MINUTES
GOVERNMENT OPERATIONS COMMITTEE
SEPTEMBER 20, 2005          5:20 P.M.
SCOTT HEYMAN CONFERENCE ROOM
Present:  M. Lane, Chair; G. Totman; K. Herrera; D. Booth
Excused: D. Kiefer
Staff:  M. Pottorff, Deputy Clerk of the Legislature; S. Whicher, County Administrator

Called to Order

    The meeting was called to order at 5:24 p.m.

Board of Elections

    Resolution
    It was MOVED by Ms. Herrera, seconded by Mr. Totman, and unanimously adopted by voice vote by members present, to approve and submit the following resolution to the full Legislature for approval:

RESOLUTION NO.        - AUTHORIZATION TO EXECUTE CONTRACTS - SOFTWARE IMPLEMENTATION AND MAINTENANCE FOR ELECTRONIC DOCUMENT MANAGEMENT SYSTEM – BOARD OF ELECTIONS

    WHEREAS, the Tompkins County Board of Elections researched alternatives with the assistance of the Tompkins County Information Technology Services Department (ITS) to implement a comprehensive Electronic Document Management System (EDMS) designed to image and index all paper records related to voter files and meet New York State Board of Elections imaging and retention requirements, and
    WHEREAS, it is most effective that such an EDMS be integrated with the voter management software (TEAM 2000/Sign-It) currently provided by NTS Data Services, and
WHEREAS, the ability to develop or purchase an EDMS module with integration capabilities could not be provided by alternative vendors or ITS, and NTS Data Services, LLC has been deemed the only qualified vendor to provide such services, and
    WHEREAS, the Tompkins County Board of Elections has secured a SARA Grant for the purchase, installation, and training price of the EDMS, and
    WHEREAS, NTS Data Services, LLC, a New York Limited Liability Company has submitted a proposal to provide such services for their integrated software known as Image-It!, now therefore be it
    RESOLVED, on recommendation of the Governmental Operations Committee, That the contract be awarded to NTS Data Services, LLC, of Niagara Falls, New York, and
    RESOLVED, further, that a contract not to exceed $41,963.00 be awarded for software purchase, installation and training funded as follows, and:
                             Image-It! Software                                                     $34,863.00    SARA grant
                             Installation and Training (3 days training)            $  7,100.00    SARA grant
                            Total Contract Cost                                                    $41,963.00
    RESOLVED, further that a five-year software maintenance and support agreement commencing on January 1, 2006 for four additional years at a cost not to exceed $5,229.45 per year for the support of Image It! To be paid for from local funds on an annual basis, and
RESOLVED, further, that the County Administrator or his designee is authorized sign any agreements pertaining to this contract.
SEQR ACTION:  TYPE II-20
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Adjournment

    The meeting adjourned at 5:26 p.m.


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