HomeMy WebLinkAboutOrdinance 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
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Kara Paxton. City Clerk Treasurer F�eVI44F
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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