City of Boynton Beach
Agenda Item Request Form

Staff recommends approval of Proposed Resolution No. R26-194.

The City has contracted with Catalis Payments, LLC (f/k/a Bill2Pay, LLC) for bill printing, mailing, electronic bill presentment, and lockbox payment services since April 19, 2016 (R16-062). On August 6, 2024, the Commission approved Resolution No. R24-177, authorizing a new Services Agreement for a five-year term with five one-year renewal options and an annual expenditure not to exceed $385,000. That award was processed as a single-source purchase. On March 18, 2025, Resolution No. R25-069 increased the annual ceiling to $420,000.

Throughout this relationship, the City's utility bills have been physically produced and mailed not by Catalis but by its subcontractor, DataProse, LLC, which executed Exhibit E of the agreement directly on July 22, 2024. DataProse has since been renamed Matrix Enterprise Holdings, LLC d/b/a Matrix Imaging Solutions.

Catalis has now exited the bill printing, mailing, and presentment line of business. Amendment No. 1, executed by Catalis on August 12, 2026, deletes Exhibit E in its entirety along with all Matrix obligations thereunder; removes the Sub-Merchant Agreement from Exhibit D; restates the E-Payment, implementation, and lockbox fee schedules; adds Public Entity Crime Act and Prohibited Telecommunications Equipment certifications; and reduces the annual not-to-exceed amount from $420,000 to $100,000. Catalis will continue to provide electronic bill presentment, payment processing, and lockbox remittance services only.

The removed print and mail scope is being procured directly from Matrix under separate Agreement No. 26-108SS at $320,000 annually, presented concurrently. Combined annual authorization remains $420,000, unchanged from R25-069.

Separately, on April 21, 2026, the Commission approved Resolution No. R26-071 adding CanAm Teller as the City's consolidated enterprise point-of-sale platform under the Workday ERP project. The licensed configuration includes a Catalis Payments Processing Interface, bundled in the Teller Standard License Package, and a Catalis IVR Interface at $275 per month. CanAm has completed interface workshops and delivered finalized Interface Requirements documents for both.

Procurement Services has determined that continuing these services with Catalis qualifies as a Single Source purchase under Section IX of the Purchasing Policy Manual, which permits award to one vendor where other sources exist but a single vendor is most advantageous to the City for reasons of standardization and avoidance of unreasonable cost or inefficiency. The City acknowledges that a competitive market exists for payment processing and lockbox services and makes no claim that Catalis is the only capable source. Catalis is, however, the City's installed payment rail and the Commission-approved merchant processing and IVR endpoint for the Workday/CanAm Teller architecture serving utility billing, permitting, parking, red light citations, recreation, golf, and kiosks.

Replacing Catalis would require rebuilding two interfaces the City has already licensed and for which design is complete, re-testing integrations mid-ERP implementation, reinstating implementation fees currently waived ($10,000 deployment and $2,000 IVR), and re-enrolling stored payment credentials and autopay authorizations for approximately 38,000 utility accounts; costs exceeding the full $100,000 annual value of the reduced contract. Pricing is unchanged from the rates approved under R24-177, with PayPal/Venmo now included at no additional charge, and indemnified credit and debit transaction processing newly added. Both this Amendment and the concurrent Matrix agreement exceed the $75,000 threshold and are before the Commission; aggregate authorization is unchanged.

Section IX of the Purchasing Policy Manual permits award to one vendor, without competitive solicitation, where other sources exist but a single vendor is most advantageous to the City for reasons of standardization and avoidance of unreasonable cost or inefficiency. This is a Single Source determination, not a Sole Source determination: the City acknowledges that electronic bill presentment, payment processing, and lockbox services are a competitive market served by multiple national vendors and makes no claim that Matrix is the only capable source.

Single Source Determination:

Catalis is the City’s installed payment platform. It is also the Commission-approved merchant processing and IVR endpoint for the Workday/CanAm Teller enterprise point-of-sale architecture (Resolution R26-071). That architecture supports utility billing, permitting, parking, red light citations, recreation, golf, and kiosks. The licensed CanAm configuration includes a Catalis Payments Processing Interface and a Catalis IVR Interface. Interface workshops are complete and the Interface Requirements documents are final. Retaining Catalis keeps all City payment channels on one consistent platform.

Avoidance of Unreasonable Cost and Inefficiency:

Replacing Catalis would require the City to rebuild two interfaces that are already licensed and designed; re-test integrations in the middle of the ERP implementation; reinstate implementation fees that are currently waived; and re-enroll stored payment credentials and autopay authorizations for approximately 38,000 utility accounts. Staff estimates these costs would exceed the full $100,000 annual value of the reduced contract.

Continuity of Service and Project Schedule:

Continuing with Catalis means no interruption to payment services across City programs and no re-enrollment for utility customers. It also keeps the Workday/CanAm Teller implementation on schedule. Pricing is unchanged from the rates approved under R24-177.

Matrix (formerly DataProse), which has physically printed and mailed utility bills since 2024, continues that role under a new direct agreement, while Catalis continues electronic bill presentment, payment processing, and lockbox services it already performs today — so no re-enrollment is required for the roughly 38,000 utility accounts with stored payment credentials or autopay. Retaining Catalis as the payment rail also keeps the Workday/CanAm Teller ERP implementation on schedule, since the two Catalis interfaces have already completed interface workshops and design; switching vendors would require rebuilding both interfaces mid-implementation. Residents also gain PayPal/Venmo acceptance at no added cost. Combined annual authorization remains $420,000, unchanged from the Commission's prior approval, so there is no new budget impact to programs.

Budgeted for these FYE 2027 expenditures.

Utilities Account # 401-2825-536-49-17 

Development account # 001-2410-524.41-12

Building Department account # 130-2411-524-41-12

Code Enforcement account # 001-2412-524.41-12

Public Works account # 431-2515-534-47.10

Public Affairs account # 001-1215-519-47.10

Also, any other departments that would like to use this in the future.

Funds for the project are available in the Utilities Operations budget.