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 Mayor to enter into a contract with ICC-CDS, LLC - ($15,000.00 will be drawn from Budget Code A8020.405), be and the same is hereby approved.
City Council:
AN ORDINANCE AUTHORIZING THE MAYOR
TO ENTER INTO A CONTRACT WITH ICC-CDS, LLC
Whereas, by letter dated December 7, 2023, City Council President has requested legislation authorizing the Mayor to enter into a contract with ICC-CDS, LLC for the indexing of Birth, Death, and Marriage Records of the City Clerk’s Office and City Registrar’s Office into Laserfiche. This is the secondary step in digitizing the City’s vital records. The following deliverables, amongst others, are included in the project pricing:
• Document conversion services associated with the project will be performed by eBizDocs;
• Upon completion of the scanning portion of the project by eBizDocs, eBizDocs will upload the image files to ICC-CDS, LLC;
• Once received from eBizDocs, ICC-CDC, LLC will process the images into Laserfiche Viewer format and upload them onto Laserfiche system, if owned.
|
Clerk Records |
Est. of Images |
Est. of Documents |
Unit Price |
Extended Price |
|
Document Keying / Indexing on selected documents for population of template fields, creation of document naming, and folder structure. |
|
- |
|
$ |
|
Data Processing / Upload services on all records into Laserfiche, including applying templates and indexing to images, file naming, and folder structure creation. |
158,176 |
|
|
$14,400.00 |
|
Delivery Fee per delivery for processing, copying, and uploading of backfile documents. |
|
2 |
$300.00 |
$600.00 |
|
Project Management and other related services including job setup, creation of file structures and database (as applicable), and Laserfiche viewer containing images and data on removable media. |
|
|
|
Included in per- image price |
|
Total Indexing, Processing / Uploading Pricing: $15,000.00 |
Whereas, the City of Mount Vernon seeks to advance its document management capabilities by digitizing vital records; Now, Therefore, Be It Resolved That
The City of Mount Vernon, in City Council convened, does hereby ordain, and enact:
Section 1. Authorization for Contract. The Mayor is hereby authorized to enter into a contract with ICC-CDS, LLC for the indexing of Birth, Death, and Marriage Records of the City Clerk’s Office and City Registrar’s Office into Laserfiche.
Section 2. Implementation. The City Clerk is authorized to oversee the implementation of the contract and ensure the satisfactory completion of the project.
Section 3. Funding Source. The amount spent on this project, $15,000.00 will be drawn from Budget Code A8020.405.
Section 4. Effective Date. This ordinance shall take effect upon its approval by the Board of Estimate & Contract.