STAFF REPORT
Meeting Date:
October 14, 2025
CONSENT
17 SUBJECT: APPROVAL OF AGREEMENT AND APPROPRIATION OF FUNDS FOR
PAYMENT CARD INDUSTRY (PCI) SELF ASSESSMENT QUESTIONNAIRE (SAQ) WITH TEVORA BUSINESS SOLUTIONS, INC.
RECOMMENDATION: It is recommended that the City Council:
1. Authorize the City Manager to execute the General Service Agreement for Payment Card Industry (PCI) Self-Assessment Questionnaire (SAQ) with Tevora Business Solutions, Inc. for an initial 3- year term beginning November 1, 2025, through October 31, 2028, with annual renewal options for up to two additional years, for a total not-to-exceed amount of $143,043;
2. Approve an appropriation of $27,000 from the available unappropriated fund balance in the City’s General Fund for the first year of the contract service; and
3. Find that this action is not a project subject to the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15378.
SUMMARY OF THE MATTER
This report recommends that the City Council approve a General Services Agreement with Tevora Business Solutions, Inc. for Payment Card Industry (PCI) Self-Assessment Questionnaire (SAQ) compliance services and appropriate $27,000 from the General Fund for the first year of the contract. PCI compliance refers to industry standards designed to protect credit and debit card information during electronic transactions. The agreement supports the City’s requirement to annually demonstrate PCI Data Security Standard compliance and avoid banking penalties. The contract will be administered through a cooperative purchasing agreement with the County of Orange and will not exceed $143,043 over a maximum five-year term (Attachment 1).
This action aligns with the City’s commitment to fiscal responsibility and secure financial operations. The project is not subject to CEQA pursuant to Guidelines Section 15378.
DISCUSSION
Background:
The City is required to demonstrate annual compliance with Payment Card Industry Data Security Standards (PCI DSS) due to its acceptance of credit and debit card payments for City services. Non-compliance could result in fines or surcharges from the City’s banking institutions.
To fulfill this requirement, the Finance Department contracts with a Qualified Security Assessor (QSA) for annual SAQ services. Tevora Business Solutions, Inc. was selected through a cooperative agreement with the County of Orange (Agreement #017-23010029), which was the result of a formal RFP process. This allows the City to secure competitively priced services under the same terms.
The contract includes annual onsite assessments, staff training, and reporting services, and ensures the City meets evolving compliance standards without storing cardholder data on internal servers.
APPROVAL OF AGREEMENT AND APPROPRIATION OF FUNDS FOR PAYMENT CARD
INDUSTRY (PCI) SELF ASSESSMENT QUESTIONNAIRE (SAQ) WITH TEVORA BUSINESS SOLUTIONS, INC.
October 14, 2025
Timeline:
Date Milestone
FY 2025-26 Year 1 PCI SAQ compliance with Tevora
FY 2026-27 to FY 2029-30 Annual assessments (contract renewals as needed) The multi-year agreement for the 5-year term is included in Attachment 2.
FINANCIAL ANALYSIS
The total contract value over five years is not to exceed $143,043. For FY 2025-26, staff requests a onetime appropriation of $27,000 from the unappropriated balance of the General Fund to Account 1101701- 55036 (Finance – Contractual Services). Funding for subsequent years will be included in future annual budget requests.
ENVIRONMENTAL ANALYSIS
The proposed action is not a project subject to the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15378, as it does not constitute an activity that may result in a direct or reasonably foreseeable indirect physical change to the environment.
ATTACHMENTS
1. General Services Agreement for Payment Card Industry (PCI) Self-Assessment Questionnaire (SAQ) with Tevora Business Solutions, Inc. (Pgs. 3-23)
2. County of Orange Cooperative Agreement #017-23010029 with Tevora Business Solutions, Inc. (Pgs. 24-70)
Submitted By: Michelle Bannigan Approved: .David A Kiff Michelle Bannigan, Finance
Director
Dave Kiff, City Manager
Report Prepared By: Coordinated With:
Shannon Espinoza, Finance Manager Christina Reyes, Procurement Consultant