Board of Estimate and Contract:
RESOLVED, that an Ordinance adopted by the City Council on August 12, 2026, and signed by the Mayor on August 13, 2026, authorizing the amendment of Ordinance No. 14, Adopted by the City Council on May 13, 2026, Authorizing the Mayor to Execute a Three-Year Lease Agreement with BEI Holdings, Inc. DBA Electronics for the Upgrade of the Police Department Interview Room Recording System- (revised payment amount. The annual hardware lease payment authorized under Ordinance No. 14 is hereby amended from $6,107.72 per year to $6,500.00 per year. The total hardware lease payments over the three (3) year term are hereby amended from $18,323.16 to $19,500.00, exclusive of applicable taxes, fees, and insurance. Payment Structure. The authorized financing shall be through BEI Finance pursuant to a three (3) year annual payment plan, structured as follows:
1. First Year: $6,500.00, to be paid as a down payment;
2. Second Year (2027): $6,500.00; and
3. Third Year (2028): $6,500.00.
The total hardware lease payments under the three (3) year payment plan shall not exceed $19,500.00, exclusive of applicable taxes, fees, and insurance. Funding sources authorized under Ordinance No. 14 remain unchanged. The initial and subsequent hardware lease payments shall be charged to budget code A1680.203 - Equipment, subject to the availability of appropriated funds and required Board of Estimate & Contract approvals); be, and the same is hereby approved.
City Council:
AN ORDINANCE AMENDING ORDINANCE NO. 14,
ADOPTED MAY 13, 2026, AUTHORIZING THE MAYOR
TO EXECUTE A THREE-YEAR LEASE AGREEMENT
WITH BEI HOLDINGS, INC. DBA BUSINESS
ELECTRONICS FOR THE UPGRADE OF THE POLICE
DEPARTMENT INTERVIEW ROOM RECORDING SYSTEM
Whereas, by Ordinance No. 14, adopted by the Mount Vernon City Council on May 13, 2026, the City Council authorized the Mayor to execute a three (3) year lease agreement with BEI Holdings, Inc. dba Business Electronics (“BEI”) for the upgrade of the Mount Vernon Police Department iRecord Interview Room Recording Solution, in accordance with Quote QTRB101378 v2, dated April 2, 2026; and
Whereas, Ordinance No. 14 authorized an annual hardware lease payment of $6,107.72 and estimated total hardware lease payments of $18,323.16 over the three (3) year lease term; and
Whereas, Quote QTRB101378 v2 expired on July 15, 2026, and BEI has issued revised Quote QTRB101378 v4, dated August 6, 2026, with an expiration date of September 30, 2026; and
Whereas, the total project quote amount remains unchanged at $15,930.00; and
Whereas, pursuant to the revised quote, the project will be financed through BEI Finance under a three (3) year annual payment plan in the amount of $6,500.00 per year, with the first annual payment of $6,500.00 to be made as a down payment and subsequent annual payments of $6,500.00 due in 2027 and 2028; and
Whereas, the total hardware lease payments over the three (3) year term will be $19,500.00, exclusive of applicable taxes, fees, and insurance; and
Whereas, annual maintenance will continue to be billed separately, with the first year covered through the contract/first-year warranty and years two (2) and three (3) anticipated at $2,485.00 per year; and
Whereas, the funding sources previously authorized under Ordinance No. 14 remain unchanged, with hardware lease payments to be charged to budget code A1680.203, Equipment, and annual maintenance costs to be charged to budget code A1680.216, Application Services; and
Whereas, the optional iRecord Nexus Cloud enhancement remains excluded from this approval and would require separate review and authorization by the City if pursued; and
Whereas, the Department of Management Services has recommended approval of the amendment to Ordinance No. 14 so that the City may proceed with the previously approved Police Department interview room recording system upgrade under the current revised quote and payment terms; and
Whereas, the City Council has determined that it is in the best interests of the City of Mount Vernon to amend Ordinance No. 14 to reflect the revised quote, payment structure, and annual hardware lease payments;
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF MOUNT VERNON, NEW YORK, AS FOLLOWS:
Section 1. Amendment to Ordinance No. 14. Ordinance No. 14, adopted by the City Council on May 13, 2026, entitled “An Ordinance Authorizing the Mayor to Execute a Three (3) Year Lease Agreement with BEI Holdings, Inc. DBA Business Electronics for the Upgrade of the Police Department Interview Room Recording System,” is hereby amended to reflect the revised terms set forth in this Ordinance.
Section 2. Revised Quote. The reference to Quote QTRB101378 v2, dated April 2, 2026, contained in Ordinance No. 14, is hereby amended and replaced with Quote QTRB101378 v4, dated August 6, 2026, issued by BEI Holdings, Inc. dba Business Electronics, with an expiration date of September 30, 2026.
Section 3. Revised Payment Amount. The annual hardware lease payment authorized under Ordinance No. 14 is hereby amended from $6,107.72 per year to $6,500.00 per year.
The total hardware lease payments over the three (3) year term are hereby amended from $18,323.16 to $19,500.00, exclusive of applicable taxes, fees, and insurance.
Section 4. Payment Structure. The authorized financing shall be through BEI Finance pursuant to a three (3) year annual payment plan, structured as follows:
4. First Year: $6,500.00, to be paid as a down payment;
5. Second Year (2027): $6,500.00; and
6. Third Year (2028): $6,500.00.
The total hardware lease payments under the three (3) year payment plan shall not exceed $19,500.00, exclusive of applicable taxes, fees, and insurance.
Section 5. Project and System. The authorization shall remain for the upgrade of the Mount Vernon Police Department iRecord Interview Room Recording Solution for two (2) rooms, with a total project quote amount of $15,930.00, which remains unchanged from the previously approved project.
Section 6. Maintenance. Annual maintenance shall continue to be billed separately. The first year of maintenance is covered through the contract/first-year warranty. Maintenance for years two (2) and three (3) is anticipated to be $2,485.00 per year, billed separately, and shall be charged to budget code A1680.216 - Application Services, subject to annual appropriation and all applicable City approvals.
Section 7. Funding. The funding sources authorized under Ordinance No. 14 remain unchanged. The initial and subsequent hardware lease payments shall be charged to budget code A1680.203 - Equipment, subject to the availability of appropriated funds and required Board of Estimate & Contract approvals.
Section 8. Exclusion of Optional Enhancement. The optional iRecord Nexus Cloud enhancement remains expressly excluded from this authorization. Any future consideration or acquisition of such enhancement shall be subject to separate review, funding authorization, and approval by the City Council and any other City body having jurisdiction.
Section 9. Authority of the Mayor. The Mayor is hereby authorized to execute the amended lease agreement and all documents necessary and appropriate to effectuate the terms of this Ordinance with BEI Holdings, Inc. dba Business Electronics, consistent with Quote QTRB101378 v4, dated August 6, 2026, and subject to review and approval as to form by the Corporation Counsel and any required approvals of the Board of Estimate & Contract.
Section 10. Remaining Terms of Ordinance No. 14. Except as expressly amended herein, all other terms, conditions, authorizations, funding provisions, and requirements of Ordinance No. 14, adopted May 13, 2026, shall remain unchanged and in full force and effect.
Section 11. Severability. If any provision of this Ordinance or the application thereof to any person or circumstance is adjudged invalid by a court of competent jurisdiction, such invalidity shall not affect the validity of the remaining provisions or applications of this Ordinance.
Section 12. Effective Date. This Ordinance shall take effect immediately upon its adoption by the City Council and subsequent approval by the Board of Estimate and Contract.