STRATEGIC PRIORITY: Vibrant
AGENDA DATE: June 11, 2025
COUNCIL DISTRICT(S): Citywide
DEPARTMENT: Park & Recreation Department
EXECUTIVE: John D. Jenkins
______________________________________________________________________
SUBJECT
Title
Authorize (1) a three-year service price agreement for the delivery of an Europay, MasterCard and Visa (EMV) compliant credit card single-source payment solution with purchase of EMV terminals for the Park & Recreation Department with RecTrac, LLC dba Vermont Systems in the amount of $431,826.17, sole source; and (2) an increase in appropriations in an amount not to exceed $554,941.00 in the Recreation Program Fund - Not to exceed $431,826.17 - Financing: Recreation Program Fund
Body
BACKGROUND
This service contract will provide an EMV compliant credit card single-source payment solution with purchase of EMV terminals. The single-source payment solution will be fully managed from within the City’s current Vermont Systems, Inc. RecTrac recreation/facility management software system. The scope of work for this service contract shall include proof of Payment Card Industry (PCI) Level 1 validation, management and reporting portal within the Park & Recreation Department’s Hosted RecTrac instance, with direct integration with Vermont Systems, Inc. (RecTrac Point of Sale (POS) software version 3.1 and above).
For the continued use of credit cards as a payment method for Park & Recreation’s recreation management system, an PCI-DSS compliant credit card processing single-source payment solution is required. PayTrac, the payment solution from RecTrac, LLC dba Vermont Systems, meets this requirement, and additionally will allow us to process echecks, transactional and reconciliation-based reporting that is available directly within RecTrac, and respond to any transaction disputes from within our main software system dynamically.
The Park & Recreation Department has approximately 450 staff system users and approximately 127 P2PE EMV credit card terminals with the current system installed. Credit card transactions processed by the Park & Recreation Department in FY 2023-2024 utilizing the current system totaled more than 108,000 individual transactions for a total of more than $5,429,000.00 in revenue.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On April 17, 2025, the Park and Recreation Board will consider authorizing a three-year service price agreement for the delivery of an Europay, MasterCard and Visa (EMV) compliant credit card single-source payment solution with purchase of EMV terminals for the Park & Recreation Department with RecTrac, LLC dba Vermont Systems in the amount of $431,826.17.
FISCAL INFORMATION
|
Fund |
FY 2025 |
FY 2026 |
Future Years |
|
Recreation Program Fund |
$203,762.79 |
$111,250.43 |
$116,812.95 |
M/WBE INFORMATION
In accordance with the City’s Business Inclusion and Development Policy adopted on September 23, 2020, by Resolution No. 20-1430, as amended, the M/WBE participation on this contract is as follows:
|
Contract Amount |
Procurement Category |
M/WBE Goal |
|
$431,826.17 |
Other Services |
N/A |
|
M/WBE Subcontracting % |
M/WBE Overall % |
M/WBE Overall Participation $ |
|
N/A |
N/A |
N/A |
|
• The Business Inclusion and Development Policy does not apply to Sole Source Procurements. |
|
• RecTrac, LLC. dba Vermont Systems -Non-local; Workforce - 0.00% Local |
PROCUREMENT INFORMATION
Method of Evaluation for Award Type:
|
Sole Source |
• Utilized for procurements where functional requirements can only be satisfied by one vendor, such as those where patents, copyrights or monopolies exists • Exempted from competitive bidding process |
|
|
• Reviewed by the Office of Procurement Services to ensure the procurement meets at least one general exception as stated in the Texas Local Government Code |
*Denotes successful bidder
Bidder Address Amount
*RecTrac, LLC. dba 12 Market Place $431,826.17
Vermont Systems Essex Junction, VT 05452
Note: The Office of Procurement Services conducted a sole source review and found no exceptions.
OWNER/EXECUTIVE
RecTrac, LLC. dba Vermont Systems
Patrick Hayden, President