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RECEIVED
JAN 1 1 2008
TOWN OF SOUTHOLD
Southold Town C1ebQUEST FOR QUOTATIONS FOR CONSULTING SERVICES FOR
RECORDS MANAGEMENT NEEDS ASSESSMENT
December 6, 2007
The Town of South old is seeking quotations from qualified consultants to conduct a
needs assessment for an electronic content management system (ECMS) for storage and
retrieval of active property-related records maintained by the following departments of
Town government: the Building Department, the Planning Board, the Zoning Board of
Appeals, the Town Trustees, Code Enforcement, and the Assessor. In 2006, the Town
conducted its own needs assessment, including in-depth interviews with knowledgeable
persons in Town departments, for the proposed ECMS. The consultant will be expected
to build upon and further develop that assessment.
The purpose of this RFQ is to establish the budget for consulting services for this project.
Pending approval of the project by the funding source, the Town expects to initiate
procurement for consulting services sometime after August 1, 2008. Consultants
responding to this RFQ may be asked to re-validate their quotations at that time. At its
option, the Town may issue a request for proposals prior to procurement.
STATEMENT OF WORK
Consulting services for this project will begin on or about August 1, 2008. All work must
be completed by January 15, 2009. The consultant selected for this project will be
required to perform the following tasks:
. Become familiar with the missions and record-related business processes in the
Town departments covered by the needs assessment.
. Study the work that has been done to date, especially the transcripts of interviews
with Town departments.
. Conduct additional interviews and site visits, as necessary, to clarify specific
points and obtain additional information.
. Prepare a needs assessment report that will explain the purpose of the project,
describe existing business processes in the departments covered by the
assessment, evaluate the existing business processes, and prepare
recommendations for improvement, emphasizing the potential for and benefits of
an electronic content management system for the Town's property-related
records. The Town plans to use the needs assessment report as the basis for a
grant from the Local Government Records Management Improvement Fund for
acquisition and implementation of an electronic content management system. The
Town expects to apply for this funding in the 2009-2010 grant cycle, for which
applications are due by February I, 2009.
. Prepare specifications, cost estimates, and an implementation timetable for the
proposed electronic content management system. This information is to be
incorporated into the needs assessment report.
. Identify and advise about software developers that offer electronic content
management products that are compatible with the Town's requirements as
defined by the needs assessment.
. Develop a detailed RFQ that can be used by the Town to solicit quotes from
software developers for purposes of submitting a new grant application.
PREPARATION OF QUOTES
· Quotes submitted in response to this RFQ must be received by 5 p.m. EST on
Friday, January 11,2008.
. Quotes are to be e-mailedtoE.Neville@town.southold.ny.us
. Quotes must specify:
o The number of hours of consulting services to perform the work specified
in this RFQ
o The hourly rate for consulting services
o The total cost of consulting services, including all consulting labor and
any related expenses
· Quotes must be accompanied by a brief statement of the consultant's
qualifications to perform the proposed work.
· Quotes are to be limited to the information specified above. Lengthy proposals
are not required or desired.