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Home My WebLink AboutOrdinance 6351113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Ordinance: 6351 File Number: 2020-0673 ECOURT PAY, LLC: AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVE A ONE (1) YEAR CONTRACT WITH ECOURT PAY, LLC WITH AN OPTION TO RENEW FOR UP TO FOUR ADDITIONAL ONE YEAR TERMS TO PROVIDE ONLINE CITATION PAYMENT SOFTWARE FOR THE FAYETTEVILLE DISTRICT COURT WHEREAS, the Fayetteville District Court has utilized Virtual Justice court software since 2007 for its case and citation management needs; and WHEREAS, Virtual Justice integrates with only two online citation payment vendors, one of which the City used for many years but the agreement was recently terminated primarily due to the high cost the vendor was charging customers in transaction fees; and WHEREAS, eCourt Pay, LLC's software is the only other online citation payment software that integrates with the Virtual Justice Software and is currently used by 29 cities across Arkansas including Siloam Springs, Rogers, and Springdale; and WHEREAS, based on the positive reference from the City of Springdale and the lower transaction fees charged to users, staff recommends entering into a contract with eCourt Pay, LLC for online citation payment software. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby finds the above Page I Printed on 912120 Ordinance: 6351 File Number. 2020-0673 circumstances make competitive bidding not feasible or practical and therefore waives the requirements of formal competitive bidding and approves a one (1) year contract with eCourt, LLC with an option to renew for up to four (4) additional (1) year terms to provide online citation payment software for the Fayetteville District Court with the fees charged to users of the software as set forth in the Contract, a copy of which is attached to this Ordinance. PASSED and APPROVED on 9/1/2020 Attest: GLER K G Y ;m Kara Paxton. City Clerk Treasurer F�eVI44F % P i'•:rgNSAs ;ON co �00; �• Page 2 Printed on 912120 City of Fayetteville, Arkansas 113 West Mountain Street t �\ Fayetteville, AR 72701 (479) 575-8323 i Text File File Number: 2020-0673 Agenda Date: 9/1/2020 Version: 1 Status: Passed In Control: City Council Meeting File Type: Ordinance Agenda Number: C. 5 ECOURT PAY, LLC: AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVE A ONE (1) YEAR CONTRACT WITH ECOURT PAY, LLC WITH AN OPTION TO RENEW FOR UP TO FOUR ADDITIONAL ONE YEAR TERMS TO PROVIDE ONLINE CITATION PAYMENT SOFTWARE FOR THE FAYETTEVILLE DISTRICT COURT WHEREAS, the Fayetteville District Court has utilized Virtual Justice court software since 2007 for its case and citation management needs; and WHEREAS, Virtual Justice integrates with only two online citation payment vendors, one of which the City used for many years but the agreement was recently terminated primarily due to the high cost the vendor was charging customers in transaction fees; and WHEREAS, eCourt Pay, LLC's software is the only other online citation payment software that integrates with the Virtual Justice Software and is currently used by 29 cities across Arkansas including Siloam Springs, Rogers, and Springdale; and WHEREAS, based on the positive reference from the City of Springdale and the lower transaction fees charged to users, staff recommends entering into a contract with eCourt Pay, LLC for online citation payment software. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby finds the above circumstances make competitive bidding not feasible or practical and therefore waives the requirements of formal competitive bidding and approves a one (1) year contract with eCourt, LLC with an option to renew for up to four (4) additional (1) year terms to provide online citation payment software for the Fayetteville District Court with the fees charged to users of the software as set forth in the Contract, a copy of which is attached to this Ordinance. City of Fayetteville, Arkansas Page 1 Printed on 9/2/2020 Dena Stockalper Submitted By City of Fayetteville Staff Review Form 2020-0673 Legistar File ID 9/1/2020 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 8/7/2020 DISTRICT COURT (040) Submitted Date Division / Department Action Recommendation: Staff recommends approving an ordinance waiving competitive bidding and approve an agreement with eCourt Pay LLC to provide online citation payments for the Fayetteville District Court. Budget Impact: Various Various Account Number Fund Project Number Project Title Budgeted Item? NA Current Budget Funds Obligated Current Balance Does item have a cost? No Item Cost Budget Adjustment Attached? NA Budget Adjustment Remaining Budget V20180321 Purchase Order Number: Previous Ordinance or Resolution # Change Order Number: Approval Date: Original Contract Number: Comments: CITY OF FAYETTEVILLE ARKANSAS MEETING OF SEPTEMBER 1, 2020 TO: Mayor and City Council THRU: Susan Norton, Chief of Staff CITY COUNCIL MEMO FROM: Keith Macedo, Director of Information Technology Dena Stockalper, District Court Administrator DATE: August 6, 2020 SUBJECT: Staff recommends approving an ordinance waiving competitive bidding and approve an agreement with eCourt Pay LLC to provide online citation payments for the Fayetteville District Court. RECOMMENDATION: Staff recommends approving an ordinance waiving competitive bidding and approve an agreement with eCourt Pay LLC to provide online citation payments for the Fayetteville District Court. BACKGROUND: The Fayetteville District Court utilizes Virtual Justice (VJ) Court software, from MSI Consulting Group LLC located in Fort Smith, AR. The Court has utilized Virtual Justice since 2007 for their case and citation management needs. Virtual Justice integrates with two (2) online citation payment vendors. The City utilized one of the vendors for many years but recently terminated the agreement, primarily due to the high cost the vendor was charging customers in transaction fees. Virtual Justice also integrates with eCourt Pay LLC to accept online citation payments. DISCUSSION: Staff reviewed eCourt Pay's product with Virtual Justice and eCourt Pay staff and are recommending approval of the attached agreement to provide online citation payments for the Fayetteville District Court. eCourt Pay does provide this service to 29 cities across Arkansas including Siloam Springs, Rogers, and Springdale. Staff reached out to Springdale and they provided a positive reference for eCourt Pay's product and customer service. Since Virtual Justice only integrates with two (2) online citation payment vendors, and the Court decided to terminate the other vendors agreement, we are asking to waive the City's competitive bidding requirements, since bidding the service is not practical or feasible. BUDGET/STAFF IMPACT: There is no direct cost to the City or Fayetteville District Court, all fees for the service will be paid by the customers. There is a sliding scale of fees that decrease as transaction amounts increase, but average between 4.4% to 10% of the total citation amount (percentage decreases as citation amount increases). Attachments: Staff review form, staff review memo, eCourt Pay LLC agreement Mailing Address: 113 W. Mountain Street www.fayettevi(le-ar.gov Fayetteville, AR 72701 0 eCourt Pay, LLC 112 026 Shevherds Lane A'lar.ta Gr 30324 Pionz# 1-844$74-$624 Fax# 1-404-341-7517 Credit Card Services Agreement for Government Agencies This Credit Card Services Agreement is made and entered into as of (Date)_ 8-7-2020 between (Government Agency) Fayetteville AR District Court and Ecourt Pay, LLC. Upon signing this agreement, Ecourt Pay, LLC and the Government Agency agree to the following: A- To use Ecourt Pay, LLC as the Credit Card Services provider. B- Our services is provided online at www.ecourtpay.com and by our toll free number 1-844-874-8624 C- Our agreement does not have a term limit. If, at any time, you are unhappy with our services, there is no obligation or fees to discontinue use upon your request. D- In the event if a payment is disputed, the chargeback would be taken out of eCourtPay's account. Then we would get in contact with the credit card holder to ask the reason for the disputed and take the chargeback reversed. If the credit card holder denies the payment, then we would get in contact with your Court, to notify and send you the information in order to receive the refund check from your court. E- Our transaction fees have not changed since our company started doing business and we don't anticipate them changing. However, if any fee changes become necessary, we will contact the Court prior to making these changes. F• The services provided in this agreement will be in full force and effect for a period of one (1) year from the execution date of the agreement, or from the initial softwarelmaintenance subscription date (applicable only when such components are included). Thereafter, this agreement may be renewed from year to year, up to four (4) additional one (1) year terms, at the option of the client, provided that either party may alter or cancel the terms of this agreement upon 60 days written notice. Listed below are examples of our current fees charging to the citation holder on the most common fine amount : Fine Amount eCourtPay Processing Fee Total Paid $50.00 $5.12 $55.12 $100.00 $10.76 $110.76 $150.00 $13.52 $163.52 $270.00 $17.73 $ 287.63 $500.00 $ 27.34 $527.34 $1000.00 $44.84 $1044.84 69 eCourt Pay, LLC 212 10?6 5het,6 -45 t.cne prlart-- r- 303?e phone# 1-844-874-8624 Fax# 1-404-341-7517 Credit Card Services Agreement for Government Agencies Government Agency's Address 113 W Mountain St Fayetteville AR 72730 Phone Number 479-575-3598 Fax Number dstockaIper@fayetteville-ar.gov Government Agency's Bank Information: Name on Bank Account Bank Address Bank Routing # Bank Account # //Sigtfature of ve ment Agent Date Lioneld Jordan Mayor Print Name Title Account Adminis ter Signature eCourtPay LLC 479-575-8330 Phone Number Print Name Date