Title
Contract Cancellation - Vehicle Licensing Software System and Fulfillment Services for the 2023 - 2025 Vehicle Sticker Cycle
History
On November 7, 2022, the Village Board approved a contract extension with Third Millennium Associates, Incorporated (TMA) to provide Vehicle Mailing, Software, V-Pay Online Payments and Fulfillment Services. (Legistar item 2022-0840)
On June 5, 2023, the Village Board approved an ordinance that eliminates Vehicle Sticker program for the Village, effective immediately.
This action will cancel the existing contract with TMA, Incorporated because those services are no longer needed. As we were ramping up the 2023-2025 vehicle sticker program, the Village incurred some costs and are contractually obligated to be paid.
Financial Impact
The total contracted costs for the 2023 - 2025 Vehicle Sticker Cycle was $44,053.04. The full contract will not be paid. However, some costs that have been obligated or previously incurred will be billed by TMA and subsequently paid. Costs incurred to date are estimated to be $10,000 to $15,000. Budget Amendment #2 includes a reduction of $25,000 to help offset costs for the Temporary Accountant from GovTemps USA.
Recommended Action/Motion
I move to cancel the contract with Third Millennium Associates, Incorporated Vehicle Licensing Software System and Fulfillment Services for the 2023 - 2025 Vehicle Sticker Cycle, effective as soon as possible;
AND
Authorize the Village Manager to execute any necessary documents, subject to Village Attorney Review, and finalize calculation of all payments to TMA.