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Regular Village Board meetings are typically held at 7:00 p.m., the first three Tuesdays of each month in Council Chambers of Village Hall (room 201), 123 Madison St. When a Regular Meeting falls on a holiday, the meeting typically is held the following night. The Village Board also meets in special sessions from time to time. However, dates and times of Special Meetings can vary and may change.

File #: RES 16-185    Name:
Type: Resolution Status: Passed
In control: President and Board of Trustees
On agenda: 5/2/2016 Final action: 5/2/2016
Title: A Resolution Authorizing a Change Order to the Contractual Services Agreement between Progrio LLC and the Village of Oak Park to Digitize the Village's Permit Files for an Additional $2,211.29
Attachments: 1. Progrio Resolution, 2. CO-1 add large format scanning to contract

Submitted By                     

Tammie Grossman, Director Development Customer Services

 

Reviewed By

LKS

 

Agenda Item Title

Title

A Resolution Authorizing a Change Order to the Contractual Services Agreement between Progrio LLC and the Village of Oak Park to Digitize the Village’s Permit Files for an Additional $2,211.29

 

End

Overview

Overview

The change order to the agreement is to allow Progio LLC to continue to digitize the Village’s permit files.

 

Body

Staff Recommendation

Approve the Resolution.

 

Fiscal Impact

The previous contract was for $50,000 budgeted in line item 1001-46250-101-530667. The change order for $2,211.29 will increase the contract amount to $52,211.29.  The 2016 budget includes $1,863,642 in line item 1001-46250-101-530667 to be used for external support including HR Green services. At this time, we have savings in the HR Green contract that will be used to cover the additional funds requested.

 

Background

On March 6, 2014, the Village issued a Request for Proposals, RFP-DCS-2014-Document Imaging (hereinafter referred to as the RFP) and six (6) firmes responded to the request. AMCAD submitted the most responsive proposal. Subsequently, Progio LLC purchased AMCAD. On December 1, 2014 the Village entered into personal services agreement in the amount of $23,775.40 under the Village Manager’s spending authority. In 2016, Staff requested an increase in the budget authority to $50,000 in order to complete the digitization of the files. By digitizing the Village’s permit files, we will improve the appearance of the Development Customer Services new office space and will enhance customer service because documents will be easily accessible in an electronic format. With the implementation of the new online permitting functions, the amount of paper documentation will be significantly reduced and the Village will have decreased need for digitization of files in the future.

 

Alternatives

Not approve the contract. Staff will then need to store the paper files and will have limited access to files.

 

Previous Board Action

The Board approved the initial agreement on December 12, 2015.

 

Citizen Advisory Commission Action

NA

 

Anticipated Future Actions/Commitments

NA

 

Intergovernmental Cooperation Opportunities

NA

 

Performance Management (MAP) Alignment

A Governance Priority established for the Development Customer Services Department - Customer Service Experience.