Item Coversheet
  

Agenda Item

Clay County Board of County Commissioners
 Clay County Administration Building
Tuesday, February 22  4:00 PM
TO: Finance & Audit Committee
DATE: 2/3/2022
  
FROM: Administrative and Contractual Services
  
SUBJECT: Approval to (1) submit applications and enter into Agreement with Chosen Payments, regarding the Newbook Payment Gateway/Merchant processing application and (2) authorization for the County Manager to execute the applications and all associated documents related to the merchant processing application and Agreement with Chosen Payments.
  
AGENDA ITEM TYPE:  


BACKGROUND INFORMATION:

This is the payment platform used by Newbook, an online reservation system that is used by the Parks and Recreation Department for bookings at Camp Chowenwaw and later at other locations.

 

Newbook advised that Chosen Payments will not agree to modify any terms in the Program Guide.  Please note the following: (1) Initial term is 3 years from date of approval by Credit Card Department.  Agreement will then be automatically extended for one year periods. It is the County's policy that contracts shall not be automatically renewed unless a benefit is to be gained by the County. If an action is in the best interest of the County to extend beyond two one-year renewals, such can be considered and approved by the Board. Newbook confirmed that there is no early termination fee for termination of the Agreement, however, any loaned EMV front desk readers will need to be returned to Newbook if cancelled before three years of processing or there will be a fee for the loaned equipment. (2) County agrees to indemnify and hold harmless the servicer and card organizations.  (3) County will not accept more than 20% of its card transactions via mail, telephone or Internet order.  (4) Governing law is New York and venue is Suffolk County, New York.

 

Is Funding Required (Yes/No):
If Yes, Was the item budgeted (Yes\No\N/A):


Funding Source: Not Applicable

Sole Source (Yes\No):
Advanced Payment (Yes\No):

Planning Requirements:
Public Hearing Required (Yes\No):


Hearing Type:

Initiated By:


Not Applicable
ATTACHMENTS:
DescriptionTypeUpload DateFile Name
Chosen Payments Terms and ConditionsAgreement/Contract2/7/2022ChosenPay2402_PG_ia_Final_03.12.pdf
Merchant Processing App and AgreementBackup Material2/7/2022Backup_ChosenPay2402_MPA_ia_Final_03.12.pdf
Quick AppBackup Material2/8/2022Backup_Quick_App_and_Covid_QA-Camp_Chow_02-07-22ada.pdf
REVIEWERS:
DepartmentReviewerActionDateComments
Budget Office Goodermote, AngelaApproved2/15/2022 - 1:08 PMAnswerNotes
County Manager Wanamaker, HowardApproved2/15/2022 - 8:02 PMAnswerNotes