Board of Estimate and Contract:
RESOLVED, that an ordinance adopted by the City Council on December 13, 2023, and signed by the Mayor on December 14, 2023, authorizing the request for vital records management services - (cost for eBizDocs: $99,109.07, funds available in Budget Line A8020.405, Outside Contracted Services), be and the same is hereby approved.
City Council:
AN ORDINANCE AUTHORIZING THE REQUEST
FOR VITAL RECORDS MANAGEMENT SERVICES
Whereas, by letter dated December 7, 2023, the City Council President has requested legislation for the acceptance of the proposal and authorization of the expenditure to New York State Industries for the Disabled (“eBizDocs”) for the service of preparing and scanning the Birth, Death, and Marriage Records of the City Clerk’s Office and City Registrar’s Office into our existing Laserfiche system. This action not only enhances the current digitized records system but is also a critical step toward improving our document management capabilities; and
Whereas, the authorization for this expenditure is in accordance with New York State Finance Law §162, which allows for an exemption from the standard competitive bidding process for services provided by certain state-recognized preferred sources, such as New York State Industries for the Disabled; and
Whereas, the City of Mount Vernon recognizes the need for streamlined workflows and enhanced inter-departmental collaboration in the management of vital records; and
Whereas, the City seeks to improve the efficiency of managing vital records, enhance public access to important documents, and benefit from the services offered by eBizDocs; and
Whereas, eBizDocs has presented a proposal for vital records management services with a total cost of $99,109.07, as detailed below:
|
Order Item |
Quantity |
Item Description |
Unit Cost |
Ext. Price |
|
Laserfiche Scanning Proposal / Vital Records |
|
1 |
32,500 |
Marriage - Bound Books |
$0.89 |
$28,925.00 |
|
2 |
22,740 |
Marriage - Unbound |
$0.14 |
$3,160.86 |
|
3 |
43,324 |
Birth - Bound Books |
$0.89 |
$38,558.36 |
|
4 |
15,452 |
Birth - Unbound |
$0.14 |
$2,147.83 |
|
5 |
22,535 |
Death - Bound Books |
$0.89 |
$20,056.15 |
|
6 |
21,625 |
Death - Unbound |
$0.14 |
$3,005.88 |
|
7 |
45 |
Retrievals |
$19.00 |
$855.00 |
|
8 |
6 |
Transports (1 pick-up, 1 return) |
$400.00 |
$2,400.00 |
|
|
|
Order Total: |
|
$99,109.07 |
*Payment Terms: Net 30
* Billing Address: 1 Roosevelt Square, Mount Vernon, NY 10550
Now, Therefore, Be It Resolved That
The City of Mount Vernon, in City Council convened, does hereby ordain and enact:
Section 1. Authorization for Vital Records Management Services. The City Council hereby authorizes the Mayor to enter into an agreement with eBizDocs for vital records management services in the total amount of $99,109.07.
Section 2. Funding Allocation. Funding for this vital records management service is available in Budget Line A8020.405 - Outside Contracted Services.
Section 3. Benefits of eBizDocs Services. The City acknowledges that moving forward with eBizDocs will result in (i) streamlined workflows, enhanced inter-departmental collaboration, (ii) enhanced ability to manage our vital records more effective and efficiently; and (iii) improved public access to vital records.
Section 4. Effective Date. This ordinance shall take effect upon its approval by the Board of Estimate & Contract.