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Home My WebLink AboutComputer Server Installation ELIZABETH A. NEVILLE TOWN CLERK REGISTRAR OF VITAL STATISTICS MARRIAGE OFFICER RECORDS MANAGEMENT OFFICER FREEDOM OF INFORMATION OFFICER Town Hall, 53095 Main Road P,O. Box 1179 Southold, New York 11971 Fax (631) 765-6145 Telephone (631) 765-1800 southoldtown.northfork.net OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD December 9, 2005 CERTIFIED MAIL RETURN RECEIPT REQUESTED Roger Kantor ACS 29001 Third Street South Waite Park, MN 56378 Dear Mr. Kantor: The Southold Town Board, at its regular meeting of October 25, 2005, rejected any and all bids for the installation of a new server at Town Hall. A certified copy of the resolution is enclosed. Also, returned herewith is the certified check you submitted with this bid. Thank you for submitting your bid. Very truly yours, ~L~da M. Bohn Deputy Town Clerk Eno. ELIZABETH A. TOWN CLERK REGISTRAR OF VITAL STATISTICS MARRIAGE OFFICER RECORDS MANAGEMENT OFFICER FREEDOM OF INFORMATION OFFICER Town Hall, 53095 Main Road P.O. Box 1179 Southold, New York 11971 Fax (631) 765-6145 Telephone (631) 765-1800 southoldtown.north fork. net OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD December 9, 2005 CERTIFIED MAIL RETURN RECEIPT REOUESTED Eric Sellers HTE VAR, LLC 3168 Mercer University Drive, Suite 100 Chamblee, GA 30341 Dear Mr. Sellers: The Southold Town Board, at its regular meeting of October 25, 2005, rejected any and all bids for the installation of a new server at Town Hall. A certified copy of the resolution is enclosed. Also, returned herewith is the certified check you submitted with this bid. Thank you for submitting your bid. Very truly yours, Deputy Town Clerk Enc. Page 1 of 1 Bohn, Lynda From: Reisenberg, Lloyd Sent: Friday, December 09, 2005 9:39 AM To: Bohn, Lynda Subject: Town Hall Server Lynda, Please be advised that we have taken delivery of a new IBM 1520 server from ACS as per resolution number 2005-591. In addition as per the Town Attorney's office we did not have to go to bid for the installation process, which therefore means that resolution 2005-638 was not required. Lloyd 12/9/2005 PATRICIA A. FINNEGAN TOWN ATTORNEY patricia, finnegan @town.southold.ny.us KIERAN M. CORCORAN ASSISTANT TOWN ATTORNEY kieran.cercoran(o)town.sout hold.ny, us LORI HULSE MONTEFUSCO ASSISTANT TOWN ATTORNEY lori.montefusco(Wtown.southold.ny, us JOSHUA Y. HORTON Supervisor Town Hall Annex, 54375 Route 25 P.O. Box 1179 Southold, New York 11971-0959 Telephone (631) 765-1939 Facsimile (631) 765-6639 OFFICE OF THE TOWN ATTORNEY TOWN OF SOUTHOLD To: From: Date: Subject: MEMORANDUM Ms. Joanne Liguori Lynne Krauza Secretary to the Town Attorney October '13, 2005 Agreement w/HTE VAR, LLC New Server for Town Hall Please be advised that Lori has reviewed and approved the attached Agreement between the Town of Southold and HTE VAR, LLC in connection with the referenced matter. A copy of the resolution authorizing Josh to sign this Agreement is also attached for your information. In this regard, kindly have Josh sign and date the Agreement where indicated and return it to Lloyd Reisenberg. By copy of this Memorandum to Lloyd, I ask that he forward same to HTE VAR, LLC for countersignature and make certain that an original, fully executed Agreement is given to the Town Clerk. Thank you for your attention. If you have any questions, please call me. Ilk Enclosure cc; Ms. Elizabeth Neville, Town Clerk (w/end.) Mr. Lloyd Reisenberg (w/o encl.) HTE VAR Services Agreement Project Description HTE VAR, L.L.C. (We) agree to provide Services described in a Statement of Work below or in an Attachment to our Customer' (You} under the terms of this Agreement. You are responsible for proiect management and for any results achieved, unress specified otherwise in the Statement of Work. We do not provide Services under the terms of your purchase order. Services are provided and billed either on an hourly ("Hourly Services") or on a fixed-price ("Fixed-Price Services") basis. F~r I-~rly Service~ the Statement of Work specifies the h~.udy rate,'~ estimated'~,J~s and~.timated ~,[pense~eq~red to co~q~ple~.he projec~his estim~,~s not a fix~rice con~l~n~t. C~will eq~'a~tb.e~ac~urs~rk_ed"~e'~ hou~ate,"l~s~ actual e~:~enses and 'a~able sale,-taxes. - For Fixed-Price Services, the Statement of Work specifies the fixed-price and estimated expenses. This expense estimate is not a fixed-price commitment. Charges will equal the fixed-price plus actual expenses and applicable sales taxes. Statement of Work Project Name: Southold City Box [] Hourly Services: NA, OR Fixed-Price Services: $5,500 Hours x $ NA per Hour = __ Invoiced Upon Product Start Estimated Total Charges Estimated Expenses: $ 1,500 Travel & Living and Other Expenses Estimated Start Date:TBD End Date: Services: Install new 520 and migrate from current 500 This Project Description, the Statement of Work and the Additional Terms on page 2 form our complete agreement (the "Agreement") regarding these Services and replace any prior oral or written communication between us, By signing below, both of us agree to these terms. Agreed to: (Customer legal name & address) Town of Southold 53095 Main Road Southold, NY 11971 Agreed to: HTE VAR, LLC 3168 Memer University Dr. Suite 100 Chamblee, GA 30341 By: Authorized Signature Name(print): Joshua Y. Horton Title: Supervisor Name (print): Title: Authorized Signature Date: October __, 2005 Agreement Number: 1275395v2 HTE VAR Services Agreement Additional Terms Bllgng For HouHy Services, the minimum billing increment is fifteen (15) minutes. However, there will be a one-hour minimum for each day in which Services are provided on-site and a fifteen (15) minute minimum tor each day in which Services are provided by terepbone. We may increase our hourly billing rate and minimums by giving you three (3) months' written notice. Hourly Services are invoiced weekly as the work progresses. Fixed-Price Services are invoiced as specified in the Statement of Work. Travel and other expenses are invoiced weekly using IRS mileage allowances for automobile transporlation and actual cost for alt other expenses. ~Vlce~ and ex~,,.,co ~re duo within 1§ v~,= t~urn [ne hrvu;~, dote Ar,,Ou, tt~, F~t du~ ale 3u~)jgct to a 13to.payment ohor~ cf, Project Completion and/or 'termination Either party may terminate this Agreement on wdtten notice to the other if the other breaches any material provision of this Agreement, You agree to pay for all Services we provide, all materials (including programs, program listings, documentation, reports or other similar works Customer Obligation You agree to provide us reasonable access to the premises where Services will be provided during your business hours. You will also provide We have the right subcontract any part of the Services to a third party as we deem apprepdate, provided that we will remain ultimately Changes to Statements of Work The Statement of Work may only be changed by a written Change Authorization signed by both of us. The terms of the Change Authorization Warranty We warrant that we pedorm Services using reasonable care and skill in accordance with recognized standards in the industry. WE DO NOT PROVIDE ANY OTHER WARRANTIES OR CONDITIONS, EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OR CONDITIONS OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. We do not warrant circumstances are we or our subcontractors responsible to you or third parties for 1) loss of, or damage to, your records or data; or 2) special, Incidental, consequential or other Indirect damages (including lost profits or savings), even If we ere Informed of their Disputes The laws of the State of New York govern this Agreement. Any controversy or claim rising out of or relating to this Agreement, or the breach of 2 ELIZABETH NEVILLE TOWN CLERK REGISTRAR OF VITAL STATISTICS MARRIAGE OFFICER RECORDS MANAGEMENT OFFICER FREEDOM OF INFORMATION OFFICER Town Hall, 53095 Main Road PO Box 1179 Southold, NY 11971 Fax (63l) 765-6145 Telephone: (631) 765-1800 southoldtown.northfork.net RESOLUTION # 2005-638 Resolution ID: 1215 Meeting: 10/I 1/05 04:30 PM Department: Town Attorney Category: Contracts, Lease & Agreements THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2005-638 OF 2005 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON OCTOBER 11, 2005: RESOLVED that the Town Board of the Town of Southold hereby authorizes and directs Sul~ervisor Joshua Y. Horton to execute the Agreement for Service and Statement of Work between the Town of Southold and HTE VAR, LLC to install a new server and migrate from current server for Town Hall, subject to the approval of the Town Attorney. Elizabeth A. Neville Southold Town Clerk ELIZABETH NEVILLE TOWN CLERK REGISTRAR OF VITAL STATISTICS MARRIAGE OFFICER RECORDS MANAGEMENT OFFICER FREEDOM OF INFORMATION OFFICER own Hall, 53095 Main Road PO Box 1179 Southold, NY 11971 Fax (631) 765-6145 Telephone: (631) 765-1800 southoldtown.north fork.net RESOLUTION # 2005-638 Resolution ID: 1215 Meeting: I 0/11/05 04:30 PM Department: Town Attorney Category: Contracts, Lease & Agreements THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2005-638 OF 2005 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON OCTOBER 11, 2005: RESOLVED that the Town Board of the Town of Southold hereby authorizes and directs Sul~ervisor Joshua Y, Horton to execute the Aereement for Service and Statement of Work between the Town of Southold and HTE VAR, LLC to install a new server and migrate from current server for Town Hall, subject to the approval of the Town Attorney. Elizabeth A. Neville Southold Town Clerk ELIZABETH NEVILLE TOWN CLERK REGISTRAR OF VITAL STATISTICS MARRIAGE OFFICER RECORDS MANAGEMENT OFFICER FREEDOM OF INFORMATION OFFICER OTown Hall~{. }~'~ain Road PO Box 1179 Southold, NY 11971 Fax (631) 765-6145 Telephone: (631) 765-1800 southoldtown.northfork.net RESOLUTION # 2005-672 Resolution ID: 1241 Meeting: 10/25/05 07:30 PM Department: Data Processing Category: Bid Acceptance THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2005-672 OF 2005 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON OCTOBER 25, 2005: RESOLVED that the Town Board of the Town of Southold hereby rejects any and aH bids received on Sel~tember 8, 2005 for the installation of a new server at Town Hall. Elizabeth A. Neville Southold Town Clerk ELIZABETH A. NEVILLE TOWN CLERK REGISTRAR OF VITAL STATISTICS MARRIAGE OFFICER RECORDS MANAGEMENT OFFICER FREEDOM OF INFORMATION OFFICER Town Hall, 53095 Main Road P.O. Box 1179 Southold, New York 11971 Fax (631) 765-6145 Telephone (631) 765-1800 sour holdtown.northfork.net OFFICE OF THE TOWN CLERK TOV~q OF SOUTHOLD BID OPENING Installation of Town Hall Server Bid Opening 9/8/05 10:00 A.M. ACS 2901 Third Street South Waite Park MN 56387 $5240.00 Amount include $2240 allowance for travel expenses. Actual amount will be billed but will not exceed $2240. Pricing is based on special pricing by IBM, if IBM with- draws the bid in no longer valid. H T E VAR, LLC 3168 Mercer University Drive, Suite 100 Atlanta, GA 30341 770/216-4431 $7500.00 Amount include $1500 allowance for travel expenses. Actual amount will be billed. If feaure code 0205 (risc to risc) is not ordered with the i5, bid will increase to $8500.00 631 NON-COLLUSIVE BID CERTIFICATE :~, STATEME qT 1: The undersigned bidder certifies that this bid has been arrived at by the bidder independently *.nd has been submitted without collusion with any other vendor of materials, supplies or equipment of the type described in the invitation for bids, and the contcntz of this bid have not been communicated by the bidder, nor, to/ts best knowledge and belief, by any of its employees or agents, to any person not an employee or agent of the bidder or its surely on any bond fm~aishcd herewith prior to the official opening of the bid, (Corporate Title) (ifa.ny) '7b~ (~-<-T o (~.~ Company Name ACS Company Address wg'rrr~ PAPt~, ~lq 56387 Company Phone 320-253-2170 / 800-800-8235 Bid on YE_AR 2005 Bid on installation of Town Hall server This pricing is contingent on special pricing granted as our status as an IBM partner. If for soma reason this pricing is withdrawn by IBM, the quote is no longer valid and the ACS bid would be withdrawn. ACS will convert non-ACS data to the best of our ability. If the non-ACS data is not conlpal]ible with Version 5 Release 3, there could be unpredictable results and ACS carmot quarantee those results. As per attached ~)nfiguration documents SOVTHOLD JC PAGE 82 ~I'OWN OF SOUTHOLD'S IBM I520 SERVER MIGRATION - BID SPECIFICATION i,: :'~ali~tat¢ he new 1520 Server. Protection i.e. Device Parity/Mirroring on the I520 system Saves prior to migration. system backup of the old AS400 ,fthe System 36 Operating Env/mnment on the I520, including applications and testing of the AS400 systems to the new I520 Server, to include environment netwo~:~ peripheral de,Aces, data, and an3ething else that may arise during the migration MiD'ate and convert existing data to achieve the same functional requirements that currently exist a the AS400. All of the ~xisting applications on the Town's AS400 must be installed and ~i'::! 'nmaing on the I520, this is to include but may not be limited to the following: .¢ i ACS Financial Application and suite of products ~,.;~,~,,.. RPS VerSion 3 with 7 yems of data ~}ii::,, ,~ :~ Police ird'ormation system eontalni~g historical data ~}i~ :~;:i:', .,,:: Justice Court Application ~E,~',, ::;:.; Building Permits Applicad0n '!,', Word processing documems ~¢ :~':, Complete installation of VSR3 (Or the lalest OS ~om IBM) and ~pported [BM Licensed ~}:':i;', Prol~am Products as needed. ~!,',;' In~l current VSR3 cumulative and HIPER PTF packages '!;;:, ;Validation of the installation. - Qp~m~zalion and perform~ace tm'ting of the 1520, ~72,:~, 'P~on~ and vahdate a complete system backup and implememation of the Town's back up >:dTraWelExpense~Travel expenses are estimated at $2240 and will be billed at .... actual. Not to exceed $2240. ,~.,, Dat~. Soptombor 2, 2005. Print Name: YO~AL BID:iS $5,240.00 Signature: ACS 0 0 HTE VAR September 6, 2005 Southold Town Clerk Elizabeth A. Neville Town of Southold 53095 Main Road Southold, NY 11971 Dear Elizabeth, HTE VAR, L.L.C. is pleased to submit this proposal for the Services Only to install, configure and migrate data and applications to the new i520 at the Town of Southold per your bid specifications. We are very confident that we can successfully implement a plan to migrate your programs and data from your current machine to the proposed 520. As a company, our engineers have performed close to 100 installations and system migrations for customers. These migrations have included not only operating system migrations but application and data migrations as well. Because we have performed this work for so many customers, we understand how to minimize downtime. Thank you for the opportunity to provide this bid response to the Town of Southold. HTE VAR, LL.C. will comply with all specifications of the Request for Proposal. We look forward to the opportunity to work with you. Please contact me if I can assist you or answer any questions. You may reach me via email at esellers~htevar.com or via phone at (770)216-4431. Sincerely, Eric Sellers, National Sales Representative HTE VAR, LLC 3168 Mercer University Drive ,, Suite 100 ,, Chamblee, GA 30341 770 216-4420 www.htevar.com OVERVIEW HTE VAR has worked with Southold in the past on the installation of the HTE application iSeries. Walt Clinch performed the services and the Town was well pleased with his expertise and his seamless performance of the installation, configuration and migration services. Even though we would love to bid the new iSeries, IBM's value-add rules keep us from doing so. We can, however, provide the services to install, configure and migrate data and applications to the new i5 per your bid specifications. This proposal prepared for the Town of Southold for your consideration is for services only. We have included and estimated $1500.00 for travel and expenses and we anticipate that this projected amount will cover it. However, actual cost will be billed, whether more or less. Please note: If feature code 0205 (risc to risc) is not ordered on the i5, our Total Bid will go up to $8500.00. Walt Clinch will be performing the services. We have included a SOW (Statement of Work) and a r6sumb outlining Walt Clinch's skills and qualifications. Statement of Work Install New iSeries 520 Town of Southold Scope of Services: The scope of this project is to migrate the customer from an IBM AS/400 Model 500 with OS/400 V4R5 to a new IBM iSeries Model 520 with OS/400 V5R3. The following are the tasks to be performed within this offering: Installation of new IBM iSeries model 520: · Provide project management for the new system and OS/400 installation. · Install iSeries model 520. · Ensure configuration of Data Protection i.e. Device Parity/Mirroring on Model 520 · Validate the save of the entire system on the Model 500 completed by HTE VAR personnel prior to the migration. · Migrate and convert existing customer data from Model 500 necessary to achieve same functional requirements excluding products or applications not supported in release V5R3 (e.g. OfficeVision). · Complete the installation of VSR3 and supported IBM Licensed Program Products as needed. · Install current cumulative and group PTFs. · Attach and verify the operation of peripheral equipment to the 520. · Instruct the customer on how to migrate spool files. · Validate the installation. · Perform and/or validate a complete system backup. Assumptions: The successful execution of this Statement of Work is based upon the following assumptions: · Customer will not be using OfficeVision by time of the migration · HTE VAR personnel will perform a complete system backup immediately prior to starting the upgrade. · HTE VAR personnel will order the most current OS/400 cumulative and group PTF CD's · All items (software, hardware, personnel, supplies, etc.) required for the installation are available. · On-site tasks will be performed over a consecutive time frame unless otherwise agreed to by the end user and Vertical VAR. · Changes to this Statement of Work must be approved in writing by both the end user and HTE VAR. These changes may result in changes to the price, schedule or other terms of this offering. · Tasks performed which are outside the Scope of Work above will be charged to Town of Southold at the houdy rate of $200/hour. End User Responsibilities: The following responsibilities are to be provided by the end user at no charge. Our performance on this project is predicated upon these responsibilities being met. · Designate a focal point for communication relative to this project, and who has the authority to act on your behalf in matters regarding this project. · Provide access to information, systems, facilities, etc required by HTE VAR personnel to complete our tasks. · Provide adequate workspace and phone access during project services. · The end user is responsible for providing all incidental items necessary to complete the Scope of Work. This includes, but is not limited to, cabling, a system console, telephone access, and password for appropriate user profiles. · The end user is responsible for all application software, unless otherwise specified in the Scope of Work above. · The end user is responsible for obtaining support for non-IBM products, unless otherwise specified in the Scope of Work above. · The end user is responsible for obtaining support for IBM products, including IBM SupportLine and maintenance. HTE VAR Special Skills iSeries Server Migrations/Upgrades iSeries Operating System Upgrades · :. iSeries PTF Currency Services iSeries Configuration, Planning, Management, and implementation · :. iSeries Operations Support · :. iSeries Performance Analysis and Tuning · :. iSeries Disaster Recovery Planning and Implementation 4° CL Programming · :. iSeries Integrated xSeries Implementation · :. iSeries Print Automation · :. Real Vision Document Imaging implementation Walt Clinch Services Specialist wclinch@htevar.com HTE VAR, L.L.C. 3168 Mercer University Dr. Suite 100 Chamblee~ GA 3034~_ Phone: 406.552.4:L~,4 Mobile: 406.544.1418 Fax: 770.2~.6.4422 Premier Business Partner Engagements and Experience HTE iSeries Migrations/Upgrades: In 2004 performed 24 HTE iSeries Migrations/Upgrades. Developed project plans designed to minimize risk during system migrations. Managed complete system migrations involving HTE application modules. Performed thorough testing to ensure successful relocation of software. iSeries OS Upgrades: Performed operating system upgrades which included PTF installations, system tuning, and monitoring and testing. New iSeries Xnstallation$: Architected and implemented iSeries servers with HTE application software. Responsibilities included Project Management and AS/400 technical service provider, ZX$/ZXA Windows Server fnstallations: Designed the project plans for IXS/IXA installations in live HTE environments, implemented these plans while managing to specific project milestones. Profile IBM eServer iSeries Solution SaFes Certification VSR3 IBM Certified Specialist - eServer i5 iSeries Technical Solutions Designer VSR3 IBM iSeries Windows Integration Technical Solutions VSR2 IBM eBusiness Solution Design Certified Certified Document Imaging Architect Certified for On Demand Business - Solution Designer Bachelors Degree in 1986 from Carroll College in Helena, MT Double Major: Business Administration and Accounting Double Minor: Economics and Computer Science 631-765- SOVTHOLD JC PAGE LEGAL NOTICE NOTICE TO BIDDERS NOTICE IS HEREBY GIVEN, in accordance with.the provisions of Section 103 of the General Municipal Law, that sealed bids are sought and requested for the installation and conversion of existing data to new server for the Sonthold Town Hall. Bid specifications and bid sheets are available at the Town Clerk's office during regular business hours, Monday thru Friday, 8:00 a.m. to 4:00 p.m.. The sealed bid sheets, together with a Non-Collusive Bid Certificate and bank flra~[ or certified check in the mount of $100.00, wii1 be received by the Town Clerk of thei Town of Southold, at the Southold Town Hall, 53095 Main Road, Southold, New York, until 10:00 A..M., Thursday, September 8, '2005, at which time they will be opened and read aloud in public. The Town Board o£thc Town of Southold reserves the right to reject any and all bids aud waive any and all informalities in any bid should it be deemed in the best interest of the Town of Southold to do so. All bids must be signed and sealed in er~velopes plainly marked "Bid on Inslallation of Town Hall Server", and submitted to the Office of the Town Clerk. The bid price ahall not include any tax, federal, state, or local, from which the Town of Sottthold is exempt Dated: August 2, 2005 ELIZABETH A. NEVILLE SOUTHOLD TOWN CLERK PLEASE PUBLISII ON AUGUST 25, 2005, AND FORWARD ONE (1) AFFIDAVIT OF PUBLICATION TO ELIZABETH NEVILLE, TOWN CLERK, TO~OVN HALL, PO BOX 1179, SOUTHOLD, NY 1197L COl~ies to the following: Traveler Watchman Acqounting Dodge Reports ToWn Clerk's Bulletin Board Tow~ Board Members · Data Processing Brown's Letters Town Attorney Data Construction BUrrelle's Info Services ~J ,. 0,~. ~00.. 02:~1 6ol-765-o~ $OVTHOLD JC P~G£ 82 OF $OUTHOLD'S IBM I520 SERVER MIGRATION - BID SPECIFICATION tew I520 Server, Prot~:tion i.e. Device Parity/Mirroring on the I520 saves prior to m~g~'afion, , of the old AS400 Operating Envffonm~nt on the 1520, includ/ng applications and testing o£the AS400 Systems to tho new I520 Server, to includo environment peripheral devices, data, and anything else that may aris~ during the migration data to achieve the same functional requirements that currently exist ffthe existing applications on the Town's AS400 must be installed and : on the I590, this is to include but may not be limited to the following: ACS Financial ,Application and suite of products Building Application RpS Versioi~ 3 with 7 years of data Police information system containing historical data Justice Court Application Building permits Application dooumonts needed. installation. (Or ll~e latest OS from IBM) and supported IBM Licensed md H~ER PTF packages. of the 1520. backup and implementatioffofthe Town's back up Signature: ! NON-COLLUSIVE BID CERTIFICATE The undersigned bidder certifies that this bid has been amved at by the bidder independonIly and has been submitted without collusion with any other vendor of materials, supplies or equipment of the type described in the invitation for bids, and the contents of this bid have not been communicated by the bidder, nor, to its best knowledge and~b¢lief,-by any of:its employees or agents, to any person not an employee or agent of the biddvr or its surety on any bond furnished herewith prior to the official opening o£the bid. (Corporate Title): (if any) Comp .yN e Bidion YEAR.2005 Bid on Installation of Town HaH server LEGAL NOTICE NOTICE TO BIDDERS NOTICE IS HEREBY GIVEN, in accordance with the provisions of Section 103 of the General Municipal [,aw, that sealed bids are sought and requested for the installation and conversion of existing data to new server for the Southold Town Hall. Bid specifications and bid sheets are available at the Town Clerk's office during regular business hours, Monday thru Friday, 8:00 a.m. to 4:00 p.m.. The sealed bid sheets, together with a Non-Collusive Bid Certificate and bank draft or certified check in the amount of $100.00, will be received by the Town Clerk of the Town of Southold, at the Southold Town Hall, 53095 Main Road, Southold, New York, until 10:00 A.M., Thursday, September 8, 2005, at which time they will be opened and read aloud in public. The Town Board of the Town of Soutbold reserves the fight to reject any and all bids and waive any and all informalities in any bid should it be deemed in the best interest of the Town of Southold to do so. All bids must be signed and sealed in envelopes plainly marked "Bid on Installation of Town Hall Server", and submitted to the Office of the Town Clerk. The bid price shall not include any tax, federal, state, or local, from which the Town of Southold is exempt. Dated: August 2, 2005 ELIZABETH A. NEVILLE SOUTHOLD TOWN CLERK PLEASE PUBLISH ON AUGUST 25, 2005, AND FORWARD ONE (1) AFFIDAVIT OF PUBLICATION TO ELIZABETH NEVILLE, TOWN CLERK, TOWN HALL, PO BOX 1179, SOUTHOLD, NY 11971. Copies to the following: Traveler Watchman Accounting Dodge Reports Town Clerk's Bulletin Board Town Board Members Data Processing Brown's Letters Town Attorney Data Construction Burrelle's Info Services 1~2, A L NOTICF NOTICE TO BIDDERs NOTICE IS HEREBY (;IVEN. m accordance with the [,ox Isions of Scclion 103 oft he k,cncral Municipal Law; that sealed bids are sought and requested for the installation and conversion of existing data to new server for the Sonthold Town Hall. Bid spec- ification~ and bid sheets arc available at the Town Clerk's of Sce during regular business hours, Monday thru Friday, 8:00 a.m, to 4:00 p.m.. The sealed bid sheets, together with a Non-Collusive Bid Certificate and bank draft or cer- tified check in thc amount of $100.00, w/il be received by the Town Clerk of' the Town of Somhold. at the Southold Town Hall, 53095 Main Road, Southold, New York, until 10:00 A.M., Thursday, September 8 2005, at which time they will be o~ened and read aloud in public. The Town Board of the Town of SoutboJd reserves the r/ght to reject any and all bids and waive any and a I infom~atities !n any bid should it be deemed tn the best interest of the Town of Southold to do so. All bids must be signed and sealed in envelnpes plainly marked "Rid on Installation of Town Halt Server", and sub- mitred to the Office of the Town ~2lerk. The bid price shall not mclade any tax, federal, state, or local, from ~vhich the Town of Sunthold is exempt. Dat~qd: August 2, 2005 ~LIZABETH A. NEVILLE SOUTHOLD TOWN CLERK IX 8/25/05 (053) COUNTY OF SUFFOLK STATE OF NEW YORK ss: Nancy M. Mclaughlin, being duly sworn, says that she is the Legal Advertising Coordinator, of the Traveler Watchman, a public newspaper printed at Southold, in Suffolk County; and that the notice of which the annexed is a printed copy, has been published in said Traveler Watchman once eac~ week for ..... /,.....week(s) successively, comme~pcing on.~ae ...... b.q~.~....day of Sworn to befo~ me this ~.~..~a~ of :oos. ' ........ ..... c?....',4 ...... ~..~.c. ...... ,,z.~.<,~ ..... 2 Notary'Public Emily Hamln NOTARY PUBLIC, State of New York No. 01 HA5059984 Qualified in Suffolk County Commission expires May 06, 2006 24/08 '05 WED 10:09 FAX 631 765 6145 SOUTHOLD TOWN CLERK MULTI TX/RX REPORT *** TX/RX NO INCOMPLETE TX/RX TRANSACTION OK ERROR 1757 [, 511918005243329 [, 50192449576 [, 521918882329941 [, 53]918002552984 [, 54]918009620544 Burrelle's Info Brown's Letters Data Construct Dodge Reports Construct Info ELIZABETH A. NEV~LI,E TOWN C LEI~K REGISTRAR OF ViTAL STATISTICS MARKIAG E OFFICER RECORDS MANAGEMENT OFFICER FREEDOM OF I~IFORMATION OFFICER Town Hall, 53095 Main Read P.O. Box 1179 Southold, New York 11971 Fax (631) 765-6145 Telephone (631) 765-1800 southoldtown.northfork.net OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD TO: FROM: DATE: RE: FAX TRANSMITTAL CONSTRUCTION INFO - 800 962-0544 DODGE I~PORTS 293-5456 BROWN'S LETTERS 244-9576 BURRELLE'S LNFO - 800 524-3329 DATA CONSTRUCTION 888 232-9941 BETTY NEVILLE, Southold Town Clerk Tele. 631 765-1800; fax 765-6145 August 24, 2005 "BIDS" ADVERTISEMENT/PUBLICATION Ntmaber of Pages (including cover.): 4 If total transmittal is not received, please call 631 76%1800. COMMENTS: Three (3) different bids to follow Please acknowledge receipt of this information by signing below and returr~g a fa,xed copy to me at 631 765-6145, attention: Betty Neville. Thank you. Received by Date ELIZABETH A. NEVILLE TOWN CLERK REGISTRAR OF VITAL STATISTICS MARRIAGE OFFICER RECORDS MANAGEMENT OFFICER FREEDOM OF INFORMATION OFFICER Town Hall, 53095 Main Road P.O. Box 1179 Southold, New York 11971 Fax (631) 765-6145 Telephone (631) 765-1800 southoldtown.northfork.net OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD TO: FROM: DATE: RE: FAX TRANSMITTAL CONSTRUCTION INFO - 800 962-0544 DODGE REPORTS 293-5456 BROWN'S LETTERS 244-9576 BURRELLE'S INFO - 800 524-3329 DATA CONSTRUCTION 888 232-9941 BETTY NEVILLE, Southold Town Clerk Tele. 631 765-1800; fax 765-6145 Aueust 24, 2005 "BIDS" ADVERTISEMENT/PUBLICATION Number of Pages (including cover): 4 If total transmittal is not received, please call 631 765-1800. COMMENTS: Three (3) different bids to follow Please acknowledge receipt of this information by signing below and returning a faxed copy to me at 631 765-6145, attention: Betty Neville. Thank you. Received by Date LEGAL NOTICE NOTICE TO BIDDERS NOTICE IS HEREBY GIVEN, in accordance with the provisions of Section 103 of the General Municipal [.aw, that sealed bids are sought and requested for the installation and conversion of existing data to new server for the Southold Town Hall. Bid specifications and bid sheets are available at the Town Clerk's office during regular business hours, Monday thru Friday, 8:00 a.m. to 4:00 p.m.. The sealed bid sheets, together with a Non-Collusive Bid Certificate and bank draft or certified check in the amount of $100.00, will be received by the Town Clerk of the Town of Southo[d, at the Southold Town Hall, 53095 Main Road, Southold, New York, until 10:00 A.M., Thursday, September 8, 2005, at which time they will be opened and read aloud in public. The Town Board of the Town of Southold reserves the right to reject any ami all bids and waive any and all informalities in any bid should it be deemed in the best interest of the Town of Southold to do so. All bids must be signed and sealed in envelopes plainly marked "Bid on Installation of Town Hall Server", and submitted to the Office of the Town Clerk. The bid price shall not include any tax, federal, state, or local, from which the Town of Southold is exempt. Dated: August 2, 2005 ELIZABETH A. NEVILLE SOUTHOLD TOWN CLERK PLEASE PUBLISH ON AUGUST 25, 2005, AND FORWARD ONE (1) AFFIDAVIT OF PUBLICATION TO ELIZABETH NEVILLE, TOWN CLERK, TOWN HALL, PO BOX 1179, SOUTHOLD, NY 11971. Copies to the following: Traveler Watchman Accounting Dodge Reports Town Clerk's Bulletin Board Town Board Members Data Processing Brown's Letters Town Attorney Data Construction Burrelle's Info Services STATE OF NEW YORK) SS: COUNTY OF SUFFOLK) ELIZABETH A. NEVILLE, Town Clerk of the Town of Southold, New York being that on the t~e~' day of (_l~, t..0~.. 2005 she affixed a notice duly sworll, says of which the annexed printed notice is a true copy, in ~4broper and substantial manner, in a most public place in the Town of Southold, Suffolk County, New York, to wit: Town Clerk's Bulletin Board, Southold Town Hall, 53095 Main Road, Southold, New York. Legal Notice to Bidders: Installation of Computer Server for Town Hall, bid opening 10:00 AM., Thursday, Sept. 8, 2005 Sworn tfi~fore me this ~_ Dayof~, ~ ,2005 LYNDA M. BOHN NOTARY PUBLIC, State .o,f New York No. 01 BO6020932 Oual~ied in Suffolk C;oun~ Te~ Expires March 8,~ 20 ~ Elizabeth A. N~ville Southold Town Clerk TOWN OF SOUTHOLD'S IBM 1520 SERVER MIGRATION - BID SPECIFICATION Installation and configuration of the new 1520 Server. Ensure configuration of Data Protection i.e. Device Parity/Mirroring on the 1520 Validate system saves prior to migration. Perform a complete system backup of the old AS400 h~stallation of the System 36 Operating Environment on the I520, including applications and compilers. Mi~vation and testing of the AS400 systems to the new 1520 Server, to include environment variables, network, peripheral devices, data, and anything else that may arise during the migration process. Migrate and convert existing data to achieve the same functional requirements that currently exist on the AS400. All of the existing applications on the Town's AS400 must be installed and running on the I520, this is to include but may not be limited to the following: ACS Financial Application and suite of products Building Application RPS Version 3 with 7 years of data Police information system containing historical data Justice Court Application Building Permits Application Word processing documents Complete installation of V5R3 (Or the latest OS from IBM) and supported IBM Licensed Program Products as needed. Install current V5R3 cumulative and HIPER PTF packages. Validation oftheinstallation. Optimization and performance tuning of the I520. Perform and validate a complete system backup and implementation of the Town's back up procedures. Travel Expenses Date: Print Name: TOTAL BID: $ Signature: NON-COLLUSIVE BID CERTIFICATE The undersigned bidder certifies that this bid has been arrived at by the bidder independently and has been submitted without collusion with any other vendor of materials, supplies or equipment of the type described in the invitation for bids, and the contents of this bid have not been communicated by the bidder, nor, to its best knowledge and belief, by any of its employees or agents, to any person not an employee or agent of the bidder or its surety on any bond furnished herewith prior to the official opening of the bid. (Signed) (Corporate Title) (if any) Company Name Company Address Company Phone Bid on YEAR 2005 Bid on Installation of Town Hall server