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 16-388    Name:
Type: Resolution Status: Passed
In control: President and Board of Trustees
On agenda: 12/5/2016 Final action: 12/5/2016
Title: A Resolution Approving a Contractor Services Agreement Between Progrio LLC and the Village Of Oak Park To Provide Document Imaging Services in an Amount not to Exceed $73,171.69 and Authorizing its Execution
Attachments: 1. Resolution - PROGRIO, 2. Progrio 2017 Agreement, 3. Exhibit 1 - Village of Oak Park SOW Building Files Conversion Nov 2016, 4. Exhibit 2- Village of Oak Park SOW Drawing Conversion Nov 2016

Submitted By                     

Tammie Grossman, Director Development Customer Services

 

Reviewed By

LKS

 

Agenda Item Title

Title

A Resolution Approving a Contractor Services Agreement Between Progrio LLC and the Village Of Oak Park To Provide Document Imaging Services in an Amount not to Exceed $73,171.69 and Authorizing its Execution

 

End

Overview

Overview

A contractor services agreement for Progio LLC to digitize the Village’s permit files including converting and indexing  approximately 80 boxes of Permit Processing files per year and approximately 21,375 property drawing records.

 

Body

Staff Recommendation

Approve the Resolution.

 

Fiscal Impact

The 2017 contract for services is $73,171.69 and is budgeted in line item 1001-46250-101-530667, which has a budget amount of $900,000.00

 

Background

On March 6, 2014, the Village issued a Request for Proposals, RFP-DCS-2014-Document Imaging for a three year period (hereinafter referred to as the RFP) and six (6) firms responded to the request. AMCAD submitted the most responsive proposal. Subsequently, Progrio 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.


In 2017, the Village will issue a new Request for Proposals for Document Imaging Services.

 

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.