AGENDA TITLE:
title
Adopt a Resolution Approving New Professional Services Agreement with Loomis for Comprehensive Cash Handling Machine and Armored Transport Services ($165,000) (IS - FIN)end
MEETING DATE:
July 1, 2026
PREPARED BY:
Tarra Sumner, Revenue Manager
recommendation
RECOMMENDED ACTION:
Adopt a Resolution Approving New Professional Services Agreement with Loomis for Comprehensive Cash Handling Machine and Armored Transport Services ($165,000).
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BACKGROUND INFORMATION:
Loomis currently provides armored transport services to the City. As part of the Revenue Division’s ongoing efforts to modernize cash handling operations and ensure compliance with current procurement practices, staff is recommending a new professional services agreement that includes both armored transport services and a cash handling and change management system.
The Revenue Division within the Finance Department collects currency from the payment kiosk, customer service counter, and various City departments. Currently, cash receipts are manually counted, secured in a safe overnight, and transported to the bank by the armored carrier on the following business day. Staff also manually prepare cashier tills, reconcile cash drawers, and manage change orders, all of which require significant staff time and introduce opportunities for human error.
The proposed Loomis cash handling and change management system will automate many of these processes, including cash acceptance, validation, secure storage, till preparation, change dispensing, and end-of-day reconciliation. The system will electronically count and reconcile cash, eliminating manual counting while providing a comprehensive audit trail for all transactions. It will also strengthen internal controls, improve accountability, enhance the security of public funds and employees, and reduce operational risks associated with manual cash handling. By streamlining these functions, staff will be able to dedicate more time to customer service and other value-added activities.
Key benefits of the proposed system include:
• Improved accuracy and reduced counting errors
• Enhanced internal controls and accountability
• Increased security of public funds and employees
• Reduced staff time devoted to manual cash handling and reconciliation
• Faster end-of-day balancing and deposit processing
• Elimination of staff trips to the bank for deposits and change orders
• Improved reporting, transparency, and audit capabilities
• Reduced operational risk through automated cash validation and secure storage
• Potential cost savings through more efficient cash management and reduced armored transport needs
Overall, the proposed agreement and implementation of the cash handling system will modernize the City’s cash management operations, improve efficiency, reduce risk, and support the City’s commitment to sound financial stewardship.
FISCAL IMPACT:
The proposed agreement for armored transport services and the cash handling and change management system will increase costs by approximately $25,000 over the five-year term compared to the City’s current armored transport services. However, the additional investment is expected to improve operational efficiency, reduce staff time devoted to manual cash handling activities, strengthen internal controls, and enhance the security and accountability of cash operations.
FUNDING AVAILABLE:
Funding for the agreement is available within the Finance Department Revenue Division operating budget.