File #: Int 1048-2023    Version: * Name: Requiring the establishment of a document vault to store certain procurement-related documents.
Type: Introduction Status: Committee
Committee: Committee on Contracts
On agenda: 5/11/2023
Enactment date: Law number:
Title: A Local Law to amend the administrative code of the city of New York, in relation to requiring the establishment of a document vault to store certain procurement-related documents
Sponsors: Julie Won, Julie Menin, Kevin C. Riley
Council Member Sponsors: 3
Summary: This bill would require the Mayor’s Office of Contract Services to create a “document vault” to store all procurement-related documents. The purpose of the vault would be to reduce duplicative requests from agencies and streamline internal document retrieval processes. Documents in the vault would be made available upon request to any city agency or the Economic Development Corporation in furtherance of a contract or procurement.
Attachments: 1. Summary of Int. No. 1048, 2. Int. No. 1048, 3. May 11, 2023 - Stated Meeting Agenda, 4. Hearing Transcript - Stated Meeting 5-11-23, 5. Minutes of the Stated Meeting - May 11, 2023

Int. No. 1048

 

By Council Members Won, Menin and Riley

 

A Local Law to amend the administrative code of the city of New York, in relation to requiring the establishment of a document vault to store certain procurement-related documents

 

Be it enacted by the Council as follows:

     

Section 1. Chapter 1 of title 6 of the administrative code of the city of New York is amended by adding a new section 6-116.3 to read as follows:

§ 6-116.3 Document vault for procurement-related documents. a. Definitions. For purposes of this section, the following terms have the following meanings:

Document vault. The term "document vault" means a secure electronic repository, maintained by the city chief procurement officer or their designee, that preserves and protects procurement-related documents, in their original form or as true and accurate copies, for a period of at least ten years from the date of final payment or termination of the relevant contract.

Procurement-related documents. The term “procurement-related documents” means any written or electronic records, files, reports, or other materials created, received, or maintained by any agency in connection with the procurement process, including but not limited to bids, proposals, contracts, specifications, scopes of work, and correspondence related to the procurement of goods, services, or construction. These documents may include substantially similar or identical content, such as standard forms or certifications, that vendors may be required to submit in connection with multiple procurement opportunities, and which may be referenced by contracting agencies to avoid duplication of effort and streamline the procurement process.

b. The city chief procurement officer shall establish a document vault to store all procurement-related documents.

c. Procurement-related documents shall be made available from the document vault upon request to any agency or contracted entity, as such term is defined in section 22-821, in furtherance of a contract or procurement.

§ 2. This local law takes effect 120 days after enactment.

 

 

 

 

 

 

Session 12

ARP

LS # 12806

5/2/23