Regional Business License and Permits Program · 2019. 8. 21. · Regional Business License and Permits Program. AGENDA Regional Business License and Permits Program Oversight Group

Regional Business License and Permits Program

AGENDA

Regional Business License and Permits Program Oversight Group Special Meeting

Wed, August 21, 2019 1:00pm Washoe County Administrative Complex

1001 E. Ninth Street, Reno Location: Caucus Room

Washoe County, NV

Oversight Group Reno City Manager – Sabra Newby

Sparks Asst. City Manager – Doug Thornley Washoe County Asst. Manager – Christine Vuletich

District Health Officer – Kevin Dick Douglas Co. Comm. Development Director – Tom Dallaire

Public Notice: This agenda has been physically posted in compliance with NRS 241.020(3) (notice of meetings) at Reno City Hall, One East 1st Street, Reno, NV; Washoe County Administrative Office, 1001 E. Ninth Street, Reno, NV; Sparks City Hall, 431 Prater Way, Sparks, NV; Washoe County Health District, 1001 E. Ninth Street, Reno, NV; Washoe County Downtown Reno Library, 301 South Center Street, Reno, NV; Evelyn Mount Northeast Community Center, 1301 Valley Road, Reno, NV; McKinley Arts and Culture Center, 925 Riverside Drive, Reno, NV; Reno Municipal Court, One South Sierra Street, Reno, NV; and Reno-Sparks Convention and Visitors Authority, 4001 South Virginia Street, Suite G, Reno, NV. Douglas County Administration Building 1616 8th Street, Minden, NV; Douglas County Public Library, Minden, NV; Minden Inn Administration Building, 1594 Esmeralda, Minden, NV; US Post Office-Minden, 1640 U.S. Hwy. 395, Minden, NV; Judicial & Law Enforcement Center, 1038 Buckeye Rd., Minden, NV. In addition, this agenda has been electronically posted in compliance with NRS 241.020(3) at the following websites: www.washoecounty.us/technology; www.reno.gov; www.cityofsparks.us, www.douglascountynv.gov and https://notice.nv.gov/ per NRS 232.2175. Accommodations: Reasonable efforts will be made to assist and accommodate physically disabled persons attending the meeting. Please contact the Washoe County Technology Services Dept. at 775-328-2352 in advance so that arrangements can be made. Supporting Material: Support materials are posted on the respective websites when they are provided to the governing body; or, if provided during a meeting, support materials will be posted on the websites within 24 hours after the conclusion of the meeting. Support materials are also available at Washoe County Technology Services and at the scheduled meeting location on meeting day. The designated contact to obtain support materials is Sara DeLozier in Technology Services, 775-328-2352, 1001 E. Ninth St., Reno, NV, Bldg. C, 2nd Floor and on the following websites: www.washoecounty.us/technology; www.reno.gov; www.cityofsparks.us. Pursuant to NRS 241.020(6), supporting material is made available to the general public at the same time it is provided to the Oversight Group. Order of Business: Discussion may be delayed on any item on this agenda, and items on this agenda may be taken out of order, combined with other items and discussed as a block, or removed from the agenda. Items scheduled to be heard at a specific time will be heard no earlier than the stated time, but may be heard later. Public Comment: A person wishing to address the Oversight Group shall submit a “Request to Speak” form to the recording secretary. Public comment, whether on action items or general public comment, is limited to three (3) minutes per person. Unused time may not be reserved by the speaker, nor allocated to another speaker. No action may be taken on a matter raised under general public comment until the matter is included on an agenda as an item on which action may be taken. The presiding officer may prohibit comment if the content is willfully disruptive of the meeting by being repetitious, slanderous, offensive, inflammatory, irrational or amounting to personal attacks or interfering with the rights of other speakers. Any person making willfully disruptive remarks while addressing the Oversight Group or while attending the Oversight Group meeting may be removed from the room by the presiding officer, and the person may be barred from further audience before the Oversight Group during that session of the Oversight Group meeting. See NRS 241.030(4)(a); RMC §§8.12.024, 8.12.027; Nevada Attorney OMLO 2001-22/AG File No. 00-047. (April 27, 2001); Nevada Open Meeting Law Manual, §7.06. Examples of disruptive conduct include, without limitation, yelling, stamping of feet, whistles, applause, heckling, name calling, use of profanity, personal attacks, physical intimidation, threatening use of physical force, assault, battery, or any other acts intended to impede the meeting or infringe on the rights of the Oversight Group, staff, or meeting participants.

http://www.washoecounty.us/technology%3B

http://www.cityofsparks.us/

https://notice.nv.gov/

http://www.washoecounty.us/technology%3B

http://www.cityofsparks.us/

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A. Roll Call

B. Public Comment – Comments heard under this item will be limited to three (3) minutes per person and may pertain to matters both on and off the agenda. Each person addressing the Oversight Group shall give his name and shall limit the time of their presentation to three (3) minutes per NRS 241.020(2)(d)(7).

C. Approval of Agenda – August 21, 2019 (For Possible Action)

D. Approval of the Minutes - May 21, 2019 (For Possible Action)

E. Presentation, discussion, and possible action on the current status, next steps and

proposed timelines of the Accela Regional ONE Epayment project and shopping cart onenv.us and interim solutions (For Possible Action).

F. Presentation, discussion, and possible recommendation of the Oversight Group to each

local government to join with the City of Reno’s Contract with Gray Quarter, Inc. for software integration services for Accela online payment processing in accordance with NRS 332.195, in an amount not to exceed $112,000 over the life of a five-year contract. (For Possible Action).

G. Presentation, discussion, and possible recommendation of the Oversight Group to each

local government to contract individually with Paypal for an interim solution, estimated below $50k. (For Possible Action)

H. Presentation, discussion and possible recommendation of the Oversight Group to each

local government to join with City of Reno Contract with NCR Payment Solutions, FL, LLC, RFP No. 2020-01, to provide online and over-the-counter credit card and eCheck payment processing for Accela online business for a price based on user fees, in accordance with NRS 332.195. (For Possible Action)

I. Update and possible approval of report on FY19/20 Regional Accela subscription

amounts and credits and Washoe County Comptrollers Financial Report dated August 21, 2019. (For Possible Action.)

J. Announcements/Reports/Updates - Oversight Group member announcements/

reports/updates from members concerning the regional business license and permits project. Requests for information and any ideas and suggestions for the project. (For Discussion only)

K. Identification of future agenda items for the next quarterly meeting of the Oversight Group on Tues. December 3, 2019, at 2:30 p.m. (For Possible Action)

L. Public Comment – Comments heard under this item will be limited to three (3) minutes per person and may pertain to matters both on and off the agenda. Each person addressing the Oversight Group shall give his name and shall limit the time of their presentation to three (3) minutes per NRS 241.020(2)(d)(7).

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M. Adjournment (For Possible Action)


~~Draft Minutes~~ Regional License and Permit Program

Oversight Group Special Meeting May 21, 2019 ~ 9:00 a.m.

Washoe County Administrative Complex

1001 E. Ninth Street, Reno Building C, Central Conference Room

Washoe County, Nevada

Oversight Group Reno City Manager – Sabra Newby Sparks City Manager – Neil Krutz

Douglas County Community Development – Tom Dallaire Washoe County Manager – John Slaughter

Washoe County District Health Officer – Kevin Dick

A. Roll Call: City of Reno, Bill Thomas

City of Sparks, Lisa Hunderman Douglas County, Ann Damian (phone) Washoe County, Craig Betts Washoe County District Health, Kevin Dick

City of Reno: Michael Chaump, Kim Jolly, Rishma Khimji, Michael Telliano, Julie Towler, Calli

Wilsey City of Sparks: Michelle Harper Washoe County: Charlene Albee, Paul Burr, Sara DeLozier, Kari Estrada, Stephan

Hollandsworth, Lori Piccinini

B. Public Comment – Comments heard under this item will be limited to three (3) minutes per

person and may pertain to matters both on and off the agenda. Each person addressing the Oversight Group shall give his name and shall limit the time of their presentation to three (3) minutes per NRS 241.020(2)(d)(7).

There was no response to the call for public comment.

Regional Business License and Permits Program Oversight Group

May 21, 2019 ~~Draft Minutes~~

Page 2 of 4

C. Approval of the Agenda – May 21, 2019 (For Possible Action) Proposed Motion: Approve agenda as written; to open and consider Items F, G,

and H together) Motion: Bill Thomas Second: Craig Betts Ayes: Unanimous

D. Approval of Minutes – December 4, 2018 (For Possible Action) Proposed Motion: Approve agenda as written Motion: Bill Thomas Second: Craig Betts Ayes: Unanimous

E. Welcome new Oversight Members and Accela Regional Coordinating Team update on members.

Tom Dallaire for Douglas County, and Neil Krutz for City of Sparks were announced as new members. Lori Piccinini, Washoe County, reviewed the current members of the Accela Regional Coordination (ARC) and Accela Regional Administrator Teams (slide 3 of presentation).

[Items F, G, and H were opened together.] F. Presentation, discussion, and possible action on Washoe County Purchasing’s RFP-

3080-19 E-Payment Vendor for Accela Regional Permits and License Program, including recommending that Washoe County award a contract to Jetpay for e-payment processing. (For Possible Action)

G. Presentation, discussion, and possible action on recommending each Participating

Entity to enter a separate contract or joinder with Jetpay for e-payment services based on Washoe County’s contract with Jetpay, and whether the contracts’ terms should be three or five years. (For Possible Action)

H. Presentation, discussion, and possible action regarding recommending rejecting all

bids for Washoe County’s RFP 3080-19 E-Payment Vendor for Accela Regional Permits and License Program and issuing an RFP (Request for Proposal) for an e-payment vendor that allows vendors to bid on discrete portions of the work and allows Washoe County to award a contract to multiple bidders. (Possible Action)

Lori Piccinini, Washoe County, began with a review of slides four through ten. She provided an overview of the request for proposal process, timelines and responses. She covered the challenges and issues with the current systems and the anticipated benefits of selecting a new e-payment processor. After reviewing the three bids received, the E-payment Committee was recommending selection of the lowest bidder, Jetpay. Ms. Piccinini reviewed the vendor pricing and potential savings based on past volume. She noted that all responses to the RFP included three- and five-year term options and that Item H provided an option to reject all bids and issue a new RFP.



Page 3 of 4

Bill Thomas, City of Reno, expressed concern that the original mission to better serve customers and realize efficiencies had not been realized with the current configuration requiring considerable staff time to investigate and correct mischarges and mismatched data. The City of Reno would prefer to select a payment provider and integrator separately in order to focus on the translation between the Accela system and the payment processor. City of Reno counsel had advised that the option to reject all bids and issue a new RFP would be the preferred action to accomplish this.

There was discussion about the ability to award the bid to Jetpay and select separately

the integrator; it was pointed out that the multiple opinions about what was permissible within the confines of the current RFP were part of the concern in moving forward with the recommended payment processor at this time. Mr. Thomas raised concern with the liability to the other jurisdictions if the current agreement were to hold harmless the master agreement signatory (Washoe County).

Ms. Piccinini indicated the RFP did not allow for award to multiple bidders which would

have provided the flexibility to select the processor from one bid and the integrator from another. She had inquired but did not think it was likely the current vendor would agree to a month-to-month agreement; the integration process was expected to take approximately six months. Stephan Hollandsworth, Deputy District Attorney, Washoe County, cautioned that should a one-year contract be entered into with the current vendor, any actions to implement a new payment processor would need to maintain the spirit of the original contract to avoid concerns of good faith and fair dealing.

It was not certain if there was room to negotiate the integrator if Jetpay was selected.

In order to maintain the regional platform, each jurisdiction would need to use the same integrator; though, each could have its own payment processor. There was concern that there would be a breach of the RFP if all jurisdictions did not go with the same payment processor.

Anne Damian, Douglas County, shared they were currently without a payment

processor and were not interested in entering into a single-year contract with ACI OPC, and would be subject to their new payment structure if they did. ACI OPC had agreed to renew for the existing customers for one year at the existing rates.

Mr. Thomas indicated he would not be able to vote toward selecting a vendor from the

current RFP process with the City of Reno preferring to first select the integrator and then the processor and considering the other concerns previously mentioned. If the group were to move forward with a selection, the City of Reno would pursue options for an integrator that would work for them with the potential that the result would merge at a later point with the direction of the other jurisdictions. Reno staff would be willing to revisit to vendor selection if outstanding questions and concerns could be resolved by the June 4, 2019, meeting.

Item F – Craig Betts, Washoe County, moved to recommend moving forward with an

award of the RFP to the recommended e-payment processor, Jetpay; Lisa Hunderman, City of Sparks, provided the second. Upon a call for a vote, the motion carried four in favor, Bill Thomas, City of Reno, opposed.

Item G – Ms. Piccinini shared next steps would include negotiations with Jetpay and

establishing a plan for an integrator. Washoe County would then take the items forward to the Board of County Commissioners for review and approval. Each of the jurisdictions would then



Page 4 of 4

have the option to either joinder with Washoe County’s contract or enter separate ones. All jurisdictions would need to be in alignment on the term of the contract. Ann Damian, Douglas County, moved to select a five-year term; Craig Betts, Washoe County, provided the second. The motion carried four in favor, Bill Thomas, City of Reno, opposed.

Item H – There was no action taken on Item H of this agenda.

I. Announcements/Reports/Updates - Oversight Group member announcements/

reports/updates from members concerning the regional business license and permits project. Requests for information and any ideas and suggestions for the project. (For Discussion Only)

J. Identification of future agenda items for the next quarterly meeting of the Oversight Group on June 4, 2019, at 2:30 p.m. or the date of the next meeting. (For Possible Action)

• Subscription true-up update • Payment processor and integrator • Updated ARC agreement • Suggestions to update the interlocal

K. Public Comment – Comments heard under this item will be limited to three (3) minutes per



L. Adjournment. The meeting adjourned at 9:51 a.m.


Minutes Regional License and Permit Program

Oversight Group Special Meeting May 21, 2019 ~ 9:00 a.m.

Washoe County Administrative Complex

1001 E. Ninth Street, Reno Building C, Central Conference Room

Washoe County, Nevada

Oversight Group Reno City Manager – Sabra Newby Sparks City Manager – Neil Krutz

Douglas County Community Development – Tom Dallaire Washoe County Manager – John Slaughter

Washoe County District Health Officer – Kevin Dick

A. Roll Call: City of Reno, Bill Thomas

City of Sparks, Lisa Hunderman Douglas County, Ann Damian (phone) Washoe County, Craig Betts Washoe County District Health, Kevin Dick

City of Reno: Michael Chaump, Kim Jolly, Rishma Khimji, Michael Telliano, Julie Towler, Calli

Wilsey City of Sparks: Michelle Harper Washoe County: Charlene Albee, Paul Burr, Sara DeLozier, Kari Estrada, Stephan

Hollandsworth, Lori Piccinini

B. Public Comment – Comments heard under this item will be limited to three (3) minutes per




May 21, 2019 Minutes

Page 2 of 4

C. Approval of the Agenda – May 21, 2019 (For Possible Action) Proposed Motion: Approve agenda as written; to open and consider Items F, G,

and H together) Motion: Bill Thomas Second: Craig Betts Ayes: Unanimous

D. Approval of Minutes – December 4, 2018 (For Possible Action) Proposed Motion: Approve minutes as written Motion: Bill Thomas Second: Craig Betts Ayes: Unanimous

E. Welcome new Oversight Members and Accela Regional Coordinating Team update on members.

Tom Dallaire for Douglas County, and Neil Krutz for City of Sparks were announced as new members. Lori Piccinini, Washoe County, reviewed the current members of the Accela Regional Coordination (ARC) and Accela Regional Administrator Teams (slide 3 of presentation).

[Items F, G, and H were opened together.]

F. Presentation, discussion, and possible action on Washoe County Purchasing’s RFP-3080-19 E-Payment Vendor for Accela Regional Permits and License Program, including recommending that Washoe County award a contract to Jetpay for e-payment processing. (For Possible Action)

G. Presentation, discussion, and possible action on recommending each Participating

Entity to enter a separate contract or joinder with Jetpay for e-payment services based on Washoe County’s contract with Jetpay, and whether the contracts’ terms should be three or five years. (For Possible Action)

H. Presentation, discussion, and possible action regarding recommending rejecting all

bids for Washoe County’s RFP 3080-19 E-Payment Vendor for Accela Regional Permits and License Program and issuing an RFP (Request for Proposal) for an e-payment vendor that allows vendors to bid on discrete portions of the work and allows Washoe County to award a contract to multiple bidders. (Possible Action)

Lori Piccinini, Washoe County, began with a review of slides four through ten. She provided an overview of the request for proposal process, timelines and responses. She covered the challenges and issues with the current systems and the anticipated benefits of selecting a new e-payment processor. After reviewing the three bids received, the E-payment Committee was recommending selection of the lowest bidder, Jetpay. Ms. Piccinini reviewed the vendor pricing and potential savings based on past volume. She noted that all responses to the RFP included three- and five-year term options and that Item H provided an option to reject all bids and issue a new RFP.



Page 3 of 4

Bill Thomas, City of Reno, expressed concern that the original mission to better serve customers and realize efficiencies had not been realized with the current configuration requiring considerable staff time to investigate and correct mischarges and mismatched data. The City of Reno would prefer to select a payment provider and integrator separately in order to focus on the translation between the Accela system and the payment processor. City of Reno counsel had advised that the option to reject all bids and issue a new RFP would be the preferred action to accomplish this.

There was discussion about the ability to award the bid to Jetpay and select separately

the integrator; it was pointed out that the multiple opinions about what was permissible within the confines of the current RFP were part of the concern in moving forward with the recommended payment processor at this time. Mr. Thomas raised concern with the liability to the other jurisdictions if the current agreement were to hold harmless the master agreement signatory (Washoe County).

Ms. Piccinini indicated the RFP did not allow for award to multiple bidders which would

have provided the flexibility to select the processor from one bid and the integrator from another. She had inquired but did not think it was likely the current vendor would agree to a month-to-month agreement; the integration process was expected to take approximately six months. Stephan Hollandsworth, Deputy District Attorney, Washoe County, cautioned that should a one-year contract be entered into with the current vendor, any actions to implement a new payment processor would need to maintain the spirit of the original contract to avoid concerns of good faith and fair dealing.

It was not certain if there was room to negotiate the integrator if Jetpay was selected.

In order to maintain the regional platform, each jurisdiction would need to use the same integrator; though, each could have its own payment processor. There was concern that there would be a breach of the RFP if all jurisdictions did not go with the same payment processor.

Anne Damian, Douglas County, shared they were currently without a payment

processor and were not interested in entering into a single-year contract with ACI OPC, and would be subject to their new payment structure if they did. ACI OPC had agreed to renew for the existing customers for one year at the existing rates.

Mr. Thomas indicated he would not be able to vote toward selecting a vendor from the

current RFP process with the City of Reno preferring to first select the integrator and then the processor and considering the other concerns previously mentioned. If the group were to move forward with a selection, the City of Reno would pursue options for an integrator that would work for them with the potential that the result would merge at a later point with the direction of the other jurisdictions. Reno staff would be willing to revisit to vendor selection if outstanding questions and concerns could be resolved by the June 4, 2019, meeting.

Item F – Craig Betts, Washoe County, moved to recommend moving forward with an

award of the RFP to the recommended e-payment processor, Jetpay; Lisa Hunderman, City of Sparks, provided the second. Upon a call for a vote, the motion carried four in favor, Bill Thomas, City of Reno, opposed.

Item G – Ms. Piccinini shared next steps would include negotiations with Jetpay and

establishing a plan for an integrator. Washoe County would then take the items forward to the Board of County Commissioners for review and approval. Each of the jurisdictions would then



Page 4 of 4

have the option to either joinder with Washoe County’s contract or enter separate ones. All jurisdictions would need to be in alignment on the term of the contract. Ann Damian, Douglas County, moved to select a five-year term; Craig Betts, Washoe County, provided the second. The motion carried four in favor, Bill Thomas, City of Reno, opposed.

Item H – There was no action taken on Item H of this agenda.

I. Announcements/Reports/Updates - Oversight Group member announcements/ reports/updates from members concerning the regional business license and permits project. Requests for information and any ideas and suggestions for the project. (For Discussion Only)

J. Identification of future agenda items for the next quarterly meeting of the Oversight Group on June 4, 2019, at 2:30 p.m. or the date of the next meeting. (For Possible Action)

Subscription true-up update Payment processor and integrator Updated ARC agreement Suggestions to update the interlocal

K. Public Comment – Comments heard under this item will be limited to three (3) minutes per



L. Adjournment. The meeting adjourned at 9:51 a.m.

Approved as amended in session August 21, 2019

1

Regional License and Permits Program

Special Meeting of the Oversight Group August 21, 2019

2

Presentation, discussion, and possible action on the current status, next steps and proposed timelines of the Accela Regional ONE Epayment project and shopping cart onenv.us and interim solutions (For Possible Action).

Washoe’s RFP: – Cancelled the RFP in July 2019 in the best interest of the county– Jetpay’s legal was not in favor of Subcontracting with Grayquarter.

City of Reno: – 7/24/19 Approved a software and services contract to Grayquarter, inc. for Accela online

payment processing integration on– 8/14/19 Awarded a bid to NCR to provide online and over the counter credit card and echeck

processing for Accela. Existing Epayment processor ACI/OPC contract expires 11/1/19:

– Cities of Reno, Sparks, District health and Washoe County will need to cancel their OPC contracts by 8/31/19, 60 days term notice or stay with OPC for another year.

– OPC will not allow month to month or a 3 or 6 month addendum to the contract. Interim Solution: An interim solution is required to meet the potential timelines gap.

– Grayquarter and City of Reno have researched an interim solution of PayPal for a month to month payment, if we should not meet the timelines to transfer to the new processor, NCR.

– Requires absorbed model

Oversight Agenda Item E

3

Presentation, discussion, and possible action on the current status, next steps and proposed timelines of the Accela Regional ONE Epayment project and shopping cart onenv.us and interim solutions (For Possible Action).

– CURRENT INTERIM FUTURE

Oversight Agenda Item E (cont.,)

Credit/Debit/Visa/MC/Discover: 2.2% + $0.30Amex: 3.5%

Monthly service fee: $30.00

eChecks: waiting on confirmation

2.25% agency absorbed/2.35% citizen paid; bills

quarterly No Amex accepted

today.65c for echecks, no

dollar limit

2% + .25c for absorbed or citizen

paid.50c for echecks; no

dollar

Presenter

Presentation Notes

Current, interim, Long Term

4

Anticipated next steps and timelines:1) Agencies joinder onto Grayquarter and NCR Contracts of

Reno’s. Go live Nov1-Jan. 2020. Interim solution if needed: PayPal. Absorbed model required for interim solution.

2) Agencies joinder onto Grayquarter and find a different payment processor. Requires RFP for a different payment processor.

3) Status Quo, stay with OPC. Will impact the Regional Shopping cart and overall timelines.

For Possible Action – Accept overall status of the Epayment project and advise.

Oversight Agenda Item E (cont.,)

Presenter

Presentation Notes

The agencies joinder on the Grey Quarter contract. If and when approved by council on the 14th, agencies joinder on the JetPay contact. Go live in Dec 2019 or Jan 2020 (not too sure on the timeline yet.) In the interim, use PayPal (additional info below). 2) The agencies joinder on the Grey Quarter contract and you can find your own payment processor. Not sure about the interim solution, unless you want to join PayPal with us. Confirm with Accela that multi-agencies can use their own payment processor and develop that workflow for your agency. Continue with OPAY, status quo. 3)It is our standing that best course of action with OPAY is to have the conversation with your agency's legal staff as our position. Continuing with OPAY without a Month-to-Month option is not an action the City feels is in it's best interest. We believe that GQ/JP is the optimal solution for our Accela payment processing. We hope you agree. 4) Status quo. Stay with OPC. In regards to PayPal, they confirmed they will provide us with a 3 to 6 month contract (without penalty). After confirming with my Finance dept, it was determined that I do not have to RFP the interim solution as we did RFP the final solution. Also, no other payment processor that is integrated into Accela would provide us with a Month-to-Month option.

5

Presentation, discussion, and possible recommendation of the Oversight Group to each local government to join with the City of Reno’s Contract with Gray Quarter, Inc. for software integration services for Accela online payment (For Possible Action).

– Provides for a more stable, supported and risk mitigated solution for epayment processing and allows for a mix of convenience fee and absorbed models, allowing for additional agencies to join.

– Each agency can joinder onto City of Reno’s contract (Approved by council 7/24/19)

– Costs for Washoe, Sparks, Health, Douglas: Approx $10,388 per year per agency for 5 years to host the system and implement Includes -One time costs of $3000 with 20% discount if going with 5 year contract for the other

4 agencies to implement Plus Reno costs

– NCR contribution toward implementation of $10k (Reno’s contract)– Renewable for up to 5 years

Oversight Agenda Item F

6

Presentation, discussion, and possible recommendation of the Oversight Group to each local government to contract individually with Paypalfor an interim solution, estimated below $50k. (For Possible Action) – Allows for a month to month contract and cancellation of

existing renewal of one year contract with existing vendor– Bills monthly

Oversight Agenda Item G

7

Presentation, discussion and possible recommendation of the Oversight Group to each local government to join with City of Reno Contract with NCR Payment Solutions, FL, LLC, RFP No. 2020-01, to provide online and over-the-counter credit card and eCheck payment processing for Accela online business for a price based on user fees, in accordance with NRS 332.195. (For Possible Action) – Annual processing totals will vary by agency – Confirmed rates for up to 5 years, same as Reno’s contract – Available to expand to on the counter usage but not required– No charge for processing devices on the counters – No upfront costs to implement other than Grayquarter’s costs

Oversight Agenda Item H

8

Update and possible approval of report on FY19/20 Regional Accela subscription amounts and credits and Washoe County Comptrollers Financial Report dated August 21, 2019.

(For Possible Action.) – $55,018.73 credit from Accela taken off subscription for

FY1920 for all agencies – $3,524.56 credit from 2017 also removed from the agencies

invoices and divided amongst the original 4 agencies from go live in 2016

– December Oversight budget estimates for FY1920 Subscription amounts $480,000

– Actual paid to Accela for FY1920 Subscription $384,278.40

Oversight Agenda Item I

9

Any Announcements/Reports/Updates? Next Quarterly Meeting date of the Oversight

Group – Tues. December 3, 2019 - 2:30 pm Washoe

County – Annual budget meeting – Future agenda items and ongoing meeting

schedule

Item J & K: Announcement/Reports/Updates & Future Agenda Items

10

L. Public Comment

M. Adjournment

FY20 Subscription Fees Prior to Credits

City of Reno 141,268.84$

City of Sparks 88,187.19$

WC Health District 65,488.80$

Washoe County 100,468.96$

Douglas County 43,883.33$

Total Subscription Fee 439,297.12$

Prior Year Credit


City of Sparks 704.90$

WC Health District 599.18$

Washoe County 986.88$

Total PY Credit 3,524.56$

Current Year Credit






Total Current Year Credit 55,018.73$

Total FY20 Invoice Per Entity after both Credits (Billed)






Total Current Year Credit 380,753.83$


Schedule of Current Year and Prior Year Credits

As of August 21, 2019

Accela Government Software Contract (includes all agencies)

Year 1 Subscription 281,964.72$

Year 2 Subscription 281,964.72



Year 4 Subscription - Douglas 10,692.00



Consulting/Implementation 1,298,109.93

Contingency* 87,369.66

Contingency Refunded (87,369.66)

Change Request 148,000.00

Accela Total Contract Obligation 3,446,790.56$

Accela Government Software Invoices - Paid





Year 4 Subscription - Douglas 10,692.00


Year 6 Subscription - FY20 384,278.39

Consulting/Implementation Fees 1,298,109.93

Progress Payments: #1 through #8 133,200.00

Change Request Final 10% 14,800.00

Total (Excluding Contingency) 3,446,790.56$

*Note: Consulting & Implementation Fees paid to Accela do not include contingency

Downtime Credit - December 2016 - Refunded as a credit on 8/9/19


City of Sparks 704.90$

WC Health District 599.18$

Washoe County 986.88$

3,524.56

Washoe County & Health District







Consulting & Implementation Fees Paid 571,273.04


Total 1,475,802.35$


June 2014 - August 21, 2019

Prepared by: Crystal Varnum

Washoe County - Comptroller's Office

775-328-2564 [email protected]

City of Sparks - Invoiced by Washoe County







Consulting/Implementation/Contingency Fees Paid 411,511.66


Total Invoiced 796,406.94$

Total Paid to Washoe 721,857.63$

74,549.31$

City of Reno - Invoiced by Washoe County







Consulting/Implementation/Contingency Fees Paid 363,020.00


Total Invoiced (Includes Interest) 1,132,500.77$


220,525.00$

Douglas County




Total Invoiced (Includes Interest) 89,775.27$


38,450.51$

Balance Due to Washoe utilizing Loan Option

Balance Due to Washoe - FY20 Subscription Fee - Billed 8/1/19

Balance Due to Washoe County


June 2014 - August 21, 2019

Prepared by: Crystal Varnum

Washoe County - Comptroller's Office

775-328-2564 [email protected]

Documents

Regional Business License and Permits Program · 2019. 8. 21. · Regional Business License and Permits Program. AGENDA Regional Business License and Permits Program Oversight Group