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HomeMy WebLinkAboutComputerization of Tax Rolls r ooSOFFnt�-�o� OFFIC RN17Y TO LD ROBERT W. TABKER TELEPHONE TOWN ATTORNEY 477-1400 425 MAIN ST. GREENPORT, L. I., N. Y. 11944 December 29, 1972 Hon. Albert M. Martocchia Supervisor, Town of Southold 16 South Street Greenport, New York 11944 Re: Computerization of Tax Data Dear Sir: Enclosed herewith are original and five copies of the bid form, notice to bidders, and specifications for the computerization of the Town tax records for 1973. I believe that there are sufficient copies to be given to any interested bidders. You will note from the notice to bidders that bids are to be opened on January 15, 1973 at 2:00 P. M. At that time you will open the bids and read them aloud. The bids should then be presented at the next town board meeting for the Board's consideration. I have sent the Notice to Bidders to both local papers and the notice will be published on January 4, 1973. Yours very truly, ROBERT W. TAE KER RWT:bc Enclosures districts, fire districts, and all other special districts utilizing approxi- mately 70 tax codes for determining tax extensions. SPECIFICATIONS FOR COMPUTERIZATION OF REAL PROPERTY TAX ROLLS, TAX BILLS AND TAX RECORDS OF THE TOWN OF SOUTHOLD GENERAL INFORMATION It is the intention of these specifications to invite bids to provide for the complete computerization of the tax rolls, tax bills and all other tax records of the Town of Southold for the 1973 fiscal year. The total estimated number of tax parcels of the Town is approximately 15, 000. It is further the intention hereof that the successful bidder will be required to supply all services and materials necessary for such purposes which are not specifically to be performed and/or provided by the Town of Southold in these specifications. It is the responsibility of each bidder to inspect the pertinent data and provisions of law in order to familiarize himself with the work and services he is expected to perform. SERVICES TO BE PERFORMED BY BIDDER 1. Perform all services required for the processing of tax bills and tax register on a magnetic tape computer system. 2. Design forms of the individual tax bills (two [2] parts) and the register roll that accommodate the two (2) assessment rolls (one [1] part) and the tax roll (two [2] parts). 3. Convert all new parcels and changes in ownership and/or assessment of existing parcels and incorporate same with existing tax parcel data stored on the magnetic tape computer. Supply forms to Town to report all such changes. 4. Prepare total assessed valuations by county, town, school districts, fire districts, and all other special districts utilizing approxi- mately 70 tax codes for determining tax extensions. 5. Prepare and furnish on or before June 29, 1973, two (2) tentative assessment rolls to include all changes to June 15, 1973. 6. Prepare and furnish on or before August 31, 1973, two (2) final assessment rolls to include all changes from June 29, 1973 to August 18, 1973. 7. Obtain and include on assessment rolls, tax bills and on all other records and documents where required, the Suffolk County Tax Map Numbers applicable to each tax parcel. 8. Provide all required continuous form Assessment rolls and tax rolls. 9. Prepare a two (2) part tax bill in November, 1973, with pro- vision for printing dollar exemptions when applicable. Bidder will be required to deliver completed tax bills to the Tax Receiver of the Town at his office, ready for mailing, within 72 hours after all information for the preparation thereof is furnished to the bidder. 10. Prepare and supply to the Town a two-part tax register in November, 1973. 11. All documentation, program and magnetic tape computer files in the possession of the Bidder and relating to the services provided for herein, shall be deemed to be owned by the Town of Southold and shall be delivered to the Town of Southold within ten (10) days after the completion of all work and services to be performed by the Bidder, but in no event later than December 15, 1973. SERVICES TO BE PERFORMED BY TOWN 1. Prepare and submit to Bidder on forms to be supplied by Bidder, all input information and data relative to changes in ownership and/or assessment or other changes in present tax parcels. -2- 2. Examine all assessment rolls submitted by Bidder and promptly advise Bidder of all errors, ommissions, or corrections with respect thereto. 3. Provide assistance to balance various taxable categories and the assessed valuations. 4. Examine all tax bills and tax registers for errors, ommissions, or corrections with respect thereto and promptly advise Bidder with respect thereto. 5. Supply to the Bidder, the required number of tax bill forms and when the same have been prepared by and delivered by the Bidder, to mail the same to all taxpayers. MANNER OF PAYMENT The sum to be paid to the successful bidder by the Town shall be paid in three installments as follows: (a.) One-third (1/3) on March 31, 1973. (b) One-third (1/3) on June 30, 1973. (c) One-third (1/3) on December 15, 1973, or when all requested work is completed, whichever is later. OTHER REQUIREMENTS All of the applicable provisions of Section 103a, 103b, 103c, and 103d of the General Municipal Law shall be deemed to be incorporated in these specifications as if set forth herein at length. Each bidder shall be required to submit with his bid the "Statement of Non-Collusion" as required in the form provided by Section 103d of the General Municipal Law. Each bidder shall be required to comply with and be subject to any -3- and all provisions of the Notice to Bidders. All work and services to be performed by the successful bidder shall conform to all laws and rules and regulations applicable thereto. Dated: January 4, 1973. -4- BID TO THE TOWN BOARD OF THE TOWN OF SOUTHOLD SUFFOLK COUNTY, NEW YORK, FOR THE COMPUT- ERIZATION OF TAX ROLLS, TAX BILLS AND TAX RECORDS OF THE TOWN OF SOUTHOLD The undersigned declares that he has carefully examined and fully understands the attached "Notice to Bidders", the "Specifications", and this bid form, and that he hereby proposes to furnish all the materials, imple- ments and incidentals and to furnish labor and do all the work required to computerize the tax rolls, tax bills and other tax records of the Town of Southold, Suffolk County, New York, in accordance with the price named in this bid at his own proper cost and expense, all in accordance with the specifications and Notice to Bidders, all of which are a part hereof, to such an extent as they relate so to govern the obligations herein proposed to be assumed at a total cost of The undersigned hereby agrees to enter into a contract, within five (5) days from the date of acceptance of this bid and to begin the work within five (5) days thereafter. In default of the performance of any of these conditions on my part to be performed, the certified check in the amount of $ , which is herewith deposited with the Town Board shall be paid to the Town of Southold for the benefit of said Town as liquidated damages for such default; otherwise, the certified check deposited herewith will be returned to the undersigned. By submission of this bid or proposal, the bidder certified that: (a) This bid or proposal has been independently arrived at without collusion with any other bidder or with any competitor or potential competitor; (b) This bid or proposal has not been knowingly disclosed and will not be knowingly disclosed, prior to the opening of bids or proposals for this project, to any other bidder, competitor or potential competitor; (c) No attempt has been or will be made to induce any other person, partnership or corporation to submit or not to submit a bid or proposal; (d) The person signing this bid or proposal certifies that he has fully informed himself regarding the accuracy of the statements contained in this certification, and under the penalties of perjury, affirms the truth thereof, such penalties being applicable to the bidder as well as to the person signing in its behalf; (e) That attached hereto (if a corporate bidder) is a. certified copy of resolution authorizing the execution of this certificate by the signator of this bid or proposal in behalf of the corporate bidder. Dated: Signature of Bidder Business Address of Bidder -2- CERTIFIED COPY OF RESOLUTION AUTHORIZING THE EXECUTION OF NON-COLLUSIVE BIDDING CERTIFI- CATION IN BEHALF OF CORPORATE BIDDER RESOLVED THAT (Name of the Corporation) be authorized to sign and submit the bid or proposal of this corporation for the following project: Computerization of tax rolls, tax bills, and tax records of the Town of Southold, Suffolk County, New York, and to include in such bid or proposal the certificate as to non-collusion required by Section 103-d of the General Municipal Law as the act and deed of such corporation, and for any inaccuracies or misstatements in such certificate this corporate bidder shall be liable under the penalties of perjury. The foregoing copy is a true and correct copy of the resolution adopted by corporation at a meeting of its Board of Directors held on the day of 1973. Secretary (S E A L) NOTICE TO BIDDERS NOTICE IS HEREBY GIVEN, that sealed bids are sought and requested for furnishing all materials and doing all work necessary for the performance according to specifications for the Computerization of the tax rolls, tax bills and tax records of the Town of Southold for the 1973 Town fiscal year. The sealed bids will be received by the Supervisor of the Town of Southold at the Supervisor's Office, 16 South Street, Greenport, New York, until 2:00 P. M. on January 15, 1973, at which time and place they will be publicly opened and read aloud. Specifications, for the execution of the work and bid forms can be examined and obtained from the Supervisor of the Town of Southold, 16 South Street, Greenport, New York. Bids must be upon and in accordance with the bid forms prepared by the Town, which bids shall be made and will be received upon the following conditions: Each bid must be accompanied by the deposit of a certified check made payable to the order of the Town of Southold in an amount of not less than Five (5%) Percentum of the total bid price, conditioned that if the bid is accepted, the successful bidder will enter into a. contract for the work within five (5) days from the date of the acceptance of the bid. All deposits except that of the successful bidder will be returned. Upon the acceptance of his bid, if the successful bidder fails to enter into a contract pursuant to the requirements of the Town, then the check deposited with the bid and the moneys standing to the credit of the same, shall be forfeited to the Town of Southold as liquidated damages. The Town Board of the Town of Southold reserves the right to reject any and all bids and to waive any and all informality in any bid should it be deemed in the best interest of the Town of Southold. All bids must be signed and enclosed in sealed envelopes plainly marked "Bid for Tax Computerization" and addressed to the Albert M. Martocchia, Supervisor, Town of Southold, 16 South Street, Greenport, New York. Dated: January 4 , 1972. ALBERT M. MARTOCCHIA SUPERVISOR, TOWN OF SOUTHOLD 16 South Street Greenport, New York 11944 -2- NOTICE TO BIDDERS HLY GIVEN, that t and reque - g all me mwork COUNTY OF SUFFOLK. ) a STATE OF NEW YORK. sa: the tax rolls, of . . . . . . . . Stuart C. Doruan the 1973 . . . . . . . . . . . . . . . . . . . . . being duly Sworn. Town ? The says that . . .R® . . is Printer and Publisher of the SUFFOLK ved by the of WEEKLY TIMES. a newspaper published at Greenport, in said Sou sor's offs Green county; and that the notice, of which the annexed is a printed part, copy, has been published in the said Suffolk Weekly Times time`; be k once in each week, for . . . . . . . . . . .one. . . . . . . . . . . . . weeks be successively commencing on the . . . . . , fourth. . . . . . . . . . . . . theJan 7 Su the of day of . . . 19. . . Son fA f;z8trest, z _ G New Ysr'k, . . . . . . . . . . . . . . . . . . . ,° ° I in ac— Sworn to before me thisliah . . .S . . . . . . dw bidsay of d � . . . ) be r Upon. the foowing c.�LCLt. . . .�. . . . . . . . lr mgstbeae6ompenied . . . . . . . .. . . . . . . . . . . . . .. . . . . . . . . . . . . . . . by the deposit of aeestifiedcheck )':EPLAWP,ENCE TO�PINSEND made payable to the order of the Y PUBLIC Of NEW YORK Town of Southold in the amount of Resn-, n <ulolk County flat less; than Five (6 ) Per- c o. 5213'S,;050 centumof the total bid price, v Cojvm ,ses eta o, 30, 19 cmditioned that if the bid is -- accepted, the successful bidder Will enter into a contract for the work within five (6) days from the date of the acceptance of the bid. All deposits except that of the successful bidder will be returned. Upon the acceptance of his bid, if the successful bidder fails to enter into a contract pursuant to the requirements of the Town, then the check deposited with the bid and the moneys standing to the credit of the same, shall be forfeited to the Town of Southold as llghddated dam es. The Town Hoard off the Town of Southold reserves the right to reject any and all bids and to waive any and all informality in any bid should it be deemed is the best interest of the Town of Southold. All bids must be signed and enclosed in sealed envelopes plainly marked "Bid for Tax Computerization"and addressed to the Albert M. Martocchia, Supervisor,Town of Southold, 16 South Street, Greenport, New York. Dated: January 4,. 1973 ALBERT M.MARTOCCHIA SUPERVISOR,TOWN OF SOUTHOLD 16 South Street Greenport,New York 11944 1TJ4 NOTICE TO BIDDERS NOTICE IS HEREBY GIVEN, that sealed bids are sought and requested for furnishing all materials and doing all work COUNTY OF SUFFOLK, 1 necessary for the performance STATE OF NEW YORK, 1 as: according to specifications for the Computerization of the tax rolls,tax bills and tax records of Stuart Dorman . . _ being duly Sworn. . . . . . . . the Town of Southold for the 1973 Town fiscal year. says that . . h@ is Printer and Publisher of the SUFFOLK The sealed bids will be received by the Supervisor of the Town of WEEKLY TIMES, a newspaper published at Greenport. in said Southold at the Supervisor's Office, 16 South Street, Green- county; and that the notice. of which the annexed is a printed port, New York, until 2:00 P.M. on January 15, 1973, at which copy, has been published in the said Suffolk Weekly Times time and place they will be ore publicaly opened and read aloud. once in each week, for . . . . . . weeks Specifications, for the execution fourth of the work and bid forms can be successively commencing on the examined and obtained from the Supervisor of the Town of day of . . . .January : 1973 Southold, 16 South Street, Greenport, New York. . . Bids must be upon and in ac- Sworn to before me this ' cordance with the bid forms - -- � prepared by the Town,which bids day of . . 1 !! 19 j f J shall be made and will be receive upon the following . . . _. . , .`. . . . _, :t. • ... • • . . . • ; •` ` , • , • • - condition: ✓// Each bid must be accompanied . • • • • • • • . • . . . . . . . • • • • - by the deposit of a certified check made payable to the order of the Town of Southold in the amount of notless, than Five (5 ) Per- centum of the total bid price, conditioned that if the bid is accepted, the successful bidder will enter into a contract for the work within five (5) days from the date of the acceptance of the bid. All deposits except that of the successful bidder will be returned. Upon the acceptance of his bid, if the successful bidder fails to enter into a contract pursuant to the requirements of the Town, then the check deposited with the bid and the moneys standing to the credit of the same, shall be forfeited to the Town of Southold as liquidated damages. The Town Board of the Town of Southold reserves the right to reject any and all bids and to waive any and all informality in any bid should it be deemed in the best interest of the Town of Southold. All bids must be signed and enclosed in sealed envelopes plainly marked "Bid for Tax Computerization" and addressed to the Albert M. Martocchia, Supervisor, Town of Southold, 16 South Street, Greenport, New York. Dated: January 4, 1973 ALBERT M.MARTOCCHIA SUPERVISOR,TOWN OF SOUTHOLD 16 South Street Greenport,New York 11944 1TJ4