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HomeMy WebLinkAboutSaffady, William WILLIAM SAFFADY Information Management Specialist 114 Second Place Brooklyn, NewYork 11231 718 246 4696 (phone) 718 246 4855 (fax) wsaffady~aoi, com PROPOSAL This is a proposal to conduct a needs assessment for an electronic content management system for property-related records malnta/ned by the Town of Southold. For additional information about any aspect of this proposal, please contact William Saffady, 114 Second Place, Brooklyn, NY 11231, telephone: 718-246-4696; fax: 718-246 4855; e- mail: wsaffady~aol.com STATEMENT OF WORK The consultant will perform the following tasks: Become familiar with the missions and record-related business processes in the Town departments covered by the needs assessment. These departments include the Building Department, the Planning Board, the Zoning Board of Appeals, the Town Trustees, Code Enforcement, the Assessor, Historic Preservation, Land Preservation, and Engineering. · 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 depat hnents 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. Prepare specifications, cost estimates, and an implementation timetable for the proposed electronic content management system. This information will be incorporated into the needs assessment report. 000044 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. PROJECTSCHEDULE Start-up and completion dates will be scheduled to meet the agency's requirements. The consultant suggests that site visits and interviews be completed within 10 weeks following project start-up. The draft report will be submitted for review by the Town within 3 weeks following completion of the site visits and interviews. The final report will be submitted within 2 weeks of receipt of comments by the Town. A suggested timetable is as follows: Contract with consultant Interviews and site visits completed Draft report submitted to Town Comments to consultant Final report prepared by September 1 by November 30 by December 15 by January 6 by January 15 The consultant believes that this timetable is conducive to proper completion of the proposed work within deadlines defined by LGRMIF guidelines. A shorter or different completion schedule may be possible if the Town requires it. COST The cost to complete the proposed consulting work is $18,000 to be paid on completion of the consulting assignment and acceptance of the work by the Town. The consultant will submit an invoice at that time. The proposed cost includes all consulting fees and expenses. It is based on 144 hours of consulting work at a rate of $125 per hour. All consulting services and report preparation will be performed by William Saffady. Subcontractors or additional consultants will not be utilized. CONSULTANT'S RESUME William Saffady is a Professor at the College of Information and Computer Science, Long Island UniversiW. He previously held faculty appointments at the State University of New York at Albany, Vanderbilt University, Pratt Institute, and Wayne State University. Dr. Saffady also teaches professional development seminars on records and information management topics for a variety of organizations. Those seminars have been attended by more than 15,000 persons since the mid-1970s. Dr. Saffady is the author of over three dozen books and many articles on information management topics, including records management, electronic document management, information storage technologies, and library automation. His latest book, Digital Document Management, was published by the Association of Records Managers and Administrators (ARMA International) in 2007. Other recent rifles include Records and Information Management: Fundamentals of Professional Practice (2004), Records and Information Management: a Benchmarking Study of Large U.S. Industrial Companies (2002), Managing Electronic Records, Third Edition (2002), Electronic Document Imagtng: Technology, Applications, Implementation (2001), and Micrographics: Technology for the Twenty-First Century (2000), all of which were published in the indicated years by the ARMA International. Dr. Saffady is a Fellow of ARMA International. In addition to teaching and writing, Dr. Saffady serves as a consultant, providing training and analytical services, to corporations, government agencies, and other organizations. His clients have included the following: U.S. Government Agencies Central Intelligence Agency Federal Aviation Administration Federal Reserve Board Federal Bureau of Investigation Internal Revenue Service National Archives and Records Administration National Security Agency U.S. Army Corps of Engineers U.S. Army Information Systems Command U.S. Army Research Office U.S. Department of the Interior (U.S. Geological Survey) U.S. Department of Transportation U.S. Navy, Naval Air Test Center U.S. Navy, NAVSEA Operations U.S. Senate Computer Center State and Local Government Agencies Albany County Airport Authority Brooklyn Borough President City of Boca Raton, Florida City of Newburgh, New York Police Department City of New York, Board of Education City of New York, Department of Information Technology and Telecommunications City of New York, Department of Finance City of New York, DelY, utment of Parks and Recreation City of New York, Depm haent of Probation City of New York, Depm~tment of Housing Preservation and Development City of New York, Division of Youth and Community Development City of New York, Division of Records and Information Services City of Tampa, Florida City of Troy, New York City University of New York Columbia County Clerk District of Columbia, Department of General Services Dormitory Authority of the State of New York Florida State Archives Georgia State Archives Hudson County Clerk (New Jersey) Idaho Power Company Lewis County Clerk Maricopa County (Arizona) Department of Archives New Orleans Notarial Archives New York City Health and Hospitals Corporation New York City Transit Authority New York County (Manhattan) District Attorney New York City Economic Development Corporation New York City Employees' Retirement System New York State Archives and Records Administration New York State Department of Motor Vehicles New York State Library Orange County (New York) Rensselaer County Clerk Roosevelt Island Operating Corporation San Bemardino County (California) Santa Barbara County (California) Santa Margarita Water District (California) Schenectady County Clerk Schoharie County Clerk Sonoma County Water District (California) State of Delaware, DeIntrtment of Archives and History State of South Carolina, Department of Archives and t-hstory State of West Virginia, Department of State Tennessee State Library and Archives Town of Brookhaven, New York Town of Darien, Connecticut 000047 Town of Greenburgh, New York Town of Guildefland, New York Town of Harrison, New York Town of Hilton Head Island, South Carolina Town of New Windsor, New York Police Department Town of Oyster Bay, New York Town of North East, New York Town of Rye, New York Town of Somers, New York Village of Lynbrook, New York Corporations and other businesses ACE Group of Companies Astra-Merck Company Auto-Graphics Incorporated Avon Products Bank of America Berry & Leftwich Attorneys Bethlehem Steel Boehringer Ingelheim Caltex Petroleum CD-MAX Incorporated Celanese Chubb Group CIS Incorporated Coming Glass Works Dataquest Du Pont Merck Pharmaceutical Company Educational Testing Service Equitable Life Assurance Society Espy, Huston and Associates Exxon-Mobil Corporation General Motors Corporation Glaxo Wellcome Hardee's Food Services Hewitt Associates Hoffman LaRoche Pharmaceuticals Hooker Chemical Interdok Corporation Lee County Electric Cooperative Loral Electronics Manufacturers Hanover Trust Martin Marietta Energy Microsoft MITRE Corporation Pennsylvania Power and Light 000048 Petersen and Company Pierce-Leahy Corporation Public Service Company of New Mexico Purdue Pharma Ricoh Rockwell-Collins Schering-Plough Singer Company Southwest Electhc Power Company (SWEPCO) Standard Oil of Indiana (Amoco Production Company) Sterling Drug Company TECO Energy Texas Guaranteed Student Loan Corporation Teijin America Temple Inland Thomdike Deland and Associates Western Farmers Elect~c Cooperative Wilmer, Cutler and Picketing Attorneys Wyeth-Ayerst Laboratories Zasio Enterprises Educational Institutions Albany City School District Berkshire Union Free School District Copiague Union Frae School District Enlarged City School District of Troy Massachusetts Institute of Technology Massapequa Union Free School District North Babylon Union Free School District Rockland County BOCES Ulster County BOCES University of North Carolina University of Notre Dame Other Organizations American Red Cross Asian Development Bank Brooklyn Botanic Garden Brooklyn Hospital Catholic Relief Services C.G. Jung Foundation Howard Hughes Medical Institute Inter-American Development Bank Lincoln Center Development Project Mohawk Valley Library Association Museum of Modem Art 000049 The Jockey Club Upper Hudson Library System World Bank Dr. Saffady also served as an expert witness, providing opinions and reports in the following cases: On behalf of the plaintiffs in Hayday et al. v. North American Philips (1992). A settlement was reached in favor of the plaintiffs. On behalf of the plaintiffs in Searcy et al. v. North American Philips (1995). A settlement was reached in favor of the plaintiffs. On behalf of the plaintiffin United States of America v. North American Philips (1995). A settlement was reached in favor of the plaintiff On behalf of the Internal Revenue Service in Bell and Howell Company v. the Commissioner oflnternal Revenue (1997). A settlement was reached prior to trial. On behalf of the plaintiff in Mobil Oil Corporation v. Grinnell Corporation and Diversified Information Technologies (2002-2003). The plaintiffs received a substantial damages award, which was upheld upon appeal. On behalf of the plaintiff in Brooklyn Hospital v. Grinnell Corporation (2005). This case is ongoing. LGRMIF Projects Within the last eight years, Dr. Saffady has completed needs assessments and other consulting assignments funded by LGRM1F grants for the following New York State local governments: Town of Guilderland (1998): analysis of four town departments: Assessor, Building Inspector, Planning and Zoning, and Town Engineer. Recommendations were funded by the New York State Archives in the 1999-2000 grant cycle. Town of Greenburgh (1998): analysis of methods for management of computer printouts. Recommendations were fully funded by the New York State Archives in the 1999-2000 grant cycle. City of Troy (1998): analysis of business processes in Bureau of Code Enforcement, Personnel Office, Finance Office, and Mayor's Office. Recommendations were fully funded by the New York State Archives in the 1999-2000 grant cycle. 00050 City of New York (1999): analysis of records management methods for Division of Records and Information Services. Ulster County Board of Cooperative Educational Services (1999): inventory of electronic records ma/ntalned by four school districts served by Ulster BOCES. Follow-up grant funded in 2000-2001 grant cycle. · Enlarged City School District of Troy (1999): survey of electronic records ma/ntained by selected business offices. · Berkshire Union Free School District (1999): analysis of vital records protection for electronic records. Town of Somers (1999): analysis of business processes in five departments: Assessor, Town Planner, Town Engineer, Building Inspector, and Receiver of Taxes. Recommendations were fully funded by the New York State Archives in 2000-2001 grant cycle. Town of Rye (2000): analysis of business processes in three town departments: Assessor, Receiver of Taxes, and Building Inspector. Recommendations were funded by the New York State Amhives in 2001-2002 grant cycle. Town of North East (2000): analysis of business processes in four town depm hnents: Assessor, Planning, Zoning, and Building Inspector. Recommendations were funded by the New York State Archives in 2001-2002 grant cycle. Ulster County Board of Cooperative Educational Services (2000): development of retention schedules for electronic records maintained by three school districts served by Ulster BOCES. · Town of New Windsor (2001): analysis offmgerprinting requirements for criminal records maintained by Police Department. Completed in March 2001. Village of Lynbrook (2001): analysis of business processes in five village departments: Assessor, Village Clerk, Village Court, Building Inspector, and Police Department. Completed in May 2001. Recommendations funded by the New York State Archives in the 2002-2003 grant cycle. · New York City Board of Education (2001): analysis of business processes for teacher records, including feasibility study for imaging requirements. Completed June 2001. Lewis County Clerk (2001-2002): business process analysis for land and court records. Completed January 2002. Recommendations fully funded by the New York State Archives in the 2002-2003 grant cycle. 000051 New York City, Dept. of Housing Preservation and Development (2001-2002): needs assessment for document imaging implementation. Completed January 2002. Town/Village of Harrison (2001-2002): business process analysis in three departments: Assessor, Building Department, and Engineering Department. Completed January 2002. Recommendations fully funded by the New York State Archives in the 2002-2003 grant cycle. Massapequa Union Free School District (2002): analysis of inactive student, special education, and business records. Completed June 2002. Copiague Union Free School District (2002-2003): inventory and planning project involving student and business department records. Completed June 2003. North Babylon Union Free School District (2002-2003): inventory and planning project involving inactive records in offsite storage. Completed June 2003. Brooklyn Borough President (2003-2004): analysis of business processes for control of constituent correspondence. Completed February 2004. Recommendations funded by the New York State Archives in 2005-6 grant cycle. New York City Department of Probation (2003-2004): needs assessment for management of probation case files in borough branches. Completed February 2004. Recommendations funded by the New York State Archives in 2004-5 grunt cycle. New York City Depm tment of Parks and Recreation (2003-2004): needs assessment for management of records in selected divisions.. Completed June 2004. Recommendations funded by the New York State Archives in 2004-5 grant cycle. Roosevelt Island Operating Corporation (2004-2005): needs assessment for management of records of public benefit company. Completed in December 2004. Recommendations funded by the New York State Archives in 2005-6 grant cycle. Rockland County BOCES (2004-5): needs assessment for imaging services to be offered to component school districts. Completed in December 2004. Recommendations funded by the New York State Archives in 2005-6 grant cycle. 00052 New York County District Attorney (2004-5): needs assessment for electronic document imaging. Completed in June 2005. Recommendations funded by the New York State Archives in 2006-7 grant cycle. · New York City Department of Finance (2004-5): revision of retention schedules for records maintained by six divisions. Completed in June 2005. New York City Department of Information and Telecommunications Technology (2004-5): evaluation of historical records maintained by Citywide GIS Unit, NYC.gov, and 311 non-emergency service. Completed in June 2005. Columbia County Clerk (2004-5): survey of vital electronic records with recommendations for disaster recovery. Completed in June 2005. Recommendations funded by the New York State Archives in 2006-7 grant cycle. New York City Department of Finance (2005-6): survey of vital electronic records with recommendations for disaster recovery. Completed in June 2006. New York City Department of Youth and Community Development (2006-7): needs assessment for records associated with Out of School Time (OST) program. Completed in June 2007. New York City Health and Hospitals Corporation (2006-7): needs assessment for further development of the agency's document management system. Completed in February 2007. City University of New York (2006-7): needs assessment for records management on CUNY campuses and in central office. Completed in June 2007. Recommendations funded by the New York State Archives in 2007-8 grant cycle. · Town of Oyster Bay (2006-7): needs assessment / survey of record retention practices in Town depmhnents. Completed in June 2007. · Brooklyn Borough President (2007-8): needs assessment for historical records maintained by topographical unit. This project is ongoing now. · Albany City School District (2007-8): inventory and needs assessment for electronic records. This project is ongoing now. City University of New York (20074): pilot implementation and testing of new CUNY retention schedule at Bronx Community College and John Jay College. This project is ongoing now. Page 1 of 1 Neville, Elizabeth From: wsaffady@aol.com Sent: Thursday, December 06, 2007 11:35 AM To: Neville, Elizabeth Subject: Re: proposal Attachments: Southold RFQ.doc; Consultant list.doc Betty: Attached is a draft of the RFQ for consulting services for the needs assessment. You will need to get 3 quotes fi.om consultants. I can be one of them. You will need two more. I am attaching some names of consultants selected from a list provided by the NY State Archives. Bill Saffady ..... Original Message ..... From: Neville, Elizabeth <E.Neville@town.southold.ny.us> To: wsaffady~aol.com Sent: Wed, 5 Dec 2007 1:10 pm Subject: proposal Hi Bill, I attended the NYS Archives Grant Workshop yesterday. I will need a proposal from you with a break down of the services you will be providing. The Town would like to have the needs assessment done in order to apply in the 2008-09 grant cycle for the "ECMS" Land Management Program to manage the active records of the Building Dept., Planning Board, Zoning Board of Appeals, Town Trustees, Code Enforcement, and Assessors land records. initially, you stated that you would also assist with the writing of the grant. You mentioned that the RFP I submitted with last year's grant could easily be tweaked into a shorter RFQ? I need to get something in writing from you to talk to my Supervisor and Town Board about soon. Elizabeth A. Neville Southold Town Clerk PO Box 1179 Southold, NY 11971 Tel 631 765-1800 Fax 631 765-6145 More new features than ever. Check out the new AOL Mail! 12/15/2007 Here is a summary of the work steps we discussed for the needs assessment: · Study the work that has been done to date, especially the transcripts of the interviews with Town departments. · Conduct additional interviews, as necessary, to clarify specific points and obtain additional information. These interviews could probably be done by telephone. Write 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 value of implementing a property information SYstem. The report will address the issues raised by evaluators of the rejected grant application. Prepare specifications, cost estimates, and implementation timetable for the proposed system. This information will be incorporated into the needs assessment report. · Identify software developers that offer property information system products compatible with the Town's requirements as defined by the needs assessment. Develop a more detailed RFQ that can be used to solicit quotes from software developers for purposes of submitting a new grant application. Obtain and evaluate quotes. · Write the narrative portion of the new LGRMIF grant application, which will be coordinated with the needs assessment report. As we discussed the cost of this work is $11,000, including all consulting fees and expenses.