council approved the award of contract to PerfectMind Inc. to implement and support a Recreation Program and Facility Booking System for the City of Kingston. To process payments through the new system, (herein referred to as PerfectMind), integration with a third party payment processing company is required. PerfectMind currently has working integrations with two merchant service providers: Moneris Solutions (Moneris) and Chase Paymentech. TD Merchant Solutions, our primary service provider, is not currently integrated with PerfectMind. PerfectMind has advised that integration with TD Merchant Solutions would cost approximately $20,000 and result in a six month delay in implementation of the new system, which is scheduled to go-live by the end of 2018. The delay would also result in significant additional costs for interim solutions that would need to be put in place. The City has a current contract with Moneris to provide merchant services for parking garage systems. As the PerfectMind product is currently integrated with Moneris, contracting with them for these additional services would avoid the costs to build an integration, as well as prevent any resulting project delay and associated interim costs. In accordance with City of Kingston By-Law Number 2000-134, a By-Law to Establish Purchasing Policies and Procedures, City staff are required to obtain Council s approval to award a contract when all of the conditions under section 3.4, for delegated authority, have not been satisfied. Therefore, staff are requesting Council s approval to enter into a single source agreement with Moneris to provide merchant services for payment processing through the PerfectMind system. Council Meeting 15 6
Recommendation: Page 2 of 5 That Council approve the award of contract to Moneris Solutions for the provision of merchant services for the processing of recreation program and facility booking payments; and That Council authorize the Mayor and Clerk to execute an agreement with Moneris, in a form satisfactory to the Director of Legal Services; and That Council delegate authority to the Chief Financial Officer and City Treasurer, or delegate, to approve any administrative amendments to the agreement with Moneris and to sign related amendments, in a form satisfactory to the Director of Legal Services. Council Meeting 15 7
Page 3 of 5 Authorizing Signatures: Desirée Kennedy, Chief Financial Officer and City Treasurer Gerard Hunt, Chief Administrative Officer Consultation with the following Members of the Corporate Management Team: Lanie Hurdle, Commissioner, Community Services Jim Keech, President & CEO, Utilities Kingston Denis Leger, Commissioner, Corporate & Emergency Services Not required Not required Council Meeting 15 8
Options/Discussion: Page 4 of 5 In 2017, the City of Kingston s Recreation & Leisure Services Department selected PerfectMind Inc. to implement and support a Recreation Program and Facility Booking System for the City of Kingston. This recommendation was presented in Council Report Number 17-110 on May 16, 2017 and adopted by Council. The project is underway and it is estimated that go-live will be by the end of 2018, with program testing scheduled to begin in early July. As part of setting up the new system, integration for payment processing is required through a merchant service provider to enable the ability to accept payment by interact, debit and credit cards for the purchase of services. This integration includes the supply of pin pads and an online portal as well as processes and reports to enable the City to receive, record and audit payments received. The City of Kingston is currently under contract with TD Merchant Solutions for the majority of locations where merchant services are required by the City. The one exception is parking garage services where a separate agreement is in place with Moneris Solutions for these services. The PerfectMind product currently has working integrations with two merchant service providers: Moneris Solutions and Chase Paymentech. City staff discussed the possibility of building an integration with TD Merchant Solutions; however, the cost to develop the integration would be approximately $20,000 and would delay project timelines by six months. City staff have been satisfied with Moneris Solutions services and their pricing is comparable to our other service provider. Therefore, staff are recommending that the City of Kingston select Moneris, on a single source basis, to provide merchant services for the new recreation program and facility booking system. It is estimated that annual charges for these payment processing services will be approximately $60,000; similar to what is currently being paid to TD Merchant Solutions for support to the current booking system. Existing Policy/By-Law: By-Law Number 2000-134, a By-Law to Established Purchasing Policies and Procedures, as amended. Notice Provisions: There are no notice provisions required for this report. Accessibility Considerations: There are no accessibility considerations for this report. Council Meeting 15 9
Financial Considerations: Page 5 of 5 It is estimated that annual charges for these payment processing services will be approximately $60,000 under the terms of this contract for merchant services. The costs for these services are included in the Recreation and Leisure Services approved operating budget. Contacts: Stephen Dickey, Director of Financial Services, Extension 2370 Jeff Walker, Manager, Taxation and Revenue, Extension 2484 Other City of Kingston Staff Consulted: Luke Follwell, Director, Recreation & Leisure Services Jaclyn Grimmon, Manager, Recreation Programs Kelly Allen, Project Manager, Information Services and Technology Laird Leggo, Supervisor, Property Taxation, Revenue and Collection Exhibits Attached: None Council Meeting 15 10