File #: TMP -734    Version: 1
Type: Ordinance Status: Adopted
File created: 7/16/2024 In control: Board of Estimate & Contract
On agenda: 7/16/2024 Final action: 7/16/2024
Title: Department of Buildings: An ordinance authorizing the department to partner with eBizDocs and ICC-CD for digital content management.
Sponsors: PSC
Attachments: 1. DOCUMENTDIGITALIZATION.pdf, 2. Mt Vernon C Phase 1 BF proposal 5-30-24.pdf, 3. Mt Vernon C Phase 2 BF proposal 5-30-24.pdf, 4. Mt Vernon C Phase 3 BF proposal 5-30-24.pdf, 5. Mt Vernon C Phase 4 BF proposal 5-30-24.pdf, 6. Mt Vernon C Phase 5 BF proposal 5-30-24.pdf, 7. Mt Vernon C Phase 6 BF proposal 5-30-24.pdf, 8. Mount_Vernon Building Department Phase 1 11-23-22_REVISED_nd_JAapp_5.28.24.pdf, 9. Mount_Vernon Building Department Phase 4_REVISED_nd_JAapp_5.28.24.pdf, 10. NYSID Cover Letter Mount Vernon Building Dept Phase 1 - 6 2024.pdf, 11. Mount_Vernon Building Department Phase 2_REVISED_nd_JAapp_5.28.24.pdf, 12. Mount_Vernon Building Department Phase 5_REVISED_nd_JAapp_5.28.24.pdf, 13. Mount_Vernon Building Department Phase 3_REVISED_nd_JAapp_5.28.24.pdf, 14. Mount_Vernon Building Department Phase 1 11-23-22_REVISED_nd_JAapp_5.28.24.pdf, 15. Mount Vernon NY Sole Supplier Letter 5.2024.pdf
Board of Estimate & Contract:

RESOLVED, that an ordinance adopted by the City Council on July 10, 2024, and signed by the Acting Mayor on July 10, 2024, authorizing the Department of Buildings to partner with eBizDocs and ICC-CD for digital content management - ($703,586.88, funded by The American Rescue Plan Act (ARPA), with the Budget Code for the contract being H1680.203C927 (Technology/Digitalization/Cyber Security/Servers/Telework/Online Operations)), be and the same is hereby approved.
City Council:

AN ORDINANCE AUTHORIZING THE
BUILDINGS DEPARTMENT TO PARTNER
WITH EBIZDOCS AND ICC-CDS FOR THE
DIGITIZATION OF PHYSICAL PAPER
DOCUMENTS AND RECORDS

Whereas, by letter dated July 10, 2024, the Commissioner of the Department of Buildings has requested legislation authorizing the Buildings Department to partner with eBizDocs and ICC-CDS to digitize physical paper documents and records; and
Whereas, the Buildings Department of the City of Mount Vernon has identified a critical need to digitize physical paper documents and records to address and remedy the department's document and record-tracking deficiencies; and
Whereas, physical paper records are highly vulnerable to damage, loss, and theft, and are susceptible to the elements; and
Whereas, the digitization of records will ensure the protection of vital documents, enhance efficiency, and comply with the city's retention policy; and
Whereas, eBizDocs, a digital content management company and an NYSID vendor, has been selected to scan, index, and organize the documents to exact specifications; and
Whereas, ICC-CDS, the Laserfiche value-added reseller (VAR) for the City of Mount Vernon's current Laserfiche system, will process and upload the scanned documents into the system; and
Whereas, the digitization project comprises six phases from ICC-CDS and six phases from eBizDocs, with each phase detailed as follows:

STAGE
VENDOR
COST
TOTAL COST
PHASE 1
eBizDocs
$97,...

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