HomeMy WebLinkAboutNeeds Assessment for ECMS (consultant)
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I FROM: (pLEASE PRINT1 PHONE ( 631
I Elizabeth A. Neville
Southold Town Clerk
53095 Main Road
I PO Box 1179
I Southold, NY 11971
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FROM: (pLEASEPftlNT)
Elizabeth A. Neville
Southold Town Clerk
53095 Main Road
PO Box 1179
Southold, NY 11971
FOR PICKUP OR TRACKING
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Albany, NY 12230
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SOUTHOLO MPO
SOUTHOLO, New York
119711000
3548330971-0097
,02/01/2008 (800)275-877704:15:12 PM
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Sales Receipt
Product Sale Unit Final
Description Qty Price Price
ALBANY NY 12230 $38.90
Zone-2 Express Mail
PO-Add
6 lb. 3.60 oz.
Label #: EB387391019US
Next Day Noon /
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Paid by account: $36.90
EMCA number: 119294
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Issue PVI: $0.00
HAUPPAUGE NY 11788 $19.50
Zone-1 Express Mail
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Label #: EB387390999US
Next Day Noon /
Normal Delivery
Paid by account: $19.50
EMCA number: 119294
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Issue PVI:
$0.00
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Total:
$0.00
Local Govemment Records Management Improvement Fund
DO NOT WR.I'tl; IN THIS SPACE
Log Number Date Received
Grant Project Application (LG-AP) 2008-2009
Local Government (Name)
Town of Southold
Chief Admini_ve OfIIcer (Lest Neme, First Name, Mr./Ms.)
Russell, Scott A., Mr.
Tille
Supervisor, Town at Southld
Addre.. (Str&et, City, Zip Code)
53095 Main Road, PO Box 1179, Southold, NY 11971
Project Director (Last Name, First Name, Mr.IMs.)
Neville Elizabeth A., Mrs.
Title
Town Cieri<., RMO
Addre.. (Str&et, City, Zip Code)
53095 Main Road, PO Box 1179, Southold, NY 11971
Recorda Management OfIIcer (RMO) (Last Name, Filst Name, Mr lM..)
Neville, Elizabeth A., Mrs.
TIlle
Town Clerk, RMO
Address (street, City, Zip Code)
53095 Meln Road, PO Box 1179, Southld, NY 11971
RMO appointed? Yes No N/A
Ye.r RMO was appointed: 1988
DepartmentlUnn (REQUIRED)
Records Management
County
Suffolk
Telephone Number/Extenslon
(631) 765-1889
Fax Number
(631) 765-1823
E-mail Addre..
s.russell@town.southold.ny.u.
Telephone Number/Extension
(631) 765-1800 >228
Fax Number
(631) 765-6145
E-mail Addrass
e.nevllle@town.southold.ny.us
Telephone NumbarlExtenslon
(631) 765-1800 >228
E-mail Addre..
..nevllled!ltown.80uthold.ny.us
Appropriate schedule adopted?
Year schedule was adopted: 1980
Application Type (Check one):
Pro 'ect Cat 0 Check the a ro riate cate 0
INVENTORY Records Inventory
AND PLANNING 0 Records Survey and Program Planning
o Office Retention Scheduling
MICROFilM (no sub-categories) EDUCATIONAL USES (no sub-categories)
ACTIVE Files Management Disaster/Business Recovery Planning Indexing and Access
RECORDS 0 Imaging and Document Management 0 Geographic Information Systems DeGovemment
o Records Systems ~ Business Process Analysis 0 County Land Records Initiative
Assessing Your Historical Records Facility Improvement
o Improving Access 0 Preservation 0 Outreach and Public Programs
Cooperative Complex Disaster Recovery
- no more than 1 cate 0 and 1 subcate 0
o Planning and Design
o Storage and Retrieval
HISTORICAL
RECORDS
Amount Re uested: $ 18,000.00
Project Summary (Complete in this box.
Number of Grants Previousl Received: 9
Describe project, including scope, objectives, and description of records.)
The Town of Southold is seeking the services of a consultant for the purpose of conducting a needs assessment analysiS
of the open active permit records of the Town Building, Planning, Zoning Board of Appeals, Town Trustees, Code
Enforcement, Historic Preservation, Land Preservation, Enginaering, and Assessors land management departments to
examine the current business processes and workflow, and evaluate possible procedural and technological changes, and
develop procedures and policies for the overall project. Stand-alone computers are currently being utilized that cannot
read each other electronically and are creating inefficient distribution of and limited aacess to their information. In addition
important closed permit and approval information is available in the Town's Laserfiche Records Management system but
departments do not always take advantage of this data when reviewing open applications which can result in inconsistent
approvals that violate past approvals and conditions. The assessment will include a feasibil~y study to evaluate
implementing an electronic content management system integrated with the Town's existing Laserfiche Records
Management system to improve the management of the Town's active property related records. This needs assessment
will address records management issues by helping to: (1) make informed choices based on documented needs and
ability to implement and maintain such technology; (2) identify system requirements for a specific technology; (3) address
records management issues directly when designing new systems; (4) avoid costly mistakes; (5) Provide information and
analysis to assist with the writing of a future fundable grant application in next years' 2008-2009 LGRMIF grant cycle.
G00001
Local Government Records Management Improvement Fund - Grant Project Application (LG-AP) - page two
Please check off boxes in the first column to indicate that you have included all required
forms. Assemble your application packet in the same order as the checklist below.
Applicant
Grant Project Application (LG-AP)
Checklist for Participants (LG-PA) (Mark only if a cooperative project)
Appendix A and Appendix A-1 G
Payee ID Form and Data Capture Form
Application Narrative Form (LG-NA)
Project-Specific Forms and Materials
Budget Code and Narrative Forms
Budget Summary (FS-20)
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Certification and Approval
The following signatures cartify that the local govemment agrees to the conditions outlined in Appendix A and Appendix
A-1 G.
I hereby certify that I am either the applicanfs 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 are
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 form a binding agreement. I also
understand that immediate written notice will be provided to the grants program office if at any time I leam that its
certification was erroneous when submitted, or has become erroneous by reason of changed circumstances.
1/31/08
Type or print the neme end tiUe of the Chief Administrative Officer
John P. Sepenoskl, Deputy Supervisor, Town of Southold
Type or print the name and' f the Records Management Officer
Ellzebeth A. Neville, Town Cle RMO
Telephone NumberlExtenslon
631 765-1800 x228
Reviewed by
Date
Submit an original and eight (8) copies to:
New York State Archives
Grants Administration Unit
9A81 Cultural Education Center,
Albany, NY 12230
000002
20. OMNIBUS PROCUREMENT ACT OF 1992. It is the policy of New York State to maximize opportunities for the
participation of New Yark State business enterprises, including minority and women.owned business enterprises as bidders,
subcontractors and suppliers on its procurement contracts.
Information on the availability of New York State subcontractors and suppliers is available from:
NYS Department of Economic Development
Division for Small Business
30 South Pearl St -- 7~ Floor
Albany, New York 12245
Telephone: 518-292-5220
A directory of certified minority and women-owned business enterprises is available from:
NYS Department of Economic Development
Division of Minority and Women's Business Development
30 South Pearl St .. 2nd Floor
Albany, New York 12245
hrtp://www.empire.state.ny.us
The Omnibus Procurement Act of 1992 requires that by signing this bid proposal or contract, as applicable, Contractors certiJY
that whenever the total bid amount is greater than $1 million:
(aJ The Contractor has made reasonable efforts to encourage the participation of New York State Business Enterprises as
suppliers and subcontractors, including certified minority and women-owned business enterprises, on this project, and has
retained the documentation of these efforts to be provided upon request to the State;
(b) The Contractor has complied with the Federal Equal Opportunity Act of 1972 (Pol. 92-261), as amended;
(c) The Contractor agrees to make reasonable efforts to provide notification to New York State residents of employment
opportunities on this project through listing any such positions with the Job Service Division of the New York State Department
of Labor, or providing such notification in such manner as is consistent with existing collective bargaining oonttacts or
agreements. The Contractor agrees to document these efforts and to provide said documentation to the State upon request; and
(d) The Contractor acknowledges notice that the State may seek to obtain offset credits from foreign countries as a result of this
contract and agrees to cooperate with the State in these efforts.
21. REOPROOTY AND SANCTIONS PROVISIONS. Bidders are hereby notified that if their principal place of business is
located in a country, nation, province, state or political subdivision that penalizes New York State vendors, and if the goods or
services they offer will be substantially produced or performed outside New York State, the Omnibus Procurement Act. 1994 and
2000 amendments (Chapter 684 and Chapter 383, respectively) require that they be denied contract.s which they would otherwise
obtain. NOTE: As of May 15, 2002, the list of discriminatory jurisdict.ions subject to this provision includes the states of South
Carolina, Alaska, West Virginia, Wyoming, Louisiana and Hawaii. Contact. NYS Department of Economic Development for a
current list of jurisdictions subject to this provision.
22. PURaIASES OF APPAREL. In accordance with Stale Finance Law 162 (4-a), the State shall not purchase any apparel
from any vendor unable or unwilling to certify that: (i) such apparel was manufact.ured in compliance with all applicable labor
and occupational safety laws, including, but not limited to, child labor laws, wage and hours laws and workplace safety laws, and
(ii) vendor will supply, with its bid (or, if not a bid situation, prior to or at the time of signing a contract. with the State), if known,
the names and addresses of each subcontractor and a list of all manufacturing plants to be utilized by the bidder.
(Revised May 2003)
shall mean recruitment, employment, job assignment, promotion, upgradings, demotion, transfer, layoff, or termination and rates
of payor other fonus of compensation;
(b) at the request of the contracting agency, the Contractor shall request each employment agency, labor union, or authorized
representative of workers with which it has a collective bargaining or other agreement or understanding, to furnish a written
statement that such employment agency, labor union or representative will not discriminate on the basis of race, creed, color,
national origin, sex, age, disability or marital status and that such Wlion or representative will affirmatively cooperate in the
implementation of the contractor's obligations herein; and
(c) the Contractor shall state, in all solicitations or advertisements for employees, that, in the performance of the State contract,
all qualified applicants will be afforded equal employment opportunities without discrimination because of race, creed, color,
national origin, sex, age, disability or marital status.
Contractor will include the provisions of lIa'\ lib", and "c" above, in every subcontract over $25,000.00 for the construction,
demolition, replacement, major repair, renovation, plarming or design of real property and improvements thereon (the "Work")
except where the Work is for the beneficial use of the Contractor. Section 312 does not apply to: (i) work, goods or services
unrelated to this contract; or (ii) employment outside New York State; or (iii) banking services, insurance policies or the sale of
securities. The State shall consider compliance by a contractor or subcontractor with the requirements of any federal law
concerning equal employment opportunity which effectuates the purpose of this section. The contracting agency shall determine
whether the imposition of the requirements of the provisions hereof duplicate or conflict with any such federal law and if such
duplication or conflict exists, the contracting agency shall waive the applicability of Section 312 to the extent of such duplication
or conflict. Contractor will comply with all duly promulgated and lawful rules and regulations of the Governor's Office of
Minority and Women's Business Development pertaining hereto.
13. CONFLICflNG TERMS. In the event of a conflict between the terms of the contract (including any and all attachments
thereto and amendments thereo/) and the terms of this Appendix A, the terms of this Appendix A shall control.
14. GOVERNING LAW. This contract shall be governed by the laws of the State of New Vork except where the Federal
supremacy clause requires otherwise.
15. LATE PAYMENT. Timeliness of payment and any interest to be paid to Contractor for late payment shall be governed by
Article II-A of the State Finance Law to the extent required by law.
16. NO ARBITRATION. Disputes involving this contract, including the breach or alleged breach thereof, may not be submitted
to binding arbitration (except where statutorily anthorized), but must, instead, be heard in a court of competent jurisdiction of the
State of New York.
17. SERVICE OF PROCESS. In addition to the methods of service allowed by the State Civil Practice Law & Rules
("CPLR"), Contractor hereby consents to service of process upon it by registered or certified mail, return receipt requested.
Service hereunder shall be complete upon Contractor's actual receipt of process or upon the State's receipt of the return thereof by
the United States Postal Service as refused or undeliverable. Contractor must promptly notify the State, in writing, of each and
every change of address to which service of process can be made. Service by the State to the last known address shall be
sufficient. Contractor will have thirty (30) calendar days after service hereunder is complete in which to respond.
18. PROHIBITION ON PURCHASE OF TROPICAL HARDWOODS. The Contractor certifies and warrants that all wood
products to be used under this contract award will be in accordance with, but not limited to, the specifications and provisions of
State Finance Law ~165. (Use of Tropical Hardwoods) which prohibits purchase and use of tropical hardwoods, unle.s
specifically exempted, by the State or any govermnental agency or political subdivision or public benefit corporation. Qualifica-
tion for an exemption under this law will be the responsibility of the contractor to establish to meet with the approval of the State.
In addition, when any portion of this contract involving the use of woods, whether supply or installation, is to be performed by
any subcontractor, the prime Contractor will indicate and certify in the submitted bid proposal that the subcontractor has been
informed and is in compliance with specifications and provi.ions regarding use of tropical hardwoods as detailed in ~ 165 State
Finance Law. Any such use must meet with the approval of the State; ntherwise, the bid may not be considered responsive. Under
bidder certifications, proof of qualification for exemption will be the responsibility of the Contractor to meet with the approval of
the State.
19. MACBRIDE FAIR EMPLOYMENT PRINCIPLES. In accordance with the MacBride Fair Employment Principles
(Chapter 807 of the Laws of 1992), the Contractor hereby stipulates that the Contractor either (a) has no business operations in
Northern Ireland, or (b) shall take lawful steps in good faith to conduct any business operations in Northern Ireland in accordance
with the MacBride Fair Employment Principles (as described in Section 165 of the New York State Finance Law), and shall
permit independent monitoring of compliance with such principles.
or shall participate in an international hoycott in violation of the federal Export Administration Act of 1979 (50 USC App.
Sections 240 I et seq.) or regulations thereunder. If such Contractor, or any of the aforesaid affiliates of Contractor, is convicted
or is otherwise found to have violated said laws or regulations upon the final determination of the United States Commerce
Department or any other appropriate agency of the United States subsequent to the contract's execution, such contract,
amendment or modification thereto shall he rendered forfeit and void. The Contractor shall so notify the State Comptroller
within five (5) business days of such conviction, determination or disposition of appeal (2NYCRR 105.4)
9. SET-OFF RIGHTS. The State shall have all of its common law, equitable and statutory rights of set-off. These rights shall
inclnde, but not be limited to, the State's option to withhold for the purposes of set-off any moneys due to the Contractor under
this contract up to any amounts due and owing to the State with regard to this contract, any other contract with any State
department or agency, including any contract for a term commencing prior to the term of this contrac~ plus any amounts due and
owing to the State for any other reason including, without limitation, tax delinquencies, fee delinquencies or monetary penalties
relative thereto. The State shall exercise its set-off rights in accordance with normal State practices including, in cases of set-off
pursuant to an audi~ the finalization of such audit by the State agency, its representatives, or the State Comptroller.
10. RECORDS. The Contractor shall establish and maintain complete and accurate hooks, records, documents, accounts and
other evidence direcdy pertinent to performance under this contract (hereinafter, collectively, "the Records") The Records must
be kept for the balance of the calendar year in which they were made and for six (6) additional years thereafter. The State
Comptroller, the Attorncy General and any other person or entity authorized to conduct an examination, as well as the agency or
agencies involved in this contrac~ shall have access to the Records during normal business hours at an office of the Contractor
within the State of New York or, if no such offIce is available, at a mutually agreeable and reasonable venue within the State, for
the term specified above for the purposes of inspection, anditing and copying. The State shall take reasonable steps to protect
from public disclosure any of the Records which are exempt from disclosure under Section 87 of the Public OffIcers Law (the
"Statute") provided that: (i) the Contractor shall timely inform an appropriate State offIcial, in writing, that said records should
not be disclosed; and (ii) said records shall be sufficiendy identified; and (iii) designation of said records as exempt under the
Statute is reasonable. Nothing contained herein shall diminish, or in any way adversely affec~ the State's right to discovery in
any pending or futore litigation.
11. IDENTIFYING INFORMATION AND PRIVACY NOTIFICATION. (a) FEDERAL EMPLOYER IDENTIFICATION
NUMBER and/or FEDERAL SOCIAL SECURITY NUMBER All invoices or New York State standard vouchers submitted for
payment for the sale of goods or services or the lease of real or personal property to a New York State agency must include the
payee's identification number, Le., the seller's or lessor's identification number. The number is either the payee's Federal
employer identification number or Federal social security number, or both such numbers when the payee has both such numbers.
Failure to include this number or numbers may delay payment Where the payee does not have such number or numbers, the
payee, on its invoice or New Yark State standard voucher, must give the reason or reasons why the payee does not have such
number or numbers.
(b) PRIVACY NOTIFICATION. (I) The authority to request the ahove personal information from a seller of goods or services
or a lessor of real or personal property, and the authority to maintain such information, is found in Section 5 of the State Tax
Law. Disclosure of this information by the seller or lessor to the State is mandatory. The principal purpose for which the
information is collected is to enable the State to identify individuals, businesses and others who have been delinquent in filing tax
returns or rnay have understated their tax liabilities and to generally identify persons affected by the taxes administered by the
Commissioner of Taxation and Finance. The information will be used for tax administration purposes and for any other purpose
authorized by law.
(2) The personal information is requested by the purchasing unit of the agency contracting to purchase the goods or services or
lease the real or personal property covered by this contract or lease. The information is maintained in New York State's Central
Accounting System by the Director of Accounting Operations, OffIce of the State Comptroller, AESOB, Albany, New York
12236.
12. EOUAL EMPLOYMENT OPPORTUNITIES FOR MINORITIES AND WOMEN. In accordance with Section 312 of
the Executive Law, if this contract is: (i) a written agreement or purchase order instrument, providing for a total expenditure in
excess of $25,000.00, whereby a contracting agency is committed to expend or does expend foods in return for lahor, services,
supplies, equipmen~ materials or any combination of the foregoing, to be performed for, or rendered or furnished to the
contracting agency; or (ii) a written agreement in excess of $1 00,000.00 whereby a contracting agency is committed to expend or
does expend funds for the acquisition, construction, demolition, replacement, major repair or renovation of real property and
improvements thereon; or (iii) a written agreement in excess of $100,000.00 whereby the owner of a State assisted housing
project is committed to expend or does expend funds for the acquisition, construction, demolition, replacemen~ major repair or
renovation of real property and improvements thereon for such project, then:
(a) The Contractor will not discriminate against employees or applicants for employment because of race, creed, color, national
origin, sex, age, disability or marital status, and will undertake or continue existing programs of affirmative action to ensure that
minority group members and women are afforded equal employment opportunities without discrimination. Atf1rmative action
Required for Federal and State Discretionary Grant Programs
APPENDIX A
STANDARD CLAUSES FOR NYS CONTRACTS
The parties to the attached contract,license, lease, amendment or other agreement of any kind (hereinafter, "the contract"
or "this contractj agree to be bound by the following clauses which are hereby made a part of the contract (the word "Contractor"
herein refers to any party other than the State I whether a contractor I licenser, licensee, lessor, lessee or any other party):
I. EXECUTORY CLAUSE. In accordance with Section 41 of the State Finance Law, the State shall have no liability under
this contract to the Contractor or to anyone else beyond funds appropriated and available for this contract.
2. NON-ASSIGNMENT CLAUSE. In accordance with Section 138 of the State Finance Law, this contract may not be assigned
by the Contractor or its right, title or interest therein assigned, transferred, conveyed, sublet or otherwise disposed of without the
previQUS consent, in writing, of the State and any attempts to assign the contract without the State's written consent are null and
void. The Contractor may. however, assign its right to receive payment without the State's prior written consent unless this
contract concerns Certificates of Participation pursuant to Article 5-A of the State Finance Law.
3. COMPTROLLER'S APPROVAL. . Unlels exempt by law or the Office of the State Comptroller's policy, in accordance
with Section 112 of the State Finance Law (or, if this contract is with the State University or City University of New York,
Section 355 or Section 6218 of the Education Law), if this contract exceeds $15,000 (or the minimum tluesholds agreed to by the
Office of the State Comptroller for certain S.U.N.Y. and C.U.N.Y. contracts), or if this is an amendment for any amount to a
contract which, as so amended, exceeds said statutory amount, or if, by this contract, the State agrees to give something other
than money when the value or reasonably estimated value of such consideration exceeds $10,000, it shall not be valid, effective
or binding upon the State until it has been approved by the State Comptroller and filed in his office. Comptroller's approval of
contracts let by the Office of General Services is required when such contracts exceed $30,000 (State Finance Law Section
163.6.a).
4. WORKERS' COMPENSATION BENEFITS. In accordance with Section 142 of the State Finance Law, this contract shall
be void and of no force and effect unless the Contractor shall provide and maintain coverage during the life of this contract for
the benefit of such employees as are required to be covered by the provisions of the Workers' Compensation Law.
S. NON-DISCRIMINATION REOUlREMENTS. To the extent required by Article 15 of the Executive Law (also known as
the Human Rights Law) and all other State and Federal statutory and constitutional non-discrimination provisions, the Contractor
will not discriminate against any employee or applicant for employment because of race, creed, color, sex, national origin, sexual
orientation, age, disability, genetic predisposition or carrier status, or marital status. Furthermore, in accordance with Section
22O-e of the Labor Law, if this is a contract for the construction, alteration or repair of any public building or public work or for
the manufacture, sale or distribution of materials, equipment or supplies, and to the extent that this contract shall be performed
within the State of New York, Contractor agrees that neither it nor its subcontractors shall, by reason of race, creed, color,
disability, sex, or national urigin: (a) discriminate in hiring against any New York State citizen who is qualified and available to
perform the work; or (b) discriminate against or intimidate any employee hired for the performance of work under this contract.
If this is a building service contract as dermed in Section 230 of the Labor Law, then, in accordance with Section 239 thereof,
Contractor agrees that neither it Dor its subcontractors shall by reason of race, creed, color, national origin, age, sex or disability:
(a) discriminate in hiring against any New York State citizen who is qualified and available to perform the work; or (b)
discriminate against or intimidate any employee hired for the performance of work under this contract. Contractor is subject to
fines of $50.00 per person pet day for any violation of Section 220.e or Section 239 as well as possible termination of this
contract and forfeiture of all moneys due hereunder for a second or subsequent violation.
6. WAGE AND HOURS PROVISIONS. If this is a public work contract covered by Article 8 of the Labor Law or a building
service contract covered by Article 9 thereof. neither Contractor's employees nor the employees of its subcontractors may be
required or permitted to work more than the number of hours or days stated in said statutes, except as otherwise provided in the
Labor Law and as set forth in prevailing wage and supplement schedules issued by the State Labor Department. Furthermore,
Contractor and its subcontractors must pay at least the prevailing wage rate and payor provide the prevailing supplements,
inclnding the premium rates for overtime pay, as determined by the State Labor Department in accordance with the Labor Law.
7. NON-COLLUSIVE BIDDING CERTIFICATION. In accordance with Section 139-d of tbe State Finance Law, if this
contract was awarded based upon the submission of bids, Contractor warrants, under penalty of petjury, that its bid was arrived at
independently and without collusion aimed at restricting competition. Contractor further warrants that, at the time Contractor
submitted its bid, an authorized and responsible person executed and delivered to the State a non-collusive bidding certification
on Contractor's behalf
8. INTERNATIONAL BOYCOTI PROHIBITION. In accordance with Section 220-f of the Labor Law and Section 139-h of
the State Finance Law, if this contract exceeds $5,000, the Contractor agrees, as a material condition of the contract, that neither
the Contractor nor any substantially owned or affiliated person, fum, partnership or corporation has participated, is participating,
APPENDIX A-I G
General
A. In the event that the Contractor shall receive, from any source whatsoever, sums the
payment of which is in consideration for 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
found at htto:/www.nvsed.~ov/cafe/.
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 adjust 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 form so that it will be ready for copyright in the name of the New York State
Education Department. Should the Contractor use the services of consultants or other
organizations or individuals who are not regular employees of the Contractor, the
Contractor and such organization or individual shall, prior to the performance of any
work pursuant to this agreement, enter into a written agreement, duly executed, which
shall set forth the services to be provided by such organization or individual and the
consideration therefor. Such agreement shall provide that any copyrightable work
produced pursuant to said agreement shall be the sole and exclusive property of the 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 result 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.
E. No failure 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 travel, lodging, and subsistence shall be reimbursed in accordance with the
policies stipulated in the aforementioned Fiscal guidelines.
G. No fees shall be charged by the Contractor for training provided under this agreement.
H. Nothing herein shall require the State to adopt the curriculum developed pursuant to this
agreement.
I. 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.
J. 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
enforceable contract. Therefore, a signature on behalf of the Contractor will bind the
Contractor to all the terms and conditions stated therein.
K. The parties to this agreement intend the foregoing writing to be the final, complete, and
exclusive expression of all the terms of their agreement.
PI (9/06)
THE STATE EDUCATION DEPARTMENT /THE UNIVERSITY OF THE STATE OF NEWYORKI
ALBANY, NY 12234
PAYEE INFORMATION
In order to receive funds from the NYS Education Department, ALL SEmONS of this form will need to be completed
and returned with oriainal sianature to the Education Department program office as part of your grant application.
SectIon I: Institution Identifying Information
Contact Person/Telephone Number
Elizabeth A. Neville 631 765-1800
I Exact Legal Name of Agency
Town of SOuthold
l Business name, (If different from above)
~
li Payment/Fiscal Agent (If different from above)
~ Scott A. Russell, Supervisor, Town of SOuthold
i Address (number, street, and apt. or suite no.) 10 which checks will be mailed
j PO Sox 1179
... City, State, and ZIP code (+ 4 digits) or Foreign City, Country & Postal Code
SOuthold, New Yori 11971
Federal Employer Identification Number (FEIN) of this agency is: [] [] - ~ [Q] @I [] [!] ~ [!]
* Provide FEIN of recipient agency regardless of payment/fiscal agent
Municipality Code (If agency is a local government): ~ [!] @] 00 [!] [!J @] @] ~ @] @] @]
Section II: Agency Profile
1. This agency is a (check one) 0 Non-Profit Organization 0 For Profit Organization
2. This agency is a (check one) 0 Sectarian Organization 0 Non-sectarian Organization
3. Is this agency chartered or incorporated by the New York State Soard of Regents? (Check one) 0 Yes 0 No
4. Is any member of the Soard of Directors an employee of the NYS Education Department?
o Yes, please name 0 No
Section III: Charity Registration Number Status (NON-PROFIT ORGANIZATIONS ONLY)
Answer QIU, of the four questions listed below.
1. The charity registration number CNOT a tax exempt or Federal ID number) of this organization is:
2. 0 This organization has applied for a charity registration number from the Department of State but has not as yet
been notified of the authorized number granted.
3. 0 This organization is exempt from 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.
4. 0 This organization is exempt from the requirement of registering with the Department of State as a charitable
organization pursuant to the Department of state Exemption category indicated below (Please read attached
Bulletin No. G-79 and the Summary of Exemption categories and check ONE Exemption category listed below, if
applicable).
o Exemption category 1
o Exemption category 5
o Exemption category 2
o Exemption category 6
o Exemption category 3
o Exemption category 7
o Exemption category 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.
John P. Sepenoski, Deputy Supervisor, Town of Southold
Chief Administrative Agency Official{ Authorized Designee (Please Print)
ignature - Chief Administrative Agency Official{ Authorized Designee
Date
---.-.-.-.-.-.-.-.-.-.-.-.-.-.-.-.-.-.-.-.-.-.-
SED USE ONLY: Deputy Area/Program Office
Institution 10: \s I 0 l~ CI:J co==r=J
I have reviewed the payee information contained herein and hereby approve this agency for payment.
Program Office (Please Print)
Deputy Area (Please Print)
Program Manager (Please Print)
Signature - Program Manager
Date
-.-.-.-.-.-.-.-.-.-.-.-.-.-.-.-.-.-.-.-.-.-.-.-
SED USE ONLY:
Grants Finance
SED Agency Number{BEDS Code (if applicable):
Institution Type: LIIr=D
Institution Subtype:
CD co==r=J
LIIr=D
Interest Eligible: 0 yes
o no
Reviewer:
Date:
.4 new york state
Pt.. archives
Grants Administration Unit
Cultural Education Center, Albany, NY 12230
(518) 474-6926 t Fax (518) 486-1647 t www.archives.nysed.gov
Standard Data Capture Form
In order for your institution or agency to be officially registered with the State Education
Department we need to accurately collect some basic information from you
Please provide the following basic information about your organization:
Legal Name (as contained on a charter, license or other such document):
Town of Southold
Physical address (this is the primary address where your organization is located):
Street 53095 Main Road
City Southold
State New York
Zip code 11971
Mailing Address (check here _ if this is the same as your physical address)
Street Post Office Box 1179
City Southold
State New York
Zip code 11971
County of primary location (the county that your primary address is located in):
Suffolk
School District of primary location (the school district where your primary address is located):
School District #5 Southold #610 NYS income tax return number
Date Established (the date or year that your organization or institution was originally established): 1640
Phone number: (631 ) 765 -1800
Fax number: (631) 765 - 6145
Web URL: southoldtown,northfork.net
Email address:e.neville@town.southold.ny.us
Name and Title of Chief Executive Officer (CEO): Scott A. Russell, Supervisor, Town of Southold
CEO's phone number: (631) 765 -1889
CEO's fax number: ( 631) 765 - 1823
CEO's e-mail address:s.russell@town.southold.ny.us
Parent Organization (if applicable):
Please include this form with your completed and signed Payee Information Form
RESOLUTION 2008-145
ADOPTED
DOC ID: 3566
THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2008-145 WAS
ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON
JANUARY 29, 2008:
RESOLVED that the Town Board of the Town of Southold hereby authorizes and directs
Supervisor Scott A. Russell to execute an Active Records l!I'ant application. in the amount
0($18.000.00 to the New York State Education Department. New York State Archives and
Records Administration. under the 2008-2009 (LGRMIF) Local Government Records
Management Improvement Fund grant program, for the purpose of hiring a consultant to perform
a needs assessment for a (ECMS) Electronic Content Management System.
p&j_i.qa2f- /11..
Elizabeth A. Neville
Southold Town Clerk
RESULT: ADOPTED [UNANIMOUS]
MOVER: Albert Krupski Jr., Councilman
SECONDER: Vincent Orlando, Councilman
AYES: Ruland, Orlando, Krupski Jr., Wickham, Evans
ABSENT: Scott Russell
000003
TOWN OF SOUTHOLD
REQUEST FOR QUOTATIONS FOR CONSULTING SERVICES FOR
RECORDS MANAGEMENT NEEDS ASSESSMENT
December 6, 2007
The Town of Southold 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, Historic Preservation, Land
Preservation, Engineering, 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 I, 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 I, 2008. All work must
be completed by January IS, 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
000004
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 1, 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.
000005
flocal 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 $36,285,333. Full-time: 216 Part-time: 62
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, provide
qualitative descriptions and quantitative data about the problem, and explain why the
project is a high priority (10 points)
b. Identify specific records that will be involved, and any previous grant-funded projects
related to these records and this project. [5 points]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)
c. 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
ro'ect. 5 oints
Narrative:
1.a. The specific records management problem that this project will address is
coordination and communication among the town land management departments regarding
their open active permits and applications. These are active records that are reviewed and
updated constantly on a daily basis by many persons. The status of a permit application can
change from one minute to the next on a daily basis. It is very important that all staff in these
departments are made aware of each other's reports, inspections, and other circumstances
as they occur and that all staff have easy access to any existing historical data related to the
application available in the Town's Laserfiche Records Management system. Each
department currently stores the information on their own stand alone computers that cannot
New York State Archives
Fonn LG-NA 9/2007
000006
read one another electronically. Therefore, each others information must be provided to one
another verbally and on paper. There just is not enough time and staff to do this. These are
all very busy offices with a constant flow of foot traffic and telephone calls from the public.
The current business processes are providing a very inefficient distribution of information and
limited access to information.
Qualitative descriDtions and auantitative data about the Droblem
(1) Applicants and/or their attorneys do not always present complete and uniform information
on their applications. They sometimes give departments different versions of the required
survey and approvals by other agencies.
(2) In order to file for a Building Permit, the applicant must submit permits from other out-of-
house agencies such as the NYSDEC., Corps of Army Engineers, NYSDOT. 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.
LG.NA (Sept 2006)
000007
(5) Permits are sometimes issued in error by other departments and agencies due to
these inconsistencies.
(6) Duplicate field inspections and other work is sometimes 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.
(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) Prior approvals and conditions such as scenic easements, covenants and restrictions
and subdivision requirements are often overlooked when reviewing new applications
resulting in contradictory approvals. There is no central depository such as a database
for this information. It is feared that preserved land will be built upon in error or
accessory buildings built in the incorrect areas and the land compromised.
New York State Archives
Fonn LG~NA 9/2007
000008
This oroiect is a hiah orioritv for the followina reasons:
1. The number of applications have greatly increased over the last several years.
2. Staff cannot be increased due to budget and space restrictions.
3. We are not a one campus Town Hall operation. In 2004 we outgrew the initial Town Hall
and had to rent office space at a nearby bank for a town hall annex.
4. Four years later there is no room for expansion in either one of these buildings and no
additional office space is available locally. There is no other available office space for
expansion. Furthermore, there is no money in the town budget to undertake any further
expansion of office space or to hire additional employees. Analyzing our current
processes and technology in order to develop and implement more efficient processes
and systems will be more cost effective and allow us to use existing staff and office
resources.
5. It is necessary to facilitate this group process to be able to better serve our clientele.
The inconvenience to the public of having to travel back and forth between the two
buildings is a great burden on them. The buildings are located approximately one
quarter of a mile apart and they often have to go back and forth several times because of
the inefficiency of the sharing of information.
7. In accordance with the recommendations of the grant reviewers in the 2007-2008 grant
LG-NA (Sept 2006)
- O{)0009
cycle, we are asking for funding for an outside consultant to perform this needs
assessment to analyze and identify our current records keeping problems, evaluate
possible procedural and technological changes, and recommend the best solution to our
problems.
1.b. Specific records that will be involved are as follows:
Buildina Deoartment Records Series/Forms:
(1) Application for Building Permit.
(2) Inspection forms for: foundation, framing, rough plumbing, insulation, stairs, and final
inspections.
(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.
New York State Archives
Fonn LG-NA 9/2007
000010
(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.
Plannina 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
LG-NA (Sept 2006)
OGOG!1
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.
General Data; WetlandITrustees Lands Data; Coastal Erosion Data; Notice to Adjacent
Property Owners; Environment Assessment Form; LWRP Consistency Assessment
Form; Agent Authorization Form (if applicable); Transactional Disclosure Form.
(28) Field InspectionlWork Session Report.
(29) Reported Violation Log.
(30) Amendment to Wetlands Permit.
Zoninq 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.
New York State Archives
POnTI LG-NA 9/2007
D00012
(39) Stop Work Order Form.
(40) Cease and Desist Form.
(41) Appearance Ticket.
(42) Court Docket Information Form.
Land Preservation Department
(43) Applications for Development Right and Open Space Preservation.
Assessors Office
(44) Assessment Records and property cards.
Previous grant-funded projects relating to these records and this project are as
follows:
The town has not previously received any funding for a needs assessment of any type.
(1) Imaging project was partially grant-funded. The state awarded funds for a wide scale
scanner for the Town funded imaging project in which the Laser Fiche Digital Imaging
System was installed. This system deals with the completed closed files after the permits
are granted and the files closed they are scanned and indexed into Laserfiche then sent
to inactive storage.
(2) Microfilming Project was partially funded. The state awarded funds for the Archive
Writer microfilm machine. The town funded the purchase of film and developing,
maintenance. all supplies and staff for this project. Again, this project deals with the
completed closed files after the permits are granted. The scanned images in Laserfiche
LG-NA (Sept 2006)
000013
are set-up for microfilming on the Archive Writer.
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 must develop a solution to manage our daily active open records
more efficiently by allowing the sharing of these records as they are created in their
active phase by all pertinent town departments, staff and the general public.
1c. Reason funding from this grant is needed.
The Town does not have the funds necessary to engage the services of a qualified
consultant to perform an outside needs assessment They are on an austerity budget
and pledge to taxpayers to keep the increase in taxes to a certain percent each year.
The tax increase covers only the cost of living raises to union employees.
It was strongly recommended by the grant reviewers in last year's grant cycle that the
town obtain an independent needs assessment and systems specifications before
implementing a new lands records management system. In accordance with their
request, application is being made in this 2008-2009 grant cycle to fund the cost of an
outside independent consultant to perform this needs assessment.
New York State Archives
Fonn LG-NA 9/2007
1I00014
II. Intended Results (maximum 10 points)
a. Identify each intended result (specific products, time and cost savings, or services), and
describe the anticipated benefits. (5 points)
b. Describe in detail how the project will contribute to the development of a records
management program. (5 points)
Narrative:
II. a. Intended Results
The proposed project will address the problems discussed above. Upon completion of the
project, the Town will have:
1. A comprehensive survey and assessment of business processes associated with
property-related records maintained by 9 Town departments, with special attention
given to the interrelationship of these records.
2. A definitive determination of the Town's recommendations for an electronic content
management system for property-related records.
3. A feasibility analysis with cost estimates for an electronic content management system
for property-related records.
4. Complete technical specifications, which the Town can use to evaluate electronic
content management products and select a system that meets its needs.
5. A detailed implementation plan for an electronic content management system.
6. Once the needs assessment is completed and we are able to implement it, the
LG-NA (Sept 2006)
U00015
following benefits will be derived from it:
· Elimination of paper.
· Elimination of inconsistent and contradictory approvals.
· Reduction in the amount of time to provide information to departments in local
govemment and outside agencies.
· Reduce the amount of money it takes to complete processes.
· Recommendations of Policies and procedures that will be needed to make the new
technology work better for us.
II. b. Contributes to the development of a records management program.
· Ensures the best use of your current resources for managing records.
· Enables you to develop a new record keeping system to address the problems that
you wish to solve.
· Enables you to address records management issues directly when designing new
systems.
· Provides information and analysis to help write fund able grant applications in the
future thereby furthering the development and enhancement of your records
management program.
· Helps to avoid costly mistakes.
III. Plan of Work (maximum 30 points)
a. Provide a detailed outline of the proposed work activities and a timetable that
shows when each phase of the project will be completed, demonstrates the soundness of
the method proposed, and demonstrates the project's goals are attainable by 30 June
2009. (15 points)
b. Address each of the requirements of the relevant project category and subcategory. (5
points)
New York State Archives
Form LG-NA 912007
000016
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.
III. a. Proposed Work Activities and timetable...
Consultant will perform the following tasks:
1. Familiarize himself with the missions and record-related business processes in
the town departments covered by the needs assessment. These departments include the
Building Department, Planning Board, Zoning Board of Appeals, Town Trustees, Code
Enforcement, Historic Presrevation, Land Preservation, Engineering and the Assessors.
2. Study the work that has been done to date, especially the transcripts of interviews with
the town departments.
3. Conduct additional interviews and site visits, as necessary, to clarify specific points and
obtain additional information.
4. Prepare a needs assessment 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 needs for 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.
LG-NA (Sept 2006)
G00017
5. 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.
6. 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.
7. Develop a detailed RFQ that can be used by the Town to solicit quotes from software
developers for the purposes of submitting a new grant application.
Timetable:
1. Contract with consultant by September I
2. Interviews and site visits completed by November 30
3. Draft report submitted to town by December 15
4. Comments to consultant by January 6
5. Final report prepared by January 15
The town is confident that the proposed project is of manageable scope, that it can be completed on
schedule, and that it will have a successful outcome.
To carry out the project, the Town is requesting grant support in the amount of $18,000. The requested
funds will be used for consulting services. A preliminary decision has been made to go with William
Saffady for the following reasons:
· Mr. Saffady appears to be the most qualified, best suited consultant for our purposes.
· He has performed work in the area before that was evaluated first hand by the RMO who
supports and agrees with his work processes..
· In speaking with the vendors, he appears to be the one that provided the most detail in terms of
New York State Archives
Fonn LG-NA 9/2007
000018
how he approaches and looks at a project and how he processes the information in a thorough
manner.
. Another added plus is the fact that he is locally situated on Long Island. This will provide
greater accessibility and facilitate transportation. A preliminary informal RFQ was sent out in
August 2007 to the consultants listed on the NYS Archives website and many negative
responses were received from the majority of the consultants due to their geographical
locations and travel distance.
III. b. Requirements of relevant project category and subcategory
1. Current business processes:
. Currently the town departments utilize stand alone computers that cannot read each
other electronically. This creates a knowledge management problem. Staff from the
various departments must verbally speak to one another and make duplicate copies of
all paperwork as the application progresses on a daily basis.
· An application for a building permit for a single family dwelling must be accompanied
by all of the necessary approvals from other departments as well as outside
jurisdiction. Applicants may come into the Building Department and ask for a sit-down
to determine what other agencies they are within the jurisdiction of so that they may
go out and get all of the required approvals you need to come back to the Building
Department and file the Building Permit application. They need the actual approval
from these other agencies, not just proof that they applied. They are given a checklist
to complete and provide all of the pertinent information on. Only then are they
LG-NA (Sept 2006)
(;00019
considered to have a complete application and get a building permit number assigned.
In order for an applicant to go to the Planning Board, Zoning Board of Appeals,
Trustees, Land Preservation, or Engineering they must first go to the Building
Department and go through this process. The Building Department then refers the
application, by means of an internal form, to the Planning Board or Zoning Board of
Appeals, Trustees, and whatever other departments necessary to start the process.
After they receive the approval from these other departments or boards, they go back
to the Building Department and are then considered to have a full application that the
Building Department can act upon and base their approval upon. This is a very
onerous process. Staff must photocopy numerous copies for the various boards and
walk back and forth. At times, it becomes very difficult for departments to determine
the actual status of an application due to the current business processes. The
Building Department must go to the Assessors Office for property record cards and
deeds, and often input or help with reading a title search. The property record cards
also have a history of building permits listed on them. They are in constant contact
with the Assessors during the whole process.
2. Problems due to inefficient and inconsistent orocessina of information in dealina
.with hiah foot traffic and lack of soace.
. This creates a monumental workload and places a great burden on the staff in
every department. There is a huge amount of foot traffic and telephone calls
received in each department on a daily basis.
New York State Archives
Fonn LG-NA 9/2007
000020
. Currently, all the department heads are asking for extra staff to handle the work.
The cost for a clerk or clerk-typist is a minimal $35,000. (salary+benefits); an
administrative assistant or site plan reviewer can range from $40,000. to $50,000.
Multiply these figures times 9 departments: Building Department, Planning Board;
Zoning Board of Appeals; Trustees (wetlands); Code Enforcement; Historic
Preservation; Land Preservation; Engineering; Assessors. The figure could easily
reach well over $300,000. to $400,000. just for salaries.
. But the subject is really mute because there would be absolutely no space to locate
these additional employees in Town Hall or the Town Hall Annex (at the local bank)
or money in the town budget to pay for further expansion or additional employees.
3. Business Process Analvsis/Assessment will address records manaaement issues bv
helping to:
. Develop new and improved business processes and procedure before
implementing a new technology solution.
. Make informed technology choices based on documented needs and ability to
implement and maintain such technology.
. Avoid costly mistakes.
. Address records management issues directly when designing new systems.
LG-NA (Sept 2006)
U00021
. Provide information and analysis to help write future fundable grant applications.
Records Manaaement focus:
The project has a very important records management focus and future records management
needs relating to retention and security issues and preservation of electronic records.
Policies and procedures to address these needs will be added to the Towns Records
Management Policies and Procedures Manual which is being updated.
III. c. Responsible parties for performing each project activity.
1. The consultant William Saffady will be responsible for the development of the needs
assessment and provide all consulting services himself. Qualifications attached.
2. Town Clerk/RMO will provide in-kind services of staff time and project management
and will organize schedules and department meetings and provide whatever is
necessary in order to meet the needs of the vendor/consultant. Qualifications
attached.
3. IT Department will assist the vendor/consultant with staff time, input, information and
whatever is necessary to meet the needs of the vendor/consultant. Qualifications
attached.
4. Departments & Staff were very cooperative during interviews and excited about
improving their business processes and work flow and pledged their support for the
New York State Archives
Fonn LG-NA 9/2007
000022
project.
III. d. Why one solution was preferred over another.
1. The outside consultant/vendor was preferred over the in-house needs assessment
because the grant reviewers in the 2007-2008 grant cycle strongly recommended an
independent needs assessment and system specifications by an outside consultant.
2. The Town is aware that an Electronic Content Management System is a huge
undertaking. Our project team (RMO, IT personnel, town departments heads and
staff) is very qualified and talented and has the internal knowledge of the Town.
Engaging the services of an experienced highly qualified records management
consultant with expertise in the field of electronic documents management to work
together with the Town Project Team, and involving town departments heads and staff
at the onset of the planning stages will help to make informed decisions on changes in
business process and ensure the best record keeping product choices and successful
implementation in the long run.
IV. Local Government Support for Records Management (maximum 10 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. Demonstrate contributions to this project. (5 points)
LG-NA (Sept 2006)
000023
Narrative:
IV. a. Contributions to this oroiect:
1. The Town will contribute salarv/benefits/time for Town Clerk. RMO to orovide the
followina:
a. Project Management and coordination.
b. Staff time and input from RMO as project director.
c. Provide documents, reference research materials that the vendor will need in order to
write the proposed needs assessment.
d. Organize schedules and department meetings and whatever is necessary in order to
meet the vendor's needs
2. The Town will contribute salarv/benefits/time for the IT Deoartment Network
Administrator and Technical Coordinators to orovide the followina:
a. Assistance and support.
b. Whatever else is necessary in order to meet the vendor's needs.
3. The Town welcomes and encourages the continued cooperation shown by the town
department heads and staff during the interviews and their pledge of support for this
project.
IV. b. Maintenance of this oroiect and records manaaement in aeneral over the lona
New York State Archives
FOl1n LG-NA 9/2007
000024
!!!:!:n.;.
· The Southold Town Board is very supportive of this needs assessment and the future
application for the Electronic Content Management System. They are very interested
in providing technological solutions to better serve our constituents in a more efficient
and timely manner.
· The Southold Town Board has always been very supportive of all records management
projects and technology projects that have been implemented.
· If this grant for the needs assessment is granted and the future planned grant for the
Electronic Content Management System is granted the Town Board pledges to provide
whatever is necessary in the way of staff, budget, and equipment to implement it in the
very best manner possible. I have witnessed this to be their policy over the years,
regardless of any changes in elected offices.
· Maintenance and periodic upgrades for all records systems hardware and software is
provided for in the town budget, as well as daily and weekly back-up tapes of the
network and servers and off-site storage of tapes.
· Provides salary and benefits for full-time records management assistant and salary for
one part-time data entry clerk and several high school interns in records management
office. Provides all needed equipment and supplies for records management for the
inactive storage facility, digital imaging system, and Archive Writer.
LG-NA (Sept 2006)
000025
. Supports and encourages RMO attendance at NYS Archives workshops and
educational training at NYALGRO, NYSTCA Annual Conferences, IIMC Municipal Clerk
Education and Certification at Cornell University on an annual basis. Participation as
President of L.1. Nassau/Suffolk Town Clerk's Association, and Director for L.1. District
#1 in NYSTCA. All of these workshops and educational training sessions include
records management courses.
New York State Archives
FOlm LG-NA 9/2007
000026
BIOGRAPHICAL SKETCH
OF
ELIZABETH A. NEVILLE
Experience & Education
. Elected to the office of Town Clerk in 1997. Currently serving in third four (4) year term of office
beginning on January 1,1998.
· Began career with the Town of Southold in 1968 as Secretary/Stenographer to the Building Department,
Planning Board, and Zoning Board of Appeals
. Appointed Deputy Town Clerk in 1975 and served in that position until 1997.
. Also serves as Registrar of Vital Statistics, Freedom ofInformation Officer,
. Records Management Officer, Marriage Officer, Passport Acceptance Agent
. Served as Project Manager for the past nine (9) LGRMlF Grants
. Resident and native of Town of Southold
. Graduated from Southold High School
. Attended Suffolk County Community College
. Cornell University Municipal Clerk's Institute 2003-present
Professional Associations:
. Member & currently President of Nassau/Suffolk Town Clerks Association.
. Member & Director of New York State Town Clerks Association also serves on By-Laws.
Committee 2002-2003, attends all regional directors meetings and Annual Conferences.
· Member New York Association of Local Government Records Officers, attends Annual Conferences and
Workshops on a regular basis.
. Member IIMC currently serving on Records Management Committee.
· Grant Reviewer for the New York State Archives Local Government Records Management Grant
Program for 4 years.
· Member of Executive Board of the New York State Association of Towns and Member of Resolutions
Committee, attends Annual Conferences in NYC.
Certifications
· Received the designation of "Registered Municipal Clerk" in 2002 and pursues continuing education on
a regular basis.
· Awarded the designation of "Certified Municipal Clerk" in 2005 upon completion of the three year
Cornell University Municipal Clerks Institute at Ithaca, NY
. Currently working on "Master Municipal Clerk" certification
Major Accomplishments since taking office in 1998: BAS Town Clerk Cash Receipting Computer Software
Program: LASERFICHE digital imaging system; Microftlmine: with Archive Writer received $48,347. grant
through NYS Archives LGRMlF; MINUTE TRAO Automated Agenda, Minutes, Legal Notices, Public
Hearings, &Communications Software Program. MEDIA TRAO Live Video Meetings www.townclerk.com
(;00027
Accomplishments since taking office in 1998:
BAS Town Clerk Cash Receiotine: com outer software oroe:ram. I was responsible for the
procuring and installation of this program for the receipt of all monies received by the
Town Clerk's Office. The Town Clerk's Office receives all monies from all town
departments, with the exception of the Tax Receiver and Trustees who receive and receipt
their own departments monies. Prior to this, all receipts were handwritten and placed in
one cash drawer. Each clerk in my office now has their own cash drawer and is responsible
for the receipt and reconciliation of all monies received by them during the course of the
day. All monies received by my office are deposited on a daily basis
LASERFICHE Dilrltal Imae:ine: Svstem. I orchestrated the procurement and installation
of the Laserfiche Digital Imaging System. Records and documents are fed into a scanning
machine which digitally images them into the computer system, then a template with
identifying information is created which enables you to search for the information by
entering some key information such as name, subject, date, etc. within a matter of seconds
you are able to print a copy of the document. This system has revolutionized the issuance
of building permits and processing of FOIL request. All ofthe Town Board, ZBA, planning
Board, Trustee minutes, permits and records have been scanned into the system and are
now available at our finger tips rather than going down into the basement and searching
through boxes. In 1998 I attended the NYSTCA annual meeting at Saratoga Springs
upstate New York. One of the many presentations I attended was a demonstration of this
system. I was so impressed by it that after the demo I spoke to the CEO of the company
Nien Ling Wacker. The company is based in California. She graciously offered to come to
my town to give a demonstration to town officials and department heads. When she asked
the name of my Town and I said "South old" she was greatly surprised. She is married to
one of Bob and Ronnie Wacker's sons, and they often visit them in Cutchogue. A date was
set-up and the demo was a great success. The Town Board supported the technology and
due to the leadership of Councilman John Romanelli, it was accomplished. After much
planning and budgetary allocations, the system was installed in July 2001. Since that time
we have scanned in thousands and thousands of documents which are now available on the
system and will continue to do so in the future to maintain this valuable infrastructure tool
that has been put in place under my administration. There are two (2) public terminal
available in the hallway at Town Hall, one by my office and one near the Building
Department whereby the general pubic can search and retrieve the information they wish.
Also, two (2) public terminals at the Town Hall Annex. The number of inquiries are
automatically recorded on the system. In recent weeks, the number of inquiries have gone
over 5,000 per week. I feel this is a means of providing efficient and timely professional
service to my constituents of the Town of South old. My thanks to the members of the
Town Technical team John Sepenoski and Lloyd Reisenberg for their endless assistance.
MICROFILIMING was the next innovation to take place in the Southold Town Clerk's
Office. The State Education Department New York State Archives awarded a LGRMIF
grant in the amount of $48,317.00 for the purchase of an" Archive Writer" microfilm
machine which captures the digital images from the Laserfiche system and microfilms
them. In addition to the digital targets for resolution and density, we also have digital
records management targets. Microfilming is very important for "Emergency
Preparedness Planning" and the possible future need to restore town records should a
disaster of any type destroy the town hall records and computers and servers. The
archival quality microfilm that is bein2 created is stored in a undef2round vault.
000028
MINUTE TRAO Town Board Meetin2 Mana2ement Software Pr02ram -
Documents, controls, and tracks distribution and approval of Town Board resolutions.
Electronically creates Town Board agenda with full text resolutions available to general
public in paper copy and on town website. This software program creates agenda, minutes,
certified resolutions, legal notices, and communications for Town Board meetings. In
addition, it provides an index and search engine to enable quick and efficient retrieval of
all this information for research and review at the stroke of a key!
MEDIA TRAO 24/7 Webcasting of Town Board meetings was initiated in May 2007. This
is an additional option of the foregoing "Minute Traq" program. This new feature allows
you to view recent Town Board meeting 24/7 by accessing them one of two ways: On the
town's website: southoldtown.northfork.net On the first page right hand side you will see
"Town Board meetings" in red print, click on that and it will bring up a box telling you
that you are being directed to another site, click on that and it will bring you to
townclerk.com, type in our zip code 11971 on the right side and it will bring up Southold
Town on the left side, click on that and it win bring you to the Town of South old meetings.
Follow the directions for accessing Town Board meetings. Or you can just go directly to
townclerk.com on the internet following the same directions.
PASSPORTS. I received training for myself and staff to enable my office to become a
Federal Passport Acceptance Agency. The reason I did this was to make it easier for town
residents to apply for their passports so that they didn't have to travel to Riverhead or
beyond to apply for them. We assist them with submitting the proper documentation and
properly completing their applications, collecting the fees and then transmitting them by
mail to the Passport Agency.
DONATION OF OFFICE FURNITURE FOR TOWN HALL: Through an acquaintance
of mine, I was able to obtain a large donation of used high quality office furniture and
workstations for use throughout Town Hall and the Annex. The moving and installation
of the furniture was made possible with the assistance and cooperation of the Public Works
Department.
Professional Associations:
Member & President of NassaulSuffolk Counties Town Clerks Association
Member & Director of New York State Town Clerks Association
Member New York Association of Local Government Records Officers
Member IIMC International Institute of Municipal Clerks Association
Member IIMC Records Management Committee
Member of Executive Board of the New York State Association of Towns
Served as a Grant Reviewer for the New York State Archives for four (4) years.
Received the designation of "Registered Municipal Clerk" in 2002 and pursue continuing
education on a regular basis in order to better serve you. I recently, July 2OOS, have been
awarded the designation of "Certified Municipal Clerk" upon completion of the three year
Cornell University Municipal Clerks Institute at Ithaca, New York. Currently working
towards "Master Municipal Clerk" desi2nation throu2h Cornell University.
000029
The Town Clerk's Office is often referred to as the "Doorway to Town Hall" We are here
to assist and serve you. I am very fortunate to have a very ahle talented staff to assist me
in my office. You are only as good as the people around you and I am very fortunate to
have the hest of the best!
I take pride in my office and providing as many services as possible to my constituents in a
efficient and professional manner. I also strive to assist every department and person in
Town Hall in every way that I can in order to make everything better for them and
everyone in the Town of South old.
000030
Elizabeth A. Neville. Southold Town Clerk
Duties
The Town Clerk is a elected position with a four (4) year term of office. I have been Town
Clerk since January 1998. I have been elected to two (2) four terms of office. I am in the fourth
year of my second term. However, I am not a new comer to Town Hall. I have worked for the
Town of Southold since 1968. I started in the Building Department as secretary, also working as
stenographer to the Planning Board and Zoning Board of Appeals. In 1975 I became Deputy
Town Clerk. So, I guess that makes me one of the old timers at Town Hall.
The office of municipal clerk is one of the oldest of public servants in local government,
along with the tax collector. The profession dates back before biblical times when they were the
early keepers of the archives. The title "Clerk" as we know it developed from the Latin clericus.
During the Middle Ages, when scholarship and writing were limited to the clergy, clerk came to
mean a scholar, one who could read and write and serve as a notary public, secretary, accountant,
and recorder.
In today's world, the duties of the Town Clerk have multiplied many times over. In
addition, to Town Clerk, I also serve as Registrar of Vital Statistics, Marriage Officer, Records
Management Officer and Freedom of Information Officer. I will briefly describe each of these
offices and their duties and responsibilities.
Town Clerk: The main title of Town Clerk encompasses some 100 + duties under state law.
Some of the ones you may be more familiar with are the issuance of licenses and permits, such
as dog licenses, marriage licenses and certifications, bingo and games of chance licenses, all
types of hunting licenses, junk dealer licenses to name a few. Beach permits, shellfish permits,
handicapped parking permits, fireworks permits, alarm system permits, peddling permits, soil
removal permits, house trailer permits, tourist/trailer camp permits, yard sale permits, highway
excavation permits, all scavenger waste district permits, all disposal area permits, sale of garbage
bags, receipt of tipping fees from the disposal area, billing and receipt of rents from the Fishers
Island Sewer District are but a few of the various licenses and permits issued in my office.
As Records Management Officer, the Town Clerk is the custodian of all town records,
books, and papers of all of the departments and offices in the town. The Town Clerk is
responsible for the management, use, and preservation of all town records. I have been writing
grants for the Town Clerks Office since the inception of the grants program in 1990 and have
atrained over $200,000.00 in records management grants for the town. I was recently awarded
Grant in the amount of$48,317.00 for microfilming.
The Town Clerk is the recording officer for the Town Board and attends and records all
meetings of the Town Board, prepares minutes, and certified resolutions, sends correspondence
and notices.
The Town Clerk also acts as the Freedom of Information Officer, or FOIL Officer
providing copies of town records as requested. If the information is immediately located in the
Town Clerk's Office, it is provided as soon as reasonably possible. Ifin another department,
then it is transmitted by letter with a copy of the request to that department with the instructions
that they must respond within five (5) business days with the record or an approximate date when
the record can be made available. Under the law, we are required to provide copies of records
that exist, not to create a record in order to reply to the request. The cost for copies of town
records is $.25 per page. We receive many requests over the counter, by mail, and by fax and e-
mail.
U00031
The Town Clerk acts as the Registrar of Vital Statistics. All births and deaths which occur
with in the boundaries of the Town of South old must have certificates filed in the Town Clerk's
Office. The original copies of these must be filed with the NYS Dept. of Health by the Town
Clerk. It is the duty of the clerk to provide certified copies when requested, for a fee. Marriage
Licenses are all issued in the Town Clerk's Office.
I am also appointed as a Marriage Officer, and perform marriage ceremonies, on occasion, by
appointment, although the majority of them are performed by the Town Justices, and members of
the clergy.
Passport Acceptance Agency - accepts applications and documentation and transmits to the
Passport Issuance Agency for issuance. Received training and Certificate of Designation from
Passport Services in April 200 I. The Southold Town Clerk's Office was the first Town Clerk
office on Long Island to receive this designation
U00032
John P. Sepenoski
5600 Hortons Lane
Southold, NY 11971
(631) 765-2668
johnsep@optonline.net
EXPERIENCE: TECHNICAL COORDINATOR II
Town of South old
53095 Route 25, Southold NY
October 1996 - Present
Responsible for all Town-wide computer hardware and software systems, including 4
Windows servers, 2 ffiM iSeries-AS/400 servers, over 100 personal computers, 7
location TCP/IP wide area network, firewall, remote access, VPN, printers, scanners,
Archivewriter digital microfilmer and plotters. Software used includes Microsoft
Exchange, Outlook, Office, OS/400, Windows 2003, 2000, XP, NT 4.0 and 98,
Laserfiche Digital Imaging Records Management, Query, MS SQL, eTrust Anti-Virus,
Veritas backup, as well as department specific software for various Town departments
including Property Assessment, Tax Receiving, Town Clerk and all Land Use systems.
Responsible for Town's Geographic Information System (GIS) using MapInfo and
Trimble GPS. Duties include database design and implementation, creation of new
layers, creation of printed maps, archiving maps and data, data analysis, integration with
other non-GIS databases, conversion of data, assisting users and data collection.
Responsible for all computer related work including designing and installing new
systems & databases, troubleshooting software & hardware, upgrading software &
hardware, configuring software & hardware, data analysis, developing new software,
network troubleshooting, backups, restores, web site development and day to day
computer operations.
AS/400 COMPUTER OPERA TOR
North Fork Bank
9025 Main Road, Mattituck NY
January 1991-October 1996
Responsible for the daily data processing computer operations in a banking environment
with over 80 locations including running batch jobs, backups, restores, CL
programming, installing/upgrading software, remote file transfers, communications,
equipment set up, printing reports/statements, troubleshooting. Equipment used
included two separate AS/400 systems, PC's attached to the AS/400's via LANs,
advanced function laser printers, impact printers, optical drives. Operating systems and
software used include: OS/400, Windows, DOS, OS/2, PC Support, Lotus,
WordPerfect, Alpha 4. Promoted to supervisor in July 1996.
000033
COMPUTER ROOM MONITOR
Dean of Students
Cornell University
Ithaca, NY 14853
January 1986 - August 1988
Responsible for the lending of software to faculty and students. Was promoted to Head
Room Monitor in January 1987. Duties included the maintenance of a PC computer
network, programming, assisting users with software, demonstrating programs and
managing other room monitors.
EDUCATION: Master of Engineering Degree, May 1989
Cornell University
Ithaca, New York
Bachelor of Science Degree in Engineering, May 1987
Cornell University
Ithaca, New York
High School Regents Diploma, June 1983
Southold High School
Southold, New York
REFERENCES: Available upon request
000031
LLOYD H. REISENBERG
P.O. Box 161 Laurel, NY 11948 631-298-2686
Last Updated January 2004
Technology ExperIence:
Software Applications: Kronos, FlexiFinancials, MS SOL Enterprise Manager & Utilities, MS Access, Frontpage, AS400
Operations Manager, Client Aa:.ess Express for Windows, BAS Tax Receiver and Town Clerk Applications, LaserFiche,
Crystal Reports, FRx Reporting, ONYX, SOA Team Test, Win Frame,
Databases: Microsoft Sequel Server, Sybase, MS Access, and familiar with Oracle and DB2
Operating Systems: Windows, 05/400, DOS
Languages: Visual Basic, Transact SOL, HTML
Work Experience:
Town of Southold, NY
Network and Systems Administrator
1104 to Present
lJ Detennine the data processing needs of the Town of Southold. Devise the best means of meeting those needs,
recommending acquisition of new equipment. promoting efficient collection and processing of data and maintaining the
day-to-day operations of the data processing center and its staff. Maintain a close liaison between the various Town
departments and the data processing center, insuring the highest possible quality of customer 5elVice to all of the
various departments.
lJ Develop the Data Processing Department yearly budget. Responsible for department expenditures making sure that
they do not exceed budgeted funds allocatad 10 the department.
lJ Special Projects
. Annex relocation - Appointed to the position of Project Manager in charge of the facets involved with
relocating various departments and personnel to the Town's new Annex location. The scope of this
project included developing floor plans, supervision of building renovations, and working with various
vendors, making sure that all the communications and networking infrastructure are in place and
functioning. In addition I had the responsibility to insure that the entire project was completed
seamlessly and with in budget.
. Time management system - Responsible for the setection, implementation, and post installation
maintenance of an automated time management system and payroll interface.
Technical Coordinator II
9100 to 1104
Part of the Town of Southord Data Processing Department team. Responsibilities encompassed maintenance of all of the
Town's computer hardware including servers and workstations, network and WAN, applications management of various
governmental software applications, and development of software applications as user requirements arise.
lJ Created many software applications as required for the different Town Departments including but not limited to the
Tax Receiver, Zoning Board, Assessors, Planning Department. Trustees, and the Police Department
lJ Project Leader for the Town's Tax Receiver's Lock Box project. This includes coordinating all project related activities
and developing the required integration between the BAS Tax Receiver software application, Tax Receiver
appIicalions developed In house and North Fork Bank applications. In addition to the project management I reviewed
the current Tax Department processes and made recommendations for process changes which would increase
deperbnent efficiency.
lJ Assisted users with any hardware or software related issues.
lJ Town of Southold Web Master
000035
RESULTS 1 LLC, Laurel, NY.
Partner 3198 to 12105
I slart8d RESULTS 1 wittI the vision of high quaIily individuals providing business solutions in software application
develOpment as well as software consuIling services. With my technical and project management backgrounds, we offer
the expertise required to scope and create specillcations for development projects, develop the software applications
resulting from this process, build, test, and then document the applications. In addition my professional services
background enhances the value our development process, for our applications as well as for consulting on existing
software packages.
tJ Highly motivated wittI solid backgrounds in project management, system design and development, Implementation
and support services and most importantly strong interpersonal skills enable me to attract new business and maintain
strong relationships wittI clients.
tJ Organizational and time management proficiencies permit me to handle multiple projects at the same time while
staying focused on the quality of the individual projects.
tJ Concrete SQL experience used in conjunction wittI exceptional knowledge of c1ienfs database table structure and
relationships expedites necessary repairs to their data and databases. Also, developed improved data integrity scripts
that assist in the investigation of data reliability.
tJ Develop software appncations using MS Visual Basic interfacing with either SQL Server or an Access database.
Flexilntemational Software Corporation, Shelton, CT.
8193 to 10199
DIrector Integration Services 2197 to 10199
Direct responsibility for the industry partners such as McKessonlHBOC, FRx and other key accounts.
tJ Supervise all activities between Flexi and its industry partners. Activities including; partner project management, team
leader responsible for the design and development of integrated applications using ActiveX controls, application
rollout coordinator, and senior level technical resource.
tJ Instrumental in keeping a strong relationship between Flexi and its partners.
tJ LiaIson between client services, development, and the quality control departments as required for conrecting
application defects and enhancement requests.
tJ System Admhcibhator of Flexi's client database.
tJ Responsible for the development and product integration of the 1999 Accounts Payable 1099 module.
tJ With extensive knowledge of the application and database structure I wes able to perform in the capacity of a senior
technical reference for Issuas that arise from internal or external cfients.
Manager MaIntenance Development 10/95 to 2197
CoordUnated the resolution and testing for aD defects to the GA product base. This involved prioritization and delegation of
issues to the maintenance engineering staff, quality assurance department and the eventual distribution of service packs
to clients.
tJ Allocated the resources required to correct appUcation related Issues.
tJ AssIsted in the development of the application maintenance release process.
tJ Shared in the responsibility for hiring the maintenance development engineering team.
tJ Performed all related tasks required for the resolution of appflCation and database related defects.
Manager Customer Support 8193 to 10195.
Responsible for the technical and the administralive aspect of the entire customer support operation. This includes
coordination of intemaI and external resources for the project instaJlations, training, and support activities. Acted as an
advisor to lie Quality Control Departr"ent. assisting in development of the test parameters for automated testing, bug and
enhancement prioritizing.
tJ Charged wittI building and management c:A the Installation, HotfIl18 and Training Departments.
tJ Design, install, and manage General Ledger and Accounts Payable CHentlServer client appUcations.
000036
IJ Actively participate in company management meetings and development design meetings.
IJ Assist Sales Executives in a pre-sales support capacity.
IJ Troubleshoot client application, database, environment and software issues.
IMRS (Hyperlon Software), stamford, CT. 6188 to 8193
Group Leader Product Support - 12191 to 8192. Prod. Expert Support Services - 8/92 to 8/93.
Senior Instructor-12188 to 12/89. Senior Hotline Consultant -12/89 to 12/91.
Instructor-6188 to 12188.
Olin Chemicals, Stamford, CT.
11/86 to 6/88
Senior Cost Accountant 9/87 to 6/88
Accountant - 11/86 to 9/87.
American Cyanamid, Stamford, CT. 8/85 to 11/86
Senior Cost Accountant - 8/85 to 11/86.
Waldenbooks, Stamford, CT 12/84 to 12185
Inventory Account - 6184 to 12185. Senior Inventory Accountant 12/84 to 8/85
Social Activity:
Ex - Captain Mattituck Fire Department
Commissioner Malliluck Fire District
Assistant Deputy Emergency Management Coordinator
MatIituck Board of Education Advisory Committee Member
Education:
Quinnipiac College, 5S degree in Accounting.
000037
ZAG-IARY T. TOMASZEWSKI
3275 Aldrich Lane
Laurel, NY 11948
**Qualifications/Experience/Education **
Education:
Western New England College- Technical Management
Stony Brook University - Advanced Graduate Information Systems
Experience:
Town of Southold - Technical Coordinator
See anached Civil Service qualifications
Oaktree Systems Inc. - Systems Support Engineer
See Anachment 1
Oaktree Systems Inc. - Systems Support Intern
See Anachment 2
8/97-12/01
5/98-5/02
11/04- Present
1/02-11/04
5/01-8/01
000038
Anachment 1
Hardware Systems:
Network Servers: New
Configured and set up new servers including operating systems with all
current patches and updates, network protocols, database management
software for database services and application software for application
servers.
Prior to implementation of new servers, followed testing procedures to verify
configuration and setup. Logged all aspects of test results.
Moved fully configured servers from testing environment to production
environment.
Maintained functionality of each production server by reviewing event logs
daily and making appropriate adjustments when required, specifically patches
and updates.
Network Servers - Existing
Maintained and upgraded equipment as required.
Logged all occurrences and incidences to manage and maintain each server.
Replaced network cards, memory, hard drives, video cards and any other
hardware components as necessary.
Applied newest versions of operating systems, database, web and application
software .
Network Connection Devices -
Installed, configured and maintained network hubs, switches, and routers.
Monitored all devices to assure maximum throughput.
Logged all irregularities and problems into a system network log and
catalogued instances to assist ongoing maintenance.
Workstations - New
Configured and set up new workstations including operation systems with all
current patches and updates, web development software, database
management software, and common software needed for daily activities.
Prior to release of new workstations, followed testing procedures to verify
configuration and setup. Recorded and logged all steps of configuration for
future workstation setup and release.
000039
Moved fully configured workstations from testing environment to
production environment. .
Maintained functionality of each production workstation by communicating
with the user and cataloging problem calls and requests. Followed
requirements to resolve issues utilizing software development or hardware
replacement.
Workstations - Existing
Maintained an.d upgraded equipment as required.
Logged all occurrences and incidences to manage and maintain each
workstation.
Tested and replaced network cards, memory, hard drives, video cards and
other hardware components as necessary.
Applied newest versions of operating systems, database, web and application
software.
Peripherals -
Installed configured and maintained printers, scanners and external drives.
Installed and maintained latest drivers for each item
Maintained a log of user calls and questions regarding problems and use of
each peripheral.
Software Systems:
Application Development -
Developed and customized software according to general specifications for
customers as well as to meet the individual requirements of the users.
Web Development -
Developed specifications and programmed web applications for in-house
and client use, including e-comrnerce, bug tracking, inventory and employee
time log.
Backup Administrator-
Oeated and managed database jobs to ensure all databases were in the
maintenance plan and jobs succeed each day. Logged and rotated backup
tapes through a schedule to ensure that all web, database, and application
data was written to tapes. Cataloged and coordinated schedules to migrate
tapes to secure locations within office and off-site in a safe deposit box.
General Systems Support -
Placed customer support and service calls to hardware and software
manufactures for troubleshooting and product or equipment replacements.
000040
Based on user call logs and maintenance logs, developed and presented
instructional lessons in proper use and maintenance of all hardware as well as
software applications. This was presented in a one on one situation and
small group seminars
Researched hardware and software products available that would best fit all
needs and requirements to move forward as well as resolving issues. This
required maintaining and reviewing a technical library of reference books,
hardware and software manuals and product guides.
(;00041
Attachment 2
Software Development -
Created a web- based time reponing system for all part time and full time hourly
employees to use for calculation of standard, overtime, and after hours differential
pay. System also included logic to accrual and log vacation, sick and holiday time.
Hardware Systems-
Workstations - Existing
Maintained and upgraded equipment as required.
Logged all occurrences and incidences to manage and maintain each
workstation.
Replaced network cards, memory, hard drives, video cards and any other
hardware components as necessary.
Applied newest versions of operation systems, database, web and application
software.
000042
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.usJpurchase). Photocopy the form if you must submit more than one Vendor
Quote Form. Instructions for completing the form are on the reverse side.
Vendor's Name and Address Description of Item State Contract Quoted
or Service" Number Price
1.William Saffady Consultant Services for $18,000.00
InformaIIon Management Specialist preparation of a needs
114 Second Place assessment
Brooklyn, New York 11231
2. Access Systems Consultant Services for $18,000.00
Steve Goodfellow Preparation of a needs
4260 Hennenberry Road assessment
Manlius, New York 13104
3. Gallego Information Services Consultant Services for $18,000.00
PO Box 345 preparation of a needs
Buffalo, New York 14224 assessment
"For services rendered, provide more detail in the Budget Category and Narrative form, Code 40.
New York State Archives
Form LQ. VQ 9/2007
000043
WILLIAM SAFFADY
Information Management Specialist
114 Second Place
Brooklyn, New York
11231
718 246 4696 (phone)
7182464855 (fax)
wsaffady@aol.com
PROPOSAL
This is a proposal to conduct a needs assessment for an electronic content management
system for property-related records maintained 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: 718-2464855; 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 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.
. 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.
PROJECT SCHEDULE
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 I
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 University. He previously held faculty appointments at the State University
G00045
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 titles 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
Imaging: Technology, Applications, Implementation (200 I), 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:
US. Government Agencies
Central Intelligence Agency
Federal Aviation Administration
Federal Reserve Board
Federal Bureau ofInvestigation
Internal Revenue Service
National Archives and Records Administration
National Security Agency
U.S. Army Corps of Engineers
US. Army Information Systems Command
U.S. Army Research Office
US. Department of the Interior (U.S. Geological Survey)
U.S. Department of Transportation
US. Navy, Naval Air Test Center
U.S. Navy, NA VSEA Operations
US. Senate Computer Center
State and Local Government Agencies
Albany County Airport Authority
Brooklyn Borough President
City of Boca Raton, Florida
City ofNewburgh, New York Police Department
City of New York, Board of Education
City of New York, Department of Information Technology and
000046
Telecommunications
City of New York, Department of Finance
City of New York, Department of Parks and Recreation
City of New York, Department of Probation
City of New York, Department 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 ofTampa, Florida
City ofTroy, New York
City University of New York
Columbia County Clerk
District of Columbia, Department of General Services
DormitoI)' 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 (Ariwna) 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 Bernardino 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, Department of Archives and HistoI)'
State of South Carolina, Department of Archives and
HistoI)'
State of West Virginia, Department of State
Tennessee State Library and Archives
Town of Brookhaven, New York
Town ofDarien, Connecticut
(J00047
Town of Greenburgh, New York
Town of Guilderland, 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
Corning 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 Pbarma
Ricoh
Rockwell-Collins
Schering-Plough
Singer Company
Southwest Electric Power Company (SWEPCO)
Standard Oil ofIndiana (Amoco Production Company)
Sterling Drug Company
TECO Energy
Texas Guaranteed Student Loan Corporation
Teijin America
Temple Inland
Thorndike Deland and Associates
Western Farmers Electric Coopemtive
Wilmer, Cutler and Pickering Attorneys
Wyeth-Ayerst Laboratories
Zasio Enterprises
Educational Institutions
Albany City School District
Berkshire Union Free School District
Copiague Union Free 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
e.G. Jung Foundation
Howard Hughes Medical Institute
Inter-American Development Bank
Lincoln Center Development Project
Mohawk Valley Library Association
Museum of Modern 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 plaintiff in 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 ofInternal 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 assigmnents funded by LGRMIF grants for the following New York State
local governments:
. Town of Guilderland (1998): analysis offour 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 maintained 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 maintained
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 P1armer, 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 Archives in 2001-2002 grant cycle.
. Town of North East (2000): analysis of business processes in four town departments:
Assessor, Plarming, 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 of fingerprinting requirements for criminal
records maintained by Police Department. Completed in March 2001.
. Village ofLynbrook (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.
U00051
. New York City, Dept. of Housing Preservation and Development (2001-2002): needs
assessment for document imaging implementation. Completed January 2002.
. TownNillage 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 grant cycle.
. New York City Department 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.
U00052
. 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 ofInformation 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 departments. 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 (2007-8): pilot implementation and testing of
new CUNY retention schedule at Bronx Community College and John Jay
College. This project is ongoing now.
G00053
.ACCEJJ
it'}Y1TEMI
January 4, 2008
Elizabeth Neville, Town Clerk
Town of South old
PO Box 1179
Southold, New York 11971
Dear Elizabeth:
Access Systems is pleased to provide this proposal to you for conducting an e-government needs
assessment and feasibility study for the Town of Southold.
We feel we are in an excellent position to perform your study with our extensive and wide-
ranging experience in conducting Needs Assessment studies, electronic record management, and
solution/vendor evaluations in many diverse environments. What separates us from other
consulting organizations is:
· Our experience working on similar projects with other towns, cities and counties
through the NYS Archives grant program
. Our wide-ranging experience in technology, assessment, workflow, and records
management
. Our extensive know ledge of municipal operations and inter-department record
sharing needs (i.e. interactions between the Town Clerk, Building, Planning, Zoning,
Assessor, Code, Historic Preservation; Land Preservation; Engineering, as well as
other offices)
. Our product-independent approach to finding the best solution to your needs and
budget, since we do not sell any hardware or soflware products.
· Our experience being involved in over 400 implementations of Electronic Document
Management Systems (EDMS) over the years.
· Our ability to keep our eyes open for other opportunities for the Town of South old to
improve department efficiency that may not be directly part of this project
· Our keen understanding of the people-side of the process
Based on our experience in process analysis, our work through the NYS Archives grant
programs, and our methods, we are confident that the Town of Southold will be pleased with our
timely, accurate and independent approach we are proposing for conducting your study.
Thank you for the opportunity to compete for your business and we look forward to providing
you with a timely and successful engagement.
Sincerely,
~--67~~
-
Steve Goodfellow
4260 Henneberry Roed
Manlius, NY 13104
(315) 662.1166. phone
(315) 682-0865. fax
U00054
Project Approach and Time Schedule
STATEMENT OF WORK
This Statement of Work is provided by Access Systems to perform a needs assessment study
focusing on active property records for the Town of Southold, covering Building, the Planning
Board, Zoning Board of Appeals, Town Trustees, Code Enforcement, Historic Preservation,
Land Preservation, Engineering, and the Assessor. Our approach and timeline is based on
information provided by the Town and our company's own experience.
The following activities will be completed under this agreement for the Town:
1. Project iuitiation
2. Information gathering
3. Information review & analysis
4. Preliminary environment design
5. Presentation of final report
SERVICES & DELIVERABLES
1) Proiect Initiation
Activities:
Estimated Completion Date:
2) Information Gatherinl!
Activities:
Deliverable:
Completion Date estimate:
Access Systems, Inc. proposal
- Define scopelboundaries of the analysis
- Project orientation meeting
- Identii)' key department personnel
- Identii)' long-range Town goals and requirements
- Gather/review any relevant information previously
collected by the Town and/or departments
- Set up project plan and timelines
- End of I" week
- Meet with identified Town staff
- Discuss key procedures, documents & information
with appropriate personnel
- IdentilY opportunities for online document
sharing, and electrouic data capture, and other
transactions where appropriate
- IdentilY primary opportuuities for improvement
- Document existing infurmation capture/creation and
storage procedures and determine procedures to be
streamlined following NYS Archive guidelines
- Gather information on potential cost avoidance
and/or savings through improved procedures
- Determine short range and long range dept. needs
- Gather information on current technology
infrastructure and support staff capabilities
- Session notes (informal)
- End of3n1 week
- Confidential -
000055
Project Approach and Time Schedule (continued)
3) Information Review& Analvsis
Activities:
- Analyze all information gathered and identify process
inputs, resources, controls/constraints, and outputs
- Identify possible solutions to meet objectives
- Identify policy & procedure issues that need
to be addressed
- Current Environment Overview Report
- Description of opportunities for improved online
information sharing, online transactions, reduced data
entry/capture and opportunities for streamlining dept flow
- Issues and opportunities summary and evaluation of
existing Erocess
- End of 6 week
Deliverable:
Completion Date estimate:
4) Preliminary Environment Desilm
Activities: - Develop preliminary environment process narrative draft
- Identify recommendation(s) for most appropriate &
cost effective alternative( s)
- Identify preliminary support staff requirements
- Determine primary requirements and appropriate
approaches to implement
- Meet with Town officials for long range planning
- Present preliminary environment design to
Town of South old representatives
Deliverable: - Draft Report with recommendations
- Identify proposed opportunities and solutions
- Anticipated improvements and benefits
- Targeted information & processes (short-term and
long-term) within the Town and suggested
implementation order
- Implementation Plan
- Anticipated impacts on the Town infrastructure/staff
Completion Date estimate: - End of 8111 week
Access Systems. Inc. proposal - Confidential -
000056
.
Project Approach and Time Schedule (continued)
5) Present Final Environment Desil!D
Activities: - Refine Draft Report based on feedback from
Town officials
- Present Final Report to Town representatives
Delivemble: - Final Report
- Recommended solutions & associated estimated costs
- Anticipated improvements, benefits aod savings
- Anticipated infrastructure impacts
- Proposed initial implementation plao
Completion Date estimate: - End of 10th week
Access Systems. Inc. proposal
- Confidential -
000057
Background and Experience
,
Access Systems Consulting, as an independent consultancy, combines a strong backgroWld in
process improvement, electronic records management systems, and workflow witb a keen eye on
tbe people issues tbat are critical for this type of work. Steve Goodfellow would be Access
Systems' lead consultant for tbe Town ofSoutbold. Assisting Steve witb tbis project will be Jim
CWlUnins and Pat Franks. Their backgroWld and experience is listed below:
Steve GoodfeUow has over 23 years of relevant consulting experience in tbe document
management and process improvement fields. In addition, Steve is an AdjWlct Professor at
Syracuse University teaching graduate courses in Knowledge Management and content
management
He was recently awarded tbe Laureate of Information Technology from tbe Association of
Information and Image Management (AIIM), in addition to being a recipient oftbe Masters of
Information Technology designation.
Steve prides himself in his abilities to maximize a client's current equipment investment when
possible. Instead of representing a particular manufacturer, Steve is able to evaluate your
environment in a truly unbiased manner and is not trying to force-fit a solution onto your needs
because it is tbe only solution we sell. We effectively cut tbrough tbe industry hype to
recommend tbe best solution to match your needs.
In addition to his content management experience, Steve is also experienced in several
technologies that are becoming more and more important in toclay's organizations, including:
web-based document management, workflow software, web site design, streaming media,
electronic forms, and more. When performing a needs analysis, it is important tbat tbe
consultant has tbe highest level of experience witb operational issues as well as technological
issues analysis to insure tbe best possible solution is chosen and tbat tbe transition to a new
process is well planned.
Unlike most consultants tbat only provide a "40,000 foot view oftbe world" witb no solid action
plans or solutions, Steve's broad backgroWld includes being a Business Process Consultant for
GTE Vantage Solutions, ExpertNet Expert Analyst for Giga Information Systems and tbeir
Global 2000 clients, Product Manager for an Office Systems and consultancy organization, as
well as a General Manager for a $5.1 billion systems integrator. This, in addition to his work in
tbe knowledge management field as a consultant, provides experience in a broad range of client
environments that only benefit his clients.
As a writer for various industry publications such as Knowledge Management World, Imaging
Business, Infopro, E-Commerce, Records Management Quarterly, Office Systems, and otbers,
Steve has direct access to inside information on industry trends - which only benefits his clients.
Access Systems' clients receive Wlparalleled expertise by leveraging our access to otber industry
experts and resources that are not available to tbe typical organization.
Access Systems, Inc. proposal
- Cmifidential -
U00058
Background and Experience (continued)
Steve was a recent speaker at several national events including the Knowledge Management
Summit, KM Expo, Association of Information and Image Management (AIIM) International's
conference, the Association of Records Managers and Administrators (ARMA) International's
conference, E-Commerce Wodd, as well a featured speaker at the Disney Institute.
Steve is one of the few independent Certified Document Imaging Architects (COlA) in the
country. This certification is built around a strong understanding of existing workflow and
streamlining processes prior to implementing any solution.
Jim Cummins - Consultant With over 19 years experience in the analysis, planning,
implementation and management of information systems, Jim's hands on approach delivers IT
expertise for solution-driven results. Specific expertise includes data integrity and recovery
solutions, web site analysis, security management, wireless network design and security,
capacity planning and resource utilization. Jim has been the actively involved in over 30
municipality needs assessments, disaster recovery projects, and business process studies with our
firm.
Pat Franks, PhD, CRM, consultant. Dr. Patricia Franks is a Certified Records Manager and has
over 20 years of experience as an educator in information management, communication, and e-
commerce. Pat is a frequent presenter at workshops and conferences on the local, state, and
national levels including conferences held by CIT, ARMA, WebCT, and AACE. Pat is also the
President of the CNY chapter of ARMA and an active participant on standards committees from
AIIM and ARMA.
Access Systems, Inc. proposal
- Confidential -
000059
Recent Project Summary
Our company's recent client list includes such organizations as:
New York State local Iwvernments:
City of Canandaigua
Madison County
Genesee County
Chautauqua County
Town of Amherst
Town of Clarence
Sullivan County
City of Niagara Falls
Cattaraugus County
City of Troy
Village of Avon
Coroorate/Educational Accounts include:
Corning Incorporated
HP/Compaq Computer
Cornell University
Central Vermont Public Services
Alcan Aluminum
Xerox
LotuslIBM
Carrier Corporation
Vinings Management
National Baseball Hall of Fame
(Note: all NYS government clients were funded by the LGRMIF Grants)
· Conducted Needs Assessments and developing Strategic Plans for over 80
municipalities in Union, Somerset, Cumberland, Essex, and Salem counties in New
Jersey (with a total population of over 2 million people).
· Currently conducting a records management needs assessment with a focus on e-mail
management within Corning Incorporated. This enterprise-wide initiative is designed
to improve the proper creation, storsge, management, and access for e-mail records
within this Fortune 500 organization for over 21,000 users.
. Completed a Business Process Improvement study for the Town of Amherst's
Planning Department
· Completed a Needs Assessment for the City of Canandaigua for all departments
· Completed a study of the Planning, Building and Engineering departments for the
Town of Clarence
· Performed a county-wide Needs Assessment for Madison County, NY including all
county departments. Recommendations included (among other items) an electronic
document management system that will expand to include most county departments.
. Conducted an email management assessment for all departments within Tioga County.
. Conducted a Needs Assessment for Genesee County, NY for multiple departments
with a focus on Electronic Document Management Systems.
· Completed a county-wide EDMS Needs Assessment for Madison County
· Conducted a Disaster Recovery assessment and developed Business Continuity Plans
for City of Troy, Union County, Salem County, Brighton Central Schools, and dozens
of other clients
Access Systems, Inc. proposal
- Confidential -
OOOC60
Recent Project Summary (continued)
. Conducted an EDMS Needs Assessment for Genesee County.
· Completed several web site analysis projects for towns under the LGRMIF program.
· Provided various Needs Assessment studies through the New Y otk State Archives for
local governments such as the Town of Amherst, Town of Clarence, City of
Jamestown, Cortland County, City of Norwich, City of Niagara Falls, Chenango
County, Town of Gates, Chautauqua County, Genesee County, Tompkins County,
Tioga County, Sullivan County, Town of Thompson, Town of Liberty, City of
Watertown, Village of Avon, and others.
· Completed a Disaster Recovety and Business Continuity assessment for Sullivan
County and the Towns of Liberty and the Town of Thompson
· Completed a Needs Assessment for a $2.6 billion dollar wholesaler focusing on the
design and implementation of an electronic docwnent imaging system, handling
20,000-40,000 docwnents a day.
· Conducted a process evaluation and a knowledge management initiative at Coming
Incorporated in the Science and Technology Division. The proposed goal is to provide
greater access to existing information (docwnents, data, internal and external staff
knowledge) for the worldwide Research and Development Division of this Fortune 500
company.
· Internal consultant on Knowledge Management for HP/Compaq Computer's
worldwide training and consulting staff as well as currently completing a separate
training program on Knowledge Management & E-commerce for HP/Compaq.
· Provided a docwnent management process evaluation at Alcan Aluminwn in their
Corporate Engineering environment.
Access Systems, Inc. proposal
- Confidential -
000061
Fee Proposal for the Town of South old
Access Systems strives not to be a vendor of the Town of South old, but a true partner in
accomplisbing your goals. In any engagement that we are a part of, we look at as a long-term
relationship. We are not looking at this project in isolation, but we hope to prove our capabilities
to assist in building a partnership with the Town of South old.
A fixed fee based on the Statement of Work including estimated travel expenses is $ 18,000.
Payment is $6,000 upon commencement, $8,000 upon delivery of the draft report, and the
balance is due upon delivery and acceptance of the Final Report.
If the Town of South old wishes to adjust the scope of our services to better match your needs, we
would be happy to address this with a revised proposal fee.
If the Town requires work outside the scope of this project, the fee for that work will be
discussed with the Town prior to conducting the work and billed separately from this project.
If you have any question regarding this proposal, or if this proposal is not specifically addressing
the needs you intended, please do not hesitate to contact me and I will adjust it accordingly.
Acx:ess Systems, Inc. proposal
- Confidential -
000062
Ga~~ego Infozmation
Services
January 8, 2008
Proposal to Conduct a Needs Assessment for an Electronic Content
Management System for the Town of Southold
ScoDe of Work
Gallego Information Services proposes to complete a records management needs
assessment for an electronic content management system for the Town of Southold. The
needs assessment will cover retrieval from records storage and retrieval of active
property-related records maintained by the following departments at the Town:
I. Building Department
2. Planning Board
3. Zoning Board of Appeals
4. Town Trustees
5. Code Enforcement
6. Assessor
7. Engineering
8. Historic Preservation
9. Land Preservation
Gallego Information Services will comply with the requirements stated in the Request for
Quotation statement of work.
Qualifications
Business Profile
Gallego Information Services is a records and information management consulting
company that has been actively operating for 14 years. Gallego Information Services
provides services to government, industrial and commercial organizations. Gallego
Information Services is a Women-Dwned I Minority Business Enterprise certified by
State of New York State.
The services provided by Gallego Information Services consist of designing, developing,
implementing, writing and training on records and information management activities
including the following tasks.
lJ Records Inventories, Appraisals and Surveys (Paper, Electronic and other Medium)
lJ Records Retention Scheduling (paper, Electronic and Other Medium)
lJ Files Design and Management
lJ Records Management Planning
lJ Inactive Records Program Development
lJ Business Process Analysis
PO BoJc 345 BaffaJ.o, Nlf 14224 (716) 675-0012
9093 gaUegollga1legoinfo.CClIII
Fax (716) 674-
000063
Ga~~ego Infozmation
Services
January 8, 2008
a Cost-Benefit Analysis
a Conversion of Records and Information Systems
a Electronic Document Management Systems (EDMS)
a Imaging Systems
a Needs Analysis
a E-government Analysis
a E-mail Analysis
a Information Systems Analysis and Design
a RFP preparation for Records Management Systems
a System Implementation
a User Documentation and Training of Systems
a Cataloging, Abstracting and Indexing Services
a Records and Information Workflow Analysis
a Policy and Procedure Writing
a Disaster Recovery and Business Continuity for Records and Information Systems
a Training
a Project Management
Proiect Team
Ms. Caroline Gallego is the sole consultant being proposed for the work on this project.
Ms. Caroline Gallego has 23 years experience in records management with 14 years of
working as a consultant for Gallego Information Services. Ms. Gallego holds a Masters
degree in Library and Information Science (MLS) from the State University of New York
at Buffalo; is a Certified Records Manager (CRM); and, a Certified Archivist (CA). Ms.
Gallego has worked with the various local governments over the past 14 years and is
proficient in the New York State Archives requirements for Needs Assessments,
ArchivallHistorical Records Assessments, Records Surveys, Electronic Records Surveys,
E-mail Assessments, Business Process Analysis Reports, Feasibility Studies and
Cost/Benefit Analysis as well as the implementation of technology grants funded by
them.
Costs
The total costs including all expenses for the project are $18,000. Gallego Information
Services' hourly cost is $75.00. The total hours to complete the project are 240.
PO Box 345 Buffalo, Nr 14224 (716) 675-0012
9093 gallegotlgallegoiDfo. CQI/l
FaJe (716) 674-
U00064
LGRMIF Grant Application - 2008-2009 - Budget Narrative
PURCHASED SERVICES: Code 40
Description of Item Provider of Services Calculation of Proposed
Cost Exoenditure
ConsuItinR Services William SafTadv 144 hour (al $18,000.
Needs Assessment $125.00 oer hr
TOTAL (transfer to FS-20, Budget Summary Form) $18,000.
Narrative:
The fees for consultants performing technology assessments are always higher. Fees for
consultants vary depending upon the type and complexity of assessment being done.
Given the scope and nature of the work and number of tasks to be performed in these nine
(9) town departments, 144 hours is a reasonable and necessary amount of time to be spent
on this project by the consultant.
The grant reviewers comments from the 2007-2008 LGRMIF grant cycle strongly
recommended that the town should obtain an independent needs assessment and systems
specifications from an outside qualified records management consultant.
The consultant wiD prepare a needs assessment report that wiD explain the purpose of the
project, describe and evaluate existing business processes of town departments and
000065
LGRMIF Grant Application - 2008-2009 - Budget Narrative
prepare recommendations for improvement, emphasizing the potential for and benefits of
an electronic content management system for the Town's land management property
related records. He will prepare specifications for the detailed function ofthe software,
cost estimates, and an implementation timetable for the proposed electronic content
management system.
Qualifications of consultant:
William SatTady is a Professor at the College of Information and Computer Science, Long
Island University. He previously held faculty appointments at the State University of New
York at Albany, Vanderbilt University, Pratt Institute, and Wayne State University.
He teaches professional development seminars on records and information management
topics for a variety of organizations.
He is the author of many books and articles on information management topics, including
records management, electronic document management. information storage technologies,
and library automation.
He also serves as a consultant. providing training and analytical services to corporations,
government agencies and other organizations.
He has also served as an expert witness, and provided opinions and reports on court cases.
000066
LGRMIF Grant Application - 2008-2009 - Budget Narrative
He has successfully completed needs assessments and other consulting assignments funded
by the LGRMIF for many New York State Local Governments in past years
A preliminary decision has been made to engage the consulting services of Dr. William
SatTady, Information Management Specialist because ofthe previously stated qualifications
and also for the following reasons:
1. He appears to be the most qualified, best suited consultant for our purposes due to
his expertise in the field of electronic documents and electronic content management
systems.
2. He has performed work in the area before that was evaluated first hand by the
RMO who supports and agrees with his work processes.
3. In speaking with the vendors, he appears to be the one that provided the most detail
in term of how he approaches and looks at a project and how he processes the
information in a thorough and thoughtful manner.
4. Another added plus is the fact that he is situated in our local regional area on Long
Island. This will provide greater accessibility and facilitate transportation. I had
sent an informal RFQ out in August 2007 to consultants listed on the NYS Archives
website and received negative responses from the majority of the consultants due to
distant geographical locations and long travel distances.
Li00067
The University ofthe 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: Southold Town Clerk RMO
Name of Applicant: Elizabeth A. Neville
Mailing Address: PO Box 1179 53095 Main Road
Street
Southold New York 11971
City State Zip Code
Telephone #: 631765-1800 County: Suffolk
E-Mail Address: e neville@town southold 11)1 liS
Project Funding Dates: 7 / I / 2008 6 / 30 / 2009
Start Hnd
INSTRUCTIONS
.:. Submit tbe original FS-20 Budget Summary and the required number of copies along with the completed
application directly to the appropriate State Education Department office as indicated in the application
instructions for the grant program for which yoo are applying. DO NOT submit Ibis form to 1he Grants
Finance.
.:. Please Sllbmit the FS-20 Budget Summary as a two page form (not back-to-back on a single sheet).
.:. Enter whole dollar amounts only. The amounts must agree with the budget category totals from each Budget
Category and Nanative Form.
.:. For changes in agency or payee address contact the State Education Department office indicated on the
application instmctions for 1he gnmt progrnm for which you are applying.
.:. Ao approved copy of 1he FS-20 Budget Summary will be returned to 1he contact person noted above. A window
envelope will be used; please make sure that 1he contact information is accurate, legiDle and confined to the
address field
.:. For information on budgeting, including 2005-<J6 REVISED guidelines for equipment and supplies, refer to the
Fiscal Guidelines for Federal and State Aided Grants at m\W.ollls.nvsed.gov/cafc/.
000068
BUDGET SUMMARY
FS-20
Page 2
A enc Code
Professional Salaries 15 rn DID
Support Staff Salaries 16 (Ti#11
Purchased Services 40 18,000. rn DID
Supplies and Materials 45 Contract #
Travel Expenses 46
Employee Benefits 80
Indirect Cost (Ie). 90 N/A
(Amount from "C" below) Agency Name:
BOCES Services 49
Minor Remodeling 30
Equipment 20 FOR DEPARTMENT USE ONLY
Grand Total 18,000. Approved
Funding Dates:
From To
: * A. Modified Direct Cost Base $N/A Program Approval:
B. Approved Restricted IC Rate %
C. (A) x (8) = Indirect Cost $N/A Date:
(Be sure to put total in Code 90 above)
CHIEF ADMINISTRATOR'S CERTIFICATION
Fiscal Year
First PaYment
Line #
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.
1 /31 /08
Date
~(;)j~.
Signature
John P. Sepenoski, Deputy Supervisor
Town of So 11th old
Name and Tide of Chief Administrative Ofticer
Voucher #
First Payment
000069