Business Services Action Item

DATE:	Tuesday, April 3, 2018
TO:	School Board Members
FROM:	Jeff Eakins, Superintendent
SUBJECT / RECOMMENDATIONS
Approve the Merchant Services Agreement with BluePay Processing, LLC, (BluePay) for Acceptance of Credit Card Payment for Hillsborough Out-of-School Time (HOST) Program Services (Business Services Division)
EXECUTIVE SUMMARY
On June 14, 2011, the Board approved the contract with Cayen Systems to provide data tracking of the monetary transactions of the HOST program. Dwolla is the current provider of Cayen System’s automated clearing house (ACH) transactions. A change in Dwolla’s business model has created the need to switch the online payment provider. Currently, Dwolla allows payments via ACH transfers.  BluePay will now allow parents to provide payment via credit card, in addition to the option of ACH, which will simplify the entire payment process for all stakeholders. There is no cost to the district for this service as the expense is included in the weekly HOST payment fee and is transferred to BluePay. However, the district will be responsible for any charge-backs that may occur due to fraudulent activity on a credit card. The HOST Program is budgeting $1,000 per month as a precautionary measure although anticipated expenses are not expected to be that high.
STRATEGIC OBJECTIVES
• Engage and communicate with families and stakeholders • Continuously improve processes and systems • Establish a strong foundation of financial stewardship
FINANCIAL IMPACT (Budgeted:  Yes)
Funds in the amount of $12,000 will be available in the HOST Department budget. For tracking purposes, the project number specific to this agenda item is 4302.  As of March 8, 2018, the remaining balance less encumbrances for this line item equaled $77,091.74.
EVALUATION
Contract administration and evaluation is performed by the Project Manager and the Procurement Officer, who function as a team, by utilizing an online vendor performance report or via in-person reviews. The evaluation consists of an assessment of the vendor-provided goods and services, deliverables, and compliance with contractual requirements. The resulting data will support renewal decisions and/or alterations to a new agreement.
SUBMITTED BY:  Corey A. Murphy, General Manager, Procurement Services Debbie Zenk, Supervisor, After School Programs Marie Caracciola, Director, Early Childhood and HOST Programs

Tracye H. Brown		Gretchen Saunders
Assistant Superintendent 813-272-4879		Chief Business Officer (813) 272-4270
		C 6.15
Hillsborough County Public Schools (Florida) * Mtg.#20180403_869 (Board Meeting) * Section C Item# 6.15