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Home My WebLink AboutLGRMIF 2007-2008THE STATE EDUCATION DEPARTMENT / THE UNIVERSITY OF THE STATE OF NEW YORK / ALBANY, NY 12230 New York State Archives Grants Administration Unit Tel. (518) 474 - 6926 Fax (518) 488- 1647 E-Mall: archgrants~n~il.nysed,gov June 8, 2007 Project Number: 0580-08-8354 Elizabeth Neville, Project Director Town of Southold 53095 Main Road., PO Box 1179 Southold, NY 11971 Dear Ms. Elizabeth Neville: I regret to inform you that the Local Government Records Management Improvement Fund (LGRMIF) grant application submitted to the New York State Archives has not been recommended for funding in the 2007-2008 grant cycle. With $10 million available in grant funds and over $25.3 million in requests, this year's grant review was extremely competitive. Our grant application review process is governed by State Education Department rules and procedures. Panels of independent experts in records management, archival administration, or information technology and a member of the Local Government Records Advisory Council (LGRAC) evaluated each application in writing. Panels then met in Albany to discuss the merits of the applications, taking into account reviewers' written evaluations. LGRAC considered the panels' funding recommendations and forwarded them to the Commissioner of Education for final review and approval. Attached is a summary of the comments from the review panel. I strongly encourage the Records Management Officer and other interested individuals to take full advantage of the publications, Paining and consultation available through the New York State Archives. The schedule of records management and archives workshops is available online at http://www.archives.nysed.gov. If you have any questions regarding this matter, you may reach me at (518) 474-6926. Sincerely, C. Raymond LaFever Acting Co-Manager of Grants Administration Unit Lorraine Hill-Campbell, Regional Advisory Officer Local Government Records Management Improvement Fund (LGRMIF) 2007 - 2008 Summary of Reviewers' Recommendations Local Government: Town of Southold Project Number: 0580-08-8354 Summary: The reviewers could not recommend funding this proposal for several reasons: 1) Many of the problems identified in this proposal are workflow-related, yet analysis of the related business processes has been deferred until after purchasing a product that intended to streamline those processes. 2) The town claimed to have done an needs assessment in house, but it was not attached to the proposal. 3) The proposal lacks credible detail as to how the proposed software solution would function. 4) Although an RFQ was included, it was not very specific in terms of the desired functionality of the requested software product. That may also explain the extremely wide variation in the. cost of the vendor proposals listed on the LG-VQ form. 5) Records management issues were not fully addressed, especially the issue of retention. Although the town has access to an Archive Writer, most of the records are maintained in databases, which cannot be fully preserved on microfilm. The reviewers strongly recommended that the town obtain an independent needs assessment and system specifications before implementing a new land records management system. SOUTHOLD HPO .... SOUTHOL~D, Ne~ York ~,. 119711000 ')~ ~548~0971-0097 02~/01/2__?~:a00)275-0777 03:42:0S PN ==================================== ~ Salme Receipt ~',,.Produ~/~/ ' Sale Unlt Fins1 ~un aty Pdce Price Hk~ALIGE NY 11788 118,80 Express ~4a~1 PO-ADD 1 lb, 5,50 oz. Label #= EV411043365LIS Next Day N~n / Normal Delivery Pa~d by account~ ENCA account number: Total: $18,80 119294 $0,00 Pa~d by: Bi11#:1000300177374 Clerk:77 Al1 sales f~nal on stamps and postage, Refunds for guaranteed services only, Thank you for your business. Customer Copy S~THOLD NPO SOUTHOLD, New York 119711000 3548330971-0097 02/01/2007 (800)275-8777 03:43:38 PN ~ Sales Receipt -- Product Sale Unit Fins1 Description Qty Price Price ALBANY NY 12230 Express Nail PO-ADD 12 lb, 16.2 oz, Label #: EV626b'93143US Next'Day Noon / Normal Delivery Paid by account: EMOA account number: Total: Paid by: $46.10 $46,10 119294 $0,00 Bi11#:1000300177382 Clerk:77 All sales final on stamps and postage. Refunds for gLmranteed services only, Thank you for your business. Customer Copy TOWN OF SOUTHOLD LGRMIF 2007~2008 Page 1 Local Govemment Records Management Improvement Fund Application Checklist (LC-CH) Local Government Name: Town of Southold DO NOT WRITE IN THIS SPACE Log Number Date Received Records Managem.t Officer (RMO)appointed? XYes [] No I~N/A Appropriate schedule adopted? X Yes [] No I-~N/ Year RMO was appo nted:1988 Year schedule was adopted:1980 Please check off boxes in the first column to indicate that you have included all required forms. Assemble your application packe~ in the same order as the checklist below. App//cet~on Check/ist (LG-CH) Grant Project App~/cefion (LC-AP) Appendix A and Appendix A- I G Applicat~n Narrative Form (LG-NA) Payee Infommfion Form (PI) and Supplement Pmject-Spacitic Forms and Materials Budget Code and Narrative Forms Budget Summary (FS-20) Applicant X X X X DO NOT WRITE IN THIS SPACE Amhives Staff o [] o [] [] O [] O Certification and Approval The following signatures certify that the local government agrees to the conditions outlined in Append/x A and Appendix A-1 G. I hereby certify that I am either the applicant's Chief Administrative Officer or the Records Management Officer (RMO), and that the information contained in this application is, to the best of our knowledge, complete and accurate. I further certify, to the best of my knowledge, that any ensuing program and activity will be conducted in accordance with all applicable state laws and regulations, application guidelines and Instructions, and that the requested budget amounts ara necessary for the implementation of this project. I understand that this application constitutes an offer and, if accepted by the New York State Education Department or renegotiated to acceptance, will fom~ a binding agreement. I also understand that immediate written notice will be provided to the grants program office if at any time I learn that its certification was erroneous when submitted, or has become erroneous by reason of changed circumstances. CHIEF ADMINISTRATIVE OFFICER Type or prl~el~rne and title of the Chief Administrative Officer Scott A. Russell, Supervisor, Town of Southold RECORDS MANAGEMENT OFFICER (RMO) Signature (in blue Ink) , Type or pr~the nam~ a~'d title of the Red'ds Management Officer Elizabeth A. Neville, Southold Town Clerk, RMO Date ephofie Number/E~xtension 631 765 1800 ext. 228 . . TOWN OF SOUTHOLD LGRMI F 2007-2208 Page 2 local Govemment Records Management Improvement Fund Grant Project Application (LG-AP) 2007-2008 Application Type (Check one): Individual Cooperative Complex Disaster Recovery A Iicant Information local Government (Name) OeperbnenllUn~ (REQUIRED) Town of Southold TownCIet1< Chief Administrative 0ftIcer (Lest Name, First Name, Mr ./Ms.) Russell Scott A. TIUe Telephone Number/Exlenslon Fax Number Supervisor (631) 765-1889 (631) 765-1823 Address (street. City, Z;p Code) 53095 Moin Rood, PoelOlIIca. Box 1179, Southold. NewYorf< 11971 Projec.t D1recto~ (Lest Nome, First Nome, Mr./Ms.) Is Project Director the RMO? NevIlle, Elizabeth A. Tille Telephone NumberlExtenslon Soulhold Town CIet1< (631) 765-1800 Address (street, City, Z;p Code) 53095 Main Road, Post Office Box 1179, Southold, New York 11971 County Suffolk E-ma. Address ..russell@lown.oouthold.ny.U8 E-moU Addre1l8 e.neville@lDwn.oouthold.ny.U8 no more than 1 cate 0 INACTIVE RECORDS and 1 subcat Planning and Design o Storage and Retrieval MICROFilMING (no subca1egories) ACTIVE Files Management Disaster/Business Recovery Planning Indexing and Access RECORDS 0 Imaging and Document Management 0 Geographic Information Systems DeGovemment t8:I Records Systems 0 Business Process Analysis 0 County Lend Records Inttiative HISTORICAL RECORDS EDUCATIONAL USES (no sub-categories) Amount Requested: I $ 75,000.00 Assessing Your Historical Records o Improving Access 0 Preservation Facility Improvement o Outreach and Public Programs Number of Grants Previously Received: 9 Project Summary (Complete in this box. Describe project, including scope, objectives, and description of records.) The Town of Southold is seeking to implement an electronic document land management records system to integrate and automate the active records and daily business processes performed by the BUilding Department, Planning Depertment, Zoning Board of Appeals, and Board of Town Trustees. During the initial scope of the project the vendor team and town project team will review all business processes and forms and make any needed modifications and develop a workflow design. The goal will be to simplify these forms by adding drop down and check boxes and eliminating time consuming handwritten or typed notes whenever possible. This system will support inter-departmental activity driven processes with the ability to track the movement of information and records between users. It will have a built-in self check whereby a department will not be able to issue a permit or approval unless the previous reviewer has given their approval, all in accordance with town code. It will eliminate parmits and approvals being given in error when they should be not be granted because of not meeting the code requirements, not having necessary approvals of other boards, existing violations, or covenants and restrictions on property. The objective of the Town of Southold is to build a reliable state-ot- the-art document data repository that is responsive to our needs and user friendly to town staff. To allow town officials, out-of-house review agencies, builders/contractors and homeowners and citizens to review activity on town parcels. The procurement of this new system will save time and money by eliminating the paper and manual processes currently being used by these departments which are prone to human error. Description of records: All application, inspection and permit forms of the Building Department, the Planning Department subdivision and plat approval applications, site plan applications, Zoning Board of Appeals variance and special exception applications, Board of Trustees wetland and coastal erosion manaoement aoolications. TOWN OF SOUTHOLD LGRMIF 2007-2208 Page 3 Requlrtd for Federalllld Slale DiscretI...ary GrillI Programs APPENDIX A STANDARD CLAUSItS FOR NYS CONTRACTS The parties to the attached contract, license, leas8, amendment or other agreement d any kind (hereinafter, "the contract" or "thia contract') agree to be bound by the following deuseB which are hereby made a part d the contract: (the word "ContractOl" herein refers to any party other than the State, whether a contractor, licenser, licensee, leasor, lessee or any other party): 1. EXECUTORY CLAIJSE. In acCCKdance with Socti... 41 ofth. State Finan.. Law. the Stat. shall have no liability under this ....tracl to the ContJactor er to any.... .Ise beymd timds appropriated and availsbl. fer this contract 1. NON-ASSIGNMENT CLAIJSE. In acCCKdan.. with Secti... 138 of the State Finan.. Law. this ....tracl may not be assillDed by the Coolra_ er its right tide or interesl therein sssigoed. transferred. conveyed, soblel ... otherwise disposed ofwithout the previous.....ent in writing, of the State and any attempts to sssian the eonlracl without the State~ written coosent are null and void. The Cmtractor may, however. aasillD its right to receive payment without the State~ pria" written ....sent onIess this ....tract ....eems Certificates of Participati... pursuant to Article 5-A of the State Finanee Law. 3. cnMPTROl1 .li'R'S APPROVAL . UDIe.. nempt by II'" or the OfDce of the State ComptroDer', ,obcy, in accordance with Secti... 112 of the State Finanee Law (.... if this ....tracl is with the State University ... City University of New Yeo:k. Secti... 355 er Secti... 6218 of the F4ucati... Law), if this ....tract.xcceds $15,000 (er the minimum thrcsbolds agreed to by the Office of the State Comptroller fcr certain S.U.N.Y. and C.U.N.Y. ....lracts), eo: if this is an -"""'"enl f... any amoonl to a ....tract which, .. so amended, exceeds said SllIlUluy amoont eo: it; by this ....lracl the State agrees to give somcthinS other than money when the valne eo: rcasooably estimated valne cl such cmsiderali... exceeds $10,000, it shall not be valid. effective eo: binding upon the State until it has been ~d by the State Ccmptroller and filed in his ofIi... Coo1plroIIen _oval cl ....lracts let by the om.. cl Geocral Services is required when such cmtracts exeeed $30,000 (State Finan.. Law Secti... 163.6.a). 4. WORK1r.R!l' COMPENSATION BENEFITS. In acccrdance with Secti... 142 of the State Finanee Law, this cmtracl shall be "oid and of no foree and effecl unI... the Cmtractor shall provide and maintain coverage dorins the life of this contract fer the benefit of such employ..s as are r.quired to be covered by the provisi.... of the Woders' Cmtpcnsati... Law. S. NON-DISCRIMINATION REOllIREMI1.NTS. To the .xtent required by Article 15 of the Executive Law (also known.. the Human Rights Law) and all other State and Federal SllIlUluy and .....tilutional non-discriminati provisions, the ContJactor wiD not discriminate apinsl any employ..... applicant Ceo: employment becaw;e ofrace, creed, coler. sex, national origin. scxual orientati.... asc, disability. sonetic predispcsiti... er carrier status, eo: marital status. Furthcrmcre. in acCCKdan.. with Section 22tk of the Lab<< Law. if this is a cmtract f...the constructi.... alterati... er repair of any public buildinS or public wOO< eo: fer the mannfactme, saI. er distributi... of materials, equipment eo: supplies, and to the extent that this ....tract shall be pcrfcrmed within the State of N.w Y crk, c...lractor asrees that neither il noc its subcontractors shaD, by reason of race. creed, col..., disability, sex, er national origin: (a) disaiminate in birinS apinsl any New Yerk State citizen who is qualified and avai1able to pcrfcrm the work; or (b) discriminate apinst ... intimidate any employee hired for the performance of werk under this emtract If this is a buildinS servi.. ....tract.. defined in Section 230 of the Labor Law, then. in 8CCCKdan.. with Seeti... 239 thereof; Cattractoc asrccs that neither it nor its subcontraClors shall by reason of race. creed, coler. national origin. age, sex or disabi1ity: (a) disaiminate in birinS apinst any New YOO< State citizen who is qualified and available to pcrfcrm the w<rk; er (b) discriminate lIjlIIinst er intimidate any employ.. hired feo: the perfurmance of w<rk onder this contract Cattractor is subject to fin.s of $50.00 per per.... per day fer any yjolation of Section 22tk er Secti... 239 as well as possible termination of this ccntract and fol'feiture of all moneys due hereunder for a secood (II' subsequent violation. 6. WAGE AND HOllRS PROVISIONS. If this is a public wock contract co"....d by Article 8 of the Laber Law eo: a buildinS service contract covered by Article 9 thereof. neither Cattractor~ employees nor the employe.s of its subcontracters may be required or permilted 10 werk meo:e than the number of hours er days stat.d in said statutes. exeepl as otherwise provided in the Labor Law and as set forth in prewilin8 was. and supplement sch.dules issned by the State Labor Department Furthermore, Contractor and its subcontractors must pay at least dae prevailing wage rate and pay or provide the prevailing supplements. includinS the premium rates fer overtime pay. as determined by the State Labor Department in 8CCCKdan.. with the Lab..- Law. 7. NON-COLLUSIVE BIDDING CERTIFICATION. In accordan.. with Section 139-11 of the State Finance law, if this ....tracl was awarded based opon the submission ofbids, Coolraclor warrants. under penalty of perjury, that its hid was arrived al independently and without collosion aimed at restrictinS competition. CatlraCtor further warrants that. at the time C...lracter submilted its bid, an authorized and resp....ibl. perSOI1 executed and deli.....d to the State a n...-collusive biddins certification on Cuntraclor~ behalf 8. INTERNATIONAL BOYCOTT PROHIBITION. In accordance with Section 22o-f ofth. Lab..- Law and Secti... 139-h of the State Finance Law, if this ....tract exeeeds $5.000. the Contractor asr.... as a material cmdition of the contrac~ that neither the Contractor nor any substantially own.d er affiliated person. firm. partnership... corporation bas participated, is participatins, . . TOWN OF SOUTHOLD LGRMIF 2007-2208 Page 4 oc shall participate in m intematiooal boy<ett in violation of the federal Expoct Administration Act of 1979 (SO use App. Sections 2401 et seq.) oc resmatiOllS !hereunder. If such Contractor, oc my of the aforesaid ~ of Contractor, is G<lIlvicted oc is otherwiae found 10 have viola1ed said laws oc resWations upon the final determination of the United States Cmunerce Department oc my other appropriate agency of the United States subsequent 10 the G<lIltract's execution, such GOI1tract, amendment oc modification thereto shall be rendered focCeit BIId void. The Contractor shall so notify the State Canptroller within five (S) business days of such G<lIlviction, determination oc disposition of appea\ (2NYCRR 105.4). 9. SET-OFF RIGHTS. The State shall have all of its common law, equitable BIId stallltory rights of set-off. These rights shall include, but not be limited to, the State's option to withhold for the purposes of set-off any moneys due 10 the Contractor under this contract up 10 my amounts dne and nwing 10 the State with regard 10 this conltac~ my other conltact with my Stall: department oc agency, including my contract fur a leon c:ommencing prioc 10 the leon of this G<lIl~ plllS any amounts due and owing 10 the State foc my other reason including, with...t limitation, lax ~ fee delinquencies oc monetary penalties relative there1o. The Stall: shall exercise its set-dfrights in ......dance with nocmal State practices including. in cases of set-off purwant 10 m andi~ the finali7allon of such audit by the State agency, its representatives, oc the State Comptroller. 10. RECORDS. The Conltactor shall establish BIId maintain complete and accurate books, recocds, dOGUJllCllts, accoonts BIId other evidence direedy pertinent 10 perfocmance under this """tract (hereinafter, collectively, "the Records"). The Records must be kept fur the balance of the calendar year in wbich they were made and foc six (6) additiooal years thereafter. The Stall: Canptroller, the Atkmey Oeneralmd any other person oc entity authorized 10 conduct m examination, as well as the agency oc agencies involved in this GOI1tract, shall have access 10 the Reaxds dnring nocmal business hours at an office of the Contractor within the State of New YOO< oc, ifno such office is avaiIab1e, at a mutuaIJy agreeable BIId reasonable venue within the State, for the leon specified above for the purposes of inspection, anditing and copying. The State shall take reasonable steps to protect fr<m public disclosure any of the Reaxds wbich are exempt fr<m diaclosure under Section 87 of the Public Officers Law (the "Slatnll:") Jl<OVided that: (i) the Contractor shall timely inform an appropriate Stall: official, in writing. that said records sbould not be disclosed; and (ii) said records shall be BUfJi.,;""'1y id...rifled; md (ill) designation of said records as exempt under the Statme is reasonable. Nnthing contained herein shall diminish, or in my way adversely affe~ the State's right to discovery in any pending or fubJre litigation. 1l.IDENTIFYING INFORMATION AND PRIVACY NOTIll'ICATION. (a) FEDERAL EMPIDYER IDENT1F1CATION NUMBER and/oc FEDERAL SOCIAL SECURITY NUMBER All invoices oc New Y 00< State standard voochers submitted for payment for the sale of goods oc services oc the lease of real oc persooaI property 10 a New Y 00< State agency must include the payee's identification number, i.e., the seller's oc lesaor's identification number. The number is either the payee's Federal employer identification number or Federal social ~ number, oc both such numbers when the payee has both such numbera Failure 10 include this number oc numbers may delay payment Where the payee dnes not have such number oc numbers, the payee, on its invoice oc New Y <Ilk State standsrd voocher, must give the reaaon or reasons why the payee does not have such number (X" numbers. (b) PRN ACY NOTIFICATION. (1) The authority 10 request the above personal infocmation frOlll a .eller of gonds oc services or alessoc of real oc personal property, and the BI1thority to maintsin such information, is foond in Section S of the State Tax Law. Disclosure of this informatioo by the seller oc lessor 10 the Stale is mBI1datory. The principal purpose for which the infonnation is collected is 10 enable the State 10 identiJY individnals, busin..... BIId others who have been delinquent in filing tax returns oc may have understated their lax liabilities and 10 generally identifY persons affected by the laxes administered by the Commissioner of Taxation and Finance. The information will be used for tax administration purposes and foc any other purpose authorized by law. (2) The persooal information is requested by the purchasing unit of the agency conltacting to purchase the goods oc services oc lease the real or personal property covered by this cartrac.t or lease. The information is maintained in New York: States Central Accounting System by the Director of Accounting Operations, Office of the State COIllptroller, AESOB. Albmy. New York 1223/i 12. EOUAL EMPLOYMENT OPPORTUNITIES FOR MINORlTIE..4; AND WOMEN. In accordance with Sectim 312 of the Executive Law, if this GOI1tract is: (i) a written agreement oc purchase ocder instrumen~ providing for a tota1 expenditure in excess of $25,000.00. whereby a contracting agency is committed to expend oc does expend funds in return for labor, services, supplies, equipmen~ materials oc my combination of the foregoing, to be performed roc, or rendered oc furnished 10 the contracting agency: or (ii) a written agreement in excess of $1 00,000.00 whereby a cootracting agency is committed to e",-pend or does expend funds foc the acquisition, G<lIlStrUction, demolition, replacemen~ majoc repair or renovation of rcal properly BIId improvements thereon; oc (tii) a written agreement in excess of $100,000.00 whereby the owner of a Stall: ..sisll:d hoosing prQject is committed 10 expend or does expend funds roc the acquisition, construction, demolition, replacemen~ majoc repair or renovation of real property md improvements thereon roc such projec~ then: (a) The Contractor will not discriminate against employees oc applicants roc employment because ofr..., creed, color, national origin, sex, age, disnbility or marital status, and will undertake or continue existing program. of affirmntive action 10 ensure that minority group member. and women are afforded equal employment opportunities without discrimination. Affirmative action TOWN OF SOUTHOLD LGRMIF 2007-2208 Page 5 shall mean recruitment, employmen~ job assignmen~ pranotion, upgradings, demotion, transfer, layoff, a terminatioo and rates ofpay a other forms of ccmpenaatioo; (b) at the request of the <OIltracting agen<y, the Contractor shall request eacl1 employment ageney., labor unioo, a authaized representative of workers with which it bas a collective bargaining a other agreement a W1dem1andin& to furnish a written statement that such employment agen<y, Iabcr unioo a representative will not diseriminate 00 the basis of race, creed, color, natiooal origin, sex. age, disability a marital status and that such unioo a representative will affmnati\'e1y cooper'" in the implementatioo of the contractor'. obligatioos herein; and (c) the Contraeta shall state, in all solicitatioos a advertisements f<l" employees, that, in the perf<rmance of the State contr~ all qualified app\iC8lllS will be alI<I"ded equal employment opp<rnmities withont discriminatioo becsuse of race, creed, cola, natiooal origin, sex, age, disability <I" marital staInS. Contractor will include the provisioos of "a", "b", and "c" above, in every subeootract over $25,000.00 f<l" the construction, demolition, rep\acemen~ maj<l" repair, ren"",tion, planning <I" design of real ~ and imprO\'Clllents tbereoo (the "Wed<j except where the Wed< is f<r the beneficial use of the Contractor. Sectioo 312 does not apply to: (i) w<rk, goods <I" oeM... _elated to this contract; <I" (1i) employment ...tside New Yed< State; <I" (ili) banking sernees, insurance policies <I" the sale of securities. The State shall consider ccmpliance by a contraeta <I" subeootractor with the requirements of any federal law concerning equal employment q>portnnity which effectuates the purpose of this seotioo. The contracting ageney shall determine whether the impositioo of the requirements of the proviaioos beloof duplicBle <I" conIlict with any such federal law and if such duplieatioo <I" conflict exists, the contracting ageney shall waive the applicability of Seotioo 312 to the extent of .uch dup1icatioo <I" cooIlict. Cootractor will COOlp\y with all dnIy proomIgated and IawIiJl mIes and regulatioos of the Governor" Office of Minority and W"",en's Business Development pertaining hereto. 13. CONJ'UC11NG TI!.RMS. In the event of a conIlict betwee:n the terms of the <OIltract (including any and all altor.hmen's thereto and ""'''''ojm..... thereoI) and the terms ofthi. Appendix A. the terms of this Appendix A shall control 14, C.oVERNlNG LAW. This cootract shall be governed by the laws of the State of New V<I"k except where the Federal supremacy elanse requires otherwise. 15. LATE PAYMENT. Timeliness of payment and any interest to be paid to Contract<r f<l" late payment shall be governed by Article ll-A of the State Fmance law to the extent required by law. 16. NO ARBITllA TION. Disputes involving this ~ including the breach <I" alleged breacb thereoI; may not be submitted to bimling arhitratioo (except where .tatntoriIy authorized), but mllS~ instead, be heard in a court of CllOlpetent jurisdictioo of the State of New Vork. 17. SERVICE OF PROCESS. In addition to the methods of service allowed by the State CiYiI Practice law & Rules ("CPLR j, Contractor hereby coosents to service of process upon it by registered <I" certified mai~ ",turn n:ceipt requested. Service bereWIder shall be ccmplete upon Contractor's actual receipt of process or upoo the State" receipt of the n:tum then:ofby the United States Postal Service as refused <I" Wldeliverable. Cootractor must prnmpdy notilY the State, in writin& of each and every change of address to which service of process can be made. Service by the State to the last known addn:.. shall be sufficient Contracllr will have thirty (30) calendar days after service bereWIder is ccmplete in which to n:spood. 18. PROHIBITION ON PTTlICRASJ! OF TROPICAL HARDWOODS. The Contracux certifies and warrants that all wood products to be used I8lder this <ODtraclaward will be in acccrdance with, but nollimited to, the specifications and provisioos of State Finance law ~16S. (Use of Tropical Hardwoods) which prnbtDits purchase and use of tropical hardwoods, unless specifically exempted. by the State <I" any gO\'erlllllental ageney <I" political subdivisioo <I" public benefit crrporatioo. Qualifica- lioo f<l" an exemplioo nuder this law will be the respoosibility of the <OIltracllr to establish to meet with the ~ of the State. In addition, when any pmtioo of this contract involving the use of woods, whether supply <I" inslallation, is to be performed by any subeootractor, the prime Cootract<l" will indicBle and certify in the submitted bid proposal that the subeootractor bas been informed and i. in ccmpliance with specificatioo. and provision. "'garding use of tropical hardwood. as detailed in ~165 State Finance law. Any such use must meet with the approval of the State; otherwise, the bid may nOl be considered respoosi,... Under hidder certifications, proof of qualificatioo f<r exemption will be the respoosibility of the Contractor to meet with the approval of the State. 19. MACBRIDE FAIR EMPWYMENT PRINCIPLES. In accordance with the MacBride Fair Employment Principles (Chapter g07 of the law. of 1992). the Contraeta hereby stipulate. that the Contractor either (a) has no business operatioo. in Northern 1n:land, or (b) shall take lawful steps in good faith to <OIlduct any business operatioos in N<rthern Ireland in accordance with the MacBride Fair Employment Principles (as described in Section 165 of the New V<I"k State Finance law), and shall permit independeut monit<ring of compliance with snch principle.. TOWN OF SOUTHOLD LGRMIF 2007-2208 Page 6 zo. OMNIBUS PROCUREMENT ACI' OF 19!11. It is the policy of Now y...k State to 11llIXimiz<: opportunities e... the participation of Now YOlk State business enterpri.... including minority and women-<JWDed business cntetprises as biddeIs, subeontra_s and suppli.... on its procurement contIaclS. Information on the avai1ability of Now y...k State subcontracton and suppliClS is available from: NYS DcpartmcnI of Economic Development Division r... SIl1aJ1 Business 30 South Pearl St - .,.. Floor Albany, Now YOlk 12245 Telephone: 518-292-5220 A direct..-y of certified minority and wOlllen-<JWDed business enterprises is avai1able from: NYS Department of Economic Development Dhision of Minority and Women~ Business Development 30 South Pearl St -2nd Floor Albany, Now YOlk 12245 bl1p:lIwww.empiIe.state.ny.us Tbe Onnibus Procurement Act of 1992 requires tbat by signing this bid proposal or contract, as applicable, Contractall certi1Y tbat whenever the totaI bid amoon! is greater than $1 million: (a) The Contractor bas made reasonable effcxts to encourage the participation of Now Yod< State Business Enterprises as suppliers and subcontractors, including certified minority and women-<JWDed business enlerprises, on this jrojecl, and bas retained the documentation of these effcxts to be provided upon "'quest to the State: (b) The Contractor bas complied with thc Federal Equal Opportunity Act of 1972 (p.L. 92-261), as amended: (c) The Contractor agrees to make reasonable effcxts to provide notification to Now Yak State residents of emplnyment opp<rtunities on this jroject tbrougb listing any such positions with 1110 lob Service Division of the Now Yak State D.JlaIbnent of Labor, ... providing such notification in such manner as is consistent with existing collective bargaining contracts ... agreementa. The Contractor agrees to document these efforts and to provide aaid docwnentatioo to the State upoo "'quest; and (d) The Contractor acknowledges nntice tbat the State may seek to obtain oIfset credits from facign COWltries as a ",suit of this contract and agrees to cooperate with the State in these efforts. 11. RECIPROCITY AND SANC110NS PROVI.~IONS. Biddenl arc bereby notified tbat iftbcir ptincipaI place ofbusineas is located in a COWltry, natioo, province, state or political subdivision tbat penalizes Now Yak State vendors, and if the goods or servioes they _ will be substsnOally produced a perfamed outside New Yak State, the Onnibus Procurement Act 1994 and 2000 amendments (Chapter 684 and Chapter 383, n:spectively) require tbat they be denied contracts which they would otherwise obtain. NOTE: As of May 15, 2002, the list of disctiminatay jurisdictioos sul!iect to this provisioo includes the states of bth Carolina, Alaska, West Virginia, Wyonting, Looisiana and Hawaii. Contact NYS Department of Ecooomic Development e... a current list of jwisdictioos subject to this provisioo. 22. PIIRCBASES OF APPARlIT In accordance with Slate Finance Law 162 (4-0), the State sball not purchase any apparel from any "endor unable a unwilling to certi1Y that: (I) such apparel was 1t1lIIIUfiIctured in compliance with all applicable 1aba and occupational safety laws, including, bot nollimited to, child labor laws, wage and boors laws and workplace safety laws, and (il) '....dor will supply, with its bid (oc, if nor a bid situation, pri... to or at the time of signing a contract with the State), ifknown, the names and addresses of each subcontractor and a list of all manufactwing pIanis to be utilized by the bidder. (RevIsed May 1003) TOWN OF SOUTHOLD LGRMI F 2007-2208 Page 7 APPENDIX A-I G General A In the event that the Contractor shall receive, from any source whatsoever, S1Il11S the payment of which is in consideration ror the same costs and services provided to the State, the monetary obligation of the State hereunder shall be reduced by an equivalent amount provided, however, that nothing contained herein shall require such reimbursement where additional similar services are provided and no duplicative payments are received. B. This agreement is subject to applicable Federal and State Laws and regulations and the policies and procedures stipulated in the NYS Education Department Fiscal Guidelines round at httv:/www.nysedlloV/cafi:/. Terminations A The State may terminate this Agreement without cause by thirty (30) days prior written notice. In the event of such termination, the parties will adjnst the accounts due and the Contractor will undertake no additional expenditures not already required Upon any such termination, the parties shall endeavor in an orderly manner to wind down activities hereunder. Safeguards for Services and Confidentiality B. Any copyrightable work produced pursuant to said agreement shall be the sole and exclusive property of the New York State Education Department The material prepared under the terms of this agreement by the Contractor shall be prepared by the Contractor in a rorm so that it will be ready ror copyright in the name of the New York State Education Department. Should the Contractor use the services of consuhants or other organizations or individuals who are not regular employees of the Contractor, the Contractor and such organization or individnal shall, prior to the perfurmance of any work pursuant to this agreement, enter into a written agreement, duly executed, which shall set rorth the services to be provided by such organization or individnal and the consideration thereror. Such agreement shall provide that any copyrightable work produced pursuant to said agreement shall be the sole and exclusive property oftbe New York State Education Department and that such work shall be prepared in a form ready for copyright by the New York State Education Department. A copy of such agreement shall be provided to the State. C. All reports of research, studies, publications, workshops, announcements, and other activities funded as a resuh of this proposal will acknowledge the support provided by the State of New York. D. This agreement cannot be modified, amended, or otherwise changed except by a written agreement signed by all parties to this contract. TOWN OF SOUTHOLD LGRMIF 2007-2208 Page 8 ., E. No fuilure to assert any rights or remedies available to the State under this agreement shall be considered a waiver of such right or remedy or any other right or remedy unless such waiver is contained in a writing signed by the party alleged to have waived its right or remedy. F. Expenses for traveJ.lodgiug, and subsistence shall be reimbursed in accordance with the policies stipulated in the a1ilrementioned Fiscal guidelines. G. No fues shall be charged by the Contractor fur traiuiug provided under this agreement. H. Nothing herein shall require the State to adopt the curriculum developed pursuant to this agreement. 1. All inquiries, requests, and notifications regarding this agreement shall be directed to the Program Contact or Fiscal Contact shown on the Grant Award included as part of this agreement. 1. This agreement, including all appendices, is, upon signature of the parties and, when required the approval of the Attorney General and the State Comptroller, a legally enfurceable contract. Therefure, a signature on beha1f of the Contractor will bind the Contractor to all the terms and conditions stated therein. K The parties to this agreement intend the furegoing writing to be the final, complete, and exclnsive expression of all the terms of their agreement. TOWN OF SOUTHOLD LGRMIF 2007-2208 Page 9 .' Local Government Records Management Improvement Fund Application Narrative (LG-NA) Local Government Name Town of Southold Population Served Annual Operating Budget Total Number of Employees 22,334 $34,045,449.00 Full-time: 218 Part-time: 63 Please address each of the issues listed below. Be as detailed as possible. Keep in mind that the application narrative directly corresponds to the criteria which reviewers will follow when ranking your application. I. Statement of the Problem (maximum 20 points) a. Describe the specific records management problem the project will address, and explain why the project is a high priority. (5 points) b. Identify specific records series, government departments that will be involved, and any previous grant-funded projects relating to these records and this project. (5 points) c. Provide both qualitative descriptions of and quantitative data about the problem. (For example, support a request for an imaging project with a description of how you use the records and an estimate of the time you would save if the records were available and searchable on your personal computer.) (5 points) d. Explain why funding from this grant program is essential to accomplishing the project. (For example, explain why you need funding if you've previously received funding for a similar project.) (5 points) 1 a. The specific records management problem this proiect will address is as follows: Land management coordination and communication among town departments regarding their open active records is currently the biggest problem in the Town of Southold. Town departments currently rely on a paper based system for managing their daily operations. This system is outdated and unacceptable at this point of time in the Town of Southold. The more specific records manaaement problems that this proiect will address are as follows: (1) This paper system is very inefficient, extremely slow, labor intensive and costly. (2) There is no timely cooperative sharing of information among departments. Coordination, review, and recording of responses on applications is tedious, slow,and prone to human error. 3 A rovals and ermits are sometimes issued in error because of unknown existin New York Stare Archives Form LG.NA 912006 TOWN OF SOUTHOLD LGRMIF 2007-2208 Page 10 " violations and covenants and restrictions on the properties are very difficult to locate. (4) A great deal of time is wasted by department staff as they do their research when they receive an application. (5) These problems are further compounded by the fact that the Town of Southold is not a one campus operation. It consists of the following sites: Town Hall, North Fork Bank Town Hall Annex, Highway Department, Police Department, Recreation Department, and Human Resource Center. (6) Inspections and reviews are sometimes duplicated because of lack of communication and coordination. (7) Permitting, inspections, and reviews are suffering frequent delays. (8) Workflow cannot be easily tracked. (9) Town staff cannot keep up with the workload. (10) Our constituents are not receiving the level of service that are they are entitled to. This project is a high priority for the following reasons: Under the current town application process most applications begin and end in the Building Department which involves a non discretionary review of an action. However, most applications need additional approvals from several town departments with discretionary boards. This discretionary decision making requires detailed records and accurate coordination through out the application process and departments. Over the past five years the number of applications has greatly increased. As the work load increases, the record keeping and coordination among departments has grown to an inefficient level where coordination is non-existent , poorly timed (near or after approval of an action) or fragmented. This fragmentation is partially attributed to the fact that the town's departments are in so many different physical locations working with custom designed stand alone database programs that do not allow for the sharing of information. Additionally, with the recent adoption of the Local Waterfront Revitalizaton Program the fragmentation has increased with a repetitive and often confusing routing of applications. Applications are reviewed twice under the program due to the inefficiency. For example, an application submitted to the Planning Board office may require input from the Building Department, Zoning Board of Appeals, Board of Trustees, Tax Assessor, Town Engineer, Highway Department, Police Department, Architectural Review Board and also out of house agencies such as the New York Department of Transportation, New York State Department of Public Works, Suffolk County Water Authority, Suffolk County Department of Health ServiCes, New York State Department of Environmental Conservation and adjacent property owners. This coordination is conducted manually with a paper based system and is highly inefficient and sorely needs to be improved. b. Identify specific records series. govemment departments that will be involved, and any previous grant-funded projects related to these records and this project. jluilding Department Records Series/Forms: (1) Applicaton for Building Permit. (2) Inspection forms for: foundation, framing, rough plumbing, insulation, stairs, and final inspections. LG-NA (Sept 2006) TOWN OF SOUTHOLD LGRMIF 2007-2208 Page 11 (3) Annual Certification of Inspection & Testing of Fire Sprinkler System. (4) Annual Certification of Inspection & Testing of Fire Alarm System. (5) Maximum Occupancy for Areas of Public Assembly. (6) Field Inspection Reports. (7) Application for Certificate of Occupancy. (8) Plumbing certification. (9) Construction/Alteration Permit for Cesspool or Septic Tank. (10) Site Plan Use Determination. (11) Flood Plain Development Permit Application. (12) Certificate of Compliance for Development in Special Flood Hazard Area. (13) Complaint Report (14) Application for Tent Permit (15) Fire Accident Report (16) Consent to inspection of property (17) Consent to Inspect for Occupancy for Accessory Apartment (18) Application for Accessory/Bed & Breakfast (19) Application for Sign Permit (20) Inspection Report Form (21) Checklist for Building Permit Examiner (22) Driver's Motor Vehicle Report (23) Vehicle Mileage Sheet Planning Board Records Series/Forms: (24) Application Materials Packet for Sketch Approval for Standard and Conservation Subdivision: Checklist of Submission Requirements; Fee Schedule; Map Requirements. Sample Authorization letters; Transactional Disclosure Form; Summary of Subdivision Process; long Environmental Assessment Form; Sketch Approval Application Form; lWRP Coastal Consistency Form (25) Application Materials Packet for Preliminary Plat Approval Checklist of Subdivision Requirements; Fee Schedule; Map Requirements; Preliminary Plat Application Form (26) Site Plan Application Packet Application for Site Plan Form; Applicant's Affidavit; Agent Authorization (if applicable); Environmental Assessment Form; Fee Schedule; Site Development Plan; Grading and Drainage Plan with Calculations; Existing and Proposed landscape Plan; Survey Prepared by licensed Surveyor or Civil Engineer; Architectural Review Materials - Construction plans, architectural review checklist; Scaled sketch of the site; Notice of Disapproval from the Building Department; lWRP Consistency Assessment Form. Town Trustees Records Series/Forms: (27) Wetlands and Shoreline Application GeneralData; WetlandlTrustees lands Data; Coastal Erosion Data; Notice to Adjacent Property Owners; Environment Assessment Form; lWRP Consistency Assessment Form; A.aent Authorization Form (if aoolicable): Transactional Disclosure Form. New York State Archives Form LG.NA 912006 TOWN OF SOUTHOLD LGRMIF 2007-2208 Page 12 (28) Field InspectionlWorksession Report (29) Reported Violation Log. (30) Amendment to Wetlands Permit. Zoning Board of Appeals Records Series/Forms: (31) Variance Application. (32) Special Exception Application for Bed & Breakfast. (33) Special Exception Application for Accessory Apartment. (34) Application for Outdoor Public Event at a Winery. (35) Findings/Determinations/Actions of the Board. Code Enforcement Records Series/Forms: (36) Complaint Form (37) Statement Form (38) Order to Remedy Violation (39) Stop Work Order Form (40) Cease and Desist Form (41) Appearance Ticket (42) Court Docket Information Form Assessors (43) Assessment Records Land Preservation De rtment Forms need to be developed. They currently accept written letters or requests from applicant and property owners Previous arant-funded proiects relatina to these records and this project are as follows: . 1 Ima in ro'ect was artiall rant-funded. he imaging project in which the Lase I e igital Imaging System was installed dealt with these completed closed files after the permits were granted and they were sent to inactive storage. This project greatly improved access to records and enabled department staff and the general public to review all departments permanent records files from their PC desktops and from public terminals in the hallways of Town Hall, North Fork Bank Town Hall Annex, Highway Department, Police Department, Recreation Department, and Human Resource Center. All town department heads and staff and the general public continue to applaud the implementation of this imaging project on a daily basis. The powerful search engine very quickly retrieves records and allows for their printing at the click of a key in seconds. (2) Microfilming Project was partiallly funded. The Kodak 19600 Archive Writer was purchased and records were microfilmed from the di ital ima es. The first eneration halide film is bein sent to an under round ranite LG.NA (Sept 2006) TOWN OF SOUTHOLD LGRMIF 2007-2208 Page 13 storage vault in Utah. This project was undertaken as a long term preservation for permanent records in the future of up to 500 years. Also, a safegard from any natural disasters such as flood, earthquake, hurricane, or man made disasters such as acts of terrorism or war. The Town Clerk was instrumental in persuading Kodak to make the Archive Writer more records management friendly by having them develop a software package to digitally create the required targets, together with a rotation tool to rotate images. This added value package will be included with all future sales of Archive Writers to all municipal clerks in towns, villages, counties, and state government. Both of these projects dealing with permanent inactive records were extremely successful and greatly enhanced the records management structure of the Town of Southold. Now, we would like to emulate that success with our daily active open records by allowing the sharing of these records as they are created in their active phase by all pertinent town department and staff and the general public. I.c. Qualitative descriptions of and quantitative data about the problem: (1) Applicants and/or their attorneys do not always present complete and truthful information on the application. (2) In order to file for a Building Permit, the applicant must submit permits from other out-of-house agencies such as the NYS DEC. Often these permits are submitted that do not fully cover all aspects of the project. (3)Surveys and/or maps do not show current information and structures. Surveys that do not show wetlands or water on the property are presented when there actually are wetlands on the property. All current structures and accessory structures are often not shown on the survey. (4) There are open outstanding violations on the property that all departments are not aware of. (5) Permits are issued in error by other departments and agencies. (6) Duplicate field inspections and other work is often done by staff because one doesn't know what the other one has already done. 7) Inordinate amounts of time are wasted duplicating research on the same property by many departments and sometimes by staff in the same department. (8) Staff often has to travel distances by vehicle to obtain information from other departments. New York State Archives Fonn LG-NA 912006 TOWN OF SOUTHOLD LGRMIF 2007-2208 Page 1 4 (9) The verbal exchange of information and the physical energy and time expended is all very time consuming and subject to human error. (10) Inspections are made by the code enforcement officer and the bay constable and reports sometimes not followed to completion. (11) Covenants and restrictions are placed on farmland and open space by the Town Board when they purchase development rights on the properties. There is no central depository such as a database for this informtion. It is feared that preserved land will be built upon in error or accessory buildings built in the incorrect areas and the land compromised. 1d. Reason funding from this grant is needed. The Town does not have the funds to carry out the project to its completion. The Town Board allowed sufficient funds in 2007 budget for upgrade of server and necessary hardware. but not for software and implementation. They pledge to taxpayers to keep the increase in taxes to a certain percent each year. This project was one of the items cut back in order to maintain town taxes at a certain level. They expect me to apply for a LGRMIF grant in order to get this project off the ground. However. they do pledge monies in future budgets for the maintenance of the system. II. Intended Results (maximum 15 points) a. Identify each intended result (specific products. time and cost savings. or services). and describe the anticipated benefits. (5 points) b. Explain how the project will address the records management problem identified in the Statement of the Problem. (5 points) c. Describe in detail how the project will contribute to the development of a records management program. (5 points) II. Intended Results: II. a. The specific products. time and cost savings. and services are as follows: (1) Building a reliable document management repository that is responsive to our needs and easily accessed and operated by town staff. Staff is currently overburdened with the amount of a erwork. Photoco ies of a lications have to be made for multi Ie LG-NA (Sept 20(6) TOWN OF SOUTHOLD LCRMIF 2007-2208 Page 15 town departments and refared to them by courier. The Building Department alone is asking to add an additional inspector and clerical person. However, the Chief BUilding Inspector and Head of the Building Department is of the opinion that if this system is implemented, it would not be necessary to add additional staff. This would be a savings of hiring a building inspector at $44,253.45 and a clerical person at $30,020.98 annually, plus their annual benefits which are $5,100. for a single individual and $13,000. for an individual with a family. This would create an annual savings of $80,000. to $87,000. (2) Permits issued in error trigger agrieved parties to file notices of claims and lawsuits. It is difficult to estimate the dollar amount of savings that would be generated in this instance. The town spends hundreds off thousands of dollars every year defending their decisions and actions. A few years back the notices of claims and lawsuits were kept in a single manilla file folder. Today, we have a three (3) drawer lateral filing cabinet full of these and it is bursting at the seams. As soon as one is settled, we have to send it to the inactive records storage center in order to make room for the new ones. (3) A tremendous amount of manpower will be saved with this program due to the elimination of duplicate research by all of the involved departments. We are talking about several staff members in each of 4-5 departments! At the least two (2) people in four (4) departments saving 30% of their time of a seven hour day equals 2 hours and 10 minutes times 8 people equalS 16.80 hours per day@ a medium cost of $25.00 per hour equals $420.00 per day times 225 working days per year equals $94,000. per yearl As it is there are many tasks that go un-done in departments because there just are not enough hours in a day to do them. So, this extra time will be spent doing these tasks, some of which are mandated by law and currently are not done. One example is that when the Building Department issues a "Notice of Disapproval" , they are supposed to provide the applicant with a complete copy of the file to take to the Zoning Board of Appeals in order to file for a variance. This is not being done because the Building Department staff just does not have the time to do it. So, now the ZBA staff has to come over and inspect the file and make handwritten notes to take back to their office. The results are time wasted in two (2) departments! (4) Service to constituents will be greatly improved. It is a disservice to them when permits are issued in error because of lack of communication and coordination. When approvals are granted to properties that have violations on them unbeknown at the time of issuance. It is both a nuisance and a waste of taxpayers time and money. All government employees work for and are ultimately responsible to the taxpayers. lI.b. Project will address the records management problem as follows: (1) It will tremendously improve communication and coordination between departments due to creating the one central data depository that they will go into to enter or retrieve information rather than creating volumes of paper and/or spending hours of manual research. New York State Archives Fonn LG.NA 9/2006 TOWN OF SOUTHOLD LGRMIF 2007-2208 Page 16 (2) This project will provide for a trackable workflow which is currently impossible because of the fragmented work efforts and physical location of separated town buildings. (3) Consistent and efficient business processes will be established. (4) It will increase accuracy and consistency of application processing to assure quality land management and development. (5) Legal exposure and liability will be reduced due to improved efficiency and accuracy. II. c. This proiect will contribute to the development of our records manaaement plan as follows: The long range records management plan of the Town of Southold was developed around inactive records and active records. There are four (4) specific parts: Phase 1- Inventory and Inactive Records Center, initiated in 1990 - ongoing Phase II -Imaging and microfilming which was accomplished 2001-2006 - ongoing Phase III - EDMS for Active Records is hoped to be accomplished with funding from this grant cycle 2007-2008. Phase IV - e-government will be the future undertaking. III. Plan of Work (maximum 20 points) a. Explain why one solution was preferred over alternatives. (For example, explain why you chose to scan rather than microfilm a records series, or justify conducting a consultant's survey rather than a comprehensive inventory.) (5 points) b. Provide a detailed outline of the proposed work activities and a timetable showing when each phase of the project will be completed and demonstrating the project's goals are attainable by 30 June 2008. (5 points) c. Explain who will be responsible for performing each project activity, including project management. Indicate the qualifications of key project staff (including consultants and vendors) in terms of education, training, and experience. (5 points) d. Address each of the and subcat 0 . LG-NA (Sept 2006) TOWN OF SOUTHOLD LGRMIF 2007-2208 Page 17 III. Plan of Work referred over other alternatives:- Tim I i- ted inte rated desi ned software is hi hi referrable over the paper and few stand alone applications for the following reasons: (1) It will facilitate coordination and communication between town departments by allowing them to share active records through query, retrieval, posting and mapping. (2) It will streamline the processes and workflow. (3) It will greatly improve accuracy and consistency in the processing of applications. (4) Permits will not be issued in error. (5) Violations will not go unchecked. (6) This integrated software program will create a state-of-the-art technological environment of sharing information in a highly efficient manner. It will be a welcomed benefit to town government and its' constituents. (7) Another important reason for choosing this option is that it is a well-known recognized fact that COTS (Commerical Off the Shelf) software that can be customized to meet your particular needs is a preferred choice over a totally customized package. (8) I have contacted my peers and discussed their experiences and preferences in this matter. Some of them have procured similar software programs and state that it has and continues to meet the growing needs of their municipalities. III. b. The detailed plan of work is as follows: Personal one-on-one interviews have recently been conducted of all department heads with regard to their workflow processes. Verbatim transcriptions of these interviews were made available to vendors and are and will continue to be studied by the records management officer, network systems manager, technical coordinators, the department heads, and town officials to ascertain If any improvements could be made to the current workflow processes. It is important to make this assessment and go through this process before embarking upon such an important project such as this. This is a primary step and Instrumental to the overall success of the project It will provide for a far superior product and end result It is also Important to mention that this software program will be flexible to make adjustments as we go In to the future and continue with our overall technology plan. The program will have a built-in series of checks and balances whereby a department will be locked out and not be able to proceed unless the preceding reviewer has given their approval, all in accordance with applicable codes. New York State Archives Fonn LG-NA 912006 TOWN OF SOUTHOLD LGRMIF 2007-2208 Page 18 A proven implementation methodology will be employed hi the plan of work. Step One (1) - Scoping -The software vendor and the Town project team will define the scope by assessing current processes, identifying issues, evaluating alternatives and determining the appropriate course of action. Data, processes, and forms will be reviewed for best business practices. The town welcomes this as an opportunity for improvements in current processes. Step Two (2) Fit Analysis - Specifications - The implementation architecture is designed at this stage. The fit of that architecture to the requirements will be determined. Any modifications needed will be designed and planned. Data will be reviewed in detail and a conversion plan designed. Interface plans, definition of forms and reports, and a workflow design are developed. Installation and testing of the new software and database to ensure the new system is operating correctly. Step Three (3) Integration - Preparation of required integrations is performed. Software will be integrated with the Town's current systems. It will then be configured and enhanced to meet the Town's requirements. Specific programming customizations are performed. System interfaces, data exchanges, forms and reports are developed. A pre-install review is conducted to review the software before installation. Step four (4) Installation and testing of new software and database and testing of their integrations to ensure that the new software system is correctly performing. Quality control is performed to test the new workflow processes of the system. Any necessary modifications will be made to ensure that they are accurate. Step five (5) On-site classrooom training sessions of end-users. On-line web based training sessions also provided at subsequent dates in the future. Step six (6) Go-Live and begin production of work with the new system. Tlmeline for implementation July 2007 Contract Execution August 2007 Scoping to define data, forms and work processes September 2007 Fit Analysis design specifications of implementation architecture October 2007 Integration & customization November 2007 Installation of Software& testing of integrations December 2007 Training, Final Data Conversion LG-NA (Sep.2006) TOWN OF SOUTHOLD LGRMI F 2007-2208 Page 19 We recognize and acknowledge that this time line may need to be extended and that the project may take several months longer. However, it will definitely be completed well in advance of June 2008. III. c. Resoonsible Staff - Network Systems Administrator and Technical Coordinators. A project team will be formed of IT department staff, records management officer, and key staff members from each department to assure that best practices in policies and procedures are being followed in daily work by office staff to maintain the integrity of the system. lII.d. Re: Category and Subcategory Requirements for Record~stems: An in-house needs assessment was conducted. Department ea s, It staff, and records management staff contributed to this needs assessment It was felt that this method would be far superior to contracting with a outside consultant A consultant cannot replace the internal knowledge of our town. There is no substitute for "corporate/municipal memory"l In pointing to the widely known and recognized adage "who knows thyself better than thy own"? We were of the opinion that an active healthy on-going discussion and exchange of information and ideas at all levels among ourselves regarding our current problems would produce the very best end result We felt that we are better off identifying our own needs. All levels from the end user, records management officer, technology administration up to the elected town officials have contributed to solving our coordination and communication problems amongst town departments. In 2001 the Southold Town Board formed a "computer technology committee to study this problem. Their recommendation for the direction to move forward in was one and the same as this current in-depth study has produced. In 2001 an outside consultant was hired to produce a needs assessment prior to our embarking on the digital imaging project I would be happy to share his end product with anyone. It was a very poorly written report, but at the end it did recommend that we proceed with the digital imaging project The ultimate recommendation confirmed the Town's plan to digitally image their permanent records. However, the report itself was not well done. We have the skilled people capable of doing the in-house assessment We felt that we could do it better and more efficiently ourselves. Therefore, we did it ourselves. New Yark State Archives Form L(}.NA 912006 TOWN OF SOUTHOLD LGRMI F 2007-2208 Page 20 IV. Local Government Support for Records Management (maximum 15 points) It is important to demonstrate your commitment to records management. Types of support may include government funds, staffing, equipment, supplies, or the allocation of space. Provide specific budget amounts whenever possible. Include information only on the support your local government provided and will provide with its own funds. Projects completely funded by the LGRMIF do not constitute local support. a. Identify your government's past contributions to records management. (5 points) b. Demonstrate contributions to this project. (5 points) c. Describe how this project and records management in general will be maintained over the long term. (5 points) IV.a. Past contributions to records management by the Town of Southold: The Southold Town Board has been extremely supportive of records management and technology and pledges their future support. The following documentation of support shows how dedicated this Town has been to records management. Staffing:- (1) The Town Board has budgeted for two full-time persons. A records management assistant and a digital data entry operator. There are three (3) part-time student interns. The Town Board allocated $103,100.00 in the Records Management budgetline for personnel in 2007. (2) The Town Board hired an additional IT person in 2005 to assure the necessary maintenance on the records management software and scanning/imaging system in the future. (3) In addition, the Town ClerklRMO dedicates a significant amount of her time to records management on a regular year-round basis. A minimum of three (3) hours a day is spent on records management issues. EQuipment:- (1) There are six (6) desktop PC's in the records management office. (2) Plus four (4) PC's dedicated for public access in the Hallway of Town Hall and the North Fork Bank Town Hall Annex for use by the general public. 3 Three 3 scanners and one lar e scale scanner which was artiall funded throu h LG-NA (Sept 2(06) TOWN OF SOUTHOLD LGRMIF 2007-2208 Page 21 a LGRMIF grant at a cost of $22,858. with matching town funds. (4) One (1) book scanner Minolta 7000, partially funded through a LGRMIF grant,purchased at a cost of $12,495. with matching town funds. (5) Town Servers - $85,000., $100,000. (6) In 2000 the Town fully funded the purchase of the BAS Town Clerk system at a cost of $20,000.00. Annual maintenance on this system is $1,590.00. (7) In 2001 the Town fully funded the purchase of the BAS Tax Collection system at a cost of $18,500.00 Maintenance on this system is $1,800.00 per year. (8) In the year 2001, the Town fully funded the Laserfiche digital image system and PC upgrades to support the system. Plus $65,000. to effect an immediate scanning of Building Department Records by the vendor. Maintenance on this system is $15,000. per year. (9) The records management department maintains the inactive records center and purchases boxes at a cost of approximately $300.00 per year. Space (1) Two rooms in the basement, the vault and storage rooms in which the temperature and humidity are environmentally controlled by HVAC units partially funded through a LGRMIF grant in the amount of $18,566.and matching funds by the town in the amount of $18,566. Also contains a PC with records management software for locating records in these two (2) rooms. (2) A portion of the vault room is dedicated to historical records which are housed in acid-free boxes at the town's expense. \ (3) One ground level records management office 12 feet by 18 feet adjacent to the town ClerklRMO;s office. Imaging equipment is located here as shown on diagram. (4) The Town 2006 budget contained $10,000. for microfilm, developing and testing. (5) The Town 2007 budget contains $10,000. for microfilm, developing, and testing. (6) The Kodak i9600 ArchiveWriter was funded by a LGRMIF grant. The Town has budgeted $6,000. for future maintenance. (7) The Town also budgeted $5,500. for restoration and preservation of old vital recods records books, and $2,000. for cleaning and restoration of old assessment books in their 2007 budget. (8) The Town has budgeted funds for maintenance in their 2007 budget for PC replacements, laptops, etc. IV. b. Contributions to this project: (1) The County of Suffolk is in the process of accepting RFP Proposals and they are moving forward with a County-wide Wi-Fi project where the base service will be free of charge. The county is asking the Town of Southold to identify municipal owned properties where they would be allowed to istall their Wi-Fi equipment. A new generator was recentlv installed at Town Hall. Therefore, it is reasonable and prudent to assume New Yolk State Archives Fonn LG-NA 912006 TOWN OF SOUTHOLD LGRMIF 2007-2208 Page 22 that Town Hall would be a wi-fi access point. In emergency situations, it would still work with the generator. The Police Department also has a generator and would also be an access point. This will enable the Building Inspectors to use either the handheld mobile inspection devices or laptops across a wireless connection within a browser. (2) Server upgrade $30.000.00 (3) Software Maintenance: $10,000.00 (after warranty) (4) Purchase of laptops (10) @ $1,600.00 = $16,000.00 (5) Mobile Devices (6) $ cost $5,000.00 (6) Additional Training - $5,000.00 (7) Staffing - IT department personnel, records management officer, key staff members of the Building Department, Planning Department, Zoning Department, Board of Trustees, Assessors Office and Land Preservation Department. IV. c. This Droiect and records manaaement in the future will be maintained as follows: The Town is committed to the maintenance of this new system and quality control of its' operation. All of the above described projects and systems have been maintained by the town since their installation and will continue to be maintained by the Town, as will this new one. We successfully implemented all of our records management projects in the past. We can and we will make this one work very well for the benefit of the Town of Southold. LG-NA (Sept 2006) "' TOWN OF SOUTHOLD LGRMIF 2007-2208 Page 23 THE STATE EDUCATION DEPARTMENT I THE UNIVERSITY OF THE STATE OF NEW YORK I ALBANY, NY 12234 PI (9/06) PAYEE INFORMATION In order to receive funds from the NYS Education Department, ALL SECTIONS of this form will need to be completed and returned with orlolnal sIGnature to the Education Department program office as part r:I your grant application, SectIon I: Institution Identifying Infonnation I EDc:t Legal Name of Agency Town of SOuthold II Contact Person/Telephone Number Blzabeth A. NevIlle 631 765-1800 J BusIness name, (if different from abo\ie ) II 1l i I Payment/AscaI Agent (If different from above) 5altt A. Russell Address (number, street, and apt. or suite no.) to which chedcs wfll be mailed PO Box 1179 Oty, S1llte, and ZIP code (+ 4 digits) or foreign Oty, Country It. _ COde 5outhokI, New York 11971 federal Employer 1.....t1n...tIl.n Nlllllber (FEIN) afthla agency.: m [!] - [!] ~ [!] [!] [!J [!] [!J * Provide FEIN ct recipient agency regardless of paymentjflscal agent Munldpllllty Code (If egency . . local govemrnent): [!] [l] [QJ w [l] [i] [QJ [QJ [QJ [QJ [QJ @J SedIon D: Agency Profile 1. This agency Is a (check one) 0 Non-Profit Organization 0 For Profit Organization 2. This ageJlCf is a (check one) 0 Sectarian Organization 0 Non-sedarian Organization 3. Is this agency chartered or incorporated by the New York State Board of Regents? (Check one) 0 Yes 0 No 4. Is any member of the Board of Directors an employee of the NYS Education Department? o Yes, please name 0 No SectIon DI: Charity Registration Number Status (NON-PROm ORGANIZATIONS ONLY) Answer ~ of the four questions listed below. 1. The charity registration number (.rtm: a tax exempt or Federal 10 number) of this organization is: 2. 0 This organization has applied for a charity registration number frorn the Department of State but has not as yet been notiflecl of the illltl10rized number granted. 3. 0 This organization is exempt frorn the requirement of registering with the Department of State as a charitable organization because it receives less than $25,000 in total from governmental agencies. TOWN OF SOUTHOLD LGRMIF 2007-2208 Page 24 . 4. 0 This organization is exempt from the requirement of registering with the Deparbnent of State as a charitable organization pursuant to the Department eX State Exemption Cat.egoIy indicated below (Please read attached Bulletin No. G-79 and the Summary of Exemption Categories and check ~ Exemption Category listed below, if applicable). o Exemption Cat.egoIy 1 o Exemption Category S o Exemption Category 2 o Exemption Category 6 o Exemption Category 3 o Exemption Category 7 o Exemption eategO,y 4 o Exemption Category 8 Section IV: Certification I hereby certify that the information herewith provided is to the best of my knowledge both accurate and true. Scott A Russell, Supervisor, Town of South old Chief Administrative cy Olficial/ Authorized Designee (Please Print) aP~ Signature - ief Administrative Agency Official/Authorized Designee ~/ gi~? ..--------------------------------------------- SED USE ONLY: Deputy Area/Program 0f'Ikle Institution 10: 8 [I] IT=rIJ I have reviewed the payee information contained herein and hereby approve this agency for payment Deputy Area (Please Print) Program Office (Please PrInt) Program Manager (Please Print) Signature - Program Manager Date ..-----------------------------------------.--- SED USE ONLY: Grants Finance SED Agency Number/BEDS Code (if applicable): [I] IT=rIJ Institution Type: LIIrIJ Institution Subtype: LIIrIJ Interest Eligible: 0 yes D DO Reviewer: Date: TOWN OF SOUTHOLD LGRMIF 2007-2208 Page 25 ~ new york ~~ archives state To: LGRMIF Grant Applicant FRO M: Grants Administration Unit R E : Payee Information (PI) form Supplement for 2007-2008 Payee Informationform Supplement Please complete the information requested below, so that the New York State Archives can either assign you a unique Payee Identification Number (also known as an agency code) for your local government, or verify the information we have on record. 1. The school district in which your organization's main building or headquarters is physically located. School District #5 Southold #610 NYS income tax return number 2. The physical address of your main building or headquarters. 53095 Main Road. Southold. New York 11971 3. The name of your parent organization (ifapplicable). none Please include this supplement, along with your completed and signed Payee Information form, in your completed grant application packet. Assemble the application in the order on the Application Checklist Form (LG-CH). If you have any questions, please call the Grants Administration Unit at (518) 474-6926. . . TOWN OF SOUTHOLD LGRMIF 2007-2208 Page 26 . BUILDING EXTERIOR 14' - 0" I SCANNER I P4PER 8 SHREDDER ASSEMBLY HALL TOWN CLERr)_ I I SC4NNERI i I SC4NNER I to ':,;- N .'1~1 WORK STA N U ARCHIVE WRITER PS 7000 MANOllA SDOK SC4NNER C/Js ;0 "' ra~ IU~ ~nl ;o~ ;f1'--, ~ l.LJ SOUTHOLD TOWN HALL Records Management Office Scale: 1/4" = 1'-0" TOWN OF SOUTHOLD LGRMIF 2007-2208 1 34' - 4" Page 27 I HVAC Unit HVAC Unit '0 'to ~ n ~ 0 <( . '" 0 . x a: 0 a: ~ . [ ~ I in l l'l Jl ~ ~ a: 0::: o o 0::: 0::: o U STORAGE ROOM RECORDS VAULT Row F' Row G Row H Row I Row J Row K Records Storage Row B Records Storage Row C SOUTHOLD TOWN HALL Records VAULT Storage Scale: 1/8" = 1'-0" TOWN OF SOUTHOLD LGRMIF 2007-2208 Page 28 " Records Storage Row N D I :> . Records Storoge Row S 0 0: 0 . '" 0 . ~ 0 D I v; 0: . R . '" Records Storo<Je Row ~ 0 ~ u v; . 0: . n n 1! I 0 0 ~ Records Storage Row 0 0: "<t Records Storoge Row. P 0> I") ~ Security Records Storoge Row L Gote 0:: [:J Paper I Storoge I 0 0 0:: RECORDS 0:: STORAGE HVAC 0 Unit U RECORDS VAULT J 34' - 4" ~ SOUTHOLD TOWN Records Storage HALL Room Scale: 1/8" = 1'-0" TOWN OF SOUTHOLD . LGRMIF 2007-2208 TOWN OF SOUTHOLD Page 29 REQUEST FOR PROPOSALS Integrated LandlProperty Management System for Active Records The Town of Southold intends to implement a "LandlProperty Management Software Program" to mitigate the burden and responsibility of managing the increased municipal growth and development they have been experiencing for the past five years. Customization of an "integrated system design" to effectively share information on active records between the Building Department, Planning, Trustees, Zoning and other related departments is being sought. L Bacbround Information The Town of Southold is located on the most eastern North Fork end of Long Island, New York, with a population of 22,334, and a 32.5 square mile geographic area and 160+ miles of shoreline. There are 18,000 property tax parcels. 2. Town Information The Town of South old has 218 full-time employees and 63 part-time employees. Town Departments include: Accounting Building Department Highway Department Town Engineer Landfill Public Works Tax Receiver Records Management 3. Technolo2V Plan Animal Shelter Code Enforcement Human Resource Center Justice Court Offices Planning Recreation Department Town Attorney Trustees Assessors Community Development Information Technology Land Preservation Police Supervisor Town Clerk Zoning Board of Appeals The Town of Southold has a three (3) year capital budget for Information Technology for the following items: . Personal Computers - Maintenance Program Annual Upgrade and Replacement . Laptops - Provide to Department Heads and Staff as Necessary . Printers - Maintenance Program Annual Upgrade and Replacement . Exchange Mail Server Upgrade & Windows Server Upgrade from 2000 to 2003 . Integrated Parcel Management Software solution TOWN OF SOUTHOLD LGRMIF 2007-2208 Page 30 Town of Southold - Request for Proposals 2 4. Technolo2V Environment Table 1. Business Application Standards r..--..-......-. ...-... ...~...~'..~. ..-..-..-...~'~~~..~.-.. .....~........ ...-...~....~.....~. r........ -... ... . ~....-~....~...~.... -......~-........~............. ....'-.. -.... ~.... -... Business Application Components .t ..... Standard [Database Servers .. . ... . .. .. . .. ... .... . [windows2000/2003,mM08/400. .... r.~ ....-...,.-.... -....--..~.-.'-. -..--...-.-.-...'----...-.-.---..---...---.....-.-.!~.....~....'. .-.~.'.'.... '~.-........-........ '~.-..'.'...~.. .... -........-. rpplication Servers . Windows 2000/2003, ffiM 08/400 [\VebServer" .--____---__-_________----=~~ftIIS(I'I~ed) ......... ... .. ... .' ... . .-_____ IDI3~ ]~Q~~erver 2~05, Sybase 9, ffiM DB2 Table 2. shows the network configuration and network operating systems currently supported by the Town. Table 2. Network Infrastructure .[..-.. -. '. -..~.-.'--. -... -... ~--..---..~. -.-..'.'-..~.. -.-. -. '-. ".-.'.'~. ~~.~.~.~. ".'[~. .. .~. ,..~-. --...-'~'-.'-. '..... ........- .. ......- ~~~~~ N~tw~or~ C2mpon!~~~~~~,_ . _ Standard [Network Operating System . . . !Windows 2000/2oo3,ffiM OS/400 --.---.-...-. ---.------------. -..-.-..--..-------.-.-r.:;v:;:..... . -.....-. ---. --.-. --..'--'.-. --.. ..--.---.-.. -.. [Network Protocols ITCP-lP r.---..----:.-"--,.-.---.--...-.---'-.--------.---.--~------------.---.:.------ iTopology. . . . IEthernet r;:;::;-------------- [ - -- ICable Infrastructure ... !Category 5 . r,:;:;.----.------...-------------------------r,;-----------.-.-------- fFile and Print Services fWindows 2000/2003, ffiM OS/400, HP I. ... ... .IPrint Server [-----. .--..-------.---------..-...-.--...-.....--..-.-----[--.".--...-.------.-.. .-----... ---.. ._-.-. ,Application Servers Windows 2000/2003, ffiM OS/400 I 1-..------..---------..-..--.-----.....-----------.1--------.-..--~.-------.----.-------- IBackup ... .. iVeritas, ffit.i OS/400 ..... .. [----------.-------------.-..--.---.---...-..---...-....----...---r,:-----.-------.--..-----------.....----.----...--------- ,Messaging Server !Microsoft Exchange 2000 2 TOWN OF SOUTHOLD LGRMIF 2007-2208 Town of South old - Reauest for Proposals Pa!le 31 3 Table 3. shows the Town's standard desktop environment Table 3. Desktop Environment 1-. .'.~..-. '.'-. ~-.'.~-..-..'..'..--~."..-.'.-. ~.'. ~~".-.. '~.''''. -...I......~..-~....~ I. ,,~Deskt?p Component~~~I~~~_ IDeSktOp Machines (Minimwn Pentiwn-16 Co~~tiOn)=~~,,=, .. .. ... .. ... =~ ~:r~;i~ Ir>eskt<>pP<::Jv1akeandM'odel .. . [Dell Optipl ~sktop ()peratin~ SYstem.s . [Microsoft W r,-..-.-.-........-.....-...-.......... -.-........-......-......'..-.. ...--....-..ru...;-'.. '.-...' IBusiness Software Suite !-,vucrosoft 0 P3r~wser." .... ~--------_____]M'i~osoflln ~.. ------------------fMiCr Email Client . Microsoft 0 _.........___.......__............_......................_..,_..........."..,_........P_,.., ......................_...n...___.....___.... -- Standard 6 PCs with 128MB RAM, 5GB and CD-ROM drive, SCSI-2 r Im~~ W'orkstations: ex & Dimension . indows 98, 2000 & XP ffice 2000/2003 ternet~lor~r 6/7 _ utlook 2000/2003 Table 4. represents the Town's current imaging environment These items may change based upon responses to this RFP. Table 4. Current Imaging Environment r.. ~..'. -. -.' '.-. -... ..==....-.......~.~. ..........-...~-...... '..'-.. "-.~. -"[....=...-.... ....=..'.......... ........... ....... . I I Desktop Component Standard ~::::~~::;:z:~:tion-s~~~-=--:~~;;rf~~~RAM---:- -, . -I r;:;.. --. -.. -.--. ..-......-... ---......-..-..........-...---. -'.-..-"'-. -.. -..-.-'.-.. -....-.....--. ...-....-.-.-..-. ---. ".-...---.-... -. -.. -..-. --.'.-. IC~ent Imaging Datab~~..=,..=jMS SQL 2~2..~~..~=~..~..~_, IImage.s.cann.ers: ...~. -..F.. Uj.its..U.40. 970... ,.2- F.. ujitsu 5750C., 1.- I inolta PS7000, 1 __ Contex FSC 6050 r-'--.-'-'--,..,.------,.-...---'--...,....--.---.-~..--"+~--.;--~_-,._-.-:..__------.--..--_:....--c:. IImaging Software Ivendor: General Code i . . .... ... . . iProduct: Laserficbe7 I '--~---_....__._.~._.__.__._.~,_.--'---------~~_._.~~....,.--.---_.,----_....._-~-".__.--_.:_--"._.....:.....,-~..'--.;.;.;.-_...;..--:....:_-;-~~:;_:......:.....:.....;:....:... ~sktop(j{;r;ti~gSyst~ms----..-...---IMicros~ftWind~;S-98~-io00-& xp---I r....--~.,-'-~_...~-'--'-+'---."'-...,---.-.,--~'"-.-,.,-.-.---'-.-"~.--c--..----_._--._--".....-...:...--._--_._-..._..---.------,--.-----.-....--..-.-. (Business Software Suite (Microsoft Office 2000/2003 r,--'-. ..-------.------. .........-.....-..--..---.--.---.-. .--..-- V". -. ---.. -.---------..--........ ..----.--. -----..... .--------.------------ IBrowser IMicrosoft Internet Explorer 6/7 1'_._......._____..___.....________. "-"'-"-.'--. '''--'-'---'1..'-. ---....--..--. --.----.----... -'-.'-.--. _._.._...___________1 Email Client IMicrosoft Outlook 2000/2003 ......,__..._.,,_....__....__"__..__ ._.._..,.~.___,~<_ ____n"" ._. .,._..,~_", ..___.."___.______+_,_.__..~...,,_..,_,,__......_...__.._.._..._._..___...____.__..__."__.._,,_.__.._.~.,~.,,___..._.. ,""___,,__.._,._,..,,_.._..______.~'" :1 TOWN OF SOUTHOLD LGRMIF 2007-2208 Page 32 .> Town of Southold - Reauest For Proposals 4 5. Records Manae:ement Plan Phasel Phasen Phase III Phase IV Inventory & Inactive Records Center Imaging & Microfilming EDMS active records e-government The Town of South old has a very successful progressive records management plan in place which included the implementation of Phases I & n as follows: . Inventory & Inactive Records Center . Laserfiche Digital Imaging System . Archive Writer Microfilm Program The Records Management Department has a separate dedicated office consisting of the RMO, Assistant RMO, full-time data entry employee, and three (3) part-time employees. All town records were inventoried in 1990-1991 and an inactive records center was set-up with the prescribed steel shelving and approved one (1) cubic foot boxes. The digital imaging system "Laserfiche" was implemented in 2001. In 2006 the digital images were microfilmed with the Kodak Archive Writer. We are applying for a grant to implement Phase m EDMS Active Records in 2007. 6. Project Objectives . Establishing a relationship with a vendor that has a proven track record and long-term viability. . Building a reliable document management repository that is easily responsive to our needs and user friendly to Town Staff. . Streamline our business processes by reducing document retrieval and management time and eliminating total reliability on paper. . Improving document security and disaster recovery capabilities. . Procuring a system that will facilitate collaboration, sharing and secure distribution of documents, and help us to reduce filing and distribution costs. . Selecting an EDMS that will meet our needs in Phase III of the project - Implementing an "Integrate4 J.,and/Property Management Software Program" to 4 TOWN OF SOUTHOLD LGRMIF 2007-2208 Page 33 , Town of Southold - Request For Proposals 5 . include the Building Department/Planning Department/Zoning Board of Appeals, and Trustees with the capability of expanding the number of departments in the future. . Developing and implementing an EDMS that will address our current needs and grow with us in the future to implement Phase N e-government. . Must be capable of integrating with the following systems: RPS (Real Property System) (18,000 parcels) GIS (Geographical Information System) Laserfiche Digital Imaging System . Improve customer service quality and timelessness. 7. TimeFrame Project is tentatively scheduled to begin July 1,2007 and must be completed by October I, 2007. June 2007 Upon notification of grant award, contract will be executed. July 15,2007 Implementation of data, forms, and work process assessment. August 15,2007 Software Customization and information load. September 15,2007 - Customization review with customer. September 18,2007 - Installation & Training. Continuing Ongoing online training and support. . This is a tentative time frame. We recognize that the actual implementation may take additional time. Current Required No. of Volume/ Volume/ Years Frequenc Frequenc On-line y y Population 22,334 60000 All, if ssible Number of Parcels 18000 30000 Number of Permits 40000 2000 per ear Number of Inspections 2000 per ear Number of Ins ectors 10 :) , TOWN OF SOUTHOLD LGRMIF 2007-2208 Town of Southold - Request for ProDosals Page 34 6 Current System in use . system Name . . Arehi Toibe." Illstalled " " NUIft teetu Cbnver since " ber " re, ted when of. " OS ('{IN) Users ,. . etc. . . Building Permit Acumen OS/40 y 1992 100 system 0 Inspection Acumen OS/40 y 1992 100 0 Licensing Complaints Acumen OS/40 Y 1992 100 Tracklna 0 Mass Appr / RPS V4 Wlndo N 2005 100 CAMAsystem ws Tax Billing and RPS V4 & BAS Wlndo N 2001 100 Assessment ws Utility Billina Miscellaneous In House Alarm Windo Y 2001 10 Billing system ws Accounts ACS OS/40 N 1990 100 Receivable and 0 Cash Collection Financial ACS OS/40 N 1990 100 System 0 Workflow management GIS / GIS MapInfo Windo Integra 1997 100 intearation ws ted Vital Statistics Business Windo N 2000 100 Automation ws Services & Laserfiche Internet-based applications Document Laserfiche Wlndo N 2001 100 manaaement ws 6 TOWN OF SOUTHOLD LGRMIF 2007-2208 Page 35 . Town of Southold - Request For Prooosals 7 Concurrent Users Read-Only Total Users Building - Permit - 10 90 100 Land - Parcel 25 75 100 Management - GIS Zoning-Planning 25 75 100 Utility Billing 10 10 20 Code Enforcement 5 15 20 Public Works 10 90 100 GIS 5 95 100 Complaints are tracked by the computer tickler system which is unreliable because not all complaints are always entered. They need to be entered into a central depository and routed to appropriate personnel for follow-up. Data Conversion Name and Sybase database Town Network Address Assessors Contractor Relational database Building Network Information Department Historical Permits Relational database and Building Network and inspections Document Imaging Department system and Town Clerk Violations Relational database and Town Network, paper paper records. Attorney and document Town Clerk archive Regulations Proprietary code book Town Network and software and paper books Attorney and physical books Town Clerk Complaints Relational database and Town Network and paper records Attorney paper 7 . TOWN OF SOUTHOLD LGRMIF 2007-2208 Town of Southold - Reauest for Prooosals Page 36 8 . Vendor must provide a cost estimate for custom software development or an indication that it will be provided at no cost in the future. Proposals to be returned to: Elizabeth A. NeviUe Southold Town Clerk 53095 Main Road POBox 1179 Southold, New York 11971 e.neville@town.80uthold.nv.U8 Tete. 631 765-1800 ext. 228 Fax 631 765-6145 Prooosals due bv Mondav. January 29. 2007 Attach NYS Contract R . . TOWN OF SOUTHOLD LGRMIF 2007-2208 Page 37 . Local Government Records Management Improvement Fund Vendor Quote Form (LG-VQ) Please complete this fonm to provide evidence that you have contacted three vendors for price quotes. One or more of the quotes may be derived from State Contract Listing (www.ogs.state.ny.us/purchase). Photocopy the fonm if you must submit more than one Vendor Quote Form. Instructions for completing the fonm are on the reverse side. 'I. General Code Publishers Corp. 72 Hinchey Road Rochester, NY 14624 Municity Integrated Parcel Management Software SCA Software PT 60291 $89,514. 2. PS Govern 75 Queen Street Suite 5500 Montreal, Quebec, Hc3 2N6 Land Management Integrated Property System ASAP Software PT 60291 $165,800. 3.Cameron Engineering Assoc. LLP 100 Sunnyside Blvd., Suite 100 Woodbury, NY 11797 Land Management Integrated Property System Amanda Software .For services rendered, provide more detail in the Budget Category and Narrative form, Code 40. New York State Archives Form ill-YQ 9/2006 .. TOWN OF SOUTHOLD LGRMI F 2007-2208 Page 38 Local Government Records Management Improvement Fund Budget Narrative Form for Code 45 (BN-45) SUPPLIES AND MATERIALS AND EQUIPMENT LESS THAN $5,000 TOTAL transfer to FS-20, Bud at Summa 75,000. Narrative: The actual cost will exceed $75,000.00. The Town Board has included monies in their 2007 capital budget to supplement the cost of completing this project. The software alone will be in excess of $80,000.-$90,000. The Town will purchase any additional customization needed, laptops and/or mobile field devices for inspectors, and any additional necessary training costs. A decision has not yet been on the choice of a software vendor. We will have some on-site visits from vendors in February and March. We will also visit other Long Island towns that use these software systems to evaluate them without the vendors present. We will thoroughly investigate our options in order to make the very best choice for our town. l\TPlv Vn..1r ~f"t.. Ar...hi""", J<"nn RN..4'\ Qf?()(),<; . . TOWN OF SOUTHOLD LGRMIF 2007-2208 Page 39 , The University of the State of New York THE STATE EDUCATION DEPARTMENT (see instructions for mailing address) PROPOSED BUDGET SUMMARY FOR A FEDERAL OR STATE PROJECT FS-20 (12/05) Grant Applicant Information Funding Source: Local Government Records Management Improvement Fund Report Prepared By: Dun Name of Applicant: Elizabeth A. Neville Mailing Address: PO Box 1179 53095 Main Road Southold NY 11971 City State Zip Code Telephone #: (631765-1800 ) County: Suffulk E-Mail Address: e.neville((iltown.southold. .nv.us Project Funding Dates: 7 / I / 2007 6 / 30 / 2008 Start End INSTRUCTIONS .:. Submit the original FS-20 Budget Summary and the required number of copies, along with the completed application, direct1y to the appropriate State Education Department office as indicated in the application instructions for the grant program for which you are applying. DO NOT submit this form to the Grants Finance Unit. .) Please submit the F8-20 Budget Summary as a two-page form (not back-to-back on a single sbeet). .:. Enter whole dollar amounts only. The amounts must agree with the budget category totals from each Budget Category and Narrative Form. .:. For changes in agency or payee address, contact the State Education Department office indicated on the application instructions for the grant program for which you are applying. .:. An approved copy of the FS-20 Budget Summary will be returned to the contact person noted above. A window envelope will be used; please make sure that the contact information is accurate, legible and confined to the address field. .:. For infonnatlon on budgeting, including 2007-08 REVISED guidelines for equipment and supplies, refer to the Fiscal Guidelines for Federal and State-Aided Grants at www.oms.nysedgov/cafel. ." . TOWN OF SOUTHOLD BUDGET SUMMARY CATEGORIES CODE PROJECT COSTS Professiotlal Salaries 15 Support Staff Salaries 16 Purchased Services 40 . Supplies and Materials 45 75,000. Travel Expenses 46 Employee Benefits 80 Indirect Cost (Ie). 90 (Ammmt tiom "en below) BOCES Services 49 Minor Remodeling 30 Equipment 20 Grand Total 75,000. · A. Modified Direct Cost Base B. Approved Restricted IC Rate C. (A) x (B) = Indirect Cost (Be sure to put total in Code 90 above) $ % $ CIDEF ADMINISTRATOR'S CERTIFICATION I hereby certifY that the requested budget amounts are necessary for the implementation of this project and that this agency is in compliance with applicable federal and state laws and regulations. / I /3//o? ~t!/~ Due Sipuure Scott A. Russell. Supervisor. Town of Southold Name and Title of Chief Administrative Officer ~. T LGRMIF 2007-2208 Page 40 FS-20 Page 2 CD [[CD I PTit# I I CD [[CD Contract # Agency Name: Town of South old FOR DEPARTMENT USE ONLY Approved Funding Dates: To From Program Approval: Date: Fiscal Year First Pavrnent Line # First Payment Voucher # .~ THE GENERAL CODE ADVANTAGE MUNICITY@ INTEGRATED PARCEL MANAGEMENT SOFTWARE PROPOSAL TOWN OF SOUTHOLD SUFFOLK COUNTY . NEW YORK OCTOBER 4, 2006 Prepared by: GENERAL CODE 72 Hinchey Road Rochester, NY 14624 District Sales Manager: Bruce Cadman Account Representative: Matthew Quick Corporate Phone: 800-836-8834 Fax: 585-328-8189 Website: www.generalcode.com E. Mail: bcadman@generalcode.com I Table of Contents Section 1. I Section 2. Section 3. Section 4. Section 5. Section 6. Section 7. General Code Man/city Proposal Executive Summary General Code Recommendation Project Deliverables Project Scope of Work .. Setup, Implementation and Training Investment detail and Options Authorization of Agreement Terms and Conditions Appendix PC & Server Specifications 2 Town of Southold October 4, 2006 SECTION 1. EXECUTIVE SUMMARY I Customer Challenges: Currently, the Town of Southold utilizes a paper-based system for managing building and planning projects and all forms and reports for the inspection process. The Town manages nearly 18,000 parcels and its staff is involved in the planning, development and inspection processes. The Town staff has been involved in a search for a Building software solution that will help automate their processes and provide improved access to needed inforrnation that is only currently available, primarily, in paper forrn. Customer GoaWSoftware Reqnirements: I. Automate the process for building, planning and development providing for better notification of and tracking of completed tasks, record-keeping and tracking of the overall development process. 2. Improve access to key information in the building, planning and development process. 3. Improve productivity of Town personnel through clearer processes and sharing of electronic information. 4. Improve development and management of important inforrnation for meeting agendas and documentation review. 5. Be networked to allow multiple users in separate locations to work on a single project, along with a user-friendly method for managing users, permissions, task assigmnents, etc. 6. Be based on SQL server software 7. Support multiple document forrnats, including text, images, (other) database importation or access, as well as having a version tracking feature. 8. Include a user-friendly project calendar for tracking ongoing projects and tasks 9. Be capable of generating task related email messages to users 10. Be capable of generating certain forms and reports in print-ready formats (e.g., PDp). II. Have user editable task management system or flow chart to create or change processes. General Code recommendation: The Town of Southold's challenges will be met and goals achieved through implementation of General Code's Municity Integrated Parcel Management Solution. Along with the necessary program custontization services, installation and training, this poweIfuI project and parcel data management tool will provide the Town of Southold with a cost-effective means of automating the building, planning and development processes and provide fast, easy access to all parcel and project inforrnation. Summary of Investment: Based on the requirements identified by the Town of Southold and the specifications and services required to gather and input inforrnation into the Building system, install it and then train the staff to utilize the features and functionality of the Municity Software program, we estimate the cost (including first year's maintenance) to be: $89.514 Additional options are listed in Section 5 of this proposal. General Code Municity Proposal 3 Town of Southold October 4, 2006 SECTION 2. RECOMMENDATIONS After a discussion between General Code's Dan Foster and Lloyd Reisenberg, General Code recommends our Municity Code Enforcement Software; a 3'd generation SQL based non-proprietary software. The software is designed to work in a Windows environment and will run on the municipality's existing hardware for in-house application. Hardware specifications have been provided for review to insure compatibility. The building, zoning, planning modules; GIS integration and historical data conversion (if required) are recommended to meet the aforementioned needs of the municipality. The zoning and planning modules will provide for the project management components to fully automate the creation and tracking of all activities associated with zoning approvals and planning department needs with regards to most aspects of land use. The aforementioned components are part of the standard modules but are customizable to do as little or as much automation as the municipality desires. The software will be fully integrated with MS Outlook and Office and with your approval will be integrated through Map Objects to the municipality's GIS mapping layers. The historical data will be imported into the software (if applicable). General Code also provides for other custom integration on a per project basis. General Code staff will spend the pre-installation time necessary to preload the information needed for the municipality to begin using the software during the installation process. This includes: parcel data, fee schedules, mapping integration, zones, historical data conversion (permits, complaints, etc.), and forms and reports created to match your present format. The custom report writer allows for the municipality's customization of all reports. General Code Municity Proposal 4 Town of Southold October 4, 2006 SECTION 3. PROJECT DELIVERABLES I Components included in the recommended solution are: . Municity Building Module - offers functionality to maintain simple building permit functions on parcels including fences, decks, etc. as well as fire safety inspections and other scheduling, task management, communications and document management functions currently managed by the Planning and Development Department at the Town of Southold. . Municity Planning and Zoning Module - provides project management tools for managing all types of development projects, issuing of zoning permits, tracking contacts, financial data and other important information relating to the Planning and Zoning operations. . Meeting Management Module - provides tools to create, publish, and manage meeting agendas and minutes of meetings within the Town government's operations. · Integration with Microsoft Outlook and Office - provides for coordination of schedules for planning and non-planning functions and eliminates the need to manage more than one calendaring and e-mail system. · Integration with your ESRI GIS system - allows the access and use of parcel data while working within the spatial mapping system. Provides the ability to do proximity searches for purpose of neighborhood notifications. · Support of handheld devices - supports the use of handheld devices for "in-the-field" operations and synchronizes the information when returned to the office and tied back into the system. · On-site installation and trmmng - complete installation of workstations as well as training of all personnel or a combination of this training and a ''train the trainer" approach so that Town staff can become the in-house experts that train new staff. . Online refresher training - period online classes and help to optimize skills for utilizing the progrmn to its fullest potential. · Integration of the Town's PC/Codebook. General Code M unicity Proposal 5 Town of Southold October 4, 2006 SECTION 4. PROJECT SCOPE OF WORK , Scope of Work Requirements for customer installation and related services: Step Descrintion Software Price of the base software + first year's maintenance and support investment Program customization General Code provides information collection guide and information and data collection facilitation for gathering all necessary data, forms and work . Workbook (collection of process for customizing the software prior to installation and customer data, processes and training - this work is done on-site forms) . Proiect Facilitation Program customization - data General Code pre-loads all available parcel data and if loading and software applicable historic data including customization of all customization dropdowns, task lists, calculated fees, and initial forms development Program customization and . ESRJ/ArcView Maps. optional quality assurance - pre-install . Laserfiche Document Imaging (if applicable) review and prep of required . Outlook - Calendars and E-mail integrations . Electronic Codes (pC/CodeBook) Program customization and Before installation, 8 hours - series of 2 - 4 hour online quality assurance - pre-install sessions with appointed customer users to review the software review with customer setup before installation Installation Based on number of staff requiring access: every 10 users = I day of installation time and the time involved in setting up the server and client stations - on-site. Includes time to assist setting up security rights for all users Includes time to set-up and check required integrations including: . ESRIIArcView Maps, optional . Laserfiche Document Imaging . Financial! Assessment Software . Outlook - Calendars and E-mail . Electronic Codes On-Site Training Based on number of staff to be trained. Every 5 users requires 1 day combination of on-site classroom and personalized training On-Line Refresher Training Up to 25 users @ 4 hours of online refresher training session - General Code Go-to-meeting session. General Code Municity Proposal 6 Town of Southold October 4, 2006 Annual Service and Support - The annual service and support contract provides your installation with software service and support for 12 months. This includes advice for procedural questions, regular software updates (2 to 4 times per year), software fixes for problems encountered, and support for restoring the system to a production state after hardware failures or power outages. Support is generally delivered via telephone and dial up via the Internet. As part of this purchase, the Town of Southold agrees to provide remote "dial up" access to their system with a minimum of a 56kb modem, PCAnywhere software (version 10.5 or higher) and a suitable telephone line. If your municipality has broadband Internet service, the preferred dial up would be via TCP/IP over the Internet with PCAnywhere software. The municipality agrees to make regular backups of the software and data on multiple backup sets. Implementation Timeline - The timeline is provided to give an indication how much time is generally reqnired at each step of the process for planning of implementation. Calendar dates will vary due to schedule constraints for the customer as well as the installation and training schedule for clients currently underway. Contract execution TBD hnplementation of data, forms and work process assessment Software customization and information load 3 to 4 weeks 4 weeks Customization review with customer 1 day 2 days Installation and training Ongoing online training and support Continuing General Code Municity Proposal 7 Town of Southold October 4, 2006 I SECTION 5. INVESTMENT DETAIL & OPTIONS I Prices noted for software, installation, training, and other services are valid for 6 months from the date of this proposal. Pricing is based on Town having 18,000 parcels. Optional Configurations Building, Zoning and Planning: Building Module (unlimited users) Planning & Zoning Module (unlimited users) System Configuration Installation and Training Integration with PC/CodeBook Integration with Lasertiche Web-based refresher training Project Management and Facilitation First Year Annual Maintenance Addition of Board of Trustees Screen with appropriate functionality $79,114 NC Data Conversion and System Configuration · 3 access databases · I Cobol Isam DB which we will receive as a set of flat ASCII files $10,400 Total System Investment $89,514 Estimated Annual Maintenance Second Year Forward: $10,061 Optional Components: Customization Services · Additional workstations with GIS / Mapping Integration: $100 each Additional workstations increases the annual maintenance $500. · Customized programming for integrations not yet identified: $125 per hour Payment Schedule: 50% of the project price shall be invoiced upon authorization of the project - payable within 30 days of authorization. 50% of the project price shall be invoiced upon completion of the installation and training. General Code Municity Proposal 8 Town of Southold October 4, 2006 SECTION 6. AUTHORIZATION & AGREEMENT The Town of Southold, New York hereby agrees to the procedures outlined above and the ''Terms and Conditions" attached hereto and made a part hereof, and authorizes General Code to proceed with the project. [J Building, Planning and Zoning Configuration Estimated Second Year Forward Annual Maintenance $89,514 $ 10,061 Optional Components: [J Additional GIS workstations with GISlMapping Integration: [J Customized programming for integrations not yet identified: Additional workstations increases the annual maintenance $500. $100 each $125 per hour Total Investment with any selected options: $ TOWN OF SOUTHOLD, NEW YORK, SUFFOLK COUNTY, NEW YORK By: In the Presence of: Title: Title: Date: Date: GENERAL CODE PUBLISHERS CORP, By: In the Presence of: Title: Title: Date: Date: General Code Municity Proposal 9 Town of Southold October 4, 2006 SECTION 7. TERMS AND CONDITIONS TERMS AND CONDITIONS AGREEMENT FOR BUILDING, PLANNING AND ZONING SOFTWARE SYSTEM This is a legal agreement between you (ellber an individual or an entity), Ibe Client, and General Code Publishers Corp, the Service Provider WHEREAS, Service Provider has developed a modernized municipal application software system utilizing Municity Code Enforcement Software for utilization in planning, zoning and building code enforcement; and WHEREAS, Client desires to engage Service Provider to provide the software necessary to implement the above referenced software system, and Service Provider has obtained the right to license such software from its partner SeA (Software Provider); and WHEREAS, Service Provider will not only provide the license for Client for the software required for the referenced municipal application software system for planning, zoning and building code enforcement departments, but will also advise Client as to the hardware necessary to implement the proposed system (which hardware if Client does Dot already have, Client will secure by purchase), win provide training to Client's employees, and will provide support and maintenance services to Client. NOW THEREFORE. in consideration of the premises. the mutual covenants and provisions herein contained. in return for good and valuable consideration, of the receipt and adequacy which is hereby specifically acknowledged, and intending to be legally bound. the parties hereby mutually agree as follows: 1. DEFINITIONS. 1.1 "Agreement" shall mean this document, which shall also constitute the Software License Agreement between the parties and shall include the Building, Plamring and Zoning Software ProJXlsal submitted to the Client, and any exhibits, schedules, attachments, amendments, and addenda thereto. 1.2 "Client Content" means any data or information provided by Client to Service Provider in connection with Service Provider's performance of services or provision of products. 1.3 "Intellectual Property Rights" means patent rights (including patent applications and disclosures), copyrights. trademarks, trade secrets. and any other intellectual property rights recognized in the United States. 1.4 "Products" shall mean the Software Provider product(s) in object code form, including any error corrections and updates, enhancements, corrections. new releases or new versions to software product(s) provided by the Service Provider pursuant to this Agreement. 1.5 to the Client. "Services" shall mean the services described in the Building, Planning and Zoning Software Proposal submitted 1.6 "Software and Services System" shall mean the Products and Services. 1.7 "Term" shall mean the Initial Term and any and all extensions thereto. 2. SCOPE OF SERVICE. 2.1 Service Provider agrees to provide Client with a Software and Services System meeting the Performance Specifications set forth in the Building, Planning and Zoning Software Proposal submitted to the Client. 2.2 Service Provider agrees to extend and Client agrees to accept a license for the Products known as "Municity Code Enforcement Software," more specifically set forth in Section 3 hereafter and the other provisions of this Agreement. 2.3 Service Provider will furnish technical services to help Client's staff transition to the new software and its utilization on the hardware equipment owned or purchased by Client for its utilization as a software and service system. Services will be provided as set forth in the Building, Planning and Zoning Software Proposal submitted to the Client. General Code Municity Proposal 10 Town of Southold October 4, 2006 2.4 Service Provider will furnish the Support Services set forth in the Building, Planning and Zoning Software Proposal submitted to the Client. 3. LICENSE. 3.1 Grant of License. Subject to the terms and conditions of this Agreement, and in consideration for the payment of fees pursuant to Section 5 of this Agreement, Service Provider grants to Client a limited non-exclusive, and non-transferable, except as set forth herein, license to use the Products forCHent's departmental use in the United States. 3.2 License Restrictions. Client has no right to assign, transfer, sublicense or otherwise distribute the Products to any third party other than as expressly permitted hereunder. Client may not: (a) modify, disassemble, decompile or reverse engineer the Products nor permit any third party to do so, or (b) copy the Products, except as permitted hereunder. 3.3 Limited Rights. Service Provider reserves all rights not expressly granted to Client under this Agreement. 4. OWNERSIllP. Service Provider has obtained the right to license the Software Products to Client. Client will not delete or in any manner alter the copyright, trademark. and other proprietary rights notices of Service Provider and its licensors appearing on the Products. The Client owns all Client Content. Service Provider will make no use or other alterations of Client Content without Client's permission. If the Client's proprietary information is utilized by Service Provider in modifications of the software, Service Provider will not use such modifications without Client's pennission. 5, FEES; PAYMENT, As consideration for the specific items of hardware, software, training, and support services provided pursuant to this Agreemen~ aient will pay Service Provider the amonnt of the fees at the times set forth in the Building, Planning and Zoning Software Proposal. All payments shall be made within 30 days of receipt of the invoice/voucher. Late payments will be charged interest at the rate of 1.5% for each month or part thereof that such payment is in arrears. 6. WARRANTIES; INDEMNIFICATION. 6.1 (a) Subject to the further provisions of this Section 6.1, Service Provider warrants to Client that for one (1) year from installation, the Software and Service System will confonn to the Service Provider's specifications contained in the supporting documentation which accompanies, and is part of, the Software and Service System. Service Provider's warranties do not extend to any damages or losses due to misuse, accident, disaster, excessive temperature (i.e. hardware temperature environment above recommended hardware operating specifications), exposure to liquids, unauthorized alterations, utility failure or voltage irregularities or surges. Moreover, Service Provider's warranties do not extend to hardware. and Client will look only to the manufacturer of such hardware for warranties with respect thereto. (b) Service Provider agrees that if the Products fail to confonn to the applicable operating specifications and Client advises Service Provider of this failure, Service Provider shall correct any error, malfunction or defect within thirty (30) business days. If after thirty (30) business days, Software Provider is unable to correct the malfunction or defect, Service Provider shall repay the purchase price for the defective Product upon its return to Service Provider. (c) Service Provider warrants that the Services will be perfonned by qualified personnel in a good and workmanlike manner. Service Provider's liability and dient's exclusive remedy for failure of any Service to meet this warranty shall be limited to reperfonnance, at Service Provider's cost, of such service. Service Provider's warranty does not extend to failures arising out of (i) incorrect or insufficient data, specifications or instructions provided by Client, or (ij) work or services perfonned by others. (d) TIlli FOREGOING WARRANTIES ARE EXCLUSIVE AND IN LIEU OF, AND SERVICE PROVIDER EXPRESSLY DISCLAIMS. ALL OTHER WARRANTIES, WHETHER ORAL, WRITTEN, EXPRESS. IMPLIED OR STATUTORY. IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS OR ANY OTHER MATTER SHAlL NOT APPLY AND SERVICE PROVIDER MAKES NO REPRESENTATIONS OR WARRANTIES WITH RESPECf TO NONINFRINGEMENT. BUYER REMEDIES ARE SOLELY AND EXCLUSIVELY AS STATED HEREIN. (e) SERVICE PROVIDER SHALL NOT BE LIABLE TO BUYER OR ANY OTHER PERSON OR ENTITY FOR INDIRECT, SPECIAL, INCIDENTAL, PUNITIVE OR CONSEQUENTIAL DAMAGES, OR LOST PROFITS ARISING FROM THE PRODUCTS PROVIDED BY SERVICE PROVIDER OR OTHERWISE IN CONNECTION WITH THIS AGREEMENT. TIlE LIMITATIONS AND PROTECTIONS AGAINST LIABILITY AFFORDED SERVICE PROVIDER HEREIN SHALL APPLY TO ANY ACTION OR CLAIM IN CONNECTION WITH THIS AGREEMENT OR PRODUCTS PROVIDED BY SERVICE PROVIDER, WHETHER BASED ON CONTRACT, TORT, STATUTE OR OTHERWISE (INCLUDING NEGLIGENCE, WARRANTY AND STRICT LIABILITY). General Code Municity Proposal 11 Town of Southold October 4, 2006 (0 Service Provider's cumulative limit of liability for claims shall in no event exceed the purchase price of the Products, services or portion thereof with respect to which loss or damage is claimed. Should the remedy of repair or replacement of defective products be found inadequate or to have failed of its essential purpose for any reason whatsoever, Buyer agrees that return to it of the purchase price of the particular Product by Service Provider shall prevent the remedy from failing of its essential purpose and shall be considered by Client a fair and adequate remedy, The remedies set forth herein are exclusive. 6.2 Service Provider shall defend and indeIlUlify and hold hannless Client from any loss, costs, expense or liability, including, but not limited to, any award, settlement, damages, negotiations, appeals arising out of claims, actions, proceedings, or suits against the Client based upon a claim that any Product supplied by Service Provider, infringes upon or violates any patent, copyright, trade secret, or any other proprietary right of any third party, whether or not such claim is successful, provided Client shall (i) promptly notify Service Provider in writing of any such claim. (ii) allow the Service Provider, at its own expense, to direct the defense of such claim, (Hi) give Service Provider all infOlmation and assistance necessary to defend such claim. and (iv) not enter into any settlement of any such suit, claim or proceeding without Service Provider's prior written consent. Client shall have the right to participate, at its own expense, in any action in which Client is named as a defendant. In the event that any product furnished by Service Provider for use by the Client is in any way held to infringe upon the intellectual property rights of any third party, or the Client is deprived or enjoined from the use of the products in any manner, Service Provider shall, at its option, do (a), (b), or (c) below prior to the date wherein the Client is ordered or deprived of use of said product under this Agreement: (a) Procure for the Client the right to continue using such product; (b) Replace with another equal product or to modify the same so that it becomes non-infringing; (c) Advise Client that Service Provider cannot perform (a) or (b) and immediately refund all payments made by Client to Service Provider for products delivered under this Agreement Failure to successfully accomplish and perform items (a), (b). or (c) above do constitute default and a material breach of this Agreement by Service Provider. TIffi FOREGOING STATES TIffi ENTIRE UABIUlY OF SERVICE PROVIDER FOR INFRINGEMENT OF INTELlEcruAL PROPERTY OR PROPRIETARY RIGHTS OF ANY KIND. 6.3 Service Provider shan not be responsible for the Client Content. Client acknowledges and agrees that it will have complete control and sole responsibility over (i) the Client Content, (ii) verification that the Client Content is appropriate and accurate, (ill) timely inputting the Client Content, and Client further acknowledges and agrees that it or its designated employees and agents will be the sole parties that input, retrieve, manipulate, and have access to the Client Content. Client shall defend, indenmify and hold harmless Service Provider from and against any and all claims, demands, or actions by third parties arising from Client's use of, or failure to use, the Client Content. 6.4 The Service Provider agrees to make required modifications at the time of delivery, and for a period of one (1) year after installation and acceptance, that are necessary to correct any malfunctions in the Products as described in this Agreement. 7. CONFIDENTlALITY. 7.1 "Confidential Information" means: (a) the Products (including the source code thereof); and (b) all information, whether in written, verbal, graphic, electronic or any other form, of Service Provider or Oient, that is identified at the time of disclosure or observation as being confidential or proprietary. "Confidential Information" shall include, without limitation, all information relating to Service Provider's, and its affiliates and subsidiaries', or Client's, product plans, including Client's specific information concerning non-public accounting for financial matters, personnel infonnation, utility billing information and related information, designs, costs, product prices and names, finances, marketing plans, business opportunities, personnel, research, and development. 7.2 Confidential Information does not include information that: (a) is or becomes generally known to the public through no fault or breach of this Agreement by the receiving party; (b) is known to the receiving party at the time of disclosure without an obligation of confidentiality; (c) is independently developed by the receiving party without use of the disclosing party's Confidential Information; (d) the receiving party rightfully obtains from a third party without restriction on use or disclosure; or (e) is disclosed with the prior written approval of the disclosing party. 7.3 During the term of this Agreement and after any termination andlor expiration of this Agreement, each party will not use the other party's Confidential Infonnation except as permitted herein, and will not disclose such Confidential Information to any third party except to employees and consultants as is reasonably required in connection with the exercise of its rights and obligations under this Agreement (and only subject to binding use and disclosure restrictions at least as protective as those set forth herein executed in writing by such employees and consultants). However, each party may disclose confidential information of the General Code Municity Proposal 12 Town of Southold October 4, 2006 other party: (a) pursuant to the order or requirement of a court, administrative agency, or other governmental body, provided that the disclosing party gives reasonable notice to the other party to contest such order or requirement; and (b) on a confidential basis to legal or financial advisors who agree to be bound by this Section 7. 8. TERMINATION. 8.1 This Agreement will begin on the date the contract is executed and will terminate in accordance with the tenns of this Agreement. 8.2 Each party win have the right to tenninate this Agreement if the other party fails to perfonn its obligations under this Agreement and fails to cure such non.perfonnance within ninety (90) days after written notice of non-compliance. Notwithstanding the foregoing, Service Provider shall have the right to terminate this Agreement by providing written notice if Client fails (without justification) to pay any fees due and owing hereunder in accordance with Section 5, if such failure in payment is not cured within thirty (30) days after written notice thereof. 8.3 Upon termination of this Agreement: (i) all licenses and rights granted hereunder shall terminate and Service Provider shall no longer provide any services and Products to Client; (ii) Client shall cease and cause its employees to cease using the Products; (ill) Client will, unless otherwise set forth in this Agreement or mutually agreed. upon by the parties in writing, promptly return to Service Provider or, at Service Provider's request, destroy any products, services and confidential information of Service Provider, in all fonns and types of media, and provide Service Provider with an officer's written certification, certifying to Client's compliance with the foregoing; and (iv) Service Provider shall return to Client all confidential information of Client, in Service Provider's customary format. The foregoing to the contrary notwithstanding, if Client terminates this Agreement pursuant to Section 8(b) due to Service Provider's default, (i) C1ient's license to use the Products granted in Section 3.1 shall survive tenuiuation, subject to the limitations and restrictions set forth in Sections 3.2 and 3.3 which shall likewise survive tennination, and (ii) Service Provider shaD provide reasonable cooperation and support to Client to assist Client in migrating Client Content to replacement software selected by client In the event of the failure or refusal of either party to return the Products, Services and Confidential Information of the other party in violation of this Section 8(c), the non-complying party shall be subject to a mandatory injunction to compel the return of such Products, Services and Confidential Information without having to show irreparable hmm or post a bond with surety. 8.4 Nothing contained herein shall require Qient to destroy or return any and all hardware that it has purchased pursuant to this Agreement, for which it shall be and remain the full owner. 8.5 Termination of this Agreement by either party will be a nonexclusive remedy for breach and will be without prejudice to any other right or remedy of such party. Sections 4, 6 and 7 shall survive any termination of this Agreement. 9. GENERAL. 9.1 Neither party shall have a right to assign this Agreement, in whole or in part, without the prior consent of the other party. Any attempt to assign this Agreement, without such consent, will be null and void. Service Provider may, without the approval of Client, (i) assign this Agreement or its rights and obligations under this Agreement to a subsidiary or affiliate of Service Provider which expressly assumes its obligations and responsibilities hereunder; provided that Service Provider shall remain fully liable for and shall not be relieved from the full performance of all obligations under Ibis Agreement, and (ii) assign this Agreement to a successor in interest to all or substantially all of the business or assets of Service Provider. 9.2 lbis Agreement shall be deemed to be entered into in the State of New York and will be governed by and construed in accordance with the laws of the State of New York, without regard to any conflict of laws provisions. 9.3 If for any reason a court of competent jurisdiction finds any provision of this Agreement invalid or unenforceable, that provision of the Agreement will be enforced to the maximum extent permissible and the other provisions of this Agreement will remain in full force and effect. 9.4 The failure by either party to enforce any provision of this Agreement will not constitute a waiver of future enforcement of that or any other provision. 9.5 All notices required or permitted under this Agreement will be in writing and delivered by courier, overnight delivery services, or by certified mail, and in each instance will be deemed given upon receipt. AU notices will be sent to the addresses set forth in the Building, Planning and Zoning Software Proposal submitted to the Client. Either party may change its address for notices under this Agreement by giving written notice to the other party by the means specified in this Section. 9.6 Neither party will be responsible for any faiJuee or delay in its performance under Ihis Agreement due to causes beyond its reasonable control, including but not limited, to labor disputes, strikes, lockouts, shortages of or inability to obtain labor, energy, raw materials or supplies, war, riot, act of God or governmental action. General Code Municity Proposal 13 Town of Southold October 4, 2006 9.7 Client must notify Service Provider, in writing, immediately upon learning or otherwise becoming aware, of any difficulties that may delay the delivery of services or deliverables. Such notification must identify the reason for the delay, as well as the anticipated period of delay. Service Provider may require a payment of 50% of the balance due under this agreement for any delay on Client's part. 9.8 Upon mutual consent of Client and Service Provider, the performance schedule as set forth in the Building, Planning and Zoning Software Proposal submitted to the Client, may be changed or extended. Where the parties agree to changes, Service Provider shall issue a Change Order for Client's review and signature describing the changes as well as the adjustments in schedule and fees occasioned by the changes in scope. 9.9 The parties to this Agreement are independent contractors and this Agreement wiU not establish any relationship of partnership, joint venture, employment, franchise, or agency between the parties. Neither party will have the power to bind the other or incur obligations on the other's behalf without the other's prior written consent. 9.10 Client agrees that Service Provider may publicly announce and list Client as a client of Service Provider. GENERAL CODE PUBUSHERS CORP. 72 Hinchey Road Rochester, New York 14624 800/836-8834 06106 General Code Municity Proposal 14 Town of Southold October 4, 2006 RECOMMENDED PC AND SERVER SPECIFICATIONS FOR MUNICITY Server: CPU Pentium lIT 800 MHz or better required; Pentium IV I GHz or better recommended Memory If server running only Lasemche: I GB RAM recommended If server runnin~ additional aoollcations: increase bv 256 MB oer additional applicatinn Operating System Windows Server 2000 with SP2 or Windows Server 2003 (recommended) Database Engine MS SQL Server 2000, service pack 3 or service pack 4 Network Protocol TCPIIP Browser Internet Explorer 6.0 or higher Hard Drives Assume 30,000 pictures from inspections per I GB of hard drive space, RAID arrav recommended CD-ROM Drive For installation purposes NIC For network connectivitv UPSffape Backup UPS and tape or other backup system to ensure data integrity Workstations: CPU Pentium lIT I GHz or better ....nuired; Pentium IV or better recommended Memorv 512 MB RAM or better Ooeratin. Svstem Windows 2000 or Windows XP Professional Network Protocol TCPIIP Browser Internet Exolorer 6.0 or later Hard Drive Hard drive running at a minimum of 7,200 lpm I GB of free disk space for software and temnorarv files created durin. scannin~ CD-ROM Drive For installatioO;;;;;:;;Oses NIC Access to the network server runnin2: Laserticbe Monitor IT' monitor or belter recommended for ootimal viewing USB Port or Available USB port for scanner connection if the scanner will support a USB connection or SCSI Controller AdaDlec 2930 or 2940 SCSI Controller and Cable Palm Pilot: Operating System The Building Inspector Palm Pilot software will run on Palm lIT to the latesl Tungsten T3 versions. However a palm device running the Palm OS 5.x software is recommended. The software does not run on Windows CE devices. Dial-Un (for support): Broad Band Internet As part of this purchase, the municipality agrees to provide remote "dial up" access to your system is required. with a minimum of a 56kb modem, PCAnywhere software (version 10.5 or higher) and a suitable pc Anywhere ™ or telephone line. If your municipality has broadband Internet service, the preferred dial up would be internet based via TCP/IP over the Internet with PCAnywhere software. The municipality agrees to make regular service such as Go backups of the software and data on multiple backup sets. To Mv PC.COM -- - ~--- - - ---~--~--- General Code Municity Proposal 15 Town of Southold October 4, 2006 Submitted by: ... PG GOVERN To Provide a Commercial off the shelf (COTS) Land/Property Management System To The Town of Southold, NY January 25th, 2007 4 III PG GOVERN PROPOSAL SUBMIlTAL PAGE January 25th, 2007 Re: Request for Proposals, (COTS) Land/Property Management System Elizabeth A. nevi lie South old Town Clerk Town of southold Town Hall, 53095 Main road Southold, NY 11971 Dear Ms. Neville, PG Govern Inc (hereinafter "PG Govern") is pleased to submit this proposal to the Town of Southold (hereinafter "the Town") in response to your Request for Proposals. PG Govern is providing the Town "best of breed" commercial-off-the-shelf (COTS) software and professional services to meet the Town's vision of a new Land/Property Management System. For more than 25 years, PG Govern has been a recognized leader dedicated to providing leading edge enterprise software solutions to local and state government in North America. The PG Govern Team offers an extraordinary range of industry "best practices" and in-depth experience related to the objects of this RFP, Including permitting, licensing, inspections and application tracking and other activities such as revenue management, system integration, GIS, mobile and wireless field computing, Web portal publishing, system design, software implementation, and long-term product support and maintenance. We have completed numerous projects of a similar nature, especially in the Long Island area, and as such we invite the Town to contact our references and gauge their level of satisfaction with our products and services. Marie- Josee Metivier, Vice President US Sales and Marketing of PG Govern Inc., is authorized to obligate PG Govern contractually for this engagement and is the contact person responsible for this response. Marie-Josee Metivier, Vice President US Sales and Marketing PG Govern Inc. Phone: (866)617-4468 x5292 Fax: (866)925-4747 E-mail: mimetiviertIDDaaovern.com Should you need to communicate with our firm, your main point of contact is: Principal Contact: Title: Add ress: City: Province: Posta I Code: Telephone: Toll free number: Fax: E-mail: Website : Mr. Gilles Leclerc Director of US Sales 7S Queen Street, Suite 5500 Montreal Quebec H3C 2N6 (514) 876-1199 x5249 1-866-617-4468 (514) 876-4569 a leclerc@oaaovern.com WWW.oaaovern.com This proposal is firm for one hundred eighty (90) days after January 25TH, 2007. To the members of the evaluation committee, we trust that our submittal will correspond to your RFP requirements. We sincerely appreciate your invitation to respond and look forward to a long-term business partnership with the Town of Southold for this impartant project. Should you have any questions concerning our proposal or our corporation, please do not hesitate to contact the undersigned directly or your assigned point of contact, Mr. Gilles Leclerc, at the above-mentioned phone number. Respectfully, Thank you for your consideration. Marie- Josee Metivier Vice President US Sales and Marketing .. DOCUMENT OF CONFIDENTIAL MATTER This document is the property of PG GOVERN INC. It is stated that the projects, business decisions and know-how, its employees, its methodology, its corporate and financial information, with regards to its products and services, is privileged and confidential. PG Govern's competitors could detect information of a personal matter, as well as technical, Industrial and financial Information that could cause irreparable damages to PG Govern. Therefore, PG Govern considers that the present document, In whole or even in part, may not be revealed, neither in pursuance to the condition terms of the Law on access to information, nor any other law. The Town of South old is authorized to use this document and make the appropriate copies for internal use in order to analyze our proposal In response to the RFP for a COTS Land/Property Management System. It is not permitted to copy or distribute this document externally without the prior written consent of PG Govern. " v ah PO GOVERN PG Govern is a 100% Canadian privately held organization. Our auditors are Samson Belairl Deloitte 8r. Touche and issue annual audited statements based on our December 31st fiscal year end. As a privately held company, we will disclose financial results including audited statements under a non-disclosure agreement if PG Govern is selected as a finalist in your evaluation process. PG Govem has never filed for bankruptcy, there are no pending or future intentions to file any bankruptcy proceedings, and there is no outstanding litigation, which would adversely affect the condition of the company and/or cause of bankruptcy. For the Firm PG Govern Marie- Josee Metivier Vice President US Sales and Marketing .. TABLE OF CONTENTS Proposal Submittal Page..................................................................................................2 1.0 EXECUTIVE SUMMARy................................................................................................. 8 1.1 Project Scope.................................................................................................................. 9 1.2 Company Background ................................................................................................10 2.0 PROPOSED LANDIPROPERTY MANAGEMENT SySTEM...................................... 13 2.1 Executive Summary of Recommended Solution....................................................... 13 2.2 Proposed Project Architecture ................................................................................... 17 2.3 Product Overview of Recommended Solution .......................................................... 18 2.3.1 Property Information Module ................................................................................ 18 2.3.2 Workflow Module ................................................................................................. 24 2.3.3 Planning, Permitting, Liscencing Tracking and Inspection Scheduling Module .. 28 2.3.4 Mobile Inspection Module ....................................................................................37 2.3.5 Accounts Receivable & Cash Collection Module ................................................. 31 2.3.6 Govern.NET Module ............................................................................................. 33 2.4 Implementation Plan & Methodology ....................................................................... 51 2.4.1 Experience with the Methodology.........................................................................53 2.4.2 Stage Descriptions... ....................... ......... .......... ......... ............................. .... .......... 54 2.4.3 Proposed COTS Implementation Approach.......................................................... 54 2.4.4 Data Conversion Strategy...................................................................................... 55 2.4.5 Interface (Third Party Integrations) Design Strategy ............................................ 56 2.4.6 PG Govern's Team................................................................................................61 2.5 Implementation Schedule ........................................................................................... 69 2.6 Training ........................................................................................................................ 70 2.6.1 Initial Training.. ............... .... .................................................. .................... ....... ..... 70 2.6.2 Overview Training................................................................................................. 70 2.6.3 Applied Training............... .......................................... ........................ .................. 71 2.6.4 Final Training..................................................................................... ........ ........... 71 2.6.5 Coaching.................................................................... ............ ........ ........................ 71 2.7 Technical Support & Maintenance Program........................................................... 72 2.7.1 Maintenance.. ......................................................................................... ........ ....... 72 2.7.2 Telephone Support.......... ........................................... ............................................ 72 2.7.3 Remote Support.......................................... ........................................................... 73 2.7.4 Post Implementation Support ................................................................................73 2.7.5 On-site Support.......................................................................................... ............ 73 2.7.6 Enhancements................................................. ....................................................... 73 2.7.7 Delivery Method of Future Upgrades.................................................................... 73 2.7.8 W eb- Based Support............................................................................................... 73 2.7. 9 Newsletter.............................................................................................................. 74 2.7.10 User Group .................................. .......... ................................... ............................. 74 2.7.11 Warranty ....... .............................. ................... ...................... ................ ........... ....... 74 2.8 RFP Question Grids - Responses ............................................................................... 75 2.9 Recommended Hardware ........................................................................................... 93 3.0 PRICING & ASSUMPTIONS ......................................................................................... 96 3.1 Pricing........................................................................................................................... 96 3.2 Assumptions ................................................................................................................. 96 4.0 CLIENT REFERENCES............................................................................................... 102 5.0 APPENDICES................................................................................................................ 108 5.1 License and Service Agreements.............................................................................. 108 5.2 Marketing Brochure - End-to-End State and Local Government Software Solutions ................................................................................................................................. 109 5.3 Questions and Answers ............................................................................................. 118 5.4 News and Press Releases ........................................................................................... 133 5.4.1 GOVERN BAG A MAJOR CONTRACT - The Gazette................................... 133 5.4.2 Town of Southampton's Professional Services GIS Web Site............................ 136 Town of Southold, NY PG Govern w 1.0 EXECUTIVE SUMMARY Rock-solid solutions generate rock-solid results! Selecting and installing a new (COTS) Land/Property Management System is one of the most challenging of administrative and operational undertakings that an organization can experience. There are no shortcuts, and mistakes are costly in terms of money, time and morale. The cornerstone of this effort is finding the right partner that can show you how to make this hard transition easy, and a specialist with the confidence to walk side-by-side with you until your goals are achieved. With an experienced partner like PG Govern, it can open unlimited opportunities for the Town of Southold. PG Govern recognizes the mission-critical role that such a system represents to the Town for the current and future considerations. As indicated in more depth within our proposal response herein, PG Govern is uniquely qualified to perform a comprehensive analysis, data conversion, system design, standardization, integration and implementation required by the scope of work and magnitude of the Town project. In the last 25 years, PG Govern has been down this path more than a few times. Our professional services team provides a single point of accountability to assure the Town a rapid deployment and make this hard transition easy. All PG Govern's Project Team members are Certified PMP (Project Management Professional). The elimination of implementation guesswork is guaranteed. PG Govern's proposed solution is comprised of best-of-breed, rock-solid and highly integrated software solutions that have been successfully deployed and implemented in similar organizations throughout the United States and Canada. Our excellent track record of client retention proves it. The tangible result of this dedication and commitment to government information management is an integrated software product suite that truly reflects an understanding of those requirements. PG Govern's solution provides the scalability and flexibility to support the Town's long-term growth vision. Additionally, many aspects of this proposed solution may be extended far beyond these initial departments allowing the Town to get more value from this investment. A well planned and implemented COTS Land/Property Management System will speed the building permit process for all stakeholders involved - Town staff, builders, inspectors and plan reviewers - and will provide better and timelier information to decision makers, managers and staff throughout the Town. PG Govern looks forward to working with the Town to meet its short-term and long-term strategic objectives of a new (COTS) Land/Property Management System. Page 8 of 139 Town of Southold, NY PG Govern 1.1 Project Scope Overview The Town seeks to implement a new (COTS) Land/Property Management System to replace number of stand alone software applications for use by the Town's staff. The new system should provide a multi-faceted interface for field and office staff, supervisors and management to query, retrieve, post, map, analyze and process information related to the planning and development activities. The principal driver for this effort is the broad recognition that both efficiency and effectiveness of the Town stakeholders in administrating land may be improved with automation and coordination. The Town also seeks to implement a new system that will facilitate coordination and communication between departments involved in the Planning, Building and Community Development regulatory process, as well as leverage and seamlessly share disparate data sources. The overall objective of the Town is to provide needed information technology services to all operating units and departments to enable them to achieve their strategies and goals in the most proficient, productive and cost-effective manner. With Govern Solution, the Town will: . Eliminate the need to enter the same data into more than one system and improves data quality . Reduce the number of redundant systems (less to support and maintain) . Streamline and enhances processes and workflows . Provide better and more timely information for decision makers . Simplify and standardize data entry with configurable lookups . Establish consistent and modern business processes . Enable information sharing within and across departments . Improve access to information for users and constituents . Improve communications among departments . Improve efficiency, deliver better service and increase revenue. . Reduce legal exposures by keeping accurate logs of project and permit history . Increase reliability of collecting development-related fees and taxes . Build a base for future changes -and for using new technologies such as the internet or paperless document management . Increase accuracy and consistency of application processing to assure quality land management and development . Leverage key staff members and reduce staff time lost in researching status, in researching property history, and in identifying current revisions . Link to your GIS and use maps to their fuli potential The procurement of a state-of-the-industry solution will enable the Town to effectively manage and control the Department of Planning and Development Services and provide a high level of service to constituents and other governmental agencies as well as full integration between Departments. Page 9 of 139 Town of Southold, NY PG Govern . 1.2 Company Background Name and Address PG Govern Inc. 75 Queen Street, Suite 5500 Montreal, Quebec H3C 2N6 WWW.pggovern.com Company History PG Govern is a leading developer of enterprise-wide ERP solution for Local and State Government applications. PG Govern provides Permit Tracking and Inspection Scheduling software, Revenue Management solution as well as Computer-Assisted Mass Appraisal (CAMA) solution. These modular solutions can be integrated to Govern's Financial Management System or linked to an existing accounting application. Additionally, PG Govern provides citizens and professionals public access to query and view Information via the Internet through Its state-of-the art E- Government Portal Technology. PG Govern has over 1200 implementations in 23 States and 4 Provinces supported by 175 professionals. PG Govern undergoes a continuous R&D effort to stay current with technology. Govern uses Microsoft .NET as Its new development platform with an emphasis on porting desktop functlonalities to the Web through e-Government services to citizens while retaining a stable technology for the core product. A brief history of PG Govern, and its products, is outlined below. 1975 Company Is founded as Cogebec Inc. and readily specialized in municipal management and public safety system application software for WANG VS operating systems, with market focus in the United States. 1981 The first financial management modules are released. 1985 The company introduces the land-related modules. 1992 SFG Technologies Inc. of British Columbia in Canada acquires the Municipal Management. division from Cogebec to complete their product offering to the government market place and forms SFG GOVERN. 1993 A transition to Open Systems is achieved, with all systems running on the company became, at this point, software developers for ESRI, a leading GIS software company. 1997 SFG Govern becomes Govern Software Inc., a management owned corporation. Govern Software, running on Windows 95/98/NT is released. 2001 Govern Software, in its desire to stay at the forefront of leading technologies, releases Govern.Net, utilizing Microsoft.NET'M technologies. Page 10 of 139 . Town of South old, NY PG Govern 2003 Govern releases its second generation of Govern.Net, utilizing Microsoft.NET'M technologies. 2006 In a strategic move designed to increase its North American capacity, Govern Inc. has joined PG Mensys Information Systems Inc. to become PG Govern. Our commitment PG Govern's greatest strength is always being at the forefront of leading edge technologies. Our approach Is to Incorporate a growth strategy enabling our Clients to gradually incorporate new technology and functions into their working environment. Our commitment - no Clients will be left behind in the process of changes and evolution. We provide a mean for transitioning through change, so that it makes business sense to remain with PG Govern. We will continue investing in our products and customers with this philosophy in mind. Our Presence in North America Company Organization PG Govern's team consists of 165 employees, with diversified skiil sets and is regrouped into 5 departments: Software Development, Customer Care, Professional Services, Sales & Marketing, and Administration. Below is a table of the break-down of the employees assigned to each department: Department Number of Employees: Total Employees: 165 Software Development: 85 Customer Care: 20 Professional Services: 30 Sales & Marketing: 15 Administration: 15 Page 11 of 139 Town of Southold, NY PG Govern . Company Sales, Fiscal Year Sales Figures: Previous Installations: Please refer to Section 4.0 for the necessary details. Major Software Releases: Below you will find the Information on our last 5 versions, as well as the clients that have gone through those same updates. Version Year Released 5.3 - 1998 6.5 - 2000 7.0 - 2002 8.1 - 2003 8.5 - 2004 9.0 - 2006 Company Benefits: By selecting PG Govern, the Town of Southold would benefit from: Excellent track record of client retention as some our Long Island clients have been with us for more than 20 years Skills and methodology Experienced and stable workforce Smooth & accurate migration Depth of third party integrations Financial strength Rock solid solutions Replacement Know-how Tailor made business fit Local and state government mastery Integrity and dedication Applied best business practices Page 12 of 139 . Town of Southold, NY PG Govern 2.0 PROPOSED LAND/PROPERTY MANAGEMENT SYSTEM 2.1 Executive Summary of Recommended Solution Govern Software - The Right Software for the Town PG Govern's application has been developed as an enterprise-wide, cohesive and integrated solution with particular emphasis on extremely flexible inquiry and report writing capabilities, built around a rock solid property control system integrated to ArcVlew@GIS, the world's leading GIS from ESRI. Govern Software is conceptually different from other packages on the market as it offers an open architecture that can help the Town automate the dally business processes performed by the various users and departments within the Town and it also helps Improve efficiencies, standardize data entry / processes and enhance communication between different departments and between internal departments and external entities (officials, agencies, builders, contractors, citizens, etc). The core of the PG Govern Software suite of products is the integrated Property Information module. It lets users see all current and past activities on any given parcel of land. With unlimited activities and user-defined business rules at the second layer, the Workflow and Automation module is another powerful tool for deploying enterprise-wide business solutions. It supports inter-departmental activity driven processes that can easily be tracked at any stage. All solutions proposed are tightly integrated with ESRI's GIS technology and / or offers light weight, embedded GIS tools built with ESRI technology. Additionally, PG Govern Software provides Document Management capabilities to its users. Page 13 of 139 Town of Southold, NY PG Govern . The following highlights provide the key PG Govern Software solutions' offerings along with some of the main universal features: ,,~"^ / // ~~ // "I~<C' / // // i' .}; It / "1 I ... Ii I € I E , ~ o ~ /' / Citizens i i \ \\ \ \ \, " Co '" "'" " <>?qh , "4 ", ", c II! ::s ~ ! f1 .., '''"'- Parks & Recreation . Land Management System' (Permit Tracking): This module is primarily utilized to register, consolidate and track activities related to the development of a community. It is specifically designed to meet the unique needs of State and Local Government. Govern software integrates and automates multiple departments such as Building, Planning, Board of Health, Public Works, Zoning and Board of Appeal, Code Enforcement, Engineering, Fire, Police and Environmental Health, to name but just a few. At no extra costs, this module include the following integrated sub-modules / functionalities / features: o Workflow Management o License (Business, Professional (contractors, etc) & Animal) o Request For Service / Complaint Management o Security & Audit Capability o Offence (Violation) Management, Hearings, Prosecutions & Appeals Page 14 of 139 Town of Southold, NY PG Govern . o GIS bidirectional Integration o Flexible Cashiering Module o Reporting Tool (Crystal Reports) o Imaging integration for any PC using the Govern Software to Markup regular, large size & CAD files based on Town's existing viewer o Scanning capability from any PC using the Govern Software . Govern Mobile Inspection: Govern Software's wireless field device is a mobile government application that enables inspectors to extend processing capabilities to the field. With an Internet connection on a wireless handheld unit or notebook, inspectors can run queries, perform their daily inspections and update the Govern Software database instantly while on-site. Govern Software's technology services both the mobile and wireless personnel. PG Govern's Mobile Inspection provides field staff utilizing a wireless connection, the ability to process inspections in real-time similar to what they're doing today with the addition of enhanced functionalities. Additionally, field personnel working in a "disconnected" environment, have the ability to check data in and out for use on a laptop or tablet PC. . eGovernment Services: This solution provides citizens, builders, contractors, employees, partners, officials, consultants, Internet users and professionals public access via the Internet in order to apply, query, request and view information with regards to permits, inspections, real property tax, utility billing, CAMA, personal property, special assessment and eDocuments such as images and other scanned documents through user-defined search screens. The ultimate objective of this environment is to enhance "CityAccess" to the community through effective communications. State and Local government personnel are provided a solid working environment to better maintain and support constituents effectively, economically, instantly and securely. . Miscellaneous Billing: This module is a flexible escrow system that helps users manage fee accounts with organizations like developers and consultants and It allows the user to make draws against accounts reflecting a real-time account balance and the transactions against that escrow account. It can also be used for special invoicing functions such as ambulance billing, special assessment, police detail and others. This module automatically prints all bills, updates Accounts Receivables and calculates financial and past due account charges. All affected accounts utilizing the billing system are Integrated with the General Leger for automatic updates. . Revenue Management System: The modules included in this sub-system are: o Real Property Tax Billing o Utility Billing o Tax Title / Tax Lien / Tax Sales o Personal Property o Motor Vehicle, Boat and Aircraft Tax Excise o Special Assessment o Misc. Billing The Revenue Management System greatly improves accuracy and reduces the billing preparation period, thus improving cash flow by accelerating payment collections. This system automatically computes all tax bills, including penalties and/or interests. Integrated with Property Information, Computer-Assisted Mass Appraisal (CAMA), Utility Billing, Special Assessment, Accounts Receivable and Page 15 of 139 Town of Southold, NY PG Govern . Cash Collection, this system is able to receive all changes and valuations made to the property database. . Computer-Assisted Mass Appraisal (CAMA) System: The CAMA System has been specifically designed to satisfy the assessor's requirements. It meets the primary objective of an assessor, which is to arrive at values that are reliable, accurate, equitable and defensible. This system provides cost; market, income and other approaches utilized to the value of residential, commercial, industrial, agricultural and special purpose real estate properties. It also provides the appraiser/assessor with automated support for the production of taxpayer notices, tax rolls and billing. Being built around a non-redundant Property (parcels, addresses) & People (business organizations) centric architecture with a flexible system, Town users can create unlimited number of Permit Types (Permits, Licenses, Code Cases, Violation, etc) and link them to properties and people (citizen, owner, applicant, agent, contractor, etc). These users can also create an unlimited number of variable fields that contain Permit / Property / People specific information (valuation, square footage, number of stories, date, etc) with a very flexible and configurable system that is evolving around it. With our Multimedia Library, images, scanned documents, pictures, etc can also be attached to specific Permits / Licenses / Violations, etc. Page 16 of 139 Town of Southold, NY PG Govern 2.2 Proposed Project Architecture The PG Govern Team proposes an integration framework that meets current and future Town requirements. We have proposed an integrated suite of field proven products that will be deployed within a technology framework that brings these solutions to a wide array uses, users, and devices. The following highlights provides the key Govern Software offerings along with some of the main global features: Software Component RFP Functional Requirement Govern Software Property Control Module Lets you see all activity, present and historical, on a given parcel of land. You can also create, add, maintain or track unlimited addresses, ownership and occupant data as well as property related information and structure information for each land Darcel. Workflow Module Manages the workflow or activities that associate with the business nrocesses mentioned above. Planning, Permits, Licenses Manages core property, name, and address data and Inspections Module along with the plan review, permits, licenses, insnections code enforcement functions. Accounts Receivable & Cash Provides for the collecting and recording of any Collection navments. Govern.NET Deployed on a client's public website, Govern. Web allows the public to search and retrieve property information and Inquire on the status of permits, inspections and other business activities. Govern.Web also provides the framework to embed e-Government components such as Govern's ePayment, ePermit, and eComplaint nroducts. Thev are described below. Govern for ArcGIS Extension Allows users to interface with ArcGIS. Records selected within Govern can be viewed in ArcGIS- and- Records selected within ArcGIS can be viewed in Govern. Mobile Inspector Module IOntionaj\' Page 17 of 139 Town of Southold, NY PG Govern . 2.3 Product Overview of Recommended Solution The following section provides a detailed description of each of the relevant proposed components of the Govern Land Management System. Where possible, screen captures are provided to illustrate the "look and feel" of the System. Govern Software encompasses a series of Integrated Modules that will help the Town manage different aspects of Land Management. Each Module has numerous functions that mayor may not be implemented by the the Town. Govern Software encompasses a series of modules that emphasize different components of the land management activities. Each module has numerous functions that mayor may not be Implemented by a Town. The following modules are briefly described with details on individual functions: 2.3.1 2.3.2 2.3.3 2.3.4 2.3.5 2.3.6 Property Information Module Workflow Module Planning, Permit Tracking and Inspection Scheduling Module Accounts Receivable & Cash Collection Module Govern. NET Govern Mobile Inspection Module (Optional) 2.3.1 Property Information Module The backbone of Govern Software is the Property Information module. It lets users see all current and past activities on any given parcel of land. Through the Property Information Module, users can also create, add, maintain or track unlimited addresses, ownerships and occupant data as well as property- related information and structure Information for each land parcel. Users can subdivide and consolidate parcel records and track the history of parent parcels after subdivisions and consolidations. Combined with GIS data, the Property Information module provides a powerful Inventory of the Town's property base. Property Information -- Key Features Property data can be implemented departmentally so that relevant information Is viewed according to their specific needs. For example, the planning department will see all new properties while the tax collectors' department will only see properties as at fiscal-year end. Departments can share all of their information and special messages can be posted on any given properties, which can be viewed by all or by the originating department. Hazards, constraints and restrictions become available to all concerned. Govern can manage parcel splits and merges, hence, enabling users to view parcel genealogy from the property origin as well as associated data. Key benefits and/or features include: . No data duplication, hence, easier to manage. . Ease of maintaining Addresses and Sub-addresses (e.g., units, suites, etc.). . Track ownerships and occupancies. Page 18 of 139 Town of Southold, NY PG Govern . Parcel genealogy tracking. . Sales Tracking. . Global/departmental messages on properties. . Internal GIS capabilities using GovMap. . External GIS capabilities using ESRI's ArcGIS. . Multimedia such as Imaging, OLE, ActiveX, etc. Functions included within this module are described below. Parcel Information This function keeps track of general information on the property such as the parcel identification number, occupancy code and whether or not it is an approved subdivision. Certain departments or users will be able to view only approved subdivision information. Key benefits and/or featureS include: . Capability to review and edit parcel information. . logging subdivision name information. Page 19 of 139 Town of Southold, NY PG Govern Address Maintenance The address maintenance function lets users enter the address or addresses for a given property. Key benefits and/or features include: . Unlimited property addresses. . Extensive validation. Buildina Information The building information function lets users enter the sub-addresses for a given property. This function can manage all aspects of multiple buildings on a property and units within each of those buildings. Key benefits and/or features include: . Unlimited buildings on a property . . Unlimited sub-addresses within each building. . Occupancy tied to a unit, suite or apartment within each building. . Link these records to business activities such as permits, inspections, complaints, etc. Owners The owner information function tracks all property owners' history. An owner "as of date" will ensure that the correct legal owner is printed based on the type of report selected. Ownership percentages can be entered as well as the occupant status. Key benefits and/or features include: . Unlimited owner history. . Unlimited notes can be recorded. . Source of owner information can be logged. Page 20 of 139 Town of South old, NY PG Govern OCCUDants The occupant function tracks all property occupants' history. Occupants can be linked to sub-addresses within a building using the Sub-address function. Key benefits and/or features include: . Unlimited occupant history. . Unlimited notes can be recorded. . Occupant information sources can be logged. . Can be linked to specific units/suites within a building. SDlit/Merae The split/merge function provides users the ability to split or merge a parcel into an unlimited number of parcels. Once a split has been completed, the user can determine how to divvy out the existing buildings and sub-addresses existing on the parent parcel. Key benefits and/or features include: . Parcel attributes can be inherited by the child parcels. Business to the remain pa rcel. Parent parcel can remain active or be flagged as inactive. be related to the child activities tied parent parcel tied to that . . . Buildings and sub-addresses can properties. Parcel Genealooy The parcel genealogy function will display the linea given parcel and make it the active property. Key benefits and/or features include: . ;...'2ODIIU. ._ IIlll -.ZOII1,.U_....~7.........0II0 .2lID1,1Ii"'.M.'4<<5li5-611-tJllO.OllO.00ll . Tree view of parcel history. . Select active parcel from the list. Names Govern Software maintains a centralized name database table. Names can be shared or be private within a Department. Once set, you can select a name and see the information related to this name. For example, you can look-up a contractor and see the permits under his/her name or outstanding complaints. Duplicate names can be merged and business processes linked to those names maintained. Key benefits and/or features include: . No data duplication. . Change of address is done in one place only. . Unlimited type of names can be entered such as applicants, contractors, lawyers, surveyors, etc. Page 21 of 139 Town of Southold, NY PG Govern . System tracks whether they are individuals or companies. Additional Information Additional name(s) and company information such as contractor license and insurance, bonds, federal and state identification numbers, social security number, etc. can be entered. Key benefits and/or features include: . Keep information related to a name in one centralized database. . Keep track of license expiration. Leaal DescriDtion The legal description function allows the tracking of legal description as free form text. In addition, other information such as lot size and property classification is also recorded in this function. Key benefits and/or features include: . Proposed usage can be displayed on a GIS map. . Unlimited legal information. Proiects &. SItes With the Projects and Sites functions, properties can be linked together for reporting and searching purposes. Key benefits and/or features Include: . Display a project on a GIS map. . Reporting by project and site. Hazards The hazards function keeps track of endangered species, heritage information, flood plan data, special conditions, requirements or other hazards concerning the property. Users can set-up business rules to check these conditions prior to Issuing a permit. Key benefits and/or features include: . Use hazards as business rules. . Analysis of all data prior to application. Awl The area function contains all descriptive data concerning a given parcel. For example, it can contain the zoning, school district, fire district and election district. Users can also define Page 22 of 139 Town of Southold, NY PG Govern their own area id, neighborhood, and sub-neighborhood for appraisal purposes. An inspection territory can be entered for automatic inspection scheduling. Key benefits and/or features indude: . View any district or area on a GIS map. . Quick lookup of descriptive data about a property. Multimedia The Multimedia function keeps information linked to a property, person, inspection or activity. As an example, development agreement documentation and other correspondence can be linked to a property or group or parcels; pictures, video or images can be linked to a violation; plans can be scanned and linked to a permit; inspection notes or photos can be linked to an inspection record. The OLE (Object Linking and Embedding) will keep a link to any Word, EXCEL or any type of document that are OLE enable. When users click on the free form information, the application from which the document was created will start automatically. You can also keep an unlimited number of text lines and each department can define its own multimedia codes. Key benefits and/or features indude: ed information can be captured for a property. Full imaging option. View all information regarding a property. Link multiple documents onto one operation. . . . SummarY Record Card The summary record card function retrieves all pertinent data. for a parcel or selected record set. Users can define what business data they want to retrieve including data from licensed modules. Key benefits and/or features include: . Selective retrieval of any or all business data for a property or selected record set. . Will pull in all linked multimedia documents. . Unlimlt ~fIooQOlCool'__",'lfllQ2 I.MlIivG~~ G1S,~ Till(Nap ,&4001 j-001-Oo1-001~1 ~~=1:."m ,.(IISTSt - ~.... <'IuUno'~~ ~rWtl~ s......l>imor~woNpol I,,""~.. 65Z121.00 ~ = hi. ~::;~ illI1.21 ~"''''-I,", l...t"_ I4liil:......... I" Sl:15ti.15 U!iIlS4 ~rd $2;156-11 M,,3111O $1_ Er>Oj.o.;.; .;....,. 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"_ ~oo,_o., CiOa.l-4O;.40,';=: .- ~oo ~. ... -..:1::1 - "= - - - :::::l - - ~. ..... ..... - - ..... - ..... .- .00 .00 ... p~~ - "- Fo~ ro.'" ~dir>dod Ai/o - Poid $2,J!j6.19 \2.1511.11 $4.312.30 -~iIoj ';'.31:l.,JI ~" $.2.15619 S2:156.11 Wl5'i13J (R1S011i ._~ t1J56.1~ $0,311,30 $~.1'" 11 V:OC Page 23 of 139 Town of South old, NY PG Govern 2.3.2 Workflow Module This solution manages the business processes' flow for the Town's operations. With unlimited activities and user-defined business rules, Govern Software's Workflow module is a powerful tool for deploying enterprise-wide business processes. The Workflow Module supports inter-departmental activities-driven processes and can easily be tracked at any stage. By utilizing the Workflow module, departments ensure consistency and enforce the policies with optimal security. Workflow Module - Key Features The Workflow module can be linked to several different functions and can automate activities related to grievances, hearings, complaints, offenses, and request for services, permits, and inspections. Built-in features Include: . Automatic inter-departmental messaging and third-party emails. . Automatic report generation. . automatic status-notification. . Automatic fee generation. This powerful workflow management module is so flexible it can flag other departments and automatically schedule hearings and inspections. Functions included within this module are described below. ComDlaint Trackina The complaint tracking function provides both tracking and actions taken to resolve complaints. In addition to recording the necessary data related to each type of complaint, users can build activities or steps that should be taken for each type of complaint. Messages or actions to be taken can then be easily forwarded to other departments. Fully integrated with the Permit Tracking and Inspection Scheduling module, all departments can view and take action on the various complaints. Users will see the steps that were taken in order to resolve the complaint and which steps still need to be undertaken. Unlimited memo fields as well as OLE links enable the system to track any correspondence and link digital camera photographs. Reminders and automatic scheduling of inspections can be easily set-up. Key benefits and/or features include: . Can link digital images or other documents to complaints. . Global or Departmental flag on a property for notifications. . No limits to notes fields. . Show all complaints within GIS. . Set of parameters for each type of complaint. Page 24 of 139 Town of Southold, NY PG Govern . User-defined fee calculations. . Automatically generates tracking numbers. Offenses With the offense function, USers can keep track of offenses by types or codes, assign activities for each type of offense, as well as track and record fees. Users can link an offense to a permit, complaint or an inspection. Multiple properties can be linked to the same offense. Key benefits and/or features include: . Generate fees automatically by type of offense. . View offenses prior to the application being processed. . Show all offenses within GIS. . Link to prosecution and appeals. Hearinas The Hearings function allows for the tracking of all hearing types for various organizations, committees and commissions. Hearings can be scheduled automatically based on the hearing's calendar and number of hearings per session. Notifications can be sent to all parties listed on the next hearing agenda. Minutes can be linked to hearings via the Multimedia function. Letters can be automatically sent. Activities for each type of hearing can be defined. Key benefits and/or features include: . Hearing calendar manage ment in relation to the different committees and commissions. . Letter & label creation. ADDrovals/Plan Review Users can record and track approvals or plan reviews. Custom fields can be added to house standard comments as check boxes and combo boxes. Plan review/approval types are user-definable as well as activities for each type. Key benefits and/or features include: . Tracking of approvals and plan review comments. . Display the status of approvals on-line. . Tickler files for critical processes and dates. Page 25 of 139 Town of Southold, NY PG Govern Activities Activities are steps that need to be taken in order to complete a proposed development, permit, complaint, business license or other business process. o Administrators' activities are typically displayed as questions (e.g., permit issued?). Once completed, users answer these questions in order to process the permit or the activity in question. Activities can trigger fee calculation, inspection scheduling, or send emails to in-house personnel Ml or outside parties such as applicants and contractors. Activities are a central part of the land management activities since processes for approvals, permits, complaints, business licenses and other business functions operate based on built-In workflow processes. Key benefits and/or features include: o User-definable. o Provide for consistent completion of built-in processes. o Help new users by defining what the processes are. o Provides a quick snapshot of the status of a permit to answer questions relating to statuses. Prosecution and aDDeals Keeps track of prosecution and appeals of offenders. Records all names associated with the process and defines tasks that need to be done using the activity process. Fees and charges can also be processed and recorded. Key Benefits and/or Features include: l> Tracking of prosecution and appeals l> See the status of approvals on-line l> Tickler file for critical processes and dates Contributions Keeps track of development levies or spending made on infrastructures, maintenance, etc. of properties owned by your municipality. Key Benefits and/or Features Include: l> Better infrastructures management l> Can be implemented as a business rule Bonds You can create your own Bond type and fee calculation methods. It is also possible to void a Bond so that on all reports and inquiries it will now appear in red as "voided". you can enter your Bond number directly or use the activities or checklists to automatically create your Bond number. You may link many names to a Bond such as applicant, contractors, electricians, etc. if a problem should occur with a Page 26 of 139 Town of Southold, NY PG Govem contractor, it is then possible to see all the properties on which the contractor has worked. By default, you ca have the owner created automatically as an applicant. You can also link a Bond to different departments. If for example, the fire inspector needs to give approval for a Bond, the inspector will have the option of modifying the Bond information. All of these links can then be removed if needed. A Bond can be linked to multiple properties. Keeps track of your Bonds. You can also link the Bond to various properties and individuals. All the Bond information is kept here. You can define as many types of Bond as you wish, track all associated Bond fees, and check for the expiration immediately. Govern provides you with tools for searching and printing out all your Bound information. Page 27 of 139 Town of South old, NY PG Govern 2.3.3 Planning, Permitting, Licensing ,Tracking and Inspection Scheduling Module The Permits-Licenses Tracking and Inspection Scheduling module is designed to track all activities related to the community development process. Users define permits, complaints, planning reviews, inspections, contractor licenses, business licenses. For each business activity, The Town can define the required steps in order to complete the activity. In turn, these activities can query other databases in order to apply business rules, schedule Inspections automatically or set-up reminders that will Issue critical messages based on a future date or act as a tickler file. Table-driven and user-definable, the module improves communication and coordination within and between departments since all information is centrally located. Activities that have taken place on a property are recorded in Govern. A flexible database structure allows for the recording and retrieval of any land data. Permits, inspections and plan reviews can be entered into the system. Once the information is entered, on-line inquiry supports the investigation or the issuance of a permit or any other activity regarding a property. Key benefits and/or features include: . Govern maintains the user-define numbering system. . System tracks approvals, decisions, prosecutions and appeals, approvals, hearings, plan reviews, permits, inspections, complaints, violations and offenses. . All business activities can be linked together. . Automatic and incremental calculation of fees. . Automatic inspection scheduling. . Import/Export to laptop for mobile computing. . Interface with the General Ledger. . Daily, weekly, monthly and yearly reports. . Permit expiration tracking. . Correspondence tracking. . Custom settings for data collection specific to particular business activities. Functions included within this module are described below. Buildina Permits Users can create their own permit types and associate the fields to get recorded. Flexible fee methods let users calculate fees based on their own equations. Users can enter permit numbers directly or use the activities or checklists to automatically create an application, permits or certificates. A permit can be linked to many names such as applicant, contractors, electricians, etc. If a problem occur with a contractor, it will then be possible to see all properties on which the contractor has worked. Permits can also be linked to muitiple properties and Page 28 of 139 Town of South old, NY PG Govern departments. For example, if the fire inspector needs to give an approval, he/she will have the option of modifying the permit information or completing an associated workflow step. Key benefits and/or features include: . User definable permit types and workflow. . Fields recorded by permit type. . Incremental fee structure. . View all activities related to a permit. . Define and apply your business rules. . Applicant name is automatically displayed. . View permits by type on a GIS map. . Print a permit in one click. Electrical. Fire. Zonina . Plumbina a. General Permits These functions provide the same capabilities as the Building Permits function. Additionally, these functions include special fields such as number of electrical features enabling users to issue these types of permits. InsDections This function allows for inspection scheduling and logging of inspection results. The function contains an easy to use interface with a calendar for each inspector, which helps users schedule inspections In the shortest possible timeframe. Govern integrates inspections' scheduling with MS Outlook so the Town can maintain one calendar for their inspectors. Users can also link many permits or properties to an inspection group. An import/export function allows for loading the information needed to a laptop for use in the field. At the end of the day, inspection results can then be uploaded into Govern from the laptop. Key benefits and/or features include: . Automatic inspection scheduling by territory . . View inspections on a GIS map. . Exporting to a laptop. . Integration to Ms Outlook for scheduling. Page 29 of 139 Town of Southold, NY PG Govern Outlook Intearation Govern Software can integrate inspection scheduling with MS Outlook. Inspections can be posted automatically to a user's calendar and notifications are provided to the clerk scheduling the inspection If the inspector's calendar is booked. Licenses The Licenses functions (I.e., Business License and License to Individual) enable users to generate numerous types of licenses such as business licenses, contractor licenses and licenses to individuals. The system tracks activities related to any applications from the issuance of the license to the end of the process. Free form text allows users to enter unlimited text. With the Multimedia function relationship, free form text and linkages to digital Images, Word documents or spreadsheets can be tied to a license. Key benefits and/or features include: . Multiple types of licenses. . Set of parameters for each license type. . User-defined fee calculations. . License expiration tracking. . Correspondence tracking. . Global or Departmental flag on a property. . Design your own license entry form. . No limits to the notes fields. . Links any type of images. Page 30 of 139 Town of South old, NY PG Govern 2.3.4 Accounts Receivable & Cash Collection Module The centralized Cash Collection Module is a comprehensive module that facilitates the collecting and recording of payments. It is designed for cashiers and accounting personnel who deal directly with the public and process payments for a variety of items. The system works by connecting the computer directly to the cash drawer and printer in order to register payments, print receipts, balance cash in the drawer, and endorse checks. Inquiry and interactive access to customer accounts and open invoices are provided for. Reports can be requested at any time with a selection of balancing, accounting, and management information. Built with flexibility in mind, this accounts receivable application reduces the amount of time spent when handling customer deposits. This module is customer-centric, so it is possible to accept multiple types of payments during the same session. Additionally, a customer's account can easily be transferred from one location to another: transferring balance information, deposits, etc. Each charge printed on a customer's bill is tracked as a separate open item. When collections are made, particularly when receiving partial payments, there are no questions as to where the money is deposited. In addition, since there is always a link to a property, it is possible to see all of the monies owed on a piece of property, either by owners or tenants. Multiple levels of payment priorities can be set-up to expedite payment receipting. No data entry is necessary when entering payments; however, this can be overridden based on user security. Special notes, warnings or alerts can be set-up to appear at collection time. Duplicate payment messages can also be displayed. The Cash Collection module can be stand-alone or used in conjunction with other business applications. Using telecommunications, it is also possible to set-up "auxiliary" processing areas to handle high volume workloads in temporary or satellite areas. The system is very versatile and can be integrated with an external General Ledger, as well as other billing modules such as Taxes, Special Assessments and Permits. Cash Registers, Receipt printers, OCR and BAR Code readers can also be used during cash collection. Lock box, Mortgage Companies and TSO processing is available. A complete audit trail of all activities, (by session, cashier ID, work station, and application) is maintained throughout the system, transparent to the user. Purging of history is set by user-defined date limits. The Module is a fully functional collection, receipting, and reporting application that can be used in multiple departments at the same time with each operator or department processing independently or jointly. Key benefits and/or features include: . On-Line interests computation. . On-Line receipting of fees. Page 31 of 139 Town of Southold, NY PG Govern . Parameters can be defined for the Tax Title, Tax Lien and Tax Deferral Classes. . Payments can be less than the late charges due. . Payment Plans can be implemented. . When inquiring about an account, the data is color-coded as such: paid but not posted, overpayment, balance forward, or inactive. . A Miscellaneous Cash Receipt entry can be used. . It is possible to easily do cash collection for all years not just the current year. . Various G/L Interfaces are available for payment posting. . Postdated payments posting available. . A minimum amount can be entered for payment collection. . Proportional Distribution options allow for applying payments on selected balances, by percentage. . General Ledger Interface. . Aged list of accounts. . Full payment history. . Supports Electronic Fund Transfer (ACH) and Credit Cards. . Penalty and interest charges on delinquent Real Estate bills are separated into different class codes. . Interest and penalty charges can be calculated on a dally basis. . A Holiday Calendar can be used to automatically exclude holidays from penalty and interest fee calculation and to define due dates. When a due date falls on a holiday It will be moved to the next applicable day. Page 32 of 139 Town of Southold, NY PG Govern 2.3.5 Govern.NET Module The Govern.NET suite of solutions provides citizens public access via the Intemet in order to query and view information with regards to permits, inspections, real property tax, utility billing, mass appraisal, personal property, special assessment and eDocuments such as images and other scanned documents through user-defined search screens. The ultimate objective of this environment is to enhance services to the community through effective communications to citizens and contractors. State and City personnel are provided a solid working environment to better maintain and support constituents effectively, economically, instantly and securely. Govern.net suite of solutions: . eProfile: . eMenu . eSearch . eServices: . ePermits . ePayments . eRequests: . eComplaints . eGrievances . eRequest for Services Page 33 of 139 Town of Southold, NY PG Govern Govern's eProfile provides access to eGovernment information, such as property and billing information and to Govern's eServices such as epayments, ePermits, eComplalnts, eGrievances and eRequest for Services. Citizens and local business professionals log into the eProfile using an account ID and password that can be automatically generated or created by the user, as determined by the organization. The organization or municipality has the flexibility to customize the eProfile by adding their own logos and messages; changing the background and foreground colors; naming and organizing the menus and menu options; adding search styles and groups; and by granting and restricted access to the menu options, eServices on a user-by-user basis or by User Type. The organization can provide different levels of access to different type of users. For example, property information can be made available only to users with an eProfile account. You can add a search style that Is available to subscribers only; so that regular users can view information on their own properties; whereas, subscribers can view information on all properties. Other services, such as the eComplaints can be made available to all users, including anonymous users or to users without an eProfile account. The organization can also define a number of subscription plans and charge by profession, by access or by subscription period. Govern eService. ePermits Govern's ePernnits provides citizens and contractors the ability to apply for permits on- line - in real time! Govern's ePermits solution streamlines the permit application process by providing on- line access. Citizens can save valuable time by completing and submitting a pernnit application on-line. Everything from selecting a department and pernnit type, entering specifications, adding multimedia documents, entering the names of the individuals and companies involved, reviewing the application, right up to paying the initial permit fees can all be completed in a series of short steps, by the applicant on-line. This can be done anytime..... from anywhere....... in real time. Citizens can immediately pay their pernnit fees upon having completed the application fornn through an automatic connection to Govern's epayments solution. Additionally, the Town Hall has instant access to the permit application and can therefore begin the next phase of the permit process. Page 34 of 139 Town of South old, NY PG Govern ePavments Designed for State and Local government, Govern's epayments solution increases the efficiency of bill payment and collection. It provides the client, or taxpayer, with a secure, fast and convenient method of paying bills, while providing the organization with a fast and effective method of tracking payments and maintaining up-to-the-minute account information. Govern's epayments solution can be integrated with any Govern Software subsystem and used to calculate and process any type of bill or fee, such as, real property tax, special assessment fees, permit and license fees or utility bills, to name but just a few. The client can log in at anytime, from anywhere that an Internet connection can be established. The organization determines how data can be accessed, by defining the type of search that can be performed such as name, property or account ID. The client performs the search and passes to a secure SSL connection to view the account Information, including interest and penalty charges, outstanding balance calculations and amounts owed by installment. This is the same information available at the Town Hall or the organization's offices. The client can then make a payment by credit card, electronic check, or both. As with an Automatic Teller Machine (ATM) payment, this is orocessed in real time and the account is uodated immediatelv. The account summary displays the updated balance, for both the client and the organization, as soon as the payment is finalized. Late charges are instantly calculated. If a call is made to the Town Hall, the personnel will immediately see the new updated balance. Govern's ePayments module stamps PAID for the particular transaction and deposits the amount in the City or Town's bank account. Govern's ePayments module is designed to increase the efficiency of processing economic transactions. It provides a fast and effective method of tracking payments, facilitates data analysis and is a cost-effective way to serve the needs of taxpayers and property owners. eComolaints Citizens or organizations can log in at anytime, from anywhere that an Internet connection can be established. The Complaint Procedures, with all its activity steps and associated fees, is summarized upon login in. If a filing fee is required, it is then immediately collected and processed via the Govern eComplaints module. Fully integrated with Govern Software, the eComplaints solution shares all the functionality and key benefits of the standard Complaints module. Page 3S of 139 , Town of Southold, NY PG Govern eGrievances Citizens or organizations can log in at anytime, from anywhere that an Internet connection can be established. The Grievances' Procedures, with all its activity steps and associated fees, is summarized upon login in. If a filing fee is required, it is then immediately collected and processed via the Govern eGrievances module. Fully integrated with Govern Software, the eGrievances solution shares all the functionality and key benefits of the standard module. eReauest for Services Citizens or organizations can log in at anytime, from anywhere that an Internet connection can be established. The eRequest for Services Procedures, with all its activity steps and associated fees, is summarized upon login In. If a filing fee Is required, it Is then immediately collected and processed via the Govern module. Fully integrated with Govern Software, the eRequest for Services solution shares all the functionality and key benefits of the standard module. Page 36 of 139 ~ Town of Southold, NY PG Govern 2.3.6 Mobile Inspection Module (Optional) Handheld Mobile Govern Software provides a Web-based product enabling inspection data collection in the field. Mobile Inspection allows personnel to query, create and process inspections on either handheld devices or laptops/tablets across a wireless connection within a browser. Inspector Login Laptop/Tablet Mobile Inspection Login fji:i07iT;i'tiiiMilr0sBY:T4fI Page 37 of 139 Town of Southold, NY PG Govern Remote Field Insoections Govern's wireless field device is a mobile government application that allows inspectors to extend processing capabilities to the field. With an Internet connection on a wireless Hand-held Unit or Notebook, inspectors can run queries and make updates to the Govern database, instantly, while out on-site. Not only do inspectors have access to Govern data from the field, but the information they enter into this mobile solution is relayed back to the head office in real-time. By instantly transmitting Information back to the database, this solution provides a cost-effective way to increase productivity. In addition, the inspectors' valuable time is not spent commuting to and from the office to upload and synchronize data. !;i,R.vt\tII..=.!t.am.I..Sam1l ACcount NO. I Fadll,a1 ID No. ! SociaISec,NCI.! Ol'iverUclIMa I lutorCompany/Fi'5tN..,,.jJnitial I N.,,1II2 I TyptlofN;o1lHl I t':'A~ t"SaJectionlll Direction I Street Name FromHOUlI6INcij To HOUse NCl ! I .Ill Te.Mop ~.. SlIIIllM,;"" - Al!P",,,,.lld ". r'-'"'~ .-- ,. }1--L[~J$._Opti." O~""..d Oa.d<,,"'" ~ {~,~~~!D~C-CG SUbdivision N=II I lot I I A1tem.tive Mao Number I Direction I Street Name L. From House No I To House NO l>ost-Dftction Lutnomo.' C"""'..., St'....tTyp. Directitlfl OwnerSt~U5 P.-c:1Il10 r""p..y....ID Nllighbomood ,,,. zoni'l\lCode Common Site ~m. _~_J"t_~__~l!.:___ i rT........Humb., [(co.n.,.ame ~ Parnol I~ FromHouIl ... 'm.Oinction ToM.....No street.N...... ill -,- T)peOl_ -_. 1II ill 1II Inducleln.oti..P....,m..O Nort-proolsO!>lr 0 1n_lIo"-Prall. 0 P.......,~CIIIi...Ofllf 0 ill II pojij 'I Laptop/Tablet Mobile Inspection Property or Account Number Search __n_,'" rC<lmmon..... [-., r... .P.."",lID Handheld Mobile Inspection Property &. Account Number Search Page 38 of 139 ." Town of Southold, NY PG Govern Handheld Mobile Inspection or Permit Search Handheld Mobile Inspection Data Entry Application NO! From Date I To Date I j)errniWcNo I From Datel To Datel Certificat. No.1 From Datet To Datel Alt. Permit 10 Permit Kind II II 1t!lnlJl..:_lm!iI~IoJlJ..salllli InspectIon Btlltus I II Permit Type Last or Company/First Name/lnitial I TYPB of Name I Name I LlncludB Voided Permits rlncl\Jde Historical Permits Conly Application If If ReGSlInCode II ~- Data Thne Duration I r-I 1 (': AM ('. PM C Time C Anytime I Inspector '-J_~_~~~~~ )I Inspection status 1l:::()_IY1~~_B~ Notes III Comments I Inspection Types t>: ,,", Blocl: or Steel Won: - -:; --_:: ~:r.mrlNWi~ilf!1 ~&h:.irj~l.:. _""'" !iii!liilil:' itj ("-P.rmltKl"" Page 39 of 139 Town of Southold, NY PG Govern Laptop/Tablet Mobile Inspection or Permit Search 1~.poctorNom. Reference Numb... I'I"omOate roo_ Q... . 0 ilil ;j t:> p- "it- 4f- €I S' J'Io fiii L..i 11 ,i,i,.;"'fi1;;,i:;~:~;':~~~>; _. Typ. Toril:ory AmlPm '..p,monR.sult O<IcpPontN""" l\pPIicMlon .,rmitNumlHo, CtImploim orr.nce ToxMop""mber PropertJld SuilMln~1IImber fJ<t<orrolOm..t 0 IlldgldlSe"".""" ,Ili' . ,. . .. . . ~ * *'" """", ~ % v* " (\~ Laptop/Tablet Mobile Inspection Data Entry .. Handheld Mobile Inspection Rescheduling i'tt.riia_...........-t..._ ,~ '" _________.______''''_''''_'''_ , Q.... () lIllil& P-1i- 4f- ehhioGi;;;. #t;~:~tttp<I~~~~=';----.-!i.lb-,-. 'IJle'['! I\IIII__~____ I I" I' 159 0'" 11,3Q~ ~ndr...., ij~:".,.::,lI IM~_' L~.~~,~.~.,;i!j Torioty Yl,I2U05 U:OOJltl [.~.~~!~,.~.~.~!!!.~_i ~ Dlirotion 3Omio<*-, tol_OO~Z ~ Gmm..Jnim1ill.DLSWlIldll.Ul. S M T W T F S 28.223lJ.J.1.123 .!l:~QZ.a.9:1O 1112lJU151111 1.li1.22Q.2122.2J.:M 2S.26.2Z28..22 JO.J.1 1 2 .3 ~ .s. .6. z o o RinIol<eSlIlaclo.d In.peelor I ill In.~e~tc' 's T""ilol\l I JlI Page 40 of 139 . # Town of Southold, NY PG Govern System Administration Tools 8r. Integrated Components Govem's Administrative application provides all the tools and utilities necessary to set-up the system to meet the unique requirements of each department and/or multiple departments. Prior to using the Govem application, the following parameters, tables and codes are initially set-up. . System and User Registry Parameters. . Global Field Validation Masks. . System and Validation Tables. . Menu Security (Access). . Dataset Sources for each User. . Department profile. . Departmental/Functional Security (Access). . Audit Trail and Data Duplication. . Bill Message. . Lists and Reports. . Scanner Parameters. . ICVerify Package (credit card transaction processing). . External applications (example: GIS). . System Users. . Table elements or 'codes'. . Customized formulas, logical expressions and queries (SQL). . Object dragging mode. . Field setup mode for validation. . Adding new fields. .. Adding buttons. . Adding form dividers. . Creating formulas. . Creating logical expressions. . Creating Queries. Page 41 of 139 . Town of Southold, NY PG Govern Govern Software is an extremely versatile application. Each module can 'stand alone' or work in conjunction with other modules. An assortment of external applications can also be integrated into the system for mapping, imaging, reporting or other purposes. Reporting Crystal Reports"" To provide the flexibility and reliability when preparing any style of report, Govern relies on Crystal Reports Professional™ Writer, as its number one choice for report writing. Although it is possible to implement any reporting tool with this system, Crystal Reports is an industry standard and it Is more cost effective than any other reporting tools on the market. The integration of Crystal Reports with the Govern application allows users to set-up specialized reports, add them to the menu and apply various levels of security. In addition, once the structure is defined, users are able to add the selection or range of parameters which can be applied to gJJ. fields in the database. Key benefits and/or features include: ~ The user has complete control over the content of the report by specifying ranges for comparison purposes, etc. ~ The format for the report may be selected from a library of standard column headings (supplied), and by the user specifying the rounding factors, totaling, and page breaks for the report. ~ The user can define various sub-totals/totals and also provide the ability to go down to the transaction level of detail. ~ The output of extracted information can be in the form of spreadsheets, ASCII, word processing documents or e-mail. Mailer Data Address Object Address Object: an Address Verification & Correction Tool application. Embedded within Govern's application, Mailer Data Address Object provides data quality solutions to help achieve the highest level of contact information. It manages the accuracy of U.S. address information in PC and Web applications by verifying addresses, catching data entry errors, reducing fraud, and cleaning data in real time. Mailer Data Address Object verifies addresses 'on the fiy' or 'in batch'; hence, saving time, money and resources. It supplies zip codes and postal codes when these fields are left blank or entered incorrectly. In addition, it provides address standardization according to USPS specifications and adds the ZIP+4 and carrier route codes for US addresses. Additional data linked to the address can be appended to the record. Page 42 of 139 . Town of Southold, NY PG Govern ICVerify In order to be able to collect payments via credit cards with Govern's Accounts Receivable & Cash Collection application and/or over the Internet, Govern's ePayment application is integrated with ICVerify, an Electronic Payment Processing Interface. ICVerify helps control all electronic transactions in one easy-to-use program. Key benefits and/or features include: . Supports a broad range of payment processing. . Built-in support for major credit cards. . Easy integration with pas applications reduces data entry errors and simplifies the process of electronic payment acceptance. Payment types supported by ICVerify: . Credit cards (Visa, MasterCard, American Express, Discover Card, Diners Club, JCB). . Visa Commercial cards and purchasing cards. . MasterCard business cards, corporate purchasing cards and corporate fleet cards. . Check authorization. . Check guarantee. Mapping (GIS) ArcView GIS functions ArcView Link to Govern It is possible to select data in ArcView through any of the selection tools (Select button, query builder or spatial analysis) and have these parcels ready to be printed or processed in Govern. From a View - after having selected the properties, you can either use the Link to Govern menu from the Govern menu item or click on the respected icons. From a Table - after having selected the properties, you can either use the Link to Govern menu or click on the respected icons. External Data Set - the selected properties will then be available in Govern as an external data set. Govern Link to ArcView It is possible to select properties in Govern and have these properties shown on a view and theme of your choice. The view and theme can be defined in an autoexec.bat file so that it will not ask the user to select a view and a theme. Otherwise, a selection box will appear. The system will then highlight these properties and zoom into them on your choice of theme and view. The parcels will be considered as selected. Page 43 of 139 Town of Southold, NY PG Govern Govern Information Look-up This feature brings Govern's data directly to the GIS user for the selected property. Since different departments and users can have different needs, a table (sql.dbf) is created In order to specify each user's selection. This table will load automatically all information No limited as to the number of entries. * Govern can also be integrated to MapInfo solutions. GovMapTM: An embedded GIS Component With the development of GovMap'M, Govern users have the ability to utilize GIS functionality directly within Govern. Govern clients have access to an easy-to-use administrative set-up and the ability to search, query and display data via GIS. Based on ESRI's MapObJects technology, GovMap provides an inexpensive alternative for deploying GIS-based technology to Govern users across many business areas such as Permits, licensing, inspections, real property tax billing, personal property, special assessment, mass appraisal, utility billing to name but Just a few. Key benefits and/or features include: . Easy to use interface. . Cost effective and time saving solution. . Presentation data is customizable. . Use mapping to locate parcels. . Identify trends and hotspots. . Outline activities on neighboring properties. . Determine abutters for notifications. . Quick map output for field work. Administration Module: The Administration Module provides System Administrators the ability to create the 'base map' within Govern. The interface facilitates the addition or removal of map layers, the configuration of thematic mapping characteristics such as colors and symbols as well as control of the zoom levels. All configuration settings are saved inside the Govern database. Key benefits and/or features include: . Load desired GIS datasets (i.e. shape files, SDE layers, CAD drawings and aerial photos). . Change colors and symbols for each GIS layer. . Set map units. . Set labeling characteristics. . Set map tips for dynamic attribute access. . Set selection colors. . All settings are saved in Govern's database. Page 44 of 139 , Town of Southold, NY PG Govern Search Caoabilities: Allows Govern users to search for parcels using various graphic objects (i.e. points, lines, rectangles and polygons) and GIS selection operations. The resulting parcels are then available for use with other Govern modules such as Permit Tracking and Inspection Scheduling, Revenue Management, Computer-Assisted Mass Appraisal. Key benefits and/or features include: . Place graphic objects on the map canvas. . Utilize multiple methods for selecting parcels (i.e. touching, intersecting, containing, etc). . Browse or search for parcels based on chosen selection method. . Dynamically change colors of the selected record and the overall recordset. . Manipulate the map display by zoom in, out, previous, overall extent and selected records. . Pan the map. . Dynamic scale bar. . Highlight the selected parcel of a specific record set as the user scrolls through the record set. Results Caoabilities: Enables users to perform a standard search via tax map numbers, addresses, subdivisions, etc., and view the selected record set within GIS. The selected recordset is transparent between the MapObjects component and the core Govern software. Users can quickly create maps of the selected parcels and manipulate the selected records. Key benefits and/or features include: . Manipulate the map display by zoom in, out, previous, overall extent and selected records. . Identify (retrieve standard attribute data with regards to the parcel). . Dynamically change selected colors. . Change selected parcel via map selections. . Quick map production. . Recordset and current parcels are highlighted. GovNap was developed in partnership with Varlon Systems, a division of GeoAnalytics Inc., located In des Pla/nes, rlllnols. Varlon Systems is an authorized Business Partner of PG Govern Software. For more information on Varlon Systems, please visit their web site at www.varionsvstemS.com Mobile Comoutina Provides the capability of creating a personalized version of Govern for use by field personnel on laptops and pen tablet computers. This tool is an easy-to-use application that searches the Govern database for inspections assigned to a given inspector and downloads them, as well as all information related to those properties, to field laptops. The user can also pull a list or properties from an external source (i.e., a selection in ArcGIS) to pull all the data for those properties. When the iaptop is returned from the field, it uploads all the inspection data. Field inspection data can be entered directly in the field, eliminating the common "double entry" problem where field workers write inspection down onto paper forms, Page 45 of 139 , ~ Town of Southold, NY PG Govern interim status data such as 'in progress' can be updated for others to use. Key benefits and/or features include: .. Downloads all inspection data assigned to a staff person .. Downloads all related property information for those properties .. Provides full Govern functionality in the field .. Full ability to Input inspection results in the field .. Uploads Inspection results at the end of the day User. GrOUD and DeDartment Creation Allows an administrator to create users, groups and departments. Each Is provided Its own view of the functionality within the software. Users can be provided different access to functions within their group and department as well as to other departments within the system. Security Allows an administrator to manage security at the user, departmental level. Each of these entitles can create/modify/delete or unlimited access. the group or at the have create/modify, The Administrative module also provides the ability to easily modify the location of fields on the forms, create new buttons, and tie SQL scripts to the user interface and events such as saving or creating new records. Page 46 of 139 , . Town of Southold, NY PG Govern User Interface Modifications With appropriate access rights you can modify the location of objects within every form, the sequencing of the fields via the Tab button, and the creation of new fields. All this modification is done with wizards that require no programming knowledge. Administrators go into "object dragging" mode and can move things around, drag them to the garbage can to delete them or easily add new text boxes, check boxes or combo boxes. Administrative users can also easily create new tabs within a form and add new controls to the form. Users can add text boxes, combo boxes and check boxes to the form. Validation tables can also be dynamically defined to provide choices for combo boxes. All this functionality is performed by a software wizard so no programming is involved. SOL ScriDt Creation Administrators also have the ability to create SQL scripts that can be run from within the software. Typical operations are to facilitate custom field population when an operation is completed, verification of data in other database tables, population of variables or running reports when a business activity Is completed. Govern maintains a series of global variables that can be leveraged within the SQL scripts. Govern also provides a Logical Expression editor to build sophisticated programming actions. With appropriate access , the Batch Processing module allows you to manipulate data in batch mode. Typical processes Include batch processing automatic re-inspections, merging names, extracting an inspector's database, extracting a full subset of Govern data for a defined subset of properties, posting financial data, processing data collected in the lockbox, and posting tax lien information to an external system based on unpaid utility bills. Economic Develooment Provides the ability to track quality of life items such as hotels, restaurants, social services, offices and other amenities using its "non-Darcel" feature. Any entity can Page 47 of 139 , Town of Southold, NY PG Govern be created and all the system functionality attached to it. Typical uses of this capability are to create non-parcel entities such as hotels and track a variety of custom Information about them. All the business activities mentioned in Govern's modules can then be tracked against these items. ReDort Writino Govern provides a series of built-In standard reports with each module and a run- time license for Crystal Reports. Standard reports are delivered in a Crystal Reports format and users have the ability to edit those or write their own. Once a report Is setup in Govern, users can add various selection or range parameters where all fields in the database can be used. Key benefits and/or features Include: ,. User-modifiable ,. Create additional, custom reports ,. Define parameters at run-time ~ Export data to alternative formats Main Benefits Integrated, modular system . Low entry point cost - little initial Investment is needed to utilize Govern. . Modules can be purchased separately. . Potential for long-term growth. . As requirements change and grow, additional modules can be added to the existing solution. Costs are reduced as a replacement of the entire system Is not needed - never have to start from scratch again. . Integrated software - each application is tightly Integrated transferring data from one to another eliminating redundant data entry. Flexible, customizable . Reduce long-run maintenance costs - no programming needed. . Improve efficiency - reduce the amount of time needed to Implement modifications. No need to wait for vendor's availability to customize the software; it can be performed in-house with your own personnel. . Not hostage to your system. . Customizable workflow - ensures consistent application of regulations, increases personnel productivity and improves customer service. . Power to develop your own application. . Complete control. Multimedia library Increases oroductivitv bv: . Many people can access the same document simultaneously. . No lost, misfiled, or misplaced documents. Documents are protected by on-line security. . Rapid retrieval and distribution of documents accessible by different departments, they can be used without regard to the actual storage location of the document. . Documents can be efficiently archived encouraging a paperless environment. Page 48 of 139 # Town of Southold, NY PG Govern Centralized information o Better data quality: comprehensive database of property information eliminating redundant or duplicate data entries while reducing reconciliation efforts. o Parcel data is centralized: increases efficiency of entering, maintaining as well as accessing the data. Workflow o Mimics/models your business processes. o Improve the quality of your business communications - activities' status is known at all times. e-Government Services o Gives municipalities the ability to deliver 24/7 services to its citizens and enterprises as well as Internal audiences via the Internet. Govern's secure eGovernment capabilities processes web payments and permits quickly and safely. . Accessible to anyone, anytime, from anywhere. o ePayments - payments on-line are processed in real-time allowing citizens to verify their transactions and account information on the spot. o ePermits - reduces time spent in handling customer inquiries (citizens can apply for permits on-line). Miscellaneous . Allows municipalities to customize assessment procedures themselves. . More flexibility to generate reports - easier to respond to requests for information Integration to GIS . Provides for a more visual overview of data stored in the system. . Facilitates the search for surrounding properties performed through the map display. Property Information Module Benefits . Centralizes information. Eliminates data duplication as it is stored only once in the system, In one central location, shared throughout departments. . Non-parcel functionality. Allows the managing of entities not categorized as parcels such as: highways, bridges or parks. Better management of entities as it provides the ability, for example, to issue permits on street segments/intersections, or submit complaints regarding potholes or loose material on highways or bridges, etc. Permit Tracking and Inspection Scheduling Benefits o Flexible structure. Different types of information can be stored for different types of permits or licenses. o Schedule inspections automatically. Inspections can be automatically scheduled. This enables better control of inspector's workforce. Inspections can be scheduled via various criteria such as: inspectors able to work in certain areas with certain permits or by geographic location. This saves a lot of travel time and greatly enhances efficiencies. Page 49 of 139 . Town of South old, NY PG Govern . Inspectors working outside the office. An import/export function enables inspectors to access information related to the properties they will be working on out into the field. This avoids having inspectors contact the office for missing information, ultimately creating more efficient inspections. . link a permit to many names. A permit can be linked to many names such as applicants, contractors, electricians, etc. If a question regarding a contractor comes up, for example, it is possible to list the properties the contractor worked on. . Print a permit with a click of the mouse. . Dynamic fee calculation. Allows users assign fees to permits depending on type. From application to permit issuance to certificate of occupancy, the data is available. . Fee simulation function. Allows users to test the fees and values linked to a permit and license without having to create a permit or license or enter other information. Applicants can be informed of possible fees if they were to go forward with their application. Workflow Management Module Benefits . Interdepartmental activity-driven processes. Once business processes are defined and set, departments are encouraged to follow procedures which ensure consistency, enforce the policies required for process completion, and ultimately create more efficient processes. . Raise awareness of your business processes. When implementing Govern Software's Workflow, users have the opportunity to review their business processes. This enables users to outline how certain tasks/processes are handled and find areas where Improvements can be implemented. . Tracks activities. Users are able to keep track of processes to accomplish a task. This ensures that no steps will be overlooked when performing a task. The system will typically not allow a user to proceed to the next activity until the current one is accomplished. An audit trail provides details of activities. . Automatically alerts users of the status of a process. . Automatic e-mail notifications. Helps efficiently communicate back and forth with applicants regarding their permit status; e-mails are automatically sent. . Validate business rules. Lots of time is saved as the system automatically verifies business rules and return positive or negative feedback on requests. Page 50 of 139 , Town of Southold, NY PG Govern 2.4 Implementation Plan &. Methodology A successful Implementation process takes more than high quality software. At PG Govern, we have the experience, the people and expertise to help you get up and running within 200 calendar days. PG Govern's Project Team members are Certified PMP (Project Management Professional). This means that you will start your project with peace of mind knowing that it will be achieved within time and on budget. The PG Govern Team, through direct experience and involvement in the government marketplace has developed a comprehensive Project Implementation System and Methodology. This system is designed to ensure that each step is carried out correctly, and that the implementation process directly involves the subject matter experts and application-systems specialists on the Town's Project Team to ensure that "ownership" of the various subsystems are efficiently transferred to the Town's staff, and is likewise supported by knowledgeable co-partners in the Town's IT Department. In the end, a successful Implementation is measured by user satisfaction, and by meeting the management goals and objectives defined early in the project. Implementation Plan and Methodology Key Factors PG Govern believes that three (3) key factors must be considered for this type of project: People Process Products Each of these factors differentiates the PG Govern Team from the competition and makes PG Govern the preeminent suppliers of high quality, integrated information and management systems for State and Local Government agencies. People PG Govern has built its reputation as a long-term partner to its State and Local Government clients. The PG Govern personnel are comprised of experienced people dedicating 100% of their professional time serving government agencies. Their experience working in different municipalities and government agencies across North America helps them avoid the common pitfalls of systems implementation projects. This experience is comprised of a wealth of knowledge, which clients can benefit from, since PG Govern can suggest or recommend approaches that have proven successful in other States, Provinces, Towns, Cities, Counties and/or Associations. The PG Govern Team provides clients with significant depth in terms of resources. In addition to a designated project team, further PG Govern resources are made available should special needs arise. The stability of the PG Govern organization provides additional security to its clients during this important implementation. The members of PG Govern's team have a proven track record and the skills needed in systems integration, systems Page 51 of 139 . Town of Southold, NY implementation, project management, make this project a success. PG Govern migration, conversion, training, etc. required to The PG Govem Team stands ready to join your team in order to successfully implement the Govern application. Process PG Govem's implementation services methodology provides a structured approach. Following an orderly progression at each stage, this methodology assures the successful completion of the projects, on-site, within budget and according to the client's expectations. Each phase of the implementation methodology contains several steps, with major decision points at each critical step, and milestones which gives the project team the opportunity to assess the process, identify issues, evaluate alternatives and determine the appropriate course of action. PG Govern's strategy for a successful implementation of the COTS Planning and Development System is to integrate it with the Town's existing information management systems with minimal risk and maximum benefit. To do this, we are proposing PG Govern's enterprise-based land management product-line as a baseline that will be both configured and enhanced to meet the Town's requirements. This strategy reduces the overall risk of building a totally custom solution by: ~ taking advantage of the highly conflgurable, feature rich functionality already existing in a mature COTS product, ~ utilizing a proven implementation methodology for deploying a tailored solution, ~ performing data conversion against a proven and mature property data model, ~ leveraging experience with integration, forms and report development, and workflow integration. Combined with continuous project management oversight, PG Govern's system migration methodology centers upon a 6-Stage Component Process. As further illustrated in the Implementation Diagram below, each of these staged components of the PG Govern Implementation Methodology contains several key steps, with major decision points embedded at each critical step in the process. These decision points involve major reviews, which give the joint Project Team the opportunity to assess the process, identify issues, evaluate alternatives, and determine the appropriate course of action. Products Govern Software is conceptually different from other packages on the market. PG Govern's application has been developed as an enterprise-wide, cohesive and integrated solution, with particular emphasis on extremely flexible inquiry and report writer capabilities, built around a rock-solid property control system integrated to ArcView@GIS, the world's leading desktop GIS from ESRI. From the start, Govern Software was specifically designed and developed for the State and Local Government aaencies' reauirements and the entire thought pracess was created around a "DroDertv-centric" approach. Page 52 of 139 . . Town of South old, NY PG Govern PG Govern strongly believes that this combination of People, Process and Product offers the Town of Southold the best software solution on the market today. This combination also offers an end-to-end software solution with the lowest possible risk since it encompasses a depth of experienced personnel, a solid and proven implementation process along with a feature-rich product which meets the Town's current and future requirements. PG Govern Implementation Process Sltuatlon Assessment (f1ianningL Proj.~SCllpll ;";'9~"e~! ~rcJl!d - Deaign ;:j~ailMp~)"'t titn;1imfl0l; . ('r'r:fi,'l';r~ti)n . ;~Irrt!~~M ',-':'-i)rd-,Ihc.d "li1<%und.fC'ln; Implementation (ExecutinG) ConstulI:thm l'*'"lIi C',),)t;!1'jl~km . .~G;;iJs'Tl?oM Prilyl~lll; tra,ni"~ . i~aJ~'mi("0%it . 1,~ir...m't-T,a'""r .- inl1'lf.i~$ ,ri.lfr.;n~ "(;oLive" (Closing) Aa:eptllnu . T~sti~!"'>\Ji\i' . hi;i t',!!",,,,~~,;-, TreMlllon '('",1".'5"' tr<l1"i'l:~ . ('~mgllW , "(J!!~(,,t . c~Jmng . ',e~o't.> TI31f1lllg Ongoll1g CllstOr/wr Support .... People Process Products .... The PG Govern Implementation Methodology incorporates the following key principles: ~ It is a "structured" methodology, which follows a designated sequence of steps ~ It is based upon Customer participation during each phase, meaning that the Town is fully involved in the process of installing the system. ~ It provides a transfer of knowledge whereby the Town is fully responsible for running and maintaining the system by the time they go live (or within several months thereafter via the planned follow-up support of the PG Govern Team), and therefore not directly reliant on the PG Govern Team for ongoing operational support. 2.4.1 Experience with the MethodOlogy The Implementation Methodology proposed by the PG Govern Team for the Town project has been used by PG Govern and its Certified Distributor/Integrator Partners on many implementations in the past twenty plus years. Page 53 of 139 . . Town of Southold, NY 2.4.2 Stage Descriptions PG Govern The Scope (Definition) Stage will be used to validate the PG Govern Team's understanding of the system scope, to determine if there is additional scope needed to improve the value to the Town, and to incorporate that into the implementation scope before moving forward. The Fit (Analysis) Stage is used to design the implementation architecture, determine the fit of that architecture to the requirements, and design and plan any modifications needed for the solutions offered. Data is also reviewed in detail in this phase and a conversion plan is designed. Interface plans, definition of forms and reports, and a workflow design are developed. The (System) Integration Stage is used to put the architecture infrastructure in place for the development, testing, training and production environments. Govern application configurations, enhancements and customer specific programming customizations are performed, In addition, system interfaces, data exchanges, forms and reports are developed. The data is converted and tested iteratively to move to the final conversion stage. As jointly determined, a data warehouse design Is also developed and tested. To support the quality needed for the system solution and deliverables, Internal unit testing, peer reviews, module integration testing, and product regression testing are performed on all customized code. The various system components are also tested together to ensure that all the integration points are valid and working, and the overall system is tested to substantiate the performance metrlcs required by the Town. Training plans and materials are developed and accepted in this phase for eventual use during the Acceptance Stage. Additionally, the Town will have developed their user acceptance test plan by the end of this phase. It is required that the Town be heavily involved in the Acceptance (Transition) Stage of the project as it will be performing a full review and test of the Govern system. The Town's acceptance test team will be trained and supported by the PG Govern Team in order to conduct the actual acceptance testing. During this Stage, a cutover plan is developed by the PG Govern Team and approved by the Town prior to processing the final data conversion and the "Go-live" decision. The end user training program takes place just prior to Go-Live and the cutover plan is implemented. Upon going live, the PG Govern Team is on hand for support and final acceptance reviews and meetings. After Go-Live operations, the Follow-up Support Stage is used to assist the Town in the areas of application refinements, system tuning and end-user training as it moves through its initial months of user operations and systems management activities on the new Govern system. This Phase helps to facilitate staff morale and to ensure that The Town is truly successful in taking full advantage of their investment throughout the first year of live operations on the new system. 2.4.3 Proposed COTS Implementation Approach As proposed by the PG Govern Team, the implementation of a COTS-based, modular, function driven, and highly configurable software product suite such as Govern Software involves a more holistic approach than that which is applicable in the traditional software development life cycle. The approach used is wholly integrated within each phase of the 6-stage plan of: 1) Scope Development Page 54 of 139 . . Town of Southold, NY 2) Fit Analysis 3) Integration 4) Go-Live 5) Follow Up PG Govern Within the Integration stage, traditional SDLC methods may be used for specific tasks such as Data Conversion, Govern Software Customization (specific to customer) and/or Enhancement (available to all licensees), and Interface Development. However, for workflow and processing functions, the PG Govern Team will work with the Town to maximize their benefit from the new Govern System by utilizing concepts such as business process reengineering which includes: 1) Organizing around outcomes, not tasks. 2) Identifying all the processes in an organization and prioritize them in order of criticality. 3) Integrating information processing work into the real work that produces the Information. 4) Treating geographically dispersed resources as though they were centralized. 5) Linking parallel activities in the workflow instead of just integrating their results. 6) Putting the decision point where the work is performed, and build control into the process. 7) Capturing information once and at the source. Our enterprise view of a COTS implementation such as Govern ensures that, in the end, not only will each piece of software serve its function, but will also work harmoniously within the framework of the entire system in order to serve the Town's needs for years to come. 2.4.4 Data Conversion Strategy Your data is an asset! The first step in the data conversion process is to identify all the potential data sources and their stewards and document them in a single list. This list will include the legacy system tables and all secondary databases, spreadsheets, text files etc. that are used in the existing daily operations. Once identified, each data source is evaluated to determine whether or not it is a conversion candidate. The next step involves a significant statistical and qualitative analysis of the data contained in each data source that has been identified as a conversion candidate. The data for each field is evaluated for: a) Relevance - is the field needed in the new system? b) Scope - is the data maintained in another system? c) Range - is the data within the proper lower and upper bounds (if any)? d) Validity - is the data restrained by a list of acceptable values? e) Consistency - is the data uniformly formatted or patterned? f) Integrity - is the data correct according to existing business rules? Following the analysis, exception lists will be generated which itemize the data records that have failed one or more of the analysis tests. These records will be reviewed by the Town and corrected or alternatively, the corrections may be incorporated into the conversion routines if there is adequate justification for this approach. Page 55 of 139 . '. Town of Southold, NY PG Govern While the analysis and correction of the data are in process, the legacy data fields will be "mapped" to fields in the new Govern system. Modifications to the new system data structure will be planned and also incorporated into the customization and configuration plans if needed. Once the conversions are planned, they are executed, validated, and tested with the systems to verify their completeness, accuracy and usability with the solutions. Revisions are made and the conversion is redone iteratively until just prior to Go- Live. 2.4.5 Interface (Third Party Integrations) Design Strategy Our proven Interface methodology has been refined over time by our extensive implementation experience. Recognizing that each implementation Is unique, our interface methodology provides a guideline to define and refine an approach that will be adapted to the specific needs of the Town and the Project, utilizing reuse strategies whenever applicable. Our interface methodology defines an approach that addresses the following logical steps: )> Definition and revalidation of interface requirements )> Definition of the interface model (covering permanent and possibly interim interfaces) and the identification and evaluation of various interface types, categorizing similar interfaces for consolidation when possible (common interfaces versus unique interfaces) )> Standardization of the interface environment; synchronization with any pre- defined interface standards as it applies )> Specifications for interface design )> Configuration of proposed Interface utilities and development of any required interface business logic )> Development of system and acceptance test plans )> Execution of Interface system testing )> Execution of acceptance testing )> Implementation and production cutover of the defined interfaces The following list provides a sample set of high-level guidelines that we follow within our interface methodology: )> Develop an interface approach document via discovery and collaboration with the Town and external entities early in the project; while coordinating with communication/change management plan efforts. This document is intended to provide a roadmap for addressing the interface needs of the Town. )> Develop an Interface inventory. This inventory will consist of the following types of information: )> System Name/ID of System Requiring Interface )> Department/Organization with Responsibility for the System )> Input, Output, or Bi-Directional Interface )> Type(s) of Transaction being Input/ Output to/from the system )> Current Transmission Format / Record Size/ etc. )> Timing (Daily, Weekly, Monthly, etc.) )> Transaction Volumes Page 56 of 139 , = Town of Southold, NY PG Govern >> Contacts (Employee(s) knowledgeable about system) >> Prototype early to validate adopted technical approaches >> Establish and publish interface standards early to affected entities >> Address the largest and most complex interfaces first in the schedule >> Eliminate interfaces when possible: review and revalidate the interfaces; entities must justify each interface based within the context of the Govern implementation; e.g., some low volume interfaces could be replaced by entities taking advantage of the web-based user interfaces >> Eliminate exports when possible: Many outbound interfaces support only data reporting needs rather than processing needs. It may be possible to replace these interfaces with the enterprise data warehouse implementation that provides a common data source for the data consumers, which ultimately supports self-service of information >> By following these guidelines, the PG Govern Team will also identify Interface issues. Some of the possible interface issues might include: timing issues in executing interfaces; transaction volume issues created by the level of coding; etc. Some of the interface issues may be specific to a particular interface; others may have project-wide implications. The PG Govern Team will work with the Town to resolve these interface issues. Page 57 of 139 , Town of Southold, NY PG Govern Interface Functional Design Interface functional designs describe the interface processing and input/output data structures at a sufficiently detailed level that the subject matter expert for the interfacing system can understand and confirm the functioning of the Interface. The functional design would begin with a brief narrative description of the business intent of the interface. The narrative describes, at a high level of detail, the: ';> General intent of the Interface ';> Major data source(s) of the input data for the interface ';> General processing of the interface ';> Major data output(s) and destination(s) The functional designs of the interfaces also describe the data source(s) for the interface on a record-by-record, field-by-field basis. The data source fields are mapped to the output fields showing all required processing Including: formatting changes (e.g., right justify, zero fill), crosswalks and data lookups (e.g., use a legacy code and a crosswalk table to determine the new code), etc. Included In the functional designs are any user parameters required for the Interface (e.g., if a "processing date" is required) and any data sorts before or after execution of the interface. The functional designs also include any control reports necessary to ensure successful processing and general audit ability and describe the test cases that should be executed in testing the interface. Interface Detailed Design The functional designs are the basis for developing detailed designs of the interfaces. Detailed designs are developed to describe what coding Is required to accomplish the interface's functional design. The detailed designs describe the Interface's control logic at a pseudo-code level. For example, where the functional design might show that a header record must be output from an interface, the detailed design would Include pseudo-code showing that the extract should be grouped by a certain criterion and that a header record would be created for each group of records. The detailed designs attempt to use control structures and common software routines as much as possible across the Interfaces. Typically, the detailed designs do not include pseudo-code for simple field moves and reformatting, but do Include control logic and any business logic used to derive fields. The detailed design also specifies the interface mechanism. Ideally, from a long- term perspective, external systems should send Inbound interfaces in the manner prescribed for the Govern System. Typically, outbound interfaces are produced in the format required by the receiving system. In general, the PG Govern Team recommends XML-based interfaces whenever possible. However, for those external applications that do not support XML, flat file based interfaces can also be supported or, alternately, in intermediate interface tiers can be developed. Page 58 of 139 , , Town of Southold, NY PG Govern Types of Testing and Validation Performed The PG Govern Team prepares detailed test scripts for each interface based on the approved functional and technical designs. After interface coding, unit testing is performed by the interface developer. The developer of the interface is responsible for developing and executing a detailed unit test for the interface. In this stage, the developer verifies that the proper data inputs are being referenced, the data is being converted properly and the proper outputs result. If expected results are not achieved, the issues are addressed, problems corrected, and the interface is re- tested. The process is fully documented including inputs and outputs for the interface test. Upon completion of the interface unit test, the interface software is deployed to the system test environment for inclusion in the integrated system testing effort. Interface Implementation Approach The PG Govern Team will utilize an interface implementation approach such that the implementation of each new and modified interface is in synchronization with the associated application implementation Connectivity The Govern System architecture will support a diverse range of system integration capabilities, from direct data access to traditional "batch" Interfaces (e.g., integration with existing legacy feeder systems) to Web services. In the simplest interface mode, the System will accept XML interfaces directly from external systems as a file- based interface. Typically, FTP represents the simplest form of data transport for large volume interface files. Transmission and processing events can be configured as scheduled processes and, unless limited by business requirement considerations, interfaces can generally be processed any time during the day, as feasible. Future Development and Modification of Interfaces The Govern solution will support XML integration as the preferred foundation for communicating with external applications. XML is the de-facto standard for flexible data delivery. XML provides "structure" to the data that is being passed, as opposed to legacy methods where the stream of data cannot be readily interpreted. XML is also an open standard that is platform independent and can minimize the impact of future interface changes. As changing business requirements dictate, the proposed architecture also provides advanced integration options that the Town could leverage in the future. For example, the .Net architecture of Govern may allow for enhanced or expanded web service integration. PG Govern's Software Product Development Methodology (A Product Development perspective - Francis Collette, Director of Development, PG Govern ) The "Development Methodology" utilized at PG Govern is based on the object oriented theory, services oriented architecture, and the agile method of development when coding. More precisely, we use a (4) Phase approach. Page 59 of 139 , , Town of Southold, NY PG Govern The 1 ,t Phase is Conceptual. At this level, the concepts of the application domain are determined and a conceptual model is developed. This conceptual Phase answers the following question: "What is the software responsible for?" The 2nd Phase (probably the most important) is focused on Specifications. This is the level in which the software interfaces are developed. This Phase answers the question: "How will the software be used?" The 3'd Phase is one of Implementation, hence, program coding. This answers the question: "How does the software perform its responsibilities?" Phase The 4th and final Phase involves Testing This level is generally performed independently by Quality Assurance & Control specialists. This Phase answers the question: "Does the software correctly perform its responsibilities?" The benefits of this (4) Phased approach to Product-based Software Development are numerous: l> Conceptual efforts allow us to better understand the problems to be resolved and allow involvement of customers at a level that they can understand. Customers-developer misunderstandings are generally revealed at this phase. Capturing these at this phase is considerably more economical than revisiting software and modifying code and objects. In fact, it Is this phase where the overall comprehension of customer needs is realized and in turn, confidence Is built. l> Defining specifications is an Important phase in the way it represents more logically exactly what are the interfaces, which objects are responsible for what, and how these objects interrelate. It Is the step where all Town's concepts are specially defined, and these are In turn, functionally and logically translated for programmers. Again, it is much simpler to correct specifications at this level than to return to code. When specifications are clear and well defined, the task of implementing is much easier and straightforward. l> Having good specifications allow programmers to use what is coined "agile programming". In fact, for each programming task, unit tests are also programmed and performed to test all of these object functionalitles. If changes are made to the specifications, then code can be added or corrected against them, and all unit tests are then re-run to ensure that changes do not adverse side effects on the rest of the system. l> As mentioned above, Testing Is performed independently of the designers and programmers who participated in building and coding the software. This approach allows the QA/QC team to bring constructive criticism into play. At PG Govern, the product software development life cycle normally passes through all four phases. Thereafter, iterations of the last Phases 3 & 4 (Implementation & Testing) can be multiple. Now and then, we return to Phase 1 (as customer needs change/refine) and we reiterate through the entire process. At PG Govern, the tools utilized to realize these Phases and associated tasks are multiple. For the conceptual and specifications levels, we utilize UML models. More precisely, conceptually we use case diagrams (description of interactions between entities) and activity diagrams. At the specifications level, we use class diagrams (description of relation between classes), interaction diagrams (interactions between Page 60 of 139 , Town of Southard, NY PG Govern objects) and state diagrams (state of objects in time, from their construction to their destruction). At the coding step, we use Visual Studio .Net (version 2003 and now version 2005). The majority of Govern's coding is performed with VB. Net, with some C#, and occasional Java Script for Web development. Physically, we use the .Net platform from Microsoft (most of our code as now been upgraded to .Net Framework V2.0) and Microsoft Visual Studio .Net 2005 for Windows and Web Pages design. Presently, we are utilizing Enterprise Architect for UML diagramming, but we anticipate the near term transition to integrated tools offered by Microsoft in Visual Studio 2005 for Architects. We are using Dotfuscator from PreEmptive Software for code obfuscation and a variety of secondary tools such as Source Safe for code sharing and backup, Microsoft project for project management, etc. In summary, this methodology has been successfully used to develop several of our Govern eComponents products: Web Portal!eProfile/eSearch, epayments, ePermits, eComplaints & eRequest for Services, and eInspections. We are also applying this methodology and the .Net platform for customer implementations like we are proposing for the Town's Planning and Development System Project. 2.4.6 PG Govern's Team (Please see the following pages) Page 61 of 139 , Town of Southold, NY PG Govern Norman Vaudrin, PMP DIRECTOR OF IMPLEMENTATION SERVICES, PG Govern Number of YealS with the Firm: 22 Profile Mr. Vaudrin has a Computer Science Degree and has cumulated 22 years of experience in local & state/provincial government data processing. Since September 1984, he has contributed to the development and design of several Govern modules. He's currently the Director of Implementation Services and Team Leader of the PMO office. Experience . Project Manager for the implementation of the Permit Tracking and Inspection Scheduling modules for the New Brunswick Department of Agriculture Fisheries & Aquaculture, NB, Canada. . Mr. Vaudrin is one of PG Govern's most experienced consultants in the areas of implementation management, land management and utilities. . Project Management. . Database Design. . Imaging. . Permits, Inspections & Licenses. . Utility Billing. . Financial Integrations. . Mr. Vaudrin's specialized responsibilities include: ./ Project Team Leader ./ Consulting services ./ Training needs' analysis and program planning. Education . Computer Science Degree . CEGEP Lionel-Groulx, Ste- Therese . Project Management Institute, Pennsylvania Certification . Project Management Professional Page 62 of 139 , Town of Southold, NY PG Govern Antoine Tinawi, URB PROJECT MANAGER, PG GOVERN Number of Years with the Firm: 4 Profile Antoine Tinawi is a Certified Urban Planner and Certified Marshall & Swift Appraiser with a broad range of skills including software development, project management, urban and transportation planning, statistical analysis, data modeling, mass appraisal, and extensive experience In the field of GIS. Mr. Tinawi previously worked in California as a GIS developer before joining PG Govern in 2002 as a Project Manager. Since then, he has successfully lead several projects with PG Govern for clients such as Southampton, NY, East Hampton, NY, Providence, RI, Oxford, MA, North Hempstead, MA, Erie County, NY, Three-Rivers, QC, and Amesbury, MA. Experience PG Govern 2002 to Present - Project Manager, Montreal, QC, Canada . Offering appraisal, taxation and other consulting services for State and Local Government by deploying and configuring Govern Software, the company's ERP enterprise-wide software solution. GIS Technology Inc. 2000-2002 - Software Developer, Redlands, CA, USA . Software development (using VB. NET, Visual Basic 6.0), linking ESRI's GIS technologies with FileNET's integrated document management solutions for local government and large utility companies. . Secondary tasks: On-site consulting, software training, web administration, and technical writing. InfoPlan 1998-2000 - Urban Planner and GIS Analyst, Montreal, QC, Canada . GIS transportation analysis for government agencies and engineering firms. (Ministere des Transports du Quebec, Dessau-Soprin, AGRAPH Consultants). . Project Manager for urban planning projects. City plans for municipalities of Saint-Adolphe d'Howard and Lac-des-Seize-Iles. . Software development, data administration, technical support and testing for various clients: SoftByte Informatique, HMS Software, Nordx/CDT, GE- Syprotec, W4 Technology. Page 63 of 139 Town of Southold, NY PG Govern Academic Education Master of Science in Urban Planning 1998 - McGill University, Montreal, QC, Canada Graduate thesis won the 1998 AQTR Merit Award for research project in the field of transportation. Bachelor of Science in Urban Planning 1996 - University of Montreal, Montreal, QC, Canada Associates Degree in Administration 1993 - Jean-de-Brebeuf College, Montreal, QC, Canada Continuing Education Certified Marshall & Swift Appraiser 2004 - Marshall & Swift, Montreal, QC, Canada Course in Real Property Appraisal 2003 - International Association of Assessing Officers, Frankfort, KY, USA Courses in Geographic Information Systems 2001 - Environmental Systems Research Institute, Redlands, CA, USA Courses in Advanced Visual Basic Programming 2000 - University of California, Riverside, Riverside, CA, USA 2000 - Concordia University, Montreal, QC, Canada Certificate in Management Information Systems 1999 - Concordia University, Montreal, QC, Canada Professional Affiliations . Ordre des Urbanistes du Quebec . Canadian Institute of Planners . American Planning Association Community Involvement . Volunteer for the International Association for Human Values . Volunteer for the Art of Living Foundation Page 64 of 139 Town of Southold, NY PG Govern Herve Fran~ois, PMP PROJECT MANAGER, PG GOVERN Number of Years with the Firm: 3 Profile Mr. Fran~ois has thirteen years of professional experience and has participated in the implementation, design and development of Geographical Information Systems and relational database software solutions. He has worked in urban planning, municipal management, and telecommunication networks. Mr. Fran~ois works efficiently, in a constantly changing environment, excelling within dynamic and diversified teams, as well as is a member of the PMI. Experience PG GOVERN 2003 to Present - Project Manager Ensures the overall solution delivery at customer sites, provides end-users and administrators' training program, collects and analyzes customer requirements in order to effectively communicate client's specifications to the custom development team, In addition to managing the installation and the software configuration at the customer site. . Managed the deployment of Govern Software for the City of Providence, RI, for permits and licensing. . Managed the deployment of Govern Software for the City of Ithaca, NY, for Property Control, Tax Billing, Utility Billing, Miscellaneous Billing, Accounts Receivable and Collection, as well as Workflow Management. METASOLV SOFTWARE CANADA INC. 2001-2003. Senior Consultant. CRM/OM/SF Solution Development for Telecommunication Providers. Ensured customer contact and follow-up, developed database processing scripts, produced specifications and reference documents, and presented professional service plans during executive meetings. Page 65 of 139 , Town of Southold, NY PG Govern LAT 45 SYSTEMES D'INFORMATION INC. 2000-2001. Project Manager - Analyst. Operations Support Solution Development (OSSD) and Geographic Information Systems (GIS) for the Telecommunication Industry . Planned and managed software solution implementation projects. Analyzed and formalized the internal customer support process. URBASOFT INC. 1998-2000. Project Leader. GIS Development Consultant for Municipalities. Participated, as an expert, in the analysis and development of software modules for managing building permit issuances and certificates, various applications, citizen complaints, regulations and zoning management, as well as GIS modules. MUNICIPALITY OF LA NATION, Ontario, Canada 1995-1998. Head of Urban Planning Evaluated development projects and prepared legal documents related to urban planning. Presented urban planning projects at public assemblies. Prepared reports on development proposals. Provided expert testimony at Ontario Municipal Affairs Committee hearings. CITY OF KIRKLAND, Quebec, Canada 1989-1991. Development and Urban Planning Clerk Informed citizens of urban planning regulations. Verified and updated the City's list of businesses and industries. Inspected various sectors of the City to ensure compliance with municipal regulations. Evaluated and issued permits and certificates. Academic Education . Master of Science in Urban Planning l' University of Montreal, Montreal (Quebec) . B.Sc in Urban Planning l' University of Montreal, Montreal (Quebec) 1996 1991 Continuing Education . Certificate in Systems Analysis and Design, McGill University, Montreal 2005 . Project Management Training, Project Management Institute, Montreal 2004 . MS VB6 Skills Improvement Course, m Maisonneuve College 2003 Professional Affiliations . Project Management Institute Page 66 of 139 Town of Southold, NY PG Govern Tevin Pathareddy, PMP SYSTEMS ENGINEER, PG GOVERN Number of Years with the Firm: J Profile Mr. Pathareddy specializes in real-time modeling and integration. Prior to joining the PG Govern team, Tevin worked at CAE Electronics in the capacity of Avionics Systems Specialist. Tevln's expertise in data analysis, editing and processing is a great asset to PG Govern. Experience PG GOVERN Tevin has managed the implementation of an Enterprise Land Management System for the Town of Needham, MA. This project was particularly complicated by the fact that nine departments were integrated and were set to share information related to permits and licenses information. This project was successfully completed on time and on budget. Tevin is now managing a similar project for the Town of East Hampton, NY. CAE Inc. July 2000 - February 2005. Avionic Systems Specialist. Integrated training solutions and advanced simulation and controls technologies in Montreal, QC. . Dynamically participated in the designing, programming and testing of Windows and Unix/Linux based c++ applications for the real-time reproduction of sound effects. . Trained junior engineers on flight simulator architecture, integration and design processes. Ensured their quick integration and skill optimization. . Technical writing of software coding standards, design guidelines, software interface documentation and test procedures. . Organized and performed off-site installations, updates and maintenance. . Was responsible for aircraft type research, flight tests, and data issues. . Analyzed, designed, and integrated sound effects specific to each aircraft type. . Supervised and coordinated the modeling and integration of systems on aircrafts that were under my responsibility. . Was responsible for the analysis, design and integration of the flight simulator sound systems. . Analyzed aircraft sound recordings in order to extract relevant spectral information. Page 67 of 139 Town of Southold, NY PG Govern . Designed and implemented real-time computer models for reproduction of the various aircraft sound effects. . Implemented and tuned the simulated sound effects using both subjective and objective methods. . Interacted with the customer both at CAE and at the customer's site. McGill University January 1999 to June 2000. Computer Systems Consultant. . Provided technical advice and problem-solving services to users in response to identified difficulties. . Collected, organized and maintained a problems and solutions log for the technical support analysts team. . Participated In the redesign of applications. . Implemented data, software and hardware security procedures. . Supervised technical support workers. Self-Employed August 1996 to January 1999. Computer Systems Consultant. . PrOVided technical support and training to clients in response to identified difficulties and questions with computer systems. . Installed and configured computer systems and software. PricewaterhouseCoopers June 1996 to August 1996. Computer Technicians. Consultants providing industry- focused Insurance, tax and advisory services for public and private clients in Mauritius. . Maintained, troubleshot and administered the use of local area networks (LANs), wide area networks (WANs), mainframe networks and computer workstations and peripheral equipment. . Evaluated and Installed computer hardware, networking software and operating system software. . Developed and implemented software and information system testing policies and procedures. Page 68 of 139 : Town of Southold, NY PG Govern 2.5 Implementation Schedule .. . '0 . . it Sea e Definition Sea e Summa Fit Anal sis Fit Re ort Data Conversion Conf! uratlon & Customization Test Grou Tralnln Configuration Testing & Acce tance Trainer Tralnln Web Anal sls & Definition Web Conti uration Web Acce tance End User Trainln . o '" :l . . j .. E M 8 . I Final Data Conversion . H Go-Live C .... ~ . ic o~ ='" of. Post Go Live Support .. . '0 . . it Seo e Definition Sea e Summa Fit Anal sis Fit Re ort Data Conversion Conti uratlon & Customization Test Grou Trainin Configuration Testing & Acce tance Trainer Trainin Web Anal sis & Definition Web Conti uration Web Acce tance End User Trainin . o '" II . . E .! .. E M . u . i Final Data Conversion . H Go-Live C :::II a.. Post Go Live Su ort Page 69 of 139 : Town of Southold, NY PG Govern 2.6 Training PG Govern emphasizes training to ensure that users become self-sufficient and gain the skills to troubleshoot and learn new things after completing the implementation. Training focuses on day-to-day use of the software solution. PG Govern utilizes a train-the-trainer approach, preferring to impart a broad range of skills to designated people in order to empower them. Hence, they can become trainers to other users. This also provides the trainees with the ability to enhance their skills and explore more of the software's capabilities after the initial project launch. Training is done at the desktop with a small group (typically 1-4 people). If facilities are available for personnel to be working with the software at the same time, then the trainer provides hands-on training sessions. Digital documentation is provided to trainees as well. 2.6.1 Initial Training Descriotion. Initial training provides a brief exposure as to the concepts and functionalities of the software solution Including logging in, rights and permissions, software navigation, search and retrieval as well as terminology. The intent of this training session is to provide our clients with the necessary understanding and language to expedite the early stages of the implementation. Taroet Audience. Because initial training lays the foundation for successful projects, all project team members are required to attend. Trainino Method. Initial training is performed using a demo database at the onset of the project. Training is performed in a passive manner using a laptop and projector in an auditorium style. Duration. The duration for initial training is typically 1day. 2.6.2 Overview Training Descriotion. Overview training provides a detailed look at the functionalities targeted for implementation. This training is typically completed after the assessment phase of the project. It is intended to generate a broader understanding of software functionalities in the context of the Town's requirements. Taraet Audience. The target audience is all project team members. Trainlna Method. Overview training is typically performed using an alpha prototype of the Starter Kit in the design phase of an implementation. Training is performed in an auditorium style using a laptop and projector. Duration. The duration for initial training session is typically 1 to 2 days. Page 70 of 139 , ~ Town of Southold, NY PG Govern 2.6.3 Applied Training Descriotion. Applied Training emphasizes the tasks required to manipulate the software on a day-to-day basis based on how the functionalities were implemented at a given location. This training is typically completed after the construction phase is complete but prior to the testing phase. Taraet Audience. The target audiences are the end-users. Trainina Method. Applied training is performed using a beta prototype of the Starter Kit methodology utilized for the Town. Depending on availability, users may actively participate in this training session by either using the software or participate in an "auditorium style" fashion. Duration. The duration for initial training is typically 2 to 3 days depending on the particular Town's needs. 2.6.4 Final Training Descriotion. The System Administration training session emphasizes the capabilities of Govern Software in terms of modifying the configuration set-up as well as processing data within the batch programs. This training session is typically performed after the Construction Phase but prior to going "live." Taraet Audience. These training sessions target the system administrators and a select group of technically-oriented users. Trainina Method. The System Administration training session is performed using a demonstration database that has all functionalities fully implemented. Duration. The duration for this training is typically 2 to 4 days. 2.6.5 Coaching Coaching provides on-site support after users have gone "live." A PG Govern professional is on-site in order to assist users. Coaching is very helpful since it provides users with instant assistance on specific issues. Page 71 of 139 : Town of Southold, NY PG Govern 2.7 Technical Support & Maintenance Program PG Govern is the first point of contact for both maintenance and ongoing support. 2.7.1 Maintenance PG Govern produces a major release once each year and minor releases incrementally throughout the year. PG Govern maintains an FTP site for clients in order to access all software releases. Clients are provided access to this site and can download information at their leisure. 2.7.2 Telephone Support PG Govern provides telephone support as a first point of contact for all of its solutions. Telephone assistance is available from 8:00 AM to 6:00 PM Eastern Standard Time. The main objective is to assist clients resolving problems in a timely manner. Issues that cannot be resolved by PG Govern's first line support personnel are escalated to software specialists and programmers for resolution. PG Govern prides itself on resolving all software support issues for its clients in the shortest possible time. All support items are tracked with an incident number for easy reference and retrieval. All correspondence related to a particular incident is identified by an "incident number" for reference. Alternatively, customers can submit support items via e-mail atsuooort(ij)oaaovern.com. The standard terms of the license agreement are as follows: );0 Telephone support is provided from 8:00 AM to 6:00 PM Eastern Standard Time. );0 Response times are classified into three severity classifications (see below for a description of those classifications). );0 PG Govern uses all reasonable means to resolve problems reported by a client. When required and appropriate, PG Govern provides workarounds until software modifications can be performed. Severity 1: A critical problem has been encountered such that the program is inoperable. PG Govern will respond immediately to diagnose the problem. PG Govern and the client's personnel will work diligently and use all efforts to correct the problem. Severity 2: A problem has been encountered that does not prevent use of the program, but both PG Govern and the client agree that the program is not operating correctly. PG Govern will diagnose the problem and advise the customer of a workaround as quickly as possible, and PG Govern will correct the problem in the next program release. The client may request PG Govern to provide a patch to the program outside the normal releases and quality assurance processes. Severity 3: A minor problem has been encountered. The program is usable but could be improved by correction of a minor defect or usability enhancement. PG Govern will assess the problem and, depending on priorities, schedule a fix for the Page 72 of 139 : Town of Southold, NY PG Govern next release, advise the client that this will not be corrected, or offer this modification to the Govern Software at an additional Professional Services cost. PG Govern defines "response time" as the time frame needed to receive an issue, log it and provide a response to the Town as to the approach for resolving said issue. Naturally, the focus is to help the Town to resolve problems in a timely manner. When required and appropriate, workarounds may be provided enabling the client to continue working. In addition to the standard support described-above, PG Govern also provides telephone support outside the normal support hours mentioned-above at additional costs . 2.7.3 Remote Support Remote support is the most effective method of diagnosing any problems occurring at remote sites. PG Govern uses VPN connections to remotely manage client sites, enabling the re-creation of the same design and construction tasks as the client's server. This exercise saves a lot of time and travel costs. PG Govern strongly recommends the Town utilize some aspect of remote access for support. 2.7.4 Post Implementation Support As part of the initial implementation, PG Govern provides the first year of annual support from the date of installation of Govern Software on the client's hardware. After the initial 12-month period, maintenance and support is renewed on an annual basis and on then prevailing maintenance and support fees. 2.7.5 On-site Support PG Govern offers a standard level of support that covers all areas of Town support. If users require on-site or special assistance, arrangements are made on a case-by- case basis, based on then prevailing support fees. 2.7.6 Enhancements Clients are requested to submit enhancement requests through the PG Govern wishlist(liloooovern.com e-mail address. PG Govern formally tracks enhancements through the use of an online support system called C2. C2 issues a case number for each enhancement. Once posted in the system, clients can check the status. 2.7.7 Delivery Method of Future Upgrades PG Govern provides access to future upgrades via an FTP site. All PG Govern clients are provided with a login and password to this site. 2.7.8 Web-Based Support PG Govern provides its clients with a web-based support mechanism which allows clients to track support items. Page 73 of 139 : : Town of Southold, NY PG Govern 2.7.9 Newsletter PG Govern publishes a quarterly newsletter to its user base informing them of what the user community is doing, tips and tricks with the software, current events with PG Govern, and highlights of what other communities are doing with the software. 2.7.10 User Group Each year, PG Govern hosts its Annual User Conference. This conference, which usually lasts two days, features several training workshops as well as information about PG Govern's business plans and technical direction. 2.7.11 Warranty PG Govern warrants that each program licensed to a client will operate substantially in conformity with the documentation for such program(s) for a period of 12 months from the date of the software installation. Page 74 of 139 Town of Southold, NY PG Govern 2.8 RFP Requirements Check List - Responses Permit Application and Plan Review One of the most fundamental responsibilities of the Department of Planning and Development is the issuing of building permits for new construction both commercial and residential. All building alterations and additional structures also require a building permit. Varying fee structures must be accommodated. The starting application. operations. point for almost all department functions is the submission of an Standardization and control at this stage is crucial to all future In addition all commercial applications must also go through a Site Plan Review process. Number FEATURE/REOUIREMENT YES NO COMMENTS The system should capture information, ...; which will include, but is not limited to the followina fields: Applicant Name and Address ...; Owner Information (name, address, phone) ...; Contact Person (name, address, phone, ...; fax) Parcel Number ...; Project Name and Address and Cross ...; Streets Type of Application (new building, ...; alteration etc.) 1 Type of Use (residential, commercial, etc.) ...; Type of Permit ...; Date Submitted ...; Target Date ...; Ready Date ...; Date picked up ...; Contractor ID ...; Final Inspection Date ...; Temporary Certification/Certification Date ...; Building Construction Type ...; The system must provide users with the ...; 2 ability to create various permits that include, but are not necessarily limited to the followinn: Page 75 of 139 Town of Southold, NY PG Govern Number FEATURE/REOUIREMENT YES NO COMMENTS Additions / Alterations ...; Certificate of Occupancy ...; Plumbing ...; Commercial Building ...; Residential Building ...; Demolition ...; Elevator, Escalator, and Dumbwaiter ...; Electrical ...; Sidewalk/Driveway ...; Fence ...; Solar Panels ...; Swimming Pools/Hot Tubs ...; Temporary Certificate of Occupancy ...; Footing and Foundation ...; Grading ...; Miscellaneous ...; The system must allow all related V 3 documents to be linked to the permit a nnllcatlon. The system must allow inspections to be V 4 scheduled as part of the permit process. The system must allow custom business V 5 rules to be applied to individual permit I tvoes. The system must allow user defined permit v 6 types for creating permits other than those listed above. The system must prevent users from V 7 issuing permits to Contractors with insufficient escrow account balances or exnlred licenses or insurance coveraae. The system should be flexible in the v 8 methods of numbering permits and should supported numbering methods which vary bv tvne of nermit. Based on the type of permit, the system v 9 should route the permit to the required departments, which need to review the nermit (as defined bv the user). The system should have the ability to add v 10 users to the routing processes based on information on the nermit Page 76 of 139 : Town of South old, NY PG Govern Number FEATURE I REQUIREMENT YES NO COMMENTS The user should have the ability to "re- V 11 route" plans to appropriate departments. The system should have the ability to add V 12 fields of Information to screens that can be tailored for each type of permit. The system must allow users to define V 13 fields as required for data entry windows for each permit type to meet the jurisdiction's requirements. The user should be able to utilize these v 14 custom fields and incorporate them into printed permits and other reports. 15 Can a user easily Identify the status of a V permit? The system must allow users to establish v 16 default Plan Review Activities, based on permit types that are automatically added when a permit Is entered. The system must allow users to establish a v 17 conditional Plan Review Activity based on permit types that are automatically added when the permit Is entered. The system should have the ability to track V 18 the review activity and comments made by employees, including the complete text of letters sent to applicants. The users should be able to place "holds" V or post "notices" or otherwise stop a permit 19 from being issued until the applicant complies with specific condition(s). Does this svstem f1ao these permits? The system must provide the ability to V generate correspondence for different 20 specific situations that would allow for numerous user-defined form letters to be oenerated by the system. The system must provide users with a v 21 Look-Up window that allows them to search for existing permit/application information in the database. The system must provide users with v 22 various methods of sorting data in Look-Up windows. The system must provide a field for special v information, comments, and general data 23 where users can enter free-form descriptions of work and other information in a lenothv format. Page 77 of 139 Town of Southold, NY PG Govern Number FEATURE/REOUIREMENT YES NO COMMENTS The system must provide the capability to v 24 automatically add plan review activities when a pemnit application is initially created. The system should have the ability to v 25 accumulate comments from all reviewers and issue one letter that consolidates all comments. The system should have the ability to V provide a list of all of the permits (or 26 business licenses, or land use actions, or Certificates of Occupancy) at a specific address with the status of each of those oemnits. The system should provide a summary v 27 review function for individuals wanting to know the status of oroiects or aoolications. The system must select building permits v that have expired and have not been 28 closed, sort them by expiration date and pemnit number, and list name and address of permit holder, site address, and permit issue date and descrlotion. The system should allow users to rapidly v 29 intake all appropriate Information and Immediately issue "instant" permits. Inspection Inspections are performed by a staff of approximately 10 inspectors. Inspections can occur multiple times throughout the duration of the building process. Number FEATURE/REOUIREMENT YES NO COMMENTS The system should pemnit an unlimited v 1 number of inspections relative to a oermit. The system should allow all inspection V 2 reports to be associated to an aoolicatlon. The system must provide users with v the capability to initiate inspections and 3 be able to automatically schedule future inspections without having to repeat the data entrv orocess. The system must allow v 4 counter/customer service personnel to verify the status of a permit's insoection. 5 The system must allow preferences for v AM or PM insoections. Page 78 of 139 : Town of Southold, NY PG Govem Number FEATURE/REOUIREMENT YES NO COMMENTS The system must allow users to V schedule periodic inspections for 6 permits that require standardized inspections to be conducted at intervals durina the life of the oermit. The system must automatically V generate standardized documents 7 notifying permit holders of impending expiration of permits and allow users to establish criteria for those expiration dates. The system should have the ability to V create a checklist of "required" 8 inspections and prohibit the approval of a Final inspection until all other reauired insoections are comoleted. The system should keep track of the v appropriate ORDER of inspections so 9 that inspections can be coordinated among departments when the seauence is imoortant. Inspectors should have the ability to v 10 enter the results of inspections electronically. Inspectors should have the ability to v 11 enter extensive comments about the insoection. The system should update the permit v 12 status to "FINAL" once all of the necessary final inspections have been aooroved. The system should have a way of v 13 "disallowing" a Final Inspection approval until all appropriate pre- develooment conditions are met. The system should allow generation of v a daily inspection schedule for each 14 inspector based on type of inspection, location of inspection, and the aualifications of the insoector. The system should support remote data V 15 entry (i.e., IVRS, Scanned results, Internet handheld pes etc.). 16 The system should have the ability to V olace a Stoo Work Order on oroiect. Page 79 of 139 Town of Southold, NY PG Govern Licensing The Department of Planning and Development must issue various licenses to contractors doing work within the Town. These renewals are done yearly. They must also verify that the contractor's license has not expired during the time the work Is being performed. Number FEATURE I REOUIREMENT YES NO COMMENTS The system must allow users to keep ...; track of licensed contractors by using 1 either a trade license number, a business license number, or other license number. The system must allow users to ...; display full information about licensees that includes, but is not limited to the fOllowing kinds of information: Town Trade/Control Number. ...; Town Business License/Control ...; 2 Number. Trade Examination Certificate ...; Number. Licensee's full name - Last, First, MI, ...; and title (if applicable). Licensee's address - street number, ...; prefix, name, suffix, city, state and ZIP code. Licensee's phone and fax number. ...; 3 The system must provide a process ...; for vearlv renewal of licenses. 4 The system must notify users ...; immediatelv if a license has expired The system must allow for custom ...; 5 business rules for each type of license issued. 6 The system must allow users to insert ...; and remove license conditions. The system must allow the user to ...; link licenses with either a primary or 7 secondary company when licensees work with a variety of contracting firms within the iurisdiction. The system must allow users to ...; 8 access a list of all firms with which the licensee is associated. The system must allow users to add ...; new licenses to the system, update 9 existing license information, and delete license information without havinq to access additional windows. Page 80 of 139 Town of Southold, NY PG Govern Number FEATURE/REOUIREMENT YES NO COMMENTS The system must allow users to load V 10 license information and view the last issue date. The system must allow users to print V licenses from a Licensing window after ensuring that all conditions have been met and that fees have been 11 paid. If fees haven't been paid, or conditions haven't been met, the system must display a message indicating the problem and prevent licenses from beinn issued. The system must allow users to V 12 reprint licenses from a licensing wi ndow as necessa rv. Code Compliance All complaints received by the Town must be investigated and reports filed. Tracking the status of a complaint is critical. The ability to view outstanding violations on a parcel would benefit many other divisions within the department. Number FEATURE/REOUIREMENT YES NO COMMENTS The system should have the ability to V 1 record, store, and retrieve the following information: Complainant Name, Address, Phone V Location of problem (address, cross V streets direction) Contact information for problem site V Description of problem (text) v Date of Complaint v Employee who received information V Parcel Number of problem V Status of problem (New, Under V Investiaation Closed etc.) The system should have the ability to v 2 record, store, and retrieve the various investigations and follow-up information includina the followinn: Date of contact V Full text of letter, if sent v Type of contact V Employee making contact V Page 81 of 139 Town of Southold, NY PG Govern Number FEATURE I REOUIREMENT YES NO COMMENTS Comments V The system should have the ability to V 3 create a reminder or "tickler" so that the user is alerted to the next required action for a oarticular comolalnt. The system must allow users to assess V 4 which local government agency is responsible for handling the problem renorted bv the customer. The system must allow users to search V 5 for specific caller information and displays the date and time of calls, as well as the caller's first and last name. 6 The system must allow users to add, v uodate and delete caller information. The system must allow users to record v inspection information that includes but is not limited to the following types of information: Inspection Type v 7 Date and Time v By (employee) v Resolution Code v Date and Time v Inspector v The system must allow users to record V 8 up comments that will be attached to the Insoectlon record. The system must allow users to assign V 9 inspectors to investigation requests and comDlaints. The system must allow users to display v a list of investigation requests and comnlaints bv the followino cateoories: Assigned v 10 Unassigned V Unresolved V All Inspections v The system must allow users to locate v 11 investigation request by using Search and Sort criteria. The system should have the ability to v 12 create queries based on any data fields. Page 82 of 139 : : Town of Southold, NY PG Govern Cashier The collection of all fees is centralized in this division. The ability to control the collection and deposit of monies is critical. As part of this process a variety of reports should be available and customizable by the user. Number FEATURE/REOUIREMENT YES NO COMMENTS The system must be able to V accommodate the recording of all fees currently in use by the Town, including 1 but not limited to: Permit fees V Extension of Time lEOn fees V Public Assemblv fees V Multinle Resident fees V Site Plannina fees V Code Book Distribution fees V Title Search fees V License fees V Certificate fees V Elevator fees V 2 The system must allow the users to add V new fees as needed. The system must allow the user to V 3 remove fees no longer needed but maintain past records for historical nurnoses. 4 The syste~ must automate tra~~)mittal V functions i.e. bank deoosits etc. The system must be able to generate V 5 daily, weekly, monthly and yearly renorts. Zoning and Zoning Board of Appeals All applications must be checked for compliance with zoning regulations -before any further action can be taken. Access to all zoning information will increase the efficiency of the department. All requests for zoning variances are handled by the Zoning Board of Appeals. All tasks related to Board decisions must be tracked. Number FEATURE / REOUIREMENT YES NO COMMENTS The system should link all Board V 1 activity to the original application number Page 83 of 139 : Town of Southold, NY PG Govern Number FEATURE I REOUIREMENT YES NO COMMENTS The system should have an automatic V 2 notification process for all Board decisions The system should be able to access v 3 the status of any permit aoollcatlon. The system should send approved v 4 applications to the Plan Examination division. The system should generate letters of v 5 approval or rejection based on the outcome of the Board or of Plan Review. The system should be able to display v 6 all zoning and school district information. Certificates A major component of the Department of Planning and Development is the issuing of Certificates of Occupancy. The history of all activity related to an application must be available to this division. Number FEATURE I REOUIREMENT YES NO COMMENTS The system should have the ability to v generate a Certificate of Occupancy (CO) and record the following items for a CO: CO Number v Date Issued v Code Year V Permit Number V Project Name v Building Address V 1 Occupancy Type v Construction Type v Sprinklers Installed (Yes/No) V Fire Alarm Installed (Yes/No) v Land Use Zone v Building Owner (Name, address, v phone) Square footage v Parcel number v Comments V Page 84 of 139 Town of Southold, NY PG Govern Number FEATURE I REOUIREMENT YES NO COMMENTS The system should have the ability to v 2 "route" a CO to appropriate departments or users for their aoorova!. The above routing should be generated v 3 automatically when the applicant calls for a final inspection on a new buildina. Does the CO have a status code (i.e., V 5 Being Routed, Issued, Revoked, Suoerseded etc.)? The system should provide the ability v to easily indicate and display other 6 CO's, which may have been issued for the same building or group of buildinQs. The system should have the ability to v 7 send reminders to users who have not approved or "signed" CO's after a soecifled time oeriod. Is the system able to cross-reference v the CO with the associated parcel and 8 any subsequent changes to that parcel number so that the CO can be located bv searchinQ on either Darcel number? Can the system generate copies of the v 9 CO and pre-addressed envelopes for mailing to owner, lender, and other desiQnated oarties? Public Assembly All building that involves public assembly must be inspected yearly and renewals issued. Occupancy figures must be calculated and Occupancy signs printed. Number FEATURE I REOUIREMENT YES NO COMMENTS The system must maintain a list of v 1 all properties where Public Assembly oermits are required. The system must generate a v 2 schedule for yearly inspections and renewals. The system must be able to generate v 3 and file reoorts of insoection results. 4 The system should be able to v calculate Occuoancy limits. The system should be able to track V 5 violations and corrective actions. Page 85 of 139 Town of Southold, NY PG Govern Multiple Residence All multiple residence properties must be inspected yearly and renewals issued. Inspection reports need to be filed. Number FEATURE I REOUIREMENT YES NO COMMENTS The system must maintain a list of ..; 1 all properties where Multiple Residence oermits are reouired. The system must generate a ..; 2 schedule for yearly inspections and renewals. The system must be able to generate ..; 3 and file reoorts of insoection results. The system should be able to track ..; 4 violations and corrective actions. Internet Capability The ability of the public to have access to the most common functions of the department would greatly increase the department's efficiency. The extent of access to these features will be determined by the department. Number FEATURE I REOUIREMENT YES NO COMMENTS The system should allow a resident ..; 1 to download aoollcation forms. The system should allow a resident ..; to fill out and submit application 2 forms electronicallv. The system should allow residents ..; 3 to view the status of an aoolication. The system should allow residents ..; or contractors to schedule 4 insoections. The system should allow residents ..; or contractors to view the status of 5 insoections. ..; Absolutely, we will work with the Town on future The Town may add additional requirements. functionality based on product Outside the cost of 6 caoabilities. this oroiect. Page 86 of 139 Town of Southold, NY PG Govern Extranet Capabilities Much time could be saved by allowing access to other departments within the Town or County that must supply input into the application process. Other departments should be able to review all necessary forms, add comments and sign off where required. Number FEATURE I REOUIREMENT YES NO COMMENTS The system should allow access via V 1 password to those forms that must be reviewed by external departments as part of the application process. The system must allow the above V 2 forms to be submitted and stored in the database as part of the application. The system should allow external V departments or agencies the ability to view documents pertaining to an 3 application but limit access via secu rity levels to only those documents needed by each department or aoencv. Mail and Phone Logs Applications can generate correspondence which needs to become part of the permanent record. Access to this history is important for all divisions. Notes taken as part of phone conversations with residents or professionals should become part of the application record. Number FEATURE I REOUIREMENT YES NO COMMENTS The system should be able to attach V 1 to an applicant all email correspondence. The system should be able to attach V 2 to an application all scanned corresnondence. As part of the interface, the system V should have the ability to attach 3 notes taken during phone conversations with applicants or orofessionals. GIS integration Every product being evaluated must provide the ability to integrate with the Town's GIS. The increased use of GIS as a means of accessing all materials related to a given parcel would facilitate the work of many divisions. Page 87 of 139 Town of Southold, NY PG Govern Number FEATURE/REOUIREMENT YES NO COMMENTS The system must have the ability to V 1 integrate all data collected into the GIS. The system must be compatible with V 2 ESRI software oroducts. V As long the GIS system captures or holds all 3 associated parcel attributes, then The system should allow spatial such functionality oueries of all data in the system Is achievable The system should have the ability to V 4 oroduce reoorts usinq GIS tools Electronic Document Management A scanning station should be available to the Application Division. All related documents should be scanned in and become part of the application. Number FEATURE / REOUIREMENT YES NO COMMENTS v Any workstation using the Govern Software can scan documents at no extra cost as long as the scanner is connected to the 1 workstation. Also, if the Town can provide a shared scanner (network based) then all The system should have the ability to Govern users can scan documents and attach these scan documents documents to the application being using the shared submitted. scanner. The system should have the ability to V 2 index documents scanned as part of an aoolication The system should be able to v 3 retrieve documents based on a number of indexed attributes. Ad Hoc Queries One of the most powerful features of a fully integrated system is the ability to perform ad hoc queries of the data collected. Page 88 of 139 Town of Southold, NY PG Govern Number FEATURE/REOUIREMENT YES NO COMMENTS The system should have the ability to ...; 1 easily create queries through the use of a GUI. The system should have the ability to ...; 2 produce reports based on the results of a nuerv. The system should have the ability to ...; 3 save freouentlv used oueries. Custom Reports The ability to view concise reports will enhance the efficiency of all divisions within the department. Number FEATURE/REOUIREMENT YES NO COMMENTS The system should allow all users to ...; 1 create a report through the use of a GUI. The system should allow all users to ...; 2 create reports without the need for anv nronramminn. The system should have the ability to ...; 3 nuicklv create a one time renort. In addition to any reporting software ...; 4 included as part of the system, the use of third party reporting software should be easilv intenrated. Consultant Fee Tracking Large building project sometimes require outside consultants to be used by the Town. The applicant will post funds to be disbursed as needed to various consultants. After completion of the projects unused funds will be returned to the applicant. The ability to track the collection and disbursement of fees for consultant services needs to be included as part of the system. Number FEATURE/REOUIREMENT YES NO COMMENTS The system must track all funds ...; 1 collected and all disbursements of those funds. The system must be able to verify ...; 2 that all consultant fees have been paid before remaining funds are returned. The system must have an automatic ...; 3 notification system to alert users when the level of funds falls below the minimum renuired bv the Town. Page 89 of 139 Town of Southold, NY PG Govern The system must be able to generate ..; 4 a report for the Comptrollers office which uses a ore-existino format. Mobile Device Support All systems being considered must accommodate the use of mobile devices. Although there is stili some questions as to whether or not the use of mobile devices by inspectors will be included as part of the first year's operation the ability to do so is critical. Number FEATURE/REOUIREMENT YES NO COMMENTS The system must allow inspectors to ..; 1 display a list of all permits for which they are scheduled to conduct Insoections for the dav. The system should allow users to ..; 2 search for specific Inspections, and/or display a list of all Inspections to which thev have been assioned. The system must provide users with ..; 3 the means of adding supplemental information to each kind of record It dlsolavs. The system must allow users to ..; 4 display basic permit information and details for soecific oermit tvoes. The system must allow users to verify ..; contractor licenses while performing 5 inspections in the field. It should provide enough license history for inspectors to make correct decisions when dealino with contractors. The system must provide users with ..; Inspection data the capability of downloading can be downloaded completed inspections which will be to the appropriate transferred into the appropriate database records database records. using different ways of communication: wireless (cell, Wi- 6 fi, Wi-Max, RF) or store and forward or regular synch. Method. Another approach is to have the Town use CITRIX to connect directly to the database. Page 90 of 139 Town of Southold, NY PG Govern Number FEATURE/REOUIREMENT YES NO COMMENTS The system must allow managers to ..; 7 pull up the list of assigned inspections in order to track their inspectors' work durino the workdav. y r Security Access to the system must be tightly controlled by department management. Flexibility in assigning and changing security access is critical. Number FEATURE / REOUIREMENT YES NO COMMENTS 1 The system should have user level ..; nermissions 2 The system should have group level ..; oermissions 3 The system should have division level ..; oermissions 4 The system should have document ..; level Dermissions The system should have the ability to ..; 5 restrict access to "read only "for all of the Dermission levels listed above. Bonds The posting of Bonds by applicants are required under certain circumstances. All tracking of bonds currently is done manually. The system needs to be able to track all activities related to the posting of Bonds. Number FEATURE/REOUIREMENT YES NO COMMENTS The system should have the ability to ..; 1 record the following types of information for a bond: Parcel Number ..; Permit Number ..; Project Name ..; Bond Type (code) ..; Bond Amount ..; Date Posted ..; Date Expires ..; Date Accepted ..; Date Released ..; Bond Number ..; Page 91 of 139 Town of Southold, NY PG Govern Number FEATURE I REOUIREMENT YES NO COMMENTS Contact Name, Address, Phone, Fax ..; Treasurer's Receipt Number ..; Comments (unlimited text) ..; Inspector ..; The system should support the ability ..; to locate existing bonds by the followino: Project Name ..; Parcel Number ..; 2 ..; Bond Number Treasurer's Receipt Number ..; Contact Name ..; Date of issuance or expiration ..; The system should have the ability to ..; 3 release bonds/deposits upon completion of the inspection process by notifying annronriate staff. 4 Are periodic reports available? ..; 5 Can one contractor have more than one ..; trust account? Can bond or trust accounting be related ..; 6 to a specific Activity, Project or Develonment? Multiple bonds should be able to be ..; 7 related to a single Activity, Project, or Develooment General Functionality There are general features and functionality that are expected to be part of any system being considered. Number FEATURE I REQUIREMENT YESINOI COMMENTS GUI Are all system interfaces easy to ..; 1 understand and use? Keeping in mind that intended users vary widely in their level of com outer exoerience. ..; The GUI is customizable by 2 the user and Can new forms mimic existing paper reports can be forms? defined usino Page 92 of 139 Town of Southold, NY PG Govern Crystal reports to mimic existing paper forms. 3 Can the average user easily create a ..; custom form throuqh a GUI interface? HISTORY TRACKING With the necessary permissions, can a ..; 4 user view edits and changes previously made to an account? 5 Can records be viewed as a "snapshot" ..; in time? 6 Does all workflow maintain a historv? ..; Like many municipalities, the Town ..; uses Section/Block/Lot to Identify 7 parcels. These can change due to sub dividing or incorporation. Does the system have the ability to maintain the parcel's old SBL? AUTOMATIC ROUTING AND EMAIL NOTIFICATION Can the system automatically route an ..; 8 application to a different division after a speCific process has been completed? Can the system automatically send ..; 9 email notifications to different divisions alerting them to the status of an application? Can the system automatically send ..; 10 email notifications to external departments alerting them to the status of an application? 2.9 Recommended Hardware PG Govern has reviewed the current Town hardware and based on the information communicated to us through the RFP document we confirm that the proposed solution will perfonm on the Town's proposed system architecture. Platform Database Package CPU RAM Windows & UNIX Oracle 9i* or Microsoft SQL Server 2005* 2 GHz/IMB cache, 800 MHz FSB 1 GB DDR2 Page 93 of 139 Town of Southold, NY PG Govern Somewhat dependent on data to be managed. RAID V with a Disk Space minimum of 100 GB disk space Operating System Windows 2000 or 2003 Peripherals [rape backup, CD Other Redundant power supply and fans. 10/100 Mbit NIC .. .. ...:.j>....iij...i. ;;i;:~i. >: Platform Windows, L1nux or Unix CPU 3 GHz/1MB cache, 800 MHz FSB RAM 1 GB DDR2 Disk Space 25 GB Operating System Windows 2000 or 2003 Peripherals Other Redundant power supply and fans. 10/100 Mbit NIC Platform CPU RAM Disk S ace Windows 1.0 GHz rocessor 512 MB 40 GB hard drive Windows 2000 or XP 17" dls la Windows 1. 5 GHz rocessor 512 MB 40 GB hard drive Windows 2000 XP or XP Tablet Edition Extra batte dockin station in vehicle 13" dis la Windows 200+ MHz Stron ARM Processor 512 MB internal flash RAM 64 MB Page 94 of 139 Town of South old, NY PG Govern Windows Mobile PC Extra battery, docking station in vehicle, plug in keyboard, Peri herals external antenna Appropriate telecommunication capability (Bluetooth, COMA, Other GPRS etc. Page 95 of 139 Town of Southold, NY PG Govern 3.0 PRICING &. ASSUMPTIONS 3.1 Pricing (see attached PDF files) 3.2 Assumptions PG Govern has made the following assumptions when responding to this Request for Proposa Is: Software Assumptions 1. Based on the responses to the questions, PG Govern has proposed the Govern software solution based on 32 Concurrent Users and 5 Read Only (Inquiry) licenses. At anytime when needed, the Town can purchase additional licenses at current then price list. If the Town acquires the Mobile Field Inspection units then such concurrent user count would probably need to be adjusted downward. 2. PG Govern's proposed Govern solution is based on the following integrated modules: 1 Concurrent Users Licenses 2 Inquiry (Read Only) Licenses 3 Property Information Module 4 Permits, Inspection & licensing Module 5 Workflow Module 6 Accounts Receivable and cash Collection 7 Govern. Net - eProfile 8 Govern. Net - ePermit 9 Govern.Net - eComplaint 10 Govern.Net - ePayment 11 Property control Interface (RPS Tax System) 12 Auto-debit Payment Interface (ACH) 13 Maplnfo Interface 25 5 1 1 1 1 1 1 1 1 1 1 1 The above also includes: Page 96 of 139 Town of Southold, NY PG Govern . Scanning capability from any PC using the Govern Software. . The Town can use any already licensed imaging software to View/Markup images since Govern Software offers such imaging integration. Staff using the Govern software and the third party imaging viewer will be able to View/Markup Regular & CAD (DWG or DWF) files. . Contractor Licensing using the embedded licensing module. 3. PG Govern in its proposal is assuming that the Town will be using the Town of East Hampton configuration and it will be tweaked to meet its specific needs. 4. The Town is responsible for providing any third party software (Operating System, RDBMS, WEB software, Microsoft Office Product, Full version of Crystal Report, etc) that might be required to run any type of environment unless otherwise stated elsewhere our proposal. For example, Crystal Report Run Time version is provided by PG Govern and is embedded within our software suite. 5. The Town must follow the PG Govern's recommended environments (operating system version, patches, RDBMS, hardware (server & client) configuration, etc) to run the Govern software. 6. Using the RPS Tax System Interface, PG Govern will convert the parcel & owners information. The Town can use such interface to perform regular updates and therefore saving on data conversion costs. PG Govern has already integrated with RPS at other PG Govern clients. Maintenance Assumptions 7. During implementation, PG Govern has priced the maintenance costs for Year 1 through 5 but PG Govern will waive the maintenance & support fee for year 1. Therefore, the maintenance will start upon expiry of the warranty which is twelve (12) months from the installation date. Professional Services Assumptions 8. The Town's database administrator needs to perform the database & software installation. This resource will be provided with the necessary scripts to create the database and the software to easily install them. 9. This proposal is based on the assumption that all other Govern configuration, training and data conversion services are provided by PG Govern staff. 10. Since the Town wants to gain higher knowledge transfer and above and beyond the normal training, PG Govern will be providing some of the configuration efforts on-site to provide assistance to the Town's configuration resources. 11. Better cost savings could be achieved by the Town of Southold if Town staff can participate in the Govern configuration based on the knowledge transfer gained through training but with the vast product & industry experience built in its staff, PG Govern offers piece of mind and shorter implementation timeiines and priced accordingly. 12. PG Govern is proposing the following Consulting services: Page 97 of 139 Town of Southold, NY PG Govern 1 Database & Software Installation 2 Scope & Kick-off (High Level Planning) 3 Fit Analysis (Detailed Project Planning) 4 Implementation (Acceptance & Revisions) 5 Implementation (Configuration - Knowledge Transfer) 6 Web Implementation (Analysis & Configuration - Knowledge Transfer 7 Cut-Over (Go Uve Support) 8 Follow-up & Tuning (Post Go Uve Support) 9 GIS integration On-Site Services 2 2 4 8 4 4 1 3 4 32 10 Scope & Kickoff (High Level Planning) 11 Fit Analysis (Detailed Project Planning) 12 Implementation (Configuration) 13 Project Management Off-Site Services 2 2 4 8 16 13. PG Govern is assuming that The Town will use our pre-packaged standard reports along with our sample reports for running any type of report required to process the day-to-day business requirements. Based on the Crystal Report training, the Town can modify any of these reports to meet any Town's further specific needs. 14. Further reports, that might be identified, are out of scope of this price where either Town personnel or PG Govern could setup. Expenses Assumptions 15. PG Govern Is estimating 14 trips of 4 days each to be made by PG Govern staff to the Town of Southold for the duration of the project based on the proposed professional services. If additional days are required due to the Town's request or due to delays imposed by the Town, then expenses for additional trips might be required and a scope change might be initiated based on PG Govern's Project Manager's request. 16. For the above 14 trips outlined in item 15, PG Govern will firmly price the expenses at $23,800.00. 17. The assumed flight costs for all the above trips are based on a 2-week advance booking notice. Page 98 of 139 Town of Southold, NY PG Govern Training Assumptions 18. Our price for training is based on Train the Trainer approach with limited 2 days of End User Training. 19. PG Govern will be providing training sessions to the following The Town of groups: Trainers Application Administrator Support Project Team 20. Based on the RFP requirements and the proposed software modules, PG Govern is proposing the following training sessions: 1 2 3 4 5 6 End User Training System Administration Training Data Model & Crystal Reports Integration Govern.NET Administration Govern.NET 0 erational Accounts Receivable & Cash Collection - Operational 6 4 3 4 1 2 Total Training Days 20 21. PG Govern will provide electronic copy of reference materials, where applicable, for the above sessions. 22. It is assumed that a maximum of 8 to 10 users will attend all training sessions. 23. The training facility should be equipped for the right number of training attendees plus an additional workstation for the instructor with proper access to training database. 24. The training facility needs to have LCD Projector, Flip Chart, White Board and appropriate markers. 25. Once the training plan is established and defined, training resource requirements (trainers, facilities, bookings, calendar, etc) will be further defined by both Project Managers. 26. All Town users must have a good working knowledge of the Microsoft Windows operating environment prior to taking any Govern training course. Timeline Assumptions 27. PG Govern is estimating a 5 to 7 months implementation timeline for this project and has priced it accordingly. For implementation beyond that timeline due to Town's delays, a project scope change needs to be initiated and finalized. Page 99 of 139 Town of Southold, NY PG Govern 28. Town staff must accept deliverables within 2 working days of a written request from the PG Govern Project Manager unless acceptance of such deliverables is driven by the project plan. 29. Town staff must provide project related information and documentation within 2 working days of a written request from the PG Govern Project Manager. Data Conversion Assumptions 30. Currently the Town's records are maintained In a number of databases and file formats PG Govern will be responsible for converting this data and incorporating it into the proposed system. On the other hand, the Town could convert such data based on training prOVided by PG Govern but was not included in this price proposal. 31. PG Govern is assuming that the following data sources need to be converted as follows: 1 RPS Assessors Tax Parcel 2 Other databases (TBD after Scoping) Total Number of Data Sources 1 1 32. The Town needs to extract the data out of the existing data sources in a common flat file format before PG Govern starts the data conversion. 33. The Town of Southold and PG Govern's Data Conversion Specialists will perform the data mapping while PG Govern's Data Conversion Specialist will review the completed data mapping document(s) in order to verify that the appropriate Govern tables are utilized. 34. PG Govern is assuming that ALL data sources are clean, meaning that data in the field matches the defined field type. 35. PG Govern has not provisioned for any data cleanup and assumes that The Town of Southold will perform such data cleanup. 36. PG Govern is assuming that ALL data cleansing is to be done by the Town and it is to be completed before the start of the preliminary cut data conversion. 37. No additional costs are associated with the property and people data conversion since the Property Control Interface will handle this one time conversion and on-going updates. Resources Assumptions 38. The Town of South old must provide the following resources based on the tasks identified in the project plan and / or as agreed to by both Project Managers: A. Business experts. B. Business Managers (Should be available to provide support to the project and project team and make the appropriate decisions in a timely manner especially during the Fit Analysis and Acceptance Testing sessions.) Page 100 of 139 Town of Southold, NY PG Govern C. Data Conversion Specialist to assist in the data conversion analysis & mapping. This resource(s) must have previous experience and working knowledge with the existing data sources from both the backend and the user interface perspectives. D. IT resources (database administrator, desktop & network resource, etc) when required. E. Trainers (Required for the end user training, or as another option, PG Govern could provide the end user training services to all Town's end users but PG Govern has not priced the end user training services. F. Testers especially during the acceptance testing process but the business experts that participated in the Fit Analysis would perform the testing due to their gained knowledge of the application and their intimate knowledge of the business process that was defined during the Fit Analysis session. The above Town resources could be the same Town staff performing the above functions. 39. Since most configuration tasks will be done by PG Govern staff, it is highly recommended for the Town to assign a resource as a Govern application administrator so that this resource could learn the product through training / knowledge transfer and provide support to internal Town users through process & configuration modifications at any later time. On the other hand, the Town could opt to upgrade the basic support package to the Gold or Silver or Platinum packages where blocks of consulting services are offered and PG Govern could provide the support and required configuration, training, setup, etc changes. 40. Based on the Project Scope & Planning sessions and for any potential delays imposed by Town, PG Govern might request additional Town resources to help progress with the project according to the set schedule. General Assumptions 41. The standard working day is 7.5 hours, Monday to Friday with the exception of the Town of Southold's public holidays. 42. The Town of Southold needs to provide workspace for the on-site PG Govern Project Manager. 43. All prices are provided in US Dollars. Hardware Assumptions 44. Hardware and Network are supplied by the Town and are properly operational prior to the start of the project. 45. Scanners (hardware) have not been priced and the Town needs to acquire the necessary scanners for scanning capabilities. PG Govern inciuded its scanning software capabilities within the software. Page 101 of 139 Town of Southold, NY PG Govern 4.0 CLIENT REFERENCES The following five references have been listed due to the fact their implementation and use of Govern Software is similar in nature to the Town's planned deployment of the Land/Property Management System. The procurement of a state-of-the-industry solution will enable the Town to effectively administer all Planning and Development activities and provide a high level of service to constituents and other governmental agencies as well as full integration between the Town Departments. Page 102 of 139 Town of Southold, NY PG Govern The Town of Southampton has been a Govem user since 1986 and is using our complete line of modules including Permits, Ucensing & Inspections, Mass Appraisal, Tax Assessment & Billing, Utility Billing and Collections. Part of the project was to implement a GIS system using ArcView@GIS, which was successfully performed, in addition to converting all of their scanned images, plans, etc. In keeping up with technology and citizen requests, the town deployed Govern.WEB - Govern's web portal that allows citizens to browse property related information over the Internet, as well as Govern's epayments component that allows citizens to pay their taxes by credit card or electric checks on-line -- in real-time! Town of Southampton, NY Town Hall 116 Hampton Road Southampton, NY, 11968 Richard Blowes, Project Manager (631) 287-5750 rblowes@town.southamoton.nv.us Number of Parcels: Number of Users: Perm its: 55,000 200 5593 (2665 new construction)/year "After ten years of working with Govern's staff, it was easy to choose the right partner to take us into the next millennium. Thanks to Govern, the Town of Southampton has truly joined the electronic age! We are proud to continue our long standing relationship with Govern and endorse their products." Richard S/owes, Project Manager, Town of Southampton, NY. Page 103 of 139 Town of Southold, NY PG Govern The Town of East Hampton has been a client of PG Govern since 1987. The Initial implementation of Govern Software was for the Tax Receiver's office and for the Assessor's department. In 2005, the Town selected PG Govern for its Land Management solution. The Town of East Hampton Is a great example of a multi-departmental Land Management System implementation. The following departments share a common Govern database: the Building department, the Code Enforcement department, the Planning department, the Natural Resources department, the Architecture Review Board, the Zoning Board of Appeal departments and the Town Clerks office. The Town plans to implement GIS functionalities and will offer Govern's ePermits to its citizens in the fall of 2006. Town of East-Hampton, NY 159 Pantigo Road East Hampton, New York 11937 htto: Iltown.east-hampton.nv. us Robert Pease Systems Administrator robert.pease(ii)omail.com (631) 351-3111 Number of Parcels: Population: Number of Users: 29,000 19,700 75+ Page 104 of 139 Town of Southold, NY PG Govern In December 2001 the City of Waltham selected PG Govern to implement their next generation enterprise-wide Land Management software solution. The Govern modules deployed consist of: Property Control (including tracking, notifications, applications, exemptions, appeals, decisions, complaints, hearings, multi-media etc.), Workflow Management, Permits, Licensing & Inspections, Special Assessment, Tax Billing and Assessment Administration, Personal Property, Tax Title / Tax Lien, Utility Billing, Accounts Receivable / Cash Collection, and Govern.WEB - Govern's web portal that allows citizens to browse property related information over the Internet. The City is operating on the Windows platform and using Microsoft SQL Server and ESRI's GIS solution. e The departments utilizing Govern Software include the Treasurer's Department, Department of Public Works, Building Department, Wires Department and Engineering. Phase I of the Implementation project went live in October of 2002 on Tax Assessment & Billing, Water Billing, Building Permits, Wires Permits, Engineering - Name and Address, Split Merge. Phase II, included Miscellaneous Billing, Tax Title/Tax Lien, Police Detail Billing and the Fire Departments and Health Departments related Permits. Govern Software's comprehensive Accounts Receivable and Cash Collection modules are being used to administer revenue from billing and permit fees. The City also purchased Govern's epayment component that allows citizens to pay their taxes by credit card or electronic check on-line -- in real-time! They are currently in acceptance testing phase with this component. City of Waltham, MA 119 School Street Government Center Waltham, MA 02451 Donald Aucoin, Director of MIS (781) 314-3014 daucoin@)citv.waltham.ma.us Number of Parcels: 21,000 Number of Users: 30 Page 105 of 139 Town of Southold, NY PG Govern _ D''''g' Coo"" h" 'mpl'~""d 50 ,,," of GO~,"" "'~i". .~ Licensing & Inspections module and 6 seats of the Accounts Receivable WI. module within a variety of different departments and divisions. The lil!rI Divisions of Building, Stormwater and Zoning within the Department of Environmental Concerns (DEC) are live with Govern as of January 2001. They use Govern for address/tax map number lookup, plan review comment collection, permit issuance and tracking, and code enforcement. They are now live using laptops in the field with wireless modems. They are using Citrix and nFuse to push Govern out to laptops running Internet Explorer over a CDPD modem. Going live Involved significant business process clarification and redesign, conversion of over 300,000 properties and 66,000 legacy permits dating back to 1966. The Department of Public Works uses Govern to manage their sewer and water connection permits. They utilize Govern to check whether properties are in the County's jurisdiction, issuing sewer and water capacity, assessing and collecting fees and issuing permits. Data conversion was completed in Jan. 2003 which integrated 15 years of permit history from the County's mainframe system into Govern. The Department of Transportation (DOT) uses Govern to manage their oversized/overweight permits as well as construction/utility/special use permits. They are scheduled to go live with these permits March 2003. Legacy data is being converted within all of these business areas and the DOT's transportation routes (i.e., segments of their street network) will be tied to permits using Govern's "non- parcels. " DuPage County, IL Department of Economic Development & Planning 421 North County Farm Road Wheaton, Illinois 60187 Lana Sable, Micro Systems Specialist (630) 407-6682 Lana .Sable((ilduoaoeco.oro Number of Parcels: Permits: 325,000 3000/Year "Govern for Windows improved how we do business. With Varian Systems' assistance, we implemented the software while merging three departments. Govern not only helped facilitate these organizational changes, but it enhanced our business practices. The software's centralized data also provides us with Significant efficiencies in locating properties and researching land development activities." Julie Doss, Permitting Supervisor, DuPage County, Illinois, Development & Environmental Concerns. Page 106 of 139 Town of Southold, NY PG Govern A customer since 1996, the City of Plymouth selected PG Govem to implement Property Control, Permits, Ucensing & Inspections, and GIS integration modules. Also implemented are the Special Assessment, Mass Appraisal and Utility Billing systems, as well as electronic Intemet applications. The city implemented Govern.WEB -- Govem's web portal that allows citizens to browse property related information over the Intemet. Plymouth is using ARC INFO and ArcView@ GIS from ESRI for their GIS needs. Although the population of Plymouth is fairly small, the City is experiencing tremendous growth and is very progressive in the services they offer to their customers. ~va PIYJl1OUT1+ City of Plymouth, MN 3400 Plymouth Boulevard Plymouth, MN 55447 leff Hohenstein, IT Manager (763) 509-5340 i hohenst(P)ci. olvmouth. m n. us Number of Parcels: Permits: Inspections: Number of Users: Approx. 20,600 Approx. 6000/year 24,000/year (8 inspectors) 60 "Govern has consistently responded to our go live date in a professional, timely and effective manner. Without this type of response, we could not have gone live with Property Control as aggressively as we did." Jeff Hohenstein, System Administrator, City of Plymouth, Minnesota. Page 107 of 139 Town of Southold, NY PG Govern 5.0 APPENDICES 5.1 License and Service Agreements (Please see the following pages) Page 108 of 139 Town of Southold, NY PG Govern 5.2 Marketing Brochure - End-to-End State and Local Government Software Solutions (Please see the following pages) Page 109 of 139 Town of Southold, NY PG Govern B .11 PG GOVERN Permit Tracking & Inspection Scheduling El1d-to-End Stateel'ld L.cxal Government SoftwereSolutions The PG GoVern Difference Top 5 Business ReaS:Olis . =~~~c~e. '~~ndlngofSlllte and LotaI.G:antfttMftt -.......,.... . . COM~r)rQfHdOn:.h8t\ikas for .lmpIementlnO. and adapting best practicQ. . Emphasborffnulr.dep,trtmental -""<I' ondjl<Qd\KtIvIty. . Quellty _.r,,'lIIe right prko. Top 5 T@(bnQ:looyReasons -Supporis the~re-parceJ ~(Ir"",_......lvkIon tot'eVl!nue~). . Fully InWgratlld, modtilor 'Property-centri<' appJications. . Centrallms and standardizes data entry through UMr~daptabte IKreem. . .Integrms maj)$.nd GiS data forvl1iual propertyrtafus. . Range of envtronrnents: deJktop, mobile" 'Afeb-;enab'-d,"d fleld, PG Govern's Pennit Tracking & lmpectton Scheduling module contains a..' of functions that give Jurisdictions the ability to rogl$ler, consoll- d41te and track informatIOn related to a parcel of land or property rec~ The core of the module Is 8 centralized data repository that stonK and automates the now of Informationb8tw8en departments like Building. Hoatlh. Planning and Zoning .. well.. tho I..uance 01 II"'",,,. With a flexible databa50 de$/gn that can be tel_ to speclftc requlremenls. the struct.... allows forthe recording and nltrleVal of various land~f8Iiit8d data that can be different for each type of permit, 11cen... app""al or dochlon. luldlng Permtt Form =- ... .. :t-. ==..... ... .- ~....;. -. =.-- - - - - -"""-- i5!'- = . - Ii!lf''''- ....""''Y Cu, Integrated System Improves Efficiency . Departments easily share tasks. decisions and actions to Improve processes, Inter-departmental correspondence and provide better customer service. . Business rules and user-defined tables can be applied to meet Stat. or Local requirements. . Complete GIS and document imaging system Integration. . Automatic reminden and notices across functions. . Printing and on~llne capability for allln'formatton. . Automated Inspection ...schedullng. . Inspection re-assignment and re~routlng capabilities. With you every of th<::~ way! Page 110 of 139 Town of Southold, NY PG Govern Complate Property Control The property-medmoduie t(ti all the tand.fo<ating functions togetMr in a pt'Of*tY infortn&fiondatabase. .. AUdata stOf'ed only once lri . i::entralrepo$l-- _. .ComPJete' parc.et genealogy hIStory and retrieval. . ba~SII~hdlvtc:Md,lntoJutlsdk:tic>>hs. . Jntegr1te6:to(ifSwlth fu1l Imlgj"9eapabil~ . 1Un,.m. cOnsh'~reifrictl_OIlS~aHapt. to .lldopatlm_ . Ncn~elfUnttlo~Ptyt()~th. defhutionOf etlt:lfJflsuchas streets or-i.", se<tkms. - GIS Integ,ation . lntogratlGn wIlb WOrld- 'nollog Geogrophk 1"",...",1.. ~_(GlS). . s.lKtadpo_ owner Info"""''"", lnopectlon$, pemlito, <<>mplolnls and cthttM':.l~d.Ita can be __.GlSappllco- tlondfrecttyfrom GOIlI'em's databaie. Mobile Inspection ._leandDo*Top Inopo<IIon ,-- ~W_ Inopo<IIon functlonl. .,;-..~-- --........ procatoln9 ..pobIl- '" ....- .-1nspKtor$can fUI'I_~ andupdotlo....,;-.. d..._m.tantty_. Pimnit Information Workflow Land Management Function Description, Building Permits The Building Permits function alloNs users to create their own permtts based on specific criteria. A flQXlble fee method <an be set.up to ll'Kreme-nt applicable -tees based on activity type. U581'5 can enter a permit number directly on a form or use the activities function to automatkally create the application. permit or certificate. A pennit can also be linked to many names such as applicants. contractors. electricians, etc. . Different form fields can be defined for each permit tYpe . Incremental fee structure . View all activities related to a permit . Define and apply unique business rules . Applicant name Is displayed automatically . ScheduhJ ins~ions automatkally . View permits by type on a GIS map . Print a permit with the dick of a mouse Workflow The Workflow function serves as a checklist of steps or tasks that must be done. A task can b& an inspection request, the Issuance of a permit or a simple reminder. Tasks and activities are designed by steps and the outcom9 of each step determines the next step. Users can create and enter all nEKessary rules for obtaIning either the Certificate of Completion (CC) or Certificate of Occupanq (CO), or schQdule additional inspections for later with a message to let them know days, months Of years in advance. Page 111 of 139 Town of Southold, NY PG Govern Electrical, Plumbing and Gctneral Pennits The Electrical Plumbing and General Permits function exhibits the same flexibility as the building permits function. The user can customize forms to contain the fields needed to l55u. electrical andlor plumbing permits and other general permits (It.g., culverts. road cuts. septic. flood plaln,et<.). . On-line printing of permits Is available . Display the permits on a GIS map inspections The InspKtlonfunctton Is used to manually enter or automatically create an Inspection based on an actMty (automatic scheduling, lnspec~ tlon request. upartmentaJ message,etc). A user';frlendly Interface. including a <Allendar for aach Inspector, will halp quickly_ie inspections. An Importlexport function allows Inspectors to taka thalr data Into tha field (via laptop), and at tha ond of tho day, download the results Into the- sySWm. PG Govern's Mobile Inspection solution can be utllilect on any portable wireless dl'Vlce.ble to conned to an tnterw net browser such as a Pocket Pc. ~ll phone, BIc1ckbeny. Tablet PC ora Laptop. . Automatic Inspection scheduling by territory . View all Inspections on a GIS map . localDataba$QCrlatlon for Inspectors-this process allows you to create a databaSe for an InlpKtor withlnhkJ'htr departmeiit. The Inspector can USe a laptop, take adlitabluealong, entRr the data ~slte. and then bring It back to the offle>> foe Simulation The Fee Simulation function allows users to build various scenarios In ordor to calculate foes based on dlffaront ponnlttypos. _ntlally, It answers the "what Ifl" questions. All necessary fietds for permit calcUla- tion are displayed for quick data entry. . Awiilab~ to all users . Answers any permitting .what if- questions . Fast and easy to use L1censlng (Business, Animal orlndMdual) The L1censlrigfunctlon tram all activities relatod lothe application. issuance and expiration of any type of business, individual or anllnal IIc&o5O. The comprehensive system allows defining multiple licenses, estimating costs and fee schedule. Users can also link and point to mutttmodla fl~s like pictures. files or vkktos and give access to other departments for faster processing, . A Global or Departmental flag can be set for a property . Design your own license entry form . An unlimited amount of notes or comments can be added . You can link any type of Image . You can define multiple types of licenses . Set of parameters for each license type . User-deflned estimated costs and fee schedule . Tracking of Ikenses expiration dates and correspondence Electrkal Plltrmit In5p<<tion Oirta Entry Inspection Sd<<!duling Page 112 of 139 Town of Southold, NY PG Govern Offen.... The Offenses function 15 used to rcICOrd and track: violations or offenses by Oft~ns~ and Violatkm D~$uip1Ion type or code. It is also used to assign activities pertype of offense along with aS50Clated fees. Offenses can be linked to a penntt. an application, or a complaint. And, multiple properties can be IInk.ed to the same offense. . Generate fees automatically based on offense type . VkrN offenses prior to the applkatlon process . Display all off8nses on a GtS map . Link to prosecution and appeals _Ing. The Hearing function automates the scheduling of hearings and automatf.. cally sends con-espondenc. (letters. labels. etc.) based on the calendar and number of hearings per session. . Hearing calendar Approval . letter and labels creation Approvals and Decisions The Approvals and Decisions functions are utilized when recording and tracking verdicts and resolutions regarding IndMduals or properties. User-deflned tables are linked to easily track or assign actlvttles, even on-line. Prosecution and A_I. The Prosecution and Appuls functions ant used to keep track of offender violations by types or codes and assign action to offenses 10r complete tracking of actMtles. Fees and charges can be processed and recorded. . Tracking of prosecution and appeals . Viawlng the status on-lin. . Tickler file for crttlcal processes and dates Complaint Tracking The Complaint Tracking function keeps records and tracks actions taken for resolving complaints. In addition to recording the necessary data tor each type of complaint, users can define activities or steps to be taken so to easily forward messages or activities to other departments. . Global or Departmental flag on a property . No limits to the amount of notes . Add a link to any type of image . Define parameters for each complaint type . Us.roodeflned estimated cost and fee schedule . Automatically generate application number . Tracks the went starting date and time and the event ending date and time About PG Gavom PG Govern provides end.tO*en<l software solutions and professional services to State and local Government agendes for the management of dty~related Information throughout its Hfecycle. Sirn:e 1980, industry best practices and customer requIrements have guided the development of P6 Govern's Software Suite with integrated workflow automation. GIS Integration and document management that is leveraged in syst-ems like land Management. P-ermits. CAMA. Financial Management. Rev.nu& Management and eGavemmf:nt Services. WWW.DOODVarncom PGG~Copft\9It2OCK.PrlntedlnCanadoa. 0lIl0I<Mlp...,,~t_""1~It~dt1wlJJ~_'IlI'f" Complaints Full Support Services . Implementation . Project Managemllmt . Customlzation . Data Migration . Training . Customer Support ,L PO GOVERN 75 Queen Strut Suite 5500 Montreal QC H3C 2N6 T5t4.876.t199 F 866,925.4747 1866.617.4468 Page 113 of 139 Town of Southold, NY PG Govern III. PG GOVERN Web Portal & eServices End-to-End State and L<x:al Government Software Solutions ThePG Govern Difference TOpS Buslne'SS ReasOns . UnbeatiiblecustOlTle( sUppOrt W1t:tl Peop"tha,t gtnUllle~care. . In4ep1buode~'()fStatQ. and~OCIIl~ovemmeot requlrell'\tl'lts:slrtte f980. COnRittaiJY8pro1cM.slorial services fQf"lrnpllH11&ntlng and. adapting bestpractk:es. . ~rnphasf$'onlnter-departrnemal &fftdency and productivity. . .QiJalltysottware &t the tight price. Top 5 Technology Reasons . Supports the@ritlr'eparcel ftfe<:yde (frQm .larldSlibdMslon to revenue marntgefm~ht). Fully Integrated-modular 'Prop.erty-<::entrJe' applications. Centralizes and~tandardltesdata enttythrough user-adaptable screens. Integrates.maps and GIS data forVisual.propert}i':slatliS. RangeOfcmvh'onmenu:;d@slrtop; mOIlI!e, weboenabled and field. PG Govern's eGovernment Services module contains a5et of applica- tions that provide citizens and professionals publk access via the Internet In order to apply, query, request and view information. The ability to transact on-lIne regarding .permits. Inspections, real property tax. utility bmlng, tax assessment, JIOISOIlal property, specla' assessment. complaints status and multimedia dOCuments brings a new level of efficiency to manage a jurisdiction's Information. Suite of Solutions The objectfve of theeGovernment environment Is to enhance servkes to the community through effective communications to citizens, professionals and contractors. Personnel are provided a complete working environment to better maintain and support constituents effectively, economically, instantly and securely. Wpb Portal -l~Pay~~~tsJ ;,n;.q~J Key Features: . Citizens or professionals can log In at any time, from any location where there is an Internet connection. . Easy-ta-use menus and interfaces can be customized. . Applications can be filled out onwline with email acknowledge~nts automatically provided. . Integrates seamlessly with existing back office operations and processes. . Supports four levels of secured access (citizens, subscribers, personnel and administration). . Supports anonymous and restricted access for general public Inquiries. . Integrates with Crystal Reports and existing Web Portals. . Supports transactions and multiple languages. With you every step of the way! Page 114 of 139 Town of Southold, NY PG Govern Benefits Across all User Types Benefits to Citizens . Enhanced communication through electronic mall confirmations. . Better service results in reduction of travel and waiting periods. . Faster processing and exchange of documents and information. Beneflb 10 Professionals . On~llne subscription options for professional like Contractors, Real Estate Agents, Notaries, Bankers, Assassors. Entrepreneurs and more. . Displays Information related to properties. evaluations. roll assessments and taxation. . COnfirms important information such as evaluation and tax details. . Availability of multimedia documents over the Web. Benefits to Administration . Global view for.managing interactions with citizens and professionals. . On..going statistics and information provides assistance and support to the Administration to continue anhanclng sorvlw to dtlzensand professionals. . Ability to document and create avditable communications. . Standardizes uniform responses to various requests. . Greater administrative efficiency through automated processes. WlIk<UllllI ----""""""--, - --- " . On-line tools for better service and greater efficiency Page 115 of 139 Town of South old, NY PG Govern Web Portal PG Govern's Web Portal provides access to eGovernment information such as property assessment. outstanding permits, outstanding request for services, complaints status and billing information. It serves as an entry point to PG Govern's e5eMces such as ePayments, ePermil$, eComplaints, eGrievances and eRequest for Services. Citizens and local business professionals can log into the eProflle area using an account 10 and pasSword to get additional access to organizational data. Accounts and passwords can be automatically generated Of created by users, as determined by the organization. Create Your Own Web Look Through a sophisticated WebSkinConfiguratlon erwironment, the 'look and feel' of the eGovernment 5ervlcesmodules:can be fully personali':' zed. FrOlTi a single location, WebSkin Manager and Web Site Manager can be easily customized to define the general layout of Web pages throughout the eProfite working environment. Flexibility to OJs1omlzo oProfllo: . Add logos and messages. . Change background and foreground colors. it Name and organize menus and menu options. . Add search styles and groups. . set up different levels of access for different types of users. . Define subscription plans and charge by profession, by access or by subscription period. . Other services, such as eComplaints, can be made available to all users, including 'anonymous users'. Waltham ePennfts -.-.---------.----;.;~~-~~~.----.-l ..__.~_.,.._.,.._-- ....-..--.-.------------ - eServices ePermlts and eUcenses PG Govern's ePermits and eLicenses solutions streamline the permit and licensing application process by providing on~line access. Citizens can save valuable time by completing and submitting' applications on-line. Permit information entered can vary to give your organization the required fleXibility to process a range of permits and licenses over the Web. Key Benefits: . Citizens Can immediately pay their permit or license feM upon having completed an application form through an automatic connection to PG Govern's epayments solution. . Organizations have instant access to the application and can therefore begin the next processing phase. . Applicants can: . Enter specifications. . Add electronic documents, . Enter names of individuals and companies involved. . Review the application. . Pay initial fees. epayments PG Govern's ePayment solution increases the efficiency of bill payment and collection. An organization determines how data can be accessed, by defining the type of search that can be performed such as name, property or account ID. The client performs the search and passes to a secure SSlconnectlon to view the account information, including interest and penalty charges, outstanding balance calculations and amounts owed by installment. This is the same information available throughout the organization's offices. Page 116 of 139 Town of Southold, NY PG Govern The client can then make a payment by credit card, electronic check, or both. As with an Automatic Teller Machine (ATM) payment, this Is processed In real~time and the account is updated Immediately. The account summary displays the updated balance, for both the client and the organization, as soon as the payment Is completed. late charges are instantly calculated. If a call is made to the organization, personnel will immediately see the new updated balance. PG Govern's epayments module stamps PAID for a particular transaction and deposits the amount in the organization's bank account. Key Benefits: . Provides the client. or taxpayer, with a secure, fast and convenient method of paying bills. . Provides an organization with an effective method of tracking payments and maintaining up4o-the-minute account Information. . Can be Integrated with any PG Govern Software subsystem and used to calculate and process any type of bill or fee such as real property tax.. special assessment fees, permit and license fees or utility bills to name a few. . Allows economic processing of transactions. . Facilitates data analysis as a way to better serve the needs of taxpayers and property owners. eRequests For all types of eRequests, information entered on-line can vary, gMng your organization the flexibility to process a greater range of complaints, grievances or request for services over the Web. t/ eComplalnts t/ eGrlevances t/ eRequest for Services Key Benefits: . If a filing fee is required, it is immediately collected and processed via the corresponding module. . All associated activities, steps and assigned fees are summarized upon login. . Complaints can be anonymous as well as attached to parcels, names, streets. intersections and more, providing spatial reference that can be used by an organization's Geographical Information Systems (GIS). About PG Govern PG Govern provIdes end-to-end software solutlom and professional services to State and local Government agencies for the management of city-related Information throughout Its Jlfecycle. SInce 1980, Industry best practices and customer requirements have guided the development of PG Govern's Software Suite with Integrated workflow automation, GIS Integration and document management that Is leveraged In systems like land Management, Permits, CAMA, Flnanclal Management, Revenue Management and eGovermmmt Services. www.oaaovem.com PGG<w"'-IlCCo:>pyrtghtlOO!>.PrlntedtnC;lIIad.o. OtNH,,,,,,p.ony~,,,,,,,...,,,,,,b;tIr...........l1fll!.t'""'..ctIH""'''''1 e?ayments 1-- -"'- :: "~="'^-- ......... ~ ~ ePayments ....... --- -- "!-~ '.\='=1."",,,,~=z,,,.,1'~","'-=-"W- ~--~..".-- eComplaints -..... -- _jf;-r,,<< I....... Full Support Services . Implementation . Project Management . Customlzation . Data Migration . Training . Customer Support iiI. PG GOVERN 75 Queen Street, Suite 5500 Montreal QC H3C 2N6 T 514.876.1199 F 866.925.4747 1866.617.4468 Page 117 of 139 Town of Southold, NY PG Govern 5.3 Questions and Answers Southold, NY Clerk Office Date: January 16, 2007 Questions Submitted By: PG Govern Inc. Contact Name: Gilles Leclerc Telephone Number: 1-800-561-8168 Ext: 5249 Facsimile Number: 1-514-876-4569 Email Address: aleclerC@Daaovern.com General Has the Town selected any vendor in the past 18 months regarding this project? No, we have proposals only. Has the Town had any software presentations related to this project within the last 18 months? If so, by which flrm(s) and when? Yes, Business Automation Services, SunGard, Municity. Does the Town have an anticipated implementation timeline (duration) for this project in mind? We are hoping one year but acknowledge that this may not be possible due to the overall complexity of the project. What is the anticipated "go-live" date the Town is working towards? Early 2008, but see above comment. Does the Town have a projected Production Use date in mind? Early 2008. Page 118 of 139 Town of Southold, NY PG Govern Po ulation? Growth ? Number of Parcels Number of Business Licenses Number of Permits N mber of Associated Permits Number of Ins ections Number of Ins ectors Number of Code Enforcement Actions Number of Utilit Accounts Number of Services Water-sewer waste... Number of Billin C cles Number of Citizen Contacts Current Required No. of Volume/ Volume/ Years Frequency Frequency On-line 25000 6??oo All, if possible 18000 3??oo 40000 2000 per year 2000 per year 10 Current System in use System Name Architecture, To be Installed Number 05, etc. converted since of (Y/Nl when Users Permits Trackino Building Permit Acumen 05/400 Y 1992 100 svstem Insoection Acumen 05/400 Y 1992 100 Licensina Complaints Acumen 05/400 Y 1992 100 Trackina Mass Appr / RPS V4 Windows N 2005 100 CAMA svstem Tax Billing and RPS V4 & BAS Windows N 2001 100 Assessment Utilitv Billina Miscellaneous In House Windows Y 2001 10 Billina Alarm system Accou nts ACS 05/400 N 1990 100 Receivable and Cash Collection Financial ACS 05/400 N 1990 100 System Workflow manaaement GIS / GIS MaoInfo Windows Inteqrated 1997 100 Page 119 of 139 Town of Southold, NY PG Govern System Name Architecture, To be Installed Number OS, etc. converted since of (Y/Nl when Users inteQration Vital Statistics Business Windows N 2000 100 Automation Services & Laserfiche Internet-based aDDlications Document Laserfiche Windows N 2001 100 manaQement BAR Codes/OCR Others (please detail) IVR Handheld Devices This section includes information needed for Govern to determine the sizing of the proposed hardware system and the number of concurrent users for software licensing. The hardware configuration you propose must be capable of handling this number of users, within the expansion capabilities. We would like to know the anticipated CONCURRENT users for each such environment. It would be especially helpful to have some Idea as to the number of active users who would enjoy most of the available functionality from the Permit system, as compared with those who would have limited or "view only" access to the data collected or entered. Training could then be addressed accordingly. Building - Permit - Land - Parcel Management - GIS Busi ness Licences Zoning-Planning Utility Billing Health Code Enforcement Public Works Fire Police Cash & Collection GIS Tax Auditor 10 25 Read-Only 90 75 Total Users 100 100 Concurrent Users 25 10 75 10 100 20 5 10 15 90 20 100 5 95 100 Page 120 of 139 Town of South old, NY PG Govern I Citize? Contact Appraiser Permits Please describe your current processes with regards to Permits? Varies by department and type of permit issued. How do you keep track of Permits? Within various computer systems. How would you envision changing/improving the processing of Permits? Some restructuring of departments is necessary to improve processing and avoid redundant reviews. Will you provide a list of fee structure? Yes. InsDection Do the inspectors work by inspection territories or by type of inspections? Territories but we would consider changing this. Approximately how many different inspection types exist? 15 How are they scheduled? Based on which criteria? FIFO. How are your department inspections currently scheduled? A. By a clerical staff person based on customer call in? This choice but we want C & o too. B. By Interactive Voice Response (IVR) requests? C. By inspectors themselves while In the field? D. Over the web? E. By Job or Territory? Do Town inspectors issue notices in the field? Yes. Do Town inpectors use Tablet Pcs, PDA, Blackberry, or laptops? No but we want this. Have you gone through a business review of your operational processes? No. Do you have any of your current permit applications documented in flow chart manner? If so, will you make those available? Not available. How is the data stored currently (i.e., centralized data center, or various stand-alone departmental databases)? Both centralized and departmental. For mobile device - Do you use PDA- Tablet PC- ToughBooks, Blackberry, other? Not for this type of application but we want this. What is the expected number of users within the next 12 months? 100. How many are considered concurrent or 'readers only'? Varies by system, see table above. Who are the external users of the system today? Services/Depart? Some public access via public terminals, we want this expanded to allow applicants to access via the web. What features are deemed critical to the success of the project? Must assist in improving communication and auditing processes among departments. Page 121 of 139 Town of Southold, NY PG Govern Licensing What type of licenses are you issuing? Please describe. How would you envision this part of your operations be more efficient? Cashiering & GL For cashiering, what kind of system do you desire? How many cashiers will need access to the system for payment processing? What Is the annual number of transactions of over the counter collections? Where are those payments originating, who is processing them and how are they verified? Do you want an internet cashiering system to take credit cards for prints/views or a POS (point of sale) system to take cash or credit cards for the same uses? GL System? Complaints Tracking How are you tracking and managing complaints? Please describe. Computer tickler system but not all complaints are entered. How would you envision this part of your operations be more efficient? Need all complaints to be entered and routed to appropriate personnel for follow up. Can people use the Internet to formulate a complaint? No but we want this. Is this something your Town would consider? Yes. Technical expertise To what degree will the Town building department be able to dedicate personnel to the project who have in-depth knowledge of the current business practices and legacy tax system application processes? High degree. Does the building department have an information technology team capable of developing a system (or creating a specification for one), collaborating with vendors during design and implementation, and managing the system once it is in place? Elements of this are in place but probably not enough. Will you please provide the number of project management and technical resources that will be dedicated to this project? Unknown. Page 122 of 139 Town of Southold, NY PG Govern Do you have a DBA Database Administrator? MIS Not at this time although it has been discussed. Would the Town allocate a resource to act as the application administrator for the duration of the project and beyond? Unknown. Data Conversion Sample specifications have been added to the web-site, on CD? No. Data Conversion file/field specifications? Any sample of data? Can be provided. In order for the Town to save on budget, would the Town IT staff be interested in performing the actual data conversion tasks based on training, guidance and assistance from PG Govern? Yes. Data to be converted: What kind of tabular data is currently available? (Please fill in the table below): The data The source Who The Availability maintains This data Parcel Coverage in a DBF The county Through a Ex: Property format Network Location Property Location Sybase database Town Network Assessors Name and Address Sybase database Town Network Assessors Contractor Relational database Building Network Information Department Legal Information Historical Permits Relational database and Building Network and inspections Document Imaging system Department and Town Clerk Violations Relational database and paper Town Attorney Network. paper records. and Town document archive Clerk Regulations Proprietary code book Town Attorney Network and software and paper books and Town physical books Clerk Complaints Relational database and paper Town Attorney Network and paper records Licenses Page 123 of 139 Town of Southold, NY PG Govern Professional Services What will be the criteria from your solution provider in terms of professional services? Cost effectiveness. For the end user training, would the Town accept the "Train the Trainer" approach where Town trainers are prepared & trained to train the end user community? Yes and this is the preferred method. Professional Services EXDectations Full 'turnkey' approach from the selected vendor Not exoected Want to become self-sufficient in all or certain Would prefer being able to area, such as? handle system in house as much as possible after initial set up. Would like ability to customize some features in house and have vendor handle other customizations. We plan to undertake part of the project? Which We hope to undertake Land use part? portion of project now with other oroiects in the future. Expect vendor to train end users (anticipated At least some end user training. number of people to be trained) Prefer 'Train the Trainer' type of services. Preferred method but will still want some end user trainino. Prefer "one -to-many" (classroom) Okay as long as classes are small Prefer webex tralnino Would accent in certain cases. Expect Telephone assistance Yes Exoect Customization services Yes Exoect Intearation services Yes Other expectations: Any idea as to the number of people that would need to be trained? 100 How many people will be trained for the End User Training? 100 Interfaces &. Integration Building code list - Does your current system already contain this information or can it be exported out? Can be exported but we may want to change some of these codes. Integration with Tax and CAMA system? Definitely need system integrated with current Assessment system, probably do not need to be integrated with Tax system. Reporting How many reports will the Town require to be created by the implementation of the project? Unsure at this time, prefer ability to have staff create custom reports. Page 124 of 139 Town of Southold, NY PG Govern )> Web enabled reports )> Export directly to Exel, Word, CSV format )> GIS reporting )> Self-serve web reports by citizens and Town staff What Ad Hoc reporting tools is the Town currently using and how many licenses does it have? RPS V4, MapInfo, some Crystal reports, SQL )> Oracle )> Quest Softwae Toad )> Crystal reports )> File Maker Pro report writer How many staff personnel use Crystal Reports? Currently only one and currently very rarely. How many reports? Unsure at this time. Whom will the reports go? Virtually all departments involved, elected officials, press, public, etc. Ad Hoc Queries Yes, very important to have this ability as most of what is currently done is Ad Hoc. Number of Custom Reports? Unsure at this time. What are the County's reporting requirements? Can the Town provide samples of the output reporting forms? Yes. Is Crystal Report the County's standard report writing tool that staff use with other applications? No, but would consider this. Business Rules and Processes What department in the Town processes Business Tax? Assessors and Tax Receiver. What department in the Town processes Business License? Do you have your business processes / rules described? Not on paper. GIS &. Parcel Coverage: Do you have a parcel data coverage? Yes. If so, what is the type of coverage? (such as ArcView theme, Arcinfo, Mapinfo, etc.) MapInfo and ArcView shape file. Who maintains the parcel coverage? It is maintained both in house and by our County. Wireless-Mobility &. Handheld Technologies What specific devices or technology has the Town examined and is there a preference? What wireless technology is the Town expecting to adopt? RF, wi-fi, wi-max, cell, modem, specify... We have not examined this. However our Town is proceeding with a wi-fi project. Internet Capability If the Town requires a web-based solution, is the Town looking for a solution that is thin client (web based client) or rich client with web-based public access? Not sure. Page 125 of 139 Town of Southold, NY PG Govern If a full thin client solution is required, would the Town accept a hybrid solution of thin & rich clients with a clear migration plan to full thin client within defined timeframe? Yes. Would the Town see browser-based, thin client version, access for Town staff as an important requirement to this project or a possible upgrade in the future? Yes. Do you want a POS kiosk? Yes. What do you want to do with this information (print, annotate, view)? Varies by type of information but would include print, view, edit, download, etc. Will this information be directed to an existing site or do you need to create a site? Create. Do you want to charge for viewing? Unsure, Town Board has historically been split on this issue. Communications and coordination With which outside departments or agencies must the building department collaborate? Zoning, Planning, Land Preservation, Trustees, DPW, Highway, Police, Assessors, Community Development. Zoning ... Planning... Health... Fire safety....Munlclpal services.... Utilities...., Finance and revenue.... Community Development? Do they effectively cooperate with one another? Sometimes yes, sometimes no. Customers and citizens What services they do want? Online payments, online inquiries. Do they understand what a building does and why it requires plan reviews, permits, and inspections? Some yes, some no. Do department does and why it requires plan? Where do they see problems? Lack of coordination among departments, inconsistent information/advice from different departments. What solutions can they suggest? Workflow Do plans and permit applications and proceed through the system efficiently? In many cases, no. Multimedia What type of multi-media are you or would you be using? Scanned documents and digitally created documents/images. (Scanned documents, images, pictures, word letters, etc.) Which is/are the current file format of scanned document? lPEG, BITMAP,... Mostly TIF. Does the Town have an existing imaging viewer (Client's desktop viewer)? Yes. Where are the images stored? Dedicated server or on user machines? Dedicated server. Page 126 of 139 Town of Southold, NY PG Govern Purchasing Processes Who triggered a search for such a software solution and WHY? Town Clerk. Town Clerk is ultimately responsible for all Town records including digital records and has been committed to improving our services to the public. . A specific department? . Technical group? . Administration/Financial group? . User group (through which intermediary)? . Other (explain) Is this considered a mission-critical project? Yes. Has the Town conducted any site visits? If so, where? Yes, other local towns. Who makes the decision? Ultimate decision is with Town Board based on recommendations from other departments. . One person - name and title: . A Committee - names and titles of people . Other - please provide details Does the Town prefer a Web-based or client/server solution? Client server. Does the Town require view only, one-way, or two-way interfaces to the financial, tax and sewer billing systems? Unsure at this time. Does the Town have an expectation for a timeline for a project "go live?" Would like one year but realize this may not be possible. Has the Town discussed this project with your construction contractor community to better understand their needs? If so, can the Town share results of those discussions? Have not discussed. Who will have project management responsibilities for this project? Unknown. Who will be responsible for coordinating the implementation project at your site? Unsure at this time. Does the Town have an existing Business Tax System? If so, does it have an API to allow lookups to be programmatically performed? Yes, not sure about API. Has the Town identified a preferred vendor of card-swipe hardware and software? No. Does the Town have an established relationship with a preferred eCommerce credit/debit card-processing provider? No. Does the Town have an established, legally accepted policy for the types and uses of electronic signatures (e.g. digitizer pads, digital certificates, or other technologies) No. TOWN OF SOUTHOLD REQUEST FOR PROPOSALS Page 127 of 139 Town of Southold, NY PG Govern Integrated Land/Property Management System for Active Records The Town of Southold intends to implement a "Land/Property Management Software Program" to deal with the pressure and responsibility of managing municipal growth and development. Customization of an "integrated system design" to effectively share information on active records between the Building Department, Planning, Trustees, Zoning and other related departments is being sought. I. Backlround Information The Town of Southold is located on the most eastern north fork end of long Island, New York, with a population of 22,334, and a 32.S square mile geographic area. There are 18,000 property tax parcels. 2. Town Information The Town of Southold has 218 full-time employees and 63 part-time employees. Town Departments include: Accounting Building Department Highway Department Town Engineer Landfill Public Works Tax Receiver Records Management Animal Shelter Assessors Code Enforcement Community Development Human Resource Center Information Technology Justice Court Offices land Preservation Planning Police Recreation Department Supervisor Town Attorney Town Clerk Trustees Zoning Board of Appeals 3.TechnololY Plan The Southold Town Board approved a three (3) year capital budget for Information Technology for the following items: . Personal Computers Maintenance Program Annual Upgrade and Replacement . laptops - Provide to Department Heads and Staff as Necessary . Printers - Maintenance Program Annual Upgrade and Replacement . Exchange Mail Server Upgrade & Windows Server Upgrade from 2000 to 2003 . Integrated Parcel Management Software solution 4. TechnololY Environment Table 1. Business Application Standards u. Business Application Components Standard Page 128 of 139 Town of Southold, NY PG Govern .^^^^^^^^^^^^ ,~'" ,"'","'"ww'..w.T...........,.. ,." 'lDatabase Servers ilA~Plication Servers [Web Server !IDOMS Windows 2000/2003, IBM OS/400 Windows 2000/2003, IBM OS/400 [MicrosOft US (planned) SQL Server 2005, Sybase 9, IBM DB2 Table 2, shows the network configuration and network operating systems currently supported by the City. Table 2. Network Infrastructure r Network Component ~,':;~~;:';';"g S",,:- [Network Protocols IT opology .~J Standard J ,,,. ........ .......WT..._.'..... ,,' .... .... ........ W..T ..... T..TT".._,.,.,.,.~w,""'w," ... ... .~ [cableln~frastructure Category 5 File and Print Services Windows 2000/2003, IBM OS/400, HP Print Server Application Servers Windows 2000/2003, IBM OS/400 Veritas, IBM OS/400 .. . - Microsoft Exchange 2000 Windows 2000/2003, IBM OS/400 [TCP-IP [Ethernet J Table 3, shows the City's standard desktop environment. Page 129 of 139 Town of Southold, NY PG Govern Table 3. Desktop Environment I Desktop Component L Standard '~"'M","'n"'n'n",""""MMWW'WWW"W'W""""'",~",,'.n,'.,'...'.'.,W'.,~~',"'W_'~"'_'W' ""w,~,m ~ - '~w"'_"" """,'w. "",w ,W"W"'_"'~"_ _._..."W__._~____~w,__.__..___.______________"__._ - Desktop Machines (Minimum Pentium-166 PCs with 128MB RAM, i Configuration) 5GB hard drive, and CD-ROM drive, I i I SCSI-2 interface for Imaging Workstations. I i wn"""", ",- _"m,,_,_, "'"",'w""_w,___,,",, "",'w", n',"'_,"" -,-,-"", I I~eskt~p. ~~._Makea~~~~~el~ Dell Optiplex & Dimension . Desktop Operating Systems Microsoft Windows 98, 2000 & XP JI _m'm - -- ,."',,,w ,'''',.'-,,~ -,-,~"- ,,_._.,--~,. ,m,wmn_.m. - ~m'.w.' 1~~Si~~S~SOftwa~~~u~~.~ I~ro~ser .~~ m ... ...~~~_~.. IEmail Client ~i==="="i='~ii'i~-..".__._''''.'' .IMicrosOft Office 2000/2003 ,j """_"~,,__,~,"."...._,,,_____,wm__~_,,_..,,M,"""_._",_,_,__._, Microsoft Internet Explorer 6/7 . Microsoft Outlook 2000/2003 Table 5, represents the City's current imaging environment. These items may change based upon responses to this RFP. Table 5. Current Imaging Environment 1[-- ""i=~::;~i~::=~:~;_iij....'........ii" .........~~n:~rd .......'===1 Current Imaging Application Server ilDeuPOWerEdge, 7GB RAM I il~urr~.~tlmagln~,:~o~~gec"..i."='''.''.'._[~~~:~:~:h10~:B .... .. .......c.c.. . Current Imaging Database Irm,ge S~.",rn MS SQL 2005 2- Fujitsu 4097D, 2- Fujitsu 5750C. 1- Minolta PS7000, 1 - Contex FSC Page 130 of 139 Town of South old, NY PG Govern ItiUbU Imaging Software Vendor: General Code Product: Laserfiche 7 Desktop Operating Systems Microsoft Windows 98, 2000 &XP ~_"_______w,"www __','_,'mw,^" ~~~ ...w_ w'w.",.,. IBusinesssoftware Suite Microsoft Office 2000/2003 IB~~~s~r Microsoft Internet Explorer 6/7 lE~~i1~Clie~t~ 'W'W"W'W'T"',"n,"'"'ww"w"w,, OW"~ i Microsoft Outlook 2000/2003 ~ .'.'n_" ,....m,._."w"w, w_"'_"""_,.,~,ww,, 5. Records Manalfement Plan The Town of Southold has a very successful progressive records management plan in place which includes the following: . Inactive Records Center . Laserliche Digital Imaging System . Archive Writer Microfilm Program The Records Management Department has a separate dedicated office consisting of two (2) full- time employees and three (3) part-time employees. (Give description of our inactive records center. Laserfiche, & Archive Writer) 6. Proiect Obiectives . Establishing a relationship with an EDMS vendor that has a proven track record and long-term viability. . Selecting an EDMS that will meet our needs in Phase I of the project - Implementing a "Integrated Land/Property Management Software Program" to include the Building Department/Planning Department/Zoning Board of Appeals, and Trustees with the capability of expanding the number of departments in the future. . Must be capable of integrating with the following systems: RPS (Real Property System) (18,000 parcels) GIS (Geographical Information System) Laserliche Digital Imaging System) Page 131 of 139 Town of Southold, NY PG Govern 5.4 News and Press Releases 5.4.1 GOVERN BAG A MAJOR CONTRACT - The Gazette Software firm bulks up with giant teammates Adding CGI helped Govern bag a major contract ANDY RIGA The Gazette Saturday, September 21, 2002 For most people, the phrase "real-estate assessment" elicits groans and thoughts of municipal tax bills. Not Fabrice Olivier. He smiles and thinks about the thousands of local governments across North America struggling to run tax departments with antiquated software. In 1997, Olivier and three partners saw a business opportunity. They scrounged up enough money to buy the Montreal-based division they worked for from their bosses at a B.C. software company. Since then, that division, now known as Govern Inc., has THE GAZOEITTI.E f I I. f $1 1 '11' t $2 5 '11' Fabrlce vIer 0 seen annua sa es Jump rom . ml Ion 0 . ml IOn - Govern Software says and Its work force double to 25. potential financial backers were skeptical About 75 government agencies, mostly in the U.S., now rely about his firm's on Govern to manage critical tasks such as appraising prospects. properties, issuing permits, conducting inspections, calculating taxes and collecting what's due. "The local-government market is very specialized and at this point, there aren't a lot of companies in that market niche - about 10 or 15 in North America that are major," said Olivier, Govern's president. "Companies like us with a good product and a lot of expertise have a good chance." But it took some convincing to get others to beiieve Govern would get this far. The division's owner, SFG Technologies Inc., wanted to unload it and four Montreal employees, who had worked there for 15 years or so, feared it would end up in U.S. hands, possibly wiping out the local office. They initially found skepticism among potentiai financial backers. "One of our biggest challenges was credibility," Olivier said. "We had to convince investors that, 'Yes, this project makes sense, there is a future for what we're doing and we could be a leader. I n Page 133 of 139 Town of Southold, NY PG Govern At a time when many Internet firms were promising the moon, Olivier's business plan was "realistic about the returns and where we would be in five years." The Quebec Federation of Labour's Solidarity Fund eventually invested and became a minority shareholder. A loan from the Business Development Bank of Canada helped finance the development of new features for Govern's software. While many Internet companies managed to raise more money, then floundered, Govern grew steadily, though modestly, managing to meet original projections, Olivier said. Early this year, three of the founding partners bought out the Solidarity Fund and the fourth partner. It was good timing. Technology-company stocks were in the doldrums - and Govern had yet to land three of its biggest contracts, with the province of Saskatchewan, and the cities of Waltham, Mass., and Providence, R.I. "After those contracts were signed, it would have been a lot more difficult to buy them out," Olivier said. "It would have been more expensive." Govern's software helps governments improve their operations by making it easier and faster to update property information, issue permits and send bills, Olivier said. The technology also lets cities and towns use the Internet to improve service to the public, by letting taxpayers view tax assessments and bills, apply for permits - even complain about their neighbor's barking dog. The company's sales vary in size from $200,000 to seven figures, with a trend toward bigger deals. It helps that Govern Is Increasingly teaming up with big partners that can help the small firm compete for more lucrative contracts, Olivier said. Having a sizable teammate at its side helped Govern land Its latest coup. Last month, it nabbed a piece of the $1.3-million first phase of a project to revamp the Saskatchewan government's computer system that helps determine the value of about one million properties in the province, from homes to farms to mines. Govern's software is the centerpiece of that undertaking. It was the first major contract in Canada for Govern, which competes against several medium-size software companies, including Halifax-based NovaLIS Technologies. The Saskatchewan project, whose value could top $5 million by the time it is completed in 2005, will replace a system created in the 1970s using mainframe computers. The software was created using a now-obsolete programming language. It is difficult and expensive to update, making it hard to keep up with changing assessment policies. The province will now use Govern's software to manage the tax assessments for 800 of its 820 municipalities. Page 134 of 139 Town of Southold, NY PG Govern Giant Montreal-based computer consultancy CGI Group Inc. is part of the group of companies involved in the Saskatchewan project, with its Regina office helping with installation and hosting. Having "the power of a very large information-technology company like CGI" behind Govern is one of the reasons it clinched the Saskatchewan deal, said Irwin Blank, of the Saskatchewan Assessment Management Agency, which chose Govern's from among about 1S proposals But Blank said he was also swayed by the good reputation the company has built since the 1980s. "Unlike many cutting-edge tech companies, they have had many successful Installations over the years," and new customers can look Into them before buying, Blank said. He also said he was impressed that when Govern saw Saskatchewan's needs, it started adding new features to Its software. "They hadn't even landed the contract yet," Blank noted. "It showed us they were very pro-active and innovative." Future incarnations of Govern's software will be browser-based, which means the software doesn't have to be installed on every personal computer. That makes it quicker and easier to Install in bigger bureaucracies spread across many buildings and cities, Olivier said. Govern, based in Old Montreal, is working on other innovations. By next year, its software will allow inspectors on the road to submit Information instantly about their findings using nothing more than a cell phone or handheld computer. The company expects to hire three to five new employees over the next year. "We don't want to grow too fast," Olivier said. "We want to keep a good reputation and have steady growth." ariga@thegazette.southam.ca @ Copyright 2002 Montreal Gazette Page 135 of 139 Town of Southold, NY PG Govern 5.4.2 Town of Southampton's Professional Services GIS Web Site TOWN OF SOUTHAMPTON'S PROFESSIONAL SERVICES GIS WEB SITE by Annette DesRochers GIS Manager Town of Southampton The Town of Southampton, located 75 miles east of New York City on the South Fork of Long Island, is a world away from its metropolis neighbor. This small rural town, made up of quaint villages and hamlet centers, bound by beautiful ocean beaches and bay fronts along Its south and north shores, and dotted with agricultural lands throughout its landscape, is a favorite summertime getaway for city dwellers. Despite its 'small town' nature, the Town of Southampton is no stranger to the idea of local governments utilizing information technology to manage Its most precious Soutlrht1lff/'lOlt To.... B_1 assets. Long Island to be a pioneer of implementing sophisticated technologies, the Town of Southampton continues to maintain a progressive edge. Since the mid- 1980's, the Town has contracted with Govern of Montreal, Canada for Its Property Control solution. Originally housed on a WANG VS mainframe, the Town migrated to the Windows environment in 1997. Although the Town manages several different systems for each facet of its government, none is more widely utilized than its property control system. The Town's Land Management, Mass Appraisal, Tax Billing and Assessment, and Utilities are all managed through Govern's centralized property based relational database. A key component of this solution was the complete integration of Govern with GIS technologies. Using ESRI's ArcView 3x platform, the Town internally developed a customized GIS application, called the Land Manager GIS. Designed with the non- GIS end user in mind, property related information is readily accessed and displayed with spatial information, all with simple clicks of a mouse. Features such as special district and environmental reporting, selection of abutters for public hearing notices, quick loading of aerial photography (both current and historical), and ability to display property information and scanned documents are some of the key functions that were developed to help Town personnel facilitate daily business operations. Individually Govern and Land Manager GIS are extremely powerful tools. The added integration component, which allows a user to transfer a record set between the two applications, extends their functionality tremendously. Whatever the task may be, from spatial analyses, to report generating, to mailers, to data management, it can be accomplished. Page 136 of 139 Town of Southold, NY PG Govern Scenic Vista of Southampton Town In 1999 the Town began to focus on responding to the growing demand for making public information more readily available. The benefits that the Govern/Land Manager GIS solution had provided throughout the facets of the Town's government helped pave the way for the release of the Town of Southampton's Professional Services GIS Web Site, a main objective of this service was to make public information available through the Internet utilizing an easy to use property search foundation. By accomplishing this objective, the benefits were two fold. The Town was now bringing the information to the public, rather than the public coming to the information. Consequently, this reduced the number of phone and over-the-counter inquiries within the Town's public departments. By alleviating Town personnel of having to respond to general public inquiries, they could focus better on their primary responsibilities. Although the Professional Services GIS Web Site was a tremendous success and served to accomplish the needs of the Town, It had its shortcomings. Security, speed, map functionality, static databases, printing capabilities, and reliability were all recognized as accepted limitations of the web site. As 2001 approached and the demands grew heavier, the Town sought out to sophisticate its web site by employing a solution that would accomplish the same goals without the limitations. Ironically, during this same time, Govern was in the midst of developing Govern.NET, a web based tool that allows users to browse property information online. For the Town, this was the most logical next step. The ease in which the Town's property data could now be served over the Internet was remarkable compared to the system that the Town was accustomed to. This was no surprise given the strength of Govern.NET's roots. Govern.NET is user friendly, real-time, provides efficient throughput, and most importantly is easy to manage. Despite all these advantages, was still one problem yet to be resolved; internet mapping. This time the solution came from a new business partner of Govern, KHEOPS Technologies, also of Montreal, Canada. Considered to be a leader in the implementation and development of GIS, KHEOPS Technologies proved to be more than capable of accomplishing the needs of the Town. Founded in 1995, one of KHEOPS Technologies' most significant contributions to GIS was the development of JMapTM, a JavaTM based GIS lnlegHllioll with Lund Munagernenf SO!fit'fIl't' application designed specifically for web browsers. Especially key to the Town's decision-making process was the open environment in which JMapTM was developed. JMapTM runs on any web browser, on Page 137 of 139 Town of Southold, NY PG Govern any operating system, integrates data from any database platform, and can distribute and display multiple GIS data types. JMapTM is also unique compared to other web based technologies because it is based on c1ientslde technology and utilizes vector streamlining as opposed to raster output. As a result, the mapping capabilities are greatly extended as if the user is running a desktop application rather than a web browser, yet without sacrificing speed. For users that were used to the desktop environment, JMapTM was a welcome addition to the Town's systems. Users were also pleased with the efficiency in which raster data could be displayed within JMapTM, which had been another significant limitation of the former site. Even more importantly, JMapTM handles simultaneous connections; therefore both speed and reliability were drastically improved. Lastly, JMapTM is managed through the system's web enabled administrative module, making the job of administrating the product all the easier. The final selling point for the Town, above and beyond the quality and capability of JMapTM, was the decision to integrate their product with Govern.NET, thereby essentially replicating the Town's powerful desktop application through the Internet. For the Town, the success of its desktop application was so evident, that an integrated web based solution was inevitable. Working together, PG Govern and KHEOPS Technologies developed the next generation of the Professional Services Web Site for the Town of Southampton. Hosted by the Town on Open techn%ILv Microsoft's Internet Information Server, the Govern. NET/ JMapTM solution has more than just resolved the issues of the former web site, it has streamlined the process of serving data over the Internet for the Town. Looking ahead, the Town plans to maximize the capabilities of the Govern.NETjJMapTM solution by deploying custom GIS applications tailored specifically for each diverse facet of the Town's government whether it be for Town personnel, its public or its coordinating agencies. Technologies change every day, and considering the Town's leadership in technology, Its relationship with KHEOPS will allow the Town to take advantage of every new possibility. <t Page 138 of 139 1.0 PRICING & ASSUMPTIONS 1.1 Pricing PG Govern has made the following assumptions when responding to this Request for Proposals: Software Assumptions 1. Based on the responses to the questions, PG Govern has proposed the Govern software solution based on 32 Concurrent Users and 5 Read Only (Inquiry) licenses. At anytime when needed, the Town can purchase additional licenses at current then price list. If the Town acquires the Mobile Field Inspection units then such concurrent user count would probably need to be adjusted downward. 2. PG Govern's proposed Govern solution is based on the following integrated modules: 1 Concurrent Users Licenses 2 Inquiry (Read Only) Licenses 3 Property Information Module 4 Permits, Inspection & Licensing Module 5 Workflow Module 6 Accounts Receivable and cash Collection 7 Govern.Net - eProfile 8 Govern.Net - ePermit 9 Govern.Net - eComplaint 10 Govern.Net - ePayment 11 Property control Interface (RPS Tax System) 12 Auto-debit Payment Interface (ACH) 13 MapInfo Interface 25 5 1 1 1 1 1 1 1 1 1 1 1 The above also includes: . Scanning capability from any PC using the Govern Software. . The Town can use any already licensed imaging software to View/Markup images since Govern Software offers such imaging integration. Staff using the Govern software and the third party imaging viewer will be able to View/Markup Regular & CAD (DWG or DWF) fiies. . Contractor Licensing using the embedded licensing module. 3. PG Govern in its proposal is assuming that the Town will be using the Town of East Hampton configuration and it will be tweaked to meet its specific needs. ", 4. The Town is responsible for providing any third party software (Operating System, RDBMS, WEB software, Microsoft Office Product, Full version of Crystal Report, etc) that might be required to run any type of environment unless otherwise stated elsewhere our proposal. For example, Crystal Report Run Time version is provided by PG Govern and is embedded within our software suite. 5. The Town must follow the PG Govern's recommended environments (operating system version, patches, RDBMS, hardware (server & client) configuration, etc) to run the Govern software. 6. Using the RPS Tax System Interface, PG Govern will convert the parcel & owners information. The Town can use such interface to perform regular updates and therefore saving on data conversion costs. PG Govern has already integrated with RPS at other PG Govern clients. Maintenance Assumptions 7. During implementation, PG Govern has priced the maintenance costs for Year 1 through 5 but PG Govern will waive the maintenance & support fee for year 1. Therefore, the maintenance will start upon expiry of the warranty which is twelve (12) months from the installation date. Professional SelVices Assumptions 8. The Town's database administrator needs to perform the database & software installation. This resource will be provided with the necessary scripts to create the database and the software to easily install them. 9. This proposal is based on the assumption that all other Govern configuration, training and data conversion services are provided by PG Govern staff. 10. Since the Town wants to gain higher knowledge transfer and above and beyond the normal training, PG Govern will be providing some of the configuration efforts on-site to provide assistance to the Town's configuration resources. 11. Better cost savings could be achieved by the Town of Southold if Town staff can participate in the Govern configuration based on the knowledge transfer gained through training but with the vast product & industry experience built in Its staff, PG Govern offers piece of mind and shorter implementation timelines and priced accordingly. 12. PG Govern is proposing the following Consulting services: On-Site Services 1 Database & Software Installation 2 Scope & Kick-off (High Level Planning) 3 Fit Analysis (Detailed Project Planning) 2 2 4 -. 4 Implementation (Acceptance & Revisions) 5 Implementation (Configuration - Knowledge Transfer) 6 Web Implementation (Analysis & Configuration - Knowledge Transfer 7 Cut-Over (Go Live Support) 8 Follow-up & Tuning (Post Go Live Support) 9 GIS integration On-Site Services 8 4 4 1 3 4 32 10 Scope & Kickoff (High Level Planning) 11 Fit Analysis (Detailed Project Planning) 12 Implementation (Configuration) 13 Project Management Off-Site Services 2 2 4 8 16 13. PG Govern is assuming that The Town will use our pre-packaged standard reports along with our sample reports for running any type of report required to process the day-to-day business requirements. Based on the Crystal Report training, the Town can modify any of these reports to meet any Town's further specific needs. 14. Further reports, that might be identified, are out of scope of this price where either Town personnel or PG Govern could setup. Expenses Assumptions 15. PG Govern is estimating 14 trips of 4 days each to be made by PG Govern staff to the Town of Southold for the duration of the project based on the proposed professional services. If additional days are required due to the Town's request or due to delays imposed by the Town, then expenses for additional trips might be required and a scope change might be initiated based on PG Govern's Project Manager's request. 16. For the above 14 trips outlined in item 15, PG Govern will firmly price the expenses at $23,800.00. 17. The assumed flight costs for all the above trips are based on a 2-week advance booking notice. Training Assumptions 18. Our price for training is based on Train the Trainer approach with limited 2 days of End User Training. ", 19. PG Govern will be providing training sessions to the following The Town of groups: Trainers Application Administrator Support Project Team 20. Based on the RFP requirements and the proposed software modules, PG Govern is proposing the following training sessions: 1 2 3 4 5 6 End User Training System Administration Training Data Model & Crystal Reports Integration Govern.NET Administration Govern.NET 0 erational Accounts Receivable & Cash Collection - Operational 6 4 3 4 1 2 Total Training Days 20 21. PG Govern will provide electronic copy of reference materials, where applicable, for the above sessions. 22. It is assumed that a maximum of 8 to 10 users will attend all training sessions. 23. The training facility should be equipped for the right number of training attendees plus an additional workstation for the instructor with proper access to training database. 24. The training facility needs to have LCD Projector, Flip Chart, White Board and appropriate markers. 25. Once the training plan is established and defined, training resource requirements (trainers, facilities, bookings, calendar, etc) will be further defined by both Project Managers. 26. All Town users must have a good working knowledge of the Microsoft Windows operating environment prior to taking any Govern training course. Timeline Assumptions 27. PG Govern is estimating a 5 to 7 months implementation timeline for this project and has priced it accordingly. For implementation beyond that timeline due to Town's delays, a project scope change needs to be initiated and finalized. 28. Town staff must accept deliverables within 2 working days of a written request from the PG Govern Project Manager unless acceptance of such deliverables is driven by the project plan. 29. Town staff must provide project related information and documentation within 2 workin9 days of a written request from the PG Govern Project Manager. Data Conversion Assumptions 30. Currently the Town's records are maintained in a number of databases and file formats PG Govern will be responsible for converting this data and incorporating it into the proposed system. On the other hand, the Town could convert such data based on training provided by PG Govern but was not included in this price proposal. 31. PG Govern is assuming that the following data sources need to be converted as follows: 1 RPS Assessors Tax Parcel 2 Other databases (TBD after Scoping) Total Number of Data Sources 1 1 32. The Town needs to extract the data out of the existing data sources in a common flat file format before PG Govern starts the data conversion. 33. The Town of South old and PG Govern's Data Conversion Specialists will perform the data mapping while PG Govern's Data Conversion Specialist will review the completed data mapping document(s) in order to verify that the appropriate Govern tables are utilized. 34. PG Govern is assuming that ALL data sources are clean, meaning that data in the field matches the defined field type. 35. PG Govern has not provisioned for any data cleanup and assumes that The Town of Southold will perform such data cleanup. 36. PG Govern is assuming that ALL data cleansing is to be done by the Town and it is to be completed before the start of the preliminary cut data conversion. 37. No additional costs are associated with the property and people data conversion since the Property Control Interface will handle this one time conversion and on-going updates. Resources Assumptions 38. The Town of Southold must provide the following resources based on the tasks identified in the project plan and / or as agreed to by both Project Managers: A. Business experts. B. Business Managers (Should be available to provide support to the project and project team and make the appropriate decisions in a timely manner especially during the Fit Analysis and Acceptance Testing sessions.) C. Data Conversion Specialist to assist in the data conversion analysis & mapping. This resource(s) must have previous experience and working knowledge with the existing data sources from both the backend and the user interface perspectives. . D. IT resources (database administrator, desktop & network resource, etc) when required. E. Trainers (Required for the end user training, or as another option, PG Govern could provide the end user training services to all Town's end users but PG Govern has not priced the end user training services. F. Testers especially during the acceptance testing process but the business experts that participated in the Fit Analysis would perform the testing due to their gained knowledge of the application and their intimate knowledge of the business process that was defined during the Fit Analysis session. The above Town resources could be the same Town staff performing the above functions. 39. Since most configuration tasks will be done by PG Govern staff, it is highly recommended for the Town to assign a resource as a Govern application administrator so that this resource could learn the product through training / knowledge transfer and provide support to internal Town users through process & configuration modifications at any later time. On the other hand, the Town could opt to upgrade the basic support package to the Gold or Silver or Platinum packages where blocks of consulting services are offered and PG Govern could provide the support and required configuration, training, setup, etc changes. 40. Based on the Project Scope & Planning sessions and for any potential delays imposed by Town, PG Govern might request additional Town resources to help progress with the project according to the set schedule. General Assumptions 41. The standard working day is 7.5 hours, Monday to Friday with the exception of the Town of Southold's public holidays. 42. The Town of Southold needs to provide workspace for the on-site PG Govern Project Manager. 43. All prices are provided in US Dollars. Hardware Assumptions 44. Hardware and Network are supplied by the Town and are properly operational prior to the start of the project. 45. Scanners (hardware) have not been priced and the Town needs to acquire the necessary scanners for scanning capabilities. PG Govern included its scanning software capabilities within the software. , .11 PG GOVERN Land Management (Permitting and Tracking) System Permits (Workflow,Complaints, Inspection & Licensing, AR & CC Modules) Govern Client Seat Ucens Full Access 1 425.00 Su - ota eProfile ePa ment eP rmlt 7 000.00 3 500.00 3 500.00 Su Mal Auto-debit Pa ment Interface ACH Ma Info Interface 2 500.00 100.00 Su ... Software Total Mobile Filed Ins ctieo Clients 650.00 32 1 20 2 500.00 2 000.00 500.00 84 &00.00 20 13 000.00 On-Site rvkes D So are In alia ion Sea e & Kick-off HI h Level Plannin Fit Anal sis Detailed Pro"eet Plannin 1m I m n tlon A ce tance & Revi ions 1m I m ntati n C of! uration - Knowled e Transfer Web 1m lementatlon Anal 515 & Confl uratlon - Knowled e Transfer Cut-Over Go Live Su art F lIow-u & Tunin Post Go Live Su art GIS inte ration On-Site Sub-Total Off-SIte Services Sea e & Kickoff Hi h Level Planoin Fit Anal sls Detailed Pro"ect Plannln 1m lementation Confi uration Pro. eet Mana ement Off-Site Sub-Total 1m lementation Services Sub-Total 1 200.00 1 200.00 1 200.00 1 200.00 1 200.00 1 200.00 1 200.00 1 200.00 1 200.00 1 000.00 1 000.00 1 000.00 1 200.00 End User Trainin 5 stem Administration Trainin Data Model & C stal Re orts lnte ration Govern.NET Administration Govern.NET 0 erational Accounts Receivable & Cash Collection - 0 erational Trainin Services Sub-Total 1 200.00 1 200.00 1 200.00 1 200.00 1 200,00 1 200.00 umma 0 ervlces Tota Conlldentlal 2 2 4 8 4 4 1 3 4 32 2 400.00 2 400.00 800.00 9 600.00 4 800.00 4 800.00 1 200.00 3 600.00 4 800.00 38 400.00 2 000.00 2 000.00 4 000.00 9 600.00 17 600.00 5& 000.00 2 2 4 8 6 4 3 4 1 2 20 7 200.00 4 800.00 3 600.00 4 800.00 1 200.00 2 400.00 24 000.00 81 200.00 Page 1012 .1. PO GOVERN Land Management (Permitting and Tracking) System GRAND TOTAL (Software & Professional Services) $165,800.00 12 Months Warran from Installation Date Year 1 - 5u ort & Maintenance Starts after Warran Ex i Year 2 - Su art & Maintenance Year 3 - Su art & Maintenance Year 4 - Su art & Maintenance Year 5 - Su port & Maintenance 0.00 17 766.00 19187.28 20 722.26 22 380.04 $24,170.45 Confidential Page 2 of2 JanU8I)' 31, 2007 A.....M_., ACECNew Yom Il-a.c-iI'.,.,.......~ p- John D. CIlmltl'Oft.. Jr., P.E. )DHph R. Amato, PJl. AIo_ Mark w_, C.E.P. Jonk-e JIjIM. P.E., AICP GJeonn DeSlmOM, P.R., CPE NIchola A. Kumlxdovk:, PoE. Kovla". Mo"ndm<, RLA ThODlalW.~P,E. A)on~JClas,}l.,P.E. CAMERON ENGINEERING & AssocIATES, LLP 100 Sunnyside Boulevard, SulIe 100 Woodbury, NY 11797 TelSlIhW-4900 FaxSlIhW-4920 330 PlIlh Avenue, Suile 1300 New Yurk, NY 10001 Tel=~ Fax212-4ll1-3274 Ms. Elizabeth Neville Town of South old Town Hall, P.O. Box 1179 Soutbold, NY 11971 . Re: Proposal for Records Management Services CP 4334 Dear Ms. Neville: In response to your request for a quote for records management services, Cameron Engin-mg & Associates, LLP respectfully submits our Proposal for the referenced project. Below is a brief description of our understanding of the project, our proposed the Scope of Servioes, and our fee for the work to be performed and reimbursable expenses. .' L PROJECT DESCRIPTION The Town wishes to implement a records management SYstem that will allow multiple departments to share information on building permits, zoning, variances, inspections, and other code enforcement and permitting documents. The Town seeks one SYstem that can integrate the documents of these different departments. Through a database application, town officials would be able to locate a range of documents - including permits, inspections, varisnoes, surveys and violations - that are associated with a given applicant or property. The database application will also provide a means to keep track of the status ofpermits, violations, certificates of occupancy, inspections and other open items. Finally, the scanned building department documents and databases for tracking open items, which are linked to a tax parcel GIS layer, will be integrated with other GIS data, providing a comprehensive land, infrastructure, and building information system. n. SCOPE OF SERVICES The specific Services to implement the Project Description under this Proposal are as follows: A. Task 1 - Provide a Database Applicatiou to Manage Building Department Records Cameron Engineering proposes the nse of a suite of records management software modules offered by Cartegraph. The Cartegraph suite of Cartelite modules provides a user the ability to find and review all documents associated with both open and closed items, such as applications for building permits and certificates of occupancy, violations, and inspections. These itenlS, whether open or closed, will be found and tracked with the Cartegraph application accordingto blockalld lot numbers, customer name "LEED Accredited Professionals" CAMERON ENGINEERING & AssocIATES, LLP Ms. Elizabeth Neville Proposal fur Records Management System January 3/, 2007 Page 2 0/3 and/or address, and permit number. Cameron Engineering will order and provide five (5) licenses of Carlellte to the Town of Southold to tbe costs for reimbursable expenses listed in the Fees and EXpClDSClS section below. Note: Cartelite also provides a means of linking building department records, i.e., open and closed items, to a Geographic Infonnation System (GIS) through a spatial database layer, in this instance, the tax parcel layer. Cartelite interfuces withArcGLS', a suite of GIS software by ESRJ, Inc. The Town of Southold may consider purchasing AraGIS licenses if it does not already possess such licenses. B. Task 2 - Customization ofCartelite Modules Under the direction of Cameron Engineering. Cartegraph developers, will customize the Cartelite modules as required usingthe VersaToo/s developer tool to create custom search and trackingutilities and create custom forms and Rlports for entering data and creating reports of various applications, inspections, and violations as described in the project description. C. Task 3 . Insta11 and Test the Records Management System on the Village Server Technical experts from both Cameron Engineering and Cartegraph will supervise the installation of Cartellle and Arc View, ensuring that both packages are properly integrated. D. Task 4 - Provision of Training. Two staff persons shall be trained in the use of the lIliset management system. It is important to note that the cost of the Cartelite package includes two days of training in the basic mudu1es. Cameron Engineering will provide 16 hours of additional training as necessary to address the Village's specific needs. m. FEES AND EXPENSES For the Scope of Services set forth herein, the Fee and Expenses are lIli follows: A. For the Project Description and Scope of Services Items IT.A (TlIlik I . Process Purchase Order for Cartelite software) set forth herein, the Engineering Fee would be perfOlmed on a lump sum basis for the amount of$750. B. For the Project Description and Scope of Services Items ILB (Task 2 - Customization Services for Application) set forth herein, tbe Engineering Fee would be performed on a lump sum basis for the amount of$23,000. C. For the Project Description and Scope of Services Items IT.C (Task 3. InstaIlation and Tests fur Application) set forth herein, the Engineering Fee would be performed on a lump sum basis for the amount of$5,500. D. For the ProjectDescription and Scope of Services Items IT.D (Task 4 - Provision of Training) set forth herein, the EngineeringFee would be performed on a lump sum basis for the amount of$7,500. CAMERON ENGINEERING & AssoaATFS, LLP Ms. Elizabeth Nevilk Proposal for Records Management System JtJ111i(1TJIJJ,2oo7 PageJofJ E. Forthe Software Cost, five Licenses of Carte lite Package includingtwo days of training from Cartegraph, would be performed on a lump sum basis for the lUllount of $12,750. F. Reimbursable' expenses are in addition to the fee for Professional Services. Items such as blueprinting and photocopying. photographic expenses, messenger service, express mai~ and other minor administrative expenses shall be reimbuIllable as a separate cost. We suggest budgeting $500 for reimbutllable expenses. G. Additional Services shall be authorized before the work commences. The Fee would be either a lump sum or performed on a time card (hourly tllte) basis, as agreed, and billed monthly, as follows: 1. Lump Sum Basis: Percent of Completion 2. Time Card Basis: Principal and technical staff time would be performed hourly in accordance with our Billing Rate Schedule in effect at the time the work is performed. H. Invoices shall be submitted regularly, covering the basic and additional work services perfunned and for reirnbutllable expenses incurred during that period. Payment is due within 30 days of invoicing. IV. CONTRACT AUTHORIZATION This letter represents the entire Proposal. In order to initiate a contract please forward your standard form of authoriz8tion for professional services. We thank you for requesting this Proposal and appreciate the opportunity to work with you on this project. Should you have any questions, or wish to discuss any item in greater detail, please do not hesitate to contact either Alan J. King. Jr., P.E, Robert Svadlenka, AICP or myself. v~~ ~ Joseph R. Amato, P.E. Partrer JRAlkw Q:IMar..tingIPROPOSALI4301149\:p4334,Mc . 1 UWN UI- ::;UUTHULU LGRMIF 2007-2208 Page 37 Local Government Records Management Improvement Fund Vendor Quote Form (LG-VQ) Please complete this form to provide evidence that you have contacted three vendors for price quotes. One or more of the quotes may be derived from State Contract Listing (www.ogs.state.ny.us/purchase). Photocopy the form if you must submit more than one Vendor Quote Form. Instructions for completing the form are on the reverse side. 1. General Code Publishers Corp. 72 Hinchey Road Rochester, NY 14624 Municity Integrated Parcel Management Software SCA Software PT 60291 $89,514. 2. PS Govem 75 Queen Street Suite 5500 Montreal, Quebec, Hc3 2N6 Land Management Integrated Property System ASAP Software PT 60291 $165,800. 3.Cameron Engineering Assoc. LLP 100 Sunnyside Blvd., sune 100 Woodbury, NY 11797 Land Management Integrated Property System Cartegraph Software $50,000. They only included five(5) Icen8es. We would need _ meny for just one department. We have four (4) BuIding IllIpecbll8 who go out Independently on Inopections. OUr estimate on .... RFP was for twenty.five (25) concurrent U6e"'. The coelol1he five (5) Is $12,750. The rest 01 the quotee lneluded at Ieasl twenty.fiva. So, if we _e to add these addllonallwenly (20) licenses, if would add $51,000. to the overel coel bringing if to a totel 01 $101,000. "For services rendered, provide more detail in the Budget Category and Narrative form, Code 40. New York State Archives Form LG-VQ 912006 : Large-scale IT systems do not have to create big headaches. Many projects fail tram a lack of planning and correction of system defects. By Chad Snow Replacing a legacy computer system with a large enterprise resource planning or geographic informa- tion system can be challenging and time consuming. But, armed with a well.. crafted plan that identifies organizational and end users' needs, IT department officials can install a system that is widely endorsed by elected officials and staff. To assess organizational needs, current business processes should be documented, identifying those stepS that must be preserved. That documentation rypically includes work flow diagrams that show tasks involved, who performs the work, and to what frequency and effort level. Next, IT staff can develop a list of current and future functional and technical requirements for the system. That list then can sup- plement the request for proposals (RFP) document, which should create the system imple- mentation framework. The RFP should include the organization's goals; the need for a new systemj the organizational structurej the desired environmentj a scoring method for selection; ques.. tions ro help evaluate the vendor's company, people, services and productsj as well as the technical and functional requirements for the new system. Shortcuts taken during the develop- ment of the RFP can increase the likelihood that the organi- zation will purchase an unsuit.. able system. During vendor demonstrations, ciry and county officials should ask specific questions about how the software The author is a senior con-- sultanr for the Management and Infonnation Technology Consulting Group at Portland, Main&based Berry, Dunn, McNeil and Parker. i \1 2': ~ ~. <.> oil ~ <.> ~ l!i :!! works, how it will be implemented, the com- pany background and future product develop- ment. They should compare their functional and technical requirements with the product's and determine if it will satisfy their needs. Some local governments use a script that forces each vendor to demonstrate the same tasks and functions, which gives the end users a chance to see how the new software will be used daily. Using a well-defined script and a pre-established time for each demonstration makes it easier to compare products. After system selection and contract neg0- tiations are complete, the project focus shifts to implementation. Many projects fail from a lack of sufficient planning, risk identification, and timely correction of project or system defects. To prevent failure, particularly for \arge software projects, a growing number of cities and c0un- ties are contracting with independent verification and validation (IV& V) ser- vices to monitor the work. of the vendor and the client. IV&V services can help identify project risks and develop mitigation strategies. In addition, cities and counties need execu- tive sponsorship to create an environment of staff buy-in for the project at all levels of the yDrganization. They also need effecrive proj- ect leadership that will, at a minimum, help identify and minimize project risks, effectively manage staff time and involvement, and guide the project ro completion. To manage any organizational resistance to change, local gov.. ernments should assess departmental readi- ness and develop an implementation approach that minimizes risks and effects on staff. The software and technology markets are ever changing, presenting challenges for local governments trying to replace software appli- cations and upgrade to newer technologie~. Using the preceding steps does not guarantee success, but it can help lessen many of the risks. . www.americancityandcounty.com -"._'-"""~~'~~.~"''''''''"",''~"