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Meeting Date: 01/03/2018  
Submitted For: Zach Moss
Department: Recorder  

Action Requested
Recorder - Approve contract with Chase Paymentech for credit card processing for on-line purchases from the Recorder’s website. YC Contract No. 2018-002.
Brief Explanation of Need

The County Recorder office is requesting approval to utilize Chase Paymentech as the credit card merchant for purchases made on our website.  The recorder system software called Eagle Recorder (Tyler Technologies), is proprietary software and has a partnership with a credit card gateway company called BridgePay.  Chase Paymentech and BridgePay are able to bundle and route the website transactions within Eagle Recorder.  This module integration allows credit card processing for website purchases including all the reporting and auditing tools necessary for daily balancing to our bank account.  Web purchases are a big advantage as currently customers must request and pay in advance for copies.  Currently customers are unable to purchase via the website.

There will be no credit card devices necessary for this type of transaction.

The service fee ($1.25) for credit card use on website purchases will be passed on to customers.

Our office will incur a one-time set up fee of $30 for the internet product and monthly minimum service fee of $25 only if the total amount of processing fees does not reach $25.  For example, if processing fees total $17 we would be charged $8 to meet the $25 minimum.  We do anticipate this minimum fee will be paid by the high volume of customer usage for this service.

The cost of adding this additional software module is approximately $12,000 which will come from the approved Recorder’s surcharge budget.  Annual M&O fees for this module will be $1,000.

As a side note, our office will offer over-the-counter (OTC) credit card purchases utilizing the county’s current merchant, E-Gov Strategies.  OTC credit card service fees (avg $0.50) will be passed on to customers.  This service will be available in Prescott and Cottonwood.

Leslie Hoffman, Recorder
Source of Revenue
Recorder’s Surcharge Budget.
Have Notice/Publication Requirements Been Met
Contract or Agreement
Legal Approval Notes

Our County Attorney has reviewed and approved the attached contract.  Finance was consulted and did not have any objections.

Fiscal Impact
Schedule A
Contract - Chase Paymentech

Legal Approval: Yes- Legal Counsel has reviewed the attached agreement/contract
and has found it to be in proper form

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