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|1010|32,500
Marriage - Bound Books
$0.89
$28,925.00|1...
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