ACTION:
____________________________
Clerk/Secretary
Department: Finance Item No: C6
Prepared by: Alora Stumpf, Management Analyst Meeting Date: January 13, 2026 Approved by:
Mike Sylvia, Director
John Conley, City Manager Agenda Location: Consent Calendar
SUBJECT: CONTRACT FOR ACH FRAUD PREVENTION & VENDOR SOFTWARE WITH CARAHSOFT TECHNOLOGY CORP.
RECOMMENDATION: Adopt City Council Resolution No. 2026 - , approving a contract with Carahsoft Technology Corporation for ACH and vendor management software (PaymentWorks).
CORRELATION TO CITY COUNCIL GOALS: Fiscal Responsibility.
PRIOR ACTION: No prior action.
STATEMENT ON THE SUBJECT: The City of Vista has contracted with Carahsoft Technology Corp. since December 20, 2022 for the use of PaymentWorks, a platform providing ACH/EFT fraud prevention, vendor self-service management, and ERP integration capabilities. PaymentWorks includes up to $2,000,000 in insurance coverage per covered fraud incident, enabling the City to expand secure, cost-effective electronic payments in lieu of printed checks.
Since implementing the software in May 2023, 850 vendors have registered in PaymentWorks, representing
40.1 percent of all active vendors, and 4,568 EFTs have been issued, for a total amount of $126.7 million.
As a result, staff have experienced significant improvement in the efficiency of various purchasing processes pertaining to vendor management and payment issuance.
The City’s prior contract with Carahsoft Technology Corp. expired on December 22, 2025. To avoid disruption of critical vendor management and EFT fraud prevention services, continued use of PaymentWorks was necessary while the new contract was finalized and scheduled for City Council consideration. The proposed contract covers fiscal years 2025/26 through 2027/28, with one optional additional year for fiscal year 2028/29, at a total cost of $133,819.
Pursuant to Vista Municipal Code Section 3.08.150(P), the City Manager, after consultation with the City Attorney, has determined in writing that special circumstances exist making the formal bidding process infeasible, impractical, and not in the best interest of the City, as Carahsoft Technology Corp.’s PaymentWorks platform provides uniquely enhanced ACH fraud prevention and vendor management services, including insurance coverage for fraudulent transaction from covered vendors that is not offered by other providers, and allows for continuity of service that avoids significant implementation time, cost, and operational disruption.
AGENDA
REPORT
CITY COUNCIL
COMMUNITY DEVELOPMENT COMMISSION
SUCCESSOR AGENCY
BUENA SANITATION DISTRICT
JOINT POWERS FINANCING AUTHORITY
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MEETING DATE: JANUARY 13, 2026 PAGE 2
SUBJECT: CONTRACT FOR ACH FRAUD PREVENTION & VENDOR SOFTWARE WITH CARAHSOFT TECHNOLOGY CORP.
Approval of the proposed resolution will authorize the new multi-year contract and ratify services rendered from December 23, 2025 through January 13, 2026, ensuring continuity of operations and mitigating risk associated with vendor payments and data security.
FISCAL IMPACT: The total contract amount of $133,819 will be allocated to the Finance Department’s budget for technology purchases and services. Sufficient funding is budgeted and available for fiscal years 2025/26 and 2026/27 operating budget account 0010130.531530.
EXHIBITS:
1. City Council Resolution No. 2026- , approving contract with Carahsoft Technology Corp. for PaymentWorks, an ACH and vendor software (PaymentWorks)
2. Carahsoft Contract to license PaymentWorks ACH fraud prevention and external vendor portal for four years at $133,819
3. Procurement Memo signed by City Manager and City Attorney approving exemption from bidding as beneficial to the City of Vista
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00029213 7
RESOLUT
ION NO. 2026-
A RESOLUTION OF THE CITY COUNCIL OF THE CHARTERED CITY OF
VISTA, CALIFORNIA, APPROVING A CONTRACT WITH CARAHSOFT
TECHNOLOGY CORPORATION FOR ACH AND VENDOR SOFTWARE
(PAYMENTWORKS)
The City Council of the City of Vista does resolve as follows:
1. Findings. The City Council hereby f
inds and declares the following:
A. The City d
esires to enter into a contract with Carahsoft Technology Corp. for PaymentWorks, a softw
are solution that provides automated clearing house (ACH) payment processing, vendor onboarding, and fraud prevention services.
B. This procurement is exempt from competitive bidding requirements pursuant to Vista Municipal Code Section 3.08.1
50.P.
2. Action.
A. The contract between the City of Vista and Carahsoft Techn ology Corp. for ACH
and vendor
software is approved and the City Manager is authorized to approve and execute any future renewals of the agreement.
3. Adoption. PASSED AND ADOPT
ED at a meeting of the City Council of the City of Vista held on Jan
uary 13, 2026, by the following vote:
AYES:
NOES:
ABSTAIN:
APPROVED AS TO FORM:
WALTER CHUNG, CITY ATTORNEY
By:
APPROVED
Walter C. Chung
20260105091202
JOHN B. FRANKLIN, MAYOR
ATTEST:
K
ATHY VALDEZ, CITY CLERK
By:
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