HomeMy WebLinkAboutItem 08 - Scanning and Indexing Services CC ITEM #8
MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: BRUNO RUMBELOW, CITY MANAGER
MEETING DATE: APRIL 16, 2013
SUBJECT: APPROVAL OF A RESOLUTION FOR THE PURCHASE OF
RECORDS SCANNING AND INDEXING SERVICES FOR VITAL
STATS PROGRAM
RECOMMENDATION:
City Council to consider approval of a resolution for the purchase of records scanning
and indexing services for birth and at records from MCCi through a contract
established by the State of Texas Department of Information Resources (DIR)
Cooperative Contract Program.
FUNDING SOURCE:
Funding fortis purchase is currently available in account 114-44540-103-1 (Vital
Statistics Preservation Fund) for an estimated amount of$22,627.00.
BACKGROUND:
This purchase will be made in accordance with a contract established with MCCi by the
State of Texas Department of Information Resources (DIR) Cooperative Contract
Program. The City is allowed to participate in this program through our cooperative
membership. Purchases through this program are authorized under Texas Local
Government Code, Chapter 271, Subchapter D and Texas Government Code Chapter
2054, Section 2054.0565 (b).
Bids were taken by the cooperative and a contract was awarded to MCCi under contract
number DIR-SDD-980, Capture, Scanning and Indexing Services. The City Secretary's
office staff and Purchasing reviewed the contract for specification compliance and
pricing and determined that the contract would provide the best product and pricing for
meeting the needs of the City. The Cooperative Purchasing Agreement satisfies all
bidding requirements under the Texas Local Government Code.
For each birth and death record processed, the City Secretary's is receives $1.00
for the preservation o f t hese records. In June 2012, the City used this fund to purchase
Las is records management software to store birth and death certificates, as well as
any other municipal records.
4/11/2013 1:05:09 PM
CC ITEM #8
Under this proposal, MC will scan thirty years' worth of vital statistics records,
approximately 56,000 certificates. This should to MCCi approximately one month to
finish. Once done, the City Secretary's Office will be able to issue the certificates
immediately from their desk without requiring the customers to it days.
to recommends approval.
TB/BS
4/11/2013 1:05:09 PM
CC ITEM ##8
RESOLUTION
RESOLUTION THE CITY COUNCIL OF THE CITY
GRAPEVINE, TEXAS, T I I CITY MANAGER
OR THE CITY ° I TO PURCHASE
SCANNING RECORDS INDEXING I
THROUGH A STATE TEXAS DEPARTMENT OF
INFORMATION RESOURCES(DI CONTRACT PROGRAM
AND PROVIDING TI
WHEREAS, the City of Grapevine, Texas is a local government in the State of
Texas and as such is empowered by the Texas Lee I Government Code, Chapter 271,
Subehapter D and Texas o rn o r 2054, Section ) to
make purchases under a state contract therefore satisfying state law requiring local
governments to seek competitive bi s for the purchase of the item; n
the State of Texas Department of Information Resources ( I
Cooperative n r cts Program is a qualified purchasing ro r 9 and
the City of Grapevine, Texas can participate in the State of Texas l
Cooperative Contr c ro r through rs i in the ro r wishes to utilize
e contract meeting all State of Texas i in requirements; n
the t t of Texas DIR has an established contract I with
MCCi for Capture, Scanning and Indexing Services; and
WHEREAS, the City has a need to improve it I statistic document storage
retrieval.
THEREFORE, IT RESOLVED BY THE CITY IL OF THE CITY
GRAPEVINE, T .
Section 1. That all matters stated in the above preamble r true and correct n
are incorporated her in as if copied in their entirety.
Section 2. That the City Council of the City of Grapevine authorizes the purchase
from i for records scanning indexing services for an amount estimated at
$22,627.00.
Section . That the i Manager, or his designee, is authorized to take all steps
necessary to consummate the purchase of said services.
Section 4. That this resolution shall take effect from n after the date its
passage.
CC ITEM #8
PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF
GRAPEVINE, TEXAS on this the 16th day of April, 2013.
APPROVED:
ATTEST:
APPROVED AS TO FORM:
RES. NO, 2